Passwords & NameUse this function to change the passwords and the register's name.
Passwords & Name
Use this function to change the passwords and the register's
name.
A register's name is only displayed at the main menu of the cash register program. If you are running multiple registers on the same computer displaying the register's name would be helpful. If you enter your company's name as the register name then that will be displayed on the main menu.
Passwords are use to restrict access to various portions of the Cash Register program.
SHOULD YOU HAVE PASSWORDS?
Just because you CAN have a password for a feature it does not mean
that you SHOULD. If you password every possible feature it will mean
that a supervisor will almost always have to be near the register to do
almost anything.
However two important passwords to have are the 'MASTER' password to prevent employees from using this program to change the configuration of your register and, if your register does not generate a journal, the "CLOSE" password to keep employees from closing the register at mid-day, and then reopening the register and telling you that a partial day's sales were the entire day's sales.
PASSWORD RULES
The master password overrides all other passwords and can be used in
place of any other password.
Each password has a function number associated with it. For the feature to require a password to use it the function number must be "1" or higher.
If the function is not '0' but no feature password or master password exists then that feature will not require a password.
If the function is not '0' but the feature password does not exist then only the master password will allow access to the feature.
If the function is not '0' but the master password does not exist then only the feature password will allow access to the feature.
MASTER PASSWORD
The master password overrides all other passwords and can be used in
place of any other password.
The master password is needed to access your .POS file using the POSCONFG.EXE program. The master password is required to be able to change pieces and dollars sold in the stock table. If your master password is blank then no password will be required to access your .POS file and most other passwords may be bypassed just by pressing [ENTER]. Entering a master password is a REAL GOOD IDEA!
REDUCTION / DISCOUNT PASSWORD
Password will be required to give a discount or allow a reduction /
coupon in a sale.
RETURN PASSWORD
Password will be required to ring up return / refund transaction.
FILE MAINENANCE PASSWORD
Password will be required to enter file maintenance which takes you
to this program, stock table, tax rates, time, etc.
STOCK TABLE PASSWORD
Password will be required to go to the stock table. However you must
use the Master password to enter the stock table if you wish to change
'pieces sold', 'amount sold', and 'inventory' in the stock table.
NO SALE PASSWORD
Password will be required to open cash drawer without a "sale" or
"return" transaction.
VOIDS PASSWORD
This password has two different functions. If the function number is
"1" then the password will be required to enter the "Voids" function to
view previous sales and void out a sale. If the function number is "2"
then you will be allowed to enter the "Voids" function to view previous
sales without needing the password but you will have to use the password
to actually void out a sale.
LOCK REGISTER PASSWORD
This password has three different functions. If the function number
is "1" or higher you will be able to lock the register fom the main menu
using the password. In addition if the function number is "2" the
register will automatically lock when you close out the register, or if
the function number is "3" you will be offered an option to lock the
register when it is closed out.
CLOSE REGISTER PASSWORD
This password has two different functions. If the function number is
"1" then the password will be required to enter the "Close" function to
view the day's total sales and optionally to close out the register. If
the function number is "2" then you will be allowed to enter the "Close"
function to view day's total sales without needing the password but you
will have to use the password to actually close out the register.
NOTE: If your register is not keeping a printed or disk file journal then it is important to use the "Close" password. If you do not, then associates could close the register at mid-day and then restart it. It would then appear that the sales total for the restarted register is for the whole day and not for only part of a day.
REPORTS PASSWORD
Password will be required to enter 'Reports' function.
EMPLOYEE PASSWORD
Password will be required to enter 'Associates' function.
CUSTOMER LIMITS
Not currently used.
In the future this program will allow customers to purchase merchandise and instead of paying for it to put the purchase on a "tab". This password is for setting the limits of that "tab"
TAX PASSWORD
There are 5 possible functions for the tax password. If the function number is zero then the tax password is not used. If the function number is not zero then the tax password will be required to change any tax information from the POS.EXE program. If the function number is set to 2 or 4 then the password will be required to access the tax chart and to be able to change the tax rate on an item being rung up in a sale. If the function number is set to 3 or 4 then the password will be required to access the tax chart and to make a sale tax exempt.
Payment Options
This register accepts four payment options, cash, checks, credit or debit. Your store may not. Use this feature to turn any of these payment options to YES or NO. If the option is set to NO the sales person will not be offered the choice of this payment option.
You may also turn the option of "multiple form of payment on the same sale" to YES or NO. If NO each sale must be paid in total by one payment option, i.e. she must pay in only cash OR check OR credit. If this option is set to YES then she may pay using cash AND check AND credit.
NOTE: "Debit" is actually a subdivision of the "credit" form of payment. This means that during a sale after selecting "Credit" as the payment method that you will then be asked if it is really "Credit" or "Debit." (Assuming that you will accept both.) On the closing screen "Credit" and "Debit" are listed under "Credit" with a single total but on the closing receipt or in "Reports", "Credit" and Debit." are reported separately. Since "Credit" and Debit" are actually the same payment method you cannot pay part of the sale using credit and part using debit.
Cash back
You may also allow "cash backs" in credit and / or debit payments. "Cash back" will be a line item in the closing screen and closing receipt. The "cash back" total on the closing screen and receipt is the total for both credit and debit cash backs.
STORE CREDIT
You can use gift cards for an "exchange" type of business. For example if your store allows customers to bring in old game cartridges for credit to use the credit to purchase new or additional used game cartridges, you can buy back the old game cartridges by putting the value that was credited to a gift card. Then the money can only be used in your store. Redeeming merchandise from a customer is handled as a "2. Return." NOTE: To use store credit for a new returnees you must have previously created some zero value cards to be kept by the register. Old returnees can use their current gift cards.
SELLING GIFT CARDS
Once you have set up gift cards you can sell them by going to a "Purchase" transaction and pressing [F10]. This will allow you to sell up to 30 gift cards in one transaction. Gift cards are not taxed and cannot be discounted or reduced.
When you sell a gift card you are not actually selling anything. A gift card is actually an interest free loan from your customer to you. If the card is lost or otherwise unredeemable then the gift card is a tax-free gift to you. (Not really, you still owe the money to the customer, he just has no way to ever collect it.) Therefore if after you sell a gift card and then check your sales on the closing screen you will notice that you have not sold anything in your net or gross sales. Your payment method sales will increase because the program has to account for money in the register but your actual sales will be unchanged. This also means that the "Z" reading for your register will also be unchanged. On the closing screen will be the total number of gift cards sold and their value.
(See Checks)
Gift cards
1. Do not sell gift cards.
There are three options you may choose to utilize...
"Allow payouts to cash out the gift cards." If this is set to "YES" and payouts are also set to "YES" (from the main POSCONFG.EXE program menu) then from the POS.EXE program you can choose option "2. Returns - Payouts" then from the sale screen press [F10]. You may now choose to return to the customer the remaining value (or partial value) of the gift card as any form of payment. Normally this feature is only used when gift cards are used as "Prepaid Accounts" to return unused value at the end of the season / year. NOTE: If you do not setup "Payout" stock numbers in the stock table then you will only be able to use "Payouts" to cashout gift cards.
"Allow zero value gift cards" If this is set to "YES" then you may create gift cards with a 0.00 initial value. This is used if you want to issue gift cards instead of cash when there is a return, make some up and keep them handy. It can also be used to pre-register "Pre-paid Accounts" Another use is to give store credit like in a game cartridge swap store.
"Allow money to be added to an existing gift card." This also should be allowed if you are using gift cards for "Pre-paid accounts." NOTE: You can always added value to a card on a "Return"
The next set of gift card options are...
1. Print a certificate to use as a gift card.
If you have obtained actual gift cards to use in your store then you would not want to print out a certificate to use as a gift card. If you have no actual gift cards then you must print a certificate to use as a gift card. If you choose to print a certificate to use as a gift card you will be able to enter up to 10 lines of text to print on your gift card certificates, or the text will be printed on the receipt issued when the gift cards are purchased if certificates are not printed. This text may be used to explain any conditions on the use of the gift cards. While typing the text you may also use the up or down arrow keys to move to the labels GIFT CARD, NUMBER #, ADDED VALUE, and CURRENT VALUE,. If you type in new labels they will be used on certificates and receipts. In addition if you change the "GIFT CARD" label it will be used in many other parts of the program.
If you sell more than one gift card in a single transaction then a certificate to use as a gift card will print out for each gift card. You can sell up to 30 gift cards in a single transaction.
INCREDABLY IMPORTANT
Since the card value of each card is stored in the register that sold it (or the store network) this also means that if you have two or more stores, that a gift card can only be used in the store that issued the card unless you have somehow networked together the computers in multiple stores.
The program keeps a transaction file of each gift card. These files can be accessed through the "Reports" feature of the POS.EXE program. You select the gift card you want by entering the gift card ID and the report will display a list of every transaction made with that card.
While this report will not tell you what was purchased with each transaction you can use the transaction number to go to the register that rang up the transaction and look up the details of the transaction either in the file of past transactions or the journal. This is assuming that you enabled those features.
When purchasing, you can use gift cards as a payment option (if you have allowed gift cards.) When paying by gift card you will be asked for the gift card number. You will not be allowed to enter an amount. The program will charge the remainder of the amount due to the gift card. So if you wish to charge only part of the sale to the gift card you must enter the other forms of payment first. If the gift card does not hold enough value to cover the sale the gift card will be cleared out and the value subtracted from the amount due. You will then be asked for an additional form of payment even if you have not allowed multiple forms of payments for a single sale. If you have zeroed out a gift card by tendering it for a sale and the amount on the gift card did not cover the total of the sale you can use up to two additional gift cards (3 total) to try to cover the amount of the sale.
VOIDING GIFT CARDS
USER DEFINED
You must also use the "Payout" feature in the POSCONFG.EXE program to
turn "Payouts" on.
If this feature is active, then when you choose to ring up a Return
you will be asked to choose if it is a Return or Payout. Payouts will
require a master or return password if those passwords have been set up
for Returns.
Payout receipts should be signed by the person receiving the payment
and should be kept by you as a record that the payout was received.
Payouts will subtact from your 'Cash in reg.' but not from you daily
sales. Also if you make a merchandise report using the "Report" feature
the payouts will not be added into the sales total at the bottom of the
report because a payout is not a sale.
Only cash payouts may be made.
A pole display is a device that usually displays two lines of 20 characters and faces your customers so that they can see what is being rung up on the cash register.
Pole displays are serial devices and plug into the serial port of your computer, this means that you must configure your serial port to the settings that your pole display needs to read the data from the port.
You will find the serial port settings for your pole display in the manual for your pole display or contact your pole display's manufacturer.
The first setting you will need is PORT, i.e. to which serial port you have attached your pole display. Serial ports are numbered COM1:, COM2:, etc. Other settings are SPEED or BAUD, DATA BITS, STOP BITS, and PARITY. These settings are entered into the "Pole display" feature of the POSCONFG.EXE program.
To actually send the data to the serial port (and thus to your pole display) you must run the program POLE.EXE if your computer runs a version of Windows or you can use "direct access" if you computer runs DOS or Windows '98 or earlier. If you choose to use POLE.EXE it must be started before the POS.EXE program is started and must be left running while the POS.EXE program is running.
IMPORTANT: If you change the settings for your pole display using the POSCONFG.EXE program and POLE.EXE is currently running, you must exit and restart POLE.EXE for the new settings to be used.
IMPORTANT: If you set up the program to use "direct access" and the settings are incorrect or you do not have a pole display attached to the selected serial port the POS.EXE program will run extremely slowly or will lock up completely.
The settings for the pole display are shared by all register files that
are in the same folder on the same computer.
NOTE: So far this feature has only been tested with the "Logic Controls" brand of pole displays but it will probably work with others also. The settings for Logic Controls pole displays are SPEED = 9600, DATA BITS = 8, STOP BITS = 1, PARITY = NONE
PERTELIAN X2040 DISPLAY
While its small 3 inch by 1 inch screen would seem to be a drawback the fact that it can be mounted on the back or top of the register
monitor (facing backwards) or just about anywhere, easily compensates for its size. In addition the X2040 will display 4 lines instead of just two.
This allows the display to show not only the current item being run up but also a running total of the tax and sale total, like this…
To setup the display all you have to do is download the install software and run it. Then run the resulting PERTPOLE.EXE program while the POS.EXE
program is also running. More detailed descriptions, instructions, and the download link can be found here
Pertelian
MONITOR POLE DISPLAY
To actually show the pole display output on a monitor you must run a separate program
file BIGPOLE.EXE. This program must be run from the same folder from which you are
running the POS.EXE program (unless you are using two computers connected to a
network to run POS.EXE on one computer and BIGPOLE.EXE on the second computer.) If
you are running both programs from the same computer start BIGPOLE.EXE first. At the
first screen, move the output to the second monitor, then continue. After the program
description you will be offered 3 display options.
Option #1 displays in the largest font. However it cannot be displayed in a screen
window and must be displayed using a full screen display. If you attempt to display 20
characters wide in a window the program will crash. This is why you must move the
program display to the second monitor and begin using a full screen before it switches to
20 character mode. Even then the program may die when 20 character mode begins.
Option #2 will use a smaller font but can be displayed in either a window or full screen.
Both options 1 and 2 will act like a regular pole display and will only show the current
pole display data.
Option #3 will use the same font as option #2 so it can be displayed in a window or full
screen. However it will show the last 23 sets of pole display data that will scroll up from
near the bottom of the screen. The bottom line of the screen will show a running total for
the sub total, total tax, and total of the sale. The screen will clear at the beginning of the
next sale.
After choosing the option you want you will be asked to enter a PATH. If you are using
one computer, and both the POS.EXE and BIGPOLE.EXE programs are running from the
same folder then leave the PATH blank. If you are using two computers over a network
then you must enter the PATH from the computer running BIGPOLE.EXE to the computer
and folder that is running the POS.EXE program.
Serial printers may work on computers running under DOS or Windows 3.1 to Windows
'98. Windows 2000, ME, and NT do not generally support DOS programs that try to use
the serial port. Serial printing has not been tested under Windows XP.
If you have Windows '95 or later you may now print
through Windows using the Windows printer drivers. This
means that any printer that Windows can print to, this
program can also print to.
If your printer, like most printers, is connected
to the regular parallel printer port you should have no problems.
Printer drivers
To load the "Generic" printer driver for a receipt printer, from the Windows screen click on [Start] then [Settings] then [Printers]. Now click on [Add a printer] and continue until you get to a window that lists different printer manufacturers, on of the "manufacturers" will be "Generic", choose that one and click on [Next]. Now all you have to do is to follow the instructions on the screen. Just make sure that you make the "Generic" printer your default printer.
To sell gift cards, or use them to purchase merchandise, you must first allow gift cards to be used in your store by going to the "Payment options" feature of the POSCONFG.EXE program. Once there you must set "Accept gift cards." to "YES". Just as important while you are in this feature you must also press [F1] to configure gift cards. You will have 3 options.
2. Gift card number is typed, scanned, or swiped.
3. Randomly generated gift card numbers.
If you choose option 1 you will not be able to sell or use gift cards in your store. If you choose option 2 then to sell a gift card you must either type in the gift card number, scan the barcode on the gift card, or use a card reader to read the magnetic stripe on the gift card. These last two options would require that you have obtained actual gift cards to use in your store with either, or both, magnetic stripes or barcodes on them. Option 3 will generate a random number for each gift card however when you are asked to enter the value of the card you may press [ESC] to go back and type in a number. Gift card numbers must be at least 6 characters long and up to 20 characters.
2. Do not print a certificate to use as a gift card.
The current value of each gift card is not kept in the card, it is kept in your computer. There is a master index file for all cards on your hard drive and also a file for each card. This means that if anything happens to these files, or your computer, that the value of all outstanding gift cards will revert to NOTHING! Your customers will be VERY unhappy! Backups of your gift card files are essential. When you close the register at night you must backup your gift card files. This will probably require a high volume storage device such as a CD or RAM drive. To backup your gift card files you must make a copy of the subfolder that has the same name as your register files. For example, if you named your register data files MYSTORE then in the folder you keep your POS program files there will be a sub folder named MYSTORE, this is the folder you must back up. If you are using this software over a network then the subfolder will be on the server drive only.
GIFT CARD NUMBER 26512254844
BALANCE 79.31
TRANS TYP DATE TIME AMOUNT BALANCE
2563A + CASH 08-24-2006 12:21:02 +50.00 50.00
1547C SALE 08-31-2006 16:12:15 -5.36 44.46
2837A SALE 09-01-2006 08:42:03 -.82 43.64
8517B SALE 09-01-2006 12:02:34 -6.87 36.77
1785C SALE 09-01-2006 15:52:41 -18.85 17.92
3011A SALE 09-02-2006 08:21:17 -8.25 9.67
8678C + CASH 09-02-2006 10:52:12 +75.00 84.67
3112A RETURN 09-02-2006 12:04:43 5.36 79.31
If for some reason you have sold gift cards in error and completed the sale, you cannot void the transaction. The only way to void a gift card is to use "Payouts" to cash out the individual cards one at a time.
The sixth form of payment is "User defined." Some stores take "who knows what" as a form of payment, such as food stamps, EFT, etc. In the "Payment options" feature for the POSCONFG.EXE program you can use the up or down arrow keys to eventually get to the "USER DEFINE" label and change it to anything you want. The you can ring "who knows what" as the sixth payment option. Payouts
This feature allows you to make cash payouts from your register to
pay vendors, cash pay checks, petty cash, or other reasons.
To do this you must have the payment options you wish to use in your
stock table, you may create any stock number or description you wish
however the price must be set to 0.00, the tax rate set to rate #0, ie.
0.000% and the category must be set to 255. (It is also a good idea to
label slot #255 in the category list "PAYOUTS".) For example you may
have the following lines in your stock table...
STOCK NUMBER DESCRIPTION PRICE TAX CAT
9991 CASH PAY CHECK 0.00 0 255
9992 RECEIVE C.O.D. 0.00 0 255
9993 PETTY CASH 0.00 0 255
9994 OTHER PAYOUT 0.00 0 255 Pole displays
If the monitor on you computer cannot be seen by your customers you may want to connect a pole display to your register.
A much cheaper, easier to set up, and just flat out better alternative to a traditional pole display is the Pertelian X2040 display which will require Windows
'98, 2000 or XP. And while they have not been specifically tested it should work under Windows ME and Vista. 
If you do not have a pole display it may be possible to show the pole display output on a
regular computer monitor. To be able to do this you must have a computer that can drive
two separate monitors. Windows XP computers can do this and many laptop computers
also have this ability even if they run a version of Windows earlier than XP. You can also
use a second computer to show the pole display output as long as it is networked to the
computer that is running the cash register software.1. 20 character screen width, cannot be displayed in a window.
2. 40 character screen width, can be displayed in a window.
3. 40 character screen width with scrolling. Printer Setup
The most important feature to enhance is the printer. If your
register is not setup to use a printer then no receipts or reports can
be printed from your register.
YES Print receipts on a printer.
PAGE Print on a page printer or print continuously.
0 Number of blank lines between receipts. (Continuous) 0 - 20
0 Number of top margin lines. (Page) 0 - 5
60 Number of printed lines per page. (Page) 50 - 70
0 Number of bottom margin lines. (Page) 0 - 5
YES Use form feed at end of page. (Page)
80 Print 40 or 80 characters wide.
1 Print 1 or 2 receipts per transactions.
NO Print an extra receipt for credit sales.
YES Save journal info to a text file to print later.
YES Ask before printing sales receipt.
YES Ask before printing opening receipt.
NO Allow printing of sales checks.
NO Forced line feed.
YES Pause before printing second receipt.
NO Print blank line between items.
YES Print additional alternate transaction numbers.
4 Number of digits in receipt transaction numbers.
Printing Parameters
Every cash register should print receipts. This, of course, will
require a printer. Most POS software will print only on specialized
receipt printers. This program will print on both receipt printers and
regular computer printers. However if your printer is connected to your computer through a serial
or USB port this program, like all DOS programs, may not be able to
print on your printer unless your computer is able to redirect the print
data from the regular parallel printer port to the port your printer is
actually connected to.
To run any printer, Windows requires that you load printer drivers for that printer. This includes printers that do not really require printer drivers like most receipt printers. Therefore what you must do for most receipt printers is to load the printer driver that comes with that printer or to load the "Generic" printer driver. Whatever printer driver you do load you must make it the Windows default driver.