RetailManager

Standard
test drive

Introducing the MYOB

RetailManager family 2

MYOB RetailManager Standard

Introducing the MYOB
RetailManager family 3

MYOB RetailManager Standard Welcome to MYOB RetailManager Standard 4

—Retail point-of-sale MYOB RetailManager Standard Overview 7
management software 4
5 Easy Steps to the GST 11

Guided Tour 12 Let’s get started! 12

1. How do I order stock? 13
2. How do I receive goods into stock? 14
3. How do I make a sale? 16
4. How do I make a lay-by sale? 18
5. How do I make a lay-by payment? 19
6. How do I make an account sale? 20
7. How do I create a quote? 22
8. How do I process returns? 24
9. How do I create a new stock item? 25
10. How do I handle stocktakes? 26
11. How do I cashup? 28
12. How can I monitor business performance?
(Reports) 29
13. How can I monitor business performance?
(Graphs) 31
14. How do I export from RetailManager
Standard? 32

Frequently Asked Questions 34

© MYOB Technology Pty Ltd 2002. All rights reserved

2 test drive
Introducing the MYOB RetailManager family

Introducing the MYOB RetailManager

family
Designed specifically to meet the needs of MYOB RetailManager Professional
Australian retailers, the MYOB
RetailManager family of products replace
the cash register with a point-of-sale system
that streamlines store operations and
manage sales, stock, GST, staff
and customers.
Whatever the size of your store, the type of
business you run, or the number of outlets
you operate, the RetailManager family
provides a range of flexible retail solutions Enhanced retail point-of-sale management
that can be tailored to suit your needs, with pad till, touch screen and scales
giving you the facts and support you need interfaces.
to control your business.
And if your business situation changes – MYOB RetailManager Enterprise
through growth, legislative changes or
technology advances – MYOB will be there
for you with an integrated software and
support package.

MYOB RetailManager Standard

Centralised retail business management

software that consolidates data from
multiple point-of-sale locations and
provides critical retail reports for your
business analysis.

Retail point-of-sale management that From single to multiple point-of-

replaces the cash register and streamlines
store operations.
sale or store locations
You can operate RetailManager Standard or
RetailManager Professional as stand-alone
retail point-of-sale management solutions
or combine them with RetailManager
Enterprise to provide centralised
management of multiple point-of-sale or
store locations.

Test Drive 3
MYOB RetailManager Standard —Retail point-of-sale management software
MYOB RetailManager Standard —Retail
point-of-sale management software
Welcome to MYOB RetailManager Standard
Welcome to MYOB RetailManager
Standard—retail management point-of-sale
software that lets you take control of your
retail business.
Increasing retail hours, a deluge of
paperwork and shrinking margins can
make it difficult for retailers to have a life
outside of their business.
A cash register does very little to help you
manage better and faster—it only keeps
track of today’s sales. You would have to
deal with the other parts of your business
manually. RetailManager Standard replaces
the cash register with a system so simple
that anyone can use it.
Unlike a cash register, RetailManager
Standard knows all about your stock,
customers, staff, and suppliers, putting you
firmly in control of your business.
About this Test Drive
The RetailManager Standard Test Drive
software has been designed to provide a
brief overview of MYOB RetailManager
Standard . The Test Drive software can be
used 25 times or for 30 days (which ever
comes first), and accepts up to 500
transactions.
The RetailManager Standard configuration
options are unavailable with the Test Drive
software. This means you can only use it
with the sample Clearwater shopfront, and
not across a network.
Hardware
RetailManager Standard supports the use of
a number of hardware devices in addition
to the actual computer you are using as a
till; these include a bar code scanner, cash
drawer, docket printer, report printer,
EFTPOS terminal, and pole display.
4 Test Drive
While the specific setup of these hardware
items is beyond the scope of this guide, you
can use RetailManager Standard’s online
help to view instructions on how to set up
these hardware items. Simply press F1
while you are in the Hardware setup
window in RetailManager Standard (Setup
> Hardware) to display the online help. We
recommend that you seek advice when
purchasing these items, to ensure that your
hardware best fits your retail needs.
Installing RetailManager Standard
Test Drive
Follow these procedures to install the
MYOB RetailManager Standard Test Drive
on your computer. If your computer meets
the minimum specifications for
RetailManager Standard, then you should
be able to run the Test Drive. If you are
installing on a computer already set up
with hardware such as cash drawer, docket
printer, or pole display, these must be re-
configured within RetailManager Standard.
To set a default Windows printer
You must have at least one default Windows
printer driver installed. An actual physical
printer need not be attached but a
Windows default printer driver must be
specified.
PR INT E R DRI VE RS I NS TA LL E D
1 Click the Start button and choose
Settings > Printers.
2 Right-click a printer icon and choose Set
as Default Printer.
NO PRI NT ER D R IVE R S I NS TAL L E D
1 Click the Start button and choose Settings >
Printers > Add Printer.
MYOB RetailManager Standard —Retail point-of-sale management software
2 Follow the on-screen instructions to add
a printer driver.
After you install the Test Drive, you need to
set RetailManager Standard to the default
printer (go to the Setup menu and
choose Options, then Printing).
To check your regional settings
1 Click the Start button and choose
Settings > Control Panel.
2 Click the Regional Settings icon (or
Regional Options icon, depending on
your version of Windows) and then click
the Regional Settings tab (or Input
Locales tab).
3 Set the Input Language field to English
(Australia).
RetailManager Standard prompts you to
change your regional settings if they are
not already set to Australia.
4 Click the Number tab and type 2 in the
No. of digits after decimal field and -1.1 in
the Negative number format field.
5 Click the Date tab and set the Short date
style field to dd/MM/yyyy.
6 Click Apply and then OK. (or just OK).
7 Restart your computer.
To install the Test Drive
Installation requires restart When it is
finished, the installer automatically restarts your
computer. Save your work and quit any running
applications.
1 Quit any programs you have running.
2 Insert the MYOB Test Drive CD-ROM
into the CD-ROM drive.The CD will start
up automatically.
If the CD does not start up automatically,
double-click the My Computer icon on the
desktop, double-click the CD icon, and
double-click autorun.exe.
3 Click Install. the Install window
appears.
Test Drive
4 Click Install Now. The Install Wizard
starts and the Welcome to MYOB
RetailManager Standard Test Drive
Setup window is displayed.
5 Read the information in the MYOB
RetailManager Standard Test Drive Setup
window.
6 Click Next. The Choose Destination
Location window proposes to install the
program files in the C:\RetailTestDrive
folder. Click the Browse button to specify a
different location, if necessary.
7 Click Next. The Setup Type window is
displayed.
8 Click Next to accept the Typical
installation. The Select Program Folder
window proposes MYOB RetailManager
Standard Test Drive as the name of the
program folder to be added to the Start
menu. You can edit this name or select
another folder from the Existing Folders
list.
9 Click Next. The Start Copying Files
window summarises your installation
options.
Click the Back button to alter any of these
choices.
10 Click Next to start the installation. A
dialogue displays the progress of the
installation and, finally, the Installation
Complete window is displayed.
11 Click Finish. The computer now
restarts automatically and the
RetailManager Standard Latest News and
Updates help file displays important
information.
If your computer doesn’t restart If your
computer doesn’t restart, this means that the
installer has not completed the installation.
Go to the Start menu, choose Shut Down, select
Restart from the drop-down list and click OK. The
installation completes after the computer restarts.
5
MYOB RetailManager Standard —Retail point-of-sale management software
To specify the printers to be used
When you install MYOB RetailManager
Standard in your business, you may have a
number of printers installed on a network.
Docket printers attached to each computer
will print dockets, another printer may be
permanently loaded with barcode labels,
and another may be loaded with stationery
for invoices and purchase orders.
Setting up several printers for different
kinds of output can take some time. For
this Test Drive, you set up just one printer
for all types of printed output.
1 Launch RetailManager Standard.
• Double-click the MYOB RetailManager
Standard Test Drive icon on the desktop.
• Choose Start > Programs > MYOB
RetailManager Standard Test Drive >
MYOB RetailManager Standard Test
Drive.
2 Choose Setup >Options, and then click
Printing in the Options window.
3 Set the printing options.
Click all of the Report (A4) radio buttons
[this clears all the Docket (40 col) radio
buttons]
Uninstalling the Test Drive
To remove the RetailManager Standard Test
Drive from your computer, use
6 Test Drive
Add/Remove Programs in the Windows
Control Panel or run the install again, from
the Test Drive CD, and select Remove
when the Setup Type window is displayed.
If you need assistance...
RetailManager Professionals and
Consultants provide independent on-site
assistance on MYOB RetailManager
Standard and associated products and
services, including:
• Retail business systems needs analysis
• RetailManager Standard installation,
setup and implementation
• Point-of-sale hardware and peripherals
solutions
• Onsite training and support for
RetailManager Standard
• RetailManager database maintenance
• Integration with MYOB accounting
software
As independent businesses, MYOB
RetailManager Professionals and
Consultants have different levels of
experience and qualifications and offer a
varying range of services at different prices.
For a list of RetailManager Professionals
and Consultants, you can call 1300 555
111, email rmsales@myob.com.au, or visit
www.myob.com.au/products/retailmanage
r/onsite_support.shtml
MYOB RetailManager Standard —Retail point-of-sale management software
MYOB RetailManager Standard Overview
This MYOB Test Drive is a guided tutorial to
MYOB RetailManager Standard . We’ve
kept the tutorial simple, so you can use the
Test Drive to evaluate RetailManager
Standard for your business.
MYOB RetailManager Standard is designed
to manage a wide variety of retail business
types. Some highlights are shown below.
MYOB RetailManager Standard
gives you control of your stock
RetailManager Standard has sophisticated
inventory management features. Some
items in your business may not require all
these options. A typical RetailManager
Standard stock item includes an item bar
code, description, extended description,
cost price, stock management options,
bonus commission value, category, sub-
category and more.
You can choose to set a stock item as a static
quantity, disabling inventory management
for that item. This is ideal for stock items
such as labour or service charges, along
with stock items such as dishes on a
restaurant menu (meals and coffee for
example), for which inventory levels are
not recorded.
MYOB RetailManager Standard
helps you categorise your stock
A product category and sub-category are
allocated to each stock item. You create
product categories for your business, based
on department, supplier, or any other
classification you define. These are a key
ingredient in a successful retail operation
for many businesses.
Once product categories are established,
you can report on and stocktake your
inventory by category and sub-category;
you can also create flexible set pricing rules
to automate pricing of inventory. It’s
important that you have a clear
classification for your product categories
Test Drive
and sub-categories before you implement
RetailManager Standard.
MYOB RetailManager Standard
features sophisticated pricing
structures
You can define rules for default RRPs along
with up to four pricing grades. These grades
can be allocated to specific customers. For
example, you can set up automated rules to
establish pricing for regular customers,
trade customers, and government
customers. You can also set up independent
pricing rules for product categories and
sub-categories; and again for specific stock
items. These hierarchical pricing rules let
you manage even the largest inventories
with ease.
MYOB RetailManager Standard has
powerful customer management
features
These include lay-by and account sales,
quotes, sales orders, statements, credit
notes and debtor payments. Customers can
be allocated different pricing grades, and
can also be shown as a preferred customer.
You can set up credit limits and review your
customer’s account and purchase history.
MYOB RetailManager Standard sales
transactions include complete sales
information
This information includes customer
number, selling price and discount. A
complete sales transaction lets you enter
delivery addresses, discount, comments
and a customer reference. RetailManager
Standard lets you skip a number of these
fields if they are not normally required. You
can also set up RetailManager Standard to
scan individual lines at a time—similar to a
supermarket cash register when using a bar
code scanner.
7
MYOB RetailManager Standard —Retail point-of-sale management software
MYOB RetailManager Standard
works with standard retail point-of-
sale hardware
RetailManager Standard is compatible with
most cash drawers, bar code scanners,
docket printers and pole displays, and
includes preset configurations for a
number of popular docket printers and
pole displays. In addition, you can use
programmable keyboards to provide
completely customised solutions.
MYOB RetailManager Standard
measures staff performance
RetailManager Standard records which staff
member makes each sale, and provides
reports on sales commissions and sales
performance. Because your staff know their
actions can be traced, RetailManager
Standard helps reduce internal theft.
You can also choose to set up just one
default staff member for your entire
business.
How can MYOB RetailManager
Standard help me increase my
profit?
Here are some ways in which
RetailManager Standard helps you increase
your profit.
RetailManager Standard tells you
where your profit is coming from
RetailManager Standard’s extensive reports
enable you to quickly highlight where your
business is making money and where it
isn’t, and to respond to that information in
your inventory decisions. There are profit
by product, by supplier, by custom field,
and by category reports. RetailManager
Standard’s stock categories and sub-
categories are crucial to effective reporting
and information management in
RetailManager Standard: some stores group
8 Test Drive
their stock items according to the shop
layout, others according to product type.
You will be able to find which areas of your
store or inventory are the most profitable,
which product lines are working for you
and which are not.
RetailManager Standard can also keep track
of your customers, what they are
purchasing and what they are returning.
You can define discount grades, and assign
a grade to a customer, entitling them to a
certain level of discount. If you use
customer accounts, RetailManager
Standard tracks debtors—after all, bad
debts have an affect on your bottom line.
RetailManager Standard has a 3D graphing
tool, which graphically represents how
your business is performing. This can also
be a valuable tool for highlighting where
your business is making money.
If you use RetailManager Standard’s staff
module, RetailManager Standard can tell
you which of your staff are the most
profitable. You can also use the bonus
commission facility to set up sales
incentives for staff.
RetailManager Standard gives you
control of the discounts you provide
Discounts have to be closely controlled:
there’s little point in making a sale if you
are not making any profit on it.
If you are making a sale to a customer and
the customer asks for a discount, you can
quickly view the cost and profit you are
making on the sale, giving you enough
information to make a wise decision about
giving the customer a discount on the sale.
You are always warned if you are about to
sell a stock item below cost price.
RetailManager Standard’s customer grades
give you total control over your discount
practice—who you give discounts to, how
much discount you give and on what
products you give discounts.
MYOB RetailManager Standard —Retail point-of-sale management software
RetailManager Standard lets you
monitor your stock shrinkage
Shoplifting is an unfortunate fact of life. It’s
important that you closely monitor your
stock in any problem areas of your store.
RetailManager Standard’s partial stocktake
is ideal for doing a quick stocktake of a
specific area of your store, while
RetailManager Standard’s Stocktake report
will quickly identify any missing stock.
You can always make a sale in
RetailManager Standard
RetailManager Standard is designed so that
you can enter a sale no matter what you are
doing—even during a stocktake. If you
can’t process sales as quickly as possible,
customers will simply walk out. That’s why
so much time has been invested in making
RetailManager Standard fast and flexible.
For example, if you are half way through
ringing up a sale and your customer has
some questions, you can simply open up
another sales window. That way someone
else can ring up a sale in the meantime and
you can resume the sale again where you
left off.
RetailManager Standard saves your
floor space
RetailManager Standard is also an
electronic filing cabinet—there’s no need
to fill up expensive retail floor space with
paperwork, because RetailManager
Standard stores electronic copies of your
sales, lay-bys, quotes, invoices, reports,
customer lists, stock lists, and so on.
How can MYOB RetailManager
Standard save me time?
Administration is always a big pressure on a
busy retailer’s time, and you don’t want to
Test Drive
spend more time in your back office than is
absolutely necessary. RetailManager
Standard makes every effort to save you
time.
RetailManager Standard saves you
time with your stocktake
RetailManager Standard can slash hours
from the length of your average manual
stocktake. RetailManager Standard allows
you to use either manual stocktake sheets
and perform a simple data entry process for
stocktake information, or you can use a bar
code scanner to scan items into your
stocktake.
Discrepancies are automatically located
and a detailed variance report can be
printed. RetailManager Standard’s partial
stocktake and single item adjustment
facility allow you to adjust the inventory
level of a specific stock item or group of
stock items. You can even make a sale
during a stocktake.
RetailManager Standard makes
receiving goods into stock fast and
simple
Receiving goods into stock can be a time-
consuming job. RetailManager Standard
gives you two options when creating new
stock items:
• you can enter either the full details of the
stock item, including re-order thresholds
and holding quantity, or
• enter the minimum details required to
get the stock item into the system and out
onto the shelves as fast as possible. You can
then return to enter additional details at a
later stage.
Using a bar code scanner can save you
many hours each week.
9
MYOB RetailManager Standard —Retail point-of-sale management software
RetailManager Standard makes
transactions fast
RetailManager Standard can be customised
so that you can reduce the number of
keystrokes required to make a sale. This can
be done by setting Skip Field options for
the Sales window. Just ‘switch off’ options
that you don’t require, such as customer
accounts.
Looking up historical transactions is fast
and easy with the Lookup window. Just
press Ctrl + L, enter the information you
have at hand, and your record is retrieved.
You can have multiple windows open at
once, and Ctrl + Tab between them. You
can also have multiple transactions going
at the same time.
RetailManager Standard can export
to your accounting package
You can export your accounting
information from RetailManager Standard
to your MYOB accounting software.
RetailManager Standard’s reports
only include the required data
If you have set up your categories and sub-
categories carefully to reflect the
departments, areas or suppliers in your
retail store, then there are several
RetailManager Standard reports you can
run for a single category or sub-category.
This saves you having to wade through
pages and pages of reports to find the data
you need.
RetailManager Standard can save
you time in other ways…
There is probably no greater timesaver than
a backup copy of your database if your
computer crashes or your database gets
corrupted. RetailManager Standard does a
separate backup for each day of the week.
10
You can run RetailManager Standard on a
Windows network, and have all your
computers updating a single database.
You can even cashup multiple cash drawers
at once from a single terminal.
MYOB provides you with plenty of
help within reach
The RetailManager Standard Getting Started
guide leads you through the simple
installation and registration procedure.
The RetailManager Standard User Guide is a
comprehensive guide to the RetailManager
Standard program, and includes a
Troubleshooting chapter.
The RetailManager Standard Online
Reference and Procedures Guide provide you
with instant troubleshooting tips and step
by step procedures. Simply press F1 in any
RetailManager Standard window to view a
help topic on the screen you are in, or go to
the Help menu, select Help Overview and
choose the RetailManager Standard Help
file you want to view.
Priority Technical support is also available
under MYOB Enhancement and Support
for RetailManager Standard.
How can MYOB RetailManager
Standard help me with GST
compliance?
All retailers have to deal with tax collecting
and reporting requirements. You need
accurate and timely information to ensure
you meet your compliance obligations to
the ATO.
RetailManager Standard handles the GST
with ease, tracking the GST collected from
Sales and then reporting in the format
required for your business. By exporting
from RetailManager Standard to your
MYOB accounting software product, you
can create a complete front-of-house to
back-office GST solution.
Test Drive
MYOB RetailManager Standard —Retail point-of-sale management software
5 Easy Steps to the GST
1. Set up the tax codes
Tax codes are attached to all your stock
items and tell RetailManager Standard the
amount of tax that applies to an item you
have set up. To set up tax codes, select Set
Tax Codes from the Admin menu. A
number of default GST-based tax codes are
already set up for you.
2. Set up your items
Once your tax codes are set up, simply go
to the Stock window (press Ctrl + O), enter
the bar code of an item, and then enter the
Tax Code that applies to this item when
purchased and when sold.
3. Entering sales with GST items
When you sell an item that attracts GST or
is GST-free, the Sales window will provide
you with the information you need
immediately. By clicking the Tax
Information button (or pressing Ctrl + T),
Test Drive
you can quickly see the Tax Exclusive
values, the Tax Amount and the Tax
inclusive amount for a line item or the
invoice. Even when you print invoices,
sales dockets, and purchase orders, you can
choose to have them in the Tax Inclusive or
Tax Exclusive formats.
4. Track your GST Collected
RetailManager Standard’s tax reports
clearly show the GST that has been
collected from sales, both on a cash and
accrual basis. You can use the reports to
complete the Supplies you have made
section of the Business Activity Statement.
5. The complete GST solution
For the complete GST solution, use MYOB
Accounting v12, Accounting Plus v12, or
Premier v6 to track your input credits (GST
paid on purchases) on a cash or accrual
basis.
11
Guided Tour

Guided Tour
Let’s get started!
This Guided Tour takes you through some Notes
of the day-to-day events in a retail store,
and shows you how RetailManager
• The exercises in this Guided Tour assume
that you have not entered any transactions
Standard handles them.
into the Clearwater sample file provided
Keep in mind that your business may not with the test drive. If you have entered
use all the features detailed in this Guided transactions, you may find some
Tour. For example, a cafe or restaurant will differences in a few of the exercises.
not use lay-by or account sales. When
you’re up and running with RetailManager
• In this Guided Tour you will be manually
entering in stock code numbers. If you use
Standard, you can in effect turn off the
bar code scanners in your retail outlet, you
features you don’t require.
would normally be scanning in bar codes
When you have completed this Guided rather than manually entering them.
Tour, we recommend that you continue to
• If you haven’t set up your default
experiment with RetailManager Standard
printers in the Setup > Options > Printing
using the Clearwater database. The Guided
window, you will receive a warning
Tour has been designed to give you a taste message when you commit a transaction.
of what RetailManager Standard can do. You can click OK to ignore this message.
The Guided Tour is by no means For more information, see “To specify the
exhaustive—you will find many more printers to be used” on page 6.
features in the actual program than are
explained here.

12 Test Drive
Guided Tour
1. How do I order stock?
You need to know when your stock levels
run low, then order more goods, and then
keep track of what has been received...
RetailManager Standard can do this for
you, and more! Ordering stock in
RetailManager Standard is easy. To track
the stock that is still to come in, enter a
purchase order, alternatively you can skip
the purchase order and just enter the goods
into RetailManager Standard when you
receive them.
S T O R Y:
Let’s say you are staff member, Gina
Campbell, of the Clearwater general store.
You need to order a number of stock items
that have been selling unusually well this
week, and next week looks like being
another busy week.
1 Open the Purchase Orders window.
Press F9 to open the Purchase Orders
window.
2 Enter staff and supplier details.
Enter a staff number. Your staff number is
‘3’, so type 3 in the Staff field and press
Enter.
If the message “You have some unallocated
customer orders. Process Now?” is
displayed, click No to ignore the message.
Mark the Costs Include Tax checkbox by
pressing the space bar on your keyboard.
Press Enter. The supplier’s name is Bernies
Biscuits Pty Ltd. The supplier’s code is 4, so
type 4 in the Supplier field and press Enter.
A dialog window is displayed.
Test Drive
3 Enter the items that need ordering.
After selecting the supplier in step 2 above,
RetailManager Standard notices that a
number of items that you normally
purchase from this supplier are below their
recommended stock level.
Show the items that need ordering by
clicking Yes to the message “Do you wish
to populate with standard shop orders?”
that appears after selecting the supplier.
The Purchase Orders window will display
the items that need ordering. Press Enter to
accept these items without changing any
details.
4 Enter comments (optional).
Type a brief note in the Comments field,
for example: ‘Purchase Order for items
below their reorder point’.
5 Enter an Order Suffix (optional).
Press Enter to move to the Order Suffix
field where you can type an identification
code to help you find the transaction. In
this example, enter ‘Standard Order’.
6 Commit the transaction.
The due date RetailManager Standard
displays is based on the supplier’s setup.
The date shown is when we expect to
receive the goods.
To check a supplier’s setup, go to the
Information menu and select Supplier (or
press Ctrl + P). Type the supplier number in
the Supplier field and press Enter to view
information about a supplier).
Press Enter to accept the date, and press
Enter again to commit, or proceed with
the transaction. Click Yes to the Commit
Transaction question.
13
Guided Tour
2. How do I receive goods into stock?
When goods arrive, all you need to do in
RetailManager Standard is enter the
supplier information (supplier name,
invoice number and amount), and then
enter or scan the items being received. If
you haven’t had time to enter the items
received into RetailManager Standard, you
can still sell those items, and then enter the
Goods Received at a later time. This is
another example of how flexible
RetailManager Standard’s inventory
handling really is.
S TO R Y:
The goods you ordered from Bernies
Biscuits have arrived. You enter these items
as Goods Received in RetailManager
Standard.
1 Open the Goods Received window.
Press F7 to open the Goods Received
window.
2 Enter staff and supplier details. Your staff
number is ‘3’, so type 3 in the Staff field
and press Enter.
Mark the Costs Include Tax checkbox by
pressing the space bar on your keyboard.
Press Enter.
Press F2 on the Supplier field and use the
up and down arrow keys to find Bernies
Biscuits from the list and press Enter to
select the supplier.
3 Select the outstanding purchase order.
RetailManager Standard informs you that
there is an outstanding purchase order for
this supplier. Click Yes and select the order
we entered in the first exercise.
RetailManager Standard will fill in the
details that were entered in the Purchase
Order into the Goods Received window.
4 Check the purchase order details. The
tax inclusive price of the box of chocolates
has increased from $9.90 to $10.90. Press
Enter twice to go to the Code field and
then with your keyboard’s arrow keys,
move down to highlight the box of
chocolates and then press Enter.
14
Tab to the Unit Cost field and update the
unit cost price from $9.90 to $10.90. Tab to
the RRP column, and increase it to $16.99.
5 Commit the transaction. Press Enter
twice to accept the changes to the box of
chocolates information.
Press Enter twice again and type 228.90
into the Expected field. This is the total
showing on the invoice from the supplier.
6 Press Enter twice to commit the
transaction.
7 Click Yes to the “Commit Transaction”
question. The transaction is committed
and the items are added to your inventory.
Questions about inventory
How do I organise my inventory in
RetailManager Standard?
You can organise your inventory by
grouping your stock items into categories
and sub-categories.
Give each stock item a category and a sub-
category—for example a 40-inch TV
could be part of the ENT (Entertainment)
category, and the sub-category of APP
(Appliance). You can then run your reports
according to categories, and compare the
sales and profit from the sub-category of
APP. You can also run stocktakes on a per
category basis, such as for the ENT
category. This gives you great flexibility
when checking and adjusting your stock
holdings.
Can I create a new stock item
without receiving it into stock?
Yes. You can create a new stock item,
entering full stock item information such
as cost and retail prices, reorder thresholds
and so on, in the Stock window (Ctrl + O).
This is useful when you order a new
product you haven’t stocked before.
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Guided Tour
Where do I set my stock holding
levels for a stock item?
In the Stock window (Ctrl + O), in the
Holding and Threshold Qty fields. The
Holding field displays the quantity of the
stock item you would like to keep in stock.
When you reach the Threshold Qty for the
stock item, a message is displayed,
reminding you to reorder the stock item.
Can products have the same bar
code in RetailManager Standard?
Yes. This is easily done in RetailManager
Standard. A common situation in which
this is used is when you stock the same
product in different colours and quantities,
such as a mobile phone case in red or black,
or cans of beer sold individually, in a six-
pack, or as a 24 can carton. If you are
receiving a product into stock with the
same bar code as an existing stock item,
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you simply open a Stock window (you
don’t have to close the Goods Received
window), display the existing stock item
and click Duplicate Item. You can now set
up another item with the same bar code
but with a different description and setup.
When you select the Item code in the Sales
window, you will be presented with a list of
items that have the same bar code as the
one you entered, and you can select the
item you need.
Can I track stock in fractional
quantities?
Yes. When setting up the item, simply mark
the Allow Fractional Quantities checkbox
if you want to buy or sell part quantities of
an item. This allows you to enter decimal
values and fractions in the Qty field in
transaction windows.
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Guided Tour
3. How do I make a sale?
Every retail business depends on sales to
succeed, and how sales are recorded can
dramatically affect the speed of the sale.
Different businesses require different
information to be recorded for a sale.
RetailManager Standard allows you to
customise how the Sales window behaves.
S TO R Y:
Lorraine Gibson is a regular customer to
the store. She wants to buy the coffee
percolator that you sell. She will pay the
full amount by EFTPOS.
1 Open a Sales window.
Press F6. The Sales window is displayed.
Your staff number is ‘3’, so type 3 in the
Staff field and press Enter.
2 Enter the customer details.
Press Shift + Tab (or F12) twice to return to
the Customer No. field. Lorraine’s
customer number is ‘6’, so type 6 in the
Customer No. field and press Enter twice.
3 Enter the stock items being sold.
With the cursor in the Code field, type 5
and press Enter. This is the bar code (stock
item number) of the percolator that
Lorraine is purchasing.
The stock item details are displayed in the
Sales window. Press Enter to accept the
quantity of one. Notice that this stock item
has a tax code of ‘GST’. In this database, the
GST tax code is allocated to all items that
attract the Goods and Services Tax. A quick
way to see the tax information for this sale
is to press Ctrl + T.
4 Enter the discount amount.
You decide to give Lorraine a two percent
discount on her purchase. With the cursor
in the Discount field (located in the
bottom, right-hand frame of the Sales
window), type 2% and press Enter. The
discount will be calculated and deducted
from the total invoice price.
5 Process the Payment.
While ‘Cash’ is highlighted in the
Payment Details window, press E to
16
highlight the EFTPOS payment type and
then press Enter again. The amount
(126.42) is displayed in the Paying field.
The information you have entered should
appear as illustrated in the screen below.
Press Enter to accept the amount.
6 Commit the transaction.
Press Enter to commit the transaction.
RetailManager Standard records the sale
and prints a sales docket.
Questions about sales
Can I skip fields in the Sales window
that I don’t need?
Yes. You can choose to skip the customer
number, selling price, custom, and
discount fields in the Sales window. These
settings are made in the Setup menu >
Options > General, and they can save you
hours of time.
You can also lock fields using the option
settings in your Security options. These
settings are made in the Setup menu >
Options > Security window.
For example, you can lock the Staff
Number field so that the default staff
member always appears in the Sales
window and on printed dockets and
invoices. This is useful where each staff
member has a separate till, and you want to
prevent one staff member from processing
transactions using another staff member’s
number.
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Guided Tour
Can I make the quantity always
default to ‘1’ as supermarkets do?
Yes. RetailManager Standard has a Scan
Individual Units option in the Tools
menu. Select it and a quantity of one will
always be assumed.
How do I enter a delivery address?
It’s easy. Press Ctrl + A while in the Sales
window and enter the delivery address
details. You can also add a delivery date.
The details are printed on the docket or
invoice.
How can I avoid giving away too
much discount on a sale?
RetailManager Standard lets you quickly
view the Cost, Gross Profit (dollars) and
Gross Profit (percentage) of a sale before
you enter the discount amount. Simply
press F3 in the Discount field.
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How do I move back a field in the
Sales window?
Press F12 to move back a field in any
RetailManager Standard window.
I can’t remember the bar code of an
item, how do I search for the item?
There are several methods for searching for
records in RetailManager Standard. In the
Code field, you can type the equal sign (=),
then the first few letters of the item
description, and press Enter to display a list
of stock items that start with these letters,
from which you can select the required
stock item.
You can also click the Code field’s Assist
button, or press F2 while the cursor is in
the Code field to display the Search for
Bar code window.
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Guided Tour
4. How do I make a lay-by sale?
A lay-by sale is just as easy to record as a
standard sales transaction, except there is
the added step of recording the customer’s
name and address details. RetailManager
Standard also handles lay-by payments
with ease.
S TO R Y:
Jane Petrie sees Lorraine walk out of your
store with the coffee percolator, and
decides she also needs a coffee percolator.
She decides to lay-by it, leaving a $20 cash
deposit. Jane is a new customer to
Clearwater. A week later, Jane returns to
make another $20 payment on her lay-by.
1 Open the Sales window and enter the
staff number. Press F6 to open a Sales
window. Your staff number is ‘3’, so type 3
in the Staff field and press Enter.
2 Record the customer’s details. You need
to record the customer’s details before you
can process a lay-by. Press F5 in the Cust
field, and enter the customer’s name and
address — Jane Petrie, 15 Malachi St,
18
Richmond, Melbourne, Vic 3997, ph. 9771
3874 — in the Create New Customer
window that appears. Press F10 to commit
the information, and click Yes.
3 Record the sale. Press Enter to move to
the Code field and type 5, and then press
Enter. Press Enter to accept a quantity of
one.
4 Record the deposit. Press Enter until the
Cash payment method is highlighted. Press
Enter, type 20 in the Paying field. Press
Enter again.
5 Record the lay-by amount. Type L to
select the Lay-by payment method and
press Enter. The balance of the sale,
‘$109.00’, is set to lay-by as the payment
type.
6 Commit the lay-by transaction. Press
Enter to commit the transaction.
RetailManager Standard will record the lay-
by, allocate a unique lay-by number, and
print a lay-by docket.
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Guided Tour
5. How do I make a lay-by payment?
1 Open the Lay-by Payments window.
Press Shift + F7 to display the Lay-by
Payments window.
2 Display the customer’s lay-by. Enter your
staff number (3), the customer number (9).
Jane’s original lay-by is displayed in the
window. The lay-by number is listed in the
Lay-by No. field.
3 Record the lay-by payment. Press Enter
until the Cash payment method is
highlighted. Jane is making a $20 payment
on her lay-by, paying by cheque, so type ‘C’
to select the Cheque payment method, and
type 20 in the Paying field. Press Enter.
4 Put the balance owing back on lay-by.
Type L to choose the Lay-by payment
method, and press Enter to reassign the
remaining $89.00 back on lay-by.
5 Commit the transaction. Press Enter to
commit the transaction.
Questions about lay-bys
Can I make changes to a lay-by?
Yes. In RetailManager Standard you can
change the price or quantity of a lay-by
stock item. You can also add and delete
stock items on an existing lay-by. This is
done in the Lay-by Payments window
(Shift + F7).
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Can I refund a lay-by payment?
Yes, you refund a lay-by in the Lay-by
Payments window. If payments have been
made against the lay-by, another window
appears in which you can select how to
refund the customer.
How can I keep track of how many
outstanding lay-bys there are?
Go to the Tools > Reporting window,
choose Customer menu and then select
the Lay-by Detailed, Lay-by Summary, or
Lay-by Lay-by Debtors report. The
Detailed report lists each stock item, the
amount paid and balance outstanding for
each lay-by. The Summary report lists how
many of each stock item you have on hand
and on lay-by.
What if the customer wants to pick
up half the lay-by now and half next
week?
Say, for example, a customer has two $50
products (‘A’ and ‘B’) on lay-by, with an
initial $20 deposit, and wants to make
another $40 payment and collect product
A. In this case you would delete product B
from the lay-by, record the $30 payment to
complete the lay-by for product A, and
then create another lay-by for product B
with a $10 deposit against it.
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Guided Tour
6. How do I make an account sale?
An account sale is very similar to a normal
sale. Simply use Account as the payment
type in the Payment Details section of the
Sales window. The entire amount of the
sale is displayed on the account. Any
deposit paid by cash, cheque, or credit card
for example, will be shown as a payment
on account.
S TO R Y:
Donald Sundstrope wants to purchase two
new kettles and put them on account. He is
a regular account user, and his account is
up to date. He returns the following week
to make an account payment of $50.
1 Open the Sales window. Press F6 to open
the Sales window. The Sales window is
displayed. Enter your staff number (3) in
the Staff field and press Enter.
2 Enter the customer details. You can’t
remember Donald’s account number, so
type ‘=Don’ in the Customer No. field and
press Enter. His name and number (4) are
displayed.
Press Enter to go to the Code field.
3 Enter the stock item. Type 1, the bar
code of the kettle, and press Enter. Change
the quantity to 2 and then press Enter until
the Cash payment method is highlighted.
4 Process the payment. Press A twice to
highlight the Account payment method.
Press Enter. ‘$51.98’ appears beside the
Account payment method.
5 Commit the transaction. Press Enter or
click Yes to commit the transaction.
20
How do I make an account payment?
1 Open the Debtor Payments window.
Press Shift + F6.
2 Enter staff and customer details. Enter
your staff number (3) and Donald’s
customer number (4).
Donald’s invoices are listed in the window.
3 Record the payment. Press Tab to move
to the Paying field. Type 50 in the Paying
field for invoice number 40 and then press
Enter until the Cash payment method is
highlighted.
4 Commit the transaction. Press C to
highlight the Cheque payment method,
and then press Enter three times to commit
the transaction.
Questions about accounts
Are there any accounts reports in
RetailManager Standard that I can
run?
Yes. Debtors reports are listed under the
Customer menu in the Tools > Reporting
window. The Aged Debtors report lists all
your outstanding debtors, giving totals for
each month overdue. The Debtors report
can be run for a variety of criteria,
including for individual customers, and
lists the details of each invoice, with totals,
per customer.
What do I do at the end of the
month when I send out accounts?
Simply print out your statements. To do
this go to the Admin menu and select
Print Customer Statements. You can also
run the Aged Debtors report as a quick
check before printing the statements.
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Guided Tour

I know I have to record customer Can I charge customers a penalty for

details to record a lay-by — is that late payment and give customers a
the same as setting up an account? discount for early payment of
accounts?
No. A customer record is only used to
record customer information required to Yes, you can do this in the Debtor
record lay-bys and credit notes. A customer Payments window by entering a positive
account is created when you complete the or negative percentage in the Discount
Show Account Details section of the field for a discount or penalty charge for
Customer window. each payment.
Can I set individual terms for each
customer account?
You can specify any number of days, either
from the end of the month or from date of
invoice.

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Guided Tour
7. How do I create a quote?
A quote is a non-sale transaction that
enables you to provide a customer with a
price for goods and/or services you sell. You
can print quotes as a hardcopy record for
your customers. Quotes can be cancelled or
converted to a sale, lay-by, customer special
order, sales order or account sale, if the
quote is to be processed as an actual
transaction.
S TO R Y:
Jane Petrie is interested in purchasing a
cappuccino machine for her staff at work.
She would like a written quote for the
cappuccino machine so she can make an
informed decision about the purchase. She
returns two days later to purchase the
cappuccino machine.
To create a quote
1 Open a Sales window. Press F6. The Sales
window is displayed.
Your staff number is ‘3’, so type 3 in the
Staff field and press Enter.
2 Enter the customer details. Press Shift +
Tab twice to return to the Customer No.
field. Jane’s customer number is ‘9’, so type
9 in the Customer No. field and press
Enter twice.
3 Enter the stock items being sold. With
the cursor in the Code field, type 2 and
press Enter. This is the bar code (stock item
number) of the cappuccino machine that
Jane is interested in purchasing.
The stock item details are displayed in the
Sales window. Press Enter to accept the
quantity of one.
4 Enter the discount amount. You decide
to give Jane a two percent discount on the
quote. With the cursor in the Discount
field (located in the bottom, right-hand
frame of the Sales window), type 2% and
press Enter. The discount will be calculated
and deducted from the total quote price.
22
5 Select the Quote payment method.
While ‘Cash’ is highlighted in the
Payment Details window, press Q to
highlight the Quote payment type and
then press Enter again. The amount
(881.02) is displayed in the Paying field.
6 Commit the transaction. Press Enter or
F10 to commit the transaction.
RetailManager Standard records the quote.
No stock adjustment The stock level of the
products put on quote is not adjusted.
How do I convert a quote?
The Quote Converter enables you to
convert a quote to a sale, lay-by, customer
special order, sales order, or account sale.
1 Open the Quote Convertor window.
Press Shift+F9 or choose Quote Convertor
from the Transaction menu.
2 Enter Staff and customer details. Enter
your staff number (3) in the Staff field, and
Jane’s customer number (9) in the Cust
field.
Jane’s quote is displayed in the Quote Id
field.
3 Display the quote. Select the displayed
quote, and press Enter. The details of the
quote are displayed in the window. The
Date field displays the date and time the
quote was made.
Click on the Profit Details button to view
the cost and estimated gross profit as a
dollar amount and as a percentage on the
total quote. Press the Profit Details button
again to display the payment fields.
4 Choose the payment type. In the
Payment Details frame, select Cheque, as
this is the payment method that Jane wants
to use to pay for the cappuccino machine.
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Guided Tour
5 Process the quote as a sale. Press Enter
twice to process the quote as a sale.
Note: If you are converting the quote to a
lay-by or other form of payment type that
will not require an initial customer
purchase payment, commit the quote
conversion and continue to process
payment as you would normally for the
new transaction type.
6 Enter the Serial Number. Type 1024 in
the Serial Number column and press
Enter. The serial number is recorded and
the transaction is completed.
RetailManager Standard enables you to
keep a record of the serial numbers of items
you have in stock. This is particularly
useful for tracking manufacturers’ product
recalls, or where manufacturer warranties
may apply. The test drive Clearwater
shopfront has a number of items that are
marked for tracking serial numbers,
including the cappuccino machine. You set
tracking of serial numbers for a stock item
by marking the Track Serial Numbers
checkbox, in the Stock window.
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Questions about Quotes
Can I place a deposit on a quote?
No. Quotes are processed in RetailManager
Standard as a non-sale transaction and you
cannot record payments against them. You
must convert a quote to another type of
transaction before you can record a
payment. You convert a quote using the
Quote Converter.
Can I set an expiry date on a quote?
Yes. You can set the expiry date of a quote
using the General view in the Options
window. Go to the Setup menu and select
Options. The General options window is
displayed. Click the Other tab and in the
Quote Options group, mark the Quotes
expire in checkbox and type the number
of weeks before the quote expires.
Are there any quote reports that I
can run to view my outstanding
quotes?
Yes. Go to the Tools menu and select
Reporting. The Reports Index window is
displayed. Select Customer and then either
select Quotes Detailed or Quotes
Summary to view or print a report about
outstanding quotes.
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Guided Tour
8. How do I process returns?
While you cannot delete transactions in
RetailManager Standard, you can refund a
sale simply by entering negative quantities
of an item. Process the refund as normal,
and choose the payment type appropriate
for the refund. In addition to being able to
refund by cash, credit card, EFTPOS, and so
on, you can also refund by Credit Note.
When a refund is allocated to the Credit
Note payment method, the available credit
for the customer is increased by the
amount of the refund—that credit can be
spent in your retail business by the
customer at a later date.
S TO R Y:
Lorraine Gibson is returning her coffee
percolator. Lorraine decides she doesn’t
want the percolator, instead she wants the
wok she saw last week. Unfortunately you
don’t have any woks in stock today, so you
refund her by credit note, which she can
redeem when the woks are back in stock.
24
1 Open the Sales window. Press F6.
2 Enter your staff number and customer
number. Enter your staff number (3) and
Lorraine’s customer number (6).
3 Enter the stock item with a negative
quantity. Type ‘=coff’ in the Code field to
search for the stock item and press Enter.
Two items are found. Press the down arrow
key to select ‘Coffee Percolator’ and press
Enter. Enter a quantity of -1 in the Qty
field. Type the discount of 2% in the
Discount field, as we had given Lorraine a
discount on the original purchase. The
amount of the sale is updated to ‘-$126.42’
4 Enter the payment details. Press Enter
until the Cash payment method is
highlighted, and then use the up and down
arrow keys to select the Credit Note
payment method. Press Enter again.
5 Commit the transaction. Press Enter to
commit the transaction.
A credit note is recorded against Lorraine’s
customer record, and a credit note docket is
printed out.
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Guided Tour
9. How do I create a new stock item?
When you’re receiving a new stock item
into stock, you don’t always have time to
enter the full details of the product there
and then. You might be busy and you just
want to get the stock out into the store as
fast as possible. RetailManager Standard
allows you to enter just enough detail to
get the stock item into the system so it can
be sold. Of course, if you aren’t so pressed
for time, you can enter the full details of
the stock item too, which will save you
time in the long run.
S T O R Y:
You receive a delivery of stock from the
Sampson Supply Company. It is an electric
can opener which you haven’t stocked
before, and isn’t on record in
RetailManager Standard.
1 Open the Goods Received window.
Press F7.
2 Enter staff and supplier details. Enter
your staff number (3). Press Enter. Mark the
Costs Include Tax checkbox by pressing
the space bar on your keyboard. Press
Enter.
3 Enter the supplier’s number. Type 2 in
the Supplier field and press Enter.
4 Enter the supplier invoice details. Press
Tab twice to move to the Invoice No. field.
Enter the invoice number showing on the
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supplier’s invoice (for this example use the
invoice number 103347).
5 Scan the new stock item bar code. Enter
the bar code of the new stock item (10) and
press Enter. Click Create to create a new
product and then click No to use the fast
method of creating a new stock item. (To
enter the full details for a new stock item,
click Yes to the Extended Stock Creation
message, enter the details, and then you are
automatically returned to the Goods
Received window.)
6 Enter the stock item details. Type
Electric Can Opener in the Description
field. Press Enter to move to the Cat
column, and use the up and down arrow
keys on your keyboard to choose the
ELECT category.
Press Enter to move to the Sub column and
choose the ELECT sub-category. Select GST
as the Tax Code. Press Enter. Type a unit
cost of $49.95, a retail price of $59.95, and
a quantity of 5 for the stock item. Press
Enter.
7 Complete the Goods Received
transaction. Click Yes to make Sampson
Supply Company the default supplier of
electric can openers, and then tab to the
Expected field and type 249.75.
Press F10 and Enter to commit the
transaction.
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Guided Tour
10. How do I handle stocktakes?
Monitoring your inventory is an important
factor in running a successful retail
business. Increasingly these days,
companies no longer rely solely on the
traditional annual stocktake to bring their
actual stock levels into line with their book
stock levels, but monitor their inventory
more closely and more often.
RetailManager Standard has powerful and
effective tools to help you adjust your
inventory. So whether you’re running a
complete stocktake manually or
electronically, running a partial stocktake
of a specific category or sub-category of
your inventory, or simply adjusting the
inventory level of a single stock item,
RetailManager Standard masters the job.
S TO R Y:
Run a partial stocktake for the category of
ELECT. There are nine stock items in this
category. In this exercise you will enter
counts for the nine stock items, and then
adjust the count for one of the stock items.
1 Open the Stocktake window. Press Shift
+ F11. Click Yes in response to the message
to close all windows. A warning appears
saying any items not counted will be
zeroed. Press Enter.
2 Choose the partial stocktake criteria.
Check the Partial Stocktake checkbox in
the top right corner of the window (by
pressing Alt+P). Mark the ELECT primary
category (in the Cat. Primary list box)
either using your arrow keys to highlight
the ELECT category and pressing the space
bar, or by clicking the checkbox beside the
category using your mouse.
3 Run the partial stocktake. Press
Shift+Tab twice to move back to the Stock
Number/Count field. Enter the bar code of
the first stock item in this category, product
1, and press Enter.
26
The quantity currently in stock is 11, but
you can only find 10, so type 10 in the
Stock count field and press Enter. A new
line appears in the Stocktake frame with
the product description ‘Kettle’ and a count
of ‘10’.
Enter the bar code of the second stock item
in this category, 2 and press Enter. The
quantity currently in stock is 7, so type 7 in
the Stock Count field.
Press Enter. Repeat this process for these
items in the ELECT category:
• Code 3 (Toaster): 15 on hand
• Code 4 (Food Mixer): 7 on hand
• Code 5 (Coffee Percolator): 9 on hand
• Code 6 (Iron): 12 on hand
• Code 7 (Water Cooler): 5 on hand
• Code 10 (Electric Can Opener): 5 on
hand
Note: Code 8 (Toaster/Kettle package) is
not counted in the stocktake. Package
items are composed of other items (in this
case Code 3 (Toaster) and Code 1 (Kettle)).
You only count individual items in a
stocktake.
4 Run the ‘Stocktake’ report. Before you
commit the stocktake, run the Stocktake
report, which checks on any variance
between the stocktake and the inventory
quantity of the stocktake items.
Click the Display Shortages button in the
Stocktake window to run the report. Click
OK to display only outages in the report.
Click OK to select <none> as the group.
Click OK to accept the RetailManager
Standard default sort orders. The report
appears on screen.
The report lists stock item ‘1’ as having a
shortage of ‘1’, and stock item ‘8’ as having
a shortage of ‘1’. As stock item 8 is the
Toaster/Kettle package, ignore this outage.
After recounting the stock item, the
missing kettle is found behind the counter.
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Guided Tour
Close the Report window and the
Stocktake window is displayed again. Click
in the Count column for the line showing
information about the kettle in the
Stocktake grid, change the count to 11 and
press Enter.
Click the Display Shortages button, and
click OK to the report criteria options (as in
step 4).
The report shows no variance for single
items (there may be a variance displayed
for a packaged item, but you can ignore
this as packages are not counted in a
stocktake).
5 Commit the stocktake.
Click the Commit button. Two dialogs
appear asking if you are sure you want to
commit the stocktake. Click Yes in each of
them.
A warning appears saying you should not
use RetailManager Standard on any
computer (in a network situation) during
the commit.
Click OK and then click Yes to back up the
database.
The stocktake is committed. Close the
Stocktake window.
Questions about Stocktaking
Can I still make transactions during
a stocktake in RetailManager
Standard?
Yes, you can. If you are still trading while
running your stocktake, you can continue
to make sales. After each sale, you will need
to return to the Stocktake window and
determine if the stock items sold have
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already been counted. If so, you can simply
enter a negative quantity count for the
stock item. If not, then you don’t have to
adjust anything.
Can I still do a manual stocktake in
RetailManager Standard?
Yes. In RetailManager Standard you can
still print out stock sheets which list all
your stock items for a manual stocktake.
The stocktake counts are then directly
entered on these sheets. You can then enter
the counts manually into RetailManager
Standard if required.
How do I make corrections to a
stocktake in RetailManager
Standard?
If you have already committed the
stocktake, then you can do a single item
adjustment. Go to the Admin menu and
select Single Item Stocktake. Enter the bar
code for the stock item and the new count
for the stock item in the Single Item
Stocktake window and press F10 to record
the new count. Repeat this for each of the
stock items you want to correct. If you
haven’t already committed your stocktake,
you can select one of the lines in the
stocktake grid and change the count
quantity.
Can I use a bar code scanner?
Yes. You can use a bar code scanner.
However you may require a very long
extension cord to reach your computer,
and, depending on the brand of scanner
you are using, there are often limits on how
long the cable can be.
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Guided Tour
11. How do I cashup?
You’re tired; it’s the end of the day, and you
want to cashup as fast as possible with
minimum effort. But you also want to be
sure that your takings are all entered
correctly. RetailManager Standard’s cashup
procedure gets the job done without any
fuss.
RetailManager Standard defines a session as
the period of time between two
consecutive cashups. So whether you
cashup once a day, three times a day, or
once a week, RetailManager Standard caters
for your business. Every time you cashup in
RetailManager Standard, you can run
transactions, sales, account sales and
debtor payments reports for the session.
1 Close the session. Go to the
Reconciliation menu and choose Cashup
/ End of Day. Click Yes to close the session.
2 Enter your staff number. Enter your staff
number (3). Click OK to the information
message.
3 Enter the takings amount for the cash
drawer for each payment type as follows:
a Select the Cash Payment Method and
press Enter.
b Enter the Paying amount of $20.00
c Press Enter to return to the Payment
Method field.
Repeat this process for both the EFTPOS
and Cheque payment types:
• EFTPOS $126.42
• Cheque $951.02
These amounts are totals of the
transactions you have entered in this
tutorial.
4 Commit the Cashup. Press F10 to
commit the transaction. Click Yes to the
warning. Click OK to the information
message. Check your takings against the
Transaction Summary report for the cash
drawer (Cashup reports can be selected
from the Reconciliation menu).
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Questions about Cashup
If I have a network, can I cashup tills
together?
Yes, you can. In RetailManager Standard,
you have the option of cashing up each
cash drawer individually, or cashing up
multiple cash drawers from a single
computer. For example, in a store which
has four tills, you may need to cashup two
cash drawers from your back office
computer, and have the other two
computers cashup individually. The cash
drawers each computer uses in your
network are set in the Setup > Hardware
window. All computers that share the same
cash drawer, such as ‘Cash Drawer A’, will
be cashed up together.
Can I reprint old cashups?
Yes. Go to the Reconciliation menu and
choose Print Cashup Reports. You can
reprint any of the Reconciliation reports
for the selected cashup. Use the arrow keys
to choose the required cashup.
Can I print a till balance during the
day?
Yes. A till balance tells you what you should
currently have in your till, per payment
type. This should match the actual physical
contents of your cash drawer (minus your
float). To print out a till balance, go to the
Reconciliation menu and choose Print
Till Balance.
What’s the best way of checking
how sales are going during the day?
You can view the Sales Summary window
(in the Reconciliation menu). The Sales
Summary window displays graphically
sales and profit totals for the current day or
selected period, for all tills on your network
(not per cash drawer). You have the option
of viewing the number of sales, gross profit
in dollars and gross profit (percentage).
Test Drive
Guided Tour
12. How can I monitor business performance? (Reports)
RetailManager Standard comes equipped
with a range of reports which allow you to
keep your finger on the pulse of your
business. These reports are accessible from
the Tools menu > Reporting. The What’s
Selling report and the Profit by Product
reports are reports you are often likely to
run in RetailManager Standard.
How to view the What’s Selling
report
The What’s Selling report lists what’s
selling in your store. This includes for each
stock item sold the cost, quantity currently
in stock or on lay-by, and new lay-bys and
sales for the specified time period.
1 Open the What’s Selling report window.
Go to the Tools menu and select
Reporting. The Reports Index window is
displayed. Select Sales and then the What’s
Selling report.
2 Using the report filters, enter the report
criteria.
• Click Date(s) and enter the date range
you have used in this Tour and click OK.
• Click Range(s) and enter the range as
Minimum 1 and Maximum 5, and click
OK.
• Click Categories and select all the
primary and sub categories and click OK.
• Click Suppliers and select all Suppliers
and click OK.
3 Click Preview to view the report. The
What’s Selling report is displayed on your
screen. You can then choose to print out
the report, save it to file, email it or close
the screen.
The following is an example of the What’s
Selling report. The actual information that
Test Drive
will be displayed in your report depends on
the dates used in these exercises.
How to view the Profit by Product
report
Whenever you want to find out what profit
you are making on sales of a specific
product or range of products over a specific
period of time, you would run the Profit by
Product report.
This report, like many RetailManager
Standard reports, has flexible report filters,
making it easy to ensure the report only
includes the information you require.
1 Open the Profit by Product report
window.
Go to the Tools menu and select
Reporting. The Reports Index window is
displayed. Select Profit and then the Profit
by Product report.
2 Using the report filters, enter the report
criteria.
• Click Date(s) and enter the date range
you have used in this Tour and click OK.
• Click Range(s) and enter the range as 1
in the Minimum field of the Gross Profit
Range window and 100 in the Maximum
field, and click OK.
• Click Categories and select the ELECT
primary and sub categories and click OK.
• Click Suppliers and select all Suppliers
and click OK.
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Guided Tour

3 Run the report.

Click Preview to view the report. The
report is displayed on your screen. You can
then choose to print out the report, save it
to file, email it or close the screen.
This following is an example of the Profit
by Product report. The actual information
that will be displayed in your report
depends on the dates used in these
exercises.

30 Test Drive
Guided Tour

13. How can I monitor business performance? (Graphs)

Complementing RetailManager Standard’s
reports is RetailManager Standard’s
graphing tool, which graphically displays
how your business is faring. Seeing this
information graphically will often tell you
very quickly what the message is, whether
your sales are up or down.
RetailManager Standard’s graphing lets you
view the graph from various perspectives.
1 Open the Graphing window.
Choose Graphing from the Tools menu or
press Ctrl + G.
2 Choose your graph criteria. 3 View comparisons on one graph.
To view the graph below, Select the You can choose to show the number of
Months by Year Data Grouping type. Enter sales versus the dollar turnover versus the
the Start and End date range that applies to dollar gross profit - all in one graph. This
the dates you have used in this tour. Set the can help you further analyse your profit
graph types to Area Graph and check the results.
Show 3D Graph option. Click on the 4 Zoom in and focus.
Display button at the bottom of the screen.
Drag an area down while pressing your left
mouse button to zoom in, and drag an area
up to reset the graph. Drag while pressing
the right button to scroll the graph.
5 Print out the graph.
Print out the graph by pressing F4 or
clicking the Print – F4 button.

Test Drive 31
Guided Tour
14. How do I export from RetailManager Standard?
You can export your sales and purchase
transactions in RetailManager Standard to
an MYOB accounting product such as
MYOB Accounting v12, MYOB Accounting
Plus v12 or MYOB Premier v6. Follow the
steps below.
1. Set up MYOB accounting
software
Before you can import MYOB
RetailManager Standard information into
MYOB accounting software, you need to
set an option in your accounting software’s
Preferences window to look for a
RetailManager Standard import file when it
starts up.
To do this, start up your MYOB accounting
software. Go to Setup>Preferences and
click the System tab. Mark the I Use MYOB
RetailManager checkbox.
2. Set up RetailManager Standard
In RetailManager Standard, you will need
to set up your accounting options and
specify the export tax codes to be
consistent with those in your MYOB
accounting software.
To set up accounting options
1 Go to Setup>Options. Click Accounting
in the side menu. Select your MYOB
accounting package from the drop-down
list in the Package field.
2 Click the Browse button to locate your
MYOB program folder. This is the directory
32
where RetailManager Standard will store
the export file it creates. It is important that
you specify your MYOB program folder (for
example, C:\MYOB11), as it is the folder
where your MYOB accounting software will
look for a file to import. When you have
located the folder, click Open.
3 Enter the corresponding account
numbers in the blank fields (Asset, Income,
Cost of Sales, Expense and Liabilities). If
you are unsure which numbers to use, have
a look in your accounting software’s Chart
of Accounts (Accounts List).
Accounts Make sure that the numbers entered are
for postable accounts and not header accounts.
Header accounts can be distinguished by their bold
lettering in your Chart of Accounts (Accounts List).
If you link to a header account, your Retail.txt file
will be rejected when you attempt to import. Also,
do not include the hyphen when entering account
numbers in this window. For example, if your bank
account in your MYOB accounting software is1-
1100, you should enter it as 11100.
4 Select the GST reporting method your
business uses—Accrual or Cash.
3. Set up tax codes
1 Go to Admin>Set Tax Codes.
2 Compare this tax code list with the one
used in your MYOB accounting software. If
necessary, adjust the tax codes list of your
MYOB accounting software to include the
codes used in RetailManager Standard.
Ensure that an MYOB account number is
entered in the A/C for tax on Sales field for
each of the RetailManager Standard tax
codes and that the Export Tax Code is set to
the corresponding MYOB accounting
software tax code.
Your GST and FRE accounts should be
linked to your GST Collected account
number. If you are unsure what your GST
Collected account number is, please refer
to your MYOB accounting software’s Chart
of Accounts (Accounts List).
Test Drive
Guided Tour
3 If you have other tax codes (eg. S0, S12
and S22), you need to create a new liability
account in your MYOB accounting
software called Sales Tax Collected and
then link these other tax codes to the new
account. GNR and INP do not need to be
linked to an account.
4 Click Commit and then close the
window.
4. Export from MYOB
RetailManager Standard to MYOB
accounting software
1 After you have completed your cashup,
go to File>Accounting Export.
2 Click the Export button or press F10.
3 When the export has been successfully
completed, a dialog box appears, stating
the number of vendors, purchases and
sessions exported. All are exported together
in a single file called Retail.txt. Click OK.
5. Import from RetailManager
Standard into MYOB accounting
software
Start up your MYOB accounting software. A
dialog box appears, asking you if you wish
to import the Retail.txt file. Click Yes.
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If your MYOB accounting software is
already running, go to the File menu and
choose Import Data>RetailManager.
Re-exporting RetailManager
Standard transactions
With RetailManager Standard, you can re-
export your cash-up sessions as well as any
purchases within that session.
1 Go to File>Accounting Export.
2 Double-click the Session ID field of the
session you wish to re-export. A message
appears, asking you if you wish to re-export
that session. Click Yes.
A message appears, asking you if you wish
to include Purchases/Returns dated with
this session.
3 If you need to re-export the purchases
and returned goods that were entered
during the cash-up session you are re-
exporting, select Yes. If you have already
imported the purchases into your MYOB
accounting program, select No.
The ‘comment’ next to the selected cash-up
session will change from ‘exported’ to ‘will
be exported’.
When you next perform an accounting
export, this cash-up session will be re-
exported.
33
Frequently Asked Questions
Can I use serial port docket printers
and cash drawers with MYOB
RetailManager Standard ?
Yes, RetailManager Standard supports both
serial port and parallel port docket printers,
and cash drawers that connect directly to
your docket printer and serial port cash
drawers. RetailManager Standard also
supports other hardware items such as pole
displays, programmable keyboard devices,
and bar code scanners. We strongly
recommend that you consult your
RetailManager Professional for further
advice when deciding on your hardware
setup to run RetailManager Standard.
Can I use RetailManager Standard on
a network?
Yes, RetailManager Standard can run
successfully on a Windows network. This
means that you can have several computers
running as tills in your store, all running
and updating a single database. You
designate one computer to act as your
server and on which you locate your
RetailManager Standard database files. You
34
still have the option of using this computer
in-store as a till. You can either cashup your
tills at once, or cash them up individually.
Several RetailManager Standard settings,
such as the messages that appear on your
dockets and your security settings, apply
globally in a RetailManager Standard
network. Most other RetailManager
Standard settings apply locally, to each
individual computer. These are all detailed
in the RetailManager Standard User Guide
and the Online help. If you need more than
one sales point you can easily buy extra
MYOB RetailManager Standard
workstation licenses at a reduced price.
For more information...
We hope you found this test drive overview
useful.
If you need more information on specific
features of RetailManager Standard, please
visit our internet website at
www.myob.com.au, call 1300 555 111, or
email rmsales@myob.com.au.
Test Drive