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Retail Pro v8 User Guide PDF
Retail Pro v8 User Guide PDF
Retail Pro 8
User’s Guide
USA 1-800-738-2457
International +1-858-550-3355
www.retailpro.com
Retail Pro® 8 User’s Guide
USA 1-800-738-2457
International +1-858-550-3355
www.retailpro.com
Copyright
Copyright © 2010 Intuit, Inc.® All rights reserved. Redistributed by Retail Pro International, LLC under license.
Retail Pro International, LLC
400 Plaza Dr., Suite 200
Folsom, CA 95630 USA
USA 1-800-738-2457
International +1-858-550-3355
www.retailpro.com
Trademarks
Retail Pro and the Retail Pro logo are registered trademarks and/or registered service marks in the United States and other countries. Oracle
and Oracle 9i are registered trademarks and/or registered service marks of Oracle Corporation. All rights reserved. Other parties’ trademarks
or service marks are the property of their respective owners and should be treated as such.
Table of Contents
Chapter 1. Introduction....................................................................................................................................4
Installing Retail Pro®...............................................................................................................................5
Licensed Inventories and Seats ................................................................................................................6
Retail Pro® Stations ..................................................................................................................................7
Purpose of the User’s Guide...................................................................................................................10
Start Retail Pro® .....................................................................................................................................11
Retail Pro® Home Screen .......................................................................................................................13
Top Menu ...............................................................................................................................................14
Practice Retail Pro® ................................................................................................................................15
Getting Help ...........................................................................................................................................15
User Information ....................................................................................................................................16
Data Protection.......................................................................................................................................16
Exiting Retail Pro® .................................................................................................................................16
Database File 2Gb Limit ........................................................................................................................17
Chapter 2. Basics ...........................................................................................................................................18
Introduction ...................................................................................................................................................18
Security & Preferences...........................................................................................................................18
Security ..................................................................................................................................................18
Log In/Out..............................................................................................................................................19
Action Buttons........................................................................................................................................20
Screen Views..........................................................................................................................................22
Using Filtered View ...............................................................................................................................27
Navigation ..............................................................................................................................................32
Working with Records and Documents.........................................................................................................35
Add a New Record .................................................................................................................................36
Find an Existing Data Record ................................................................................................................36
Edit an Existing Data Record .................................................................................................................37
Employee Store Assignments and Editing/Reversing of Prior Days’ Documents .................................38
Copying an Existing Record...................................................................................................................39
Data Entry in Specific Field Types ........................................................................................................39
Saving Records.......................................................................................................................................48
Canceling Documents.............................................................................................................................48
Holding Documents................................................................................................................................49
Copying Documents ...............................................................................................................................50
Using Scanners & Barcodes ...................................................................................................................50
Listing Items on Documents...................................................................................................................53
Checking Item Availability ....................................................................................................................57
Committed Information..........................................................................................................................60
Inventory Quantities ...............................................................................................................................65
Store Pair Quantities...............................................................................................................................66
Editing Items on Documents ..................................................................................................................68
Deleting Listed Items .............................................................................................................................70
Consolidating Items................................................................................................................................71
Using Case Quantities ............................................................................................................................72
UPCs ......................................................................................................................................................74
ALUs ......................................................................................................................................................75
Serial Numbers.......................................................................................................................................76
Lot Numbers...........................................................................................................................................76
Price Levels ............................................................................................................................................77
Price-Based Stores..................................................................................................................................78
Taxes ......................................................................................................................................................79
Check In/Out ..........................................................................................................................................91
Cashier Drawers .....................................................................................................................................92
Sales Commissions and SPIFs ...............................................................................................................92
Finding a History Document ..................................................................................................................95
Editing or Reversing History Documents...............................................................................................96
Document Integrity ..............................................................................................................................100
Printing Preferences .............................................................................................................................101
Printing Records...................................................................................................................................102
Printing Tags ........................................................................................................................................105
Using Report Groups............................................................................................................................106
Printing Labels .....................................................................................................................................107
Previewer..............................................................................................................................................108
Review Reports ....................................................................................................................................112
Accounting ...........................................................................................................................................112
EDI .......................................................................................................................................................112
Working with Images ...........................................................................................................................113
Working with Active Links..................................................................................................................115
Abandoned Property Law.....................................................................................................................116
Offline Mode ........................................................................................................................................117
Movement Control System Integration ................................................................................................118
Chapter 3. Departments and Vendors..........................................................................................................119
About Departments ..............................................................................................................................119
Defining Departments ..........................................................................................................................119
Department Codes ................................................................................................................................120
Department Fields ................................................................................................................................122
Department Menu Buttons ...................................................................................................................123
Working with Departments ..................................................................................................................124
Create a New Department ....................................................................................................................125
About Vendors .....................................................................................................................................128
Vendor Fields .......................................................................................................................................129
Vendor Menu Buttons ..........................................................................................................................132
Working with Vendors .........................................................................................................................133
Create a New Vendor ...........................................................................................................................133
Payment Terms.....................................................................................................................................135
Vendor History.....................................................................................................................................136
Receiving History.................................................................................................................................137
PO History............................................................................................................................................139
Chapter 4. Inventory....................................................................................................................................141
Introduction .................................................................................................................................................141
About Inventory ...................................................................................................................................141
Inventory Security ................................................................................................................................141
Accessing Inventory.............................................................................................................................143
Inventory Views ...................................................................................................................................144
Items ............................................................................................................................................................148
About Items ..........................................................................................................................................148
Jackpot Items........................................................................................................................................149
About Styles .........................................................................................................................................151
Inventory Fields....................................................................................................................................152
Inventory Buttons.................................................................................................................................160
Item View.............................................................................................................................................163
Add a New Item ...................................................................................................................................164
Add a New Item While Creating a Document......................................................................................164
Copy and Paste an Item in Inventory ...................................................................................................165
Deleting an Item ...................................................................................................................................167
Styles ...........................................................................................................................................................168
Style View............................................................................................................................................168
Style Grid .............................................................................................................................................170
Grid Location .......................................................................................................................................173
Using Grid Scales.................................................................................................................................174
Working with Items: Style View..........................................................................................................175
Add a New Style ..................................................................................................................................176
Edit Styles ............................................................................................................................................178
Delete a Style Item ...............................................................................................................................179
Price/Cost ....................................................................................................................................................180
Price/Cost Relationship ........................................................................................................................180
Active Price Level................................................................................................................................181
Prices List Field....................................................................................................................................182
Quantity Pricing ...................................................................................................................................183
Promotional Pricing..............................................................................................................................183
Pricing Method.....................................................................................................................................187
Rounding Prices ...................................................................................................................................187
Adjusting Prices ...................................................................................................................................188
Adjusting Prices ...................................................................................................................................189
Activating Pricing Methods in Inventory .............................................................................................190
Price Manager ......................................................................................................................................191
Trade Discounts....................................................................................................................................191
Stock Audit..................................................................................................................................................192
Auditing Inventory ...............................................................................................................................192
Multi-Vendor Items .....................................................................................................................................194
Multiple Vendors and Multiple UPCs..................................................................................................194
Multiple UPCs......................................................................................................................................195
Serial/Lot Number Tracking........................................................................................................................197
Serial Number Tracking .......................................................................................................................197
Lot Number Tracking...........................................................................................................................212
Packages and Kits........................................................................................................................................220
About Packages & Kits ........................................................................................................................220
Chapter 5. Merchandise Utilities .................................................................................................................231
Introduction .................................................................................................................................................231
Receipt Prices.......................................................................................................................................499
Completing a Sale ................................................................................................................................502
General Tender Procedures ..................................................................................................................503
Effects of Updating a Receipt ..............................................................................................................509
Printing Receipts ..................................................................................................................................510
Accepting Payment/Giving Change ............................................................................................................512
About Specific Tender Types...............................................................................................................512
Tendering by Check .............................................................................................................................512
About EFT Tenders..............................................................................................................................515
Tendering by Credit Card.....................................................................................................................516
Tendering by Debit Card......................................................................................................................519
Tendering by Gift Card ........................................................................................................................521
Tendering by Gift Certificate ...............................................................................................................526
Tendering by Store Credit ....................................................................................................................527
Tendering by Charge Account .............................................................................................................528
Tendering by Foreign Currency ...........................................................................................................530
Tendering by Payments ........................................................................................................................532
Returns and Exchanges................................................................................................................................533
About Returns and Exchanges..............................................................................................................533
Generating/Referencing Sales Orders..........................................................................................................535
Generate an SO from a Receipt in Progress .........................................................................................535
Filling Sales Orders..............................................................................................................................536
Working with Sales Orders from a Receipt..........................................................................................539
Cash Drops ..................................................................................................................................................540
Cash Drops ...........................................................................................................................................540
Maintaining Receipts...................................................................................................................................542
About Maintaining Receipts.................................................................................................................542
Finding a Former Receipt.....................................................................................................................543
POS Resiliency............................................................................................................................................544
About POS Resiliency..........................................................................................................................544
Configuring Your EFT Settings ...........................................................................................................545
Setting Floor Limits .............................................................................................................................547
Switching to Offline Mode...................................................................................................................549
Recovery Log .......................................................................................................................................550
POS Resiliency Security ......................................................................................................................551
Chapter 11. End of Day ...............................................................................................................................552
About End of Day Procedures and X/Z-Out Reports ...........................................................................552
X/Z-Out Security..................................................................................................................................554
X/Z-Out Reports..........................................................................................................................................555
Basic Steps to Run an X/Z-Out Report ................................................................................................555
Define Report Settings .........................................................................................................................556
The Non-Currency Lists.......................................................................................................................557
Saved Report Settings ..........................................................................................................................558
How Various Receipt Actions Are Handled on X/Z-Outs ...................................................................559
A Sample Midday (X-Out) Report .......................................................................................................560
End of Day Reports (Z-Outs) ...............................................................................................................562
The Media Totals Window...................................................................................................................563
Registry SOs.........................................................................................................................................623
Maintaining SOs...................................................................................................................................623
Deleting, Archiving, and Purging an SO..............................................................................................624
Sales Order Deposits ...................................................................................................................................627
About SO Deposits...............................................................................................................................627
Receiving a Deposit .............................................................................................................................627
Reversing a Deposit .............................................................................................................................630
Refunding a Deposit.............................................................................................................................630
Displaying Deposits on an SO..............................................................................................................631
Filling an SO ........................................................................................................................................632
Recording a Sale from an SO ...............................................................................................................634
Tendering a Sale by SO Deposits.........................................................................................................635
Miscellaneous..............................................................................................................................................637
Adding Items from an SO to a Receipt ................................................................................................637
Handling Shipping Charges and Fees...................................................................................................638
Partial Shipments..................................................................................................................................639
Recording a Return...............................................................................................................................639
Creating Purchase Orders From an SO.................................................................................................640
Viewing Dedicated POs from the SO...................................................................................................642
Printing SOs and Deposit Receipts.......................................................................................................643
Chapter 13. Adjustments .............................................................................................................................645
About Adjustment Memos ...................................................................................................................645
Tracking Adjustments ..........................................................................................................................645
Memo Types.........................................................................................................................................646
Adjustment Memo Security..................................................................................................................646
Working with Adjustment Memos ..............................................................................................................648
Accessing Memos ................................................................................................................................648
Memo Fields.........................................................................................................................................648
Adjustment Memo Buttons ..................................................................................................................652
Actions that Generate Memos ..............................................................................................................654
Creating a New Memo (Manually).......................................................................................................655
Copying a Memo..................................................................................................................................657
Reversing a Memo ...............................................................................................................................658
Chapter 14. Reports .....................................................................................................................................659
About General Reports.........................................................................................................................659
Report Types ........................................................................................................................................661
Report Categories.................................................................................................................................662
Configuring Default Options................................................................................................................666
Default Fonts ........................................................................................................................................667
Field Lengths and Labels .....................................................................................................................668
Custom Names .....................................................................................................................................670
Run a Report ........................................................................................................................................672
Report Options .....................................................................................................................................675
Runtime Options ..................................................................................................................................675
Report Access Levels ...........................................................................................................................678
Report Filters........................................................................................................................................679
Modify/Create a Filter ..........................................................................................................................679
Chapter 1. Introduction
Welcome to Retail Pro®!
Retail Pro® is an advanced inventory control, point of sale, and merchandising system designed
for use in retail stores. The system includes coordinated transaction, merchandising, and analytic
features that allow retailers to maintain complete control over their entire retail operation.
The core of the Retail Pro® system is the Inventory module. The inventory module is a
sophisticated perpetual inventory system kept continuously updated as transactional documents
are made and recorded during normal retail activities. At a glance, a user can view current
quantities on hand, on order, and in transit for individual stores or for the company as a whole.
The inventory module also maintains all item-related data such as costs, prices, margins, sizes,
attributes, dates, and department and vendor information.
Tightly integrated with the inventory module are the four other primary Retail Pro® areas
wherein the various activities that affect inventory are carried out. These four areas are Point of
Sale (POS), Purchasing, Transfers, and Adjustments. There are two types of documents that can
be created in each of these areas, except the Adjustments area, which contains only transactional
documents.
Transactional documents record actual changes to the inventory and provide a permanent record
of those changes in monthly history files. There is a separate monthly history file for each of the
transactional document types. These history files can never be deleted. For this reason, these
transactional documents are sometimes referred to as history documents. Each of the Retail Pro®
transactional documents is explained on the next page.
Order documents are temporary documents used to plan or order future retail activities. The
information recorded on an order document, such as items, prices, and vendor or customer
information, can be easily transferred to a transactional document when the time comes to record
the actual activity. Once a transactional document is created, the related order document can
safely be deleted.
The transactional documents used in Retail Pro® and the related order documents are as follows:
Receiving vouchers add to inventory the merchandise received from vendors. Return vouchers
are used to subtract from inventory merchandise that is returned to vendors. A planned purchase
of merchandise from a vendor is recorded on a purchase order (PO).
Transfer slips record the transfer of merchandise between two inventories (store to store,
warehouse to store, etc.). A slip subtracts the quantity transferred from the sending inventory and
adds it to the receiving inventory. The order document used to plan a transfer of merchandise is
the transfer order (TO).
Sales receipts subtract merchandise from inventory when customers make purchases. A return
receipt is used to add items back to inventory when returned by a customer. Future sales to
customers, such as for layaways and mail orders, are planned on a sales order (SO).
Adjustment memos can either add or subtract merchandise from inventory. Memos are used
when none of the other transactional documents are appropriate. For example, adjustment memos
would be used to subtract shrinkage quantities from inventory or to add “extra” units discovered
during a physical inventory. Adjustment memos are also used to record adjustments to inventory
costs and prices. There are no order documents related to adjustment memos.
In addition to the core inventory and point-of-sale functionality, Retail Pro® also includes
components that aid in increasing store traffic, building customer loyalty, and accurately
analyzing and reporting retail activities.
The Customers area not only maintains customer addresses and phone numbers, but also offers
features like customer filtering for lists and mailings, customer-based pricing, store-credit
tracking, and instant retrieval of customer sales history.
The Reports area provides the ability to look at accumulated data broken down in any way that
best serves a retailer’s needs. Dozens of pre-designed and specialty reports are provided in
several categories, plus custom reports can be easily designed using the Report Wizard feature
and the extensive filtering capabilities of the system.
Additional features in the Retail Pro® system provide electronic purchasing capabilities
(EDI/ASN), employee and commission tracking, gift registries, multi-store management tools, an
e-mail server application, international features, and integration with your electronic commerce
offerings. Ancillary tools provide extensive data diagnosis and repair, security control, document
design, and advanced analytical capabilities.
Simplified Configuration
Many default configuration settings can be preset before conducting an on-site installation, saving
time and ensuring consistency between workstations. For example, default security and group
files can be created and imported during installation. This saves you the trouble of setting up
your own security groups and assigning rights to them (you still have to define individual users
and assign them to the groups).
Other features to simplify the configuration process include:
Automatically copying your users if upgrading from 7-Series.
Defining settings for one workstation and copy them to others using Model Workstation.
Defining default workstation printer configurations.
(For more information on installation and configuration, refer to Technical Supplement C1.
Installing 8-Series Retail Pro®.)
Info station: This station receives data from the Main station, providing the ability to view, print
or manage the exporting of data and reports. Info stations cannot create or modify Retail Pro®
data files or documents except to propose purchase orders (POs). These stations are typically
used for access to data or reports by managers and during sales presentations, at trade shows, or at
a second office.
Info stations are defined as INF(A-Z) for a total of up to 26 Info stations per system, with up to
99 workstations networked to each Info station.
Corporate Station: This specialized station interacts with multiple Main stations, allowing it
access to data from each of their respective systems. As such, the Corporate station can provide a
greater level of data consolidation and inventory management for corporations with subsidiaries or
franchises. Up to 99 workstations can also be networked for access to a Corporate station.
Remote stations: Because the Main station acts as the hub between the other stations for data
activity, we sometimes refer to stations as simply the Main and Remotes, where a Remote will
most often be a POS station but could also be a Backroom or Info station.
Many Retail Pro® system configurations consist of a central Main station that communicates with
one or more Remote stations through the polling of data files (refer to Chapter 15. Polling). Each
station runs its own installation of Retail Pro® software and maintains its own set of data files for
the retail activities that are carried out there. The Remote station periodically polls with the Main
station to send its data up to the Main station and receive updated data from the Main station.
When the Main station receives data from Remote stations, it processes the data, updates the
system's core database as appropriate, and polls updated data back down to the Remote stations.
Depending on a retailer's needs, a single-store operation might be set up with one Main station
accessed by multiple workstations through a network if needed, perhaps one for ringing up sales,
one in the receiving area, and one in the office used for purchasing and reporting. A larger,
multi-store operation might typically have one Main station at a central office, a POS station in
each store, a Backroom station at the warehouse or distribution center, and possibly Info or
Corporate stations as well. Each of these stations could have multiple workstations networked to
it.
Types of Stations:
CORPORATE
STATION
OTHER MAIN
WORKSTATIONS
STATIONS
(up to 99)
MAIN
STATION
Retail Pro
Database
WORKSTATIONS
(up to 99)
Locations or Stores
(Inventory licenses – up to 240)
Single
Location
Multiple Multiple
Locations Locations
Note: Touchscreen
Touch KEYBOARD to access a touchscreen keyboard to enter your user name and password.
Note: Shortcut Keys
Each of the fields in the Retail Pro® Logon screen has a shortcut assigned to it. To use a shortcut to
access a field, enter <Alt + the underlined letter in the name of that field>. For example, the shortcut
key for the Login button is <Alt+L>.
Note: Logging In to a Tool
When you log in to a Tool from Retail Pro®, you do not have to log in again. You will be automatically
logged in with the same user name and workstation number.
Note: Printing Employee Labels
®
You can design and print employee labels with names and bar codes within Retail Pro by selecting
EMPLOYEE LABELS from the TOOLS menu. The employee label can then be scanned to enter an employee
®
name into any Name or Associate field in Retail Pro , such as the Log In field (if security settings allow
change of name field). To use this feature you must define your employees in Security Administrator. A
default employee labels document design can be used or you can design your own using Document
Designer. (Refer to Tool Supplement TS2. Document Designer for more information.)
Top Menu
Browser Toolbar
Home Page
Side Menu
Status Bar
top menu The horizontal menu at the top of each screen. The menu options correspond to the
main areas of the program.
®
Retail Pro Select this button to back out of your current window. From the Home Screen, select
button this button to access a side menu called the System Menu which includes options to
access Help, display system information or exit the program.
browser If you have access to the internet, this toolbar allows internet navigation using the
toolbar standard browser controls of BACK, FORWARD, STOP, REFRESH, HOME and PRINT. HOME
displays the home page defined in your Workstation Preferences (see #4 Home Page).
The E-MANUALS button will display the E-Manuals screen which navigates to
documentation in Adobe Acrobat© pdf format.
home page Displays the HTML file specified in workstation preferences (OPTIONS h W/S
PREFERENCES h SYSTEM h HOME PAGE URL). Internet Explorer 5 or later required.
side menu The vertical menu that can be positioned to the right or left side of the screen. This
menu is customizable and will change depending on which area is selected at the Top
Menu. (See Appendix A. Interface Design for details on designing side menus.)
status bar Displays the current user, data path, sales path, and workstation.
Top Menu
The Top Menu is the toolbar located at the top of the Retail Pro® screen (as shown previously).
Each toolbar button on the Top Menu provides access to a different area of Retail Pro®. The Side
Menu lists the functions available in the selected area and will change accordingly when a
different area is selected on the Top Menu.
Top Menu Items:
Button Description
POS
The POS area of Retail Pro® contains functions for managing point-of-sale
documents (Receipts and SOs), customer information, employee hours, and
cash drawers.
Merchandise
The Merchandise area provides access to inventory, department and vendor
information, which is used to organize and record merchandise. This area
also provides functionality to permanently delete inventory items and mark
down prices and costs.
Purchasing
The Purchasing area records and tracks purchasing and receiving of
merchandise (such as POs and vouchers). Also contains electronic
purchasing functionality.
Transfers
The Transfers area tracks merchandise transferred between stores.
Adjustments
The Adjustments area allows adjustments to be made to inventory quantity,
cost or price.
Analysis
The Analysis area generates powerful reports and charts to view sales and
merchandise data in a variety of ways.
Options
The Options area includes functions for system log in/out, configuring and
®
customizing Retail Pro (Preferences), viewing user information, and running
Practice Retail Pro®.
Tools
The Tools area provides access to each of the tools modules available with
®
your Retail Pro installation, such as Security Administrator, Scheduler,
Document Designer, and RPRO DB. The Tools menu can be customized to
reflect a retailer's needs.
Getting Help
Select the Help button (<F1>) anywhere in the program. A context-sensitive help screen is
displayed for the activity or module in which you are currently working.
The Help button is located on the Side Menu or on displayed dialogs throughout the program. At
the Home Screen, it is necessary to select the Retail Pro® button first to access the System Menu
and then help is available on the Side Menu (System Menu).
Navigate through the help topics in the navigation pane on the left of the help window, as
necessary, to find the topic you need. Use any of the three help tabbed pages to locate topics:
• CONTENTS presents help topics in a library fashion, with each "book" of the library
covering a major program area or function. Click on a book to select a topic
contained therein.
INDEXprovides a search index that searches for word(s) contained in the title of a
help topic. Simply enter a word for the feature you are working with to locate that
topic.
SEARCH provides a search index that searches for word(s) contained in the title or
body of a help topic. You must first setup the Find database; follow the onscreen
prompts.
Once you have located a topic, click it or select display (<Alt+D>) to view the topic.
Select PRINT (<Alt+P>) to print the topic displayed.
Select BACK (<Alt+B>) to move to the previously displayed topic.
Select >> (<Alt+>) to move forward one topic in the predefined browse sequence.
Select << (<Alt+<) to move back one topic in the predefined browse sequence.
Select HELP TOPICS (<Alt+T>) to toggle on/off the display of the navigation pane (provides
additional viewing room of the selected topic).
User Information
The User Information feature shows you at a glance
the number of workstations running Retail Pro® and
how many users are in each area of the program. Workstation 1
Workstation 2
Workstation 4
To access the User Information screen: Workstation 6
Workstation 8
1. Select OPTIONS h USER INFO from the Top
Menu of Retail Pro®.
4. Select CLOSE (<Esc>) to exit.
Some activities in Retail Pro® and related tools are 3
1
non-tolerant activities, meaning that all users must be
out of all other areas of Retail Pro® before using 1
Data Protection
Making backups of your Retail Pro® data (either to removable media such as floppy disk or to a
hard drive) is an important protection strategy that protects your data from unexpected ordeals
such as hardware failures, power failures, theft, fire, etc. It is highly recommended that you
backup your Retail Pro® data on a regular, preferably daily, basis.
(Refer to Chapter 11. End of Day and Tool Supplement TS22. Safeguard for more information.)
Chapter 2. Basics
Introduction
This chapter focuses on standard Retail Pro® features that appear repeatedly throughout the
program and discusses program functions that can best be understood when viewed as a whole
rather than from within a particular program area. Some of the concepts are advanced for an
introductory chapter and may be better understood once individual chapters have been read. We
recommend that you return to this chapter as needed as you progress through the rest of the
manual.
Note: Screen Customization
Your screen may look slightly different from those shown in this manual and you may have different
menu options available. This is because Retail Pro® has many customizable features that enable each
store to configure their system differently in order to meet their particular needs.
When instructing you to select a menu option, we use the terminology such as "Select new (<Alt+N>)."
Mouse or touchscreen users can click or touch the specified menu option; keyboard users can simply
press the keyboard combination shown in parentheses.
Using the menu and page designers, your screen can be customized with the menus, fields, fonts,
colors, etc. best suited for your navigation style and business needs. (Refer to Appendix A. Interface
Design for more information.)
Security
Security settings that limit the features that can be accessed by users or groups of users are set
with the Security Administrator tool. Using Security Administrator, you define employee login
names and passwords and then assign those employees to security groups. Each security group
has access to a user-defined set of program features. A list of the security rights that apply to an
area of the system are included at the beginning of that area's chapter. The note below lists
security rights applicable to the system as a whole.
(Refer to Technical Supplement F1. Security Administrator for more information.)
Note: System and Security Administrator
If you have registered Retail Pro® with Security Administrator, you can control user access to the
following system activities. Security rights applicable to system actions are contained in the System
area of the Retail Pro® security file (rpro8.sec).
Grid/Form Page Designer System Preferences Practice RPRO
Modify List View Workstation Preferences Edit Program Labels
Menu Designer Exit Retail Pro® Run a Tool
Layout Manager Other Workstation Print Files Access "More…" Tools
Up/Download Master Layouts Change System Date Access Model Workstation
W/S Pref-Modify Printer Configurations
Log In/Out
The Log In/Out feature provides both convenience and security when logging users in and out of
Retail Pro®. Users can easily log in and out of the system and one user can log in over another
user without having to close Retail Pro®. For example, a supervisor can log in over a cashier that
listed a wrong item on a document but doesn't have security rights to delete the item. The
supervisor can log in over the cashier as an override user, delete the item, and then log back out
without the cashier having to log out during this procedure. Login passwords are defined in
Security Administrator as are the security rights assigned to each user or group. (Refer to
Technical Supplement F1. Security Administrator for more information.)
To log in a user:
1. Enter your user name in the User Name field.
2. Enter your password in the Password field.
3. Select Login (<Alt+L>) or Cancel (<Esc>) to exit.
If there was not a user already logged in, then the person who just logged in will appear in the
status bar as the User. If there was a user logged in and a second user logs in over that user,
the second user’s name will appear in the status bar as the Override User.
Action Buttons
This section is to help familiarize you with the common action buttons contained on the top menu
of many system areas. Though each action performs primarily the same function in each area, the
procedure for carrying out those actions varies.
Each of the buttons below is shown with icon and text labels; your system may be set up to show
just text labels, just icons, or both text and icons. (See the previous preference note.)
Button Description
New (<Alt+N>)
Start a new record. For non-document records, a new record can be made in either
List View or Form View. For documents, all new records must be made in Form View
and selecting new will automatically activate Form View.
Save (<Alt+S>)
Save a newly created or edited record. For non-document records, save is available
when either editing an existing record or creating a new record. For order
documents, save is only available when editing an existing document. save is not
applicable to transactional documents (they are updated).
Cancel (<Esc>)
Cancel a new or edited record in progress (available in most areas).
Button Description
Delete (<Alt+D>)
Delete a record. In List View, the selected row will be deleted. In Form View, the
displayed record will be deleted. delete is not available for transactional documents
(they are reversed).
Copy (<Alt+C>)
Copy the selected record. For non-document records, a copy is stored for you to
paste into a new row. For documents, selecting copy automatically opens a new
document with all of the data from the copied document entered.
Paste (<Alt+A>)
Paste a copied record. This option is only available for non-document records.
Screen Views
There are two primary ways to view Retail Pro® records: List View and Form View. List View
displays a list of several records at one time. These lists can be easily filtered, sorted, and
searched to help you find a particular record or compare several records at once. Form View is a
more detailed view that displays all fields of data contained in a single record. Both views have
fully customizable interfaces. (Refer to Appendix A. Interface Design for more information on
customizing the List View and Form View interface.)
List View
List View displays a list of several records at one time in a format similar to a spreadsheet. Each
row represents a different record; each column represents a data field available for that record
type. The list can be easily sorted and searched to help you find a particular record or to group
related records.
The following is an example of Department's List View:
Search for an Entry (Searches are not available when in Edit mode.)
Searches are always done in the currently sorted column.
If you have just entered List View, simply begin typing the characters of the entry
you want to find while in the body of List View. As you enter characters they are
displayed in the Search field. If you have changed the focus to another area before
searching, then you must switch the focus back to the Search field before entering
search criteria.
Using Filtered View Filtered View allows you to group and view data records that have information in
common. You enter the criteria you wish to match and the system gathers the
appropriate records and displays only them. This is a highly useful feature when
you want to locate a group of specific records.
Tabbed Pages When there is more than one tabbed page, press <Ctrl + a number> (the number
corresponds to the page number) or click/touch the tab to switch to a specific
tabbed page or press <F6> to cycle between tabbed pages.
Tabbed pages
Note: Zoom
Select ZOOM from the side menu for a pop-up menu with zoom options. Choose a zoom percentage
and the table will automatically zoom in or out. This will help create larger, more accessible rows and
columns for touchscreen navigation.
Note: Where Did My Records Go?
When you sort by a column, only the records that have an entry in that column will be displayed. This
can make it appear that some of your records have disappeared, when in fact they are simply not
being displayed. To display all records again, sort by a column heading, such as Item #, that has an
entry for all records.
Form View
Form View can be used to display data for an existing record or to create a new record. Form
View allows you to view item detail and far more information on a single page than is possible in
List View. Below is an example of a new purchase order in Form View.
The item list is only available in Form View. For this reason, all documents are created and
edited in Form View. Non-document records can be created in either view.
Field Group
Tabbed Pages
To filter by criteria:
1. Select FILTERED VIEW from the side menu when applicable.
2. Enter criteria in any of the fields by which you want to filter. Press <Enter> or <v> to bypass
any field, accepting its current entry.
Refer to the following sections for data entry tips.
By default, Filtered View displays the criteria defined the last time it was used. You can
clear the currently defined criteria by choosing CLEAR ALL (<Alt+A>).
If the Included field is active for an element, you can choose to include or exclude items that
match the criteria for this element by selecting INCLUDE or EXCLUDE from the drop-down list
in the Included field. Alternatively, highlight this field and press <Space> until the option
you want is displayed.
The Sort and Sort Order fields allow you to optionally define the order in which matching
records are displayed. Choose the element by which you want records to be sorted (criteria
does not have to be defined for an element in order to sort by it). In the row for this element
select 1 from the drop-down list in the Sort Order field. Alternatively, highlight this field
and press <Space> until 1 is displayed.
An arrow is displayed in the Sort field. An up-arrow © indicates that records will be sorted
in ascending order by their values for this element if the element is numeric, and in
alphabetical order (from A to Z) if the element is text. A down-arrow ª indicates that
records will be sorted in descending order by their values for this element if the element is
numeric, and in reverse-alphabetical order (Z to A) if the element is text. Click the arrow, or
highlight the arrow and press <Space>, to change its direction.
3. Optionally define additional sort elements to be used in the case of a tie. Retail Pro® will
initially order matching records according to the element designated with 1 in the Sort Order
field. When records have the same value for that element, they will then be ordered
according to the element designated with 2 in the Sort Order field, and so on.
4. Select OK to accept the current criteria and filter for matching items. (Or, select CANCEL
(<Esc>) to escape the dialog without filtering.)
Only the records that meet all of your defined criteria are included in the filter results.
List View displays all of the data meeting the filter criteria in lineal view. Form View
initially displays the first record found that meets the criteria; switch to the next matching
record by pressing <Crtl+PageDown>. Continue to view records using <Crtl+PageUp> to
display the previous record and <Crtl+PageDown> to display the next record.
5. When you are finished reviewing records, select CANCEL FILTER from the side menu to exit the
filtered view and return to the full record file.
2. To select an option, click it or highlight it and press <Space>. Selected options have a
checkmark next to them (5). To clear that option, click it or press <Space> again.
OR
Choose the SELECT ALL or CLEAR ALL buttons.
3. Select OK to return the selected values to the field.
Choose CANCEL (<Esc>) to exit the dialog without returning any of your selected values to the
filter field.
your size criterion would locate records that have no value recorded in their Size field.
• Excluding Matches: Descriptive fields typically do not make use of the Included field
described above that allows you to choose to exclude matches. However, you can exclude
matches in a descriptive field by using ~. For example, entering ~blue as your attribute criterion
would exclude records that contain blue in their Attribute field.
• Range Fields: Range fields include records that fall within the specified range. All quantity,
currency, ZIP code, and date fields are range fields.
• Dynamic Dates: (available in most date fields) Dynamic dates define a time period in relation
to the current operating system date instead of using specific start and end dates. (For more
information on entering data in a date field, refer to Data Entry in Specific Field Types section.)
• And / Or: Some fields have and/or selections. If AND is selected, then criteria meeting both of
the defined criteria must be present for a record to pass through the filter. If OR is chosen,
meeting just one of the defined criteria will allow a record to pass through the filter.
Navigation
Retail Pro® is designed to make moving between program areas, selecting entries, and entering
data both intuitive and efficient. The program offers mouse, keyboard, and touchscreen (requires
touchscreen monitor) compatibility. You can seamlessly switch between each of these methods
to best navigate in any given area. Large customizable buttons and an easy-to-use navigation
toolbar offer the user great versatility for touchscreen and mouse navigation.
Keyboard Navigation
For the keyboard user, Retail Pro® offers both pre-programmed and customizable navigation and
shortcut keys. The common keys used to move around the program are shown below. (Refer to
Appendix D. Keyboard Shortcuts, for a complete keyboard-shortcut reference and Appendix A;
Interface Design, for information on customizing your shortcut keys.)
Navigation Toolbar
The navigation toolbar can be added to the bottom of different areas of Retail Pro® to enable the
user to move between fields, columns, and rows; select items for documents; and access various
touchscreen data entry tools.
MOVE UP Move the cursor up one row in List View or up one field in Form View.
MOVE DOWN Move the cursor down one row in List View or down one field in Form View.
MOVE LEFT Move the cursor one column to the left of the column currently selected in
List View. This option only works in the document item list of Form View
and it functions as it does in List View.
MOVE RIGHT Move the cursor one column to the right of the column currently selected in
List View. This option only works in the document item list of Form View
and it functions as it does in List View.
BRING Access a touchscreen keyboard.
KEYBOARD
SELECT Select the quantity of an item to be added to a document. To use this option
you must first select CHOOSE ITEM or CHOOSE/EDIT ITEM from a document.
Then, once in the inventory screen, choose the item you want to add to the
document. Press SELECT to increase the quantity in the Doc. Qty field by one.
DESELECT Reduce the selected quantity of an item in the Doc. Qty field by one.
See also Finding a History Document and Using Filtered View sections in Chapter 2. Basics
Read-Only Fields
Retail Pro® automatically populates some fields with information that cannot be edited. These
fields are shown in brackets [] in the field tables of each chapter and in the page designer field
lists. These fields cannot be accessed; the cursor will simply skip over them during navigation.
An example of a read-only field is the DCS Name field in Inventory. When a DCS is entered in
inventory, the corresponding DCS Name from the department file is also automatically entered
and cannot be changed while in Inventory.
In List View, read-only fields are displayed with a dark background and a dashed line around the
perimeter. In Form View, read-only fields are non-white in color (Form View non-editable field
colors can be customized using Page Designer, refer to Appendix A. Interface Design).
Currency Fields
Currency fields generally default to 0.00 until a different amount is entered. Numbers are the
only acceptable entries in these fields. The number of decimals is controlled by your preference
settings.
To enter data in currency fields:
1. Type the appropriate data. If you are using touchscreen, select BRING NUMPAD and then enter
the information.
For currency fields, to enter an amount in whole currency units, such as 2.00, 47.00, or
103.00, simply enter the numbers that appear before the decimal and press <Enter>.
To enter negative numbers, press <-> and then enter the amount.
2. Press <Enter> or navigate to the next field.
Quantity Fields
Quantity fields generally default to 0 until a different quantity is entered. Numbers are the only
acceptable entries in these fields, including decimals if decimal quantities are enabled (OPTIONS h
SYSTEM PREFERENCES h MERCHANDISE h DECIMALS h USE DECIMAL QUANTITIES). Some quantity
fields do not allow the entry of a negative quantity. If you attempt to enter a negative quantity in
these fields, an error message will be displayed and you will have to re-enter a positive quantity.
To enter data in quantity fields:
1. Type the appropriate data. If you are using touchscreen, select BRING NUMPAD and then enter
the information.
To enter negative numbers, press <-> and then enter the amount.
2. Press <Enter> or navigate to the next field.
Note Fields
To enter data in a note field:
1. Type in the appropriate information, or select BRING KEYBOARD to use a touchscreen to enter
data.
2. Press <Enter> or navigate to the next field.
Select (<F4>) in the Quick Lookup field to go to the associated file. In the file, use
standard sort/lookup procedures to locate an existing record. When you access another area
from a field, you have full editing capabilities in that area (security permitting). This makes
it possible to add new records or edit existing ones while there. Find or create the new record
you need and select OK (<Enter>) to bring that record back to your current area.
OR
Press <F3> to simultaneously go to the associated file and access its Sort By dialog. Choose
one of the listed indexes by which you will search, then select OK (<Enter>). Entering a few
characters in the field of the chosen index will take you to matching entries in the file. Select
the correct record, then select OK (<Enter>) to bring the selected record back to your current
area.
2. Press <Enter> or navigate to the next field.
Time Fields
Many time fields record real time and do not allow you to enter data because they are updated by
the system. However, some time fields do allow data entry.
To enter data in a time field:
1. Enter the time. Refer to the following Pro Tip for further time-entering techniques.
2. Press <Enter> or navigate to the next field.
Pro Tip: Time Shortcuts
Use the following keyboard commands to quickly enter new times into time fields. If a time is specified in
a field then the following commands will be relative to the displayed time. If there is not a time specified,
®
the resultant entry will be relative to the current Retail Pro time.
<T>, <Enter> Enter the current system time.
<+>, <Number>, Move time forward as many hours as the number entered. For example, if the
<Enter> displayed time is 1:00PM and you enter <+>, <3>, <Enter> the time will be
moved forward three hours to 4:00PM.
<->, <Number>, Move time back as many hours as the number entered. For example, if the
<Enter> displayed time is 1:00PM and you enter <->, <3>, <Enter> the time will be
moved back three hours to 10:00AM.
<Alt+u> Change the time to one hour ahead.
<Alt+v> Change the time to one hour earlier.
<Alt+Home> Set time to 12:00AM.
<Alt+End> Set time to 11:59PM.
<Alt+PageUp> Set time one minute ahead. Only the minutes are changed, not the hours. For
example, if the time was 10:58PM then selecting <Alt+PageUp> three times
would change the time to 10:59PM, 10:00PM, then 10:01PM.
<Alt+PageDown> Set time one minute earlier than the current time displayed. Only the minutes
are changed, not the hours. For example, if the time was 10:02PM then
selecting <Alt+PageUp> three times would change the time to 10:01PM,
10:00PM, then 10:59PM.
<N>, <Enter> Set time to noon, 12:00PM.
Date Fields
There are two types of Retail Pro® dates: fixed dates and dynamic dates.
Fixed dates are fixed in time. For example, if you enter 5/20/00, then no matter how much time
has passed that will be the recorded date.
Dynamic dates allow you to define a single date or date range relative to the current operating
system date, such as a month to date range. As the operating system date changes, so do the
dynamic dates. (See the next section for instructions on entering dynamic dates.)
Fixed Dates
Fixed dates are displayed in the format you have set up in your operating system. You can enter
dates in that same format or use one of the following quick entry formats (without typing hyphens
(-) or slash marks (/) to separate days, months, and years). When you press <Enter> or exit the
field, the date will be converted to the format set up in your operating system, with the
appropriate slashes or hyphens added.
The available quick entry formats are shown in the following table.
Quick Entry Formats Display Formats and Notes
MMddyyyy Displays as 5-Sep-2005, 9-5-05, 09-05-2005, etc., depending on your operating
Example: 09052005 system settings.
To define a starting day, enter the Starting field (<Alt+S>) and enter a number of days,
months, or weeks ago from which to start your range.
4. Select OK (<Alt+O>) to record range.
5. Select CANCEL (<Alt+C>) to escape the dynamic date selections without choosing a range.
6. Press <Enter> or navigate to the next field.
The following table is based on a current operating system date of April 19, 2000.
Saving Records
Once all of the appropriate data has been entered or edited and you are ready to exit your current
record, it is important to save. (The method for saving records will vary slightly depending on
which area of the system you are in. For specific instructions, refer to the specific area's
documentation.)
1. Select SAVE (<Alt+S>) from the top menu. If a confirmation dialog is displayed,
select YES to save the record, or NO to cancel any changes made to the record in
this session.
OR
For transactional documents, select UPDATE (<F11>) from the
side menu to update without printing the document, or select
PRINT/UPDATE (<F12>) to update and print the document.
Canceling Documents
If you select CANCEL (<Esc>) from the top menu while creating a transactional
document and before updating it, a dialog will appear with the following two choices
from which you can select:
DISCARD: Select to dispose of the document permanently.
RETURN TO MEMO: Select to go back to the document, neither canceling nor discarding it.
Holding Documents
The hold feature is available in transactional documents (receipts, vouchers, slips, and adjustment
memos). While a document is on hold, you can create other documents, carry out other activities,
or even exit from Retail Pro®. For example, if you begin to ring up a sale but the customer forgot
something and needs to go retrieve it, you can put their receipt on hold. Then, while the customer
is gone, instead of waiting or losing the data you have entered so far, you can ring up other
customers, and then unhold the document when the first customer returns. Holding does not
update the document or affect inventory.
To hold and unhold a document:
1. Select HOLD (<Alt+H>) from the top menu. The held document will temporarily be
assigned a sequential document number and will be stored in the document file.
2. To make the document active again, select HELD from the top menu, highlight the
document you want to work with, then choose UNHOLD from the side menu.
The document will now be assigned a permanent document number. This may
be different from the temporary document number assigned, since it will fall
into sequence with the last document updated.
Copying Documents
1. Highlight or display the document that you want to copy.
2. Select COPY (<Alt+C>) from the top menu.
Result: The system opens a new document in Form View. The same items as
those listed on the original will be listed on the copy.
3. Make edits as needed in any of the fields.
4. Transactional documents: Select UPDATE ONLY (<F11>) or PRINT/UPDATE (<F12>) from the side
menu.
Order documents: Select SAVE <Alt+S>.
Wedge Readers
With a wedge reader, the scanning device is “wedged” between the keyboard and the computer.
The computer cannot distinguish between an entry typed at the keyboard and an entry scanned in
using a wedge reader. Therefore, no special procedures are required to use a wedge reader to
scan items, customer IDs, employee IDs, etc. with Retail Pro®. Simply navigate to the correct
field, scan the item tag or ID and the entry will be made in the field. Wedge readers are generally
used at point of sale.
Portable Readers
A large number of tagged items can be conveniently listed on documents by scanning using a
portable reader. The data encoded on the tag can be any of the three Retail Pro® lookup numbers:
Item #, UPC #, or ALU. Both the lookup number and the quantity scanned are temporarily stored
in the portable unit and later transmitted to the computer running Retail Pro® via a cable attached
to a serial port. The reader only needs to be connected to the computer during the transmission.
This is extremely convenient, especially when taking physical inventory or scanning received
items to make a voucher.
Preferences: Portable Reader Type
W/S PREFERENCES h PERIPHERALS h PORTABLE BARCODE: Choose the type, memory size, and serial port
for the portable barcode reader you wish to use.
Suggested Type: The Retail Pro® Portable Terminal (RPRO PT) is a versatile unit that can be used as
either a wedge or a portable reader. In addition, it can receive inventory downloads from Retail Pro® for
®
inventory verification on site. (Refer to the Retail Pro Portable Terminal Operating Manual or contact
®
your Retail Pro Business Partner for more information.)
2. Upload the data following the instructions provided with your portable reader. When the
transmission has been completed, the items and quantities will be displayed.
Note: Failed Transmissions
If the computer does not receive the data, ensure that the portable reader is connected to the specified
computer port and you are using the correct cable.
Note: Serial Number Tracking, Multi-Vendor/UPC Not Available with PT
The Retail Pro® Portable Terminal cannot be used with the Serial Number Tracking or Multi-
Vendor/Multi-UPC features.
Pro Tip: More Than 500 Scanned Items from a Portable Terminal
When downloading more than 500 items to a document, the first 500 items will be listed on the
document as usual. Then, Retail Pro® will alert you that there are more items to be processed. Update
the first document, then begin a new document and select BARCODE to list the additional items. Update
this document as well. We recommend scanning no more than 1000 items before downloading to a
voucher.
Column heading
Selection
Tabbed pages
Document item list (Items field)
(Refer to Appendix A. Interface Design for information on customizing the layout of the Items
field.)
Current lookup/sort
Search field
Sorted list of
matching items
3. The inventory list is resorted with all matching entries grouped. Use normal navigation
procedures to locate the correct item(s). Alternatively, use Filtered View or Style View.
4. In the Doc Qty field, enter the quantity of the item by:
Typing in the quantity desired.
Selecting or from the navigation toolbar. Each click or touch on the plus
sign adds one to the document quantity; each click or touch on the minus sign
removes one from the quantity.
To record an entered quantity, leave the Doc Qty field of the selected item.
5. Navigate to and enter quantities for each additional item needed.
6. Select OK from the side menu to return the items and quantities to the document
Alternatively, move the cursor to a non-selected inventory item and press <Enter> to take all
selected items and quantities to the document.
If you update the transaction with the original specified quantity, your inventory will be
updated to show a negative quantity on hand.
2. Select the quantity you want listed on the document by selecting the appropriate button.
Select CANCEL to return to the document if you wish to manually enter a different quantity.
If you complete the document with the original specified quantity, your inventory will be
updated to show a negative quantity on hand when the transaction is updated.
Committed Information
The Committed file/screen is a summary for all stores of an item or
style's current on-hand quantities, commitments out (on TOs and
SOs), planned arrivals (incoming on TOs and POs), and how the on-
hand quantity will be affected by the order documents listed.
The Main’s committed file, containing commitments and incoming for all stores, can be polled to
remotes. Thus, you can view committed information for any store and for the company combined
from any location. Order documents listed can be accessed directly from the Committed screen if
accessed from inventory or a transactional document. Updating of the committed file can be
disabled for individual items or for all items. (See Disabling the Update of Committed, later.)
To display the Committed screen:
1. Highlight an item in inventory or on a document, and then select COMMITTED (<F9>) from the
side menu. The Committed screen is displayed.
Data currently displayed is for Data is being accessed from the On-hand quantity for
this location. This could be location listed in the title bar the displayed location
different than the access location
To view the data for the entire company, select COMPANY (<Alt+C>).
To toggle back to the data for the current store, select LOCATION (<Alt+L>).
To view the data for another store, choose SELECT STORE (<Alt+E>) and select
the new store from the drop-down list.
To view the committed levels for the entire style that the item is a member of,
select STYLE (<Alt+S>). To toggle back to viewing just the item’s committed
data, select ITEM (<Alt+I>).
From inventory and transactional documents only: To view or print an order
document that is listed on the screen, highlight the document from either the committed or
incoming lists and select VIEW (<Alt+V>). Select OK or CANCEL from the order document to return
to inventory or original document (the Committed screen closes automatically).
Committed Qty Store data: The quantity committed out from this store on each listed SO and
TO.
CMP data: The quantity committed for sale by all stores on each listed SO.
Plan Avail The quantity that will be available, taking into consideration all commitments
and all incoming, through the “When” date shown.
O/H Avail The quantity that will be available, taking into consideration all commitments
but NOT considering incoming, through the “When” date shown.
When The activate date on TOs; order date on layaway SOs; and ship date on
customer order and special order SOs.
Total Qty Store data: Total quantity committed out from this store on all SOs & TOs.
Committed CMP data: Total quantity committed for sale by all stores on all listed SOs.
Plan Avail The quantity that will be available, taking into consideration all commitments
and all incoming, through the “When” date shown.
O/H Avail The quantity that will be available, taking into consideration all commitments
but NOT considering incoming, through the “When” date shown.
When The date of the last commitment (activate date for all TOs; order date on
layaway SOs; and ship date on customer order and special order SOs).
Incoming Qty Store data: The quantity due in to this store on each listed PO or TO.
CMP data: The quantity due in to all stores on each listed PO or TO.
Plan Avail The quantity that will be available, taking into consideration all incoming and
all commitments, through the “When” date shown.
O/H Avail The quantity that will be available, taking into consideration all incoming but
NOT considering commitments, through the “When” date shown.
When The PO ship date or TO activate date.
Total Qty Store data: The quantity due in to this store on all POs and TOs.
Incoming CMP data: The qty on order on all POs for shipment to all stores.
Plan Avail The quantity that will be available, taking into consideration all incoming and
all commitments, through the “When” date shown.
O/H Avail The quantity that will be available, taking into consideration all incoming but
NOT considering commitments, through the “When” date shown.
When The last incoming date, either a PO ship date or TO activate date.
Next available Qty The quantity that will be available as soon as any are available.
When The date they are expected to be available; Current if now available.
Lead time Qty The number of days of lead time that is required for orders from the vendor
(days) (defined in either Inventory or Vendors). (Refer to Chapter 3. Departments &
Vendors and Chapter 4. Inventory for more information on lead time.)
When The date when an order placed today would be expected to arrive. Retail
Pro® calculates this date by adding the number of days’ lead time (that you
predefined for this item or vendor) to today’s date.
O/H other Qty Store data: The quantity on hand in all other stores combined.
locations
Inventory Quantities
From any document or from Inventory, you can instantly view inventory quantity data for
individual items in the Inventory Quantities window. For example, when making an SO, you can
see quantities currently on hand, on order, or in-transit in or out of any of your locations. You
can also view Min/Max data for the item.
To update the On Order, Sold, and Received columns, run Build Totals first. (Refer to Chapter 5.
Merchandise Utilities for more information.)
To display item quantities:
1. Highlight an item in the item list on any document or in inventory.
2. Select INVENTORY QTYS from the side menu. The Inventory Quantities dialog displays.
Preferences: Defining the Labels for the Store Pair Quantities Table
SYSTEM PREFERENCES h STORES h STORE PAIRS h STORE PAIR QUANTITIES: Define the labels for the
columns and rows on the Store Pair Quantities table.
For the on-hand column header for the first store in a pair, enter its label (up to 10 characters) in the
Heading 1 field (STORE A in the example above). For the in-transit quantity column header for the
first store, enter its label (up to three characters) in the Heading 1 In field (A in the example above).
For the on-hand column header for the second store in a pair, enter its label (up to 10 characters) in
the Heading 2 field (STORE B in the example above). For the in-transit quantity column header for
the second store, enter its label (up to three characters) in the Heading 2 In field (B in the example
above).
Each pair of stores is compared in one row. You can display up to 120 pairs in the table, so you
can define labels for up to 120 rows.
Enter a label for the first row in the Pair Label column (COMP. 1 in the example above). Enter each
of the two stores to be compared in the first row in the Store 1 and Store 2 columns, respectively
(000 and 001 in the example above).
Add additional pair labels following the same procedure, using a new row for each new pair. For
each pair, you must enter store numbers that correspond to your actual licensed stores.
This setting determines the default line edit mode when opening a document.
To toggle line editing on/off while working on a document (thus overriding the default
preference) add the LINE EDIT ON/OFF button to the side menu of document areas.
Must use the Edit Item dialog to make item edits. Select the
Line Edit Off
button to toggle line edit mode to On.
Can make edits directly in the document item list or use the
Line Edit On Edit Item dialog. Select the button to toggle line edit mode
Off.
Consolidating Items
Duplicate item listings can be consolidated if this action is not prohibited in preferences.
1. Select CHOOSE ITEMS from the side menu.
2. Select CANCEL to return to the document. Like items are consolidated into a single entry.
Preferences: Consolidate Like Items on Documents
SYSTEM PREFERENCES h GENERAL DOCUMENTS h DO NOT CONSOLIDATE LIKE ITEMS ON DOCUMENTS:
.
Enable consolidating of like items by clearing the check box.
UPCs
Note: Terminology
For convenience, we will refer to UPC-A, UPC-E, EAN, and ISBN numbers collectively as UPC #s.
Some merchandise comes from the vendor pre-tagged with UPC barcodes. If you have recorded
those UPCs in inventory in advance then you can scan the UPC barcode to list the items on
documents or look them up in inventory.
UPCs can also be printed on Retail Pro® merchandise tags using the tag-printing method of your
choice and a custom tag design. (Refer to Tool Supplement TS2. Document Designer for more
information on document designs.)
To record UPC #s in inventory:
The UPC # field can be used to record UPC-E, UPC-A, EAN, ISBN, or similar identifiers of 13-
18 digits (as specified in RPRO DB). Retail Pro® will convert entries of less than 13 digits (such
as UPC-A and UPC-E) to a 13-digit form.
Every UPC # recorded must be unique and contain only numbers.
Method 1: Scanning
UPC #s can be efficiently and accurately entered by scanning in the UPC barcode on the manu-
facturers label. Position the cursor in the UPC # field and scan the tag with a wedge reader.
Method 2: Manual Entry
Type of code # of digits If you enter... Retail Pro® will...
UPC-E 6 …all 6 digits …expand those 6 to a 13 digit form.
UPC-A 12 …the first 11 digits …add the 12th digit (checksum) & leading zero.
Example: 12345612345 Example: 0123456123458
…all 12 digits …add the leading zero.
EAN 13 …all 13 digits …add nothing.
Other <13 …all digits …expand the entry to a 13 digit form.
Other 13 to 18 …all digits …add nothing.
Multiple UPCs
If necessary, you can assign multiple UPCs to a single item. This is sometimes necessary for
items that are supplied by different vendors, in which each vendor uses a different UPC. In these
situations, enter the primary vendor’s UPC in the item’s UPC field, and enter UPCs for alternate
vendors in the Vendors mini-grid in the item’s inventory record.
To list such items on a document, you can enter any of the assigned UPCs; however, only the
item’s primary UPC will be printed on documents.
ALUs
An ALU (Alternate Lookup) is an optional user-defined field in inventory that can be used to
lookup and quickly list items on documents. The use of Alternate Lookups is particularly well
suited to retailers that do not tag merchandise, though they can be printed and scanned from tags
as well. This field can contain text descriptions, catalog numbers, alphanumeric entries,
abbreviated names, duplications of the Description 1 field, etc., anything that allows you to
quickly and positively identify a unique item.
To be effectively used in lieu of merchandise tags, each Alternate Lookup entry:
Should be a unique character string that can be easily remembered by cashiers.
Should not duplicate the Item # or UPC code of the item or any other item.
Should start with a letter rather than a number. This helps ensure they are not seen by the
system as a duplicate of an Item or UPC number. Retail Pro® begins looking for matches
as soon as you begin entering characters, if you have an Alternate Lookup of 1234 and a
UPC of 1234567890123, both will be returned as matches when you enter 1234.
ALUs are defined in inventory. (For more information, refer to Chapter 4. Inventory.)
Preferences: ALU
SYSTEM PREFERENCES h MERCHANDISE h Allow duplicate ALUs: 5 Select to enable this feature. If
this preference is not selected, duplicates will not be allowed. You might want to allow duplicates if
you have several very similar items and you want to be able to see all of them in a Select Item
dialog when you add them to a document. From the displayed list of matching entries you can
select the correct item.
When listing merchandise items on documents there are two ways to have your system search for
items by their ALU:
• W/S PREFERENCES h DOCUMENTS h OPTIONS h LOOKUP MODE WHEN USING CHOOSE/EDIT ITEMS FROM
DOCUMENTS: Select ALU from the drop-down list.
• SYSTEM PREFERENCES h GENERAL DOCUMENTS h LOOKUP MODE FOR LISTING ITEMS ON DOCUMENTS:
Select ALU.
ALUs in Barcode
Retail Pro® can print ALUs in barcode on tags. (Refer to Tool Supplement TS2. Document
Designer for more information.)
Alternatively, you can list the item on receiving vouchers or other documents by scanning the
barcode. You can do this if you receive an item from a vendor, tagged with a catalog number in
the barcode, and the catalog number is recorded as the item's ALU in inventory.
When scanning with a portable reader, the ALUs must be unique and a maximum of 17
characters.
Serial Numbers
Retailers who sell items such as cellular phones, bicycles and firearms need to track items by
serial number. Retail Pro® enables you to assign serial numbers to items and track individual
units as they are received, sold, transferred, etc.
See Serial Number Tracking section in Chapter 4. Inventory
Lot Numbers
You can track perishables and other items by lot number.
See Lot Number Tracking section in Chapter 4. Inventory
Price Levels
Up to 240 price levels can be defined in inventory. Some stores use different price levels for
retail sales, wholesale sales, sales to employees, and so on.
By default, prices used when listing items on documents are taken from the currently active price
level in inventory (shown in the status bar). However, if you use price-based stores, the prices
will instead be drawn from the price level specified in preferences for the store listed on the
document.
Specific price levels can also be assigned to individual customers. When making a receipt or an
SO billed to that customer, prices will be taken from the customer's assigned price level. (Refer
to Chapter 9. Customers for more information.)
If you use multiple price levels, the suggested selling price of an item can be taken from different
price levels depending on system configuration.
If using… the suggested price for each item listed will be taken from…
default (no special options) the currently active price level in inventory.
price-based stores the price level specified for the selling store. (Refer to Appendix
B. Preferences for more information.)
customer price levels the price level designated for the billing customer. (Refer to
Chapter 9. Customers.)
comparison pricing the price level specified for the comparison prices. The actual
selling price will be Rcpt P$ or Rcpt P$T$. (Refer to Technical
Supplement E2. International Features.)
price level retention between the price level used on the previous receipt.
receipts W/S PREFERENCES h DOCUMENTS h RECEIPTS: 5 Retain the same
price level between receipts.
quantity pricing the price level designated for the quantity listed. (Refer to Chapter
4.)
promotional pricing the assigned promotional price if listed quantities qualify. (Refer
to Chapter 4.)
an SO and listing items from the SO the SO P$ or SO P$T$.
Price-Based Stores
The Main station can make receipts, vouchers, and slips against any store's inventory and can
order merchandise to be drop-shipped to any store. Using price-based stores, the prices suggested
on the document will be automatically drawn from the price level designated for the specified
store.
Likewise, when receiving merchandise into a particular store's inventory and updating inventory
prices, only prices in that store's designated price level will be affected.
POS stations can make documents only for the local store and will use the price level designated
for that store.
Preferences: Price-Based Stores
SYSTEM PREFERENCES h STORES h STORE ASSIGNMENTS h 5 USE PRICE BASED STORES: Select to
allow price-based stores.
Preferences: Defining Store Assignments
SYSTEM PREFERENCES h STORES h STORE ASSIGNMENTS h A DEFAULT STORE TO USE FOR: <store
number>. Assign a store number to each document or record type (Receipts, POs (Ship To), POs
(Bill To), Vouchers, Customers, SO – Sell From, SO – Process At, Transfer Orders, Out Slips, In
Slips, Adjustment Memos, SO Originating Store, Inventory). That will be the default store used
when that type of document/record is made at the Main.
Preferences: Assigning Price Levels
SYSTEM PREFERENCES h STORES h STORE ASSIGNMENTS h PRICE BASED STORES: Assign price levels
to each store.
Taxes
Retail Pro® supports the use of four different taxing methods as well as offering several options
for the calculation, display, and printing of tax collected in conjunction with the sale of
merchandise. The amount of tax charged for any item is determined by two factors: the item's tax
code and the tax area(s) designated for the sale.
A tax code is assigned to every item in inventory. The tax code defines categories of
merchandise, such as clothing, food, and jewelry, which may be taxed differently within any
given tax jurisdiction.
Tax areas define the specific taxing instructions to be applied to items with each tax code. The
tax code might designate an item as clothing, but the actual tax rate applied to clothing would be
specified by each tax area. A retailer operating in one locality may only require a single tax area.
Typically, you will need a tax area for each tax jurisdiction in which you make sales. Stores in
different jurisdictions would use different tax areas. Tax areas can also be used for special tax
circumstances, such as when making sales of normally taxed items to tax-exempt organizations or
for collection of two taxes when using Retail Pro®'s multi-tax feature.
Using the specified tax method, tax codes, tax areas, and other options the program automatically
calculates and suggests the correct amount of tax on receipts and SOs. If tax areas have been
assigned to customers, then the computed tax amount for the correct area will automatically be
suggested when a Bill To customer is added to a receipt or SO. The suggested tax can be
overridden for special situations.
Configuring Taxes
The following basic steps are necessary to set up and use taxes in Retail Pro®:
1. Select a tax method and other options.
2. Define tax codes.
3. Define tax areas and assign them to your stores.
4. Assign tax codes to inventory items.
Preferences: Taxes
SYSTEM PREFERENCES h TAXES. Select tax method; define tax rates, codes, and areas; and set other
options as applicable.
Tax Options
The tax method you choose will determine the available tax options. The following table shows
the tax options available for each tax method. A check mark indicates the option is available
for that tax method.
Sales Sales
Option Description Tax VAT ICM Tax -
Multi
Item Tax Decimals Enter the number of decimal places
to Display used for displaying tax amounts in
document item lists.
Receipt Item Price Enter the number of decimal places
Decimals with VAT used for displaying P$T$.
Round Ext Tax $ = Round each item’s extended
Up tax amount up to the next possible
number, based on the number of tax
and price decimals used.
Tax Code subtotal = Calculate VAT for all items in
calculation each tax code group. The total T$
for a group is then distributed
proportionately among the items in
the group.
Eight Tax Codes = Limit the number of tax codes
compatibility mode to 8, ensuring compatibility when
using an 8-Series Main station with
7-Series remotes
Tax Area-specific = Enable the creation of tax
tax codes codes that are specific to a tax area.
Include 1st tax = Include the first sales tax in the
when calculating subtotal when calculating a 2nd
2nd tax on price. sales tax.
Round Tax at = Round the total tax amount on
Rcpt/SO level the receipt or SO to the next whole
number. Select to always round up,
always round down, or have the
program decide (normal).
Document Total Enter a total document amount
Taxable Threshold under which no sales tax will be
applied. Can be entered separately
for both tax areas if Sales Tax-Multi
is used as tax method.
Note: Every tax area must assign a value to all tax codes defined
Even if a tax code is specific to only one tax area, every tax area identified in your system must
assign a value for every tax code you define. For example, if one tax area has a clothing tax but
your other tax areas do not, they all still need to assign a value to the clothing tax.
Note: Eight Tax Codes Compatibility Mode
®
Only eight tax codes can be defined in Retail Pro 7-Series. If your company uses an 8-Series Main
station but one or more Remotes are using 7-Series, select the EIGHT TAX CODES COMPATIBILITY MODE
option in System Preferences. Selecting this option restricts the Main station from defining more
than eight different tax codes. It also limits each tax code to seven characters.
Tax Areas
Tax areas define precisely how the tax will be calculated for merchandise with each tax code.
You must either assign one of your tax areas or manually enter an override tax percentage on
every SO and receipt.
Notes about Tax Areas
How many tax areas are necessary: If all your sales are made within one tax jurisdiction, you
may need only one tax area. If you sell under several jurisdictions, each with different tax
reporting requirements, you will need tax areas for each.
Tax exempt sales: If you make sales to tax-exempt organizations such as schools and churches,
set up a tax-exempt tax area with zero tax for use on those sales. You will then be able to quickly
select that tax area at POS and track receipts by tax area on reports. You can also apply the tax
code to the customer record for quick reference.
Defining tax VAT rates: The rates for VAT are defined the same as for sales tax by simply
entering the percentage in the first Rate column. Sliding taxes and luxury taxes should not be
used with VAT.
Sliding and luxury taxes: Some jurisdictions use special types of sales tax known as sliding taxes
and luxury taxes. A sliding tax applies a different tax rate depending on the item’s selling price.
A luxury tax applies the specified tax rate to only the portion of the item's selling price that is
above a defined threshold amount.
Item Tax Threshold Condition: Tax rates can optionally change at retail price thresholds or at
quantity thresholds. You can specify in the tax area table the condition to use when defining your
rate thresholds.
Editing, copying, and deleting tax areas: Tax areas can be edited, copied, and deleted from the
preferences Tax Area page as follows:
Edit: Select the area to be edited from the Tax Area drop-down menu and edit as needed.
Delete: Select the area to be deleted from the Tax Area drop-down menu and choose
DELETE.
Copy: Select the area to be copied from the Tax Area drop-down menu, select COPY, and
choose a name for the new area.
4. Select ADD, enter the Tax Area Name you want to define, and select OK.
5. If the tax is a luxury tax, select the Luxury column.
If rebates are allowed, select the Rebate column.
Select RETAIL in the Condition field to set rates based on retail price level(s). Select QUANTITY
to set rates based on quantity sold.
Enter the threshold amount (or quantity) at which the rate is applied in the At/Above field,
and the tax rate in the Rate field. The default entry in each field is zero.
Enter a single character to represent the tax code in the Char field. The character you enter
can be printed alongside a line item on a receipt to show its tax code. Alphanumeric and
special characters are allowed.
Enter a string of characters in the Message field. The characters you enter can be printed
along the bottom of the receipt as a Tax Code Legend (for example, “Non-taxable Item”).
2. Select the TAXES h TAX CODES page and enter tax codes. The tax codes you enter here should
be general terms that you want to be common among all tax areas.
3. Select the TAXES h TAX AREAS page. The tax codes you entered in the previous step are listed
in the Tax Items column.
4. Enter new tax codes in the Tax Code field, and then save your changes.
Notes on Specific Types of Tax Rates:
Flat Tax Rates
To specify a flat tax rate that applies to the price of an item: Enter a percentage in the first Rate
column of the appropriate Tax Code row. In the following example, an item that costs 50.00
would cost 52.50 with tax.
(50.00 X 5.00% = 2.50 >> 50.00 + 2.50 = 52.50)
Tax Rebates
Rebate: To apply a rebate to a code, select the check box in the Rebate column. You must have
enabled the feature in SYSTEM PREFERENCES h INTERNATIONAL h TAX REBATES. Selecting ALLOW
TAX REBATES adds the Rebate column to the Tax Area page. (Refer to Technical Supplement E2.
International Features for more information on rebates.)
Note that in this case, adding the displayed item Tax $ amounts (2.63 + 2.63 = 5.26) does not
agree with the actual calculated total tax, which gets more accurately rounded to 5.27. Be aware
of this difference when deciding the number of tax decimals to display in item lists. The program
always uses the more precise five-decimal tax amounts for calculations, no matter the display
setting.
On merchandise sales reports, the longer five-decimal tax amounts can be printed by adding the
Long T$ fields (Long Avg T$ and Long Ext T$) to the report layout.
Check In/Out
The Check In/Check Out feature allows the retailer to track employees’ hours. Each check in and
check out is saved as a permanent record in Receipts to enable easy tracking of employee hours.
(For more information on the receipts made, refer to Chapter 10. Recording Sales and Returns.)
Access to certain areas of this feature may require passwords, if security is set up.
Check In:
1. Select POS > CHECK IN/OUT from Retail Pro®'s Home Screen.
The Check In/Check Out dialog is displayed.
2. Choose the name of the employee who is checking in from the Name field's drop-down list.
Each employee that is registered with Security Administrator and has rights to the Check
In/Check Out feature will be included in the drop-down list.
The Check In date and time fields are automatically filled in with the system date/time.
3. Select CHECK IN (<Alt+I>) and the employee listed in the Name field will be checked in. (The
dialog will automatically close when CHECK IN or CHECK OUT is selected.)
Note: Status
When displaying the Check In/Check Out dialog, if security permits, choose STATUS >> (<Alt+S>) to
show a list of all of the employees that are currently checked in. To hide the status list, select
STATUS << (<Alt+S>). You must select CLOSE to exit the dialog when not checking in or checking
out.
Note: Delete
In case an employee accidentally checked in under the wrong name or another mistake was made
during check in, check ins can be deleted. First, choose STATUS >> to show the status list, select the
name you want to delete, and choose DELETE.
Note: Close
Selecting CLOSE closes the Check In/Check Out dialog; however, it does not cancel any check ins or
outs that have been made. Check in/check out edits must be made in Receipts.
Check Out:
1. Select POS > CHECK IN/OUT from Retail Pro®'s Home Screen. The Check In/Check Out dialog
will appear.
2. Choose the name of the employee who is checking out from the Name field's drop-down list
or from the status list.
3. Select CHECK OUT (<Alt+U>). (The dialog will automatically close.)
Cashier Drawers
Retail Pro® supports the use of up to five cash drawers at each workstation. Each cashier can
have a separate drawer number defined for him or her at a workstation. When the cashier is
logged in at the workstation, the drawer that will open when tendering a sale is controlled by
preference settings. Therefore, cashiers can be held accountable for their own drawers.
Preferences: Enabling the Use of Separate Cashier Drawers
W/S PREFERENCES h PERIPHERALS h CASH DRAWER: Use cashier drawers. 5 Select to enable using up to
5 cashier drawers at this workstation. Each cashier’s drawer number is defined in system preferences.
SYSTEM PREFERENCES h EMPLOYEES h Employees: Define a drawer number for each cashier.
Former history documents cannot be deleted but they can be edited or reversed. Which procedure
to use depends on whether you want to correct your history files only or also want to undo the
document’s effect on inventory and other records. Your choice may also be limited by security
settings. (There are certain circumstances where editing is the appropriate procedure, but in most
circumstances, you will want to reverse a document so that inventory will be affected.
Editing a history document affects only the documents in the history file and any reports
generated from those records. Editing has no effect on inventory or referenced SOs, POs, or TOs.
Reversing a former document before it is polled to the Main both corrects your history files and
adjusts inventory, customer records, order document fill statuses, etc., accordingly.
A Reverse, Copy, and Correct approach can be used to make a new document to correct any
mistakes made on an original document. First, reverse the original, incorrect document. Then
begin a new document by copying the original one. Finally, make corrections to the copy and
update as usual.
If a document with incorrect information on it has already been polled to the Main, additional
steps are required to correct its effects on history at both the Main and the remote.
(Note: Lost sale, check in/out, and security receipts work differently. The first two can be edited
or canceled, but not reversed because they do not affect inventory. Security receipts cannot be
edited, canceled, or reversed).
Accounting Note: Restrictions on Editing and Reversing Transactional Documents
To help maintain accurate inventory values for accounting, there are restrictions on editing and
®
reversing Retail Pro transactional documents. For retailers using Accounting Link, if a document is
marked GL, it indicates the document has been sent to the company’s accounting software. These
documents cannot be edited or reversed. For retailers using the Stock Audit Tool, after a period
has been audited and closed, all transactional documents from the period are marked Audited.
®
These documents cannot be edited or reversed in Retail Pro unless the period is reopened.
If you select EDIT or REVERSE for one of these documents, an error message is displayed, explaining
that the action is not allowed. (For more information on the Accounting Link or the Stock Audit Tool,
refer to their respective User’s Guides.)
Note: Last Edit Date
Each time you edit a history document such as a slip, the current date/time will be recorded as the
Last Edit Date, which can also be included in general reports.
Note: Editing Polled History Documents at Remotes
Once a history document has been prepared for polling, it is marked Transmitted and will not
normally be re-sent. If you edit a transmitted document in a history file at a remote, the Transmitted
flag will be removed and the document will be prepared for sending during the next polling.
However, keep in mind that editing a history document has no effect on inventory. To correct a
document, including its effect on inventory, use the Reverse procedure.
3. Select your name from the Associate field drop-down list and make any necessary comments
(e.g., the reason for reversing the original document) in the Comment 1 and/or Comment 2
fields, then select OK.
A reversing document with your name and comments is automatically created and added to
the former voucher file. A corrected document can then be made.
Document Integrity
Retail Pro® contains features to ensure the integrity of each updated history document (receipt,
voucher, transfer slip, memo). When a history document is updated at a Retail Pro® workstation
connected to the server, the program automatically saves a copy of the document to the server.
Each document is saved as separate file to a separate workstation directory.
The program constantly monitors the workstation folders where document copies are kept. Each
time a copy is saved, the history file is checked to make sure a matching document exists in
history. If no matching document is found, the application adds the document to the appropriate
history file.
This double-check eliminates the possibility of documents being created at a workstation but not
saved to the history file on the server. This is an extremely rare occurrence but can occur if there
is a power surge or a power outage at the exact moment a receipt is being updated.
After verifying that a document is correctly saved to history, the program moves the copy from
the …RPRO\SECURDOC\WS#\[DOC TYPE FOLDER]\ to …RPRO\SECURDOC\ARCHIVES, where it is stored
in a compressed file format. Separate monthly archive folders are created for each history
document type.
The document copy contains information not found in the original history document, such as
what other applications were running at the time the document was created. This information can
possibly assist in debugging this issue if a document has not been saved or processed correctly.
To view document archives:
1. Use a zip file utility (such as WinZip) to navigate to and open the document archive you want
to view.
Printing Preferences
When you print
documents, records,
labels, or tags, the
layout is
determined by the
design file you
select. Default
design files are
provided with
Retail Pro®.
Custom designs can
be created using the
Document Designer
Tool. Many
printing options are
set up in
preferences.
Printing Records
The following steps can be performed in either List View or Form View.
Using the print option on the top menu:
1. Enter the area that contains the record or records you would like to print.
2. If you want to print a specific record, select or display that record. To print an entire file, you
do not need to select a particular record.
3. Select PRINT (<Alt+P>) from the top menu.
4. If presented with the print option dialog (choices may vary with document type):
Select the design you want to use.
Choose the name of the printer you want to use.
Choose to print the selected record or all records.
Specify a print quantity.
Select PREVIEW to view the document(s) before printing or PRINT to immediately print.
Refer to Previewer section for further information on previewing documents.)
Grid Printing: Items or records are printed in a table format, grouped and sorted by user-
selected fields and incorporating any of several optional display and totaling capabilities. The
grouping, sorting, and totaling features provide flexibility and power to Retail Pro®’s printing
capabilities.
Normal grid printing is typically used to print quantities of items that are ordered, sold, or
transferred by style, such as the same sweatshirt items shown in the list printing example above.
The same PO item list is shown again below, this time printed in grid format.
Sample grid printing of PO items:
Note that in this example, the items have been grouped and sorted by the style descriptors DCS,
Desc 1, and Attr. The grouped items are quantified by size, and totals are calculated and
displayed for each group (rows) and for each size (columns). Note also that grid printing of this
item list takes only about a third of the space that printing in list format took.
Linear grid printing would typically be used to print grouped, sorted, and totaled lists of Retail
Pro® data, such as inventory items, mark down items, or physical inventory item lists. The
unique grouping and totaling features allow you to manipulate and view data in many ways.
In the sample markdown list below, items are grouped by DCS and Desc 1. Price and margin
information is listed for individual items and totaled by Desc 1, by DCS, and by grand total of all
marked down items.
Sample linear grid printing of a markdown file:
Printing Tags
Tags can be printed from inventory and from most other program areas. Like the printing of
records, tag layouts are determined by the design file you select. Default design files are
provided with Retail Pro®. Custom designs can be created using the Document Designer Tool.
(Refer to Tool Supplement TS2. Document Designer for more information.) (Refer to the Setting
Up Printing Instructions preference box earlier in this section for information on setting tag-
printing preferences.)
To print tags:
1. Display the item(s) for which you want to print tags. In inventory, use Item View, Style
View, Filtered View, and standard sort and search procedures to display the correct items.
(Select CHOOSE/EDIT ITEMS to access inventory first if you do not have the print tags option.)
2. If you only want to print tags for a specific item, select that item. To print tags for all items
displayed, you do not need to select a specific item.
Printing Labels
Printing Employee Labels
You can design and print employee labels with names and barcodes. You can then scan the
barcoded employee labels when logging in and to make an entry in any Name or Associate field
in the program (if security settings allow changes to name field). Employee names must be
defined in Security Administrator to use this feature.
1. Select TOOLS from the top menu.
2. Select EMPLOYEE LABELS from the side menu.
3. Select the employee names you would like to print from the dialog displayed.
4. If the Print Options dialog is displayed, set print options and then select OK to print.
In W/S PREFERENCES h PRINTING h AREA h [AREA] TAGS, You can define printing instructions for
department, vendor and customer labels (tags). You can also choose whether to allow changes to
printer type, design, number of copies, or previewing at the time of printing.
Previewer
The Previewer is used throughout Retail Pro® to print documents, reports, tags, labels, and
records to the screen. The Previewer serves as the gateway to standard Windows printer drivers
or to export a document to Notepad, HTML (for E-mail), Excel or Adobe Acrobat PDF.
Previewer allows you to see what a printed document will look like before you commit to printing
it. In the case of a long report, you may elect to display it on screen and review it rather than
printing it.
The tools and features discussed below are applicable in most cases but may differ slightly
depending on where you are in the system. For simplicity, the term document in this section will
be used to mean all documents, reports, tags, labels, and records that can be previewed.
page counter Indicates the page displayed and the total number of
pages in the document. The counter shown indicates you
are displaying page 3 and that there are 4 pages total.
Export a document:
The EXPORT button directly opens an Export to File dialog, while selecting the down arrow to the
right of the button displays a menu of choices for exporting the document outside of Retail Pro®.
Export to File launches a dialog where you specify the filename, location, and file type.
Available file types include text, HTML, Excel, and native (see the explanation of native
files in the Pro Tip below). Exporting as a file does not launch another program, as do
most other export options described below.
Send to Notepad launches the Windows Notepad with the document opened in plain text
format.
Send to HTML launches the default Internet browser and loads the document as an
HTML file. The document can then be sent to remote sites via e-mail and opened with
any browser. There is no need for the remote site to have Retail Pro® installed.
Send to Excel launches Excel with the document loaded into a new spreadsheet ready for
manipulation.
Send to PDF launches Adobe Acrobat © with the document converted to a PDF format.
Note: Loss of Formatting
Exporting to another program or HTML is done in plain text format. Some of the document formatting
may be lost, including tabs, columns, and graphics. If documents or reports are to be routinely exported
to these format, it is recommended that the layouts be kept as simple as possible. The Send to PDF
option may be a better solution if you want to preserve more complex formatting.
Pan Mode:
This feature is particularly useful with touchscreen displays. Select PAN MODE to toggle this
function on and off. While in pan mode, touch or click anywhere in the document, and “drag” the
focus to another area. When you lift your finger from the screen, or release the mouse button, the
page shifts to the new focus area.
Find
Select FIND (<F3>) to locate a specific alphanumeric string of characters contained in the
document. Enter the string you wish to locate; then select FIND NEXT to move the focus forward to
the next occurrence. Continue selecting FIND NEXT to locate additional occurrences of the string.
Each occurrence, as it is found, is outlined for clarity. Check box options can be used to refine
the search to match your entry exactly and/or to match the case as entered.
Review Reports
The Review feature allows you to view saved reports from different areas. Your saved reports
can be accessed and viewed with the Previewer by selecting REVIEW (<Alt+R> or <F7>) from the
top menu. This can be useful for doing things like viewing past sales reports from a PO before
ordering new items. (For more information on running and saving reports, refer to Chapter 14.
General Reports.)
Accounting
Retail Pro® routinely records and tracks some information needed for accounting records,
including:
Income recorded on receipts.
Customers and receipt information from charge and COD sales.
Payments on account received at POS.
Receiving merchandise for resale.
The transfer of merchandise.
Vendor information including terms of payment.
Employee check in/out records for payroll.
Sales commissions and SPIFs for payroll.
This data can be exported to an accounting package. QuickBooks users can use QuickBooks
Link. Users of other accounting software can use the Retail Pro® Accounting Link. Several
specialized fields and document flags used for this export are visible in Retail Pro®. (For detailed
information on this feature, contact your Retail Pro® dealer.)
EDI
EDI stands for electronic data interchange, the facilitated transfer of information between retailer
and vendor, computer to computer. It is most commonly used by retailers to send POs to their
vendors, to exchange the information needed for auto-replenishment of the retailer's stock by the
vendor, and/or to obtain an electronic catalog of the vendor's merchandise.
Two EDI-related options are visible in Retail Pro®:
the EDI field available for POs flags to POs that are to be sent to the vendor
electronically. (Refer to Chapter 6. Purchasing for more information.)
the EDI field available in inventory flags those items that are to be monitored for auto-
replenishment. (Refer to Chapter 4. Inventory for more information.)
The captured or copied image is immediately displayed in the selected image field.
To print images:
1. Add the appropriate image field to the design file used to print the record or document.
(Refer to Tool Supplement TS2. Document Designer for more information.)
The image fields available in Retail Pro® are:
Area Field Name Comments
Inventory Item Image Displays an image for the individual inventory item to
which assigned.
Inventory Style Image Displays a single image representing an item style; is
automatically displayed on all items in the style.
Customers Customer Image Displays an image of the customer to which assigned.
On receipts and SOs, the customer image fields are
delineated into Bill To Image and Ship To Image.
Vendors Vendor Image Displays an image of the vendor to which assigned.
Departments Department Image Displays an image for the department to which
assigned.
Preferences: Requiring Customer Information for Gift Certificates and Store Credit
SYSTEM PREFERENCES h POINT OF SALE h TENDER REQUIREMENTS h Customer information
required for tender: Under Receipt Tenders, select (5)Tender and/or Change for gift certificates and
store credit to require customer information when tendering or giving change as a gift certificate or
credit. Then, highlight a tender type and select (5) the fields that require an entry when tendering by
that tender type.
This customer-information requirement applies to both receipts and SO deposits. When a tender
of gift certificate or store credit is used on a receipt or SO deposit (either as the tender, as the
method of giving change, or both—whatever is selected in preferences), Retail Pro® will check
that entries have been made in the required fields.
The cashier will tender a document as usual:
1. Select GIFT or STORE CREDIT (whichever applies) as the tender or the method of giving change.
2. If all required fields have been entered on the document for the Bill To customer, you are
able to update and print as usual.
If, however, the required fields have not been entered for the Bill To customer, the
following error message is displayed in the Total row: Insufficient Customer
Information. You must then complete the required customer field entries:
On receipts: Access the customer record (press <F4> in the Bill To Cust # field) and edit
it by entering the correct information in the required fields. Then save the corrections in
the customer file and select OK so the updated information is brought to the receipt.
Make sure that the correct tender is still selected, and print and update as usual.
On SOs: Select BACK (<Esc>) from the Tender screen. Select CANCEL (<Esc>) to cancel
the deposit. Select BACK (<Esc>) to display the main SO form, and then select EDIT
(<F2>). Then, either access the customer file and edit it as written for receipts, above, or
edit the Bill To customer fields directly on the SO. (If you edit the fields directly on the
SO, it will not change the customer’s file—it will only change the information on that
particular SO.) Save the SO, then return to the Deposits screen and tender a deposit as
usual.
Offline Mode
The typical networked Retail Pro® installation has its primary files residing on a server, and
individual workstations carry out specific tasks by reading and writing to these files across the
network. This is the most practical and beneficial configuration for most retailers. However,
under certain circumstances, two potential negative issues can arise: 1) if its connection to the
server is lost, a workstation cannot run Retail Pro®, and 2) if network access to files is slowed due
to a large number of users, a workstation’s performance degrades.
To address these issues, Retail Pro® offers two offline options, one that preserves a user’s ability
to make sales during network outages, and the other to enhance overall system performance:
Backup Point of Sale (also known as offline ticketing) allows workstations to continue
recording sales and performing other basic point of sale activities when the network
connection to Retail Pro® is “down.” This feature saves sales that might otherwise be lost
during periods of technical difficulties.
Offline reporting allows reports to be run from a separate set of data files, thus freeing
up Retail Pro®’s primary data files for transactional activities. In a multi-user, networked
environment, removing reporting activities from the primary data files speeds up both
reporting and normal Retail Pro® activities.
For more information about configuring your Retail Pro® system to support offline mode, and
using backup point of sale and offline reports, refer to Technical Supplement E6. Offline Mode.
Defining Departments
Generally, the optimal number of departments for your business will depend on how you evaluate
the performance of your merchandise and how you plan your purchasing. (The performance of
individual styles can always be compared no matter how department codes are assigned.) If you
need to be able to compare the performance of two groups of items, each group should be
assigned to its own department. Likewise, if you budget so many purchasing dollars, for
example, for golf shoes and so many for running shoes, then you would want separate
departments for each of those shoe types.
Retail Pro can maintain a virtually unlimited number of departments; however, too many
departments can result in too much detail on reports, which makes it difficult to get useful,
consolidated data. It is recommended that you define only as many departments as you need to
effectively manage your purchasing.
Department Codes
Each department is identified by a unique, user-defined department code abbreviated as DCS.
(See below for an explanation of this code.) As you define each item in inventory, you must enter
a department code (DCS) for it. Retail Pro can then track the merchandise for each department as
it is ordered, received, transferred, and sold.
Three-Tiered Code System:
You have the option of using a one-, two-, or three-tiered code to identify a department. For
greater flexibility in reporting, it is recommended that you design your codes using the three-
tiered system.
Department The first tier of the full department code typically designates a major merchandise
area, termed a department (D). For example, in a shoe store, there might be one
department for men's shoes and another for women's shoes.
Class The second tier identifies the class (C), a broad category within a department. For
example, the category class of athletic shoes within the men’s shoes department.
Subclass The third tier, the subclass (S), allows the breakdown into more detailed groups.
For example, there might be the subclass of running shoes within the class of
athletic shoes.
The code for each tier can contain one to three alphanumeric characters, making the full code
three to nine characters in length. Many users find that a three-character code, with one character
identifying each tier, is quite adequate. Longer codes can be more descriptive, but obviously will
require more keystrokes during input, may be more difficult to remember, and will take up
valuable space on reports. Three-character codes are used throughout this manual.
Designating Codes
When you design your department codes, consider how they might be used when filtering to
generate a report. You can filter for the individual department, class, or subclass, or for groups of
departments based on your codes. When defining your department filter criteria, the question
mark (?) or asterisk (*) can be used as a wildcard for an individual letter. When a wildcard is
used, every letter is considered a match. The wildcard is a very powerful filter feature. If you
design your department codes with the possible use of a filter wildcard in mind, you will be able
to generate reports for a variety of useful departmental groupings.
Continuing with the shoe store example, if you defined your codes as follows, then you could use
the search criterion shown in the first column of the table to produce reports with the data
contained in the second column of the table.
MAR men's athletic shoes: running WAR women's athletic shoes: running
MAT men's athletic shoes: tennis WAT women's athletic shoes: tennis
MBH men's boots: hiking WBH women's boots: hiking
MBW men's boots: western WBW women's boots: western
MCS men’s casual sandals WCS women’s casual sandals
w?? all women’s shoe departments, including WAR, WAT, WBH, WBW, and WCS.
ma? all men’s athletic shoe departments, including MAR, and MAT.
?a? all athletic shoe departments, including MAR, MAT, WAR, and WAT.
?at all tennis shoe departments, including MAT and WAT.
To have this system work most effectively, each tier must be used consistently for the same sort
of category. For example, if you use the department tier for men’s shoes and women’s shoes,
then children’s shoes would also be a department, not a class or subclass. To be able to look at all
athletic shoes as a group, you would want to use the same tier to define athletic shoes for both
men and women, be it either a class or a subclass.
Department Fields
This table lists the name and use of each field available in the department module.
Note: RPRO DB and Preferences
Depending upon RPRO DB and/or preference settings, some of these fields will function differently.
Please refer to Appendix B. Preferences and/or Tool Supplement TS10. RPRO DB for more information.
Field Usage
Alloc Pattern Allocation Pattern: Default allocation pattern optionally used to allocate the quantities
ordered on POs to various stores.
Class Class: The second tier in the full department code, typically used to assign merchandise
within each department to a narrower category or class.
TOOLS h RPRO DB h FIELDS: Set number of characters (1-3) allowed in the Class (C) field.
Department (Form View only). Displays an image for the department. (For more information, refer to
Image Chapter 2. Retail Pro Basics and Appendix A. Interface Design.)
Dept Name Department Name: An optional descriptive department name.
MkUp% Mark Up %: Default mark-up percentage. (Refer to Define a Pricing Formula.)
Mrg% Margin %: Default margin percentage. (Refer to Define a Pricing Formula.)
Qty Decimals Quantity Decimals: If Quantity Decimals is selected 5, then when an item with this DCS
is added in inventory, by default two decimal places will be displayed in the quantity field.
SYSTEM PREFERENCES h MERCHANDISE h Use quantity decimals: 5 Select to use quantity
decimals. This preference must be set for the Qty Decimal field to be effective.
[Rec #] Record Number: The sequential number of a line item listed in the document item list. For
example, the first line item would be Rec # 1, the second Rec # 2, and so on.
Subclass Subclass: The third tier in the full department code, typically used for more precise
classification.
TOOLS h RPRO DB h FIELDS: Set number of characters (1-3) allowed in the Subclass (S)
field.
Sub-class Name Sub-class Name: An optional descriptive department subclass name.
Field Usage
Tax Tax Code: Default tax code.
Access Departments.
Display the Filtered View dialog, where you can define criteria for
filtering records.
Access Vendors.
Display a menu where you can Zoom In or Zoom Out on the current
view.
Finding a Department
See Find an Existing Data Record section in Chapter 2. Basics
About Vendors
Each vendor from whom you purchase merchandise can be identified by a unique, user-defined
code of three to six alphanumeric characters. Typically, three-character codes are used, as shown
in the examples throughout this manual. If you assign a Vendor Code (Vend Code) to each item
defined in inventory, Retail Pro can track the merchandise per vendor as it is ordered, received,
transferred, and sold.
Vendor Fields
This table lists the name and use of each field available in the vendor module.
Note: RPRO DB and Preferences
Depending upon RPRO DB and/or preference settings, some of these fields will function differently.
Refer to Appendix B. Preferences and/or Tool Supplement TS10. RPRO DB for more information.
Note: Field Label Symbols
Symbol Description
* Fields with this symbol at the end can be used to sort vendors in List View.
[] Fields shown in brackets are read-only fields automatically populated with
information by the system.
Field Usage
Acct # Your account number with the vendor. This number can be displayed on Vouchers or
POs that are created for this vendor.
Address 1-3 Three address lines, in addition to ZIP/postal code.
AP Accounting Package: When exporting to an accounting program using the Retail
Pro Accounting Link, select one of the following from the drop-down list:
EXPORT Flag the vendor record for export to accounting program
(Default).
YES Export vouchers for this vendor.
NO Do not include this vendor in the accounting program.
Company* Vendor company name.
SYSTEM PREFERENCES h MERCHANDISE h VENDOR h Record Vendor Name in Desc 2
field of inventory: 5 Select to automatically copy the vendor company name to the
Desc 2 field when new inventory items are defined.
E-mail Company’s or contact person’s e-mail address.
First Contact person's first name.
[Info*] Index/sort field comprised of the entries in the Info 1 and Info 2 fields. The contents of
Info 1 and Info 2 will not appear in the Info field unless you are sorting by this field.
Then, if both Info 1 and Info 2 fields are filled, the vendor record will be listed twice—
once with Info 1 and once with Info 2 contents. Both instances of the vendor record will
not necessarily be together, however. If a vendor is only listed once after sorting by the
Info field, either Info 1 or Info 2 is blank.
You can look up a vendor on POs and Vouchers by entering either Info 1 or Info 2
contents into the Vend Code field.
Info 1-2 Any additional information. When printing a vendor list or mailing labels, you can select
a group of vendors based on entries in these fields.
Last* Contact person's last name.
Fields Usage
[Phone*] Index/sort field comprised of the entries in the Phone 1 and Phone 2 fields. The
contents of Phone 1 and Phone 2 will not appear in the Phone field unless you are
sorting by this field. Then, if both Phone 1 and Phone 2 fields are filled, the vendor
record will be listed twice—once with Phone 1 and once with Phone 2 contents. Both
instances of the vendor record will not necessarily be together, however. If a vendor is
only listed once after sorting by the Phone field, either Phone 1 or Phone 2 is blank.
You can look up a vendor on POs and vouchers by entering either Phone 1 or
Phone 2 contents into the Vend Code field.
Phone 1-2 Two telephone numbers, each up to 15 characters.
[Rec #] Record Number: The sequential number of a line item listed in the document item list.
For example, the first line item would be Rec # 1, the second Rec # 2, and so on.
Terms Conditions of Payment: Optional default payment terms for the vendor. These terms
will automatically be suggested on any PO or voucher made for this vendor, but can be
overwritten. (Refer to Payment Terms for terms and their descriptions.)
Title Accompanies the contact's name on shipping and mailing labels. Example: Mgr, Mr.,
Mrs.
SYSTEM PREFERENCES h POINT OF SALE h CUSTOMERS h Customer & Vendor Title Field
Entries: Predefine standard entries to select from the drop-down list in the Title field
(for use with both customers and vendors).
Trade Discount % A discount given by a vendor that will be the default discount applied to any new
inventory items from that vendor. When trade discounts are activated in system
preferences, the Trade Discount % is applied to the Vendor List Cost to calculate the
item’s Ord C$. Also, Ord C$, or the Vendor List Cost, is automatically used on POs
and vouchers, and vouchers are unable to update an item’s Ord C$. Editable.
SYSTEM PREFERENCES h MERCHANDISE h VENDORS h Use Trade Discounts: Select
to activate the use of trade discounts.
SYSTEM PREFERENCES h PURCHASING h PRICE/COST h Use Order Cost on POs and
Vouchers: 5 Automatically selected when Trade Discounts have been enabled.
SYSTEM PREFERENCES h PURCHASING h PRICE/COST h Update Order Cost when making
Vouchers:
Automatically deselected when Trade Discounts have been enabled.
UDF 1-8* User-Defined Fields: Eight fields you can define: two date fields and six text fields.
SYSTEM PREFERENCES h MERCHANDISE h VENDOR h USER-DEFINED: Assign field names to
all eight fields and predefine a list of standard entries for the six text fields. Free-form
entries are still allowed in these fields.
(See Pro Tip that follows.)
Vend Code* Unique alpha-numeric code, 3-6 characters identifying each vendor. When you define
your vendor codes (Vend Code), Retail Pro converts any lowercase letters to
uppercase.
TOOLS h RPRO DB h FIELDS: Set the number of characters (3-6) that will be allowed in
the Vend Code field.
Vendor Image (Form View only). Displays an image for the vendor. (For more information on working
with images, refer to Chapter 2. Retail Pro Basics and Appendix A. Interface Design.)
Vendor Notes Optional notes.
ZIP ZIP code or other postal code, up to 10 characters.
SYSTEM PREFERENCES h INTERNATIONAL h ZIP/Postal Code position: Select to display
ZIP code before Address 2 or after Address 3.
Access Departments.
Display the Filtered View dialog, where you can define criteria for
filtering records.
Display a menu where you can Zoom In or Zoom Out on the current
view.
Find a Vendor
See Find an Existing Data Record in Chapter 2. Basics
Preferences: Print
W/S PREFERENCES h PRINTING h AREA h Vendor Tags. Define printing instructions. You can also choose
whether to allow changes to printer type, design, number of copies, or previewing at the time of printing.
Only those that are selected can be changed.
Vendor List
Distributed reports include report designs for printing various vendor lists. (Refer to
Chapter 14. General Reports for complete information.)
Payment Terms
In the Terms field of the Vendor module, you can set up
default terms for a vendor. The default terms that you
specify will be suggested on POs and vouchers addressed
to that vendor. The only exception to this is if a voucher
references a PO with different terms than the vendor file
states. In such a case, the PO’s terms will override the
default terms.
To define terms:
1. Choose the vendor for which you want to define terms.
2. Select the button or press <F4> from the Terms field.
Result: The Terms dialog is displayed.
3. Press <u> and <v> to move from term to term. Choose one of the following terms:
Terms Description Additional Information to Define
% Days Example: 3% 10, Net 30 specifies a 3% discount A % and a number of days for up to 3
if paid within 10 days of the vendor's invoice date payment options. To specify Net, press
or the full amount due in 30 days. <Enter> in the blank field.
COD Cash on Delivery. -
Cr Acct Use credit existing on the account to pay for the -
current order. Rarely used as a default term.
Replace Make an even exchange of merchandise. For -
example, if the wrong merchandise was received
and you are trading it for the correct
merchandise. Rarely used as a default term.
Prepaid Pay for merchandise in advance. -
Due Payment due in full on a specified day. The actual due date, entered on the PO or
voucher.
Payments Example: 30% 30 days, 30% 60 days, Net 90 A % and a number of days for up to 3
days distributes the total due across three future payments. For the last payment, press
payments. <Enter> in the % field to signify Net.
EOM Example: 3% 15 EOM, Net 30 specifies a 3% A % and a number of days for 1 or 2
discount if paid within 15 days of the end of the payment options. To specify Net, press
month or the full amount due within 30 days, also <Enter> in a blank field.
from the end of the month.
4. Enter any additional information needed for terms such as: % Days, Payments, and EOM.
Press <Tab> to enter the lower portion of the Terms dialog and move from field to field.
5. Select OK to save the terms and exit the Terms dialog. Choose CANCEL (<Esc>) to exit the
Terms dialog without saving changes.
Vendor History
Vendor history allows you to access former vouchers and purchase orders related to the selected
vendor. Vendor history is available from both List View and Form View.
To access vendor history:
1. Select a vendor whose history you would like to view.
2. Select history from the side menu.
3. Select RECEIVING HISTORY or PO HISTORY.
Receiving History
Receiving History gives you access to former vouchers involving the selected vendor. This
option also provides access to the voucher module but does not allow any direct editing of fields
while still in the vendor module.
Voucher Totals: The Vouchers Totals pane is always displayed in Form View and contains
totals for all of the vouchers made for the selected vendor in the designated period. The fields
shown on the next page are all available in the Voucher Totals pane. (For more information on
designing the Voucher Totals pane, refer to Appendix A. Interface Design.)
Fields Usage
Avg Cost/ Voucher The total cost of all of the items on vouchers from this vendor divided by the total
number of vouchers listed for this vendor.
Company The selected vendor's company name.
Discount $ The total discount dollars given by this vendor on all of the vouchers listed.
History Date Range The date range from which receiving history has been drawn, as defined in
preferences.
Purchase Cost $ The total cost of the items purchased from this vendor.
Return Cost $ The total cost of the items returned to this vendor.
Return Voucher Count The total number of return vouchers made for this vendor.
Total Voucher Count The total number of return and receive vouchers made for this vendor.
Units Purchased The total number of units purchased from this vendor.
Units Returned The total number of units returned to this vendor.
Vend Code The unique alpha-numeric code for the selected vendor.
Voucher Count The total number of receive vouchers made for this vendor.
Voucher List: The Voucher List pane contains a list of all of the vouchers made for the selected
vendor. Each of the fields available in this pane are the same fields that are available for
vouchers in the voucher module. (For more information on these fields and how to design this
pane, refer to Chapter 7. Receiving, the Voucher fields section, and Appendix A. Interface
Design.)
Voucher Item List: The Voucher Item List pane is always displayed in List View and contains a
list of all of the items listed on the voucher that is selected in the Voucher List pane. Each of the
fields available in this pane are the same fields that are available in the voucher item list field in
the voucher module. (For more information on these fields and how to design this pane, refer to
Chapter 7. Receiving, the Voucher item list fields section, and Appendix A. Interface Design.)
To reverse a voucher:
The vouchers listed in the Voucher List pane can be reversed.
1. Select the voucher you would like to reverse.
2. Select reverse from the top menu.
3. Select the appropriate associate and enter any needed comments in the Reversing
Document dialog that is displayed. Select OK.
A new voucher is created that reverses the effects of the original voucher. The original voucher’s
status becomes “Reversed.” (For more information, refer to Chapter 7. Receiving.)
To copy a voucher:
The vouchers listed in the Voucher List pane can be copied into a new voucher.
1. Select the voucher you would like to copy.
2. Select copy from the top menu.
This will copy the selected voucher and open a new voucher in the voucher module
with full editing capability. Follow standard voucher procedures to finish the
voucher. (For more information on vouchers, refer to Chapter 7. Receiving.)
PO History
PO History gives you access to purchase orders involving the
selected vendor. These fields are all read-only fields and cannot be
edited.
PO Totals: The PO Totals pane is always displayed in Form View and contains totals for all of
the purchase orders made for the selected vendor in the designated period. The fields shown
below are all available in the PO Totals pane. (For more information on designing the PO Totals
pane, refer to Appendix A. Interface Design.)
Fields Usage
Avg $/ Purchase Order The total cost of all of the items on POs from this vendor divided by the total
number of POs for this vendor.
Company The selected vendor's company name.
Discount $ The total discount dollars given by this vendor on all of the purchase orders listed.
History Date Range The date range from which PO History has been drawn, as defined in preferences.
$ On Order The total dollar amount of the items on order from the chosen vendor.
Units Ordered The total number of units on order from the chosen vendor.
Units Received The total number of units received from the chosen vendor.
Vend Code The unique alpha-numeric code for the selected vendor.
PO List: The PO List pane contains a list of all of the purchase orders made for the selected
vendor. Each of the fields available in this pane are the same as those that are available for POs
in the PO module. (For more information on these fields and how to design this pane, refer to
Chapter 6. Purchasing, the PO field section, and Appendix A. Interface Design.)
PO Item List: The PO Item List pane is always displayed in List View and contains a list of all
of the items listed on the purchase order that is selected in the PO List pane. Each of the fields
available in this pane are the same fields that are available in the PO item list field in the PO
module. (For more information on these fields and how to design this pane, refer to Chapter 6.
Purchasing, the PO item field section, and Appendix A. Interface Design.)
To search PO History:
Follow the instructions for searching customer history in the Receiving History section.
Chapter 4. Inventory
Introduction
About Inventory
Retail Pro's Inventory module is designed to help you track, find, add, edit, and group your
merchandise in a convenient and efficient manner. The inventory file can contain up to 999,999
lines or rows of merchandise with each of those rows representing a unique item.
Instead of adding items one by one, retailers frequently group their merchandise into families of
related items, referred to as styles. Due to the fact that items may be handled individually or as
groups, Retail Pro's inventory module contains both an Item View and a Style View. Item View
displays a record of each individual item while Style View displays a record of each style. Item
View and Style View can be shown in both List View and Form View.
Also, using the rounding and adjusting Pricing Methods, retailers are able to automatically round
prices according to their rounding and adjusting instructions.
Inventory Security
You can control employee access to the following Inventory features.
Reference: See Technical Supplement F1: Security Administrator for more information.
Permission Description
Access Allows group members to access the Inventory area.
Add/Copy Allows group members to create new items by clicking the New or
Copy buttons.
Edit Allows group members to edit inventory items.
Access Continuous Edit Mode Allows group members to access continuous edit mode.
Delete Item Allows group members to delete items from inventory.
Note: Clean House is the recommended method for removing items
from inventory.
Edit Quantity Allows group members to edit item quantities.
Edit Prices Allows group members to edit price fields.
Edit Costs Allows group members to edit cost fields.
See Cost Fields Allows group members to see cost-related fields.
See Other Stores Allows group members to see inventory information for other stores.
See Alternate Price Levels Allows group members to see alternate price levels for items.
Assign Kit Item Type Allows group members to edit the Kit Item Type field for items.
Access Scale Editor Allows group members to access the Scales button for working with
scales.
Permission Description
Allow Add/Edit/Delete of Serial Allows group members to add, edit, and delete serial numbers for
Numbers items.
Package and Kit
Access Allows group members to access the Package and Kits area.
Add Items Allows group members to create new package and kit items.
Delete Items Allows group members to delete package and kit items.
Break Kit Allows group members to break kits.
Assemble Kit Allows group members to assemble kit items.
Access Choose Items Allows group members to access the Choose Items button.
Clean House
Access Allows group members to access the Clean House area.
Accessing Inventory
To access the inventory module:
1. Select MERCHANDISE > INVENTORY from the Retail Pro Home Screen.
While in the inventory module, the status bar located at the bottom of each inventory screen gives
important information about the current status of your inventory:
Style Items (# of
Current User Price Level Tax Area items in selected Workstation #
Style)
Store # Pricing Method Edit Mode
Inventory Views
There are four ways to view inventory in the inventory module: Item View/List View; Item
View/Form View; Style View/List View; and Style View/Form View. Each of these views is
discussed below.
Item View/List View
To select this view, choose Item View from the side menu and List from the top menu.
This view contains a list of all of the items included in your inventory. Each item has its own
individual line.
Style View: The Style View is made up of two panes. The top pane displays either a listing of
the styles in inventory or a detailed Form View of a single style. The bottom pane displays
specific item information for the style in either list or grid format. The data displayed in the
bottom pane depends on the style selected in the top pane (these panes will be discussed in
further detail later in this chapter). However, the view in one pane is not dependent on the view
in the other. The top pane can be in either List View or Form View and the bottom pane can be
in either list or grid format at any time.
Style View/Form View
To select this view, choose STYLE VIEW from the side menu and FORM from the top menu.
This view enables you to take a detailed look at one style in the upper pane.
The lower pane displays the style items in either grid or list format. To display the grid format, as
shown, select GRID on the side menu.
Style View/List ViewTo select this view, choose STYLE VIEW from the side menu and LIST from
the top menu.
The top pane contains a list of all of the styles included in your inventory. Each style has its own
individual line.
The lower pane displays the items of the style selected in the top pane in either grid or list format.
To display the list format, as shown, select ITEM LIST from the side menu.
Items
About Items
Although many data fields are available in inventory, the essential fields that serve to define each
item are:
DCS The full department code: Department (D), Class (C), Subclass (S). The DCS field is the
only field required to create an item.
Vend Code The user-defined code assigned to the vendor of the item.
Desc 1 A description field usually used as the style description.
Attr A field used to describe an item, typically color or a second size.
Size The size of an item.
In addition, the price, cost, and margin of the item are usually defined.
Item Definition
Each item must be unique (i.e., there must not be two or more items in inventory with the same
combination of DCS, Vend Code, Desc 1, Size, and Attr). It is not sufficient to record some
unique data in Desc 2 or to vary the information in the items’ Misc inventory fields. Retail Pro
will not allow you to create two or more inventory rows with the same DCS, Vend Code, Desc 1,
Size, and Attr. Such conflicts would not just be redundant; they could also cause serious
problems when working in grid display.
Smart Abbreviations:
In order to be able to locate merchandise in inventory or to filter items for reports by color or size,
establish standard abbreviations for sizes and attributes and be consistent in their usage. For
example, you could use either wht or whit for white, but should not use both. Wht and whit will
be treated as two different attributes on reports. However, the system is not case sensitive so
WHIT, whit, and Whit will all be treated as the same attribute.
Jackpot Items
Some retailers set aside a few items (or rows) in inventory as jackpot items. Typically, jackpot
items are used for miscellaneous fees, special order items, or other non-inventory uses that don't
affect a standard inventory item.
Jackpot items can be used to record sales during a system start-up, before items have been
defined and tagged with their specific item or UPC numbers. In this case a jackpot item is
defined for each department and when selling an item from that department the associate edits the
description, price, tax code, etc. at the time the sale is made. In this way, immediate reporting of
sales by department is possible even before your inventory is fully defined or tagged.
When used for listing non-inventory items on Special Order SOs, a jackpot item can be defined
with a special order department code. The vendor code, item description, price, and other
information from these jackpot items are designed to be edited on the SO when ordering special
order items. If the item description is changed on the SO, it will be permanently recorded in your
sales history, but will have no effect on inventory.
Two inventory fields and a preference setting define the way a jackpot item is handled.
When the Non-Inventory field is selected for a jackpot item:
When a receipt or SO listing the jackpot item is updated, the on-hand quantities for the
item in inventory will NOT be updated
The item can only be listed on receipts, SOs, and cost/price memos; you cannot list the
item on any other document
Contingent on the preference setting shown below, a new unique item system ID (SID)
may be generated each time the jackpot item is listed as a line item on a receipt (i.e. if
listed twice on a receipt, two new SIDs could optionally be generated). This is a useful
setting if you want each item sold using the jackpot item to be broken out separately on
reports (depending on how you choose to filter reports).
When the Committed field is selected for a jackpot item:
The item is included in committed calculations and the display of the committed window
is available for the item
If not selected, the item is not included in committed calculations and the display of the
Committed window is not available for the item
About Styles
The members of a style typically vary in size, color, or some other attribute. In Retail Pro, each
size and color combination within a style is a separate item defined on its own row in the
inventory file. For example, if you stock a sweater style in four sizes and two colors, you would
have one style made up of eight different items occupying eight inventory rows.
All members of a style can be seen as a group in Style View. Data can be summarized by style
on reports, and many program actions can be conveniently applied to all the members of a style at
once.
As you define each new item or style, Retail Pro will check to see if your entry matches a style
that already exists in inventory. If it does, a dialog box that informs you the style already exists
will appear and give options to join this item to the style or cancel. If the new item is actually
part of an existing style, add it to that style using grid display.
Note that it is possible for a style to be made up of only one item if the item is unique in DCS,
Vend Code, and Desc 1. This one item, which constitutes an entire style, will be listed in the top
pane of the style list in Style View.
Style Definition
Each style is defined by its DCS, Vend Code, and style description. These fields must be
identical for all members of the same style and must be unique for each style. Items within a
style can have different Desc 2, ALU, UPC, prices, costs, etc. Members of the same style may be
scattered throughout the inventory file due to the fact that new items can be added to a style at
any time. When one item in a style is selected in the Item View / List View, that item and each of
the other items in that style will be displayed in blue text.
The Desc 1 field is typically used to record the vendor's style number (or some other unique
identifier) plus a brief description that makes the style easily recognizable.
Inventory Fields
This section is a table with the name and use of each field in the inventory module.
Field Usage
ALU* Alternative Lookup: A user-defined field that can be used to lookup items. This field
can contain text descriptions, catalog numbers, etc.
SYSTEM PREFERENCES h MERCHANDISE h Allow duplicate ALUs: 5 Select the check
box to enable this feature. If this preference is not selected, duplicates will not be
allowed.
When listing merchandise items on documents there are two ways to have your system
search for items by their ALU:
• W/S PREFERENCES h DOCUMENTS h OPTIONS h Lookup mode when using
choose/edit items from documents: Select ALU from the drop-down list.
• SYSTEM PREFERENCES h GENERAL DOCUMENTS h Lookup mode for listing items on
documents: Select ALU.
Attr* Attribute: A field used to describe an item, typically color or a second size.
TOOLS h RPRO DB h FIELDS: Set the number of characters (4-8) that will be allowed
in the Attribute field.
Aux 1-8 Auxiliary Fields: Eight additional text fields in which you can enter supplementary
inventory information. The fields are given names and predefined entries in system
preferences.
SYSTEM PREFERENCES h MERCHANDISE h AUX FIELDS h Field Names: Enter identifying
field names for each of the 8 user-defined auxiliary inventory fields. Also, predefine
your list of text field entries for each of the 8 auxiliary inventory fields.
[Case Qty] Case Quantity: The number of cases on hand. This number is calculated by dividing
the total quantity of an item by the number of units per case specified for it.
Field Usage
Class Class: The second tier in the full department code, typically used for more precise
classifications.
TOOLS h RPRO DB h FIELDS: Set the number of characters (1-3) that will be allowed
for the Class field.
[Cmp On Ordr] Company On Order: The quantity on order for the selected item for all stores
combined.
[Cmp Max] Company Maximum: The maximum desired stock level for the item for all of the
subsidiary’s stores combined.
[Cmp Min] Company Minimum: The minimum desired stock level for the item for all of the
subsidiary’s stores combined.
[Cmp Qty] Company Quantity: The quantity on hand for the selected item for all stores combined.
[Cmp Rcvd] Company Received: The quantity received for the selected item for all stores
combined.
[Cmp Sold] Company Sold: The quantity sold of the selected item for all stores combined.
Coef Coefficient: This number is equal to the price divided by the cost of the item. It can be
used to calculate price if it is multiplied by cost. Coefficients are typically used by
retailers in countries that have VAT.
price
COEF =
cost
SYSTEM PREFERENCES h MERCHANDISE h PRICING h Have Mrg%, MkUp%, Coef affect:
Choose either cost or price.
SYSTEM PREFERENCES h MERCHANDISE h PRICING h Use P$T$ when calculating
Coefficients: 5 Select the check box to include tax when calculating coefficients. If
this preference is not selected, tax will not be included.
Comm Code Commission Code: The commission code associated with the item.
SYSTEM PREFERENCES h EMPLOYEES h COMMISSIONS: Define commission codes
and schedules. The default code that will be suggested for all new items can also be
defined on this page.
Committed 5 If selected, the item is included in and displayed in the committed window. If not
selected, the committed window is not displayed for the item and when documents with
the item are listed are updated, committed information is not updated for the item. By
default, this field is selected for all inventory items. Common usage is to clear the
check box to exclude non-inventory items (jackpot items) from the committed
information. See also Non-Inventory flag.
Cost Item Cost: The cost of the item.
SYSTEM PREFERENCES h PURCHASING: Define options for handling cost.
Cost Code Item cost displayed in code; can be printed on price tags. Code key must be defined in
preferences. (Refer to Chapter 2. Retail Pro Basics, Printing Tags for more
information.)
DCS* Department (D), Class (C), Subclass(S): The full department code. To access the
department file, select departments on the side menu or press <F4> from the
department field.
The entire DCS must be the same for all members of a style. Changes to any of these
fields can be optionally applied to the entire style.
TOOLS h RPRO DB h FIELDS: Set the number of characters (1-3) that will be allowed
for the Department, Class, and Subclass fields. Combined, this can make the DCS
field 3-9 characters long.
Field Usage
[DCS Name] Full Department Name: The name recorded in the department file for the item’s DCS.
This field is not editable.
Dept Department: The first tier in the full department code, typically used for the broadest
classification.
TOOLS h RPRO DB h FIELDS: Set the number of characters (1-3) that will be allowed
for the Department field.
Desc 1* Description 1: A description field usually used as the style description. As such, it must
be the same for all members of a style. Changes to this field can affect the item or the
entire style.
TOOLS h RPRO DB h INVENTORY h Define style grids by: Select the description field that
will be used for your style description.
TOOLS h RPRO DB h FIELDS: Set the number of characters (10-30) that will be
allowed in the Desc 1 field.
Desc 2* Description 2: A description field usually used for recording any additional information
to describe this particular item, such as a vendor's catalog number.
You can also define a lead time in this field. (See Pro Tip at the end of this section for
more information.)
SYSTEM PREFERENCES h MERCHANDISE h VENDORS h Record vendor name in Desc 2
field of inventory: 5 Select this option to have the vendor name automatically
entered in the Desc 2 field when defining new items.
TOOLS h RPRO DB h FIELDS: Set the number of characters (10-30) that will be
allowed in the Desc 2 field.
Desc 3-4 Descriptions 3-4: Additional item description fields used for recording any
supplementary information to describe this particular item.
TOOLS h RPRO DB h FIELDS: Set the number of characters (5-30) that will be allowed
in the Desc 3 or 4 fields.
Discont Date Discontinued Date: The date when the item is to be discontinued and can no longer be
listed on POs. Reports can be filtered by this date.
Doc Qty Document Quantity: Displayed only when accessing inventory by selecting CHOOSE
ITEMS or CHOOSE/EDIT ITEMS from a document. The field where the user enters the
quantity of an item that is being added to the document item list of a document.
Doc Case Qty
Document Case Quantity: Displayed only when accessing inventory by selecting
CHOOSE ITEMS or CHOOSE/EDIT ITEMS from a document. From a PO: The field
where the user enters the case quantity of an item that is being added to the PO item
list. From all other documents: The field that displays the case quantity that is being
added to the document item list after the user has entered the unit quantity.
EDI Electronic Data Interchange: A drop-down list with the choice to flag this item as an
EDI item. If EDI is selected from the list, the item will be available to include in EDI
documents. (Contact your dealer for more information on using EDI with Retail Pro to
place orders and exchange other data with your vendors.)
[FC1 P$] Foreign Currency 1 Price: The price of the item times the foreign currency (take) rate.
SYSTEM PREFERENCES h INTERNATIONAL h CURRENCY: FC1 is the first foreign
currency listed.
[FC1 P$T$] Foreign Currency 1 Price plus Tax: The price of the item plus tax times the foreign
currency (take) rate.
[FC1 T$] Foreign Currency 1 Tax: The item's tax times the foreign currency (take) rate.
First P$ First Price: The first price assigned to the item. Editable.
First P$T$ First Price With Tax: The first price, plus tax, assigned to the item.
Field Usage
First Rcvd First Received Date: The first date this item was received on a voucher. The current
date will automatically be recorded here when this item is first received on a voucher.
SYSTEM PREFERENCES h MERCHANDISE h Suggest first and last received dates: 5
Select this option to automatically record the current date when defining new items.
Flag Unorderable Flag: A drop-down list with the option to identify the item as unorderable.
Flagged items cannot be listed on POs.
FOC$ Foreign Order Cost: The cost of the item expressed in a foreign currency.
FOC$ Type Foreign Order Cost Type: The type of currency in the FOC$ field. From the exchange
rate table defined in preferences.
SYSTEM PREFERENCES h INTERNATIONAL h CURRENCY h EXCHANGE RATES:
Define the foreign currency and exchange rates.
Frmr P$ Former Price: When marking down items using the Mark Down/Up Utility, the price to
be used when restoring prices. When using VAT mode, Frmr P$T$ will be used, rather
than Frmr P$.
SYSTEM PREFERENCES h MERCHANDISE h UTILITIES h When updating Markdowns keep:
Choose either the original price before any markdowns or the price before the most
recent markdown.
Frmr P$T$ Former Price with Tax: When marking down items using the Mark Down/Up Utility
while using VAT, the price to be used when restoring prices.
Inven P$ Inventory Price: The price of the item in the currently active price level.
Inven P$T$ Inventory Price and Tax: The price of the item with tax in the currently active price
level.
[Item #*] Item Number: The row number from 1 to 999,999 that identifies each item.
Item Image (Form View only). Can be used to display an image for the item. If defined here, the
image can also be displayed on documents. (For more information on working with
images, refer to Chapter 2. Retail Pro Basics and Appendix A. Interface Design.)
Item Lot Numbers Add where: Inventory Form View
The Item Lot Numbers field is a mini grid that displays lot number information for an
item. You can enter and edit lot numbers in the Item Lot Numbers grid. Even if the grid
is not added to your Form View display, it can be displayed by selecting or displaying a
lot number item and selecting Lot Numbers from the side menu.
Item Serial A mini grid that displays an item’s serial number information. At the Main station, you
Numbers can enter, edit, and delete serial numbers in the Item Serial Numbers grid. At remote
stations, the grid is read-only.
If the grid is not added to your Form View display, it can be displayed by selecting or
displaying a serial number item and selecting SERIAL NUMBERS on the side menu.
[Item SID] Item System Identifier: A unique number used to identify items.
SYSTEM PREFERENCES h MERCHANDISE h Source for Item SID generation: Choose to
have your Item SIDs generated by the system, UPC# field, or ALU field. ALLOW
DUPLICATE ALUS must not be checked for ALUs to be available for SID generation.
Kit Item Type Kit Item Type: Specify whether this item is a member of a package or kit. Options: No
Entry, Package Item, Kit Item. If item is designated as a package or kit item, the
Package and Kit database is accessible via the PACKAGE & KIT button on the side
menu.
[Last Edit] The last date/time any information for this item was edited.
Field Usage
Last Mkdn Last Markdown Date: The last date when the item's price was changed using the Mark
Down/Up Utility or by processing planned pricing instructions. This field is automatically
updated.
Last Rcvd Last Received Date: The most recent date that the item was received. This field is
automatically updated each time the item is received on a voucher.
SYSTEM PREFERENCES h MERCHANDISE h Suggest first and last received dates: 5
Select this option to have the current date suggested when defining new items.
Last Rcvd Code Last received date, displayed in code; the code key must be defined in preferences.
(Refer to Chapter 2. Retail Pro Basics, Printing Tags for more information.
Last Sold Last Sold Date: The last date that the item was sold. This field is automatically updated
each time the item is sold.
Lot The Lot field controls each item’s lot tracking status. To activate lot tracking for an
item, set the Lot field to FULL or PARTIAL.
M$T$ Margin $ plus Tax $: The profit amount for this item (including tax).
M$T$ = Inven P$T$ - Cost
Margin$ Margin $: The profit amount for this item (excluding tax).
Margin $ = Inven P$ - Cost
Max Maximum: The maximum stock level desired for this item.
Max Discount % Maximum discount percentage.
Min Minimum: The minimum stock level desired for this item.
MkUp% Mark Up %: The profit expressed as a percentage of the cost.
MkUp% = price – cost X 100
cost
SYSTEM PREFERENCES h MERCHANDISE h PRICING h Have Mrg%, MkUp%, Coef affect:
Select price or cost from the drop-down list.
SYSTEM PREFERENCES h MERCHANDISE h PRICING h Use P$T$ when calculating Mark
Up%: 5 Select the check box to include tax.
[MOD] Modified Item: If this inventory item is listed on an SO and modified from the way it
appears in inventory, there will be a to indicate the difference. The indicator will
appear in the SO Item menu field, MOD column.
Mrg% Margin %: The profit expressed as a percentage of the price.
Mrg% = price – cost X 100
price
SYSTEM PREFERENCES h MERCHANDISE h PRICING h Have Mrg%, MkUp%, Coef affect:
Choose either item or cost from the drop-down list.
SYSTEM PREFERENCES h MERCHANDISE h PRICING h Use P$T$ when calculating
Margin%: 5 Select the check box to include tax.
Non-Inventory 5 If selected, when a transactional document listing a non-inventory item, i.e. jackpot
item, is updated the on-hand quantities for the item will not be updated. Typically,
jackpot items are used as inventory items to sell undefined items, miscellaneous fees,
and special order items. Default: unselected.
Ord C$ Order Cost: The order cost of the item.
SYSTEM PREFERENCES h PURCHASING h Use Order Cost on POs and Vouchers: 5
Select the check box to activate this option.
SYSTEM PREFERENCES h PURCHASING h Update Order Cost when making Vouchers: 5
Select the check box to activate this option.
Field Usage
[Plan Price] Planned Pricing Flag: A indicates the item has one or more planned pricing instruc-
tions pending. This field is uneditable.
Planned Pricing Planned Pricing: Enter planned pricing schedules. Set the date, price level, and price
that you would like applied to your schedule.
[Prices] Price List: A list that shows all of the price levels available and the price of the item in
each level. This list also contains information on quantity requirements for each price
level. (Form View only)
Promo # Promotion Number: The number identifying the promotion assigned to this item.
Changes to this field can affect the item or the entire style.
Qty Quantity: In Item View, indicates the quantity on hand in inventory. The Qty field is
automatically updated each time an item is received, transferred, or sold, and when
completing a physical inventory.
[Qty Decimals] Quantity Decimals: The number of decimal places allowed for the item's quantity. For
example, if quantity decimals are allowed, and this field is defined as 1, the quantity
could be 3.7; if it is defined as 2, the quantity could be 3.74; and so on.
SYSTEM PREFERENCES h MERCHANDISE h Use decimal quantities: 5 Select the check
box to activate this option. Also, specify the number of decimal places to use for each
of price (zero, one, two, or three) and cost (zero, one, two, three, or four).
Quantities Quantities Grid: Shows quantities and Min/Max levels for the selected item in each
store and for the whole company.
[Rec #] Record Number: The sequential number of a line item listed in the document item list.
E.g., the first line item would be Rec # 1, the second Rec # 2, and so on.
Rel Item Related Item: Indicates another item that is related to this item.
Sale Disc$ Sale Discount Amount: The amount by which an item’s price is discounted. Based on
the price level specified in preferences.
Sale Disc% Sale Discount Percentage: The percentage by which an item’s price is discounted.
Based on the price level specified in preferences.
SYSTEM PREFERENCES h MERCHANDISE h PRICING h Printing Disc% and Amount:
Specify the price level to be used when calculating discount percentage and amount.
Default price level: Active.
Scale Grid Scale: The attribute/size style scale for this item.
SYSTEM PREFERENCES h SCALES: Define scales.
Serial Serial Item Flag: 5 Select to require a serial-number entry when adding an item to a
history document. Based on this flag in inventory, the user is required (depending on
preferences) to enter a serial number for an item. After item entry, the Edit Item (<F5>)
dialog is automatically displayed, and the user is not allowed to exit until a value is
entered in the Serial # field.
Size* Size: The size of an item.
TOOLS h RPRO DB h FIELDS: Set the number of characters (4-8) that will be allowed
in the Size field.
SPIF Sales Person Incentive Fee: The amount to be credited to the item clerk for each sale
of the item. (For sales commissions see the Commission Code field, above.)
Field Usage
Store Pair Store Pair Quantities: A table that displays on-hand, in-transit, and total quantities for
Quantities one or more pairs of inventories. (Refer to Chapter 2. Retail Pro Basics for more
information.)
SYSTEM PREFERENCES h STORES h STORE PAIRS h Store Pair Quantities: Define the
labels for the column headers as well as the store pairs and their labels that are
displayed in the Store Pair Quantities table.
[Str On Ordr] Store On Order: The quantity on order for the selected item for the currently selected
store.
[Str Rcvd] Store Received: The quantity received for the selected item for the currently selected
store.
[Str Sold] Store Sold: The quantity sold of the selected item for the currently selected store.
Style Image (Form View only). Displays an image for the style the currently selected item belongs
to. If defined here, the style image can also be displayed on any document that lists a
style member. (For more information on working with images, refer to Chapter 2. Retail
Pro Basics and Appendix A. Interface Design.)
Style Qty Style Quantity (Style View upper pane only): Initially indicates the displayed item's on-
hand quantity, but editing this field will affect the quantity of ALL items in the style. In
this case, a warning dialog is displayed to confirm the user's intent to overwrite the
existing quantity for all style items. Note that editing of this field is subject to security
settings.
[Style SID*] Style System Identifier: A unique number used to identify styles.
SYSTEM PREFERENCES h MERCHANDISE h Source for Style SID generation: Choose
whether to have Style SIDs generated by the system or from the UPC field.
Subclass Subclass: The third tier in the full department code, typically used for more precise
classifications.
TOOLS h RPRO DB h FIELDS: Set the number of characters (1-3) that will be allowed
for the Subclass field.
[Tags] Print Tags: If selected ( ), tags can be printed for the item.
Tax Tax Code Name: A drop-down list containing each of the tax code names defined in
preferences.
SYSTEM PREFERENCES h TAXES h Define Tax Codes: Define tax codes in the table.
[Tax $] Tax Dollar: The tax amount that will be charged for the item based on the item's tax
code and the currently active tax area. The active tax area will be the default tax area
assigned to the current store, if any. This field is uneditable.
[Tax %] Tax %: The tax percentage that will be applied to the item based on the item's tax code
and the currently active tax area. The active tax area will be the default tax area
assigned to the current store, if any. This field is uneditable.
[Tax 2 $] Tax 2 Dollar: The amount of an alternate or second tax that is applied to the item. This
field is uneditable.
[Tax 2 %] Tax 2 % : The percentage of an alternate or second tax that is applied to the item. This
field is uneditable.
Tax Code Tax Code Name: A drop-down list containing each of the tax code names defined in
preferences.
SYSTEM PREFERENCES h TAXES h DEFINE TAX CODES: Define tax codes in the table.
[Tax Code 2] The tax code assigned to this item for an alternative or second tax area.
[Total Tax $] The total tax for an item (Tax $ + Tax 2 $). This field is uneditable.
Field Usage
Trade Discount % Trade Discount %: A discount given by a vendor that will be applied to any new
inventory items from that vendor. When trade discounts are activated in system
preferences, this field defaults to the percentage entered in the vendor’s file or 0% if no
percentage is entered in the vendor file. The Trade Discount % is applied to the
Vendor List Cost to calculate the item’s Ord C$. Editable.
SYSTEM PREFERENCES h MERCHANDISE h VENDORS h Use Trade Discounts: Select to
activate the use of trade discounts.
UDF 1-4 User-defined Field 1-4: These fields are fully customizable. The user can customize
the field labels and the options available in the fields.
SYSTEM PREFERENCES h MERCHANDISE h USER-DEFINED: Define fields.
Units/Case Units per Case: The user-defined number of units per case that is used to convert
between Case Qty and Qty.
UPC* Universal Product Code: The item's unique UPC/EAN/ISBN identifier. This field can be
up to 18 characters. Entries of less than 13 characters will be converted to a 13-digit
form. (Refer to Chapter 2. Retail Pro Basics for more information on UPCs.)
UPC2-7 Alternate Universal Product Codes: For items purchased from more than one vendor,
you can assign multiple UPCs. Each UPC can be up to 18 characters. Entries of less
than 13 characters will be converted to a 13-digit form.
UDF Date Inventory user-defined date field: Blank date field in which you can enter an arbitrary
inventory date. Give a label to this date field in preferences.
SYSTEM PREFERENCES h MERCHANDISE h USER DEFINED h Inventory user-defined field
names: Date Field. Enter a label for the user-defined blank date field.
UDF Name
Inventory user-defined name field: Blank text field in which you can enter an arbitrary
inventory name. Give a label to this text field in preferences.
SYSTEM PREFERENCES h MERCHANDISE h USER DEFINED h Inventory user-defined field
names: Name Field. Enter a label for the user-defined blank text field.
Vend Code* Vendor Code: The user-defined code assigned to the vendor of the item. To access
the vendor file, Click VENDORS on the side menu or press <F4> from the Vend Code
field.
The code must be the same for all members of a style. Changes to this field can affect
the item or the entire style.
TOOLS h RPRO h FIELDS: Set the number of characters (3-6) that will be allowed in
the Vend Code field.
Vendor List Cost Vendor List Cost: The listed cost of an item from a vendor, before any trade discount
percentage is applied. When a Vendor List Cost is entered, the Trade Discount % is
automatically applied to calculate the Ord C$ for the item.
Vendors Alternate Vendors: A mini-grid listing alternate vendors assigned to an item. Enter
vendor codes for up to six alternate vendors, each vendor’s order cost for the item, as
well as the UPC or ALU assigned to the item by each vendor.
Inventory Buttons
Inventory Button Description
Assign an allocation pattern to allocate merchandise among multiple stores.
Access Departments.
Display the Edit Attr/Size dialog, where you can edit the attributes and sizes
of the style item.
Available in Style View only.
Display the Edit Item dialog, where you can update the style item’s price,
cost, markup, etc.
Available in Style View only.
Display the Filtered View dialog, where you can define criteria for filtering
records.
Click to access a menu of the following buttons: Edit Attr/Price, Edit Style
Item, Delete Style Item, Print Tags, Pricing Method, Price Level.
When editing a style item, click to update all the other items in the style.
Access Vendors.
Display a menu where you can Zoom In or Zoom Out on the current view.
Item View
Item View is primarily used to add or edit items that are not members of a style or as a way to
display and work with filtered views of many records. Use Style View when creating a new style
or adding items to an existing style.
1. Click ITEM VIEW on the side menu. You can work with items in
either List View or Form View. Choose the view you prefer on
the top menu.
3. Enter information in any of the other fields in which you want to record data for
this item. Switch between tabbed pages, as needed.
4. Click SAVE (<Alt+S>).
Case Quantities
See Using Case Quantities section in Chapter 2. Basics
Editing Items
See Edit an Existing Data Record section in Chapter 2. Basics
2. Choose NEW (<Alt+N>) on the top menu. The cursor moves to the next blank
line.
Edit either the Attr or Size field. There is also an option to keep the new item in the same
style grid. This is selected by default.
4. Choose OK once the appropriate edits have been made.
Deleting an Item
This process should be carried out with caution so that items listed on POs, SOs, or TOs and
those items that have a non-zero on-hand company quantity are not accidentally deleted.
1. Highlight or display the item you want to delete and click DELETE (<Alt+D>) on
the top menu.
A Delete Item dialog will display a warning that Clean House is the preferred
method to delete items. If the item you are deleting is listed on a PO, SO, or TO
and/or if it has a non-zero company on-hand quantity, the dialog will also warn you that the
item selected for deletion either has a quantity on hand or is listed on an order document.
You cannot delete any item that is a component in a package or kit. To delete such an item,
you must first remove it from the package or kit configuration.
Preferences: Confirm
SYSTEM PREFERENCES h SYSTEM h Edit and Delete Confirmation: 5 Select to receive a confirmation
dialog for the delete action in inventory.
Styles
Style View
Style View consists of two panes. The two panes can be used together to easily enter, track, and
edit information for an entire style.
Top Pane
The top pane displays basic information about the style in either List View or Form View.
Choose the view you prefer on the top menu.
Fields such as DCS, Vend Code, and Desc 1, which are the same for the entire style will be
shown in the top pane.
Data shown in the other fields can vary from item to item. That data is populated in one of two
ways:
When you enter Style View from Item View the item selected in Item View will populate
the additional fields.
The data displayed in all other style rows will be taken from the first item listed in List
View that belongs to the displayed style.
Bottom Pane
The bottom pane can be viewed as an item list or as a style grid. Each is described in detail
below.
Item List
To switch to the item list while in grid display, click ITEM LIST (<Ctrl + F8>) on the side menu.
The Item List contains each of the items that are a part of the style that was selected in the top
pane.
It is not possible to add, copy, paste, edit, or delete items while in Item List.
Style Grid
To switch to grid display while in the item list, Click GRID on the side menu.
In this view the bottom pane consists of a
style grid. The example style grid is
formed by listing various sizes along the
vertical axis and attributes (color or a
second size) along the horizontal. The
user can switch the axis each element is
displayed on, and can even display both
Size and Attr on the same axis. (Refer to
Rearranging Axis later in this section for
more information.)
Each grid can display up to 30 columns and 30 rows (a total of 900 style items). If you have a
style with more than 900 items it is recommended that the style be divided and entered as two
separate styles.
The point where a row and column intersect is called a cell. Each cell is a unique attribute/size
combination that corresponds to one item or row in the inventory Item View. When you initially
display a grid in the current session, the cells will display the quantities on hand in the active
store. You do not have to create an inventory item for every cell. If you do not need a particular
attribute/size combination, leave the cell blank. An inventory item will not be created for that
combination.
Even a relatively small grid like the sample above contains a great deal of information. That
example shows 16 possible size/color combinations (i.e., 16 items) in the style. Each color is in
stock in small and extra-large. The store does not carry gray in size medium so that cell is blank.
The store does carry blue in size large but is it currently out of stock, which means it has a
quantity of zero.
Navigate the Grid:
<u>, <v>, <s>, <t> Move the cursor up, down, left, or right from one grid cell to another consecutively.
<Page Up> Move the cursor to the first displayed cell of a column.
<Page Down> Move the cursor to the last displayed cell of a column.
<Home> Move the cursor to the first cell in a row.
<End> Move the cursor to the last cell in a row.
<Ctrl+Home> Move the cursor to the upper left cell of the grid.
<Ctrl+End> Move the cursor to the lower right cell of the grid.
<Ctrl+s> Move the cursor to the first displayed cell of a row.
<Ctrl+t> Move the cursor to the last displayed cell of a row.
<Ctrl+Delete> Delete the item highlighted in the style grid (not recommended—see Clean House
documentation in Chapter 5. Merchandise Utilities).
Rearranging Axis:
It is possible to switch the axis that elements are displayed on or to display both elements on the
same axis. (The layout will remain as you have it when you exit Retail Pro.) Special cursors
have been included to show where the elements are being placed when they are moved. When
two elements are added to the same axis and the cursor is moved into position, a red line will
appear to signify that the element can be placed there.
1. Click the element you want to move and hold down the mouse button.
2. Drag the cursor to the position you would like to move the element. Note that the cursor
takes on a new shape to indicate the move action that will be carried out.
The moved element will trade places with the element under the cursor.
The moved element will be inserted adjacent to an existing element at the position of the
vertical (red) line.
The moved element will be inserted between two existing elements, at the point of the
vertical (red) line.
The moved element will be inserted between two existing elements, at the point of the
horizontal (red) line.
3. Release the mouse button once you have moved the cursor to the desired position.
The following examples show the four different ways the Size element can be moved. The top
row of screen shots show the movement of the size element and the bottom row shows the
resulting grid. When dragging the cursor, it should follow the path of the arrow shown in each of
the examples in the top row.
Movement:
Result:
Grid Location
In addition to being able to view style grids for your store, it is also possible to view style grids
for other stores or for all locations. This feature assumes you share data between stores via
polling.
1. Click STYLE VIEW and GRID (this is only necessary if the bottom
pane is not already in Grid View) on the side menu.
2. Access the Grid Location drop-down list by entering <Alt+G>
from List View or Form View.
3. Choose the location or locations you would like to view.
The grid below is an example of a style grid displaying data for ALL LOCATIONS. When ALL
LOCATIONS is chosen from the Grid Location drop-down list, Location will be added to one of
the grid axes. The grid will then contain three main elements: Size, Attr, and Location.
The rules for switching axes, changing cell displays, showing totals, and expanding and
collapsing are the same for an ALL LOCATIONS grid as they are for a single-location grid. (See
previous topics in this section for further instruction on working with grids.)
A Subtotal line will show subtotals for different areas in the grid depending on your
arrangement.
3. Click OK to save your changes or follow standard preferences procedures to either save and
exit or make more preference edits. (Refer to Appendix B. Preferences for more information.)
2. Enter the required DCS. To go to the department file to select a department code, choose
departments on the side menu or press <F4> while in the DCS field.
3. Enter information in any of the other fields in which you want to record common data for this
style. Styles are normally defined by DCS, Vend Code, and Desc 1. Switch between tabbed
pages, as needed. Information entered in the upper pane is applied to all members of the
style.
Pro Tip: Simplify Your Data Entry
When choosing your style descriptions, keep them simple. This will make data entry faster and result in
fewer mistakes to correct. Additional data can be recorded in other fields such as the four Misc fields.
4. Choose a predefined scale from the drop-down list in the Scale field or design your own grid.
The following is the procedure for designing a grid that does not have a predefined scale or
for adding attributes or sizes to an already existing scale:
From the grid, click EDIT ATTR/SIZE on the side
menu or choose in the grid. The second
option is not always available (for example,
when the grid is collapsed.)
Enter any sizes you would like included in the
grid in the Size column. Enter any attributes
you would like included in the grid in the Attr
column. Up to 30 sizes and 30 attributes can
be entered. Click OK when done.
5. Enter starting quantities in the appropriate attribute/size cells. Typically, when defining a
new style you would enter 0 in each cell. Cells can be left blank if your store does not stock a
particular attribute/size combination in the style.
To make changes to a cell while you are still adding items to that grid, move the cursor back
to the cell and edit the item. To enter other values in the cells, such as margin, price, or cost
(as allowed by security) simply select another value and enter data.
Edit Styles
Individual Edits:
1. Click EDIT (<F2> or <Alt+E>) on the top menu. In List View, an I indicates that
edit mode is active for that entry.
2. Make necessary edits in the top pane. Fields that can be edited in Style View
will affect the entire chosen style. It is also possible to view but not edit fields
for individual items (such as Size and Attr). These fields will display the data from the first
item listed in inventory that belongs to the selected style.
3. From the grid, you can edit the displayed value in a cell. You can select a different value to
display, if necessary.
To edit other item information, click EDIT STYLE ITEM on the side
menu. This activates an Edit Item dialog with options to edit
the inventory fields you have included in the dialog. Selecting
close while in the Edit Item dialog will save edits and exit the dialog. (For information on
how to customize this dialog, refer to Appendix A. Interface Design.)
4. Click Save (<Alt+S>).
Continuous Edits:
1. Press <Ctrl+F2> to enter continuous edit mode.
2. Make any edits that you need to make. There is no need to save between edits. If you want
to cancel your current edit, click CANCEL (<Esc>) on the top menu.
3. To exit continuous edit mode and save your changes, press <Ctrl+F2> again.
Price/Cost
Price/Cost Relationship
Margin expresses the relationship between what you paid for an item (cost) and its selling price.
It can be expressed as margin percentage (Mrg%), mark up percentage (MkUp%), or coefficient
(Coef).
A change made to price, cost, or margin always causes a compensatory change to one of the other
values. If you edit cost or price, the Mrg%, MkUp%, and Coef will change. If you edit the Mrg%,
MkUp%, or Coef, the price or cost will change.
always averages costs. If you select a different costing method in preferences, this may account for
slight differences between item costs in Retail Pro and item costs in your accounting software.
Quantity Pricing
Quantity pricing enables you to define different prices to be suggested when listing an item in
different quantities on receipts and SOs. This method records the price to be used for each
quantity range in a different price level and is typically used by businesses that otherwise use just
one price level. This pricing method can also be applied to an entire style.
Promotional Pricing
Predefined promotional pricing can be assigned to various items and styles in inventory. When
selling such items, the quantity being sold on the receipt for all items assigned to the same
promotion will be summed. Retail Pro will then use that sum as the quantity sold when looking
up the discounted price of the promotion. If the associate chooses to use promotional pricing on
the receipt, the discounted price will be automatically entered for each of those items.
Thus you could, for example, include T-shirts and tank tops from many styles in a special “3 for
$25.00” sale by assigning the same promotion to each of them.
The discount items will be flagged on the receipt as promotional pricing items. The total quantity
discount will be listed separately in the discount breakdown on X/Z-Out Reports and can be
selectively tracked on sales reports by filtering by discount type.
To assign a promotion:
1. Click Edit (<F2>) on the top menu.
2. Choose the item to which you want to assign a promotion.
3. Navigate to the Promo # field.
4. Enter the promotion number you want to assign to that item.
OR
Press <F4> or click (both of which will open the Promotional Pricing window), select a
promotion, and choose Select (<Alt+S>).
5. Repeat the previous steps for any other items to which you would like to assign a promotion.
Method 1:
1. As you are creating a receipt, if any items listed are members of a promotion and has a
sufficient quantity to have promotional pricing applied to it, the Apply Promo button in the
side menu will be in color, showing that the option is available. If not, the button will be
grayed out.
2. Select APPLY PROMO. The applicable item prices and document total change to reflect the
promotional pricing.
To reverse the promotional pricing, click REVERSE PROMO on the side menu.
Receipts: Click TENDER, as usual.
SOs: Click SAVE, as usual.
Method 2:
1. Receipts: After adding all the items to the receipt, click TENDER, as usual.
SOs: After adding all the items to the SO, click SAVE, as usual.
2. The Promotional Pricing Items dialog, shown on the next page, is displayed if any of the
items listed are members of a promotion and have sufficient quantity to have promotional
pricing applied to them.
3. Receipts: Click Apply on the dialog to apply the pricing to the items on the list and then
enter the Tender screen. Click Cancel to exit the dialog and continue to the Tender screen
without applying the promotion.
SOs: Click Apply to apply the pricing to the items on the list and then the SO will be saved.
Click Cancel to exit the dialog and save the SO without applying the promotion.
4. Optional:
Receipts: To reverse previously applied promotional pricing, click Back from the Tender
screen side menu and click Reverse Promo from the receipt side menu.
SOs: To reverse previously applied promotional pricing, click Edit on the top menu and then
click Reverse Promo on the side menu.
Pricing Method
When modifying prices you can have Retail Pro automatically round prices according to your
predefined rounding or adjusting instructions. These pricing instructions can be applied when:
Changing prices with the Price Manager. (See Chapter 5. Merchandise Utilities.)
Assigning prices to new merchandise using a pricing formula. (See Chapter 3.
Departments & Vendors.)
Editing the Mrg %, MkUp%, or Coef.
Manually editing prices (optional).
Rounding Prices
Rounding instructions round prices to the nearest multiple of some defined amount. A rounding
level of 1.0 could yield prices such as 1.00, 2.00, and 13.00. A rounding level of 100.00 could
give 100.00, 300.00, and 2400.00.
An offset amount can also be specified. That amount will be added to or subtracted from the
rounded price, perhaps to make the actual prices 1.99, 12.79, or 99.95 instead.
You can define different rounding instructions for use in different price ranges. There can be
only one rounding level in each price range and that level must be selected from the list of
allowed values.
When using VAT mode, the rounding instructions will be applied to prices with tax.
Adjusting Prices
Adjusting instructions adjust prices to exactly match the nearest defined adjusting level. All
digits in that adjusting level will be included in the adjusted prices.
Using adjusting you can have all prices end in amounts such as .49, .79, and .99. Adjusting can
also round prices in larger increments, a useful capability for currencies, which produce very
large prices.
You can define many adjusting levels and any value can be used as an adjusting level. When
using VAT mode, the adjusting instructions will be applied to prices with tax.
To define adjusting instructions:
1. From the Retail Pro main menu, click OPTIONS on the top menu and SYSTEM PREFERENCES on
the side menu.
2. Select the MERCHANDISE h PRICING h ADVANCED page.
Price Manager
Using Price Manager at the Main station, you can conveniently
mark up or mark down the prices (or costs) of selected items or
styles. The price changes can take effect immediately or at a future
date, and former prices can be restored if needed. You can enter markdown prices manually or
use Price Manager to calculate them in a variety of ways from the current price or cost. You can
also preplan a series of discounts for selected items, each discount taking effect on the date you
specify. Price changes can be polled with other inventory changes to remote stations. (Refer to
Chapter 5. Merchandise Utilities for more information on Price Manager.)
Trade Discounts
Vendors sometimes offer trade discounts to retailers. For
example, discounts might be offered because the retailer
regularly purchases a large volume of merchandise from the
vendor or is a loyal customer. To utilize trade discounts, you
must activate the capability in system preferences and add
two fields to your inventory layouts: Trade Discount % and
Vendor List Cost. If activated, trade discounts apply to all
inventory items and vendors. They cannot be selectively
applied to certain items and vendors and not to others. If no
trade discount is given by a vendor, then you should leave the
Trade Discount % at 0%.
Stock Audit
Auditing Inventory
Inventory values tend to become distorted over time. The most common sources of these
distortions are:
Incorrect cost information – Vendor invoices (showing the true cost of items) are often
received many days or weeks after the merchandise was physically received. If receiving
vouchers are not updated, it can cause misstatements of cost of goods sold and margin.
Data input errors – Accurate information depends on accurate data input. If personnel
inadvertently type $140.00 for a $14.00 item on a receiving voucher, then inventory
valuations will be misstated.
Items being sold before they are received – In the rush to get merchandise onto the
floor, items are sometimes sold before they are actually received into the system. This
can cause the inventory quantity to be temporarily negative and can skew the calculations
used to determine inventory cost.
Using the Stock Audit Tool, you can perform periodic stock audits to keep your inventory values
aligned with the transactional history. This has two main benefits:
Helps ensure that financial documents and tax statements are prepared in a timely and
accurate manner.
Gives managers proof of the integrity of Retail Pro data so that they can confidently
make purchasing and other decisions.
When the audit is completed, you can close the period. Closing a period freezes all the data so
that it can be used to prepare company reports and financial documents. (Refer to Retail Pro Tool
Supplement TS26. Stock Audit Tool for more information.)
Stock Ledger
The Stock Ledger within the Stock Audit Tool provides an audit trail of all changes to inventory
quantity or cost for a particular period. Such a record helps retailers:
Track inventory more efficiently.
Pinpoint the cause of unexpected changes to quantity or cost.
Resolve cost discrepancies among style items.
See all changes to quantity or cost for a period and the history documents (receipts,
vouchers, slips, memos) responsible for the change.
The ledger is read-only; you can add and remove fields from the display, but you cannot edit any
of the information in the fields.
Retailers who have set up their system for stock audits can access the Stock Ledger from
Inventory List View as well as from within the Stock Audit Tool.
Select quantity to view the Make selections from the drop- Select to filter the list
impact of documents on down lists to filter the list of of items displayed in
inventory quantity, or cost to items by store, department, the left pane.
view impact on inventory cost. vendor code, or description(s).
Item List
Document
history
Multi-Vendor Items
Multiple Vendors and Multiple UPCs
Multiple Vendors
Merchants may have several vendors for the same item. When reordering the item, the merchant
chooses a vendor based upon the order cost, item availability, lead time, or other factors.
You can assign up to seven vendors for each inventory item. When an item has multiple vendors,
the vendor listed in the item’s Vend Code field becomes the primary vendor. The primary
vendor’s order cost is stored in the Ord C$ field.
You can also assign up to six alternate vendors for each item in the Vendors field and specify an
order cost for each. When items are received, the correct vendor’s order cost is automatically
updated by Retail Pro.
To assign alternate vendors to an item:
1. Display (in Form View) the item for which you want to assign multiple vendors.
2. Click EDIT (<Alt+E>) on the top menu.
3. In the Vendors grid, enter the following information for each vendor:
The vendor’s code in the Vendor Code column.
The vendor’s order cost in the Order Cost column.
The vendor’s alternate lookup identifier in the ALU column.
The vendor’s UPC in the UPC column.
Multiple UPCs
When items are sold by multiple vendors, each vendor could give the item a different UPC;
therefore, you can also assign up to seven UPCs for each inventory item.
Although multiple UPCs are frequently used in conjunction with multiple vendors, they operate
independently. For example, an item can have three vendors and six UPCs.
To assign alternate UPC numbers to an item:
1. Highlight (List View) or display (Form View) the item for which you want to assign multiple
UPC numbers.
2. Click EDIT (<Alt+E>) on the top menu.
3. In the Vendors grid, select a vendor and enter UPCs as necessary.
4. Click SAVE (<Alt+S>).
Serial
Add where: Inventory Form View, Inventory List
View, and the document item list of vouchers, receipts,
slips, and sales orders.
The Serial field controls each item’s serial tracking
status. To activate serial tracking for an item, set the
Serial field to FULL or PARTIAL (the default setting is NO
ENTRY).
Setting the Serial field to FULL means users will be prompted for and required to enter a serial
number whenever the item is listed on a voucher, receipt, slip, (and optionally a sales order).
Setting the Serial field to PARTIAL means users will be prompted to enter a serial number only in
those program areas selected in Retail Pro System Preferences: receipts, vouchers, slips, and/or
sales orders. For example, your business might require entry of serial numbers at point of sale
but not when receiving or transferring items. (See Setting Serial Number Preferences section for
more information.)
Item Serial Numbers
Add where: Inventory Form View
The Item Serial Numbers field is a mini grid that displays serial number information for an item.
At the Main station, you can enter, edit, and delete serial numbers in the Item Serial Numbers
grid. At remote stations, the grid is read-only.
Even if the grid is not added to your Form View display, it can be displayed by selecting or
displaying a serial number item and selecting SERIAL NUMBERS from the side menu.
The area near the top displays the item’s Item # and its total company quantity (the number of
serial numbers cannot exceed the total company quantity for the item). The grid below displays
the following information about each serial number:
Store The store to which the serial number
is assigned.
Serial # The serial number (alphanumeric,
maximum 25 characters).
Status The serial number’s status:
o SO = The serial number is listed on
an SO.
o USED = The serial number has been
sold on a receipt, but not yet
received into inventory.
o Reserved If marked RESERVED, the
serial number has been used on an
SO, and is no longer available.
(Refer to later sections of the document for
information on adding, editing, and deleting serial
numbers in the Item Serial Numbers grid.)
Serial #
Add Where: Document item list of transactional documents and /or sales orders, Edit Item
dialog
The Serial # field displays the serial number assigned to an item listed on a document.
Typically, you enter serial numbers via the Enter Serial Number dialog (displayed when
prompting for serial numbers), and the entry is written to the Serial # field; however, you can
enter serial numbers directly in the Serial # field. Use this option when:
A serial number has been entered, but you want to edit it.
A prompt was not displayed when the item was listed on the document.
The item requires a serial number but does not currently have one.
The Serial # field can also be added to the Edit Item dialog that is displayed when users select
EDIT ITEM or press <F5>.
4. In the Serial Number Tracking area, select/deselect the following settings as necessary:
For full-control items:
Select PROMPT FOR SERIAL NUMBERS FOR ITEMS WITH FULL CONTROL WHEN ADDING ITEMS ON SOS
if you want to track serial numbers on sales orders. Deselect the preference if you do not
require serial numbers on sales orders.
For partial control items:
Select each program area where you want to prompt for serial numbers when adding/editing
such items (entry is still optional). Deselect each area where you don’t want prompts.
5. Select SAVE from the side menu.
This is the Enter Serial Number dialog. You can type or scan a serial number, or select one from
the drop-down list.
Transfers
Each serial number is assigned a store location when it is created. When a serial number item is
listed on an out slip, the slip automatically changes the serial number’s store location from the
source store to the destination store. (When the slip is created at a remote, the remote’s record is
changed immediately; the record is changed at the Main station when the slip is processed in).
Slips that include serial number items are not automatically resolved if mismatches exist. You
will have to manually resolve mismatches by editing the serial number database file.
Adjustments
Serial numbers are not entered on adjustment memos.
2. Navigate to System Preferences > Merchandise > Serial/Lot Numbers and set lot number
preferences. (See Lot Number Preferences)
3. Add the Lot Numbers button to your inventory menu layouts.
4. Activate lot number tracking for individual items. (See Activating Lot Number Tracking)
5. Enter lot numbers on documents, as necessary. If lot numbers are entered on bar codes, you
can scan those bar codes. (See Entering Lot Numbers)
Partial control, The Enter Item Lot Number dialog displays if the document type is one of those selected in
System Preferences, but entry is optional. If prompted, enter or select a Lot Number, then
click OK.
3. Complete and update the document.
If the item’s Lot field is set to Full, you are prompted for and required to enter a lot
number when listing the item on documents.
If the item’s Lot field is set to Partial, you are prompted for a lot number when listing the
item on document types selected in System Preferences, but entry is optional.
Lot numbers are not entered on Purchase Orders, Transfer Orders, or Adjustment Memos.
Lot Numbers are typically entered via the Enter Lot Number dialog, although they can
also be entered manually in an item’s Lot # field.
4. Edit the information, if necessary, or click the Retail Pro button in the upper right to exit.
Note: You can also view/ed item lot numbers by adding the Item Lot Numbers field to your
inventory Form View layouts.
The total quantity
The item’s Retail The total company currently assigned
Pro Item # quantity on hand. to lot numbers.
Click Add Lot# and Assign an expiration The company item quantity of
Delete Lot # buttons to date to individual lot that is assigned to individual lot
add/delete lot numbers. numbers. numbers.
Warning or Blocking the Sale of Items whose Expiration Date Has Passed
In System Preferences > Merchandise > Serial/Lot Number Tracking, you can select to display a
warning to cashiers if they list a lot number item that is past its expiration date. You can
additionally select to block the sale of such items. Note: A manager or other authorized employee
can override the preference setting if they belong to a group assigned the security permission:
Allow the Sale of an Item whose Expiration Date Has Passed. (See Lot Number Preferences section)
The multiplier is then applied to each individual component's normal price to arrive at a
discounted price for each item. The sum of these discounted prices equals the defined package
price.
For example, imagine that you have a package made up of two component items. Item 1 has a
normal inventory price of $50 and Item 2 has a normal price of $100. You are going to offer the
two items in a package, with the package priced at $75 total. Applying the calculations looks like
this:
Proportional Multiplier = 75 / (50 + 100) = .50
Package
Inv Price x Multiplier = Disc
Price
Item 1 $ 50 .50 $ 25
Item 2 $ 100 .50 $ 50
Predefined Package Price $ 75
Method 3. Recalculate the discounted prices for all items, including the new item, proportionally
to their inventory prices so that the sums of the new discounted prices equal the package price.
This method essentially throws out the original discounted prices of all items and reapplies the
discount formula to the new item mix to arrive at new discount prices.
Proportional Multiplier calculation: 75 / (100 + 100) = .375
Recalculate discount prices/retain original package
price
Inv Price x Multiplier = Disc
Price
New Item 1 $ 100 .375 $ 37.50
Item 2 $ 100 .375 $ 37.50
Package Price $ 75
Kits
Like a package, a kit groups two or more items to be sold together as a set, typically at a discount.
Kits, however, differ from packages in several important ways:
The kit must be pre-assembled before it can be sold.
The kit item defined in inventory is a real, unique inventory item, with its own cost, price
and quantity values. Each time a kit is assembled the kit item quantity increases by one.
The component items are deducted from inventory when the kit is assembled with
adjustment memos and are no longer available for individual sale, unless the kit is
broken. (This does not prevent offering additional non-kit quantities of those items for
sale individually.)
No component item choices or substitution of items is allowed.
When a receipt listing a kit item is updated, the specified quantity of the kit item is
deducted from inventory in the normal way.
The quantity and price of the kit item is carried to the receipt totals.
Each of the component items of a kit must exist in inventory individually before the kit can be
created. As an example, a retailer might want to offer a patio furniture group including a table,
four chairs, four chair pads, and an umbrella. If configured as a kit, this patio set kit is offered
only with the predefined components and substitutions are not allowed.
The upper pane displays inventory information for the selected package or kit. The fields
included can be customized, but no editing of these fields is allowed. The lower pane is used
to configure the package or kit.
8. Configure the package or kit components, add items, and specify other options, following the
guidelines in the following table:
Field/Option Usage
Selecting Items List items by entering or scanning item identifiers, or click choose/edit items to go
to the regular inventory screen to select items.
Components Specify a component name for each item to be included in the package/kit. For
example, in the package shown in the example on the previous page there are five
components: Jacket, Shirt, Slacks, Tie, and Belt.
Click component list on the side menu to add, edit, and save a list of frequently
used component names.
Field/Option Usage
5 Allow Substitution Package: If selected, at the time of sale the associate can allow the substitution of
any inventory item for the component. Subject to security rights. Default is not
selected.
Kit: Disabled. This feature not available for Kits.
5 Print Item If selected, the component item is printed on the customer receipt or SO. Default is
selected. Note: Whether or not the package or kit item is printed on the customer
receipt or SO is specified at SYSTEM PREFERENCES h POINT OF SALE h
PACKAGES/KITS.
5 Print Price If selected, the component item price is printed on the customer receipt or SO.
Default is selected. Note: Whether or not the package or kit item price is printed on
the customer receipt or SO is specified at SYSTEM PREFERENCES h POINT OF SALE h
PACKAGES/KITS.
9. Package: Click SAVE AND EXIT on the side menu to save the package configuration.
Kit: Continue with Kit Assembly in the next step.
10. Click Assemble Kit on the side menu. The Assemble Kit
dialog is displayed, as shown below. Select a location from the
drop-down list to assemble kits for another location.
The Assemble Kit dialog displays the number of kits that can be assembled for the currently
selected location based on the quantity of component items currently on hand. The item with
the lowest on-hand quantity is the limiting component. Kits can be assembled for any
location that has sufficient quantities by repeating Steps 10-12 with a new location selected.
11. Specify the number of kits you want to assemble at the selected location and then click OK.
12. An Assembling Kit Info dialog is displayed. Enter an Associate name and comments as
required in the dialog displayed. The Comment 1 field is automatically populated with "Kit
assembled from inventory" and is not editable. Click OK.
The specified number of kits is assembled for the selected location. The necessary quantity
and cost memos are automatically created to adjust inventory.
13. Click SAVE AND EXIT on the side menu when all kits needed have
been assembled to save the kit configuration and return to the
inventory screen.
Broken Kits
A disassembled kit is referred to as a broken kit. It may become necessary at times to break a kit,
either at the Main or at the point of sale. At the Main, this might be because a decision has been
made to no longer offer the group of items as a kit or to change the items that make up a kit. Kits
can also be broken at point of sale so that component items can be sold individually. When a kit
is broken, all the component items are returned to inventory.
Inventory quantities and costs are automatically adjusted by memos when kits are broken. One
memo deducts one kit item and adds the appropriate quantity of component items back to
inventory for each kit broken. The kit cost is distributed back to the component items
proportionally based on the weighted cost of each item as currently recorded in inventory. A
second memo averages the component item costs with any existing quantity-costs already
existing in inventory for each item.
If the kit is broken at a remote, and some items sold, the adjustment memos are not created until
the receipt is polled and updated at the Main. In this case the quantity memo still adds all
component items back to inventory and deducts the kit item; then the updated receipt deducts the
quantities of the items actually sold.
3. Specify the Location and the number of kits to be broken, and then click OK.
4. A Breaking Kit Info dialog is displayed.
5. Enter an Associate name and comments as required in the dialog displayed. The Comment 1
field is automatically populated with "Kit broken from inventory" and is not editable. Click
OK.
6. The specified number of kits is broken at the selected location. The necessary quantity and
cost memos are automatically created to adjust inventory.
7. Repeat Steps 2-4 to break kits at additional locations as necessary.
(Refer to Chapter 10. Recording Sales & Returns, and Chapter 12. Sales Orders for procedures to
break kits at point of sale.)
Price Manager
About Price Manager
Retailers often need to change merchandise prices (or cost) for things like sales events or to
increase sales of slow-moving merchandise. Using Price Manager you can conveniently mark up
or mark down the prices (or cost) of selected items or styles. The price changes can take effect
immediately or at a future date, and former prices can be restored, if needed. You can enter
markdown prices manually or use Price Manager to calculate them in a variety of ways from the
current price or cost. You can also preplan a series of price reductions for selected items, each
price reduction taking effect on the date you specify.
Price changes made with Price Manager are different and separate from things like assigned
customer discounts, discounts offered to coupon holders, and discounts on damaged merchandise.
Price Manager is used at the Main station. When the price changes take effect at the Main, they
are then polled with other inventory changes to remote stations.
Two types of price changes are possible with Price Manager: Markdowns and Planned Pricing.
Markdowns
Markdowns are single price (or cost) changes made to a particular group of merchandise. The
markdowns can be immediate or planned. With planned markdowns, you specify the date the
markdown will go into effect and optionally a date when the current (pre-markdown) prices will
be restored. When creating markdowns, you can print markdown tags that show both the original
price and the markdown price.
Planned Pricing
Planned pricing allows retailers to preplan a series of price changes for merchandise. You can
enter up to four sets of planned pricing instructions at a time, each one specifying an activation
date, a price level, and a new price. Planned pricing instructions are assigned to individual items
or styles.
Markdowns
Using Price Manager’s markdown features, you can:
Make immediate or planned price (or cost) markdowns to selected merchandise.
Reduce prices for a temporary event, such as a weekend sale, and automatically restore
the former prices when the sale is over.
Copy prices from one price level to another.
Print markdown tags showing both the original price and the markdown price.
Display a list of your planned markdowns, and view or edit individual markdowns.
When making immediate markdowns, the price changes go into effect at the Main when you
update inventory. If you poll to remotes, the markdown prices will be sent during the next
scheduled polling. In the case of planned markdowns, each time you start Retail Pro at the Main
or enter a major area, the system looks for any unprocessed planned markdowns for that date or
earlier. If the system finds any, it asks you to process them. If you answer yes, the price changes
are implemented at the Main and will be sent to remote stations during the next polling.
In addition to the standard inventory fields, several markdown fields are available in Price
Manager. Only the markdown fields can be edited. You can use Price Manager to calculate
markdown prices or manually enter a value in any markdown field. Price Manager fills in the
other markdown fields based on the entered value.
Basic Steps for Markdowns
1. Filter inventory to display the merchandise you want to mark down, and if necessary choose a
price level and pricing method.
2. Calculate markdown prices or enter them manually.
3. Review the price changes.
4. Print new price tags.
5. Update inventory immediately or save the changes as a planned markdown.
Markdown Fields
This table lists the name and usage of the markdown fields in Price Manager in alphabetical
order. Unless otherwise noted, the fields are available in both List View and Form View. You
can freely edit any of the markdown fields (except MkDn T$, which is read-only) in Price
Manager just as if you were in continuous edit mode. (Refer to Appendix A. Interface Design for
more information on adding fields or customizing page designs.)
Note: Security and Preferences Settings
Depending upon Security Administrator and/or preference settings, some of these fields will function
differently. (Refer to Technical Supplement F1. Security Administrator for more information.)
Note: Field Label Symbols
1.1.1.1.1.2
Symbol Description
Fields shown in brackets are read-only fields, which are automatically populated
[]
with data by the system. These fields are not editable on movement documents.
Field Usage
[Fmr P$] Former Price: The price that will be used when restoring prices. Depending on your
settings in system preferences, Fmr P$ can either be the original price or the most recent
markdown price.
[Fmr P$T$] Former Price with Tax: When using VAT mode, the price that will be used when restoring
prices.
[Last MkDn] Last Markdown: The last date the item’s price was changed by planned pricing or
markdown instructions.
MkDn $ Markdown Amount: The amount of the markdown.
MkDn % Markdown Percentage: The markdown expressed as a percentage of the current price.
MkDn Coef Markdown Coefficient: The coefficient that is multiplied to the item’s cost to produce a
markdown price.
MkDn Margin$ Markdown Margin Amount: The profit for the item at the markdown price.
MkDn Mrg% Markdown Margin Percentage: The profit expressed as a percentage of the markdown
Field Usage
price.
MkDn M$T$ Markdown Margin plus Tax: The profit for the item, at the markdown price, tax included.
MkDn Mup% Markdown Markup Percentage: The profit for the item, at the markdown price, expressed
as a percentage of the cost.
MkDn P$ Markdown Price: The markdown price of the item.
MkDn P$T$ Markdown Price with Tax: The markdown price of the item, tax included.
[MkDn T$] Markdown Tax: The tax amount for the item at the markdown price, based on the currently
active tax code and tax area.
Sale Disc$ Sale Discount Amount: The amount by which an item’s original price is discounted.
Derived from the MkDn P$ field.
Sale Disc% Sale Discount Percentage: The percentage by which an item’s original price is discounted.
Derived from the MkDn P$ field.
Markdown Buttons
Markdown Button Description
Create and enter markdown prices.
Display the Filtered View dialog, where you can define criteria for filtering
records.
Access Inventory.
When editing a style item, click to update all the other items in the style.
Display a menu where you can Zoom In or Zoom Out on the current view.
You also have the option to filter by a number of fields related to Price Manager, including
MkDn P$, MkDn %, and MkDn Mrg %.
1. Select filtered view from the side menu. The View dialog is displayed.
2. Make selections in the various fields. Select marked down to display only items that have
a value in the MkDn P$ field and that match any entered filter criteria.
3. Select OK when you are finished. The inventory items matching the filter criteria are
displayed. If you need to re-filter inventory, select clear filter and input new filter criteria.
Each of these options is described in detail on the following pages. Remember that after creating
markdown prices, you must update Retail Pro inventory. (See Updating Markdowns, later in this
section.)
4. Select ADJUST. The markdown fields of each displayed item reflect the price change.
5. Carefully review the proposed changes. You can print new price tags at this point, edit the
markdown prices, or select CLEAR MARKDOWN to clear the markdown and start over.
6. If you are satisfied with the changes, proceed to updating the change using one of the
procedures described later in this section. You have the choice of updating as an immediate
markdown or as a planned markdown.
4. Select adjust prices and enter instructions for calculating a markdown price as described
previously for calculating markdown prices in List View.
5. Carefully review the proposed changes. You can print new price tags at this point, edit the
markdown prices, or select clear markdown to clear the markdown and start over.
6. Select adjust. The markdown price is displayed in the cells of the style grid.
Note: The CLEAR MARKDOWN function is not available in Style View. If you want to clear the
markdown prices you entered in style view, you must do it manually.
7. If you are satisfied with the changes, proceed to updating using one of the procedures
described later in this section. You have the choice of updating as an immediate markdown
or as a planned markdown.
Updating Markdowns
After you have created markdown prices, you must update your Retail Pro inventory to
implement the markdowns. If you update as an immediate markdown, the MkDn P$
immediately replaces the current Inven P$ at the Main. If you update as a planned markdown,
the price changes will take effect at the Main on the specified date.
To update immediate markdowns:
1. Select Inventory > Price/Cost Manager.
2. Select UPDATE from the side menu.
The Update Markdown menu is displayed.
(Optional) Select Restore the current price, then enter a date or select (<F4>) and
choose a date on which to restore the current (pre-markdown) price.
4. Select SAVE (<Alt+S>). The
planned markdown will be
implemented on the
specified date by the
display of a confirmation
dialog. Click Yes to update
the planned markdowns.
Preferences: Printing
PRICE MANAGER W/S PREFERENCES h PRINTING h Area: Planned Markdowns. Designate the default print
design and printing options.
Select to allow changes to printer, design, number of copies, or to allow previewing at time of printing.
To print tags via Price Manager that show both the pre-markdown and post-markdown prices:
1. In Doc Designer, define a tag that includes the INVEN P$ and MKDN P$ fields.
2. Create markdown prices as described previously but do not update.
3. Follow the directions in the Printing Tags section of Chapter 2. Basics.
4. The Main station then needs to send the tags to the appropriate stores.
3.
To print tags via Inventory that show both the pre-markdown and post-markdown prices:
1. In Doc Designer, define a tag that includes the INVEN P$ field, as well as the PRICE LEVEL for
which markdown prices are updated.
2. Create markdown prices as described previously but do not update.
3. Follow the directions in the Printing Tags section of Chapter 2. Basics.
To restore prices:
1. Filter inventory to display the items whose prices you want to restore.
2. Select RESTORE. Each displayed item’s Fmr P$ (or Fmr P$T$) is
copied to the MkDn P$ field (or MkDn P$T$).
3. Review the proposed changes. If necessary, select EDIT (<Alt+E>)
and edit the MkDn P$ field (or MkDn P$T$).
4. Select UPDATE and follow the procedures for updating as an immediate or planned markdown.
Markdown Files
Each planned markdown and planned restoration is stored as a separate file in Price Manager.
Assigned file names are displayed in the format, m/dd/yyyy-###-nn, where:
m/dd/yyyy is the date the planned markdown or planned restoration will take effect (e.g.
2/8/2009 for February 8, 2009, or 2/13/2009 for February 13, 2009).
### is the price level to be affected.
nn is a system-assigned number from 01 to 99.
This file-naming convention allows you to plan up to 99 markdowns to go into effect on any
given day for each price level. For example, the first two markdown files planned for activation
on February 13, 2009, both for price level 002, would be named:
2/13/2009-002-01
2/13/2009-002-02
The files are also stored in RPRO\MKDN in a slightly different format, Mymmddnn.###, where:
M is identifies this file as not yet processed. When processed, the M is changed to D.
ymmdd is the date (e.g. 10213 for February 13, 2009).
nn is a system-assigned sequential number from 01 to 99.
### is the price level to be affected.
For example, the first two markdown files planned for activation on February 13, 2009, both for
price level 002, would be named: rpro\mkdn\m1021309.002 and rpro\mkdn\m1021309.002.
2. Highlight the markdown you want to view and select OK. Inventory is displayed in List
View. Items affected by the markdown will have values entered in the markdown fields.
To delete a planned markdown or planned restoration file:
1. Select MARKDOWN from the side menu. The Open Markdown dialog is displayed.
2. Highlight the markdown you want to delete and select DELETE (<Alt+D>).
Preferences: Purging Instructions
PRICE MANAGER SYSTEM PREFERENCES h PRICING h MARKDOWNS h Days to keep processed planned
markdown files: Specify the number of days each markdown file will be kept past its activation date
before it becomes eligible for purging. Default = 90.
Planned Pricing
About Planned Pricing
In addition to immediate and planned markdowns, there is another option for changing prices in
Price Manager: planned pricing. Whereas markdowns always involve a single price change
(with an optional restoration of prices), planned pricing instructions can be used to schedule and
carry out one or more future price changes for designated items in inventory. They are a
convenient way to preplan progressive price markdowns for styles as they are received into
inventory. For example, you can define instructions to lower the price of an item by $5 after 30
days, by $10 after 45 days, and so on. You can predefine up to four instructions for each
inventory item, each instruction specifying a price, an activation date, and a price level.
These price changes are planned at the Main, activated there on the specified dates, and applied to
the target price level. The price changes are then sent to remote stations during normal polling.
By default, the instructions take effect at the Main at midnight. This means that if your polling
takes place earlier than midnight, the remote stations would not receive the planned pricing
instructions as scheduled. You can go to preferences and change the time that the next day’s
planned pricing instructions will be included for processing (and thus for polling, too) to a time
earlier than your scheduled polling takes place.
Planned pricing instructions are entered in Form View. You first must activate planned pricing
capability in system preferences, and the Planned Pricing field must be included in your Form
View layout. An additional field, Plan Price, is also available in both Price Manager and
Inventory, and displays a checkmark whenever one or more planned pricing instructions are
pending. (Refer to Appendix A. Interface Design for more information on customizing layouts.)
Workstation Preferences
Preference Options Functions
Printing user-defined Step 1 Choose an Area within Price Manager. The settings
made in Steps 2 and 3 will be applied to the selected area.
Settings can be defined differently for each area of Price
Manager.
Step 2 Select SET SPECIAL PRINTER, if necessary, to set up a
non-Windows printer that does not appear on the printer list.
Step 3 Specify printer settings for the chosen Area.
Active: 5 Select to make this printer the active
printer for the selected area.
Printer: A list of the all installed printers on this
system.
Design: From a drop-down list, select the
document design file to be used for the selected area when
printing.
Copies: Enter the number of copies to print each
time printing is performed in this area.
Preview: 5 Select to automatically display a
preview of what will be printed before actually printing it.
Allow change at time of 5 Select any options (PRINTER, DESIGN, COPIES, PREVIEW) you
printing: want to be able to change at the time of printing.
Clean House
About Clean House
Using Clean House is the recommended method of deleting items that are no longer needed in
inventory. (You can delete items or entire styles manually in inventory, but this is strongly
discouraged.) Clean House prevents you from deleting items that are in stock in any company
location, and also prevents you from deleting items that are on active SOs, POs, or TOs, and
items that are Package and Kit components. Also, when Clean House deletes an item from
inventory, it clears the entries for that row from a number of inventory-related files, making the
row safe to use for a new item.
Field Usage
Obligated Shows whether each item is eligible for deletion. If there is an asterisk (*) in this field, it
shows that it has a quantity of one or more in at least one of the company locations;
thus, it cannot be deleted from inventory. If SO, PO, and/or TO, the item is committed
in or out on those order documents, and, thus, cannot be deleted from inventory. If P&K
appears, the item is a component of a package or kit, and thus cannot be deleted from
inventory. An empty field shows that the item is eligible for deletion. See the
preference note below.
Item # In addition to being the row number from 1 to 999,999 that identifies each item, this
field also is where the item is marked for deletion. A marked item displays a check
mark (3) in this field.
Qty Shows the current location’s inventory quantity of each item. To switch the location so
you can view another store’s inventory quantity, select SELECT LOCATION from the side
menu.
Shows the overall company quantity (i.e., for all stores combined) of each item.
CMP Qty
Use these fields in response to an asterisk in the Committed field, if desired.
Quantities Shows the on-hand quantities and Min/Max levels for the selected item in each store
and for the whole company. Use to view the on-hand quantities it lists for the entire
company and individual stores in response to an asterisk in the Committed field, if
desired. (Form View only)
Permanently deletes all items that have been marked for deletion.
Marks all eligible items for deletion by placing a check mark in the Item #
field of each one.
Marks an eligible, highlighted item for deletion, which signals that the item
will be deleted when CLEAN is selected. Places a check mark (3) next to
the item number in the Item # field. (Not displayed when UNMARK ITEM is
displayed.)
Click to access a menu of the following buttons: Mark Item, Mark All,
Unmark All.
Signals that no items are marked for deletion by erasing the check marks for
all items.
3. 5 Select the data you want to analyze, and specify the dates that you want included in the
analysis. For example, if you want to analyze receipt data, select SOLD and, by using standard
Retail Pro procedures, specify the date range of receipts that you want analyzed.
4. Select OK. Retail Pro automatically rebuilds the specified data. You are now ready to view
the current sold, received, and on-order data for an item.
Parameters
Just like when you manually run Recalc SRO, you must specify whether to analyze receipts,
vouchers, and/or POs, and the date range of each data file that is being analyzed. Using the
Scheduler, you specify this information in the parameter.
The sequence of a parameter is as follows:
/[file type]:[date range] /[file type]:[date range] /[file type]:[date range]
If you do not include one of the file types to be analyzed, Recalc SRO will not recalculate values
for that file type.
To specify a file type in the parameter, use the following codes:
SA Receipts (sales)
RC Vouchers (received)
OO POs (on-order)
LY_MTD Last year - month to date (from the first of the month to the current
day/month of last year)
LY_YTD Last year - year to date (from January 1 to the current day/month of last year)
ALL All dates
You can also specify a fixed date range by entering the following:
MM/DD/YYYY-MM/DD/YYYY
Alternatively, you can use hyphens in place of one of the dates in the fixed date range to leave the
range open-ended. For example:
--/--/-----02/02/2001 means all documents with dates up to 02/02/2001.
02/02/2001---/--/---- means all documents with dates since 02/02/2001.
Thus, an example of a parameter you might specify in Scheduler is:
/SA:YTD /RC:03/01/2000-02/28/2001 /OO:01/31/2001---/--/----
In this example, Recalc SRO would analyze
All receipts made year to date.
All vouchers made from March 1, 2000 to February 28, 2001.
All POs made since January 31, 2001.
Auto Min/Max
About Auto Min/Max
The Auto Min/Max utility proposes Min and Max levels based on user-defined formulas and each
item’s sales history. Different formulas can be used to calculate the proposed levels for different
stores, regions, departments, vendors, styles, etc. In addition, formula records can contain
multiple formulas, each applicable to a different sales volume. For example, you can instruct
Auto Min/Max to calculate Min levels equal to 60 days of supply and Max levels equal to 90 days
of supply if the item falls within a certain sales range, or Min levels equal to a quantity of 15 and
Max levels equal to a quantity of 30 if the item falls within a different sales range, and so on.
Upon review and acceptance, the proposed levels can be adopted as the active levels in inventory.
The basic steps for auto-generating Min/Max levels are as follows:
1. Define the filters and formulas to be used to propose Min/Max levels.
2. Analyze your sales history.
3. Calculate proposed Min/Max levels using the filters, formulas, and sales history created in
Steps 1 and 2.
4. Review the proposed levels.
5. Adjust sales analysis settings, filters, and/or formulas and recalculate as necessary.
6. Update the inventory Min/Max levels.
Display a menu where you can access the following menu buttons: Clear
Min Max, Clear New Min Max, Clear Sales.
Combine min/max values for each store and apply them to the Company
min/max values.
Display a menu where you can access the following menu buttons: Copy
Min/Max, Copy New Min/Max, Copy Sales.
Display the Filtered View dialog, where you can define criteria for filtering
records.
When editing a style item, click to update all the other items in the style.
Display a menu where you can access the following menu buttons:
Inventory View and Style View.
Display a menu where you can Zoom In or Zoom Out on the current view.
5. Select criteria from the side menu. A list of the filter elements you selected is
displayed:
6. Define filter criteria using standard Retail Pro procedures. (For basic filter
procedures, refer to Chapter 2. Retail Pro Basics.)
7. Select SAVE from the top menu to save your filter settings.
Formulas will look at up to four different values for an item—days of supply, specified qty, %
increase of sales, and annual sales—and set the largest or smallest of these values as the item’s
Min or Max level. These values are calculated using data from a sales analysis that examines the
number of sales for an item over a selected period of time. (Refer to the next section for more
information on sales analyses.)
The examples at the top of the next page illustrate how to write several typical formulas.
Days of Specified % increase Annual
Condition Min or Max Level
Supply Qty of sales Sales
Min or Max will be whichever value is the
greatest: 90 days of supply, 40 items, the
Greater of 90 40 5 √
annualized sold qty + 5%, or the annualized sold
qty.
Min or Max will be whichever value is the least:
Lesser of 60 30 10 √ 60 days of supply, 30 items, the annualized sold
qty + 10%, or the annualized sold qty.
Min or Max will be whichever value is the least:
Lesser of 30 15 0
30 days of supply or 15 items.
Greater of 0 12 0 Min or Max will always be 12.
Min or Max will always be the quantity for 60
Greater of 60 0 0
days of supply.
If you want to include Days of Supply in your formula, enter the number of days’ worth
of supplies to be considered in the DOS field. Otherwise, accept the default value in this
field (zero) to disregard this field.
If you want to include a specific quantity in your formula, enter the quantity in the Qty
field. Accept the default value in this field (zero) to disregard this field.
If you want to include the annualized sold quantity increased or decreased by a specific
percentage in your formula, enter the percentage in the % Increase field. A positive
value results in the quantity equal to the annualized sold quantity + percent; a negative
value results in the quantity equal to the annualized sold quantity – percent. Accept the
default value in this field (zero) to disregard this field.
If you want to include annualized sales in your formula, select the Ann. Sales field.
6. Define Max formulas following the same procedures used to define Min formulas.
7. Select SAVE from the top menu.
2. Specify the starting and ending dates for analysis using standard Retail Pro procedures for
defining dates. (For basic procedures on defining dates, refer to Chapter 2. Retail Pro
Basics.)
3. Optionally select INCLUDE LOST SALES RECEIPTS if you would like to include lost sales in the
analysis.
4. Define filter criteria to select the merchandise to be included in the analysis. Leave the filter
blank to include all inventory items in the sales analysis. To clear filter criteria at any time,
select DEFAULT from the side menu.
5. Select the store(s) or region for which you want to conduct a sales analysis. From the drop-
down list, select either GENERAL STORES LIST or a particular region. All individual stores as
well as the entire company are available for selection under GENERAL STORES LIST. Choosing
a particular region will automatically select all stores belonging to that region, as defined in
system preferences. You can still select additional stores or deselect stores even if you
choose a region. Use SELECT ALL to select all available stores or DESELECT ALL to clear your
selections.
6. If you would like to save your filter settings, select SAVE from the top menu. The most
recently saved settings will automatically be displayed when you access the Sales Settings
screen in the future.
7. Select START from the side menu to begin the analysis.
8. When asked to confirm the action, select YES. A status bar is displayed showing the progress
of the analysis. When the analysis is complete, you will automatically be taken back to the
main screen in the Auto Min/Max utility. Information from the sales analysis is displayed in
the appropriate columns on this screen. You can now review sales analysis information
and/or auto-generate Min/Max levels based on this information.
4. Select START from the side menu to begin calculations. A status bar is displayed
showing the progress of the calculations. When calculations are complete, you
will automatically be taken back to the Auto Min/Max utility main screen.
5. Proceed to review sales analysis results and proposed Min/Max levels.
Physical Inventory
About Physical Inventory
A physical inventory (PI) is an actual count of the merchandise that is in stock. That information
is then used to confirm or correct the quantities recorded as On Hand in the inventory file. The
Retail Pro® Physical Inventory Tool is a powerful, yet easy-to-use application that helps you
manage your PI information.
(Please refer to Tool Supplement TS11. PI Tool for further information on carrying out a physical
inventory.)
PO Security
If you have registered Retail Pro with Security Administrator, you can control user access to the
following actions in Purchase Orders and Auto POs on a user or group basis.
(For more information, refer to Technical Supplement F1. Security Administrator.)
Permission Description
Access
Access Archived
Add/Copy Allows group members to create new purchase orders by clicking New or
Copy.
Edit Allows group members to edit purchase orders.
Edit Items Allow group members to edit items on purchase orders.
Delete Allows group members to delete purchase orders.
See Cost Fields Allows group members to see Cost information on purchase orders.
Access Choose Items Allows group members to access the Choose Items button on purchase orders
to select items from Inventory.
Print Allows group members to print purchase orders.
Change Associate Allows group members to change the Associate on purchase orders.
Items – Allow Negative Allows group members to enter a negative quantity for items on purchase
Quantity orders.
Pending POs
Access Allows group members to access the Pending POs feature.
See Cost Fields Allows group members to see Cost fields on pending purchase orders.
Accept POs Allows group members to accept pending POs.
Access Proposed Items Allows group members to access the Proposed Items option on pending
Option purchase orders.
Delete Allows group members to delete pending purchase orders.
Proposed POs
Access Allows group members to access the Proposed POs feature.
Add/Copy Allows group members to create new proposed purchase orders by clicking
the New or Copy buttons.
See Cost Fields Allows group members to see cost fields on proposed purchase orders.
Access Choose Items Allows group members to access choose/edit items on proposed POs.
Delete Allows group members to delete proposed purchase orders.
Delete Inventory Items Allows group members to delete inventory items on proposed purchase
orders.
Completing a Basic PO
The following procedure explains the basic steps for creating a new PO. Specific instructions for
each step are covered in the following sections, as necessary. You can also create a PO by
copying an existing PO. (Refer to Copying POs section for more information.)
1. Select NEW (<Alt+N>) from the top menu.
Result: A new PO form is displayed, ready for editing.
7. Enter the quantities you want to order for each item selected.
8. If necessary, allocate the items to different stores.
9. Enter discounts and/or fees that will apply to the order.
10. Select SAVE (<Alt+S>) to create the PO.
Copying POs
When ordering merchandise, it is often easier to copy a previous PO and make changes as
needed. When you copy a PO, the new PO will be identical to the old PO except for the PO
number and date information. You can copy POs in either List View or Form View.
See Copying Documents section in Chapter 2. Basics
PO Fields
The following table lists the fields that are available using the Page Designer or Page Manager
customization features. (Refer to Appendix A. Interface Design for more information on using
these features.)
Note: Field Label Symbols
Symbol Description
[] Fields shown in brackets are automatically populated with information by the system. In
most cases, these fields cannot be directly edited by the user.
* Fields with an asterisk (*) indicate that document lists can be sorted by that field.
Field Usage
[Acct #] The vendor’s account number.
[Address 1-3] The vendor’s address.
[Archived] Archived PO: Displays a check mark if the PO has been archived.
[ASN Quantity*] The quantity of each item that is being shipped from a vendor. Taken from one
or more ASNs that reference the PO and have been sent to your station.
Populated when the ASN QUANTITY button on the side menu is selected.
Associate* The associate making the PO. Index field.
Bill To # The number of the store to be used for the billing address.
Field Usage
[Bill To Heading 1-6] The name and address of the Bill To store.
SYSTEM PREFERENCES h STORES h Store Headings: Define headings for each
store. Typically Bill To Heading 1 is the store name, Bill To Headings 2 -6 are
the address.
[Case Due*] The number of cases that remain due on a PO. Index field.
[Case Ord*] The number of cases ordered on a PO. Index field.
[Case Qty*] The current case quantity in inventory at the PO Ship To store. Index field.
[Case Rcvd*] The number of cases already received against a PO. Index field.
[Company] The name of the vendor’s company.
Date Fields:
Cancel* PO Cancel Date: The date after which delivery is to be refused. Select
(<F4>) to access the pop-up calendar. Default: The current date. Index field.
SYSTEM PREFERENCES h PURCHASING h Allow receiving against a PO after PO
cancel date: Select to allow the receiving of merchandise after a PO’s cancel
date.
[Last Act. D*] Last Activity Date: The most recent date when a voucher was made referencing
the PO. Index field.
Ord Date* Order Date: The date when the PO was created. Index field.
Default: The current date.
Ship* PO Ship Date: The estimated shipping date for the order. Select (<F4>) to
access the pop-up calendar. Index field.
Default: The current date.
Diagnostic The diagnostic code for pending POs, identifying the type of conflict that exists.
Disc $ Discount Amount: Outside the PO item list, Disc $ is the amount of any discount
applied to total cost of the PO. In the PO item list, Disc $ is the amount of any
discount applied to a single item.
Disc % Discount Percentage: Outside the PO item list, Disc % is applied to the subtotal.
In the PO item list, Disc % is applied to the item’s PO C$ field, not the PO P$
field.
EDI Electronic Data Interchange: Select SEND from the drop-down menu to send a
PO by EDI.
[EDI Date] The date the PO was sent by EDI.
[Ext C$*] Extended Cost: For a line item in the document item list, the quantity ordered
multiplied by the PO C$ for that item. Index field.
[Ext P$*] Extended Price: For a line item in the document item list, the quantity ordered
multiplied by the PO P$ for that item. Index field.
Fee A fee applied to the PO. E.g., a small order fee or special handling fee might be
applied to an order. Enter the amount and select a fee type from the predefined
list.
[Fee Type] Used to identify (for tracking purposes) fee amounts applied to POs and
vouchers.
SYSTEM PREFERENCES h PURCHASING h PO/Voucher fee types: Define up to
eight fee types. When entering an amount in the fee field, select a fee type from
the list that appears.
Field Usage
[First] First Name: The first name of the vendor contact person.
FOC$ Foreign currency cost: The cost of the item expressed in a selected foreign
currency.
FOC$ Type Foreign currency cost type: The name of the currency for which you entered a
FOC$. Foreign currency types (and exchange rates) are defined in SYSTEM
PREFERENCES h INTERNATIONAL h CURRENCY.
Field Usage
[Price] Extended Price: The total price of all the items listed on the PO, excluding any
discounts or fees.
[Qty] Quantity Ordered: For each item, the quantity being ordered.
[Qty Due] Quantity Due: For each item, the quantity remaining to be received.
Qty Due = Qty Ordered – Qty Received.
[Qty Ordered] Quantity Ordered: For the entire PO, the quantity being ordered.
[Qty Received] Quantity Received: For each item, the quantity already received against this PO.
[Qty Decimals*] The number of quantity decimals set for the department of an item. Used in the
document item list. Index field
[Rec #] Record Number: The sequential number of a line item listed in the document
item list. E.g., the first line item would be Rec # 1, the second Rec # 2, and so
on.
Sale Disc$ Sale Discount Amount: The amount by which an item’s original price is
discounted. Derived from the PO P$ field.
Sale Disc% Sale Discount Percentage: The percentage by which an item’s original price is
discounted. Derived from the PO P$ field.
Ship To # The store number for the default shipping destination. Unless other instructions
are provided, all quantities ordered on the PO will be allocated for shipment to
this store.
[Ship To Heading 1-6] The name and address of the Ship To store.
SYSTEM PREFERENCES h STORES h Store Headings: Define headings for each
store. Typically Ship To Heading 1 is the store name, Ship To Headings 2 – 6
are the address.
[Str/Sta] Store/Station: The store or station where the PO is being created or proposed.
[Str On Order*] Store on Order: The quantity on order for the store where the PO is being
created or proposed. Index field.
Style Image The image assigned to the style to which the item currently highlighted in the
document item list belongs.
[Subtotal] The cost of all items on the PO before applying any discounts or fees.
[Tags*] A 5 indicates that tags can be printed for an item listed in the document item list.
Specified in Inventory. Index field.
[Tax*] The tax code name of an item listed in the document item list. Index field.
SYSTEM PREFERENCES h TAXES h Define Tax Codes: Define tax codes in the
table.
[Tax $*] The tax amount that will be applied to an item listed in the document item list
based on the item’s tax code and currently active tax area. The active tax area
will be the default tax area, if any, assigned to the current store. Uneditable.
Index field.
[Tax %*] The tax percentage that applied to an item listed in the document item list based
on the item’s tax code and currently active tax area. The active tax area will be
the default tax area, if any, assigned to the current store. Uneditable. Index
field.
Field Usage
Terms The planned method of payment. The same terms are available as when
defining default terms for a vendor. Select (<F4>) to access the Terms
dialog.
Default: The default terms defined for the vendor, if any.
[Title] Title of the vendor contact person. Examples: Dr., Mrs.
[Total] The total PO amount after discounts and fees are applied.
Total = Subtotal - Disc $ + Fee
Trade Discount % A discount given by a vendor that will be applied to any new inventory items from
that vendor. When trade discounts are activated in system preferences, this field
defaults to the percentage entered in the vendor’s file or 0% if no percentage is
entered in the vendor file. The Trade Discount % is applied to the Vendor List
Cost to calculate the item’s Ord C$. Editable.
SYSTEM PREFERENCES h MERCHANDISE h VENDORS h Use Trade Discounts:
Select to active the use of trade discounts.
[Transmitted] If selected, indicates that a proposed PO at a remote station has already been
processed out to the Main. When you purge proposed POs, only POs marked
transmitted are deleted.
[Unfilled %] The percentage of the order that is unfilled. Retail Pro updates the Unfilled %
when a voucher that references the PO is updated.
Unfilled % = (Qty Due / Qty Ordered) X 100
Vend Code* Vendor Code: The code identifying the vendor listed on the PO. Select
(<F4>) to access the vendor file to add or look up a vendor. Index field.
A vendor code is required for all POs. If you restrict to one vendor per
PO/voucher, you must enter a vendor code before you can list items on the PO.
If you don’t restrict to one vendor per PO/voucher, you can list items on the PO,
but you must enter a vendor code before you can print or save the PO.
[Vendor Image] An image or logo identifying the vendor. (Form View only)
Vendor List Cost The listed cost of an item from a vendor, before any trade discount percentage is
applied. When a Vendor List Cost is entered, the Trade Discount % is
automatically applied to calculate the Ord C$ for the item.
WS Seq # Workstation Sequence Number. Sequential number for POs made at a
workstation. Used to aid in Sequence Checks made by DVS and other tools.
Not user-editable.
[Zip] ZIP Code: ZIP or other postal code, up to 10 characters (e.g., 12345-6789).
Select (and optionally edit) items from inventory and list them on a
document.
PO Button Description
Display the item inventory quantities in your stores.
PO Button Description
Display a menu where you can access the Global Discount and Fee Amount
options.
Display a menu where you can Zoom In or Zoom Out on the current view.
PO Instructions
Each PO can have an Instructions section (five lines maximum, each line holding up to 60
characters). The PO Instructions, if any, that appear on your document will depend on your page
design. You can predefine text messages or data entry fields in system preferences that will apply
to all POs. For example, you might want a standard shipping policy to appear on all POs.
Instructions for individual POs can be entered when creating the PO. For example, you might
want to enter special handling instructions on a particular PO.
Listing PO Items
Select Purchasing > Purchase Orders from the Retail Pro home screen.
Select New to start a new PO.
List items using one of the following methods:
To list items by Item #:
1. Ensure that Item # is specified as a lookup mode in your preference settings.
2. In the Item # field, scan or enter the item number, and press <Enter>.
3. Follow the instructions in Editing Items on Documents, to change the quantity or edit other
item fields, as necessary.
4. Repeat Steps 1 and 2 to add additional items or press <Tab> to move to the next field.
4. In the Doc Qty field, enter the quantity of the item by:
Typing in the quantity desired.
Selecting or from the navigation toolbar. Each click or touch on the plus
sign adds one to the document quantity; each click or touch on the minus sign
removes one from the quantity.
To record an entered quantity, leave the Doc Qty field of the selected item.
5. Navigate to and enter quantities for each additional item needed.
6. Select ok from the side menu to return the items and quantities to the document
Alternatively, move the cursor to a non-selected inventory item and press <Enter> to take all
selected items and quantities to the document.
7. Click the Save button.
If you need to list an item that is not currently defined in inventory, see Add a New Item while
Creating a Document section in Chapter 4. Inventory.
Editing PO Items
You can edit the quantity, PO price, PO cost, discount percentage and other information about PO
items.
Deleting PO Items
See Deleting Listed Items
STORE QUANTITIES For each item in the PO item list, Displays the total quantity ordered
displays the quantity ordered for the for all items on the PO for the store.
store.
CMP QUANTITIES For each item in the PO item list, Displays the total quantity ordered
displays the quantity ordered for all for all items on the PO for all stores
stores combined. combined. Total quantities of all
items ordered for all stores.
Quantities
are listed for
each store
and the
company as
a whole.
Allocation Patterns
An easy way to allocate merchandise among multiple stores is by using predefined allocation
patterns that specify the relative quantities to be ordered for each store. The system assigns
quantities for individual stores based upon the total quantity ordered. Retail Pro does this by first
summing the quantities entered in the allocation pattern for all stores and determining what
percentage of the total has been allocated to each store. Retail Pro then multiplies each store
percentage by the total item quantity to determine the quantity of that item to be ordered for each
store. If you change the quantity on the PO, the quantities ordered for each store will be
recalculated according to the allocation pattern.
You can also assign a default allocation pattern to each department. If you assign a default
allocation pattern to a department, that pattern will be automatically applied to all items from that
department as the items are listed on the PO. However, if you want, you can select a different
allocation pattern when making a PO.
2. Select ADD. A new pattern is added to the list of allocation patterns. The pattern has a default
name of “New Patternn,” (where n is a sequential number assigned by the system). The name
is highlighted, so you can immediately enter a new name.
3. Type a name for the new allocation pattern and press <Enter>.
4. Press <Tab> to move to the bottom pane of the window. Enter relative order quantities for
your stores in the Qty Ordered column. For example, to order twice as many of an item for
store 001 as for store 002, you should enter 2 as the Qty Ordered for 001 and 1 as the Qty
Ordered for 002. The quantities you enter must be whole units; no decimal quantities are
allowed.
5. Select CLOSE to close the Allocation Pattern window.
Size Patterns
Sometimes vendors prepackage merchandise into particular size distributions or pre-packs. For
example, a vendor might ship a style of shorts in packages of 12, each with 2 S, 4 M, 4 L, and 2
XL. All orders must be multiples of those basic quantities, such as 6 packages with a total of 12
S, 24 M, 24 L, and 12 XL. Retail Pro size patterns make it easier to place such orders.
In order to use size patterns, you must use grid scales. Each size pattern is associated with a
particular scale and can be used with any style that uses that scale. Many patterns can be
associated with the same scale. (Refer to Chapter 4. Inventory for more information on grid
scales.)
You can predefine an unlimited number of patterns, each associated with a particular scale, and
each specifying the relative order quantities for a series of sizes.
When making a PO, you can apply a multiplier to the pattern, increasing or decreasing the order
quantities proportionally for all sizes.
If the scale includes sizes but no attributes, then the pattern will use only sizes. Such a pattern can
be applied to any attribute as you are making the PO.
If the scale includes attributes as well as sizes, then the size pattern likewise must assign
quantities to specific attributes.
Size patterns affect only order quantities for the specified Ship To store and are not available for
use with multi-store POs, nor can they be used in conjunction with allocation patterns.
When working with size patterns, it is often easier to create a new size pattern by copying an
existing one. For example, if you want to make a size pattern for your designer jeans, you can
copy an existing size pattern for regular jeans.
To copy a size pattern:
1. Choose a grid scale from the list in preferences.
2. Choose a size pattern.
3. Select COPY.
4. Enter a name for the new pattern.
5. Adjust the order quantities in the grid cells as needed.
6. Select SAVE.
The Size Pattern window is displayed, showing size patterns associated with this grid scale.
Marks all pending POs. If any pending POs still have new or conflicting items
or a PO# that is not unique, they will not be marked.
Adds any new items listed on the selected pending PO to the Main’s inventory
file. The new items must be free of any other conflicts with current inventory or
items on other POs.
Accepts all pending POs that are currently marked into the regular PO file.
Opens the Proposed Items window where conflicts on individual pending POs
can be resolved.
The following actions are available from the Proposed Items screen.
Select this button… …to perform this action:
Adds a selected PO item to inventory. This button is only enabled when the
pending PO you are working with has new items.
Displays the inventory item (in the bottom panel) that conflicts with a pending
PO item (in the top panel). This button is only enabled when a new item has
the same Item # or UPC as an existing inventory item.
Accepts any PO items that are free of conflicts into inventory. One common
situation in which this can be used is when a pending PO contains several new
items. You can delete some of the items, then select this button to accept the
rest into inventory.
Printing POs
After completing a PO, you can print out a copy to send to a vendor or keep for your own records.
Retail Pro provides default print layouts for both active and archived POs and for single- or multi-
vendor POs. You can also design your own layouts in Document Designer. (Refer to Tool
Supplement TS02. Document Designer for more information.) The procedure you follow is the
same for active and archived POs in List View or Form View.
Sample PO design:
Payment
Terms
PO Type
Vendor Bill To
Info Store
Totals
Date Info
PO
Instructions
PO
Items
Fill
Status
Ship To
Store
Preferences: Printing
W/S PREFERENCES h PRINTING h Area: <All POs, PO, Arch (archived) PO>. Designate the default print
design and printing options.
Select to allow changes to printer, design, paper size, number of copies, or to allow previewing at time
of printing.
PO Fill Status
The Qty Due, Qty Ordered, Qty Received, and Unfilled % fields
are often grouped together on a PO page. Together, they make up
the PO’s fill status.
POs start with an initial Qty Received of 0 and Unfilled % of 100.
The Qty Received increases, and the Qty Due and Unfilled %
decrease as items are received on vouchers. For example, if you
ordered 20 of a certain item and received only 15 on a voucher, the
PO would show a remaining Qty Due of 5 and Unfilled % of 25.
If a vendor substitutes items or quantities, the PO will still show a remaining Qty Due and
Unfilled %. If you want to accept the substitution and have the PO show that the order was
filled, you can edit the PO to match the merchandise received, so that each item on the PO has a
Qty Due of zero (0). The Unfilled % will be adjusted accordingly.
4. If you want to archive the PO that you are deleting, select YES when prompted.
If you want to delete it permanently, select NO.
3. Enter a date, then select OK. All POs with an Order Date prior to the date entered will be
removed from the archived POs file.
Generating a TO from a PO
The Main can easily generate a TO to distribute the merchandise ordered on a PO. The TO can
then be polled to any station listed as the Transfer From store.
This feature is typically used with Marked For POs, when the merchandise is to be shipped to one
central location for subsequent distribution to individual stores. It is not for use on drop-ship POs
where the merchandise is shipped directly from the vendor to the individual stores.
All items on the PO are listed on the TO. Optionally, you can have Retail Pro assign the
quantities for transfer to various stores as described below. (Refer to Chapter 8. Transfers for
more information on generating a TO from a PO.)
To generate a TO from a PO:
1. Display the PO or voucher.
2. Select GENERATE TO from the side menu.
3. Select the method of assigning item quantities to destination stores:
DISTRIBUTED Items quantities will be assigned to destination stores based on your
predefined Min levels and current quantities on hand.
UNDISTRIBUTED Items and quantities are simply listed on the TO with no assignments.
MARKED FOR The item quantity assignments in the PO allocation are carried to the TO.
4. A confirming dialog with the number of the TO generated is displayed. Select OK.
Retail Pro generates the TO with:
The PO # recorded in the PO# field.
"Automatic" recorded in the Associate field.
The Ship To store from the PO recorded in the Transfer From field on the TO.
(distributed and "Marked For" TOs) the quantities assigned to each destination store.
You can review the assignments in the Items Allocation grid on the TO.
The originating PO is marked with the TO # in the first line of the PO Instructions.
EDI
Retail Pro supports EDI (Electronic Data Interchange), a popular e-commerce format. POs can
be sent electronically to any vendor that also uses EDI. You can track the EDI status of your POs
in List View using the EDI and EDI Date fields. (For more information, contact your Retail Pro
dealer.)
The FOC$ entered in inventory is listed on the PO by default but can be edited for individual
POs, as necessary. Editing the FOC$ on the PO has no effect on the FOC$ stored in inventory.
(Refer to Appendix A. Interface Design and to TS02: Document Designer for information.)
Select DEFAULT to restore all five settings pages to their default values
(see following sections for defaults).
Select LAST RUN to use the same options and filters that were used the
last time Auto PO was run at this workstation. All five settings pages are
restored to the last-run settings.
PO Type to DROP SHIP Available only if generating company POs. Choose the PO type
Generate: MARKED FOR to generate: Drop Ship or Marked For (available at Main only)
MULTI-STORE POS (D) Specify whether to combine orders for multiple stores on one PO
| SINGLE STORE POS or to generate separate POs for each store.
MULTI-STORE POS Available only if Multi-Store POs is selected. Select the default
DEFAULT STORE Ship To store to be used on all POs generated in this session.
Append Vendor
(D) Select to append the vendor code for auto-generated POs to the
Code to PO # 5 beginning of the PO #.
Flag POs for USER-DEFINED Available only if Append Vendor Code to PO # is not selected.
Review With: None (D) Specify a one- or two-character “flag” as a prefix to the PO
number to facilitate locating and reviewing auto-generated POs.
PO Info Page
Analysis Page
Select to fill to the Min level, the Max level, or to a custom level
anywhere between the Min and the Max. To specify a custom
level, enter a percentage or drag the slider to any point.
PO date range USER-DEFINED Manually enter the first date range or select (<F4>) to
analyzed to None (D) display the Date Filter dialog. Specify whether the defined date
calculate range should be included or excluded from the analysis.
current on order Repeat Steps 1 and 2 for each additional date range you want to
define.
PO Elements Page
Specify the elements to include/exclude in the filter you use to auto-generate POs. Available
elements include item/style descriptive fields, price, cost and margin fields, and last sold/received
dates. Fields above the bar will be included in the filter. Those below the bar will not.
To select PO elements:
1. To include a field, double-click it or click and drag it above the bar. Alternatively, click and
drag the bar to include or exclude fields.
2. Select Apply.
Criteria Page
On the Auto PO criteria page, you define the criteria you wish to match for the elements you
included on the Elements page. Only items that match the entered criteria will be included on
auto-generated POs.
By default, all items are included (blank filtering page). You can limit the items by filtering on
any of the listed item data fields.
The View Results screen lists item quantity information, including the O/H (on-hand) quantities,
Min and Max values, Adjusted O/H quantity, and the proposed Qty Ordered, to help you
decide if you want to proceed and order the proposed items. The Adjusted O/H quantity is equal
to the on-hand quantity plus/minus the number of units committed or due on SOs, TOs, and POs
(if those documents were included in the analysis). The following actions are available from the
View Results screen:
Select this button… …to perform this action:
Display and review the option and filter criteria used for the current run. You
cannot edit the options/filters on this screen. To run a new analysis with
different options or filters you must return to the Settings screen.
If generating single-store POs, select the store for which you want to view the
proposed items from the drop-down list.
To prevent proposed item quantities from being written to a PO, highlight it then
select UNMARK. The Mark field indicator changes from green ( ) to red ( ).
If an item has been previously unmarked, you can mark it again by highlighting
it and selecting this button. The Mark indicator again turns green, indicating the
proposed item will be written to a PO.
Marks all proposed items for PO generation.
Generate POs
1. Select NEXT from the bottom of the View Results screen to generate POs for all marked items.
The following confirmation dialog is displayed:
Application is ready to write changes back
to Retail Pro data. Proceed?
YES NO
2. Answer YES to proceed and generate POs for the marked items. The new POs will be written
to your PO file and an informational dialog will display the number of POs generated.
OR
Answer NO to cancel the operation without generating any POs.
Auto PO Numbering
POs generated by Auto PO are placed in your active PO file numbered in the following format:
VVVxxMMDDHHmmWS####
VVV Optional, one to three-character vendor code for the vendor specified on the PO. Aids in
locating auto-generated POs belonging to particular vendors. (Added only if specified on the
General Settings page.)
xx Optional, one or two-digit, user-defined Auto PO flag added as a prefix to the PO
number. Aids in locating the auto-generated POs that you may wish to review further. (Added
only if you specified a flag on the General Settings page. Not available if the Append Vendor
Code to PO # option is selected.)
MM Month.
DD Day.
HH Hour, based on 24-hour clock.
mm Minute.
WS The workstation that generated the PO.
#### System-generated sequential number of all POs within a batch. Begins at 0001 for each
new batch of auto-generated POs.
Example: RV11011723500001
Auto-generated batch PO, generated November 1 at 17:23 at Workstation 50, and it was the first
PO in the batch. The RV flag means you chose to flag this batch of auto POs for further review
using the RV characters as your flag.
Chapter 7. Receiving
About Vouchers
A receiving voucher is a Retail Pro history document that provides a permanent record of
merchandise being received into inventory. Likewise, a return voucher records merchandise
returned to the vendor and removed from inventory. After a voucher is updated, it is called a
former voucher and is stored in a monthly voucher history file, accessible from Vouchers. The
term voucher is used throughout this chapter to refer to both receiving and return vouchers, unless
otherwise specified. Similarly, the act of receiving on a voucher used throughout is meant to
encompass both receiving and returning, unless otherwise specified.
When receiving merchandise against a PO, you can bring any or all of the items listed on the PO
to a voucher. The PO’s fill status will be updated when the voucher is updated.
Three functions make up the receiving component of Retail Pro: Vouchers, Pending Vouchers
and ASN Vouchers. The first is used to create new vouchers and view former vouchers, and the
second accesses pending vouchers, and the third accesses ASN vouchers. ASN vouchers are
electronic documents sent by the vendor to the retailer to notify the retailer of the merchandise
being shipped.
Remote receiving:
While merchandise can be received at POS stations, updating vouchers there affects only the
local inventory for that POS station. The Main inventory is not updated until the voucher is
polled to the Main and updated there.
Voucher Security
The ability to perform many of the procedures in Vouchers and ASN Vouchers is controlled by
security settings and preferences. If a feature is not available to you, check the security settings
outlined in this section. Where appropriate, settings specific to a particular feature are discussed
in the section pertaining to that feature.
If you have registered Retail Pro with Security Administrator, you can control user access to the
following actions in Vouchers and ASN Vouchers on a user or group basis.
(For more information, refer to Technical Supplement F1. Security Administrator.)
Permission Description
Vouchers
Access Allows group members to access the Vouchers area.
Make Receiving Allows group members to create receiving vouchers.
Voucher
Make Return Voucher Allows group members to create return vouchers.
Items – Allow Negative Allows group members to enter a negative quantity for items on a voucher.
Quantity
See Cost Fields Allows group members to see Cost and cost-related fields.
Edit Cost Allows group members to edit the Cost of voucher items.
Edit Price Allows group members to edit the Price of voucher items.
Access Costing Option Allows group members to change the costing option (Leave, Overwrite, Average,
etc.)
Access Choose Items Allows group members to access the Choose Items button to select items from
Option inventory.
Access Spread Cost Allows group members to access the Spread Cost button.
Option
Update Only Allows group members to access the Update Only button to update a voucher
without printing it.
Change Associate Allows group members to change the Associate on vouchers.
Change Store Number Allows group members to change the Store on vouchers.
Change Station ID Allows group members to change the Station ID on vouchers.
Allow Discard Allows group members to discard vouchers.
Allow Save as Canceled Allows group members to select “Save as Canceled” when cancelling a voucher.
Former Vouchers
Access Allows group members to access the Former Vouchers area.
See Cost Fields Allows group members to see the Cost fields on former vouchers.
Change Month Allows group members to change which month’s former vouchers are displayed.
Edit Allows group members to edit former vouchers.
Edit Items Allows group members to edit items on former vouchers.
Edit Accounting Marks Allows group members to edit accounting marks on vouchers.
Permission Description
Copy Allows group members to copy former vouchers.
Reverse Allows group members to reverse former vouchers.
Change Store Number Allows group members to change the Store on former vouchers.
Change Station ID Allows group members to change the Station on former vouchers.
Pending Vouchers
Access Allows group members to access the Pending Vouchers area.
Edit Allows group members to edit pending vouchers.
Copy Allows group members to copy pending vouchers.
See Cost Fields Allows group members to see Cost fields on pending vouchers.
Receive Allows group members to access the Receive button when working with pending
vouchers.
Batch Receive Allows group members to access the Batch Receive button when working with
pending vouchers.
Mark/Unmark Allows group members to mark/unmark pending vouchers.
Delete Allows group members to delete pending vouchers.
Print Allows group members to print pending vouchers.
Shipping Notices
Access Allows group members to access the ASN area.
Copy Allows group members to copy ASNs.
See Cost Fields Allows group members to see Cost fields on ASNs.
Receive Allows group members to access the Receive option on ASNs.
Batch Receive Allows group members to access the Batch Receive option on ASNs.
Mark/Unmark Allows group members to mark/unmark ASNs.
Delete Marked Allows group members to delete marked ASNs.
Print Allows group members to print ASNs.
Accessing Vouchers
1. Select PURCHASING from the Retail Pro top menu.
2. Select VOUCHERS from the side menu.
Result: Your vouchers display in List View
Finding a Voucher
Both Month and Filtered View can be used to locate a document.
To search by Month, click Month on the side menu and select the month
containing the desired voucher.
To use Filtered View, click filtered view on the side menu and enter
search criteria in each of the appropriate fields. Filtered View will show
a list of all vouchers matching your search criteria.
(For more information on how to use this option, refer to Chapter 2. Retail Pro Basics.)
Voucher Fields
The following table alphabetically lists the fields that are available to add to the voucher layout
using the Page Designer or Page Manager customization features. (Refer to Appendix A.
Interface Design for more information on using these features.) Note that some item-specific
fields are not available to add to the List View of vouchers. List View summarizes the voucher
totals, not individual item information. Specific item information fields are added to the
document item list in Form View. Fields that have an obvious purpose or whose purpose is
explained in Chapter 4. Inventory have been omitted from this table.
Note: Field Label Symbols
Symbol Description
[] Fields shown in brackets are automatically populated with information by the system. In
most cases, these fields cannot be directly edited by the user.
* Fields with an asterisk (*) indicate that document lists can be sorted by that field.
Field Usage
[Acct #] Your account number with the vendor listed on the voucher. From vendor file.
[Address 1,2,3] The vendor’s address lines. From vendor file.
[AP] Accounts Payable: Accounting Mark. Indicates that the voucher has been
credited to accounts payable. (Refer to Accounting Link documentation for more
information.)
Approved By The associate who approved the voucher.
Approved Date/Time The date/time the voucher was approved.
[Arriv. Date] The date and time when the voucher was created, or the date it arrived at its
current station. Uneditable.
Associate* The person making the voucher. Index field.
[Audited] Audit Flag. A 5 indicates that the document has been audited. Once a document
has been audited, it can no longer be reversed or edited in any way unless the
period is reopened by the Stock Audit tool. (Refer to TS26. Stock Audit tool for
more information.)
Field Usage
[Case Qty*] The case quantity in the inventory of the receiving store for an item that is received
in cases. Used in the document item list. Index field.
[Case Rcvd*] The case quantity being received on the voucher. Used in the document item list.
Index field.
[Cmp Qty*] The on-hand quantity of an item for the entire company (i.e., the total of all stores’
inventory). Used in the document item list. Index field.
Comments 1-10 Ten lines of optional text.
[Committed*] 5 Selected if an item is committed in or out on an order document. Used in the
document item list.
[Company] The full name of the vendor.
[Cost*] The inventory cost of an item. Used in the document item list. Index field.
[Cost Method] The method to handle changed costs between Voucher C$ and Cost: Average,
Overwrite, or Leave.
Data Origin
Date* The date when the voucher was created. Default: today’s date. Index field.
Editable.
Default Sub-Location (Movement Control System) The default sub-location assigned to the voucher and
the items on it. When the voucher is updated, the system generates a Movement
Note to update the sub-location inventory in MCS.
Before updating, you can change the Default Sub-Location for the document or
individual items. After updating, you cannot change the Default Sub-Location for a
voucher or its items.
[Def Tax $] Default Tax $: The tax amount calculated based on the current tax area (or price-
based stores) at the time of receiving.
Disc $ Discount Amount: A credit amount for the combined costs of all items on the
voucher. Can be spread across all items on the voucher, reducing the
merchandise cost.
Disc %* Discount Percentage: When the field is included in the document item list, it
applies to the specific item for which it was entered. When the field occurs outside
the document item list, it is the percentage discounted from the combined costs of
all items on the voucher. Index field.
[Ext C$*] For a line item in the document item list, the quantity received multiplied by the
Voucher C$ for that item. Index field.
[Ext P$*] For a line item in the document item list, the quantity received multiplied by the
Voucher P$ for that item. Index field.
[Ext T$*] For a line item in the document item list, the quantity received multiplied by the
Tax $ for that item. Index field.
Fee Fee amount, recording charges such as an order fee.
Fee Type Field to select what type of fee was charged. Fee types are predefined in
preferences.
SYSTEM PREFERENCES h POINT OF SALE h FEES/SHIPMENT h POS Fee Types: Specify
the types of fees that will be allowed, as well as any tax percentage that might be
added to it and whether the fee amount should include the tax, and/or the fee
class.
[First] The first name of the contact person for the vendor.
Field Usage
[First Rcvd*] The date an item was first received into inventory as a new item. Used in the
document item list. Index field.
Freight Freight charges to be entered as a separate expense apart from the cost of all the
items on the voucher.
[GL] General Ledger: Accounting flag. A 5 indicates that the document has been sent
to an accounting package and can no longer be edited. (Refer to Accounting Link
documentation.)
[Info 1 & 2] Two lines of optional information about the vendor. From the vendor file.
[Inven P$*] The price for an item as listed in inventory for the currently active price level. Index
field.
Invoice #* The invoice number on the vendor’s invoice for the shipment. Index field.
Invoice Date The date of the vendor’s invoice.
Invoice Total (For use with Stock Audit) User enters the amount of the vendor’s invoice here. If
multiple vouchers are included on the same invoice, the user should enter the
entire invoice total on each voucher.
[Item Image] The image of the item that is selected. Form View only. From inventory.
[Last] The last name of the contact person for the vendor.
[Last Edit] The date and time of the last edit made on this voucher.
Lot # The lot number assigned to an item listed on a document.
Typically, you enter a Lot # via the Enter Lot Number dialog (displayed when
prompting for lot numbers); however, you can enter lot numbers directly in the Lot
# field in the item list or edit item dialog.
[Lot # Created] The date the lot number was created.
[Lot # Expired] The date the lot number was modified.
[Lot # Modified] The expiration date of the lot number. You can have Retail Pro issue a warning
when an item whose lot number is past its expiration date is listed on a receipt,
and optionally prevent the sale of such items. (See Lot Number Preferences)
Movement Note (Movement Control System) The Shipment # of the Movement Note that is
Shipment # automatically generated by the system when the voucher is updated. Entry is
optional. Maximum 9-digits.
No. of Items The number of rows of items in the document item list.
[Orig St/Sta] Originating store/station: The store/station at which the voucher was originally
created.
[P$T$] PO Price Total: The extended selling price of all items listed in the document item
list.
SYSTEM PREFERENCES h PURCHASING h STORES h Price Based Stores: Use Price
Based Stores. (Refer to Allocating Merchandise.) Assign default stores for
documents, including a PO Ship To store. When using this option, PO P$ will be
taken from the price level active at the PO Ship To store.
[Package #*] The number of the package from the vendor. Used when batch-receiving on ASN
vouchers. Index field.
Payee The vendor or agent to be paid for the merchandise. Default: the vendor on the
voucher.
[other Payee fields] Like the vendor fields, all other payee fields are automatically populated from the
vendor file once the payee has been written on the voucher using the Payee field.
Field Usage
[PC] Purchase Clearing: Accounting Mark. Used to track merchandise that has been
received into inventory but for which no bill has yet been received. (Refer to
Accounting Link documentation.)
[Phone 1 & 2] Fields for two of the vendor’s phone numbers.
PO #* The number of the PO that the voucher is referencing. Index field.
[Post Date*] The date and time that a voucher is updated at the Main. Uneditable. Index field.
[Price] The price of the item in the currently active price level.
[Qty Decimals*] The number of decimal places set for an item quantity. Set in Departments. Used
in the document item list. Index field.
Qty Rcvd* The number of units of an item received (or returned) on a voucher. Used in the
document item list. Index field.
[Rec #*] Record Number: The sequential number of a line item listed in the document item
list. For example, the first line item would be Rec # 1, the second Rec # 2, and so
on. Index field.
Reference Doc # The document number of the voucher that reversed the current voucher.
Reference Post Date The Post Date of the voucher that reversed the current voucher.
Review Note 30 characters of optional text.
[Reviewed Date/Time] The date/time the voucher was reviewed.
[Reviewed By] Associate who reviewed the voucher.
Sale Disc$ Sale Discount Amount: The dollar amount by which an item’s original price is
discounted. Derived from the Voucher P$ field.
Sale Disc% Sale Discount Percentage: The percentage by which an item’s original price is
discounted. Derived from the Voucher P$ field.
[Ship Qty*] The number of units of an item that was shipped from the vendor. Used in
document item list. Index field.
Shipment Number The number given by the vendor that created the ASN and sent it to the system.
Station The station making the voucher.
Status A field that shows whether the voucher is regular status (active), reversed, or
reversing.
Store The store receiving the merchandise. The quantity in the Qty Rcvd column will be
added to this store’s inventory.
Default at POS stations: the local store. Uneditable.
Default at the Main and backroom stations: the default store specified in
preferences for vouchers. Editable.
Default when referencing a PO: the PO Ship To store.
[Store Heading 1 – 6] The address lines of the store.
[Str Qty*] The on-hand quantity of an item for the selected store. Used in the document item
list. Index field.
[Str/Sta] A combination of the store and station number.
[Style Image] The image for the style.
[Subtotal] A sum of all extended item costs (Ext C$) before discounts, taxes, fees, and freight
are applied, when in non-VAT mode. In VAT mode, the subtotal will include tax.
Field Usage
[Tags*] A 5 indicates that tags can be printed for an item listed in the document item list.
Specified in Inventory. Index field.
[Tax*] The tax-code name of an item listed in the document item list. Index field.
SYSTEM PREFERENCES h TAXES h Define Tax Codes: Define tax codes in the table.
[Tax $*] The tax amount that will be applied to an item listed in the document item list
based on the item’s tax code and currently active tax area. The active tax area will
be the default tax area, if any, assigned to the current store. Uneditable. Index
field.
[Tax %*] The tax percentage that will be applied to an item listed in the document item list
based on the item’s tax code and currently active tax area. The active tax area will
be the default tax area, if any, assigned to the current store. Uneditable. Index
field.
Tax Excl $ The tax amount recorded but not included in the voucher total. This amount does
not affect the cost of goods received.
Tax Excl % The tax percentage recorded but not included in the voucher subtotal. The
percentage will be applied to the subtotal minus any discount.
Tax Incl $ The tax amount to be added to the subtotal when calculating the total. This
amount does not affect the cost of goods received unless you spread the tax
amount over all items received.
Tax Incl % The tax percentage applied to the subtotal. The percentage will be applied to the
subtotal minus any discount.
Terms The payment terms for the voucher.
Default: When receiving against a PO, the terms on that PO; otherwise, the
default terms for the vendor who is entered in the Payee field.
[Title] The title of the contact person for the vendor. For example, Mr., Mrs., Ms.
[Time] The time the voucher was updated.
[TO #] The number of a transfer order that was generated from the voucher.
[Total] The voucher total after discounts, taxes, fees, and freight are applied.
Total Qty Received The total number of item units received on the voucher.
Transmitted 5 If selected, the voucher has been prepared for polling.
Type The voucher type: Receive or Return.
Vend Code* The code identifying the vendor addressed by the voucher. Index field. Enter the
code of a vendor in this field to populate the other vendor fields on the voucher.
Vendor Invoice Total The total amount of the vendor invoice assigned to the voucher.
[Voucher #*] The sequential number from 1 to 99,999 assigned by Retail Pro. Index field.
Voucher C$* The cost at which an item listed in the document item list is being received (or
returned) on a voucher. Index field.
Default: Cost or Ord C$, depending on your choice in preferences. If you
specified Ord C$ and that field is blank, the system will substitute Cost. However,
when you reference a PO, the default is the PO C$.
SYSTEM PREFERENCES h PURCHASING h Price/Cost: Use Order Cost on POs and
Vouchers. 5 Select to use order cost as the default Voucher C$. Disabled if
using trade discounts. (Refer to Chapter 4. Inventory for more information on trade
discounts.)
Field Usage
Voucher P$* The intended selling price of an item listed in the document item list. Index field.
Default: Inven P$. If using price-based stores, the voucher price will be taken
from the price level specified for the receiving store. However, when you reference
a PO, the default is PO P$.
[Wks] Workstation: The number of the workstation accessing the voucher.
WS Seq # Workstation Sequence Number. Sequential number for vouchers made at a
workstation. Used to aid in Sequence Checks made by DVS and other tools. Not
user-editable.
[ZIP] The ZIP code of the vendor.
Voucher Buttons
Voucher Button Description
Place the cursor in the Associate field, ready for editing.
Select (and optionally edit) items from inventory and list them on a
document.
Display the Filtered View dialog, where you can define criteria for filtering
records.
In List View, place the cursor in the Total field, ready for editing.
In Form View, place the cursor in the Discount $ field, ready for editing.
Click to place the cursor in the item's Disc $ field, ready for editing.
Place the cursor in the item's Price field, ready for editing.
Place the cursor in the item's Quantity field, ready for editing.
Display a sub-menu where you can select Update Only, Costing Method,
Print Tags, Spread Cost, and PO Items buttons.
Place the cursor in the Tax Excl field, ready for editing.
Place the cursor in the Tax Incl field, ready for editing.
Display a menu where you can Zoom In or Zoom Out on the current view.
Creating a Voucher
1. Select Purchasing from the top menu of the home screen, and then
select Vouchers.
3. To receive or return merchandise against a PO, enter the PO number in the PO # field. PO
information will automatically populate the necessary voucher fields. If not referencing a
PO, bypass the PO # field and enter the vendor code in the Vend Code field.
4. Select either Receive or Return in the Type field, depending on the voucher type. Receive is
the default, but can be changed as needed.
5. Enter information in other fields, as appropriate. (Refer to field descriptions above.)
6. List the items being received or returned in the document item list by using any of the
following procedures.
List the items from a referenced PO.
Download information from a portable terminal.
Enter an Item #, UPC or ALU.
Choose the items from inventory.
7. Enter any taxes, discounts, or fees, as needed.
8. Optionally record a comment. (Refer to next page for instructions.)
9. If you want to print tags for the items, select PRINT TAGS from the side menu.
10. Select UPDATE ONLY (<F11>) to update the voucher, or PRINT/UPDATE (<F12>) to print and
update. (Selecting PRINT from the top menu will also print and update the voucher.)
Holding a Voucher
Incomplete vouchers can be put on hold while you carry out other activities, make other
vouchers, or even exit from Retail Pro. Holding a voucher does not affect inventory quantities or
update the voucher.
See Holding Documents section in Chapter 2. Basics
Copying a Voucher
A fast way to create a new voucher is by copying an existing voucher that offers the closest
match.
To copy a voucher:
1. Select Purchasing > Vouchers from the home screen.
Result: Vouchers are displayed in List View.
2. Select the voucher that you want to copy, and then click Copy.
Recording a Comment
The Comments field can be used to record optional information on a voucher. Comments can be
printed on the voucher, and reports can be filtered by a comment.
Accept any default comments that were predefined in preferences and suggested in the Comments
field.
Default comments can be overwritten using either of the following methods.
Select a predefined comment in the drop-down list of any comment line in the Comments
field.
Enter your own comment in any comment line in the Comments field. Clear any existing
text by deleting it or entering information over it.
Preferences: Specifying Comments
SYSTEM PREFERENCES h PURCHASING h COMMENTS h Voucher Comments: Specify up to 30 lines
of comments, 10 of which can be chosen in the Comments field when creating a voucher.
Preferences: Default Comments
SYSTEM PREFERENCES h PURCHASING h COMMENTS h Voucher Default Comments: Select a
predefined comment from the drop-down list on any or all of the 10 lines to be automatically entered on
vouchers.
Preferences: Required Comments
SYSTEM PREFERENCES h PURCHASING h Options: 5 Require comment on Vouchers. Select to require a
comment before a voucher can be updated.
To reference a PO:
Receiving against a PO is the fastest and most accurate way to receive or return merchandise that
was ordered on the PO. A voucher can reference, and thus receive or return against, only one PO.
Additional items can be listed using any other method.
1. Reference the PO by entering the PO number in the PO # field. If you need to look the PO
number up, press <F4> or select to access the PO file. Highlight the correct PO and
select OK from the side menu.
A dialog may appear if the PO is past its cancel date. If the system preference is set to allow
you to receive against a cancelled PO, choose YES on the dialog to continue referencing that
PO or NO to return to the voucher without choosing a PO.
2. Select PO ITEMS from the side menu. A list of the items on the
referenced PO will be displayed.
3. To bring only some of the items to the voucher, enter the quantity of each item being received
or returned in the Doc. Qty field.
OR
To bring all of the items due to the voucher, select RECEIVE DUE from
the side menu.
4. Select OK to return to the voucher.
Substitutions
Items that are substituted or overshipped do not make up for other units that were ordered but not
received. If you ordered five orange sweaters but instead received five green sweaters, the
referenced PO will still show a Qty Due of five for the orange sweaters. This is useful if the
order is open and you are still expecting a shipment of the five orange sweaters.
However, if you accept the substitution of the green sweaters for the orange sweaters and want
the PO to show that the order was filled, you can edit the PO to match the merchandise received
and then reference the edited PO when making a new voucher, leaving no unfilled items. The %
Unfilled on the PO will be adjusted accordingly.
Note: The Fill Status of a Referenced PO
Updating a voucher that references a PO will automatically update the PO’s fill status.
Note: Receiving Against a Multi-Store PO
If you receive against a multi-store PO, then only the quantities of items ordered for the receiving store
will be available on the PO Items selection screen.
2. Check the checkbox to spread a cost and/or clear the checkbox to unspread a cost for any of
the options in the Spread Options dialog.
3. Select OK to exit the dialog.
3. Select YES.
Preferences: Updating Inventory Prices When Receiving
SYSTEM PREFERENCES h PURCHASING h Price/Cost: 5 Allow Voucher to update inventory prices. Select
to overwrite inventory prices when updating a voucher. This option will overwrite inventory prices when
updating during polling and when batch updating. It will also give you the option to overwrite inventory
prices when manually updating individual vouchers.
Editing a Voucher
To edit a voucher:
1. Select the voucher that you want to edit.
2. Select EDIT (<Alt+E>) from the top menu.
3. Make edits to the editable voucher fields, as necessary.
4. Select SAVE (<Alt+S>) from the top menu.
Result: A message is displayed, informing you that editing vouchers does not affect
inventory.
The vendor invoice record for payee UNH is for $23,025. Select or highlight its
voucher (#3) in the pane below, then select ASSIGN INVOICE.
When you select ASSIGN INVOICE, the Invoice Total and Invoice # are entered in the voucher’s
record. The voucher’s Total amount is added to the Voucher Totals field of the invoice record.
Invoice
Voucher
When there is a difference between the Voucher Totals and Vendor Invoice Total, you should
assign the invoice to additional vouchers or edit those vouchers that are already assigned.
Auto-Updating Vouchers
When auto-updating vouchers during polling, eligible vouchers are automatically updated as they
are processed in at the Main, bypassing the pending vouchers file. Any ineligible vouchers
processed in will be moved to the pending voucher file, awaiting review. (To be eligible for auto-
updating, every item on a voucher must exist in inventory—that is, each item’s SID must exist in
inventory.)
To select all remaining pending vouchers (those that have not already been added to the
bottom pane using SELECT VOUCHER), select SELECT ALL. The remaining vouchers will be
added to the bottom pane.
To remove a voucher from the bottom pane, highlight it and select UNSELECT VOUCHER, or
UNSELECT ALL to remove all vouchers from the bottom pane.
4. Select OK from the side menu.
5. A dialog asking if you want to print a copy of each updated voucher will be displayed. Select
YES to print the vouchers. Select NO to skip printing and update the vouchers immediately.
The vouchers that you selected in Step 3 have now been updated.
6. Periodically delete all processed pending vouchers (see below).
2. Select UNDISTRIBUTED to list each item from the voucher on the TO and have the Qty Rcvd
field from the voucher populate the TO Qty field. No store allocations are made.
Select DISTRIBUTED to have the system allocate the quantities to be transferred to each store
based on your predefined Min levels and current quantities on hand.
3. A confirming dialog with the number of the TO generated is displayed. Select OK.
Retail Pro generates a TO with the following features.
The voucher number recorded in the Voucher # field.
Automatic recorded in the Associate field.
The receiving store from the voucher recorded in the Transfer From field.
For a Distributed TO, quantities allocated for transfer to each destination store.
The generated TO number will be displayed in the TO # field of the source voucher.
To add all ASN vouchers that belong to the same package to the bottom pane, highlight
one of them and select SELECT PACKAGE.
To select all remaining ASN vouchers (those that have not already been added to the
bottom pane using SELECT VOUCHER), select SELECT ALL. The remaining vouchers will be
added to the bottom pane.
To remove a voucher from the bottom pane, highlight it and select UNSELECT VOUCHER.
To remove all vouchers with the same package number from the bottom pane, highlight
one of them and select UNSELECT PACKAGE. Select UNSELECT ALL to remove all vouchers
from the bottom pane.
4. Select OK from the side menu.
5. A dialog asking if you want to print a copy of each updated voucher will be displayed. Select
YES to print the vouchers. Select NO to skip the printing process and update the vouchers
immediately.
The vouchers that you selected in Step 3 have now been updated.
6. Periodically delete all processed ASN vouchers (see the following instructions).
4. In the confirming dialog displayed, choose selected to delete only the highlighted ASN
voucher. Select all marked to delete all ASN vouchers that are marked. Select cancel to stop
the deletion process and return to the ASN vouchers window.
Printing a Voucher
See Printing Records
Printing Tags
The usual order for processing vouchers is as follows: merchandise is received on a voucher, the
voucher is updated, and then new tags are printed from the updated voucher. The number of tags
printed will match the number in the Qty Rcvd field for each item.
See Printing Tags
Chapter 8. Transfers
About Transfers
The transfer of merchandise from one location (store or warehouse) to another is recorded on an
out slip. An out slip is a transactional document that deducts the transferred merchandise from
the source location's inventory and adds it to the destination location's inventory. The
merchandise is always deducted from the source inventory as soon as the out slip is received (or
created) at the Main station. When the merchandise is added to the destination inventory depends
on whether or not your system is configured to use the optional in slip and/or tracking in-transit
features, as described below.
Transfer Configurations
Retailers have the following configuration options to handle transfers:
Use Out Slips Only — Using out slips only to record transfers may be the right choice for
retailers that have multiple locations in very close proximity to each other, or that want to
minimize administration of the transfer process. This is the default configuration.
• The out slip is placed in, or polled to, the transfer verification file at the Main after
updating. The source and destination inventories are both immediately updated.
• An in slip is created when the merchandise is received at the destination location. The in
slip, after updating, is also placed in, or polled to, the transfer verification file.
• The transfer verification process pairs the out slip and in slip and compares them. If no
discrepancies exist, the transfer is verified and the slips filed when updated in transfer
verification.
• If there are discrepancies, a resolution procedure is used to address the differences and
resolve them. The resolution procedure can be automated based on user-defined threshold
values and then new slips or adjustment memos applied to either destination or source
inventories, as appropriate, by any one of four predefined methods.
• The tracking in-transit feature is not used.
Note that an in slip simply confirms the arrival of the merchandise at the destination location and
is used to identify and resolve discrepancies. The out slip still updates both the source and
destination inventories. Adjustments are made only if discrepancies exist between the slips.
Track In-Transit, Not Using In Slips — This configuration is right for retailers for whom a
record of merchandise in-transit is critical to maintaining accurate sales-to-stock data, performing
replenishment activities, or taking cycle counts. However, it does not include the slip verification
procedure that is a function of using in slips.
In-transit inventory is the record of merchandise that is en-route from one location to another,
i.e., it is not at any one location during the in-transit time.
In-Transit Inventory
Days in Transit = 3
Tracking In-Transit
Source Inventory Destination Inventory
Destination inventory updated after the
specified Days in Transit has passed
• A user-specified number of Days In Transit is added to the out slip upon its arrival (or
creation) at the Main station. The source inventory is immediately updated and the out slip
placed in the transfer verification file.
• The Days in Transit values for all location combinations are predefined in system
preferences at the Main (or can be manually entered on the out slip as it is created, if
preferred).
• The merchandise quantities being transferred are temporarily placed in the in-transit
inventory file.
• When the specified number of Days in Transit on the out slip has passed, update the out
slip and the merchandise is moved from the in-transit file to the destination inventory and
the out slip is filed in the history file.
This process assumes that the transfer was completed as planned.
This configuration does not use in slips. While the transfer verification file is used to
temporarily store the out slip, the transfer is not subject to the slip verification process.
Track In-Transit and Require Matching In Slips — This configuration affords the highest
level of transfer control, utilizing both in-transit tracking and in slips.
In Slip
Out Slip
Days in Transit = 3
• A user-specified number of Days In Transit is added to the out slip upon its arrival (or
creation) at the Main station. The source inventory is immediately updated. The out slip is
then placed in the transfer verification file.
• The Days in Transit values for all location combinations are predefined in preferences (or
can be manually entered on the out slip as it is created).
• The merchandise quantities are temporarily placed in the in-transit file.
• When the specified Days in Transit value has passed, the merchandise is moved from the
in-transit file to the destination inventory as soon as the out slip is updated, whether or not
an in slip has been received.
• An in slip is created when the merchandise is received at the destination location. The in
slip, after updating, is also placed in or polled to the transfer verification file.
• The transfer verification process pairs the out slip and in slip and compares them. If no
discrepancies exist, the transfer is verified and the slips filed. If there are discrepancies, the
resolution procedure is used to address the differences.
• The resolution procedure can be automated based on user-defined business rules and
adjustments applied to either destination or source inventories, as appropriate, by any one
of four predefined methods.
• If the actual transfer time, as calculated by comparing the out slip date to the in slip date,
differs from the original Days in Transit value on the out slip, then the actual transfer time
will be recorded on both the out slip and in slip when verified to give more accurate
reporting and audit tracking.
Transfer Orders
A transfer order (TO) is a temporary document used to plan future transfers of merchandise. The
actual transfer of that merchandise is recorded on an out slip (and optionally an in slip as well) at
the time the transfer actually occurs. The originating TO can safely be deleted once the transfer is
documented on transfer slips. TOs can only be generated at the Main station.
You transfer merchandise against a TO by making an out slip that references that TO. All TO
information, including items and quantities, can be carried to the out slip. When an out slip
references a TO, the TO's fill status is automatically updated when the out slip is recorded.
A TO can plan the transfer of merchandise from one source location to multiple destination
locations. If this is the case, several out slips can reference the same TO, each one typically
recording transfers to a different destination location. An in slip can also reference a TO but in
this case it is for record keeping only. TO items cannot be directly listed on an in slip from a TO.
Auto Transfers
At the Main station only, Retail Pro can automatically generate transfer slips or transfer orders to
selectively redistribute merchandise that is on hand at any location. The Auto Transfer feature
generates transfer documents based on user-defined distribution options, Min/Max levels,
merchandise filters, and committed quantity analysis.
Inter-Company Transfers
Large or multi-national Retail Pro users sometimes need to transfer merchandise from one
subsidiary or fiscal entity to another. The two (or more) locations involved in an inter-company
transfer reside on two different Retail Pro Mains. Retail Pro supports these types of transfers.
Transfers Security
If you have registered Retail Pro with Security Administrator, you can control user access to the
following actions on a group basis. The security files used in the transfer area include rpro8.sec
and autoutilities.sec.
(For more information, refer to Technical Supplement F1. Security Administrator or access
program Help from within Security Administrator.)
Permission Description
Transfer Slips
Access Slips Allows group members to access the Slips area.
Update Only Allows users to access the Update Only option to update a slip without
printing.
Allow Discard Allows group members to discard slips when the Cancel button is clicked or
the slip is exited.
Access Choose Items Allows group members to access the Choose Items button to select items
Option from inventory.
See Cost Fields Allows group members to see cost-related fields on transfer slips.
Change Store Number Allows group members to edit the Store Number on slips.
Change Station ID Allows group members to edit the Station on slips.
Change Associate Allows group members to edit the Associate on slips.
Do not allow overriding If selected, restricts group members to entering a Doc Qty that is less than or
Check Qty OH equal to the Qty OH.
Permission Description
Former Transfer Slips
Access Former Slips Allows group members to access the Former Slips area.
Change Month Allows group members to access a different month’s slips.
Edit Allows group members to edit former slips.
Edit Accounting Marks Allows group members to edit accounting marks on former slips.
Reverse a Slip Allows group members to reverse former slips.
See Cost Fields Allows group members to see cost fields on former slips.
Copy Allows group members to copy former slips.
Change Store Number Allows group members to edit the store number on former slips.
Change Station ID Allows group members to edit the station on former slips.
Transfer Orders
Access Allows group members to access the Transfer Orders area.
Access Choose Items Allows group members to access the Choose Items button for selecting items
Option from inventory.
See Cost Fields Allows group members to see cost-related fields on transfer orders.
Add/Copy Allows group members to create new transfer orders by clicking the New or
Copy buttons.
Edit Allows group members to edit transfer orders.
Delete Allows group members to delete transfer orders.
Print Allows group members to print transfer orders.
Generate Slips Allows group members to generate slips from transfer orders.
Accessing Transfers
1. Select TRANSFERS from Retail Pro’s top menu.
2. From the side menu, select the appropriate function:
Create new In/Out Slips or view former slips.
Field Usage
Activate On TO: the planned date the transfer is to be initiated. Instructs field personnel
what date to make the transfer.
[AP] Accounts Payable Flag. Slips: Set once a slip has been sent to the Accounting
Link program. Once set, the transfer slip can no longer be edited.
Associate* The associate that created the document—by default the logged-on user (if
security used). On TOs generated from a PO or voucher, is "Automatic."
[Audited] Audited flag. A 5 indicates that the document has been audited and can no
longer be edited. (Refer to TS26. Stock Audit tool for more information.)
[Audited Date] Slips: Date/time the audit process occurred.
Carrier The name of the person or service transporting the merchandise.
Case Ord* For an item that is sold in cases, the case quantity being ordered or transferred.
Used in the document item list.
[Misc Case Fields] TO: other quantity fields expressed in cases.
Field Usage
Date The date the document was created.
Days in Transit The expected number of days a transfer will take; used when tracking in-transit.
This field will initially be blank (at a remote) or contain a numerical value from 0
-99 (at the Main). The value can be user-edited when creating the slip or
automatically populated from a predefined grid in system preferences at the
Main (filled in when polled from a remote or upon creation at the Main). The
Days in Transit value on an out slip determines when the destination inventory
is updated. If tracking in-transit is not activated, this field is blank and serves no
purpose.
On an in slip, this value is recorded after transfer verification and is not editable.
Default Sub-Location (Movement Control System) The sub-location assigned to the slip and the
items on it. When the slip is updated, the system generates a Movement Note
to update the sub-location inventory in MCS.
After a slip has been updated, you cannot change the Default Sub-Location for
the document or its items. If you change a slip’s Default Sub-Location before
updating, you are prompted to change the sub-location for all items on the
document. (Refer to MCS documentation for more information.)
[Def Tax $] Default Tax $. Slips: The tax amount calculated based on the current tax area
(or price-based stores) at the time of transfer.
[EDI*] Electronic Data Interchange: The status of item information that is
electronically transferred from the retailer to the vendor. This applies to items
that are monitored for auto-restock in inventory. Used in the document item list.
ETA Estimated Time of Arrival: Free form date field that allows entry of the
estimated date of arrival at the destination location. Editable. Note: The ETA
field defaults to the current date and is user editable. It is not calculated from
the Days in Transit values in preferences. (See also Transfer Complete field).
[Ext C$*] The quantity being transferred multiplied by the cost for an item. Used in the
document item list.
[Ext P$*] The quantity being transferred multiplied by the price for an item. Used in the
document item list. Sort field.
[Ext P$T$*] The quantity being transferred multiplied by the sum of the price and tax for an
item. Used in the document item list. Index field.
Freight Freight amount to transfer the merchandise to its destination store. A freight
charge can be recorded on each out slip.
From Store* (Slips only) The number of the store from which the merchandise is being
transferred. Defaults to the store specified at SYSTEM PREFERENCES h STORES h
STORE ASSIGNMENTS h Default Store to use for: <Out Slips/In Slips>.
[From Header 1-6] Store header information for From store as defined in preferences.
[Incomplete] TO: the percentage of the assigned quantities not yet transferred (not listed on
out slips).
[GL] General Ledger: Accounting flag. A 5 indicates that the document has been
sent to accounting and can no longer be edited.. (Refer to Accounting Link
documentation for more information.)
Items The document item list. Displayed in Form View only. This list can contain all
normal inventory fields.
Field Usage
Items Allocation The Items Allocation field is a grid divided into two panes. The bottom pane
displays allocation information for all members of the style (because
merchandise is typically ordered by style, rather than by individual item). When
you select one of the style items, the top pane displays detailed information
about that item. You can select to view allocations for all locations or for any
one store.
Last Activity* TO: the date of the last out slip made against the TO.
[Last Modified] TO: the date and time this TO was last updated or edited.
[Last Edit] Slip: the date and time of the last edit made on the document.
[No. of Items] The number of line items being transferred (not the quantity of those items).
Equals the number of lines used in the document item list.
Notes 1-2 Optional fields for entering notes about a transfer order.
Movement Note Shipment (Movement Control System) The shipment number for the MCS Movement
# Note automatically generated when the receipt is updated. Entry of a
Movement Note Shipment # is optional. Maximum 9-digits (Refer to MCS
documentation for more information.)
[ODS Exported] 5 A flag used to indicate that the document has been exported to the ODS
database.
Order Date TO: the date the TO was created. Defaults to current date.
[Orig St/Sta] Originating store/station. Slips: The store/station at which the slip was
originally created. Not editable.
[Out Slip #] In Slips (Required field). The number of the referenced out slip. Added to in slip
when in slip is created; updated if necessary with new out slip number during
transfer resolution.
[Out to Comp/Store] Slips: The company/store items are being transferred to in an inter-company
transfer.
Package # (Inter-company transfers only): The package # assigned to the voucher. For
inter-company transfers, the Package # links the voucher created at the
destination store with the out slip created at the source store.
PO# TO: the number of a referenced purchase order.
[PO Qty Due] TO: in the document item list; on TOs that reference a PO, the quantity still due
of the item relative to the PO quantity.
[Post Date] Slips: The date and time that a document is updated or when the Main
inventory was updated to show the results of the transfer. Uneditable.
[Qty*] Slips: in the document item list; the quantity being transferred.
TO: in the document item list, the quantity of an item being planned for
transfer. The user can leave this number at 1 and still allocate any quantity
they wish.
[RDW Cancelled] 5 If a slip is reversed in Retail Pro, this flag will tell the Retail Data Warehouse
(RDW) that the document was indeed reversed and should be updated in RDW.
[Rec #*] Record Number: the sequential number of a line item listed in the document
item list. For example, the first line item would be Rec # 1, the second Rec # 2,
and so on. Index field.
[Reference Doc #] Slips: When a slip is reversed, the number of the referencing document.
[Reference Post Date] Slips: When a slip is reversed, the post date of the referencing document.
Field Usage
[Resolution Method] Slips: Indicates the resolution method used to resolve slip discrepancies;
Manual or auto-resolution method.
[Resolved By] Slips: Auto when slips resolved by the automated process or associate name if
resolved manually. May be editable if associate log in not required.
[Resolution Date/Time] Slips: Date/time of slip resolution.
Sale Disc$ Sale Discount Amount: The amount by which an item’s original price is
discounted. For transfer slips, derived from the Slip P$ field; for transfer orders,
derived from the Inven P$ field or active price level. Used only for tag printing,
this value does not affect inventory or other documents.
Sale Disc% Sale Discount Percentage: The percentage by which an item’s original price is
discounted. For transfer slips, derived from the Slip P$ field; for transfer orders,
derived from the Inven P$ field or active price level. Used only for tag printing,
this value does not affect inventory or other documents.
[Slip #*] Slips: The sequential number from 1 to 99,999 assigned by Retail Pro. Can be
renumbered in preferences. The same numbering sequence is shared by out
slips and in slips. Index field.
SYSTEM PREFERENCES h GENERAL DOCUMENTS h SEQUENCES h DATA & DOCUMENT
NUMBERING h Next Slip #: Specify the slip number that you want to be used on
the next slip. The system will sequentially number each following slip.
[Slip C$*] The cost of an item listed on a slip. Used in the document item list. Index field.
[Slip Cost Code*] Slips: the cost of an item displayed in the code format defined in preferences;
typically used when printing tags. (Refer to Chapter 4. Inventory for more
information on printing cost codes on tags.)
[Slip P$*] Slip: the price of an item listed on a slip. Used in the document item list. The
price is from the active price level in inventory at the store making the slip.
Index field.
[Slip P$T$*] Slips: the sum of the price and tax for an item. Used in the document item list.
Index field.
[Slip Type] Slips: the type of slip, In Slip or Out Slip.
[Status] Slips: document status: Regular, Reversed, or Reversing.
Store Slips: the store the merchandise is being transferred from (out slips) or to (in
slips). TO items are sorted by store code.
[Str Case Qty*] TO: in the document item list, the quantity on hand at the Transfer From store
expressed in cases.
[Str Qty*] TO: in the document item list; the quantity on hand for the Transfer From store.
[Target Updated] Out Slips: Flag field to indicate if the destination inventory has been updated.
5 = updated. Non-editable.
TO #* TO: Required document number up to 8 characters long, suggested from
numbering sequence in preferences.
Slip: The number of the TO that the slip is referencing, if any.
To Store* Slip: the number of the store to which the merchandise is being transferred.
Also referred to as the target store or the destination inventory.
[Total Assigned] The total order quantity that has already been assigned for transfer.
[Total Cost] Slip: the combined cost of all the items on the slip.
[Total Price] Slip: the combined price of all the items on the slip.
Field Usage
[Total Qty Transferred] Slip: the total number of units (all items) listed on the slip.
[Total Qty Due*] TO: in the document item list, the total quantity of the item not yet transferred
on slips. Equals Total Qty Ord less Total Qty Sent.
[Total Qty Ord*] TO: in the document item list, the total quantity of the item assigned for
transfer; may be more or less than the TO quantity.
[Total Qty Sent*] TO: in the document item list, the total quantity of the item transferred on slips.
[Transfer From] TO: the source store for the transfer. On manually created TO, defaults to the
store specified at SYSTEM PREFERENCES h STORES h STORE ASSIGNMENTS h
Default Store to use for: <Transfer Orders>.
On TO generated from PO, defaults to the PO's Ship To store. On TO
generated from voucher, defaults to the voucher's receiving Store.
[Transfers Assigned] TO: item quantities that have been assigned to a destination store: totaled for
the document.
Transfer Complete Calculated date/time the transfer is scheduled for completion. Not user
editable. Initially calculated from the days in transit value and preference
settings, including excluded days, and recalculated after slip verification if in
slips are required.
[Transfers Done] TO: item quantities that have been transferred on out slips; totaled for the
document.
[Transfers Remaining] TO: item quantities that have been assigned but not yet transferred. Totaled
for document.
[Transmitted] 5 Indicates when a slip has been prepared for polling.
[Voucher#*] (TO only) Number of the voucher that the TO was generated from.
WS Seq # Workstation Sequence Number. Sequential number for slips and TOs
(independently) made at a workstation. Used to aid in Sequence Checks made
by DVS and other tools. Not user-editable.
Display the Filtered View dialog, where you can define criteria for filtering
records.
Place the cursor in the item's Quantity field, ready for editing.
Access a sub-menu where you can select the following buttons: Item
Quantity and Barcode.
Display a sub-menu where you can select the Update Only and Print Tags
buttons.
Display a menu where you can select the Date, Store/Station, Associate,
and Comments buttons.
Display a menu where you can Zoom In or Zoom Out on the current view.
Transfer Orders
Assign an allocation pattern to allocate merchandise among multiple stores.
Select (and optionally edit) items from inventory and list them on a
document.
Display the Filtered View dialog, where you can define criteria for filtering
records.
Access a sub-menu where you can select the following buttons: Item
Quantity and Barcode.
Display a menu where you can Zoom In or Zoom Out on the current view.
Transfer Verification
Place the cursor in the Associate field.
Display the Filtered View dialog, where you can define criteria for filtering
records.
Transfer Slips
About Transfer Slips
Note: Out and In Slips
Unless otherwise stated, discussions on slips in this section refer to both out and in slips.
Transfer slips are Retail Pro transactional documents that provide a permanent record of the
transfer of merchandise from one inventory to another. After updating, each slip is stored as a
former slip in the current month's transfer history file.
An out slip records the transfer of merchandise out from one source location to one
destination location. An out slip updates inventory at both the source and the destination
locations. An out slip is required to complete a transfer.
An in slip records the arrival of merchandise at one destination location from one source
location. In slips are optional documents in Retail Pro, used for accountability and
greater inventory tracking control. If in slips are used, a transfer verification procedure is
used to pair in slips to out slips and resolve differences, before the two slips are filed in
the Main's monthly history file.
Holding a Slip
See Holding Documents
About In Slips
In slips are optional transactional documents used to verify that the merchandise recorded on an
out slip was received at the destination store. In slips do not update the destination inventory; that
is only done by out slips.
Requiring Matching In Slips
If preferences are set to require matching in slips, both the out slip and in slip are filed in the
transfer verification file when created or received at the main. Once verified or resolved both
slips are filed in the Main's history file.
(Exception: if the user has manually entered a Days in Transit value when creating the slip, the
manual entry will take precedence over the value and day/date exclusions defined in preferences.)
Transfer Verification
About Transfer Verification
Slips are placed in the transfer verification file at the Main under two circumstances:
1. Out slips: When tracking in-transit merchandise and not requiring in slips, if the Days In
Transit value on the out slip is greater than zero (0).
The out slip remains in the verification file until the Days in Transit value has passed. At that
time, the transferred merchandise is moved from the in-transit inventory to the destination
inventory and the out slip filed in the Main's slip history file.
If the transfer is completed faster than expected, the out slip can be manually updated
immediately by selecting UPDATE SLIP from the side menu. This action updated the Days in
Transit value on the out slip (to match the number of days expired from creation to update).
2. Out Slips and In Slips: When matching in slips are required (whether tracking in-transit
merchandise or not). In this case, the out slip remains in the verification file until the
matching in slip(s) are received and the out and in slips are mated and verified. At that time,
both slips are filed in the Main's slip history file.
If tracking in-transit, the destination inventory is updated when the Days in Transit value on
the out slip is met and UPDATE ALL has been run, whether the in slip has been received yet or
not.
If discrepancies exist between out slip and in slip, a resolution procedure is used to address
and resolve the differences. To simplify this procedure, an automated resolution option based
on user-definable rules, is available.
Slip Diagnosis
As soon as the transfer verification file is accessed, the program runs a diagnostic review of the
slips currently in the file. The diagnosis does the following:
Looks for matching out and in slips and "mates" them. It does this by looking for out slip
references on in slips. The From and To Stores must match on the slips as well to be
mated.
Analyzes mated pairs of slips for discrepancies. Items, quantities, and costs are reviewed
and discrepancies identified.
Ignores any slip with a Status of Reversed or Canceled or that has already been marked
for purging.
When the diagnosis is complete, the slips are displayed in the split-pane Transfer Verification
window, as shown below. Out slips are displayed in the upper pane and in slips in the lower
pane.
Slips can be viewed in either standard List or Form View. Select the FORM or LIST button on the
top menu to toggle between the two views. Page Designer or Page Manager can be used to
customize the fields and layouts of the Transfer Verification window to fit your needs. (Refer to
Appendix A. Interface Design for more information on customizing layouts.)
If the out slip has a mated and matched in slip present (no discrepancies):
The dates on the out slip in slip are compared. The Days in Transit value on the out
slip is updated if the actual transfer time differed from the original projected value.
This new Days in Transit value is also written to the in slip. (This step is taken to
give a truer historical picture of actual transfer times for reporting and audit
purposes.)
Both the out slip and in slip are updated and filed in the slip history file for the month
in which they were created
Both the out slip and in slip are marked for deletion in the transfer verification file
A mismatched pair may have discrepancies in one or more of these fields. For example, if an
extra line item were listed on one slip but not the other in a mismatched pair, there would most
likely be entries in all three difference fields.
Mismatched slip pairs cannot be verified and filed at the Main until the discrepancies have been
resolved and at least one of the slips corrected to match the other. Slip discrepancies can be
resolved manually or automatically, as described below.
Editing Slips
Highlight a slip and select EDIT from the top menu to manually edit it. The mismatched slip pair
in both upper and lower panes are displayed in Form View when EDIT is selected.
Slip edits are limited to the following fields: Carrier, ETA, Date, Associate, Comments, Out
Slip # (on In Slip), TO#, Freight, and some item fields (items cannot be added or removed).
Editing a slip will not correct changes already made to inventory. A slip must be reversed, as
described below.
Reversing Slips
Typically, the copy feature will be used after reversing or canceling a slip to create a new
corrected slip (see Copying a Slip below).
Reversing an Out Slip:
Reversing an out slip from within Transfer Verification is done in the normal fashion. The
following actions occur:
If the destination inventory has already been updated:
A reversing out slip is automatically created, immediately updated, and filed in the former slip
file. This slip reverses the effect of the original out slip on the source and destination inventories.
The original out slip is marked Reversed and also immediately filed in the former slip file.
A copy of the original out slip is left in the transfer verification window, marked Reversed, and
marked for deletion.
If the destination inventory has not yet been updated:
A reversing out slip is automatically created, immediately updated, and filed in the former slip
file. This slip reverses the effect of the original out slip on the source and in-transit inventories.
The original out slip is marked reversed and also immediately filed in the former slip file.
A copy of the original out slip is left in the transfer verification window, marked reversed, and
marked for deletion.
Reversing an In Slip:
The reversed in slip is filed in the former slip file.
A copy of the in slip is left in the transfer verification file and marked for deletion.
The mated out slip will show the negative effect of the reversed in slip.
Examples:
As you make entries for mismatch rules a text description of how the rule works will be displayed
at the bottom of the screen.
As you make entries for a mismatch rule, a text description of how the rule works will be displayed at the
bottom of the preferences window.
Transfer Orders
About Transfer Orders
A transfer order (TO) is a temporary document used to plan future transfers of merchandise. The
actual transfer of that merchandise out of individual stores is recorded by out slips. Optionally, in
slips can be used for a store to verify the receipt of the merchandise transferred to it.
Although TOs can be generated from vouchers, they can only be manually created at the Main
station. Each TO can specify the transfer of items from one source store to one or more
destination stores. TOs can be created manually, generated from POs and vouchers, or
automatically created using the Auto Transfer feature.
You transfer merchandise against a TO by making one or more out slips that reference the TO.
Since a TO can plan the transfer of merchandise from one source store to multiple destination
stores, several out slips can reference that same TO, each one typically recording transfers to a
different destination store. The fill status of the TO is automatically updated each time an out slip
is made referencing the TO.
When the transfers planned on a TO are completed and recorded on transfer slips, the TO can
safely be deleted. The transfer slips provide a permanent record of the transfer.
Sample TO Screens
Like all area of Retail Pro, the TO screens can be customized with fields to best suit your needs.
Listing Items on a TO
See Listing Items on Documents
You can reference a PO by entering the PO #, and then use PO Items to bring the PO’s items to
the TO.
The following two standard quantity viewing functions are available from the TO side menu
while listing items. To use these functions, first select an item (in the document item list or in
inventory if using Choose/Edit items) and then select the appropriate button:
Select this button: To view this information about the selected item:
Item quantities on hand, and committed in or out on TOs, POs and SOs for any
location or the entire company. The orders listed in the committed window can
be directly accessed and viewed from the window. To see this information for
the entire style, select the style button in the window.
Item quantities on hand, on order, sold, received, in-transit in or out, and the
min/max levels for each location and for the entire company. The quantities
sold and received are for the time period specified by the user in the Recalc
SRO utility. (Refer to Chapter 5. Merchandise Utilities for more information
on the Recalculate SRO utility.)
Item #'s
The TO Diff
column identifies
discrepancies in
allocations.
Method 2. Allocate items using the Items Distribution grid. This method is particularly good
when transferring all or many members of a style.
1. List one of the style members in the document item list on the TO.
2. With the entered item selected, choose ITEMS DISTRIBUTION from the side menu. The Items
Distribution window is opened, displaying a grid of the entire style similar to that in
inventory.
3. From the Grid Location drop-down list, select a destination store or ALL LOCATIONS if
transferring to multiple destination stores.
4. Enter quantities for each style item being transferred, for each destination store, in the
corresponding cells. You cannot make entries in the cells for the Transfer From store (000
in the grid above). Scroll as necessary to enter quantities for all items.
5. Select OK to close the window and return the items and quantity allocations to the TO.
6. Select SAVE.
Using this method adds each style item to the TO document item list with a Qty of one, even
though you may have allocated more of each item in the Items Distribution grid (36 of each item
were assigned in the example above). The quantity assigned in your allocations is the quantity
that will be transferred when referencing this TO on an out slip. The assigned quantities can be
confirmed by viewing the Items Allocation field on the TO or by adding and viewing the Total
Qty Ord field in the document item list. It is not necessary to update the Qty field for each item
in the document item list.
Transfers Done The total quantity transferred to all stores, including all items.
Transfers Remaining The total quantity assigned but not transferred; all stores and all
items.
Item List
Total Qty Sent The item quantity transferred to all stores (completed).
Total Qty Due The item quantity assigned but not yet transferred to all stores.
Allocation Grid
Maintaining TOs
Finding a Transfer Order
See Find an Existing Data Record section in Chapter 2. Basics
Out slips generated from a TO at the Main have the following attributes:
The Associate field is filled with "Auto.”
The ETA field is filled with the current date.
The Comments fields are filled with any default comments specified in preferences, or
left blank if no default comments are specified.
If tracking in-transit, the Days In Transit field will be populated from preferences. If
not tracking in-transit, the Days in Transit field will be populated with zero (0).
Remainder of fields will be populated with standard information from the TO, i.e. Store
IDs, stations, dates, time, etc.
The slip will be filed, verified, and inventories updated in the normal manner, as
explained earlier in this chapter, based on your transfer configuration.
TOs at Remote Stations
TOs can be polled to remote stations. The remote station can view, print, edit, and create out
slips referencing the TO with the following limitations:
Print - When printing at a remote, the system filters for only items that are for the current store.
Generate Slips - When generating out slips from a TO at a POS station, the system will
automatically filter for the current store only. The user can still filter for other item-specific
criteria.
Edit - Items cannot be added to the TO at a remote, but the TO Qty and Qty Assigned to the
current store can be edited. All other fields are non-editable. Edits are temporary, and will be
overwritten when the TO is resent to the remote during the next polling, as TOs are always polled
as ALL files.
Printing Transfer Documents
See Printing Records
Note: If printing TOs, you can select whether to print TOs for all stores or for selected stores. If
selecting stores, in the dialog displayed choose the regions/stores to include.
Printing Tags for TO Items
See Printing Tags
Note: When transferring merchandise between stores that use different price levels, new tags can
be conveniently printed for the transferred items by printing from the former in slip at the
destination store. The prices on the slip, and thus those printed on the tags, will be the active
prices at that store.
Auto Transfers
About Auto Transfers
The Auto Transfers utility can be used to selectively redistribute merchandise that is on hand in
any store or in a central warehouse.
This has several practical uses for retailers. For example, you can:
Automatically transfer seasonal merchandise from the central warehouse to individual
stores for end-of-season closeouts.
Redistribute merchandise from a store that is overstocked in certain items to stores that
are understocked, thus maintaining balanced inventory levels at all locations.
Automatically transfer merchandise from a store scheduled to be closed to your
remaining stores.
Auto Transfers gives you great flexibility in choosing how to redistribute merchandise. For
example, you can enter a certain percentage or quantity that you want to transfer from the source
store and then distribute the items equally to the target stores or distribute them based upon each
store’s Min levels, Max levels or a custom level you define.
When determining quantities available for transfer at the source store and determining whether or
not a fill level has been attained at the target store, Auto Transfers always takes into account
quantities on hand. You can also have the utility consider quantities already in transit and/or
listed on SOs, TOs and POs.
Using the options and filters included in the utility you can specify what merchandise to include,
which specific order documents to analyze, and what fill level you want to attain. The program
will remember your settings from run-to-run, saving you valuable data entry time.
Auto Transfers creates a proposed list of items and quantities to transfer that can be reviewed and
accepted or discarded at your discretion. Once the proposed items are approved, the program
generates the necessary TOs or out slips. When generating TOs, the utility generates a single TO,
which you can reference to create out slips (if more than 500 items are listed, multiple TOs will
be generated). When generating out slips, the utility will generate out slips for each store to
which quantities are being transferred.
Select CLEAR FILTERS to clear all entries on the Elements and Criteria pages.
This button does not affect the settings on the Source and Target pages.
Select DEFAULT to restore all four settings pages to their default values (see
following sections for defaults). A confirmation dialog is displayed asking if you
want to restore all defaults.
Select LAST RUN to use the same options and filters that were used the last time
Auto Transfers was run at this workstation. All four settings pages are restored to
the last run settings.
Activate USER-DEFINED (Only available when generating TOs) The Activate Date is the date
Date + 1 day (D) when a transfer is to be initiated. Enter a new date as applicable.
Select (<F4>) to access a calendar and select a date. The Activate
Date can optionally be defined as any number of days from the order
date by selecting 5 OR and entering the number of days.
Note 1, 2 USER-DEFINED Enter optional notes that will appear on each TO/slip generated (30-
character maximum). The notes that you enter here will appear in the
respective Note fields of the generated TOs. When generating slips, the
notes that you enter here will appear in the first available (empty)
Comment fields, overwriting other entries if necessary.
Target Page
On the Target page, you specify various options related to the target stores, including:
The stores to which you want to transfer merchandise.
The fill level you want to attain.
The order documents (and date ranges) you want to include in the analysis.
Distribution Options
Even Distribution 5 Select to evenly distribute transfer quantities among the selected
(D) target stores. This option is not available if you select AVAILABLE
% TO DISTRIBUTE in the source store’s distribution options.
Do not use Min
(D) Select to fill to the specified Min/Max level even if current on-hand
level to initiate 5 quantities are greater than the defined Min quantity.
item transfer
Fill Qty | MIN LEVEL
to: | MAX LEVEL
CUSTOM LEVEL (D)
Select to fill to the Min level, the Max level, or to a custom level
anywhere between the Min and the Max. To specify a custom
level, enter a percentage or drag the slider to any point between
0% and 100%.
Include analysis
IN TRANSIT Auto Transfers always considers quantities on-hand and
of:
TRANSFER ORDERS optionally, those already in transit and/or listed on order
documents when calculating transfer quantities. In addition:
SALES ORDERS
In TOs: 5 = include Incoming and/or Outgoing and define a date
PURCHASE ORDERS range.
None selected (D) In SOs and POs: Define a date range.
Elements Page
On the Elements page you specify the elements to include/exclude in the
filter you use to auto-generate TOs/slips. Available elements include
item/style descriptive fields, price, cost and margin fields, and last
sold/received dates. Fields above the bar will be included in the filter;
those below the bar will not.
To select elements:
1. To include a field, double-click it or click and drag it above the bar.
Alternatively, click and drag the bar to include or exclude fields.
Criteria Page
On the Criteria page, you define the criteria you wish to match for the elements you included on
the Elements page. Only items that match the entered criteria will be included on auto-generated
TOs/slips.
By default, all items are included, i.e. no filtering criteria entered. You can limit the items by
filtering on any of the listed item data fields.
The View Results screen lists important item and quantity information, including:
Field Information Displayed
O/H Current on-hand quantity at the selected target store.
Adj O/H On-hand quantity at the selected target store after taking into account quantities in transit
and/or listed on order documents.
Src O/H Current on-hand quantity at the source store.
Adj Src O/H On-hand quantity at the source store after taking into account quantities listed on order
documents.
Qty Ord The quantity ordered for the selected target store.
Total Ord The total quantity ordered for all stores.
Min The Min quantity for the selected target store.
Max The Max quantity for the selected target store.
The following actions are available from the View Results screen:
Select this button… …to perform this action:
Display and review the option and filter criteria used for the current run. You
cannot edit the options/filters on this screen. To run a new analysis with
different options or filters you must return to the Settings screen.
If transferring items to more than one store, select the store for which you want
to view the proposed items from the drop-down list.
If an item has been previously unmarked, you can mark it again by highlighting
it and selecting this button. The Mark indicator again turns green, indicating the
proposed item will be written to a TO/slip.
Marks all proposed items for TO/slip generation.
Launches a Find dialog, allowing you to search for any alphanumeric string in a
selected field (column). Select the column to search by highlighting any entry in
that column. Enter the alphanumeric string you want to search for in the Find
dialog, specify options such as Match Whole Word Only, Match Case, and
search direction (Up or Down in column), and then select FIND NEXT to begin
the search.
Generate TOs/Slips
1. Select NEXT from the bottom of the View Results screen to generate TOs/slips for all marked
items. The following confirmation dialog is displayed:
2. Answer YES to generate TOs/slips for the marked items. An dialog displays the number of
TOs/slips generated. If generating slips, the source and target stores’ inventories are updated.
OR
Answer NO to cancel the operation without generating any TOs/slips.
Inter-Company Transfers
Enabling Inter-Company Transfers
Large-scale retailers using multiple Main stations can transfer merchandise between stores
assigned to different Main stations. These are called inter-company transfers. Each Main station
is referred to as a subsidiary and is assigned its own Subsidiary ID.
To use inter-company transfers, you first need to enable the feature in System Preferences and list
the stores (assigned to different Mains) that will be involved in the transfers.
To enable inter-company transfers:
1. From the Retail Pro Home Screen, select OPTIONS h SYSTEM PREFERENCES h TRANSFERS.
Chapter 9. Customers
About Customers
A great deal of customer information can be stored by Retail Pro. Not only can customer names,
addresses, and phone numbers be recorded, but also other useful information such as store credit
balances, customer-specific price levels, whether or not a customer's check should be accepted,
and extensive notes. You can easily add or update customers at POS, write customer information
on receipts, instantly display purchasing history for a customer, and print customer labels. Using
Reports, customer information can be accessed for reporting purposes and for printing customer
lists.
If you use customer polling, the customers added at a Remote station can be shared with all
locations, or just with the Main, Info and Corporate stations.
Customer Security
The ability to perform many of the procedures in Customers is controlled by security settings and
preferences. If a feature is not available to you, check the security settings outlined in this
section. Where appropriate, preference settings specific to a particular feature are discussed in
the section pertaining to that feature.
Customer Security
If you have registered Retail Pro with Security Administrator, you can control user access to the
following actions in Customers on a user or group basis. (For more information, refer to
Technical Supplement F1. Security Administrator.)
Permission Description
Add If selected, allows group members to add customer records.
Edit If selected, allows group members to edit customer records.
Access Continuous If selected, allows group members to access continuous edit mode.
Edit Mode
Delete If selected, allows group members to delete customer records.
Change Customer ID If selected, allows group members to edit the Customer ID on customer records.
Modify store If selected, allows group members to modify the store credit/credit limit/credit used
credit/credit limit/credit field on customer records.
used
Change tax info If selected, allows group members to change the Tax Area and other tax-related
fields on a customer record.
Change price level If selected, allows group members to change the Price Level field on a customer
record.
Allow inactive If selected, allows group members to add an inactive customer to a receipt or
customers on sales order.
documents
Edit customer Disc % If selected, allows group members to edit the customer discount percentage on
customer records.
Permission Description
Edit Store/Station If selected, allows group members to edit the Store/Station information on
customer records.
Edit Last Sale Date If selected, allows group members to edit the Last Sale Date on customer records.
Allow Export of List If selected, allows group members to export the customer list to PDF, Excel,
View HTML, etc.
Add/Modify Credit If selected, group members can click the Customer CC button to add/modify the
Card customer’s card number.
Accessing Customers
To access Customers:
1. Select POS from Retail Pro’s top menu.
6. Select CUSTOMERS from Retail Pro’s Home Screen side menu.
Note: Preferences
Depending upon preference settings, some of these fields will function differently. If there are
instructions to enter System Preferences in the Usage column, please refer to Appendix B. Preferences
for more information.
Field Usage
Address 1, 2, & 3 Three separate address lines. The city and state component of an address should
consistently be entered in either Address 2 or Address 3. Address 3 is preferred
placement for the city and state because a suite or apartment number will usually be
entered in Address 2.
AR Accounting Mark: Customer’s export status on the in-store charge account.
Aux 1-12 Auxiliary Fields: Twelve additional text fields in which you can enter supplementary
customer information from a predefined list. The fields are given names and predefined
entries in system preferences.
SYSTEM PREFERENCES h CUSTOMERS h AUX FIELDS h Field Names: Enter identifying field
names for each of the 12 user-defined auxiliary customer fields. Also, predefine your
list of text field entries for each of the 12 auxiliary customer fields.
Checks Check box indicates if personal checks can be accepted from this customer:
5 = Checks OK;
= do not accept checks. The check option on the receipt tender
screen is only available if this field is selected. Note: if the logged-on user is given the
"check override" security right, then the check tender type will be available and a check
can still be accepted.
Chrg Bal Charge Balance: Customer's current balance on the in-store charge account. Not
updated when a receipt is updated. Amount is input manually or via Accounting Link.
Chrg Limit Charge Limit: Maximum charge balance allowed for this customer for the in-store
charge account. User can check the limit versus the charge balance to prevent tenders
that take the balance over the limit. Amount is input manually or via Accounting Link.
Company* Name of the customer’s company. Index field.
Field Usage
Cust ID* Customer ID: System-suggested number composed of a special three-digit
store/station identifier and a six-digit sequential number. Leading zeros in the identifier
are not displayed. Index field.
The store/station identifier encodes the four-character store/station designation in three
digits. At the Main, this identifier is 000, but the zeros are not displayed.
If you use the system-suggested Customer IDs, you are assured of unique Customer
IDs for up to 999,999 customers per station. In preferences, however, you can choose
to allow the editing of Customer IDs as well as allow duplicate IDs. Duplicate Customer
IDs do not prohibit being able to locate a customer. Enter an ID and the system will
take you to the customer file, where you can select the correct customer.
system preferences h point of sale h customers h options: 5 SELECT TO ALLOW EDITING
OF CUST ID FIELD AND/OR TO ALLOW DUPLICATE CUSTOMER IDS (BOTH OPTIONS MUST BE
SELECTED TO USE DUPLICATE CUSTOMER IDS). NOTE: ALLOWING DUPLICATE CUSTOMER IDS
MAY CAUSE A PROBLEM WITH YOUR ACCOUNTS RECEIVABLE BECAUSE A CUSTOMER ID MAY END
UP LINKED TO TWO ACCOUNT NUMBERS AND RETAIL PRO WILL ONLY UPDATE THE FIRST MATCH IT
FINDS.
SYSTEM PREFERENCES h GENERAL DOCUMENTS h SEQUENCES h DATA & DOCUMENT
NUMBERING: Specify the number to be assigned as the next Customer ID—leading
zeros are not necessary (numbering thereafter is sequential).
Cust.Notes Optional notes, capable of holding up to 372 characters.
Customer Disc % The percent discount automatically applied to items listed on a document when the
customer is written to the document. Editable, depending on security settings.
[Customer SID*] System Identifier: As customer records are added, a unique, alphanumeric System
IDentifier (SID) is assigned to each. The Customer SID is a 16-character code and is
only displayed if it is included in the design of the customer Form or List View. (Refer to
Appendix A. Interface Design.) Index field.
The Customer SID remains constant even if customer information is changed (such as
the name or telephone number). When a customer record is deleted, the related
Customer SID is retired.
When a customer is entered on a receipt, the Customer SID is also recorded. When
customer history is built, the Customer SID is used to link the appropriate customer to
each sale.
SYSTEM PREFERENCES h POINT OF SALE h CUSTOMERS h Customer fields used in quick
lookup at POS: Specify SID as a lookup field so you can write customers on
documents by entering their SIDs.
[Customer The date the customer was created. Not editable.
System Date]
E-mail The customer’s e-mail address. E-mail fields can be printed on documents and lists.
Export 5 Select when the customer is an export customer—that is, a customer who is not
required to pay tax, or who can have a certain portion of tax they paid on merchandise
in a country rebated to them. Export customers must have tax areas assigned to them.
Available only when VAT mode is active. (Refer to Technical Supplement E2. for more
information.)
First Customer's first name.
Full Name Combined Title, First Name, and Last Name field.
SYSTEM PREFERENCES h POS h CUSTOMERS h OPTIONS h Order to display Full Name
field: Specify the order in which to display the components of the Full Name.
Image This field can be used to display an image of the customer. (Refer to Appendix A.
Interface Design for more information on how to use the image field.) (Form View only.)
Field Usage
[Inactive] Status of customer record. When a customer has been deactivated, this field will
display a check-marked box. If you try to enter an inactive customer on a receipt or
SO, an Inactive customer selected error window will be displayed. However, you can
choose to use the customer anyway.
[Info*] Index/sort field comprised of the entries in the Info 1 and Info 2 fields. The contents of
Info 1 and Info 2 will not appear in the Info field unless you are sorting by this field.
Then, if both Info 1 and Info 2 fields are filled, the customer record will be listed twice—
once with Info 1 contents and once with Info 2 contents in the Info field. Both instances
of the customer record will not necessarily be together, however. If a customer is only
listed once after sorting by the Info field, either Info 1 or Info 2 is blank.
When the Info field is included in Quick Lookup at point of sale in preferences, you can
look up a customer at POS by entering either Info 1 or Info 2 contents into the Cust ID #
field, since Info includes both Info 1 and Info 2.
Info 1 & 2 Additional customer information to be displayed on the screen at POS. Customer
reports can be filtered by each of these fields. (Also see Info field above.
Note to Accounting Link Users: The last two digits of the Info 2 field is used to show
account aging information from accounting. If you use Accounting Link, these two
character spaces should not be used for other information.
Last* Customer's last name. Index field.
Last Sale The date of the customer's last purchase. Automatically updated but also editable.
[Mark*] Index/sort field comprised of the entries in the Mark 1 and Mark 2 fields. The contents
of Mark 1 and Mark 2 will not appear in the Mark field unless you are sorting by this
field. Then, if both Mark 1 and Mark 2 fields are filled, the customer record will be listed
twice—once with Mark 1 contents and once with Mark 2 contents in the Mark field.
Both instances of the customer record will not necessarily be together, however. If a
customer is only listed once after sorting by the Mark field, either Mark 1 or Mark 2 is
blank.
When the Mark field is included in Quick Lookup at point of sale in preferences, you can
look up a customer at POS by entering either Mark 1 or Mark 2 contents into the Cust
ID # field, since Mark includes both Mark 1 and Mark 2.
Mark 1 & 2 When using the Flag Customers function in DVS, you can mark customers that have
certain characteristics, such as spending $1000 in the past month. The marks are then
written to the customer file, in either the Mark 1 or the Mark 2 field. Customer reports
can be filtered by each of these fields. Editable. (Also see Mark field above.)
Marked for If you use polling and delete a customer record with a Share status of Main Only or All
Deletion Stations, then the MARKED FOR DELETION flag is automatically selected. This flag tells
Retail Pro to delete the customer record at applicable stations the next time polling is
conducted.
[Phone*] Index/sort field comprised of the entries in the Phone 1 and Phone 2 fields. The
contents of Phone 1 and Phone 2 will not appear in the Phone field unless you are
sorting by this field. Then, if both Phone 1 and Phone 2 fields are filled, the customer
record will be listed twice—once with Phone 1 contents and once with Phone 2 contents
in the Phone field. Both instances of the customer record will not necessarily be
together, however. If a customer is only listed once after sorting by the Phone field,
either Phone 1 or Phone 2 is blank.
When the Phone field is included in Quick Lookup at point of sale in preferences, you
can look up a customer at POS by entering either Phone 1 or Phone 2 contents into the
Cust ID # field, since Phone includes both Phone 1 and Phone 2.
Field Usage
Phone 1 & 2 Two phone numbers, each up to 15 characters, allowing entry of an area code and a
notation such as H or WK. (Also see Phone field above.)
Note: For easy lookup by phone number, use a consistent format when entering the
numbers as you are defining customers. We suggest typing in the area code last so
you can quickly find a customer by his or her basic seven-digit number. You can use or
omit the hyphen, but you must be consistent in order to be able to look numbers up by
phone number. Example: 854-4207 (818) H.
Prc Lvl Price Level: When using customer pricing, the price level to be suggested on receipts
and SOs billed to this customer.
[Rec #] Record Number: The sequential number of a line item listed in the document item list.
Share If polling customers, specify whether this customer record should be polled only to the
Main (Main Only), polled to the Main and all other participating stations (All Stations), or
be omitted when polling (Not Shared). Records flagged as Main Only will also be sent
to info stations.
Note: The sharing status of customers with a non-zero store credit balance will be set
to All Stations during the next polling so their store credit can be available at all
stations. Likewise, customers flagged as AR and that were originally set to Not Shared
will be set to Main Only during the next polling so that they can be exported to
accounting from the Main.
SYSTEM PREFERENCES h POINT OF SALE h CUSTOMERS h OPTIONS h Customer Polling:
Specify the default sharing status to be suggested for all new customers.
Store Credit The amount of store credit on account for the customer, automatically updated each
time the customer makes a return or purchase tendered by store credit.
[Str/Sta] Store/Station: Originating store/station where the customer record was added to the
customer file. The store/station suggested by default at each workstation can be
defined in workstation preferences. This field can be manually edited on the customer
record at the Main station only. Customer reports can be filtered by this field.
WORKSTATION PREFERENCES h DOCUMENTS h OPTIONS h STORE DEFAULTS h Allow this
workstation to define its own default stores: Customers. (Main and backroom stations
only) Specify the default store to be suggested as the originating store/station for all
new customers created at this workstation. (Refer to Appendix B. Preferences for more
information.)
Pro Tip: To filter for customers added at the Main, enter Store 000, Station 0.
Tax Area When using customer tax areas, the tax area to be suggested on receipts and SOs
billed to this customer.
Title Accompanies the customer's name when the full name is used. Examples: Dr., Mrs.
SYSTEM PREFERENCES h POINT OF SALE h CUSTOMERS h Customer & Vendor Title Field
Names: Specify standard entries to be available for selection in this field.
User-Defined Two date fields and six text fields in which you can record any additional information
Fields* and by which you can search for customers. Index fields. Customer reports can be
filtered by these fields.
SYSTEM PREFERENCES h POINT OF SALE h CUSTOMERS h USER-DEFINED h Date & Text Field
Names: Assign names to all eight fields and predefine a list of standard entries for the
text fields. Free-form entries will still be allowed in these fields.
ZIP ZIP code or other postal code, up to 10 characters (e.g., 12345-6789).
SYSTEM PREFERENCES h POINT OF SALE h CUSTOMERS h ZIP/POSTAL CODE h Use ZIP/Postal
Code to lookup city/state: 5 Select to write the corresponding city, state, and/or
country data to the specified address field(s).
SYSTEM PREFERENCES h INTERNATIONAL h ZIP/Postal Code position: Specify whether ZIP
codes will be printed before Address 2 or after Address 3.
Click to display a dialog where you can enter the customer’s credit card
number and expiration date.
Click to display a dialog where you can scan the customer’s driver’s license.
Display the Filtered View dialog, where you can define criteria for filtering
records.
Display the Filtered View dialog, where you can define criteria for filtering
records.
Click to show the customer’s entire card number. Note: You must belong to
an employee group that is assigned the appropriate security permission.
Display a menu where you can Zoom In or Zoom Out on the current view.
Adding a Customer
To add a new customer:
1. Select POS from the top menu, and then select Customers from the side menu.
Result: Customers are displayed in List View.
7. Click the New button.
Result: A new customer form is displayed, ready for editing.
8. Enter information in the available customer fields. (Refer to the Customer Fields section of
this chapter.)
9. Click Save (<Alt+S>).
11. Select PASTE (<Alt+A>) to copy all fields to a new customer record. Here you can
change the contents of the fields that are different from the previous record.
12. Select SAVE (<Alt+S>).
Customer Pricing
Some stores use different price levels to record their retail, wholesale, and discount prices. Prices
from one price level might be used for sales to employees, prices from a different level might be
used for wholesale accounts, and so on. Customer pricing specifies the price level to be
automatically suggested on all receipts and SOs billed to that customer. This option is enabled in
preferences.
1. In the appropriate customer record, click the Edit button.
2. Select the desired price level from the drop-down list in the Prc Lvl field.
3. Click the Save button.
Customer Discounts
Customer discounts are automatically applied to all items listed on a document billed to that
customer. These discounts are defined in Customers.
To define a customer discount:
1. In the appropriate customer record, click the Edit button, and then
enter a number (without %) in the Customer Disc % field. This
number will be the percentage that is automatically discounted
from the current price of all items when the customer is added to a receipt or an SO.
To delete a customer record if polling and the Share flag is set to MAIN ONLY or ALL STATIONS:
1. Highlight or display the customer record and select DELETE (<Alt+D>) from the top menu.
Select OK in the confirmation dialog displayed.
In this case, the customer record is not actually deleted until polling is conducted. Instead,
the MARKED FOR DELETION flag is automatically selected for the record. The next time polling
occurs, the record will be deleted at all applicable stations. Until then, the record is visible
and fully editable.
Chrg Limit: The maximum charge balance allowed for the customer, manually updated or imported
from the accounting package. See preference below regarding allowing charges
against a zero charge limit.
Chrg Bal: The customer’s current balance, manually updated or imported from the accounting
package. It is not updated by the system when updating a receipt.
For more information on Retail Pro accounting link applications, contact your Retail Pro dealer.
On an SO, if using the customer file to write a customer on the document, the Bill To customer
information will automatically be copied to the Ship To customer fields, but can be changed. A
Ship To customer can also be recorded on a receipt, assuming the Ship To Cust # field is
included in the receipt layout. If it is not, it can always be added via Page Designer. Other Ship
To fields can optionally be added to the receipt as well, if needed.
Dedicated SO Customers
You can enter a customer on an SO without involving the customer file at all. This type of
customer is called a dedicated SO customer. (Refer to Chapter 12. Sales Orders for more
information.)
1. Bypass the Bill To Cust # or Ship To Cust # field and type the customer information
manually.
The Bill To customer information will not be copied automatically to the Ship To customer
fields when entering the name of a dedicated SO customer. The Ship To information must
also be entered manually.
Customer History
In addition to being able to track the purchases made by any customer using a variety of sales
reports in Reports (if you record customer names on receipts), you are able to instantly access a
customer’s sales history and SO history, as well as search the customer’s history for a particular
entry. You can also reverse or copy a former receipt from the customer’s history record, as long
as the receipt was made within the time period set in preferences.
To access customer history:
1. Select a customer whose history you would like to view.
2. Select HISTORY from the side menu.
3. Select either SALES HISTORY or SO HISTORY from the side menu.
Sales History
Sales History displays the former receipts of the selected customer in the designated history
period. The display is separated into three panes.
Receipt Totals: The Receipt Totals pane, always displayed in Form View, summarizes
information from all included sales and return receipts. The fields shown on the next page are all
available in the Receipt Totals pane. (Refer to Appendix A. Interface Design for information on
designing this pane.)
Field Usage
Receipt List: The Receipt List pane displays all included receipts made for the customer, sorted
in reverse chronological order. All the fields available in this pane are the same that are available
for receipts in Receipts. (Refer to Chapter 10. Recording Sales & Returns, the Receipts fields
section, and Appendix A. Interface Design for more information on these fields and how to design
this pane.)
Receipt Item List: The Receipt Item List pane displays, in List View, a breakdown of the
individual items listed on the receipt that is selected in the Receipt List pane. All the fields
available in this pane are the same that are available in the receipt document item list in Receipts.
To copy a receipt:
The receipts listed in the Receipts List pane can be copied into a new receipt. You may choose to
use this feature, for example, if a customer wants to return some of the items on a receipt or to
create a corrected receipt after reversing a former receipt.
1. Select the receipt that recorded the sale of the items the customer is returning.
2. Select COPY from the top menu. A new receipt, with full editing capability, is created
identical to the original, but with a new receipt number.
3. Change the Receipt Type field to RETURN.
4. Delete or change the quantity of any items that are not being returned on this receipt.
5. Tender and update the receipt, as usual.
(Refer to Chapter 10. Recording Sales & Returns for more information on receipts.)
To reverse a receipt:
The receipts listed in the Receipt List pane can be reversed.
1. Select the receipt you would like to reverse.
2. Select REVERSE from the top menu.
3. Select the appropriate associate and enter any needed comments in the Reversing Document
dialog that is displayed. Select OK.
A new receipt is created that reverses the effects of the original receipt. The original receipt’s
status becomes “Reversed.” (For more information about reversing receipts, refer to Chapter 10.
Recording Sales & Returns.)
SO History
SO History displays the active sales orders (those that have not been deleted and archived) of the
selected customer for the designated history period. This display is also separated into three
panes.
SO Totals: The SO Totals pane, always displayed in Form View, summarizes information from
all included SOs. The fields shown below are all available in the SO Totals pane. (Refer to
Appendix A. Interface Design for more information on designing this pane.)
Field Usage
SO List: The SO List pane displays, in List View, all included SOs made for the customer,
sorted in reverse chronological order. All the fields available in this pane are the same that are
available for SOs in Sales Orders. (Refer to Chapter 12. Sales Orders, the Sales Orders fields
section, and Appendix A. Interface Design for more information on these fields and how to design
this pane.)
SO Item List: The SO Item List pane displays, in List View, a breakdown of the individual
items listed on the SO that is selected in the SO List pane. All the fields available in this pane are
the same that are available in the sales order document item list in Sales Orders. (Refer to
Chapter 12. Sales Orders and Appendix A. Interface Design for more information on these fields
and how to design this pane.)
To search SO History:
Follow the instructions for searching customer history in the Sales History section.
Area: Retail Pro > Retail Pro v8 > POS > EFT – See Card Number
Receipt Security
Security settings and preferences control the availability of many of the procedures in Receipts.
If a feature is not available to you, check the security settings outlined in this section and the
preference settings covered in Appendix B. Where appropriate, settings specific to a particular
feature are discussed in the section pertaining to that feature.
Permission Description
POS
Access Allows group members to access the POS functions of Retail Pro.
Change day of date on Allows group members to change the date on receipts and sales orders.
documents
Check in/out Allows group members to access the Check In/Check Out area.
View check in/out status Allows group members to view and change the logged in status of users.
– Change logged in
status
Check override Allows group members to perform an override on check transactions.
See cost fields Allows group members to see cost-related fields.
Break kit Allows group members to break kits.
Customer – Add Allows group members to add new customers.
Customer - Edit Allows group members to edit customer records
Customer – Access Allows group members to use continuous edit mode on customer records.
Continuous Edit Mode
Customer - Delete Allows group members to delete customer records.
Customer – Change Allows group members to change the customer ID on customer records.
customer ID
Customer – modify store Allows group members to modify a customers Store Credit, Credit Limit, and/or
credit /credit limit/credit Credit Used fields.
used
Customer – change tax Allows group members to change a customer’s tax area.
info
Customer – change Allows group members to change a customer’s price level.
price level
Allow inactive customer Allows group members to list inactive customers on receipts and sales orders.
on documents
Customer – Edit Allows group members to edit the Discount % for customers.
Customer Disc%
Access Cash Drop Allows group members to access the Cash Drop feature.
Items – Allow None as Allows group members to select “None” as a discount type when applying a
discount type discount to items.
Customer – Edit Allows group members to edit a customer’s Store/Station information.
store/station
Customer – edit last sale Allows group members to edit the Last Sale Date field on customer records.
date
Permission Description
Customer – Allow export Allows group members to export the customer list to Excel, PDF, etc.
of List View
Customer – Add/modify Allows group members to add/modify credit cards for customers.
credit card
EFT – Activate Gift Card Allows group members to activate gift cards.
EFT – Deactivate Gift Allows group members to deactivate gift cards.
Card
EFT – Increase Gift Card Allows group members to increase the amount of funds available on gift cards.
Funds
EFT – Force Allows group members to force authorization for EFT transactions.
Authorization
EFT – See Card Number Allows group members to click the Show Card Number button to view the full
credit card number.
Note: This security permission must be tightly controlled for compliance with
Payment Card Industry Data Security Standards.
Retail Pro logs all instances when a user views a full credit card number.
Reference: See Retail Pro 2009 PABP Best Practices Guide
Receipts
Hold/unhold Allows group members to hold/unhold receipts.
Make a receipt Allows group members to create new receipts by clicking the New or Copy
buttons.
Make a return receipt Allows group members to create new return receipts.
Access choose items Allows group members to access the “Choose Items” button for selecting items
from inventory.
Open cash drawer (no Allows group members to open the cash drawer without performing a sale.
sale)
Edit/Add items Allows group members to edit or add items to inventory while making receipts.
Items – Allow negative Allows group members to list items with a negative quantity on receipts.
quantity
Items – change price Allows group members to change item prices on receipts.
Items – edit extended Allows group members to edit item extended fields (UDF, Aux, etc.).
information
Items – edit descriptive Allows group members to edit item descriptions (Desc 1-Desc 4).
information
Items – delete line item Allows group members to delete items from receipts.
Items – change tax code Allows group members to change the tax code of items on receipts.
Items – change price Allows group members to change the price level of items on receipts.
level
Change receipt price Allows group members to change the Price Level field on receipts.
level
Change receipt tax area Allows group members to change the Tax Area field on receipts.
Change receipt tax Allows group members to change the Tax % on receipts.
percentage
Permission Description
Global discount Allows group members to enter global discounts on receipts. Global discounts
are applied to the entire receipt and can optionally be spread proportionally
among items.
Credit limit override Allows group members to perform an override of a customer’s credit limit.
Update only Allows group members to use the Update Only button to update a receipt
without printing it.
Direct editing total Allows group members to edit the Total field on receipts.
Change associate Allows group members to change the Associate on receipts.
Change cashier Allows group members to change the Cashier on receipts.
Change store number Allows group members to change the Store on receipts.
Change Station ID Allows group members to change the Station on receipts.
Allow discard Allows group members to discard a receipt when cancelling.
Override return receipt Allows group members to override the tender on a return receipt. That is, use a
tender different tender for the return than was used for the original purchase.
Make a lost sale receipt Allows group members to create a lost sale receipt when cancelling a sale.
Items – allow override of Allows group members to enter a Discount % for items that exceeds the
item-based Maximum Maximum Discount % defined in the item’s inventory record.
Discount %
Print a Held Receipt Allows group members to print held receipts.
Restrict Doc Qty to If selected, group members cannot list a Doc Qty that exceeds the item’s current
current Qty OH On Hand quantity.
Restrict Doc Qty to If selected, group members cannot list a Doc Qty that exceeds the item’s current
current Avail OH Available quantity.
Former Receipts
Access Allows group members to access the Former Receipts area.
Change Month Allows group members to select the Month button to select a different month’s
file.
Edit Allows group members to edit former receipts.
Edit items Allows group members to edit items on former receipts.
Edit accounting marks Allows group members to edit accounting marks on former receipts.
Copy Allows group members to copy former receipts.
Cancel/Uncancel Allows group members to cancel/uncancel former receipts.
Reverse Allows group members to reverse former receipts.
Change Store Number Allows group members to change the store number on former receipts.
Change Station ID Allows group members to change the station on former receipts.
Accessing Receipts
1. Select POS from the top menu.
2. Select RECEIPTS from the side menu.
Depending on your security settings, you may see the sales history list for the current month
or the receipt form design ready for starting a new receipt. If you start in the sales history list,
select NEW from the top menu. Your view will switch to a blank receipt in Form View.
To toggle between the two views, select either FORM or LIST (<F8>) from the top menu.
Sample List View:
Holding Receipts
To hold a receipt, click the Hold button before updating the receipt.
Receipt Fields
The fields that appear on your receipt form are defined by the layout used. This section explains
the most frequently used receipt fields and is followed by a listing of other available fields. Your
fields and field labels may have been customized to be different from those shown in this section.
Fields shown in brackets [ ] are populated by the system. Fields shown with an asterisk * are
sortable fields.
Bill To Cust #/Ship To Cust #, [all other customer fields]
Any customer on file can be listed as the Bill To or Ship To customer. New customers can be
added to the customer file while completing a receipt. If customer information is not tracked,
receipts can be completed without entering customer information, if preferred, as long as
preferences requiring customers have not been enabled.
Quick Lookup of Customers at POS
In the Bill To Cust # or the Ship To Cust # field, enter customer information for any of your
defined customer Quick Lookup fields. Quick Lookup fields commonly used include last name,
phone number, customer ID or company name. Many other fields can be used for lookup as well.
The Quick Lookup fields and their priority are defined in system preferences. Entering the
customer information searches the indexes in turn until a match is found:
One Match: if one unique match is found, the information for that customer will be instantly
transferred to the receipt.
Multiple Matches: if multiple matches are found, you will be taken to the customer file where the
matching entries will be grouped.
No Match: if no match is found, you are taken to the customer file with the closest match
highlighted. You can search the customer list with additional information to find the correct
customer record. All normal editing options are available while in the customer file. You can
add a new customer or edit information for an existing customer, as necessary.
Quick Lookup of customers is most effective when the field entries are relatively short and
unique. Customer IDs are particularly useful, because they can be printed in barcode on customer
identification cards for quick and accurate scanned lookup.
To look up a customer at POS:
1. In the Bill To or Ship To Cust # field, use one of these three methods:
Method 1: Begin typing customer information that is found in your customer Quick Lookup
indexes, as described above. Press <Enter> to instantly add the unique matching customer’s
information to the receipt.
Method 2: Press <F4> to access the customer file. In the customer file, use standard
sort/lookup procedures to locate an existing customer, or add a new customer, then select OK
to bring that customer to the receipt.
Method 3: Press <F3> to go to the customer file and simultaneously access the customer Sort
By dialog. Choose one of the listed customer indexes, then select OK. Entering the first few
numbers/letters of the chosen index field information will take you to matching entries in the
file, where you can select the correct customer. Select OK to bring the selected customer
information back to the receipt.
Adding a customer to the receipt by any of these methods automatically brings all of the customer
information from the customer file to the corresponding fields on the receipt, including complete
name, address, and applicable store credit balance.
Result: The SO Type field is automatically populated along with the other SO information.
[Receipt #*]
Sequential number assigned by the program. The receipt number cannot be edited although the
starting number in a sequence can be specified in preferences. The number sequence can
optionally be separate on sales and return receipts. The numbers specified apply to this
workstation only; therefore each workstation can have its own unique sequencing.
Date
The current Retail Pro date is suggested as the receipt date. When the receipt is updated, the date
entered in the Date field is recorded as the LAST SOLD date in inventory for the items being sold
and as the LAST SALE date for the billing customer.
Depending on security settings you may be able to change the date, but only the day of the month
is ever editable from the receipt form.
To change the receipt date:
1. In the Date field, press <F4> to access the pop-up calendar.
2. Highlight a new day within the same month on the calendar.
3. Press <Enter> to bring that date to the receipt.
[Receipt Type]
By default, the receipt type is suggested as a sale. Depending on security settings, and how you
have chosen to track sales, you may need to change the receipt type for various transactions.
Other possible types include return receipts and lost sale receipts. You cannot change the receipt
type after you have entered tender types for the transaction (to change the receipt type after
tendering but before updating, you must first remove or void the tender types).
Notes
This is an optional field to record miscellaneous notes on receipts. An entry in the Notes field
can be required via preferences.
Cashier
Normally (when security is being used), the logged-in user is automatically suggested in this
field. Otherwise, a blank field allowing manual entry of a cashier is displayed. Depending on
how your security is set up, you may be able to change the suggested cashier.
Associate
Some stores want to track sales by associate for performance or commission purposes. The
cashier will, by default, be suggested as the Associate as well. The associate entered in this field
is referred to as the receipt associate. The receipt associate will be automatically assigned to all
items subsequently listed on the receipt. If security settings allow, the Associate can be changed.
To change the receipt associate follow the same procedure listed above for cashier. If you change
the receipt associate after items have been listed on the receipt, you will be prompted to select
whether the associate should be changed on all listed items as well.
You can also change the associate for individual items on the receipt.
Items
The Items field, though added to the receipt form as a single field, is actually a pre-designed
document item list containing many item fields from inventory, as well as document fields, such
as document quantity, document price, item discount, etc. The fields included in the document
item list can be customized for your specific needs. (Refer to Appendix A. Interface Design for
more information on customizing layouts.)
Global discounts can be given on a receipt by entering either a discount percentage or a discount
amount. If you allow spreading of global discounts, the discounted amount can be distributed
among all of the items listed on the receipt. The maximum discount that can be given by an
individual cashier can be specified in preferences.
(Refer to the Sales Tax section in Chapter 2. Retail Pro Basics for detailed information on
defining tax preferences and using alternative taxing methods.)
The amount of tax charged for any item is determined by two factors, the item's tax code and the
tax area designated for the sale. A tax code is assigned to every item in inventory. The code
defines categories of merchandise, such as clothing, food, and jewelry, which may be taxed
differently within any given tax jurisdiction. Tax areas define the specific taxing instructions to
be applied to items with each tax code. The tax code might designate an item as clothing, but the
actual tax rate applied to clothing sold would be specified by each tax area. Typically, you will
need a tax area for each tax jurisdiction in which you make sales. Stores in different jurisdictions
would use different tax areas.
Your tax method (Sales Tax, VAT, etc), tax areas, tax codes, and tax rates are all defined in
system preferences. Taxes for each of your items can be defined in your inventory records.
Using these tax definitions, the program automatically calculates and suggests the correct amount
of tax on receipts. If tax areas have been assigned to customers, then the computed tax amount
for the correct area will automatically be suggested when a Bill To customer is added to a receipt.
The suggested tax can be overridden for special situations.
Define a tax area for each tax in SYSTEM PREFERENCES h TAXES h TAX AREAS. For
example, you might create a tax area called federal and one called state.
Assign the two tax areas to your stores in SYSTEM PREFERENCES h STORES h STORE
ASSIGNMENTS. Both taxes will be applied by default to all purchases. If necessary, and if
line item editing is allowed at point of sale, you can change either tax area.
Add the necessary tax fields to your receipt design.
Information for the second sales tax is stored in the Tax Area 2, Tax % 2 and Tax $ 2 fields.
Each item’s total tax (Tax $ + Tax $ 2) is stored in the Total Tax $ field.
Field Usage
AR, GL, PR Accounting marks provided for use with Retail Pro Accounting Link. (Refer to
the Accounting Link documentation for further information.)
[Audited] Audit Flag. A 5 indicates that the document has been audited. Once a
document has been audited, it can no longer be reversed or edited in any way
unless the period is reopened by the Stock Audit tool. (Refer to TS26. Stock
Audit tool for more information.)
[Bill To (Ship To)]
[Full Name] Customer full name, including specified combination and order of first and last
names, and title.
SYSTEM PREFERENCES h POINT OF SALE h CUSTOMERS h OPTIONS: specify order to
display full name.
[F. Name]
Customer first name.
[L. Name]
Customer last name.
[Company]
Customer company name.
[Cust SID]
Customer system identifier (SID).
[Bill To (Ship To) Image] (Form View only) Displays an image of the customer (from the customer file).
(For more information on working with images, refer to Chapter 2. Retail Pro
Basics and Appendix A. Interface Design.)
[Bill To (Ship To) Info1 & 2] Additional customer information fields that can be displayed at POS (from the
customer file). Index fields.
[Business/Consumer] Indicates type of receipt, business or consumer (from the customer file).
Checks Check box indicates if personal checks can be accepted from this customer
(from customer file): 5 = Checks OK;
= do not accept checks. The check
option on the tender screen is only available if this field is selected. Note: if the
logged-on user is given the "check override" security right, then the check
tender type is available and a check can still be accepted.
[Component*] When an item is a kit or package item or a component item of a kit or package,
this field will display the component name. If the item is not part of a kit or
package, this field will be blank (default).
[Cust PO #] When referencing an SO with a customer PO #, this field contains that PO #.
Field Usage
Default Sub-Location (Movement Control System) The sub-location assigned to the receipt and the
items on it. When the receipt is updated, the system generates a Movement
Note to update the sub-location inventory in MCS.
After a receipt has been updated, you cannot edit the Default Sub-Location. If
you change the document Default Sub-Location before updating, you are
prompted to change the sub-location for all items on the document. (Refer to
MCS documentation for more information.)
[Ext P$*] The extended price (Rcpt P$ X Qty).
[Ext P$T$*] The extended price plus tax (Rcpt P$T$ X Qty).
[FC1 P$] The price at which the item is being sold on a receipt in the foreign currency
specified by the number (the currency listed as foreign currency 1, in this case).
[FC1 P$T$] The foreign currency price plus tax.
[Receipt Status] Indicates status of receipt as: Regular, Cancelled, or Reversed, or Reversing.
Reverse Shows that the receipt was created to reverse the another receipt.
Shows that the receipt was reversed.
Reversed
[Round $] Amount a cash tender will be rounded, if rounding has been activated.
Shipping % Use this field to apply a shipping charge as a percentage of the receipt subtotal
or subtotal with tax. To automatically apply a shipping charge, define the
percentage in preferences. Alternatively, use this feature to levy a surtax.
SYSTEM PREFERENCES h POINT OF SALE h FEES/SHIPMENT h SHIPPING: Define a
default percentage to apply to all receipts.
Field Usage
[Store Heading 1, 2, & 3] Displays the user-defined store heading information, such as name, address,
phone, Web site, etc.
SYSTEM PREFERENCES h STORES h STORE HEADINGS: define headings.
[Subtotal] The sum of the Ext P$ for all items listed (of Ext P$T$ in VAT mode).
Tax 2 $ (If using Sales Tax-Multi as tax method)
Tax 2 % Tax 2 $ = The amount of an alternative or second sales tax that will be applied
Tax Code 2 to the item.
Tax 2 % = The percentage of an alternative or second sales tax that is applied
to the item.
Tax Code 2 = The tax code assigned to this item for an alternative or second
tax area.
[Tax on Fee/Ship] Amount of tax levied on fees/shipping costs, if any. See Fee Tax % above for
how to enable taxes on fees/shipping costs.
[Tax Rebate, Tax Rebate %] Amount of tax rebate and tax rebate percentage. This feature must be
activated in preferences.
SYSTEM PREFERENCESh TAXES h TAX AREAS: 5 Tax Rebate; select to activate
tax rebates for each tax area you want to enable the use of rebates.
SYSTEM PREFERENCESh INTERNATIONAL h TAX REBATE: 5 Allow Tax Rebate;
select to activate this feature; specify a default rebate percentage and a
Rebate Threshold Amount.
[Tender] How the sale/return is being tendered.
Total The receipt total (i.e., the subtotal less discounts, plus taxes, shipping, and
fees).
[Total of Line Disc] Sum of individual item discounts given on the receipt.
Total Tax $ (If using Sales Tax-Multi as tax method) The total tax amount of tax (Tax $ +
Tax $ 2) applied to an item in the receipt item list.
[Style Image] (Form View only). Displays an image for the style the currently selected item is
a member of. If no item is selected, the style image of the last item viewed is
displayed (from inventory records). (For more information on working with
images, refer to Chapter 2. Retail Pro Basics and Appendix A. Interface
Design.)
[Total + Round $] If rounding is active, this sum is the amount that will be taken in if the tender is
cash.
Wks Workstation number.
WS Seq # Workstation Sequence Number. Sequential number for receipts made at a
workstation. Used to aid in Sequence Checks made by DVS and other tools.
Not user-editable.
18. If component substitutions are allowed, (indicated by *** in the Item # field), move the
cursor to the Item # field of the item and enter a new item using any of the normal item
listing procedures. Using CHOOSE ITEMS or CHOOSE/EDIT ITEMS to locate a substitution item in
inventory, in this case, will cause a selected item to replace the original item as opposed to
the normal function of adding it as an additional item. Because of possible price differences
with a substituted item, the Substitute Item Price Difference dialog is displayed. Select one
of the three possible methods of handling the price difference (refer to Chapter 4. Inventory
for more information on how package prices are calculated):
Use Old Price: The Rcpt P$ of the new item is the same as the original item’s Rcpt P$
(already discounted).
Use Inventory Price: The Rcpt P$ of the new item is taken from inventory and is not
discounted.
Recalculate: The Rcpt P$ of all component items is recalculated and discounted based on
their individual weighted inventory prices so that the total remains at the package price.
Because a package item is not a true inventory item, its displayed quantity and price is not carried
to the totals section of the receipt. The totals are calculated from the quantities and discounted
prices of the component items. How the package and component items, and prices, are printed on
the customer's receipt can be customized
5. The component items that comprise the kit will be listed on the receipt individually at their
regular inventory prices and in a quantity equal to their quantity in the kit. The kit item
remains listed on the receipt as well, but its Kit item type flag is set to 2 (broken) and it is
ignored for receipt calculations. The kit item is no longer editable on the receipt.
6. Edit the quantity, price, etc. of the component items that are being sold as necessary. Delete
or zero out component items that are not being sold.
7. Tender the receipt in the normal fashion (see Tender procedures later in this chapter). When
the receipt is updated, two special kit functions occur:
The Breaking Kit Info dialog is displayed to record adjustment memo comments. The
Comment 1 field is automatically populated with "Kit broken at POS." You can enter
appropriate additional information in the Comment 2 field. If updating at the Main,
adjustment memos are immediately created to deduct the kit item from inventory, add
back the component items to inventory, and make cost adjustments. If updating at a
remote, the memos are not created until the receipt is polled and updated at the Main.
Optionally, you can print tags for the unsold kit component items. This option is enabled
in workstation preferences (see below). If enabled, normal printing preferences control
options regarding the design file used, previewing, printer selection, etc. The correct
number of tags will print based on the kit quantity of each component item.
Whenever an item discount is entered using one of the discount fields the system calculates the
other discount fields automatically. For example, if you discount by a percentage (Disc %),
Retail Pro will recalculate and populate the new Disc $ and Rcpt P$ fields for you. Item
discounts can be given either in the Edit Item dialog or the document item list (see procedures
earlier in this chapter).
To discount an item to a certain amount:
1. Navigate to the Rcpt P$ field and enter a new price.
13. Navigate out of the field. Select a discount type from the list displayed.
Promotional Pricing: If instead your system is configured to use promotional pricing, you can
optionally apply that pricing. (Refer to Chapter 4. Inventory for more information.)
Method 1:
1. As you are creating a receipt, if any of the items listed are members of a promotion and have
sufficient quantity to have promotional pricing applied to them, the apply promo button on
the side menu will be enabled.
17. Select APPLY PROMO. The tem prices and receipt total change to reflect the promotional
pricing.
To reverse the promotional pricing, select REVERSE PROMO from the side menu.
19. Select TENDER, as usual.
Method 2:
1. After adding all the items to the receipt, select TENDER, as usual.
2. The Promotional Pricing Items
dialog displays if any of the items
listed are members of a promotion
and the quantity qualifies for
promotional pricing.
3. Select APPLY to apply the pricing to
the items on the list and then enter
the Tender screen.
Select CANCEL to exit the dialog and
continue to the Tender screen
without applying the promotion.
To reverse previously applied
promotional pricing, select the BACK
button from the Tender screen side menu and select REVERSE PROMO from the receipt side
menu.
Customer Discounts
A customer discount can be defined for a customer in Customers. (Refer to Chapter 9. Customers
for more information.) Once a Bill To customer has been entered on a receipt, any discount
already set up for the customer is automatically applied to all items listed on the receipt.
Note: Discounts Before Adding Customer
If items are added to a document before a customer is added, and discounts are given to any of the
items listed on the document, subsequently listing a customer with a defined discount will override the
previous item discount with the defined customer discount.
Note: Cashier Changing the Customer Discount
A cashier's ability to edit a customer discount is limited by that cashier's discount maximum as defined in
system preferences. The cashier is only allowed to change the discount to the maximum discount
allowed for the cashier (even if the customer discount is higher than the percentage allowed for the
user).
Note: Predefined Discount Alert
An alert message will be displayed when a customer with a predefined discount or price level is listed on
a Receipt or SO.
Receipt Prices
Price lookup
In Form View of Receipts (or Sales Orders), you can look up the price of an item.
To look up an item's price:
1. Select PRICE LOOKUP from the side menu.
2. Enter or scan the Item#, UPC or ALU for the item you want to look
up and select OK.
20. If more than one item matches, the Select Appropriate Item dialog will display. Choose the
item you want and click SELECT.
21. The Price Level grid will display for that item. Select OK when done.
Price Levels
Up to 240 price levels can be defined in inventory. Each level records a set of prices for the
entire inventory. Some stores use different price levels for retail sales, employee sales, and so on.
Generally, when making a sale, the prices will be taken from the currently active price level
shown in the status line. When making a receipt, you can switch to a different price level for
selected or all items listed. Your system can be set up to return to either the original price level
on the next receipt or to continue to use the new price level on subsequent receipts.
If you use multiple price levels, the suggested selling price of an item can be taken from different
price levels depending on system configuration.
If using… the suggested price for each item listed will be taken from…
default (no special options) the currently active price level in inventory.
price-based stores the price level specified for the selling store. (Refer to Chapter 4.)
customer price levels the price level designated for the billing customer. (Refer to Chapter 9.)
comparison pricing the price level specified for the comparison prices. The actual selling price
will be Rcpt P$ or Rcpt P$T$. (Refer to International Technical
Supplement.)
price level retention between the price level used on previous receipt. (See preference note below.)
receipts
quantity pricing the price level designated for the quantity listed. (Refer to Chapter 4.)
promotional pricing the assigned promotional pricing if listed quantities qualify. (Refer to Chapter
4.)
an SO and listing items from the SO P$ or SO P$T$.
the SO
18. To apply the new price level to any previously listed items, select Apply to All Existing Items
in Document.
If several items have been listed on the receipt and you want to go back and change the price
level on just one, using the Edit Item dialog is the quickest way to do so (see earlier in this
chapter).
Completing a Sale
To access the Tender screen:
1. From anywhere in a receipt (Form View), press <F12> or select TENDER from the side menu.
Available
tender
types. The
types may
vary in your
setup.
Shortcut key.
1. Select a tender type from the side menu by one of these methods:
Press <Enter> to accept the default tender amount and switch the focus to the side menu.
Press < >< > to highlight a tender type, then press <Enter> again to select it.
If shortcut keys are assigned to your tender types, press the key combination
corresponding to the tender type you wish to define. For example, in the example above
the shortcut key assigned to the check tender type is <Shift+F2>.
Simply click or touch a tender type.
2. Enter (or scan) any additional information requested, such as check number or credit card
number, as applicable.
3. If franking is enabled for checks and gift certificates, and you are tendering by one of these
methods, see the Franking section later.
4. The “F11 = Update F12 = Print/Update” message is displayed (see below). This indicates
that the tendered and receipt amounts are in balance and the receipt can be updated and/or
printed.
Giving Change
If the amount tendered exceeds the receipt total, the extra amount is displayed as an Overtendered
amount. Overtendered amounts are returned to the customer as change in one or more tender
types just as undefined amounts were taken from the customer in one or more tender types. If you
select cash as the tender type, then cash will be automatically suggested as the change tender. To
give change in another tender, follow the same procedures to define amounts and tender types for
change as you did for tendering payment, except that manually defined change amounts must be
entered as negative numbers. (E.g., if you want to issue part of the overtendered amount as a gift
certificate, you must enter a negative amount, - 50, for example, and then select the GIFT button.
You can then return the remainder of the change in the usual fashion.)
Once the overtendered amount has been defined, the “F11 = Update F12 = Print/Update”
message is displayed. Optionally, a change window can be displayed when the print/update
option is selected. The change window remains open to remind the cashier of the change
amount(s). When ready, the cashier can close the change window by selecting CLOSE (<F12>).
Change
Window
Franking
Franking is printing validation information (such as customer name, receipt number, phone
number, etc.) on the back of checks or gift certificates. Franking is enabled in workstation
preferences.
To frank a check or gift certificate:
1. Follow tendering instructions through the step of selecting the tender.
2. After selecting check or gift as your tender, input the required check or certificate information
as usual.
3. A Prepare Document dialog displays, telling you to prepare the document for franking.
When you have placed the check or gift certificate in the printer properly, select PRINT to print
the franking information on the back of the check or gift certificate.
If given the option, select the franking print design and then select PRINT again. Alternatively,
select CANCEL to accept the check or gift certificate but cancel franking and return to the
receipt.
4. Update/print the receipt as usual.
Preferences: Activate Franking
W/S PREFERENCES h DOCUMENTS h Document Franking in Receipts and SOs: 5 Select for Checks
and/or Gift Certificates to enable printing validation information on the back of those documents.
Tender Rounding
Retail Pro can optionally round amounts that are tendered by specified tender types.
This feature is particularly useful when tendering by cash. Some base currencies might not have
a denomination for a certain decimal place of a currency’s value (.01, for example). For these
currencies, you would want to round to the lowest-value increment that exists in the currency for
tendering by cash.
For example, if the U.S. currency did not have pennies (.01) or nickels (.05), the lowest-value
increment of a U.S. dollar would be the dime (.10). If this were the case, you would need to set
up Retail Pro to tender by cash only in .10 increments. Other tenders, such as credit card or
check, could still tender in .01 increments because physical cash is not being handled, as it is
when tendering by cash.
Preferences: Rounding Multiples
SYSTEM PREFERENCES h POINT OF SALE h Rounding multiple: <select>. Select the currency increment to
which you want to round transactions. (.01 is the default.)
SYSTEM PREFERENCES h POINT OF SALE h Rounding method: <Normal, Up, Down>. Select Normal to
round to the nearest multiple. Select Up to round up to the next multiple. Select Down to round down to
the previous multiple.
SYSTEM PREFERENCES h POINT OF SALE h Rounding: <select tender types>. Select the tenders that you
want to round.
Note that when the preferences specified above are set to round certain tenders to a specific
increment, the receipt total will not be rounded to that increment—only the amounts tendered by
the specified tenders.
If you have included the Round $ and Total+Round $ fields in your receipt layout, they will tell
you in advance what the rounding amount and receipt total tendered will be. Also, on the Tender
screen, after you tender, the amount shown next to the total amount will show you the amount
that was added or subtracted (negative amount in parentheses) to round.
If you tender by a combination of rounded and unrounded tenders, only the amounts paid by a
rounded tender will be rounded. In this case, Round $ will always be zero, because any round
amount will be paid by unrounded tenders.
After Update Go To
Your system can be configured in preferences to go to the former receipt list, a new receipt form,
or back to the tender screen after updating a receipt.
Printing Receipts
Typically, a receipt is printed when updated and given to the customer for their records. The
layout and information printed, along with other print options, is determined by the design file
and print options selected in workstation preferences. For some transactions, you may wish to
print more than one copy of the receipt or maybe even two different receipt designs for a single
transaction. For example, on credit card transactions you may want to print one item detail
receipt for the customer and a second signature line receipt with just a transaction summary to
keep on file at the store. (Refer to Tool Supplement TS2. Document Designer for more
information on creating custom document designs and printing multiple receipt designs.)
Copies of former receipts can also be printed. The default design files print the word COPY in
the upper left corner of all printed former receipts.
To print a receipt:
1. Tender a new receipt normally, and click the Print/Update button (<F12>).
Or
2. Select a former receipt, and then select print from the top menu.
3. If print option dialogs are displayed, select as appropriate:
The printer you want to use.
The design file to use. When printing multiple receipts with different designs, selecting
the Report Group design file automatically prints all the receipt designs that have been
assigned to that group. (Refer to Tool Supplement TS2. Document Designer for more
information on using Report Groups.)
The number of copies to print. If printing multiple designs in a group, the number of
copies selected applies to all designs that will print.
Whether or not to preview the receipt prior to printing.
22. Select OK to print (or preview, if selected).
(For more information on previewing, refer to Chapter 2 Retail Pro Basics.)
Note: Payment Processing Solutions (PPS) and the Payment Processing Module (PPM)
Retail Pro supports the use of electronic payment processing options including check services and/or
EFT providers. A variety of providers are supported by Retail Pro. The Payment Processing Module
(PPM) provides the interface to use Retail Pro’s preferred check service and payment processing
providers. This documentation assumes you utilize PPM and have established accounts with each
preferred provider. For more information, please refer to the Payment Processing Solutions
documentation.
Note: PPM Licensing
In order to use PPM, a retailer must have a PPM licensing file, ppmlic.dat, configured especially for its
use. The file has an important safety feature: it will only work with the retailer’s assigned User ID,
preventing an unauthorized user from using this file and transferring money to the wrong merchant
account. See your Retail Pro Business Partner for more information about PPM licensing.
Tendering by Check
Whether a check should be accepted from a given customer is specified in Customers. If the
Checks field is selected (5), you can accept checks from that customer. If the check box is
cleared ( ), checks should not be accepted. This field is also available for display on the receipt
form.
When tendering the receipt, if the customer record indicates that checks should not be accepted, a
warning will display. However, the security right Check Override takes precedence over the
customer's check acceptance status, and a cashier or manager with the override right can still
accept a check from the customer.
A check verification/guarantee service can be used with Retail Pro to reduce the possibility of
bounced checks and check fraud. When a retailer accepts a check as payment, information
encoded on the check is sent to the check service, which verifies account information and makes
sure the customer is not on its database of “bad-check writers.”
The following instructions for accepting a check using a check service assume you use PPM. The
procedures to accept payment when utilizing an alternate supported check service provider may
vary slightly from those shown. For more information, contact your Retail Pro Business Partner
or refer to the appropriate documentation for your service provider.
2. The cursor will be in the MICR field. Run the check through the check reader. The check
reader reads the account information encoded at the bottom of the check and writes it to this
field and to the Check Number field. (Alternatively, you can manually enter the MICR—the
number enclosed between colons across the bottom of the check—and the check number.)
3. In the Check Type field, select PERSONAL or BUSINESS.
4. If available, select an ID Type, such as driver’s license, and enter the number.
5. Select VERIFY. The authorization message is displayed in the Status area.
If the transaction is approved, the OK button is enabled and an authorization number is
displayed.
Select OK to proceed with the transaction. The authorization number assigned by the check
service provider is displayed on the Tender screen.
23. If the transaction was not authorized, you can select CANCEL and ask the customer to provide
a different form of payment.
24. Enter other tender types as needed until the Update/Print message is received. Update/print
normally.
5. Repeat for other tender types until the Update/Print message is received. Update/print
normally.
If credit card numbers are recorded in Retail Pro when tendering, the system will print a signature
line on printed receipts (default designs). A second copy of the receipt can be printed if required,
using the printing options in workstation preferences.
If authorization cannot be obtained because the connection to the processor is down, you may
wish to call the processor and obtain an authorization number over the phone. Select FORCE
AUTHORIZATION and manually enter this number in the Authorization field. In this case, the
transaction is automatically approved without dialing out.
If there is insufficient funds remaining on the gift card to tender the entered amount, the gift
card amount is adjusted to the balance of the card and the remaining amount will be displayed
as due and must be tendered by another tender type.
If the gift card balance is greater than the sale amount, you can leave the remaining amount as
the new balance, or you can “cash out” the card by returning the remaining balance as change
to the customer.
5. Repeat for other tender types as needed until the Update/Print message is received. Up to
three different gift cards can be used as tender on a single receipt. Update/print normally.
Pro Tip: Using Gift Cards Instead of Store Credit for Returns
If your retail operation lets customers return merchandise in exchange for store credit, you might want to
consider using gift cards instead. This allows you to perform returns without tracking customers, as no
Retail Pro customer record is required to issue a gift card. In addition, it can prevent the store credit
fraud that arises when a customer uses the same store credit at more than one store on the same day,
before polling takes place. Since redeemed amounts are deducted from gift cards immediately, there is
no opportunity to use the same gift card amount more than once.
31. Define tender amounts and types for the remaining amount due if necessary.
32. Update/print the receipt as usual.
The customer’s store credit balance will automatically be updated in the customer file. The
amount tendered by store credit and any positive remaining store credit balance will print on the
customer’s receipt (if using the default receipt designs).
33. Optionally select from the drop-down list of predefined default charge terms or enter new
terms for this transaction in the Charge Tender window that is displayed.
34. Select OK to accept any terms selected and return to the Tender screen.
35. Complete and update/print the receipt normally.
The default printed receipt designs include the charge terms and incorporate a signature line for
charge tenders. A second copy of the receipt can be printed if required, using the printing options
in workstation preferences.
3. Any overtendered amount will be displayed on the tender screen in the base currency. To
give change in the base currency simply select the change tender type from the tender toolbar,
e.g. cash.
To give change in the foreign currency select the foreign currency as the change tender type.
In this example we have selected YEN again as the change tender. The foreign currency tender
dialog is displayed again, this time with the change amount displayed in both foreign and
base currencies. Select OK to accept the displayed change amount.
4. The tender screen is displayed showing the tender as balanced. Update and print normally.
Tendering by Payments
The PAYMENTS tender is a specialized tender used in some areas to record up to six future
payments. (Refer to Technical Supplement E2. International Features for more details.)
1. Select PAYMENTS as the tender type.
36. The Payment Tender dialog is displayed. Use the Payment Wizard
to have the program calculate payment amounts and dates for you.
Simply enter the number of payments, the start date, the interval between payments, and the
total amount tendered (suggested as the receipt total) in the Wizard fields. The payment
schedule is calculated and displayed when you select calculate payments.
Alternatively, you may manually specify payment dates, amounts/percentages and remarks
directly in the payment schedule table.
3. You are prompted to take a deposit. Click Yes if the customer will make a deposit, or No to
create the sales order without taking a deposit.
A dialog is displayed indicating the SO # of the new sales order. If you want to print, take
deposits, or add other information to the SO, you must open it from Sales Orders.
2. If your system allows it, you may add additional (non-SO) items to the receipt by normal
procedures.
3. If all items from the SO were listed on the receipt, then any global discounts, fees, and
shipping amounts are automatically brought from the SO to the receipt.
If only some of the items from the SO are being sold, a dialog similar to the following is
displayed:
Selection Description
All Bring the total amount listed on the SO to the receipt.
Proportional Bring a proportional amount to the receipt.
Remaining Bring any remaining amount to the receipt.
None Bring none of the amount to the receipt.
Note: Surtax
If a surtax percentage was defined on the SO, it will be automatically applied to all items listed on any
receipt that references that SO, including any listed items that were not originally on the SO.
If deposits have been made against the SO, you will be prompted to use them to tender
the receipt. Select YES to do so.
5. Tender any remaining undefined or overtendered amount using the normal tender procedure.
If you want to apply only part of the deposit balance to this receipt, adjust the deposit tender
on the Tender screen then tender the remaining balance with other tender types.
Cash Drops
Cash Drops
Retailers may wish to perform cash drops, in which a portion of money is removed from their
cash drawer, to avoid having large amounts of money in a cash drawer at one time. Many
retailers perform cash drops on a regular basis throughout the day. This security measure reduces
the amount of money in the cash drawer, leaving only what the cashier needs to conduct point of
sale activities. The money removed from the cash drawer can then be taken to the bank for
deposit, or placed in a store safe or other secure location.
Cash drops can be performed from the side menu under the main POS button, from the side menu
of receipts List View, or from the side menu of receipts Form View. If the Cash Drop button is
not displayed on these toolbars, it can be added via Menu Designer (refer to Appendix A.
Interface Design).
Performing a cash drop creates a high security receipt. “Cash drop” is recorded in the Comment
1 field of this receipt, the date and time the receipt was created is recorded in the Comment 2
field, and the name of the associate who conducted the cash drop is recorded in the Cashier field.
The amount of money taken from the cash drawer is recorded as a fee with a Fee Type of
CASHDP. The Receipt # for all security receipts created for a cash drop is automatically 0 and
does not follow the normal receipt number sequence. Cash drop amounts are reported on X/Z-Out
reports (refer to Chapter 11. for more information).
To perform a cash drop:
1. From receipts Form View, receipts List View, or from the POS
menu on the main screen of Retail Pro, select CASH DROP from the
side menu. (If you display a new receipt in Form View, once you
begin typing in the form, the cash drop button becomes disabled.)
2. If a cash drawer is installed on your Retail Pro system, it will automatically open (this will
create a security receipt if cash drawer security is turned on in preferences; see the note
below). Remove the money for the cash drop from the drawer.
3. In the Cash Drop dialog, enter the amount of money removed from the cash drawer.
4. From the drop-down list, enter the name of the associate who performed the cash drop.
5. Select OK.
6. Select a receipt design and select OK.
7. A Print Document dialog is displayed where you can optionally print a copy of the cash drop
receipt for your records.
Sample Cash Drop Receipt
Associate
who
conducted
the cash
drop.
Cash
drop
amount
Maintaining Receipts
About Maintaining Receipts
After updating, each receipt is stored as a former receipt in the current month’s sales history file.
Former receipts provide the permanent record of merchandise sold from (and returned to)
inventory. Sales and return receipts are stored in the same history file at the local station and
typically share the same numbering sequence. The List View in Receipts displays the current
month’s (or a selected month’s) former receipts. Former receipts can be viewed in either List or
Form View, edited, and canceled.
If polling, a copy of each former receipt can be sent to the Main station.
Post Date
When a receipt is made at the Main station or polled there from a remote, the date/time when the
Main inventory is updated with the transaction is recorded as the receipt’s post date. For receipts
created at remote stations, the post date provides an accurate record of when the change took
effect at the Main station. This date replaces the document date when generating certain reports,
such as a stock ledger report, that reverse each history document in order to roll back the
inventory quantities to an earlier point in time.
The post date can be viewed on the former receipt (after polling), can be printed in general
reports, and may be available for use by a third-party application that draws its data from Retail
Pro’s database.
2. In the Bill To Cust # field, select (<F4>) to access the customer file.
POS Resiliency
About POS Resiliency
The Retail Pro® POS resiliency feature allows you to continue processing credit card transactions
offline if you lose your connection to the credit card network. When your connection is restored,
Retail Pro automatically processes the transactions performed while offline.
Note: The POS resiliency functionality works with Retail Pro version 8.5 and higher.
Offline Mode
POS resiliency does not work in offline mode. When operating Retail Pro in offline mode, your
POS Resiliency settings are ignored.
Shift 4
The Retail Pro POS resiliency feature works only with Shift4 credit card transaction processing.
As such, the features described within this document are available only when you use Retail Pro
in combination with Shift4 Internet protocol for authorization and settlement of credit card
transactions.
Reference: For information about setting up Shift4 preferences, see Appendix B: Preferences.
POSRes.exe
Retail Pro POS resiliency operates as a separate program that interacts with your Retail Pro
installation. The POS resiliency (POSRES.EXE) executable runs in the background as you process
transactions in Retail Pro.
An icon in your Windows system tray shows whether the POSRes.exe application is active on
your system.
Note: A red icon indicates an offline status. When you are online, the icon appears green. If the
application is installed but is not running, no icon displays in the system tray.
Net API.exe
In addition to POSRES.EXE, your Retail Pro installation uses a program called NetApi.exe to
maintain its connection to the Internet. NetApi.exe is an existing part of your Retail Pro installation. The
location of your NetApi.exe installation is important when you configure your EFT settings.
Workstation 103
POSRES.EXE performs work and accesses sales files similar to a standard Retail Pro workstation.
As a result, it is assigned WS103 within the \RPro folder.
Workstation details are assigned based on the default environment of your other Retail Pro
workstations. Because the workstation number is above 100, it does not count towards the
number of inventories you have available, and cannot be used for any other purpose other than
credit card processing.
4. At the new command prompt, type “posres \install” and press <Enter>.
POSRES.EXE will continue to run on your system; however, the next time you start your
workstation, POSRES.EXE will not launch automatically.
3. The number 15 represents the number of seconds Retail Pro waits before the authorization
request times out. Change the number to your preferred time period.
4. Select File > Save from the top menu.
5. Close Notepad.
Heartbeat Check
At regular intervals (for each transaction), Retail Pro performs a “heartbeat check” to verify that
your network is connected to the Internet. If Retail Pro does not detect a connection, the Credit
Card/EFT status bar shows an “offline” status, and the system continues to process transactions
offline based on the floor limits you set in Workstation Preferences.
Reference: See Setting Floor Limits.
Offline Processing
When the system loses its connection to the Internet, the status bar shows an “offline” status until
the connection is restored.
Transaction Files
When your system is online, Retail Pro transmits transaction files to an external Shift4 server in
real time. However, if Retail Pro cannot detect an Internet connection (offline mode), the system
processes transactions offline and stores credit card transaction files in a temporary folder in the
\Retail\Rpro directory on your local drive.
Offline transaction files remain on the local drive until an Internet connection is restored, at
which time Retail Pro sends the files to the Shift4 server to be processed.
Note: Offline transactions under the floor limit are sent to Shift4 without an authorization
number. Shift4 detects these transactions by a flag in the file, and then authorizes them. If Shift4
cannot process an offline transaction file, the file is moved to an error folder in your \Rpro
directory.
Retail Pro attempts to recover a failed transaction three times. After three attempts, the file is
moved to a “Process Error” in the \Retail\Rpro directory and the recovery log is updated.
Reference: See Recovery Log for more information.
Going Online
When your system detects an Internet connection, you go back online automatically. However, if
you switched to offline mode manually and want to go back online, follow the steps below.
To go online:
1. Navigate to the system tray located at the bottom right of your Windows task bar.
2. Right-click the icon.
3. Select Go Online from the pop-up menu.
Recovery Log
POSRes.exe keeps a log containing details about the processing success or failure of each
electronic transaction. To ensure that the log file does not become too large, a new log file is
created each day. You can view past logs as needed.
You can view the recovery log at any time during the business day.
To view the recovery log:
1. Navigate to the system tray located at the bottom right of your Windows task bar.
2. Right-click the POSRes icon.
3. Select Display Logs from the pop-up menu.
Result: The Logs dialog displays
4. Select a log, then click Open.
Result: The recovery log displays.
Reference: See Sample recovery Log below.
You can control employee access to the following Retail Pro features:
Feature Description
System - Modify Determines if a user can access and modify information found within the EFT
EFT Configurations branch of the workstation preferences section of Retail Pro
POS - Activate Allows the clerk with these credentials to force EFT transactions offline while
Online/Offline connectivity is available.
X/Z-Out Security
The X/Z-Out Report module can optionally be registered with Security Administrator. Through
the use of Security Administrator, you can control user access to the following actions of the X/Z-
Out Report module on a user or group basis.
To access the X/Z-Out permissions, select the group with which you want to work, and then
select X/Z-Out reports for Retail Pro in the Area drop-down list. (For more information, refer to
Technical Supplement F1. Security Administrator.)
Permission Description
General > Run X Out Allows group members to run X-Out reports.
General > Run Z Out Allows group members to run Z-Out reports.
General > View former Z Allows group members to view former Z-Out reports.
Outs
General > Edit filter Allows group members to edit filters for X-Out and Z-Out reports.
General > Access output Allows group members to access output options for X-Out and Z-Out reports.
options
General > Edit item Allows group members to edit item statistics for X-Out and Z-Out reports.
statistics
General > Edit Allows group members to edit document statistics for X-Out and Z-Out reports.
document statistics
General > View item Allows group members to view item statistics.
statistics
General > View Allows group members to view document statistics.
document statistics
General > Run scripts Allows group members to run scripts with X-Out and Z-Out reports.
X/Z-Out Reports
Basic Steps to Run an X/Z-Out Report
The sections that follow provide detail on each of these steps.
1. From the Retail Pro top menu, select POS.
5. From the side menu, select X/Z-OUT. If required, sign in using your
user name and password.
6. Select either X-OUT or Z-OUT from X/Z-Out module top menu.
7. Define filter criteria, choose non-currency types to include in report lists, and select a value
by which to sort the report.
8. Select and define any advanced options from the Options window, such as using scripts or
running a statistical analysis concurrently with the X-Out or Z-Out.
9. Select RUN from the side menu to build the report.
10. (Z-Out only) Perform manual media counts, if required.
11. View, print, or output the report and/or statistical analysis in format required.
Store, Station You can designate the store(s) and station(s) to be included in the report. If left blank,
all stores/stations are included. At a POS station, this setting defaults to the local
store/station and cannot be changed.
Receipt Date/Time The date and time range of receipts to be included. The date range can be specified
as a fixed range, a dynamic date range (relative to the current operating system date),
or as undefined. Date fields allow direct entry or you can access a selection list of
date options by selecting (<F4>). Default is today’s date, 12:00 AM to 11:59 PM.
45. In the Sort By area, select in which order included items should be sorted:
ORDER TAKEN - sort in order of first to last tendered.
AMOUNT - sort in descending order from highest to lowest amount.
RECEIPT # - sort in ascending order by receipt number.
The sort order affects both optional non-currency lists included in the X/Z-Out reports and lists in
the Non-Currency Media Count window. Default = no non-currency lists and sort by Order
taken.
Split Tenders
Amounts entered on split tender receipts are credited to the individual tenders. If a sale is
tendered by $50 cash and $75 on a credit card, the report would show a $50 cash paid-in
amount and a $75 credit card paid-in amount.
Discounts
The sales figures in the first section of the report are calculated from the receipt totals
after any discount. Discounts given are not identified there.
The discount breakout section reports all discounts, identified by type.
User-defined discount types from system preferences settings are used to identify item
discounts given at point of sale.
PROMO is assigned if Retail Pro discounted the items using promotional pricing.
GLOBAL is assigned if you discounted the invoice total, but did not spread the discount.
SO Deposits
When a deposit is received on the SO, the amount is reported as a Sodep amount in the
sales section and as a paid-in for the appropriate tender.
When tendering a sale by SO deposit, the deposit amount is reported as an amount paid in
for the deposit tender.
Gift Certificates
Purchase of a gift certificate: As this transaction is not a sale, there is no entry in the
initial sales summary section of the report. The amount of the certificate is reported as an
amount paid in by the tender used (Cash, Check, etc.) and an amount paid out tendered
by Gift. The cash flow is adjusted appropriately.
Redemption of a gift certificate: When a gift certificate is used to purchase merchandise,
the sale is included in the sales summary. The invoice total is shown as amounts paid in
by Gift and any other tenders used. The cash flow is adjusted for the certificate amount.
Cash Drops
Cash drop amounts are subtracted from your net currency and reported separately.
Calculation of
Cash Flow (cash,
checks, and credit
card slips)
Fee Amounts -
Paid In, Paid Out,
& Net
Discounts - Given,
Returned, & Net
Receipt Counts
In House Charge
Amounts - Paid In,
Paid Out, and Net
Gift Certificate
Amounts - Paid In,
Paid Out, and Net
Cash Drop
Amounts
Optional Lists of
Individual Non-
Currency Media Items
A manual count of all tendered media can be required for cash-drawer accountability. This
optional feature is set in system preferences.
1. Enter the amount of each currency that was in the drawer at the beginning of the period in the
Begin field. The Cash Drop field for each currency displays how much of that currency was
removed from the drawer via cash drop. The Cash Drop fields are for reference only and are
not editable.
12. If manual media counts are not required: Enter the total amount of each currency in the
drawer directly into the Count field. The non-currency count is automatically entered by the
system from receipts.
According to the settings in system preferences the items listed will be either:
Assumed to be present if manual counts are not required for that media type. In this case
each item is, by default, marked with a check mark and the total amount for that type is
already included in the totals displayed at the bottom of the window. If an item is
missing, unmark it by clicking the Mark column (Keyboard: <Tab> until the mark is
highlighted, then press <Space> to clear).
Listed with no marks if manual media counts are required for that media type. In this
case, the cashier must match the items in the drawer with the list and mark those items
that are present with a check in the Mark column.
A marked item indicates the item is present and that the amount is included in both the (Media
Type) Total and Non-Currency Total fields at the bottom of the window. The Non-Currency
Total is automatically carried to the Media Totals window when OK is selected.
1. Select the INSERT button, then choose the media type from the pop-up list.
46. Enter the information requested and any pertinent remarks concerning the item.
47. Click OK to insert the item into the Items list and add its amount to the media totals at the
bottom of the window.
Inserted items are listed with your remarks and flagged with an asterisk in the non-currency
media lists that optionally print with the Z-Out report.
Discrepancy Warning
After all media counts are completed and
amounts are entered on the Media Totals
window, the cashier chooses OK to reconcile
the cash drawer. If discrepancies exist
between what the cashier counted and what
the system has recorded as tendered, a
discrepancy notice is displayed indicating
which media type(s) do not match.
At this point the cashier can select YES to continue running the Z-Out without addressing the
problem, or select NO to return to the Media Totals and Media Count window(s) to attempt to
correct the discrepancy.
Once the cashier chooses to continue, there is one last opportunity to review or make changes
before proceeding with the reconciliation. Answering YES at the confirmation screen runs the
reconciliation and creates a semi-permanent record of the Z-Out report.
Retail Pro likewise calculates the amount short/over for each CHECKS
non-currency media. Paid In: 440.50
Paid Out: 0.00
Net: 440.50
Count: 440.50
Balance: 0.00
Each time you run a Z-Out report, the report is saved as a semi-permanent record. When made at
a remote station, the report files can be routinely polled to the Main.
To view a former Z-Out report:
1. Select FORMER Z-OUTS from the X/Z-Out module top menu.
48. Select a store and station from the drop-down menus in the left panel.
The Main station can select ALL for store and/or station, thus displaying
Z-Outs from all locations that poll to the Main. The matching reports are
listed chronologically.
49. From the list of saved reports, select the one you want to view. The selected report will be
displayed in the report window.
Until purged by the system, former Z-Outs can be viewed, printed, or exported the same as any
other report file as detailed below.
Page Navigation
Use these buttons to go to the first, previous, next, or last page, or to jump to a specific page
number, respectively.
Zoom
Select ZOOM to change the view to any of the predefined levels or to a
custom level that you enter.
Find
Select FIND to open the Find dialog, used to locate all instances of a
specific alphanumeric string contained in the report. Enter the string
you want to locate, then select FIND NEXT to move the focus forward to
the next occurrence. Each occurrence of the string, as it is found, is highlighted with an outlined
box for clarity. Check box options can be used to refine the search to match your entry exactly
and/or to match the case as entered.
Pan Mode
PAN MODE allows you drag the report up, down, or sideways, as you
might slide a piece of paper on a desk. This feature is particularly useful
with touchscreen displays. Select PAN MODE to toggle this function on
and off. While in pan mode, touch or click anywhere in the report, and “drag” the focus to
another area. When you remove your finger, or release the mouse button, the view shifts to the
new focus area.
Print a Report
See Printing Records in Chapter 2. Basics of the Retail Pro 9 User’s Guide.
Export a Report
The EXPORT button displays a menu of choices to export the report for
manipulation outside of the X/Z-Out report module.
Send to Notepad launches the Windows notepad with the report opened in plain text
format.
Send to HTML launches the default Internet browser and loads the report as an HTML
file. From here the report can be sent to remote sites via e-mail and opened with any
browser. There is no need for the remote site to have Retail Pro installed.
Send to Excel© launches Excel with the report data loaded into a new spreadsheet ready
for editing.
Open in Window
Select OPEN IN WINDOW from the top menu to open the report in the Retail Pro
Previewer. The same viewing, searching, and output/export features described
above are available in the Previewer. The advantage of using the Previewer is
that additional screen area is available for display of the report, as there is no
side menu. This is especially useful when viewing reports in landscape
orientation or for zooming in on specific areas within a report. (Refer to
Chapter 2. Retail Pro Basics for a complete description of the Previewer and its features.)
Document Statistics Specify concurrent analysis of document-related point of sale statistics and select
the elements to include.
Item Statistics Specify concurrent analysis of item-related point of sale statistics and select the
elements to include.
Appearance Define settings for the appearance of certain screens.
Output Specify the use of a script file for an alternate output.
Appearance Options
Use Alternating Row Colors
To define alternating colors, select the check box. From the drop-down color lists, select the
colors for the first row and second row. The selected colors will alternate throughout the display.
This setting affects the appearance of the Non-Currency Media Count window and the display of
statistical reports.
Output Options
Use Scripts
The X/Z-Out module utilizes XML to make possible the use of third-party scripts to achieve
highly customized output. A script is programming code that is “called” to be run when a
specific point is reached in the production of the report. When USE SCRIPTS is checked on the
Output tabbed page, the XML document is passed to the user-designated script file(s) to produce
custom output programmed by the user.
After a script has completed running, the normal X/Z-Out sequence is continued from the same
point the script was called.
51. Designate the event(s) upon which the script is to be called and run by selecting the
appropriate check box.
There are two available events. Scripts can be run at either or both events, giving you the
flexibility of running two separate scripts if needed. The available events are:
XML Document Ready – the point at which the XML document has been prepared and is
ready to be output. At this point, the XML document can be sent to any application capable
of manipulating it. A script could be used at this point to modify the XML document or to
send the data to an external program for further operations. Modifying the XML document at
this point may affect the normal output of the X/Z-Out report.
Call Report – that point at which the program looks to see which report design file should be
used for output. A script run at this point can manipulate the XML document as above and/or
change the design file used for printing as well. A change in design file made via script is
temporary; subsequent X/Z-Outs will use the design file specified in workstation preferences.
18. Specify the script file to be run for each event chosen. With an event selected and
highlighted, enter the path and filename of the script file, or click Browse to browse for the
script file. Select OK to accept the new options and return to the Settings window.
19. Select RUN. When the designated event is reached, the script file(s) will launch and run.
After the script is finished running, you will be returned to the normal X/Z-Out sequence at
the same spot the script was called.
Note: Saving of Z-Outs
Z-Outs are saved as an XML document before any scripts are run. The design file is not saved as part
of the Z-Out; therefore, if the former Z-Out is later viewed, the design file currently specified in
workstation preferences at the viewing location will be used to format the report. Scripts that modify the
XML document can optionally overwrite the saved Z-Out file, affecting the output as well as the
information that is optionally polled to the Main station.
Run Statistics
The X/Z-Out module includes a statistics mini-analyzer. POS statistics can be compiled,
evaluated, and output in several formats without having to use a full-scale report or analysis
program. This feature gives POS managers a valuable tool to track and monitor the performance
of sales associates, departments, or promotions in an easy-to-use extension of the X/Z-Out report.
The statistical reports available fall under two categories:
Document Statistics are based on the non-merchandise elements from sales receipts,
such as Cashier, Associate, Tax Area, POS Flags, Fee Type, or Comment fields.
Document statistics are useful for analyzing performance of personnel, results from ads
and promotions, the effect of weather on sales, or any variable used in POS flag or
comment fields.
Item Statistics come from the line item detail of merchandise sold, such as DCS, Vend
Code, Desc 1, Attr, or Size. Associate is also considered an item-oriented field since the
associate can vary and be recorded by line item on the receipt. Item statistics are useful
for analyzing sales by department, or merchandise characteristics.
One or both statistical reports can be run concurrently with an X-Out or Z-Out report.
An analysis must include at least one dimension and one result, but can include multiple
dimensions and multiple results. The structure of the analysis is determined by the order in which
the elements are placed in the dimensions and results lists.
Do any of the following to include dimensions or results in the analysis:
Click and drag each divider bar up or down. Elements above the bar (in bold text) are
included in the analysis, while those below the bar (grayed out) are not.
Double-click any element to instantly move it above or below the divider bar.
Place individual dimensions and results in the order you want them to appear in the
statistical grid. An element can be dragged above or below the divider bar, and the
elements can be arranged in whatever order required.
Dimensions: Associate
Results: Sold - Units, Sold - P$
With dimensions and results defined as shown, we have a simple
analysis of unit and dollars sold by Associate during the report period.
Other output: From the side menu in the Report window select the appropriate button for
the output type desired.
Average/Total Analysis
Any result included in a statistical analysis can be totaled and
averaged within selected dimensions. To display the
Average/Total window, highlight the cells of data you want
included, then select the AVERAGE/TOTAL button. The display
includes the following values for the selected results:
Rows The number of rows selected and included when calculating the average, the standard
deviation, and the total. (Displayed in the window title bar.)
Min The lowest data value in the selected cells.
Max The highest data value in the selected cells.
Average The average data value in selected cells. (Total divided by number of rows.)
Deviation A mathematical measure of the spread of all included data values relative to the average
(standard deviation, see note below).
Total The sum of the data values in the selected cells.
Export Data
Statistical data can be exported for manipulation outside of the X/Z-Out
module. In addition to regular export options, statistics data can also be
exported to the Windows clipboard, from where it can be pasted to other
Windows applications.
Statistical Charts
Charts and graphs are useful for making quick comparisons, visualizing
trends, and instantly communicating data to others. Several types of
graphs and charts are available, each best suited for a particular purpose.
Highlight the cells to be charted, then select CHART from the side menu.
Select the type of chart to be created from the chart toolbar. To switch to
a different chart type, simply select it.
Bar Graph Bar graphs are particularly effective when making comparisons among
members of a group.
Area Graph Area graphs are best suited for identifying trends and for visualizing the
fluctuations of sales.
Line Graph Line graphs are very similar to area graphs, but represent values with a
line rather than an area of space.
Pie Chart Pie Charts are best used to visualize how individual results compare
proportionally to the total. Only one result can be charted at a time in a
pie chart.
3-Dimensional Any of the four chart formats can be displayed with a three-dimensional
Effect effect. Select the 3D button to toggle this effect on/off.
Adjust the width of any margin. The chart size expands/shrinks automatically
to match the new margins. Margins can also be changed by dragging and
dropping the margin indicator lines with your mouse (see below).
Select RESET MARGINS to restore the default margin settings (after changing).
Select VIEW MARGINS to display the margin indicator lines in the preview
window.
Move the Detail slider towards More to print the chart at the maximum size
possible within the specified margins; or towards Normal to reduce the chart
size slightly and enlarge the text labels identifying the chart data.
Select PROPORTIONAL to return the chart to its original relative height and width
proportions.
20. Select PRINT to print the chart or CLOSE to exit the Chart Preview window.
Margin indicator
lines.
EFT Settlement
About Settling EFT Transactions
The Payment Processing Module (PPM) provides the interface to use Retail Pro’s preferred EFT
provider. The instructions in this section assume you utilize PPM and have established an
account with the preferred provider. If you use a different EFT service with a different provider,
follow the instructions provided by that provider to settle EFT transactions and obtain EFT
reports.
Detailed reports list, per batch file, every transaction, including the authorization #, card #, settled
amount, workstation #, and transaction type (S for sale or R for return). Also included are
subtotals for each transaction type (credit cards are broken down by card type, such as VISA,
MasterCard, etc.) and a grand total for all these transactions.
EFT batch reports can be filtered by date and can include settled and/or unsettled batches. EFT
batch reports are run from within the Payment Processing Module and have their own set of
preferences that can be defined within the module.
66. In the Payment Processing Module, select PREFERENCES from the top menu.
67. From the drop-down list in the Print Batch Report As field, select one of the following
options:
detailed Always suggest DETAILED as the type of batch report
to run.
summarized Always suggest SUMMARIZED as the type of batch
report to run.
prompt for choice Always prompt the user to select the type of batch
report to run.
28. Select PRINT BATCH REPORT AFTER SUCCESSFUL UPLOADING to automatically print a batch
report after transactions are uploaded to the processor’s network for settling.
29. In the Home Page URL field, define the path to your home page by either manually entering
the path or selecting the browse button and choosing the appropriate path (the default path is
www.retailpro.com). Your home page is displayed on the opening screen of the Payment
Processing Module.
30. From the drop-down list in the Default Printer field, optionally select a printer. If you
specify a printer, EFT batch reports will automatically print to this printer. To specify a
printer and choose other printing options at runtime, select NONE. In this case, a print dialog
will be displayed when running an EFT batch report.
Backup/Recovery
Backup Frequency and Rotating Backups
When using removable media, retailers must consider how many days or weeks worth of data to
store. You should back up your data frequently. The data you can restore is only as current as
the most recent backup. Daily backups are recommended; it might be helpful to get in the habit
of conducting a backup as part of your end-of-day closing process.
We suggest using a different set of media (diskettes, tapes, etc.) for each day of the week. By
using a different set of media every day, you have multiple backups from which you can restore.
This is important because file damage may go undetected for several days. If you reuse the same
media frequently, by the time you realize you have a damaged file, you may find that all of your
backup copies also contain the file in its damaged state. If you use a separate media set for each
day of the week, it is likely that you will still have a backup containing a good copy of the
damaged file.
Take the disk or other … and use it to Place the newest data at the
form of removable media download the most end of the line. Repeat the
containing the oldest recent data, overwriting process daily, overwriting the
remaining data... the old file. oldest data each time.
Sun.
April 8
Mon. Tues. Wed. Thurs. Fri. Sat.
April 2 April 3 April 4 April 5 April 6 April 7
Sun.
April 1
Permission Description
Global Discount Allows group members to enter/edit the Discount $ or Discount % for a sales
order.
Editing SO Tax % Allows group members to edit the Tax % for sales orders.
Editing SO Tax Area Allows group members to edit the Tax Area field on sales orders.
Generate PO Allows group members to access the Generate PO button to generate a purchase
order that lists the items listed.
Access Choose Items Allows group members to access the Choose Items button for selecting items from
inventory.
Change Associate Allows group members to change the Associate field on the SO.
Change SO Number Allows group members to change the SO # field on sales orders.
Items – Allow Allows group members to enter a negative quantity for items on sales orders.
Negative Quantity
Restrict Doc Qty to If selected, group members cannot enter a Doc Qty that exceeds the current Qty
Current Qty OH OH in inventory.
Restrict Doc Qty to If selected, group members cannot enter a Doc Qty that exceeds the current
Current Avail OH quantity available (taking into account sales orders, transfers, etc.) in inventory.
Company Registry SOs are the same as store registry SOs except they are used when the
gift list needs to be available at more than one station. Company registry SOs are shared
via polling, so that an updated copy of it is available for sales at all stores/stations.
Field Usage
Field Usage
[Bill To UDF 1-8] (read-only) Optional date fields for the Bill To Customer. For example, Birthday or
Anniversary. Taken from the UDF1-8 fields of the customer record. Populated
automatically when you enter a Bill To customer. The available entries for these
fields are defined in SYSTEM PREFERENCES > LOCAL PREFERENCES >
CUSTOMERS > UDF/AUX.
Bill To/Ship To Cust # These fields are used for Quick Lookup of customers to add to the SO. Enter any
customer information corresponding to your Quick Lookup fields identified in
preferences to instantly locate and bring that customer information to the SO.
Select (<F4>) from within these fields to go to the customer file and locate or
add a customer.
[other customer fields] All other customer fields are automatically populated from the customer file once
the customer has been written on the SO using the Cust # field. Alternatively,
enter a dedicated SO customer’s information manually in these fields. (Refer to
Chapter 9. Customers for more information on using the customer fields.)
[Business/Consumer] For use only when VAT is the taxing method selected in preferences. Indicates the
taxing format of the receipt that will be made when referencing the SO: business or
consumer. The taxing format must be selected or changed before the items are
brought to the receipt. (For more information, please see Technical Supplement
E2. International Features.)
Cancel Date* The expiration date of the SO. Retail Pro will warn you if you try to create a receipt
referencing an expired SO, but will allow you to proceed. The system uses this
date to determine which archived SOs are eligible for purging. Index field.
Case Ord* The case quantity ordered for each item that is sold in cases. Used in the
document item list.
[Case Sent*] The case quantity of each item sold in cases that have been sent to the Customer.
Used in the document item list.
The case quantity due for each item that is sold in cases. Used in the document
Case Due* item list, List View, and Form View.
Comment User-defined or free-entry fields for additional information. Often used for
additional terms, delivery instructions, etc. Select predefined comments from drop-
down list or type in any text. Used in the document item list.
[Component*] When an item is a kit or package item or a component item, this field will display
the component name. If the item is not part of a kit or package, this field will be
blank (default).
Cust PO #* Optional information, such as a customer’s purchase order number. This entry will
also be recorded in the Cust PO # field on any receipt that references the SO.
Sort field.
Deposit A grid listing each deposit made against an SO. The grid shows the number of the
SO deposit receipt, the deposit amount, the tender used, and whether or not the
deposit was reversed or canceled.
[Deposit Balance] Sum of all deposits received less any deposit already used to tender sales.
Disc $ The discount amount. When the field is included in the document item list, it
applies to the specific item for which it was entered. When the field appears
outside the item list, it applies to the entire SO as a global discount amount.
Disc % The discount percentage amount. When the field is included in the document item
list, it applies to the specific item for which it was entered. When the field appears
outside the document item list, it applies to the entire SO as a global discount
percentage.
[Doc. Qty] The quantity of each SO item being brought to a document that references the SO.
Field Usage
Event Date* On registry SOs, the date the event that the registry is for (e.g., a wedding) is going
to occur. Used instead of Cancel Date that non-registry SOs use. Sort field.
Ext. Orig. Price (read-only) The extended original price (before discounts) of the items on the
document.
Fee Fee amount, as on receipts. The fee amount can be brought to any receipt that
references the SO, and it can be prorated on partial shipments.
Fee Tax % The tax rate on the fee applied to an SO.
SYSTEM PREFERENCES h POINT OF SALE h FEES/SHIPMENT h POS FEE TYPES: Specify
whether fees are taxable and define the tax rate.
Fee Type The type of fee, defined in preferences. (See the Fees section in Chapter 10.
Recording Sales & Returns for more information.)
Flag 1,2,3 POS flags that record additional information with each sale (e.g., the weather, the
gender of the customer, etc.)
SYSTEM PREFERENCES h POINT OF SALE h POS FLAGS/NOTE FIELD: Define POS flags
and specify defaults. Optionally require entries in the flag fields.
[Held] 5 If checked, indicates that the SO is currently on hold.
[History] (Form View only) A table that shows the receipt history of the SO.
Instruction 1,2,3,4,5 Lines of optional text that will be printed on the SO. Each line can hold 50
characters. Enter free-form text or select text lines that were predefined in
preferences.
SYSTEM PREFERENCES h POINT OF SALE h SALES ORDERS h COMMENTS h SO
INSTRUCTION LIST h Instructions: Specify up to 20 selections of instructions.
[Item Image] (Form View only) Displays an image of the currently selected item (from
inventory). (For more information on working with images, refer to Chapter 2.
Retail Pro Basics and Appendix A. Interface Design.)
[Kit Item Type*] Kit Item Type. In the document item list; this field identifies if the item is a Kit Item,
a Package Item, or neither (No Entry).
[Last Edit] The date and time this SO was last modified.
[Locked] 5 If checked, the SO is currently being edited. No one else can access a locked
SO. You cannot record sales against a locked SO.
Lot # The lot number assigned to an item listed on a document.
[Lot # Created] The date the lot number was created.
Lot # Expired The expiration date of the lot number. You can have Retail Pro issue a warning
when an item whose lot number is past its expiration date is listed on a receipt, and
optionally prevent the sale of such items. (See Lot Number Preferences)
[Lot # Modified] The date the lot number was modified.
No. of Items The number of rows of items listed on the SO.
Note Free-form text entry. Optionally, can be made a required field.
SYSTEM PREFERENCES h POINT OF SALE h POS FLAGS/NOTE h Require a note field
entry on: 5 Select Sales Order to require a note field entry on all new SOs.
Ordered Date* The date the SO was created. Index field.
Field Usage
Orig. Store Originating store: The four-digit code for the originating store.
(Main and backroom stations only) The default originating store suggested for all
new SOs at a workstation can be specified in W/S PREFERENCES h DOCUMENTS h
OPTIONS h STORE DEFAULTS h Allow this workstation to define its own default
stores: SO – Originating Store.
[Orig. Store Heading The name and address lines predefined for this store in preferences.
1,2,3,4,5,6]
Payment Due The date when the next layaway payment is due on layaway SOs.
[PIN*] Package Item Number.
Prc Lvl Price Level: A list that shows all of the price levels available and the price of the
item in each level. This list also contains information on quantity requirements for
each price.
Priority The shipping priority (Low, Medium, High). Access by selecting field or by
selecting PRIORITY from the side menu.
Process At The station allowed to create a receipt for the SO. When this station differs from
the originating store, the SO can be automatically relayed to this station for the
receipt.
(Main and backroom stations only) The default Process At station suggested for all
new SOs at a workstation can be specified in W/S PREFERENCES h DOCUMENTS h
OPTIONS h STORE DEFAULTS h Allow this workstation to define its own default
stores: SO – Process at.
[Process At Heading The name and address lines predefined for this store in preferences.
1,2,3,4,5,6]
[Qty] When used in the document item list, the quantity of that item being ordered.
When it appears outside the document item list, the total quantity of all units that
are listed on the SO.
[Qty Sent] When used in the document item list, the quantity of that item that has been
referenced on receipts. When it appears outside the document item list, the total
quantity of all units on the SO that have been referenced on receipts.
[Qty Due] When used in the document item list, the quantity of that item that is due. When it
appears outside the document item list, the total quantity of all units listed on the
SO that are due.
[Rec #] Record Number: The sequential number of a line item listed in the document item
list. For example, the first line item would be Rec # 1, the second Rec # 2, and so
on.
[Recorded] 5 If checked, indicates that a sale has been recorded from the SO.
Ref SO# Reference SO Number: The number of a sales order referenced by this sales
order.
Sell From The store whose inventory is updated when creating a receipt referencing an SO.
This store’s tax area and price level, if any, are suggested on the SO.
SYSTEM PREFERENCES h POINT OF SALE h SALES ORDERS h OPTIONS h Sell from
Store #: Specify the default sell-from store for all non-company registry SOs. At
the Main this will default to 001, and at POS stations it will default to the local store.
Exception: If the W/S PREFERENCES h DOCUMENTS h OPTIONS h STORE DEFAULTS h
Allow this workstation to define its own default stores: SO – Sell from option
is set at a workstation, this will be the default sell-from store suggested on all new
non-company registry SOs created at the workstation. This option is available at
Main and backroom stations only.
Field Usage
[Sell From Heading The name and address lines predefined for this store in preferences.
1,2,3,4,5,6]
[Seq #] The item’s sequential position in the list of items. The first item on the receipt is
assigned #1, the second item listed is assigned #2, etc.
[Serial] The item’s serial control status: Full, partial, or none. You are required to enter a
serial number when listing full control items. Entry is optional for partial control
items.
[Serial #] Serial number: The serial number assigned to the item. Entry of a serial number is
required for full-control items, optional for partial control items.
Ship Date* The estimated date for shipment of the merchandise to the customer. This is the
date that listed items are considered to be committed to the SO. Index field.
Ship Method The planned shipping method.
SYSTEM PREFERENCES h POINT OF SALE h SALES ORDERS h OPTIONS h Shipping
methods: Define shipping methods to be available for selection when SO is
created. Select a default shipping method to be suggested on all SOs.
Ship Partial 5 If selected, partial shipments of merchandise will be allowed, leaving a Qty Due
for at least one ordered item.
Ship To Address 1-3 The address of the Ship To Customer. Taken from the Address 1-3 fields of the
customer record. Automatically populated when a Ship To customer is entered.
[Ship To Aux 1-12] The auxiliary ship to fields.
Ship To Company The name of the Ship To customer’s company. Taken from the Company field of
the customer record. Automatically populated when a Ship To customer is entered.
Ship To Cust# The Ship To Customer number.
[Ship To Cust. SID] The Ship To Customer’s SID.
[Ship To E-Mail] The Ship To Customer’s E-mail address.
Ship To F.Name The first name of the Ship To Customer. Taken from the customer record’s First
Name field. Automatically populated when you select a Ship To customer.
[Ship To Full Name] The full name of the Ship To Customer. Taken from the customer record’s Full
Name field. Automatically populated when you select a Ship To customer.
Ship To Info 1-2 Two fields for storing additional information about the Ship To Customer. Taken
from the customer record’s Info 1-2 fields. Automatically populated when you select
a Ship To customer.
Ship To L.Name The last name of the Ship To Customer. Taken from the customer record’s Last
Name field. Automatically populated when you select a Ship To customer.
Ship To Phone 1-2 Fields for storing two phone numbers for the Ship To Customer. Taken from the
customer record’s Phone 1-2 fields. Automatically populated when you select a
Ship To customer.
Ship To Title The title of the Ship To Customer (for example, Mr., Mrs., Ms.).
Define a list of titles for customers and vendors in System Preferences > Local
Preferences > System > Titles.
[Ship To UDF 1-8] User-defined fields that store information about the Ship To customer. Taken from
the customer record. Automatically populated when you select a Ship To customer.
Ship To ZIP The Ship To ZIP code.
Field Usage
Shipping (Surtax) The shipping amount, as on receipts. The shipping amount can be brought to any
receipt referencing the SO and can be prorated on partial shipments. The shipping
amount can be taxable and can be tax-inclusive.
Alternatively, can be redefined as Surtax, or another user-defined name, applying
a default percentage to an SO.
Shipping % The shipping or surtax percent, as on receipts. A surtax percentage will be applied
to all items on any receipt that references the SO. The shipping or surtax percent
can be taxable and can be tax-inclusive.
SO C$* (Document item list) The item cost on the SO. Editable on all SOs for Special
Order purposes. The default is Cost. Index field.
SO P$* (Document item list) The item price at which you plan to sell the item after any line
item discount. Index field.
SO P$T$* (Document item list) The SO P$ plus tax. Index field.
SO Due Table A table that shows the Ordered, Invoiced, and Pending amounts for the subtotal,
discount, tax, shipping, fee, and total information for the SO, as well as the deposit
balance and the deposit due. The Ordered column displays the total amounts for
the merchandise ordered. The Invoiced figures are calculated by summing up the
amounts from all receipts made so far referencing the SO. The Pending figures
equal the Ordered figures less the Invoiced figures.
Note: When Invoiced Amount Exceeds Ordered Amount
The amounts referenced on receipts can be much larger than the amounts ordered
if items not ordered on the SO were added to the receipts. In that case, zero (0)
will be displayed as the amount pending.
SO Number An alphanumeric “number” up to 14 characters in length. The default numbering
sequence (1 - 999,999) is automatically suggested on new SOs, but can be
overwritten. Index field.
SYSTEM PREFERENCES h GENERAL DOCUMENTS h SEQUENCES h Data & Document
numbering: Specify the next SO number.
Note: If you archive a second SO with the same SO number, the second SO will
overwrite the first.
[SO Type] Identifies the SO as a customer order, special order, layaway, store registry, or
company registry SO. The type is selected when you create a new SO using NEW
or COPY. Once selected, the type cannot be changed.
St. Credit The amount of store credit on account for the customer, automatically updated
each time the customer makes a return or purchase tendered by store credit.
[Store/SO Number*] Combined field containing store number and SO number. Index field.
[Style Image] An image assigned to the style. If a style image is assigned, each item in the style
displays the image in its Image field.
[Subtotal] The sum of all SO prices before global discounts, fees, shipping, and taxes are
applied.
[Subtotal w/tax] The Subtotal plus tax.
[Subtotal w/o tax] The Subtotal without tax.
Field Usage
Tax Area The tax area, defined in preferences, which is applied to the SO.
[Tax $] The amount charged for tax. When it appears inside the document item list, it is
the amount charged for each item. Outside the document item list, this includes
sales tax on all the merchandise and any tax applied to shipping and fee charges.
Tax % The tax rate. Inside the document item list, it is applied to each item. Outside the
document item list, it is applied to the Subtotal.
Tax 2 $ The amount of an alternative or second sales tax that will be applied to each SO
item.
The percentage of an alternative or second sales tax that will be applied to each
Tax 2 % SO item.
The name of an alternative or second tax area, defined in preferences.
Tax Area 2
The tax code for an alternative or second tax area.
Tax Code 2
Terms The tender the customer will use when paying for the items ordered on the SO.
[Terms Detail] When Credit Card is entered in the Terms field and the card information is keyed
into the SO Terms dialog, the card number and expiration date are automatically
populated here. When Charge is entered in the Terms field and the terms of
payment are defined in the SO Terms dialog, the terms (e.g., 2% 15 Net 30) are
automatically populated here. When any other tender is used, this field remains
blank.
Total The SO total after global discounts, fees, shipping, and taxes are applied to the
Subtotal.
Total Due By The date that full payment is due on layaway SOs.
Total Tax $ (Used only if Sales Tax-Multi is the tax method) The item’s total tax amount (Tax $
+ Tax $ 2)
[Unfilled %] Qty Due
X 100.
Qty
WS Seq Workstation Sequence Number. Sequential number for SOs made at a
workstation. Used to aid in Sequence Checks made by DVS and other tools. Not
user-editable.
Place the cursor in the Cancel Date field, ready for editing.
Select (and optionally edit) items from inventory and list them on a
document.
Place the cursor in the POS Flag 1 field, ready for editing.
Click to generate a purchase order for the items listed on the sales order.
In List View, place the cursor in the Total field, ready for editing.
In Form View, place the cursor in the Discount $ field, ready for editing.
Place the cursor in the item's Cost field, ready for editing.
Click to place the cursor in the item's Disc $ field, ready for editing.
Place the cursor in the item's Price field, ready for editing.
Place the cursor in the item's Quantity field, ready for editing.
Pace the cursor in the Ordered Date field, ready for editing.
Display the Price Level dialog, where you can select to display prices for a
different price level.
Place the cursor in the Ship Date field, ready for editing.
Place the cursor in the Ship Method field, ready for editing.
Display a sub-menu where you can access various other buttons, including
SO #, Ship Method, Ship Date, Instructions, etc.
Display a sub-menu where you can access the Global Discount, Tax Area,
Shipping Amount, and Fee Amount buttons.
Distribute the discounted amount among all of the items listed on the
receipt.
Place the cursor in the Tax Area field, ready for editing.
Unspread the discount amount among all of the items listed on the receipt.
Display a menu where you can Zoom In or Zoom Out on the current view.
Holding an SO
See Holding Documents section in Chapter 2. Basics
Any active SO can be held. Holding an SO has the following effects:
It is unavailable for referencing on receipts and for generating dedicated POs.
It is ignored when checking availability at point of sale and when auto-generating POs.
It can optionally be omitted from all SO reports except the SO Fulfillment Report.
Completing a Non-Registry SO
Non-registry SOs include customer orders, special orders, and layaways. Navigate through the
sales order to complete its fields as appropriate. Refer to the field descriptions in the table above
and see subsequent sections for more detailed instructions on completing the SO.
1. Enter the customer on the SO.
2. The current date will be suggested for all dates. Accept each date or enter a different date.
3. List items using any of the usual methods.
4. Edit individual item characteristics, such as tax code, price level, associate, etc., as necessary.
If line editing is enabled you can manually edit items in the item list (see Chapter 2. Retail
Pro Basics for more information), or you can press <F5> or select any of the Items buttons
from the side menu to access the Edit Item dialog, make your edits, then select close or press
<F5> again to accept the edits and return to the SO.
5. Enter amounts or rates for a global discount, the tax rate, or any shipping charges and fees.
6. If the SO will be filled at a different station, select the appropriate processing station in the
Process At field. If the processing station is a backroom station or the Main, you can also
specify the Sell From store whose inventory will be updated when the merchandise is
shipped.
7. Enter any payment terms in the Terms field.
8. Select SAVE (<Alt+S>). Select YES to confirm.
If a minimum first deposit is required (optional preference setting), a dialog is displayed
stating such. Selecting OK will save the SO and access SO Deposits.
Creating a Registry SO
Navigate through the sales order to complete its fields, as appropriate. Refer to the field
descriptions in the table above, and see the subsequent sections for more detailed instructions on
completing the SO.
1. Select STORE REGISTRY as the SO type if the SO will be maintained and filled at only one
station.
OR
Select COMPANY REGISTRY if the SO needs to be available at more than one station.
2. Enter the customer as the Ship To customer on the SO. If the customer’s record is not
currently in the file and you do not want to add it to the file, add it manually in the Ship To
customer name and address fields. (See Dedicated SO Customer section.)
3. The current date will be suggested for the dates. Select a date field to enter a different date.
4. Store Registries: Like non-registry SOs, store registry SOs can be created at one station and
polled to another processing station for creating receipts referencing the SOs. If you need to
change the default Process At station, select the Process At field to enter a different station.
If that station is a backroom station or the Main, you can also select the Sell From field and
enter the store whose inventory is to be updated when the items are referenced on receipts.
Company Registries: The Process At and Sell From fields cannot be modified.
5. List and edit items using any of the usual methods.
6. Select SAVE (<Alt+S>). Select YES to confirm.
Copying SOs
When creating an SO, you may want its information to be much the same as a previous SO.
Using the COPY feature is an easy way to do this.
1. Highlight or display the SO that you want to copy.
2. Select COPY (<Alt+C>) from the top menu.
3. Select the type of SO to which you want to copy information.
The system will open a new SO with a new SO number. The rest of its fields, such as
customers, items, fees, etc., have the same information as the SO from which the information
was copied. Deposits made on the previous SO are not copied.
4. Make any edits needed in any of the fields.
5. Select SAVE (<Alt+S>).
Adding a Customer to an SO
Any customer on file can be listed as the Bill To or Ship To customer using the Quick Lookup
feature or by going to the customer file to search for and locate a customer. New customers can
be added to the customer file while completing a sales order. Common Quick Lookup fields used
include last name, phone number, customer ID, and company name. Many other fields can be
used for lookup as well. The Quick Lookup fields and their order of priority are defined in
preferences. (Refer to Chapter 2. Retail Pro Basics for detailed information on customer lookup.)
To lookup and list customer on as SO:
In the Bill To or Ship To Cust # field, use one of these three methods:
Method 1: Begin typing customer information that is found in your customer Quick Lookup
indexes. Press <Enter> to instantly add the unique, matching customer’s information to the sales
order. If no unique match is found, you are taken to the customer file.
Method 2: Select (<F4>) to access the customer file directly. In the customer file, use
standard sort/lookup procedures to locate an existing customer, or add a new customer, then
select OK to bring that customer to the sales order.
Method 3: Press <F3> to simultaneously go to the customer file and access the customer Sort
By dialog. Choose one of the listed customer indexes by which you will search, then select OK.
Entering the first few characters of the chosen index field information will take you to matching
entries in the file, where you can select the correct customer. Select OK to bring the selected
customer information back to the sales order.
When a customer is looked up and brought to the SO by making an entry in the Cust # field, all
of the other corresponding customer fields on the SO are automatically populated by the system.
The Bill To customer information is automatically copied to the Ship To customer fields as well.
If shipping to a different customer, use the above procedure to look up and enter a new Ship To
customer to replace the suggested customer.
Dedicated SO Customer
You can enter a customer on an SO without involving the customer file at all. This type of
customer is called a dedicated SO customer. A dedicated SO customer is neither brought from
nor added to the customer file. The dedicated SO customer’s information is recorded with the SO
and can be accessed only from that one SO.
1. Bypass the Bill To Cust # or Ship To Cust # field and type the customer information
manually in the customer fields.
The Bill To customer information will not be copied automatically to the Ship To customer
fields. Information must be entered manually in both boxes.
Note: Independent SO Customer Information
The customer information brought to the SO becomes part of the SO record, independent of the
customer file. If you edit the customer file, the SO will not be updated; likewise, editing the SO customer
information will not affect the customer file.
Customer Discounts
A customer discount can be defined for a customer in Customers. (Refer to Chapter 9. Customers
for more information.) Once a Bill To customer has been entered on an SO, any discount already
set up for the customer is automatically applied to all items listed on the SO.
Note: Discounts Before Adding Customer
If items are added to a document before a customer is added, and discounts are given to any of the
items listed on the document, subsequently listing a customer with a defined discount will override the
previous item discount with the defined customer discount.
Note: Cashier Changing the Customer Discount
A cashier's ability to edit a customer discount is limited by that cashier's discount maximum as defined in
system preferences. The cashier can edit the discount, but the new discount cannot exceed the
cashier's allowed discount maximum (even if the customer discount was higher than the cashier's
allowed discount). Define maximum cashier discounts at OPTIONS h SYSTEM PREFERENCES h EMPLOYEES.
the document in which you are working. (The availability of Choose/Edit Items is controlled by
security.)
To list items by choosing from inventory:
1. From anywhere in the receipt, select CHOOSE/EDIT ITEMS
from the side menu. This selection accesses Inventory.
15. The cursor is automatically placed in the Search field as you enter inventory. Simply begin
typing the criteria for your default lookup index (specified in preferences) to locate the
item(s) needed.
To search by a different index, first press <F3 and select a new index in the Sort By dialog (or
simply touch or click a different column header.) Then type in your search criteria in the
Search field.
Current lookup/sort
Search field
Sorted list of
matching items
16. The inventory list is resorted with all matching entries grouped. Use normal navigation
procedures to locate the correct item(s). Alternatively, use Filtered View or Style View.
17. In the Doc Qty field, enter the quantity of the item by:
Typing in the quantity desired.
Selecting or from the navigation toolbar. Each click or touch on the plus
sign adds one to the document quantity; each click or touch on the minus sign
removes one from the quantity.
To record an entered quantity, leave the Doc Qty field of the selected item.
18. Navigate to and enter quantities for each additional item needed.
19. Select OK from the side menu to return the items and quantities to the document
Alternatively, move the cursor to a non-selected inventory item and press <Enter> to take all
selected items and quantities to the document.
Whenever an item discount is entered using one of the discount fields, the system calculates the
other discount fields automatically. For example, if you discount by a percentage (Disc %),
Retail Pro will recalculate and populate the new Disc $ and Rcpt P$ fields for you.
Accumulated Discount
Promotional Pricing: If instead your system is configured to use promotional pricing, you can
optionally apply that pricing as you complete the SO. (Refer to Chapter 4. Inventory for more
information.)
Method 1:
1. As you are creating an SO, if any of the items listed are members of a promotion and have a
sufficient quantity to have promotional pricing applied to them, the apply promo button on
the side menu will be enabled.
2. Select APPLY PROMO. The applicable item prices and document total change to reflect the
promotional pricing.
To reverse the promotional pricing, select REVERSE PROMO from the side menu.
3. Select SAVE, as usual.
Method 2:
1. After adding all the items to the SO, select SAVE, as usual.
2. The Promotional Pricing Items dialog (shown below) displays if any of the items listed are
members of a promotion and qualify to have promotional pricing applied to them.
3. Select APPLY on the dialog to apply the pricing to the items on the list and save the SO.
Select CANCEL to exit the dialog and save the SO without applying the promotion.
To reverse previously applied promotional pricing, select the EDIT from the top menu and then
select REVERSE PROMO from the side menu.
Editing SO Items
You can edit quantity, associate, SO price, SO cost, tax, discount, user-defined, and description
fields on items as you are creating an SO. For example, you might want to edit an item to give a
discount to it. If the item description is changed on the SO, it will be permanently recorded in
your sales history, but will have no effect on that item in inventory.
There are two methods to edit item information on a sales order:
Navigating to the correct field in the document item list and type in the new information.
Line editing must be turned on for this method. (Refer to Chapter 2. Retail Pro Basics
for more information about line editing.)
Pressing <F5> or selecting any Item button from the side menu to open the Edit Item
dialog and make changes there (see below).
Deleting SO Items
See Deleting Listed Items
2. Select one of the payment terms available: Enter the appropriate information for the payment
type selected in the fields that appear in the lower half of the SO Terms window.
3. Select OK to save the terms you have defined or CANCEL (<Esc>) to discard them.
Depending on the payment term you select, the Terms Detail field will automatically be
populated. For example, if you select Credit Card, the Terms Detail field will display the credit
card number and the expiration date. The Terms Detail field cannot be edited manually.
Applying SO Terms
1. On an SO, begin a new sales order deposit (see Receiving a Deposit section), or create a new
receipt and reference the SO in the SO Number field.
2. In the Tender field, select (<F12>). The Tender screen displays, as well as the SO Terms
dialog. The dialog shows any payment terms that were previously defined for the sales order.
3. Select YES to accept the payment terms or NO to continue to the Tender screen and select
another payment type.
If Cash has been defined as the payment term for a sales order, the Tender screen will be
displayed and the Default SO Terms dialog will not appear. Any payment type can be used
to tender the sale.
Sample inventory listing with jackpot items defined for special order use
About Layaways
Layaway Due Dates
Layaway date fields are the same as the date fields on Customer and Special Order SOs.
Registry SOs
A gift registry is a list of items that customers, such as a wedding couple, would like other people
to buy for them—it is not an actual merchandise order. Because of this, the items are not
considered committed. Retail Pro registry SOs are specifically designed to keep track of the
items wanted, those already purchased, and other information needed for managing a gift registry.
Many of the standard SO fields, such as the Bill To customer, terms, shipping instructions, and
deposits, are omitted from registry SOs. Like non-registry SOs, store registry SOs can be created
at one station and polled to another processing station for referencing on receipts. On a company
registry SO, the Process At and Sell From fields cannot be modified. Also, registry SOs have an
Event Date instead of a Cancel Date. A registry SO can still be filled even after its event date
has passed, however.
When a customer purchases a gift off the gift registry, the cashier will reference the registry SO
number on the receipt so that the SO will show that the item is no longer due.
After a Company Registry SO has been polled to the Main, it cannot be edited at a
Remote.
Maintaining SOs
Finding an SO
See Find an Existing Data Record section in Chapter 2. Basics
Editing an SO
In addition to the document item list, you can also edit most other fields of an SO. The fields you
cannot directly edit are those such as SO Type, Unfilled %, Qty Due, Qty Sent, Deposit
Balance, Balance Due, and the Deposit, History, and SO Due tables. However, these fields are
updated when other actions take place, such as updating an SO-referencing receipt or making a
deposit.
See Edit an Existing Data Record section in Chapter 2. Basics
3. Select YES on the Lost Sales Receipt dialog that will appear if you want to record the items
remaining due on a Lost Sale receipt.
4. If you want to archive the SO that you are deleting, select YES when prompted. If you want to
delete it permanently, select NO.
An SO can also have a negative deposit balance, a result of recording a sale before full payment
has been received. Deleting an SO with a negative deposit balance will create a receipt that will
tender by store credit, taking money out of the credit balance for the customer. If the customer
has insufficient store credit to cover the deposit balance, the SO cannot be deleted.
Method 2 Specify a number of days to keep archived SOs in preferences. The SOs whose
Cancel Date is older than the number of days specified will be automatically purged from the
archive file the first time a user accesses Sales Orders each month.
Receiving a Deposit
To take a deposit, follow the steps below. Note: If creating a new SO, you must save it first.
1. Save the SO, if necessary.
2. Select SO DEPOSITS from the side menu.
Selecting OK from the dialog will take the user to the SO deposit screen. NEW will automatically
be selected, so the user can begin entering deposit information right away. After completing the
deposit, the user will be taken back to Form View of the SO. Since a deposit is required,
selecting CANCEL from this screen will cancel the SO.
Note: Edits
Once saved, a deposit cannot be edited. It can only be reversed or refunded.
Note: If Recording Sale From an SO
If you record the sale from an SO before taking any deposits, the system will automatically create a
receipt that will be tendered by deposit. This will leave a negative deposit balance on the SO.
Preferences: Printing
W/S PREFERENCES h PRINTING h Area: SODEP Receipts. Designate the default print design and printing
options.
5 Select to allow changes to printer, design, paper size, number of copies, or to allow previewing at
time of printing.
Reversing a Deposit
You can reverse a deposit made at your station. If the deposit was received at a different station,
refund the deposit instead (see the next section).
1. Select the SO for which the deposit was made.
2. Select SO DEPOSITS.
5. Select your name from the Associate drop-down list and optionally enter comments in the
Comment 1 and Comment 2 fields. Select OK.
In reversing a deposit, a new return receipt is made with a negative deposit amount equal to the
positive amount recorded on the original deposit receipt (a sale receipt). The comments made on
the Reverse Deposit dialog, as well as the SO number, are recorded on this return receipt.
Refunding a Deposit
Use the same procedure as when receiving a deposit, except enter the refund amount as a negative
amount.
Displaying Deposits on an SO
If the Form View layout that you are using does not include a list of deposits that have been made
toward the SO or a list of receipts that have been made referencing the SO, they are easy to add in
Page Designer. (Refer to Appendix A. Interface Design for information on customizing your
layouts.)
To add a list of deposits made toward the SO, add the Deposit field, which is a table listing the
following:
The receipt number that recorded the deposit.
The date the deposit was made.
The name of the cashier.
The amount of the deposit.
The tender used to receive/refund the deposit.
Whether the deposit has been reversed (REVERSED) or whether a receipt reversed a
deposit (REVERSING).
There are two types of receipts associated with SOs: 1) a deposit/deposit-used receipt created
each time a deposit amount is received or tendered and 2) a sales/return receipt created when
RECORD SALE or RECORD RETURN is used or when
creating a receipt referencing an SO. To add a list of
receipts that have been made referencing the SO, add
the History field, which is a table listing the following:
The store/station number.
The document type.
The receipt number.
The date the receipt was made.
If you select a document listed in this table, you can then select VIEW DOCUMENT from the side
menu and look at and print the document (but you will be unable to make any edits on it). Select
OK or the Retail Pro button (<Esc>) to return to the SO.
If you want to make edits on the document listed in the History field, highlight that document in
the field and select GO TO DOCUMENT from the side menu. You cannot return directly to the SO,
however, when using GO TO DOCUMENT—you must exit the receipt first, and then re-enter Sales
Orders and find the SO by usual means.
Filling an SO
In general, an SO is filled when one or more receipts have been created referencing all of the
items listed on the SO. Only the station that originated the SO can create receipts referencing that
SO. The sale of the merchandise listed on the SO is recorded when receipts are created
referencing the SO. When you create a receipt for an SO, you can have Retail Pro copy
information from the SO to the receipt, such as: any or all of the items listed, customer
information, discounts, fee amounts, terms. The cashier can optionally be allowed to list
additional items on the same receipt.
Alternatively, you can make a receipt for the sale of all the items listed on the SO by recording
the sale directly from the SO.
In both cases, the items are deducted from inventory and the SO’s fill status and current balance
are updated when the receipt is updated.
If tendered by deposit, adds a Deposit used record to the SO Deposit table and updates
the SO deposit balance.
Miscellaneous
Adding Items from an SO to a Receipt
1. Reference the SO by entering the SO number in the SO Number field on the receipt. To
look the SO number up, select (<F4>) to access the SO file.
2. Select SO ITEMS from the side menu. A list of the items on the
referenced SO will be displayed.
3. To create a receipt for only some of the items in the displayed list, enter the quantity of each
item being purchased in the Doc. Qty field.
OR
To create a receipt for all items that are due, select SELL DUE from
the side menu.
4. Select OK to return to the receipt.
Partial Shipments
A partial shipment is when any receipt that references a non-registry SO leaves a quantity
remaining due for any SO item(s). By default, partial shipments are allowed on all SOs.
If you want to avoid partial shipments (i.e., require that all SO items are sent in one shipment)
you can clear the checkmark in the Ship Partial field of the referenced SO. The system will then
alert you when creating a receipt for a partial shipment of that SO. (It will still allow you to
continue creating the receipt for the partial shipment, however.)
Recording a Return
Recording a return creates a return receipt reversing the original sale. The items are added back
into inventory and a negative Deposit used record is added to the SO Deposit table. The SO will
once again be available for PO generation.
2. Highlight a PO and select VIEW to display it in Form View (the PO can also be edited here if
necessary). Once finished reviewing and/or editing the PO, select OK or cancel to return to
the SO.
Method 2:
1. Display the History table on the SO.
35. Highlight the receipt that corresponds to the deposit record you want
to print.
36. Select VIEW DOCUMENT from the side menu.
37. Select PRINT (<Alt+P>) from the top menu of the receipt, then select a print design and other
options as necessary.
(See Printing Records)
Preferences: Printing
W/S PREFERENCES h PRINTING h Area: SODEP Receipts. Designate the default print design and printing
options.
5 Select to allow changes to printer, design, paper size, number of copies, or to allow previewing at
time of printing.
Printing SOs
See Printing Records in Chapter 2. Basics
Tracking Adjustments
When tracking adjustments, you will not be allowed to edit the tracked values (QTY, INVEN P$, or
COST) in inventory. Other manual editing that would affect the tracked value(s), such as editing
MRG% in inventory or the current price in the Price Manager, will also be blocked. Likewise, if
you delete items or styles with non-zero quantities, prices, or costs from inventory, the
appropriate adjustment memo(s) will automatically be created.
You can change inventory value fields by manually creating memos, which in turn update
inventory.
Pro Tip: Starting to Track Adjustments
We generally recommend that you start using adjustment tracking after you have done a complete
physical inventory. This establishes your baseline. You will then be able to audit changes in inventory
quantities and valuations back to the defined starting point.
If you are installing Retail Pro in an existing business, we recommend that you turn off tracking until you
have entered your entire inventory and then do a physical inventory.
Memo Types
There are three types of memos: quantity, price, and cost. Each type records changes to the
specified value. If an activity changes both quantities and prices, then both a quantity memo and
a price memo will be generated. Since each memo is limited to 900 items, any change affecting
more than 900 items will generate multiple memos.
A quantity memo records a change in the quantities on hand for up to 900 items in one particular
store. A quantity memo can record quantity changes for one store only. Any process that affects
quantities in more than one store will generate multiple memos. The impact that this memo will
have on the value of inventory at both price and cost will also be shown. When calculating the
resulting change of inventory value at retail, Retail Pro will use the currently active price level in
inventory or, if using price- based stores, the price level for the store whose quantities are being
changed.
A price memo records the price changes in one particular price level for the listed items. Each
price memo can record changes for only one price level. Multiple memos will be required any
time you change prices in more than one price level.
A cost memo records the changes in inventory COST for the listed items.
Permission Description
Former Adjustments > If selected, allows group members to edit memos (excluding accounting marks).
Edit
Former Adjustments > If selected, allows group members to edit accounting marks on memos.
Edit Accounting Marks
Former Adjustments > If selected, allows group members to reverse memos.
Reverse a Memo
Former Adjustments > If selected, allows group members to copy adjustment memos.
Copy
Former Adjustments > If selected, allows group members to view cost-related fields for items on
See Cost Fields memos.
Former Adjustments > If selected, allows group members to change the store number on adjustment
Change Store Number memos.
Memo Fields
The following sections list the fields that are available to add to the memo layout using the Page
Designer or Page Manager customization features. (Refer to Appendix A. Interface Design for
more information on using these features.) The first section lists fields that are pertinent to a
specific memo type. The second section lists fields that are general to all memo types.
Note: Field Label Symbols
Symbol Description
[] Fields shown in brackets are automatically populated with information by the system. In
most cases, these fields cannot be directly edited by the user.
* Fields with an asterisk (*) indicate that document lists can be sorted by that field.
Memo-Specific Fields
This section discusses old, adjustment, and different (Old, Adj, and Dif) fields for each memo
type. Each of these fields is included on each type of memo in order to show the full affect of
each adjustment; however, this section discusses them by the memo type to which they are most
pertinent. Each of these fields is also included in both the document item list of memos and
outside of the list as a regular field. Outside of the list, the Old, Adj, and Dif fields summarize
the total adjustment to inventory. These fields cannot be edited. In the document item list, users
enter their adjustment for the listed item in the Adj field and the Old and Dif fields show the
values relevant to that item.
Quantity
Field Usage
[Old Cmp Qty] Old Company Quantity: Total quantity on hand in the company for all the listed
items before updating this memo.
(Document Item List) Total quantity on hand in the company before updating this
memo. Sortable.
[Adj Cmp Qty] Adjusted Company Quantity: Total quantity on hand in the company for all the listed
items after updating this memo.
[Old Str Qty] Old Store Quantity: Total quantity on hand in the specified store for all the listed
items before updating this memo.
(Document Item List) Store quantity on hand before updating this memo. Sortable.
[Adj Str Qty] Adjusted Store Quantity: Total quantity on hand in the specified store for all the
listed items after updating this memo.
(Document Item List) Store quantity on hand after updating this memo. Sortable.
Editable.
[Dif Qty] Difference in Quantity: Old Str Qty – Adj Str Qty.
[Qty Diff*] (Document Item List) Old Str Qty – Adj Str Qty. Sortable.
Price
Summary fields compare the total price for all the items listed before and after adjustment. The
total price is calculated from the CMP QTY for each item and its price in the specified price level.
Summary Field Usage
[Old Prc] Old Price: The total price for all items listed on the memo before the adjustment,
based on CMP QTY and the price before adjustment.
(Document Item List) The price (INVEN P$) for the designated price level before this
memo. Sortable.
[Adj Prc] Adjusted Price: The total price for all items listed on the memo after the
adjustment, based on CMP QTY and the price after adjustment.
(Document Item List) The price (INVEN P$) for the designated price level after this
memo. Sortable. Editable.
[Dif Prc] (Difference in Price) Adj Prc – Old Prc
Cost
The summary section compares the total cost for all the listed items before and after adjustment,
based on their CMP QTY and inventory COST.
Field Usage
[Old C$] (Old Cost) Item List: Inventory cost before this memo. Sortable. Editable.
Summary: The total cost for all items listed on the memo before the adjustment,
based on cmp qty and inventory cost before the adjustment.
[Adj C$] Adjusted Cost: The total cost for all items listed on the memo after the adjustment,
based on cmp qty and the inventory cost after adjustment.
(Document Item list) Inventory cost after this memo. Sortable. Editable.
[Dif C$] (Difference in Cost) Adj C$ – Old C$
Field Usage
[Memo #*] Sequential number from 1 to 99,999 assigned by Retail Pro.
Movement Note (Movement Control System) The Shipment # of the Movement Note generated by
Shipment # the system when the memo is updated (You can enter a Movement Note Shipment
# on quantity adjustment memos only, not price or cost memos). Entry of a
Movement Note Shipment # is optional. Maximum 9-digits (Refer to MCS
documentation for more information.)
[Non-Inventory] 5 If selected, when a memo listing a non-inventory item, i.e. jackpot item, is
updated the on-hand quantities for the item will not be updated. Typically, jackpot
items are used as inventory items to sell undefined items, miscellaneous fees, and
special order items. Default: unselected.
[No of Items] The number of lines in the document item list.
[ODS Exported] A flag used to indicate that the document has been exported to the ODS database.
[Orig St/Sta] Originating Store/Station: The store/station where the document was created.
[Post Date] The date and time that a memo is updated at the Main.
[Prc Lvl*] The price level affected. A separate memo is recorded for each price level
affected. (Price memos only.)
[RDW Cancelled] 5 If a memo is reversed in Retail Pro, this flag will tell the Retail Data Warehouse
(RDW) that the document was indeed reversed and should be updated in RDW.
[RDW Sent] 5 Indicates that the memo has been updated and sent to RDW.
Reason The reason for the adjustment. (Required.)
SYSTEM PREFERENCES h ADJUSTMENTS h Adjustment Reasons: predefine a list of
reasons for making adjustments. Then, while making a memo, either select a
predefined reason from the drop-down list enter a new reason.
[Rec #] Record Number: The sequential number of a line item listed in the document item
list. For example, the first line item would be Rec # 1, the second Rec # 2, and so
on. Index field.
Sale Disc$ Sale Discount Amount: The amount by which an item’s original price is
discounted. Derived from the Adj P$ field.
Sale Disc% Sale Discount Percentage: The percentage by which an item’s original price is
discounted. Derived from the Adj P$ field.
[Serial] The item’s serial number control status.
Serial # Serial Number: The serial number assigned to this item.
[Source*] The action that created the memo. Not user editable.
physical inventory
overwrite
mark down/up
clean house
planned pricing
planned markdown
inventory
manual memo
reverse memo
leave
[Status] Shows whether the memo is regular status (active) or reversed.
Field Usage
[Store] The store that the adjustment will affect. Editable only for quantity memos; price
and cost memos are always CMP.
[Store Heading 1-6] The address lines of the store.
[Style Image] The image of the style that is selected. Form View only. From inventory.
[Time] The time the memo was made.
[Transmitted] 5 Indicates that the memo has been prepared for polling.
[Type*] The inventory value being modified (PRICE, COST, or QUANTITY).
[Wks] Workstation: The number of the workstation that made the memo.
WS Seq # Workstation Sequence Number. Sequential number for memos made at a
workstation. Used to aid in Sequence Checks made by DVS and other tools. Not
user-editable.
Select (and optionally edit) items from inventory and list them on a
document.
Display the Filtered View dialog, where you can define criteria for filtering
records.
Access a sub-menu where you can select the following buttons: Choose
Items, Choose/Edit Items, Item Quantity, and Barcode.
Display a sub-menu where you can select the Reason, Date, Store,
Associate, and Comments buttons.
Display a sub-menu where you can select the Update Only and Print Tags
buttons.
Display a menu where you can Zoom In or Zoom Out on the current view.
41. To list items on the memo, place the cursor in the Item # field and do any of the following
(depending on system configuration; for more information, refer to Chapter 2. Retail Pro
Basics):
Enter the Item #, UPC #, or ALU
Scan the barcoded merchandise tag using a barcode reader.
Use CHOOSE ITEMS or CHOOSE/EDIT ITEMS from the side menu to locate items from
inventory.
42. List the items to be adjusted, entering the adjustment value in the appropriate field (Adj Str
Qty, Adj Prc, Adj C$) of the item list.
43. Select UPDATE ONLY (<F11>) from the side menu to update the memo, or PRINT/UPDATE (<F12>)
from the side menu to print and update the memo. (Selecting PRINT from the top menu also
prints and updates the memo.)
Copying a Memo
1. Select Adjustments > Memos from the home screen.
76. Highlight or display the memo that you want to copy.
44. Select COPY (<Alt+C>) from the top menu.
45. Choose a memo type: quantity, price, or cost.
The system opens a new memo with a new memo number in Form View. The same
items as those listed on the original will be listed on the copy. The values in the Adj fields
depend on the type of memo you chose to create.
46. Make edits as needed in any of the fields.
47. Select UPDATE ONLY (<F11>) or PRINT/UPDATE (<F12>) from the side
menu.
Finding a Memo
See Finding a History Document section in Chapter 2. Basics
Editing a Memo
To edit a memo:
1. Select or display the memo that you want to edit, and then click the Edit button.
Memo editing is limited to the associate, day of the month, reason, and comment
fields with entries. To correct other fields, reverse the memo and make a new,
correct one.
48. Click the Save button to save the changes.
Reversing a Memo
Former memos are permanent records, which cannot be deleted. Some fields can be edited, but
none of the adjustment information can be changed. To undo an adjustment, you must reverse
the memo, instead. The original memo can then be copied and the copy used to create a new,
correct memo.
Effects of Reversing a Memo: Reversing a memo does not alter the original memo; instead it
creates a new memo that has the opposite effect.
Reversing a quantity memo creates a new quantity memo that has the opposite effect on
inventory. If the original memo removed three of an item from inventory, the reversal
will return three units to inventory. It does not restore inventory to the OLD QTY recorded
on the original memo because other documents affecting inventory quantities may have
been recorded in the interim.
Reversing a price memo creates a new price memo that restores inventory prices in the
specified price level to the OLD PRC on the memo.
Reversing a cost memo creates a new cost memo that reverses the total dollar amount of
the original cost adjustment. It also adjusts the current cost in inventory for each item.
Note: Reversing Cost When Item Quantity Has Changed
If the current total quantity on hand is less than or more than when the memo was created, Retail Pro
will calculate the difference in unit cost and apply that amount to the inventory cost of the remaining or
additional items.
Example: Suppose you had 20 of an item on hand when you wrote down the unit cost by $2.00, which
would be a $40.00 cost adjustment. Due to intervening sales, you now have 10 of this item on hand. If
you reversed the entire memo, each item would now have $4.00 added to it, instead of the original
$2.00. Retail Pro adjusts per item, in this case a $20.00 adjustment. The same principle applies when
items have been added to inventory.
To reverse a memo:
1. Select or display the memo that you want to reverse.
49. Click Reverse.
Result: The reversing memo is displayed in Form View.
50. Click Update Only or Print/Update.
Printing a Memo
See Printing Records in Chapter 2. Basics
If you select the PRINT button on a memo as you are creating it, but before updating, the memo
will be both printed and updated.
Element Elements are used to identify information. They fall into two categories:
Value elements such as Qty Sold, and Fee $
Descriptive elements such as Item #, Vendor Code and Desc 1
The elements you include in the design of your report, and in the filter used with the report,
determine the information that is generated by the report.
Filter Filters determine the actual information that is analyzed when a report is generated. The
selection criteria entered into a filter allows the user to include or exclude particular data
and/or focus on a particular date range on a report. (The date range can be selected in
report options as well as the filter.)
Layout The layout determines the type of information to be included in a report.
Sort Sort determines the order of information within the columns of a report. Sort can be used
with descriptive elements.
Ranking Ranking allows you to arrange report elements in ascending or descending order based on
their value in the specified columns. Ranking can be used with value elements.
Distributed Predefined and specialty reports included in the Retail Pro reports module.
Reports
Predefined Ready-to-use reports that can be copied and modified to create user-designed reports.
Reports
Specialty Ready-to-use reports within Retail Pro that cannot be modified except for report options.
Reports
User-defined Report designs created by the user, in which the user defines the layout, sort, ranking, and
Reports filter criteria.
Report Types
Three types of reports are used in the Reports module. The two ready-to-use types that are
distributed with Retail Pro are: predesigned reports and specialty reports. The reports that you
create yourself make up the third type: user-designed reports.
A predesigned report can be copied and modified to quickly create customized user-designed
reports. In contrast, only the report options of a specialty report can be modified. The structure
or layout of this type of report is fixed. [Exception: The SO: Fulfillment summary uses a design
created with Document Designer. This design can be located and modified from the SO tabbed
page in Document Designer. (Refer to Tool Supplement TS2. Document Designer – Windows.)]
Report Categories
The reports distributed with Retail Pro fall into four main categories: Summaries, Journals,
Merchandise reports, and Lists.
Summaries are probably the most used report category because any information recorded on a
document can be included in a summary report. The data for these reports can be drawn from
multiple history or order documents, or inventory. For each report, one data source, such as sales,
is accessed for information. For example, one report might draw its information from on-hand
inventory, another from receiving history. Only one date range can be specified for a summary
report. As an example, a Sales Summary report could be used to compare the sales of various
departments or styles over the last six months.
There are two types of summaries:
Merchandise summaries are item-oriented reports that can include item descriptions,
quantities, and other item values.
Transaction summaries are document-oriented reports that can summarize document
data, but cannot provide line item (merchandise) detail.
When filtering a transaction summary, if any item on the document meets your filter criteria, then
the entire document is included in the report. In contrast, when the same filter criteria are applied
to a merchandise summary, only the individual items meeting your criteria are included.
Example: Filtering a Sales Merchandise Summary by department ABC produces a report with
only items from that department. The price, cost, and quantity information reported is for those
items only. When using the same filter criterion on a Sales Transaction Summary, the entire
receipt is included if at least one item from department ABC is listed on the receipt. The
summarized price, cost, and quantity information is calculated from all items on the receipt, not
just items from department ABC.
Inventory (Merchandise) Summaries are ideal if you want to list inventory items including item
descriptions, quantities on hand, and price/cost data. If you use multiple price levels, such as for
retail, wholesale, and employee prices, an Inventory Summaries report can include all the prices
for each item.
Journals report information from history and order documents on a document-by-document
basis. One document is reported per row in a journal report. Journals can chronicle your sales,
receiving, and transfer history as well as your current orders. These reports differ from
summaries in that there is no grouping of the information.
Journals can be targeted in many ways. For example, you can generate a journal that includes
only cancelled receipts, or one that tracks all transfers in progress, or one that reports only
layaways that are past due. Journals also have the option to include item, history, and deposit
detail, as appropriate to the report.
Merchandise reports are similar to summaries except that the information can be drawn from
multiple data sources (any document type and inventory), multiple date ranges can be compared,
and the focus of the report is merchandise information. Item components such as DCS, Vendor
Code, Desc 1, etc. are reported rather than document components such as SO flags, comments,
tenders, etc.
Merchandise reports can provide complete information about your merchandise, ranging from an
analysis of what is on hand, in transit, on order, or on layaway, to what has been received, sold,
transferred, or adjusted. The defined Min/Max levels for any time period can also be included.
Each type of information, such as sales, can be reported in terms of quantity, average unit price,
total extended price, cost, margin, or many other values. For example, you can run a report that
shows your inventory items grouped by department and vendor, and includes both the current on
hand and net sales for the last 30 days for each item.
Lists focus only on customers, vendors, departments, or employees. This report type can create a
list of information for any of those groups. As an example, you can print an address list for any
or all of the customers on file. Depending on your mailing needs, the list can be sorted by name,
zip code, or any other field. Note that the information available for these reports is limited to
what is stored in the related data file. For example, the customer file does not contain data on the
purchases made by customers, therefore, a list report cannot include that information.
CUSTOM NAMES – create custom labels for the fields that appear on reports.
DEFAULT FONTS - specify the default appearance for all reports. Assign font,
font style, font size, color, and effect to various sections of a report.
FIELD LENGTHS – define the lengths for various fields; for use in reports only.
OPTIONS – optionally choose to include additional details on printed reports or to exclude non-
inventory items on inventory summaries and merchandise reports. Choose whether or not to use
record limit as a percentage in sales reports.
System Preferences
Workstation
Preferences
51. Select options as needed, and then click OK. Refer to the table below for descriptions of the
available options.
Option Description
Show report details If selected, report details are displayed.
Use PO Order date for If selected, the PO Order Date is used when determining which purchase orders
merchandise reports to include for a given date range on merchandise reports.
Use SO ship date for If selected, the Ship Date is used when determining which sales orders to
merchandise reports. include for a given date range on merchandise reports.
Ignore non-inventory If selected, non-inventory items are ignored when calculating values on
items in summary summary inventory and merchandise reports.
inventory and
merchandise reports.
Ignore non-inventory If selected, non-inventory items are ignored when calculating values on
items in summary sales summary sales reports.
reports.
Record limit as If selected, the record limit in sales reports uses a percentage.
percentage in sales
reports
Calculate Korean Tax If selected, Korean tax values are calculated.
values
Default Fonts
The Default Fonts feature allows you to define a default appearance
for all reports. What you specify here determines how the
information in each section will appear when you generate a report.
(These settings can be altered for individual reports through EDIT h
APPEARANCE.)
The report sections that can be modified are shown in the list to the
right. The Report Header appears only on the first page of the
report. The Page Header appears on all but the first page of the
report.
You can specify the font, font style, size, color, and effect for each of the report sections. A
sample Default Fonts display is shown below:
There are predefined minimum and maximum values for each field or field type.
Individual field settings are listed in the upper section of the window.
Settings that affect a type of field are listed at the bottom. For example, a setting of 7 in Qty
fields affects all quantity fields (Qty, Qty Sold, Tot Qty, Qty Available, Qty Due, etc.)
56. Choose the field or field type whose length you want to modify – for reports only.
Either enter a value or use to adjust the value.
57. Select OK to save these settings.
Custom Names
Use CUSTOM NAMES to customize the field labels used in your reports.
1. Select CUSTOM NAMES from the side menu.
58. In the Custom Names dialog, use the drop-down list to select an area of reports.
59. Type the first few letters of the field label you wish to change in the Find Native Name or
the Find Custom Name fields to locate the label in one of the columns below. Alternatively,
you can scroll through the list of labels until you find the one you want.
60. Select the label you wish to change in the custom name column. If you used the Find Native
Name field to locate the label, clicking the label in the native name column will automatically
locate the corresponding name in the custom name column. Then simply press <Tab> twice
to select the label in the custom name column or click on it.
61. Press <Enter> or click the highlighted label. You can now edit or change the label as
required. Hit <Enter> again when finished.
62. Repeat to customize other labels as needed. Labels that have been customized will be
displayed in red in both columns. Select OK when finished to exit the Custom Names dialog.
View Initial Names As: Select NATIVE to view default native names in the native name column.
Select TRANSLATED to instead view the names as defined in your translation files.
Sort by Native Names: Toggle this option on to sort field names in the Find Native Name and
the Find Custom Name columns by native names. Toggle this option off to sort by custom
names.
Names in Reports: Select NATIVE to use native names as the field labels in the reports module.
Select TRANSLATED to use the names as defined in your translation files. Select USER-DEFINED to
use the customized field labels as defined in Custom Names.
Run a Report
Select an existing report, enter runtime options and filter criteria, then generate the report.
1. REPORTS h [CATEGORY]
Icons shows the reports graphically. If using a touch screen, this is the recommended display.
63. To select a report, either double-click the report or highlight the report and then select PRINT.
64. The Run Report window is displayed. There are two tabbed pages in this window: Options
and Filter Criteria.
On the Options tabbed page, define the runtime report options. In general, report options
include user-defined instructions that specify a report subtitle, the filter to be used, aspects of
the appearance of the report, and/or the data to be included. Some options can be defined
only when designing the report, while others can be defined or modified at runtime. It
depends on how essential the option is to the report. For example, the access level is an
essential security element of a report and, therefore, cannot be modified at runtime. Such
integral options are not displayed at runtime.
The options you use when generating a report will be saved and suggested the next time you
run that report. In a network environment, the suggested settings are those that were most
recently used by any one of the network workstations.
65. On the Filter Criteria tabbed page, Retail Pro displays the predefined criteria for the filter
that is specified on the Options tabbed page (SALES in the sample on the previous page).
You can enter or modify criteria, as needed. You also have the choice to completely CLEAR
(and then modify) all criteria or to use the criteria specified during the LAST RUN of this report.
66. Select OK to generate the report. Once generated, the results are displayed in a Previewer
window. You then have the option to print the report, save it as a text file, send it to Notepad,
to Excel, or export it as an HTML or PDF file. (Refer to the Previewer documentation in
Chapter 2. Retail Pro Basics for more information.)
67. To save the report, select SAVE REPORT from the Previewer toolbar.
The report is then available for later review, via the REVIEW feature, in Reports as well as in
other modules of Retail Pro, such as Inventory, Departments, POs, etc.
Report Options
Report options are user-definable instructions. Depending on the report, such options can include
the filter to be used with the report, the price level to use, the range of documents to be included,
etc. When you run a report, some of its options can be modified. The options that are essential to
the report design, such as access level, cannot be changed at runtime. Those options can only be
redefined by editing the report design.
Refer to the Retail Pro Technical Supplement for each report area for more information on the
related options.
Runtime Options
Many of the options available at runtime are listed below.
Report Option Report Description
Adjustment Adjustment Define the starting and ending date/time for the adjustment memos to be
Date/Time Summaries included in the report.
Data Types Merchandise The types of information to be included in the report. This option also
defines the column labels to be printed and specifies the date range of the
documents to be read, when applicable.
Date Range PO: Projected The 3 date ranges that determine the 5 periods to be included in the
1, 2, & 3 Cash Require- report (3 defined periods in addition to all earlier and all later dates).
ments Report
(Journals)
Filter All reports The filter to be used for this report.
From the Options tabbed page, select the Filter field. Then choose the
filter you want from the available drop-down list. All the filters defined for
this report area are listed.
Select the Filter Criteria tabbed page to view, enter, and/or edit the criteria
related to the selected filter.
If the Filter field is left blank, a filter can be selected (or not) at runtime.
Form Feed Check In/Out: YES = Start a new page for each employee.
after Data Shift Report
NO = List shift reports one after the other.
Block (Summaries)
Line Feed after Various reports YES = Include a blank line after each block of data.
Data Block
NO = Print data blocks one after the other – no blank lines between.
Then, select a report and click Edit. Click the Options button to display available options. Select
an Access Level for the report and save your changes.
Report Filters
Filter is one of the options that can be predefined for a report. The criteria entered for the various
report filter elements determines the information that is analyzed when the report is generated.
In Retail Pro, ready-to-use report filters are included for use with the distributed report designs.
Each filter was created for a particular report area and is available only when running reports
within that area. These predesigned filters contain the most commonly used filter elements, ready
for you to add your own filtering criteria when you run the related reports.
You can also create your own report filters and predefine default criteria for them.
Modify/Create a Filter
Note: Modifying a Distributed Report Filter
If you want to modify a distributed report filter for continued use thereafter, rename or copy it and then
customize it. Otherwise, your customized filter will be overwritten during the next Retail Pro filter update.
Note: Rename a Report Filter
REPORTS h [category] h FILTERS
In the list of report filters, single-click the name of the filter you want to rename. Then either press <F2>
or single-click it again, modify the name, and press <Enter>.
Note: Copy a Report Filter
REPORTS h [category] h FILTERS h [filter]
Select COPY to create a new filter from an existing filter. Assign a different name to the copy and then
modify the new filter, as needed.
Free-form Criteria
There are report filter elements that allow free-form criteria. Free-form criteria can be used with
elements that have variable text entries, such as Last Name and Desc 1. You define each
criterion by entering a string of alphanumeric characters. When running the report, the system
searches for a matching string anywhere in the corresponding field, ignoring upper/lowercase. In
addition, AND/OR statements (described later in this section) can be used with free-form criteria.
Exact Matches: Enclose the criterion in quotation marks to require an exact match, i.e. to
require the characters enclosed by the quotation marks to match the entire field entry, character
for character. A matching data field cannot contain any characters (even leading spaces) that are
not also in your criterion.
Example: If your criterion is BLUE, both blue and sky blue would be matches. To find only exact
matches for BLUE, i.e. include blue but exclude sky blue, use “BLUE” as your criterion. Since the
entire field entry must match what is contained within the quotation marks, only blue is a match.
Blank Fields: To filter for records with a blank field, use empty quotes, i.e. two quotation marks
with nothing in between (“”).
Excluding Matches: If you start your criterion with a tilde (~), Retail Pro excludes all records
that match the criterion and includes those that do not. Think of the tilde as meaning not or
exclude.
To exclude all blank records, enter a tilde and empty quotes (~“”).
Examples:
~BLUE (not blue) Excludes any records that include the word blue anywhere in the specified
field. Example: Field entries of BLUE, SKY BLUE, DARK BLUE, and BLUE GREEN would cause their
respective records to be excluded from the results.
~“BLUE” (not an exact match to what is in the quotation marks, i.e. not exactly/only blue)
Example: A field entry of BLUE would cause its respective record to be excluded. Records with
field entries of SKY BLUE, DARK BLUE and BLUE GREEN would be included in the results.
And/Or Statements
Selected filter elements allow the use of AND/OR statements when defining related free-form
criteria. The power and flexibility gained with such statements is immense in that you can filter
by what might otherwise be unrelated information. You can define multiple criteria and then
include records that meet two or more criteria (AND) or those that meet any of the criteria (OR).
You can also use a combination of AND/OR statements.
Suppose that for your shoe department you include a color and description in Desc 1 (BRWN,
BLCK, NAVY, WHTE, RED / TIE = tie/lace-up, SLON = slip-on, BUCK = buckle). Using AND/OR
statements as your Desc 1 criteria, you could select such combinations as all black tie shoes, all
black and brown tie shoes, or all slip-on shoes.
Three rules determine how the system interprets any AND/OR statement. Item # Desc 1
The examples on this and the next page make use of the inventory data 000101 brwn tie
shown to the right. Assume that the reports will also be filtered for the 000201 brwn buck
000301 white slon
shoe department. 000401 blck slon
000501 brwn slon
000601 whte tie
000701 navy slon
000801 blck slon
AND/OR Rule #1
If two or more criteria are joined by AND, the entry in the record’s field must meet all of the
criteria in order to be included in the filter results.
Goal: Filter for all brown tie shoes brwn and
Criterion: (an AND statement) tie
BRWN and TIE must both be in the Desc 1 field
Item(s) Selected: Item #101
Longer chains of criteria joined by AND can be built in the same manner.
AND/OR Rule #2
If two or more criteria are joined by OR, the entry in the record’s field must meet any one of the
criteria in order to be included in the filter results.
Goal: Filter for all brown or navy shoes brwn or
Criterion: (an OR statement) navy
Either BRWN or NAVY must be in the Desc 1 field
Item(s) Selected: Items #101, #201, #501, #701
Longer chains of criteria joined by OR can be built in the same manner.
AND/OR Rule #3
When three or more criteria are joined by any combination of ANDS and ORS, the criteria joined by
the ANDS are grouped together and evaluated first. Then the OR statements are evaluated.
Goal: Select all shoes that are brown tie or brwn and
black slip-on tie or
Criterion: (a mixed AND/OR statement) blck and
BRWN and TIE or BLCK and SLON slon
must be in the Desc 1 field
Item(s) Selected: Items #101, #401, #801
When designing these more complex statements, it often helps to visualize the AND statements
enclosed within brackets and treated as a unit. Rewriting the criteria above would yield:
[BRWN and TIE] or [BLCK and SLON]
The system evaluates AND requirements first. In this example, it identifies all items that meet the
first AND requirement, i.e. that were both BRWN and TIE (Item #101). Then it identifies all the
items that meet the second AND requirement (BLCK and SLON, Items #401 and #801).
After evaluating all the ANDS, the system looks at the OR statements. All items that satisfy either
of the requirements joined by an OR are selected. In this case, Item #101 is selected because it
satisfies the AND statement to the left of the OR, and Items #401 and #801 are selected because
they satisfy the AND statement to the right.
Range Criteria
Range criteria allows both open-ended and closed ranges. For date ranges, you also have the
availability of dynamic date options. With a simple selection, you can specify to have the report
span month-to-date, year-to-date, last year for this same year-to-date, etc. There are a variety of
predefined dynamic date ranges available for your use. (Refer to the Chapter 2. Retail Pro
Basics, Topic: Filter Basics, for complete information.)
Status Criteria
Status criteria can be used to filter for such records as inactive customer records, receipts that
have been sent to accounting, or the EDI status of a purchase order.
Some examples of status criteria that can be included in filters are:
Inventory items flagged as unorderable
SOs for which partial shipments are allowed
Customers from whom checks are accepted
Unverified slips that have been marked for deletion
Inventory items that have been marked down with price manager
Edit a Report
Note: Copy and Modify a Distributed Report
REPORTS h [category] h REPORTS h [report]
If you want to edit a distributed report and retain your modifications for continued use thereafter, select
COPY to copy the report, give it a new name, and then customize it. That way, if a distributed report is
later upgraded, your customized version won’t be overwritten.
Note: Editing and Report Types
You can modify both the design and the report options for predesigned and user-designed reports but,
generally, can change only the options on specialty reports.
Procedures and available options may vary for the report types. Refer to the technical supplement
provided for each report type for details.
Select a report whose design and criteria is close to what you want. Modify it to meet your
reporting needs.
1. Select the report category: journals, merchandise, summaries, or lists.
77. Highlight a report from the list displayed for the selected category.
78. Select Edit from the top menu.
A sample Edit Report window is shown below:
70. You can now make changes to any aspect of the report: LAYOUT, SORT,
APPEARANCE, etc.
73. Select EDIT FILTER to modify filter elements and to specify default
criteria.
74. Select SAVE to retain your filter modifications.
Journals Only
If creating a journal report, you can add details to the report. Item Details can be specified for all
journals. History Details and Deposit Details can also be defined for SO journals.
1. Select DETAILS from the side menu and the Report Details window
is displayed.
For most journals, there is one tabbed page - Item Details.
For an SO journal, three tabbed pages are available, one for each type of detail.
Layout
The layout window contains all the layout elements available for the
report area.
1. Specify the elements to be included in the layout of the report. These will be the column
headings in the report.
Elements above the divider bar will be
included in the report, those below will
not.
To move an element to the opposite side
of the bar, either drag it or double-click
it.
In addition, the divider bar can be
dragged up or down.
1. The top-to-bottom order of the layout
elements determines the left-to-right
order of the columns in the generated
report.
Rearrange the elements above the bar
using a drag-and-drop procedure.
Sort
Reports can be sorted by one or more descriptive elements, in ascending
(u) or descending (v) order. For example, Sales Summaries can be
sorted by Item #, Size, Tax Area Name, or any other descriptive
element.
Whenever you sort by two or more elements,
Retail Pro sorts in the order the elements are
listed. The results can be quite different if the
order of only two sort elements were reversed.
For example, sorting by department and then by
vendor yields a report that is first broken down
by department and then by vendor within each
department. Each vendor’s information is
scattered throughout the departments. Reversing
those elements yields a report that has each
department’s information scattered throughout
the vendors. When two or more items have the
same entry in a sort field, the tie is broken by
sorting them according to their entries in the next
sort field, and so on.
The sort window contains the same elements as the layout window for the report area.
1. Specify the elements to be used to sort the information.
Elements above the divider bar will be used in the sort process, those below will not.
77. The order of the sort elements determines the order in which information is presented.
Rearrange the elements above the bar using a drag-and-drop procedure.
78. Each field’s information can be sorted in either ascending or descending order.
To change this order, simply click on the arrow, or if you are using your keyboard to
navigate, make sure the desired field is highlighted and press <Spacebar>. This automatically
reverses it.
Totals
Layout and sort elements must be defined before totals can be specified.
Any report column that contains a value element can be totaled. Three
types of totals can be included in a report: subtotals, running totals,
and grand totals.
Subtotals sum the values within the specified sort element(s).
Running totals sum the values for the specified element(s) since the beginning of the
report. The last running totals line printed on the report equals the grand total.
Grand totals sum the values for the specified element(s) for the entire report.
Example: If a sales report is sorted by DCS and Vendor Code, you could do one of the
following or both:
Subtotal each time the department code changed, giving you total sales for each
department.
Subtotal each time the vendor code changed, giving you total sales for each vendor’s
merchandise within each department.
Example: Since the distributed Monthly Sales Summary: Past 12 Months report is sorted by
month, you could select to have a running total each time the month changed, giving you the
accumulated total up to that point.
To define subtotals and/or running totals, select TOTALS from the side menu. When - For both
subtotal and runtotal, position elements that are to trigger totaling above the divider bar. Order
does not matter. Subtotals and/or running totals will be generated each time the data for that
element changes. What – For each subtotal
and runtotal, position the elements you want
totaled above the divider bar.
Subtotals and running totals are printed on
separate report lines flagged with an S or an
R, respectively, at the end of the line.
Grand Totals
(What) Specify the value columns for which
a grand total is to be included.
To define grand totals for a report, position
the elements to be grand totaled above the
divider bar in the TOTALS window. Order
does not matter.
Ranking
By default, the sequence of the printed rows on a report follows the sort
order. However, instead of sorting a report by descriptive elements, you
can rank it by one or more of the value elements included in the layout.
Ranking arranges the report rows in ascending or descending order
based on their value in the specified column(s).
Best seller and worst seller reports make use of this ranking capability. Use these reports to
quickly spot hot moving merchandise or problem areas. Performance can be measured by many
criteria, such as units sold, total price, cost, profit dollars, or margin percentage. These reports
can show you what items, sizes, styles, departments, or vendor lines are most profitable, or they
can rank the sales performance of your cashiers, checkout stations, or stores. Reports can focus
on a specified date range and can include all or selected merchandise.
Example: A department sales report could list the departments ranked by performance as
measured by values such as Qty Sold, Ext M$, or Margin %. The departments could be listed
from best to worst (descending) or worst to best (ascending). Use the Record Limit setting in
Report Options to limit the report to the 5 best or the 10 worst, etc.
With Sorting: Ranking supersedes sorting. When ranking results in a tie, Retail Pro uses the
sort order to break the tie.
With Subtotaling: If a report contains subtotals, the rows within each subtotaled section are
ranked independently and the record limit is applied to each subtotaled section.
Multiple Rankings: If you specify two or more ranking values, Retail Pro initially ranks by the
first value specified. When items have the same value in that column, they are then ranked by the
next value specified. If, for example, you ranked a style sales report by Margin % and Qty Sold,
and two styles have the same Margin %, the tie would be broken by ranking them according to
their Qty Sold.
Rank a report:
1. Select ranking from the side menu.
81. When you select ranking, a list of all the elements available for ranking
(i.e. all the value elements in the layout), is displayed.
82. Position the element(s) to be used to rank report values above the divider
bar. Arrange them in the order by which the ranking is to be applied.
Appearance
The default report appearance is displayed. You have the option to
change the appearance of any of the report sections for each particular
report.
The report sections that can be modified are the same as those available in DEFAULT FONTS. You
can specify the font, font style, size, color, and effect for each of these sections.
Select APPEARANCE from the side menu and follow the same procedures used to set default
appearance. When you exit the appearance window, you will be asked if you want to save the
report design. Select YES.
Report Groups
It is likely that you always run certain reports at a given time or when looking for particular
information. The Report Groups feature lets you group such reports and run them as a batch,
therefore making the process much more convenient. You select the reports (from any of the
categories), predefine the options and filters for each, and give the group a name. Then when
needed, you simply select the group, optionally modify runtime options and filter criteria for any
of the reports, deselect any reports you do not want to include at this time, and then run the group.
All of the listed reports run automatically, one after the other.
80. Give the group an identifying name (40-character limit) and assign an access level to the
group. (The access level assigned here overrides the individual report access levels. If you
assign an access level higher than your own, the group will not be available to you later.)
81. Tabbed pages list the reports available for each report category. (The reports listed are
limited to the ones to which you have access.)
Select the reports you want to include in this group. Those above the divider bar will be
included in the group.
82. If you want to save this group for the future, select SAVE.
1. Select PRINT to define (or make changes to) the runtime options and filter criteria for each
report.
For each report:
Highlight the report
name.
Select PROPERTIES.
Define the runtime
options and filter
criteria for the report.
Click OK to save these
property settings.
At this point, the group has been
created and the options and criteria
defined. If you do not want to
generate the group of reports now,
CANCEL and exit the Report Groups
feature.
Pro Tip: Create Report Groups (within a Category) “On the Fly”
Select the category. When the list of reports is displayed, use <Shift> or <Ctrl> to highlight multiple
reports. Then select PRINT to run this “on the fly” group of category reports.
Report Library
Report Files
Two files define each report: a design file and an options file. The design file contains the
layout, sorting, totals, and other structural settings of the report. The options file contains general
information such as the report name and filter name. It also contains additional settings that are
specific to each report area, such as the receipt date range for sales reports and item detail for
journals. For each distributed report, a default design file (D file) and a default options file (R file)
are installed with Retail Pro.
Sample Distributed File Names: DL000002.SIM
RL000002.SIM
After installation, the first time you access any reports category, Retail Pro copies each installed D
and R file to create corresponding U and O files, respectively. Thereafter, Retail Pro checks to see
if U and O files exist for every installed D and R file. If not, they are created.
Sample Copied File Names: UL000002.SIM
OL000002.SIM
The original D and R files cannot be accessed or modified. The U and O files are your working
copies. For predesigned reports, you can modify both the report layout and the options (the U and
O files). However, since specialty reports have hard-coded designs, only the report options can
be accessed, that is, only the O file can be changed.
Any distributed report that you have modified can always be restored to its original design and/or
option settings.
Filter Files
Default filters are distributed for use with the various predesigned and specialty reports.
File Extensions: The file extension denotes the report area where the filter was created and
where it can be used. For example, filter files with the extension .LVC are for vendor lists and
only those filters are available when designing or printing a vendor list.
File Locations: Report filters are stored in RPRO\WINFLT\. Report filters are shared by all the
workstations on a network. These files record both the filter elements and any criteria predefined
for the filter.
In addition, each time you generate a report using a filter, a copy of the filter with the criteria
used is stored in RPRO\WINFLT\LASTRUN. At runtime, the next time you generate any report using
that filter, the predefined criteria is suggested, but you can select LAST RUN to use the criteria last
used with that filter.
84. Across the bottom of the sales charts window, select the values to be included in the graph by
toggling on the check mark selection boxes. Bar, Area, and Line graphs will display any
combination of the values selected. Pie charts will only display one value at a time. If more
than one value is selected for a Pie chart, the first of these selected values from the left will be
charted.
85. From the side menu select the descriptive element to be displayed. Only one choice can be
displayed per graph.
86. From the chart toolbar select the type of chart to be created: Bar, Area, Line, or Pie. Charts
can be displayed with a three-dimensional effect. Select 3D to toggle that effect on/off.
Additional display options are available in the Effects menu.
(For a more detailed look at Sales Charts, refer to Tool Supplement TS19. Sales Charts.)
All available pages for the selected layouts are listed below the
line.
A indicates the page currently displayed.
To change the currently displayed page, click a different page.
Customize Columns
Column width Drag-and-drop the column heading separators to change column width.
To adjust all columns to the width of their largest entry, right-click the column
heading and select ADJUST COL WIDTH from the pop-up menu.
Hide columns Right-click a column heading and select one of the following:
• HIDE COLUMN to remove the selected column from the display.
• HIDE ALL to hide every column except the selected one.
Show columns Right-click a column heading and select one of the following:
• SHOW ALL to redisplay all previously hidden columns.
• A specific column heading to redisplay only that column.
Column position Click the heading of the column you want to move and drag the column to the left
or right.
Layout Manager
Copy the selected layout. Use to create a new layout starting from the settings
copy
already specified in the copied layout.
Download a layout from the layout folder in your application to the Layout
download Manager. Layouts available for downloading are displayed when the option is
selected. (Layouts are stored in …\RPRO\LAYOUTS\.)
Upload the selected layout to the layout folder in your application. The layout can
upload then be downloaded to other workstations. (Layouts are located in
…\RPRO\LAYOUTS\.)
Page Manager
Show Tabs Display the selection of tabbed pages for the current layout.
Show Captions Display the name of the currently displayed page in the caption bar (on
the left side of the panel).
Show Shortcuts Display the shortcut (<Ctrl+#>) assigned to each page design on the tab
for that page. (# = page number) You must also select SHOW TABS in order for shortcuts to be
displayed. (Page design shortcuts are automatically assigned as the page is applied.)
Define the font on page tabs and captions. (The font color of the caption will not
page font
change.)
Layout Manager
Refer to the Layout Manager section of this appendix.
Page Manager
Refer to the Page Manager section of this appendix.
Procedures for Page Manager are the same in Form View as they are for List View. The only
difference is that fields are not selected in Page Manager for Form View; instead, fields are
controlled through Page Designer.
Page Designer
Page Designer is used to add, remove, position, and set navigation properties of, data fields,
labels, images, and backgrounds in Form View layouts.
To create/edit a form:
1. In the body of the Form, right-click and then select
INTERFACE h PAGE DESIGNER.
85. Select the FIELDS button. The Setup Fields dialog
is displayed as on the next page.
86. Design and add individual fields or groups of fields. A
group displays multiple fields in one form component.
Add Individual Fields:
Drag and drop the fields you want to add to your Form
from the Available Fields or Field in Group panes into
the body of the Form. A field can only be added to a
form once, either individually or in a group, but not in both ways.
Create a Group of Fields and add the group to the Form:
Click anywhere in the Groups pane to make the toolbar active.
Select ADD to create a new group. Name the group as appropriate.
Double-click a field in the Available Fields pane to include it in your current group or drag
and drop fields into the Field in Groups pane. Use standard procedures to order the fields
within the Field in Group pane; this order will be the display order on the form.
Drag and drop the group into the body of your Form. Position as needed (see next page).
Select to exit the Setup Fields dialog and return to Page Designer.
Define the sequence the cursor will follow (from field to field) when <Tab> is
set tab order
pressed.
Change the font or color of the entire Form; a single label or field; or group
captions, labels or fields. In addition, images can be added to the Form.
properties
Select the drop-down arrow to toggle on/off the display of properties for the
selected field/group.
Add an active text link that can open an HTML page, launch a program file, or
add active text
activate a side menu button function from within the form. (See more
link
information later in this appendix.)
Add a touchscreen navigation toolbar to the Form. The form navigator allows
add form
users to navigate between fields and access an on-screen numeric or
navigator
alphanumeric keypad.
exit without save Exit the Page Designer without saving any changes made to the Form.
Browse for and display a form background image (*.gif, *.jpg, *.jpeg, or
select
background *.bmp formats supported). The selected image will tile, if necessary, to fill
the form background.
erase
Remove the current background image from the Form.
background
Add and display a static image (*.gif, *.jpg, *.jpeg, or *.bmp formats
supported). The image is static and will not change when the displayed
add picture record changes. (Add an Item Image, Style Image, etc. from the Setup Fields
dialog instead to display a unique image for each record. See also Add
Active Picture Link above.)
Add a descriptive label to the Form. This label is static and will not change
add label when the displayed record changes. Limited to a single line of text. (See
also Add Active Text Link, above, and Add Memo, below.)
Add an active picture link that can open an HTML page, launch a program
add active
file, or activate a side menu button function from within the form. (See more
picture link
information later in this appendix.
Add a Form-related memo. A memo is static and will not change based
add memo
when the displayed record changes. Memos support multiple lines of text.
grid step Change amount of space between each pixel in the grid.
align left Align selected fields with the leftmost selected field.
align right Align selected fields with the rightmost selected field.
align top Align selected fields with the topmost selected field.
align bottom Align selected fields with the bottommost selected field.
equal vertical
Equalize the vertical space between selected fields.
space
equal horizontal
Equalize the horizontal space between selected fields.
space
adjust width Adjust the widths of selected fields to that of the narrowest selected field.
reset label
Reset selected labels to their default positions.
position
Assign Clip Assign an image from any supported media files (*.avi, *.mov, *.mpeg, *.mpg).
For more information on working with image files, refer to Chapter 2. Retail Pro Basics.
87. Select ADD ACTIVE TEXT LINK or ADD ACTIVE PICTURE LINK from the Page Designer
toolbar.
88. If adding a picture link, browse for an image in the dialog that is displayed. The selected
image is added to the form. Double-click the image to access the Link Properties dialog. If
adding a text link, the Link Properties dialog is automatically opened.
89. Make entries in the Link Properties dialog. You can specify a caption (text link only) and
either a Link or an Action.
Caption - the caption is what will be displayed on the form for active text links.
Link - specify the path to an HTML page or program executable file that will launch
when the active link is selected.
Action - specify an action that will be performed when the active link is selected from the
drop-down list of available actions. The available list corresponds to the buttons
available to add to the side menu.
You can also use the Link Properties dialog to change the image assigned to an active picture
link by selecting the picture BUTTON.
90. Select OK to close the Link Properties dialog.
91. Position the active link on the form as needed. Active picture links can be resized by
dragging and dropping the image frame handles.
92. Select SAVE from the Page Designer toolbar.
Manager
The Menu Designer makes it possible to include/exclude and rearrange buttons, create shortcuts
for those buttons, change the height of the buttons, and move the side menu to the left or right
side of the application window.
The Menu Layout Manager makes it possible to have multiple side menu configurations
(layouts), as defined in the Menu Designer, from which to choose. Perhaps for one application
you would prefer the side menu to contain only the buttons you want available for specific users,
placed in a specific order, and displayed on the left side of the window. For another application,
you might require the toolbar displayed on the right side of the window, with buttons that are
larger and have shortcut keys defined. Side menu layouts are stored in the workstation’s
…\RPRO\LAYOUTS\ directory. Use the upload/download features of the Menu Layout Manager to
copy layouts from one workstation to another, as appropriate.
To access the Menu Designer and Menu Layout Manager, right-click anywhere in the side menu.
A pop-up menu displays.
Menu Designer
Display Buttons All available toolbar buttons and any dividing lines are listed in their
current order. Click to hide/display buttons.
Note that the Allocation Pattern button is displayed on the toolbar, but is not available in the
specific program area this screen shot was taken from. Therefore it is grayed out on the actual
toolbar.
Arrange Display: Drag and drop buttons into the order you want them displayed.
Shortcuts: Select the button for which you want to assign a shortcut and then press <Enter> or
<F2>. Press the combination of keys that you would like to use as the shortcut. This can be any
combination of <Ctrl>, <Shift>, or <Ctrl+Shift>, and a function key. You will not be allowed to
assign a combination if it is already designated as a shortcut for another button.
To remove a shortcut, designate NONE by entering <Shift>, <Ctrl>, or <Del>. Press <Enter> or <F2>
to record the new designation.
Note: <Ctrl+F2>
<Ctrl+F2> is a shortcut key reserved by the system and cannot be assigned as a user-defined shortcut.
Button Height: The height of all the displayed buttons, and the pop-up menus associated with
those buttons, are affected by this setting.
Toolbar Alignment: Display the side menu on either the left or the right side of the application
window.
Copy the selected layout. Use to create a new layout starting from the settings
copy
already specified in the copied layout.
Download a layout from the layout folder in your application to the Layout
download Manager. Layouts available for downloading are displayed when the option is
selected. (Layouts are stored in …\RPRO\LAYOUTS\.)
Upload the selected layout to the Layout folder in your application. The layout
upload can then be downloaded to other workstations. (Layouts are located in
…\RPRO\LAYOUTS\.)
grid font Not applicable. Define the font for entries in the
grid.
add form Add a touch toolbar to the align left Align selected fields with the
navigator Form. The touch toolbar leftmost selected field.
enables users to navigate
between fields and add an
on-screen numeric or
alphanumeric keypad.
delete Delete selected field. align right Align selected fields with the
rightmost selected field.
save & exit Save work and exit Page align top Align selected fields with the
Designer. topmost selected field.
exit without Exit the Page Designer align Align selected fields with the
save without saving any changes bottom bottommost selected field.
made to the Form.
select Select a background image. equal Equalize the vertical space
background (*.gif, *.jpg, *.jpeg, *.bmp) vertical between selected fields.
space
erase Remove any existing equal Equalize the horizontal
background background from the Form. horizontal space between the selected
space fields.
add picture Select an image. adjust Adjust the widths of the
(*.gif, *.jpg, *.jpeg, *.bmp) width selected fields to that of the
narrowest selected field.
add label Add a description to the reset label Reset selected labels to their
Form. position default positions.
Designing Filters
Within non-document modules such as Inventory and Customers, Filtered View allows users to
display only records that match specific criteria. (Refer to Chapter 2. Basics for more
information on using Filtered View.)
You can custom design filters to make selected fields available for filtering.
1. Select filtered view from the side menu of relevant modules. The Criteria screen of the
Filtered View dialog is displayed.
90. Right-click anywhere in the dialog and select filter design. The Filter Design screen is
displayed.
91. Move each element that you would like to include in the filter above the gray divider bar.
Do this in one of three ways:
Double-click elements to move them above the
divider bar.
Use drag-and-drop procedures to move elements
above the divider bar.
Use drag-and-drop procedures to move the divider Divider bar.
bar.
You can quickly locate a particular element by typing
the name of the element in the Find field. Retail Pro
will automatically highlight closest matching element
in the list.
93. Right-click anywhere in the dialog and select CRITERIA to return to the Criteria screen. The
elements you selected are now available on this screen in the order in which they appear on
the Filter Design screen.
Program Labels
The program labels module enables you to customize your Retail Pro terminology to best fit your
business needs. A label can be either a field name in Form View or a column heading in List
View. The program labels module contains a list of customizable labels used throughout Retail
Pro excluding the reports module. The reports module includes its own label customization
feature. This offers the user the flexibility to change program labels for all modules or on a
module by module basis without having those changes affect reports. The user may want their
report to have very short or long labels that would not be appropriate for other modules. (Refer to
Chapter 14. General Reports for more information on report labels.)
To customize labels:
1. Select OPTIONS from Retail Pro's main menu top menu.
92. Select PROGRAM LABELS from the side menu.
Program Labels are organized in six columns. The following is a description of each of those
columns:
Field Usage
Label The default term used by your installation of Retail Pro to describe this
element.
For example, Retail Pro uses the word Associate to define an employee.
Category/Schema The area of Retail Pro where a label is located.
(See Category/Schema section.)
Employee may appear in several different areas, such as SOs, POs, TOs.
A separate label can be defined for labels in each area they appear. This
means if your stores are located in Italy but you purchase your
merchandise from Spain, you can change all your Purchase Order labels
to Spanish but leave your Transfer Order and Receipt labels in Italian.
Custom Label Optionally define a label that will replace the system-defined label for this
field. Labels can be up to twenty characters long.
For example, you could change the term Associate to Salesperson.
Description An unabbreviated description of the field name.
For example, the description of ALU is Alternative Look Up.
Native Label The name of the label in the program’s native language, English.
Native Category/ The location of the label in the program’s native language, English.
Schema
Label ID A system-assigned number to help locate and track labels.
94. Find the label you would like to customize and in the Custom Label column enter a new
term for that label. Edit all of the labels you want to change.
Select CANCEL from the top menu to cancel an edit you are currently making.
If you wish to delete a previously-made label, highlight the label and select DELETE from the
top menu.
95. Select SAVE from the side menu to save all edits made this session and exit the module.
Select CANCEL from the side menu to cancel all edits made this session and exit the module.
Category/Schema
Category/Schema gives a short description of where a label is located within Retail Pro. The
following table gives the name of each category/schema and the path to which it refers.
Category/Schema Retail Pro Location
CustHistory POS h CUSTOMER h HISTORY h SALES HISTORY
Appendix B: Preferences
About Preferences
The Preferences modules are used to configure Retail Pro to work with your hardware, to
establish document security, and to customize many of the Retail Pro features to best suit the
needs of your business. There are two types of preferences, workstation and system.
Workstation preferences define workstation-specific settings and options including hardware
setup and printing preferences. System preferences define settings and options that are shared by
all workstations on a Retail Pro installation (network) and that configure all Retail Pro modules.
Neither preference type modifies program settings that will change the structure of Retail Pro’s
data files. Changes that affect your data file (such as the number of rows in inventory) should be
made using RPRO DB. (Refer to Tool Supplement TS10. RPRO DB for more information.)
You define preferences settings at the Main station and can poll them to your Remotes. You can
poll:
• Global preferences: most system preferences, especially those shared by all stores.
• Local preferences: non-global system preferences, specific to individual stores.
• Workstation preferences: preferences specific to a workstation, such as EFT options.
Automatic Backup of Preference Settings
Preferences files are automatically backed up on edit/save. Upon program start-up, Retail Pro
will check integrity of preference files and prompt to run RPRO DB to restore last backup if
necessary.
Workstation Preferences
To define workstation preferences:
1. Select Options from the top menu and then W/S Preferences from the side W/S Preferences Tree
menu.
96. Choose the page containing the preference you want to change.
Pages are displayed in tree format. Each of the branches on the tree is a page
of preferences. (For example, in the tree shown to the right System,
Documents, and EFT are each a page. Appearance and Scheduler are sub-
pages.)
Select to view all the sub-pages contained in a branch.
Select to hide sub-pages of a branch.
97. Edit the preferences you want to change. (Refer to the following tables for
specific info.)
98. Select Save from the side menu to save changes made this session and exit.
Alternatively, select Cancel to exit without saving.
Note: Saving
If you are changing multiple preference settings, it is advised that you save and re-enter preferences a
few times during that process. This way if there is a power surge or other system problem you will not
lose all changes made.
System Preferences
1. Select Options from the top menu, and then select System
Preferences from the side menu.
93. Choose the node containing the preference you want to change.
Pages are displayed in tree format.
Select to view all the sub-nodes.
Select to hide sub-nodes.
99. Edit the preferences you want to change.
100. Select Save from the side menu to save changes made this session and
exit.
Alternatively, select Cancel to exit without saving changes.
Workstation Preferences
System
In Workstation Preferences > System, you can change the path to various files and URLs.
Workstation X/Z
Define the path where a local sales file should be created and maintained for the purpose of
running X/Z-Out reports. Running an X/Z-Out from a local sales file is faster than running it
from the primary data resource (combined file of all workstations on the network).
Automatically logout
Automatically logs out a user after a specified period of time has passed.
Minutes until user is automatically logged out
Define the period of time, in minutes, before a user will be logged out.
Default: 15 minutes
Prompt to create desktop shortcut when starting
If selected, when users first access Retail Pro, a dialog will prompt them to create a desktop
shortcut for the program.
Appearance
In Workstation Preferences > System > Appearance, select various appearance/display settings.
Scheduler
In Workstation Preferences > System > Scheduler, define your Retail Pro Scheduler setting.
Offline Mode
In Workstation Preferences > System > Offline Mode, define settings for Offline Mode.
Select the tenders that will be permitted when operating in Offline Mode
Select the tenders, besides cash, to be allowed in offline mode. (Debit cards are not allowed in
offline mode.)
Documents
In Workstation Preferences > Documents, define settings related to Receipts, Sales Orders,
Vouchers, document franking, and broker services.
SO – Sell From: This setting overrides the System Preferences > Point of Sale > Sales
Order > Options > Sell From Store # preference at this workstation.
Inventory: Select the default store to display when manually entering the inventory
module. This setting does not apply when entering inventory by selecting Choose Items
or Choose/Edit Items from a document. In this case, the inventory displayed will always
be that of the store listed on the document. If using price-based stores, the appropriate
price level is automatically displayed for the store shown in inventory.
Print tags for the broken kit components
If selected, tags can be printed at POS (receipts, SOs) for the unsold components when a kit is
broken.
EFT
In Workstation Preferences > EFT, you can select EFT settings for various functions, including
credit card transactions.
Allow Cashback
Select to allow cashback on debit card transactions.
Maximum Cashback amount
Enter the maximum amount of cashback allowed. (This option is only available if you have
selected to allow cashback.)
Type
None: None.
PPM: Select to use PPM to process check transactions.
Credit Pro: Select to use Credit Pro to process check transactions.
Shift4: Select to use Shift4 to process check transactions.
PCCharge: Select to use PCCharge to process check transactions.
Retail Pro: Select to use Retail Pro Payment Services to process check transactions.
Advanced
Editable Business Check fields
Editable Personal Check fields
Display these fields in the check tender dialog. Certain fields may be required by the check
processor.
Default: None
POS Resiliency
(Only available if you choose Retail Pro or Shift4 as your EFT type)
Require Authorization for Credit Card Transactions
If selected, Retail Pro requires authorization for credit card transactions.
Maximum Floor Limit
Enter a maximum floor limit. Credit card transactions below the floor limit are automatically
force authorized, while credit card transactions above the floor limit require manual authorization.
Mark Offline Transactions created under floor limit
If selected, Retail Pro adds a default comment to any transaction under the floor limit while in
offline mode.
Comment Field
Select which Comment field to use for marking offline transactions.
Default Comment
Enter a default comment to be written to the selected Comment field.
Type
None: None.
PPM: Select to process gift cards with PPM.
Shift4: Select to process gift cards with Shift 4.
PCCharge: Select to process gift cards with PCCharge.
Retail Pro: Select to process gift cards with Retail Pro Payment Solutions
Max Gift Card amount
Enter the maximum amount allowed for a gift card.
Use Cash Out Limit
(Shift4 only) If after using a gift card to tender a transaction, there is a remaining balance on the
card, the clerk can have the option of “cashing out” the card, refunding the remaining balance to
the customer. If selected, enables the Cast Our Limit field when making gift cards.
Shift4 Options
Option Description
Print all transactions If selected, prints transaction information for every transaction.
NetAPI IP address Enter IP address (see Shift4 documentation).
Credit Card/Gift/Check Enter the time limit (for credit card, gift card, and check transactions) after which
Timeout the processor will hang up if they do not receive information.
Debit Card Timeout Enter the time limit (for debit card transactions) after which the processor will
hang up if they do not receive information.
Api Serial Number Enter the Api Serial Number.
Api Password Enter the Api Password.
Sequences
In Workstation Preferences > Sequences, specify the next sequential number to be used for store
credit IDs and gift certificates.
Reports
In Workstation Preferences > Reports, define various options relating to reports.
Peripherals
In Workstation Preferences > Peripherals, specify options relating to OPOS, such as Magnetic
Stripe Readers (MSR), keyboards, pinpads and printers.
Contactless Device
Option Description
Device Select VivoPay 3000/4000 as the device.
Serial Port # Select the port to use for communication.
Port Speed Select the port speed to use.
PIN Device
Option Description
Device Select Verifone 1000 or Verifone 1000se as the device.
Serial Port # Select the port to use for communication.
Port Speed Select the port speed to use.
Printing
In Workstation Preferences > Printing, specify various printing options, such as printer
configurations and active printers.
Printing
Choose an Area.
If the Area chosen is an All area (for example All SOs) then you have the option to choose the
following preference – Override individual document settings included in this Area. If this
preference is selected then settings chosen for the All area will override any settings chosen for
individual document types within that All area.
Select Set Special Printer, if necessary, to set up a non-Windows printer that does not appear on
the printer list.
Users can create and then apply printer configuration files for speedy printer setup. A printer
configuration file contains a predefined group of printer settings. Access this feature by selecting
Printer Configurations. For detailed instructions on how to create and use printer configuration
files, refer to Technical Supplement C1. Installing and Configuring Retail Pro.
If this preference is selected then settings chosen for the All area will override any settings chosen
for individual document types within that All area.
Printers
Specify printer settings for the chosen Area.
Active: If selected, the printer in the chosen row will be active for the selected area.
Printer: A list of all of the printers available for the chosen area.
Design: From a drop-down list, choose the document design to be used for the selected area when
printing.
Copies: Enter the number of copies to print each time this area type is printed.
Preview: Select to automatically display a preview of what will be printed before actually printing
it.
Paper Size: From a drop-down list, select a paper size to use with this printer.
Allow change at time of printing
Select any options (Printer, Design, Copies, Preview) you want to be able to change at the time of
printing from the Allow change at time of printing preference.
Receipt Tenders
For each tender type listed, select the check box in the Tender column to require customer
information be entered on receipts tendered by that type. Select the check box in the Change
column to require customer information be entered when giving change in that tender type.
The customer fields required are set in the next preference option. Highlight a tender type in this
area, then define the required customer fields in the next preference option for the highlighted
tender type.
Required Customer Fields
For the list of possible customer fields, select those that will require entries when tendering a
receipt by the highlighted tender type (the affected tender type is displayed above the options
box).
After update go to
From the drop-down list, select the default module page displayed after updating a receipt: the
former receipts list, a blank new receipt form, or stay at the receipt tender screen.
Name of COD field
Specify the label used for the COD field.
Default: COD
Suggest Store Credit tender when available
If selected, Retail Pro will suggest a store credit tender be used for customers with a positive store
credit balance.
Check amount of Store Credit available
If selected, when the sales associate tenders a purchase using store credit, Retail Pro will check
the customer’s store credit balance and not allow the associate to tender an amount greater than
the available credit.
Check charge balance
Select to have Retail Pro check the customer’s available credit (their charge limit minus their
charge balance). The associate will then be alerted if there is insufficient credit.
Comment List
Define a list of comments to be available for selection on receipts.
Default Comments
Define optional default entries for the Comment 1 and Comment 2 fields on receipts. The
entries can be selected from the drop-down lists which contain all of the comments defined in the
Comment List setting above. Free-form entries are also allowed.
Receipt Charge Terms
Define up to 100 combinations of payment terms to be available for selection when tendering a
sale by charge. Terms include:
Dsc %: Discount percentage off of the total charge if it is paid within a certain number of days.
Dsc Day: Number of days the customer has to pay the charge to receive the discount percentage.
Net Day: Number of days until the undiscounted total is due.
SO Instruction List
Predefine a list of frequently used instructions to be available for selection on SOs.
SO Comment List
Predefine a list of SO comments to be available for selection on SOs.
Shipping Methods
Define a list of allowed shipping methods. Defaults: FedEx, UPS Red, UPS Blue, UPS Ground.
Default shipping method
Select a default shipping method from the drop-down list. The list includes all of the selections
defined in the previous setting. Default: None
Processing Stations
Define a list of allowed SO processing stations. Enter a store and station number that matches an
assignment made in the Licensing tool. For example, enter 001A for station A at store 001. The
first station on the list will be the default suggested on all new SOs. Default: the local station.
Sell from store #
Specify the default sell from store for non-company registry SOs. Defaults: 1 at the Main; the
local store at remotes.
City/State placement
Define a mask to map fields in the ZIP Code data file to Retail Pro Address 2 and/or Address 3
fields. The mask must specify which ZIP Code data field is to be written to which address field.
It can optionally add spaces, punctuation, or any other character to the output addresses.
ZIP Code data file fields:
%1 = city
%2 = state
%3 = county
Retail Pro fields:
#2 = Address 2
#3 = Address 3
Sample masks:
City & state in Address 2 with comma: #2%1, %2
City in Address 2, state in Address 3: #2%1 #3%2
Field Names
Assign labels to the 12 auxiliary fields.
Default: Aux 1 through Aux 12.
Text Field Entries
Select a field name from the drop-down list and predefine a list of entries to be available for
selection in that user-defined auxiliary field. Each entry can be up to 20 characters long and up to
1560 can be predefined. Free-form entries are still allowed.
Discount types
Define a list of names to be used to identify line item discounts at POS and on reports.
Allow global discount to be spread on
If selected, allows associates to distribute global discount amounts over all the items listed on
receipts and/or SOs. (A discount type can be assigned to the spread discount.)
Prompt to spread when going to tender/saving SO
If selected, and Receipt and/or SO are selected in the preference above, the user will be prompted
to spread the global discount when tendering a receipt or saving an SO with a global discount
entered.
Bring original price from price level
For comparison pricing, specify a price level from which the Orig P$ will be taken. All price
changes will be compared to this price. For this option to work, Use Price Based Stores and Use
Accumulated Discounting must be deselected.
Default: Active
POS Fee Types: Name, Tax%, Tax Incl., Class, Req. Cust.
Predefine a list of POS fee types to select from in the Fee Type field on SOs and receipts.
The applicable tax rate, if any, to apply to fee and shipping amounts of the specified type.
If selected, the fee or shipping amount entered will include tax (as is typically done when using
VAT).
Class assignment for this fee type. You can filter reports by Class to include or exclude a group
of fee types.
Default: 0
If selected, a billing customer entry is required on receipts listing this fee type (before fee type
can be selected).
Define POS Flags and Specify Defaults: Menu name, Options, Required
(Defaults shown as raised cells.)
Define up to three flag menu names for receipts and SOs.
For each menu enter up to seven predefined options.
To specify defaults, click on an option or press <Ctrl> while your cursor is positioned on that
option. Defaults will be shown as raised cells. Last flag (use the same flag as used on the
previous receipt or SO) and No flag are offered as options for the default.
For each menu enter up to seven predefined options.
To specify defaults, click on an option or press <Ctrl> while your cursor is positioned on that
option. Defaults will be shown as raised cells. Last flag (use the same flag as used on the
previous receipt or SO) and No flag are offered as options for the default.
Field Names
Assign labels to the 8 auxiliary fields.
Defaults: Aux 1 through Aux 8.
Text Field Entries
Select a Field Name from the drop-down list and predefine a convenient list of entries to be
available for selection in that user-defined auxiliary field. Each Aux field entry can be up to 20
characters long and up to 1560 entries can be defined.
Price Levels
Establish up to 240 price levels.
Secure: Designate a price level as secure by selecting the check box for that level. Secure price
levels can be viewed and applied only by users given the right to do so in Security Administrator.
Name: Assign an optional name to each price level. Default is sequential numbers 1 - 240.
Have Mrg%, MkUp%, and Coef affect
Price: When editing M%, MUP%, or COEF, have the change affect Inven P$ and not Cost.
Cost: When editing M%, MUP%, or COEF, have the change affect Cost and not Inven P$.
Use P$T$ when calculating Margin %
Option Description
Use P$T$ when calculating Margin % If selected, uses P$T$ rather than P$ when calculating the Margin
%.
Use P$T$ when calculating Mark Up If selected, uses P$T$ rather than P$ when calculating the Mark Up
% %.
Use P$T$ when calculating If selected, uses P$T$ rather than P$ when calculating the
Coefficient coefficient.
Price Level
Select the price level to be used when calculating discount percentages and amounts for tag
printing. The price level specified here will be used to calculate entries in the Sale Disc% and
Sale Disc$ fields in various modules.
Adjusting Table
Define price adjusting instructions. Adjusting modifies prices to exactly match the nearest
defined adjusting level. All digits in the adjusting level will be included in the adjusted prices.
Example: If adjusting levels of .29 and .79 are entered, then 27.38 is adjusted to 27.29 and 26.60
to 26.79.
Rounding Table
Select the smallest amount that you want to round to. If you select “No”, then you will still round
to the number of decimal places assigned to that currency. Optionally, offset the rounded amount.
To define instructions:
Enter the lowest amount to be included in a range in the From column and the highest amount in
the To column.
From the Round column’s drop-down menu, select a rounding amount.
A rounding level of 1 will yield prices such as 1.00, 2.00, 13.00.
Optionally, enter an offset amount in the Offset column.
For example, an offset of -.01 will subtract .01 after the number is rounded, therefore 1.51 would
round to 2.00 and then be offset to 1.99.
Scale
Define size/attribute scales that can be used when adding new style grids in inventory.
Select Add, enter a scale name, and click OK.
Enter attributes in the Attribute row and sizes in the Size column.
Retail Pro will assign a Scale # to each scale after it has been saved.
Scales can also be edited, copied, and deleted.
Edit Select the scale to be edited from the Name drop-down menu and edit as needed.
Delete Select the scale to be deleted from the Name drop-down menu and choose Delete.
Copy Select the scale to be copied from the Name drop-down menu, select Copy, and choose a
name for the new scale.
Size Pattern
Define size patterns to be associated with size/attribute scales. Several patterns can be associated
with the same scale.
1. Select a scale from the Scale drop-down menu.
2. Select Add, enter a size pattern name, and click OK.
3. Enter the pattern quantities in the appropriate size/attribute combination fields.
Patterns can also be edited, copied, and deleted.
Edit Select the pattern to be edited from the Size Pattern drop-down menu and edit as needed.
Delete Select the pattern to be deleted from the Size Pattern drop-down menu and choose Delete.
Copy Select the pattern to be copied from the Size Pattern drop-down menu, select Copy, and
choose a name for the new pattern.
Prompt for serial numbers when adding full control items on SOs
Select to display a prompt when a full control item is added on SOs.
Prompt for serial numbers when adding/editing partial control items in:
Specify the documents where prompts will appear when you add a partial control item to a
document or edit the quantity.
Prompt for lot numbers when adding full control items on SOs
Select to display a prompt when a full control item is added on SOs.
Prompt for lot numbers when adding/editing partial control items in:
Specify the documents where prompts will appear when you add a partial control item to a
document or edit the quantity.
Alert user when an item’s lot number expiration date has passed.
If selected, Retail Pro warns the user when an item whose lot number is past its expiration date is
listed on a receipt.
PO Instructions
Define up to five lines of optional instructions for all POs. Instructions can include text and/or
data entry fields.
Default: FOB and Confirmation # (data entry fields).
Voucher Comments
Predefine a list of comments that will be available for selection in each of the voucher comment
fields.
Voucher Default Comments
Enter or select optional default entries that will appear in the comment fields. Other comments
can still be selected from the drop-down list on vouchers.
Mismatch Rules
(Main only) Define the rules that will govern auto-resolution of slip mismatches. Applies only
when in slips are required to file slip pairs. Specify threshold values for cost, quantity, and Item #
discrepancies in mismatched pairs, and the resolution action that should be taken when the
thresholds are not exceeded, for each From and To location combination. Use "Any" in location
fields to make a rule apply to all locations. (Refer to Chapter 8. Transfers for more information.)
Current Subsidiary ID
Enter the current subsidiary ID.
Subsidiary/Store
User-defined: Used in conjunction with the inter-company transfer option. Select Add to define a
new sub/store or Delete to remove one from the table.
Sub/Store: Display-only file comprised of Sub and Store field entries.
Sub: Enter a 3-digit subsidiary number.
Store: Enter the store number given within the subsidiary.
Store name: Enter a name for this store, up to 40 characters.
Global #: Enter the unique store number assigned by the corporate system.
Note: For each memo type specified, Retail Pro will block manual editing of that value in
inventory. Once tracking options have been selected, they should remain so to maintain a contin-
uous audit trail. A tracking switch log records when a memo option is unchecked.
Default:
Save store quantities for Price/Cost Memos
Select to record the current on-hand store quantities on price and cost memos. This provides a
historical record of the quantity on hand in each store (Str O/H) when writing down inventory
costs, etc., rather than only the on hand quantity of the entire company (Cmp O/H). However,
recording store data consumes considerable disk space.
Note: This data is not displayed on former memos but is available when creating Adjustment
Summary Reports or using any program that draws its data from RDW (e.g., DSS, Flash Query).
In order for Store-based inventory accounts to work properly, this option must be selected.
Require a comment on Memos
Select to record the current on-hand store quantities on price and cost memos. This provides a
historical record of the quantity on hand in each store (Str O/H) when writing down inventory
costs, etc., rather than only the on hand quantity of the entire company (Cmp O/H). However,
recording store data consumes considerable disk space.
Note: This data is not displayed on former memos but is available when creating Adjustment
Summary Reports or using any program that draws its data from RDW (e.g., DSS, Flash Query).
In order for Store-based inventory accounts to work properly, this option must be selected.
Tracking Switch Log
Automatically records the last 8 times the Require a Memo to Change preference was changed,
showing the date, the employee making the change, and the type of tracking affected.
Adjustment Reasons
Predefine a list of adjustment reasons to be available for selection from a drop-down list in the
Reason field on memos.
After update go to
Specify the default module page displayed after updating a memo: the former memo list or a
blank memo form.
Store Codes
Define a 3-character code to identify each store for use on filters and other screens.
Default: Enters the store number as the store code.
Store Headings
Store Headings can be added to various documents to identify the originating store. The Store
Code defined above and the Heading 1 definition will be displayed in the Select Store dialog
throughout the program.
Select a store from the Store number drop-down menu.
Fill in Heading 1, 2, and 3 with the selected store’s information, typically name and two lines for
address. Enter any additional information in the Heading 4, 5, and 6 fields.
Alternative Grouping
A grouping is a user-defined system for combining individual stores into groups for convenient
and meaningful reporting. For example, when grouping by location, you might have northwestern
stores, southwestern stores, etc. Grouping by size might include stores under 3000 sq. feet and
stores over 3000 sq. feet.
All groupings can be used with DSS (Decision Support System) and other analytical tools.
“Regions” is a specialized grouping with a system-assigned name (Regions) which can also be
used when filtering reports and similar Retail Pro activities to include/exclude groups of stores.
Assign labels to any groupings (in addition to Regions) that you want to use.
Names
Define subgroupings within each grouping by assigning a name to the subgroup.
Stores
Select the stores to be included in each grouping or sub-grouping. Any store can be assigned to
more than one group.
Tax method
Select a tax method.
(For complete instructions on tax methods, refer to Chapter 2. Retail Pro Basics.)
(For additional tips on VAT mode, see Technical Supplement E2. International Features.)
Item tax decimals to display
Specify the number of decimal places used for the display of Tax $ in inventory and in item lists
on receipts and SOs (applies to all methods).
Default: 5
Your entry must be at least equal to the # of decimals specified for general price/cost amounts.
Note: The number specified controls the display of item tax amounts only. The program always
stores tax calculations to five decimal places and then rounds the tax total after summing
individual item tax amounts. The total tax for the document is always rounded and displayed to
the number of price/cost decimals specified.
Name
Define names for up to 1000 tax codes.
Defaults: Taxable, Exempt, Luxury. (Note: If using Eight Tax Codes Compatibility Mode, a
maximum of 8 tax codes can be defined.)
Tax Area
Define tax areas. For each tax area, assign a name and enter tax rates for the tax codes. (Refer to
Chapter 2. Retail Pro Basics for more information on defining tax areas.)
Currency
Enter a name for each accepted currency.
Native (take)
Enter the native comparison amount. For example, if currency exchange is one native to 1500
foreign then the Native (take) would be one and the Foreign (take) 1500.
Foreign (take)
Enter the exchange rates for the amounts to be paid in by foreign currency tenders (take rate) in
each currency (from consumers).
Native (give)
Enter the native comparison amount. For example, if the currency exchange is 1500 native to 1
foreign then the Native (give) would be one and the Foreign (give) 1500.
Foreign (give)
Enter the exchange rates for the amounts of change to be given (give rate) in each currency (to
consumers).
Round
In the Round column, select the smallest denomination of the selected currency, such as 1 for
dollars and 100 for rubles. Amounts converted to that currency will be rounded to the nearest
multiple of that denomination.
The options for this preference will vary depending on the number of decimal places chosen in
System Preferences > Merchandise > Number of decimals to use for price and cost. Each option
will contain the specified number of decimals. For example, 1 could be 1, .1, or .01.
Decimals
Choose the number of decimal places to be displayed for the selected currency.
Purchase Rate
The exchange rate that applies to item purchases made from vendors.
Denominations for currency
If you require manual media counts for currency tendered, define the denominations and bill/coin
multipliers for each currency. To select a currency, choose it from the Currency column of the
Exchange Rate setting.
Shifts
Define shifts. (The option to use defined employees in System Preferences > Employees must be
selected in order to define shifts.)
1. Select Add, enter a name in the Name field, and click OK.
2. Select the days to be included in the shift. Then enter an In and Out time for each day.
3. Define the overtime criteria and hourly wage multiplier for up to 3 overtime brackets.
Shifts can also be deleted or searched.
Delete Select the area to be deleted from the Shift drop-down list and choose Delete.
Find Select Find, then enter a shift name to search for and select OK. The matching shift
information is displayed.
Note that this setting is only the default setting for documents. It can be changed while creating
documents by selecting the Line Edit On/Off button from the side menu.
Next PO #
Restart the PO numbering sequence at the specified number.
Next TO #
Restart the PO numbering sequence at the specified number.
Next Customer ID
Restart Customer ID numbering sequence at the specified number.
Next SO #
Restart SO numbering sequence at the specified number.
Active
5 = The calendar is the currently active one. Only one calendar can be selected to be active.
Name
Enter a name for the calendar. (maximum 40 characters)
Type
Select the calendar type used by your business. The choice of calendar type can have tax
ramifications, so consult a tax specialist before changing calendar types.
Begin Date
Enter a beginning date for your calendar, or select to display a drop-down calendar from which
you can select a date. The date you choose here determines the end date and first week day, as
well as the begin and end dates (and # of days) of each period in the calendar.
End Date
The end date for your calendar is determined by the beginning date. For example, if you
enter/select Jan. 1, 2003, then the end date is automatically set to Dec. 31, 2003. If you set the
begin date to Oct. 1, then the end date is set to Sept. 30.
First Week Day
The first week day of your selected retail calendar. (The day of the week of the begin date.)
Year Offset
The beginning date determines the year offset. For example, if you select Jan. 1, 2002 as the
beginning date, then 2002 is automatically selected as the year offset. If you select Jan. 1, 2003 as
the beginning date, then 2003 is automatically selected as the year offset.
Period #
Period # is a system-assigned sequential number.
Begin Date
The date the period begins, based on your selected calendar type and its begin date.
End Date
The date the period ends, based on your selected calendar type and its end date.
# of Days
The number of days in the period, based on your selected calendar type and its end date.
Descriptions
Enter a descriptive name for the period. This is useful if you are using an alternative retail
calendar types (4-4-5, 4-5-4, etc.), in which it might be hard to distinguish periods. If you choose
the standard retail calendar, then the month names (January, February, etc.) are entered by
default.
Names in reports
Select the Report label column that should be referenced when reports are generated.
Use decimal quantities in reports
If selected, show partial units displayed with up to two decimal places.
If unselected, round quantities to whole units.
Number of Price decimals to use in reports
Show prices with the specified number of decimal places.
Number of Cost decimals to use in reports
Show costs with the specified number of decimal places.
Use uppercase for all report text
If selected, converts all output text to uppercase letters.
Appendix C: Glossary
A
ADJUSTMENT MEMO: A transactional document created at a Main station only that can change an
item’s quantity, cost, or price.
ADR: See auxiliary data resource.
ADVANCE SHIPPING NOTICE (ASN): With EDI, an electronic document sent by the vendor to the
retailer notifying him of the merchandise being shipped.
ALLOCATION PATTERN: A distribution pattern used when ordering merchandise on a PO to
automatically distribute the total quantity ordered among various locations.
ALPHANUMERIC: Containing both letters and numbers.
ALU: (Alternate Look Up) A descriptive inventory field optionally used as an additional item
lookup field; often used to record a catalog number.
ARCHIVE: store a copy of sales orders and purchase orders in the archive file until you purge the
archive file.
ARCHIVE FILE: A file that stores non-active SOs and POs. This file enables the user to print,
copy, or restore non-active SOs and POs.
AREA: A group of related system areas or functions accessed by selecting a button from the top
menu of Retail Pro's Home Screen. POS, Merchandise, Purchasing, Transfers, Adjustments,
Analysis, Options, Tools.
ASN: See advance shipping notice.
ASSOCIATE: An employee; usually a sales person.
ATTRIBUTE: A characteristic of merchandise, typically an item’s color or a second size, such as
shoe width.
AUTO MIN/MAX: A feature that tracks the minimum and maximum stock levels in each location
and can send commands to auto-order and distribute merchandise.
AUTO-RESOLUTION: The automatic process of verifying and resolving discrepancies in transfer
slips based on user-defined business rules. See transfer verification.
AUXILIARY DATA RESOURCE (ADR): A copy of the primary data resource (PDR), used for offline
reporting and for creating a local data resource (LDR) which can then be used for Offline POS or
mobile reports. See Local Data Resource, Primary Data Resource, and Offline Mode.
B
BACKROOM STATION: A remote station able to interact with more than one inventory or store.
Typically used for a backroom, warehouse or distribution center. Up to 99 workstations can be
networked for access to each station.
BACKUP POINT OF SALE (OFFLINE POS): Limited offline POS activities performed on a local
workstation using a local data resource (LDR) when the network connection to the server and the
primary date resource (PDR) is lost. See Primary Data Resource, Local Data Resource, and
Offline Mode.
BASE CURRENCY: The local currency.
BARCODE: A series of spaced lines forming a code that is optically read and interpreted by a
barcode scanner for rapid data entry. Barcodes typically are encoded item numbers, UPC codes,
or Alternate Lookup (ALU) identifiers.
C
CASE SENSITIVE: Any process where the system distinguishes between upper- and lower-case
letters.
CASH DROP: A security measure in which a portion of cash is removed from the cash drawer
during the day.
CASHIER: An employee who works at point of sale.
CELL: In a grid (such as a style grid), the point where a column and row intersect. Each cell
represents a particular combination (such as size/attribute) and can correspond to an item in
inventory. See grid.
CLEANING HOUSE: Using the Clean House merchandise utility to remove items from inventory
that are no longer needed.
CMP: See company.
COEFFICIENT (COEF): One way to express the relationship between item cost and price.
price
coef =
cost
COMMITTED: Summary of an item's commitments (outgoing) and incoming for a single location
or for all locations.
COMPANY (CMP): In multi-store installations, the combined inventories of all the locations
managed by a Main station.
COMPANY REGISTRY SO: maintains a list of items that customers hope others will buy for them,
such as with a gift registry, and keeps the list updated across all the stores via polling.
COMPONENT: The items that make up a package or kit are referred to as components. The
Package and Kit module is used to configure the components.
COMPONENT ITEM: If multiple item choices are defined for a package component, a dialog is
displayed at POS listing the possible choices. These choices are called component items. The
sales associate selects the specific component item that will be included in the current sale for that
component.
CONFLICTING ITEMS: Two or more inventory rows in the same style with the same size and
attribute.
CORPORATE STATION: A specialized Retail Pro station that can poll with more than one Main
station, used to provide data consolidation and inventory management for corporations with
subsidiaries or franchises. Will be replaced by the upcoming release of Enterprise.
COST: The amount paid by the retailer when purchasing merchandise for resale.
CUSTOMER ORDER SO: standard, general-purpose Sales Orders. Can record virtually an
unlimited number of deposits.
CYCLE COUNT: A count of items completed during a physical inventory.
D
DATA ENTRY FIELD: A field that allows entry of information by the end-user. See field.
DATA VERIFICATION SYSTEM (DVS): The DVS Tool is Retail Pro’s data administration tool that
allows certified technicians to detect and directly fix inconsistencies, errors, and data corruption
in the Retail Pro database. One example of its capability is that it enables a technician to resolve
any SID discrepancies.
DAYS IN TRANSIT: A user-specified number of days a transfer of merchandise from one location
to another is expected to take.
DCS: See department code.
DEDICATED PO: A PO generated from the SO screen to order the items due on that SO.
DEDICATED SO CUSTOMER: A customer recorded on an SO but not added to the customer file.
DEPARTMENT CODE (DCS): The user-assigned department code, made up of a department, class,
and subclass designation. When the code is broken out into its three components, this term refers
specifically to the first component.
DESCRIPTIVE FIELD: A field that describes the item, typically the DCS, VEND CODE, DESC 1-4,
ATTR, or SIZE.
DOCUMENT ITEM LIST: The data entry field of a document where the items being processed are
listed.
DOCUMENTS: Order documents such as Sales Orders, and transactional documents such as
Receipts.
DROP SHIP PO: Orders merchandise to be shipped directly to any number of locations.
DVS: See Data Verification System.
E
EAN: The European counterpart of UPC; a barcode symbology that encodes country,
manufacturer, and product identification.
EDI: (Electronic Data Interchange) A process by which retailers send POs and exchange other
information with their vendors electronically.
EFT: (Electronic Funds Transfer) The payment processing function in Retail Pro including credit
card authorizations and related activities at POS.
F
FEE: (PO/Voucher) A field on POs and Vouchers used to record amounts that are charged in
addition to the cost of goods, shipping and tax, such as a small order fee.
FEE: (SO/Receipt) A field on a POS document used to record miscellaneous paid-ins and paid-
outs, including charges for goods or services.
FIELD: A component of a page design where data can be entered or viewed. In List View, a field
is the cell where a column and row meet. Field names are included at the top of each column. In
Form View, fields can be individual components or can be grouped together. See group.
FILL STATUS: (PO/SO/TO/MO) A summary of the quantity still due on an order document after
it has been updated by a transactional document that references it.
unfilled % = qty due
x 100
(to: incomplete) qty ord
FILTER: defines criteria that determines what data will be included or excluded for the current
activity.
FILTER ELEMENT: A component of a filter screen. Element names identify the criteria to be
entered in each field.
FOREIGN CURRENCY: A non-local currency accepted by a store.
FORM VIEW: A detailed view that displays all fields of data contained in a single record.
FORMER DOCUMENT: (history document) A transactional document (Receipt, Voucher, Slip,
Memo or Movement Note) that has been updated and is now stored in a history file.
FRANKING: Printing specified validation information (such as customer name, receipt number,
phone number, etc.) on the back of checks or gift certificates that are tendered for a purchase. It
is optional and is enabled in workstation preferences.
G
GLOBAL DISCOUNT: A discount applied to the total on a document. See item discount.
GRID: A spreadsheet type format used to display styles of inventory in Style View. See cell.
GROUP: (In Page Designer) In Form View, using Page Designer, users can link individual fields
so they show as a group.
GROUP: (In Security Administrator) A set of users.
H
HEADER FIELDS: Data fields that contain general document information (not item fields).
HISTORY DOCUMENT: A transactional document (Receipt, Voucher, Slip, Memo or Movement
Note) that has been updated and is now stored in a history file.
HOME SCREEN: The screen that is displayed when Retail Pro is first launched. The hub of
navigation for Retail Pro.
I
IN SLIP: A transactional document that records the arrival of transferred merchandise.
INDEX FIELD: A field in a data record used to index and sort the records in that data file.
INFO STATION: A remote station that contains a duplicate copy of the Main station’s data and
history files, typically used for data analysis and presentation while traveling, at trade shows, at
home or at a second office. Up to 99 workstations can access each Info station through a
network.
INTERFACE MENU: allows a user to easily customize and manage designs for menus and pages.
The interface menu contains both a Layout and Page Manager (both List and Form Views), as
well as a Page Designer (Form View only).
INTOLERANT ACTIVITY: A Retail Pro activity that can be performed only while no other
workstation is accessing the same station.
IN-TRANSIT: tracking merchandise traveling between locations via a transfer slip.
INVENTORY: the merchandise managed by Retail Pro.
INVENTORY: (licensing) Each location of merchandise managed as a separate entity (three digit
Inventory code such as 001).
ISBN: A variation of the 13-digit EAN barcode symbology, used to identify books, and typically
displayed as a 10-digit number without the three-digit prefix.
ITEM DISCOUNT: A discount applied to an individual item price on an SO or receipt.
ITEM #: The item’s row number in the inventory file is used as its Item #.
ITEM SID: a unique system-generated alphanumeric code assigned by Retail Pro to each item in
inventory.
J
JACKPOT ITEM: An item generically defined in inventory and used to record the sale or special
order of items that are not listed in inventory. The description and other information are edited on
each document.
K
KIT: A kit groups two or more items together to be sold as a set, typically at a discount. A kit
item is defined in Inventory and the Package and Kit area is used to configure the kit. Kits differ
from packages in many ways. For example, a kit must be pre-assembled before it can be sold and
component item choices or substitution of items is not allowed.
L
LAYAWAY SO: A slightly modified customer order SOs used to reserve merchandise for future
purchase and track the date merchandise is placed on layaway, the date the next payment is due,
and the date the final payment is due. Deposits are used to record layaway payments.
LAYOUT MANAGER: Allows the user to manage the available page layouts at each workstation.
Also enables the polling of page layouts between stations.
LDR: See local data resource.
LIMITED TOLERANCE ACTIVITY: A Retail Pro activity that can be performed while other
workstations are engaged in certain, but not all, Retail Pro activities.
LIST VIEW: A list of records contained in a file displayed in a spreadsheet type format.
LOCAL DATA RESOURCE (LDR): A copy of the auxiliary data resource (ADR), placed on a local
workstation for the purposes of Offline Point of Sale or Offline Reporting. See also Auxiliary
Data Resource and Primary Data Resource.
LOCATION: defined as each licensed inventory or store, such as 001, 000 and 002 (3 locations)
even if they are physically residing in the same building.
LOG: system files generated by Retail Pro that detail events occurring during automated activities
(such as polling) or actions affecting inventory (such as style revision).
LOOKUP MODE: The method that is used to locate an item in inventory and/or write it on a
document. The choices of lookup are Item #, UPC #, ALU, or any combination of the three,
searched in the order listed.
LOST SALES RECEIPT: A permanent record of items ordered but never sold. A Lost Sales
receipt can be created when an SO with remaining items due is deleted.
M
MAIN DATABASE: the core or master database for your Retail Pro system, only accessible
through the Main station.
MAIN STATION: serves as the hub and communicates by polling with other remote stations.
Some system activities, including defining inventory items, can only be done by a Main station.
Up to 99 networked workstations can access a Main station.
MAIN MENU: see Home Screen.
TOP MENU: see Top Menu.
MARGIN: The relationship between price and cost, usually expressed as a Margin %, Mark Up %,
or Coefficient.
MARGIN % (MRG%): Gross margin or profit margin percentage. One way to express the
relationship between item cost and price.
price-cost
mrg% = x 100
price
MARK: An indicator (usually a check mark) that a record should be included or excluded from an
activity.
MARK UP % (MKUP%): An expression of the relationship between item cost and price.
price-cost
mkup% = x 100
cost
MARKED-FOR PO: Orders merchandise that will be shipped to one location, often a central
warehouse, and transferred from there to other locations based on the PO's allocation instructions.
MASTER WORKSTATION: A workstation with a Retail Pro software (licensing) key installed.
MCS (MOVEMENT CONTROL SYSTEM): Tracks inventory by sub-location. Can be physical
locations such as racks and bins in a warehouse, or logical locations such as out for cleaning or on
loan.
MEMO: See adjustment memo.
MENU DESIGNER: enables users to customize the side menu of their Retail Pro layouts.
MENU LAYOUT MANAGER: Manages multiple side menu configurations (layouts) that were
designed with the Menu Designer.
MODEL WORKSTATION TOOL: allows users to copy many of the basic settings at a "model"
workstation to other workstations on the same network. This capability can ensure that
workstation settings are consistent, so that employees trained on one workstation can easily use
others.
MOVEMENT NOTE (MN): A transactional document that records the movement of merchandise
between sub-locations within an inventory.
MOVEMENT ORDER (MO): A planning document used to direct the movement of merchandise
between sub-locations within an inventory.
N
NETWORK: Two or more computers linked together and sharing program and data files.
Information recorded by any computer on the network can be instantly available to all users on
the network.
NON-INVENTORY ITEM: A generic item whose on-hand quantity is not managed in inventory but
can be listed on a receipt or SO. See also Jackpot Item.
NON-REGISTRY SO: Non-registry SOs include customer order SOs, layaway SOs, and special
order SOs. They commit merchandise for future sales and require a Bill To customer.
O
OFFLINE MODE: System mode in which a workstation reads data from an auxiliary or local data
resource, rather than the primary data resource, to run Offline Point of Sale or Offline Reports.
See also Offline Point of Sale and Offline Reports.
OFFLINE POINT OF SALE: Limited POS activities performed on a local workstation when the
network connection is lost. See Offline Mode, Primary Data Resource and Local Data Resource.
OFFLINE REPORTS: The process of running reports by accessing an auxiliary or local data
resource, rather than the primary data resource. This frees the primary data resource for
transactional activities, thus enhancing system performance.
ORDER DOCUMENTS: Purchase Orders (POs), Transfer Orders (TOs), Sales Orders (SOs), and
Movement Orders (MOs). Planning documents for future activities.
OUT SLIP: A transactional document that records merchandise transferred out of one location and
into another.
P
PACKAGE: A package is an inventory item that groups two or more components on a receipt or
sales order and can adjust each component price based on the user-defined package price. Each
component can optionally include multiple choice items and allows for non-component item
substitutions.
A package item is not a true inventory item in that it is referencing inventory items and
grouping them together at the point of sale. When a receipt listing a package is updated, the
component items are deducted from inventory in the normal manner.
PAGE DESIGNER: Enables users to customize the tabbed pages of their Retail Pro layouts.
PAGE MANAGER: Allows the user to manage which page is displayed for document, inventory
and utility screens. It also enables the user to control the fields displayed on each page in List
View.
PARTIAL SHIPMENT: When the sale of items ordered on an SO leaves a quantity due for any
ordered item, it is considered a partial shipment.
PAYEE: The vendor or agent (listed on a voucher) to be paid for merchandise received by a
retailer.
PAYMENT PROCESSING SOLUTIONS: processes and manages such tender types as credit cards,
debit cards, gift cards and checks. Called "EFT" in Preferences.
PAYMENT PROCESSING MODULE (PPM): Retail Pro's gateway or interface to third-party payment
processors.
PDR: See primary data resource.
PHYSICAL INVENTORY (PI): The process of counting the actual merchandise on hand and then
correcting the quantities recorded in inventory as needed.
PO: See purchase order.
POINT OF SALE (POS): Referring to activities and physical locations for sales transactions,
tracking customers and related procedures. On Retail Pro's Home Screen, this term refers to the
area containing Sales Orders, Receipts and Customers.
POINT-OF-SALE (POS) STATION: A remote station limited in functionality to POS activities for a
single store. Up to 99 networked workstations can access each POS station.
POLLING: The remote communications system used by Retail Pro to periodically exchange data
between stations.
POS: See point of sale.
POS DOCUMENTS: Receipts and SOs.
PREFERENCES: Preferences are options you select to configure and customize your Retail Pro
system and workstations (Options h System Preferences or W/S Preferences).
PRICE: The amount charged to the customer for an item sold. Price can refer to the price without
tax (P$) or the price with tax (P$T$).
PRICE LEVELS: Up to 240 sets of prices for all items in inventory. Different price levels can
record location-specific prices, quantity prices, employee prices, wholesale prices, etc.
PRICING COEFFICIENT: See coefficient.
PRIMARY DATA RESOURCE (PDR): The Retail Pro files on your server to which Retail Pro writes
data and from which it reads data. See also Auxiliary Data Resource and Local Data Resource.
PRIVILEGES: controls access to specific Security Administrator tasks (Creating new users,
changing passwords, etc.) and/or access to individual applications (DVS, RPRO DB, etc.).
Privileges are assigned in Security Administrator to either of the two user classes, User and
Power User, and apply to all members of the class.
PROMOTIONAL PRICING: allows you to assign items or styles to a user-defined promotion so that
you can price those items lower when selling them at greater quantities. You can choose whether
or not to apply promotional pricing at point of sale.
PULSE: A program that works in real-time to capture sales data and update inventory quantities
for one or more selected remote stations.
PULSE TAKER: as part of the Pulse Tool, Pulse Taker reads and writes sales and inventory
data for selected stations.
PURCHASE ORDER (PO): A planning document recording merchandise ordered from a vendor.
PURGE: To permanently remove an archived SO, PO, or MO from the system.
Q
QUANTITY PRICING: Enables you to define different prices to be automatically applied depending
on the quantity listed on Receipts and SOs. Uses price levels to record the price for each quantity
range.
QUICK LOOKUP: Ability to quickly locate data from another part of the system and enter that
information for the current document or record.
R
RECALC SRO: updates the quantities sold, received and on order for each location and the
company as a whole for all inventory items in a specified time period.
RECEIPT: A transactional document that records a sale. Also, the printed record of the
transaction, typically given to the customer. See Sales Receipt and Return Receipt.
RECEIVING VOUCHER: A transactional document that records merchandise received from a
vendor.
RECORD: (noun) Retail Pro data is typically stored as a sequence of records in data files.
RECORD: (verb) To enter data in a field.
REGISTRY SO: Registry SOs include store registry SOs and company registry SOs. They are
essentially lists of items that customers hope others will buy for them, and do not commit
merchandise.
REMOTE DATABASE: The data files residing at a Remote station.
REMOTE STATION: Backroom, POS, Info or Corporate stations are Remote stations that are
specialized for particular functions and poll data to and from the Main station. Up to 99
workstations can be networked for access to each station.
RESTORE: (Relating to archived documents) To move an archived PO, SO, or MO from the
archive file to the active file, and make the document active.
RESTORE: (Relating to the Safeguard Tool) Using backup data to replace damaged data.
RETURN RECEIPT: A transactional document that records the return of merchandise by a
customer.
RETURN VOUCHER: A transactional document that records the return of merchandise to a vendor.
REVERSE: Reverse a transactional document that has already been updated to undo the effects of
that document. For example, reversing a Receipt adds the items from the Receipt back into
inventory, adjusts customer records, SO fill status, etc.
RIGHTS: See security rights.
RPRO: Retail Pro software.
RUN TIME: refers to the actual moment you are using the system or performing a function such as
in the example of generating a report "enter an optional subtitle at run time.”
S
S/C: See store credit.
SAFEGUARD: A manual or automated procedure that copies selected Retail Pro data to a
specified drive for a back up.
SALES ORDER (SO): A planning document listing merchandise ordered by a customer for a
planned future sale. See Non-registry SO and Registry SO.
SALES RECEIPT: A transactional document that records a merchandise sale to a customer.
SCALE: A predefined array of sizes and attributes that can be used when creating or modifying a
style grid.
SEARCH: when available, enter data in the search field and the system will find the closest data
match.
SEAT: A licensing term that refers to an individual workstation with access to a Retail Pro
station.
SERIAL NUMBER (SN): when used, each unit of an inventory item is assigned a specific
alphanumeric identifier.
SRO: Sold, Received and On Order.
SECURE DOC: An application that ensures data integrity by verifying that each transactional
document is saved to the history files.
SECURE PRICE LEVEL: Price level that can be viewed or applied only by users given the security
right to do so.
SECURITY ADMINISTRATOR: Tool which can limit which features and areas can be accessed by
users or groups.
SECURITY RECEIPT: A receipt that is created for security reasons when exiting POS, opening a
cash drawer or rebooting the system.
SECURITY RIGHTS: Either a user- or group-specific ability to perform an action set in Security
Administrator, or a workstation- or system-specific ability to perform an action set in preferences.
SHIPPING NOTICE: See advance shipping notice.
SHORTCUT KEY: Quick keyboard command that executes a Retail Pro function. These
commands can be predefined by the system or customized by the user, and can be shown as an
underlined letter in a menu option. Typing <Alt + letter> selects the corresponding option on the
top menu.
SID (SYSTEM IDENTIFIER): The unique, alphanumeric, 16-character code system-assigned (based
on system preferences) to each customer, item, style, and document (both transactional and
order). A SID remains constant, even if certain customer, item, style, or document data is
changed.
SIDE MENU: (side menu) The vertical toolbar located throughout Retail Pro, with command
buttons to access areas or functions of the system.
SIZE PATTERN: the relative quantities that must be ordered in each size when ordering styles that
come from the vendor pre-packaged with a particular size distribution.
T
TABBED PAGES: Designable pages within an area.
TAX AREA: The instructions for computing tax for items with each tax code. There will typically
be a different set of instructions for each tax jurisdiction where you make sales.
TAX CODE: A code assigned to each item in inventory that defines types of merchandise for tax
purposes. See tax area.
TENDER: (SO/Receipt) How the customer pays for merchandise or the store pays out a
customer’s refund or change. Examples: cash, check, credit card.
TERMS: (Receipt) For sales tendered by charge, how and when the customer is to pay for the
merchandise. Terms can include a discount % for prompt payment.
TERMS: (PO/Voucher) How and when the retailer plans to pay the vendor for merchandise
ordered. Examples: COD and 2% 10, Net 30.
TERMS: (SO) The tender to be suggested when receiving deposits or making a receipt against an
SO.
TO: See transfer order.
TOGGLE: To switch between two options.
TOLERANT ACTIVITY: A Retail Pro activity that can be performed anytime, whether or not other
workstations are active.
TOOLBAR: A bar or menu of command buttons for navigation or specific functions.
TOOLS: Separate applications that can work with your Retail Pro system to add functionality.
TOP MENU: (main or top toolbar) The horizontal toolbar located across the top of Retail Pro
screens. Select buttons to access program areas or functions.
TRANSACTIONAL DOCUMENTS: Receipts, vouchers, Slips, Memos, and Movement Notes. When
updated, transactional documents record changes in inventory quantities, locations, costs, or
prices.
TRANSFER ORDER (TO): A planning document for the transfer of merchandise between
locations.
TRANSFER SLIPS: Transactional documents that record the transfer of merchandise between
locations. See in slip and out slip.
TRANSFER VERIFICATION: The process, either manual or system assisted, of resolving
discrepancies between out slips and in slips and then filing the slips in history files (optional).
U
UDF: See user-defined field.
UNSPREAD: Removing previously spread freight charges, global discounts, or tax from
individual item values and returning them to their original fields.
UPC: Universal Product Code (13 - 18 digits). A family of barcode symbologies that encode
manufacturer and product information.
UPDATE: Refers to the action initiated by the user to process a transactional document which
updates data files as appropriate. Update also refers to various procedures in inventory, utilities,
or file management that affect inventory information and/or the replacement of program or data
files with a newer version.
USER-DEFINED FIELD: Data entry field can be defined and customized for your system.
V
VALUES: Fields that require numerical entries.
VAT: Value Added Tax. In many countries that use VAT, the selling price is typically quoted
with tax included.
VENDOR CODE (VEND CODE, VC): The user-defined code assigned to each vendor and used to
track that vendor’s merchandise as it is received, transferred, and sold.
VOUCHER: See receiving voucher and return voucher.
W
W/S: See workstation.
WILDCARD: A character that matches any other character when doing a data search. The
question mark (?) can be used as a wildcard when defining DCS and VEND CODE filter criteria.
WORKSTATION (W/S): An individual computer accessing any Retail Pro station; usually from a
server on a network.
WORKSTATION PREFERENCES: define workstation-specific settings and options, including
hardware set up and printing preferences.
X
X/Z-OUT REPORT: Report of POS activities. Both reports can be run at any time. The X-Out
Report can be run throughout the day to monitor sales activity. The Z-Out Report is usually run
at the end of the shift to reconcile the cash drawer.
Keystroke Action
<Ctrl+Page Down> Display the record after the currently selected record
<Ctrl+Home> Go to the record at the beginning of the list
<Ctrl+End> Go to the record at the end of the list
<Ctrl+Delete> Delete a style in inventory Style View
Alternate (Alt) Keys (Defaults in applicable modules)
<Alt+N> Creates a new document/item
<Alt+E> Edit document/item
<Alt+S> Save document/item
<Alt+D> Delete document/item
<Alt+P> Print document/record
<Alt+H> Hold a document
<Alt+L> Toggle to List View
<Alt+F> Toggle to Form View
<Alt+F4> Exit Retail Pro
<Alt+F8> Toggle between List and Form View
<Alt+underlined letter> Access options that contain an underlined letter by pressing <Alt + the
underlined letter>. For example, to access COPY, use <Alt+C>.
Other Keys
<Esc> Backs out one screen
Retail Pro button Backs out one screen. From Main Menu, accesses additional side menu options
<Tab> Move from one component to the next (a component can be an individual field or
a group of fields)
<w,x,y,z> Navigate between fields, columns, buttons, and selections
Zoom in and out
<Home> Move cursor to first column of selected row
<End> Move cursor to last column of selected row
Index
abandoned property law ....................117–18 cashier drawers ......................................... 93
Accessing customers ...............................442 charge account ........................................ 531
Accounting Link......................................113 checking in/out ................................... 92–93
action buttons ............................................20 Checking Item Availability....................... 58
active links...............................................116 checks ............................................... 515–17
Adjustment memo buttons.......................656 franking .............................................. 509
adjustment memos choose items ..............................55, 293, 617
copying memos .............................345–46 Clean House...................................... 255–59
editing memos .....................................662 deleting items ..................................... 259
fields....................................................656 fields ................................................... 256
memo types .........................................650 marking items..................................... 258
reversing memos .................................357 reviewing items .................................. 258
security ................................................650 security ............................................... 255
Adjustments coefficient ........123, 128, 154, 181, 236, 842
tracking ...............................................649 commissions ............................................. 93
allocation patterns............................300–303 committed merchandise ............................ 65
applying...........................................302–3 company.................................................. 842
creating................................................301 company - CMP........................................ 64
ALU - Alternate Look Up .........................77 company (CMP) ..............256, 264, 299, 336
ASN .................................................371, 841 configuring Retail ProPro® ........................ 6
Auto Min/Max...................................265–79 Configuring Your EFT Settings.............. 549
analyzing sales history ..................274–76 corporate station ......................................... 8
auto-generating levels ...................276–77 credit cards........................................ 519–21
creating formulas...........................272–73 Credit Cards
defining formulas ................................271 adding card number to customer record
editing formulas ..................................274 ....................................................... 465
fields....................................................266 Customer discounts................................. 452
filters ...................................................270 Customer fields....................................... 443
updating proposed levels...............277–79 Customer File 2 GB limit ....................... 467
auto POs Customer menu buttons .......................... 447
numbering ...........................................331 Customer pricing .................................... 451
options, elements, and criteria.............328 Customer sales history............................ 460
Auxiliary Data Resource (ADR) .............841 Customer security ................................... 441
available merchandise Customer SO History.............................. 463
checking for...........................................60 Customer tax areas.................................. 453
backing up data..................................16, 594 customers
backroom station .........................................7 adding customers................................ 449
backup POS .............................................118 adding customers at POS.................... 459
barcode ....................................................842 assigning a shipping priority .............. 453
Build Totals .......................................260–64 copying customer records................... 450
parameters .....................................261–62 editing records .............................. 450–51
SRO information ...........................262–64 fields ............................................. 152–60
case quantities pricing and discounts.................... 451–52
ordering ...............................................295 printing records and labels ................. 464
cash drawer..............................................511 sales history .................................. 460–64
cash drops ..........................................544–46 security ............................................... 441
cash rounding ..................................510, 510 sharing records with other stations453–54