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User Guide

RetailManagerv12

MYOB Australia Pty Ltd Website: myob.com.au MYOB Technology Pty Ltd 23/9/11 All rights reserved.
Disclaimer Information supplied by the member companies of the MYOB group (whether in user documentation and other literature, video or audio material, training courses, websites, advice given by staff, or provided by other means) is intended only to illustrate general principles, and may not be complete, accurate or free of error. As accounting standards, taxation requirements, legislation and the circumstances of individual businesses vary widely, this information cannot be considered authoritative and may not apply to your specific situation. You should obtain competent advice from a qualified accounting, taxation, information-technology or legal professional before acting on such information. To the extent permitted by law, member companies of the MYOB group are not liable for any special, consequential, direct or indirect damages arising from loss of function, profits or data resulting from your application of such information. In the event that any of the above limitations are found to be unenforceable, the MYOB member company's liability is limited to the return of any fees or monies paid for the purchase of the product or service. Trademarks MYOB , MYOB Accountants Office, MYOB AccountEdge, MYOB Accounting, MYOB Accounting Plus, MYOB AccountRight Standard, MYOB AccountRight Plus, MYOB AccountRight Premier MYOB AccountRight Enterprise, MYOB BusinessBasics, BusinessBasics, MYOB CashBasics, MYOB FirstEdge, FirstEdge, MYOB Premier, Premier, MYOB Premier Enterprise, Accountants Office, AccountEdge, Accounting Plus, RetailManager, RetailManager Professional , RetailManager Standard, RetailHospitality, MYOB RetailBasics, RetailManager Enterprise, MYOB RetailEnterprise and RetailEnterprise are trademarks or registered trademarks of MYOB Technology Pty Ltd and their use is prohibited without prior consent. Ceedata, Solution 6 MAS and Xlon are registered trademarks or trademarks of Solution 6 Holdings Limited, a member of the MYOB group. Avery [labels] and the triangle icon are trademarks of Avery Dennison Corporation. Avery [scales] and Avery Berkel are trademarks or registered trademarks of Weigh-Tronix, Inc. Citizen is a registered trademark of CBM, Inc. Code 128, EAN 13, EAN.UCC-13 and EAN.UCC-128 are trademarks or registered trademarks of Uniform Code Council, Inc. or EAN International. DPS and Payment Express are trademarks of Direct Payment Solutions Limited. Epson is a registered trademark of Seiko Epson Corporation. Ingenico is a trademark of Ingenico SA. Lotus 1-2-3 and SurePos are registered trademarks of IBM Corporation. Magellan is a registered trademark of PSC Inc. MagIC and SchlumbergerSema are trademarks or registered trademarks of Schlumberger Limited. MasterCard is a registered trademark of MasterCard International Incorporated. Adobe, Acrobat, Acrobat Reader , Adobe Reader, PDF, and PostScript are trademarks or registered trademarks of Adobe Systems Incorporated. Microsoft, Access, Excel, Internet Explorer, Office, Outlook, Smart Tags, Windows and Word are registered trademarks or trademarks of Microsoft Corporation in the United States or other countries. National is a trademark of National Australia Bank Limited. Paradox is a trademark of Corel Corporation. PartnerTech is a trademark of PartnerTech USA, Inc. Posiflex is a registered trademark of Mustek Corp. Provenco and Syncro are registered trademarks of Provenco Group Limited. Quicken and QuickBooks are registered trademarks of Intuit Inc. St George is a trademark of St.George Bank Limited. Samsung is a registered trademark of Samsung Electronics. Seagate Crystal Reports is a registered trademark of Seagate Software, Inc. Soteke is a trademark of Soteke Pty Ltd. Star is a trademark of Star Micronics Co. TEC is a trademark of TEC Australia Pty. Ltd. Toledo is a trademark of Mettler-Toledo International Inc. Tyro is a trademark of MoneySwitch Limited. Unistat is a trademark of Unistat Pty Limited. VISA is a registered trademark of Visa International Service Association. Wedderburn is a trademark of W.W. Wedderburn Pty Ltd. Westpac is a registered trademark of Westpac Banking Corporation. Other products mentioned may be service marks, trademarks or registered trademarks of their respective owners. Writers Suchitra Govindarajan, Naomi Hall, Merrin Hughes, Claire Mahoney, Rachael Mullins, Kylie Nicholson, Steven Rao, Ronald Tierney, John Wilson.

MYOBRetailManagerLicenceAgreement
IMPORTANTSOFTWARELICENCEAGREEMENT,READTHISAGREEMENTCAREFULLY.ThisSoftwareLicenceAgreementdefines thetermsofsaleanduseoftheMYOBRetailManagersoftwareandrelatedUserGuideandexplanatorymaterials(theProduct) andistheLicencereferredtoonthepackagingoftheProduct.HOWEVER,iftheLicenceAgreementcontainsanythingofwhich youwerenotawarepriortopurchasingtheProductordonotagreetobeboundby,DONOTINSTALLTHESOFTWAREbutreturn theProducttotheresellerinitsentiretyandafullrefundofthepurchasepricewillbemade.Forthepurposeofthisagreement theProductshallincludeany modifiedversionsandupgradessubsequentlylicensedtoyou.Byinstallingandretainingthe ProductyouareconfirmingthatyouhavepurchasedtheProductsubjecttothisLicenceandareboundby itsprovisions.

Scope of Licence
MYOB Technology Pty Ltd ('MYOB') through its local publishers, and distribution agents, hereby grants to you, the original purchaser, a paid-up, personal, non-exclusive and non-transferable Licence to use the Product subject to the terms and conditions of this Agreement.

PartNumber:RMP12001/v12

a Single Computer Network You may use the Product on only one computer network that you own or operate at a single physical location and only then in respect of data files created by you or by another licensed user. You may transfer the Product from one computer to another that you own or operate on this network provided that you do not use or permit the usage of the Product on more than the licensed number of computers or computer terminals at a time, nor permit the usage of the Product on more than one network at any one time, nor permit the Product to be used in respect of data files not created by you or by another licensed user. In the event of an upgrade or product exchange the Licence hereby granted is automatically transferred to the new version or product. All rights in respect of the original product shall lapse and no further use of same shall be permitted. b Copies You may not copy or duplicate the Product, except as necessary solely for archival purposes, Product error verification, or to replace defective storage media, provided you keep the original and the copies. You may not alter, decompile or disassemble the Product. You may not make copies of the related explanatory materials. c Transfers You may not sub-license, lease, rent or lend the Product or otherwise transfer any of your rights under this Agreement. Subject to the prior written consent of MYOB and the agreement of the transferee to be bound by the terms of this Agreement, you may permanently transfer the Product (together with any backup copies you have made). However, you may not retain any copies of the Product. d Term The Licence granted in this Agreement is effective until terminated. You may terminate it at any time by destroying the Product, together with all copies, or by returning them to MYOB. If you fail to comply with any term or condition of this Agreement, this Licence will terminate and, upon any such termination, you agree to destroy the Product, together with all copies, or to return them to MYOB. Termination of this Licence shall be in addition to and not in lieu of any other remedies available to MYOB. Where you have entered into a Subscription Agreement with MYOB in respect of your use of the Product, the Licence granted in this Agreement will terminate if the Subscription Agreement terminates. e Protection and Security You agree to use your best endeavours and to take all reasonable steps to safeguard the Product to ensure that no unauthorised person has access to the Product and that there is no unauthorised copying or distribution of the Product. f Subscription Sale If purchased under a subscription sale the right to use the software relies on you continuing to pay the monthly subscription fee.

Product Support
Where purchased under a Subscription Sale in respect of your use of the Product, your payment of the monthly subscription fee entitles you to ongoing support for the current version of the Product. The initial purchase price may include a period of support notified to you by MYOB. On the expiration of this period, further support can be obtained at your expense.

Limited Warranty and Disclaimer


MYOB warrant that the media on which the Product is provided are free from defects in materials and workmanship under normal use for a period of 90 days from the date of your original purchase. Except for the limited warranty described above, the Product is sold 'as is', and you are assuming the entire risk as to its quality and performance. It is your responsibility to verify the results obtained from the use of the Product. If during the 90-day limited warranty period, you discover physical defects in the media on which the Product is supplied, MYOB will replace it at no charge to you, provided you return the item to be replaced with proof of purchase to MYOB. THIS IS YOUR SOLE REMEDY. IN NO EVENT WILL MYOB BE LIABLE TO ANY PERSON FOR ANY DIRECT, INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL OR SIMILAR DAMAGES, EVEN IF MYOB HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. Some jurisdictions do not allow the exclusion or limitation of implied warranties or of liability for incidental or consequential damages, so the above limitations or exclusions may not apply to you. This warranty gives you specific legal rights and you may also have other rights that vary from state to state. In the event that any of the above limitations or exclusions are held to be unenforceable, MYOB's total liability shall not exceed the amount of the Licence fee you paid.

Entire Agreement
This Licence (and Subscription Agreement if applicable) constitutes the entire agreement between MYOB and you and any prior representations, statement or undertaking howsoever made are expressly cancelled. No amendment or modification to this Licence shall be valid unless it shall be in writing and signed by an authorised representative of MYOB.

Contents
1 Settingup9
Overview9 Technicalsupport9 ImplementingMYOBRetailManager11 Creatinganewshopfront17 CustomisingMYOBRetailManager21 Taxcodes53

2 GettingtoknowRetailManager61
AboutMYOBRetailManager61 NavigatinginMYOBRetailManager62 SearchinginMYOBRetailManager68 Touchscreens74

3 Staff79
Overview79 Maintainingstaffdetails80

4 Stock85
Overview85 Maintainingsupplierdetails88 Maintainingstockitems91 Purchaseorders124 Receivinggoods129 Pricinggrades135 Promotionalpricing141 Bulkpriceupdates148 Stockatothershops150 Barcodes150 Returnedgoods156 Serialnumbers158 Stocktakingandstockadjustment165 Centralisedupdates176

5 Sales177
Overview177 SettinguptheSaleswindow179 HiddenSaleswindowfeatures180 PrintandEmailOptionswindow183 Makingasale185 Accountsales192 Refundingsales197 Creditnotes198 Giftvouchers199 Customerspecialorders202 Laybys205 Salesorders210 Quotes215 Reprintingtransactions218

6 Customers221
Overview221 Maintainingcustomerdetails222 Customercontactgroups227 Customerstatements238 Customerbarcodelabelsandmailinglabels243

7 Cashingup247
Overview247 Tillbalance248 Salessummary248 Managingtillfloats253 Cashingupfortheday254

8 Administration259
PrintandEmailOptionswindow259 Emailingtransactions261 Reports265 Graphs268 Reversingdebtorpayments270 Cancellingorders270 Maintainingstaff,customerandsupplierrecords272 Maintainingyourshopfrontdatabase276 Security283 Settingyoursecurityoptions284 Workingwithpasswords292 Usingsecurityinyourdaytodayoperations296 ExportingdatafromRetailManager298 ImportingdataintoRetailManager303 ImportingdatafromMYOBRetailBasicsintoRetailManager311 Performingadministrativetasksfromanothercomputer316 Generalmaintenance316

9 Troubleshooting323
Commonsolutions323 Commonhardwaresolutions324 Cashdrawers324 Docketprinters326 Scanners332 Barcodes333 Poledisplays334 Printers334 Filemanagement/configuration335 AccountingExport/Import336 RetailManagerdatabasecorruptions350 SendingyourshopfrontdatabaseusingFTP354 Sales,laybys,creditnotes,andgiftvouchers356 Purchaseandcustomerspecialorders360 Debtorpaymentsandinvoices361 Goodsreceivedandreturnedgoods363 Stocktake364 Stockwindow365 Reports367 General367

A Settinguphardware369
Controlcodes370 Settingupadocketprinter371 Settingupacashdrawer377 Settingupapoledisplay380 Settingupabarcodescanner382 SettingupaconnectedEFTPOSterminal383 Settingupscales385 Convertingtocontrolcodes387 Workingwithadditionalhardware391 Workingwithprogrammablekeyboarddevices392

B Networking393
SettingupaRetailManagernetwork393

Index397

1 Setting up
WelcometoMYOBRetailManager,theadvancedpointofsalesoftwarethathelpsyoutakecontrolof yourcashregisterandretailsystem.Whetheryouareasmallretailerwithasmallnumberofdaily sales,oralargerretailerwithmultiplecashregisters,ahighrateofsalesandextensiveinventory management,RetailManageroffersyouthefeaturestogetthebestresults. TheRetailManagerUserGuideprovidesdetailedinformationaboutthefeatures,functionsand capabilitiesofRetailManager.Itisdesignedtobeusedasaneverydayreferenceaswellasareference forperiodicroutinessuchasfilemaintenancetasksandexportingtoanaccountingsystem. ThischapterdescribeshowtosetupRetailManagerforyourbusiness.

Overview
SettingupinvolvestaskswhichyouneedtoperformtogetyourMYOBRetailManagersoftwareupand runningandcustomisedtosuityourneeds.Asyourbusinesschanges,youcanchangehowyour RetailManagersoftwareworks. SeeImplementingMYOBRetailManageronpage 11 fordetailedinformationaboutsettingup RetailManagerforyourbusiness.

Technical support
Ourtechnicalsupportteamcanofferassistancewithinstalling,usingandtroubleshootingMYOB RetailManager.However,supportcannotbeprovidedonissuesarisingfromhardwareoroperating systemfaults,orincompatiblehardwareorsoftware.YoumayneedtocontactanMYOB RetailManagerProfessionaliftheseissuesarise. Thefollowingsupportinformationisoutlinedinthissection:

Technicalsupportphonenumbersandchargesonpage 10 SupportplanforMYOBRetailManageronpage 10 MYOBRetailManagerProfessionalsonpage 10 Supportnotesonpage 11 Sendusyourfeedbackonpage 11.

Technical support phone numbers and charges


Supportplan
MYOBCover

Phonenumber

Availabletimes (Melbournetime)
9.00amto7.00pm (Mondayto Wednesday) 9.00amto9.00pm (ThursdaytoFriday) 9.00amto5.00pm (SaturdaytoSunday) 9.00amto7.00pm (MondaytoFriday)

Charges
Localcallcharges

1300 555 115

PayPerCallSupport Ifyourintroductorysupport periodhasexpiredandyouare notsubscribedtoMYOBCover.

1300 555 128

Localcallchargesand PayPerCallcharges. Tofindoutwhatour currentPayPerCall chargesare,call 1300 555 115.

NOTE :

Callcharges Forinformationaboutcallcharges,contacttechnicalsupportorvisitmyob.com.au.

Support plan for MYOB RetailManager


RegisteringyourMYOBRetailManagersoftwareandsubscribingtoMYOBCoverentitlesyourbusiness totechnicalsupport,thelatestversionofRetailManager,thelatesttipsandtechniques,and informationabouthowanychangesinthebusinessandlegislationenvironmentmightaffectyour business. FormoreinformationaboutMYOBCoverseeyourRetailManagerGettingStartedguide.Fortheterms andconditionsofMYOBCover,visitmyob.com.au/cover andselectMYOBRetailManager.

MYOB RetailManager Professionals


MYOBRetailManagerProfessionalsprovideindependentonsiteassistancewithMYOBRetailManager andassociatedproductsandservices,including:

Retailbusinesssystemsneedsandanalysis RetailManagerinstallation,setupandimplementation Pointofsalehardwareandperipheralssolutions OnsitetrainingandsupportforRetailManager RetailManagerdatabasemaintenance IntegrationwithMYOBbusinessmanagementsoftware.

Asindependentbusinesses,MYOBRetailManagerProfessionals offerarangeofservices. TodiscussyourretailneedswithanMYOBRetailManagerProfessionalnearyou,visitmyob.com.au andclickonPartners.

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Support notes
Youcanaccessawiderangeoftechnicalsupportnotesatmyob.com.au/supportnotes

Send us your feedback


WewelcomeyoursuggestionsforimprovementsandchangestoRetailManager.Goto myob.com/ideasandcompletetheonlineform,orgototheHelpmenuandclickSend Product Suggestions.

Implementing MYOB RetailManager


Before you start
BeforeyoucanimplementMYOBRetailManager,youneedtoperformthefollowingsteps:
1 2

InstallandregisterRetailManagerasdescribedintheRetailManagerGettingStartedguide. Backupyourregistereddatabaseafterinstallation. WhenyouhaveinstalledandregisteredRetailManager,werecommendthatyouback upyour databasefiles:recent.mdb,archive.mdbandconfig.mdb.YoucandothisbygoingtotheFilemenu andselectingBackup.SeePerformingabackuponpage 276formoreinformation. Abackupofyourregistereddatabaseisimportantifyouneedtorestorefromyourbackedup config.mdbdatabase.Youwillnothavetoreregisterifyouhaveabackup.

Setyourregionalsettings.SeeSettingyourregionalsettingsbelow.

Setting your regional settings


InWindows,makesureyoursystemsettingsreflectthefollowing:
Numberstab Decimalsymbolissettoadecimalpoint No.ofdigitsafterdecimalissetto2 Digitgroupingsymbolissettoacomma Negativenumberformatissetto1.1 Currencysymbolissetto$ Decimalsymbolissettoadecimalpoint No.ofdigitsafterdecimalissetto2 Digitgroupingsymbolissettoacomma Shortdatestyleissettodd/MM/yyyy

Currency tab

Datetab

IMPLEMENTINGMYOBRETAILMANAGER

1 1

To set your regional settings


1

Openyourregionalsettingswindow:
Ifyouareusing
WindowsVista

Dothis
1 2 3 4

GototheStartmenuandchooseControlPanel. ClickClockLanguageandRegionandthenclickChangethedate,time, ornumberformat. IntheFormatstab,selectyourlanguageandregionfromtheCurrent formatdropdownlist(forexample,English(Australia)). ClickCustomizethisformat . GototheStartmenuandchooseControlPanel. ClickRegional and Language Options. IntheRegionalOptionstab,selectyourlanguageandregionfromthe Standardsandformatsdropdownlist(forexample,English (Australia)). ClickCustomize .

WindowsXP

1 2 3

4 2

ClicktheNumberstabandsetthefollowing: Decimalsymboltoadecimalpoint No.ofdigitsafterdecimalto2 Digitgroupingsymboltoacomma Negativenumberformatto1.1

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ClicktheCurrencytabandsetthefollowing: Currencysymbolto$ Decimalsymboltoadecimalpoint No.ofdigitsafterdecimalto2 Digitgroupingsymboltoacomma

IMPLEMENTINGMYOBRETAILMANAGER

1 3

ClicktheDatetabandsettheshortdateformattodd/MM/yyyy.

ClickApplyandthenclickOK.

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Steps to implement MYOB RetailManager


MYOBRetailBasicsusers MYOBRetailBasicsonpage 16.
NOTE :

SeeStepstoimplementMYOBRetailManagerifyoupreviously used

IfyouarenewtoMYOBRetailManager,usethetablebelowtoimplementRetailManagerforthefirst time.Thisisonlyintendedasaguideyourproceduremayvaryaccordingtotherequirementsofyour business.


Step
1

Details
SeeCreatinganewshopfrontonpage 17. Installretailhardwaresuchascashdrawers,docketprinters,barcodescanners,EFTPOS terminalsandpoledisplays.
NOTE :

Createa shopfront Setupyour retail pointofsale hardware

ExceptforUSBdocketprinters,mostdevicesdo notrequirespecialdrivers. Theyallworkdirectly fromMYOBRetailManager. SeeSettinguphardwareonpage 369forfull instructionsonsettingupstandardretail hardware.

Setup RetailManage roptions

YoucancustomiseanumberofsettingsinRetailManager.Forexample,youmaywanttoset upyourownpaymenttypesandspecifytheprinteryouwanttouseprintdocketsand transactiondocuments. Tosettheseoptions,gototheSetupmenuandchooseOptions.Reviewandseteachoption asrequired.SeeCustomisingMYOBRetailManageronpage 21forinstructions. TaxcodesfortheGST(GoodsandServicesTax)systemhaveautomaticallybeensetupin RetailManager.Beforeyoumakeany transactionsinRetailManager,youshouldreviewthe existingtaxcodesandcreateanyadditionaltaxcodesyourrequire. Makesureyoualsocheckyourdefaultsales,purchasesandfreighttaxcodes.SeeTaxcodes onpage 53forinstructions. RetailManagerrequiresthatyousetupatleastonestaffmemberbeforeyoucanentersales, goodsreceived,andsoon.Youcanalsocreatemorestaffrecords. SeeStaffonpage 79 forinstructions.Ifyouwanttocontrolstaffmembersaccessto RetailManagerfeatures,seeSecurityonpage 283. Suppliersarethecompaniesfromwhomyouorderinventory.SeeMaintainingsupplier detailsonpage 88forinstructionsoncreatingyoursupplierrecords. InRetailManager,youcanorganisestockintodepartmentsjustlikeyoudoinyourshop. RetailManageralsoallowsthreecategory classificationsforitemswithinadepartment.Using departmentsandcategoriestogroupitemsinyourinventory canprovidegreaterdetailin reporting,andwillhelpyoustreamlinestocksearchingandstocktaking. Werecommendthatyoudevelopdepartmentsandcategoriesinwritingbeforeentering themintoRetailManager.SeeStockonpage 85formoreinformation. YoucancreatestockitemsfromtheStockwindow,theCreateNewStockItemwindoworthe GoodsReceivedwindow. SeeCreatinganewstockitemonpage 104 formoreinformation. RetailManagersupportsdetailedcustomerinformation,includingaccountinformation,set pricinginformation,preferredcustomers,purchaseandpaymentrecordsandmore. SeeCustomersonpage 221forinstructionsonenteringcustomerinformation.

Setuptax codes

Enterstaff information

Create supplier records Create departments andcategories

Createstock items

Create customer records

IMPLEMENTINGMYOBRETAILMANAGER

1 5

Dependingonyoursetup,youmayalsowantto:

CreatepricingrulesThisisapowerfulfeaturethatletsyouestablishglobalandcategoryrulesto generateusefuldefaultpricing.Itincludesuptofivepricinggradesperitemwhichmatchesthe gradesetinacustomersrecord.MYOBRetailManagerProfessionalscanassistwithcreating pricingrules.SeePricinggradesonpage 135formoredetailedinformation. EnteraccountingexportinformationRetailManagercanexportaccountinginformationto MYOBAccounting10.5&aboveandMYOBPremier4.5&abovesoftwareyoudonothaveto manuallyentercashupinformation.Youneedtoentertheappropriateaccountcodesandcreate paymentgroupsifrequired. Youneedtoensurethattheexportisperformedcorrectly,andyoumayneedtocheckthat informationhasbeenaccuratelyenteredintoRetailManager.SeeExportingRetailManager accountingdatatoyourMYOBbusinessmanagementsoftwareonpage 301 formoreinformation.

Steps to implement MYOB RetailManager if you previously used MYOB RetailBasics


IfyoupreviouslyusedMYOBRetailBasics,youcanimportstaff,stockandcustomerrecordsfrom RetailBasicsintoMYOBRetailManager.However,thisisjustonepartoftheRetailManagersetup. UsethetablebelowtoassistyoutomovefromRetailBasicstoRetailManager.
Step
1

Details
SeeCreatinganewshopfrontonpage 17. YouwillneedtosetupyourhardwareinRetailManager.YourRetailBasicssettingsarenot automaticallybroughtovertoRetailManager. SeeSettinguphardwareonpage 369forfull instructionsonsettingupstandardretail hardware,includingdocketprinters,barcodescanners,cashdrawers,EFTPOSterminals andpoledisplays. RetailManagerhasanumberofoptionswhichsignificantlyaffectthewayyouwilluse RetailManagerinyourbusiness. ThesemayincludepreferencessuchasthosefoundintheCustomise Settingsand Setup and MaintenancewindowsofRetailBasics.Forexample,youmay wanttosetin RetailManagertheroundingrulesandlaybypreferencesyouhadsetinRetailBasics.You mayalsoneedtocreatethesamepaymenttypes. Tosettheseoptions,gototheSetupmenuandchooseOptions.Reviewandseteach optionasrequired.SeeCustomisingMYOBRetailManageronpage 21forinstructions. Importstaff,stockandcustomerrecordsintoRetailManagerusingtheRetailBasics Importer.Taxcodesareimportedautomatically whenyouimportstock. Formoredetails,seeImportingdatafromMYOBRetailBasicsintoRetailManageron page 311. TousethepurchasetrackingfeaturesofRetailManager,youwillneedtocreatesupplier records.SeeMaintainingsupplierdetailsonpage 88forinstructionsoncreatingyour supplierrecords. RetailManagerallowsthreecategoryclassificationsforitemswithinadepartment.Using departmentsandcategoriestogroupitemsinyourinventorycanprovidegreaterdetailin reporting,andwillhelpyoustreamlinestocksearchingandstocktaking. Ifnecessary,editthedepartmentsthathavebeenimportedfromRetailBasics,andcreate categoriesandcategoryvalues.SeeStockonpage 85formoreinformation.

Createa shopfront Setupyourretail pointofsale hardware

Setup RetailManager options

Importstaff,stock andcustomer recordsfrom RetailBasics Createsupplier recordsin RetailManager Editdepartments andcreate categories

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Step
7

Details
Assignyourstockitemstotheappropriatedepartmentsandcategoriesusingthe Reassign Stock Itemsfeature. SeeReassigningstockitemsonpage 102formoreinformation. EditeachstockitemusingtheGoodsReceivedorStock windowinRetailManager.For eachstockitemimportedfromRetailBasics,werecommendthatyou: entercostpricedetailsinthePurchases(Cost)fields selectthesupplierfortheitem settheminimumandmaximumquantitiesthatyouwanttohaveonhand. SeeUpdatingstockitemdetailsonpage 116formoreinformation. RecreatethestaffsecurityoptionsyouhadinRetailBasics.SeeSecurityonpage 283.

Assignstockitems todepartments andcategories Edittheimported stockitems

Setupstaff security

Creating a new shopfront


YourMYOBRetailManagershopfrontisthedatabaseyoucreateforyourretailbusiness.Theshopfront comprisesfourdatabasefiles:recent.mdb,archive.mdb,mirror.mdbandoffline.mdb.Whenyou createanewshopfront,afolderwiththeshopfrontnameiscreated.Thisfoldercontainsthefour databasefilesandislocatedinyourRetailManagerprogramfolder. Youcancreateadditionalshopfronts,ifrequired.Formoredetails,seeToconnecttomorethanone shopfrontonpage 20.
Multipleshopfronts thanonesetofbooks.
NOTE :

Havingmorethanoneshopfront means thatyouareeffectivelykeepingmore

To create a new shopfront


1

InRetailManager,click FileandthenclickConfiguration.Thefollowingmessageappears.

Allshopfrontsmustbeclosedbeforeanewshopfrontiscreated.

CREATINGANEWSHOPFRONT

1 7

ClickYes.TheShopfrontConfigurationwindowappears.

Thetopsectionofthewindowlistsyourcurrentshopfronts,withtheirpathsonyourharddrive. Thebottomsectionofthewindowchangesaccordingtothetabselected(Shopfrontsor Maintenance).


3

MakesuretheShopfrontstabisactiveandthenclickNewShopfront.TheShopfrontName windowappears.

Enterthenameofthenewshopfrontyouwanttocreate,andclickContinue. Notethattheshopfrontnameyouenterwillbethenamethatappearsonyourreceiptsand reports.


NOTE : Windowsfileandfoldernamingconventions TheWindowsoperatingsystemrestrictsyou fromtypingcertaincharacters(/\:*?<>)inyourfileandfoldernames.Asaresult,RetailManagerdoes notallowyoutousethesecharactersinyourshopfrontname.

ThenewshopfrontisnowlistedbelowtheexistingshopfrontintheShopfrontConfiguration window.ThenewshopfrontfileisstoredintheC:\RetailMfolderbydefault. Ifyoumakeaspellingmistake,orwanttorenametheshopfront,highlighttheshopyouwantto renameandclickRenameShop.

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ClosetheShopfrontConfigurationwindow.TheShopfrontSelectionwindowappears.

6 7 8

Clicktheshopfrontyoujustcreated.TheAboutMYOBRetailManagerwindowappears. ClickOK.Amessageaskingifyouwanttocreateanewdatabaseappears. ClickYes.Anewdatabaseforthisshopfrontiscreated. However,ashopfrontmustcontainatleastonestaffmember,sothefollowingmessageappears.

ClickOK.TheStaff windowappears.

NOTE : WanttoimportstaffrecordsfromMYOBRetailBasics? If youpreviouslyusedMYOB RetailBasicsandwanttoimportstaffrecords fromthatsoftware,closetheStaffwindow.Then,gotothe FilemenuandchooseRetailBasicsImporter.Fordetailedinstructionsonhowtousetheimporter,see ImportingdatafromMYOBRetailBasicsintoRetailManageronpage 311.

CREATINGANEWSHOPFRONT

1 9

10

Enterastaffnumberoridentifier.IfyouwanttospecifyastaffIDforastaffmember,enteritinthe Stafffield,makingsurethatyouarenotduplicatinganexistingone,andpressENTER.Aquestion windowappears.

11

ClickCreate.However,ifyouwantRetailManagertoautomaticallyallocateauniquestaffnumber, pressF5.Theword<New>isdisplayedintheStafffield.Thestaffnumberwillbeallocatedwhen youcommitthetransaction. Theminimuminformationyouneedtocompleteatthisstagetocreateashopfrontisthestaff membersSurnameandGivenNames,asthesefieldsaremandatory.

12

Enterthestaffmemberssurnameandgivennameintherespectivefields.Youcanentereitherthe staffmemberssurname,orgivenname,orboth.Ifyouwantadifferentnametoappearonthe docket,enterthatnameintheDocketNamefield. Ifyouwant,youcancompletetheStaffwindow.Asyouentertext(orselectoptions)ineachfield, adescriptionofthefieldisdisplayedinthelongtextfieldatthebottomofthewindow. Formoreinformationaboutenteringstaffdetails,seeCreatingandeditingstaffrecordson page 80.

13

To connect to more than one shopfront


Ifyouhaveasingleshopfrontyouconnectto,thisshopfrontisautomaticallyloadedwhenyoustartup MYOBRetailManager.ThisappliesregardlessofwhetheryourunRetailManageronasinglecomputer oronanetwork. RetailManagerallowsyoutoconnecttomultipleshopfronts.Thiscanbeuseful,forexample,ifyou wanttostayconnectedtotheClearwatersampleshopfrontthatcomeswithyourRetailManager softwareandtoyourownshopfront.Onlyoneshopfrontcanbedisplayedatatime,sowhenyoustart upRetailManageryoumustfirstspecifywhichshopfrontyouwanttoconnectto. Thefollowingproceduredescribeshowtoconnecttoanothershopfrontlocatedonasinglecomputer.
1 2

StartRetailManager.TheShopfrontSelectionwindowappears. Clicktherequiredshopfront. AblankscreenappearswiththeRetailManagermenubaratthetopofthescreen.Ifyouhave selectedtheAlwaysDisplaySalesWindowoptionintheSalesviewoftheGeneralOptions window,theSaleswindowisloadedfortheselectedshopfront.

IfyouarerunningRetailManageronanetworkandyouwanttoconnecttoanexternalshopfront(a shopfrontonanothercomputer),seeConnectingtoanexternalshopfrontonpage 395. ForinstructionsonhowtosetupRetailManageronanetwork,seeSettingupaRetailManager networkonpage 393.

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Customising MYOB RetailManager


MYOBRetailManagerhasarangeofoptionsthatcanbecustomisedtosuittheneedsofyourretail business. SomeoftheseoptionssimplyaffectthewayRetailManagerbehaves,suchasskippingfieldsinthe Saleswindowthatmaynotberelevantforyourbusiness.Otheroptionssuchasspecifyingyourdocket printerandreportprinteraremandatorytogetupandrunningwithRetailManager.Theseoptionsare summarisedasfollows:
Option
General

Description
EnableyoutosetthedefaultbehaviourofRetailManager,includingchoosingtodisplaysuch informationashistorydetailsandwhethertoactivateautomaticreminderswhenstockis runninglow.Youalsousetheseoptionstoaffectthelookandperformanceofanumberof windowssuchasSalesandGoodsReceived,andtosetthequoteexpiryandlayby dueby timeperiods.Formoredetails,seeGeneraloptionsonpage 22

PaymentType

Enableyoutomodifyeachpaymenttypewithoptionsthatincludeediting,deleting,setting rounding,makingactive,makingelectronic,andallowingcashoutifelectronic.Formore details,seePaymentTypeoptionsonpage 28.


Selecttheprinterforyourreceipts,reports,barcodes,invoices,orders,laybys, goods/returns,quotes,salesorders,cashupandpayments,andtospecifythenumberof copiesyourequire.Formoredetails,seePrintingoptionsonpage 31. RecordyourABNandACN.Youcanthenchoosetoprintyourinvoicesanddocketsin standardGSTformatandincludeyourABNandACN.Formoredetails,seeGSToptionson page 36. Definestaffprompts,invoiceandreceiptmessagesandpackingslipinstructions,alongwith thequote,salesorder,laybyandaccounttermsandconditionsusedbyyourbusinessand printedoninvoicesandstatements.Formoredetails,seeMessageoptionsonpage 38. SetthenamesofcustomfieldsavailableinRetailManager,thecolourschemesfor RetailManagerwindows,andtosethowRetailManagerhandlescapitalisation.Formore details,seeCustomoptionsonpage 39. DefinethewayRetailManagerexportsinformationtoaccountingsystems,includingsetting yourexportingmethod eitherAccrualorCash.Ifyouareunsurewhichmethodtouse, pleaseconsultyouraccountant.ExportingaccountinginformationfromRetailManagerto yourbusinessmanagementsoftwarereducestheneedfordailyaccountingjournalsand greatlysimplifiesdataentry.Bankingoptionswithinyouraccountingoptionsareusedto definethewaytransactionsarereportedtoyouraccountingsystem.Formoredetails,see Accountingoptionsonpage 41. Enableyoutoenforceuniqueserialnumbers,andcontrolthewayRetailManagerprompts forserialnumberinformationandprintsserialnumberinformationonreceipts.Formore details,seeSerialnumberoptionsonpage 50. Enableyoutoshoworhidealertmessages,suchasreminderstobackupyourshopfront.For moreinformation,seeAlertsoptionsonpage 51. Enableyoutospecifythedefaulttextyouwanttousewhenyouemailtransaction documentsandcustomerstatements.Formoreinformation,seeEmailoptionsonpage 51. Enableyoutoselectyourdefaultemailprogram.Formoredetails,seeEmailoptionson page 51.

Printing

GST

Message

Custom

Accounting

SerialNumber

Alerts EmailDefault EmailProgram

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Settingoptionsonanetwork Notethatinanetworkenvironment,someofthesesettingswillapply globallytoeveryworkstationconnectedtoyourshopfront.SeeShopfrontoptionsonpage 396for moreinformation.

General options
GeneraloptionsareusedthroughoutMYOBRetailManagerandincludeoptionsthatapplytothe informationdisplayedonyourtransactionscreensaswellasthetouchscreendisplay.Youcanalsoset fieldsthatcanbeskippedduringatransaction.

To display the General options tabs


1

GototheSetupmenuandchooseOptions .TheGeneralOptionswindowappears.

TheGeneralOptions windowisdividedintothreetabs:TransactionWindows,Sales andOther.


2

Clickthetabinwhichyouwanttosetoptions. TheTransactionWindowstabbelow TheSalestabonpage 24 TheOthertabonpage 26.

TheoptionsinthetabsoftheGeneralOptionswindowaredescribedinthefollowingsections.

The Transaction Windows tab


TheTransactionWindows taballowsyoutoselectoptionsthatapplytothelookandoperationofyour transactionwindows.ThesewindowsincludeSales,GoodsReceived,ReturnedGoods,Quote Converter,PurchaseOrders,LaybyPaymentsandSalesOrderPayments .
NOTE : TheseoptionsdonotapplytotheDebtorPayments transactionwindow Optionsthat youselect applytoalltransactionwindowsthatyouaccessviatheTransactionmenu,excepttheDebtorPayments window.

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Transaction Windows tab options


TheTransactionWindowstabisdividedintoseveralgroupsofoptions:

SkipFields HideFields TouchScreen DisplaytheFollowingQtys QuantityField IdenticalItems.

Refertothefollowingsectionsfordetailsoftheoptionsineachofthesegroups. SkipFields Thisgroupcontainsoptionsthatallowyoutonominatefieldstobeskippedwhenyou usetheTABkeytomovebetweenfieldsinRetailManager.SeeMovingbetweenfieldsinawindowon page 66formoreinformation.ThefollowingtableprovidesdetailsforeachoptionintheSkipFields group.


SkipFieldsgroupoptions
Discount(inTransaction Windows) Freight(inGoodsReceived /Returned) SellPrice(inTransaction Windows)

Selectthisoptionto
skiptheDiscount fieldintransactionwindows.Youcanstillselectthisfieldusing yourmouse,SHIFT+TABorF12togobacktothefield. skiptheFreight fieldintheGoodsReceivedandGoodsReturnedtransaction windows.Youcanstillselectthisfieldusingyourmouse,SHIFT+TABorF12togoback tothefield. skiptheSellPricefieldintransactionwindows.Youcanstillselectthisfieldusing yourmouse,SHIFT+TABorF12togobacktothefield.

HideFields Thisgroupcontainsoptionsthatenableyoutohidefieldsintransactionwindows.That is,youcanselectfieldsthatyoudonotwantdisplayedintransactionwindows.Thefollowingtable providesdetailsforeachoptionintheHideFieldsgroup.


HideFieldsgroupoptions
Barcode(inTransactionWindows) Categories(inTransaction Windows) TaxCode (inTransactionWindows)

Selectthisoptionto
hidetheBarcodecolumnintransactionwindows. hidetheCategoriescolumnsintransactionwindows. hidetheTaxcolumnintransactionwindows.

TouchScreen TheTouchScreen groupcontainsoneoption,EnableTouchScreens .Ifthisoptionis selected,touchscreenlayoutswillbedisplayedwhensubsequentwindowsareopenedin RetailManager.Formoreinformationabouttouchscreenlayouts,seeTouchscreensonpage 74.

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DisplaythefollowingQtys Thisgroupcontainsoptionsthatenableyoutodisplayquantitiesof itemsinstock,onlaybyandsalesorder.Thefollowingtableprovidesdetailsforeachoptioninthe DisplaythefollowingQtysgroup.


Displaythefollowing Qtysgroupoptions
Stock Layby SalesOrder

Selectthisoptionto
displaythequantityofanitemyouhaveinstockintheDescriptionfieldoftransaction windows. displaythequantity ofanitemyouhaveonlaybyintheDescriptionfieldof transactionwindows. displaythequantity ofanitemyouhaveonsalesorderintheDescriptionfieldof transactionwindows.

QuantityField TheQuantityFieldgroupcontainsoneoption,DisplaySumofQuantity.Ifthisoption isselected,thenthesumofitemsdisplayedintheentereditemslistofatransactionwindowappears inthequantityfield.Notethatweighteditemsandfractionalquantityitemsarecountedassingle items. IdenticalItems Thisgroupcontainsoneoption,Onedisplaylineperitem.Ifthisoptionisselected, youarerestrictedtoasinglelinedescriptionforeachitem,i.e.longdescriptionsaretruncated.

The Sales tab


TheSalestaballowsyoutoselectoptionsthatapplytothelookandoperationofyourSales windowin MYOBRetailManager.TheoptionsavailableontheSales tabaredescribedinthefollowingsection.

Sales tab options


TheSalestabisdividedintotwogroupsofoptionsSalesWindow andSalesWindowCustomer History.Refertothefollowingsectionsfordetailsoftheoptionsineachofthesegroups.

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SalesWindow UsethisgrouptoselectoptionsthatapplytoyourSales windowinRetailManager. ThefollowingtableprovidesdetailsforeachoptionintheSalesWindowgroup.


SalesWindowgroup options
AlwaysDisplaySales Window AutoCheckCustomer CreditLimit PromptforReceiptat TimeofSale RoundSellPriceto 2 Decimals SkipCustomField SkipCustomerField

Selectthisoptionto
automatically displaytheSaleswindowwheneverRetailManagerisstarted(ifyouhave morethanoneshopfront,youfirsthavetoselectyourshopfront). runanautomaticcreditcheckwhenyoumakeanaccountsale.Thecreditcheckis madeagainstthecreditlimitsetwithinthecustomeraccountsectionin RetailManager. displayawindowpromptingyoutoprintareceiptwhenyoucommitasale.Youcan choosetoeitherprintornotprintareceipt. displaythesellpricewithtwodecimalplaces. skiptheCustomfieldintheSaleswindow.Youcanstillselectthisfieldusingyour mouse,pressSHIFT+TABor F12togobacktothefield. skiptheCustomerfieldintheSaleswindow.Youcanstillselectthisfieldusingyour mouse,pressSHIFT+TABor F12togobacktothefield. Youmightchoosetoselectthisoptionifthemajorityofyoursalesarecashsales.
NOTE : Transactionsthatmusthaveacustomernumber Youmustenter acustomernumberifyouareprocessingalaybysale,salesorder,quote, deposit,accountsaleorspecialorder,orissuingacreditnoteorgiftvoucher.

ScanIndividualunitsfor Fractional Quantities

setthedefaultsellingquantityforitemsthatcanbesoldinfractionalquantitiesto1. Youmaywanttoselectthisoptionifyouaremorelikelytosellthesetypesofitemsas wholeunits. Ifthisoptionisnotselected,youwillneedtomanuallyenterthequantityeachtime youselectanitemthatcanbesoldinfractionalquantities.

SalesWindowCustomerHistory Thisgroupallowsyoutochoosehowmuch,ifany,customer informationyouwanttodisplaywhenperformingasale.Thefollowingtableprovidesdetailsforeach optionintheSalesWindowCustomerHistorygroup.


SalesWindow CustomerHistory groupoptions
Disable Customer History

Selectthisoptionif

youdonotwanttoviewacustomersrecentpurchases,accountstatusandavailable credit. Forexample,youshouldselectthisoptionifyourbusinessdoesntrecordcustomer informationwhenmakingasale,orifthemajorityofyoursalesarecashsales. ThesedetailsarenormallydisplayedintheSaleswindow. youwanttodisplayacustomersrecentpurchases,butdonotwanttodisplayaccount information(accountstatusandavailablecredit).

OnlyDisableAccount Information

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The Other tab


TheOthertaballowsyoutosetvariousoptionsthatapplytoMYOBRetailManager.Theoptions availableontheOthertabaredescribedinthefollowingsection.

Other tab options


TheOthertabisdividedintoseveralgroupsofoptions.Thesegroupsare:

Miscellaneous LaybyOptions QuoteOptions DefaultStaff.

Refertothefollowingsectionsfordetailsoftheoptionsineachofthesegroups.

Miscellaneous UsethisgrouptoselectmiscellaneousgeneraloptionsthatapplyinRetailManager. ThefollowingtableprovidesdetailsforeachoptionintheMiscellaneousgroup. RefertothefollowingtabletocompletetheOthertab.Tickthecheckboxofanoptiontoselectit.


Miscellaneous groupoptions
AcceptLeadingZeros onBarcodes AllowDecimalsin Reports AutoRemind Low Stock CheckLastStock Supplier Drilldownsshow Cost/SellTax Inclusive IncludeTaxinCosts (inGR,RG&PO)

Selectthisoptionto
recordandprintleadingzerosonyourbarcodelabels.Ifdeselected,leadingzerosonbar codeswillbeomitted. displaydecimalvalues inreports. displayaRetailManagerwarningwhenthestocklevelofanitemisbelowthethreshold quantitysetintheStockwindow. displayaRetailManagerwarningifyoureceiveanitemfromasupplierwhoisnotthe defaultsupplierofthatitem. displaythetaxinclusiveCost/Sellpriceinwindowsthatallowyoutodrilldowntoa transactionwindow.Forexample,thePurchasestabintheCustomerswindow orthe OrderstabintheStockwindow. selecttheCostsincludeTaxoptionbydefaultintheGoodsReceived,ReturnedGoods andPurchaseOrderswindows,andtodisplaythetaxinclusivecostintheCostcolumn.

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Miscellaneous groupoptions
PrintBarCodeswith GoodsReceived RepeatDescription forNewStockin GR

Selectthisoptionto
loadbarcodesinthePrintCustomBarCodeswindow foritemsenteredintheGoods Receivedwindow.YoucanthenprintthegroupofbarcodesfromthePrintCustomBar Codeswindow. repeatthedescriptionyouenterforaproductwhenreceivingitintostockinthe Descriptionfieldofthenextproducttobereceived.Thisisusefulwhen,forexample,you areenteringthesameproductindifferentsizes,orcolours.Youcanstilleditthe descriptionofthenewproduct. display creditnote,depositsandgiftvouchervaluesontheSales,Laybypayment,Debtor payment,QuoteandSalesorder transactionwindows. averagethecostpricewhereanitemisreceivedintothesystemwithadifferentcostprice fromthesameitemspreviouslyreceived. Ifthisoptionisnotselected,thenewcostpriceofthestockitemwillbeassumedtobe validforthesameitemspreviouslyreceived.Astockvariancewillbepostedifthereisa differencebetweenthenewandpreviouspurchaseprice. display theSignonMethod windowwhenyouopenyourshopfront. usethecurrentcostoftheitem(aspertheStockwindow)whenconvertingasalesorder toasale. Ifthisoptionisnotselected,theoriginalcostprice(thecostpriceaspertheSalesOrder creation)willbeused. usethecurrentcostprice(aspertheStockwindow)whencommittingaReturnedGoods transaction.TheGoodsReceivedinvoiceassociatedwiththisstockitemcannotbe selected. Ifthisoptionisnotselected,theGoodsReceivedinvoicesfortheitemcanbeselectedand theoriginalcostpricewillbeusedontheReturnedGoodsstatement.

ShowOutstanding CreditNote Values UseAverageCost

DisplaySignon Methodwindow Usecurrentcost convertingSales Orders Usecurrentcostin GoodsReturned

LaybyOptions Usethisgrouptosetoptionsthatapplytolaybys.Thefollowingtableprovides detailsforeachoptionintheLaybyOptionsgroup.


LaybyOptionsgroup options
LaybyDueinWeeks PrintSignaturesonLayby

Selectthisoptionto
specifyaduedateforlaybys,andchooseortypethenumberofweekswhenthe laybyisdue. printasignaturefieldonthehardcopyrecordofthelayby.

QuoteOptions TheQuoteOptionsgroupcontainsoneoption,QuotesExpireinweeks .Selectthis optiontospecifyanexpirydateforquotes.Selectortypethenumberofweeksbeforeaquoteexpires. DefaultStaff Specifyadefaultstaffnumbertoappearautomaticallyinthesalesandpayments windows.ThisfeatureisusefulwherejustonestaffmemberenterstransactionsinRetailManager mostofthetime,savingthemfromhavingtokeyintheirnumberbeforeeachtransaction.Youcanalso lockthestaffnumberfield,sothefieldonlydisplaysthedefaultstaffnumberandcannotbeedited. Tosetthedefaultstaffnumber,entertherequiredstaffnumberintheDefaultStaff field.PressF2or clickthesearchicon( )toretrievethestaffnumberfromtheSearch Forwindow. SelecttheLockStaffNo.(SalesandPayments)optiontolockthestaffnumberfield.

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Payment Type options


Youmustsetupeachtypeofpaymentyourbusinesswillacceptasapaymenttype.Forexample,you canexcludechequesasamethodofpaymentbynotmakingchequesapaymenttype. YousetupeachofthepaymenttypesbyusingthePaymentEditorwindow. MYOBRetailManagercanhandletransactionsonlayby,quotes,salesorder,accountsales,customer specialordersandcreditnotes.Inadditiontothese,youcanalsoissuegiftvouchersandrecord depositsforspecialorders.EachtransactionyourecordinRetailManagercanbeviewedinthe Customerswindow. Thesepaymentmethodsmaynotallberelevanttoallbusinesses.Forexample,itisunlikelyacoffee shopwoulduselaybys,whereasabookshopwouldalmostcertainlyusealleighttransactiontypes. Youcansimplyturneachoftheseoptionsonoroffasrequired.
NOTE : CashOut ItsagoodideatocreateapaymenttypecalledCashOutorPettyCash,forthose situationswhenyouneedtogiveatradesmancash,orbuysomemilk,andsoon.Makesureyouputthe receiptinthetilltobalancethetillattheendoftheday.

YoucanperformthefollowingoperationsonpaymenttypesfromthePaymentTypeOptionswindow:

Createapaymenttype Editapaymenttype Promoteapaymenttype Demoteapaymenttype Resetalleditedorcustomisedpaymenttypes.


NOTE : MOTOandeCOMMERCE paymenttypes Therearetwopaymenttypes,MOTOand eCOMMERCE,thatyouonlyuseifyouhaveanIngenicoEFTPOSterminaluseddirectlyfrom RetailManager.Formoreinformationaboutthesetwopaymenttypes,consult thefinancialinstitution thatyouuseforEFTPOStransactions.

To create a payment type


1 2

GototheSetupmenu,andchooseOptions.TheOptionswindowappears. SelectPaymentType .ThePaymentTypewindowappears.

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ClickCreate.ThePaymentTypePropertieswindowappears.

4 5 6

Typethenameofthenewpaymenttypeyouwanttocreate. SelecttheThispaymenttypeisactiveoption. Ifthepaymentistobeelectronic(ifyouwanttouseEFTPOSforthistypeofpayment),selectthe Thispaymenttypeiselectronicoption.


NOTE :

ElectronicCashOut

cashoutoptiontoenablecashoutforthepaymenttype.
7 8 9

Youcanallowcashoutforelectronicpaymenttypes.SelecttheAllow

Choosetheappropriateroundingprecisionthatyouwanttoapplytothepayment. ClickOKtocompleteaddingyournewpaymenttypetothelistofpaymenttypes. ClickApplytosaveyoursettingsandchanges.

To edit a payment type


1 2

GototheSetupmenuandchooseOptions.TheOptionswindowappears. SelectPaymentType.ThePaymentTypewindowappears.

SelectthepaymenttypeyouwanttoeditfromthelistboxandclickEdit.ThePaymentType Propertieswindowappears. Changewhateverdetailsarenecessary: SelecttheThispaymenttypeisactive optiontomakethepaymenttypeactiveordeselectthis optiontomakethepaymenttypeinactive.

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Ifthepaymentistobeelectronic(ifyouwanttouseEFTPOSforthistypeofpayment),selectthe Thispaymenttypeiselectronicoption.
NOTE :

cash out optiontoenablecashoutforthepaymenttype.

ElectronicCashOut Youcanallowcashoutforelectronicpaymenttypes.SelecttheAllow

Choosetheappropriateroundingprecisionthatyouwanttoapplytothepayment.

ClickOKtocompleteeditingthepaymenttypeandtoreturntothePaymentTypeOptions window. ClickApplytosaveyoursettingsandchanges.

To promote or demote a payment type


Youcansettheorderinwhichpaymenttypesaredisplayedbymovingpaymenttypesup(promoting) inthelistofdisplayedpaymenttypes,orbymovingpaymenttypesdown(demoting)inthelistof displayedpaymenttypes.Itisbesttohaveyourmostcommonpaymenttypesatthetopofthelistof paymenttypesastheyareeasiertoselectfromthispositionwhenyouareperformingatransaction.
1 2 3

GototheSetupmenuandchooseOptions .TheOptionswindowappears. SelectPaymentType .ThePaymentTypewindowappears. Clickthepaymenttypeyouwanttopromoteordemote.

Clicktheuparrowtopromoteorthedownarrowtodemoteapaymenttypeinthelistofpayment types. ClickApplytosaveyoursettingsandchanges. ClickOKtoclose. ClickOKtotheinformationmessage.

5 6 7

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To reset payment types


Beforeyoubegin Notethatresettingyourpaymenttypeswillremoveallnewpaymenttypesyou havecreatedandreturntheprovidedpaymenttypestotheiroriginaldefaultsettings.
NOTE :

1 2 3

GototheSetupmenuandchooseOptions.TheOptionswindowappears. SelectPaymentType.ThePaymentTypewindowappears. ClickReset.Awarningmessageappearsinformingyouthattheoperationyouareabouttoperform cannotbeundone.

ClickYestocontinue.Allprovidedpaymenttypesarereturnedtotheirdefaultsettings,andallnew paymenttypesyouhavecreatedareremoved. ClickOKtocommittheinformation. ClickOKtotheinformationmessage.

5 6

Printing options
MYOBRetailManagergivesyoutheflexibilitytoprintonlythereceipts,invoicesandordersyour businessrequires.ForthisreasonyouneedtospecifyaprinterinthePrintingOptions windowforeach typeofdocketyouwanttoprint,andforprintingbarcodesandreports. ThePrintingOptionswindowisusedto:

specifytheprintertowhichyourvariousdockettypes(receipts,payments,invoices,laybys, quotes,salesorders,purchaseorders,goods/returns,specialorders,cashup),reportsandbar codeswillbeprinted specifythenumberofcopiesofeachdockettypethatyouwanttoprint specifyonlydockettypesthatyouuse.


NOTE : Changingprintoptionsduringatransaction. Youcanchangeyourprintersettingsandpacking slipsettingsduringatransactionbyclickingPrint/EmailOptionsinanyofthetransactionwindows.For moreinformation,seePrintandEmailOptionswindowonpage 259.

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TherearethreetabsinthePrintingOptionswindow:

TheSetuptabbelow TheSettingstabonpage 33 TheAddresstabonpage 50

To display the Printing options tabs


1 2

GototheSetupmenuandchooseOptions .TheOptionswindowappears. SelectPrinting.ThreetabsaredisplayedSetup,Settingsand Address.

Clickthetabforwhichyouwanttosetoptions. Theoptionsoneachofthetabsaredescribedinthefollowingsections: TheSetuptabbelow TheSettingstab onpage 33 TheAddresstabonpage 50.

Onceyouhavemadeyourchanges,clickApplytocommittheinformation.

The Setup tab


TheSetuptaballowsyoutoselectorspecifytheprinterthatyouwanttouseforreports,receiptsand invoicesandthenumberofcopiesofeachdockettypeyouwantRetailManagertoprint. TheSetuptabalsoallowsyoutoselecttheformatinwhichyouwanttoprintpriceandGSTinformation onyourbarcodes. Docketprinter MakesureyouhavesetupyourdocketprinterinRetailManagerbeforeyouselectit inthePrintingOptionswindow.SeeSettingupadocketprinteronpage 371forfullinstructionson howtosetupyourdocketprinter. Youcanprintthefollowinginvoiceandreceipttypesonyourdocketprinter:salesreceipts,payments, invoices,laybys,quotes,salesorders,purchaseorders,goods/returns,specialorders,andcashup (exceptDetailedTransactionSummary).InthePrintingOptionswindow,youcanselectyourprinterfor aparticularreceiptorinvoicetypebyselectingtheoptionnexttothereceiptorinvoicetype. RetailManagerdisplays<DocketPrinterHardwareOptions>asaremindertosetupyourdocket printerintheHardwareOptionswindow(gototheSetupmenuandchooseHardware,andthenclick theDocketPrintertab).

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Intheaboveexample,alldocketsandpaymentswillbeprintedtothedocketprinter. A4Printer IfyouintendtoprinttoanA4printer,forexampletoprintyourreportsandbarcodes, makesureyouhavealreadysetupyourA4printer.ForfullinstructionsonhowtosetupyourA4 printer,refertoyourprinterdocumentation. YoucanuseaconventionalA4printertoprintyourreportsandbarcodes. Youcanalsoprintyourotherdockettypes,suchasinvoices,orders,andpayments,toanA4printer. RetailManagerallowsyoutoprintyoursalesdocketstoanA4(80column)printer;however,you cannotusetheshorteneddocketoptionifyouchoosetoprinttoanA4printer. InthePrintingOptionswindowyoucanselectanA4printerforaparticulardockettype,reportorbar code.ThebuttonforthedockettypeisenabledwhentheA4optionisselected.Forexample,ifyou chooseA4forSalesOrders,theSalesOrderbuttonisenabled. Whenyouclick thisbutton,theWindowsPrinterSetupwindowappears,whereyoucanselectyourA4 printer.Theselectedprinternameappearsasshownbelow.

Quantity Youcanchangethenumberofdocketsthatprintforanyreceiptorinvoicetypebyentering therequirednumberinthedatafieldnexttothatreceiptorinvoicetype. PrintingpriceandGSTinformationonbarcodes TheSetuptabincludesadropdownlistthatyou usetoselecttheformatforprintingsellpriceandtaxinformationonyourbarcodes.

Clickthedownarrowbesidethetextboxtochoosetheformatyouwant.

The Settings tab


TheSettingstaballowsyoutoselectoptionsincludingwhetherornottoprintareceiptforparticular transactions,andwhatcontentandlayoutyouwantforparticularreceipts,ordersandinvoices.

Settings tab options


TheSettingstabisdividedintoseveralgroupsofoptions.Thesegroupsare:

SelecttoPrint PackingSlip PCEFTPOS/TyroIPEFTPOS Dockets Miscellaneous Categories.

Refertothefollowingsectionsfordetailsoftheoptionsineachofthesegroups.

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SelecttoPrint Usethisgrouptoselectwhichreceipts,ordersandinvoicesyouwantprinted.Select anoptionfromthosedisplayedtoprinttheassociatedinvoiceorderorreceipt. Youcanchoosetoprint:


SalesDockets Laybys Invoices SalesOrders Quotes CSO(CustomerSpecialOrders) Payments Orders GoodsReceived ReturnedGoods.

PackingSlip Usethisgrouptoselectthetransactionsforwhichyouwanttoprintapackingslip.You canalsoselectoptionsthatenableyoutochoosewhatinformationyouwanttodisplayonapacking slip.ThefollowingtableprovidesdetailsforeachoptioninthePackingSlipgroup.


PackingSlipgroup options
PrintwithSale PrintwithLayby PrintwithInvoice PrintwithSalesOrder IncludeStaticItems IncludeFreightItems

Selectthisoptionto
printapackingslipwhenasaleiscommitted. printapackingslipwhenalaybyiscommitted. printapackingslipwhenaninvoiceisprinted. printapackingslipwhenasalesorderisprinted. includestaticitemswithyourpackingslipinformation. includefreightitemswithyourpackingslipinformation.

PCEFTPOS/TyroIPEFTPOS SelecttheUseDocketPrinterforSignatureSlipoptionifyouhavean IngenicoPCEFTPOSorTyroIPEFTPOSterminalandadocketprinter,andyouwanttoprintyour signatureslipsonthedocketprinterinsteadofthedefaultprinterselectedintheSetuptab. NotethatthedocketprintermustbesetupintheMYOBRetailManagerHardwarewindowbeforeyou canprinttoit.SeeSettingupadocketprinteronpage 371formoreinformation. Dockets Usetheoptionsinthisgrouptoselectoptionsthatapplytothereceiptsthatyouprint.The followingtableprovidesdetailsforeachoptionintheDocketsgroup.
Docketsgroupoptions
UseShortSales UseshortLayby Payment IncludeRRP

Selectthisoptionto
useashortenedsalesdocketwhenprintingreceipts.Formore informationseeShorteneddocketsonpage 35. useashorteneddocketwhenprintinglaybypaymentreceipts.For moreinformationseeShorteneddocketsonpage 35. includetheRecommendedRetailPriceoninvoicesandreceipts.

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Docketsgroupoptions
IncludeCustomField

Selectthisoptionto
includethelabelandcontentsoftheCustomfieldintransaction windowsoninvoicesandreceipts.Formoreinformationonthe Customfield,seeCustomFieldLabelsonpage 39. includeextendediteminformationoninvoicesandreceipts.

IncludeExt.Description

Shortened dockets
Theshorteneddocket:

excludestheextendedstockitemdescriptionandthemessageatthebottomofthedocketthatis includedonthestandarddocket includesthefulladdressdetailsofyourbusiness doesnotprintyourcompanynameindoublewidth includesalltheGSTinformationdisplayedonastandarddocket(ifyouareprintingdocketsinGST format).


Shortenedlaybydocket Theshortenedlaybydocketalsoexcludesquantity,sellpriceand termsandconditionsinformation.
NOTE :

Miscellaneous Usetheoptionsinthisgrouptoselectmiscellaneousprintingoptions,including choosingtoprintshadingonA4receipts,ordersandinvoices,andwhetheryoupreviewthereceipts, ordersandinvoicesbeforeyouprintthem.Thefollowingtableprovidesdetailsforeachoptioninthe Miscellaneousgroup.


Miscellaneousgroup options
DontuseShading(on A4) PreviewAllTransactions

Selectthisoptionto
printinvoicesandreceiptsonyourA4printerwithoutshading. displayaprintpreviewofyourtransactionsafterprocessing.

Categories Usetheoptionsinthisgrouptoincludethedepartmentandcategoriesofitemson invoicesandreceipts.


Categoriesgroup options
IncludeDepartment IncludeCategory1 IncludeCategory2 IncludeCategory3

Selectthisoptionto
includeanitemsdepartmentoninvoicesandreceipts. includeanitemscategory1oninvoicesandreceipts. includeanitemscategory2oninvoicesandreceipts. includeanitemscategory3oninvoicesandreceipts.

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The Address tab


TheAddress tabenablesyoutosetwhichofyouraddressesyouwanttosetasthedefaultfordifferent transactions,andtosetthedefaultdeliveryaddressforpurchases. TheAddresstabisseparatedintotwosections:DefaultAddresswhenPrintingandDefaultDelivery AddressOnPurchases.

DefaultAddresswhenPrinting Foreachtypeoftransaction,selecttheaddressyouwanttodisplay ontheform.Forexample,youmightselecttohaveyourstreetaddressdisplayedonyourpurchases, butyourpostaladdressdisplayedonyoursales.

DefaultDeliveryAddressonPurchases Selectwhichaddressyouwanttosetasthedefaultto displayinthedelivertosectionofyourpurchaseorders.

GST options
GSToptionsenableyoutorecordyourABNorACNfordisplayonreceipts,invoicesandorders,andto selectthewayinwhichyoudisplayGSTinformationoninvoicesandreceiptsprintedinMYOB RetailManager.

To display the GST options


1

GototheSetupmenuandchooseOptions .TheOptionswindowappears.

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ClickGST.Thewindowlistingtheoptionsappears.

ABN/ACN

EnteryourABNorbothyourABNandACNintheABN/ACNfield. IfyouareenteringbothyourABNandACN,enteryourABNfirstin theABN/ACNtextfield.Forexample,Ifyouwanttolistbothyour ABNandACNonyourdocketsandinvoices,youcanenter 12345678932;ACN:123456789. UsetheoptionsinthisgrouptospecifyhowGSTinformationis displayedonyourinvoicesandreceipts. SelectthisoptiontoprintinvoicesinGSTformat.Ifyouselectthe PrintInvoices/DocketsinGSTformatoption,whenyou receivegoodsfromasupplierwhoisnotregisteredforGST,these goodswilldisplaytheGNR(GSTNonRegistered)taxcodeinthe GoodsReceived window.Thisistoalertyoutothefactthatthe supplierdoesnothaveanABNorthatyouhavenotrecordedtheir ABNinRetailManager(seeTosetupsupplierdetailsonpage 60). YoumayneedtoquoteasuppliersABNtoclaimGSTcreditsfor yourpurchasesfromtheATO.IfyoudonotrecordanABNfora supplierthenGSTwillnotbecalculated. SelectthisoptiontoprintyourcustomersABNoninvoicesand receipts.Thisoptionisonly availablewhenthePrint Invoice/DocketsinGSTformatisselected. SelectthisoptiontoprovidesellpricedetailsinclusiveofGSTon yourinvoices.ThisoptionisonlyavailablewhenthePrint Invoice/DocketsinGSTformatisselected. SelectthisoptiontoprovidesellpricedetailsinclusiveofGSTon yoursalesreceipts.ThisoptionisonlyavailablewhenthePrint Invoice/DocketsinGSTformatisselected.

GSTOptions PrintInvoice/Docketsin GSTformat

IncludeCustomersABN onInvoice/Dockets PrintInvoiceDetails InclusiveofGST PrintSalesDocketDetails InclusiveofGST

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PrintGoods/Orders DetailsInclusiveofGST

SelectthisoptiontoprovidepurchasepricedetailsinclusiveofGST onyourreceived/returnedgoodsandorderinvoicesandreceipts. ThisoptionisonlyavailablewhenthePrintInvoice/DocketsinGST formatisselected. SelectthisoptiontoprintdocketsandinvoiceswithoutGST calculations.

SuppressTaxCalculation onInvoices/Dockets

3 4 5

ClickApplytocommittheinformation. ClickOKtoclose. ClickOKtotheinformationmessage.

Message options
Messageoptionsenableyoutocreate,selectandmodifyprintedmessagesforreceiptsandinvoices. Theseprintedmessagesincludemessagesyouwantprintedoutonyoursalesreceipts,andtermsand conditionsyouwantprintedoutonyourlayby,quote,accountsale,andsalesorderdocketsand instructionsyouwantprintedwithpackingslips. YoucanalsocreateandmodifyaSalesPromptmessagethatappearsasaseparatewindowintheSales windowwhenanystaffmemberenterstheirstaffnumberandthenpressesENTER.Thismessagecanbe usedtopromptsalesstafftoremindcustomersaboutaforthcomingpromotionorsale.
NOTE : RetailManageronanetwork ifyouarerunningRetailManageronanetwork,thesemessage optionsallapplygloballytoanyworkstationconnectedtoyourshopfront.SeeShopfrontoptionson page 396formoreinformation.

To create and modify a message


1 2

GototheSetupmenuandchooseOptions .TheOptionswindowappears. SelectMessage.TheMessage windowappears.

SelectthemessagethatyouwanttocreateormodifyfromtheSelectMessagetoEdit list.A numberofmessagelinesareenabled,dependingonthemessagetypeyouselect. Typethetextofthemessageinthetextareabelowtheselectedmessage.

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5 6 7

ClickApplytocommittheinformation. ClickOKtoclose. ClickOKtotheinformationmessage.

Custom options
CustomoptionsenableyoutolabelthecustomfieldsthataredisplayedinyourStock,Staff,Suppliers andCustomerinformationwindows,andalsotolabeltheCustomfieldintheSales window. CustomoptionsalsoenableyoutosetthehighlightandgridlinecoloursofMYOBRetailManager transactionwindows.YoucanalsosetrulesforcapitalisationwithinRetailManagerfromtheCustom Optionswindow.

To display the custom options


1 2

GototheSetupmenuandchooseOptions.TheGeneralOptions windowappears. SelectCustom.TheCustomwindowappears.

TheCustomOptionswindowcontainsthreegroupsofoptions:

CustomFieldLabels MiscellaneousColours Capitals.

Refertothefollowingsectionsfordetailsoftheoptionsineachofthesegroups. CustomField Labels Usetheoptionsinthisgrouptocustomisespecialfieldstosuittheneedsofyour business.TheCustom1 andCustom2fieldsappearintheStock,Staff,Sales,SuppliersandCustomer windowsasdataentryfieldsandcanbeusedtoenteradditionalinformationaboutarecord;the Statusfieldappearsasanoptionandcanbeusedtoflagarecord.

To customise a custom field


1

IntheCustomOptionswindow,typethelabelinthefieldyouwanttocustomise.Whatyoutype herewillappearintherelevantwindow. ClickApplytoapplythechanges.

CUSTOMISINGMYOBRETAILMANAGER

3 9

Inthefollowingexample,theStockCustom1 andCustom2fieldshavebeenlabelledFeature 1and Feature 2,andareusedtorecorddistinguishingfeaturesofastockitem.

InthefollowingexampletheStaff StatusfieldhasbeenlabelledParttimeandisusedtoflagparttime staffmembers.

RetailManagerallowsyoutorunreportsusingthecustomisedfieldsandoptionsasreportselection criteria.Forexample,youcanrunastaffcommissionreportandfindoutthecommissionearnedby onlyyourparttimestaffmembers. MiscellaneousColours Usetheoptionsinthisgrouptosetcoloursthatapplytofieldsand nontransactionwindowsinRetailManager. ThefollowingtableprovidesdetailsforeachoptionintheMiscellaneousColoursgroup.For more informationaboutsettingcolouroptions,seeToselectacolouronpage 41.
Miscellaneous Coloursoptions
Highlight AlternateGridline HighlightSerial Gridline ResetDefaults

Clickto
setthebackgroundcolourofaselectedfield,suchastheDescriptionfield.Thiscolour indicatesthatafieldisselectedandreadyforinput. setthebackgroundcolourofalternategridlinesasdisplayedinlookupwindows. setthecolourthatindicatesalineisselectedandreadyforinputwithinaserialnumbergrid suchastheStockInformationSerialNumberswindow. returnthecolourselection(s)tothedefaultcolours.

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To select a colour
1

IntheCustomOptionswindow,clickthecolouredsquarebesideacolouroption.TheColor windowappears. SelectthecolouryouwantforthisoptionfromtheBasiccolorsorCustomcolorsgrid,oruseyour mousetoselectacolourfromthecolourselectionbox. ClickOKtoapplyyourselectedcolourtoyourselectedcolouroption. ClickApplywhenyouhavecompletedselectingyourcustomcolouroptions.

3 4

Capitals Usethisgrouptosetthecapitalisationrulesthatyouwanttoapplytotextenteredin RetailManager.ThefollowingtableprovidesdetailsforeachoptionintheCapitalsgroup.


Capitalsoptions
None Initial Caps UpperCase LowerCase

Selectthisoptionto
displaytextexactlyasitisentered.Forexample,ADaMSmITHbOOkseller. displaytextsothatthefirstletterofeverywordiscapitalised.Forexample,Adam SmithBookseller. displaytextsothateveryletteriscapitalised.Forexample,ADAMSMITH BOOKSELLER. displaytextsothateveryletterisinlowercase.Forexample,adamsmith bookseller.

Accounting options
TheRetailManageraccountingexportfunctioneliminatestheneedtoenterdataseparatelyintoyour MYOBbusinessmanagementsoftware.Theinformationthatyouneedtoexportwillusuallyinclude changesinstockvalue,amountsowedbydebtors,anddetailsoflaybysandothertransactions.See ExportingRetailManageraccountingdatatoyourMYOBbusinessmanagementsoftwareonpage 301 forinformationaboutperforminganaccountingexport.
NOTE : MYOBbusiness managementsoftwareversions MYOBbusinessmanagementsoftwarerefersto MYOBAccounting10.5&above,MYOBAccountingPlus10.5&above,MYOBPremier4.5&above,MYOB AccountEdge2&above,andMYOB AccountRightv19&above.Ifyouuseanolderversion,youcanuse GenericJournalEntriestotransferdata.

Task
SetupRetailManagertoenableittoexporttoyourMYOB businessmanagementsoftware. SetupRetailManageraccountcodestomatchtheaccount codesintheGeneralLedgerofyourMYOBbusiness managementsoftware. SetupRetailManagerexporttaxcodestomatchthecodes ofyourMYOBbusinessmanagementsoftware. SetupyourMYOBbusinessmanagementsoftwareto enableittorecognisetheRetailManagerimportfile.

See
SettingupRetailManagertoexporttoyour businessmanagementsoftwareonpage 42 TheExporttabonpage 43

TheChartofAccountstabonpage 44 SettingupyourMYOBbusinessmanagement softwaretoimportfromMYOBRetailManageron page 49

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4 1

Whenyouhavecompletedthesetuptasks,youcanexportyouraccountinginformationfrom RetailManagerandthenimportthisinformationintoyourbusinessmanagementsoftware.For more information,seeExportingRetailManageraccountingdatatoyourMYOBbusinessmanagement softwareonpage 301.


NOTE : YoumaynotneedtoexportaccountinginformationfromRetailManager Manyretailersusethe cashup/endofdayreportsforalltheirbankingandaccountinginformation.Ifyoudontwanttoexport accountinginformation,settheAccountingPackageoptionintheAccountingwindowtoNone.

Setting up RetailManager to export to your business management software


YouusetheoptionsintheAccountingOptionswindowtosetupRetailManagertoexportinformation toyourbusinessmanagementsoftware.

To display the Accounting options tabs


1 2

GototheSetupmenuandchooseOptions .TheGeneralOptionswindowappears. SelectAccounting.TheAccountingOptionswindowappears.

Threetabsaredisplayed(Export,ChartofAccounts andBankingExport ).
3

Clickthetabforwhichyouwanttosetoptions. SeeTheExporttabonpage 43,TheChartofAccountstabonpage 44orTheBankingExporttab onpage 46 formoreinformation.

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The Export tab


TheExporttabcontainsoptionsthatenableyoutoselectthebusinessmanagementsoftwaretowhich youexportyourRetailManagerdata. AccountingPackageandExportDirectory Chooseyourbusinessmanagementsoftwarefromthe dropdownlistintheAccountingPackage&ExportDirectorygroup.

RetailManagerprovidesdifferentoptionsforexportingdatadependingonwhichpackageyouchoose fromthedropdownlist.Thefollowingtableprovidesdetailsforeachaccountingpackageyoucan select.


AccountingPackage selection
MYOBAccountRight (Standard,Plus,Premier andEnterprise) MYOBAccounting12& above,Premier6& above,AccountEdge2& above MYOBAccounting10.5/11 &Premier4.5/5

Description
Ifyouareusingoneoftheseaccountingpackages,youareabletotakeadvantageof theoptionsdetailedbelowforearlierversionsofMYOBbusinessmanagement software,plusextraoptionssuchasassigningaJobNumbertoyourexport,andthe optionofexportingdetailedjournalentries. Ifyouareusingoneoftheseaccountingpackages,youareabletotakeadvantageof theoptionsdetailedbelowforearlierversionsofMYOBbusinessmanagement software,plusextraoptionssuchasassigningaJobNumbertoyourexport,andthe optionofexportingdetailedjournalentries. ThisselectionallowsyoutoexportyourdatatoMYOBAccountingv10.5andv11and Premierv4.5andv5.ExportingtotheseversionsofMYOBbusinessmanagement softwareallowsyoutotakeadvantageofextraoptionssuchasselectingthe informationyouexport,selectingthemethodyouusetoexport(cashoraccrual),and applyingadefaulttaxcode. ThisselectionwillenableyoutoexportyourRetailManagerdatainagenerictextfile format. Usethisselectionifyoudonotwanttoexportaccountinginformationfrom RetailManager.

GenericJournalEntries None

Choosingyourexportdirectory ClickBrowsetolocateyourbusinessmanagementsoftwares programfolder (directory).ThisisthefolderwhereRetailManagerwillstoretheexportfileandwhere yourbusinessmanagementsoftwarewilllookforafiletoimport.


Enterpathtoexportfolderhere.

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4 3

IfyouchooseMYOBAccounting12&above,Premier6&above,AccountEdge2&above,orMYOB Accounting10.5/11&Premier4.5/5 orAccountRight(Standard,Plus&Premier)inthePackage field, thesegroupsappear:


Informationtoexport ExportingMethod TaxCode(ifnoneassigned).

ThefollowingtwogroupsalsoappearifyouchooseMYOBAccounting12&above,Premier6&above, AccountEdge2&above:

JobNumber ExportDetailedJournals.

Refertothefollowingsectionsfordetailsoftheoptionsineachoftheabovefivegroups. InformationtoExport fromRetailManager. Usetheoptionsinthisgrouptoselecttheinformationyouwanttoexport

SelectanyoralloftheSuppliers,PurchasesandJournalEntriesoptionstoincludethisinformationin yourexport.
NOTE : IfyoudonotuseMYOBbusiness managementsoftware IfyoudonotuseMYOBbusiness managementsoftware,butstillwanttoexportdatatoyourbusinessmanagementsoftware,selecttoexport toGenericJournalEntries.

ExportingMethod SelecttheExportingMethodeitherAccrualorCash.Ifyouareunsurewhich methodtouse,pleaseconsultyouraccountant. TaxCode(ifnoneassigned) Usethedownarrowtoselectadefaulttaxcodefromthelistofavailable taxcodes.Thistaxcodewillbeappliedtolinesonajournalentrythatdonotalreadyhaveataxcode assigned.Chooseadefaulttaxcodetoensurethatjournallinesarenotmarkedasexceptionsbyyour MYOBbusinessmanagementsoftware. JobNumber Usetheinputfieldtotypeacodetoapplytoyourexports.Youcanusethisoptionto easilyidentifyyourexportinyourMYOBbusinessmanagementsoftware.Forexample,ifyouhave multipleshopfrontsinRetailManager,youcanusetheJobcodeasanidentifierforeachshopfront. ExportDetailedJournals SelecttheUseClearingAccountoptiontouseaclearingaccount specificallysetupforRetailManager.YousetyourclearingaccountforRetailManagerintheChartof AccountstabofyourAccountingOptions window.

The Chart of Accounts tab


InRetailManagersettingupyouraccountingandbankingoptionsallowsyoutoperformbookkeeping taskswithease.UseoptionswithintheChartofAccountstabtoassignaccountnumberstoyour businessdatasuchasassets(Bankaccount,Inventoryaccount,TradeDebtorsaccount),liabilities (CreditNotesissued,Depositsreceived,GiftVouchersissued),andincome(Sales,FreightonSales).
NOTE : Accountnumbers forsockitems Thesalesincomeaccountandcostofgoodsaccountshowninthis tabaredefaultaccounts.Youcansetdifferentincomeandcostofgoodsaccountsforeachstockitem,see Creatinganewstockitemonpage 104 formoreinformation.

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Chart of Accounts tab options


TheChartofAccountstabisdividedintoseveralgroupsofoptions:

Asset Income CostofSales Expense Liability ClearingAccount(ifyouareusingMYOBAccounting12&above,Premier6&aboveor AccountEdge2&aboveoranAccountRightversion.

Intheappropriatefields,entertheaccountnumbersfortheMYOBaccountingaccounts(Asset, Liability,Income,CostofSales,Expense)thatyouwanttheexportfiletobeallocatedto. MakesureyouspecifyanaccountnumberforeveryactivefieldoftheChartofAccounts. UnlikeMYOBbusinessmanagementsoftware,whichincludeshyphensinaccountnames,theaccount namesinRetailManagerdonotincludehyphens.Forexample,ifyourbankaccountnumberinyour MYOBbusinessmanagementsoftwareis11100youshouldenteritinRetailManageras11100.


NOTE : MYOBbusiness managementsoftwareaccountnumbers RefertotheMYOB AccountsListforalist ofaccountsusedinyourMYOBbusinessmanagementsoftware.Ensurethatyouusethecorrectaccounts whenexporting.Youraccountantorconsultant canprovideprofessionaladviceonensuringyouraccountsare setupcorrectly inyourMYOBbusinessmanagementandRetailManagersoftware. MYOBAssetaccountnumbersbeginwith1 MYOBLiabilityaccountnumbersbeginwith2 MYOBIncomeaccountnumbersbeginwith4 MYOBCostofSalesaccountsbeginwith5 MYOBExpenseaccountnumbersbeginwith6

Refertothefollowingsectionsfordetailsofthefieldsineachofthesegroups. Asset UsefieldsintheAssetgrouptoassignassetaccounts.Thefollowingtableprovidesdetailsfor eachfieldintheAssetsgroup.


Assetoptions
BankAccount Inventory TradeDebtors PrePaidGST

Usethisaccountto
recordyourdailytakings. recordchangestothevalueofyourstock. recordhowmuchmoney isoutstandingonaccountsfromyourcustomers. recordtheGSTyouhavepaidaspartofsalesorderpayments.

Liability UsefieldsintheLiabilitygrouptoassignliabilityaccounts.Thefollowingtableprovides detailsforeachfieldintheLiabilitygroup.


Liabilityoptions
CreditNotesIssued DepositsReceived GiftVouchersIssued

Usethisaccountto
recordtheamountofoutstandingcreditnotesissuedtocustomers. recordtheamountofoutstandingdepositsreceivedfromcustomers. recordthevalueofoutstandinggiftvouchersissuedtocustomers.

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4 5

Liabilityoptions
LaybyPayments SalesOrderPayments

Usethisaccountto
recordthevalueoflaybypaymentsreceivedfromcustomersuntilthegoodsare collected. recordthevalueofsalesorderpaymentsreceivedfromcustomersuntilthegoodsare collected.

Income UsefieldsintheIncome grouptoassignincomeaccounts.Thefollowingtableprovides detailsforeachfieldintheIncomegroup.


Incomeoptions
Sales FreightonSales

Usethisaccountto
recordincomereceivedfromallsales,includingstandardandaccountsales,creditnotes andgiftvouchersredeemed,layby saleswhenfinalisedanddepositsused. recordincomereceivedfromsalesofstockmarkedasaFreightitem.

Expense UsefieldsintheExpensegrouptoassignexpenseaccounts.Thefollowingtableprovides detailsforeachfieldintheExpensegroup.


Expenseoptions
AccountSalesDiscount TillShortage

Usethisaccountto
recordthediscountsgivenonaccountsales. recordthetotalamountofalltilldifferencesfortheday (orsession).

CostofSales UsefieldsintheCostofSalesgrouptoassigncostaccounts.Thefollowingtable providesdetailsforeachfieldintheCostofSalesgroup.


CostofSales options
CostofGoods LastCost Variance CostofFreight

Usethisaccountto
recordthevalueofstockthatwassoldinaday (orsession). recordthechangingvalueofyourstock(thestockvariance).Thisisnotrecordedifyouselected AverageCostintheGeneralOptionswindow. recordthetotalcostoffreightfortheday(orsession)ofstockmarkedasFreightitems.

ClearingAccount TheClearingAccountgroupcontainsonefieldthatallowsyoutosettheclearing accountnumberforRetailManager.

The Banking Export tab


TheBankingExporttaballowsyoutosetupappropriategroupsofpaymenttypestobeassociated withspecificaccountsinyourbusinessmanagementsoftware.Forexample,youmightwanttohavea specificaccountforcashandchequesthatisupdatedwithyourdailyphysicalbankingtransactions.

Export groups explained


Whenyoumakeasale,thereareanumberofpaymentmethodsbywhichthecustomercanpayforthe goods.Thecustomermaypaybycashorcheque,paymentmethodswhichareusuallybankeddaily,or bycreditcardoranothermethodwhichisusuallybankedperiodically.

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InRetailManager,exportgroupsareusedtogrouptogetherpaymenttypes(suchascashandcheques) andtoexportthemindependentlytothecorrespondingPaymentTypeaccountusedinyourMYOB businessmanagementsoftware.Thisallowsyoutoassignpaymenttypestotheexportgroupsbased onthefrequencywithwhichyoubankthosepayments.


NOTE : Setupexportaccountsbeforeexportgroups Youcanonlycreateexportgroupsifyouhave completedthedetailsintheAccountingwindow.SeeSettingupRetailManagertoexporttoyourbusiness managementsoftwareonpage 42formoreinformation.

Anexampleexportgroup InyourMYOBbusinessmanagementsoftwareyoumayhaveanaccount calledBankAccount,accountnumber11000,whichyouuseforallyourcashandchequepayments.In RetailManager,youwouldcreateanExportGroupcalledBank,giveitthesameaccountnumber, 11000,andthenassignthepaymenttypesCashandChequetoit.Inthiswayonlycashandcheque paymentsareexportedtoyourBankAccountinyourMYOBbusinessmanagementsoftware. IfinyourMYOBbusinessmanagementsoftwareyouhadanotheraccountsolelyforVisaand MasterCardpayments,inRetailManageryouwouldthencreateasecondExportGroupcalled CCARD1,givethegroupthesameaccountnumberandassignthepaymenttypesVisaandMasterCard toit.
NOTE : Exportgroupsarenotcompulsory Ifyoubankallyourtakingsintothesamebankaccount,then thereisnoneedtosetupExportGroups.Inthissituation,allpaymenttypesareexportedtothebank account specifiedintheBankAccountfieldintheAccountingwindow.

YoucandefineasmanyExportGroupsasyouwantoneforeachpaymenttypeifyouwant.Any paymentsyoudontassigntoanExportGroupwillbydefaultbeexportedtotheaccountnumber specifiedintheBankAccountfieldintheAccountingwindow.Werecommendthatyouenterthe MYOBbusinessmanagementsoftwareaccountnumberforyourcashandchequepaymentsinthe (mandatory)BankAccountfield,andthencreateanExportGroupwiththeCashandChequepayment typesusingthesameaccountnumber. EachExportGroupcanuseanyaccountcode.WhenRetailManagerexportsinformation,ajournal entryiscreatedforeachExportGroup,againsttheaccountcodedefinedforthatExportGroup.The accountnumbersyouspecifyforeachExportGroupmustcorrespondtoaccountsinyourMYOB businessmanagementsoftware,ortheexportwillfail. BeforeyousetupyourExportGroups,makesureyouhave:

enteredallyourexportaccountsintheAccountingwindow enteredyourexportaccountfortaxonsales specifiedtheMYOBbusinessmanagementsoftwareyouuseintheAccountingPackagefield specifiedthelocationinwhichyouwanttosavetheexportfiles.

To create an export group


1 2

GototheToolsmenuandchooseOptions.TheOptionswindowappears. SelectAccounting.TheAccountingwindowappears.

CUSTOMISINGMYOBRETAILMANAGER

4 7

ClicktheBankingExporttab.Thefollowingwindowappears.

Yourpaymenttypes(setupinthePaymentTypesOptionswindow)arelistedintheAvailable PaymentTypesgroupintherightsectionofthewindow.
4 5 6

ClickCreate.TheExportGroupwindowappears. EnteranamefortheExportGroup,suchasCashorEFTPOS. ClicktheAccountfieldandentertheaccountcodetowhichyouwanttoexportthesepaymentsin yourMYOBbusinessmanagementsoftware. ThesamenamingrulesapplyasintheAccountingwindowomitanyhyphens,andmakesurethat theExportGroupaccountcodeyouentercorrespondstotheaccountnumberspecifiedinyour MYOBbusinessmanagementsoftwareforthepaymenttype(s).

ClickOK.ThenewexportgroupisdisplayedinthePaymentGroupsfield.

To associate a payment type with a new export group


1

IntheAvailablePaymentTypesfield,highlightthepaymenttypethatyouwanttoassociatewith anexportgroupandthenclicktheleftarrow( )tomovethepaymenttypetotheAssociated PaymentTypeslist,andtherightarrow( )tomovethemback. Whenyouhaveassociatedtherequiredpaymenttypeswiththisnewexportgroup,clickCreateto addthenextexportgroup. Asyoucreatemultipleexportgroups,youcanclickeachExportGroupinyourlistinthePayment Groupslist,andtheassociatedpaymenttypesaredisplayedintheAssociatedPaymentTypeslist. Youcanstillatthispointusetheleftandrightarrowstochangewhichpaymenttypeyouwantin whichExportgroup.

ClickApply.

To delete an export group


1 2

FromthePaymentGroupsfield,selectanexportgroup. ClickDelete.

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To set up tax codes for export


For moreinformationaboutsettinguptaxcodes,seeCreatingtaxcodesonpage 56.
1

GototheAdminmenuandchooseSetTaxCodes.TheTaxCodesListwindowappears.

ComparethislistoftaxcodeswiththetaxcodesusedinyourMYOBbusinessmanagement software. AdjustthetaxcodelistitemsinyourMYOBbusinessmanagementsoftwaretoincludethecodes usedinRetailManagerifnecessary.


Moreinformationonsettinguptaxcodes Formoreinformationonsettinguptaxcodes,see yourMYOBbusinessmanagementsoftwaredocumentation.
NOTE :

EnsurethatanMYOBbusinessmanagementsoftwareaccountnumberisenteredintotheA/Cfor taxonSalesfieldforeachoftheRetailManagertaxcodes(withoutthehyphen).
NOTE : Suppliernames IfyouvebeenusingMYOB businessmanagementsoftwareinconjunctionwith RetailManager,youneedtomakesurethatthenamesofsuppliersusedinRetailManagerexactlymatch thesuppliernamesshownonSupplierCardsinyourMYOBbusinessmanagementsoftware.Namesare caseandspacesensitive.

Setting up your MYOB business management software to import from MYOB RetailManager
ToenableyourMYOBbusinessmanagementsoftwaretoimportfromRetailManager,youneedtoset apreferenceinthePreferenceswindow,sothatyourMYOBbusinessmanagementsoftwarelooksfor aRetailManagerimportfileonstartup.
1 2

StartyourMYOBbusinessmanagementsoftware. GototheSetupmenuandchoosePreferences.ThePreferences windowappears.

CUSTOMISINGMYOBRETAILMANAGER

4 9

IntheSystemtab,selecttheIUseMYOBRetailManageroption.

ClickOK.

Serial number options


Serialnumberoptionsenableyoutosetparametersforhowserialnumbersarehandledin RetailManager.Serialnumberscanbeusedforwarrantytrackingandinventorycontrol. SeeSerialnumbersonpage 158 forinformationaboutworkingwithserialnumbersinRetailManager.

To display the serial number options


1 2

GototheSetupmenuandchooseOptions .TheGeneralOptionswindowappears. SelectSerialNumber.TheSerialNumberOptionswindowappears.

RefertothefollowingsectionfordetailsoftheoptionsintheSerialNumberOptionswindow.

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PrintWarrantyDateonReceipts serialnumberonyourreceipts.

Selectthisoptiontoprintthewarrantydateassociatedwitha

PrintSerialNumberswithGoodsReceived SerialnumbersenteredintheGoodsReceivedSerial NumberwindowwillbeprintedontheGoodsReceiveddocket. PromptforSerialNumberEntry ForstockitemsthathavetheTrackSerialnumberoptionselected, RetailManagerwillpromptyoutoenteraserialnumberfortheselecteditem. EnforceUniqueSerialNumbers TheEnforceUniqueSerialNumbersoptiondirectsRetailManager toensurethatserialnumbersarenotrepeated.Youcanchoosetohaveuniqueserialnumbersforyour completeinventory,forsamestockitemsorforaparticularsupplier.Choosetheappropriateoptionto selectthemethodofenforcinguniqueserialnumbers.

Alerts options
YoucansetoptionsintheAlertstaboftheOptionswindowtodisplayornotdisplayalertmessagesin RetailManager. Thealertmessageoptionsare: Promptfordatabackupwhenclosing Selectthisoptiontodisplaythedatabasebackupmessage whenyoucloseyourRetailManagershopfront. Promptfordatabackupwhenopening Selectthisoptiontodisplaythedatabasebackupmessage whenyouopenyourRetailManagershopfront. PromptforStockSecuritysettings Selectthisoptiontodisplaythealertmessagedetailingthe windowsaffectedbysecurityrestrictionsappliedtotheStockwindow. DisplayPartialStocktakeSheetsPrompt Selectthisoptiontodisplayamessageaskingifyouwant toprintoutstocksheetsduringapartialstocktake.

Email options
YoucanspecifyemailoptionsinboththeEmailDefaultstabandtheEmailProgramtaboftheOptions window. EmailDefaults Youcanspecifythedefaultsubjectandmessagetextthatyouwanttousewhenyou emailyourtransactiondocumentsandcustomerstatements.Notethatyoucanchangethistextbefore yousendanemail. Thedefaultemailmessagetextincludesemailtags.Youcanusethesetagstopersonalisetheemail message.Forexample,tostartyouremailwithDearMrsJones,usethe[Salutation]and[Surname] tags.Notethatyoucanaddandremovetagsasrequired.
NOTE : Blankfieldsinthecustomersrecord Thedetailsforemailtagsaretakenfromthecustomers record.Ifthedetailsinthecustomersrecordareblank,thetagwillbeleftblankintheemail.Checkthatthe customersrecordiscompletebeforesendingtheemail.

For transactiondocuments,youcanalsoselectanoptiontoincludethedocumentnumberintheemail subject.

CUSTOMISINGMYOBRETAILMANAGER

5 1

EmailProgram Ifyouhavemorethanoneemailprograminstalledonyourcomputer,youcanselect theprogramyouwanttousetoemailyourcustomerstatements,transactiondocumentsandcustomer contactgroups.

To set your default text for emailing transactions and customer statements
1 2

GototheSetupmenuandchooseOptions .TheGeneralOptionswindowappears. SelectEmailDefaults.TheTaxInvoice tabisdisplayed.

3 4

Specifythesubjectandmessagetextyouwanttousewhenyouemailtaxinvoices. Ifyouwanttoaddanemailtag,rightclickwhereyouwantthetagtoappear.Fromthemenuthat appears,selectInsertpersonalisedtagsandthenselectthetagyouwanttouse.

5 6

ClicktheSalesOrderstabandrepeatfromstep 3above. Whenyouhavespecifieddetailsineachofthetabs,clickApplyandthenclickOK. Whenaninformationwindowappears,clickOK.

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To set your default email program


1 2

GototheSetupmenuandchooseOptions.TheGeneralOptions windowappears. SelectEmailProgram.

FromtheEmailProgramlist,selecttheprogramyouwanttouseandclickOK.

Tax codes
MYOBRetailManagerisdesignedfortheGoodsandServicesTax(GST)system.UndertheGSTsystem everystockitemeitherattractsGSTorisGSTfreeandshouldbeassignedataxcodeinRetailManager. BasictaxcodeshavebeensetupinRetailManager,andaredescribedinthefollowingtable.
Taxcode
FRE (GSTFree) GNR (GSTNonRegistered) GST (Goods&ServicesTax) INP (InputTaxed) NT (Notax) ifyouareoperatingundertheGSTsystem,forinputtaxedsuppliessuchasfinance chargesandresidentialrents. foritemsthatareoutofscopeofGST,suchassalariesandwagesandsecurity deposits,etc.

Use
ifyouareoperatingundertheGSTsystem,foritemsthatareGSTfreesuchassome typesoffood,medicalsupplies,educationalmaterial,etc. ifyouarenotregisteredforGST(i.e.ifyourannualturnoverislessthan$75,000or ifyouareanonprofitorganisation). ifyouareoperatingundertheGSTsystem,foritemsthatattractGST.

Usingtaxcodes Ifyouareunsureaboutthetaxapplicableforanitem,checkwithyourtax consultantoryourlocaltaxationoffice.Youcanchangethedefaulttaxcodeforsalesandpurchases.


NOTE :

TAXCODES

5 3

Inadditiontothetaxcodeslisted,youhavetheoptiontoaddnewtaxcodesdependingontheneeds ofyourbusiness.SeeCreatingtaxcodesonpage 56formoreinformation. Thefollowingtopicsareincludedinthissection.


Topic
Settingupdefaulttaxcodes Exportingtaxinformation Creatingtaxcodes Editingtaxcodes Deletingtaxcodes Settingupitemtaxcodes Recordingacustomerstaxterms Settingupsupplierdetails

See
below page 55 page 56 page 57 page 58 page 58 page 59 page 60

Setting up default tax codes


Defaulttaxcodescanbesetforsales,purchasesandfreight(inGoodsReceived). Whenyousetupdefaultsaleandpurchasetaxcodes,anynewstockitemyoucreateinRetailManager willbeassignedthesedefaulttaxcodes.Thedefaulttaxcodeyousetforfreightwillappearinthe FreightfieldintheGoodsReceivedandReturnedGoodswindows.
NOTE :

Freight

NotethatfreightattractsstandardGST.

Makesurethedefaulttaxcodesyouenterreflectthetaxcodeofthemajorityofyourstockitems.For example,themajorityofitemsthatagiftshoppurchasesandsellswillattractGSTthereforethe defaultpurchaseandsaletaxcodesshouldbesettoGST.Ontheotherhand,afruitshopshould probablysetthepurchasetaxcodetoFRE(asfruitisGSTfree),anddefaultsaletaxcodetoFRE,asfresh fooddoesnotattractGST. YoucanchangeanitemsdefaulttaxcodesintheStockwindow.Youcanalsochangeanitemssaletax codeatthepointofsale,andthepurchasetaxcodewhenreceivingtheitemintostockintheGoods Received window.

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To set up default tax codes


1

GototheAdminmenuandchooseSetTaxCodes.TheTaxCodesListwindowappears.

Setdefaulttaxcodeshere
2

SetthedefaulttaxcodesforPurchases,FreightandSalesbyclickingineachfieldandselectingthe requiredcodefromthedisplayedlist. ClickClose.

Exporting tax information


IfyouplantoexportinformationfromMYOBRetailManagertoyourMYOBbusinessmanagement software,notethefollowing:

Eachtaxcodemustbeassignedanexporttaxcode.MYOBAccountingandMYOBPremieruse 3charactertaxcodes. EachtaxcodemustbelinkedtotheappropriatetaxcollectedonsalesaccountinyourMYOB businessmanagementsoftware. IfyoucreateadditionaltaxcodesinRetailManager,makesureyoucreatethesameadditionaltax codesinyourbusinessmanagementsoftware.

ThefollowingtablelistsanddescribestaxrelatedaccountsinyourGSTreadyMYOBbusiness managementsoftware.ThiswillgiveyouanideaofwhataccountsarerequiredtolinktheGSTcodesin RetailManager.YoucouldalsosimplifythisaccountstructureandcreatejustoneaccountcalledGST Collected&Paidifyouwant.


Account Number
23000

AccountName
GSTLiabilities

AccountType
Header

AccountDescription
Thisaccountreportsatotalfigureforthe detailGSTaccountslistedbelowthisheader account. ThisaccountrecordsanyGSTyouhave collectedfromyourcustomers. ThisaccountrecordsGSTyouhavepaidto yoursuppliers andvendors.

23100

GSTCollectedonSales

DetailAccount (Postable) DetailAccount (Postable)

23200

GSTPaidonPurchases

TAXCODES

5 5

To set up export information


1 2 3 4

GototheAdmin menuandchooseSetTaxCodes. Selectataxcodefromthedisplayedlistbyclickingit. EnterthecorrectexporttaxcodeintheExportTaxCode field. IntheA/CfortaxonSalesfieldentertheaccountnumberusedbyyourbusinessmanagement softwaretorecordtaxcollectedfromsales. Inthefollowingexample,theaccountfortaxonsalesisaccount23100,whichisthedefaultGST PayableControlAccountinMYOBbusinesssoftware;theexporttaxcodeisGST.

ClickCommit F10orpressF10tocommittheinformation.

Creating tax codes


Inadditiontotheexistingtaxcodes,youcancreateyourowntaxcodes,dependingontheneedsof yourbusiness. Exportsales Ifyourbusinesssellsgoodsoverseas,youmayneedtosetupaseparatetaxcodesuchas EXPtorecordexportsales.ExportsalesdonotattractGSTandthereforeshouldshowaGSTrateof 0%. NotethatthetaxcodeFREwhichissetupbydefaultinRetailManagerisusedforgoodswhichare GSTfreesuchasfoodandmedicalsupplies,andshouldnotbeusedforexportsales. Settingupaseparatetaxcodeforexportsaleswillenableyoutoidentifysalesmadetooverseas customersthroughRetailManagerreportsandhelpyoucompletetheBusinessActivityStatementfor yourbusinesscorrectly.
Chargingfreightonexportsales Ifyourbusinesschargesfreightonexportsales,seeSettingupa freightitemonpage 112 formoreinformation.
NOTE :

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To create a new tax code


NOTE : TaxCodes report YoucanruntheTaxCodesreportforalistof allyourtaxcodesincludingthe type,rateandexportaccountforsales.SeeReportsonpage 265,formoreinformationongeneratinga report.

1 2

GototheAdminmenuandchooseSetTaxCodes.TheTaxCodesListwindowappears. PressF5orclickNewTaxCode F5.TheTaxCodeInformationwindowappears.

EnterthetaxcodeyouwanttocreateintheTaxCode field.Thiscodecanbeuptothree alphanumericcharacters. Entertheexporttaxcode.Thisfielddefaultstothetaxcodeyoujustentered.SeeExportingtax informationonpage 55formoreinformation. EnteradescriptionforthetaxcodeintheDescriptionfield. SelectthetaxtypebyclickingintheTaxTypefieldandchoosingfromGoods&ServicesTax,Input Taxed,andSalesTax. EnterthetaxrateintheRatefield. IfyouintendtoexportinformationfromRetailManagertoyourbusinessmanagementsoftware,in theA/CfortaxonSales fieldentertheaccountnumberusedbyyourbusinessmanagement softwaretorecordtaxcollectedfromsales.SeeExportingtaxinformationonpage 55formore information. ClickCommit F10orpressF10tocommittheinformation.

5 6

7 8

Editing tax codes


RetailManagerallowsyoutochangeataxcodesdescription,type,rate,exportcodeandaccount information.
Youcannotchangethetaxtypeifthetaxcodehasbeenusedinatransaction,assignedtoanitem, orsetupasadefaulttaxcode.
NOTE :

To edit a tax code


1

IntheTaxCodesListwindow,clickthetaxcodeyouwanttoedit.Thetaxcodedetailsaredisplayed intheTaxCodeInformationwindow. Maketherequiredchanges. ClickCommit F10orpressF10tocommittheinformation.

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Deleting tax codes


Ifyoucreatedataxcodebymistake,youhavetheoptiontodeleteit.
Youcannotdeleteataxcodethathasbeenassignedtoanitem,usedinatransaction,orsetupas thedefaulttaxcode.
NOTE :

To delete a tax code


1

GototheTaxCodesListwindow.Selectthetaxcodeyouwanttodeletefromthelistbyclickingit. ThetaxcodedetailsaredisplayedintheTaxCodeInformationwindow. ClickDelete.Thetaxcodeisremovedfromthelist.

Setting up item tax codes


Youcanchangethepurchaseorsaletaxcodeofanexistingitem. Youshouldtakecaretoensureyouritemsusethecorrecttaxcodes.Ifyourbusinessdealswithfresh food,whileyoumayhavesomeitemswhichwillattractGST,mostofyouritemsmaybeGSTfree.

To set up item tax codes


1 2 3

GototheInformationmenuandchooseStock. Enterthestockitembarcodetodisplaytheitemrecord. AdjustthetaxcodesusedinPurchasesandSales.

ThisillustrationshowsthePurchases(Cost)andSalestaxcodessettoGST.

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Recording a customers tax terms


RetailManagerallowsyoutorecordanABNforcustomerswhoareregisteredforGST.

To record a customers tax terms


1 2 3

GototheInformationmenuandchooseCustomers. EnsuretheGeneraltabisselected. Ifapplicable,selecttheCustomerRegistered forGSToptionandenterthecustomersABNinthe ABNfield.

NOTE : DisplayingacustomersABNoninvoicesanddockets. IfyouwantthecustomersABNto appearontaxinvoicesanddockets,youmustselecttheIncludeCustomersABNonInvoice/Dockets optionintheGSTOptionswindow.Formoreinformation,seeCustomisingMYOBRetailManageron page 21.

Whetherornotyouusethisfeaturewilldependonyourlocaltaxationlaws.Forexample,certain taxationlawsmaystipulatethatoveracertainvalueofsales,theinvoicemustshowthecustomers name,addressandABN.Checkwithyourtaxconsultantorthetaxationofficeabouttheserules. TheATOhavestipulatedthat: ifacustomerismakingapurchaseof$1,000ormoreinclusiveofGST,thentheinvoicemust showeitherthecustomersnameandaddress,orABN ifthesaleis$55ormoreandlessthan$1,000includingGST,theinvoicedoesnotneedtoshow thecustomersnameandaddressorABN ifthesaleislessthan$50includingGSTaninvoicedoesnotneedtobeprovided.

Ifyourcustomer isaforeignbusiness,deselecttheCustomerRegisteredforGSToptionandselect theOverseasCustomeroption.NotethatinRetailManager,acustomercannotbebothregistered forGSTandbeaforeignbusiness.


4

ClickCommit F10orpressF10tocommittheinformation.

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Setting up supplier details


RetailManagerallowsyoutorecordwhetherasupplierhasregisteredforGSTandifso,itallowsyouto recordtheirABN. WhenyousetRetailManagertoprintinvoicesanddocketsinGSTformat,anumberofGSTrelated changesoccur inyourshopfront.Oneofthesechangesprotectsyoufromrecordingapurchaseofan itemincludingGSTwhenGSTisnotincludedintheprice.Ifanitemstaxcodewhenpurchasedissetto GSTandyouarepurchasingtheitemfromanunregisteredsupplier(youhavenotrecordedthe suppliersABNinRetailManager),RetailManagerwillchangethetaxcodefromGSTtoGNRasGSThas notbeenincludedinthepurchaseprice.

To set up supplier details


1 2 3

GototheInformationmenuandchooseSuppliers. EnsuretheContact1tabisselected. SelecttheSupplierRegisteredforGSToptionforyoursupplierswhocollectGST,andentertheir ABNintheABNfield.

ClickCommit F10orpressF10tocommittheinformation.

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2 Getting to know
RetailManager
ThischapterdescribesbasicMYOBRetailManagerfunctionalitysuchasnavigation,searching,andthe useoftouchscreens. YoushouldbefamiliarwiththeWindowsoperatingsystem,includingstandardmouseconventions suchasdoubleclick,rightclickandsoon.SeeNavigatinginMYOBRetailManageronpage 62foran explanationofsometermsusedinthismanual.IfyouneedhelpusingtheWindowsoperatingsystem, pleaseseeyourWindowsdocumentation.

About MYOB RetailManager


MYOBRetailManagerisaninventorybased retailsystem Someretailersmaynotuseinventory management.Restaurants,cafs,andsomeservicebasedretailbusinessesareexamplesofretail organisationsthatmaynotrequirefullinventorymanagement. ARetailManagerstockitemcanbedefinedwithastaticquantity,meaningthatinventoryrecordsare notkept,andthequantityofthestockitemcurrentlyinstockwillnotbeadjustedwhensold.For example,youcoulddefinethefollowingfoodanddrinkitemswithstaticquantities:
11 22 33 77 88 FlatWhite Machiatto Cappuccino Entree MainMeal $2.00 $1.80 $2.20 $4.95 $9.95

Youcanmixandmatchitems.For example,anelectricalretailerwillbeusingextensiveinventory managementfeaturesmostofthetime,butwillhaveseveralitemslistedasstaticquantitieslabour, servicefees,andsoon,whileahairdressermayhaveadditionalinventorybaseditemsforsale,anda cafmayhaveeveryitemlistedwithstaticquantities. SalesinformationrecordedbyMYOBRetailManager TheRetailManagersalestransactioncan utilisecompletesalesinformationincludingcustomer number,sellingprice,taxcodeanddiscount. Manyretailersdonotuseallofthesefields.TheSkipFields optionscanbesetsothatsomeorallof thesefieldsareskippedbydefaultwhenmakingatransaction,resultinginaquickertransactionwith fewerrequiredkeystrokes.

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Forexample,itisunlikelythatacoffeeshopwouldrequirecustomerrecords,sotheSkipCustomer NumberoptioncanbesettoomitskiptheCustomerfieldintheSales window. YoucanalsocustomisethewindowsusingprogrammablePOSkeyboardsandmacrokeyboardutilities. Recordingthestaffmembermakingeachsale Whenasaletransactionismade,thecurrentstaff numberisrecordedalongwiththesale.Thisisusefulforanyorganisationthatworkswithsales commission,monitorssalesperformancebystaff,orneedstotrackstaffagainstspecificsales.Youcan makeyourstaffrecordsasbrieforascomprehensiveasyourequire.RetailManagerssummaryand detailCommissionreportsallowyoutoseeexactlywhomakesthesalesandtheprofitinyour business. Someretailbusinessesmaynotwanttousethecompletesetofstaffmanagementfeatures.Ifyou dontneedtorecordtheindividualstaffmembers,youcancreateasinglestaffnumberforexample, 1tobeusedasthedefault. Inaddition,ifyouuseaprogrammablePOSkeyboardoraretailkeymacroutility,youwillusually predefinestandardsalestoincludethedefaultstaffperson.

Navigating in MYOB RetailManager


ItisquickandeasytonavigateinMYOBRetailManager.IfyouveusedWindowsbefore,youwill alreadybefamiliarwithmostofthetechniquesyouwillneedtogetaroundinRetailManager.
Keyboardshortcuts YouwillbetoldthroughouttheUserGuideofthevariouskeyboardkeysthat youcanuseindifferentsituations.KeyboardshortcutsarealsoprintedonthebackcoveroftheUserGuide.
NOTE :

YoucannavigateinmostoftheRetailManagerwindowswithonlythekeyboard,usingacombination ofshortcutkeys,functionkeys,andotherkeyboardkeys.Onlysomeofthewindowsthatareusedfor moreadvancedfunctionsinRetailManagerforexamplewhenlookingatgraphsorreportsmight requireamouse. ThischaptercoversallthebasicsyouneedtoknowtogetaroundinRetailManager,andincludesthe followingtopics:


Typesoffieldsbelow Functionandkeyboardcommandsonpage 65 RetailManagerhelpoptionsonpage 67.

Types of fields
ThereareseveraltypesoffieldsusedinMYOBRetailManager,whichyouwillalreadybefamiliarwithif youveusedWindowsbefore.Thedifferentfieldtypes,andhoweachofthemwork,areexplained below. Dataentryfields DataentryfieldsareusedthroughoutRetailManagertoenterdata.Thesearenot freetextfields;youeitherhavetoenteravalidvalue,orcreateanewvalue. FromadataentryfieldyoucanpresstheF2functionkeytodisplayasearchforlistoftheavailable valuesforthatfield.Forexample,intheSaleswindow,pressF2whenthecursorisintheStafffieldto

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displaytheSearchforStaffNo.window,listingalltheavailablevaluesforthisfield.Alternatively,you canclickthesearchicon( )nexttoadataentryfieldwiththemouseor,ifyouhaveatouchscreen, touchitwithyourfinger.

Textfields Textfieldsareusedtoenterfreeformtext.Therearegenerallyfewrestrictionsonwhat youcanenterinatextfield,however,itisrecommendedthatyouonlyusealphanumerics.Somefields, however,willonlyallowyoutoenternumbers,forexamplewhenyouarespecifyingadaterangefora report.

Buttons ButtonsaresometimesusedinRetailManager,suchastheCommit F10button,which appearsatthebottomofseveralwindows,andisusedtocommit(save)transactions.Thebuttoncan oftenbegreyedout,indicatingthatyouhavententeredenoughdatatocarryoutthefunctionofthe button. Arrowbuttons Therightandleftarrowbuttonsareusedtomovevaluesfromonelisttoanother.You canfindthesebuttonsintheBankingExporttaboftheAccountingOptionswindow.

Theupanddownarrowbuttonsareusedtomovevaluesupanddownthelist.Youcanfindthese buttonsinthePaymentTypeOptionswindow.

ShowMeHowbuttons YoucanusetheShowMeHowbuttonsinRetailManagertoviewtutorials aboutRetailManagerfeatures.Thesebuttonsareusuallydisplayedoninformationmessagesthat describenewfeatures.

Messagebars AMessagebarisincorporatedatthebottomofmostRetailManagerwindows,and displayseitherdescriptionorinstructioninformationrelevanttothefieldinwhichthecursoris currentlypositioned.

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Grids AGridisaframecontainingalistofdata;gridsappearinseveralRetailManagerwindows.Data canoftenbeselectedfromgrids.

Mostgridshavecolumnheadingswithasterisks(*),whichindicatesthatyoucanclickthecolumn headingtosortthegridbythatheading.Forexample,youcansortthegridabovebydescriptionand costbyclickingtheDescription*orCost*columnheading. Youcanleftclicktheheadingtosortthelistinascendingorder,andrightclicktheheadingtosortthe columnindescendingorder.Whereacolumnappearsinyellow,youcandirectlyeditvalueswithinthat column. Dropdownlists Dropdownlistsshowalistofavailableoptionsforafield.Todisplayadropdown list,clickthearrowtotherightofthefield.Usethescrollbartomoveupanddownthelist;clickthe valueyouwanttoselect,orhighlightthevalueandpressENTER.

Checkboxes Checkboxesareusedtoselectavalue.Clickthecheckboxwiththemouse(orpressthe SPACEBAR)toselectanddeselectthevalue.

Radiobuttons Radiobuttonsareusedwhenyoucanselectonlyoneoptionfromalist.Clickthe radiobuttonwiththemouse(orpresstheSPACEBAR)toselectanddeselecttheoption.

Tabs Tabscantypicallybefoundatthetopofawindow,suchasintheOptionswindow.Eachtabis labelled,thelabeleffectivelybeingawindowtitle;youcanviewthewindowbyclickingthetab.

Assisticons Assisticonsappearnexttodateandnumericfieldsandmakedataentryeasier.Ifyou haveatouchscreen,youcantouchtheassisticonwithyourfinger.

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AssisticonsnexttofieldswhereanumericvalueisrequiredsuchastheDiscountandSell fieldsdisplaythecalculator.

Assisticonsnexttodatefieldsdisplaythecalendar.

Searchicons SearchiconsadjacenttofieldssuchastheStaff,CustomerorBarCodefieldletyoulook upalistofvalidvaluesfromwhichyoucanlocateandselectavalue. Insomefields,searchiconsletyouenterpartofthevaluesothatitiseasiertolocateitinalist.Ifyou haveatouchscreen,searchiconsinthesefieldswillopenaVirtualKeyboardthatyoucanusetoenter text.

Recordselectorbuttons TheRecord Selectorbuttonappearsininformationwindows Customers, Staff,Suppliers ,andStock andisusedtoscrollthroughthelistofavailablerecordsintheorderyou specified.Forexample,toviewalistofallyourstockitems(records)inorderofbarcode,clicktheSort BybuttonandselectBarcodefromthedisplayedlist.ThenusethearrowsoneithersideoftheSortBy buttontoscrollthroughthelistofbarcodessortedinnumeric,alphanumericoralphabeticalorder (dependingonyournamingconvention).

Function and keyboard commands


MostMYOBRetailManagerfunctionscanbeperformedusingfunction,shortcutkeysandthestandard keyboardcommands. Theyareusedprimarilyforopeningnewwindows,forcertainfunctionswithinwindowssuchas committingatransactionorformovingtofieldswithinawindow,dependingonthedatayouwantto enter. AnexampleofafunctionkeyisF12,whichtakesyoubackonestepinawindow. AnexampleofashortcutkeyisF6,whichopensanewSaleswindow. ThestandardkeyboardcommandsincludeSHIFT+TAB.ThisistheequivalentoftheF12functionkey, whichtakesyoubackonestepinawindow.

Where to find these commands


AlistoffunctionkeysandkeyboardcommandsusedinRetailManagercanbefoundonthebackcover oftheUserGuide.Thislistincludesfunctionkeys,shortcutkeys,menucommandkeysandthestandard keyboardcommands. YoucanalsoaccessthesekeyboardcommandsinRetailManagerfrom:

themenusatthetopofthewindow,whichgiveshortcutkeysforselectedmenuitems

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themessagefieldatthebottomofawindow,whichadviseshowyoucannavigatefromfieldto field thelabelonabutton,forexample,theCommit F10 buttonintheSaleswindow.

Opening the till drawer


Theshortcutkeyforopeningthetill(cash)drawerisCTRL+Z.

Moving between fields in a window


YoucanmovethecursorfromonefieldtothenexteitherbypressingTABorENTER.Tomovebackafield, holddownSHIFTandpressTAB,orpressF12.

Moving between windows


AsyoucanhaveanynumberofwindowsopenatonceinRetailManager,allowingseveralsalespeople tousethesametill,youneedtobeabletomovequicklybetweenthewindows.Tomovebetween windows:

pressCTRL+TABtocyclebetweenwindows,or pressALT+WtoopentheWindowsmenuatthetopofyourscreentoviewalistofopenwindows. Then,eitherusethearrowkeystomovedowntothewindowyouwantandpressENTERtoselectit, ortypethenumberofthewindowyouwant.

Closing windows
Tocloseawindow:

click thecloseicon(

)inthetoprightcornerofthewindowifyouareusingamouse,or

presstheESCkeyifyouhavedatadisplayed,pressESCtwice,asthefirsttimewillclearthe transactiondetails,thesecondtimewillclosethewindow.

MYOB RetailManager calculator


Thecalculatormakesiteasytocalculatevaluessuchasdiscountsandsaleprices.

Noticethethreeextrakeys onthecalculator.Whenthecursorispositionedinthe SellfieldintheSaleswindow,youcandisplaythecalculatorandthenpressCost orSell,todisplaythe costpriceorthesellpriceoftheitem,makingiteasierforyoutocalculateanydiscountontheitem.To giveacustomera10%discountonanitemthatyouusuallysellfor$20,enterSell10%inthe calculator.TheSellfielddisplays$18. TheTbuttoncanbeusedinthefieldtocalculatethequantitywhensellinganamountworthofa product.Forexample,ifthecustomerwantstopurchase$23worthoflollies(taxinclusive),displaythe calculatorandenterT23.TheQty fieldwilldisplaythenumberoflolliesthecustomercanbuyfor$23 (taxinclusive).

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YoucanalsousetheTbuttontoroundasaletotalintheDiscountfield.Forexample,ifthetotalsale amountis$1340.85andyouwanttorounditdownto$1300,pressT1300andclickEnterinthe calculator.TheDiscountfielddisplays$40.85. NotethatinfieldswhereyoucannotusetheSell,Cost andTcalculations,thesebuttonswillbegreyed out.TheCostbuttonwillalsobegreyedoutifyouhavepasswordprotectedCostPricingdetails.See Securityonpage 283formoreinformationaboutpasswordprotectingfields. Activatethecalculator bypressingF2whenthecursorisinthefieldorbyclickingortouchingtheassist icon( ).

Windows calculator
YoucanalsousethestandardWindowscalculatorfromwithinRetailManager.Toactivatethe calculator,gototheToolsmenuandselectCalculator,orpressCTRL+Afromanywherein RetailManager.
Windowscalculator functiontowork.
NOTE :

YoumusthavetheWindowscalculatorinstalledonyourcomputerforthis

MYOB RetailManager calendar


YoucanactivatetheRetailManagercalendarfromfieldsthatrequireyoutoenterthedate.Todisplay thecalendareitherpressF2,orclickortouchtheassisticon( )whenthecursorisinadatefield.

Selecting a date

UsethemouseandclickthedateandthenSelect ,or UsethePAGEUP/PAGED OWNkeystoselectthemonth,andthearrowkeystoselectthedate,and pressENTER.

RetailManager help options


RetailManager Help
YoucanopentheRetailManagerHelpfromwithinRetailManagerinthefollowingways:

GototheHelpmenuandchooseHelp Topics,or PresstheF1keyfromanywindowwhileyouareworkinginRetailManager.

RetailManagerHelpprovidesspecific,proceduralhelptothewindowyouareviewing.BypressingF1in thewindowyouneedhelpwith,youcanviewtheproceduresyoucancompleteinthatwindow,and tipsorimportantinformationthatyouneedtoknow.

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RetailManager User Guide (PDF version)


YoucanaccessaPortableDocumentFormat(PDF)versionoftheUserGuidebydoingthefollowing: GototheHelp menuandchooseUserGuide.

RetailManager Learning Centre


TheRetailManagerLearningCentrewindowautomaticallyappearswhenyouopenashopfront.Ifyou dontwantthiswindowtoappear,selecttheDontshowmethisagainoption.Ifyoudothis,youcan stillaccessthiswindowbydoingthefollowing: GototheHelp menuandchooseRetailManagerInteractiveHelp. IntheRetailManagerLearningCentre ,youllfindtutorialsdemonstratinghowtousemany RetailManagerfeatures.Youcanalsoviewavideoaboutacquiringandretainingretailcustomers.You canviewthefollowingtutorials:

Organisingandgroupingstock Enteringmultipleitemsofstock Creatingduplicatestockitems Movingstocktonewdepartments Emailingstatementstocustomers Emailingpromotionalmaterial.

YoucanalsoaccessRetailManagertutorialsfromtheShowMeHowbuttonsinsomeRetailManager windows.

Searching in MYOB RetailManager


TherearefivebasicmethodsyoucanuseinMYOBRetailManagertosearchforarecord,whetheritbe acustomer,supplier,orprevioustransaction. Thesemethodsare:

Usingsearchcriteriainafieldonpage 69 Usingwildcardsonpage 69 UsingtheSearchforwindowonpage 70 UsingtheCurrentValueslistonpage 71 UsingtheLookupTransactionswindowonpage 71.

Thesearchmethodyoufindmostusefulwill,inpart,dependonpersonalpreference,butalsoonthe informationyouhaveonhand. Youcanalsohiderecordsthatyouwanttoexcludefromsearchesandreports.Formoreinformation seeHidingrecordsinsearchesandreportsonpage 73.

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Using search criteria in a field


WhenyoudontknowthebarcodeorIDofarecord,youcansearchforitusingthismethodbyentering theequalsign=inthefield,andthenenteringthenameordescriptionoftherecord.Theequalsign tellsRetailManagerthatthelettersthatfollowarenotpartoftherecordIDbutthenameordescription oftherecord. Ifyoudontremembertheentirenameordescriptionoftherecordyoucanenterthefirstfewletters ofittohelpnarrowyoursearch. Youcanalsousewildcardsdirectlyinthefield.SeeUsingwildcardsonpage 69. Thefollowingexamplesillustratesomesituationsinwhichyoucanentersearchcriteriadirectlyina field. Example1 IfthecustomersnameisAndrews,type=AndrewsintheCustomerfieldandpressTABor ENTER.AlistshowingallthecustomersnamedAndrewsappears.IfthereisonlyoneAndrewsonfile, thenthisrecordappears. Example2 Ifyoudidnthearthecustomersnameproperly,butthoughtthefirstfewletterswere Fit,type=FitdirectlyinthefieldandpressTABorENTER.Alistshowingallthecustomerswhosenames beginwithFitappears.Ifthereisonlyonecustomerwhosenamefitsthiscriteria,thenthisrecordis retrievedanddisplayedinthecurrentwindow. Example3 Ifyoudidnthearthecustomersname,butthoughtthatitendedwithpen,thenusethe wildcardtechnique,bytyping=*peninthefieldandpressingTABorENTER.Alistshowingallthe customerswhosenamesendwithpenappears.Ifthereisonlyonecustomerwhosenamefitsthis criteria,thenthisrecordisretrievedanddisplayedinthecurrentwindow.

Using wildcards
Wildcardsarespecialcharactersthatcanbeusedtostandforanymissinglettersornumbersinthe wordforwhichyouarelooking.Wildcardscanbeusedtogetherinanycombination. Wildcardsareapowerfultoolforsearchingforarecord,suchasastockiteminalargeinventory. Wildcardsaremostcommonlyusedtonarrowtheresultsofasearch,oftenretrievingseveralrecords asaresultofyourwildcardentry.Thismakesiteasiertobrowsethroughashortlisttolocatethe requiredrecord. Ifthereisonlyonematchingrecordretrieved,itappearsinthefieldfromwhichyouinitiatedthe search. For example,ifyouareonlysureofthefirstthreelettersofthestockitemdescription,youcanenter the=sign,thenthethreelettersfollowedbythe*sign.TheSearch forStockNo.windowdisplays onlythosestockitemswithadescriptionstartingwiththoseletters. YoucanusethefollowingwildcardsinMYOBRetailManager.
Wildcard
* ? #

Description
Standsforoneormorecharacters. Standsforonecharacteronly. Standsforonenumberonly.

Example
f*gwillfindfrogandfig,butnotfish . f?gwillfindfogbutnotfrog. f#gwillfindf3gbutnotfog.

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Using the Search for window


TheSearchforwindowisusedtosearchforarecord.Youcangotothiswindowfromadataentryfield bypressingF2,byclickingthesearchicon( )nexttothefieldwiththemouseorbytouchingtheicon ifyouhaveatouchscreen. TheSearchforwindowdisplaysalistofallrecordsavailableforthecorrespondingbarcode,supplier, customerorstaffmemberfield. Youwouldusethissearchmethodifyouwanttoscrollthroughalistofthevalidrecords,oryou anticipatethatitmighttakeyouafewattemptstofindtherequiredrecord. Youcanfurthernarrowyoursearchbyenteringonlythefirstfewlettersornumbersofanypartofthe recordyouarelookingfor,toretrieveonlythoserecordsstartingwiththoselettersornumbers.The morelettersornumbersyouenter,themoretargetedyoursearch.Ifyouaresearchingforstockinthe stockSearchForwindow,youcannarrowdownyoursearchbyselectingadepartmentoranyofthe categoryvaluesfromthedropdownlists. Ifthereisonlyonerecordmatchingyoursearchcriteria,itappearsinthefieldfromwhichyouinitiated thesearch.

To search for a record


1

Click(orifyouhaveatouchscreen,touch)theassisticonnexttoadatafield,orpositionthecursor inthedatafieldandpressF2.TheSearch forwindowappears.Ifyouenteredanysearchcriteria beforeclickingtheassisticon,thewindowdisplaysonlythoserecordsthatmatchyoursearch criteria.

NOTE : Searchforwindowtitle ThetitleoftheSearch forwindowchangesdependingonthefieldor windowyouwereinwhenyoupressedF2orclickedtheassist icon.Forexample,ifyoupressedF2inthe CustomerNo.field,theSearchforCustomerNowindowappears.

IftheSearch forwindowdisplaysalonglistofrecordsorifyouwanttonarrowyoursearch,usethe followingoptions:

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Selecttheattributeyouwanttosearchwithin(suchasDescription )andtypethefirstfewletters ornumbersinthelike=field.ClickSearchorpressENTER. SelectUsepredictivesearchingifyouwantRetailManagertocompletetheentryasyoutype. Youcansortyourselectionsbyclickingacolumnheading.Forexample,inthestaffSearch For window,clickingtheSurnamecolumnheadingsortsthedisplayedsurnamesinalphabetical order.ClickingtheStaffNocolumnheadingsortstherecordsinnumericalorder.Rightclicking thecolumnheadingsortsthecategoriesinreversenumericaloralphabeticalorder.

TherecordsinRetailManagerthatmatchyourcriteriaareretrieved.
3

IfyouareinthestockSearchForwindow,youcannarrowdownyoursearchbyselectingthe departmentandcategoryvaluesfromthedropdownlistsandclickingSearch.

Whenyouhavelocatedtherecordinthelist,clickonitorselectitandpressENTER.
Scrollingthroughthelist Ifyouhavestillretrievedalonglistofrecords,youcanscrollthrough thelistbyeitherpressingthearrowkeysonyourkeyboardorclickingthearrowsonthescrollbar.
NOTE :

Using the Current Values list


TheCurrentValueslistisaccessedfromcertaindataentryfields,andissimilarinpurposetotheSearch forwindowdescribedonpage 70itisusedtoretrieveavalidvalueforthefieldyouarein.However, unliketheSearchforwindow,theCurrentValueslistonlydisplaysthevaluesthathavepreviouslybeen enteredinthatspecificfield.Forexample,avalueenteredintheCityfieldintheSuppliers window, cannotberetrievedintheCityfieldintheCustomerswindow. TousetheCurrentValueslist,dooneofthefollowing:

PressF2inthefieldtodisplaytheCurrentValueslistandselecttherequiredvalueusingthearrow keys. ClickortouchtheassisticonnexttothefieldtodisplaytheCurrentValueslist,andusethearrow keystoretrievethevalue. Typepartofthewordinthefieldandtherestwillbecompletedforyou.Notethatyoudonthave totypeintheequalsignbeforeyouenterpartoftheword.

Using the Lookup Transactions window


TheLookupTransactionswindowgivesyouquickaccesstoyourtransactionsinMYOBRetailManager. Youcansearchforandviewasingletransactionindetail,orviewasummarylistofseveraltransactions thatfityoursearchcriteria. Transactionsaregroupedbythefollowingtypes:sales,creditnotes,goodsreceived,returnedgoods, laybys,payments,purchaseorder,customerspecialorder,salesordersandquotes.

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Thefollowingexampleshowshowtoviewasalestransaction.Forinformationaboutviewingother transactiontypes,seetheRetailManagerHelp.

To view a sales transaction


1

GototheLookupTransactionswindowfromanywherewithinRetailManagerbypressingCTRL+L. Thiswindowisnotdependentonanyotherfieldorwindow.

Selectthetypeoftransactionyouwanttolookupsales,creditnote,goodsreceived,returned goods,laybys,payments,orders,specialorders,quotesandsalesordersbyclickingthetabof therequiredoption.For thisexample,clickSales. Toview: thelastsalestransaction, clickShowLastSale.Theoriginaltransactionwindowappears. anolder transactionorlistoftransactions, entertherelevantsearchcriteria.Youcanenter multiplesearchcriteriatohelpnarrowyoursearch.RetailManagerwilldisplayonlythose transactionsthatmeetthosecriteriayouhaveentered.Thesearchcriteriavaryforeachtypeof transaction.DescribedbelowaresomeofthefiltersforentriesintheSalestab.
Period(from andto) Docket(min andmax) Tosearchbydate,enterthedaterangeinwhichthetransactionoccurredinthePeriod fromandtofields.Ifyouaresearchingforasingletransactionandknowtheexactdateof thetransaction,enterthisdateinbothPeriod fields. EnteradocketnumberrangeintheDocketminandmaxfieldstosearchfortransactions withinthisrange.Ifyouaresearchingforasingletransactionandknowthedocket numberofthetransaction,enterthisnumberinbothfields.

Docketnumbers Aseachdocketnumberisunique,thefastest way toviewanoriginaltransactionistoenterthedocketnumber.


TIP :

StaffNo Customer No Barcode Total$(min andmax)


4

Enterthestaffnumbertosearchfortransactionsbystaffmember. Enterthecustomernumbertosearchfortransactionsbycustomer. Enterthebarcodetosearchfortransactionsbystockitem. EnteradollarrangeintheTotal$minandmaxfieldstosearchfortransactionswithan amountwithinthisrange.

Afteryouenteryoursearchcriteria,clickUpdateGrid F10orpressF10.

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Ifyoursearchreturnsmorethanonerecord,forexample,morethanonesale,thesearedisplayed inthegrid.Youcan: usethearrowkeystofindtherequiredtransaction.Todisplaytheoriginaltransaction,highlight thetransactionlineinthegridusingthearrowkeysandpressENTER.Yourtransactionwillbe displayedintherespectivewindowforexample,asalewillbedisplayedintheSaleswindow. clickShowAll toviewindetailallthetransactionslistedinthegrid.Theoriginaltransaction windowdisplayedhasatransactionselectoratthebottomofthewindow.Clickthearrowbuttons inthetransactionselectortoviewindetaileachtransactiononthelist.

Toviewcommentsforaparticulartransaction,pressF3.
6

ClosethewindowbypressingESC,orbyclickingthecloseicon( window.

)inthetoprightcornerofthe

Hiding records in searches and reports


MYOBRetailManagergivesyoutheoptiontohideyourstock,staff,customer,orsupplierrecordsin searchesandreports.Youcanhiderecordsyouuseinfrequently,therebymakingyoursearchlists shorterandmakingiteasierforyoutofindarecord. Youcanhideacustomer,supplier,stafforstockrecordsimplybyselectingtheHidein Searches/Reportsoptionforthatrecordintherespectivewindow.Ahiddenrecordisaninactiveone; itdoesnotappearinsearchwindowsorreports,andcannotbeusedinanytransactions. For example,ifyouhideastock item,youwillnotbeabletoorder,receive,returnorsellthisitemin RetailManager.Youwouldonlywanttohiderecordsthatyouuseinfrequently.Possibleusesforthis featurearelistedbelow:

Someitemsinyourshopareseasonalfruit,Eastereggs,swimwear,Valentinecardsandyou dontsellthematothertimesoftheyear. YouhireextrahelpduringChristmasandthesestaffmembersdontworkintheshoptherestofthe year. Youonlybuyseasonalitemsfromaparticularsupplieranddontusethissupplieratothertimes.

To hide a record
DisplaytherecorddetailsintheappropriatewindowstaffrecordintheStaff window,stockrecordin theStockwindowandsoonselecttheHideinSearches/Reportsoptionandcommitthetransaction. Youwillnowbeabletoretrievethisrecordonlyinthiswindow.RetailManagerdoesnotrecognisethe recordIDfromanyotherwindow. YoucangeneratetheHiddenRecordsreporttoviewalistofhiddenrecords.

To activate a hidden record


DisplaytherecordintheappropriatewindowstaffrecordintheStaff window,customerrecordinthe CustomerswindowanddeselecttheHidein Searches/Reportsoption.

SEARCHINGINMYOBRETAILMANAGER

7 3

Touch screens
MYOBRetailManagertouchscreensaredesignedtomakeyourpointofsaleoperationseasier.Youcan performtransactionsfromatouchscreenwithoutneedingtouseeitherakeyboardormouse,thereby freeingupvaluablecounterspaceandenablingtillbasedoperationstobeperformedsmoothly. Touchscreensareprimarilyusedfromapointofsalelocationforcashup,salesandsalesrelated transactions.Itisrecommendedthatotherfunctions(forinstance,receivinggoods,accountpayments andsimilartransactions)areperformedusingakeyboardandmouse. Fordetailsaboutthetransactionbasedtouchscreens,seeTouchscreenlayoutandfeatureson page 74.

To enable touch screens


YouenabletouchscreensbysettingtheEnableTouchScreensoption,withintheGeneral Options settings.
1 2 3

GototheSetupmenuandchooseOptions . ClickGeneralinthesidemenuandclicktheTransactionWindowstab. LocatetheEnableTouchScreensoption.

SelecttheEnableTouchScreensoption. WhenEnableTouch Screensisselected,windowsthatyouopenwithinRetailManagerare displayedwithlargerbuttonsand,insomecases,adifferentlayout.

5 6

ClickApplytosetyourchanges. ClickCloseandthenOK.
NOTE : EnableTouchScreensonlyappliestoRetailManagerwindowsopenedafterthis optionisset IfyoualreadyhavewindowsopeninRetailManagerwhenyoueitherselectordeselectthe Enable Touch Screensoption,thesewindowswillkeeptheiroriginallayout.

Touch screen layout and features

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ThefollowingdiagramrepresentstheSales windowwithtouchscreenlayout.Touchscreenfeatures forothertransactionscreenssuchasLaybyPayments,SalesOrderPayments ,andQuoteConverter windowsareidentical.Specificfeaturesaredetailedinthefollowingsection.

Transactiontouchscreenfeatures Thefourmaintransactionwindowsfortouchscreenusearethe Sales,LaybyPayments,SalesOrderPaymentsandQuoteConverterwindows.Thetouchscreen featuresarethesameforeachwindow. Refertothefollowingdiagramandtableforadescriptionofthetouchscreenfeatures.


A

Item Selection Line

C D

Entered Item List


I

G F E

TOUCHSCREENS

7 5

PressSearchforlookup.Thetouchscreenlookupwindowappears.

UsethevirtualkeyboardbuttonfortheCustomfield.Thevirtualkeyboardappears.

C D E

PresstheplusicontoaddanitemfromtheItemSelectionLine(refertodiagram)totheEnteredItemList(referto diagram). UseEnteredItemListscrollbartoscrollthroughalistofitems,iftherearemoreitemsthancanbedisplayedinthe EnteredItemList. PressProfit todisplayinformationaboutprofitforthecurrenttransaction.Informationappearsinthepayment detailsframeofthetransactionwindow.Seetheexamplebelow.

PressTaxtodisplayinformationabouttaxforthecurrenttransaction.Informationappearsinthepaymentdetails groupofthetransactionwindow.Seetheexamplebelow.

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PressCommenttorecordacommentforthecurrenttransaction.Usetheassisticontodisplaythetouchscreen textinputwindow (virtualkeyboard).PressFinaliseTransactiontoreturntothetransaction.

PressDelivery todisplaytheDeliveryDetailswindow.TheDeliveryDetailswindowallowsyoutoenterthe addressanddeliverydatesfortheitemsinthistransaction.NotetheDeliverybuttonisonly activeifyouhave selectedacustomerforthistransaction.SeeDeliveryaddressonpage 183formoreinformation. PressFinaliseTransactiontodisplayandselectpaymenttypesandenternumericpaymentinformation.The PaymentDetailsgroupandnumericinputscreenaredisplayedintheProductDetailsareaofthetransaction window.TheFinaliseTransactionbuttonisreplacedwithaReturntoTransactionbuttonthatallowsyoutoreturn tothetransactionandcontinueaddingordeletingitemsifrequired.

J K

PresstheassisticonbesideanitemintheEnteredItemListtomoveittotheItemSelectionline.Thisallowsyouto changethequantity,sellpriceandsoonforthisitem. PresstheminusicontoremoveanitemfromtheItemSelectionline.

TOUCHSCREENS

7 7

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3 Staff
EachsaleorsalebasedtransactionperformedinMYOBRetailManagermustbeassociatedwithastaff member.Staffmemberinformationcanbeassimpleasanameandanumber,withonlyonestaff memberdefinedforalltransactions,oritcanbedetailedinformation,includingcontactnumbersand addresses,andinformationsuchaswhetherastaffmemberisemployedfulltimeorparttime. WithconsistentuseoftheRetailManagerstafffeatures,youcanperformstaffreportingand informationtrackingtasks.Youcanrecordandreportonstaffcommissiononsalesacrossyourwhole rangeofstockitemsorforspecificitems. Detailsoftransactions(sales,laybys,goodsreceived,payments,orders,specialcustomerorders,sales ordersandquotes)thatastaffmemberhasprocessedcanalsoberecorded.

Overview
MYOBRetailManagerassumesthatyouhavedefinedastaffmemberforeachpersonwhowillbe makingasale,receivinggoods,andsoon. ThestaffnumberisauniqueID youenterinatransactionwindow.Itcanbealphanumericandupto15 characters.Thestaffnumberisusedwhenmakingsalesandreceivinggoods,forexample.Thenameof yourstaffmemberappearsonthetransactiondocketwhenitisprinted. If,forsecurityreasons,youdontwantemployeesrealnamesappearingondockets,oriftheemployee preferstobeknownbyanickname,youcanspecifyadocketnameforthestaffmember.Thisnamewill appearonalltransactiondockets. YouneedtodefineatleastonestaffmembertouseRetailManager.Ifasinglestaffmemberusesthe systemmostofthetime,youhavetheoptionofsettingadefaultstaffnumber,whichwillappear automaticallyintheStaffNumberfieldeachtimeyouopenatransactionwindow.SeeTheSalestab onpage 24formoreinformation. IfyouhaveseveralstaffmembersbutdontwanttocreatearecordinRetailManagerforeachofthem, youcancreateagenericstaffnumbersuchasSaleswhicheverystaffmemberwillusewhenmakinga sale.

79

Staff commissions on sales


InMYOBRetailManager,staffcanearncommissiononsalesgloballyandalsoonsalesperproduct.You cansetthepercentagecommissionrateearnedbystaffglobally,thatisonallsalesmade,intheStaff window.Inadditiontothisyoucansetanextrabonuscommissionamountonsalesofaspecific productintheStockwindow. SeeCreatingandeditingstaffrecordsbelowforinstructionsonhowtosetthestaffcommissionrate onallsalesforastaffmember.SeeCreatinganewstockitemonpage 104forinstructionsonhowto setthebonuscommissionrateforastockitem. Ifyourstaffreceiveabonuscommissionwhenasalestargetforthestorehasbeenreached,usethe SalesPeriodreporttomonitorsalesonaweeklybasis.

Viewing accrued staff commissions


Toviewthecommissionearnedbystaff,runoneoftheCommissionreports.Thesereportscanberun:

forallstaff,forindividualstaffmembers,orforthosestaffmembersyouhaveflaggedusingthe customoptionintheStaffwindow.SeeTocustomiseacustomfieldonpage 39formore information forcommissionsaccruedinanyspecifiedperiod inadetailedversion,orinsummaryversionperday,weekormonth.

SeeReportsonpage 265 formoreinformationongeneratingareport.

Maintaining staff details


Thefollowingtopicsareincludedinthissection.

Creatingandeditingstaffrecordsbelow Viewingstafftransactiondetailsonpage 83.

Creating and editing staff records


StaffrecordsarecreatedandeditedintheStaffwindow.Ifyourecreatingindividualstaffrecordsforall yourmembersofstaff,itsagoodideatoenterasmuchinformationaspossibleandkeepthe informationuptodate.

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STAFF

To create a staff record


1

GototheInformationmenuandchooseStaff,orpressCTRL+F.TheStaffwindowappears.

Enterastaffnumberoridentifier.IfyouwanttospecifythestaffIDforastaffmember,enteritin theStafffield,makingsurethatyouhavenotalreadyusedit,andpressENTER.Aquestionwindow appears.

ClickCreate.Alternatively,ifyouwantRetailManagertoautomaticallyallocateauniquestaff number,pressF5.Theword<New>isdisplayedintheStafffield.Thestaffnumberwillbe allocatedwhenyoucommitthetransaction.


NOTE : Defaultstaffnumber Tomakeastaff numberthedefault,sothatthemostcommonlyused staffnumberisautomaticallydisplayedineverytransactionwindow,seeDefaultStaffonpage 27.You canstilloverridethedefaultstaffnumberintransactionwindows.

CompletetheStaffwindow.Asyouentereachfield,adescriptionofthefieldisdisplayedinthe longtextfieldatthebottomofthewindow. Enterthestaffmemberssurnameandgivennameintherespectivefields.Youcanentereither thestaffmemberssurname,orgivenname,orboth.Thesefieldsaremandatory.Ifyouwanta differentnametoappearonthedocket,enterthatnameintheDocketNamefield. InthePositionfieldenterthestaffmembersposition, orareaofwork,suchassales. Alternatively,ifcurrentvaluesexistforthisfield,pressF2 andchoosetherequiredpositionfrom thedisplayedlist. SelecttheHideinSearches/Reportsoptionifyoudontwantthisstaffrecordtoappearin searchlistsandreports.Seestep 6 onpage 73,inHidingrecordsinsearchesandreportsfor moreinformation. IntheCommission fieldenterthecommissionpercentageforthestaffmember,orleavethe fieldblankifyoudonotusecommission.Thepercentageyouenterhereisofthegrossprofiton sales;whenyouruntheCommissionsreport,thisisthepercentagethatwillbeprintedforthe staffmember,andusedasthebasisforthecommissioncalculations.

MAINTAININGSTAFFDETAILS

8 1

Moreonstaffcommissions SeeStaffcommissionsonsalesonpage 80formore information.


NOTE :

SelecttheStatusoptionifyouwanttoflagthisstaffmember.Forexample,youcanchangethe nameoftheStatusfieldtoParttime,soyoucanflagallyourparttimestaff.SeeCustom optionsonpage 39formoreinformation. Completethecustomfieldsasrequired.SeeCustomoptionsonpage 39formoreinformation.

Onceyouhaveenteredenoughstaffinformation,clickCommit F10orpressF10tocommitthe information.

To edit a staff record


Notethattochangethestaffnumberofanexistingstaffmemberyoumustreallocatethestaffnumber. SeeReallocatingstaff,customerorsupplierIDsonpage 275formoreinformation.
1 2

GototheInformationmenuandchooseStaff,orpressCTRL+F.TheStaff windowappears. EnterthestaffnumberintheStafffield.Ifyoudontknowthestaffnumber,pressF2orclickthe searchicon( )andselecttherequiredstaffmemberfromthelistdisplayed.SeeSearchingin MYOBRetailManageronpage 68 formoreinformation. WhenyouhavethestaffmembersrecorddisplayedintheStaffwindow,youcanchangethestaff membersdetailsasyourequire. Noticeassoonasyouchangeanyoftheinformation,theCommit F10buttonbecomesactive, indicatingthatyoucannowcommitthechanges. ClickCommit F10orpressF10tocommittheinformation.

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Viewing staff transaction details


MYOBRetailManagermaintainsadetailedrecordoftransactionsmadebyeachstaffmember, includingsales,laybys,goodsreceivedandreturned,payments,customerspecialorders(CSOs),sales ordersandquotes.

To view staff transaction details


1 2

GototheInformationmenuandchooseStaff,orpressCTRL+F.TheStaffwindowappears. EnterthestaffmembersnumberintheStafffieldandpressENTER.Thestaffmembersdetailsare filledin. Clicktherequiredtab.

InadditiontotheGeneraltab(whichisdescribedinTocreateastaffrecordonpage 81),theStaff windowdisplaystheSales ,Laybys,Goods ,Returns,Payments ,Orders,CSOandSalesOrder/Quotes tabs.Eachtabisdescribedbelow.


NOTE : Costcolumn TheCost columnmaynotbedisplayedintheseviewsifyoubelongtoastaffgroup withrestrictedaccessprivileges.Formoredetailsaboutsettingupaccessprivileges,seeSecurityon page 283.

Viewingsalesdetails ClicktheSalestabtoviewalistofproductssoldbythestaffmemberand showsthedateandtimeofthesale,docketnumber,thequantity,costandsellpriceoftheproductand theestimatedgrossprofitpercentageonthesale.


Toviewtheoriginaltransaction, pressENTERortheSPACEBAR,or doubleclicktheline. Clickacolumnheadingthathasanasterisknexttoit tosortthegridbythatheading.Rightclicktosortthe columnindescendingorder.

SelecttheTaxInclusiveoption toviewcost/sellpricetax

SelecttheTaxExclusiveoption toviewcost/sellpricetax

Viewinglaybydetails ClicktheLaybystabtoviewalistofitemsthestaffmemberhasplacedon layby.Eachlineshowsthedateandtimeofthetransaction,thelaybynumberandstatus,andthe quantity,costandsellpriceoftheitemonlayby. Viewinggoodsreceived details ClicktheGoodstabtoviewalistofgoodsreceivedintostockbythe staffmember.Thedateandtime,suppliernumber,docketnumber,invoicenumber,theunitcostand quantityarelistedforeachitemreceived.

MAINTAININGSTAFFDETAILS

8 3

Viewingreturnedgoodsdetails ClicktheReturns tabtoviewalistofgoodsreturnedtosuppliersby thestaffmember.Eachlineshowsthedateandtimeofthetransaction,thesuppliernumber,RA number,unitcostandquantityofitemsreturned. Viewingpaymentdetails ClickthePayments tabtoviewalistoflaybyandinvoicepayments processedbythestaffmember.Thegriddisplaysthedateandtime,customernumber,invoice,sales orderorlaybynumber,paymentreferencenumber,transactiontype,paymentmethodandamount paid,foreachpayment. Viewingordersdetails ClicktheOrderstabtoviewalistofitemsorderedbythestaffmember.The griddisplaysthedateandtime,orderID,suffix,thenameofthesupplier,thecostofthestockitemand thequantityordered,togetherwiththestatusofthepurchaseorder. Viewingcustomerspecialorderdetails ClicktheCSOtabtoviewalistofcustomerspecialorders processedbythestaffmember.Thedateandtime,customername,sellprice,quantityorderedand orderstatusareshownforeachitemonorder. Viewingsalesordersandquotes ClicktheSalesOrder/Quotestabtoviewalistofthesalesorders andquotesprocessedbythestaffmember.Thedate,productname,customername,sellprice, quantityandstatusofthesalesorderareshownforeachitemorderedorquoted.

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4 Stock
Managingyourstockisafundamentalpartofrunningagoodretailbusiness.MYOBRetailManager givesyoucompletecontrolofyourstockandprovidesyouwithmanytoolstomaintainyourinventory. Notonlycanyousetthecode,descriptionandpriceofanitem,youcanalsosettherequiredstock levels,taxcodes,defaultsupplier,departmentsandproductcategories,commissionlevel,minimum stocklevelandmore. Whenyoumakeasale,RetailManagerautomaticallyadjustsyourstocklevelstoreflectthesale.From thetimeofdelivery(goodsreceived)youcanrecordstockintoyourinventory,andwiththeuseof serialnumbers,youcantrackthemovementofastockitemfromgoodsreceivedthroughtosalesand beyond,helpingyoumaintainwarrantyandreturnedgoodsrecords. RetailManagerprovidesyouwithacompletesystemtocreate,printandrecogniseyourownbarcodes, orusethebarcodesalreadybelongingtoaproduct. RetailManagerletsyoucombineproductsintopackages,whereyoucansellanumberofindividual stockitemstogetherunderasingleprice.Youcanalsodefineastockitemandsellitinportions,orby weight. Stocktakefunctions,particularlywiththeadditionofabarcodescanner,aresimpletoperform,and addedfunctionalitysuchasusingserialnumbersmeansyouhaveaccesstoahighpoweredinventory controlsystemaspartofyourretailsoftware.

Overview
Stockmanagementissplitintoseveralfunctionsthatreflecttherequirementsofanefficient retailercreatingandeditinganitem,creatingpurchaseorders,receivinggoods,managingbarcodes, returninggoodsandstockadjustments(includingsingleitem,partialandcompletestocktakes). Inventoryrecordsshouldbekeptbyretailbusinessesthat:

receiveproductsfromsuppliersandthenselltheseproductsunchangedthatisproductsthatare soldassupplied receiverawmaterialsfromsuppliers,manufactureproductsonsite,andselltheseproducts.

85

Before you use inventory


Beforesettinguporusingyourinventory,youshouldconsiderandplanyourapproachtothefollowing areas:

suppliersanddefaultsuppliers productdepartments,categoriesandcategoryvalues setpricing taxcodes customergrades.

Suppliers
Inventoryitemsarenormallyassociatedwithdifferentsuppliers.RetailManagerreportsthepurchases anditemstobeordered,listedbysupplier.YoucanthencreatepurchaseordersinRetailManagertobe senttoeachsupplier. Whenyoureceiveastockitemintostock,youreceiveitfromaspecificsupplier,butthestockitem itselfisnotlinkedtothesupplier.Thisallowsyoutoassociateoneormoresupplierswitheachstock item. Defaultsuppliers Ifyoureceiveaparticularproductfromonesuppliermostofthetime,youhave theoptiontolinkthesupplier totheproductbymakingthemthedefaultsupplier.RetailManagerwill allowyoutoreceivethisproductfromothersuppliersaswell. IfyouarenotusingRetailManagerforsuppliermanagement,thenyouwillneedtosetupageneric suppliertoenableyoutoreceivestockitemsintostock.
NOTE : Whenthesupplierisnotthedefaultsupplier IfyouselecttheCheckLastStockSupplieroptionin theGeneralOptionswindow,RetailManagerwilldisplayawarningwhenyoureceiveaproductfroma supplierwhoisnotthedefaultsupplierofthatitem.

Formoreinformation,seeMaintainingsupplierdetailsonpage 88.

Product departments, categories and category values


InRetailManager,youcanorganisestock intodepartmentsjustlikeyoudoinyourshop.RetailManager alsoallowsthreecategoryclassificationsforitemswithinadepartment.Groupingstockitemsinto departmentsandassigningthemdifferentcategoryvaluesletsyoutakeadvantageoftheinventory managementfeaturesofRetailManager.Usingdepartmentsandcategoriestogroupitemsinyour inventorycanprovidegreaterdetailinreporting,andhelpsyoutostreamlinestocksearchingand stocktaking. TheexpandedstockclassificationsystemincludestheDepartments&CategoriesAssistant,the ReassignStockItemsfeature,theSelectMultipleStockfeatureandtheDuplicateStockitemsfeature. Thesenewfeatureshelpyousetupanewstockclassificationsystemfromscratchorhelpyouexpand yourcurrentstockclassification. Formoreinformation,seeMaintainingstockitemsonpage 91. Reassignstockitems TheReassignStockItemsfeatureletsyouquicklyassigncurrentstocktonew departmentsandcategories.

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Youcansearchforstockitemsusingthedepartmentnameorcategoryvaluefilters,andthenassign them,eitherindividuallyorinbulk,tonewdepartmentsandcategories.UsingtheReassignStockItems feature,youcanchangetheclassificationofalargenumberofstockitemsinasingleoperation.Thisis usefulifyouhaveimportedalargeamountofstockfromadifferentapplicationorevenaprevious versionofRetailManager. For moreinformation,seeReassigningstockitemsonpage 102.

Set pricing
MYOBRetailManagerhasasetpricingstructurethatallowsyougreatflexibilityinsettingupa customerdiscountstructureorsimilarprogramforyourretailbusiness.Suchprogramscanbeagreat incentiveforyourcustomerstodomorebusinesswithyou.RetailManagerssetpricingstructuregives youtheflexibilitytosetupcustomerdiscountstoaccuratelyreflectyourbusinessrequirements. Atthehighestlevel,theglobalpricinglevel,youcansetupfivecustomergradesthatwillapplytoall yourstockitemsuniversally,regardlessofthetermsanddiscountsatwhichthestockwassuppliedto you. Youcanthenmakeexceptionstothisglobalpricingstructureonacategoryorstockitemlevel;foreach ofthese,youcansetupnewdiscountsforeachofthecustomergradesthatwilloverridetheglobal pricingstructure.
NOTE :

Customerrecords

Customersmusthavecustomerrecords beforeyoucanassignthemagrade.

Commonexamplesofpricinggradesatworkinvolvetermssuchasrecommendedretailprice,trade price,andpreferredcustomerdiscount. For example,inahardwarestoreyoumightdecidethatonthegloballevelyouwillgiveyourAgrade customersthemaximumdiscountof15%.Ifyoursuppliersgiveyoualowermarginforhandtools,you canthencreateanewsetofrulesforthehandtoolcategoryinwhichyougiveyourAgradecustomers 10%offpurchasesofhandtools.However,theremaybeaspecifichandtoolthatissuppliedtoyouat agreaterdiscount;youcansetupanothersetofpricingrulesforthisstockitemalone,whichwill overridethehandtoolcategorypricingrulesandtheglobalpricingstructure. For moreinformation,seePricinggradesonpage 135.

Tax codes
EveryitemyoubuyorsellwilleitherattractGSTorbeGSTfree,andtherefore,shouldbeassignedatax codeinMYOBRetailManager.
NOTE :

Taxcodeforfreight

RetailManagerhasadefaulttaxcodeforfreightonGoodsReceived.

YoucansetdefaulttaxcodesforsalesandpurchasesintheSetTaxCodeswindow,sothateverytime yousellorpurchaseanitem,thedefaulttaxcodeisautomaticallydisplayed. Ifrequired,youcanoverrideanitemsdefaulttaxcodesintheStockwindow.Youcanalsooverridean itemssaletaxcodeatthepointofsaleandthepurchasetaxcodewhenreceivingtheitemintostock. For moreinformation,seeSettingupdefaulttaxcodesonpage 54.

Customer grades
EachcustomercanbeassignedapricinggradeintheCustomerswindow. For moreinformation,seeMaintainingcustomerdetailsonpage 222.

OVERVIEW

8 7

Maintaining supplier details


TheSupplierswindowisusedtorecordalltherelevantdetailsaboutyoursuppliers.Italsorecords everytransactionyouhaveperformedwitheachsupplier,includingallgoodsreceivedandreturned goodstransactions. ItisnotmandatorytousetheSupplierswindow.Forretailbusinesseswhichreceivethestocktheysell fromsuppliers,keepingtrackofsuppliersisessential.Forretailbusinesseswherethesupplier supplies therawmaterialsformakingthestock,suchasinthefoodindustry,inventoryrecordsofeachstock item(suchasfooddishes)arenotkept,asthestockitemsaremadeonsite.Thereforetheinventory levelforeachstockitemissettostatic. Thefollowingtopicsareincludedinthissection:

Creatingandeditingsupplierrecordsbelow Viewingsuppliertransactiondetailsonpage 90.

MatchingsuppliernamesinRetailManagerwithsuppliernamesinyourMYOBbusiness managementsoftware Thefirsttimeyouexportaccountinginformation(forexample,detailed purchases)toyourMYOBbusinessmanagementsoftware,thesuppliersyouhavesetupin RetailManagerwillalsobeexported.AnysuppliersthatdontalreadyexistinyourMYOBbusiness managementsoftwarewillbecreatedforyouautomatically.For subsequentexports,ensurethatthe nameofeachsupplierinyourMYOBbusinessmanagementsoftwarematchesthenamein RetailManagerexactlyincludingthesamecapitalisationandcase.


NOTE : SupplierRegisteredforGST IfyoursupplierisregisteredforGST,makesureyouselecttheSupplier RegisteredforGSToptionintheSupplierswindow.YouthenneedtorecordthesuppliersABN.Youmust quotethesuppliersABNtoclaimGSTonyourpurchases.

Creating and editing supplier records


SupplierrecordsarecreatedandeditedintheSupplierwindow. NotethatyoucannotdeletesupplierrecordsinRetailManager.Youcan,however,hiderecordsthat youdontwanttoappearwhensearchingorgeneratingreports.Formoreinformation,seeHiding recordsinsearchesandreportsonpage 73.

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To create a supplier record


1

GototheInformationmenuandchooseSuppliersorpressCTRL+P.TheSupplierswindowappears.

EnterthesuppliernumberintheSupplierfieldandpressENTER. IfyouwantRetailManagertoautomaticallyallocateauniquesuppliernumbertoasupplier,press F5.Theword<New>willbedisplayedintheSupplierfield.


Minimuminformation Whenyouenterthesuppliername,theCommit F10buttonatthe bottomofthewindowbecomesactive,meaningyoucannowcommitthisinformation.
NOTE :

CompletetheSupplierswindow.Asyouentereachfieldinthewindow,adescriptionofthefieldis displayedinthelongtextfieldatthebottomofthewindow. EnterthegradeofthesupplierintheGradefield.Thisallowsyoutogradeasupplierasahighor lowpriorityvendor. Enterhowmanyworkingdaysyouestimateittakesforgoodstoarrivefromyoursupplier(s)on average,intheDeliveryDelayfield.ThiscalculateddatewilldefaultintheDueDatefieldinthe PurchaseOrderswindowtosaveyouhavingtoentertheduedate;youcanoverridethedateif required. Ifdeliveriesfromthesupplierarefreightfree,selecttheDeliveriesareFreightFreeoptionby pressingtheSPACEBAR,orselecttheoptionwithyourmouse. Ifyourdeliveriesarefreefromthissupplier,awarningwillbedisplayedwhenyouattemptto enterafreightcharge.Youcanthenclaimcreditfromthesupplier. Completethecustomfieldsandsupplier contactinformation. Selectthemethodforsendingpurchaseorderstothesupplier.Youcanemail,print,or printand emailpurchaseorders. Ifapplicable,selecttheSupplierRegisteredforGSToption,andenterthesuppliersABNfield. SelecttheAutomaticallyRejectBackOrdersoptionifyouwantRetailManagertorejectback ordersfromthissupplier.WhenyoureceivepartofanorderthroughtheGoodsReceivedwindow, RetailManagerwillrejecttherestoftheitemsandcanceltheorder. SelecttheHideinSearches/Reportsoptionifyoudontwantthissuppliertoappearinsearchlists andreports.YoucanstilldisplaythesuppliersrecordintheSupplierswindow. ClicktheContact2tabifyouhaveasecondcontact,andcompletethefields. ClickCommit F10orpressF10tocommittheinformation.

4 5

7 8

MAINTAININGSUPPLIERDETAILS

8 9

To edit a supplier record


Theprocessforupdatingsupplierdetailsisessentiallythesameasaddinganewsupplier.Any informationintheContact1andContact2tabscanbeupdated.Notethatyoucannotrenamea supplierwithanexistingsuppliername.
1 2 3

GototheInformationmenuandchooseSuppliers,orpressCTRL+P.TheSuppliers windowappears. EnterthesuppliernumberintheSupplierfield. Whenthesuppliersrecordisdisplayed,pressENTERtomovethroughthefieldsandmakethe requiredchangestothedetails. Noticethatassoonasyouchangeanyoftheinformation,theCommit F10buttonbecomes active,indicatingthatyoucannowcommitthechanges.

ClickCommit F10orpressF10tocommittheinformation.

Viewing supplier transaction details


MYOBRetailManagermaintainsadetailedrecordoftransactionsmadebyeachsupplier,including stockitemssupplied,goodsreceived,goodsreturnedandstockitemsonorder.

To view supplier transaction details


1 2 3

GototheInformationmenuandchooseSuppliers,orpressCTRL+P.TheSuppliers windowappears. EnterthesuppliernumberintheSupplierfield. Clicktherequiredtab.

InadditiontotheContact1andContact2tabs(whicharedescribedinTocreateasupplierrecordon page 89),theSuppliers windowdisplaystheStock,Received,ReturnedandOrders tabs.Eachtabis describedbelow.


Clickacolumnheadingthathasanasterisknexttoittosortthe gridbythatheading.Rightclicktosortthecolumnin descendingorder. Clickatransactionlineor highlightitandpressENTER toviewtheoriginal transactionindetail.

Clickheretoviewcost/sellpricetax inclusive.

Clickheretoviewcost/sellpricetax exclusive.

Viewingstockitemdetails TheStock tablistsallthestock itemssuppliedbythesupplier,together withthecost,anddateandquantitysupplied.


Costcolumn TheCostcolumnmaynotbedisplayedifyoubelongtoastaffgroupwithrestricted accessprivileges.Formoredetailsaboutsettingupaccessprivileges,seeSecurityonpage 283.
NOTE :

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Viewinggoodsreceived details TheReceivedtablistsyourgoodsreceivedtransactionswiththe supplier.Thislistissortedbythedateofthetransaction,andalsodisplaysthenameofthestaff memberwhoreceivedthegoodsintostock,theinvoicenumber,thepurchaseordernumberandtotal. Viewinggoodsreturneddetails TheReturnedtablistsyourgoodsreturnedtransactionswiththe supplier.Thislistissortedbythedateofthetransaction,andalsodisplaysthenameofthestaff memberwhoprocessedthetransaction,theReturnAdvicenumberandtotal. Viewingordereditemsdetails ClicktheOrderstabtoviewtheitemsonorderfromthissupplier.The gridlistsforeachitemonorder,thedate,ordernumber,suffix,cost,quantityonorderandstatusofthe order.
Costcolumn TheCostcolumnmaynotbedisplayedifyoubelongtoastaffgroupwithrestricted accessprivileges.Formoredetailsaboutsettingupaccessprivileges,seeSecurityonpage 283.
NOTE :

Maintaining stock items


MYOBRetailManagerallowsyoutotightlycontrolofyourinventoryandadddetailedinformation aboutstockitems.Foreachstockitem,youcanassign:

thedepartment categories abarcode adescription anextendeddescription.

Thissectionprovidesinformationonhowtomanageyourstockitems,andcoversthefollowingtopics.

Departments and categories


Departments YoucanusetheDepartments&CategoriesAssistanttocreatedepartmentsthatare usedtoorganiseandgroupstock.Departmentsmakeiteasierforyoutolocatestock.Youcanalsofilter salesandinventoryreportsonthebasisofdepartments,andperformpartialstocktakesforallthe itemsinadepartment. Categories RetailManageralsoallowsacategoryclassificationforitemswithinadepartment. Categoriesareusedtodescribecharacteristicsthatarecommontoasetofitems. For example,theMensweardepartmentofaclothingstorestocksshirts,tshirtsandtrousers.Allthese itemswillhavethefollowingcharacteristics:

Stylesuchasformalorcasual. Coloursuchasblack,blue,green,whiteorothercolours. Sizesuchas38,40,42,44,46orS(small),M(medium),L(large)andXL(extralarge).

Thesecharacteristics(style,colourandsize)canberepresentedinRetailManagerascategoriesofthe Mensweardepartment.Youalsodefinethedifferentvaluesthateachcategorycanhave.Inour

MAINTAININGSTOCKITEMS

9 1

example,theStylecategorywillhavethevaluesFormalandCasual,theColourcategorywillhavethe valuesBlue,Green andWhite ,andsoon. Whenyouaddashirtstockitemtoyourinventory,youassignittotheMensweardepartmentand choosethecategoryvaluesthatdefineit.Ifweweretorepresentthedifferentstockitemsinatable,it wouldlooklikethefollowing:


MenswearDepartment
Shirt Shirt Tshirt Trouser Trouser Formal Formal Casual Casual Casual Blue White White Black Blue 42 44 S 42 38

Thefollowingtablesrepresentexamplesfromotherbusinessesthatmayhelpyouunderstandhow departmentsandcategorieswork.

Example 1:
PaperDepartment
CopierPaper CopierPaper PhotoPaper Roflex Folio PCraft 50 100 25

Intheexampleabove,thereareonlytwocategoriesBrandandSheets .Dependingonyourbusiness, youmaydecidetoonlyhavetwocategories.

Example 2:
ShoesDepartment
Shoes Shoes Shoes AJ145 Women Women Men Women Runner Party Runner Party 8 9 10 10

Mostbusinessesmaynotneedmorethanthreecategories.However,ifyouneedtorepresentmore information,youcanuseacomplexitemname.Intheexampleabove,oneoftheitems(AJ145)hasa complexnameAJmayrepresentsthenameofthebrand(AshleyJane),and145maybeacodeforthe style. NotethatyoucannotusethisinformationtobreakuptheinformationinRetailManagerreports.Inthe exampleabove,itiseasiertodeterminethesalesofallpartyshoes(sincepartyisacategoryvalue)as comparedtothesalesofallAshleyJaneshoes.

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Categoryheadingsandcategoryvalues InRetailManager,thecategories,suchasSizeorColour,are calledcategoryheadings.Thevaluestheycanhave,suchas10(forSize)orBlue(forColour)arecalled categoryvalues.


NOTE : Maximum lengthforcategoryvalues InRetailManager,categoryvaluescanonlybe six alphanumericcharactersinlength.Ifyouhavealongervalue,suchasthecoloursMagentaorNavyblue, youmayhavetoshortenthemtosomethinglikeMgentaorNblue.

Why use departments and categories?


Usingadepartmentandcategoriesclassificationprovidestheseadvantages: Locateandtrackstockitemsmoreeasily Youcanlocateandtrackstockitemsmoreeasilyby specifyingthedepartmentorcategoryvalue.Soyoucan,forexample,trackhowmanysize42formal shirtsorhowmanywhiteshirtsyouhaveinstock. Filterreportstoagreaterlevelofdetail YoucanfilterRetailManagerreportstoshowdepartment andcategorytoanalyse,forexample,whichdepartmentorshirtcoloursellsthemost.This,inturn,will helpyoudecidewhattypeofstockyouneedtoreorder. Performpartialstocktakesforaparticulardepartmentorcategoryvalue Youcanperform stocktakesforalltheitemsinadepartment,oralltheitemsthathaveaspecificcategoryvalue(suchas shirtsofsize42).Doingapartialstocktakeisusefulwhenyouneedtoorderstockfromsuppliers.

Deciding on your departments and categories


BeforeyoustartcreatingdepartmentsandcategoriesinRetailManager,itmayhelptodesignyour systemonpaper.Youcanuseatablesimilartotheexamplesprovidedintheprevioussection.Getting yourdesignrightwillmakeiteasierforyoutotrackyourstock,performstocktakesandobtainuseful informationfromyourreports.Youshouldrefineyourdepartments,categoriesandcategoryvalues untilyouaresatisfiedthatthestructurerepresentsyourbusiness. Indecidinghowtousethissystem,askyourselfthefollowingquestions:

Domostofmystockitemscomeindifferentflavoursorvarieties?Forexample,ifyousellbread, youcouldhavewhitebread,multigrainbread,raisinbreadandsoon,soyoucouldhaveacategory calledGrain.Inahardwarestore,toolslikeplierscouldcomeinflatnosedandroundnosed varieties,soShapecouldbeacategory.Brandisafairlycommoncategoryformanyproducts. Theorderformsyouusefororderingitemsfromsuppliersmayprovideacluetocategory classification.Shoestores,forexample,mayhaveanorderformthatrequiresthemtolistthesize andgenderforeachitemtheyorder.Fashionstoresuseamatrixthatspecifiesthestyle,colourand sizeofeveryitem. Rememberthatcategoriesarenotsubdepartments. DoIwanttofiltersalesreportstothelevelofdepartmentsandcategories?Ifitisimportantto yourbusinesstodeterminewhichbrandorsize,forexample,sellsthemost,thesecharacteristics maybethecategoriesyouneedtocreate. DoIwanttolocatestockandperformstocktakesonthebasisofdepartmentsandcategories? Usingdepartmentsandcategoriesmeansthatitbecomeseasiertolocatestock.Youcanalso performpartialstocktakesforalltheitemsinadepartment,oralltheitemshavingaspecific categoryvalue.This,inturn,helpsyouwhenyouneedtoreorderitemsfromsuppliers.

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9 3

Reports that use departments and categories


Youcanspecifyadepartmentand/orcategoryasareportfilterinseveralMYOBRetailManager reports.Thisallowsyoutocloselytargetthedatayouwanttoreport. Forexample,inacornerstore,youmightcreateadepartmentformagazines,andcategoriesforthe varioustypesofmagazinessuchasAutomotive,Sport,Womens,Gardening,andsoon.RetailManager reportingcapabilitiesletyoutotrackthesalesofeachdepartment,categoryandcategoryvalue,so youknowexactlywhichtypeofmagazinesellsthemost. Thefollowingreportsallowyoutofilterdatabydepartmentorcategory:
Reportcategory
Salesreports

Reportname
SalesPeriod SalesPeriodAvg SalesPeriodAvg(inc.Laybys) WhatsSelling ProfitbyProduct ManualStocktake WhatsInStock WhatsInStockDetailed PriceList

Profitreports Stockreports

Customerreports

YoucanalsoviewtheProfitbyCategoryreporttoviewtheprofitsfordifferentcategories.

Partial stocktake for a department or category


TheMYOBRetailManagerStocktakewindowallowsyoutorunapartialstocktakeforaspecific departmentorcategoryorsingleitem.Youcanthencountandupdateyourstock figuresforspecific sectionsofyourstockatatime. Ifyouhaveaparticularlyhighturnoversectionofyourstorethatyouwanttomonitorclosely,youcan runregularpartialstocktakesforjustthatdepartmentorcategory.
NOTE : Manualstocktakesusingdepartmentsandcategories Youcanalsorunamanualstocktakefora specificdepartmentorcategory.Stocktakesheetscanbeprintedoutlistingstockitemssuppliedbyaspecific supplier.

Ifyouhavesetupyourdepartmentsorcategoriesbysupplierorbrandname,youcanrunapartial stocktakeforjusttherelevantcategorybeforeasalesrepresentativesvisit.Thatway,youknowexactly whatyoucurrentlyhaveinstockandwhatyouneedtoorder. Ifyouneedtoregularlyperformstocktakesfordifferentsuppliers,thenyourproductcategorisation shouldreflectthis.Forexample,inachemiststoreyoumighthaveadepartmentcalledPainRelief and aBrandcategory.Foreachbrandinyourstore,youcouldthenstocktakethecategorieswheneverthe representativefromaspecificsuppliervisitsyou.SeeTorunapartialstocktakeonpage 171 formore information.

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Departments & Categories Assistant


Whenyouinitiallysetupyourinventory,youwillprobablycreateyourdepartmentsandcategoriesas youenteryourstock.ProductdepartmentsandcategoriesaresetusingtheDepartments&Categories Assistant,orwhenyoureceivegoodsintostock,eitherintheGoodsReceivedwindowortheCreate NewStockItemswindow. YoucanusetheDepartments&CategoriesAssistantto:

create,editanddeletedepartments createandedituptothreecategories(calledcategoryheadings)foreachdepartment create,editanddeletethevaluesforeachcategory.

YoucanopentheDepartments&CategoriesAssistantfromtheStockManagementmenu.Itcanalso belaunchedfromtheStock,GoodsReceived orPurchaseOrderswindows.

To create departments and categories


1

GototheStockManagementmenuandchooseDepartments&CategoriesAssistant.The WelcometoDepartmentandCategoriesAssistantwindowappears.

LaunchingtheDepartments&CategoriesAssistant Youcanalsolaunchthe Departments & CategoriesAssistantfromtheStock,GoodsReceivedorPurchaseOrderswindows.


NOTE :

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Set up a Department
2

ClickNext.TheSetupaDepartment windowappears.

Select<AddNew>fromtheDepartmentNamelist.TheAddDepartmentNamewindowappears.

EnteradepartmentnameandclickOK.
Departmentandcategorynamelengths Departmentandcategorynamescanbeupto 10 alphanumericcharactersinlength.
NOTE :

Selectoneofthefollowingoptions: Ifyoudonotwanttosetupanycategoriesatthistime, clickFinish .Ignoretherestofthis procedure. Ifyouwanttosetupcategoriesforthedepartmentyoucreated,selectthenumberofcategories youwanttosetupfromtheIwanttosetup[]categoryfieldsdropdownlist.Youcanhavea maximumofthreecategories.

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Set up Category Headings


6

ClickNext.TheSetupCategoryHeadingswindowappears.

Select<AddNew>fromtheCategory1dropdownlist.TheAddCategory1Headingwindow appears.

8 9

EnteracategoryheadingandclickOK. Repeatstep 7andstep 8fortheothercategoriesyouwanttosetupandthenclickNext.TheSetup Category1Valueswindowappears. Set up Category Values

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9 7

10

ClickAdd.TheAddCategorywindowappears.

11

EnteracategoryvalueandclickOK.Thecategoryvalueappearsinthelist.Repeatstep 10andthis stepforasmanycategoryvaluesasyouwanttoenter.


NOTE : Maximumlengthforcategoryvalues InRetailManager,categoryvaluescanonlybe six alphanumericcharactersinlength.Ifyouhavealongervalue,suchasthecoloursMagentaor Navyblue,youmayhavetoshortenthemtosomethinglikeMgentaorNblue.

12

ClickNext. Ifyousetuponlyonecategory,theSummarywindowappears.Gotostep 13. Ifyousetupmorethanonecategory,theSetupCategory2Valueswindowappears.Repeat step 10andstep 11forCategory2andclickNext.(Ifyousetupathirdcategory,youneedto repeatstep 10andstep 11forCategory3aswell,andthenclickNext.)TheSummarywindow appears.

Summary
13

IntheSummary window,checkthatthedepartment,categoriesandcategoryvaluesyouhaveset uparecorrect.Ifyouneedtomakeanychanges,clickBack.Otherwise,clickFinish.Aquestion windowappears.

14

Ifyouwanttocreatestockitemsnow,clickYesandthenseeCreatinganewstockitemon page 104.Otherwise,clickNotoreturntotheWelcometoDepartmentandCategoriesAssistant window. ClickCanceltoreturntothemainRetailManagerwindow.

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Editing a department, category heading or category value


Thesimplestwaytoeditadepartment,categoryheadingorcategoryvalueisusingtheDepartments& CategoriesAssistant.

To edit a department
1

GototheStockManagementmenuandchooseDepartments&CategoriesAssistant.The WelcometoDepartmentandCategoriesAssistantwindowappears. ClickNext.TheSetupaDepartmentwindowappears. SelectthedepartmenttobechangedfromtheDepartmentNamedropdownlistandclickEdit. TheEditDepartmentNamewindowappears. MaketherequiredchangesandclickOK. Ifthereareanystockitemsalreadyassignedtothisdepartment,amessageappearsindicatingthat theywillbereassignedtothenewdepartment.ClickYestocontinue.

2 3

ClickFinish.

To edit a category heading


1

GototheStockManagementmenuandchooseDepartments&CategoriesAssistant.The WelcometoDepartmentandCategoriesAssistantwindowappears. ClickNext.TheSetupaDepartmentwindowappears. SelectthedepartmentthatcontainscategoriesthatneedtobechangedfromtheDepartment NamedropdownlistandclickNext.TheSetupCategoryHeadingswindowappears. SelectthecategorytobechangedandclickEdit. Iftherearestockitemsalreadyassignedtothiscategory,aconfirmationmessageappears.

2 3

Toconfirmthatallstockshouldbeassignedtothenewheading,clickYestothemessageandmake therequiredchanges.Or,ifyoudonotwanttocontinue,clickNo. ClickFinish.

To edit a category value


1

GototheStockManagementmenuandchooseDepartments&CategoriesAssistant.The WelcometoDepartmentandCategoriesAssistantwindowappears. ClickNext.TheSetupaDepartmentwindowappears.

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9 9

SelectthedepartmentthatcontainscategoriesthatneedtobechangedfromtheDepartment NamedropdownlistandclickNext .TheSetupCategoryHeadingswindowappears. SelectthecategorythatcontainsthevaluethatyouwanttochangeandclickNext. SelectthecategoryvaluetobechangedandclickEdit. MaketherequiredchangesandclickOK.Ifthecategoryvalueisusedinmorethanone department,aconfirmationmessageappears.

4 5 6

Proceedwithoneofthefollowing: Tochangethevalueinalldepartmentswhereitisused,clickAllDepartments. Tochangethevalueintheselecteddepartmentonly,clickThisDepartment. Ifyoudonotwanttocontinue,clickCancel. ClickFinish.

Deleting a department, category heading or category value


Deletingadepartment Thesimplestwaytodeleteadepartmentisbyusingthe Departments & CategoriesAssistant.Deletingadepartmenthasthefollowingeffectonstockitems andcategories:

Stockitemsarereassignedtothe<Default>department. Stockitemsretainthefirsttwocategoryvalues (suchasthecolourBlueorthesize12),butthese valuesareassignedtothedefaultheadingsCategory1andCategory2(insteadofsay,Colourand Size ).


NOTE : Ifyouhaveanitemthathasathirdcategoryvalue Ifyouhaveanitemthathasathird categoryvalue,suchasFormal,this willberetainedandassignedtothedefaultCategory3heading. However,sincethe<Default>departmenthasonlytwocategories,thisvaluewillbecomereadonly, meaningthatyouwillnotbeabletochangeiteventhoughitwillappearinthewindows.Ifyouwantto usethisvalue,youwillneedtoeithereditthe<Default>departmenttohavethreecategories,orcreatea newdepartmentfortheseitems.

Deletingcategoryheadings Youcannotdeleteacategoryheading.However,ifyoudeletethe departmentthatthecategoryheadingbelongsto,thecategoryheadingwillnolongerbevisiblein RetailManagerwindowssuchastheStockwindow.TheheadingwillstillbelistedintheDepartments &CategoriesAssistantasanavailableheadingandyouwillbeabletoreuseitinanewdepartment, butitwillnotappearelsewhere. Deletingcategoryvalues Assistant. YoucandeleteacategoryvalueusingtheDepartments&Categories

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To delete a department
NOTE : Beforeyoudeleteadepartment Keepinmindthatthedepartmentsstockitemswillbeassignedto the<Default>departmentandtheircategory valueswillbeassignedtothe Category1andCategory2categoryheadings.Fordetails,seeDeletingadepartmentonpage 100.

GototheStockManagementmenuandchooseDepartments&CategoriesAssistant.The WelcometoDepartmentandCategoriesAssistantwindowappears. ClickNext.TheSetupaDepartmentwindowappears. SelectthedepartmenttobedeletedfromtheDepartmentNamedropdownlistandclickDelete. Aconfirmationmessageappears.

2 3

Dooneofthefollowing: Toconfirmthedeletionandreassigntheitemsinthedepartmenttothe<Default>department, clickYes. Ifyoudonotwanttocontinue,clickNo . ClickFinish.

To delete a category value


1

GototheStockManagementmenuandchooseDepartments&CategoriesAssistant.The WelcometoDepartmentandCategoriesAssistantwindowappears. ClickNext.TheSetupaDepartmentwindowappears. SelectthedepartmentthatwillhavethechangefromtheDepartmentNamedropdownlistand clickNext.TheSetupCategoryHeadingswindowappears. SelectthecategorycontainsthevalueyouwanttodeleteandclickNext.TheSetupCategory[] Valueswindowappears. SelectthecategoryvaluetobedeletedandclickDelete.Thefollowingmessageappears.

2 3

Dooneofthefollowing: Todeletethevalueinalldepartmentswhereitisused,clickAllDepartments. Todeletethevalueinonlytheselecteddepartment,clickThisDepartment . Ifyoudonotwanttocontinue,clickCancel. ClickFinish.

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Reassigning stock items


TheReassignStockItemsfeatureletsyouquicklyassigncurrentstocktonewdepartmentsand categories. InpreviousversionsofRetailManager,youcouldassignastockitemtoacategoryandasubcategory. Inthisversion,astockitemcanbeassignedtoadepartmentanduptothreecategories.(Formore information,seeMaintainingstockitemsonpage 91.) IfyouupgradedtoRetailManagerfromapreviousversion,andintendtoorganiseyourstockitemsby departmentandcategory,youcanusetheReassignStockItemswindowtodoso. Whenyouupgradedtothisversion,allthestockitemsinyourshopfrontwereautomaticallyassigneda departmentcalleddefault.Ifyouhadpreviouslyassignedthemacategoryandsubcategory,those wereretained.Forexample,abookstorehasassignedthebookBalionaBudgettotheTravel categoryandtheAsiasubcategory.Uponupgrade,thebookretainedthesetwocategories;italso acquiredanadditional(third)categoryandwasassignedtothedefaultdepartment.Thebookstore cannowusetheReassignStockItemswindowtoreassignthebooktoanewdepartmenttheyhaveset up,sayReference,andtoassignitathirdcategory,suchasAuthororPublisher. Beforeyoubeginreassigningstockitemstodepartments,makesureyouhavesetupdepartments.See Departments&CategoriesAssistantonpage 95 formoreinformation.

To reassign stock items


1

GototheStockManagement menuandchooseReassignStockItems.TheReassignStockItems windowappears.

2 3

Select<Default>fromtheDepartmentdropdownlist. Toreassignstockitemsbycategory,selectthecategoriesfromthecategorydropdownlists.For example,ifthebookstorewantstoreassignalltheirtravelbooksonAsiafirst,theywouldselect TravelfromtheCategory1listandAsiafromtheCategory2list.Ifyouwanttolistallitems,select <All>fromthecategorylists.

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ClickLoad.Allthestockitemsbelongingtothecategoriesyouselectedinstep 3appearinthelist.

5 6

SelecttheitemsyouwanttoreassignbyclickingtheoptionnexttoeachitemintheSelectcolumn. Changethedepartmentandcategoryvaluesfortheselecteditems: a Ifyouwanttoreassignonlyoneitem,youcanchangethedepartmentsandcategoriesforthe itembyclickingintheappropriatefieldandmodifyingthevalue.Proceedtostep 12. b Ifyouhavemorethanoneitem,clickReassignDepartment&Categories.TheSelectto Reassignwindowappears.Proceedtostep 7.

FromtheDepartmentdropdownlist,selectthedepartmentyouwanttoreassigntheselected itemsto. Fromthecategoriesdropdownlists,selectthecategoriesyouwanttoassigntotheitems.

Ifyouwanttocreateanewcategory,select<AddNew>fromthelist.SeeTocreatedepartments andcategoriesonpage 95. ClickOK.Notethattheselecteditemshavebeenreassignedtothenewdepartmentand categories. Repeatstep 3tostep 8fortheotherstockitemsyouwanttoreassign.Anystockitemsyouhavenot reassignedwillremainassignedtothe<Default>department. ClickCommit F10orpressF10tocommittheinformation.

10

11

12

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Creating a new stock item


Therearethreemethodsofcreatinganewstock iteminMYOBRetailManager:intheStock window,in theCreateNewStockItemwindow(whichlookssimilartotheStockwindow),anddirectlyinthe GoodsReceived window. YoucanalsocreateduplicatesofstockitemsintheDuplicateStock window,whichcanbeopenedfrom theStock window,theGoodsReceivedwindoworthePurchaseOrderswindows. Themethodyouselecttocreateanewstockitemdependsonthetypeoftransactionyouare performinginRetailManagerandthekindofinformationyouwanttorecordfortheitem. CreatinganitemintheStockwindow TheStock windowisusedmainlyforcreatingitemsthatdont requirepurchasedetailsorthestockquantitytoberecordedforexample,itemssuchaslabourand freight.YoualsocreatepackagesintheStockwindow. IfyoudonthaveyourinventorydetailsinaformatthatcanbeimportedintoRetailManager,youcan usetheStockwindowtoentereachitemofinventoryinRetailManagerattheoutset;thequantityof eachiteminstockcanthenbeenteredbyperforminganopeningstocktake. CreatinganitemintheCreateNewStockItemwindow Thiswindowcanonlybeopenedfrom anotherwindowsuchasGoodsReceivedorPurchaseOrders.Youusethiswindowtocreateanew itemwhenyouorderitorreceiveitintostock.Youcanenterdetailedinformationaboutthestockitem inthiswindow.
TheStockandtheCreateNewStockItemwindows ThefieldsintheCreateNewStockItem windowareidenticaltothefieldsintheStockwindow.
NOTE :

CreatinganitemintheGoodsReceivedwindow YoucreateanitemdirectlyintheGoodsReceived windowifyouarereceivingtheitemintostockandwanttorecordtheminimumamountof informationabouttheitem.Thisisusefulifyouhavereceivedalargenumberofproductsandwantto entertheminRetailManagerquickly.Youcanentertheremainingproductdetailsatalatertime. CreatinganitemintheGoodsReceivedwindowallowsyoutoenterthepurchasedetailsandreceived quantityfortheitem.SeeReceivinggoodsonpage 129formoreinformationabouttheGoods Received window. CreatingduplicatestockitemsintheDuplicateStockwindow Duplicateitemshavethesame departmentandpricinginformationbutcanbelongtodifferentcategoriesorhavedifferentbarcodes anddescriptions.TheDuplicateStockwindowcanbeopenedfromtheGoodsReceivedwindowand thePurchaseOrderswindow.YoucanalsoopenthiswindowfromtheStockwindowifyouchooseto createmorethanoneduplicate.For detailsoncreatingduplicatestockitems,seeToaddduplicate stockitemsintheGoodsReceivedwindowonpage 134,Tocreateapurchaseorderonpage 125or Tocreatemorethanoneduplicatestockitemonpage 111.

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To create a new stock item


1

GototheInformationmenuandchooseStock,orpressCTRL+O.TheStock windowappears.

ScanorenterthebarcodeoftheitemintheBarcodefield(youcanenteralphanumericcharacters inthisfield).Inthemessagewindowthatappears,clickCreate. Or,ifyouwantRetailManagertoassignabarcode,pressF5.<New>willbedisplayedinthefield andanumericbarcodewillbeassignedtotheitemoncetheitemiscommitted.

EnterthedescriptionoftheproductintheDescriptionfield.Thisisamandatoryfield.
Minimuminformation Whenyouenterthedescription,theCommit F10buttonatthe bottomofthewindowbecomesactive,meaningyoucannowcommitthisinformation.
NOTE :

EnterthedepartmentandcategoriesoftheproductintheDepartmentand Categoryfields.Ifyou arenotassigningcategoriesforyourstockitems,select<N/A>forthesefields. Formoreinformationonsettingupdepartmentsandcategories,seeDepartments&Categories Assistantonpage 95.

5 6

EnteranextendeddescriptionfortheproductintheExtended Descriptionfield. SelecttheTrackSerialNumberoptionifyouwanttotrackserialnumbersforthisstockitem.See Serialnumbersonpage 158formoreinformationaboutserialnumbers. SelectthePackage optionifthisitemisapackage.SeePackagesonpage 113formore informationoncreatingapackage. SelecttheStaticQuantityfieldifyoudontwanttoreducethequantityofaproductwhenitissold. Forexample,thiswouldbeusefulwhenthereisafreightcharge,wherethechargehasacostbut noobviousquantity.Allotheraspectsofthetransactionarerecorded. TheIn Stock,Layby,OnOrder,CSOandS/Orderfieldsaredisplayonlyfields,whichwilldisplay0 whenenteringanewproduct.

SelecttheFreightItemoptionifyouarecreatingastockitemforfreight.SeeSettingupafreight itemonpage 112forinstructionsoncreatingafreightitem. SelecttheAllowFractionalQuantitiesoptionifyoubuyorsellpartquantitiesofthisitem.This allowsyoutoenterdecimalvaluesandfractionsintheQtyfieldintransactionwindows.


NOTE :

10

SerialNumbers

Youcannotapplyserialnumberstoitemssoldinfractionalquantities.

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1 0 5

To set tare weight


11

SelecttheUseScaleoptionifthisstockitemisaweigheditemandyouhavesetupscalesasa hardwareoptionwithRetailManager. WhenyouselecttheUseScalesoption: theAllowFractionalQuantitiesoptionisautomaticallyselectedandlocked theTrackSerialNumbers,PackageandFreightoptionsbecomeunavailable theUnitofMeasureissettoKilograms(kg) theTareWeightfieldbecomesavailable.


NOTE : Unitofmeasurefieldlocked IfyouselectedtheUseScales option,theUnitofMeasurefield displaysKilogram(kg)andislocked.Youcannotchangetheunitofmeasurefromkilogramswhenyouuse thescaleshardwareoptionwithRetailManager.

12

PlacethecontainerinwhichthestockitemwillbeweighedontothescaleandclickRead Weight. YoucanalsodirectlyentertheweightofthecontainerintheTare Weightfield. Thecontainersweightwillautomaticallybedeductedfromthetotalweightwhenyouweigh portionsofthisstockitem.

13

Ifyouwanttorecordtheitemasameasureditem(thatis,youwanttoreceivegoodsandrecord salesofthisstockitemusingaunitofmeasuresuchasgrams,kilograms,litresormillilitres),select theappropriateunitofmeasurefromtheUnitofMeasuredropdownlist. EnterthefollowingpurchaseinformationfortheproductintherespectivePurchases(Costs)fields. a EnterthepurchasetaxcodeintheTax Codefieldor pressF2toselectfromthelistoftaxcodes. b Dependingontheinformationyouhaveathand,entereitherthetaxexclusiveunitcostintheEx Taxfield,orthetaxinclusiveunitcostintheIncTaxfieldandpressENTER.RetailManagerwill automaticallyfillintheotherfield.
NOTE : Purchases(Costs)fields ThePurchases(Costs)fieldsmaynotbedisplayedifyoubelongto astaffgroupwithrestrictedaccessprivileges.Formoredetailsaboutsettingupaccessprivileges,see Securityonpage 283.

14

15

EnterthefollowingsaleinformationfortheproductintherespectiveSales(RRP)fields. a EnterthesalestaxcodeintheTaxCodefieldorpressF2toselectfromthelistoftaxcodes. b EntereitherthetaxexclusivesellpriceintheEx Tax fieldorthetaxinclusivesellpriceintheInc TaxfieldandpressENTER.RetailManagerwillautomaticallyfillintheotherfield. Enterasuppliernumberorclickthesearchicon( )todisplaythelistofsuppliers.Selectthe supplierfromthelist.SeeMaintainingsupplierdetailsonpage 88forinformationaboutsuppliers andcreatinganewsupplier recordforthisstockitem. EntertheminimumstockquantityyouwanttoholdoftheproductintheMinQtyfield.Whenthe stockleveloftheproductdropsbelowthisquantity,notincludinglaybys,thisproductwillappear ontheWhatNeedsOrderingreport. Enterthequantityoftheproductyouwanttokeepinstockallthetime,intheMaxQtyfield.You willreordertheproducttothisquantitylevel. EnterasalepromptintheSalePromptfield.Themessageyouenterherewillappeareachtimethis itemisselectedforsaleintheSaleswindow.

16

17

18

19

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NOTE : Saleprompt Thesalepromptcanbeusedtoremindstafftopromoteotherstockitems, includingthoserelatedtoaparticularitemforexample,youmightwanttocreateasalespromptfora kettleitem,askingifthecustomerwouldbeinterestedinpurchasingasetofcups.

20

EntertheamountthatcanbeearnedwitheachsaleintheSaleBonus field,ifyourstaffreceivea bonusonthesaleofthisstockitem.


SaleBonusandStaffCommission information.
NOTE :

SeeStaffcommissionsonsalesonpage 80formore

21

SelecttheHideinSearches/Reportsoption,ifyoudontwantthisstockitemtoappearinsearch listsandreports.SeeHidingrecordsinsearchesandreportsonpage 73 formoreinformation. SelecttheAllowDescriptionChangeatPOSoptiontoenableeditingoftheitemdescriptionatthe timeofsale.Forexample,anitemcalledlabourcouldbedescribedmorespecificallyasinstalled airconditioner. To add account details

22

23

ClicktheAccountstabandentertheincomeaccountandcostofgoodssoldaccountforthisitem. Ifyoudontsetanaccountfortheitem,thedefaultaccountsyousetinyouraccountingoptionstab willbeusedtorecordincomeandcostofsales(seeAccountingoptionsonpage 41). Whenyouhavefinishedenteringalltheinformation,clickCommit F10orpressF10tocommit theinformation.

24

Naming your stock items


WhenusingMYOBRetailManageritisimportantthatyoudecideonyournamingconventionsforstock itemsattheoutset,andthatyouareconsistentwhennamingyourstockitems.Thiswillhelpmaximise thebenefitfromreporting,makereceivinggoodsintostockasquickandeasyaspossible,reducethe likelihoodofstockitemduplicationinyourinventory,andmakesearchingforstockitemsin RetailManagereasier. Thefieldsyouhaveatyourdisposalwhennamingastockitemarethe15characterNumberfield,the 40characterDescriptionfield,thetencharacterDepartmentfield,andthesixcharacterCategory fields.

MAINTAININGSTOCKITEMS

1 0 7

Youcanenteralphanumericcharactersinallofthesefields.Rememberthatwhenastaffmemberis searchingforaproduct,itisthefirstfewlettersofthedescriptionthattheywillmostlikelyuseas searchcriteria,soenterthemostimportantinformationfirstinthestockitemDescription field. Thecategoryinformationdoesntneedtobeduplicatedinthestockitemdescription.SeeMaintaining stockitemsonpage 91forimportantinformationaboutsettingupdepartmentsandcategories.

Example
Forexample,ahardwarestoremighthavethedescriptionofagalvanisednailstartwithFHforflathead orJHforjolthead,followedbythelengthofthenail.Therefore,agalvanisedflathead75mmnailwould haveastockitemIDordescriptionofFH75.If allstaffareawareofthenamingconvention,searching forthisstockitemwillberelativelysimple.

Assigning a unit of measure


MYOBRetailManagerallowsyoutoassignaunitofmeasuretoyourstockitems.Theunitofmeasure defaultstoEach(equivalenttoacountoftheitem)whenyoufirstcreateastockitem.Ifyouusescales, connectedtoyourRetailManagercomputer,youcanclassifyastockitemasaweigheditem.Whenan itemisclassifiedasaweigheditem,theunitofmeasureissettoKilogram(kg). Unitsofmeasureavailableforstockitemsinclude:

Each Kilogram(kg) Gram(g) Pound(lb) Ounce(oz) Litre(l) Millilitre(ml).

Whenanitemisselectedaspartofatransaction,theunitofmeasureassociatedwiththeitemis displayedintheQtycolumnintheentereditemlistofthetransactionwindow. UsingEachasaunitofmeasure TheunitofmeasureEachisthedefaultunitofmeasurewhenyou createastockitem.WhenyouuseEach,theQtycolumnintheentereditemlistofatransaction windowdisplaysthenumberofunitsofthestockitemselectedforthetransaction. Changingtheunitofmeasure Onceyoucommitatransaction(suchasasaleorlayby)onanewly createdstockitemwhereyouhavesetaunitofmeasureotherthanthatofEach,youcannotchange theunitofmeasureforthisitem. Untilyoucommitatransaction,youcanchangetheunitofmeasureasoftenasyoulike.

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Adding pictures to stock items


YoucanaddpicturestostockitemsintheStockwindow.Youcanaddpicturesin.jpg,.gifand.bmpfile formats.Notethatstockpicturesdonotappearintransactionwindowsorstockreports. WhenyouaddapicturetotheStockwindow,acopyofthepictureissavedtoyour C:RetailM\<shopfrontname>\Picturesfolder.Ifyoudeleteormergeastockitem,youneedto manuallydeletethepicturefilefromthisfolder.

To add a picture to a stock item


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GototheInformationmenuandchooseStock,orpressCTRL+O.TheStock windowappears. EnterthebarcodeoftheproductintheBarcodefieldandpressENTER.Thedetailsofthestockitem appear. ClickthePicturetab.

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ClickInsertPicture .TheLoadImagewindowappears. SelectthepicturefileyouwanttoaddandclickOpen.TheStockwindowreappearswiththe picture.

To remove a picture from a stock item


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GototheInformationmenuandchooseStock,orpressCTRL+O.TheStock windowappears. EnterthebarcodeoftheproductintheBarcodefieldandpressENTER.Thedetailsofthestockitem aredisplayed. ClickthePicturetabandthenclickRemovePicture.Aconfirmationmessageappears. ClickYes.Thepictureisremoved.

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For informationaboutviewingpicturedetailsforastockitem,seeViewingpicturedetailson page 118.

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Creating duplicate stock items with a single bar code


UsingMYOBRetailManageryoucancreateduplicatestockitemswithasinglebarcode.Thiscanbe useful,forexample,whenasingleitemissoldindifferentquantitiesbutwiththesamebarcode. Anothersituationinwhichthiswouldbeusefuliswhenyouhaveboughtanexdemonstrationitem andanewitem;eachitemwouldbelikelytohaveadifferentunitcostandretailprice.
Thebarcodemustalreadyexist. Youcanonlycreateduplicatestockitemsusingabarcodethat alreadyexistsinRetailManager.Youcannotcreateduplicatestockitemsusinganewbarcode.
NOTE :

To create duplicate stock items with a single bar code


1

GototheInformationmenuandchooseStock,orpressCTRL+O.TheStockwindowappears.
Singleduplicatestockitems YoucanalsocreatesingleduplicatestockitemsfromtheGoods Received andPurchaseOrderswindows.
NOTE :

Scanorenterthebarcodeyouwanttousefortheduplicateitems.Thedetailsoftheexistingstock itemaredisplayed. ClickDuplicateBarcode(bottomrightoftheStockwindow).Amessageappearsaskinghowmany duplicatesyouwanttocreate.

Dooneofthefollowing: Tocreateasingleduplicatestockitemwithacopyoftheinformationoftheoriginalitem,click OneDuplicate.FollowthestepsinTocreateasingleduplicatestockitembelow. Tocreatemorethanoneduplicatestockitemwithacopyoftheinformationoftheoriginalitem, clickManyDuplicates.FollowthestepsinTocreatemorethanoneduplicatestockitemon page 111. Ifyoudonotwanttocontinue,clickCancel.

To create a single duplicate stock item


1

Ifyouchosetocreateasingleduplicateinstep 4above,amessageappearsaskingifyouwantto alsoduplicatetheinformationintheoriginalitem.

Dooneofthefollowing: Tocreateaduplicatestockitemwithacopyoftheinformationoftheoriginalitem,clickYes. ToonlyduplicatetheinformationintheBarcodefield,clickNo .TheCreateNewStockItem windowappears.NoticethattheBarcodefielddisplaysthebarcodeofthefirststockitemthis cannotbeedited.

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Enterthedetailsofthestockitem.SeeCreatinganewstockitemonpage 104forfullinstructions oncompletingthefieldsinthiswindow. CommitthetransactionbyclickingCommit F10orbypressingF10.Iftheproductdescriptionand categorycombinationisthesameastheoriginalitem,youarepromptedtocontinuewiththe transaction.ClickYes.Youarereturnedtothewindowthatdisplaystheoriginalstockitem.

IntheSaleswindow,whenyouscanabarcodewhichhasduplicatestockitemsattachedtoit,apopup windowappears,listingtheattacheditemsfromwhichyoucanmakeaselection.

To create more than one duplicate stock item


1

Ifyouchosetocreatemorethanoneduplicateinstep 4onpage 110,theDuplicateStockwindow appears.Theitemdetailsappearinthetoppartofthewindow.

Ifyouwanttoenteryourownbarcodefortheitemoryouwanttoretainthesamebarcodeforall theduplicates,deselecttheIncrement Bar code by 1option.Iftheoptionisleftselected,anew barcodewillbegeneratedautomaticallybyincrementingtheoriginalitemsbarcodeby1.


2 3

IntheNumberofduplicatesfield,enterthenumberofduplicatesyouwanttocreate. ClickDuplicate.Theduplicateitemsappearinthelist.

Ifnecessary,youcanassigndifferentcategoryvaluesormodifytheBarcodeandDescription for eachitem.Clickinthefieldyouwanttomodifyandchangethevalue.

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SelecttheSelectoptionnexttoeachoftheduplicatesyouwanttocreate.Toselectallitemsinthe list,click theSelectcolumnheading. ClickOKtoduplicatetheselecteditems.YouarereturnedtotheStock window.

IntheSaleswindow,whenyouscanabarcodewhichhasduplicatestockitemsattachedtoit,apopup windowappears,listingtheattacheditemsfromwhichyoucanmakeaselection.

Setting up a freight item


MYOBRetailManagerallowsyoutosetupastockitemasafreightitem.Ifyourbusinesschargesfreight onsales,youwillneedtocreateoneormorestockitemsforfreightintheStockwindow.Freightstock itemscanbepurchasedandsold.RetailManagerdoesnotdifferentiatebetweenincomefrom normalsalesofstockitemsandincomefromfreightitems. Whenperforminganaccountingexport,however,theincomecollectedfromfreightitemsisseparated fromnormalsalesincomeandthecostofsellingthefreightitemisalsoseparatedfromthenormalcost ofsales.SeeSettingupRetailManagertoexporttoyourbusinessmanagementsoftwareonpage 42. Youmayormaynotknowthecostoffreightatthepointofsale.Ifyoudoknowthecostforexample, yourcourierhasgivenyoutheratesfordifferentpackagesizesandweightsyoucansetupmultiple freightitemsforeachsizeorweightandsellthefreightitemappropriateforthesale. Ifyouintendtochargefreightongoodsreturnedtosuppliers,youwillneedtosetupafreightitemand returnthisitemtothesupplier. Example AbusinesspurchasesExpressPostenvelopesthattheyusetosendgoodstotheircustomers.They chargetheircustomers$10.00postagewhenanenvelopeisused.Thebusinesswouldrecordagoods receivedentryfortheseenvelopesatthepurchasevalueoftheenvelopes.Whentheyrecordasale thatrequirespostagetheyselltheenvelopetothecustomerasaseparateitemontheinvoice.
Costpriceonfreight Ifyoudontenteracostpriceforfreight,yourgrossprofitonfreightwill appearas100percent.
NOTE :

NoteabouttheGST SincefreightattractsGST,youneedtosetthefreightsaletaxcodetoGST10%. Freightchargedforgoodsreturnedisconsideredareturnedpurchase;therefore,ifyouarereturning goodstoasupplier,youwillneedtosetthefreightpurchasetaxcodetoGST10%. FreightisGSTfreefortheoverseascomponentofexportsales.Ifyourbusinesssellsgoodsoverseas, youmayneedtosetupaseparatefreightitemtobeusedintheseinstances,andassignitaGSTfreetax code.Formoreinformation,seeCreatingtaxcodesonpage 56.

To create a freight item


1 2

GototheInformationmenuandchooseStock,orpressCTRL+O.TheStockwindowappears. EnteradescriptivecodesuchasFreightintheBarcodefield.Amessageappearsstatingthatno matchingbarcodeswerefound. Inthemessagewindow,clickCreatetocreatethenewitem. CompletetheDescription ,DepartmentandCategoryfieldsasrequired. SelecttheFreightItemoption.

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SelecttheStaticQuantityoptioniffreighthasnoquantity(forexample,couriercharges).Donot selectthisoptionifyouwanttotrackfreightquantity(forexample,prepaidenvelopes). Ifapplicable,enterthepurchasetaxcodeandsaletaxcodeintheappropriatefields. EnterthecostpriceifknownintheExTaxfieldofthePurchaseswindow. EntertheamountyouchargeforfreightintheExTaxfieldoftheSaleswindow.Youcanoverride thisamountintheSaleswindow. ClickCommit F10orpressF10tocommittheinformation.

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Packages
InMYOBRetailManageryouhavetheflexibilitytosellaproductasasingleitem,andaspartofa package.Apackageconsistsofseveralstockitemsthataregroupedtogetherandsoldasasingleunit. For example,aconfectionerystorewantstosellamultipackofseveralkindsofchocolatewhichthey alsosellasindividualitems.ThemultipackconsistsoftwopacketsofAlmondCrunch,oneboxof Nougat,twobarsofRaspberryRiot,andsixChocMintSwirls.InRetailManagerastockitemcalled VarietyPackiscreatedintheStockwindowandflaggedasapackage.Thentheindividualstock itemsAlmondCrunch,Nougat,RaspberryRiotandChocMintareaddedascomponentsofthis package. Settingthepackagesellprice InRetailManager,thesellpriceofapackageisthetotalofthesell priceofeachofitscomponents.Ifyouwanttoadjustthepriceofthepackage,youneedtodosoatthe componentlevelbyadjustingthepriceofoneormoreofthecomponents. Assigningataxcode Youmusteitherassignataxcodetothepackageorspecifythattaxwillbe chargedatthecomponentrate.AnexampleofwhenyouwouldchargeGSTatthecomponentrate wouldbewhensellingafoodhamperwheresomeitemsinthehamper,suchasfreshfruit,arefreeof GST,whileotheritems,suchasbottlesofwine,attractGST.

To create a package
1 2

GototheInformationmenuandchooseStock,orpressCTRL+O.TheStock windowappears. EnterthebarcodeyouwanttouseforthepackageintheBarcodefieldandpressENTER. Alternatively,pressF5intheBarcodefieldifyouwantRetailManagertoassignabarcode. Enteradescription,department,categoriesandextendeddescriptionforthepackage.

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SelectthePackageoptiontoflagthisitemasapackage.

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EntertheSalestaxcodeintheTaxCode field. CompletetheremainingfieldsasrequiredandclickCommit F10orpressF10tocommitthe information.SeeCreatinganewstockitemonpage 104formoreinformationoncompleting thesefields.


Addingcomponentstoapackage Toaddcomponentstothepackage,opentheStock window bypressingCTRL +OandenterthebarcodeofthepackageyoujustcreatedintheBarcodefield.
NOTE :

ClickComponentsintheviewslist.(Youmayneedtochoosethestockitemagainbyenteringthe barcodeorsearchingfortheitem.) Entercomponentdetails.


Packagecomponentsmustexist Thecomponentsyouwanttoaddtothepackagemustalready existinthesystem.YoucannotcreateanewstockitemintheComponentswindow.
NOTE :

a Enterthebarcodeorsearchforthestockitemthatyouwanttoaddtothepackage,inthe

Component field.
b EnterthequantityofthisitemyouwantinthepackageintheQuantityfield. c Adjusttheunitsellpriceasrequired.

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d Clicktheaddicon(

)toaddthecomponenttothepackage.Thecomponentappearsinthe

grid.

Repeatfromstep 7toaddtherestofthecomponentstothepackage. TheTotalfielddisplaysthepackagesellprice(whichisthetotalsumofthecomponentsellprices). Ifyouwanttoadjustthepackagesellprice,youneedtodosobyadjustingthepriceofoneormore ofthecomponents. Iftheunitsellpriceyouenteredforacomponentisbelowcost,RetailManageralertsyoutothatby displayinganasteriskintheBCcolumn.

10

SelecttheChargeGSTatComponentsratesoptionifyouwantRetailManagertousethe componentstaxcodewhensellingthepackage,andnotthetaxcodeyouspecifiedforthepackage instep 5. SelectPrintComponentsonReceiptifyouwantthecomponentsofthepackagetobelistedon receipts.


NOTE : DocketPrinter Youmust haveadocketprintersetupbeforeselectingthisoption.Ifyoudonot haveadocketprintersetup,youwillnotbeabletocommityourchanges.SeeDocketprinteron page 32formoreinformationaboutsettingupyourdocketprinter.

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ClickCommit F10orpressF10tocommittheinformation.

To update package details


Youcanaddacomponenttoapackage,oreditordeleteanexistingcomponentfromapackageinthe Stockwindow.
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GototheInformationmenuandchooseStock,orpressCTRL+O.TheStock windowappears. EnterthebarcodeofthepackageintheBarcodefield. ClickComponentsintheviewslist.Alistofcomponentscontainedinthepackageappearsinthe grid. Toaddacomponent,enterthebarcodeofthecomponentintheComponentsfield,enterthe quantityoftheitemyouwanttoincludeinthepackageandclickthecloseicon ( ). Toeditacomponent,selectitinthegrid.Thecomponentdetailsareremovedfromthegridand displayedintheComponentsfieldslineabovethegrid.Editthelineasrequiredandclickthe closeicon( ).

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Todeleteacomponent,selectitinthegrid.Thecomponentdetailsareremovedfromthegrid anddisplayedintheComponentsfieldslineabovethegrid.PressDELETEthenclick thecloseicon ( ). Notethatthesellpriceofthepackagechangesautomaticallytoreflectanychangesyouhave madeatthecomponentlevel.


NOTE : Add,editordeleteinanexistingpackage Whenyouadd,edit ordeleteinanexisting package,anychanges youmakeareautomatically savedtoyourshopfront database,sothe Commit F10buttonisinactive.Clickthecloseicon( )toleavethewindow.

Forinformationaboutviewingcomponentandpackagedetailsforastockitem,seeViewing componentdetailsonpage 118 andViewingpackagedetailsonpage 118.

Updating stock item details


Stock itemdetailsareupdatedintheStockwindow.Thefollowinginstructionsareforupdatinggeneral stockitemdetails.

Toaddapicturetoastockitem,Addingpicturestostockitemsonpage 109. Toupdatecomponentsinapackage,seePackagesonpage 113. Toupdatestockitemlevelpricing,seeSingleitempricingonpage 139.

To update stock item details


1 2

GototheInformationmenuandchooseStock,orpressCTRL+O.TheStockwindowappears. EnterthebarcodeoftheproductintheBarcodefield.Thedetailsofthestockitemaredisplayed. ThecursorispositionedintheDescriptionfield.

Updatetheproductdetailsasrequired.SeeCreatinganewstockitemonpage 104forfull instructionsonhowtocompletethefieldsintheStockwindow.


NOTE : Purchases(Costs)fields ThePurchases(Costs)fields maynotbedisplayedifyoubelongtoa staffgroupwithrestrictedaccessprivileges.Formoredetailsaboutsettingupaccessprivileges,see Securityonpage 283.

ClickCommit F10orpressF10tocommittheinformation.

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Viewing stock item details


MYOBRetailManagermaintainsadetailedrecordofstockitems,including:

generaldetails(seepage 118) picturedetails(seepage 118) pricingdetails(seepage 118) accountdetails(seepage 118) componentdetails(seepage 118) salesdetails(seepage 118) audittrail(seepage 118) packagedetails(seepage 118) serialnumbers(seepage 119) supplierdetails(seepage 119) suppliercodes(seepage 119) orderdetails(seepage 119) customerspecialorderdetails(seepage 119) salesorders(seepage 119) quotedetails(seepage 119).

To view stock item details


1 2 3

GototheInformationmenuandchooseStock,orpressCTRL+OtodisplaytheStock window. EnterthebarcodeoftherequireditemintheBarcodefield. NoticethefourteenviewsinthelistintheStockwindow.Thenameindicatesthetypeof informationeachviewcontainsaboutthestockitem.TheinformationintheGeneral,Picture , PricingandComponentsviewscanbeedited;theotherviewsaredisplayonly.

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Viewinggeneraldetails TheStockwindowdefaultstotheGeneralview,whichdisplaysgeneral informationaboutthestockitemsuchaspricingandstockholdingquantities.Thefivefieldsatthetop tellyouataglancethequantityoftheiteminstock,onlayby,onorder,oncustomerspecialorderand onsalesorder.SeeUpdatingstockitemdetailsonpage 116 forinstructionsonhowtoupdategeneral stockitemdetails.


NOTE : Purchases(Costs)fields IntheGeneralview,thePurchases(Costs)fieldsmaynotbedisplayedif youbelongtoastaffgroupwithrestrictedaccessprivileges.Formoredetailsaboutsettingupaccess privileges,seeSecurityonpage 283.

Viewingpicturedetails ClickPicturetoviewapictureofthestockitem.Forinformationabout addingordeletingapicturetoastock item,seeAddingpicturestostockitemsonpage 109. Viewingpricingdetails ClickPricingtoviewyourglobal,category,andsingleitempricinglevels. Singleitempricinglevelsaresetinthiswindow.SeePricinggradesonpage 135 formoreinformation. Viewingaccountsdetails ClickAccounts toenterorviewtheincomeaccountandcostofgoodssold accountforthisitem.Youcansetdifferentaccountsfordifferentitems.Ifyoudontsetanaccountfor theitem,thedefaultaccountsyousetinyouraccountingoptionstabwillbeusedtorecordincomeand costofsales(seeAccountingoptionsonpage 41). Viewingcomponentdetails Ifthestockitemisapackage,clickComponentstoviewalistof componentscontainedinthepackage.SeePackagesonpage 113forinstructionsonhowtoupdate components. Viewingsalesdetails ClickSalestoviewsalesoftheproductforaspecificperiodhourlydaily, weekly,ormonthly.Selecttheperiodbyclickingtheappropriatebuttonatthebottomofthewindow. Thenumberofsales,theaveragesellpriceandestimatedgrossprofitpercentageforthespecified periodappearinthegridontheright.Thebargraphdisplaysthenumberofsalesfortheselected period.
eGP%column TheeGP%columnmaynotbedisplayedifyoubelongtoastaffgroupwithrestricted accessprivileges.Formoredetailsaboutsettingupaccessprivileges,seeSecurityonpage 283.
NOTE :

Viewingauditdetails TheAuditTrailviewdisplaysthefulltransactionhistoryofthestockitem, includingreceivingnewstockfromsuppliers,sales,laybys,salesorders,achangeinsellprice,a changeincost,andsoon.Thedate,typeoftransaction,transactioncode,andthequantitymovedinor outofstockarelistedforeachtransaction. Toviewtheoriginaltransaction,clickatransactionorusethearrowkeystohighlightthetransaction andthenpressENTER.


Variancecolumn TheVariancecolumnmaynotbedisplayedifyoubelongtoastaffgroupwith restrictedaccessprivileges.Formoredetailsaboutsettingupaccessprivileges,seeSecurityonpage 283.
NOTE :

Viewingpackagedetails Click Packagestoviewalistofthepackagesinwhichthisstockitemisa component.Foreachpackage,youcanviewthepackagesellprice,thecomponentsellpriceandthe quantityofthestockiteminthepackage.SeePackagesonpage 113formoreinformation.

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Viewingserialnumbers Ifyouaretrackingtheserialnumberforthisstockitem,theSerialAudit viewdisplaystheauditdate,theserialnumber,warrantydate,thetransactionsontheitem,the transactionID(docketnumber)andthemovementoftheitem(forexample,fromLaybytoSold).You canviewtherecordbyclickingatransactionorbyhighlightingitusingthearrowkeysandpressing ENTER. Viewingsupplierdetails ClickSupplierstoviewalistofsuppliersyoureceivedthisstockitemfrom, thedateyoureceivedtheproductandtheunitcost.Youcanusethiswindowtocomparethecostof theproductbysupplier.
Costcolumn TheCostcolumnmaynotbedisplayedifyoubelongtoastaffgroupwithrestricted accessprivileges.Formoredetailsaboutsettingupaccessprivileges,seeSecurityonpage 283.
NOTE :

Viewingsuppliercodes ClickSupplierCodes toviewthesuppliercodesforthisstockitem. RetailManagerobtainsthisinformationfromthePurchaseOrderswindow,whereyouarerequiredto enterthesupplierscodefortheproduct. Viewthecosttaxinclusiveortaxexclusivebyselectingtheappropriateoptionatthebottomofthe window. Viewingpurchaseorderdetails ClickPurchaseOrderstoviewpurchaseorderdetailsforthisstock item.Thedate,ordernumber,suffix,supplier,cost,quantityonorderandstatusoftheorderarelisted. Toviewtheoriginalpurchaseorder,clickatransaction,orhighlightitusingthearrowkeysandpress ENTER.Formoreinformationoncreatingpurchaseorders,seeTocreateapurchaseorderonpage 125.
Costcolumn TheCostcolumnmaynotbedisplayedifyoubelongtoastaffgroupwithrestricted accessprivileges.Formoredetailsaboutsettingupaccessprivileges,seeSecurityonpage 283.
NOTE :

Viewingcustomerspecialorderdetails ClickSpecialOrderstoviewcustomerspecialorderdetails forthisstockitem.Thedate,customer,sellprice,quantityonorderandstatusoftheorderarelisted. Toviewtheoriginalcustomerspecialorder,clickatransactionorhighlightitusingthearrowkeysand pressENTER.


Creatingcustomerspecialorders Customerspecialordersonpage 202.
NOTE :

Formoreinformationoncreatingcustomerspecialorders,see

Viewingsalesordersandquotes ClickSalesOrderstoviewsalesorderdetailsorQuotetoview quotesdetailsforthisstockitem.Salesorderorquoteinformationsuchasthedate,customerquantity typeandstatusisdisplayed. Viewthecosttaxinclusiveortaxexclusivebyselectingtheappropriateoptionatthebottomofthe window.

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Merging stock items


Mergingstockitemsisausefulwaytocorrecttheaccidentalduplicationofstockitems,andtomergea newbarcodewithanoldbarcodetomaintainthesamestockitemrecord. Mergestockitemswhenyouhavetwoexistingstockitemrecords.Ifyouwanttochangethebarcode ofastockitemtoanewbarcode,youneedtoreallocatethebarcode.SeeBarcodesonpage 150 for moreinformation. Beforeyoubeginmergingstockitems,notethefollowing:

Youcannotmergetwostockitemsifonlyoneofthemhastheserialnumbertrackingfeature enabled. Youcannotmergetwostockitemsiftheunitofmeasureisnotthesame.


CAUTION : Mergingrecords willcloseyourshopfront Onceyouhavecompletedthemerger, RetailManagerclosesyourshopfronttocompletetheoperation.Ensurethatallotherconnectionstoyour shopfrontareclosedbeforemergingrecords.

To merge stock items


1

GotoAdminmenuandchooseMerge/DeleteRecords .TheMerge/DeleteRecords window appears. ClicktheSelectrecordsfromdropdownarrowandchooseStockfromthelist.

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EntertheoldbarcodeintheOldBarcodefield. EnterthenewbarcodeintheNewBarcodefield. ClickMerge F10orpressF10.Aconfirmationmessageappears.

Tocontinue,click Yestotheconfirmationmessage.Or,ifyoudonotwanttocontinue,clickNo.

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Continuetomergeotherrecords,orclickthecloseicon( )orpressESCtoclosetheMerge/Delete Recordswindow.Aninformationwindowappears,informingyouthatRetailManagerwillcloseand reopenyourshopfront.

EnsurethatnootherterminalsareconnectedtotheshopfrontandclickOK.Yourshopfrontcloses andthestafforcustomerrecordsaremergedfromRetailManager. Ifyouhaveasingleshopfront,RetailManagerwillreopenyourshopfront.Ifyouhavemultiple shopfronts,selecttheshopfrontyouwanttoopen. Onceyouhavemergedthestockitems,theoldbarcodeisclearedandcanbeusedagainforanew stockitem.

Deleting stock items


TheDeleteRecordsfunctionisusefulfordeletingstockitemsthathavebeenenteredinMYOB RetailManagerbymistakeoritemsthatyounolongerrequireinthesystem.Ifyouhavemorethanone stockitemtodelete,youcanusetheBulkDelete feature(seeTodeletestockitemsinbulkon page 122).
TrackSerialNumbers enabled.
NOTE :

Youcannotdeleteastockitemthathastheserialnumbertrackingfeature

RetailManagercreatesanitemcalled<Deleted>thefirsttimeyoudeleteastockitemandmerges yourstockitemrecordintothisitem.Allstockitemsthatyoudeletesubsequentlyaremergedintothe <Deleted>item. Youcannotdeletethefollowing:

anitemthatiscurrentlyinstock,orthathasanegativequantity(onlyitemswithzeroquantitycan bedeleted) anitemonorder.

Beforeyoudeleteitems Onceanitemisdeleted,youwillnot beabletoaccesstheitemrecord. Makesureyouaredeletingthecorrectitem.Considerdoingabackupbeforeyoudeleteanyrecords. SeePerformingabackuponpage 276formoreinformationaboutbackingupyourdatabase.

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To delete a stock item


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GototheAdmin menuandchooseMerge/DeleteRecords. ClicktheSelectrecordsfromdropdownarrowandchooseStockfromthelistofavailableoptions.

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EnterthebarcodeoftheitemyouwanttodeleteintheOldBarcodefield. ClickDeleteRecord .Youareaskedifyouwanttomergetheitemwiththe<Deleted>item.Choose Yes . Continuetodeleteotherrecords,orclickthecloseicon( Recordswindow. )orpressESCtoclosetheMerge/Delete

Aninformationwindowappears,informingyouthatRetailManagerwillcloseandreopenyour shopfront.

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Ensurethatnootherterminalsareconnectedtotheshopfront. ClickOK. YourshopfrontclosesandthestockrecordsaremergedfromRetailManager.Ifyouhaveasingle shopfront,RetailManagerwillreopenyourshopfront.Ifyouhavemultipleshopfronts,selectthe shopfrontyouwanttoopen. Onceyouhavedeletedthestockitems,theoldbarcodeisclearedandcanbeusedagainforanew stockitem.

To delete stock items in bulk


1

GototheStockManagementmenuandchooseBulkDeleteRecords.Amessageappears informingyouthatyoumustcloseallconnectionstoyourcurrentshopfront.
NOTE :

Ensurenootherterminalsareconnectedtoyourshopfront ifyouareusingRetailManagerona

network.

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ClickYes.TheshopfrontclosesandtheMYOBRetailManagerBulkDeletewindowappears.

InStockFilters,selectyoursearchcriteriafortheitemsyouwanttodelete.UsetheSearch fieldto searchbyclassification(suchasstockdescriptionorbarcode). Youcanfiltertheitemslistaccordingtodepartment,categoryordatetheitemwaslastused(not includingstocktakes),oruseacombinationoffilterstonarrowdownasearch.For example,ifyou wanttofindoutwhatstockhasntbeensoldforoverayear,soyoucouldfilterbydatelastused, thenfurtherrefineyoursearchbyselectingacategoryordepartment.

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SelectIncludeInactiveStocktoincludeinactivestockinyoursearch. SelectStockwithTrackedSerialNumberstoincludestockwithaserialnumberthatyoutrack. Whenyouselectthisoption,awarningmessageappearsregardingwarrantyonitemswithtracked serialnumbers.ClickOK. ClickSearch .Thestockitemsmatchingyourcriteriaappear. SelecttheitemsyouwanttodeletebyclickingintheSelect columnnexttotheitem.Ifyouwantto deleteallitems,clicktheSelectcolumnheading. ClickCommit.Aconfirmationmessageappears. ClickYes.Theitemsaredeleted. ClickClosetoclosetheMYOBRetailManagerBulkDeletewindow,orsetnewsearchcriteriato deletemoreitems.

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Purchase orders
Unlessyoumanufactureyourproductsonsiteusingyourownrawmaterials,youprobablypurchase yourstockitemsorrawmaterialsregularlyfromyoursuppliers.YoucanusethePurchaseOrders functiontocreatepurchaseordersforeachsupplier,listingthestockitemsandquantityyourequire andthepriceyouexpecttopay. Thefollowingtopicsareincludedinthissection.

Creatingpurchaseordersbelow Editingandcancellingpurchaseordersonpage 128.

Creating purchase orders


Whenyoucreateapurchaseorder,MYOBRetailManagerkeepstrackofthestatusoftheorder.The orderremainsoutstandinguntilyoureceivetheitemsandenterthemintheGoodsReceivedwindow. YoucanenquireintopurchaseordersbysupplierintheSupplierswindoworbystockitemintheStock window. TheWhatsOnOrderreportlistsalltheproductsonorderforeachsupplierandtheexpecteddateof theorder.Thereportcanbefilteredbysupplier,department,categoryorexpecteddate.TheIndent Orderreportlistsallyourpendingordersforthenexttwelvemonths. ItisnotmandatorythatyoucreatepurchaseordersinRetailManager.Youhavetheoptionofordering youritemsseparatelyandenteringtheminRetailManagerusingtheGoodsReceivedwindowwhen youreceivethem. Standardshoporders Whenyoucreateastockitem,youhavetheoptiontosetthethreshold quantityforthatitem(seeCreatinganewstockitemonpage 104formoreinformation).Beforeyou createapurchaseorder,youcanruntheWhatNeedsOrdering reporttofindoutwhichitemsare belowthethresholdquantityandneedtobereordered. Ifastockitemthatisbelowthresholdquantityhasbeenassignedadefaultsupplier,enteringthat suppliersnumberinthePurchaseOrderswindowwillcauseapromptwindowtobedisplayed,asking ifyouwanttoloadstandardorders.ClickYestopopulatethePurchaseOrders windowwithstandard orderstock. Customerspecialorders YoucanusethePurchaseOrdersfunctiontoplaceaonetimecustomer specialorder.Ifyouhaveallocatedasupplierforthespecialorder,enteringthatsuppliersnumberin thePurchaseOrders windowwillautomaticallypromptyoutoloadshoporders.ClickYes andtheshop ordersareloaded. Suppliercodes InthePurchaseOrderswindowyouarepromptedtoenterasuppliercodefora productthefirsttimeyouorderitfromasupplier.RetailManagerwillrememberthiscodeandinsertit automaticallyintheSupplierCodefieldthenexttimeyouordertheproductfromthissupplier.(Ifa suppliercodehasnotbeenenteredpreviouslyforaproduct,RetailManagerdisplaystheproductsbar codeintheSupplierCodefield.) RetailManagerallowsfordifferentsupplier codes.Ifyousubsequentlyordertheproductfromanother supplier,youwillneedtoentertheircodeinthepurchaseorder.TheCodestabintheStockwindow listsallthesuppliercodesforaproduct.

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To create a purchase order


1

GototheTransactionmenuandchoosePurchaseOrders,orpressF9.ThePurchaseOrders windowappears.

EnteryourstaffnumberintheStafffield.Ifyouhaveoutstandingcustomerordersyouwillbe promptedtoprocessthem.
NOTE : Taxinclusive/exclusive TheCosts includetax optionisselectedifyouselectedthisoptionin theGeneralOptionswindow.Ifyouwantthecosttobetaxexclusive,deselectthisoptionbeforeyou enteranyitemdetails.

EnterthesuppliernumberintheSupplierfieldor,tocreateanewsupplierrecord,pressF5(for moreinformation,seeMaintainingsupplierdetailsonpage 88). Ifastockitemfromthissupplierneedsreorderingorifyouhaveallocatedacustomerordertothis supplier,amessageappearsaskingyouifyouwanttopopulatethewindowwiththatorder. ClickYesifyouwanttoplaceeitherastandardshoporderoracustomerspecialorder.The productdetailsaredisplayedinthePurchaseOrderswindow.Checktheorderandedititif required. ClickNoifyouwanttoorderotherproducts. Toaddanindividualitemtotheorder: a EnterthebarcodeoftheproductintheBarcodefieldandpressENTER.Iftheproductisassigned toanothersupplier,analertmessageappearsdisplayingthenameofthedefaultsupplier. b Tabthrougheachoftheitemfields,andchangeanyinformationifrequired.Whenyoutabout oftheQty field,thisproductlineismovedintothelist,andthecursorispositionedatthe beginningofanewline. Tocreateanewitem: c EnteranewbarcodeandpressENTER.Amessageappearsstatingthatnomatchingbarcodes werefound.

PURCHASEORDERS

1 2 5

d ClickCreatetocreatetheitem.TheCreateNewStockItemwindowappears.SeeCreatinga

newstockitemonpage 104forfullinstructionsonhowtocompletethefieldsinthiswindow. Whenyoucommitthetransaction,youarereturnedtothePurchaseOrders window,withthe productyoujustcreateddisplayedintheentereditemslist. e InthePurchaseOrderswindow,enterthesupplierscode,expectedcostandrequiredquantity forthisnewitem.WhenyoutaboutoftheQtyfield,thisproductlineismovedintothelist,and thecursorispositionedatthebeginningofanewline.


6

Toaddmultiplestockitemstotheorder: a ClickSelectMultipleStock.TheSelectMultipleStockwindowappears.

b SelecttheDepartmentthatyouwanttoloadstocksfrom.Ifyouwanttoseestockitemsfromall

c d e f

departments,select<All>.TheCategoryfieldsassociatedwiththeselecteddepartmentwill appear.Selectanycategoryvaluesyouwanttouseorusethedefault<All>. Ifrequired,selectadifferentSupplier(thedefaultistheSupplieryouareorderingfrom).Ifyou wanttoseestockitemsofallsuppliers,select<All> . ClickLoadtoseethestockitems.Thestockitemsaredisplayedinthegrid. ClicktheSelect optionnexttoeachitemyouwanttoorder.Toselectallitemsinthelist,clickthe Select columnheading. ClickOKtoaddtheselecteditemstotheorder.Ifthedefaultsupplierfortheseitemsisdifferent, awindowappearsaskingyoutoreselecttheitems.SelecttheitemsagainandclickOK. YouarereturnedtothePurchaseOrders window,withtheproductsdisplayedintheitemslist.

Youcanalsoaddstockitemsthatareduplicatesofanotheritemduplicateitemshavethesame departmentandpricinginformationbutcanbelongtodifferentcategoriesorhavedifferentbar codesanddescriptions.Forexample,youcouldmakeduplicatesofashirt,withonlythesizeand colourbeingdifferent.

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Tocreateoneorduplicatesofanitem: a ClickDuplicateStock.TheDuplicateStockwindowappears.

b EntertheBarCodeoftheitemorclickF2tosearchforit.Theitemdetailsappearinthetoppart

ofthewindow.
c Ifyouwanttoenteryourownbarcodefortheitemoryouwanttoretainthesamebarcodefor

alltheduplicates,deselecttheIncrement Bar code by 1option.Iftheoptionisleftselected,a newbarcodewillbegeneratedautomaticallybyincrementingtheoriginalitemsbarcodeby1. d IntheNumberofduplicatesfield,enterthenumberofduplicatesyouwanttocreate. e ClickDuplicate.Theduplicateitemsappear inthelist.

Ifnecessary,youcanassigndifferentcategoryvaluesormodifytheBarcodeandDescription for eachitem.Clickinthefieldyouwanttomodifyandenterorselectthevalue. g SelecttheSelectoptionnexttoeachoftheduplicatesyouwanttouse.Toselectallitemsinthe list,clicktheSelectcolumnheading. h ClickOKtoduplicateandaddtheselecteditemstotheorder.YouarereturnedtothePurchase Orderswindow.


f
8

Whenyouhavefinishedaddingalltheitemstotheorder,tabtotheOrderSuffixfieldandentera codeforexample,areferencenumberoryournamethatwillhelpyouidentifythepurchase order.WhatyouenterherewillappearintheOrderNo.fieldintheGoodsReceivedwindowwhen youdisplaythisorder.

PURCHASEORDERS

1 2 7

NOTE : ExpectedTotal andDueDatefields TheExpectedTotalfieldsdisplaytheexpectedtotalforthe orderincludingandexcludingtax. IfyourecordedthenumberofdeliverydaysforthesupplierintheSupplierswindow,theDueDatefield displaysthedateyoucanexpectthegoodsfromthesupplier.Youcanchangethisdateifyouwant.

Tochangethedeliveryaddress: a ClickDelivery.TheDeliveryDetailswindowappears. b IntheDelivertofield,selectwhereyouwantyourgoodsdelivered.

c Ifyouaredeliveringtheitemsdirectlytoacustomer,selectthecustomerandtheirlocation. d ClickCommitF10toreturntothepurchaseorder.
10

ClickCommit F10orpressF10tocommitthepurchaseorderinformation. Purchaseordersareprintedtotheprinteryouspecified.

Editing and cancelling purchase orders


YoucaneditapurchaseorderinMYOBRetailManager.Youmightdothisif,forexample,younoticean errorintheorderafteryouprintitout,orthesupplierinformsyouthatsomeitemsonorderareoutof stock.Youcaneditthesuppliercode,expectedcost,taxcode,andquantityofaproductonorder,and changethesuffixandduedateifrequired. Youcanalsocancelanoutstandingpurchaseorder.

To edit a purchase order


1

GototheTransactionmenuandchoosePurchaseOrders ,orpressF9.ThePurchaseOrders windowappears. EntertheStaffnumberandtheSuppliernumberintheappropriatefields. ClickEditPurchaseOrder.Alistofpurchaseordersforthissupplierisdisplayed. Selecttherequiredpurchaseorder.Theproductsonorderappearinthegrid. SelecttheproductlineyouwanttoeditbyhighlightingitandpressingENTER.Theproductdetails shifttothefirstline.

2 3 4 5

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EdittheorderasrequiredandclickCommit F10orpressF10tocommittheinformation. Whenyouprintoutthepurchaseorder,arevisionnumberwillappearontheorder.

To cancel an outstanding purchase order


SeeCancellingordersonpage 270forfullinstructionsonhowtocancelanentirepurchaseorderoran individualitemonorder.

Receiving goods
TheGoodsReceivedwindowisusedtoreceivegoodsintostockfromasuppliersinvoice.New suppliersandnewstockitemscanalsobequicklycreatedfromthiswindow.
Troubleshooting SeeGoodsreceivedandreturnedgoodsonpage 363fortroubleshooting informationaboutreceivinggoodsinRetailManager.
NOTE :

WhenyouarereceivinggoodsintheGoodsReceived window,youhavetwomethodsforcreatingnew stockitems.Youcaneithercreatethenewstockitem:

intheGoodsReceived window,whichonlyrequirestheminimumamountofinformationabout theproduct,or intheCreateaNewStockItemwindow(accessedfromtheGoodsReceivedwindow),whichis usedtoaddmoredetailaboutthestockitemandsetyourstocklevels.

YoucanalsocreateduplicatesofastockitemfromtheGoodsReceivedwindowduplicateitemshave thesamedepartmentandpricinginformationbutcanbelongtodifferentcategoriesorhavedifferent barcodesanddescriptions. Beforeyoucreateanewitem,seeNamingyourstockitemsonpage 107forimportantinformation abouthowtonameyourstockitemsinRetailManager.AlsoseeMaintainingstockitemsonpage 91 forimportantinformationaboutdefiningproductcategories.


NOTE : RecordsuppliersABN IfthesupplierfromwhomyouarereceivinggoodsisregisteredforGST, selecttheSupplierRegisteredforGSToptionintheSupplierswindow.Then,recordthesuppliersABN. Otherwise,RetailManagerwillassumethatthesupplierisnotregisteredforGSTandassigntheGNR(GST NonRegistered)taxcodetoallitemsyoureceivefromthissupplier.Notethatyoumustquotethesuppliers ABNinordertoclaimGSTfromtheATOonyourpurchases.

Thefollowingtopicsareincludedinthissection.

Receivinggoodsonorderonpage 130 Printingbarcodesforgoodsreceivedonpage 135 Calculatingdiscountsonpage 135.

RECEIVINGGOODS

1 2 9

Receiving goods on order


WhenyouplaceapurchaseorderinRetailManagerandreceivethegoods,youcandisplaytheorderin theGoodsReceivedwindow.Eachproductontheorderisdisplayed,savingyouhavingtoenterthe receivedproductsmanually.Ifthereisadiscrepancybetweenyourpurchaseorderandthesuppliers invoice,forexample,youexpectedtopay$20foraproductbutthesupplier chargedyou$22,youcan adjusttheexpectedcostforthestockitemasrequiredintheGoodsReceivedwindow.
Assigningserialnumbersonreceiptofgoods YoucanusetheSerialNumberoptionintheGoods Received windowtoassignserialnumberstostock.Formoreinformation,seeSerialnumbersonpage 158.
NOTE :

Receivingpartofanorder Ifyoureceivedonlypartofanorder,forexample,youordered6squash racquetsand50pairsofrunningshoes,butthesupplier sentyouonly30pairsofshoesandno racquets,youcandeletethesquashracquetslineintheGoodsReceivedwindowandchangethe quantityofshoesto30.Thepurchaseorderwillbeoutstandinguntilyoureceivetheremaining20pairs ofshoesandthesquashracquets.However,ifyouhaveselectedtoautomaticallyrejectbackorders fromthissupplier(seeMaintainingsupplierdetailsonpage 88),theoutstandingitemswillbedeleted fromthepurchaseorderandtheorderwillbecancelled.

To receive goods into stock


1

GototheTransactionmenuandchooseGoodsReceived,orpressF7.TheGoodsReceivedwindow appears.

A B

LoadPO Costsinclude Tax

Clicktoloadthepurchaseorder.Loadorderfirstbeforeenteringothergoods. Ifselected,thecostistaxinclusive.Selectordeselectthisboxbeforereceivinggoods.

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Stockgrid

Entergoodsreceivedhere. Displaystaxinformationfortheselectedlineorforthetotaltransaction. Clicktoaddmultiplestockitemsatonetime.Formoredetailsonthisfeature,seeToadd multiplestockitemsintheGoodsReceivedwindowonpage 133. Clicktocreateandaddduplicates ofastockitem.Formoredetailsonthisfeature,seeTo addduplicatestockitemsintheGoodsReceivedwindowonpage 134. Enterfreighttaxcodehere. Enterthesuppliersinvoicetotalhere.

D GoodsTotals E F SelectMultiple Stock DuplicateStock

G Freight H Expected

EnterthestaffnumberintheStafffield.
NOTE :

Thedatefield

ThedateintheDatefielddefaultstothecurrentdate,andcantbechanged.

EnterthesuppliernumberintheSupplierfield.Ifthisisanewsupplier,pressF5tocreateanew supplier.RefertoMaintainingsupplierdetailsonpage 88formoreinformation.


IMPORTANT TheInvoicedate(nottheGoodsReceiveddate)isusedifyouexportyour informationtoMYOBbusinessmanagementsoftware.SeeAccountingoptionsonpage 41fordetails.
CAUTION :

Ifyouhaveanyoutstandingordersforthissupplier,awindowappears,askingyouifyouwantto selectone.ClickYesifyouhaveapurchaseorderforthereceivedgoodsandchoosetheorderfrom thedisplayedlist.Alternatively,clickLoadPO.Theproductsonorderaredisplayedinthegrid.Edit theproductdetailsifrequired. Entertheinvoicedateandinvoicenumberintheappropriatefields. ScanthebarcodeorentertheproductcodeoftheitemyouarereceivingintostockintheCode fieldandpressENTER. Ifyouarereceivingaproductthatyouhavehadinstockbefore,theproductdetailsaredisplayed. ThecursorispositionedintheUnitCostfield,readytoenteranychangeinunitcost.Goto step 8.
NOTE : UseAverageCosts IfyouhaveselectedtheUseAverageCostsoptionintheGeneral Optionswindow,theaveragecostwillalreadybedisplayedintheUnitCostfield,calculatedfromthe unitcostsenteredwhenreceivingthestockitemintostock.

5 6

Ifyouarereceivinganewproduct,aquestionwindowappears.ClickCreate.Aquestionwindow appears.

Serialnumbersrequirefulldetailstobeentered Ifyouwanttoenableserialnumbersfora newstockitem,youmustchoosetoenterfulldetailsbyclickingYes.


NOTE :

RECEIVINGGOODS

1 3 1

ClickNoifyouwanttorecordtheminimumamountofinformationabouttheproduct.Goto step 7. ClickYes toenterdetailedinformationabouttheproduct.TheCreateNewStockItemwindow appears.SeeCreatinganewstockitemonpage 104 forfullinstructionsoncompletingthe fieldsinthiswindow.Whenyoucommitthestockinformation,youarereturnedtotheGoods Receivedwindow.Thedetailsoftheproductyouhavejustcreatedaredisplayed.Thecursoris positionedintheUnitCostfield.Gotostep 8.

YoucanalsoadditemsbyclickingSelectMultipleStockandDuplicateStock.Fordetails,seeTo addmultiplestockitemsintheGoodsReceivedwindowonpage 133andToaddduplicatestock itemsintheGoodsReceivedwindowonpage 134.


7

Entertheproductdetails: EnteraproductdescriptionintheDescription field.Thisisamandatoryfield. ChoosetheproductDepartment. ChoosethevaluesfortheproductCategoriesinthefield. Enterthecorrecttaxcodefortheitem. Entertheunitcost,theRRP(includingtax),andthequantitybeingreceivedoftheproductinthe respectivefields. YoucanusethecalculatorintheUnitCostfieldtocalculatethediscountyoureceivedforaspecific stockitem,orenteraformuladirectlyintheUnitCost,RRPorQtyfields.Forexample,byentering aquantityof5,andenteringT300intheUnitCost field,theUnitCostisautomaticallycalculatedas $60foreachitem.SeeCalculatingdiscountsonpage 135formoreinformation.Thetotalcostis automaticallycalculatedanddisplayedintheExt.field.

PressENTER.Onceyouhavereceivedtheproduct,thisstockinformationlineisdisplayedinthe entereditemslist,andthecursorwillreturntotheCodefieldreadyforyoutoreceivethenext item. Repeatthesestepsforeachproductontheinvoiceyouarereceivingintostock.Asyoureceiveeach product,youwillnoticethattheSubtotalandTotalfieldsareupdatedasyougo. Whenyouhaveenteredallthegoodsreceivedontheinvoice,andthecursorispositionedatthe beginningofanotherblankline,pressENTERagaintogototheFreightfield.


Freightfield IfthissupplierhasbeensetupasfreightfreeintheSupplierswindow,awarning willbedisplayedifyouenteranamountinthisfield.
NOTE :

10

11

EnteranyfreightamountyouhavebeenchargedintheFreightfield. Iftaxischargedonfreight,pressF12togotothefreighttaxfield,andenterthecorrecttaxcode. (ThisfielddisplaysthedefaulttaxcodesetintheSetTaxCodes window.SeeSettingupdefaulttax codesonpage 54formoreinformation.)Usetheup/downarrowkeystofindtherequiredtaxcode orpressF2toviewalistoftaxcodes.

12

EnterthetotalshowingonthesuppliersinvoiceintheExpectedfield.RetailManagerwillcheck thattheexpectedtotalequalsthetotalofthelineitems(plusfreight)intheGoodsReceived window.Ifthereisadiscrepancy,youwillreceiveamessageinformingyouofthedifference.Ifthe differenceappearstobeduetorounding,youwillbepromptedtocommitthetransaction. However,ifthereisasignificantdifferencebetweentheinvoicetotalandthelineitem(andfreight) total,youwillberequiredtoenterthereasonforthediscrepancyintheCommentfieldbeforeyou cancommitthetransaction.

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NOTE : Exportinformation WhenyouexportyourdatatoMYOBbusinessmanagementsoftware, goodsreceivedappearaspurchases.Notethatthecalculatedtotal(nottheexpectedtotal)is exportedto yourMYOBbusinessmanagementsoftware.

13 14

EnteranycommentsabouttheinvoicesuchasdamagedstockreceivedintheCommentsfield. Ifyouwanttoprintyourgoodsreceivedpriortocommittingthetransaction,pressF4. TheRetailManagerreportviewerdisplaystheGoodsReceivedreport.Youcanprintthereport fromthiswindow.NotethattheGoodsNo.orGRNo.(goodsreceivedinvoicenumber)isdisplayed asanegativeone(1).Thisnumberonlybecomespositiveandreflectstheactualnumberofgoods receivedinthisreportonceyouhavecommittedthegoodsreceivedtransaction.

15

ClickCostPriceAdjustmenttoadjustthecosttotalofgoodsreceived. Costpriceadjustmentevenlyapportionsanadjustmentamountacrossproductlines,enteredin theGoodsReceived window.Thiscanbeusedforfreightandothersurchargesandcanalsobe usedfornegativeadjustmentsforearlysettlementdiscountsandotherdiscounts.

16

ClickCommit F10orpressF10tocommittheinformation.

To add multiple stock items in the Goods Received window


ThisproceduredescribeshowtoaddmultiplestockitemsintheGoodsReceivedwindow.
1

IntheGoodsReceivedwindow,clickSelectMultipleStock .TheSelectMultipleStockwindow appears.

SelecttheDepartmentthatyouwanttoloadstocksfrom.Ifyouwanttoseestockitemsfromall departments,select<All>.TheCategoryfieldsassociatedwiththeselecteddepartmentwill appear.Selectanycategoryvaluesyouwanttouseorusethedefault<All>. Ifrequired,selectadifferentSupplier(thedefaultistheSupplieryouarereceivingfrom).Ifyou wanttoseestockitemsofallsuppliers,select<All>. ClickLoadtoseethestockitems.Thestockitemsaredisplayedinthegrid. SelecttheSelectoptionnexttoeachitemyouwanttoreceive.Toselectallitemsinthelist,click theSelectcolumnheading. ClickOKtoaddtheselecteditems.Ifthedefaultsupplierfortheseitemsisdifferent,awindow appearsaskingyoutoreselecttheitems.SelecttheitemsagainandclickOK. YouarereturnedtotheGoodsReceived window,withtheproductsdisplayedintheitemslist.

4 5

RECEIVINGGOODS

1 3 3

To add duplicate stock items in the Goods Received window


ThisproceduredescribeshowtoaddduplicatestockitemsintheGoodsReceived window.Duplicate itemshavethesamedepartmentandpricinginformationbutcanbelongtodifferentcategoriesor havedifferentbarcodesanddescriptions.Forexample,youcouldmakeduplicatesofashirt,withonly thesizeandcolourbeingdifferent.
1

ClickDuplicateStock.TheDuplicateStockwindowappears.

EntertheBarCodeoftheitemorclick F2tosearchforit.Theitemdetailsappearinthetoppartof thewindow. Ifyouwanttoenteryourownbarcodefortheitemoryouwanttoretainthesame barcodeforall theduplicates,deselecttheIncrement Bar code by 1option.Iftheoptionisleftselected,anew barcodewillbegeneratedautomaticallybyincrementingtheoriginalitemsbarcodeby1. IntheNumberofduplicatesfield,enterthenumberofduplicatesyouwanttocreate. ClickDuplicate.Theduplicateitemsappearinthelist.

4 5

Ifnecessary,youcanassigndifferentcategoryvaluesormodifytheBarcodeandDescriptionfor eachitem.Clickinthefieldyouwanttomodifyandenterorselectthevalue. SelecttheSelectoptionnexttoeachoftheduplicatesyouwanttouse.Toselectallitemsinthelist, click theSelectcolumnheading. ClickOKtoduplicateandaddtheselecteditemstotheorder.YouarereturnedtotheGoods Received window.

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Printing bar codes for goods received


Ifyouwanttoprintbarcodestickersfortheproductsyoureceiveintostock,youneedtoselectthe PrintCustomBarcodeswithGoodsReceivedoptionintheGeneraloptions,Othertab.SeeGeneral optionsonpage 22formoreinformation. UsetheLoadOptionsbuttontodisplayandprintbarcodesforgoodsreceived.Formoreinformation aboutprintingbarcodesforgoodsreceived,seeToloadmultiplegoodsreceivedbarcodesfor printingonpage 154.Alternatively,aftereachGoodsReceivedentry,CTRL+TABbacktotheGoods Receivedwindow,leavingthePrintCustomBarcodes windowinthebackground.Thebarcode printinggridwillkeepaccumulatingitemsuntilyoueitherprintthemorclosethewindow.

Calculating discounts
RetailManagerusesformulaetocalculateanydiscountyoureceiveonanindividualitemforaninvoice. Discountsforanyindividualitemontheinvoiceareenteredaspartoftheunitcostoftheproductinthe UnitCostfield.Forexample,ifyoureceivedadiscountof7%onacoffeemachinewithaunitcostof $499,type499*0.93andpressTab.TheUnitCostisautomaticallycalculatedas$464.07.Youcanalso presstheassisticon( )intheUnitCost fieldtousetheRetailManagercalculator. SeeMYOBRetailManagercalculatoronpage 66formoreinformationonusingtheRetailManager calculator.

Pricing grades
ThePricingGradesfunctionenablesyoutosetdifferentdefaultpricing.Youcanallocatediscount levelstodifferentgradesofcustomersandthenmakeexceptionstothesediscountsateithercategory orstock itemlevel. Thismeansthatstaffmembersdonotneedtoknowwhichcustomersshouldreceiveadiscount;these customerscanbepredefinedinRetailManagerasreceivingacertainpricinglevel.Atthetimeofsale, thestaffmembercanalsoselectagradeforeachlineitem.

Using pricing grades


Thepricethatacustomerpaysdependsbothonthegradeyouallocatethemandtheproducttheyare purchasing. Gradesareusedasameansofgivingdifferinglevelsofdiscounttocustomers,forwhateverreasons youmighthave.YoucandeterminewhatpriceyouwanttoapplytocustomerswhohaveaDefault grade,forexamplefullretailprice,andthensetfurtherdiscountlevels,fromGrade AtoGrade D. Therearethreelevels atwhichgradeswork.Withineachoftheselevelsyoucansetupyourgrade prices.

Globallevel.Thislevelappliestoalltheproductsinyourstore.Thesediscountsshouldbebasedon youroverallaveragemargins. FormoreinformationseeSettingglobalpricingrulesonpage 137.

PRICINGGRADES

1 3 5

Categorylevel.Thislevelappliestothespecifieddepartmentandcategoryandoverridesthe globalpricesforalltheproductsofthiscategory. FormoreinformationseeCategorypricingonpage 138. Singleitemlevel.Thislevelappliestoaspecificstockitemonlyandoverridesthecategoryor globalprices.Youcanspecifyastockitempricewithoutspecifyingpricesforitscategory,making thisaoneoffexceptiontotheglobalpricingstructure. FormoreinformationseeSingleitempricingonpage 139.

Thethreelevelsworkinahierarchy:thepricingforasingleitemwilloverridethepricingforacategory, whichwillagainoverrideglobalpricing. Forexample,ahardwarestoremightwanttogivea10%discountonallproductstotheirGradeA customersanda5%discounttoalltheirGradeBcustomers.Sotheownercreatesglobalpricingrules forGradeAandGradeB.AssumethatthestorealsoimportsaparticularbrandoftoolscalledTuff Tools.BecausethestoredoesnotmaketoomuchofamarginonthetoolsmadebyTuffTools,the ownerdecidestoreducethediscountonthisbrandoftoolsto5%forGradeAcustomersand2.5%for GradeBcustomers.Thisisthecategorypricinggrade. TheownercanalsodecidethatGradeBcustomersshouldgetanevenlowerdiscountforoneofthe TuffToolsproducts,adrillingmachine.Sotheownersetsthepricingforthisparticularitemto1.5%for GradeBcustomersonly.Thisisthesingleitempricinggrade. Whathappensatthetimeofsale? Whenanewsaleiscreated,RetailManagerwillfirstcheckifthe customeroritemhasbeenallocatedagrade. Onceapricinggradeisfound(forexampleGradeA),RetailManagerwilldothefollowing: a CheckifthereisaGradeArulesetforthesingleitemlevel.Ifoneisfound,itisimmediately appliedandallotherrulesareignored. b Ifnosingleitemruleisfound,RetailManagerthenchecksifthereisaGradeArulesetfor the categorylevel.Ifoneisfound,itisimmediatelyappliedandtheglobalruleisignored. c Ifnocategoryruleisfound,RetailManagerthenchecksifthereisaGradeArulesetforthe globallevel. WheredoIsetpricinggrades? GlobalandcategorylevelpricingaresetinthePricingGrades window.Singleitempricingisset(foraspecificstockitem)intheStockwindow. Formulaeyoucanuseforpricinggrades Whensettingupglobal,categoryandsingleitemlevel pricingrulesforeachgrade,youneedtouseoneoftheavailableformulaeprovidedbyRetailManager.

Example
IfyouwantedtosellanitemforfivepercentlessthantheretailpricetoGradeAcustomers,youwould selecttheRRP%formulafromthelistandsetthepercentageto 5sothatthepricingruleisdisplayed asRRP5.00%. Tosellanitemforthreedollarsmorethancost,youwouldselecttheCost+$formulaandsetthe amountto3sothattheruleisdisplayedasCost+$3.00.

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NOTE :

GSTcalculation ThecostpriceintheCost+%andCost+$formulaeiscalculatedexclusiveofGST. GSTiscalculatedafterthemarginisadded. Settingnodiscount Choose<none>ifyoudonotwanttoofferadiscount.

NOTE :

PricesByGradereport ThePricesByGradereportdisplaysyourstockitempricesandestimated grossprofitpercentageforeachgradeforwhichyouhavedefinedpricing.

Setting global pricing rules


Globalpricingappliestoalltheproductsinyourstore.Theserulesshouldbebasedonyouroverall averagemargins.

To set global pricing rules


1

GototheStockManagementmenuandchoosePricingGrades.TheSetPricingStructurewindow appearswithGlobalpricingdetailsselectedbydefault.

Choosethegradeofcustomerforwhichyouwanttodefinethepricing.StartwiththeDef(Default) grade.Thisoptionisalreadyselected.UsethearrowkeystoselecttherequiredrulefromtheSell= list,andthenentertheamountorpercentageintheAmountfield.


Rulesandcostprice Becarefulthatyoudontenterarulewhichcouldresultinyourselling aproductforlessthancostprice.
CAUTION :

PressENTER.TheGradeAoptionisselected.Selecttherequiredrule,andentertheamountor percentageintheAmount field. PressENTER.TheGradeBoptionisnowselected.Repeattheproceduredescribedinstep 3foreach ofthegradesyouwanttosetup.


NOTE :

Settinggrades

Youcansetuptofivegrades.

Whenyouhavefinishedenteringyourgrades,clickAdd/Update.Theglobalpricingstructureyou havesetupisdisplayedintheGlobalPricingStructureframetotheright.Toquicklymakeall

PRICINGGRADES

1 3 7

pricingstructuresdefaulttoretailprice,selecttheDisableallPricingStructures(allstocksoldat RRP)option. Youcannowallocatethegradesyouhavesetuptocustomers.

To edit global pricing rules


1 2 3

Clicktheradiobuttonofthegradeyouwanttochange. Usingtheaboveprocedure,changethepricingruleforthegrade. Onceyouhaveenteredyourchanges,clickAdd/Update.YoureditsaredisplayedintheGlobal PricingStructureframe.

To delete global pricing rules


Ifyouwanttodeletetheglobalpricingrulesforallgrades,simplyclickDelete . Todeleteasinglegraderule,select<none>astheruleforthatgrade.

Category pricing
YousetcategorylevelpricingbyclickingDepartmentandCategoriesintheSetPricingStructure window. Formoreinformationondepartmentsandcategories,seeMaintainingstockitemsonpage 91.

To set category pricing


NOTE :

Remember Categorypricingoverridesglobalpricingforthespecifiedcategory.

GototheStockManagementmenuandchoosePricingGrades.TheSetPricingStructurewindow appearswithGlobalpricingdetailsselectedbydefault. ClickDepartmentandCategoriesatthetopofthewindow.

ClicktheDepartmentsdropdownarrowandchoosethedepartmentforwhichyouwanttodefine pricing.

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SelectthecheckboxoftheCategory1option(s)forwhichyouwanttodefinepricingorclickthe checkboxabovethelisttoselectallCategory1options. Repeatstep 4fortheCategory2andCategory3 options. Choosethegradeofcustomerforwhichyouwanttodefinethepricing.StartwiththeDef(Default) grade.Thisoptionisalreadyselected.UsethearrowkeystoselecttherequiredrulefromtheSell= list,andthenentertheamountorpercentageintheAmountfield.


Rulesandcostprice Becarefulthatyoudontenterarulewhichcouldresultinyouselling aproductforlessthancostprice.
CAUTION :

5 6

PressENTER.TheGradeAoptionisselected.Selecttherequiredrule,andentertheamountor percentageintheAmount field. PressENTER.TheGradeBoptionisnowselected.Repeattheproceduredescribedinstep 6foreach ofthegradesyouwanttosetup.


CAUTION :

Settinggrades Youcansetuptofivegrades.

Whenyouhavefinishedenteringyourgrades,clickAdd/Update.Thelistofyourcategorypricing rulesisdisplayedintheframetotheright. Youcannowallocatethegradesyouhavesetuptocustomers.


TIP : Viewingallpricingrulessetforaspecificgrade Toviewallpricingrulesthathavebeensetfora specificgrade,selecttheViewSelectedGradeoption.Thedetailsdisplayedintherightframewilldisplay onlytheselectedgradespricingrulesforeachcategory.

To edit category pricing


Ifyouwanttoeditanexistingcategorypricingstructure,click thedepartmentorcategoryintheframe totheright,andthenclickthegradeforwhichyouwanttochangethepricingrule.Changethepricing ruleasrequiredandclick Add/Update.Theeditedpricewillbedisplayedintheframetotheright. Ifyoumakeaselectionthathasmultiplerulesforaparticulargrade,theexistingrulesforthegradewill notbeupdatedwhenyouclick Add/Update.

To delete an existing category pricing


Ifyouwanttoremoveanexistingcategorypricing,selecttherequiredcategoryintheframetothe rightandthenclickDelete.

Single-item pricing
NOTE :

Remember

Singleitempricingoverridescategorypricingandglobalpricing,forthespecifiedstock

item.

SingleitempricingissetintheStock window.
Costprice Ifyouenteraruleforastockitemwhichresultsinyousellingtheproductforlessthan costprice,thesellingpriceoftheproductisdisplayedinred.
NOTE :

PRICINGGRADES

1 3 9

To set single-item pricing for a stock item


1 2

GototheInformationmenuandchooseStock,orpressCTRL+O.TheStock windowappears. Enterthebarcodeofthestockitemforwhichyouwanttosetupapricingstructure,andpress ENTER.Theproductdetailsaredisplayed. SelectPricingfromthelistattheleftofthewindow.ThePricingviewappears.

Ifyouhavesetglobalorcategorylevelpricing,theGlobalcolumnontherightdisplaystheretail priceofthisstockitem(atgloballevel),andtheCategorycolumndisplaystheretailpriceofthe item(atcategorylevel)foreachgradeforwhichyouhavedefinedthepricing.(Ifpricinghasnot beendefined,theitemsRRPisdisplayed.)TheeGP%columnshowstheestimatedgrossprofit percentageonthesaleatcategorylevel,oratgloballevelifnocategorylevelpricinghasbeenset.


NOTE : eGP%column TheeGP% columnmaynotbedisplayedif youbelongtoastaffgroupwith restrictedaccessprivileges.Formoredetailsaboutsettingupaccess privileges,seeSecurityon page 283.

Choosethegradeofcustomer forwhichyouwanttodefinethepricing.StartwiththeDef(default) grade.Thisoptionisalreadyselected.UsethearrowkeystoselecttherequiredrulefromtheSell= list,andthenentertheamountorpercentageintheAmountfield.


NOTE : Restrictedaccessprivileges Youmaynotbeabletosetsingle itempricingifyoubelongtoa staffgroupwithrestrictedaccessprivileges.Formoredetailsaboutsettingupaccessprivileges,see Securityonpage 283.

PressENTER.TheGradeAoptionisselected.Selecttherequiredrule,andentertheamountor percentageintheAmountfield. PressENTER.TheGradeBoptionisnowselected.Repeattheproceduredescribedinstep 5and step 6foreachofthegradesforwhichyouwanttodefinepricing. Whenyouhavefinishedenteringyourgrades,click Add/Update.TheStockcolumnontheright displaysthenewretailpriceandnewestimatedgrossprofitpercentageonthesaleforeachgrade forwhichyouhavedefinedthepricing.

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To edit single-item pricing


NOTE : Restrictedaccessprivileges Youmaynotbeabletoeditsingleitempricingifyoubelongtoastaff groupwithrestrictedaccessprivileges.Formoredetailsaboutsettingupaccessprivileges,seeSecurityon page 283.

1 2

Choosethegradeforwhichyouwanttochangethepricing. SelecttherequiredrulefromtheSell=list,andthenentertheamountorpercentageinthe Amountfield. PressENTER,andrepeattheprocedureforeachofthegradesforwhichyouwanttoeditthepricing. ClickAdd/Updatewhenyouhavefinishededitingyourgrades.Theeditedpricingforthestockitem isdisplayedintheStockcolumnintheframetotheright.

3 4

To delete single-item pricing


1 2

Choosethegradeforwhichyouwanttodeletepricing. ClickDelete.

Todeleteasinglegraderule,select<none>astherulethatappliestothatgrade.

Promotional pricing
Thepromotionalpricingfeatureallowsyoutoaddamarkupormarkdowntoarangeofstockitems thatonlyappliesforacertainperiodoftime.Youcansetthestartandenddatesandtimesofeach promotion,allowingyoutopreparepromotionsforfutureuse.Informationaboutsalesmadeduringa promotionisprovidedviaaspecialPromotionsPerformanceActivityreport. Usingpromotionalpricingyoucan:

createnewpromotions(seeTocreateapromotiononpage 142) editexistingpromotions(seeToeditapromotiononpage 146) viewexistingpromotions(seeToviewapromotiononpage 146) deleteexistingpromotions(seeTodeleteapromotiononpage 147) viewandprintthePromotionsPerformanceActivityreport(seeTovieworprintaPromotions PerformanceActivityreportonpage 147).
NOTE : Indicatorsthatastockitemisinapromotion Stock itemsthatareincludedinapromotionare highlightedwhendisplayedaspartofatransactionforSales,Laybys,SalesOrderpaymentsandQuotes. Apromotionalstock itemwillalsobenotedwitha#symbolwhenadocketisprinted.

Differentvariationsinpromotionalpricing RetailManagerpromotionalpricingallowsonepricing variationforeachpromotion.Insomecircumstancesyoumightwanttohaveanumberofdifferent pricingvariationsforstockthatisallpartofonepromotion. For example,youmightwanttodiscountallfooditemsby10%andallhardwareitemsby20%.A simplesolutionistocreateanewpromotionforeachdifferentpricingvariation,andrunthe promotionsatthesametime.

PROMOTIONALPRICING

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To create a promotion
Whencreatingapromotion,youadddetails,suchasaname,thetypeofpricingvariationyouwantto applyandthestartandendtimesanddatesforthepromotion. Whenyouhavecompletedthepromotiondetails,youthenselectthestockyouwanttoincludeinthe promotion.Therecommendedretailpriceofthestockthatyouincludeinapromotionwillbeadjusted toreflectthepricingvariationthatyouhaveapplied. Adding details of the promotion
1

GototheStockManagement menuandchoosePromotionalPricing.ThePromotionalPricing windowappears. Ifyouhavepreviouslycreatedanypromotions,theywillappearinthislist.Ifnot,thelistwillbe empty. Youcanclickthecolumnheadingstosorttheinformation.


A B C D E F

A Status B Name C StartDate

CanbePending,Current,InactiveorExpired. Upto50characterslong. Dateindd/mm/yyyyformat. Dateindd/mm/yyyyformat. Grossprofitfromthepromotion. Totalsalestodateduringthepromotion.

D EndDate E F GP $ Sales$

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ClickNew.ThePromotionviewofthePromotionDetailswindowappears.

EnterthenameforthispromotionintheName field,forexample,CheeseandWineWeek. Ifyouwantthispromotiontobeactivated,selectActive.Thepromotionmustbeactivatedforitto run.

InthePricingVariationgroup,click thedropdownarrowbesideType,andselectPercentage, DollarorReplacement. Percentageallowsyoutorecordthepromotionalpriceasapercentagevariationfromthe recommendedretailprice. Dollarallowsyoutorecordthepromotionalpriceasavariationfromtherecommendedretail price. Replacementallowsyoutoreplacethecurrentrecommendedretailpricewithaoneoff replacementprice. SelectMarkDownifyouwanttorecordthevariationasadecreaseinpricefromthe recommendedretailprice.SelectMarkUpIfyouwanttorecordthevariationasanincreasein pricefromtherecommendedretailprice. Setthestartandenddatesandtimesforthepromotion. Youcansetuppromotionsinadvance,readyforyoutoactivateonthestartdate. Selecting stock to be included in the promotion

YouselectstockfromthePromotionDetailsStockItemsview.
7

IfyoualreadyhavethePromotionalDetails windowopen,continuewithstep 9. Otherwise,gototheAdminmenuandchooseStockManagementandthenchoosePromotional Pricing.ThePromotionalPricingwindowappears.

SelectthepromotiontowhichyouwanttoaddstockitemsandclickEdit.ThePromotionDetails windowappears.

PROMOTIONALPRICING

1 4 3

ClicktheStockItems tab.TheStockItemsviewappears.

10

ClickAdd.TheAddStockItemswindowappears.

UsetheDepartmentlistboxandthethreeCategory listboxestosearchforanddisplaystockitems tobeincludedinthispromotion.


11

ClickthedropdownarrowbesidetheDepartmentlistboxandselectthedepartmentinwhichyou wanttosearch. ClickthedropdownarrowbesideanyCategorylistboxesassociatedwiththedepartment.

12

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13

ClickSearch .Alistofstockitemsthatmeetyoursearchcriteriaappears.

14

SelecttheoptionintheSelectcolumnforeachitemyouwanttoincludeinthepromotion.Toselect allitems,clickthetitleoftheSelectcolumn( ). ClickOK.TheStockItemsviewappearswiththestockyouselectedpreviously.

15

Ifyouchoosenottoincludesomeoralloftheselectedstockinthepromotion,deselectthe Includeoptionbesideanindividualstockitem,orclicktheIncludecolumntitletodeselectall stockitems.WhenastockitemislistedintheStockItemviewbutisnotincluded,MYOB RetailManagerappliesthenormalrecommendedretailpricewhenatransactionismadethat includesthisitem. Ifyouwanttoremoveastockitemfromthepromotion,highlightthestockitemandclick Remove. Ifyouwanttoaddmorestockitemstothispromotion,perhapsusingdifferentsearchcriteria, clickAddtoreturntotheAdd StockItemswindow.

16

ClickSavetosaveyourchanges.ThePromotionalPricing windowappears.

Running concurrent promotions


Youcannothavetwoseparatepromotionsrunningatthesametimewiththesamestockitems. For example,StickyFingersConfectioneryhaveaoneoffpromotionrunningthatincludesthestock itemboxofchocolates.Theproprietornowwantstocreateandrunanewcoffeepromotionthat

PROMOTIONALPRICING

1 4 5

includesallcoffeeandchocolateproducts.Thestockitemboxofchocolatescannotbeaddedtothe newcoffeepromotionbecauseitisalreadypartofapromotionthatwillrunatthesametime. Whenyouattempttoaddastockitemwhichisalreadyinapromotion,awarningmessageappearsand thestockitemishighlightedwithamarkintheleftcolumnofthestockitemlineinthePromotion DetailsStockItemsview.YoumustdeselectthetickintheIncludeoptionforthisitemtocontinue withaddingotherstockitemstothepromotion. Ifyouwanttoincludethisstockiteminthenewpromotion,youmustremovethestock itemfromthe overlappingpromotionfirst. Selecttheoverlappingpromotionandlocatethestockitem.(SeeToviewapromotionbelowfor informationonlocatingstockitemsinapromotion.)Then,deselecttheIncludeoptionalongside thestockitem.Youcannowgobacktoyournewpromotionandincludethestockitem.

To edit a promotion
1

FromthelistofpromotionsinthePromotionalPricingwindow,highlightthepromotionyouwant toedit. ClickEdit.ThePromotion viewofthePromotionDetailswindowappears. Makeyourrequiredchangestothepromotion.Formoreabouttheinformationcontainedwithina promotion,seeTocreateapromotiononpage 142.

2 3

To view a promotion
ToviewpromotionsthatarealreadysetupinRetailManager:
1

GotheStockManagementmenuandchoosePromotionalPricing .ThePromotionalPricing windowappears.

2 3

Selectapromotionyouwanttoviewindetail. ClickEdit.ThePromotion viewofthePromotionDetailswindowappears. Reviewthisscreenforthestartandenddatesandtimes,thepromotionsnameandinformation aboutthepromotionpricevariation(markdownormarkup).

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ThePerformancegroupatthebottomofthePromotionviewprovidesinformationaboutthe quantitysold,thetotalsalesfigure,andthetotalsalesgrossprofit(SalesGP)forstockitemsinthe displayedpromotion.

ClicktheStockItemstabtoviewthestockitemsincludedinthepromotionyouareviewing.

To delete a promotion
Youcanonlydeleteapromotionifnosaleshavebeenmadetostockitemsthatarepartofthat promotion.
1

FromthelistofpromotionsinthePromotionalPricingwindow,highlightthepromotionyouwant todelete. ClickEdit.ThePromotionviewofthePromotionDetailswindowappears. ClickDelete.Amessageappears. ClickYestoconfirmyouwanttodeletethepromotion.Thepromotionisdeletedandthe PromotionalPricingwindowreappears.

2 3 4

To view or print a Promotions Performance Activity report


YoucanvieworprintaPromotionsPerformanceActivityreportfromthePromotionalPricing window. IfyoualreadyhavethePromotionalPricingwindowopen,continuewithstep 2.
1

GototheStockManagementmenuandchoosePromotionalPricing.ThepromotionalPricing Windowappears. Selectthepromotionthatyouwanttovieworprint.HoldtheCTRLkeywhenyouwanttoselect multiplepromotions.

PROMOTIONALPRICING

1 4 7

ClickPrint.ThePromotionsPerformanceActivityreportisdisplayed.

ThePromotionsPerformanceActivityreportincludescompleteinformationaboutpromotion details,andsalesinformationinbothsummaryanddetailedform. Clicktheprinticontoprintthereportorclickthecloseicontoclosethereportviewerandreturn toRetailManager.

Bulk price updates


Bulkpriceupdatesenableyoutoapplyapriceadjustmenttomultiplestockitems.Youselectthestock itemsbycategory,thenapplypriceupdateseitherasacompletenewpriceorasanadjustmenttothe currentprice. Youcanapplybulkpriceadjustmentseitherasapercentageofexpectedgrossprofitorasanamount. Ifyouwanttomakechangestootherstockitemdetailssuchasbarcode,descriptionorquantityheld, seeUpdatingstockitemdetailsonpage 116formoreinformation.

To apply bulk price updates


1

GototheStockManagement menuandchooseBulkPriceUpdates.
Exclusiveaccesstoyourshopfrontisrequired Whenyoumakebulkpriceadjustments,you needexclusiveaccesstoyourshopfront whileyoumakechangestoyourstock.
CAUTION :

Amessageappearsinformingyouthatyoumustcloseallconnectionstoyourcurrentshopfront.

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EnsurenootherterminalsareconnectedtoyourshopfrontifyouareusingRetailManagerona network. ClickYes.TheshopfrontclosesandtheMYOBRetailManagerBulkPriceUpdateswindowappears.

4 5

IntheStockFiltersgroup,selectthedepartmentandcategoriesoftherequiredstockitems. ClickLoad.Thestockitemsthatmatchtheselecteddepartmentandcategoriesaredisplayed. Ensuretheitemsselectedaretheitemstowhichyouwanttomakeupdatesbeforeyouproceed. Ifyouwanttoadjustyourpricesbyanamount: a IntheBulkPriceAdjustmentsgroup,click BySellingPrice. Ifyouwanttoaddorsubtractanamounttoorfromthecurrentprice(forexample,youmight wanttoadd$2.00toeachstockitem),selecttheAdjustfromcurrentvalue option. Ifyouwanttoassignanewprice(forexample,youmightwanttopricealllistedstockat $10.00)deselecttheAdjustfromcurrentvalueoption. b IntheAdjustmentValuefield,enterthevaluethatyoueitherwanttoapplyasanadjustmentor asaprice. Ifyouwanttoadjustyourpricesbyexpectedgrossprofit(eGP%): a IntheBulkPriceAdjustmentsgroup,click eGP%Margin. Ifyouwanttoadjustthecurrent margin,selecttheAdjustfromcurrentvalueoption. Ifyouwanttoassignanewmargin,deselecttheAdjustfromcurrentvalueoption. b IntheAdjustmentValuefield,enterthevaluethatyoueitherwanttoapplyasanewmarginor asanadjustment. ClickUpdate.Theupdatedpricesappear. Checktheresultsofyourpricingadjustmentstoensuretheyarecorrect.
NOTE : Adjustingapriceormarginforasinglestockitem ClickeithertheSellIncoreGP% columnof aselectedstockitemlineintheMYOBRetailManagerBulkPriceUpdateswindowandenterthe adjustment.

8 9

10

ClickCommit.TheresultsofyourpricingadjustmentsaresavedtotheRetailManagerstock database. GototheFilemenuandchooseOpenShopfronttocontinueusingRetailManager.

11

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Stock at other shops


LookupStockAtOtherShopsisanMYOBRetailManagerfeaturethatworksincombinationwith MYOBRetailEnterpriseandenablesyoutoviewthestockheldatothershopsinyourRetailManager network. Formoreinformationaboutusingstockatothershops,seeyourMYOBRetailEnterpriseUserGuideor contactanMYOBRetailManagerProfessional.

Bar codes
Barcodesenableyoutoidentifyanitem(ormultipleitems)byusingabarcodescanner.This dramaticallyreducestheeffortrequiredtoinputinformationaboutanitemwhenperforming transactionsandwhenperformingastocktake. Thissectionprovidesinformationonthefollowingtopics:

Reallocatingbarcodesbelow Printingcustombarcodesonpage 151 Customisingbarcodelabelsonpage 154.

Reallocating bar codes


Ifyouwanttochangethebarcodeofastockitem,youcanreallocatethebarcode.Thisisuseful,for example,whenasupplierchangesthebarcodeofanitem,oranewbarcodeclasheswiththatofan existingstockitem(andyouwanttoassignadifferentbarcodetotheexistingitem). Youcanreallocateabarcodetoanexistingbarcodesothatthereismorethanoneproductonthatbar code.Thisisusefulforexamplewhenyouhavethesameproductindifferentcoloursorsizes,allwith thesamebarcode.SeeCreatingduplicatestockitemswithasinglebarcodeonpage 110 formore information.

To reallocate a bar code


1

GototheAdmin menuandchooseReallocateNumbers.TheReallocateNumberswindow appears.

ClicktheSelectrecordsfromdropdownarrowandchooseStockfromthelistofavailableoptions.

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3 4

EntertheoldbarcodeintheOldBarcodefield. EnterthenewbarcodeintheNewBarcodefield.Thismustbeanewbarcode,i.e.onethathasnot beenassignedtoastockitem(otherwiseyouwillhavetwoproductsonthesamebarcode).Ifyou wantRetailManagertoenteranewbarcode,pressF5. ClickReallocate F10orpressF10. Onceyouhavereallocatedthebarcode,theoldbarcodeisclearedandcanbeusedagainforanew stockitem.

Printing custom bar codes


MYOBRetailManagerallowsyoutoprintbarcodesofthetypeCode128.Thistypeofbarcodelooks likeanyotherbarcode,exceptthatitdoesnothavetoconformtoanyregulatorybody(asisthecase withtypeEAN13).Youcanuseanynumbersequenceforyourbarcodes.
Printingbarcodes SeePrintingbarcodesforgoodsreceivedonpage 135formoreinformation aboutprintingbarcodeswhenreceivinggoods intostock.
NOTE :

MakesurethatyourbarcodescannerissettooperatewithboththeEAN13andCode 128typeof labels. InRetailManager,youcanusethefollowingtypesofbarcodelabels:


Unistat33 AveryDL33(33labelsperpage) Avery65(65labelsperpage) L7651AveryMiniAddress L7160AveryAddress L7161AveryAddress J8651AveryMiniAddress J8159AveryAddress J8162AveryAddress.

BARCODES

1 5 1

To print custom bar codes


1

GototheToolsmenuandchooseCustomBarCodes,orpressCTRL+M.ThePrintCustomBarCodes windowappears.
Selectthebarcode labelstartingpoint here. Clickthedropdownarrow besidethisfieldtoselect thebarcodelabeltype. Displays thenumberoflabelsand numberofpagesrequiredtoprint them. Selectapricingformatifrequired.

Thebarcodewilllooklikethiswhenprinted.
2

Choosetherequiredtypeofbarcodelabel.ThedefaultisAvery33.SeePrintingoptionson page 31 tochangethedefault. EnterthebarcodeorstocknumberintheStockNo.fieldandpressENTER.


Multiplestockitems Ifthestocknumberhasmultiplestockitemsassociatedwithit,a dropdownlistappears.Usethearrowkeystoselecttherequiredstockitem,andpressENTER.
NOTE :

IntheQtyfield,enterthequantityofbarcodelabelsyouwanttoprintforthestockitem,andpress ENTERorclickAdd .Thedetailsoftheproductappearinthegrid. ClickthedropdownarrowbesidetheSellPricefieldandselecthowyouwantthepricetoappear onthebarcode. Aprintpreviewoftheselectedbarcodeisdisplayedinthewhiteframeatthebottomrightcorner ofthewindow.


ModifiableQtyfieldinbarcodegrid YoucanmodifytheQty(quantity)fielddirectlyinthebar codegrid.
NOTE :

6 7

Repeatthesestepsforeachstockitemforwhichyouwanttoprintbarcodelabels. Selectthestartingpointforthelabels.IntheSelectStartingLabelframe,clickwhereonthegrid youwantthelabelstostartprinting.Thisisusefulwhenyouareusingasheetoflabelsthatonlyhas afewstickersleft. Whenyouaredone,clickCommit F10orpressF10tocommittheinformation.Barcodelabelsare printedonyourA4printer.

Loadingbarcodesforprinting Youcanchoosetoloadmultiplebarcodestobeprinted,eitherby selectingagroupofstockitemsfromyourcurrentstock,orbyselectingitemsfromGoodsReceived. YousetloadoptionsintheLoadLabelListOptionswindow.

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To load multiple stock bar codes for printing


1

ClickLoadOptionsinthebottomframeofthePrintCustomBarCodeswindow.TheLoadLabelList Optionswindowappears. ClicktheStocktab.

Selectthesupplier,department,categoriesandcategoryvalues.Clicktheselectallicon ( selectallvaluesinthecategory,ifdesired. Selectthestocktype,eitherUseAvailableStockOnHandorIncludePackagesOnly. Choosethesellingpriceformat. Enterthequantityoflabelsyouwantprintedforeachoftheitems. ClickView.TheBarCodelabellingselectionlistwindowappears.

)to

4 5 6 7

SelecttheitemsyouwanttocreatebarcodelabelsforbyclickingintheSelectcolumnbesideeach oftheitembarcodes.Atickisdisplayedforeachoftheitemsselected. ClickLoad. ClickClosetoclosetheLoadLabelListOptionswindow. ClickPrint F10orpressF10 inthePrintCustomerBarCodeswindowtoprintthebarcodelabels.

9 10 11

BARCODES

1 5 3

To load multiple goods received bar codes for printing


1

ClickLoadOptions inthebottomframeofthePrintCustomBarCodeswindow.TheLoadLabelList Optionswindowappears. ClicktheGoodsReceived tab.

3 4

SelecttheGoodsReceiveditemforwhichyouwanttoprintlabels. SelectthenumberofbarcodesyouwantprintedintheQuantityofLabelsframeorselecttheUse ReceivedQuantity optiontoprintouttheexactnumberoflabelsasgoodsreceived. SelectthesellingpriceformatforthebarcodestobeprintedfromthedropdownintheSelling PriceFormatframe. ClickLoad. Repeatthesestepsforeachlotofgoodsreceivedforwhichyouwanttoprintbarcodes. ClickClosetoclosetheLoadLabelListOptionswindow. ClickPrintF10orpressF10inthePrintCustomBarCodeswindowtoprintthebarcodelabels.

6 7 8 9

Customising bar code labels


Youcanmodifyanumberofoptionsthatenableyoutocustomiseyourbarcodelabels.Youcannow chooseto:

showorhidethestockitemdescription showorhidetheprice movethepricefromrighttoleft selectdifferentformatsforthedateonthelabel showorhidethedate movethedatefromrighttoleft formatfordate(takenfromregionalsettings) show,hideorchangethefontofthebarcodecaption(number).

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To set custom label options


1

GototheToolsmenuandchooseCustomBarCodes.ThePrintCustomBarCodeswindow appears.

2 3

ClickalabeltypefromthedropdownlistintheSelectStartingLabelframe. ClickLabelOptions.TheLabelOptionswindowappears.

4 5

ClickAddatthebottomofthewindow. TypeyourlabelnameintheLabeldescriptionfieldtotheleftoftheAdd button.


NOTE : Marginsetting Whenspecifyingthepagemarginsettingsforyourbarcodelabels,youalso needtocheckyourprintersmarginorunprintableareasettingsandmakesurethattheyarecorrect.Your printersmarginsettingsdeterminewheretheprintingwillstart.

Alterthesettingstocustomiseyourownlabeltypes.
To
Hidethe description Hidethe stockprice

Dothis
IntheStockDescriptionFontframe,enterzerointheSizefield. IntheStockPriceFontframe,enterzerointheSizefield.

BARCODES

1 5 5

To
Adjustthepositionofthe priceon thelabel Specifyadateformat Hidethedate Adjustthepositionofthe dateonthelabel
7 8

Dothis
Enterthenumberofcentimetres(fromtherightcornerofthelabel)thatyou wantthepriceleftjustified. IntheDateframe,clickthedownarrowandchoosetherequiredformat. ClickthedownarrowandselectDonotdisplayfromthelist. Enterthenumberofcentimetresbywhichyouwanttoleftjustifythedate.

ClickApply. ClickClose.

Returned goods
Processingmultiplereturns Ifyouareprocessingalotofreturnstogether,youcanhaveseveral ReturnedGoodswindowsopenatonce,anduseCTRL+TABtomovebetweenthewindows.
NOTE :

InMYOBRetailManagerreturnedgoodsreferstogoodsyouarereturningtoasupplier.Thesecould begoodsyouhavereceiveddamagedfromthesupplier,faultygoods,goodsthatyoudidntorder,and soon. ItiscommonpracticethatyouneedaReturnsAuthorisationformfromyoursuppliertobeableto returngoodstothatsupplier.Youmaywanttocheckthatyouhavetheauthorisationbeforeyousend thegoodsback.


NOTE : Trackingserial numbersthroughreturnedgoods If thegoodsyouarereturninghaveserial numbersyouaretracking,ensureyouentertheappropriateserialnumberinformation.SeeSerialnumbers onpage 158formoreinformation.

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To return goods to a supplier


1

GototheTransactionmenu,andchooseReturnedGoods,orpressF8.TheReturnedGoods windowappears.

2 3 4

EnteryourstaffnumberintheStafffield,andthenenterthesuppliernumberintheSupplierfield. EnterthesuppliersReturnAuthorisationnumberintheRANo.field. ScanortypethebarcodeoftheproductyouwanttoreturntothesupplierintheCodefieldand pressENTER. Selecttheinvoice.Ifthereisarecordofyouhavingbeensuppliedthisproductfromthissupplier, theinvoicenumber(s)willbedisplayedintheInvoicefield.Iftheproducthasbeensuppliedtoyou onmorethanoneinvoice,themostrecentinvoicenumberisdisplayedbydefault.Usethearrow keystoscrollbackthroughtheinvoicenumberstoselecttherequiredinvoice.Youcanalsochoose toleavethisfieldblank. Asyouscrollthroughtheinvoicenumbers,theinvoiceunitcostoftheproductforeachinvoiceis displayedintheUnitCostfield.Youcanchangetheunitcostthatyouareclaimingforthereturned product.
Checkinvoice IfnoinvoicenumberisdisplayedintheInvoicefield,thenthisproducthas neverbeenrecordedassuppliedtoyoubythissupplier.
NOTE :

MakesurethatthetaxcodedisplayedintheTaxfieldisthesameoneusedbythesupplierwhen thisitemwassupplied. EnterthequantityoftheproductyouarereturningintheQtyfield.


Editingaline Toeditalineinthegrid,selectitandpressENTER.Thisbringstheitemtothe productdetailsline,readyforediting.
NOTE :

RETURNEDGOODS

1 5 7

Enteranexplanationofwhyyouarereturningtheproduct,oranyothercommentsaboutthe returnintheCommentsfield. PressENTERagainandcommitthetransaction. AReturnedGoodsAdviceNoteisprinted,unlessyouhaveselectednottoprintoneinthePrinting Optionswindow.IfyouwanttoprintmorethanonecopyofeveryReturnedGoodsadvicenote,for exampletosendonetothesupplierandkeepahardcopyonfile,chooseReprintReturned GoodsfromtheToolsmenu,orsetRetailManagertoprinttwocopiesoftheReturnedGoods docket.


NOTE : ExportingtoyourMYOBbusiness managementsoftware Ifyouareexportingyourdatato yourMYOBbusinessmanagementsoftware,returnedgoodswillappearasjournalentriesinSettle Returns&DebitsinyourMYOB businessmanagementsoftware.

Serial numbers
RetailManagerserialnumberscanbeprocessedwhenyoucreateastockitem(SeeCreatinganew stockitemonpage 104)oratanytimeduringyourinventorylifecycle,uptoandincludingthetimeof sale. RetailManagersserialnumbershelpyouto:

retainonlinerecordsofserialnumbersforpostsalewarrantyservicing enforceuniqueserialnumbersfortighterstockcontrol processserialnumbersbysupplierorproduct.

YousetoptionsthatapplytoallyourserialnumbersusingtheSerialNumberOptionswindow.See Serialnumberoptionsonpage 50formoreinformation. YouaccessserialnumberfunctionalityusingtheSerialNo.buttonintheGoodsReceived,Returned Goods,Stock,Sales,SalesOrderPayment ,LaybyPaymentandQuoteConverterwindows. Youcancreateandprocessaserialnumberforanactualitematthetimeofatransaction(Receiptof Goods,Sale,SalesOrderPayment,LaybyPaymentorQuoteConversion). Thefollowingsectionsprovideinformationonhowtoworkwithserialnumbersfromthewindows withinRetailManagerthathaveserialnumberfunctionality.

To enable serial numbers for a stock item


YouenableserialnumbersforanexistingstockitembyselectingtheTrackSerialNumbersoptionin theStock window. YouenableserialnumbersforanewstockitembyselectingtheTrackSerialNumberscheckboxwhen youarecreatinganitemeitherintheStockwindowortheCreateNewStock window.

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Assigning serial numbers through transaction windows


Whenyoumakeatransactionthatincludesastockitemthathasserialnumbersenabled,youassign theserialnumberbeforeyoucommitthetransaction. Youcanassignserialnumbersthroughthefollowingwindows:

Sales LaybyPayments SalesOrderPayments QuoteConversion LookupSerialNumber.

To process a serial number during a transaction


Serialnumberentriesshouldbeprocessedforastockitembeforeyoucompleteandcommita transaction.
1

Beginatransaction,suchasasale,bycompletingtheappropriatefieldsinthetransactionwindow andbyenteringtheproductdetailsoftheitemintheitemselectionline. PressTAB,ENTERorclick+tomovetheitemtotheentereditemlistofthetransactionwindow. IfyouhavePromptforSerialNumberEntrysetinyourSerialNumberoptions,theappropriate SerialNumberswindowappears. IfyoudonothavePromptforSerialNumberEntrysetinyourSerialNumberoptions,locateand clickSerialNo.inthetransactionwindow.TheappropriateSerialNumberswindowappears.For moreinformationaboutserialnumberoptions,seeSerialnumberoptionsonpage 50. TheSalesSerialNumberswindowisdisplayedasanexamplebelow.

ThetopframeoftheSerialNumberwindowdisplaysallthestockitemsintheentereditemlistof thetransactionwindowthathaveserialnumbersenabled. Thebottomframecontainsalistoftheserialnumbersthatapplytothestockitemhighlightedin thetopframe. Eachserialnumberentryincludesthetimeindays(Age)sincetheserialnumberwascreated, eitherthroughtheGoodsReceivedwindoworthroughtheStockwindow.SeeAssigningserial numbersfromtheGoodsReceivedwindowonpage 160andAssigningandcreatingserial numbersfromtheStockwindowonpage 161formoreinformation.

SERIALNUMBERS

1 5 9

Selecttheserialnumberthatappliestoyouritembyselectingtheoptionintheselectcolumnon thesamelineastheserialnumber. Iftheserialnumberisnotinthelist,youcancreateaserialnumberentry.SeeTocreateaserial numberentryatthetimeofatransactionbelowformoreinformation.

Ifyouwanttoenterwarrantyinformation,clicktheWarrantyExpirescolumn.Adownarrowis displayed. Clickthedownarrow.Acalendarappears. Selectthewarrantyexpirydateforthisitem. Whenyouhavecompletedassigningserialnumbersandsettingserialnumberinformation,click OK. TheSerialNumbers windowcloses,andtheoriginaltransactionwindowappears. Continuewiththetransaction.

5 6 7

8 9

To create a serial number entry at the time of a transaction


1 2

Fromthetransactionwindow,locateandclickSerialNo.TheSerialNumberwindowappears. Selectthestockitemforwhichyouwanttocreateaserialnumberentryinthetopframe.The bottomframeoftheSerialNumberwindowdisplaysallcurrentserialnumbersavailableforthe selectedstock item. ClickCreateSerialEntry.Anewserialentryisaddedtothelowerframe,withatickalreadyapplied totheSelectoption.


NOTE : Numberofnewserialentries Youcanonlycreateasmanynewserialentriesasthequantityof thestock itemselectedinthecurrenttransaction.Thequantityisdisplayedinthelastcolumnofthetop frameoftheSerialNumberwindow.

4 5

SelecttheserialentrylineintheSerialNumberscolumnandentertheserialnumber. Ifyouwanttoenterwarrantyinformation,clicktheWarrantyExpirescolumn.Adownarrow appears. Clickthedownarrow.Acalendarappears. Selectthewarrantyexpirydateforthisitem. ClickOK.TheSerialNumberwindowclosesandtheoriginaltransactionwindowappears.

6 7 8

Assigning serial numbers


WhentheTrackSerialNumberoptionisselectedforastockitem,theSerialNo.buttonbecomes activeintheGoodsReceived,ReturnedGoods ,Stock,Sales,SalesOrderPayment,LaybyPayment andQuoteConverterwindows.Thisallowsyoutocreate,assign,reassignandviewserialnumbers fromtherelevantwindows.

Assigning serial numbers from the Goods Received window


Whenyouassignserialnumberstoyourgoodsasyoureceivethem,andyourecordtheinvoicenumber fromyoursupplieraspartofthegoodsreceivedprocess(seeToreceivegoodsintostockonpage 130 formoreinformation)theinvoicenumberandgoodsIDrecordedbyRetailManagerareincludedwith theserialnumberentry.YoucanaccessthisextrainformationlaterthroughtheStockwindow.

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Theprocessofrecordingaserialnumberentryforastockitemisthesameasthatforothertransaction windows.SeeAssigningserialnumbersthroughtransactionwindowsonpage 159formore information.

Assigning and creating serial numbers from the Stock window


Youusethesameproceduretocreateandassignserialnumbersusingthestockwindowasyoudofor transactionwindows.SeeAssigningserialnumbersthroughtransactionwindowsonpage 159for moreinformation. Whenyoucreateserialnumberentriesusingthestockwindowyoucancreateasmanyserialnumber youwant.

To reassign serial numbers through a refunded sale


Whenacustomerreturnsastockitemwithapreviouslytrackedserialnumber,perhapsforwarranty workorarefund,youperformarefundusingtheSaleswindowtobringthestockitembackintoyour inventory,enablingyoutoreassigntheoriginalserialnumber.SeeTorefundasaleonpage 197forthe completeprocedureyouperformforrefundingasale.
1 2

GototheSaleswindoweitherbypressingF6,orbychoosingSalesfromtheTransactionmenu. Scanorenterthebarcodefortheproductbeingrefunded,andenteranegativequantityintheQty field,toindicatethatitisbeingrefunded. PressTAB,ENTERorclick+tomovetheitemtotheentereditemlistofthetransactionwindow. IfyouhavePromptforSerialNumberEntrysetinyourSerialNumberoptions,theappropriate SerialNumberswindowappears. IfyoudonothavePromptforSerialNumberEntrysetinyourSerialNumberoptions,locateand clickSerialNo.inthetransactionwindow. TheappropriateSerialNumberswindowappears.

ThestockitemisdisplayedinthetopframeoftheSalesSerialNumberswindowwiththeQtyfield highlightedandRtn(x)displayed(wherexrepresentsthenumberofitemsreturned).
4

ClickCreateSerialEntryandentertheserialnumberthatwaspreviouslyappliedtothisstockitem. Ifyouarenotsureastotheoriginalserialnumberforthisstock item,usetheLookupSerial Numberswindowtoviewtheserialnumberaudittrailforthisitem.Youcansearchonserial

SERIALNUMBERS

1 6 1

numbertransactionsbasedonbarcode,customernumber,suppliernumberandtheserialnumber itself.SeeTheLookupSerialNumberswindowonpage 163formoreinformation.


5 6

ClickOK.TheSerialNumberwindowclosesandtheSales windowappears. Continuewiththerefundtransaction.

Viewing detailed serial number information


YoucanviewdetailedinformationfromtheStockInformationSerialNumberswindow,accessed throughtheStock window. TheStockInformationSerialNumbers windowdisplayscomprehensiveinformationaboutserial numberentries,including(whereapplicable)theRetailManagercreatedgoodsIDandasuppliers invoicenumberenteredthroughthegoodsreceivedwindow.Youcanalsoviewtheinventorystatusof thestockitemassociatedwithaserialnumberentry.

To view detailed serial number information


YouviewdetailedinformationaboutserialnumberentriesforastockitemthroughtheStockwindow.
1

GototheStockwindowandscanorenterthebarcodeoftheitem.TheSerialNo.buttonbecomes active. ClickSerialNo.TheStockInformationSerialNumberswindowappears.

Informationabouttheserialnumbersassignedtostockitemswiththebarcodeyouenteredis displayedinthelowerframeoftheStockInformationSerialNumberswindow. TheStatus columnindicatestheinventorystatusofthestockitemassociatedwithaparticular serialnumber.INindicatestheitemisinstock,LBindicatestheitemisheldonlayby,SOindicates theitemisonsalesorder. WhileastockitemhasthestatusofINyoucanedittheserialnumber,youcannoteditaserial numberwiththestatusofLBorSO.


3

ClickOKtoreturntotheStockwindow.

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The Lookup Serial Numbers window


TheLookupSerialNumberswindowallowsyoutofollowaserialnumbersaudittrail.Thismeansyou canviewallthetransactionscommittedwithaparticularstockitemthathasarecordedserialnumber. YouaccesstheLookupSerialNumberswindowthroughtheAdminmenu.Youcanchoosetolookup serialnumbersbyserialnumber,bybarcode,bysuppliernumberandbycustomernumber. YoucanalsousetheLookupSerialNumberswindowtoeditserialnumbersthatbelongtoitemsthat havebeensold,orstockitemsthathavebeenreturnedtoasupplier.Thisallowsyoutoeditserial numberswhenthestockitemisnolongerphysicallyinyourinventory.Serialnumbersofitemsno longerinyourinventorycanonlybefoundusingtheLookupSerialNumbersby:SerialNumber selection.

To use the Lookup Serial Numbers window


1

GototheAdminmenuandchooseLookupSerialNumbers.TheLookupSerialNumberswindow appears.

2 3

ClickthedownarrowbesidetheLookupSerialNumberby:field. Selecttheclassificationbywhichyouwanttosearch(serialnumber,barcode,suppliernumberor customernumber). Eitherentertheappropriatenumber,orclickthesearchicon( list. )andselecttheentryfromthe

AnaudittrailisshowninthetopportionoftheLookupSerialNumberswindow,displayingallthe serialnumbertransactionsrelevanttoyourinitialsearchcriteria. Forexample,ifyouchoosetolookupserialnumbersbyaspecificcustomernumber,alistofall transactionsthatinvolvedserialnumbersandthatcustomerisdisplayed.Ifyouchoosetolookup

SERIALNUMBERS

1 6 3

serialnumbersbyaspecificserialnumber,alistofallcommittedtransactionsagainstthatserial numberisdisplayed.

5 6

ClickCommittofinaliseyourchanges. ClickPrinttoprinttheaudittrailtoyourreportprinter.ClickClosetofinishviewingtheaudittrail andtoreturntoRetailManager.

To edit serial numbers after a sale or returned goods transaction


NOTE : Findingtherightserialnumber Ifyouareuncertainoftheserialnumberyouarelookingfor,see TousetheLookupSerialNumberswindowonpage 163tofindtheserialnumberbysearchingbycustomer numberorsuppliernumber.

GototheAdmin menuandchooseLookupSerialNumbers.TheLookupSerialNumberswindow appears. ClickthedownarrowbesidetheLookupSerialNumberby:fieldandselectSerialNumberasthe classificationbywhichyouwanttosearch. Eitherentertheserialnumber,orclickthesearchicon( displayedlist. )andselecttheentryfromthe

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TheserialnumberaudittrailisdisplayedinthetoppartoftheLookupSerialNumberswindow,and anEditbuttonappears.

ClickEdit.TheEditSerialNumberwindowappears.

5 6 7 8

Edittheserialnumber,addorchangethewarrantydateasrequired. ClickApplytorecordyourchanges.TheEditSerialNumberwindowcloses. ClickCommittofinaliseyourchanges. IntheLookupSerialNumberwindow,clickPrint toprinttheaudittrailtoyourreportprinter.Click ClosetofinishviewingtheaudittrailandtoreturntoRetailManager.

Stocktaking and stock adjustment


Traditionally,stockadjustmentprocedureshaveconsistedoftheannualstocktake;thisistheonetime oftheyearwhenaretailerwouldsynchroniseactualwithrecordedinventorylevels. TheMYOBRetailManagerstockadjustmentproceduresofferseveralmoreoptions,whichallowabusy retailertoadjuststocklevelsforanindividualstockitemoranydepartmentorcategoryofstockitems, inadditiontothecompletestocktake.Thisgivestheretailertheflexibilitytorunapartialstocktakeof acompanysgoodsforarepresentativesvisit,oradjustthestocklevelofasinglestockitembecause additionalstockhasbeenfoundinthestoreroom. Theannualstocktakeisstillanimportantandmajorundertaking.Youcanuseyourcomputersandscan yourstockdirectlyintoRetailManager,oryoucanprintoutstocktakesheetsinRetailManagerfora manualstocktake.YoucanthenruntheDiscrepancyreporttoidentifydiscrepancies.

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1 6 5

The Whats In Stock reports


TheWhatsInStockreportandWhatsInStockDetailedreportcanbeausefulalternativeto performingastocktake.Youcanrunthesereportsforyourentireinventory,orforanydepartmentor category.Youcanrunthereportsforaspecificsupplierinpreparationforarepresentativesvisit. Thereareseveralprimaryandsecondarysortcriteria(bybarcode,description,availablequantity,and soon)forthesereports,whichcanthenbesortedinascendingordescendingorder.Youcanalso choosetogroupthestockitemsbysupplier. ThefollowingisanexampleoftheWhatsinStockreport.

The complete stocktake


Acompletestocktakeisamajorundertaking,whichusuallyinvolvesalotofextrastaff,organisation andtime.Whilesomeretailersmayonlydoacompletestocktakeannually,manyretailersarenow stocktakingmonthly,bimonthlyorquarterly. InMYOBRetailManageryoucaneitherprintingoutstocktakesheetsinRetailManagerandruna manualstocktake,oruseyourbarcodescannerandcomputer(s)andcountyourstockdirectlyinto RetailManager,whichwillimprovetheaccuracyandspeedofyourstocktake.RetailManagerallows youtocontinuetomakesalesandreceivegoodsduringthestocktake.SeeMakingsalesandreceiving goodsduringstocktakeonpage 169 formoreinformation.
Scanning Ifyouareusingascanner,itsagoodideatohaveonepersonscanningbarcodesand anotherpersonstationedatthecomputertopickuponany potentialerrors,suchasincorrectbarcodes.
NOTE :

Importantnote Onlyperformacompletestocktakeifyouintendtocounteveryitemofinventory. Youmustincludeallitemsofstockinyourcount,includingitemssetasideforlaybyandsalesorder.


Stocktakingpackages Youcannotstocktakepackages.Youmustcounttheircomponents individually.
NOTE :

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Performing a stocktake using a bar code scanner


Useyourbarcodescannerandcomputer(s)toassistyouindataentryforyourstocktake.Alternatively, youcanperformamanualstocktake.SeePerformingamanualstocktakeonpage 169formore information.

To run a complete stocktake using a bar code scanner


1 2

GototheStockManagementmenuandchooseStocktake,orpressSHIFT+F11. IfyouhaveanyRetailManagerwindowsopen(suchasaSales window),afurthermessageappears informingyouthatRetailManagerwillcloseallwindows. ClickOKtocloseanyopenwindows.TheStocktakewindowappears.

EnteryourstaffnumberintheStafffield,andpressENTER.YoucanalsopressF2tosearchforyour number. SelectFullStocktakefromtheTypedropdownlist. Specifyhowyouintendtocounttheitems: Ifyouarecountingmultiplequantitiesofthesameproduct, selecttheScanandManualCount option.Thismeansthatyouwillneedtomanuallycounttheproducts.Youscanthefirstproduct andthenenterthequantityoftheproductcounted. Ifyouwanttocountonlysinglequantitiesofeachstockitematatime,selecttheScanand Auto Countoption.Thismeansthataquantityofonewillbeassumedforeveryproductscanned.If youarecountingmultiplequantitiesofthesamestockitem,dontselectthisoption.
Clearingthestocktakegrid ClickClearAlltoclearthegridofanyexistingstocktakecountsif thisisnotyourfirstRetailManagerstocktake.
NOTE :

5 6

Scantheproductsbarcode,ormanuallyenteritintheBarcodefieldandpressENTER.Youcanalso usethesearchicon( )tolocatetheproduct.Whenyouenterthebarcode/stocknumber,the productdescription,supplier,cost,price,andquantityinstockaredisplayedfortheproduct. Ifyouchosetodoanautocountinstep 6,theproductisaddedtothegrid. Ifyouchosetodoamanualcountinstep 6,enterthequantityoftheproductintheQty fieldand clickAdd.

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Quantitydisplayedinred Thequantityvalueisdisplayedinredifthequantityyouentered doesnotmatchthestocklevelinRetailManager.


NOTE :

Repeatstep 7and,incaseofamanualcount,alsostep 8,fortherestofthestockitems. Thegriddisplayseachscanned/countedproduct.Youcanusethescrollbarorarrowkeystoview thelist.Foreachproductentered,thedatethecountwasentered,theproductdescriptionandthe countaredisplayedinthegrid. ClicktheDateheaderinthegridtosortthestock itemsbydate,Description tosortbystockitem description,orCounttosortbynumbercountedofthestockitem.Rightclicktheheadertosort thecolumnindescendingorder.
NOTE : Changingthecountofaproduct Therearetwomethods tochangethecount ofaproduct: eitherchangethecountdirectlybyenteringanumberintheCountcolumninthestocktakegrid,or highlighttheproductlineinthegridandpressENTER.Theproductdetailsappearinthetophalfofthe window.ChangethecountandpressENTER.

10

Ifyouwanttocontinuethestocktakelater,clickthecloseicon(nottheCommit F10button). RetailManagersavestheitemsandquantitiesyouhaveenteredsofar.Whenyouopenthe Stocktakewindowagain,youcancontinuefromwhereyoustopped. Whenyouhavefinishedthestocktake,clickCommit F10orpressF10tocommittheinformation. IfthereisadiscrepancyintheamountandyouhavenotpreviouslyviewedtheDiscrepancyreport, amessageappearsaskingifyouwanttoviewthisreport.

11 12

Dooneofthefollowing: Toviewthereport,clickYes. Toproceedtocompletethestocktake,clickNo.

13

Ifthereareitemsyouhavenotcounted,amessageappearsaskingifyouwanttoretainthestock quantitiesfortheseitems.

Dooneofthefollowing: Toretainthecurrentquantitiesoftheitems,clickRetainQty. Tosetthequantitiesoftheitemstozero,clickSetQtytoZero. ToreturntotheStocktakewindow, whichyoumaywanttodoifyouwanttoincludetheseitems inthestocktake,clickCancel.

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Awarningmessageappearsaskingyoutoensurethatnooneelseisusingyourshopfrontatthis time.

14

ClickOKtocommitthestocktake.Whenthestocktakeiscompleted,aconfirmationmessage appears.

Makingsalesandreceivinggoodsduringstocktake Withmanybusinessestradingsevendaysa week,itiscommonforretailerstostillbetradingatleastduringpartofthestocktake.RetailManager allowsyoutomakesalesandreceivegoodsduringstocktake.Thismeansthatyourtill(s)canbefreeto makesalesinthemiddleofastocktake.IfyouhavetheStocktakewindowopenonacomputer,youcan simplyopentheSaleswindowandmakeasale. Onceyouhavemadethesale,returntotheStocktakewindowandmanuallyadjustthecountforthe soldstockitemsthathavealreadybeencounted.Thisensurestheintegrityofthestocktake.

To make a sale during stocktake


1

WiththeStocktakewindowopen,opentheSaleswindowandmakethesaletothecustomerin theusualway. Whenthesalehasbeenmade,displaythesaleagainintheSales window. ReturntotheStocktakewindow,andcheckwhetherthestockitemsoldhasalreadybeencounted inthestocktake.Ifthestockitem: hasntbeencounted,youdontneedtoadjustthestocktakeatall. hasalreadybeencounted,changethecounttoreflectthequantitysoldbyeitherdirectly changingthenumberintheCountcolumninthestocktakegrid,orbyhighlightingtheproduct lineinthegridandpressingENTER,thenchangingthecountnumberinthecountfieldofthe productdetails(inthetophalfofthewindow)andpressingENTER. Repeatstep 3foreachstockitemsoldinthesale,andclosetheSaleswindowwhenfinished.

2 3

Performing a manual stocktake


Ifyouarerunningamanualstocktake,RetailManagerhasaversatilefacilityforprintingoutstocktake sheets.Stocksheetscanbeprintedlistingallyourstockitemsoronlystockitemsforaselected department,categoryorcustomfields,withspacestoenteryourcountandanycomments. Youcanalsofiltermanualstocktakesheetsbysupplier.Thisisusefulifyouneedtoperformregular stocktakesfordifferentsuppliers.Beforearepresentativesvisit,youcanrunastocktakeforthe suppliersothatyouknowexactlywhatyoucurrentlyhaveinstockandwhatyouneedtoorderfrom therepresentative.

STOCKTAKINGANDSTOCKADJUSTMENT

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To print stock sheets


1 2

GototheStockManagementmenuandchooseStocktake,orpressSHIFT+F11. IfyouhaveanyRetailManagerwindowsopen(suchasaSaleswindow),afurthermessageappears informingyouthatRetailManagerwillcloseallwindows.

3 4

ClickOKtocloseallwindowsandcontinue.TheStocktakewindowappears. EnteryourstaffnumberintheStafffield,andpressENTER.YoucanalsopressF2 tosearchforyour number. FromtheType list,selectthekindofstocktakeyouwanttoperformSingleItemStocktake, PartialStocktakeorFullStocktake . ClickStockSheets. IfyouselectedSingleItemStocktake orFullStocktakeinstep 5,awindowappearsaskingyouto selectthedepartmentsandcategoriesforwhichyouwanttoprintstocksheets.Followthesesteps: a Selectthedepartmentfromthedropdownlist. b Selectthecategoriesandcategoryvaluesbyselectingtheappropriateoptions. Ifyouwanttoprintstocktakesheetsforallyourcategoryvalues,clicktheselectall/noneiconat thetopofthelists. c ClickOK. Awindowappearsaskingyoutochoosewhethertoshowthequantityonhand.SelecteitherDo NOTshowcurrentquantityonhandorShowcurrentquantityonhandandclickOK.Awindow appearsaskingyoutoselectthesupplierstoreporton. Ifyouwanttoprintstocktakesheetslistingonlyproductsreceivedfromaspecificsupplier(s),select theappropriateoption(s).Otherwise,clickSelectAllandthenclickNext.Awindowappearsasking youtoselectthefieldtogrouptheinformationon. SelectthefieldtogroupinformationonandclickOK.Awindowappearsaskingyoutoselectthe primaryandsecondaryfieldstosorttheinformationby. Selecttheprimaryandsecondarycriteriabywhichtheproductswillbeorderedinthestocktake sheets.ClicktheDescendingOrderoptionifyouwanttosorttheproductsindescendingorder, eitheralphabeticallyornumerically. ThestocksheetsaredisplayedintheRetailManagerreportviewer.SeeUsingtheMYOB RetailManagerreportvieweronpage 266formoreinformation. Clicktheprinticon( ).ThePrint windowappears.Specifythepagerange,requirednumberof copies,etc.andclickOK. Thestocksheetsareprintedtoyourreportprinter.

6 7

10

11

12

13

EnteringmanualstocktakeresultsintoRetailManager Onceyouhavecompletedyourmanual stocktake,youwillhaveanumberofstocktakesheetswhichhavetobeenteredintoRetailManager. TheseresultsareenteredintoRetailManagerusingtheStocktakewindow. ThisisthesameprocessasisdescribedinPerformingastocktakeusingabarcodescanneron page 167exceptthatyouwillbeenteringthebarcodesmanuallyinsteadofscanningthem.

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Performing a partial stocktake


Youmayalsowanttodoastocktakeonparticularrangesofproductswithinyourstore.Thismeansthat youcancheckyourstocklevelsforanyproductdepartmentorcategoryinMYOBRetailManager.For moreinformation,seePartialstocktakeforadepartmentorcategoryonpage 94.
NOTE : Preparingforasalesrepresentativesvisit Youcanalsodoamanualstocktakebeforeasales representativesvisit.Themanualstocktakesheetscanbefilteredbybothcategoryandsupplier.See Performingamanualstocktakeonpage 169formoreinformation.

Theeffectivenessofdoingapartialstocktakedependsonhowyouhavesetupyourproduct departmentsandcategories.For example,ifyouhavesetupyourcategoriesbysupplier,youcould regularlydoapartialstocktakewhenthesuppliersrepresentativescomein.Thisiswhyitisso importanttosetupyourdepartmentsandcategoriescarefullywhenyousetupRetailManager. YoucanalsousetheCustom1andCustom2fieldsinthesamemanner,andperformapartialstocktake basedontheinformationinthesefields. IfyoucountedstockitemsthatarenotpartofthepartialstocktakeCustom1,Custom2,orcategory, thesenewquantitieswillnotbeadjustedwhenyoucommitthestocktake.

To run a partial stocktake


1 2

GototheStockManagementmenuandchooseStocktake,orpressSHIFT+F11. IfyouhaveanyRetailManagerwindowsopen(suchasaSaleswindow),amessageappears informingyouthatRetailManagerwillcloseallwindows.

ClickOKtocloseallwindowsandcontinue.TheStocktakewindowappears.

EnteryourstaffnumberintheStafffield,andpressENTER.YoucanalsopressF2tosearchforyour number. SelectPartialStocktakefromtheTypedropdownlist,ifyouwanttostocktakeaspecificpartof yourstock.

STOCKTAKINGANDSTOCKADJUSTMENT

1 7 1

Specifyhowyouintendtocounttheitems: Ifyouarecountingmultiplequantitiesofthesameitem,selecttheScanandManualCount option.Thismeansthatyouwillneedtomanuallycounttheitems.Youscanthefirstitemand thenenterthequantitycounted. Ifyouwanttocountonlysinglequantitiesofeachstockitematatime,selecttheScan andAuto Countoption.Thismeansthataquantityofonewillbeassumedforeveryitemscanned.Ifyou arecountingmultiplequantitiesofthesamestockitem,dontselectthisoption.


Clearingthestocktakegrid Click ClearAlltoclearthegridofanyexistingstocktakecountsif thisisnotyourfirstRetailManagerstocktake.
NOTE :

ClickViewSelectiontolimitthestocktaketospecificdepartmentsandcategories.TheLimit Selection windowappears.

8 9

SelecttheproductDepartmentfromthelist.Therelatedcategoriesappear. Selectthecategoryvaluesyouwanttostocktakebyselectingtheoptionsundereachofthe categorylists.Ifyouwanttoselectallcategories,clicktheselectallicon( )nexttothecategory heading.Todeselectallcategories,clickthisiconagain.


NOTE : UsingCustomfields Ifyouwanttodoapartialstocktakeusingthecustomfieldsasparameters, selecttheShowCustom Valuesoption.TheCustom1andCustom2listsappear.Selecttheappropriate Custom1orCustom2field,inthesamewayasyouusedcategoriesabove.

10

Whenyouhavefinishedselectingthedepartment,categoryandcustomfields,clickOK. Amessageappearsaskingifyouwanttoprintoutstocksheetslistingtheitemsthatbelongtoyour selection.Ifyouwanttoprintoutstocksheets,clickYes.Formoredetails,seeToprintstock sheetsonpage 170.

11

Scantheproductsbarcode,ormanuallyenteritintheBarcodefieldandpressENTER.Youcanalso usethesearchicon( )tolocatetheproduct.Whenyouenterthebarcode/stocknumber,the productdescription,supplier,cost,price,andquantityinstockaredisplayedfortheproduct. Ifyouchosetodoanautocount,theproductisaddedtothegrid.


Itemsselectedforthestocktake setintheLimitSelectionwindow.
NOTE :

Youwillonlybeabletoadditemsthatmatchthecriteriayou

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12

Ifyouchosetodoamanualcountinstep 6,enterthequantityoftheproductintheQty fieldand clickAdd.


Quantitydisplayedinred Thequantity valueisdisplayedinredifthequantityyouentered doesnotmatchthestocklevelinRetailManager.
NOTE :

13

Repeatstep 11and,incaseofamanualcount,alsostep 12,fortherestofthestockitems. Thegriddisplayseachscanned/counteditem.Youcanusethescrollbarorarrowkeystoviewthe list.Foreachitementered,thegriddisplaysthedatethecountwasentered,theitemdescription andthecount. ClicktheDateheaderinthegridtosortthestockitemsbydate,Descriptiontosortbystockitem description,orCount tosortbynumbercountedofthestock item.Rightclicktheheadertosort thecolumnindescendingorder.
NOTE : Changingthecountofaproduct Therearetwomethodstochangethecountofaproduct: Eitherchangethecountdirectly byenteringanumberintheCountcolumninthestocktakegrid,or highlighttheproductlineinthegridandpressENTER.Theproductdetailsappearinthetophalfofthe window.ChangethecountandpressENTER.

14

Ifyouwanttocontinuethestocktakelater,clickthecloseicon(not theCommit F10button). RetailManagersavestheitemsandquantitiesyouhaveenteredsofar.Whenyouopenthe Stocktakewindowagain,youcancontinuefromwhereyoustopped. Whenyouhavefinishedthestocktake,clickCommit F10orpressF10tocommittheinformation. IfthereisadiscrepancyintheamountandyouhavenotpreviouslyviewedtheDiscrepancyreport, amessageappearsaskingifyouwanttoviewthisreport.

15 16

Dooneofthefollowing: Toviewthereport,clickYes. Toproceedtocompletethestocktake,clickNo.

17

Ifthereareitemsyouhavenotcounted,amessageappearsaskingifyouwanttoretainthestock quantitiesfortheseitems.

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1 7 3

Dooneofthefollowing: Toretainthecurrentquantitiesoftheitems,clickRetainQty. Tosetthequantitiesoftheitemstozero,clickSetQtytoZero. ToreturntotheStocktakewindow, whichyoumaywanttodoifyouwanttoincludetheseitems inthestocktake,clickCancel.


18

Awarningmessageappearsaskingyoutoensurethatnooneelseisusingyourshopfrontatthis time.

19

ClickOKtocommitthestocktake.Whenthestocktakeiscompleted,aconfirmationmessage appears.

Completing a stocktake
Whenyouhavefinishedcountingandenteringyourresults,runthestocktakeDiscrepancyreport.This reportlistsanystockitemsforwhichthestocklevelrecordedinMYOBRetailManagerisatvariance withthestocktakequantity.Thisisagoodwayofcheckingforandfixinganydiscrepancies.
NOTE : RuntheDiscrepancyreportbeforeyoucommitthestocktake Youmustrunthisreportbeforeyou committhestocktake,ortheinitialRetailManagerstocklevelfortheproductswillbeoverwrittenwiththe newstocktakequantity,andnocomparisonwillbeavailable.

Itisalsoimportanttofixdiscrepanciesifyouaregoingtoexportyourdatatobusinessmanagement software.

To run the stocktake Discrepancy report


1

IntheStocktakewindow,whenyouhaveenteredsomecountedquantitiesforitems,click DiscrepancyReport. Setthefiltersforthereport. ClickDisplayonlystocktakeoutages orDisplayall items. Selectthefieldtogrouponandthesortorder. Thereportisdisplayedonscreen,listingthebarcodeanddescription,departmentandcategory, countedquantity,expectedquantity,andthevalueandquantityshortageforeachitem.Where youhavenotenteredacountquantityforaproduct,thequantityoftheproductthat RetailManagerindicatesyouhaveinstockisdisplayed(asanegativevalue)astheshortage quantity.

ClickPrinttoprintoutthereport,orclickExporttoexportthereporttoanapplicationorsavethe reporttodisk.SeeToexportareportonpage 266formoreinformation.

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Committing a stocktake
Whenyouaresatisfiedthatyouhaveanaccuratecountofyourentire(orpartial)stock,youcan committhestocktake.Committingthestocktakewilltransferthenewstockquantitiestoyourstockfile andupdateyourexistingstocklevels,soyouneedtobequitesurethatareyouarereadytocommitthe stocktake.

To commit the stocktake


1 2

IntheStocktakewindow,clickCommit F10orpressF10tocommittheinformation. ClickYesforthevariouswindowsthataredisplayed.RetailManagerbacksupthedatabase automaticallyanddisplaysthelocationofthebackupfiles.

Adjusting stock levels of a single item


YoucanadjustasingleitemofyourstocktakeusingtheSingleItemStocktakefunction. Youcanusethesingleitemadjustmentproceduretoadjustthequantityofastockitemafteryouhave committedastocktake,forexampleifyoufindthatsomethinghasbeenleftout.Youcan,however,do asingleitemadjustmentatanytime,asrequired.Forexample,dosingleitemadjustmentstoaccount forbreakages,damagesorknownthefts. AllsingleitemadjustmentsareincludedintheAudittabintheStockwindow. MakingsingleitemadjustmentswhenrequiredresultsinRetailManagersinventorylevelsmore accuratelyreflectingyouractualstocklevels. Notethatthesingleitemadjustmentonlyaffectsthestockiteminquestion,andwillnotaffectthe quantityofanyotherstockitems.

To adjust the stock level of a single item


1

GototheStockManagementmenuandchooseStocktake.TheStocktakewindowappears.

EnteryourstaffnumberintheStafffield,andpressENTER.YoucanalsopressF2tosearchforyour number. SelectSingleItemStocktakefromtheTypedropdownlist.

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1 7 5

Specifyhowyouintendtocounttheitem: Ifyouarecountingmultiplequantitiesofthesameitem,selecttheScanandManualCount option.Thismeansthatyouwillneedtomanuallycounttheitems.Youscantheitemandthen enterthequantitycounted. Ifyouwanttocountonlyasinglequantityofastockitem,selecttheScanand AutoCount option.Thismeansthataquantityofonewillbeassumedforthescanneditem.Ifyouare countingmultiplequantitiesofthesamestockitem,dontselectthisoption. Scantheitemsbarcode,ormanuallyenteritintheBarcodefieldandpressENTER.Youcanalsouse thesearchicon( )tolocatetheitem.Whenyouenterthebarcode/stocknumber,theitem description,supplier,cost,price,andquantityinstockaredisplayedfortheitem. Ifyouchosetodoanautocount,theitemisaddedtothegrid. Ifyouchosetodoamanualcountinstep 4,enterthequantityoftheitemintheQtyfieldandpress ENTERorTAB. IfyouareusingRetailManageronatouchscreen,youcanclicktheaddicontoaddthequantity.
Matchingactualwithrecordedstocklevels Thevalueisdisplayedinredifthequantityyou entereddoesnotmatchthestocklevelinRetailManager.
NOTE :

7 8

ClickCommit F10orpressF10tocommittheinformation. Awarningmessageappearsaskingwhetheryouwanttobackupyourshopfrontdatabeforethe stocktakequantityfortheselecteditemischanged. Dooneofthefollowing: Tomakeabackup, clickYes Toproceedtocompletethestocktake,clickNo .

Whenthestocktakeiscompleted,aconfirmationmessageappears.ClickOKandthenclickClose.

Centralised updates
NOTE :

ThecentralisedupdatesfeatureisonlyavailabletoMYOBRetailEnterpriseusers.

YoucanperformcentralisedstockupdatesbysendingstockinformationfromyourRetailEnterprise CentralsitetoyourShopsites.RetailEnterpriseShopmustbeinstalledonthesamecomputeronwhich yourunRetailManager. Toaccessthecentralisedupdatesfeature,gototheStockManagementmenuandchooseCentralised Updates. Formoreinformationaboutcentralisedupdates,seeyourRetailEnterpriseCentralandShopuser guides.FormoreinformationaboutMYOBRetailEnterprise,gotomyob.com.au/retail.

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5 Sales
InMYOBRetailManager,youcanperformmanyofthesalesproceduresrequiredforyourdaily operationsfromasinglewindow.Inadditiontohandlingsaletransactions,RetailManagercanalso managecustomeraccountsales,creditnotes,customer specialorders,laybysandquotes.Youcan convertquotestosalesandlaybys,andrecordandmanagelaybypayments,cancellationsand refunds. RetailManageralsorecordsandmanagesoperationalinformationsuchasstocklevels,accumulated salestodifferentpaymenttypes,andcustomerinformationautomatically.

Overview
TheSaleswindowisusedtomakesalestransactions.Eachsaleisprocessedandrecorded,and adjustmentstostockaremade.TheSaleswindowcanbedividedintothreesections:retailer/customer details,productdetails,andpaymentdetails.
Frequentlyaskedquestions SeeSales,laybys,creditnotes,andgiftvouchersonpage 356 for troubleshootingquestionsandanswersforsalesinRetailManager.
NOTE :

177

EachRetailManagersaletransactionsharesasetofcharacteristics:

Staffmember.Youneedtodefineatleastonestaffmember.Ifyoudonotwanttoidentifya particularstaffmember,useagenericstaffmembersuchassalesorstaff. Customer.Ifnocustomerisentered,customerinformationisnotprintedonthesalesdocket.You mustenteracustomernumberifyouaremakinganaccountsale,salesorder,quote,alaybysale, acustomerspecialorder,orissuingacreditnote,depositorgiftvoucher. Itemssold.TheitemstobesoldareenteredintheProductDetailsarea.Youcanadjusttheprice andquantityasrequired.NotethatifyouwanttoeditanitemsdescriptionintheSaleswindow, youneedtoselecttheAllowdescriptionchangeatPOSoptionforthatitemintheStock window. TaxCode .Eachstockitemsoldmusthaveataxcode.Ifrequired,youcanchangeanitemstaxcode atthepointofsale. Discount.Thisfieldisavailableforeverysale,ifrequired. Paymenttypesandpaymentoptions.Thepaymentofthesaleisallocatedtooneormoreofthe availablepaymenttypes.SeePaymentTypeoptionsonpage 28formoreinformation.

SaleQuantity RetailManagersupportsbothwholenumberandpartialnumbersellingquantities, makingitsuitableforbothretailoperationsthatsellonlywholequantitiesandthosethatdealwith fractionsanddecimals.WithRetailManageryouhavetheflexibilitytosell,forexample,3pizzas,1slice ofpizzaoreven$12worthofpizzaifyouwant. Bydefault,RetailManagerdisplaysitemsaswholequantitiesintransactionwindows.Tosellpartial quantitiesofaproduct,selecttheAllowFractionalQuantitiesoptionforthatproductintheStock window(seeCreatinganewstockitemonpage 104).Youcanthenenterapartialquantityinthe Sales windowasadecimalvalueorasafraction.Forexample,ahalfkilogramofpeachescanbe enteredas1/2or.5.Thequantityisdisplayedindecimals.
TIP : Scanindividualunitsforfractionalquantities IfyouhaveselectedtheScanIndividualUnitsoptionin theToolsmenu,youcanalsosetthedefaultsellingquantityforitemsthatcanbesoldinfractionalquantities toone.Todothis,selecttheScanIndividualunitsforFractionalQuantitiesoptionintheGeneral(Salestab) viewoftheOptionswindow(seeGeneraloptionsonpage 22formoreinformation).Ifthisoptionisnot checked,youwillneedtomanuallyenterthequantityeachtimeyouselectanitemthatcanbesoldin fractionalquantities.

Tosellanamountworthofaproduct,forexample,sixdollarsworthoflollies,youwouldenterT6in theQtyfield.Thenumberoflolliesthatcanbeboughtfor$6(taxinclusive)isautomaticallycalculated andenteredintotheQtyfield. WhentheProductDetailslineisempty,andthereareitemsintheProductDetailslist(refertothe diagramonpage 177toidentifytheseareasoftheSaleswindow),theQty fielddisplaysthesumofall itemsenteredintheProductlist. Tax TheSellfieldintheSaleswindowdisplaysanitemssellpriceincludingtax.TheTaxfielddisplays thetaxcodeforeachlineitem.Youcanchangeanitemstaxcodeatthepointofsale. YouhavetheoptiontolocktheTaxfieldintheSaleswindowtopreventusersfromeditingthisfield.If required,youcanhidetheTaxfieldintransactionwindows.(SeeGeneraloptionsonpage 22,for moreinformationonlockingorhidingtheTaxfield.) Freight FreightistreatedasastockiteminRetailManager.Ifyourbusinesschargesfreightonsales, youwillneedtocreateoneormorestockitemsforfreight(dependingontheneedsofyourbusiness) intheStockwindow.SeeCreatinganewstockitemonpage 104formoreinformation.Tocharge

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freightonasale,simplyentertheFreightitemintheSaleswindow,andkeyinthefreightamount(and quantityifapplicable)intheSellfield. Rounding Youhavetheoptiontoselecttheroundingruleyouwanttousewhencalculatingthetotal ofasale.Yousettheroundingruleforeachpaymenttype.(SeePaymentTypeoptionsonpage 28for moreinformation.)Ifyouchoosetoroundtothenearest5 cents,10 cents,ordollar,whenyoumakea sale,theroundingamountisautomaticallyenteredintheRoundingfield.Thisgivesyoutheoptionto changetheroundingamountifyouwant.Forexample,youmaydecidetoroundto5 centsforacash transaction,butnotforanaccounttransaction. Calculations YoucanenterformulaedirectlyintheSellfieldtocalculateadiscountforaspecific stockitem.Cstandsforthecostpriceofastockitem,andSforthesellprice.
NOTE : DisabledCostkey IfyouhavepasswordprotectedCostPricingintheSecurityOptionswindow, the Costkeyinthecalculatorwillbegreyedout;youwillnotbeabletoenteranyformulaewithC(cost) inthe Sellfield.

For example,ifyouwanttosellalawnmowerfor$10.00morethanthecostprice,youwouldenter C+10(costprice+$10)intheSellfield,andpressENTER.(Youcanusethecalculatortoenterformulae inthisfield.For moreinformation,seeMYOBRetailManagercalculatoronpage 66.)Thesellpriceis automaticallycalculatedanddisplayedintheSellandExtension fields. Whenapplyingpercentagediscountsormarkups,youcanenterthediscountformuladirectlyinthe Sellfield.Tocalculateapercentdiscountonanitem,eitherentertheformulausingthecalculator,or entertheformuladirectlyintheSellfield.Forexample,togivea10%discountonamicrowaveoven whichisusuallysoldfor$300,eitherenterSell10%inthecalculator,orenterS10%directlyinthe Sellfield.Thesellprice$270isdisplayedintheSellandExtensionfields. Whenenteringaformula,rememberthatthecostofanitemiscalculatedtaxexclusive,andthatthe sellpriceistaxinclusive. Multiplesaleswindows Youcanhavemultiplesaleswindowsopenatthesametime.Thisallowsfor thosesituationswhenhalfwaythroughmakingasale,thecustomerwantssomethingelse.Youdont havetocancelyoursaleanothersalespersoncansimplyopenanewsaleswindowandmakeanother sale.
Alternatingbetweenwindows UsetheshortcutCTRL+TABtoalternatebetweenopenwindows,or pressALT+Wtoviewalistofopenwindows,andtypethenumberoftherequiredwindow.
NOTE :

Setting up the Sales window


MYOBRetailManagercanbeconfiguredinanumberofwayssothatyoucanmakesalesthewayyour retailbusinessrequires.YoucanusetheRetailManageroptionstoskipspecificfieldsintheSales window.Soforexample,ifyourbusinessdoesntusuallygivediscountsonproducts,theDiscountfield intheSaleswindowwillbeskippedeachtimeyoumakeasale. Also,theuseofabarcodescannerorprogrammablekeyboardwillaffectthewayasaleisprocessed. SeeSettingupabarcodescanneronpage 382andWorkingwithprogrammablekeyboarddevices onpage 392formoreinformation.

SETTINGUPTHESALESWINDOW

1 7 9

Example
ThereareseveralfieldsintheSaleswindowthatacoffeeshopforexamplemightnotrequire, including: Customer,Sellingprice,Qty,DiscountandCustomfields.IfyouturnontheSkipField optionsfortheseintheGeneralOptionswindows,andselecttheScanIndividualUnits functionfrom theToolsmenu,whenyoumakeasale,youreducethenumberofindividualkeystrokesrequired.The procedureformakingthissalewouldbeasfollows:
1 2

EnterthestaffnumberintheStafffieldandpressENTER. EntertheproductcodeforalongespressoandpressENTER.Thedescription,category,tax,selling price,quantity,andtotalforthelinearedisplayed.ThecursorispositionedintheCodefieldfora newlinereadyforaseconditemtobesold. PressENTER.ThecursorispositionedinthePaymentDetailsframehighlightingthefirstpayment method,whichforacoffeeshopshouldbecash. EntertheamountofcashtheyarepayingandpressENTER. ClickYes,toaccepttheamount,committhetransactionandconfirmthechange.Pressanykeyto cleartheCash Changewindow.

4 5

Hidden Sales window features


ThereareanumberofhiddenfieldsorframesintheSaleswindow.Thesefieldsorframesareaccessed fromcertainfieldsinthewindowbypressingashortcutkeycombinationorbyclickingonabutton,and giveadditionaloptionsrelatingtothefields. Thefollowinghiddenfieldsorframesaredescribedinthissection.

Customerinformationbelow Gradeinformationonpage 181 Profitinformationonpage 181 Taxinformationonpage 182 Salescommentsonpage 182 Scanningindividualunitsonpage 182 Deliveryaddressonpage 183 Serialnumbersonpage 183.

Customer information
WhenyoutabthroughtheCustomerfieldafterenteringacustomer,ifyouhavenotdisabledtheSales WindowCustomerHistoryoptionsintheGeneralOptionswindow,customerand/oraccount informationisdisplayedoverthePaymentDetailsframe.

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SalesWindowCustomerHistoryoptions SeeSalesWindowCustomerHistoryonpage 25for moreinformationabouttheSalesWindowCustomerHistoryoptions.


NOTE :

Thisinformationcanbeusedtoinformthecustomeroftheiraccountsituation,givethecustomerany promotionalinformation,orcreateaddonsalesbasedonthecustomersrecentpurchases.Youcan updatethecustomermessagefromtheCustomers window.


NOTE : CustomerinformationF11shortcutkey Youcanalsoviewcustomerinformationwhenyouareina transactionwindowbypressingtheF11shortcutkey,ifyouhavenotdisabledtheSalesWindowCustomer Historyoptions,mentionedabove.

PricesdisplayedintheRecentPurchasesframeareGSTinclusive.WhenyoutabthroughtheCustom field,theRecentPurchasesframedisappearsandthePaymentDetailsframeappears.

Grade information
WhenthecursorisintheSellfieldyoucanpresstheup/downarrowkeystodisplaytheGradefield. Thisfieldliststhevariousgradesyoucangivethecustomerfortheitem.Usethearrowkeystoscroll throughthelist;whentherequiredgradeisdisplayed,pressENTERtoselectit.Thesellpriceis automaticallyadjustedaccordingtothegrade,andthecursormovestotheQtyfield.
NOTE :

Settinggrades

Formoreinformationonsettinggrades,seePricinggradesonpage 135.

Profit information
YoucanviewprofitinformationforalineitemorforthetotalsaleintheSaleswindow.
NOTE : Estimatedgross profit TheSaleswindowonlydisplaystheestimatedgrossprofitonasale.Ifa customermakesanaccountpaymentandyougivethemadiscount,thegrossprofitintheoriginal Sales windowwillnotberecalculatedtoreflectthisdiscount.YouwillneedtorunthecurrentProfitreportsto gettheaccurategrossprofitfigures.

Lineprofitinformation WhenthecursorisintheSellfield,pressF3 orclickProfittoviewtheprofit informationfortheitem.TheLineProfitframedisplaysthecostoftheitemandtheestimatedgross profitamountandasapercentage.

Thisisaveryusefulfeatureif,forexample,acustomerasksforadiscountonaproductandyouwantto findoutquicklyhowadiscountaffectsyourprofitmarginonthesale. YoucanadjustthesellingpricewhiletheSellfieldisstillhighlighted,andtheestimatedgrossprofitis automaticallyrecalculatedanddisplayed. Saleprofitinformation Afteryouenteralltheitemsintheproductdetailsarea,youcanviewthe profitinformationforthetotalsale,bypressingF3whenthecursorisintheDiscountfieldorbyclicking Profittwice.TheSaleProfitframedisplaysthetotalcostofthesale,andtheestimatedgrossprofit

HIDDENSALESWINDOWFEATURES

1 8 1

amountandasapercentage.Youcantakethisinformationintoaccountwhengivingadiscountonthe totalsale.

NOTE :

Profitdetails ProfitdetailsarecalculatedbasedonGSTexclusivefigures.

Tax information
YoucanviewtaxinformationforalineitemorforthetotalsaleintheSaleswindow. Linetax AfteryouenterthesellingquantityofanitemintheQtyfield,pressCTRL+TtwiceorclickTax todisplaytheLineTaxframe.Thetaxexclusiveprice,thetaxinclusivepriceandthetaxamountare displayedforthecurrentlyselectedline.

IfyouchangethesalequantityintheQtyfield,thetaxinformationwillberecalculatedautomatically toreflectthischange. Saletax Afteryouentertheitemsintheproductdetailsarea,andanydiscountsintheDiscountfield, pressCTRL+TorclickTaxtwicetodisplaytheSaleTaxframe.TheSaleTaxframedisplaysthetax amount,andthetaxexclusiveandtaxinclusivepriceofthetotalsale.

Sales comments
WhenthecursorisinthepaymentmethodslistorthePayingfield,pressF3todisplaytheComments field.Youcanenteranymiscellaneouscommentsaboutthesalehere.

Scanning individual units


Ifyouonlyeversellaquantityofoneofaproductatatime,orscaneachproductindividually(suchas inasupermarket)gototheToolsmenuandchooseScan IndividualUnits .Thenwhenyouscana productorenterthecodeintheCodefield,youonlyneedtoconfirmthepriceaquantityofoneis automaticallydisplayedintheQtyfield. Ifyousellitemsinfractionalquantities,youcanalsochoosetosettheirdefaultsellingquantitytoone bycheckingtheScanIndividualunitsforFractionalQuantities optionintheGeneral(Salestab) view oftheOptionswindow.SeeGeneraloptionsonpage 22formoreinformation.

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NOTE :

EditingQtyfield

YoucanclicktheQtyfieldtochangethequantityofanitem.

ToselectordeselecttheScanIndividualUnitsoption,pressCTRL+Iwheninasale.

Delivery address
Ifyourbusinessdeliversgoodstocustomers,youcanrecordoreditthecustomersdeliveryaddress duringasaleintheSaleswindow.PressCTRL+Dorclick Delivery.Bydefault,theDeliveryDetails windowdisplaystheaddressthatyouselectedasthedefaultinthecustomersrecord.Ifthecustomer requirestheitemstobedeliveredtoadifferentaddress,selectanotherlocationfromtheirrecords,or entertheaddress.Ifitisrelevant,usetheDeliveryDatefieldtospecifythedate.ClickCommit F10or pressF10tocommittheaddressandtoreturntotheSaleswindow.Thedeliveryaddresswillbe printedonthedocketorinvoiceforthesale. Youmaywanttoprinttwocopiesofasalesdocketorinvoiceifyouaredeliveringthegoodstothe customer:oneforthecustomertotakeaway,theotherforthepersondeliveringthegoodstothe customer.Youcaneitherreprintthelastsalesdocketorinvoice(fromtheToolsmenu)orspecifyasa rulethatyouwanttoprinttwocopiesofeverydocketorinvoiceinthePrintingOptions window.

Serial numbers
Whenyoucommitasalethatincludesastockitemforwhichyouaretrackingserialnumbers,youneed torecordtheserialnumberatthetimeofthetransaction.SeeToprocessaserialnumberduringa transactiononpage 159formoreinformation.
Trackingserialnumbers numbers.
NOTE :

SeeSerialnumbersonpage 158formoreinformationaboutusingserial

Print and Email Options window


ThePrintandEmailOptionswindowisavailablefromanytransactionwindow.Youcanusethis windowtochangewhetheryouprintoremailyourtransactiondocuments.Youcanalsousethis windowtochangetheprinteryouwanttoprintyourtransactiondocumentsto.Forexample,youmay wanttoprintatransactiondocumenttoyourA4printerinsteadofyourdocketprinter. For transactionsmadeintheSales,InvoiceandLaybyPaymentwindows,youcanalsousethis windowtoprintpackingslips. Printersettings Theprintersettingsinthiswindowdefaulttotheselectionsyoumadeinyoursetup options(seePrintingoptionsonpage 31).Ifyouchangethesesettings,thechangesonlyapplytothe currenttransaction.Ifyoucreateanewtransaction,thewindowwilldisplayyourdefaultsettings. Printandemailsettings Theprintandemailsettingsinthiswindowdefaulttotheselectionsyou madeinthecustomerorsupplierrecord.Ifyouchangethesesettings,thechangesonlyapplytothe currenttransaction.Ifyoucreateanewtransaction,thewindowwilldisplaythedefaultsettings. For cashcustomers,thedefaultsettingistoprinttransactiondocuments.

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1 8 3

AddressesUsedin TransactionDocumentsettings TheAddresssettinginthiswindowdefaultsto theselectionyoumadeinyoursetupoptions(seePrintingoptionsonpage 31).Ifyouchangethese settings,thechangesonlyapplytothecurrenttransaction. Emailingtransactiondocuments Whenyouselecttoemailatransactiondocument,theemailis placedintheEmailingTransactionstaboftheEmailContactswindow.Youthenneedtosendthe emailfromthiswindow.Formoreinformation,seeEmailingtransactionsonpage 261.

To change your print and email options from a transaction window


1

Whileinthetransactionwindow,clickPrint/EmailOptions.ThePrintandEmailOptions window appears.

2 3

Selectwhetheryouwanttoprint,email,orprintandemailthetransactiondocument. Ifrequired,changeanysettingsinthePrintersection.
UseDefaultSettings CustomiseSettingsfor thisWindow: Docket(40col) Report(A4) KeepCustomised Settingsforthis Window Qty Selectthisoptionifyouwanttoprinttransactiondocumentstotheprinteryouset inthePrintingviewoftheOptionswindow(accessedfromtheSetupmenu). Selectthisoptionifyouwanttochangeanyoftheprintsettingslistedbelow. Selectthisoptiontoprintthetransactiondocumenttothedocketprinter. Selectthisoptiontoprintthetransactiondocumenttothereportprinter. Selectthisoptionifyouwanttousetheprinteryouhavespecifiedforallfuture transactionsfromthiswindow. Typethenumberoftransactiondocumentsyouwanttoprint.Ifyouwant,clickthe boxalongsidethisfieldandselectthenumberfromthevirtualkeypad.

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Ifrequired,selectyourpackingslipoptions.ThisoptiononlyappearsforSales,InvoicesandLayby Paymenttransactions.
UseDefaultSettings Selectthisoptionifyouwanttoprintapackingsliptotheprinteryou specifiedinthePrintingviewoftheOptionswindow(accessedfromthe Setupmenu). Selectthisoptionifyouwanttochangeanyofthepackingslipoptionslisted below. Selectthisoptionifyoudontwanttoprintapackingslip. Selectthisoptionifyouwanttoprintapackingslipbutnotareceipt. Selectthisoptionifyouwanttoprintapackingslipandareceipt. Selectthisoptionifyouwanttousethesepackingslipoptions forallfuture transactionsfromthiswindow.

CustomiseSettingsforthis Window: DoNOTPrintPackingSlip OnlyPrintPackingSlip PrintPackingSlipwith Receipt KeepCustomisedSettings forthisWindow

5 6

Ifyouwanttopreviewthetransactiondocument,selectthePreviewTransactionoption. ClickOK. Whenyoucommitthetransaction: Ifyouselectedtoprintthetransactiondocument,thedocumentisprintedtotheprinteryou specified. Ifyouselectedtoemailthetransactiondocument,theemailisplacedintheEmailTransactions tabintheEmailContactswindow.YouthenneedtosendtheemailfromtheEmailContacts window.SeeEmailingtransactionsonpage 261.

Making a sale
Beforeyoumakeasaleforthefirsttime,makesureyourefertothefollowingsections:

Overviewonpage 177 SettinguptheSaleswindowonpage 179 HiddenSaleswindowfeaturesonpage 180.

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1 8 5

To make a sale
1

GototheTransactionmenuandchooseSalesorpressF6.TheSaleswindowappears.

Saleswindowalwaysdisplayed YoucanchoosetohavetheSaleswindowalwaysdisplayed. SeeGeneraloptionsonpage 22formoreinformation.


NOTE :

EnteryourstaffnumberintheStafffield,andpressENTER.Ifyouhavesetadefaultstaffnumber, thisnumberwillautomaticallyappearinthefield(seeTheSalestabonpage 24). EnterthecustomernumberintheCustfield.Ifyouwanttocreateanewcustomerhere,pressF5. SeeMaintainingcustomerdetailsonpage 222. Whenyouenterthecustomernumber,thecustomersgradeisalsodisplayed.SeeMaintaining customerdetailsonpage 222forinstructionsonhowtoallocateagradetoacustomer. YoucanpressTABtomovetothenextfieldifyouaremakingasimplesaleanddonotrequire customerinformationinthisfield.
NOTE :

Skippingfields SeeTosetupdefaulttaxcodesonpage 55toskipcertainfieldsinthiswindow.

FillintheCustomfieldasrequired.SeeCustomoptionsonpage 39formoreinformationon customisingfields. YoucanpressTABtomovetothenextfieldifyouaremakingasimplesaleanddonotrequire informationenteredintothisfield.

ScanormanuallyentertheproductsbarcodeintheCodefield.Ifthebarcodehasmorethanone productassociatedwithit,selecttherequiredproductfromthewindowthatappears.Youcanalso click thesearchicon( )tosearchforstock. Thecode,description,categories,tax,sellingprice,andextensionpricearedisplayedforthe product.

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NOTE : StockQuantityfigures Noticetherearethreefiguresafterthedescriptionof theproduct,in parentheses,separatedbyacomma.Thefirstfigureisyourcurrentstocklevel,thesecondthequantityof theproductyouhaveonlayby,andthethirdisthequantityoftheproductyouhaveonsalesorder.See Generaloptionsonpage 22formoreinformationaboutdisplayingthesequantities.

YoucancreateanewstockitemwhilemakingasalebypressingF5intheCodefield.SeeCreating anewstockitemonpage 104formoreinformation.


6

MakesurethatthecorrecttaxcodeisdisplayedintheTaxfield.Ifyouwanttochangethetaxcode, placethecursorintheTaxfield,andpresstheup/downarrowkeystoscrollthroughthetaxcodes list;whentherequiredcodeisdisplayed,pressENTERtoselectit.


NOTE :

Navigation

RememberthatF12orSHIFT+TABwilltakeyoubackafield.

ChangetheproductsellingpriceintheSellfieldifrequired.NotethattheSellfielddisplaysthetax inclusiveprice.Awarningisdisplayedifyouenterasellingpricethatisequaltoorlessthanthecost priceoftheproduct. PressF3twiceifyouwanttocheckifyourmarginsallowyoutogiveadiscountonthisitem.See Profitinformationonpage 181. YoucanalsoenterformulaedirectlyintheSellfieldtocalculateadiscountforaspecificstock item. SeeCalculationsonpage 179.

EnterthequantityoftheproductyouaresellingintheQtyfield.Thequantitydefaultsto1.When youenterthequantity,thetotalamountforthislineisdisplayedintheExtensionfield. WhenyoutaboutoftheQtyfield,thisproductlineismovedintotheproductdetailslist,andthe cursorispositionedatthebeginningofanewline.


NOTE : Allowfractionalquantities NotethatbeforeyoucanenterapartialquantityintheQtyfieldfor anitem,youneedtoselecttheAllowFractionalQuantitiesoptionintheStock windowforthatitem.See SaleQuantityonpage 178.

Continuetoprocessalltheproductsthatyouaresellingtothecustomer.Ifyouhavetoedita completedproductline,usethearrowkeytoselecttherequiredproductline,andpressENTER.The

MAKINGASALE

1 8 7

lineisshiftedtothetopproductlineandishighlightedreadyforediting.Whenyouhaveenteredall theproductsbeingsold,pressENTER.

10

Toenterdeliveryaddressdetails,pressCTRL+D orclickDeliveryandcompletethefields.Formore information,seeDeliveryaddressonpage 183. YoucanpressTABtomovetothenextfieldifyouaremakingasimplesaleanddonotrequire informationenteredintothisfield.


Toquitanuncommittedtransaction Ifyouwanttoquitatransactionpartwaythrough,you caneitherpressESC (andfollowtheinstructions)orclickthecloseicon( ).
NOTE :

11

EnterthediscountyouwanttogiveonthesaleintheDiscountfield. PressTABtomovetothenextfieldifyouaremakingasimplesaleanddonotrequireinformation enteredintothisfield.PressF3ifyouwanttoviewtheprofitdetailsofthesalebeforegivinga discount.SeeProfitinformationonpage 181. Therearefourwaystoenteradiscountforasale: Enterthediscountamountinthisfield, andpressENTER. Enterthediscountpercent,makingsurethatyoutypethe%,andpressENTER.Thediscount amountisautomaticallydisplayed. Tobringthesaletoaroundtotalamount,typeT(ort)beforetheamountyouwantthetotal tobe,andpressENTER.Thediscountamountisautomaticallycalculatedanddisplayedinthis field.Forexample,ifthesubtotalis$67.31,andyouonlywanttochargethecustomer$60,type T60intheDiscountfieldand$7.31isdisplayedintheDiscountfield,and$60intheTotalfield. Todiscountthecost(includingtax)ofallitemsfromthetotalamount,typeCintheDiscount field.Thediscountamountisautomaticallycalculatedanddisplayed. AfteryoutabofftheDiscount field,pressF3toenteranycommentsaboutthesale.SeeSales commentsonpage 182 formoreinformation.

12

Enterthepaymentsdetails. InthePaymentDetailsframe,usethearrowkeystohighlighttherequiredpaymenttype,orsimply typethefirstletteroftherequiredoption.Forexample,typeVandtheVisapaymenttypeis highlighted;AandAmexishighlighted;AagainandAccountishighlighted.

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NOTE : UsingtheTABkeyforasimplesale YoucanpressTAB toselectthepaymenttypethatisonthe topofyourPaymentDetailslist(thedefaulttoppaymenttypeiscash).PressingTABagainwillpopulate thePayingfield,andpressingTABoncemorewillcommitthetransaction.

Paymentdetailssetup Rememberthatyoucanaddanddeletepaymenttypesandsetupthe orderinwhichtheyaredisplayedintheSaleswindow.SeePaymentTypeoptionsonpage 28.


NOTE :

PressENTERandentertheamountthecustomerispayinginthePayingfield.PressENTERagainor clickAdd. Iftheamountpaidbythispaymenttypeisthewholepayment,theCommitTransaction? windowisdisplayed. Iftheamountpaidbythispaymenttypeispartpaymentofthetotalamount, selectthesecond typeofpayment,entertheamountinthePayingfieldandpressENTER.TheCommit Transaction?windowisdisplayed. Ifthecustomerispayingusinganelectronicpaymenttype,theElectronicPaymentwindow appears.

SwipethecardandperformtheappropriatetasksaspromptedbytheEFTPOSterminal.Whenthe EFTPOSterminalindicatesthetransactionhasbeenapproved,clickApprove(ifyouuseIngenico PCEFTPOS,DPSPaymentExpressIntegratedEFTPOSorTyroIPEFTPOS,youwillnotneedto clickApprovethetransactionwillautomaticallybeapproved). Ifthetransactionisnotapprovedorisunsuccessful,youcanstillapproveitbyclickingManual. However,sinceyourbankhasnotacceptedthetransaction,youmustnotedownthetransaction andcarddetailsandensurethatyouaccountforthetransactionwhenbankingyourothersales.


NOTE : Ifcarddetailscannotberead(IngenicoPCEFTPOS,DPSPaymentExpressIntegrated EFTPOSandTyroIPEFTPOSterminalsonly) Ifthecarddetailscannotberead,forexampledueto thecardbeingdamaged,youwillneedtousetheIngenicoPCEFTPOS,DPSPaymentExpress IntegratedEFTPOSorTyroIPEFTPOSkeypadtoenterthesedetails.

13

TypeYorpressENTERtocommitthetransaction.TheCash Changewindowappears.Pressanykey toclearit.


NOTE : Reprintinglastsalesdocket Youcanreprintthelast salesdocketfromtheToolsmenuby selectingReprint,andthenLastSalesDocket.FormoreinformationseeReprintingthelasttransaction onpage 218.

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Sales transaction examples


Thefollowingareexamplesofpaymentsituationsthatmayoccur. Ifthecustomerwantstopayfora$37.95purchasebycash,andonlyhasa$50note SelectCash fromthepaymentmethodslist,type50inthePayingfield,andpressENTER.TheCommitTransaction? andCash Changewindowsdisplaytheamountofchangetobegiventothecustomer. Ifthecustomerwantstopayfora$100purchasebyputting$60onVisaandpayingtheremaining $40bycash SelectVisafromthepaymentmethodslist,type60inthePayingfield,andpressENTER. ThenselectCashfromthepaymentmethodslist,type40inthePayingfield,andpressENTER.The CommitTransaction?windowappears.

Getting cash out by EFTPOS


MYOBRetailManagerprovidestwooptionsforEFTPOS.YoucanhaveeitheranEFTPOSterminalthatis connectedtothecomputeryouuseforRetailManager,oranEFTPOSterminalthatisunconnectedto RetailManager.
NOTE : IfyouareusinganEFTPOSterminalthatisnotconnectedtoRetailManager IfyourEFTPOS terminalisnotconnectedtoRetailManager,inadditiontofollowingtheprocedureforgettingcashouton EFTPOSinRetailManager,youalsoneedtodothetransactiononyourEFTPOSmachine.SeeSettingupa connectedEFTPOSterminalonpage 383formoreinformationaboutEFTPOSterminals.

To get cash out by EFTPOS during a sale


RetailManagerallowscustomerstowithdrawcashfromEFTPOSwhenthecustomerispayingfora purchase.Inthefollowingexample,acustomerwantstopayfora$60purchaseonEFTPOSandgetout $40cash. Using an unconnected EFTPOS terminal
1 2

SelectEFTPOSinthepaymentmethodslist,type100inthePayingfield,andpressENTER. SelectCashfromthepaymentmethodslistandpressENTER. ThebalanceisdisplayedinthePayingfieldasanegativeamount,inthiscase40. PressENTERagain,andtheCommitTransaction?windowappears. Committhetransaction. Using a connected EFTPOS terminal

3 4

EnsurethattheEFTPOSpaymenttypeisactive,andAllowcash outisselected.SeePaymentType optionsonpage 28formoreinformationaboutmakingapaymentelectronicandavailablefor cashout. SelectEFTPOSinthepaymentmethodslist,type100inthePayingfield,andpressENTER. Awindowappearsaskingifyouwanttoprocessacashoutof$40withthistransaction.

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ClickYes.TheElectronicPaymentwindowappears.

7 8

SwipethecustomerscardandperformtheappropriatetasksaspromptedbytheEFTPOSterminal. WhentheEFTPOSterminalindicatestheEFTPOStransactionhasbeenapproved,clickApprovein theElectronicPaymentwindow.IfyouuseIngenicoPCEFTPOS,youwillnotneedtoclickApprove. Thetransactionwillautomaticallybeapproved. RetailManagerthencommitsthetransaction.

To get cash out by EFTPOS without a sale


RetailManagerallowscustomerstowithdrawcashfromEFTPOSwithoutasale,ifyourbusinesspolicy allowsit. Using an unconnected EFTPOS terminal
1

GototheSaleswindow,enteryourstaffnumberandpressENTERtomovethroughallthefields withoutenteringanythinguntilyougettothePaymentDetailsframe. HighlighttheEFTPOSpaymenttype,entertheamountofcashthecustomer wantstowithdraw andpressENTER. HighlighttheCashpaymenttypeandpressENTERsothattheamountenteredfortheEFTPOS paymenttypeisdisplayedasanegativeamountagainsttheCashpaymenttype.PressENTERonce again. ClickYestocommitthetransaction. Using a connected EFTPOS terminal

GototheSaleswindow,enteryourstaffnumberandpressENTERtomovethroughallthefields withoutenteringanythinguntilyougettothePaymentDetailsframe. HighlighttheEFTPOSpaymenttype,entertheamountofcashthecustomer wantstowithdraw andpressENTER.Awindowappearsaskingwhetherthisisacashoutonlytransaction. ClickYes.TheElectronicPaymentwindowappears.

MAKINGASALE

1 9 1

7 8

SwipethecustomerscardandperformtheappropriatetasksaspromptedbytheEFTPOSterminal. WhentheEFTPOSterminalindicatestheEFTPOStransactionhasbeenapproved,clickApprovein theElectronicPaymentwindow.IfyouuseIngenicoPCEFTPOS,youwillnotneedtoclickApprove. Thetransactionwillautomaticallybeapproved. RetailManagerthencommitsthetransaction.

Account sales
MYOBRetailManagerisfullyequippedtohandledebtors.Thisincludesmakingaccountsalesand payments,debtorsreports,printingstatementsandextensiveenquiryfeatures.Usingdebtorsis optionalinRetailManager;itisanessentialpartofmanyretailbusinesses,butnotforothers. RetailManagercanbecustomisedtomakeaccountsalesunavailable. Notethatcustomeraccountsareadditionaltocustomerrecordsandareusedtobeabletopurchase goodsonaccountfromyourstore.YoucanstilluseRetailManagerslaybyfunctionwithoutusing accounts,asRetailManageronlyrequiresthatyoumakethelaybysaleagainstacustomerrecord. Youmustcreateacustomer accountbeforeyoucanmakeanaccountsale.SeeTocreateacustomer accountonpage 224formoreinformation. Forinformationonmakingaccountenquiries,seeMakingaccountenquiriesonpage 194.

To make the debtors function inactive


Ifyourbusinessdoesntrequiredebtors,youcanmakethedebtorsfunctioninactivebydoingthe following:

GotothePaymentTypeviewoftheOptionswindow,selectandedittheAccountpaymenttype andensuretheThispaymenttypeisactiveoptionisdeselected.ThiswillremovetheAccount paymentmethodasanoptionfromtheSaleswindow.SeePaymentTypeoptionsonpage 28for moreinformationabouteditingpaymenttypes. GototheGeneralviewoftheOptionswindow.ClicktheSalestab.SelecttheOnlyDisableAccount Informationoption.ThiswillpreventcustomeraccountstatusfrombeingdisplayedintheSales window. GototheSetupmenuandchooseSecurity.IntheSecuritywindow,clicktheRestrictStaffGroup Privileges tab.ScrolldowntotheMiscellaneousgroupandsetAccountSecurity.

To make an account sale


1 2 3

GototheSales windowbypressingF6. EnteryourstaffnumberintheStafffield. EnterthecustomernumberintheCustomerfield.Youcancreateanewcustomerrecordby pressingF5,orbytypingthecustomernumberyouwanttousedirectlyintheCustomerfield.See Maintainingcustomerdetailsonpage 222 formoreinformation.


Accountowner Notethatforcustomeraccounts,thesaleiscreditedtotheaccountowner.If theaccount ownerisnotspecified,thesaleiscreditedtothestaffmembermakingthesale.
NOTE :

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CompletetheotherfieldsintheSaleswindow,andwhenyougettothePaymentDetailsframe, selectAccountasthepaymentmethod(youmayhavetoscrollthroughthepaymentmethodsto findAccount).

Iftheamountthecustomerispurchasingonaccountexceedsthecustomerscreditlimitorifthe customerhasanoverdueinvoice,awindowappearsnotifyingyouofthefact.Click Yestocontinue withthesale.IfyouhavesetAccountSecurityintheSecuritywindow,youwillbepromptedto enteryourpasswordtooverridethelimit. Committhetransaction.Aninvoicewillprintoutontheprinteryouspecifiedforinvoices.


CAUTION : Paymentonaccounts Ifthecustomerwantstopaysomeofthepurchasetotalbycashand putthebalanceonaccount,RetailManagerputsthewholeamountonaccount,andtreatsthecashasa paymentonaccount. Forexample,ifthecustomerpurchasesaproductfor$89.95andwantstopay$50ofthepurchaseby cash,andputthebalanceonaccount,RetailManagerwillprocessthisas anaccount saleof$89.95andan invoicepaymentof$50.

NotethatyoucanreprintthelastinvoicefromtheToolsmenubyselectingReprint ,andthenLast Invoice.FormoreinformationseeReprintingtransactionsonpage 218.

ACCOUNTSALES

1 9 3

Makingaccountenquiries Whenyouremakingasaleatthecounter,youcanalsocallupa customersaccountdetailsanddetailsofallinvoicesandinvoicepaymentsonscreen. Notethatifyouraccountsecurityhasbeenturnedon,youwillbepromptedtoenterapasswordbefore youcanviewacustomersaccountdetails.


NOTE : Makinganenquiryduringasale If youarecurrentlymakingasaleatthetimeofenquiry,leavethe saleopen,gototheCustomerswindowtomakeyourenquiry,andthenCTRL+TABbacktotheSaleswindowto completethesale.

To find out a customers account details


1 2 3

GototheCustomerswindowbypressingCTRL+U. EnterthecustomernumberintheCustomerfieldandpressENTERtodisplaythecustomerrecord. ClickShowAccountDetails F3,orpressF3,toviewthecustomersaccountdetails. TheinformationyourequirewillbedisplayedintheCreditLimit,OwingandRemainingCredit fields.

Viewingacustomersoriginalinvoice If,afterinformingthecustomeroftheircreditsituation,the customerqueriesaninvoice,youcanquicklycalluptheoriginaltransaction.SeeViewinginvoice detailsonpage 226formoreinformation. Viewingacustomersoriginalinvoicepayment Acustomermayalsoquerypaymentsmadeonthe account.Forexample,thecustomermayhavemadeapaymentyesterday,andwantstocheckifits beenprocessedyet.SeeViewinginvoicepaymentdetailsonpage 226formoreinformation. TheAccountSalesreport YoucanruntheAccountSalesreporttoviewalistofaccountsalesmade duringaspecificperiod.Thisreportcanbesortedbycustomer.SeeReportsonpage 265formore informationaboutgeneratingareport.

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To make an account payment


TheDebtorPaymentswindowisusedtomakeaccountpayments.
Customerpaymenthistory Rememberthatthehistoryofacustomerspaymentscanbeviewedin theCustomers window.SeeViewinginvoicepaymentdetailsonpage 226formoreinformation.
NOTE :

GototheTransactionmenuandchooseDebtorPayments,orpressSHIFT+F6.TheDebtor Paymentswindowappears.

EnteryourstaffnumberintheStafffield,andenterthecustomernumberofthecustomerwhois makinganaccountpayment. Alistofthecustomersoutstandinginvoicesisdisplayed,listedfromtheoldestdowntothemost recent,accordingtotheruleofpayingtheoldestinvoicefirst.Onlyoutstandingamountsonan invoicearedisplayed,andnotthetotalinvoiceamount.ThecursorispositionedintheDiscount column.

EnteranydiscountforearlypaymentintheDiscountfield,ifthatisyourpractice.Entereitherthe amountofthediscountorthediscountpercentage(makesureyoutype%afterthenumber).You canalsopressF2tousethecalculatortodeterminethediscountoradjustmentyouwanttogive thecustomer. DiscountsgivenonaninvoicepaymentwillshowupasanegativegrossprofitintheTransaction SummaryandSalesSummarywhenyoucashup.Thiswillbalancetheextragrossprofitshownon theoriginalsale,whichdidnotshowthediscount.

EntertheamountthecustomerispayingonthisinvoiceinthePayingfield.ThePayingfield displaysbydefaulttheamountdisplayedinthePayablefieldasoutstandingfortheinvoice.Press F2tousethecalculatorforthisfieldifnecessary. Ifthecustomerispaying: thedisplayedinvoiceamount, pressTABagain lessthanthefullinvoiceamount, overridethiswiththepaymentamount,andpressTAB.


Youcannotoverpayaninvoice Notethatyoucannotpay morethanthePayableamount foraninvoice;applytheamountbeingpaidtoindividualinvoices.
NOTE :

ACCOUNTSALES

1 9 5

Ifthecustomerismakingpaymentsagainstmorethanoneinvoice,repeatsteps3to4foreachof theinvoicesthatarebeingpaid.TheTotalfieldkeepsarunningtotalofhowmuchthecustomeris paying. Forexample,ifacustomer hastwooutstandinginvoices,onefor$67inMarch,andtheotherfor $54inApril.Thecustomerwantstopay$100offtheaccount.YouwouldfirstselecttheMarch invoice,andpaythewholeamountofthatinvoice,andthenyouwouldselecttheAprilinvoice,and enter$33againstthisinvoiceinthePayingfield.TheTotalfieldwilldisplay$100.

Whenyouhavefinishedselectingtheinvoicesthatarebeingpaid,andthepaymentamounts, selectthemethodofpaymentinthePaymentDetailsframe,inthesamewayyouwouldifyou weremakingasale.SeeTomakeasaleonpage 186formoreinformation. EntertheamountthecustomerispayingbytheselectedmethodinthePayingfieldandpress ENTERorclickAdd .Ifmorethanonepaymentmethodisrequired,repeatthisinturnforeach method.

ClickCommit F10orpressF10tocommittheinformation.

Reversal of account payments


Ifyoumadeamistakeenteringtheaccountpayment,youcanreversethepaymentintheReverse DebtorPaymentswindow.SeeReversingdebtorpaymentsonpage 270formoreinformation.

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Refunding sales
YoucanrefundasaleintheSales windowbyenteringnegativequantitiesoftheproductsrefundedin theQty field.Arefundshouldbemadeusingthesamepaymentmethodastheoriginalsale,orbycash orcreditnote.Shoppolicywilldeterminehowrefundsareprocessed. Salescanalsoberefundedwhenyouwanttoreverseorcorrectasale.TransactionsinRetailManager cannotbedeletedandsomustbereversedorrefunded.

To refund a sale
NOTE : Checktheoriginal transaction Beforeyourefundasale,youshouldrefertotheoriginal transaction,usingtheLookupwindowtosearchforit.SeeSearchinginMYOBRetailManageronpage 68for moreinformation.

NotethatifyouhaveselectedtheScanIndividualUnits functionfromtheToolsmenu,youcanclick theQtyfieldandeditinformationinthisfield.


Saleswindowfields Foramoredetailedexplanationofthefieldsdisplayedwhenenteringasale, refertoOverviewonpage 177.
NOTE :

1 2

GototheSaleswindoweitherbypressingF6,orbychoosingSalesfromtheTransactionmenu. Scanintheproductsbeingrefunded,andenteranegativequantityintheQty field,toindicatethat theyarebeingrefunded. Torefundanyfreightchargedonthesale,enterthefreightitemcode,entertheamountchargedin theSellfield,andanegativequantityintheQtyfield. EnteranydiscountgivenonthesaleintheDiscount field.Donotenterthisasanegative percentage.IntheSaleswindowbelowadiscountof10%wasenteredintheDiscountfield,which isautomaticallycalculatedasanegativeamount.

REFUNDINGSALES

1 9 7

InthePaymentDetailsframe,selecttherequiredpaymentmethodfortherefundandpressENTER. Makesurethatthepaymentmethodfortherefundisthesameasforthesale.Forexample,dont giveacashrefundifthecustomeroriginallypaidbyVisacard. Ifyouchooseacashrefund,theamountofcashtoberefundedtothecustomerisgiveninthe CommitTransaction?andCashChangewindowsthataredisplayedwhenyoucommitthe transaction.


NOTE : ManualEFTPOSprocessing Rememberthatif youchooseacreditcardorEFTPOSpayment methodandyourEFTPOSterminalisnotconnectedtoRetailManager,youwillalsoneedtoprocessthe refundontheEFTPOSmachine.

Ifyouwanttoquoteanoriginaldocketnumber,oranyotherdetailsabouttheoriginaltransaction orrefund,pressF3whileinthepaymentmethodslist,andentertheinformationintheComments field.


6

Committhetransaction.

Credit notes
Creditnotesaregenerallyusedforrefundinggoodswhenyoudontwanttogiveacashrefund.Shop policyonrefundswilldeterminehowyouusethecreditnotepaymentmethod. MYOBRetailManagertracksallcreditnotesthatareissuedandredeemed,andthereforerequiresthat allcreditnotesbeissuedagainstacustomerrecord.
NOTE : CreditNotesOutstandingreport YoucanruntheCreditNotesOutstandingreportforinformation aboutyouroutstandingcreditnotes,includinggiftvouchersanddeposits.SeeReportsonpage 265formore informationongeneratingareport.

To refund by credit note


Ifyouarerefundingacustomerwithacreditnote,asaleismadeforthereturnedgoodsintheSales windowwithanegativequantityforthereturnedgoodsandapaymenttypeofCreditNote .Thecredit notecanthenbeusedbythecustomer topurchaseanythinginyourstoreusingthecreditnoteasthe paymentmethod.
1

WhenyouareenteringthedetailsfortherefundintheSaleswindow,makesureyouentera customernumberintheCustomerfield.Youcannotrefundwithacreditnotewithoutacustomer number.Thisensuresthatyouhaveallthedetailsyoumayneedaboutthecustomertokeeptrack ofyourcreditnoteliabilities. ForeachstockitemscanorkeyinthestockitembarcodeintheCodefield,andenteranegative quantityintheQtycolumn. InthePaymentDetailsframe,selectCreditNote asyourpaymentmethod.


NOTE :

Redeemingacreditnote Whenyouredeemacreditnote,apositivequantityisenteredinthe

Qty column.
4

PressF3toenteranycommentsintheCommentsframe.

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Completethecreditnotesale.Acreditnotewillbeprintedout,andthecreditavailabletothe customerrecordedanddisplayedintheSaleswindowintheAvailableCreditfield,wheneverasale ismadetothecustomer. Youcanviewthecreditnotesthathavebeenissuedtoaparticularcustomer intheCredittabofthe Customerswindow.SeeViewingcustomertransactiondetailsonpage 225formoreinformation.


Reprintingthelastcreditnote YoucanreprintthelastcreditnotefromtheToolsmenuby selectingReprintandthenLastCreditNote.
NOTE :

To redeem a credit note


Whenacustomerwantstopayforapurchasewithacreditnote,theprocedureisbasicallythesameas makingasale.
1 2 3 4

GototheSaleswindowandenteryourstaffnumberintheStafffield. EnterthecustomersnumberintheCustomerfield. ForeachstockitemscanorkeyinthestockitembarcodeintheCodefield. PressENTERtomovetotheQtyfieldandenterthequantityofeachproductbeingpurchasedasa positivequantity.Thisisasale,notacredit. PressENTERtomovetothePaymentDetailsframeandselectCreditNote asthepaymentmethod. Awindowappearslistingtheoutstandingcreditnotes.UsetheCreditIDtofindthecreditnote, highlightitandpresstheSPACEBARtoselectit.AtickappearsintheSelected column.Click Commit F10orpressF10tocommittheinformation. Notethatthecustomermustbeonrecordasowningatleastonecreditnotetobeabletoredeem acreditnote.

Enteranycommentsaboutthecreditnote/purchaseintheCommentsframeoftheSaleswindow usingF3.
Partialcreditnoteredemption Notethatthecustomerdoesnothavetoredeemthefullcredit noteamountatonce;anychangecaneasilybegivenasacreditnote.
NOTE :

Gift vouchers
IssuingagiftvoucherisprocessedintheSaleswindow,butnoactualsaleiscreated;insteadacash transactionandagiftvouchertransactionforthesameamountarecreated. MYOBRetailManagertracksallgiftvouchersthatareissuedandredeemed,andthereforerequiresthat allgiftvouchersbeissuedagainstacustomerrecord. Ifyoudontwanttosetupacustomerrecord,itwouldbeagoodideatocreateacustomerrecord calledGiftVoucherwhichcanbeusedforallyourgiftvouchers.Allgiftvoucherswouldthenbesold tothiscustomerandberedeemedusingthiscustomer.Note,however,thatifacustomerlosestheir receipt,youwillhavenowayoffindingtheirgiftvoucherinthesystem. TheCreditNotesOutstandingreportlistsalloutstandinggiftvouchers,creditnotesanddeposits, sortedpercustomer.

GIFTVOUCHERS

1 9 9

To make the gift voucher payment type inactive


ThegiftvoucherfunctionisoptionalinRetailManager.Bydefault,thegiftvoucherpaymenttypeis activeinRetailManager.
1

GototheOptionsmenu,choosePaymentType,selecttheGiftVoucherpaymenttypeandclick Edit. EnsuretheThispaymenttypeisactiveoptionisdeselected.SeePaymentTypeoptionson page 28 formoreinformationabouteditingpaymenttypes.

To issue a gift voucher


1 2 3

GototheSales windowandenteryourstaffnumberintheStafffield. EnterthecustomernumberintheCustomerfield. InthePaymentDetailsframe,selecttheGiftVoucherpaymentmethod,andthenpressENTER.Type theamountforthegiftvoucherinthePayingfieldasanegativeamount.PressENTERtoacceptthe amount. PressENTERtomovebacktothePaymentDetailsframe.Selectthemethodofpaymentbywhich thecustomerisgoingtopayforthegiftvoucher,andthenpressENTERtoentertheamountofthe giftvoucherasapositiveamountinthePayingfield. Committhetransaction. Agiftvoucherisprintedout.Ifyouareusingapreprintedgiftvoucher,makesureyourecordthe creditIDandcustomernumberonthegiftvouchersomewheresothatitcanberedeemed. Ifyouhaveadocketprinter,andyoudonothavetheprintingoptionPreviewAllTransactions selected,thegiftvoucherisprintedtothedocketprinter. IfyouhaveanA4 printersetasyourdocketprinter,orifyouhavetheprintingoptionPreviewAll Transactionsselected,theRetailManagerreportviewerappearswiththegiftvoucher.SeeUsing theMYOBRetailManagerreportvieweronpage 266 formoreinformation.

6 7

Clicktheprinticon(

).ThePrint windowappears.

Specifythepagerange,requirednumberofcopies,etc.andclickOK. Thevoucherisprintedtoyourreportprinter.

To redeem a gift voucher


Justasgiftvouchersmustbeissuedtoacustomer,sotheymustberedeemedagainstacustomer. WhenacustomerredeemsagiftvoucherandthegiftvoucherpaymentmethodisselectedintheSales window,MYOBRetailManagerdisplaystheGiftVoucherswindow,enablingyoutoselectsingleor multiplegiftvouchers.
1 2

GototheSales windowandenteryourstaffnumberintheStafffield. EnterthecustomernumberorthegenericGiftVouchercustomernumberappearingonthegift voucherintheCustomerfield. Entertheproductsbeingpurchasedwiththegiftvoucher,andpressENTERtomovetothePayment Detailsframe.

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SelecttheGiftVoucherpaymentandpressENTER.TheamountofthesaleisdisplayedinthePaying field.PressENTER.Awindowappearslistingtheoutstandinggiftvouchersforthecustomer.

Selectthegiftvoucheryouwanttoprocessthesaleagainst,byhighlightingitandpressingthe spacebar.ThenclickCommit F10orpressF10 tocommittheinformation. Notethatifthevalueofthegiftvoucherbeingredeemedexceedsthevalueofthepurchase,you cangivethecustomerthedifferenceincashbydoingthefollowing:firstenterthedifferenceasa negativeamountagainsttheCashpaymentmethod,andthenenterthefullamountofthegift voucheragainsttheGiftVoucherpaymentmethod. Forexample,ifthecustomerismakinga$17purchasewitha$20giftvoucher,enter $3fortheCashpaymentmethod,thenenter$20fortheGiftVoucherpaymentmethodand selectthegiftvoucherfromthedisplayedlist.Thecommittransactionwindowwillshow$3 changetobegiven. Notethatifthepurchaseexceedsthevalueofthegiftvoucher,selecttheGiftVoucherpayment method,andthenselectthepaymentmethodbywhichthecustomer wantstopaythebalanceof thepurchase.
CashonGiftVouchers on giftvoucherpurchases.
NOTE :

Itiswisetohaveastatedshoppolicyonwhetheryouallowcashchange

PressENTERtocommitthesale.

GIFTVOUCHERS

2 0 1

Customer special orders


Customerspecialordersareoneoffordersthatyoumakewhenacustomerrequiresaraincheck,oran itemcurrentlynotavailableornotusuallysoldinyourshop,suchasanitemthatyoucansupplybut duetospecificcustomerrequirementssuchassizeorcolour,younormallyorderdirectlyfroma supplier. MYOBRetailManagerhandlesandtrackscustomerspecialordersseparatelyfromstandardshop orders. SpecialordersarerecordedintheSaleswindow.Theorderisthenallocatedtoasupplierwhowill supplyyouthisproduct,andapurchaseorderiscreatedthroughthePurchaseOrdersfunction.Ifyou requirethecustomertopayadepositontheorder,youcanrecordthedepositagainstthecustomers recordintheSaleswindow. Thefollowingtopicsareincludedinthissection:

Creatingacustomerspecialorderbelow Receivingaproductonspecialorderonpage 204.

To make the special order payment type inactive


ThecustomerspecialorderfunctionisoptionalinRetailManager.Bydefault,theSpecialOrder paymenttypeisactive.
1

GototheOptionsmenu,choosePaymentTypes,selecttheSpecialOrderpaymenttypeandclick Edit. EnsuretheThispaymenttypeisactiveoptionisdeselected.SeePaymentTypeoptionson page 28 formoreinformationabouteditingpaymenttypes.

Creating a customer special order


Therearefourstepstocreatingacustomerspecialorder:

Step1:Recordthecustomerspecialorder Step2:Recordthecustomerdeposit Step3:Allocatethespecialordertoasupplier Step4:Ordertheitem.

Step 1: Record the customer special order


1

GototheSales windowbypressingtheshortcutF6orbychoosingSales fromtheTransaction menu.TheSaleswindowappears. EnterthestaffnumberintheStafffield. EnterthecustomernumberintheCustomerfield. EnteraproductcodefortherequireditemintheCodefield. Ifthecodedoesnotexist,awindowappears.ChooseCreate.TheCreateNewStockItemwindow appears.(Forfullinstructionsoncompletingthefieldsinthiswindow,seeCreatinganewstock itemonpage 104.)

2 3 4

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Assigninganitemcode AssigningtheitemacodewithaprefixsuchasCSOwillsetitapart fromyourstandardstockitems.


NOTE :

Enterthedescription,department,categoriesandotherdetailsfortheproductandclick Commit F10orpressF10tocommittheinformation.YouarereturnedtotheSaleswindowand thedetailsoftheproductaredisplayedinthegrid.Entertheestimatedsellpriceandrequired quantityintheappropriatefields. SelecttheSpecialOrderpaymenttypeinthePayingDetails frame(youmayhavetoscrollthrough thelisttofindthispaymenttype).PressENTER.

Committhetransaction.

Step 2: Record the customer deposit


Ifyourshoptakesdepositsforspecialorders,youneedtorecordthedepositagainstthecustomers record.
1 2

GototheSaleswindowandenterthestaffandcustomer numbers. TabtothePayingDetailsframeandselectthecustomersmethodofpayment.Entertheamount beingpaidinthePayingfieldandpressENTER. ChooseDepositinthePayingDetailsframe.TheamountappearsasanegativeinthePayingfield. PressENTER. Committhetransaction.

CUSTOMERSPECIALORDERS

2 0 3

Step 3: Allocate the special order to a supplier


Youneedtospecifythesupplierwhowillsupplythisitem.
1

GototheAdmin menuandchooseAllocateCustomerSpecialOrders.TheAllocationofCustomer SpecialOrderswindowappears,listingalltheunallocatedspecialorders.

NOTE : Usual Costfield TheUsual Costfieldmaynot bedisplayedifyoubelongtoastaffgroupwith restrictedaccessprivileges.Formoredetailsaboutsettingupaccess privileges,seeSecurityon page 283.

Highlighttherequiredspecialorder,andintheNofieldenterthesuppliernumberofthesupplier towhomyouareallocatingthespecialorder.Ifyouhaveadefaultsupplierforthisitem,that suppliernumberwillautomaticallyappearinthisfield. PressENTER.Theproductdisappearsfromtheunallocatedspecialorderslist.Itisnowinthe pendingorderslistandcanbeviewedbyclickingtheShowAllPendingSpecialOrdersoption.

Step 4: Order the item


Oncetheorderhasbeenallocatedtoasupplier,usethePurchaseOrdersfunctiontoordertheproduct fromthesupplier.Forfullinstructionsonhowtocreateapurchaseorder,seeCreatingpurchase ordersonpage 124.

Receiving a product on special order


AproductonspecialorderisreceivedinthenormalwaythroughtheGoodsReceived window.MYOB RetailManagerwillprintoutadockettobeplacedwiththespecialordereditem. Oncetheproducthasbeenreceived,theCSOtabintheCustomerswindowwillshowthestatusofthe orderasReceived.

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To sell a special ordered item


Onceyouhavereceivedthegoodsoncustomerspecialorder,youarereadytosellthespecialordered itemtothecustomer.
NOTE : SpecialOrderitemsmustbereceivedbeforeyoucansellthem Youmusthavereceivedthespecial ordereditem(s)andrecordedreceivingthemthroughtheGoodsReceivedprocessbeforeyoucansellthem. SeeReceivinggoodsonpage 129formoreinformation.

1 2

GototheSaleswindowbypressingF6,andenteryourstaffnumber. EnterthecustomernumberintheCustfield.WhenRetailManagerasksyouifyouwanttoloadthe customerspecialorder,selectYes.Theitemonorderappearsintheproductdetailsarea. Enterthepaymentdetails. Ifthecustomerpaidyouadepositforthespecialorder,gotothePaymentDetailsframeandselect Deposit.TheamountofthesaleisdisplayedinthePayingfield.PressENTER.RetailManagerdisplays aDeposits selectionwindowwhichlistsalltheoutstandingdepositsforthecustomer.Usethe creditIDtofindthedepositfromthelist.Selectthedepositbyclicking,orbyhighlightingitand pressingtheSPACEBAR.ClickCommit F10orpressF10 tocommittheinformation.

4 5

Selectthepaymentmethodforthebalance,entertheamountinthePayingfieldandpressENTER. Committhetransaction.

To cancel an outstanding special order


For instructionsonhowtocancelanitemonspecialorder,seeCancellingordersonpage 270.

Lay-bys
AlaybysaleinRetailManageriscreatedinthesamewayasastandardsale,exceptthatadepositis usuallymade(dependingonhowyouhandlelaybys),andtheLaybypaymentmethodisusedforthe balanceofthepurchase.Youcanalsochargeaservicefeeonalaybybycreatingaservicefeestock item. Thetermlaybysaleisusedhere,butnotethatRetailManagerdoesnotregardalaybytransactionas asaleuntilthelastpaymenthasbeenmadeandthegoodshaveleftthestore. Thefollowingtopicsareincludedinthissection.

Creatinglaybysalesonpage 206 Recordinglaybypayments,cancellationsandrefundsonpage 208.

NOTE : Settingyourlaybyoptions Youcansettheduebydateandwhetheryouwanttoprintasignature area(requiredbylawinVictoria)onyourlaybyreceipt,usingtheLaybyOptionsgroupintheOthertabof theGeneralOptionswindow.SeeMessageoptionsonpage 38formoreinformation.

LAYBYS

2 0 5

To make the lay-by function inactive


LaybysalesareanoptionalfeatureinRetailManager.Bydefault,thelaybypaymenttypeisactivein RetailManager.Ifyourbusinessdoesntusethelaybypaymentmethod:
1 2

GotothePaymentTypeOptionswindow,selecttheLaybypaymenttypeandclickEdit. EnsuretheThispaymenttypeisactiveoptionisdeselected.SeeToeditapaymenttypeon page 29 formoreinformationabouteditingpaymenttypes.

Creating lay-by sales


YoucreatelaybysalesintheSaleswindow.
NOTE : Lay bypayments,cancellationsandrefunds Torecordlaybypayments,cancellationsandrefunds, usetheLaybyPaymentswindow.SeeRecordinglayby payments,cancellationsandrefundsonpage 208 for moreinformation.

To create a lay-by sale


1 2

GototheSales windoweitherbypressingF6,orbychoosingSalesfromtheTransactionmenu. EnterthedetailsofthepurchaseintheSaleswindowintheusualway.RefertoMakingasaleon page 185 formoreinformationaboutmakingatypicalsale. Ifyourequireadeposittobepaidonalayby,selectthepaymentmethodofthedepositinthe Paymentdetailsgrid,andthenentertheamountofthedepositbeingpaidinthePayingfield.

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SelecttheLaybypaymentmethodforthebalanceofthepurchase.(DonotusetheDeposit paymentmethodforlaybydeposits.)

Ifyoudonotrequireadeposittobepaidonalayby,selecttheLaybypaymentmethodforthe wholepurchase.
5

Committhetransaction. Ifyouhaveadocketprinter,andyoudonothavetheprintingoptionPreviewAllTransactions selected,thelaybyisprintedtothedocketprinter. IfyouhaveanA4printersetasyourdocketprinter,orifyouhavetheprintingoptionPreviewAll Transactionsselected,theRetailManagerreportviewerappearswiththelayby.SeeUsingthe MYOBRetailManagerreportvieweronpage 266formoreinformation.

Clicktheprinticon( ).ThePrintwindowappears.Specifythepagerange,requirednumberof copies,etc.andclickOK.Thelaybyisprintedtoeitheryourreportprinteroryourdocketprinter. Thestockleveloftheproductsputonlaybyisadjusted.Whenthelaybyispaidoffcompletely,the laybyquantityforeachproductonlaybyisadjusted.

RuntheLaybyDetailedorLaybySummaryreporttoviewalistofyouroutstandinglaybys.Ifyou wantcomprehensivecustomerlaybyinformation,runtheLaybyDebtorsreport.SeeReportson page 265formoreinformationongeneratingreportsinRetailManager. Alistofoutstandinglaybysforacustomer,alongwiththeamountpaidoneachlayby,canbe viewedintheLaybystaboftheCustomerswindow.SeeViewingcustomertransactiondetailson page 225formoreinformation.

LAYBYS

2 0 7

Recording lay-by payments, cancellations and refunds


Yourecordlaybypayments,cancellationsandrefundsintheLaybyPaymentswindow.
Laybysales Torecordlaybysales,usetheSaleswindow.SeeCreatinglaybysalesonpage 206 formoreinformation.
NOTE :

To record a lay-by payment


NOTE : TheSalesPeriod(inc.Laybys)report IfyoutointendtousetheSales Period(inc.Lay bys)report (whichtreatsalaybysaleasacompletedsale),youshouldnotupdateanexistinglayby.Ifyoudo,thereport datawillnotreflectthechangesmadetothelaybyand,therefore,willbeinaccurate.Topreventstafffrom editinglaybys,makesurethattheDontAllowEditingofLaybysoptionintheSecurityOptionswindowis selected(seeSettingyoursecurityoptionsonpage 284).IfyoudonotintendtousetheSalesPeriod(inc. Laybys)report,deselectthisoption.

GototheLaybyPaymentswindoweitherbypressingSHIFT+F7,orbychoosingLaybyPayments fromtheTransactionmenu. EnteryourstaffnumberintheStafffieldandthenenterthecustomernumberintheCust.field. ThecustomersexistinglaybysarelistedbynumberintheLaybyIdfield.

Amountalreadypaid Theamountthecustomerhasalreadypaidisdisplayedbesidethe AlreadyPaidpaymentmethodinthePaymentDetailsgrid.


NOTE :

Selecttherequiredlayby,andpressENTER.Thedetailsofthelaybyaredisplayed.TheDatefield displaysthedateofthelaybytransaction,andtheproductareaofthewindowgivesthedetailsof theproductspurchasedonthislayby.ThePaymentDetails griddisplaystheamountstilltobepaid onthislayby. Ifyouwant,editthecontentsofthelayby.Youcanchangetheproductsincludedonthelayby, changethequantitiesofproducts,addnewproductsordeleteexistingproducts.

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InthePaymentDetailsframe,selectthepaymentmethodbywhichthecustomerwantstomakea paymentandpressENTER. InthePayingfield,entertheamountthecustomerwantstopay. Ifthecustomerspaymentdoesnotcoverthefulllaybyamount,youneedtoreassignthe remainingbalancebacktoLayby.HighlighttheLaybypaymentmethod,andpressENTER. RetailManagerautomaticallycalculatestheremainingunpaidbalance,anddisplaysitbesidethe Laybypaymentmethodinthepaymentmethodslist. Onceyouhavemadeyourchanges,committheinformationbyclickingCommit F10 . ThehistoryofacustomerslaybypaymentscanbeviewedintheLBPaytaboftheCustomers window.SeeViewingcustomer transactiondetailsonpage 225 formoreinformation.

6 7

To cancel or refund a lay-by


CancellingorrefundingalaybyiseasilydoneinRetailManager,butitisimportanttorememberthat youdothisintheLaybyPaymentswindow.LaybysareonlycreatedintheSales window,butallother aspectsofmanagingthelaybysaredoneintheLaybyPaymentswindow.
1

GototheLaybyPaymentswindoweitherbypressingSHIFT+F7,orbychoosingLaybyPayments fromtheTransactionmenu. EnteryourstaffnumberintheStafffield,andenterthecustomernumberintheCustfield.The customerscurrentlaybysaredisplayedintheLaybyIdfield. SelectthelaybyyouwanttocancelorrefundintheLaybyId field.Thedetailsofthelaybyare displayedinthewindow. ClickRefund atthebottomofthewindow.Ifyouareusingpasswords,theSecuritywindow appears. TypeyourpasswordandpressENTER. Ifnodepositorpaymentshasbeenpaidonthelayby,thelaybywillsimplybecancelled.If depositsorpaymentshavebeenpaidonthelayby,theLaybyRefundwindowappears.

TheLaybyRefundwindowdisplaysthestaffmemberrefundingthelayby,thenameofthe customerbeingrefunded,thelaybynumber,andtheamountbeingrefunded.Makesurethatthe amountsyouarerefundingforeachpaymentmethodshowasnegativeamounts.


6

Selectthepaymentmethodforrefundingthecustomerfromthepaymentmethodslist.Youcan selectmultiplepaymentmethodsherefortherefund. Whenyouhaveenteredthepaymentmethod(s)yourequirefortherefund,pressENTER.Youare askedifyouwanttoapprovethistransaction. TypeYtoapprovethetransaction.Arefunddocketisprintedout,whichshouldbesignedbythe customerandfiled.

LAYBYS

2 0 9

Sales orders
Youusesalesorderstoputanitemofstockonholdforacustomer.Salesordersenableyourcustomers toputaninitialoptionaldepositpaymentonastockitemoritems.Thesalesordertransactionis completedwithasinglecustomerpaymentforthebalanceofthetransaction. Processingasalesordersaleisessentiallythesameasastandardsale,exceptthatadepositisusually made,andtheSalesOrderpaymentmethodisusedforthebalanceofthepurchase. Salesorderscanbeconvertedtoasaleoranaccountsale. Thetermsalesordersaleisusedhere,butnotethatMYOBRetailManagerdoesnotregardasales ordertransactionasasaleuntilthelastpaymenthasbeenmade.

To make the sales order function inactive


SalesordersareanoptionalfeatureinRetailManager.Bydefault,thesalesorderpaymenttypeis activeinRetailManager.Ifyourbusinessdoesntusethesalesorderpaymentmethod:
1 2

GotothePaymentTypeOptionswindow,selecttheSalesOrderpaymenttypeandclickEdit. EnsuretheThispaymenttypeisactiveoptionisdeselected.SeePaymentTypeoptionson page 28 formoreinformationabouteditingpaymenttypes.

To create a sales order


1 2

GototheSales windoweitherbypressingF6,orbychoosingSalesfromtheTransactionmenu. EnterthedetailsofthepurchaseintheSaleswindowintheusualway.SeeOverviewonpage 177 formoreinformationaboutmakingastandardsale. Ifyourequireadeposittobepaidonasalesorder,selectthepaymentmethodofthedepositinthe paymentmethodsgrid,andthenentertheamountofthedepositbeingpaidinthePayingfield.

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SelecttheSalesOrderpaymentmethodforthebalanceofthepurchase.(DonotusetheDeposit paymentmethodforsalesorderdeposits.)

Ifyoudonotrequireadeposittobepaidonasalesorder,selecttheSalesOrderpaymentmethod forthewholepurchase.
NOTE : AlwaysusetheSalesOrderPaymentswindow Donotrefundasalesorderbyentering negativestockquantitiesintheSaleswindow.UsetheSalesOrderPaymentswindow.SeeTocancelor refundalaybyonpage 209formoreinformation.

Whenyoucommitthesale,thestockleveloftheproductsputonsalesorderisadjusted.Whenthe salesorderispaidoffcompletely,thesalesorderquantityforeachproductonsalesorderis adjusted. RuntheSalesOrderDetailedorSalesOrderSummaryreporttoviewalistofyoursalesorders.See Reportsonpage 265formoreinformationongeneratingreportsinRetailManager. TheSalesOrderstabintheCustomerswindowlistssalesordersforthecustomer,alongwiththe amountpaidoneachsalesorder. Asalesordercanhavethefollowingstates: Pendingwhenadeposithasbeenpaidandthebalanceisoutstanding Acceptedwhenthesalesorderhasbeenfinalisedandfullpaymenthasbeenmade Refundedwhenafullrefundofthedeposithasbeenmadetoacustomer Cancelledwhenasalesorderhasbeencancelled.

Ifyourcustomerwantstoaddanitem,usetheSalesOrderPaymentswindow.SeeToupdatea salesorderonpage 212formoreinformation.

SALESORDERS

2 1 1

To update a sales order


TopreventstafffromaccidentallyeditingsalesordersyoushouldmakesurethattheDontAllow EditingofSalesOrdersoptionintheSecurityOptions windowisalwaysturnedon.SeeSettingyour securityoptionsonpage 284 formoreinformation.
1

GototheSalesOrderPaymentswindoweitherbypressingSHIFT+F8,orbychoosingSalesOrder PaymentsfromtheTransactionmenu. EnteryourstaffnumberintheStafffieldandthenenterthecustomernumberintheCustfield. ThecustomersexistingsalesordersarelistedbynumberintheS/OrderIdfield. Selecttherequiredsalesorder,andpressENTER.Thedetailsofthesalesorderaredisplayedinthe window.Theproductareaofthewindowgivesthedetailsoftheproductspurchasedonthissales order.ThePaymentdetailsareaofthewindowdisplaystheamountstilltobepaidonthissales order.

2 3 4

Youcaneditthecontentsofthesalesorderinalmostanyway,includingchangingtheproductsand thequantitiesonsalesorder.Youcanaddnewproductstothesalesorder,ordeleteproductsfrom thesalesorder. Ifyouarefinalisingthesalesorder,selectthepaymentmethodandentertheamountthecustomer ispayinginthePayingfield.Ifthecustomerispayingbymorethanonepaymentmethod,enterthe relevantamountsforthedifferentpaymentmethods. Whenyouhavemadeyourchanges,committheinformationbyclickingCommit F10orpressing F10.

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To record a sales order payment


Customerdetails ThehistoryofacustomerssalesorderpaymentscanbeviewedintheCustomers window.SeeViewingcustomertransactiondetailsonpage 225formoreinformation.
NOTE :

CustomerpaymentsonsalesordersareprocessedusingtheSalesOrderPaymentswindow.Asales orderisfinalisedwhenthecustomerhaspaidforthesalesorderproductsinfull,andtakesthe products.


NOTE : Paymentsonsalesorders Recommendedstorepolicyonsalesordersisthatonlytheinitialdeposit andthefinalpaymentbeavailableascustomerpaymentoptions.Ifyouwanttoenableacustomertomake multiplepaymentsonasalesorder,considerusingalaybysaleinstead.

GototheSalesOrderPaymentswindoweitherbypressingSHIFT+F8,orbychoosingSalesOrder PaymentsfromtheTransactionmenu. EnteryourstaffnumberintheStafffield,andenterthecustomernumberintheCust.field. ThecustomerscurrentsalesordersaredisplayedintheS/OrderIdfield.


Amountalreadypaid Theamountthecustomerhasalreadypaidisdisplayedbesidethe AlreadyPaidpaymentmethodinthePaymentdetailsgrid.
NOTE :

Selecttherequiredsalesorder,andpressENTER.Thedetailsofthesalesorderaredisplayedinthe window.TheDatefielddisplaysthedateofthesalesordertransaction,andtheproductareaofthe windowgivesthedetailsoftheproductspurchasedonthissalesorder.ThePaymentDetailsgrid displaystheamountstilltobepaidonthissalesorder. ClickProfittoviewtheSaleProfitintermsofthecost,andestimatedgrossprofitasanamountand asapercentageonthetotallayby.ClickProfitagaintoviewtheLineProfitamounts.LineProfitcan helpyoucalculatehowmuchdiscountyoucanaffordtogiveacustomer.ClickProfitagaintoreturn tothepaymentdetails. InthePaymentDetailsframe,selectthepaymentmethodbywhichthecustomerwantstomakea payment.Whenyouhaveselectedtherequiredpaymentmethod,pressENTERtomovetothe Payingfield,andentertheamountthecustomerwantstopay. Whenyouveenteredthecustomerspayment,youhavetoreassigntheremainingbalancebackto SalesOrder.

HighlighttheSalesOrderpaymentmethod,andpressENTER.RetailManagerautomatically calculatestheremainingunpaidbalance,anddisplaysitbesidetheSalesOrderpaymentmethodin thepaymentmethodslist. TheSO/QuotetabintheCustomerswindowdisplaysalistofsalesorderpaymentsmadebythe customer.

To cancel or refund a sales order


CancellingorrefundingasalesorderiseasilydoneinRetailManager,butitisimportanttoremember thatyoudonotdothisintheSales window,butratherintheSalesOrderPaymentswindow.Sales OrdersareonlycreatedintheSaleswindow,butallotheraspectsofmanagingthesalesordersare doneintheSalesOrderPaymentswindow.
1

GototheSalesOrderPaymentswindoweitherbypressingSHIFT+F8,orbychoosingSalesOrder PaymentsfromtheTransactionmenu.

SALESORDERS

2 1 3

EnteryourstaffnumberintheStafffield,andenterthecustomernumberintheCust.field.The customerscurrentsalesordersaredisplayedintheS/OrderIdfield. SelectthesalesorderyouwanttocancelorrefundintheS/OrderIdfield.Thedetailsofthesales orderaredisplayedinthewindow. ClickRefundatthebottomofthewindow.Ifyouareusingpasswords,theSecuritywindow appears.Typeyourpassword,andpressENTER. Ifnodepositorpaymentshasbeenpaidonthesalesorder,thesalesorderwillsimplybecancelled. Ifadepositorpaymentshavebeenpaidonthesalesorder,theSalesOrderRefundwindow appears.

TheSalesOrderRefundwindowdisplaysthestaffmemberrefundingthesalesorder,thenameof thecustomerbeingrefunded,thesalesordernumber,andtheamountbeingrefunded.Makesure thattheamountsyouarerefundingforeachpaymentmethodshowasnegativeamounts.


5

Selectthepaymentmethodforrefundingthecustomerfromthepaymentmethodslist.Youcan selectmultiplepaymentmethodsherefortherefund. Whenyouhaveenteredthepaymentmethod(s)yourequirefortherefund,pressENTER.Youare askedifyouwanttoapprovethistransaction. ClickYesortypeYtoapprovethetransaction.

To convert a sales order


Youcanconvertasalesordertoasaleoranaccountsale,simplybyprocessingthesalesorderinthe SalesOrderPayments windowinthesamemannerasyouwouldprocessasalefromtheSaleswindow.

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Quotes
Aquoteisanonsaletransactionthatallowsyoutoprovideacustomerwithapriceforgoodsand/or servicesyousell.Youcanprintquotesasahardcopyrecordforyourcustomers.Quotescanbe cancelledorconvertedtoasale,layby,customerspecialorder,salesorderoraccountsale,ifthequote istobeprocessedasanactualtransaction.
Settingyourquoteoptions Youcansettheexpirydateofaquote,usingtheQuoteOptionsgroup intheGeneralOptionswindow.SeeGeneraloptionsonpage 22 formoreinformation.
NOTE :

QuotescanbeeditedbyselectingoptionsintheSecurityOptions window.

To make the quote function inactive


QuotesareanoptionalfeatureinRetailManager.Bydefault,thequotepaymenttypeisactivein RetailManager.Ifyourbusinessdoesntusethequotepaymentmethod:
1 2

GotothePaymentTypeOptionswindow,selecttheQuotepaymenttypeandclickEdit. EnsuretheThispaymenttypeisactiveoptionisdeselected.SeePaymentTypeoptionson page 28formoreinformationabouteditingpaymenttypes.

To make a quote
1 2

GototheSaleswindowbypressingF6,orbychoosingSalesfromtheTransactionmenu. EnterthedetailsofthequoteintheSaleswindowintheusualwayyouwouldforasale.Referto Overviewonpage 177formoreinformationaboutmakingastandardsale. SelecttheQuotepaymentmethod.

Committhetransaction.

QUOTES

2 1 5

Ifyouhaveadocketprinter,andyoudonothavetheprintingoptionPreviewAllTransactions selected,thequoteisprintedtothedocketprinter. IfyouhaveanA4 printersetasyourdocketprinter,orifyouhavetheprintingoptionPreviewAll Transactionsselected,theRetailManagerreportviewerappearswiththequote.SeeUsingthe MYOBRetailManagerreportvieweronpage 266formoreinformation.


5

Clicktheprinticon( ).ThePrint windowappears.Specifythepagerange,requirednumberof copies,etc.andclickOK. Thequoteisprintedtoeitheryourreportprinteroryourdocketprinter.


NOTE :

Nostockadjustment Thestockleveloftheproductsputonquoteisnotadjusted.

RuntheQuoteDetailedorQuoteSummaryreporttoviewalistofyourquotes.SeeReportson page 265formoreinformationongeneratingreportsinRetailManager. TheQuotestabintheCustomerswindowlistsquotesforthecustomer,alongwiththestatusof quote. Aquotecanhavethefollowingstates: ActiveAquotehasbeenmadeandisoutstanding ConvertedWhenthequotehasbeenconvertedtoasale CancelledWhenaquotehasbeencancelled.

Ifyourcustomerwantstoaddanitem,usetheQuotePaymentswindow.SeeToupdateaquote belowformoreinformation.

To update a quote
Topreventstafffromaccidentallyeditingquotes,youshouldmakesurethattheDontAllowEditingof QuotesoptionintheSecurityOptionswindowisalwaysturnedon.SeeSettingyoursecurityoptions onpage 284 formoreinformation.
1

GototheQuoteConverterwindoweitherbychoosingQuoteConverterfromtheTransaction menuorbypressingSHIFT+F9. EnteryourstaffnumberintheStafffieldandthenenterthecustomernumberintheCustfield. ThecustomersexistingquotesarelistedbynumberintheQuoteIdfield. Selecttherequiredquote,andpressENTER.Thedetailsofthequotearedisplayedinthewindow. Theproductareaofthewindowgivesthedetailsoftheproductsonthisquote. Youcaneditthecontentsofthequoteinalmostanyway,includingchangingtheproductsandthe quantitiesonquote.Youcanaddnewproductstothequote,ordeleteproductsfromthequote. Onceyouhavemadeyourchanges,committheinformationbyclickingCommit F10orpressing F10.

To convert a quote
YouconvertaquoteintheQuoteConverterwindow.Youcanconvertaquotetoasale,layby, customerspecialorder,salesorder,oraccountsale.
1

GototheQuoteConverterwindoweitherbychoosingQuoteConverterfromtheTransaction menuorpressingSHIFT+F9. EnteryourstaffnumberintheStafffield,andenterthecustomernumberintheCustfield.The customerscurrentquotesaredisplayedintheQuoteIdfield.

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Selecttherequiredquote,andpressENTER.Thedetailsofthequotearedisplayedinthewindow. TheDatefielddisplaysthedateandtimethequotewasmade.

ClickProfittoviewtheSaleProfitintermsofthecost,andestimatedgrossprofitasanamountand asapercentageonthetotallayby.ClickProfitagaintoviewtheLineProfitamounts.LineProfitcan helpyoucalculatehowmuchdiscountyoucanaffordtogiveacustomer.ClickProfitagaintoreturn tothepaymentdetails. InthePaymentDetailsframe,selectthepaymentmethodthecustomerwantsthequote convertedto. Ifyouareconvertingthequotetoasaletransaction, pressE NTERtomovetothePayingfield, and entertheamountthecustomerispaying. Ifyouareconvertingthequotetoalaybyorother formofpaymenttypethatwillnotrequire initialcustomerpurchasepayment,committhequoteconversionandcontinuetoprocess paymentasyounormallywouldforthenewtransactiontype. TheSO/QuotestabintheCustomers windowdisplaysalistofquotepaymentsmadebythe customer.

ClickCommit F10orpressF10toconvertthequote.

To cancel a quote
CancellingaquoteiseasilydoneinRetailManager,butitisimportanttorememberthatyoudonotdo thisintheSales window,butratherintheQuoteConverterwindow.Quotesareonlycreatedinthe Saleswindow,butallotheraspectsofmanagingthequotesaredoneintheQuoteConverterwindow.
1

GototheQuotePaymentswindoweitherbypressingtheSHIFT+F9shortcut,orbychoosingQuote PaymentsfromtheTransactionmenu. EnteryourstaffnumberintheStafffield,andenterthecustomernumberintheCustfield.The customerscurrentquotesaredisplayedintheQuoteIdfield. SelectthequoteyouwanttocancelintheQuoteIdfield.Thedetailsofthequotearedisplayedin thewindow. ClickCancelatthebottomofthewindow.

QUOTES

2 1 7

Ifyouareusingpasswords,theSecurity windowappears.Typeyourpassword,andpressENTER.

ClickYestocancelthequote.

Reprinting transactions
InMYOBRetailManager,youcanreprint:

thelasttransactionofcertaintransactiontypes(seeReprintingthelasttransactionbelow),or earliertransactionsfromanumberofwindows(seeReprintingearliertransactionsonpage 219).

Reprinting the last transaction


Youcanreprintthelasttransactionofthefollowingtransactiontypes:

LastSalesDocket LastCreditNote/Deposit/GiftVoucher LastInvoice,LastInvoicePayment LastPurchaseOrder LastCustomerSpecialOrder LastGoodsReceived LastReturnedGoods LastLayby,LastLaybyPayment,LastLaybyRefund LastSalesOrder,LastSalesOrderPayment,LastSalesOrderRefund LastQuote

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LastPCEFTPOS/DPSEFTPOSReceipt(availableifyouuseanIngenicoPCEFTPOSorDPSPayment ExpressIntegratedEFTPOSterminal).
NOTE : ReprintingthelastTyroIPEFTPOStransaction IfyouuseaTyroIPEFTPOSterminal,you cannotreprintthelasttransactionfromRetailManager.Youcan,however,reprintthelasttransaction fromyourTyroterminal.

To reprint the last transaction


1 2

GototheToolsmenu,andchooseReprint. Selectthetypeoftransactionyouwanttoreprint.

Reprinting earlier transactions


Ifthetransactionyouwanttoreprintisnotthemostrecentofthetransactiontype,youcanstillreprint itfromtheStockwindow,theSupplierswindow,ortheCustomers window. ThequickestmethodofreprintingatransactionisusingtheLookupwindow.Formoreinformation abouthowtousetheLookupwindow,seeUsingtheLookupTransactionswindowonpage 71. Youcanalsoreprintatransactionusingthemethodsdescribedbelow.

To reprint a transaction from the Customers window


YoucanreprintatransactionfromtheCustomerswindowifthereisacustomerrecordforthe customerconcerned.
1 2

GototheCustomerswindow,enterthecustomernumberintheCustomerfieldandpressENTER. ClickPurchases,Invoices,CreditNotes,IV Pay,Laybys,LBPay,CSO(CustomerSpecialOrders), SO/Quotes,orSalesPaytabsasrequiredtoviewalistoftransactionsofthattransactiontypefor thatcustomer. ClickrequiredtransactionorhighlightthetransactionandpressENTER.Theoriginaltransactionis displayed.ClickReprint F4orpressF4toreprintthetransaction.

To reprint a transaction from the Stock window


1 2 3

GototheStockwindowandenterthestockbarcodeofthetransactionintheBarCodefield. ClickAudittabtoviewalistofalltherecenttransactionsforthestockitem. ClicktherequiredtransactionorhighlightthetransactionandpressENTER.Theoriginaltransaction isdisplayed. ClickReprint F4orpressF4toreprintthetransaction.

To reprint a transaction from the Suppliers window


1 2

GototheSupplierswindowandentertheSuppliernumberintheSupplierfield. ClickReceivedtabtoviewalistofrecenttransactionsofstockitemssuppliedtoyoubythe supplier. SelecttherequiredtransactionorandpressENTER.Theoriginaltransactionisdisplayed. ClickReprint F4 orpressF4toreprintthetransaction.

3 4

REPRINTINGTRANSACTIONS

2 1 9

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6 Customers
MYOBRetailManagerletsyourecordanextensiveamountofcustomerinformationwhichcanbeused inanumberofways,suchasadministeringlaybys,specialordersandcustomeraccounts.Thismakes iteasytokeeptrackofwhoisbuyingwhatandwhen,whoowesyoumoneyandhowmuch,andwhen theirpaymentisdue.

Overview
CustomerrecordsandcustomeraccountsarecreatedintheCustomerswindow. Customerrecordsareusedto:

recordthename,address,phonenumberandemailaddressofthecustomer allocateauniquecustomernumbertothecustomer gradethecustomerfordiscountbenefitsorpreferentialtreatment displaynotesaboutthecustomer,whichareusefulforstaffmemberswhoservethecustomer displayanextensivehistoryofthecustomersactivitywithyourbusiness,includinggeneral purchasesandpayments,laybypurchasesandpayments,accountsalesandpayments,special orders,salesordersandquotes,anddepositsonsalesorders processquotes,laybysales,laybypayments,salesordersandpaymentsandspecialorders issueandredeemcreditnotesandgiftvouchers.

Customeraccountsareadditionaltocustomerrecordsandareusedbycustomerstopurchasegoods onaccountfromyourstore. Customersregistered forGST IfyouhavecustomerswhoareregisteredforGST,youcanrecordtheir ABNintheCustomerswindow.SeeTorecordacustomerstaxtermsonpage 59formore information.IfyouwanttheirABNtoappearontheirinvoicesanddockets,selecttheInclude CustomersABNonInvoices/DocketsoptionintheGSTOptionswindow. Overseascustomers Ifyourbusinesssellsgoodstooverseascustomers,thesegoodsmaynotbe subjecttoGST.Whencreatingacustomerrecord,youcanflaganoverseascustomerbyselectingthe OverseasCustomeroption.IfyouattempttosellorlaybyanitemwithaGSTtaxcodetoanoverseas customer,MYOBRetailManagerdisplaysthewarning,Customerisflaggedasanoverseascustomer, andshouldnotbechargedGST.Commitanyway?. YoucanchangetheitemstaxcodeintheSaleswindowtothetaxcodeyousetupforexportsales (recommended).SeeTosetupdefaulttaxcodesonpage 55formoreinformationonsettingupatax codeforexportsales.

221

Maintaining customer details


Thefollowingtopicsareincludedinthissection.

Creatingandeditingcustomerrecordsbelow Creatingcustomeraccountsonpage 224 Viewingcustomertransactiondetailsonpage 225.

Creating and editing customer records


CustomerrecordsarecreatedandeditedintheCustomerswindow.
CustomerListreport TheCustomerListreportdisplaysalistofallyourcustomersincludingtheir addressesanddiscountgrades.Forinformationondisplayingareport,seeReportsonpage 265.
NOTE :

To create a customer record


1

GototheInformationmenuandchooseCustomers,orpressCTRL+U.TheCustomerswindow appears.

IfyouwanttospecifyacustomerID,typethenumberintheCustomerfieldandpressENTER.A questionwindowappears.ClickCreate. Ifyouwantauniquecustomernumbertoautomaticallybeallocated,pressF5.Theword<New>is displayedintheCustomerfield,andacustomernumberwillbeallocatedaftertheinformationis committed.

Enterthecustomerssurname,givennames,salutation,companyandpositioninthecompanyin therelevantfields. SelecttherequiredgradeforthecustomerintheGradefield.SeePricinggradesonpage 135for moreinformation.

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Ifrequired,selecttheStatusoption.IfyouhaverenamedtheStatusoptionintheSecurityOptions window,thisoptionwillbelabelledwiththatname.Formoreinformation,seeCustomoptionson page 39. Enterthecustomerscontactdetails. Ifthecustomerhasmorethanonelocation,selectAddress2 andentertheadditionaldetails.You canenterdetailsforthreelocations.


NOTE :

Exportingcustomerdetails

Whenexportingcustomerdetails,onlyAddress1willbeexported.

7 8 9

Selectthedefaultdeliveryaddress. Selectwhetheryouwanttoprint,email,orprintandemailtransactiondocumentsandstatements. Ifapplicable,selecttheCustomerRegisteredforGSToptionandenterthecustomers11digitABN intheABNfield. Ifyoudontwantthiscustomerrecordtoappearinsearchwindowsandreports,selecttheHidein Searches/Reportsoption.SeeHidingrecordsinsearchesandreportsonpage 73formore information. Ifthiscustomerresidesoverseas,selecttheOverseasCustomeroption.Notethatthisoptionis greyedoutifyouhaveselectedtheCustomerRegisteredforGSToption. ClicktheInformationtabandcompletethefieldsasrequired. IntheSalesScreenMessagefield, enteranymessageaboutthecustomeryouwantdisplayedin theSaleswindoweverytimethecustomermakesapurchase. EnteranymoredetailednotesaboutthecustomerintheCustomer Notesfield.Notesentered herearenotdisplayedanywhereelse. EntertherelevantinformationintheCustom fields.SeeCustomoptionsonpage 39 for more information.
NOTE : Customermessages YoucanentermessageslikeVIPcustomer,orshownewgardening products.NotethatcustomermessagesaredisplayedintheSaleswindow,sotheymaybeseenby thecustomer. IntheMessagesOptionswindow,youcanalsoenteragenericmessageforallyourcustomerstobe printedoutonallcustomerreceipts.

10

11

12

13

ClickCommit F10orpressF10tocommittheinformation.

To edit a customer record


1

GototheInformationmenuandchooseCustomers,orpressCTRL+U.TheCustomerswindow appears. TypethecustomerIDintheCustomerfield,orclicktheAssistbuttonandchoosearecordfromthe listofcustomerrecordsdisplayed. Editthecustomerrecord. SeeTocreateacustomerrecordonpage 222formoreinformation.

MAINTAININGCUSTOMERDETAILS

2 2 3

Creating customer accounts


InMYOBRetailManager,youcancreateanaccountforacustomer,allowingthecustomertomake purchasesbychargingthemtoanaccount.RetailManagerhasafulldebtorsfeaturetocreateandtrack individualcustomeraccounts. Beforeyousetupthecustomeraccount,youneedtosetupacustomerrecordforthecustomer.See Maintainingcustomerdetailsonpage 222 formoreinformationaboutsettingupacustomerrecord.
NOTE : Passwordprotectionforcreatingaccounts IfyouturnedonAccountSecurity,youwillhavetoenter yourpasswordbeforeyoucancreateacustomeraccount.SeeSettingyoursecurityoptionsonpage 284for moreinformation.

To create a customer account


1

GototheInformationmenuandchooseCustomers,orpressCTRL+U.TheCustomerswindow appears. Enterthecustomernumber.Ifthecustomerdoesnothaveacustomerrecord,createanewrecord forthecustomer.SeeMaintainingcustomerdetailsonpage 222 formoreinformation. ClickShowAccountDetails F3orpressF3.Theaccountdetailsforthecustomeraredisplayed.

4 5

SelecttheAccountCustomeroptiontoindicatethatthisisanaccountcustomer. EnteryourstaffnumberintheOpened Byfield.Whenyouenterthenumber,yournameis displayed. IntheA/COwnerfield,enterthestaffnumberofthestaffmembertowhomyouwanttocreditany accountsalesmadetothiscustomer.Youcanleavethisfieldblankifyouwanttocreditthestaff memberwhoactuallymakesthesale.Thisisparticularlyrelevantwherestaffmemberscanearn commissiononsales. IntheNo.ofDaysfield,enterthenumberofdaysthecustomerhastopaytheaccountbeforethe accountisoverdue,andtheyareputonstopcredit.Thenumberofdaysyouenterherewillbe calculatedfromthedateofinvoice. Ifyouwantthenumberofdaystobecalculatedfromtheendofthemonth,selecttheEOM(Endof Month)optionbypressingtheSPACEBAR.

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NOTE :

Changingthecreditlimit

Youcanchangethecreditlimitofthecustomeratanytime.

EnterthemaximumcreditlimitofthecustomerintheCreditLimit field. Ifthecustomerslimitisexceeded,andyouhaveyouraccountsecurityoptionturnedoninthe SecurityOptionswindow,youwillhavetoenteryourpasswordtoapprovethesale.

ClickCommit F10orpressF10tocommittheinformation. TheOwingandRemainingCreditfieldsdisplaytheamountthecustomercurrentlyowes,andthe remainingamountofcreditthecustomerhas.Theyaredisplayonlyfields,andcannotbeedited. TheamountsdisplayedinthesefieldsareGSTinclusive.

Viewing customer transaction details


MYOBRetailManagermaintainsadetailedrecordoftransactionsmadebyeachcustomer,including purchases,credithistory,invoicesandinvoicepayments,laybysalesandpayments,customerspecial orders,salesordersandquotes,salesorderdepositsandpaymentsandcontactgroupinformation.

To view customer details


1

GototheInformationmenuandchooseCustomers,orpressCTRL+U.TheCustomerswindow appears. EnterthecustomernumberintheCustomerfield. Clicktherequiredtab. InadditiontotheGeneralandInformationtabs(whicharedescribedinTocreateacustomer recordonpage 222),theCustomerswindowdisplaysthePurchases,Credit ,Invoices,IV Pay, Laybys,LBPay,CSO,SO/Quotes,SOPayandGroupstabs.Eachtabisdescribedbelow.
Toviewtheoriginaltransaction, pressEnterorthespacebar,or clicktheline. Clickacolumnheadingthathasanasterisknexttoitto sortthegridbythatheading.Rightclicktosortthe columnindescendingorder.

2 3

Youcanviewtaxinclusiveor exclusiveprices.

Usethisscrollbartoscroll throughthelist.

MAINTAININGCUSTOMERDETAILS

2 2 5

Viewingpurchasedetails ClickthePurchasestabtoviewalistofitemspurchasedbythecustomer. Thegridlistseachproductpurchasedonaseparatelinewiththedate,quantityandpriceofthe purchase. SelecttheTaxInclusiveoptiontoviewthepricetaxinclusive,ortheTaxExclusive optiontoviewthe pricetaxexclusive. Ifthecustomer haspurchasedanypackages,youalsohavetheoptionofviewingthelistbycomponent (includingorexcludingtax)orbyheader(alsoincludingorexcludingtax). Viewingcreditdetails ClicktheCredittabtoviewalistofcreditnotes,deposits,andgiftvouchers issuedtothecustomer.Thedate,creditID,source(forexampledocketID),credittypeandamountare displayedforeachcredit. Viewinginvoicedetails ClicktheInvoicestabtoviewalistofinvoicesissuedtothecustomer.The date,invoicenumber,invoicetotal,andamountowingaredisplayedforeachinvoice. TheamountsdisplayedintheAmountOwingcolumnaretaxinclusive. Viewinginvoicepaymentdetails ClicktheIVPaytabtoviewalistofinvoicepaymentsmadebythe customer.Thegriddisplaysthedate,invoicenumber,paymentnumber,transactioncode,amount paid,andanydiscountgiven,foreachpayment. Viewinglaybydetails ClicktheLaybystabtoviewalistoflaybysforthecustomer.Thegrid displaysthedateandtime,laybynumber,thedateofthelastpaymentmadebythecustomer,the totalandtheamountowingforeachlayby. Viewinglaybypaymentdetails ClicktheLBPaytabtoviewalistoflaybypaymentsmadebythe customer.Thedate,laybynumber,paymentnumber,amountpaid,andpaymenttype,aredisplayed foreachlaybypayment. Viewingcustomerspecialorderdetails ClicktheCSOtabtoviewalistofitemsonspecialorderfor thecustomer.Thegriddisplaysthedateandtimeoftheorder,thedescription,sellprice,andquantity oftheitemonorder,andthestatusoftheorder. Viewingcustomersalesordersandquotes ClicktheSO/Quotetabtoviewalistofthesalesorders placedbythecustomer,andquotesgiventothecustomer.Thegridliststhedateandtimeofeach orderandquote,thesalesordernumber,thetypeandstatusoftheorder,thetotalamountofthe order,andtheamountowing. Viewingsalesorderdepositsandpayments ClicktheSOPaytabtoviewalistofdepositsor paymentsmadeonsalesorders.Thegridliststhedateandtime,salesordernumber,paymentnumber, amountpaidandpayment type. Viewingcustomercontactgroups ClicktheGroupstabtoviewalistofcontactgroupsthecustomer hasbeenaddedto.IftheExcludefromcustomercontactgroupemailsoptionisselected,the customerwillbeexcludedfromcontactgroupemails.Ifyouhaveselectedareason,thereasonwillbe displayedintheReasonforexclusionlist.(Notethatyoucanalsoviewthisreasonwhenyouemailyour customercontactgroups.)Toviewthegroupdetails,selectthegroupandthenclickViewGroup Details.Formoreinformation,seeCustomercontactgroupsonpage 227 andEmailingcustomer contactgroupsonpage 233.

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Customer contact groups


InMYOBRetailManager,youcancreatecustomercontactgroupsandthenusethesegroupstoemail newsletters,specialoffers,cataloguesorotherpromotionalmaterialtoyourcustomers.Forexample, youmaywanttocreateacustomercontactgroupcalledVIPCustomersandonlyincludecustomers whohaveexceededaminimumsaleamountoraminimumnumberofsales.Youcanthenemailthese customerswithaspecialoffer. Youcreate,editanddeletecustomercontactgroupsintheContactGroupswindow. Inthiswindow,youcanalsoprinttheCustomerGroupsSummary andCustomerGroupsDetailed reports. Youcanalsouseyourcontactgroupstoprintmailinglabelsandcustomerbarcodelabels.

Maintaining customer contact groups


YouspecifycontactgroupdetailsintheContactGroupDetailswindow.Therearetwotabsinthis window. GroupDetailstab Inthistab,youspecifyanameanddescriptionforthegroupandthecriteriayou wanttousetoselectcustomers.Fromalistofcustomerswhomeetthecriteria,youthenselectthe customerswhoyouwanttoincludeinthegroup. Customersaddedtoacontactgroupareautomaticallyincludedingroupemails.Youcanexcludea customerfromgroupemailsbydeselectinganoptioninthecustomersrecord(formoreinformation, seeExcludingcustomersfromcontactgroupemailsonpage 236).Whenyoudothis,youcanstillprint barcodelabelsandmailinglabelsforthecustomerusingthecontactgroupsyouhavecreated. Youcanmakeacustomercontactgroupinactive(formoreinformation,seeTomakeacustomer contactgroupinactiveonpage 232).Whenyoudothis,youcannotemailorprintmailinglabelsorbar codelabelsforthegroup. Contactstab Thistabshowsthecustomersyouhaveaddedtothegroup.Ifyouwant,youcan removeacustomerfromacontactgroup.Formoreinformation,seeToremoveacustomerfroma contactgrouponpage 232.
Customersrecord TheGroupstabinthecustomersrecorddisplaysthecontactgroupsthe customerhasbeenaddedto.Formoreinformation,seeViewingcustomercontactgroupsonpage 226.
NOTE :

CUSTOMERCONTACTGROUPS

2 2 7

To create a customer contact group


1

GototheContactManagementmenuandchooseContactGroups.TheContactGroupswindow appears.

ClickNew.TheContactGroup Detailswindowappears,withtheGroupDetailstabdisplayed.

3 4

Typeanameanddescriptionforthegroup. Ifrequired,specifythegeneralcriteriaforselectingcustomers. Todothis,clickthedownarrownexttotheselectioncriteria(forexample,Country).Fromthelist thatappears,selecttheoptionsyouwanttouse.Youcanselectmorethanoneoptionineachlist.


NOTE : AbouttheNoEntryoption ThisoptionappearsforallcriteriaexceptforStatusandPricing Grades.WhenNoEntryisselected,thecustomerwillstillbeincludedinthesearchevenifthefieldinthe customersrecordisblank.

Ifrequired,specifythesalescriteria: a ToenteraStartDaterange,clickthedownarrownexttotheFromandTofieldsandthenselect adatefromthecalendarthatappears. b Ifyouwanttolimitthesearchtocustomerswhofirstpurchasedstockitemsduringaparticular period,specifyadaterangeintheFirstPurchaseFromandTofields.Thecustomerlistwillthen onlyincludecustomerswhofirstpurchasedstockitemsduringthespecifiedperiod.

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ToenteraFirstPurchaserange,clickthedownarrownexttotheFromandTofieldsandthen selectadatefromthecalendarthatappears. c Toselectasalesoption,selecttheoptionyouwanttouseandthenenterdetailsintheadjacent fields(MinimumorMaximum,orboth).Youcanselectmorethanoneoption. d Selectwhetheryouwanttoincludecustomerswhomeetalloranyofthesalescriteria.


6

Ifrequired,specifythestockcriteria.Specifyingstockcriteriawillfilteryourcustomerlistby customerswhohavepurchasedtheincludedstock items.ClickStockFilter.TheIncludeStock Itemswindowappears:

a Specifythestockcriteriaforselectingcustomers.Youcanfilterthestockitemlistaccordingto

department,category,supplierorcustomfields. Clickthedownarrownexttotheselectioncriteria(forexample,Department).Fromthelistthat appears,selecttheoptionsyouwanttouse.Youcanselectmorethanoneoptionineachlist. b ClickSearch.Thestockitemsthatmeetyoursearchcriteriaappearinthegrid. c SelectanystockitemsinthegridbyclickingintheInclude columnnexttotheitemsname.Ifyou wanttoincludeallstockitems,clicktheIncludecolumnheading. d ClickOK.TheselectedstockitemsareaddedasfilterstoyourcustomlistandtheContactGroup Detailswindowreappears. Notethatyoucanlimitthesearchtocustomerswhofirstpurchasedstockitemsduringaparticular period.Todothis,specifyadaterangeintheFirstPurchaseFromandTofieldsintheContact Group Detailswindow.Formoreinformation,seestep babove.
IfyouhavenotselectedstockfiltersintheIncludeStockItemswindow,theFirstPurchase rangewillincludeallstockitems.
NOTE :

CUSTOMERCONTACTGROUPS

2 2 9

ClickSearch.TheAddCustomerswindowappearslistingallthecustomerswhomeettheselection criteriayouspecified.

Eachcustomerstotalsalesamount,salesquantity,numberofsalesandgrossprofitarelistedin thecolumns.
8

SelectanycustomersinthegridbyclickingintheIncludecolumnnexttothecustomersname.If youwanttoincludeallcustomers,clicktheIncludecolumnheading. Ontherightabovethecolumns,youcanviewthetotalsalesamounts,quantities,numbersofsales andgrossprofitsfortheselectedcustomers.

ClickAdd.TheContactGroup Detailswindowreappears,displayingintheContactstabthelistof customersyouadded. ClickSave.TheContactGroupswindowreappearsandthecontactgroupyoucreatedappearsin thelist. ClickClose.

10

11

To edit a customer contact group


1

GototheContactManagementmenuandchooseContactGroups.TheContactGroupswindow appears.

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SelectthegroupyouwanttoeditandclickEdit.TheContact GroupDetailswindowappears,with theGroupDetailstabdisplayed. MakeyourrequiredchangesintheGroupDetailstab.Formoreinformationaboutthistab,see GroupDetailstabonpage 227. Ifyouchangethecriteriaforthisgroup,youmaywanttoclickSearch toseeiftherearenow differentcustomerswhomeetthecriteria.Youcanthendecidewhichcustomerstoadd(or remove).

Ifyouwanttoremoveacustomerfromthegroup,click theContactstab.Then,selectthecustomer andclickRemove.Aconfirmationmessageappears. ClickYes. ClickSave.TheContactsGroupswindowreappears. ClickClose.

5 6 7

To delete a customer contact group


1

GototheContactManagementmenuandchooseContactGroups.TheContactGroupswindow appears.

2 3 4

SelectthecontactgroupyouwanttodeleteandclickDelete.Aconfirmationwindowappears. ClickYes. ClickClose.

To print customer contact group reports


Youcanprintthefollowingcustomercontactgroupreports:

TheCustomerGroupsSummaryreport.Thisreportliststhecustomercontactgroupsyouhave created. TheCustomerGroupsDetailedreport.Thisreportliststhecustomersineachcontactgroup,their selectioncriteriaandtheiremailpreference.


NOTE :

Youmusthaveareportprinterspecified.Formoreinformation,seeReportsonpage 265.

GototheContactManagementmenuandchooseContactGroups.TheContactGroupswindow appears. ClickPrint. Inthewindowthatappears,selectthereportyouwanttoprintandclickOK.

2 3

CUSTOMERCONTACTGROUPS

2 3 1

Selectyourreportfilters.(Formoreinformationaboutreportfilters,seeReportfilterson page 265.)Thepreviewwindowappears. Clicktheprinticon.Thereportsareprintedtoyourreportprinter. Closethepreviewwindow.TheContactGroupswindowreappears. ClickClose.

5 6 7

To make a customer contact group inactive


Youcanmakeacustomer contactgroupinactive.However,whenyoudothis,youcannotsendemails tothegrouporprintmailinglabelsorbarcodelabelsforthegroup.
1

GototheContactManagementmenuandchooseContactGroups.TheContactGroupswindow appears.

SelectthegroupyouwanttomakeinactiveandclickEdit.TheContactGroupDetailswindow appears,withtheGroupDetailswindowopen. SelecttheInactiveoptionandthenclickSave.TheContactGroupswindowreappears. ClickClose.

3 4

To remove a customer from a contact group


1

GototheContactManagementmenuandchooseContactGroups.TheContactGroupswindow appears. SelectthegroupthecustomerbelongstoandclickEdit.TheContactGroupDetailswindow appears. ClicktheContactstab. SelectthecustomeryouwanttoremoveandclickRemove.Aconfirmationmessageappears. ClickYes. ClickSave.TheContactsGroupswindowreappears. ClickClose.

3 4 5 6 7

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Emailing customer contact groups


YoucreateandsendemailsfromtheEmailContactswindow.

Therearetwotabsinthiswindow:

TheEmailTransactionstabisforemailingtransactiondocuments,suchasinvoicesandpayments, toindividualcustomers.SeeEmailTransactionstabonpage 262. TheEmailtoGroupstabisforemailingyourcustomercontactgroups.SeeEmailtoGroupstab below.


NOTE : Specifydefaultemailsettings Ifyouhavemorethanoneemailprograminstalledonyour computer,youneedtospecifytheprogramyouwanttousetoemailcustomercontactgroups.Formore information,seeEmailoptions onpage 51.

Email to Groups tab


Inthistab,youselectthecontactgroupsyouwanttoemail.Youthencomposetheemailmessageand ifyouwant,attachadocument(WordorPDFfileformats). Thedefaultemailmessage Thedefaultemailmessagetextincludesemailtags.Youcanusethese tagstopersonalisetheemail.Forexample,ifyouwanttostartyouremailwithDearMrsJones,use the[Salutation]and[Surname]tags.Notethatyoucandeleteanytagsthatyoudontwanttouseand thenaddthembackinifrequired.
NOTE : Blankfieldsinthecustomersrecord Thedetailsforemailtagsaretakenfromthecustomers record.Ifthedetailsinthecustomersrecordareblank,thetagwillbeleftblankintheemail.Checkthatthe customersrecordiscompletebeforesendingtheemail.

Removefromemailinglist TheemailmessageissentwiththetextIfyoudon'twanttoreceiveany furtherpromotionalemailsfromus,pleasesendusareplyemailwith'Removefrommailinglist'inthe subjectline.Ifyoureceiveanemailofthiskind,youneedtoexcludethecustomerfromcontactgroup emails.Formoreinformation,seeExcludingcustomersfromcontactgroupemailsonpage 236.

CUSTOMERCONTACTGROUPS

2 3 3

To email a customer contact group


NOTE : Createcustomercontactgroups andspecifyadefaultemailprogram Beforesendinggroupemails youneedtohavecreatedcustomercontact groups.Formoreinformation,seeCustomercontactgroupson page 227.Ifyouhavemorethanoneemailprograminstalledonyourcomputer,youalsoneedtospecifythe programyouwanttousetoemailyourcustomercontact groups.Formoreinformation,seeCustomising MYOBRetailManageronpage 21.

GototheContactManagementmenuandchooseEmailContacts.TheEmailContactswindow appears. ClicktheEmailtoGroupstab.

FromtheContactGrouplist,selectthecontactgroupsyouwanttoemail.Thecustomersinthese groupsappearinthegrid. Customerswhoareexcludedfromcontactgroupemailsaredeselectedyoucannotselectthese customers.FormoreinformationseeExcludingcustomersfromcontactgroupemailson page 236.Ifyouwanttoincludecustomerswhoyouhaveexcludedfromgroupemails,youneedto deselecttheExcludecustomerfromgroupemailsoptioninthecustomersrecord.Youthenneed torecreatetheemail.

Ifyoudontwanttoexcludecustomerswithinvalidemailaddresses,deselecttheExclude customerswith invalidemailaddresses option.


AnemailaddressisinvalidiftheEmailaddressfield(inthecustomerscard)hasbeenleft blankoriftheaddresshasbeenenteredinaformatotherthanx@y.z.
NOTE :

Ifrequired,changethecustomersemailaddressbytypinganewemailaddressinthegrid.A questionwindowappearsaskingifyouwanttoupdatethecustomersrecord: ClickYes tochangethecustomersstoredemailaddress. ClickNoifthisisatemporarychange. DeselectanycustomersinthegridbyclickingintheIncludecolumnnexttothecustomersname. Toenterareason,clickReason .Fromthelistthatappears,selectareasonandclickOK. Ifyouhaveexcludedacustomerfromgroupemailsandyouwanttoseethereasonwhy,pointto theredtriangleinthecorneroftheIncludecolumn.AReasonwindowappears.

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Typeasubjectandmessagefortheemail. Deleteanyemailtagsthatyoudontwanttouse.Toinsertanemailtag,rightclickwhereyouwant thetagtoappearandfromthemenuthatappears,selectInsertpersonalisedtags.Thenselectthe tagyouwanttouse.

Ifyouwanttoattachadocumenttotheemail: a ClickSelectAttachment.TheAttachwindowappears. b SelectthefiletobeattachedandclickOpen. Todeletetheattachment,doubleclickit.Inthewindowthatappears,clickRemove.Whena confirmationmessageappears,clickYes.

ClickSend Email.Theemailmessagesarecreatedinyourdefaultemailprogrammedsent.

IftheStatuscolumndisplays atick( ) )

Then theemailwascreatedinyourdefaultemailprogram. therewasaproblemcreatingtheemail. youdidnotselecttoemailthiscustomer.

anexclamationmark( agreydash( )

Aquestionwindowappears.
10

Ifyouwanttoclearthelist,clickYes.TheEmailtoGroups tabreappearsandthecustomersare clearedfromthegrid.IfyouclickNo,theEmailtoGroups tabreappearswiththecustomersinthe grid. ClickCanceltoclosetheEmailContactswindow. Emailssenttoyourcustomercontactgroupscanbeviewedinthegroupemailaudit.Formore information,seeViewingthegroupemailauditonpage 237.

11

CUSTOMERCONTACTGROUPS

2 3 5

Excluding customers from contact group emails


Whenyouexcludeacustomerfromcontactgroupemails,youareexcludingthemfromallemailssent tothecontactgroupstheybelongto.Whenyoudothis,youcanspecifyareasonforexcludingthe customer(forexample,requestedbythecustomer).Then,whenyouemailyourcustomercontact groups,youcanviewthereasonwhyyouexcludedthecustomerintheEmailContactswindow.
NOTE : Emailingtransactiondocumentsandstatements Whenyouexcludeacustomerfromgroupemails, youcanstillemailtransactiondocumentsandcustomerstatementstothecustomer.Formoreinformation, seeEmailingtransactionsonpage 261andCustomerstatementsonpage 238.

To exclude a customer from contact group emails


1

GototheInformationmenuandchooseCustomers,orpressCTRL+U.TheCustomerswindow appears. EnterthecustomernumberintheCustomerfieldandpressENTERorTAB. ClicktheGroupstab.

2 3

4 5

SelecttheExcludefromcustomercontactgroupemailsoption. Ifyouwant,selectareasonfromtheReasonforexclusion list. Ifyouwanttoaddareason,selectAdd/EditReasons.Inthewindowthatappears,typeareason inthegrid,pressTABandthenclickSave. Ifyouwanttodeleteareason,selectAdd/EditReasons.Inthewindowthatappears,selectthe reasonandthenclickDelete.Whenaconfirmationwindowappears,clickYesandthenclick Cancel. TheCustomerswindowreappears. ClickCommit F10orpressF10tocommittheinformation.Ifaconfirmationwindowappears,click Yes .

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Viewing the group email audit


Emailssenttoyourcustomercontactgroupscanbeviewedinthegroupemailaudit.

To view the group email audit


1 2

GototheContactManagementmenuandchooseEmailAudit.TheEmailAuditwindowappears. ClicktheGroupEmailAudittab.

FromtheContactGrouplist,selectthecustomercontactgroup.Theemailsyousenttothisgroup appearinthegrid. Ifyouwant,filterthislistbyspecifyingadaterange.Todothis,clickthedownarrownexttothe SentDateandTofield.Fromthecalendarthatappears,selecttherequireddate. Ifyouwanttoviewthedetailsofanemail,selecttheemailandclickViewDetails.TheGroupEmail AuditDetails windowappears. Whenyouarefinished,clickClose.TheEmailAuditwindowreappears. Ifyouwanttodeleteanemail,selecttheemailandclickDelete.Whenaconfirmationmessage appears,clickYes.TheEmailAuditwindowreappears. ClickClose.

CUSTOMERCONTACTGROUPS

2 3 7

Customer statements
NOTE : Beforeyoubegin Ifyouwanttoprintstatements,youneedtohaveareportprinterspecified.For moreinformation,seeCustomisingMYOB RetailManageronpage 21.Ifyouareprintingandmailing customerstatements,youcanalsoprintmailinglabels.Formoreinformation,seeToprintcustomermailing labelsonpage 245.Ifyouhavemorethanoneemailprograminstalledonyourcomputer,youneedtoselect theprogramyouwanttousetoemailyourcustomers.Youcanalsospecify thedefaulttextyouwanttousein theemail.Formoreinformation,seeEmailoptionsonpage 51.

InMYOBRetailManager,youcanprintandemailstatementstoyouraccountcustomers.Statements showthecustomersinvoicesandthedetailsofpaymentsmadeagainsteachinvoice,includingthe amountpaid,discounts,outstandingamountandduedate.Youcanalsoincludethecustomerscredit limit,remainingcreditandpaymentterms. Thefollowingtopicsareincludedinthissection.


Printingandemailingcustomerstatementsbelow Viewingthecustomerstatementemailauditonpage 243.

Printing and emailing customer statements


YouprintandemailstatementsintheCustomerStatementswindow. Inthiswindow,youselecttheaccountcustomerstosendstatementstoandspecifythestatement cutoffdate.Invoicesandpaymentsmadeonorbeforethecutoffdatewillbelistedonthestatement. Youcanchoosetoincludeallinvoicesonthestatementorjustoutstandinginvoices.Ifyouchoose outstandinginvoices,youcanincludepaidinvoiceswithinaspecifiedperiod(forexample,thelast30 days).
NOTE : Print/Emailcolumn ThePrint/EmailcolumnintheCustomerStatementswindow,defaultstothe selectionyoumadeinthetransactiondocumentsandstatementsfieldinthecustomersrecord.Whenyou emailcustomerstatements,youcanchangethisselectionifyouwant.

Theemailmessage Thedefaultemailmessagetextincludesemailtags.Youcanusethesetagsto personalisetheemailmessage.Forexample,tostartyouremailwith DearMrsJones,usethe [Salutation]and[Surname]tags.Notethatyoucandeleteanytagsthatyoudontwanttouse(if required,youcanaddthembackin).


NOTE : Blankfields inthecustomersrecord Thedetailsforemailtags aretakenfromthecustomers record.Ifthedetailsinthecustomersrecordareblank,thetagwillbeleftblankintheemail.Checkthatthe customersrecordiscompletebeforesendingtheemail.

CustomiseStatementswindow Youcancustomisethestatementbyaddingitemssuchasa statementtitle,creditlimitandagingdetails.

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To print and email customer statements


NOTE :

Youmusthaveareportprinterspecified.Formoreinformation,seeReportsonpage 265.

GototheContactManagementmenuandchoosePrint/EmailCustomerStatements.The CustomerStatementswindowappears.

FromtheCustomerTypelist,selecttheaccountcustomersyouwanttosendstatementsto.The customersinthesegroupsappearinthegrid.Forinformationaboutstatuscustomers,seeCustom optionsonpage 39. Ifrequired,changethecutoffdateintheAsatdatefield.Youcanclickthearrownexttothisfield andselectadatefromthecalendarthatappears. Selectwhetheryouwanttoincludeallinvoicesoronlyoutstandinginvoicesonthestatement. Ifyouselectonlyoutstandinginvoices,butyouwanttoincludeinvoicespaidwithinacertain numberofdays,typethenumberofdaysintheadjacentfield.Ifyoudontwanttoincludepaid invoicesonthestatement,type0inthisfield.

5 6

Ifrequired,excludeacustomerbydeselectingtheIncludeoptionnexttotheirname. Ifrequired,changethecustomersemailaddressbytypinginthegrid.Aquestionwindowappears, askingifyouwanttoupdatethecustomersrecord: Ifyouwanttochangethecustomersstoredemailaddress,clickYes . Ifthisisatemporarychange,clickNo. InthePrint/Emailcolumn,selectwhetheryouwanttoprint,email,orprintandemailthe customerstatement. Ifyouchangethedefaultselection,aquestionwindowappears: ClickYesifyouwanttoupdatethecustomersrecord.Thetransactiondocumentsand statementsselectioninthecustomersrecordisupdated. ClickNoifthisisatemporarychangethatappliestothisemailonly.

Ifyouwant,changethedefaultsubjectandmessagefortheemail.

CUSTOMERSTATEMENTS

2 3 9

Deleteanyemailtagsthatyoudontwanttouse.Toinsertanemailtag,rightclickwhereyouwant thetagtoappearand,fromthemenuthatappears,selectInsertpersonalisedtags.Thenselectthe tagyouwanttouse.

ClickCustomise.TheCustomiseStatementswindowappears.

10

IntheStatementdetaillevelsection,selecttheformatofthestatement:
Ifyouwanttoinclude
invoiceandadjustmentamountsandatotalstatementbalance. anoverdueprompt invoicesandadjustmentamounts,groupedtogetherwithsubtotalsandaseparatebalance foreachinvoice. anoverdueprompt itemisedinvoiceandadjustmentamounts,groupedtogetherwithsubtotalsandaseparate balanceforeachinvoice decimalquantitiestothreedecimalplaces,extendeddescriptionsandtaxonsaleitems.

Select
option1 option2

option3

11

Specifytheremainingoptionsinthiswindow,andthenclickClose.TheCustomerStatements windowreappears.
Previewingstatements Ifyouwanttopreviewthestatements,clickPreview.Youcanprintthe customerstatementsinthePreviewwindowbyclickingtheprinticon.
NOTE :

12 13

Toprintthestatement,clickPrint.Statementsareprintedtoyourreportprinter. Toemailcustomerstatements,clickSendEmail.

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Theemailmessagesarecreatedinyourdefaultemailprogram,thensenttothecustomer.The CustomerStatementswindowreappears.

IftheEmailStatuscolumndisplays atick( ) )

Then theemailwascreatedinyourdefaultemailprogram. therewasaproblemcreatingtheemail. youdidnotselecttoemailthistransaction.

anexclamationmark( agreydash( anorangedash( ) )

anemailwasnotcreatedasastatementcouldnotbe generated.

14

ClickCancel. Emailedcustomerstatementscanbeviewedinthestatementsemailaudit.Formoreinformation, seeToviewthecustomerstatementemailauditonpage 243.

CUSTOMERSTATEMENTS

2 4 1

To print customer statements in the Debtor Payments window


1

GototheTransactionmenuandchooseDebtorPayments ,orpressSHIFT+F6.TheDebtor Paymentswindowappears. Enterthestaffnumberandcustomernumberintheappropriatefields.Thecustomersaccount appears.

ClickPrintStatement.Acustomerstatementisprintedonyourreportprinter.

Customer reports
Accountsreports Inadditiontothecustomerstatement,therearefivereportsthatdirectlyrelateto customeraccounts.Theyare:

Debtorsreport DebtorsDetailedreport AgedDebtorsreport AgedDebtorsDetailed report AccountSalesreport.

SeeReportsonpage 265 formoreinformationongeneratingareport.

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Viewing the customer statement email audit


To view the customer statement email audit
1 2

GototheContactManagementmenuandchooseEmailAudit.TheEmailAuditwindowappears. ClicktheStatementsEmailAudittab.

FromtheCustomerlist,selectthecustomer.Thestatementsyouemailedtothiscustomerappear inthegrid. Ifyouwant,filterthislistbyspecifyingadaterange.Todothis,clickthedownarrownexttothe SentDateandTofield.Fromthecalendarthatappears,selecttherequireddate. Ifyouwanttodeleteanemail,selectitandclickDelete.Whenaconfirmationmessageappears, clickYes.TheEmailAuditwindowreappears. ClickClose.

Customer bar code labels and mailing labels


InMYOBRetailManager,youcanuseyourcustomercontactgroupstoprintcustomerbarcodelabels andmailinglabels. CustomerbarcodelabelsandmailinglabelsareprintedonAveryDL33labelstothereportprinteryou specifiedinyoursetupoptions.Formoreinformation,seePrintingoptionsonpage 31.

CUSTOMERBARCODELABELSANDMAILINGLABELS

2 4 3

Printing customer bar code labels and mailing labels


NOTE : Createcustomercontactgroups Beforeprintingcustomerbarcodelabelsandmailinglabels,you needtohavecreatedcustomercontactgroups.Formoreinformation,seeCustomercontactgroupson page 227.

To print customer bar code labels


1

GototheContactManagementmenuandchoosePrintCustomerBarCodes.ThePrintCustomer BarCodeswindowappears.

Selectthecontactgroupyouwanttoprintbarcodelabelsfor.Thecustomersinthisgroupappear inthegrid. Customerswhoyouhavealreadyprintedbarcodelabelsforwillbedeselected.Ifyouwantto includethesecustomers,deselecttheOnlyincludecustomerlabelsnotalreadyprintedoption. Thesecustomerswillthenbeselected.

SelectordeselectanycustomersinthegridbyclickingintheIncludecolumnnexttothe customersname. IntheSelectStartingLabelsection,clickthelabelyouwanttostartprintingfrom.Youcanselect anylabelinthegrid. Ifyouwanttopreviewthelabels,click Preview.Youcanprintbarcodelabelsinthepreview windowbyclickingPrint. ClickClosetoclosethepreviewwindow.ThePrintCustomerBarCodeswindowreappears. ClickPrint.Whenaconfirmationmessageappears,clickYes . Thebarcodelabelsareprintedtoyourreportprinter.Aquestionwindowappears. Ifyouwanttomarkthatyouhaveprintedthesebarcodes,clickYes. Theserecordswillnotbeautomaticallyselectednexttimeyouprintbarcodelabels(iftheOnly includecustomerlabelsnotalreadyprinted optionisselected).ThePrintCustomerBarcodes windowreappears.

ClickCancel.

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To print customer mailing labels


1

GototheContactManagementmenuandchoosePrintMailingLabels.ThePrintMailingLabels windowappears.

Selectthecustomercontactgroupyouwanttoprintmailinglabelsfor.Thecustomersinthisgroup appearinthegrid. Ifyouwant,selecttheOnlyincludecustomerswithcompleteaddresses option.Whenyoudothis, labelswillonlybeprintedforcustomerswithdetailsenteredintheaddress,suburb andpostcode fieldsintheircustomerrecord. Ifyouwanttoexcludecustomerswhohaveavalidemailaddress,selecttheExcludecustomers withvalidemailaddressesoption.Youmaydothisforexample,ifyouwanttoemailthese customersinsteadofmailingthem. IntheSelectStartingLabelsection,clickthelabelyouwanttostartprintingfrom.Youcanselect anylabelinthegrid. SelectordeselectanycustomersinthegridbyclickingintheIncludecolumnnexttothe customersname. Ifyouwanttopreviewthelabels,clickPreview.Youcanprintmailinglabelsinthepreviewwindow byclickingPrint. ClickClosetoclosethepreviewwindow.ThePrintMailingLabelswindowreappears. ClickPrint.Whenaconfirmationmessageappears,clickYes . Themailinglabelsareprintedtoyourreportprinter.ThePrintMailingLabelswindowreappears. ClickCancel.

CUSTOMERBARCODELABELSANDMAILINGLABELS

2 4 5

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7 Cashing up
Cashingupisanimportantpartofthedayformostretailbusinesses.MYOBRetailManagerhasreports thatprovidemoreinformationthanthemostadvanceddedicatedtill. Asabusyretaileryoumightwanttofindoutthetillbalanceandhowsalesaregoingatanytimeduring agivenday.YoucanusethetillbalanceandsalessummaryfeaturesofRetailManagertomeetthese needs.Thischapterdescribesthesefeaturesindetail.

Overview
Tillbalance Thetillbalancegivesyouarunningtotalsincethelastcashup/endofsessionforthat cashdraweronlyandisprintedoutontheprinteryouspecifiedforcashup. Formoreinformationaboutthetillbalance,seeTillbalanceonpage 248. Salessummary Thesalessummaryprovidesmoredetailedinformationabouthowsalesaregoing eitherforthedayorforthespecifieddateperiod.Thisincludesinformationsuchassalesandprofit totalsperstaffmember,Sales,CostofGoodsSoldandCurrentStockValueforthewholestore,and variousgraphoptionsfortotals. Formoreinformationaboutthesalessummary,seeSalessummaryonpage 248. Tillfloat Youcanaddafloatamounttoyourtillbalance,andeithersubtractthisamountwhen cashingup,orleaveitaspartofyourtillbalance. Formoreinformationabouttillfloats,seeManagingtillfloatsonpage 253. Cashingup CashingupattheendofthedayinvolvesenteringthetakingsinRetailManagerandthen runningtheCashup reportsasrequired. Formoreinformationaboutcashingup,seeCashingupforthedayonpage 254andCashingupona networkonpage 257.

247

Till balance
Thetillbalancetellsyouwhatyoushouldcurrentlyhaveinyourtill;thisincludesatotalforeach paymenttypeandtotalexpected.Thisshouldmatchtheactualphysicalcountofthetillcontents. Youshouldprintafinaltillbalancebeforeyouendthesessionandenteryourtakingsaspartofthe Cashingupfortheday procedure.
Moreaboutyourcashupprinter SeePrintingoptionsonpage 31 formoreinformationon specifyingyourprinterforcashup.
NOTE :

To view the till balance


1

GototheReconciliationmenuandchoosePrintTillBalance .TheTillBalancereportappearsinthe RetailManagerreportviewer. Printthetillbalance.Ifyouareprinting: toanA4printer, clicktheprinticon( )inthetopleftcornerofthewindow. toyourdocketprinter,clickPrint F4 orpressF4.

Sales summary
TheSalesSummarywindowdisplaysinformationabouttheperformanceoftheshopsincemidnight, orforaspecifiedperiodoftime.Thesalessummarydiffersfromthetillbalanceinthatitincludesall clientcomputersonanetwork,whereasthetillbalanceisonlyrunforasinglecomputer/till.Youcan runthesalessummaryatanytimeduringthedayforasummaryofthedaysbusiness.
Aggregatedsalessummary Ifyouarerunninganetwork,thesalessummaryincludessalesfromall clientcomputersinyourstore.
NOTE :

InadditiontoviewingandprintingouttheSalesSummaryreportfromthiswindow,youcanalsoview yourstaffinanumberofdifferentways,viewyoursalesonaperdepartmentorstorewidebasis,and bycategory.

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To view the sales summary


1

GototheReconciliationmenuandchooseSalesSummary.TheSalesSummarywindowappears.

Toviewasummaryofsalesfor: today, clicktheTodaysSalesbutton. a selected daterange,chooseSelectbyDatefromtheSalesoverPerioddropdownlist.Enter therequireddaterangeintheadjacentfieldsandclickRefresh orpressENTER.Youcanalsopress F2orusethesearchicon( )tousethecalendarfordateselection. a docketnumberrange, chooseSelectbyDocketfromtheSalesoverPerioddropdownlist. EntertherequireddocketnumberrangeintheadjacentfieldsandclickRefreshorpressENTER. Asummaryofsales,includinginvoice,salesorderandlaybypayments,salesorderandlaybyspaid out,andcreditissuedandredeemedaredisplayedforthespecifiedperiodordocketrange.Usethe Refreshbuttonwhenyouchangeyourdateordocketrangeinthiswindow.Thegridalsodisplays thecurrentstockvalueforyourselections.

Toviewsalesforaspecificdepartment,choosethedepartmentfromtheDepartmentdropdown listandpresstheRefreshbuttonnexttothelist.Thegriddisplaysthecurrentvalueofyour inventoryforeachcategorycombination. ClickoneofthePreview/Printbuttons(CategorySales,CustomSalesorSalesSummary)toview thereportintheRetailManagerreportviewer.

SALESSUMMARY

2 4 9

To view staff sales information


1 2

GototheReconciliationmenuandchooseSalesSummary. Toviewstaffsalesinformationfor: today,clicktheTodaysSalesbutton. aselecteddaterange , chooseSelectbyDatefromtheSalesover Period dropdownlist.Enter therequireddaterangeintheadjacentfieldsandclickRefreshorpressENTER.Youcanalsopress F2 orusethesearchicon( )tousethecalendarfordateselection. adocketnumberrange,chooseSelectbyDocketfromtheSalesoverPeriod dropdownlist. EntertherequireddocketnumberrangeintheadjacentfieldsandclickRefresh orpressENTER. ClicktheStaffSalesInformationtab.Yourstaffsalesfortheselecteddateordocketrangeare displayedinatable. ClickRefresh. Thetotalnumberandamountofsales,theestimatedgrossprofitasanamountandasa percentagearedisplayedforeachlistedstaffmember,forthespecifieddateordocketrange.

To view staff sales in graphs


1 2

GototheReconciliationmenuandchooseSalesSummary. Toviewstaffsalesinformationingraphformatfor: today,clicktheTodaysSalesbutton. aselecteddaterange , chooseSelectbyDatefromtheSalesover Period dropdownlist.Enter therequireddaterangeintheadjacentfieldsandclickRefreshorpressENTER.Youcanalsopress F2 orusethesearchicon( )tousethecalendarfordateselection. adocketnumberrange,chooseSelectbyDocketfromtheSalesoverPeriod dropdownlist. EntertherequireddocketnumberrangeintheadjacentfieldsandclickRefresh orpressENTER. ClicktheStaffSalesGraph tab.Yourstaffsalesfortheselecteddateordocketrangearedisplayed asagraph. SelecteithertheNumberofSales,SaleandeGP$ oreGP%optionsfortherequiredgraphview.

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TheNumberofSales piechartdisplaysthepercentageofsalesmadeperstaffmember.

TheSale&eGP$graphdisplaysthetotalsalesamountandestimatedgrossprofitamountper staffmember.

TheeGP%displaystheestimatedgrossprofitmadeperstaffmemberasapercentageofthe overallprofit.

SALESSUMMARY

2 5 1

To view category and custom sales information


1 2

GototheReconciliationmenuandchooseSalesSummary. Toviewstaffsalesinformationingraphformatfor: today,clicktheTodaysSalesbutton. aselecteddaterange , chooseSelectbyDatefromtheSalesover Period dropdownlist.Enter therequireddaterangeintheadjacentfieldsandclickRefreshorpressENTER.Youcanalsopress F2 orusethesearchicon( )tousethecalendarfordateselection. adocketnumberrange,chooseSelectbyDocketfromtheSalesoverPeriod dropdownlist. EntertherequireddocketnumberrangeintheadjacentfieldsandclickRefresh orpressENTER. ClicktheCategory/CustomSalesInfotab.Twogridsaredisplayed.

Thetophalfofthegridcontainssalesinformationforeachcategoryforthespecifieddateor docketrange.Categoriesarelistedintheleftcolumnandcategoryvaluesarelistedinthetop rowofthegrid. Thebottomhalfofthegridcontainssalesinformationforeachofthestockcustomfields (Custom1andCustom2),forthespecifieddateanddocketrange.Custom1listingsaredisplayed intheleftcolumn,andCustom2listingsinthetoprowofthegrid.TotalsforCustom1onlyare displayedintheTotalSalescolumn,withoutanytotalsappearingintheCustom2columnsto theright.TotalsforCustom2onlyaredisplayedintheTotalSales column,withblankcellsinthe Custom1/Custom2column,indicatingthereisnoCustom1value.

Usethehorizontalandverticalscrollbarstoviewtherequiredtotals.Clicktochangedocketand daterangesinthiswindow.

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Managing till floats


WithMYOBRetailManager,youcanaddafloatamounttoyourtillbalance.Youcanthensubtractthis floatamountwhencashingup,orleavethefloatamountaspartofyourtillbalanceifyouusea perpetualfloat. ThefollowingproceduresshowyouhowtoaddorsubtractafloatamountusingtheFloatIn/Out window,accessedfromtheReconciliationmenu.YoucanalsodisplaytheFloatIn/Outwindowfrom theEndOfSessionReconciliationwindowwhenyouperformcashupandendofdayprocedures.

To add a till float amount


1

GototheReconciliationmenuandchooseFloatIn/Out(oruseALT+C+F).Ifyouhavesetpassword protectionforFloatIn/OutintheSecurityOptionswindow,youwillbepromptedtoenteryour staffnumberandpassword.TheFloatIn/Outwindowappears.

2 3 4

SelectthestaffmemberintheStaff field. IntheFloatAmountIn/Outfield,entertheamountofthefloatthatyouareadding. Enteracommentinthecommentsfieldifyouwanttorecordinformationaboutthefloat.


NOTE : ViewingFloatIn/Outcomments Toviewcommentsthathavebeenrecordedwithafloat, use theLookupwindow.FormoreinformationabouttheLookup windowseeUsingtheLookupTransactions windowonpage 71.

5 6

ClickCommit F10orpressF10tocommitthefloatamountforthistill. ClickYesthenOKtotheconfirmationmessages.

To subtract a till float amount


1 2 3

GototheReconciliationmenuandchooseFloatIn/Out.TheFloatIn/Outwindowappears. SelectthestaffmemberintheStaff field. IntheFloatAmountIn/Outfield,enterthenegativeamountofthefloatthatyouaresubtracting fromthetill.

MANAGINGTILLFLOATS

2 5 3

Forexample,ifyouhaveacurrentfloatamountof$65,enter65intheFloatAmountIn/Out field.
4

ClickCommittocommitthefloatamountforthistill.

Cashing up for the day


Thecashupprocedureconsistsoftwosteps:

Enteringyourtakingsbelow Printingcashupreportsonpage 256.


Cashinguponanetwork Ifyouarerunninganetwork,seeCashinguponanetworkonpage 257.

NOTE :

Duringyourdailycashupprocedure,MYOBRetailManagerbacksupyourdatabaseautomatically.A separatebackupoftherecent.mdb,archive.mdbandoffline.mdbdatabasefilesiscreatedandisstored inafoldernamedDrawerA,B,etc.(thenameofyourcashdrawer).Thisfolderisthenstoredinafolder namedMondayBackup,TuesdayBackup,andsoonaseparatefolder foreachofthesevendaysof theweek.Thesefoldersarestoredinyourshopfrontfolder(thedefaultlocationisC:\RetailM\<your shopname>).MondaysbackupwillbeoverwrittenonlybythefollowingMondaysbackupduring cashup,TuesdaysbythefollowingTuesdays,andsoon.Thismeansthatatanygiventime,youhavea fullweeksworthofbackupfilesforeachcashdraweryouhavecashedup. ThebackupfileisdifferentfromthedatabasethatRetailManageropenseveryday,recent.mdb. SeeRestoringyourshopfrontfromabackupfileonpage 279forinformationabouthowtorestore yourdatabasefromabackupfile. Youcanpasswordprotectthecashupfunctionality.SeeSettingyoursecurityoptionsonpage 284for moreinformation.

Entering your takings


Thefirststageofcashingupforthedayiscountingthetakingsinthetillandenteringtheamountsin MYOBRetailManager.
Printingafinaltillbalance Ifyouwanttoprintafinaltillbalance,youmustdothisbeforeyouend thesessionandenteryourtakings.Afinaltillbalancedisplaystheexpectedamountforeachpaymenttype.
NOTE :

To enter your takings


1

GototheReconciliationmenuandchooseCashup/EndofDay. IfyouhavesetpasswordprotectionforCashupintheSecurityOptionswindow,youwillbe promptedtoenteryourstaffnumberandpassword. Youarepromptedtoconfirmifyouwanttoclosethecurrentsession. ClickYes.Thesessionisclosed,andyourdatabaseisbackedupautomatically.ARetailManager windowappears,askingyoutocountyourtakingsandentertheminthefollowingwindow.

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ClickOK.TheEndofSessionReconciliationwindowappears.

4 5 6

SelectthestaffmemberintheStaff field. Countyourtakings. Ifyouhavepreviouslysetafloatamountforthistill,youcanchoosetoeitherkeepthefloat amountaspartofyourcashup,oryoucanchoosetodeductthefloatamountfromthetillbalance. ClickFloatIn/Outandenterthenegativeamountofthefloatthatyouaresubtractingfromthetill. Forexample,ifyouhaveacurrentfloatamountof$65,enter65intheFloatAmountIn/Out field.SeeManagingtillfloatsonpage 253formoreinformation.

EnterthetakingsforeachpaymenttypeinthePaymentDetailsframebychoosingtherequired paymenttype,enteringtheamountintheAmountCountedfield,andthenclickingAdd.Arunning totalisdisplayedintheTotalfield. PressF3todisplaytheComments fieldandenteranycommentsyoumayhaveaboutthecashup. ThesecommentswillappearinthePrintCashupReports windowwhenyouhighlightthissession inthelistofPreviousSessions.SeePrintingcashupreportsonpage 256 formoreinformation.

Whenyouhaveenteredallyourdaystakings,clickCommit F10orpressF10tocommitthe information.Amessageappears,promptingyoutocheckthetotalsyouhaveentered. ClickOK.

10

ThesecondstepofthecashupprocedureisPrintingcashupreportsonpage 256.

CASHINGUPFORTHEDAY

2 5 5

Printing cashup reports


Thesecondstageofcashingupattheendofthedayisprintingcashupreports.Beforeyoudothis, makesureyouhavecompletedthefirststepofthecashupprocedure,Enteringyourtakingson page 254. YourcashupreportsareprintedtotheprinteryouspecifiedforcashupinthePrintingOptionswindow.

To print cashup reports


1

GototheReconciliationmenuandchoosePrintCashupReports.ThePrintCashupReports windowappears.

IfyouhavepasswordprotectedCashupintheSecurityOptionswindow,enteryourpasswordin thewindow.
2

SelecttherequiredcashupsessionfromthePreviousSessionslist.Themostrecentcashup appearsatthetopofthelistandishighlighted.Alistofcashupreportsappearsontheright.
Moreaboutreports seeReportsonpage 265formoreinformationonthefunctionsavailable intheReportswindow.
NOTE :

ClickViewnexttoareporttoviewthereportintheReportswindow.
NOTE : PrintingcashupreportsfromtheReportswindow Youcanprintthedisplayedreportfromthis windowbyclickingtheprinticon( ).However,thereportwillbeprintedtotheprinteryouspecifiedin thePrintingOptionswindowforreports,andnottheprinteryouspecifiedforcashup.

Selectthereportsyouwanttoprintinthereconciliationbyselectingthecheckboxoftherequired options. TheCashSummaryreportlistsforeachpaymenttype,theexpectedtakingsasanamountand asapercentage,thecountedtakingsandthediscrepancy(ifany).Thereisacolumnonthe printedreportforanycommentsyoumightwanttorecord. TheTransactionSummaryreportlistseachindividualtransactionforthesession, givingthe totalandgrossprofitforeachasanamountandasapercentage,togetherwiththedate,docket number,staffname,transactiontype,methodandpaymenttype. TheSalesSummaryreportgroupssalesbystaffmemberandforeachstaffmember,displaysthe numberofsales,totalsalevalue,grossprofitasanamountandasapercentageandany discountsgiven.Thisreportliststhetotalcostofgoodssold,totaltaxonsales,andtotalgross profitasanamount.Italsoliststhetotalsforinvoice,salesorderandlaybypayments,sales orderandlaybyspaidout,andcreditissuedandredeemed.

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TheDetailed TransactionSummaryreportlistseachindividualtransactionforthesession, givingthetotalandgrossprofitforeachasanamountandasapercentage,togetherwiththe paymenttype(account,giftvoucher,etc.),paymentmethod(cash,creditcard)andtheamount paid.


NOTE : UseanA4printertoprinttheDetailedTransactionSummaryreport Youcanonlyprint the DetailedTransactionSummaryreporttoanA4printer.Ifyouspecifyyourdocketprinter,thisreport willbegreyedoutinthePrintCashupReportswindow.

ClickPrintSelectedReports F10orpressF10. YourcashupreportswillbeprintedtotheprinteryouspecifiedforcashupinthePrintingOptions window.

Cashing up on a network
IfyouarerunningRetailManageronanetwork,howyoucashupattheendofthedaydependsonhow youhavesetupyourcashdrawers.

Ifyouarecashinguponyourserver,anytillthathasthesamecashdraweridentifierastheserver willalsobecashedup. Ifyouwanteachtilltobecashedupindividually,makesureyouspecifyadifferentcashdrawer identifierforeachtill.

SeeSettingupaRetailManagernetworkonpage 393formoreinformationaboutrunning RetailManageronanetwork.

CASHINGUPFORTHEDAY

2 5 7

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8 Administration
Certain administration functions, suchas merging and deletingstaffand customer records, should be performed when noothertransactions arebeingprocessed, particularlyif youhave anumber of terminalsoperating onthe sameshopfront. Administrationtasksmayrequireexclusiveuseofyourshopfront Werecommendthatyou performadministrationfunctionseitherbeforestartofbusinessoraftercloseofbusinessfortheday.
CAUTION :

Print and Email Options window


ThePrintandEmailOptions windowisavailablefromanytransactionwindow(exceptforGoods ReceivedandReturnedGoods).Youcanusethiswindowtochangewhetheryouprintoremailyour transactiondocuments.Youcanalsousethiswindowtochangetheprinteryouwanttoprintyour transactiondocumentsto.Forexample,youmaywanttoprintatransactiondocumenttoyourA4 printerinsteadofyourdocketprinter. FortransactionsmadeintheSales,InvoiceandLaybyPaymentwindows,youcanalsousethis windowtoprintpackingslips. Printersettings Theprintersettingsinthiswindowdefaulttotheselectionsyoumadeinyoursetup options(seePrintingoptionsonpage 31).Ifyouchangethesesettings,thechangesonlyapplytothe currenttransaction.Ifyoucreateanewtransaction,thewindowwilldisplayyourdefaultsettings. Printandemailsettings Theprintandemailsettingsinthiswindowdefaulttotheselectionsyou madeinthecustomerorsupplierrecord.Ifyouchangethesesettings,thechangesonlyapplytothe currenttransaction.Ifyoucreateanewtransaction,thewindowwilldisplaythedefaultsettings. Forcashcustomers,thedefaultsettingistoprinttransactiondocuments. Emailingtransactiondocuments Whenyouselecttoemailatransactiondocument,theemailis placedintheEmailingTransactionstaboftheEmailContactswindow.Youthenneedtosendthe emailfromthiswindow.Formoreinformation,seeEmailingtransactionsonpage 261.

259

To change your print and email options from a transaction window


1

Whileinthetransactionwindow,clickthePrint/EmailOptionsbutton.ThePrintandEmail Optionswindowappears.

2 3 4

Selectwhetheryouwanttoprint,email,orprintandemailthetransactiondocument. Selectwhetheryouwanttouseyourstreetaddressorpostaladdressforthistransaction. Ifrequired,changeyourPrinteroptions.


Printeroptions
UseDefaultSettings CustomiseSettingsfor thisWindow: Docket(40col) Report(A4) KeepCustomised Settingsforthis Window Qty

Description
Selectthisoptionifyouwanttoprinttransactiondocumentstotheprinteryouset inthePrintingviewoftheOptionswindow(accessedfromtheSetup menu). Selectthisoptionifyouwanttochangeanyoftheprintsettingslistedbelow. Selectthisoptiontoprintthetransactiondocumenttothedocketprinter. Selectthisoptiontoprintthetransactiondocumenttothereportprinter. Selectthisoptionifyouwanttousetheprinteryouhavespecifiedforallfuture transactionsfromthiswindow. Typethenumberoftransactiondocumentsyouwanttoprint.Ifyouwant,clickthe boxnexttothisfieldandselectthenumberfromthevirtualkeypad.

Ifrequired,selectyourpackingslipoptions.ThisoptiononlyappearsforSales,InvoicesandLayby Payment transactions.


PackingSlipoptions
UseDefaultSettings

Description
Selectthisoptionifyouwanttoprintapackingsliptotheprinteryou specifiedinthePrintingviewoftheOptionswindow(accessedfromthe Setupmenu). Selectthisoptionifyouwanttochangeanyofthepackingslipoptions listedbelow. Selectthisoptionifyoudontwanttoprintapackingslip. Selectthisoptionifyouwanttoprintapackingslipbutnotareceipt.

CustomiseSettingsforthis Window: DoNOTPrintPackingSlip OnlyPrintPackingSlip

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PackingSlipoptions
PrintPackingSlipwithReceipt KeepCustomisedSettingsfor thisWindow

Description
Selectthisoptionifyouwanttoprintapackingslipandareceipt. Selectthisoptionifyouwanttousethesepackingslipoptionsforall futuretransactionsfromthiswindow.

6 7

Ifyouwanttopreviewthetransactiondocument,selectthePreviewTransactionoption. ClickOK. Whenyoucommitthetransaction: Ifyouselectedtoprintthetransactiondocument,thedocumentisprintedtotheprinteryou specified. Ifyouselectedtoemailthetransactiondocument,theemailisplacedintheEmailTransactions tabintheEmailContactswindow.YouthenneedtosendtheemailfromtheEmailContacts window.SeeEmailingtransactionsbelow.

Emailing transactions
YoucreateandsendemailsfromtheEmailContactswindow.

Therearetwotabsinthiswindow:

TheEmailTransactionstabisforemailingtransactiondocuments,suchasinvoicesandpayments, toindividualcustomers.SeeEmailTransactionstabonpage 262. TheEmailtoGroupstabisforemailingyourcustomer contactgroups.SeeEmailtoGroupstabon page 233.


NOTE : Specifydefaultemailsettings Ifyouhavemorethanoneemailprograminstalledonyour computer,youneedtospecifytheprogramyouwanttousetoemailtransactiondocuments.Foreach typeoftransactiondocument,youcanalsospecify thedefaulttextyouwanttouseintheemail.For moreinformation,seeEmailoptionsonpage 51.

EMAILINGTRANSACTIONS

2 6 1

Email Transactions tab


Inthistab,youselectthetransactiondocumentsyouwanttoemail.Youcanalsochangetheemail message. Thedefaultemailmessage Thedefaultemailmessagetextincludesemailtags.Youcanusethese tagstopersonalisetheemail.Forexample,ifyouwanttostartyouremailwithDearMrsJones,use the[Salutation]and[Surname]tags.Notethatyoucandeleteanytagsthatyoudontwanttouseand thenaddthembackinifrequired.
NOTE : Blankfields inthecustomersrecord Thedetailsforemailtagsaretakenfromthecustomers record.Ifthedetailsinthecustomersrecordareblank,thetagwillbeleftblankintheemail.Checkthatthe customersrecordiscompletebeforesendingtheemail.

To email a transaction document


1

GototheContactManagementmenuandchooseEmailContacts.TheEmailContacts window appears,withtheEmailTransactionstabdisplayed.

FromtheTransactionDocument list,selectthetransactiontypesyouwanttoemail.The transactionsappearinthegrid. Ifyoudontwanttoexcludecustomerswithinvalidemailaddresses,deselecttheExclude customerswith invalidemailaddresses option.

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Makeanychangesyourequire:
Ifyouwantto
changethedefault emailsubjectand messagetext

Dothis
1 2 3

ClickEmailDefaults.TheEmailDefaultswindowappears. MakeanychangesandthenclickSave.Formoreinformation,seeEmailoptions onpage 51. Toupdateyouremailmessagewithyourchanges,selectagain,fromthe TransactionDocument list,thetransactionsyouwanttoemail.Theemail messageisupdated.

changetheemail subjectandmessage textforthisemail only changethedefault emailaddress

TypeyourchangesintheSubjectandMessagefields. Deleteanyemailtagsthatyoudontwanttouse.Toinsertanemailtag,rightclick whereyouwantthetagtoappear,andfromthemenuthatappears,selectInsert personalisedtags.Thenselectthetagyouwanttouse. Typeanewemailaddressinthegrid.Aquestionwindowappears,askingifyouwantto updatethecustomersrecord: ClickYestochangethecustomersstoredemailaddress. ClickNo ifthisisatemporarychange. SelecttherecordandclickDelete.Whenaconfirmationmessageappears,clickYes.

deletearecordinthe grid
5

SelectthetransactiondocumentsyouwanttoemailbyclickingintheIncludecolumnnexttothe record.Toselectallrecordsinthegrid,clicktheIncludecolumnheading. Whenyouarefinished,clickSendEmail.Theemailmessagesarecreatedinyourdefaultemail program.Youthenneedtosendtheemailsasyouwouldnormally.

IftheStatus columndisplays atick( ) )

Then theemailwascreatedinyourdefaultemailprogram. therewasaproblemcreatingtheemail. youdidnotselecttoemailthistransaction.

anexclamationmark( adash( )

Aquestionwindowappears.

EMAILINGTRANSACTIONS

2 6 3

Ifyouwanttoclearthelist,clickYes.TheEmailTransactionstabreappearsandthecustomersare clearedfromthegrid.IfyouclickNo,theEmailTransactionstabreappearswiththecustomersin thegrid. ClickCanceltoclosetheEmailContactswindow. Emailedtransactiondocumentscanbeviewedintheemailtransactionaudit.Formore information,seeViewingtheemailtransactionauditbelow.

Viewing the email transaction audit


Emailedtransactiondocumentscanbeviewedintheemailtransactionaudit.

To view the email transaction audit


1 2

GototheContactManagementmenuandchooseEmailAudit.TheEmailAuditwindowappears. ClicktheTransactionEmailAudittab.

FromtheTransactionDocumentlist,selectthetransactiontype.Emailsofthistypeappearinthe grid. Ifyouwant,filterthislistbyspecifyingadaterange.Todothis,click thedownarrownexttothe SentDateandTofield.Fromthecalendarthatappears,selecttherequireddate. Ifyouwanttodeleteanemail,selectitandclickDelete.Whenaconfirmationmessageappears, click Yes.TheEmailAuditwindowreappears. ClickClose.

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Reports
MYOBRetailManagerreportsaredisplayedintheReportsIndexwindow,whichcanbeaccessedby pressingCTRL+RorbyselectingReportingfromtheToolsmenu.
Previewingreports viewareportonscreen.
NOTE :

YouneedtohaveanA4printerdriverinstalledonyourcomputertobeableto

Ifyouhaveturnedonsecurityforreports,youwillhavetoenteryourpasswordtorunareport.See Workingwithpasswordsonpage 292formoreinformation. For informationaboutusingtheRetailManagerreportviewertopreviewreports,seeUsingtheMYOB RetailManagerreportviewer,onpage 266. Reportfilters Reportfilters,whicharedisplayedontherighthandsideoftheReportsIndexwindow, giveyoucontroloverthecontentofyourreports.Thenumberoffiltersthatwillbeavailablevaries fromreporttoreport. For moreinformationonreportfilters,refertotheRetailManagerHelp.

To display a report
1

GototheToolsmenuandchooseReportingorpressCTRL+R.TheReportsIndexwindowappears.

Selectthereportcategoryfromthedisplayedlistofcategories.Theselectedcategoryexpandsto displayalistofindividualreports. Selectthereportfromthedisplayedlistofreports.Thefiltersthatapplytoyourselectedreportare highlightedincolour. Specifythereportfilters. ClickPreviewtoviewthereportorclickPrinttoprintthereportwithoutviewing.

4 5

REPORTS

2 6 5

Using the MYOB RetailManager report viewer


Whenyoupreviewareport,thereportappearsintheMYOBRetailManagerreportviewer.Youcanuse thereportviewerto:

viewareport searchfortextinareport printareport exportareport.

To view a report

Zoominonadisplayedreportbyselectingazoompercentage( Usetheleftandrightarrows(

)atthetopofthewindow. )to

)tomovebetweenpagesinthereport.

Usethefirstpagearrow( )togotothefirstpageofthereportandthelastpagearrow ( gotothelastpageofthereport.

To search for text in a report


TheRetailManagerreportviewerhastextsearchcapability.Tosearchforavaluesuchasaname, amountordateinadisplayedreport:
1

Clickthesearchicon(
Searchtext ofthetext.
NOTE :

)andenterthetextyouwanttosearchforintheFindwhattextbox.

Whenenteringtextinthesearchfield,youcanentereitherthewholetextorpart

ClickFindNext.RetailManagerwillsearchforthefirstoccurrenceofthesearchtextanddisplaya framearoundit.ClickingFindNextagainwillmovetheframetothenextoccurrenceofthesearch text.

To print a report
ReportscanbeprintedonastandardA4printer.Beforeyouprintareport,youneedtosetupyourA4 printerandspecifyitasyourreportprinterinRetailManager.SeePrintingoptionsonpage 31for moreinformation.
1 2 3

Clicktheprinticon(

).ThePrint windowappears.

Specifythepagerange,requirednumberofcopies,etc.andclickOK. Thereportisprintedtoyourreportprinter.

To export a report
YoucanexportaRetailManagerreporttoseveralwordprocessorandspreadsheetformats,suchas MicrosoftWordandMicrosoftExcel,aswellastoHTML,ODBCandcommondatainterchangeformats suchastextandrichtext. Youcansaveareporttodisk orexportittoanapplicationinaspecificformat.Reportscanalsobemade availabletootherusersthroughLotusNotesandMicrosoftOutlookifyouhavetheseprograms installedonyourcomputer.

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Clicktheexporticon(

).TheExportwindowappears.

SpecifytheformatofthereportbyclickingintheFormatfieldandmakingaselectionfromthe dropdownlist.
Reportformat Whenyouexportareport,youwillbepromptedforformattingdetails, dependingonthereportformatyouspecified.
NOTE :

SpecifythedestinationofthereportbyclickingintheDestinationfieldandmakingaselection fromthedropdownlist.Ifyouselect: Application,thereportwillbesavedtoatempfileandthenopenedintheappropriate application. Diskfile, youcansavethereportonyourharddriveinthelocationyouspecifyortoanexternal storagedevicesuchasafloppydiskorzipdisk. Exchangefolder,youcanexportyourreporttoanexchangefolderintheformatyouspecified. LotusNotesDatabase, youcanlistthereportintheLotusNotesDesktopfromwhereother userscanaccessit. MicrosoftMail(MAPI), youcanemailthereportasanattachmentintheformatyouspecified. Onceyouhaveselectedyourdestinationandformat,clickOK.

To exit the report viewer


YoucanexittheReports windowbyclickingthecloseicon( Reportswindow. )intheupperrightcornerofthe

REPORTS

2 6 7

Graphs
MYOBRetailManagersgraphingcapabilityisavaluablewayofillustratingyoursalesresults.Anumber ofselectioncriteriaareavailable.Thegraphthatisdisplayedisdeterminedbyyourselectioncriteria. Whenyouhavemadetheseselections,youcanchangeanyofthecriteria,andclickDisplay F10or pressF10toviewthegraphincorporatingthenewcriteria.

To display a graph
1

GototheToolsmenuandchooseGraphing,orpressCTRL+G.TheGraphicalAnalysiswindow appears.

Specifywhetheryouwantthegraphtodisplaythedataforaday,week,monthoryearbyclicking intheDataGroupingfieldandchoosingtherequiredoptionfromthedropdownlist. HoursbyDaywillbreakdownthedataforthedayperhour,DaysbyWeekthedatafortheweek perday,andsoon.

EnterthestartandenddatesofthedateperiodyouwanttouseforthegraphinthePeriodfields. Ifthedateperiodyouhavespecifiedisgreaterthantherangeyouhavespecifiedforyourgraph, thegraphwillaveragetheduplicatedvalues.Forexample,ifyouspecifiedarangeof3weeks,and selectedDaysbyWeekforyourgraph,RetailManagerwilldisplaytheaverageforthe3Mondays, the3Tuesdays,andsoon.

Selectthetypeofdatayouwantthegraphtodisplay.Youcanviewyournumberofsales,turnover andgrossprofitingraphicalformatseparately,ortogether,byclickingintheappropriatefield(s) andselectingthetypeofgraphyouwantfromthedropdownlist.

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Example:Toviewyournumberofsalesandgrossprofitasabargraph,clickintheNoofSales and GrossProfit$fieldsandselectBarGraph.MakesuretheTurnover$fielddisplays<None>.

Specifythecolourforthegraph(s),byclickinginthecolourboxnexttothegraphfield(s)and selectingacolour fromthepalette. Specifywhetheryouwantthegraphtodisplaythesequential,averageorcomparisonrateof growthbyclickingtheappropriateoption. SelecttheCumulativeoptionifyouwantthegraphtodisplaythecumulativetotalfor hour/day/week/monthforthespecifiedtimeperiod. SelecttheShow3DGraph optiontoviewthegraphin3D. SelecttheShowLegendoptiontodisplaythelegendforthegraph,indicatingwhatthegraph shows,accordingtoyourselectioncriteria. ClickDisplay F10orpressF10todisplaythegraph.

8 9

10

To change the graph view

Clickthesinglearrowbuttonsatthebottomofthewindowtoscrollthroughthegraphhorizontally.

Clickthedoublearrowbuttonstogotothebeginningortheendofthegraph.

Clicktheslider barmarkeratthebottomofthewindow.Anumberwillbedisplayed.Dragthe markertotheleftorrighttospecifyhowmanyhours/days/weeks/monthsyouwantdisplayedon thehorizontalaxisofthegraph.

ClickReset toreturntotheoriginaldisplayarea. Youcanmovethegraphhorizontally,verticallyanddiagonallyonthewindowusingthemouse.To dothis,positionthecursoroverthegraph,rightclickthemouse,andwhileholdingthebutton down,movethecursoraround.

To print a graph
Toprintthegraph,clickPrint F4,orpressF4.Thegraphwillbeprintedtoyourreportprinter.

GRAPHS

2 6 9

Reversing debtor payments


MYOBRetailManagergivesyoutheoptiontoreverseadebtorpayment.Thisisuseful,forexample,ifa customerschequebouncedorifyoumadeamistakeenteringthepaymentinRetailManageryou enteredthewrongamountorthepaymentwasallocatedtothewrongcustomer.Oncethepaymentis reversed,youcanreturntotheDebtorPaymentswindowandrecordthepaymentcorrectly.
Security TheReversalofDebtorPaymentsfunctionispasswordprotectedwhenyouselectthe AdminSecurityoptionintheSecurityOptionswindow.
NOTE :

To reverse a debtor payment


1

GototheAdmin menuandchooseReverseDebtorPayments .TheReversalofDebtorPayments windowappears. IfyouhavepasswordprotectedtheAdministrationfunctionsintheSecurityOptionswindow,you willneedtoenteryourpasswordbeforeyoucanproceed.

Enteryourstaffnumberandtherequiredcustomernumber. Alistofpaymentsmadebythecustomerappearsinthegrid. Highlightthepaymentyouwanttoreverse.TabtotheCommentsfieldandenterthereasonforthe reversal. NotethatRetailManagerwillnotpermityoutocommitthetransactionuntilyouentersometextin theComments field.

ClickCommit F10orpressF10tocommitthetransaction. YoucannowgototheDebtorPaymentswindowandreenterthecustomerspaymentcorrectly. Formoreinformation,seeCustomerstatementsonpage 238.

Cancelling orders
InMYOBRetailManageryouhavetheflexibilitytocanceleitheranentireoutstandingpurchaseorder, asingleitemonorderoracustomerspecialorder.

Tocancelapurchaseorderonpage 271 Tocancelanindividualitem/orderlineonpage 271 Tocancelacustomer specialorderonpage 271.

Security TheCancelOrdersfunctionispasswordprotectedwhenyouselecttheAdminSecurity optionintheSecurityOptionswindow.


NOTE :

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To cancel a purchase order


TheoutstandingpurchaseordersaredisplayedinthePurchaseOrderstaboftheCancellationof OutstandingOrderswindow.Fromthistab,youcandeletepurchaseorderswithallitemsthatareyet tobereceived.
NOTE : Costcolumnhidden TheCostcolumnmaybehiddenifyoubelongtoastaffgroupwithrestricted accessprivileges.Formoredetailsaboutsettingupaccessprivileges,seeSettingyoursecurityoptionson page 284.

For moreinformationaboutcancellingapurchaseorder,seeTocancelanoutstandingpurchaseorder onpage 129.

To cancel an individual item/orderline


Theindividualitemsorderlinesthathavebeenorderedbutnotreceivedaredisplayedinthe IndividualItemstaboftheCancellationofOutstandingOrderswindow.
1 2 3

EnteryourstaffnumberintheStaff field. EnterthesuppliernumberintheSupplierfieldtodisplayordersforonlythatsupplier. UsethearrowkeystofindtheorderlineyouwanttocancelandpressEnter.Youwillbeprompted toconfirmthatyouwanttocanceltheorderline.SelectYes .

To cancel a customer special order


ThespecialordersassignedtoasupplierandcurrentlyonorderaredisplayedintheSpecialOrderstab oftheCancellationofOutstandingOrderswindow.
Rememberthatifyoucancelaspecialorder,youmayalsoneedtocancelthepurchaseorderyou createdforthatspecialordereditem.
NOTE :

1 2 3

EnteryourstaffnumberintheStaff field. EnterthesuppliernumberintheSupplierfieldtodisplayordersforonlythatsupplier. UsethearrowkeystofindthespecialorderyouwanttocancelandpressEnter.Youwillbe promptedtoconfirmthatyouwanttocancelthespecialorder.SelectYes.

CANCELLINGORDERS

2 7 1

Maintaining staff, customer and supplier records


Thereareanumberofadministrativetaskstohelpyoumaintainyourstaff,customerandsupplier records.Thefollowingtasksareincludedinthissection.

Mergingstaff,customerorsupplierrecordsbelow Deletingstafforcustomerrecordsonpage 273 Reallocatingstaff,customerorsupplierIDsonpage 275.

Merging staff, customer or supplier records


NOTE :

Mergingstockitems SeeMergingstockitemsonpage 120fordetailsaboutmergingstock items.

Mergingrecordsisausefultooltocorrecttheaccidentalduplicationofastaff,customerorsupplier record.Whenyoumergetworecords,theinformationcontainedintheoldrecordismergedwiththe newrecord. Mergestaff,customerorsupplierrecordswhenyouhavetwoexistingrecords.Ifyouwanttochangea staffmembers,customersorsuppliersnumber,youneedtoreallocatethenumber.SeeReallocating staff,customerorsupplierIDsonpage 275 formoreinformation.


NOTE : Security TheMerge/DeleteRecords functioncanbepasswordprotectedbyselectingtheAdmin Security optionintheSecurityOptionswindow.Youcanalsopasswordprotectthisfeaturebyselectingthe appropriateStaff,Stock,SupplierorCustomerDetailscheckboxintheSecurityOptionswindow.Ifpassword protected,youwillbepromptedforapasswordwhenyouattempttoselectarecordfromtheMerge/Delete Recordswindow.SeeSecurityonpage 283formoreinformationaboutsecurityandpasswords.

To merge staff, customer or supplier records


CAUTION : Mergingrecords willcloseyourshopfront Whenyouhavecompletedamerge,RetailManager closesyourshopfronttocompletetheoperation.Ensurethatallotherconnectionstoyourshopfrontare closedbeforecompletingarecordmerge.

GotoAdminmenuandchooseMerge/DeleteRecords .TheMerge/DeleteRecords window appears.

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ClickintheSelectrecordsfromfieldandchoosethetypeofrecordyouwanttomerge:staff, customerorsupplier. EnterthenumberoftheoldrecordintheOldNofieldandpressENTER.Alternatively,clickthe searchicon( )andchoosetherecordfromthedisplayedlist. EnterthenumberofthenewrecordintheNewNofield. ClickMerge F10orpressF10tocommittheinformation. Continuetomergeotherrecords,orclickthecloseicon( Recordswindow. )orpressESCtoclosetheMerge/Delete

4 5 6

Aninformationwindowappears,informingyouthatRetailManagerwillcloseandreopenyour shopfront.
7 8

Ensurethatnootherterminalsareconnectedtotheshopfront. ClickOK. Yourshopfrontclosesandthestaff,supplierorcustomerrecordsaremerged.Ifyouhaveasingle shopfront,RetailManagerwillreopenyourshopfront.Ifyouhavemultipleshopfronts,selectthe shopfrontyouwanttoopen. Onceyouhavemergedthetworecords,theoldnumberisclearedandcanbeassignedtoanother customer,staffmemberorsupplier.

Deleting staff or customer records


NOTE :

Deletingstockitems

seeDeletingstock itemsonpage 121forinformationaboutdeletingstock

items.

TheDeleteRecordsfunctionisusefulfordeletingstafforcustomerrecordsthathavebeenenteredin MYOBRetailManagerbymistakeorthatyounolongerrequireinthesystem. RetailManagercreatesarecordcalled<Deleted>thefirsttimeyoudeletearecord,andmergesyour recordintothisrecord.Allrecordsthatyoudeletesubsequentlyaremergedintothe<Deleted>record.


NOTE : Security TheMerge/DeleteRecords functioncanbepasswordprotectedbyselectingtheAdmin SecurityoptionintheSecurityOptionswindow.Youcanalsopasswordprotectthisfeaturebyselectingthe appropriateStafforCustomerDetailscheckboxintheSecurityOptionswindow.Ifpasswordprotected,you willbepromptedforapasswordwhenyouattempttoselectarecordfromtheMerge/DeleteRecords window.SeeSecurityonpage 283formoreinformationaboutsecurityandpasswords.

Notethatyoucannotdeleteacustomerrecordifthecustomerhasanyoutstandinginvoices,laybys, creditnotes,giftvouchers,deposits,orspecialorders. Notealsothatyoucannotdeletesupplier recordsinRetailManager.Youcan,however,hiderecords thatyoudontwanttoappearwhensearchingorgeneratingreports.Formoreinformation,seeHiding recordsinsearchesandreportsonpage 73.


Deletingrecords Whenyoudeletearecorditispermanently removedfromthesystem.Make sureyoudeletethecorrectrecord.
CAUTION :

MAINTAININGSTAFF,CUSTOMERANDSUPPLIERRECORDS

2 7 3

To delete staff or customer records


NOTE : Deletingrecordswillcloseyourshopfront Whenyouhavecompletedadelete,RetailManager closesyourshopfronttocompletetheoperation.Ensurethatallotherconnectionstoyourshopfrontare closedbeforecompletingarecorddelete.

GototheAdmin menuandchooseMerge/DeleteRecords.TheMerge/DeleteRecordswindow appears.

ClickthedownarrownexttotheSelectrecordsfromfieldandchoosethetypeofrecordyouwant todelete:stafforcustomer. EnterthestafforcustomernumberintheOldNofieldandpressENTER.Alternatively,clickthe searchicon( )andchoosetherequiredrecordfromthedisplayedlist. ClickDeleteRecord .Youwillbepromptedtoconfirmthatyouwanttodeletetherecord.ClickYes . Continuetodeleteotherrecords,orclickthecloseicon( )orpressESCtoclosetheMerge/Delete Recordswindow.Aninformationwindowappears,informingyouthatRetailManagerwillcloseand reopenyourshopfront.

4 5

6 7

Ensurethatnootherterminalsareconnectedtotheshopfront. ClickOK. Yourshopfrontclosesandthestafforcustomerrecordispermanentlydeletedfrom RetailManager.Youcanusethisrecordnumberforanewrecord.Ifyouhaveasingleshopfront, RetailManagerwillreopenyourshopfront.Ifyouhavemultipleshopfronts,selecttheshopfront youwanttoopen.

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Reallocating staff, customer or supplier IDs


Ifyouwanttochangeacustomers,suppliers,orstaffmembersnumbertoanewnumber,youcan reallocatethenumber.Thiswouldbeuseful,forexample,ifyoumadeamistakewhencreatingan number.
NOTE :

Stock

SeeBarcodesonpage 150 forinformationaboutreallocatingastock itemnumber.

To reallocate staff, customer, or supplier IDs


1

GototheAdminmenuandchooseReallocateNumbers .

ClickthedownarrownexttotheSelectrecordsfromfieldandchoosethetypeofrecordyouwant toreallocate:customer,stafforsupplier. Entertheoldstaff,customerorsuppliernumberintheOldIdfieldandpressENTER.Alternatively clickthesearchicon( )andchoosetherequirednumberfromthelist. Enterthenewstaff,customerorsuppliernumberintheNewIdfield.Thismustbeanewnumber. IfyouwantRetailManagertoassignanewnumber,pressF5,andthenewstaff,customeror suppliernumberisdisplayed. ClickReallocate F10orpressF10tocommittheinformation. Onceyouhavereallocatedthestaff,customerorsuppliernumber,theoldnumberisclearedand canbeassignedtoanewstaffmember,customerorsupplier.

MAINTAININGSTAFF,CUSTOMERANDSUPPLIERRECORDS

2 7 5

Maintaining your shopfront database


ItisimportanttomaintainyourMYOBRetailManagershopfrontdatabasebymakingregularbackups, andkeepingitcompactforgoodperformance. YoucanperformallofyourshopfrontmaintenancetasksfromtheShopfrontConfigurationwindow. However,somemaintenancetaskscanalsobeinitiatedfromtheFilemenu.Ifyouwantyoucanalso activateabackupfromtheautomaticbackupprompt.SeeTobackupfromtheautomaticprompton page 277formoreinformation. TherearesixshopfrontmaintenanceoptionsintheMaintenancetaboftheShopfrontConfiguration window.Theseareoutlinedinthefollowingsections.
Shopfrontmaintenance option
Backup Rebuild/Compact Restore Archive StoreOffline MergeOffline

See
Performingabackupbelow Rebuildingandcompactingyourshopfrontdatabaseonpage 279 Restoringyourshopfrontfromabackupfileonpage 279 Archivingyourshopfrontdatabaseonpage 281 Storingdataofflineonpage 282 Mergingofflinedataonpage 282

Performing a backup
Thebackupprocessincludescompressionofyourshopfronttoreducethespacerequiredforstoring yourbackupfiles,aswellasallowingyoutobackuptodifferentmediaandcreatingabackupthatwill spananumberofdisksifthebackupfileislarge. ThefollowingthreeMYOBRetailManagerfilesarebackedup:

recent.mdb archive.mdb offline.mdb

Ifyouneedtorestoreyourshopfront,youcanuseyourlatestbackupfile.Itisimportanttomake regularbackupfilesofyourdatabasethemoreregularyourbackups,thelessdatayouwillloseinthe eventoftherebeingaproblemwithyourcomputerordatabasefile. ItisparticularlyimportantthatyoubackupyourRetailManagershopfrontafterinstallationandsetup, butbeforeupgrading. Thereareseveralwaysinwhichyoucanstartthebackupprocess:


Fromtheautomaticbackupprompt.Seepage 277. ManuallyfromtheShopfrontConfiguration window.Seepage 277. ManuallyfromtheFilemenu.Seepage 278.

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To back up from the automatic prompt


WhenyouinstallRetailManager,thebackupreminderquestionissettoautomaticallydisplay.

YoucandisabletheautomaticdisplayofthispromptbyselectingtheInfuture,donotdisplaythis messageagainoption.
Reactivatingthebackupreminderquestion Toreactivatetheautomaticreminder,gototheSetup menuandchooseOptions.SelectAlertsfromtheOptionsmenu.SelecteitherorbothofthePromptfordata backupwhenclosingorPromptfordatabackupwhenopeningoptions.
NOTE :

1 2

ClickYestobeginthebackupprocess.TheSaveaswindowappears. ClickSavetosaveyourbackuptotheRetailManagerdefaultdirectory. TheRetailManagerdefaultfolderforbackupfilesisBackup,locatedinyourshopfrontfolder.You canchoosetousethedefaultfolder,oryoucannavigatetoanotherlocationtostoreyourbackup files. Werecommendyoustoreyourbackupfilesonremovablemedia,suchasaportableharddriveor CDR/Wdrive. ThebackupprocessiscompletedbyRetailManager.Whenthebackupprocesshasfinished,a confirmationmessageappears.

ClickOKtoacceptthismessage.Yourbackupiscomplete.

To back up manually from the Shopfront Configuration window


RetailManageronanetwork IfyouareusingRetailManageronanetwork,shutdownanyother linkedRetailManagersessionsfirst,beforebackingupyourdatabase.
NOTE :

RetailManagerprovidesyouwiththeoptiontoperformamanualbackupatanytime.Youcanusethe BackupoptionintheShopfrontConfigurationwindow,oryoucaninitiateabackupfromtheFile menu.


1

GototheFilemenuandchooseConfiguration. Ifyouhaveyourshopfrontopen,amessageappearsaskingifyouwanttocloseyourcurrent shopfront.ClickYes. TheShopfrontConfigurationwindowappears. Ifyouhavemultipleshopfronts,makesureyouhighlighttheshopfrontyouwanttobackup.

MAINTAININGYOURSHOPFRONTDATABASE

2 7 7

ClicktheMaintenancetab.TheMaintenanceviewappears.

4 5

ClickBackup. ClickSavetosaveyourbackuptotheRetailManagerdefaultdirectory. TheRetailManagerdefaultfolder forbackupfilesisBackup,locatedinyourshopfrontfolder.You canchoosetousethedefaultfolder,oryoucannavigatetoanotherlocationtostoreyourbackup files. Werecommendyoustoreyourbackupfilesonremovablemedia,suchasaportableharddriveor CDR/Wdrive. ThebackupprocessiscompletedbyRetailManager.Whenthebackupprocesshasfinished,a confirmationmessageappears.

ClickOKtoacceptthismessage. Yourbackupiscomplete.

To back up manually from the File menu


1

GototheFilemenuandchooseBackup.Ifyouhaveyourshopfrontopen,amessageappears askingifyouwanttocloseyourcurrentshopfront.ClickYes . ClickSavetosaveyourbackuptotheRetailManagerdefaultdirectory. TheRetailManagerdefaultfolder forbackupfilesisBackup,locatedinyourshopfrontfolder.You canchoosetousethedefaultfolder,oryoucannavigatetoanotherlocationtostoreyourbackup files. Werecommendyoustoreyourbackupfilesonremovablemedia,suchasaportableharddriveor CDR/Wdrive. ThebackupprocessiscompletedbyRetailManager.Whenthebackupprocesshasfinished,a confirmationmessageappears.

ClickOKtoacceptthismessage.Yourbackupiscomplete.
NOTE : Backingupyourshopfrontdatabaseatcashup RetailManageralsobacksupyourdatabase automaticallyaspartofyourdailycashupprocedure.SeeCashingupforthedayonpage 254formore information.

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Rebuilding and compacting your shopfront database


Whenthisoptionisselected,MYOBRetailManagerbothrebuildsandcompactsyourshopfront database. Yourshopfrontmayneedtoberebuiltintheeventofunforeseenaccidentssuchaspowerfailure, whereRetailManagerhasnotbeenexitedproperly,theshopfrontfilehasbeencorrupted,orsomeone hasinterferedwithit.RetailManagercanfixmostproblemsbyrebuildingtheshopfrontdatabase; howeverifthisfailsyoumayhavetorestorefromyourbackupdatabasefiles.Whenyoucompactyour shopfront,youoptimisethesizeoftheshopfrontdatabase,sothatoverallsystemperformanceis enhanced.Youshouldcompactyourshopfrontdatabaseeveryweek.

To rebuild and compact your database


RetailManageronanetwork IfyouareusingRetailManageronanetwork,shutdownanyother linkedRetailManagersessionsfirst,beforecompactingyourdatabase.
NOTE :

GototheFilemenuandchooseConfiguration.SelectYestoclosedownyourcurrentshopfront. TheShopfrontConfigurationwindowappears. Ifyouhavemultipleshopfronts,makesureyouhighlighttheshopfrontyouwanttorebuildor compact. ClicktheMaintenancetab. ClickRebuild/CompactDatabase.ClickYestorebuildandcompactyourshopfrontdatabase. Yourshopfrontdatabasewillbecompactedandrebuilt.Iftherebuildisnotsuccessful,anerror messagewillbedisplayed,andyouwillhavetorestoreyourdatafromabackupfile.SeeRestoring yourshopfrontfromabackupfilebelow.

3 4

Restoring your shopfront from a backup file


Itisimportanttomakeregularbackupsofyourshopfrontdatabasethemoreregularyourbackups, thelessdatayouwillloseintheeventoftherebeingaproblemwithyourcomputerorshopfrontdata. Ifyouneedtorestoreyourshopfrontdatabaseyoucanuseyourlatestbackupfile. Threerestoreproceduresareprovidedforyoutorestoreyourshopfrontfromabackupfile: Procedure 1Create a new shopfront using restored data Thisprocesscreatesanewshopfrontforyouinafolderseparatefromyourcurrentshopfront.The newshopfrontisautomaticallynamedusinginformationfromthenameofthebackupfile. RetailManagerwillautomaticallyconnecttothisnewshopfront,allowingyoutoopenandcheck thedatayouhavesavedinyourbackupfile. Werecommendthatwhenrestoring,youusethisprocessfirst,asyoucancheckthedatainyour shopfronttomakesurethatthebackupfileistheoptimumonetoreplacetheshopfrontwith whichyouarehavingproblems. Procedure 2Restore your shopfront to a new folder Thisprocessletsyouchooseafolder towhichyouwanttorestoreyourshopfront. However,thisprocessdoesnotconnectyourrestoredshopfrontandisonlyrecommendedifyou haveagoodknowledgeofhowRetailManagerusesthedatabasefilesthatmakeupashopfront.

MAINTAININGYOURSHOPFRONTDATABASE

2 7 9

Procedure 3Restore your shopfront to its original folder automatically Thisprocesswillrestoreyourshopfronttoitsoriginalfolder,effectivelyoverwritingandreplacing yourcurrentproblemshopfront.Usethisprocessifyouarecertainthatthebackupfilefromwhich youarerestoringisthelatestcleanversionofyourshopfront. WerecommendthatyoufirstuseProcedure1Createanewshopfrontusingrestoreddata,above tomakesuretheshopfrontyouarerestoringistheoneyouwanttocontinuetouse. Werecommendthatyoufirstcreateanewshopfrontusingrestoreddata,checkthenewshopfrontfor correctnessandmakesureitisthemostrecentbackupavailable,thenrestoreyourshopfrontusing Procedure3Restoreyourshopfronttoitsoriginalfolderautomatically,above,therebyreplacingyour shopfrontwiththebestbackupyouhaveavailable. Analternativeprocedureistorenametherestoredshopfrontwithyouroriginalshopfrontname,once youaresatisfiedthattherestoreddataisthemostvalidofyourbackupstoreplaceyourshopfront.

To restore your shopfront


1

GototheFilemenuandchooseConfiguration.Amessageappearsstatingthatyourshopfrontwill havetobeclosed. ClickYes.TheShopfrontConfigurationwindowappears. ClicktheMaintenancetab.TheMaintenanceviewappears.

2 3

ClickRestore.TheSelectFiletoRestorewindowappears.

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Selectthebackupfilefromwhichyouwanttorestore.Generally,youwouldwanttorestorefrom themostrecentbackupfile. ClickOpen. TheSelectRestoreProcedurewindowappears.

6 7

TheSelectRestoreProcedurewindowprovidesyouwiththreechoicesofrestoreprocedure.Make sureyouarefamiliarwitheachoption.RefertoRestoringyourshopfrontfromabackupfileon page 279formoreinformation.


NOTE : Recommendedprocedure WerecommendyoufirstuseProcedure1Createanewshopfront usingrestoreddataonpage 279.Thencheckthattheshopfrontcreatedfromthisprocedureistheone youwanttorestoreto,andperformtheentireprocedureagain,thistimeusingProcedure3Restore yourshopfronttoitsoriginalfolderautomaticallyonpage 280.Thiswillreplaceyourdamagedshopfront withanolderversionthatyouhavecheckedforcorrectness.

SelectthedesiredprocedureandclickOK.
NOTE : Shopfrontpassword If yourshopfrontispasswordprotected,andyouhavechosenanoption thatwillreplaceanexistingshopfront(thatisifyouchoseProcedure2Restoreyourshopfront toanew folderonpage 279orProcedure3Restoreyourshopfronttoitsoriginalfolderautomaticallyon page 280),theShopfrontPasswordwindowappears.Tocontinuewiththisoperationyoumustenter yourpassword.

Therestorationprocedureyouselectedcompletesautomatically,andyourshopfrontisrestored.A windowappearsstatingthattheshopfrontisrestoredtotheselectedfolder.
10

ClickOKtocompletethisprocedure.

Archiving your shopfront database


Asyouentertransactionsdaily,yourshopfrontdatabasefilecangrowconsiderablyinsize.Thiscan affecttheefficiencywithwhichMYOBRetailManagerworks.Archivingyourshopfrontdatabase improvesitsperformancesignificantly.Werecommendthatyouarchiveatleastonceaweek. NotethattheArchiveDatabase functionimprovestheperformanceofyourshopfrontdatabase.It doesnotremoveanydatafromyoursystemoraffectyourdatainanyway.

To archive your database


RetailManageronanetwork IfyouareusingRetailManageronanetwork,shutdownanyother linkedRetailManagersessionsfirst,beforearchivingyourdatabase.
NOTE :

GototheFilemenuandchooseConfiguration.ClickYestoclosedownyourcurrentshopfront.The ShopfrontConfigurationwindowappears.

MAINTAININGYOURSHOPFRONTDATABASE

2 8 1

2 3 4 5

Ifyouhavemultipleshopfronts,makesureyouhighlighttheshopfrontyouwanttoarchive. ClicktheMaintenancetab. ClickArchive.Confirmthatyouwanttoarchivethedatabase. RetailManagerbacksup,archives,rebuildsandcompactsyourdatabase.

Storing data offline


Ifyouhavelargeamountsofolddata,youcanimprovetheperformanceofyourshopfrontdatabaseby storingthisdataoffline.WhenyouselecttheStoreOfflineoption,MYOBRetailManagerremoves recordspriortothespecifiedcutoffdatefromthedatabaseandstorestheminaseparatefile (offline.mdb).Thismakesyourdatabasesmallerandconsequentlyfaster.Ifyouneedtoaccessthedata youstoredoffline,youcanmergeitwithyourdatabase. Whenyoustoredataoffline,allfinalisedtransactionsbeforethespecifiedcutoffdatewillberemoved fromthesystem.Thesetransactionswillnolongerappearinsearches,lookups,drilldownsorreports.

To store data offline


1

GototheFilemenuandchooseConfiguration.ClickYestocloseyourcurrentshopfront.The ShopfrontConfigurationwindowappears. Ifyouhavemultipleshopfronts,makesureyouhighlighttheshopfrontwanttostoreoffline. ClicktheMaintenancetab. ClickStoreOffline.TheOfflineArchive windowappears. EnterthecutoffdatefortheofflinearchiveintheDatefield.Allfinalisedtransactionsmadebefore thisdatewillbestoredoffline.


Unfinalisedtransactions Laybys,creditnotes,quotes,salesorders,purchaseordersand customerspecialordersthathavenotbeenfinalisedwillnotbestoredoffline.
NOTE :

2 3 4 5

ClickContinue.Datapriortothecutoffdateisremovedandstoredoffline.

Merging offline data


TheMergeOfflineoptionmergesdatayoustoredoffline,backintothesystem.Thisisareversalofthe StoreOfflineoptiondescribedintheprevioussection.Theofflinedataismergedwithyourcurrent dataandappearsinsearches,drilldowns,lookupsandreports.

To merge offline data


1

GototheFilemenuandchooseConfiguration.ClickYestoclosedownyourcurrentshopfront.The ShopfrontConfigurationwindowappears. Ifyouhavemultipleshopfronts,makesureyouhighlighttheshopfrontyouwanttomergedata into. ClicktheMaintenancetab. ClickMergeOffline. Theofflinedataismergedbackintothesystem.

3 4

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Security
MYOBRetailManagersecurityallowsyoutocontrolyourstaffsaccesstocertainareasandfunctions withinRetailManager. Settingupandadministeringsecurityisastraightforwardprocess,detailedinthissection.Information ispresentedinasequencedesignedtoassistyouinthesetupofRetailManagersecurity. HowRetailManagersecurityworks Securitysettingsoraccessrestrictionsareassignedviastaff groupsthatyoucreate.Asecuritystaffgroupallowsyoutosetaccessprivilegesthatcanbeassignedto anumberofstaffmembers.Inthiswayyoucangroupstaffbythelevelofaccessyoumightwantthem tohave. For example,youmightwantonlyoneadministratorwhocanhavefullaccesstoallpartsof RetailManager,agroupofstoremanagerswhohaveaccesstomostareas,andastaffgroupthatmight bespecificallysetupforstaffwhosedutiesonlyincludePOSoperations.Creatingstaffgroupsand assigningdifferentaccessprivilegestoeachoneisasimpleandeffectivemeansofcreatinga hierarchicalsecuritysysteminRetailManager. HowyourstaffinteractwithRetailManagersecurity WhenastaffmemberaccessesRetailManager withsecurityenabled,theymustsignontogainaccesstotheRetailManagershopfront. Theymayfirsthavetochoosethesignonmethod,dependingonwhetheryouhavechosentodisplay thesignonmethodwindowwhenRetailManagerstarts.(SeeSettingthesignonmethodon page 286formoreinformationabouttheSign onMethodwindow.) Onceasignonmethodhasbeenchosenorifthesignonmethodisalreadyset,theSignonwindow appears.

AstaffmembermustentertheirstaffnumberandpasswordtogainaccesstotheRetailManager shopfront. Onceastaffmemberhassignedon,theycanthenuseRetailManagerwithaccessrestrictionsbasedon thestaffgroup(s)towhichtheybelong.SeeRestrictingstaffgroupprivilegesonpage 290formore informationaboutrestrictingaccesstoareasofRetailManager.

SECURITY

2 8 3

AccessingarestrictedareaofRetailManager areasofRetailManager.

Usingsecuritysettings,yourestrictaccesstocertain

IfastaffmemberattemptstoaccessanareaorfunctionofRetailManagerfromwhichtheiraccessis restricted,theSecurityOverridewindowappears.

Togainaccesstotherestrictedareaorfunction,anotherstaffmemberwhohasappropriateprivileges mustentertheirstaffnumberandpasswordintheSecurityOverridewindow. Oncearestrictedfunctionorareahasbeenused,securityoncemorerevertstothelevelofrestriction ofthestaffgroupoftheoriginalsignedonstaffmember.Furtherattemptstoaccessrestricted functionswillcausetheSecurityOverridewindowtoappear. IfyoudonotwanttousesecurityinRetailManager Ifyoudonotwanttousethesecurityfeature inyourdaytodayoperations,youdonothavetodoanything.Whenyouinstallorupgrade RetailManager,securityisnotenabled.


NOTE : Ifyouareupgradingfromaprevious versionofRetailManager Ifyouusedsecurityfeaturesin yourpreviousversionofRetailManager,yourshopfrontpasswordwillstillapplyandisusedtopassword protecttheSecuritywindowaswellasyourshopfront.SeeyourRetailManagerupgradeinstructionsformore information.

FordetailedinformationaboutsettingsecurityoptionsinRetailManager,seeSettingyoursecurity optionsbelow.

Setting your security options


SettingupMYOBRetailManagersecurityinvolvesthefollowingsteps:
Ste p
1 2 Enablingsecurityon page 285 Settingthesignon methodonpage 286

Description
WithRetailManageryouhavetheoptiontonotusethesecurityfeatures.If youchoosetouseRetailManagersecurityyoumustenableitfirst. Thesignonmethodinfluencesthewaythatstaffsignontoanduse RetailManagerfromaparticularcomputer.Youcanchangethesignon methodatanytime.Settingthesignonmethodasyoursecondstepto settingupsecurityhelpsguideyouinthewayyouwanttousesecurity. Staffgroupsareusedtoapplyaccessrightsandrestrictions.Restrictionsto certainareasorfunctionsofRetailManagerareappliedtoastaffgroup,and thenastaffmemberisassignedtothegroup.

Maintainingstaff groupsonpage 288

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Ste p
4 Restrictingstaffgroup privileges onpage 290 Assigningstafftostaff groupsonpage 291

Description
Whenastaffgroupiscreated,therearenorestrictionstoareasorfunctionsof RetailManager.Youapplyrestrictionssoyoucanlimittheareasandfunctions ofRetailManagerthatareavailabletostaff. Whenyouassignastaffmembertoastaffgroup,thestaffmemberhasaccess rightsandrestrictionsthataresetforthestaffgroup.

NOTE : Youcannotperformsalesduringsecuritysetup Youmustcloseallwindowsinyourshopfront whensettingupsecurity.ItisrecommendedthatyousetupsecurityatatimewhenyourRetailManager computerisnotbeingusedforPOSoperations.

Enabling security
IfyouusedasecuritypasswordinyourpreviousversionofMYOBRetailManager,yourpasswordis requiredtoopentheSecurity windowandisalsousedtopasswordprotectyourshopfront. WhenyoufirstopentheSecuritywindow,oneortwostaffgroupswillbepredefined;theOldSecurity staffgroupandtheAdministratorstaffgroup. TheOldSecuritystaffgroup TheOldSecuritystaffgroupiscreatedifyouhadsecuritysettingsina previousversionofRetailManagerandyouhaveupgradedtoRetailManagerv11.Thesesecurity settingshavebeensavedandconvertedtoastaffgrouptoreducethetimerequiredforyoutosetup securityinyournewversionofRetailManager. TheAdministratorstaffgroup TheAdministratorstaffgroupisautomaticallycreatedandcannotbe editedordeleted.Usersassignedtothisgrouphavefullaccesstoallwindowsandfunctionswithin RetailManager. ToenablesecurityyoumustassignatleastonestaffmembertotheAdministratorstaffgroup.

SETTINGYOURSECURITYOPTIONS

2 8 5

To assign a staff member to the Administrator staff group


AssigningastaffmembertotheAdministratorgroupmeansthatyouareenablingsecurity.
1 2

GototheSetupmenuandchooseSecurity.TheSecuritywindowappears. ClicktheAssignStafftoStaffGroups tab.TheAssignStafftoStaffGroups viewappears.

3 4

SelecttheAdministratorstaffgroupbyclickingAdministratorintheStaffGroupslist. Selectthecheckbox(inthefirstcolumn)ofthestaffmember(s)youwanttoincludeinthe Administratorstaffgroup. ClickApplytorecordyourselections. ClickOKtoclosetheSecuritywindow.

5 6

Whenyouhaveenabledsecurity,youmaywanttocontinuesettingyoursecurityoptionsbysettingthe signonmethod.Formoreinformation,seeSettingthesignonmethodbelow.

Setting the sign-on method


Whenyouhavesecurityenabled(seeEnablingsecurityonpage 285formoreinformation),youcan choosebetweentwomethodsofsigningon. ThesetwomethodsinfluencehowthesecurityworkswithaparticularsessionofMYOB RetailManager.Thesignonmethodthatyouchooseisonlyrelevanttothecomputeryouareworking on.IfyouarerunningRetailManageronanetwork,youneedtosetthesignonmethodfromeach computeronthenetwork.ThetwosignonmethodsareStaffGroupandIndividual. Usingthestaffgroupsignonmethod Thestaffgroupsignonmethodallowsanymemberofa chosenstaffgrouptosignonandperformRetailManagerfunctionswithoutreopeningtheshopfront. Usingthestaffgroupmethodofsigningon,anumberofstaffmembersareabletosignontouseone computerrunningaRetailManagershopfront.

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Usingtheindividualsignonmethod Theindividualstaffsignonmethodallowsonlyonestaff membertosignontotheshopfront.Thestaffnumberandnamefieldsontransactionscreensare automaticallypopulatedwiththeindividualstaffmembersinformationandarelocked.Thestaff memberwillhavetheirnamerecordedagainstalltransactions.


NOTE : Accessingsecureareas AreasorfunctionsofRetailManagerunavailableduetosecuritystaffgroup restrictions canonlybeaccessedbyastaffmemberwhoispartofanotherstaffgrouptowhichtherestriction doesnotapply.

To set the sign-on method for a shopfront


1

YousetthesignonmethodforashopfrontusingtheSignonMethodwindow.Whenyoufirst enablesecurity,theSignonMethodwindowautomaticallyappearswhenyouopenyour shopfront.

FromtheSignonMethodwindow,selecteitherStaffGrouporIndividualStaffasyoursignon methodforthisshopfront.
NOTE : Settingupsecurityforthefirsttime Ifthisisthefirsttimeyouaresettingupsecurity,you mightwanttosignonasanindividualstaffmemberandperformothersecurityadministrationtaskssuch ascreatingstaffgroups,applyingrestrictionstostaffgroups,andassigningstaffmemberstothegroups.

IfyouchooseStaffGroup asyoursignonmethod,theStaffGroup dropdownlistbecomesactive. Selectthestaffgroupthatyouwanttousetodefinesecurityforthisshopfrontfromthedropdown list. IfyouchooseIndividualStaff asyoursignonmethod,theStaffGroupdropdowndoesnotapply andcannotbeused.

ClickOKtorecordyourchanges.

To set the sign-on method window to not display


WhentheIn future,donotdisplaythiswindowoptionisselected,thesignonmethodwill automaticallyapplytothisshopfrontthenexttimeitisopened.Thatis,onlytheSignonwindow appears. Ifyouwanttoregularlychangeyoursignonmethod,leavethisoptiondeselected.Whenyouleavethe Infuture,donotdisplaythiswindowoptiondeselected,theSignonMethodwindowappearseach timetheshopfrontisopened.

SETTINGYOURSECURITYOPTIONS

2 8 7

To redisplay the sign-on method window


IfyouhavepreviouslychosentonotdisplaytheSign onMethodwindow,butnowwanttochangethe signonmethod,performthefollowingprocedure:
1 2 3

GototheSetupmenuandchooseOptions .TheOptionswindowappears. MakesureGeneralisselectedinthesidemenu,andclicktheOthertab. IntheMiscellaneous groupoftheOthertab,selecttheDisplaySignonMethodwindow option. Thenexttimeyoucloseandopenyourshopfront,theSignonMethodwindowappearsandyou areabletochangeyoursignonmethod.

Whenyouhavesetthesignonmethod,youmaywanttocontinuesettingyoursecurityoptionsby maintainingstaffgroups.Formoreinformation,seeMaintainingstaffgroupsbelow.

Maintaining staff groups


Thissectionprovidesinformationandprocedurestoguideyouintheprocessofcreating,editingand deletingstaffgroups.

To create staff groups


1

GototheSetupmenuandchooseSecurity.TheSecuritywindowappears.

2 3

ClicktheCreate/EditStaffGroups tab. ClickCreate.TheCreateStaffGroupwindowappears.

IntheName field,typethenameyouwanttouseforthisstaffgroupandpressTAB.Thecursor automaticallymovestotheAbbrev.field.AsuggestedabbreviationisdisplayedintheAbbrev. field.

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PressTABtoaccepttheabbreviationortypeanabbreviationofyourown.
NOTE :

Abbreviationforstaffgroups

Youcanenteranabbreviationuptofivecharacterslong.

IntheDescriptiontextbox,enteradescriptionofthestaffgroupyouarecreating,forexample POSonly. WhenyouhavecompletedthefieldswithintheCreateStaffGroupswindow,clickOK.Thenew staffgroupisaddedtothelistofstaffgroupsintheCreate/EditStaffGroupsview.

To edit staff groups


Youcaneditthename,abbreviationanddescriptionofastaffgroupyouhavecreatedfromthe Create/EditStaffGroupsview.
1 2 3 4

GototheSetupmenuandchooseSecurity.TheSecuritywindowappears. ClicktheCreate/EditStaffGroupstab. Highlightthestaffgroupyouwanttoedit. ClickEdit.TheEditStaffGroupwindowappears.


NOTE :

Administratorstaffgroup

YoucannotedittheAdministratorstaffgroup.

FromtheEditStaffGroup windowyoucanchangethestaffgroupname,abbreviationand description.Tochangethesedetailsclick ortabtotheappropriatefieldsandenterthenewdetails.

To delete staff groups


1 2 3 4

GototheSetupmenuandchooseSecurity.TheSecurity windowappears. ClicktheCreate/EditStaffGroupstab. Highlightthestaffgroupyouwanttodelete. ClickDelete.


NOTE :

Administratorstaffgroup

YoucannotdeletetheAdministrator staffgroup.

Awarningmessageappears.ClickYesifyouarecertainyouwanttodeletethespecifiedstaff group. ClickApplytosaveyourchanges. ClickOKtoclosetheSecuritywindow.

6 7

Whenyouhavecreatedstaffgroups,youmaywanttocontinuesettingyoursecurityoptionsby restrictingstaffgroupprivileges.Formoreinformation,seeRestrictingstaffgroupprivilegeson page 290.

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2 8 9

Restricting staff group privileges


Onceyouhavecreatedastaffgroup(SeeMaintainingstaffgroupsonpage 288),thenextstepisto applyaccessrestrictionstothestaffgroup. Whenyoufirstcreateastaffgroup,norestrictionsareapplied.Amemberofthisstaffgrouphasthe sameaccesstoMYOBRetailManagerasamemberoftheAdministratorstaffgroup,exceptforsome securityspecificsettings.

To display staff group privileges


1 2

GototheSetupmenuandchooseSecurity. ClicktheRestrictStaffGroupPrivileges tab.TheRestrictStaffGroupPrivilegesviewappears.

TheRestrictStaffPrivilegesviewisdisplayedasagridwithtwomainareasthePrivilegesarea andtheStaffGroupsarea. ThePrivilegesareadisplaysatreestructurewithheadingsthatcorrespondtoeach RetailManagermenuandsublevelsforeachmenuitemorfeature.Youcanexpandeach headingtolistthemenuitemsbeneathit. TheStaffGroupsareadisplaysthestaffgroupsyouhavecreated.Ifyoucannotseeallthestaff groupsyouhavecreated,usethescrollbaratthebottomofthegridtoscrollhorizontally.

To restrict group access to a particular menu item or feature


1

InthePrivilegescolumn,locateandclickthemenuitemfromwhichyouwanttorestrictthisstaff group. Locatethestaffgroupwhoseaccesstoaparticularmenuitemorfeatureyouwanttorestrict. SelecttheStaffGroupoptioninthehighlightedline. Whenyouhaveselectedallthosemenuitemsorfeaturestowhichyouwanttorestrictaccessfor thestaffgroup,clickApplytorecordyourchanges.


NOTE : Linkedmenuitemsorfeatures CertainmenuitemsandfeaturesinRetailManagerarelinkedin awaythatrestrictingaccesstooneofthemwillalsorestrictaccesstotheothers.Ifyouselectitemssuch astheStock window(underInformation)orHideCost/Profit,awarningmessageappearslistingthe otheritemsorfeaturesthatwillalsoberestricted. ClickYestocontinue.Thelinkedmenuitemswillbeselectedautomatically.

2 3 4

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ClickOKtoclosetheSecuritywindow.

Whenyouhaverestrictedstaffgroupprivileges,youmaywanttocontinuesettingyoursecurity optionsbyassigningstafftostaffgroups.Formoreinformation,seeAssigningstafftostaffgroups below.

Assigning staff to staff groups


YouassignstafftoeithertheAdministratorstaffgrouporstaffgroupsyouhavecreatedandtowhich youhaveappliedrestrictions(seeRestrictingstaffgroupprivilegesonpage 290).Youcanassignastaff membertoanumberofstaffgroups.

To assign staff to staff groups


1 2

GototheSetupmenuandselectSecurity.TheSecuritywindowappears. ClicktheAssignStafftoStaffGroupstab.TheAssignStafftoStaffGroupsviewappears.

SelectthestaffgrouptowhichyouwanttoassignstaffbyclickingthestaffgroupnameintheStaff Groupscolumn. Selecttheoption(inthefirstcolumn)ofthestaffmember(s)youwanttoincludeintheselected staffgroup. ClickApplytorecordyourselections. ClickOKtoclosetheSecuritywindow.

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SETTINGYOURSECURITYOPTIONS

2 9 1

Working with passwords


Animportantfeatureofsecurityistheuseofpasswords,bothforindividualstaffmembersandforyour shopfront.TherearetwotypesofpasswordsusedinMYOBRetailManager:

Staffpasswords(seeSettingyourstaffpassword,page 293),and Shopfrontpasswords(seeSettingyourshopfrontpassword,page 295).


NOTE : Rememberingpasswords PasswordsthatbelongtomembersoftheAdministratorstaffgroup, andtheshopfrontpassword,canonlyberecoveredbyMYOBtechnicalsupport.Itis importantthatyou donotforgetthesepasswords.ForinformationaboutrecoveringthesepasswordsseeRecoveringa forgottenpasswordonpage 293.StaffmemberswhoarenotpartoftheAdministratorstaffgroupcan havetheirpasswordsresetbyanadministrator.

Using the password reminder feature


ApasswordreminderfeaturehasbeenincludedaspartofthepasswordfeatureofMYOB RetailManager. Thepasswordreminderfeatureletsyoucreateaquestiontowhichonlyyoushouldknowtheanswer. Ifyouforgetyourpassword,clickthereminderquestionbuttonwhenyougotosignon,andthe reminderquestionyouhavepreviouslycreatedappears.Whenyoucorrectlyanswerthereminder question,RetailManagerrespondswithyourpasswordandyoucanproceedwithsigningon. Tipsandcautionsaboutreminderquestions Theanswertoareminderquestionisasimportantas yourpasswordandshouldbesecureaspossible.Ifsomeoneotherthanyourselfknowstheanswerto yourpasswordreminderquestion,thentheywillbeabletofindoutyourRetailManagerpassword. Areminderquestion:

shouldnotcontainorrelatetoyourpasswordaspartofthereminderquestionoranswer. shouldnotcontaininformationthatwillhelpsomeoneelseguessyourpassword. shouldonlybeeasilyanswerablebythepersonwhocreatedit.Forexample,yourownbirthday wouldnotbeagoodreminderquestionasanumberofpeopleincludingworkcolleaguescould knowyourbirthday. thenameofyourfirstpet thenameofateacher themanufacturerofyourfirstcar yourmothersmaidenname.

Someexamplesofgoodreminderquestionsmightbe:

Onceyouansweryourreminderquestioncorrectly,RetailManagerthendisplaysyourpasswordand youcanproceedwithsigningontoRetailManager.

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Recovering a forgotten password


IfyouforgetapasswordthatbelongstomembersoftheAdministratorstaffgroup,oryourshopfront password,youcanusetheSecurityExportfeaturetocreateanexportfilethatcontainsthepassword. YoucanthensendthisencryptedtextfiletoMYOBtechnicalsupport,whocanextractthepassword andsenditbacktoyou.
Recoveringpasswordsbelongingtomembersofotherstaffgroups Staffmemberswhoarenot partoftheAdministratorstaffgroupcanhaveforgottenpasswordsresetbyanadministrator.
NOTE :

To recover a forgotten password


1 2

GototheFilemenuandchooseSecurityExport .TheSaveAswindowappears. Specifythelocationwhereyouwanttosavethefileand,ifrequired,changethenameofthefilein theFilename field.Donotchangethe.txtfileextension. ClickSave.TheExportCompletemessageappears. ClickOK. SendthefiletoMYOBtechnicalsupportforpasswordextraction.Fortechnicalsupportcontact detailsseeTechnicalsupportphonenumbersandchargesonpage 10.

3 4 5

Setting your staff password


AstaffpasswordisapasswordthatisusedbyastaffmembertosignontoMYOBRetailManager.The signonprocessdeterminesthestaffgroup(s)towhichthestaffmemberisassignedandthe restrictionsthat,therefore,applytothatstaffmember.

To set your staff password


AstaffmembersetstheirpasswordthefirsttimethattheysignontoRetailManageraftersecurityhas beenset,oraftertheirpasswordhasbeendeletedbyamemberoftheAdministratorstaffgroup.
1

StartRetailManager,andifrequiredchoosetheStartupmethod.TheSignonwindowappears.

FromtheSignonwindow,enteryourstaffnumberandpressENTER.

WORKINGWITHPASSWORDS

2 9 3

LeavethePasswordfieldblank.TheSetPassword windowappears.

4 5

TypeyourpasswordintheNewPasswordfield. TypeyourpasswordintheConfirmPassword field.


NOTE : Passwordsarecasesensitive Whenyoufirst setyourpassword,itisimportant tomakenoteof whetheryouusecapitalletters,lowercaselettersoracombinationofboth.Whenenteringyour password,youmustusethesamecaseaswhenyousetit.

TypeareminderquestionintheReminderQuestiontextbox.(SeeUsingthepasswordreminder featureonpage 292formoreinformationaboutthereminderquestionfeature.) TypetheanswertothereminderquestionintheAnswerfield. ClickOK. YourpasswordinformationisrecordedandyouaresignedontoRetailManager.

7 8

To delete the password of a staff member who is not part of the Administrator staff group
Occasionally,astaffmembermightforgettheirpasswordormightwanttochangetheirpasswordfor somereason.Tochangeastaffmemberpassword,youdeletethecurrentpassword,andthestaff membercanthensetanewonewhentheynextsignon.
1 2 3

GototheSetupmenuandselectSecurity.TheSecuritywindowappears. ClicktheAssignStafftoStaffGroups tab.TheAssignStafftoStaffGroups viewappears. Highlightthestaffmemberforwhomyouwanttochangethepassword.TheDeleteStaffPassword button(bottomrighthandsideoftheSecuritywindow)isactive. ClickDeleteStaffPassword. Awarningmessageappears.ClickYesifyouwanttodeletethestaffmemberpassword. Thestaffmemberspasswordisdeleted. Nexttimethestaffmembersignson,theywillbepromptedtoenteranewpassword.

4 5

To change the password of an Administrator staff group member


TheprocessofchangingapasswordforastaffmemberwhoisamemberoftheAdministratorstaff groupisslightlydifferent.
1 2

GototheSetupmenuandselectSecurity.TheSecuritywindowappears. ClicktheAssignStafftoStaffGroups tab.

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Highlightthestaffmemberforwhomyouwanttochangethepassword.TheSetStaffPassword buttonisactive. ClickSetStaffPassword .TheChangePasswordwindowappears.

5 6 7

EnterthenewpasswordintheNewPassword field. EnterthepasswordagainintheConfirmPasswordfield. TypeapromptintheReminderQuestiontextboxtoserveasareminderforthepassword.(See Usingthepasswordreminderfeatureonpage 292formoreinformation.) ClickOKtoapplyyourchangesandclosetheChangePasswordwindow.

Setting your shopfront password


Youusetheshopfrontpasswordtoconfirmauthoritytoperformimportandexportfunctionsandto provideinitialsecuritywhenashopfrontisnetworked.Usingtheshopfrontpassword,youcanmake sureusersdonotperformtransactionsinashopfronttowhichtheyshouldnothaveaccess.

To set the shopfront password


1 2

GototheSetupmenuandchooseSecurity.TheSecurity windowappears. ClicktheAssignStafftoStaffGroupstab.TheAssignStafftoStaffGroupsviewappears.

WORKINGWITHPASSWORDS

2 9 5

ClickSetShopfrontPassword.TheChangeShopfrontPasswordwindowappears.

4 5 6

TypethepasswordyouwanttocreateforthisshopfrontintheNewPasswordfield. TypethepasswordagainintheConfirmPasswordfield. ClickOK.

Using security in your day-to-day operations


OncesecurityhasbeensetupinMYOBRetailManager,youandyourstaffwillfindusingsecurityin daytodayoperationsissimple.Youandyourstaffwillneedtosignonandsignoffregularlyand wherestaffrestrictionsareappliedviayoursecurityscheme,yoursupervisorsandotherpeoplewith authoritywillneedtosignontoenablestaffaccesstonormallyrestrictedareas. Thissectionprovidesyouwiththeproceduresyouandyourstaffmightneedintheirdaytodayuseof RetailManagerwithsecurityenabled. Thefollowingtopicsareincludedinthissection.

Signingonbelow Signingoffonpage 297 Enteringarestrictedarea,andtheSecurityOverridewindowonpage 298.

Signing-on
To sign-on to RetailManager while RetailManager is still running
IfyouaresigningontoRetailManagerdirectlyafteranotherstaffmemberhassignedoff:
1 2 3

GototheFilemenuandchooseSignon.TheSignonwindowappears. EnteryourstaffnumberintheStaffNo.field. EnteryourpasswordinthePassword field.


NOTE : Passwordsarecasesensitive Whenyoufirst setyourpassword,itisimportant tomakenoteof whetheryouusecapitalletters,lowercaselettersoracombinationofboth.Whenenteringyour password,youmustusethesamecaseaswhenyousetit.

Ifyouhaveforgottenyourpassword,clickRemindMetobepromptedwithyourreminder question.
4

ClickOKtocompletethesignonprocess.

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To sign-on to RetailManager when you start RetailManager


1 2 3 4

StartRetailManagerandopenyourshopfront. IftheSignonMethodwindowappears,choosethesignonmethod.TheSignon windowappears. EnteryourstaffnumberintheStaffNo.field. EnteryourpasswordinthePasswordfield.


NOTE : Passwords arecasesensitive Whenyoufirstset yourpassword,itisimportanttomakenoteof whetheryouusecapitalletters,lowercaselettersoracombinationofboth.Whenenteringyour password,youmustusethesamecaseaswhenyousetit.

Ifyouhaveforgottenyourpassword,clickRemindMetobepromptedwithyourreminder question.
5

ClickOKtocompletethesignonprocess.

Signing-off
Tomaintainyoursecurity,itisimportanttosignoffwhenyouhavefinishedusingRetailManager.

To sign-off from RetailManager


1

GototheFilemenuandchooseSignoff. IfyouareusingtheIndividualsignonmethod,oryouareusingtheStaffGroupsignonmethod andonlyonestaffmemberissignedon,apromptappearsinformingyouthatallopenwindowswill beclosed.

ClickOK.YouaresignedofffromRetailManager. IfyouareusingtheStaffGroupsignonmethod,andanumberofstaffmembersarecurrently signedontotheshopfront,theSignoffwindowappears.

Tosignoffstaff,dooneofthefollowing: ClickStaffMemberandchoosethestaffmemberyouwanttosignoff. ClickAllStafftosignoffallstaffmemberscurrentlysignedon. ClickOK.

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2 9 7

Entering a restricted area, and the Security Override window


IfastaffmemberattemptstoaccessanareaorfunctionofMYOBRetailManagerfromwhichtheir accessisrestricted,theSecurityOverridewindowappears.

Togainaccesstotherestrictedareaorfunction,anotherstaffmemberwhohasappropriateprivileges mustentertheirstaffnumberandpasswordintheSecurityOverridewindow. OncearestrictedfunctionorareaofRetailManagerhasbeenused,securityoncemorerevertstothe levelofrestrictionofthestaffgroupoftheoriginalsignedonstaffmember.Furtherattemptstoaccess restrictedRetailManagerfunctionswillcausetheSecurityOverridewindowtoappearoncemore.

Exporting data from RetailManager


Thefollowingtopicsareincludedinthissection.

ExportingRetailManagerdatabelow ExportingRetailManageraccountingdatatoyourMYOBbusinessmanagementsoftwareon page 301.

Exporting RetailManager data


UsingtheMYOBRetailManager Import & Export Wizard ,youcanexportdatafromyourMYOB RetailManagershopfrontdatabaseinanumberoffileformats,includingtabdelimited,HTML, MicrosoftExcel,Lotus123,andParadox. Youcanexportyourdockets,cashupsessions,taxcodes,cashupshortages,payments,laybys,and muchmorefromyourRetailManagerdatabase.
Exportingaccountingdata Forinformationaboutexportingaccountingdata,seeExporting RetailManageraccountingdatatoyourMYOBbusinessmanagementsoftwareonpage 301.
NOTE :

To export RetailManager data


1

GototheFilemenuandchooseImport&Export. Ifyouhaveanopenshopfrontyouwillbeaskedtoclosetheconnectiontoyourshopfrontandback upyourshopfrontdatabase.

Ifyouwanttoproceedwithoutbackingup,clickContinue. Or,ifyouwanttobackupyourdatabase,clickBackup.Inthewindowthatappears,choosea locationforthebackupfileandclickSave.

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Theshopfrontconnectionisclosed,andStep1(Welcome)ofthe MYOB RetailManager Import & Export Wizardappears.

ClickExportDataandclickNext.Step2(ExportDatabaseSelection)appears,showingthedatabase fromwhichdatawillbeexported.

IfyouarerunningtheExportwizardforasecondconsecutivetimeorifnodatabaseisdisplayed, youmayneedtospecifythedatabase: a ClickBrowse.TheSelectDatabasewindowappears. b Opentherequiredshopfrontdatabasefolder,selecttherecent.mdbfileandclickOpen.The nameofthedatabasefileyouselectedisdisplayed.

EXPORTINGDATAFROMRETAILMANAGER

2 9 9

ClickNext.Step3(ExportTableSelection)appears.

SelectthetablenameofthedatayouwanttoexportfromtheSelect a table to exportlist.


NOTE : StockTable Ifyouselect toexportStocktableinformation, youhavetheoptiontoexport a subsetofyourstockinformation.SelectspecificstockinformationusingtheSupplier,Department, Category1,Category2,Category3,CustomField1,andCustomField2fields. YousetthesefieldsusingtheRetailManagerStockwindow.IfyouwanttoexporttheentireStocktable, leaveallotherfieldsas<NOSELECTION>. YoucanalsospecifywhetheryouwanttoexportthecostandsellpricesasTaxExclusiveorTaxInclusive byselectingeitheroftheseoptions.

ClickExport.Step4(ExportViewer)appears,listingthefieldsthatwillbeincludedintheexport.

7 8

ClickExport.TheSaveTablewindowappears. Specifythelocationandfilenamefortheexport: a Specifythefolderinwhichyouwanttosavetheexportshopfrontdatabase. b TypethenameforthefileintheFilenametextbox,orusethedefaultnamesupplied. c UsetheSaveastypelisttoselecttheformatinwhichyouwanttosavetheexporteddata. d ClickSave. Amessageappearsindicatingthattheexportwassuccessful. Ifyouhavefinishedexportingdata,clickFinish.Or,ifyouwanttoexportotherdata,clickExport Again torunthewizardagain.

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Exporting RetailManager accounting data to your MYOB business management software


TheMYOBRetailManageraccountingexportfunctioneliminatestheneedtoenterdataseparatelyinto yourMYOBbusinessmanagementsoftware. Theinformationthatyouneedtoexportwillusuallyincludechangesinstockvalue,amountsowedby debtors,anddetailsoflaybysandothertransactions. EverytransactionrecordedinRetailManageriscondensedintoajournalentryand,onceacashupis performed,asessionincludingalljournalentriesfromthatdayiscreatedbyRetailManager.This sessioncanthenbeexportedtoyourMYOBbusinessmanagementsoftware. Beforeyoustart

BeforeyouruntheexportfromRetailManager,makesureyouhave:

setupyourExportAccounts(includingyourtaxonsalesaccount) setupyourExportGroups backedupyourshopfrontdatabase.

SeeSettingupRetailManagertoexporttoyourbusinessmanagementsoftwareonpage 42for informationaboutsettingupexportaccounts,exportgroupsandotheraccountingexportoptions.If youwanttoexportthecurrentdaystransactions,endyourcurrentsessionandcashupbeforeyourun theexport. ToenableyourMYOBbusinessmanagementsoftwaretoimportfromRetailManager,youneedtoset apreferenceinthePreferenceswindow,sothatyourMYOBbusinessmanagementsoftwarelooksfor aRetailManagerimportfileonstartup.SeeTosetapreferenceinyourbusinessmanagement softwarebelow.

To set a preference in your business management software


1 2 3

StartyourMYOBbusinessmanagementsoftware. GototheSetupmenuandchoosePreferences.TheSystemtabappears. SelecttheIUseMYOBRetailManageroption.

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3 0 1

4 5

ClickOK. ContinuewithToexportRetailManageraccountingdatabelow.

To export RetailManager accounting data


1

GototheFilemenuandchooseAccountingExport.Theexportwindowappears,displayingthe nameoftheaccountingpackageyouspecifiedintheAccountingOptions window(seeSettingup RetailManagertoexporttoyourbusinessmanagementsoftwareonpage 42formore information).

Theexportwindowlistseverysessionyouverunperdatepertill,giving: thestartdateandtimeofeachsession theenddateandtimeofeachsession thetransactionnumberatthestartandendofeachsession thestatusofeachsession. ThestatusofthesessionisdisplayedintheComments columnandwilldisplayeither: Exported(meaningthesessionhasalreadybeenexported) WillbeExported(meaningthesessionwillbepartoftheexport), or NotReconciled(meaningacashuphasbeencompletedwithoutenteringtakings).

OnlythosesessionswiththeWillbeexportedstatuswillbeexported.
2

ClickExport F10orpressF10. Onsuccessfulcompletion,awindowappearsstatingthenumberofsuppliers,purchasesand sessionsexported.AllareexportedtogetherinasinglefilecalledRetail.txt.Formoredetailsabout thisfile,seeAbouttheRetail.txtfileonpage 339. Whenanaccountingexportiscarriedout,theRetail.txtfileisautomaticallybackedup.Formore details,seeAutomaticbackupoftheRetail.txtfileonpage 303.

ClickOK.

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To import RetailManager accounting data into your MYOB business management software
1

StartupyourMYOBbusinessmanagementsoftware.Awindowappearsaskingwhetheryouwant toimporttheRetail.txtfile.
Prompttoimport YourMYOBbusinessmanagementsoftwarewillonlypromptyoutoimport theRetail.txtfileifthefileis inyourbusinessmanagementsoftwarefolder.
NOTE :

IfyourMYOBbusinessmanagementsoftwareisalreadyrunning,youwillneedtogototheFile menuandchooseImportData,andthenchooseRetailManager.
2

ClickYes.

Automatic backup of the Retail.txt file


Whenanaccountingexportiscarriedout,twotextfilesarecreatedinyourMYOBbusiness managementsoftwarefolder(forexample,C:\MYOB105).ThetwofilescreatedarecalledRetail.txt andRMCopy.txt.TheRMCopy.txtfileisanexactcopyoftheRetail.txtfileandiscreatedsothatifthe Retail.txtfileiscorruptedordeleted,thereisstillapossibilityofretrievingthedata. For anysubsequentexportsofdatafromMYOBRetailManager,theexistingtextfilesarerenamedwith a.bakextension,andnewRetail.txtandRMCopy.txtfilesarecreated.

To replace the Retail.txt file with the RMCopy.txt file


IftheRetail.txtfileiseitherdeletedorcorrupted,usetheRMCopy.txtfiletoimportthedata.
1 2 3

InWindowsExplorer,renametheRetail.txtfileasOldRetail.txt(ifitstillexists). RenameRMCopy.txtasRetail.txt. Importintoyourbusinessmanagementsoftwareasexplainedintheprevioussection.

Importing data into RetailManager


UsingtheMYOBRetailManager Import & Export Wizard,youcanimportinformationaboutyour customers,suppliers,stockitemsandstaffmembersintoyourRetailManagershopfrontdatabase.In additiontoimportingnewrecordsintoRetailManager,youcanalsoupdateyourexisting RetailManagerrecords.
NOTE : Importingdatafrom MYOBRetailBasics Fordetailsabouthowtoimportdatafrom MYOB RetailBasicsintoRetailManager,seeImportingdatafromMYOBRetailBasicsintoRetailManageron page 311.

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3 0 3

Import data in sequence


WhenyouruntheRetailManagerImportandExportWizard,youwillbeaskedtochoosethetypeof data(stock,supplier,customerorstaff)thatyouareimporting.Ifyouwanttoimportmorethanone typeofdata,youwillneedtorunthewizardmorethanonce. Forexample,ifyouwanttoimportbothsupplierandstockdata,youwillneedtorunthe RetailManagerImportandExportWizardtwiceonceforimportingsuppliersandthesecondtimefor importingstock. Further,youmustimportthedatainaparticularsequence.Thisistoensurethatanylinksbetween recordsareretained.Forexample,ifchocolatesarealwayssuppliedbyasuppliercalledCoccoTrading, thestockrecordsforchocolateswillhavethiscompanyasthedefaultsupplier.Toretainthis information,youmustfirstimportthesuppliersandthenthestock.Ifyouimportthestockfirst,the systemwillnotfindarecordforCoccoTradingandthechocolateswillnotbelinkedtoasupplier. Followthissequencewhenimportingmorethanonetypeofdata:
1 2 3 4

ImportStaff ImportSuppliers ImportCustomers ImportStock.

To import data into RetailManager


1

GototheFilemenuandchooseImport&Export.Ifyouareconnectedtoashopfront,amessage appearsaskingyoutoperformabackupbeforeproceeding. Ifyouwanttoproceedwithoutbackingup,clickContinue. Or,ifyouwanttobackupyourdatabase,clickBackup.Inthewindowthatappears,choosea locationforthebackupfileandclickSave. Theshopfrontconnectionisclosed,andStep1(Welcome)ofthe MYOB RetailManager Import & Export Wizardappears.

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ClickImportDataandclickNext.Step2(DataSelection)appears.

Specifythefileyouwanttoimportdatafrom: a ClickBrowsenexttotheImportfilefromfield.TheLocateFilewindowappears. b Locateandselectthefileyouwanttoimport,andclickOpen .Thenameofthetextfileyou selectedisdisplayed.

Specifyorchangethedatabaseyouwanttoimportthedatainto: a ClickBrowsenexttotheSavetofield.TheSelectDatabasewindowappears.

IMPORTINGDATAINTORETAILMANAGER

3 0 5

b Opentherequiredshopfrontdatabasefolder,selecttherecent.mdbfileandclickOpen.The

nameofthedatabasefileyouselectedisdisplayed.

ClickNext.Step3(ImportFileOptions)appears.

7 8

SelectthetypeofdatayouwanttoimportStock,Customer,SupplierorStaff. Specifyifthefirstline(orrecord)intheimportfilecontainsaLabeloractualData.Inmostcases thefirstrecordinanimporttextfileisalabel,andnotactualimportdata. Determineandselectthetypeoffieldseparator CommaorTabusedintheimportfile. Switchingbetweenthecommaandtaboptionswillcausethegridontherighttodisplayalistof fieldnames.Ifyouselectthewrongformat,thegridwillonlyhaveonefieldnameappearingon oneline.Ifthishappens,simplyselecttheotherformat.


FieldSeparator Aseparatoristhecharacterusedtoseparateonefieldelementfromanother inatextfilerecord.
NOTE :

10

ClickNext.YouwillbepresentedwithdifferentImportOptionswindowsdependingonthetypeof datayouchoseintheearlierstep.YouwillneedtospecifywhethertoAddorUpdaterecords,and alsochooseotheroptions. Seethefollowingsectionsformoreinformation: ImportOptionsforStafforSuppliersonpage 308 ImportOptionsforCustomers onpage 309 ImportOptionsforStockonpage 310.

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11

Whenyouhavefinishedsettingtheimportoptions,clickNext.Step5(FieldMatching)appears.

12

MatchtherequiredImportfieldstotheRetailManagerfields:
Todothis
Tomatchfieldsoneatatime

Dothis
ClicktherequiredfieldintheImportGridonce.Thefieldishighlightedanda frameappearsoverit.Thisframeisnowattachedtoyourmousepointer. Movethemousepointerandframetothecorrespondingfieldinthe RetailManagerGridandclickonce. TheimportfieldnameisdisplayedintheRetailManagerGridMatching ImportFieldcolumn,andanarrowisdisplayednexttothefieldnameinthe ImportGridAvailableFieldscolumn. ClickMatchAllbyName.OnlyfieldswithintheImportGridthathaveexactly thesamenameasthoseintheRetailManagerGridwillbematched. ClickMatchAll.FieldsdisplayedintheImportGridAvailableFieldscolumn willbematchedwiththefieldsintheRetailManagerGridFieldDescription column,intheorderthattheyaredisplayed. DoubleclickthefieldnameintheMatchingImportFieldcolumn.

Tomatchfieldsthathavethe samename Tomatchfieldsintheorder thattheyappear Toremoveasinglematched fieldfromtheRetailManager Grid Toreplaceamatchedfield withanotherimportfield Tounmatchallpreviously matchedfields
13

SelectthenewimportfieldfromtheImportGridandclickthefieldyouwant toreplaceintheRetailManagerGrid. ClickReset .

Whenyouhavefinishedmatchingthefields,clickImport.Amessageappearswithdetailsofthe import,includinginformationabouthowmanyrecordswereaddedandhowmanywererejected. Ifyouhavefinishedimportingdata,click Finish.Or,ifyouwanttoimportotherdata,clickImport Againtorunthewizardagain.

14

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3 0 7

Import Options for Staff or Suppliers


Step4(ImportOptions)oftheRetailManagerImportandExportWizardforsuppliersorstaffletsyou choosethefollowingimportoptions:

A B

SpecifywhetheryouwanttoAddorUpdatesupplierorstaffrecords: IfyouselectAdd ,suppliersorstaffwillbeaddedtothedatabaseexceptincaseswherethesupplierorstaff numberfieldmatchesthatofanexistingrecord. IfyouselectUpdate,anyexistingrecordthathasamatchingsupplierorstaffnumberfield(tothatofan importrecord)willbeupdatedwiththeimportrecord.Any importrecordsthatdonotfindsuchmatcheswill berejected. AutomaticallycreatestaffnumberIfyouwantasupplierorstaffnumbertobeautomaticallygeneratedfornew records,selectthisoption.

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Import Options for Customers


Step4(ImportOptions)windowoftheRetailManagerImportandExportWizardforcustomersletsyou choosethefollowingimportoptions:

A B CC

SpecifywhetheryouwanttoAddorUpdatecustomerrecords: IfyouselectAdd,customerswillbeaddedtothedatabaseexceptincaseswherethecustomernumberfield matchesthatofanexistingrecord. IfyouselectUpdate,any existingrecordthathasamatchingcustomernumberfield(tothatofanimport record)willbeupdatedwiththeimportrecord.Any importrecordsthatdonotfindsuchmatcheswillbe rejected. DefaultcustomeraccountmanagerIfyouwanttosetadefaultaccountmanagerforcustomersintheimportfile whodonothaveanaccountmanagerspecified,selectamanagerfromthislist. AutomaticallycreatecustomernumberIfyouwantacustomernumbertobeautomaticallygeneratedfornew records,selectthisoption.

B C

IMPORTINGDATAINTORETAILMANAGER

3 0 9

Import Options for Stock


Step4(ImportOptions)oftheRetailManagerImportandExportWizardforstockletsyouchoosethe followingimportoptions:

C B D

SpecifywhetheryouwanttoAddorUpdatestock: IfyouselectAdd, stockwillbeaddedtothedatabaseexceptincaseswherethebarcodeanddescriptionfields matchthatofanexistingrecord. IfyouselectUpdate,anyexistingrecordthathasamatchingbarcodeanddescriptionfield(tothatofanimport record)willbeupdatedwiththeimportrecord.Anyimportrecordsthatdonotfindsuchmatcheswillbe rejected. SelectthedefaultsupplierforstockitemsIfyouwanttosetthedefaultsupplierforstockitemsthatdonothave asupplierspecified,selectasupplierfromthislist. Thisoptionisonlyavailableifyouchosetoaddstock. DefaulttaxcodeforstockitemsIfyouwanttochangethedefaulttaxcodeforstockitemsthatdonot haveatax codespecified,selectataxcodefromthislist. Thisoptionisonlyavailableifyouchosetoaddstock. OnlyimportstockwherethesupplierisIfyouwanttorestrictyourimporttoitemsfromaspecificsupplier, selectthesupplierfromthislist. Thisoptionisonlyavailableifyouchosetoupdatestock. ExcludeduplicatebarcodesIfyouwanttorejectanyimportrecordsthathavethesamebarcodeasrecords alreadyexistinginyourdatabase,selectthisoption. ExcludeifDepartmentnameistoolongIfyouwanttorejectany importrecordsthathaveadepartmentname longerthan10characters,selectthisoption. Ifyoudonotselectthisoption,longdepartmentnameswillbetruncatedto10characters. ExcludeifCategoryValueistoolongIfyouwanttorejectanyimportrecordsthathaveacategoryvaluelonger than6characters,selectthisoption. Ifyoudonotselectthisoption,longcategoryvalues willbetruncatedto6characters. ImportedcostandsellpricesareSpecifywhetherthecostandsalepricesintheimportrecordsareTax Exclusive orTax Inclusivebyselectingeitheroftheseoptions.

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Importing data from MYOB RetailBasics into RetailManager


TheRetailBasicsImporterletsyouimportstock,staffandcustomerrecordsfromMYOB RetailBasics intoMYOBRetailManager.Toaccesstheimporter,gototheFilemenuandchooseRetailBasics Importer. WhataboutmyotherRetailBasicssettings? YoucannotimportRetailBasicssettingssuchas preferences,hardwaresetuporstaffsecuritysettings.Youwillneedtosettheseupagainin RetailManager.Transactionrecordsandactivelaybysarealsonotbroughtover.
CAUTION : IfyouintendtostopusingRetailBasics IfyouintendtostopusingRetailBasicsandstartusing RetailManagerinstead,youwillneedtothinkabout: howyouwillhandleoutstandinglaybys howyouwillrecordthetaxcollectedfortransactionsmadeinRetailBasics. Onceyouhaveclearedanyoutstandinglaybys,youmaywanttoruntheTaxCollectedreportinRetailBasics andprintacopy ofitforyourrecords.Youwillneedtotakethisamountintoaccountwhenyoureportyour taxcollectionstothetaxationoffice.Ifyouareunsureabouthowtohandlethis,checkwithyouraccountant. IfyouhaveotherquestionsabouttheprocessofmovingfromRetailBasicstoRetailManager,pleasecontact MYOBtechnicalsupport.

Thefollowingtopicsareincludedinthissection.

HowRetailBasicsandRetailManagerdataarematchedbelow ToimportdatafromRetailBasicsonpage 312.

How RetailBasics and RetailManager data are matched


TheimporterwillmatchthefieldsinyourRetailBasicsrecordswiththeequivalentfieldsin RetailManager,eveniftheyarelabelleddifferently.Forexample,ifyouimportcustomerrecords,any datathatwasintheCommentsfieldofRetailBasicswillbeimportedintotheCustomerNotesfieldof RetailManager. However,therearealsoafewfieldsinRetailBasicsthatdonothaveaRetailManagerequivalent.Data insuchfieldsmaybeignoredortreateddifferently,asexplainedbelow:

StaffrecordstheStartDateandtheStatuswillnotbeimported. CustomerrecordstheStatuswillnotbeimported. Stockrecordstheremaybeachangetothefollowingdetails: UnitofMeasureRetailManagerdoesnothaveunitsthatmeasurelength( feet,centimetres, metres).Therefore,stockitemsthatusetheseunitswillbeimportedintoRetailManagerwiththe defaultEach unit. DepartmentBecausedepartmentsinRetailManagerarelinkedtocategories,theitemwillalso beassignedcategoryvalues. IfthedepartmentalreadyexistsinRetailManager,thenthestockitemwillbeassignedcategory valuesofN/Aforeverycategorythatexists. IfthedepartmentdoesnotexistinRetailManager,thedepartmentwillbecreatedwithtwoempty categories.ThestockitemisassignedcategoryvaluesofN/AforCategory1andCategory2.

IMPORTINGDATAFROMMYOBRETAILBASICSINTORETAILMANAGER

3 1 1

StockStatusRetailManagerdoesnothaveastatusfieldforstock.However,stockitemswitha statusofInactivewillhavetheHideinSearches/Reportsoptionselectedwhentheycomeinto RetailManager.Thismeansthattheywillnotappearwhenyousearchforstock,orrunreports.

To import data from RetailBasics


Step
1 2 RuntheRetailBasicsimporter CompletetheRetailManagersetup

See
below page 314

Task 1: Run the RetailBasics importer


1

GototheFilemenuandchooseRetailBasicsImporter. IfanyRetailManagerwindowsareopen,amessageappearsinformingyouthatallopenwindows willbeclosed.ClickOK. Ifyouareconnectedtoashopfront,amessageappearsaskingyoutoperformabackupbefore proceeding.

Ifyouwanttoproceedwithoutbackingup,clickContinue. Or,ifyouwanttobackupyourdatabase,clickBackup.Inthewindowthatappears,choosea locationforthebackupfileandclickSave. Aninformationmessageappears. ReadtheinformationandclickOK.TheRetailBasicsImporterwindowappears.

SelectthelocationofyourRetailBasicsdata: IfyouwanttoimportfromtheRetailBasicsdatafolder, selecttheSelect RetailBasics data folder option.ClickBrowseandselectthedatafolder. IfyouwanttoimportfromaRetailBasicsbackupfile, selecttheSelect RetailBasics backup file option.ClickBrowseandselectthebackupfile. Anerrormessageappearsifthefolderorfileyouselecteddoesnotcontainvaliddata. ChoosethetypeofdatayouwanttoimportStock,Customers and/orStaff. IfyouselectStock,taxcodesandstockpictureswillalsobeimported.

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ClickAdvanced .TheAdvancedOptions windowappears.

Choosethetypesofrecordsyouwanttoexclude.
Toexcludetheserecords
Anystockrecordsthathavethesamestock codeasaRetailManagerstockitem AnycustomerrecordsthathavethesameID asaRetailManagercustomerrecord AnystaffrecordsthathavethesameIDasa RetailManagerstaffrecord

Choosethisoption
ExcludeifRetailBasicsStockcodematches aRetailManagerBarcode ExcludeifCustomer IDalreadyexists ExcludeifStaffIDalreadyexists

8 9 10

ClickOK.TheRetailBasicsImporterwindowreappears. ClickImport.Thedataisimported. Ifthereisadifferenceintherateofaparticulartaxcode,amessageappearsstatingthatthetax codeyouareimportinghasadifferentrateinRetailManager.Choosewhetheryouwanttousethe taxrateasdefinedinRetailManagerorRetailBasicsandthenclickOK.


Taxinclusiveprices TaxinclusivepriceswillberecalculatedinRetailManagerusingthetax exclusivepriceandthetaxrate.
NOTE :

IMPORTINGDATAFROMMYOBRETAILBASICSINTORETAILMANAGER

3 1 3

11

Whentheimportiscomplete,theRetailBasicsImportSummarywindowappears.Thewindow showsthestatusoftheimport(thenumberofrecordsthatwereread,addedandrejected,andthe numberofwarnings).Itwillalsolistthelocationoftheimportlogfile.

Rejectedrecords Ifanyofyourrecordsarerejected,opentheimportlogfiletofindoutthe reasonsfortherejection.Thelogfilewilllistthereasons.


NOTE :

12

ClickOK.TheGettingStartedwithRetailManagerwindowappears.

13 14

ReadtheinformationandclickClose.Youhavenowfinishedimportingrecords. YouwillnowneedtocompletetherestoftheRetailManagersetup.GotoTask 2: Completethe RetailManagersetupnext.

Task 2: Complete the RetailManager setup


AfteryoucompletetheimportfromRetailBasics,youneedtocompletecertainRetailManagersetup tasks.Usethetablebelowasaguide. WhydoIneedtodotheseadditionaltasks? Theseadditionaltasksarenecessarybecause RetailBasicsisdesigneddifferentlyfromRetailManager.Forexample,RetailBasicsdoesnothavethe abilitytotrackinventoryorstoresupplierrecords.StockitemsinRetailBasicsdonothavedetailsofthe costprice.

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Youwill,therefore,needtoentersuchadditionaldetails.Youwillalsoneedtoreenterprogram preferencessuchasthehardwaresetupandlaybypreferences.
Step
1

Details
YouwillneedtosetupyourhardwareinRetailManager.YourRetailBasicssettingsarenot automaticallybroughtovertoRetailManager. SeeSettinguphardwareonpage 369forfullinstructions onsettingupstandardretail hardware,includingdocketprinters,barcodescanners,cashdrawers,EFTPOSterminals andpoledisplays. RetailManagerhasanumberofoptionsandsetupcommandswhichsignificantlyaffect thewayyouwilluseRetailManagerinyourbusiness. ThesemayincludepreferencessuchasthosefoundintheCustomise Settingsand Setup and MaintenancewindowsofRetailBasics.Forexample,youmaywanttosetin RetailManagertheroundingrulesandlaybypreferencesyouhadsetinRetailBasics.You mayalsoneedtocreatethesamepaymenttypes. Tosettheseoptions,gototheSetupmenuandchooseOptions.Reviewandseteach optionasrequired.SeeCustomisingMYOBRetailManageronpage 21forinstructions. TousethepurchasetrackingfeaturesofRetailManager,youwillneedtocreatesupplier records. SeeMaintainingsupplierdetailsonpage 88forinstructionsoncreatingyoursupplier records.
NOTE : Ifyouexportaccountinginformation(includingdetailedpurchases) toyourMYOBbusinessmanagementsoftware,thenameofeachsupplierin yourMYOBbusinessmanagementsoftwaremustmatchthenamein RetailManagerexactlyincludingthesamecapitalisationandcase.

Setupyourretail pointofsale hardware

Setup RetailManager options

Createsupplier recordsin RetailManager

Editdepartments andcreate categories

RetailManagerallowsthreecategory classificationsforitemswithinadepartment.Using departmentsandcategoriestogroupitemsinyourinventorycanprovidegreaterdetailin reporting,andwillhelpyoustreamlinestocksearchingandstocktaking. Ifnecessary,editthedepartmentsthathavebeenimportedfromRetailBasics,andcreate categoriesandcategoryvalues.SeeStockonpage 85formoreinformation. Assignyourstockitemstotheappropriatedepartmentsandcategoriesusingthe Reassign Stock Itemsfeature. SeeReassigningstockitemsonpage 102formoreinformation. EditeachstockitemusingtheGoodsReceivedorStock windowinRetailManager.For eachstockitemimportedfromRetailBasics,werecommendthatyou: entercostpricedetailsinthePurchases(Cost)fields selectthesupplierfortheitem settheminimumandmaximumquantitiesthatyouwanttohaveonhand. SeeUpdatingstockitemdetailsonpage 116formoreinformation. RecreatethestaffsecurityoptionsyouhadinRetailBasics.SeeSecurityonpage 283.

Assignstock itemsto departmentsand categories Edittheimported stockitems

Setupstaff security

IMPORTINGDATAFROMMYOBRETAILBASICSINTORETAILMANAGER

3 1 5

Performing administrative tasks from another computer


Inaretailbusiness,youmightnothavethetimeortheappropriateenvironmenttoperformyour administrationtasks,suchasrunningreportsandanalysingyourbusinessperformance.Frequently, ownerschoosetoruntheirreports,processGoodsReceivedinvoices,anddosomeofthebusiness paperworkinanotherlocationoronadifferentcomputertotheonetheyuseforPOStransactions. PurchasinganadditionalMYOBRetailManagerRemoteSiteLicenceallowsyoutoworkonyour shopfrontdatabasefromasecondcomputer. ARetailManagerRemoteSiteLicenceincorporatesallthefunctionsofRetailManager,withoutthePOS transactions. WorkingawayfromyourRetailManagerPOScomputerbecomesasimplematteroftransporting copiesofyourdatabasefilesbetweenthetwocomputers,andkeepingeachdatabaseuptodate.
CAUTION : Synchronisingdatabases Itisimportantthatyoudonottrytoupdateonecopyofthedatabase whentheotherisstillbeingused,oryourdatabaseswontbesynchronised.Youshouldonlyupdateyour databaseonyourremotecomputeroutsideworkhours,orwhentheshopdatabaseisnotbeingused(and viceversa).Afteryouhaveupdatedyourremotedatabase,makesureyourestorethedatabaseatworkbefore youmakeany transactions.

General maintenance
Improving the performance of RetailManager
ThereareanumberofstepsyoucantaketomakesureMYOBRetailManagerisrunningatoptimal speed.ThefollowingisalistofwaystoimprovetheperformanceofRetailManager,includingstepsfor optimisingbothhardwareandsoftwareperformance. General Yourcomputermayneedrebooting.Restartyourcomputer.Also,checkthatyourprinter, cashdrawer,poledisplayandotherhardwaredevicesareworkingandhavebeensetupcorrectly.For informationaboutsettingupyourhardwaredevices,seeA: Settinguphardwareonpage 369. Shopfrontdatabaselocation IfyouuseRetailManageronmorethanonecomputer,storeyour shopfrontdatabaseonthecomputeronwhichRetailManagerismostfrequentlyused. Harddiskspace Asaguide,yourharddiskshouldhave30%ormoreofitscapacityavailable.For example,witha100GBharddisk,keepatleast30GBavailable. YoucanreclaimspaceonyourharddiskbyusingtheMicrosoftDiskCleanuputility.
1

GototheStartmenuandchooseAllPrograms,thenAccessories,thenSystemTools andthenDisk Cleanup. [WindowsVista]TheDiskCleanupOptionswindowappears,andasksyoutochoosetocleanup eitherMyfilesonlyorFilesfromallusersonthiscomputer.Chooseanoption,andtheDisk

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Cleanup:DriveSelectionwindowthenappears,andasksyoutochoosethedriveyouwanttoclean up.ChooseanoptionandclickOK.
3

TheDiskCleanupwindowappears,andcalculateshowmuchspaceyouwillbeabletofreeonyour (C:)drive.TheDiskCleanupfor(C:)windowthenappears,showingalistoffilesthatcanbe deleted. ClickOKtodeletethefiles.

Diskfragmentation Fragmentationiscausedbycreatinganddeletingfilesandfolders,installingnew software,anddownloadingfilesfromtheInternet.Filesandfoldersarenotnecessarilysavedina singlespaceonadisk;theyresavedinthefirstavailablespace.Afteralargeportionofadiskhasbeen used,mostofthesubsequentfilesandfoldersaresavedinpiecesacrossthedisk. Whenyoudeletefilesorfolders,theemptyspacesleftbehindarefilledinrandomlyasyousavenew ones.Thisishowfragmentationoccurs.Themorefragmentedthediskis,thesloweryourcomputers performancewillbe. YoucandefragmentyourharddiskbyusingtheMicrosoftDiskDefragmenterutility.


Lengthofdefragmentation Defragmentingyourharddiskmaytakesometime.Youmaywantto runthedefragmentationoutsideofbusinesshours.
NOTE :

GototheStartmenuandchooseAllPrograms ,thenAccessories,thenSystemToolsandthenDisk Defragmenter.TheDiskDefragmenterwindowappears. ClickDefragment.

Filestoragesystemonharddisk Powersurges,powerfailuresandharddiskproblemscaninterrupt theprocessofwritinginformationtotheharddisk.Suchinterruptionscorruptthedataonthedisk. InWindowsVistaandXP,runningtheMicrosoftErrorcheckingutilityfrequentlywillcorrectsuch problems.


Errorcheckinganddatadestruction Theerrorcheckingutilitymay destroydata.Westrongly recommendthatyoucontact yoursystemornetworkadministratorbeforeusingit.
CAUTION :

[WindowsVista]GototheStartmenuandchooseComputer. [WindowsXP]GototheStartmenuandchooseMyComputer. RightclickLocalDisk(C:)andchooseProperties.TheLocalDisk(C:)Propertieswindowappears. ClickontheToolstab,andthenintheErrorcheckingareaclickCheckNow.


NOTE : Earlierversions ofWindows InearlierversionsofWindows,theerrorcheckingutilityiscalled Scandisk,andisfoundbygoingtotheStartmenu,choosingAllPrograms,thenAccessories,thenSystem ToolsandthenScandisk.

2 3

Serverload Ifyourserverstoresotherdatabasesinadditiontoyourshopfrontdatabase, RetailManagermightnotrunatoptimalspeed.IftheperformanceofRetailManageriscausing problems,youcouldconsiderstoringthedatabaseonaseparateserver. IfyouuseRetailManageronanetwork,closingRetailManagerononecomputerwhenyouarenot usingitwillimprovetheperformanceofothercomputers.

GENERALMAINTENANCE

3 1 7

Systemspeed Althoughyourshopfrontdatabaseisstoredononecomputer,dataisprocessedbyall computersinyournetwork.Thefasterthecomputer,thequickerthedatabeingsentandreceived betweennetworkedcomputerswillbeprocessed. Youcanimprovecomputerspeedbyincreasing:

RAM ByincreasingtheamountofRAMinyourcomputer,lesstemporaryinformationwillbe storedonyourharddisk,andyourcomputerspeedwillimprovesignificantly.TheRetailManager GettingStartedguideprovidesyouwiththeminimumandrecommendedamountsofRAMneeded torunRetailManager. ProcessorspeedIncreasingthespeedofyourcomputerprocessorwillimprovetheperformance ofRetailManager.

Operatingsystem IfyouareusingWindows,makesureallcomputersinyournetworkusethesame versionandnetworksetup,asthiswillimprovetheperformanceofRetailManager.For more informationaboutsystemrequirementsseeyourRetailManagerGettingStartedguide. ItisimportanttoupdateyourcomputersinaccordancewithanyMicrosoftWindowsupdates.These areavailablefordownloadfromtheMicrosoftwebsiteorthroughtheWindowsUpdatefunction installedwithWindows. Networkspeed TogetthebestperformancefromRetailManager,makesurethatyournetworkis runningat100MBpsorhigher.Network hardwarethatrunsat1000 MBpsand10000MBpsisnow available. Wirelessnetworksarebecomingmorepopular,butcurrentlytheyareslowerandlessreliablethan cablenetworks. Accessingyourshopfrontdatabaseoveranetworkisalwaysslowerthanaccessingitonyourlocalhard disk.Toimproveperformance,makesurethecomputerthatyoustoreyourshopfrontdatabaseonis thefastestcomputerinyournetwork. Softwareconflicts Additionalutilitiesareinstalledbysomeprogramstoimprovetheirown performance,buttheseutilitiesmayslowdownRetailManager.Suchprogramsmaybesettostartup whenyouturnonyourcomputer,andtostayrunningcontinuouslyinthebackground.Youmaywant todisabletheseprogramsfromstartingwhenyouturnonyourcomputer.
Disablingprograms Beforedisablingsuchprograms,contactyoursystemornetworkadministrator tomakesurethatthesettingsarechangedcorrectly.
NOTE :

RetailManagerdatabasemaintenance Performingthemaintenancefunctionsprovidedby RetailManagerfrequently(usuallyonceaweek)willalsomakesurethatthedatabaseisrunningat optimalspeed.SeeRebuildingandcompactingyourshopfrontdatabaseonpage 279 andArchiving yourshopfrontdatabaseonpage 281.

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Migrating to a new computer


ThissectionprovidesadviceonmigratingRetailManageranditsassociatedfilestoanewcomputer. Thestepsformigratingtoanewstandalonecomputeroranewnetworkcomputeroranewserver computerarethesame.Someadditionalnotesformigratingtoanewservercomputerwithout disruptiontoyournetworkarealsoprovided.

Before you start


1 2

MakeanoteofallyoursettingsandoptionswithinRetailManager. Lookupyourlastsaleandnotethedocketnumber,dateandtime. a GototheToolsmenuandchooseLookup.TheLookupTransactionswindowappears. b ClickShowLastSale.TheSalewindowappears.

c Makeanoteofthedocketnumber,dateandtime.
3

MakesureallusersareloggedoutofRetailManager.

GENERALMAINTENANCE

3 1 9

To migrate to a new stand-alone, network or server computer


Onyouroldcomputer Beforeremovingyouroldcomputer,therearecertainfilesthatwe recommendyousavesothatyoucantransferthemtoyournewcomputer.

File
Yourshopfrontfolder

Location
C:\RetailM\<your_shopfront_name>(forexampleC:\RetailM\ClearwaterPtyLtd). Youdonotneedtosavethisfolderifyouaremigratingtoanewnetwork computer. C:\RetailM\config.mdb C:\RetailM\Customlabel.def.Thisfileholdsanycustomisedbarcodelabelsthat youhavesetupinRetailManager. IntheReportsfolderatC:\RetailM\Reports. IntheDocketsfolderatC:\RetailM\Dockets.

config.mdb Customlabel.def Any customisedreports Any customisedinvoices

Ifyoucanaccessthenewcomputeroveranetwork,youcancopythefilesdirectlytoyournew computer.Otherwise,youwillneedtocopythefilestoaCDorotherstoragedevice.
NOTE : Deselectingthereadonlyoption IfyoucopythesefilestoaCD,makesurethatafter theyare copiedtoyournewcomputer,thereadonlyoptionisdeselected.Todothis,gotoC:\RetailM,rightclick each fileandchooseProperties.ThePropertieswindowappears.IntheGeneraltab,deselecttheReadonly option,clickApplyandthenclickOK.

Onyournewcomputer
1 2

Followthesestepsonyournewcomputer:

LogintoWindowsasanAdministrator. InstallthelatestversionofRetailManagerthatyouhave,evenifyouwereusingapreviousversion onyouroldcomputer. Copyyourshopfrontfolder(s)intoC:\RetailM.Youdonotneedtocopythisfolderifyouare migratingtoanewnetworkcomputer. Copytheconfig.mdbandCustomlabel.deffilesintoC:\RetailM. CopyanycustomisedreportsandinvoicesintoC:\RetailM\ReportsandC:\RetailM\Dockets respectively.

4 5

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6 7

OpenRetailManager.WhenaskedifyouwanttotransfertheRetailManagerlicence,clickYes. GototheFilemenuandchooseConfiguration.TheShopfrontConfigurationwindowappears.

SelectyourShopNamefromthelist,clicktheMaintenancetabandthenclickRebuild/Compact . TheRebuild/Compactprocessstartstorun. WhentheRebuild/Compacthasfinished,closethewindowandopenyourshopfrontdatabase.Go totheToolsmenuandchooseLookup.TheLookupTransactionswindowappears. IntheSalestab,clickShowLastSaleandmakesurethelastsaledetailsmatchthoseyounoted earlier. Resetallthesettingsandoptionsyounotedearlier.


UninstallRetailManagerfromyouroldcomputer WhenyouhavesetupRetailManageron yournewcomputer,youcanuninstallitfromyouroldcomputer.
NOTE :

10

11

Additional notes for migrating to a new server computer


Tominimisedisruptiontoyournetwork,makesureyournewservercomputerhasthesamecomputer nameasyouroldone.Ifyourcomputernameremainsthesame,thenetworklicense(s)willfindyour shopfrontwithouthavingtoreconnect. TosharetheRetailMfolderontheserversothatitcanbeaccessedbyallnetworkcomputers,see SettingupaRetailManagernetworkonpage 393.

GENERALMAINTENANCE

3 2 1

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9 Troubleshooting
OccasionallyyoumightcomeacrossdifficultieswithhardwareandgeneralWindowsissuesthataffect theoperationofMYOBRetailManager.Thischapterdelvesintosomeoftheseissuesandexplainshow youcanidentifyandresolvethem. TheTroubleshootingchapteralsoprovidesyouwithsomesolutionstocommonquestionsabouthow toperformmorecomplextasksinmostareasofRetailManager.

Common solutions
IfyouarehavingtechnicalissueswithMYOBRetailManager,asimpleWindowsremedycanoftenhelp solvetheproblem:

Rebootyourcomputerandprinters. ClickStart,thenShutDown,thenShutDownorShutDown Computer.Onceyouhaveshutdownyourcomputer,turnoffyourprinters.Whenyourcomputer andprintersareallturnedoff,wait30seconds,andthenstartupyourprintersagain,andthenyour computer.RestartRetailManager. Defragmentyourharddisk .ClickStart ,gotoProgramsorAllPrograms,thenAccessories,then SystemTools ,andselectDiskDefragmenter.SeeWindowsHelpformoreinformation. Deletethefilesinyourtempfolder. UseWindowsExplorer togotoyourtempfolder (C:\DocumentsandSettings\<username>\LocalSettings\temp).Whenyoulocateyourtemp folder,deleteallthefilesinit.Makesureyouhavenootherprogramsrunninginthebackground whenyoudothis. Checkyourcomputerforviruses.Todothisyouwillneedaviruscheckerprogram.Checkwithyour retailer. Maintainyourdatabase.Ifyouarehavingproblemswithyourdatabase,seeMaintainingyour shopfrontdatabaseonpage 276formoreinformationaboutmanagingyourdatabase,andwhat optionsareavailableforfixingit.

Restartyourcomputeragainaftertheabovemeasures.Iftheyhaventbeensuccessful,youshould contactyourMYOBRetailManagerProfessionalorRetailManagertechnicalsupport.

323

Common hardware solutions

Cannotuseapointofsalehardwaredevicesuch asadocketprinter,barcodescanner,cash drawer,orpoledisplay.Makesurethatdriversforthesehardwareitemsarenot installedRetailManagerworkswiththesedevicesdirectly.Ifadriverisinstalled,itcaninterfere withtheoperationofthehardwarewhenusingRetailManager. Cannotuseallmyserialdevicesatthesametime.WithsomemodelsofIBMcompatiblePCs, therearetwoserialportsbuiltin.Thesetwoportshaveinterruptsettings(IRQs)allocatedtothem. Ifyouhaveaddedaserialcardtoprovideadditionalserialports,youmustensurethatany additionalportseachhaveauniqueIRQ.Some(inexpensive)modelsofserialportcardsdonotuse additionalIRQs,andthesemodelswillnotworkproperlywithRetailManagerandextraserial devices.

Restartyourcomputeraftertheabovemeasures.Iftheyarenotsuccessful,youshouldcontactyour MYOBRetailManagerProfessionalorRetailManagertechnicalsupport.

Cash drawers
The cash drawer will not open
1

Checkthatthecashdrawerispluggedintotheportonyourcomputer(orprinter)andthepoweris switchedon. Checkthatthecashdrawerisnotlockedandcanopenwithoutobstruction. MakesureyouhaveselectedtheUseCashDraweroptionintheCashDrawerwindow. Checkthatyouhaveenteredthecorrectcontrolcoderequiredtoopenthecashdrawerinthe Triggerfield.Refertothecashdrawerdocumentationorspeaktothesupplierofthecashdrawer forthissetting.Check thatyouhaveconvertedthecontrolcodecorrectlytotheformatusedin RetailManager. Ifyourcashdrawerisconnectedtoyourdocketprinter: a Makesurethereispaperintheprinter,thattheprinter isturnedonandthatitisonline. b MakesureyouhaveselectedthecorrectprintermodelfromthePrinterTypeselectionlistinthe CashDrawerwindow. c Ifyourprinter hasmorethanonecashdrawerconnection,makesureitispluggedintothe correctoneontheprinter. Ifthecashdrawerispluggeddirectlyintoaportonyourcomputer(andnotthedocketprinter): a CheckthatthecorrectportisspecifiedintheCashDrawerwindow. b Ifyouareusingaserialcashdrawer,checkthatthemultiplierrequiredtoopenthecashdrawer issetcorrectly.Youmayneedtospeaktothesupplierofthecashdrawerforthissetting.The defaultdisplayedintheMultiplierfieldis1.Tryincreasingthisnumberbyfiveandtestingthe cashdraweruntilitopens.

2 3 4

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c Ifyouareusingaserialcashdrawer,makesurethattheIRQ (InterruptRequest)yourserialport

isusingisnotsharedbyanotherserialportonyourprinter.Oftenathirdorfourthserialport mayshareitsIRQwithportsoneandtwo.AninternalmodemmayalsobesharingthesameIRQ. TocheckwhichIRQyourserialportuses,dothefollowing:


Ifyouareusing
WindowsVista

Dothis
1 2

GototheStartmenu,rightclickComputer andchooseProperties.The Systemwindowappears. ChooseDeviceManagerfromtheleftpaneofthewindow.TheDevice Manager windowappears. Onyourdesktop,rightclickMyComputerandchooseProperties.The SystemPropertieswindowappears. ClicktheHardwaretabandthenclickDeviceManager.TheDevice Manager windowappears.

WindowsXP

1 2

IntheDeviceManagerwindow,selectPorts(COM&LPT),rightclicktheportthatyouwantto checkthesettingsforandchooseProperties .TheCommunicationsPort(COMx)Properties windowappears. ClicktheResourcestabandmakeanoteofwhichIRQyourserialportuses.ThenclickOK. d FollowthesestepstocheckthattheotherserialportsyouareusingdontusethesameIRQ. e Ifyouareusingaserialcashdrawer,checkthattheportsettingsyouenteredarecorrect.On someserialcashdrawersyouneedtolowerthebaudrate oftheserialportto300.Thisis achievedbychangingthepropertiesoftheportintheSettingswindow(clickSettingsinthe Cash Drawerwindow).

CASHDRAWERS

3 2 5

Docket printers
Issue
HowdoIprintadocketprinterselftest? Thedocketprinterisnotprintingorisprintingillegibletext Onlypartofthedocketisprinting Thepapercutterisnotfunctioning Thedocketiscutbeforeprintingiscompleteorthefulldocketisnotprinting Thedocketisnotprintinginasecondcolour Theentiredocketisprintinginred Thedocketisnotprintingindoublewidth Thedocketisprintingindoublewidth Thelastfewcharactersonalineprintontoanewlineofthedocket Mycompanynameprintsinalargefont.HowcanIprintitinasmallfont? MyprinterrespondstoatestintheHardwareoptions,butwillnotprintasalesdocket Adocketprintsforeverysale.Ionlywanttoprintadocketforselectedsales Onlythefirstpartofthesalesdocketisprinting.Itstopsafteracertainamountofcharactersare printed Whatisthewidthoftheprinterpaperroll? EachtimeIprint,theprintererrorlightappears WhydoesthePaperOutlightappearbeforethepaperrollisfinished? MyPosiflexPP8000USBthermaldocketprinterdoesnotworkinRetailManager Error:DocketPrinter(40Column)isnotsetpleasecheckyourHardware

See
below below page 327 page 327 page 328 page 328 page 328 page 328 page 329 page 329 page 329 page 330 page 330 page 330 page 330 page 331 page 331 page 331 page 332

How do I print a docket printer self-test?


1 2 3

Turntheprinteroff. HolddowntheFeedbutton,andwhiledoingsoswitchtheprinteron.Atestpagewillprint. Asuccessfuldocketprinterselftestwillprintdetailsoftheprintersettingssuchastheconnection typeandbufferlevel.Makeanoteofthesedetails. Iftheselftestdidnotprintorcontainedillegibletext,theprintermaybefaulty.Consultyour printervendor.

The docket printer is not printing or is printing illegible text

Makesuretheprinterissetup,andtheSelecttoPrintoptionsareselectedintheSettingstabof thePrintingOptions window(seePrintingoptionsonpage 31formoreinformation). Makesuretheprinterisswitchedon,connectedandhaspaper.

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MakesuretheUseDocketPrinteroptionisselectedintheDocketPrintertaboftheMYOB RetailManagerHardwarewindow(seeTosetupyourdocketprinteronpage 372formore information). Makesurethe40coloptionisselectedintheSetuptabofthePrintingOptionswindow(see Printingoptionsonpage 31formoreinformation). Performaprinterselftest.IftheselftestisOK,continuewiththenextstep. PrintatestpageinWindows. Ifthetestpagecontainsillegibletext,theremaybeaproblemwiththeprinter,theportitis connectedtoorthecableusedtoconnectit. Iftheprinterisconnectedviaaserial(COM)port,makesuretheportsettingsarecorrect: GototheSetup menuandchooseHardware.TheMYOBRetailManagerHardwarewindow appears. ClicktheDocketPrinter tabandthenSettings.TheSettingsfor SerialCashDrawerwindow appears. Makesurethesettingsarecorrect.Forinformationonthecorrectsettings,seeyourprinter documentation. ChecktheportsettingsinWindowsDeviceManager.Makesureyouareusingthecablesupplied orrecommendedbyyourprintervendor. Ifthedocketprinterisstillnotprintingorisprintingillegibletext,tryconnectingittoadifferent portwithanothercable,ortryconnectingittoanothercomputer. TestvariousbuffersizesintheDocketPrintertaboftheMYOBRetailManagerHardwarewindow. RefreshthePrintingandHardwareoptions.

Iftheprinterstilldoesnotprintsuccessfully,itislikelytobefaulty.Pleaseconsultyourprintervendor.
Printerswitchboxes Donotuseaprinterswitchbox,asmostmodernprinterscontinuouslysend andreceivedatatothecomputerevenwhenitisnotprinting.Itisalwaysbesttoinstallasecondprinterport.
NOTE :

Only part of the docket is printing


1

MakesureyouhaveselectedtheportthatyourdocketprinterispluggedintofromthePortlistin theDocketPrintertaboftheMYOBRetailManagerHardwarewindow. Ifyouareprintingtoadocketprinterconnectedtoanothercomputer,makesureyouselectthe Generic/TextOnlyprinterforthatcomputer,andnotyourownGeneric/TextOnlyprinter.Select theprinterfromthePortlistintheDocketPrintertaboftheMYOBRetailManagerHardware window.FormoreinformationseeSharingdocketprinters(serialprintersonly)onpage 374.

The paper cutter is not functioning


1 2

Makesureyourdocketprinterhasapapercutterinstalled. Checkthatyouhaveenteredthecorrectsettingsforyourpapercutter: a GototheSetupmenuandchooseHardware.TheMYOBRetailManagerHardwarewindow appears. b ClicktheDocketPrintertab. c Makesureyouhaveselectedthecorrectprinter modelintheModelfield. d Ifnotalreadyselected,selecttheActivate optioninthePaperCuttersection. e MakesureyouhaveenteredthecorrectcontrolcodesintheHalfCutorCutfields.Thesecodes arerequiredtoactivatetheprintercutter.SeeControlcodesonpage 370.

DOCKETPRINTERS

3 2 7

Makesureyouhaveselectedtheappropriatecutoptionforyourprinter:HalfCut orCut.

g ClickApplyandthenTest.

Ifyourpapercutterstilldoesnotwork,youmayhaveenteredtheincorrectcontrolcodesforyour printer.Forthecorrectcontrolcodes,seeyourprinterdocumentation.

The docket is cut before printing is complete or the full docket is not printing
1

GototheSetupmenuandchooseHardware.TheMYOBRetailManagerHardwarewindow appears. ClicktheDocketPrintertab.IncreasethenumberintheLinestoadvancebeforecutfield. ClickTest.Iftheproblemreoccurs,continueincreasingthenumberuntilanadequatenumberof linesadvancebeforethecut.

2 3

The docket is not printing in a second colour


1 2 3

Makesureyourdocketprintersupportssecondcolourprinting. Makesureyouareusingadoublecolourribboninyourprinter. GototheSetupmenuandchooseHardware.TheMYOBRetailManagerHardwarewindow appears. ClicktheDocketPrintertab.MakesureyouhaveenteredthecorrectcontrolcodeintheSecond ColourOnfield.Thiscodeisrequiredtoactivatesecondcolourprinting.SeeControlcodeson page 370. ClearalltextfromtheSecondColourOfffield. ClickApplyandthenTest.

5 6

The entire docket is printing in red


Youcantryturningoffsecondcolourprinting.SomeprintersrequireaSecondColourOffsettingtodo this.
1

GototheSetupmenuandchooseHardware.TheMYOBRetailManagerHardwarewindow appears. ClicktheDocketPrintertab.MakesureyouhaveenteredthecorrectcontrolcodeintheSecond ColourOfffield.Thiscodeisrequiredtodeactivatesecondcolourprinting.SeeControlcodeson page 370. ClearalltextfromtheSecondColourOnfield. ClickApplyandthenTest.

3 4

The docket is not printing in double-width


1

GototheSetupmenuandchooseHardware.TheMYOBRetailManagerHardwarewindow appears. ClicktheDocketPrintertab.MakesureyouhaveenteredthecorrectcontrolcodeintheDouble WidthOnfield.SeeControlcodesonpage 370.

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The docket is printing in double-width


SomeprintersrequireaDoubleWidthOffsettingtoturnoffdoublewidthprinting.
1

GototheSetupmenuandchooseHardware .TheMYOBRetailManagerHardwarewindow appears. ClicktheDocketPrintertab.MakesureyouhaveenteredthecorrectcontrolcodeintheDouble WidthOfffield.SeeControlcodesonpage 370.

The last few characters on a line print onto a new line of the docket
Thismaybebecausethebuffersizehasbeensetincorrectly.Checkyourprinterdocumentationor printaprinterselftesttofindoutthecorrectbuffersizeforyourprinter.Ifthisinformationis unavailable,youcanincreasethebuffersizebytrialanderror.Thedefaultbuffersizesettingof4will workformostprinters,butitcanbesettoanynumberbetween1and99.
1

GototheSetupmenuandchooseHardware .TheMYOBRetailManagerHardwarewindow appears. ClicktheDocketPrintertab.IncreasethevalueintheBufferSizefieldandclickTest. Tocheckthesesettings,dothefollowing:


Ifyouareusing
WindowsVista

Ifyouareusingaserial(COM)portdocketprinter,theerrormaybeduetoincorrectserialportsettings.
3

Dothis
1 2

GototheStartmenu,rightclickComputerandchooseProperties.TheSystem windowappears. ChooseDeviceManagerfromtheleftpaneofthewindow.TheDeviceManager windowappears. Onyourdesktop,rightclickMyComputer andchooseProperties.TheSystem Propertieswindowappears. ClicktheHardwaretabandthenclickDeviceManager.TheDeviceManager windowappears.

WindowsXP

1 2

IntheDeviceManagerwindow,selectPorts(COM&LPT),rightclicktheportthatyouwantto checkthesettingsforandchooseProperties.TheCommunicationsPort(COMx)Properties windowappears. ClickthePortSettingstabandmakesuretheportsettingsmatchthesettingslistedinyourprinter documentationorprinterselftest,thenclickOK. RetesttheprinterinRetailManager.

My company name prints in a large font. How can I print it in a small font?
ThisisbecausetheDoubleWidthoptionhasbeenselected. ToswitchDoubleWidthoff:
1

GototheSetupmenuandchooseHardware .TheMYOBRetailManagerHardwarewindow appears. ClicktheDocketPrintertab.MakesureyouhaveenteredthecorrectcontrolcodeintheDouble WidthOfffield.Thiscodeisrequiredtodeactivatedoublewidthprinting. ClearalltextfromtheDoubleWidthOn field. ClickApplyandthenTest.

3 4

DOCKETPRINTERS

3 2 9

ToswitchDoubleWidthOn :
5

GototheSetupmenuandchooseHardware.TheMYOBRetailManagerHardwarewindow appears. ClicktheDocketPrintertab.CheckthatyouhaveenteredthecorrectcontrolcodeintheDouble WidthOnfield.Thiscodeisrequiredtoactivatedoublewidthprinting. ClearalltextfromtheDoubleWidthOfffield. ClickApplyandthenTest.

7 8

My printer responds to a test in the Hardware options, but will not print a sales docket
ThismaybebecauseeithertheHardwareorthePrinting optionshavenotbeenappliedby RetailManager.Often,ifyourefreshthesettings,theprinterwillwork.
1 2 3 4

Switchtheprinteroffandthenswitchitonagain. CloseandthenrestartRetailManager. Turnoffandthenrestartyourcomputer. GototheSetupmenuandchooseHardware.TheMYOBRetailManagerHardwarewindow appears. ClicktheDocketPrintertab,deselecttheUseDocketPrinteroptionandclickApply.Thenreselect theUseDocketPrinteroptionandclickApplyagain. GototheSetupmenu,chooseOptionsandthenPrinting.SelecttheA4optionforDockets and click Apply.Thenselectthe40coloptionforDocketsandclickApplyagain.

A docket prints for every sale. I only want to print a docket for selected sales
1 2 3

GototheSetupmenuandchooseOptions .TheOptionswindowappears. ChoosePrintingandthenclicktheSettings tab. IntheSelecttoPrint field,deselecttheSalesDocketsoption.Thiswillpreventdocketsfrom printingforsales.

ToprintasalesdocketforselectedsaleswhentheSalesDocketsoptionisdeselected,reprintthelast sale: GototheTools menu,chooseReprint andthenchooseLastSalesDocket .

Only the first part of the sales docket is printing. It stops after a certain amount of characters are printed
Thismaybebecausethebuffersizehasbeensetincorrectly.FollowthestepsforThelastfew charactersonalineprintontoanewlineofthedocketonpage 329.

What is the width of the printer paper roll?


RetailManagerissetuptoprinttodocketprintersthatusepaperrolls80mmwide.Ifyourdocket printerusespaperrollsofanotherwidth,docketsprintedbyRetailManagermaynotbealigned correctly.

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Each time I print, the printer error light appears


Doaprinterselftest(seeHowdoIprintadocketprinterselftest?onpage 326 formoreinformation). Iftheerrorlightstillappears,thewidthofthepaperrollyouareusingmaybetoonarrowforthe printer(lessthan80ml).Ifyoureceivedasmallplasticstopperwiththepurchaseofyourprinter,place thestopperbetweenthepaperrollandthesideofprinter.

Why does the Paper Out light appear before the paper roll is finished?
Asaprecaution,somepaperisleftunusedattheendofeachroll.Thispreventsdamagetotheprinter rollers.

My Posiflex PP 8000 USB thermal docket printer does not work in RetailManager
1

Checkthatyouhaveenteredthecorrectsettingsforyourdocketprinter. a GototheSetupmenuandchooseHardware.TheMYOBRetailManagerHardwarewindow appears. b ClicktheDocketPrintertab.MakesureyouhaveselectedPosiflexPP8000intheModelfield. c MakesureyouhaveselectedthecorrectCOMPort. d ClickSettings.TheSettingsforSerialDocketPrinterwindowappears. e Makesureyouhaveselectedthefollowingsettings:

MakesuretheWindowsportsettingsmatchthoseshownabove. a Onyourdesktop,rightclickMyComputerandchooseProperties.TheSystemProperties windowappears. b ClicktheHardwaretabandthenDeviceManager.TheDeviceManagerwindowappears. c SelectPorts(COM&LPT),rightclicktheappropriateportandchooseProperties.The CommunicationsPort(COMx)Propertieswindowappears. d ClickthePortSettingstabandmakesuretheportsettingsmatch. Makesureyouhaveconnectedyourprinterproperly. a Performaprinterselftest(seeHowdoIprintadocketprinterselftest?onpage 326for more information). b Turnyourprinter OffandthenOn. c Makesureyouhavepluggedinyour printercorrectly. d CheckthePaperOut andErrorlightsonyourprinter. e Installagenerictextonlyprinterdriverandprintatestpage. f Connectyourprintertoanotherport. g RemoveanyotherprinterdriversinWindowsthatareconnectedtothatport.

DOCKETPRINTERS

3 3 1

Ifyourprinterisstillnotworking,tryuninstallingandthenreinstallingyourprinterandCOMport fromWindowsDeviceManager. a Onyourdesktop,rightclickMyComputerandchooseProperties .TheSystemProperties windowappears. b ClicktheHardwaretabthenclickDeviceManager.TheDeviceManagerwindowappears. c SelectPorts(COM&LPT),rightclicktheappropriateportandchooseProperties .The CommunicationsPort(COMx)Propertieswindowappears. d ClickthePortSettingstabandmakesuretheportsettingsarecorrect. e Touninstallyourprinter,selectPorts(COM&LPT),singleclickPosiflexPP8000IIUSBThermal PrinterandclickDelete.ClickOKtoconfirmtheremoval. f TouninstalltheCOMport,selectUniversalSerialBuscontrollers,singleclickUSBHighSpeed SerialConverterandclickDelete.ClickOKtoconfirmtheremoval. g Oncethecomponentshavebeenremoved,unplugyourprinterfromyourcomputer,restart yourcomputerandplugyourprinterbackin. h ReinstallyourprinterandCOMport.SeeSettingupadocketprinteronpage 371andon page 392. i Ifthehardwareisnotinstalledcorrectly,theFoundNewHardwarewindowmayappearinthe systemtraywiththefollowingmessage:Aproblemoccurredduringhardwareinstallation.Your newhardwaremightnotworkproperly.Unplugyourprinter,restartyourcomputerandthen restarttheinstallation. j ThenextCOMportnumbernotcurrentlyinusebyWindowsorassignedtoanotherdevicewill automaticallybeassignedtoyourprinterbyWindows. k Whenyourprinterisswitchedofforunplugged,itwillnotappearasanactiveCOMportthrough DeviceManagerorRetailManager.

Error: Docket Printer (40 Column) is not set - please check your Hardware
Thiserroroccursifthe40coloptionisselectedintheSetupviewoftheOptionswindow,buttheUse DocketprinteroptionisnotselectedintheDocketPrintertaboftheMYOBRetailManagerHardware window.SeeTosetupyourdocketprinteronpage 372.

Scanners
My scanner does not work
Ifyouhaveaserialscanner,makesurethatyouhaveenteredthecorrectserialportsettings.
1

GototheSetupmenuandchooseHardware.TheMYOBRetailManagerHardwarewindow appears. ClicktheScannertabandmakesureyouhaveenteredthecorrectportsettings.

Ifyouhaveakeyboardwedgescanner,makesurethatitispluggedintoyourkeyboardproperly. IfyouscananiteminRetailManagerandgetnoresponse,tryscanningitinanotherprogramsuchas MicrosoftNotepad.Ifyoudonotgetaresponse,yourscannermaybefaulty.

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When I scan items that have a factory bar code on them, RetailManager reads them correctly; however, none of the stickers I print seem to scan properly. Why?
Therearetwopossiblereasonsforthis:
1

Yourprinterorpapermaybepoorquality.WerecommendthatyouuseaLaserJetprinter,asthey producehigherqualitybarcodesthanDeskJetorInkJetprinters. YoumaynothaveconfiguredyourscannertoreadCode128barcodes.Consultyourbarcode documentationtofindouthowtoconfigureyourscannertoreadCode128barcodes,aswellas EAN13barcodes(whicharetypicallyprintedonfactorybarcodes).

Also,checkthatyourscannerhasbeensetupcorrectly.SeeTosetupyourbarcodescanneron page 382formoreinformation.

Bar codes
Changing printers to print bar codes
Thestorecomputeronlyhasasinglecommunications/printerport,andsotheprinterhastobe changedmanuallywhilethecomputerisrunning. AvoidchanginghardwarewhileWindowsisrunning.Makesureyoushutdownyourcomputerwhen youchangeaprinter. Thebestsolutionwouldbetopurchaseanotherprinterport.

I forgot to put the bar code stickers into the printer when I pressed Print after doing a multiple item Goods Received. Do I now have to enter each item manually in the bar code window?
No.Youcan:

UsethePrintCustomBarCodes windowtoprintthebarcodelabelsyouneed.ClickLoadOptions . IntheLoadLabelListOptionswindowthatappears,clicktheGoodsReceivedtransactionyouwant toreprint,loaditintothePrintCustomBarCodeswindowandprintthemout. GototheToolsmenu,selectReprintandthenLastGoodsReceived. LocateanddisplaytheoriginalGoodsReceivedforthestockitemintheAudittaboftheStock windowandpressReprintF4. FindtheoriginalGoodsReceivedtransactionintheLookupwindowandclickReprint.

I get a Printer Error when I attempt to print bar codes


ChecktheprinteryouhavespecifiedforbarcodesinthePrintingOptionswindow.

Why does the bar code printing leave out the last row of labels?
Therearethreepossiblereasonsforthis:

Youhavethelabelsupsidedown. ThelabelsarenotthesizeyouspecifiedinthePrintingOptionswindow.

BARCODES

3 3 3

Thelabelsarenotoneofthefollowingtypes:AveryDL33orAvery65.

TrycustomisingyourbarcodelabelsintheCustomBarCodeswindow.GototheToolsmenuand chooseCustomBarCodes,orpressCTRL+M.
NOTE : Incorrectlyalignedbarcodes Ifyourbarcodesarenotalignedcorrectlyonthesheetof labels,you may needtosetyourownuserdefineddimensions.Formoreinformationoncustomisinglabels,goto myob.com.au/supportnotesandviewsupportnote9524.

Pole displays
The pole display is not working
1 2 3

Makesurethatthepoledisplayisconnectedproperlytotheserialportonyourcomputer. CheckthatyouhaveselectedtheUsePoleDisplayoptioninthePoleDisplaywindow. CheckthatyouhaveselectedthecorrectbrandofpoledisplayinthePoleDisplaywindow.

The pole display is displaying incorrect characters


CheckthattheportsettingsyouenteredintheSettingswindowarecorrect(clickSettingsinthePole Displaywindow).Checkyourpoledisplaydocumentationorspeaktothesupplierforthecorrect settings.

The display does not clear properly, or displays text out of line
CheckthatthecontrolcodesyouhaveenteredintheClearDisplayandResetCursorfieldsarecorrect. Refertoyourpoledisplaydocumentationorspeaktoyoursuppliertofindoutthecorrectvalues.Make sureyouhaveconvertedthesevaluescorrectlytotheformatusedinRetailManager.

Printers
FollowthesestepsifyouarehavingtroubleusingaprinterwithRetailManager.Additionalinformation isalsoprovidedspecificallyfordocketprinters.SeeDocketprintersonpage 326.
1

Turnoffthecomputerandcheckthatalltheconnectionsarecorrect,andthatyouarenotoutof paper. Turnonthecomputeragain,andcheckthatthepropertiesoftheprinterarecorrect:


Ifyouareusing
WindowsVista WindowsXP

Dothis
ClickStart,gotoControlPanelandthenclickPrinters. ClickStartandthenclickPrintersandFaxes.

RightclicktheprintericonandselectProperties.

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StartupMYOBRetailManager,andcheckthattheprintingoptionsarecorrect.SeePrinting optionsonpage 31formoreinformation.CheckthatyouhaventselectedtheDontprintany docketsoption,forexample. CheckifyoucanprintfromanotherapplicationapartfromRetailManager.Forexample,startup Notepad,typesomethingandprintit,ortryprintingthetestpage. TrydeletingtheprinterfromtheWindowsPrintersorPrintersandFaxeswindow,andthenaddthe printeragain.See Windowshelpformoreinformation. Ifyouareusinganetwork,checkthattherearenoproblemswiththenetwork.

File management/configuration
When I try to rename my shop or change the password, I keep getting the message Database in Use, please shut down RetailManager on all computers
IfthereisaproblemonthenetworkasMYOBRetailManagerisclosing,alockfilecanbeleftonthe serversharddisk.Thesefileshavean.ldbextension.Thelockfileswillbecalledrecent.ldb,offline.ldb andarchive.ldb.IfyouviewthesefileswithWindowsNotepad,youmaybeabletolocatethesuspect computer(ornetworkcard,hub,etc.).Toresolvetheimmediateproblem,deletethesefilesandrestart RetailManager.Youcanalsotryrestartingthesuspectcomputer. Thisproblemislikelytorecuruntilyoulocatethenetworkproblem.

How do I restore from a backup?


YoucanrestoreyourshopfrontfromthebackupfilebygoingtotheFilemenuandchoosing Configuration.ClickYestothemessagethatappears.TheShopfrontConfigurationwindowappears. ClicktheMaintenancetab,andclickRestore.SeeRestoringyourshopfrontfromabackupfileon page 279formoreinformation. Alternatively,youcandoamanualrestorefromthebackupsthatRetailManagercreatestheseare storedinfolderscalledMondayBackup\DrawerA,TuesdayBackup\DrawerA,andsoon.Follow thesestepstodoamanualrestore:
1 2

CloseRetailManager.IfyouareusingRetailManageronanetwork,closeitonallcomputers. Openyourshopfrontfolder(thedefaultlocationisC:\RetailM\<your_shop_name>)andrename therecent.mdb,offline.mdbandarchive.mdbfiles. Youcanrenamethemtoanamethatindicatesthecurrentdatesuchasrecent_April15.mdb, offline_April15.mdbandarchive_April15.mdb.

Openthelastbackupfolder(thelocationwillbesimilarto C:\RetailM\<your_shop_name>\MondayBackup\DrawerA)andcopytherecent.mdb,offline.mdb andarchive.mdbfilesintoyourshopfrontfolder.

What if I forget my password?


SeeRecoveringaforgottenpasswordabove.

FILEMANAGEMENT/CONFIGURATION

3 3 5

When I started RetailManager it asked me to create a new database. What happened to my database?
WhenRetailManagercannotfindthedatabasefortheshopfront,itassumesyouwanttocreateone. Themostlikelycauseforthisproblemisthenetworkhaseitherfailedorthelocationofthedatabase haschanged.GototheShopfrontConfigurationwindowinRetailManager,checkthelocationofyour database,andthenuseWindowsExplorertoconfirmthelocation.

Accounting Export/Import
Thissectionisdividedintothreeparts:
1 2 3

ErrorsexperiencedduringexportfromRetailManagerbelow ErrorsexperiencedduringimportintoyourMYOBbusinessmanagementsoftwareonpage 338 WarningsexperiencedduringimportintoMYOBbusinessmanagementsoftwareonpage 348.

WhenperforminganaccountingexporttoexportfromMYOBRetailManagerorimportintoyourMYOB businessmanagementsoftware,youmayexperienceerrors.Theerrormessagesmayappearon screen,oryoumaybedirectedtoviewtheMYOBLOG.TXTorMYOBPLOG.TXTfilesforfurther information.Followingisalistofaccountingexporterrors,warningsandrelatedissues,alongwith directionsfortroubleshooting.

Errors experienced during export from RetailManager


Issue
Pleasecheckyourtaxcodesalesexportaccounts PleasecheckyourMYOBaccountnumbers Export directorydoesnotexist.Pleasecheckyouraccountingexportoptions(foundunder SetupOptions) ErroroccurredretrievingexportdirectoryinCExport:FileDir badfilenameornumber ErroroccurredexportingvarianceinCExport:JournalVariance.TheMicrosoftjetdatabase enginestoppedtheprocess

See
below page 337 page 337 page 337 page 337

Please check your tax code sales export accounts


ThiserroroccurswhenanaccountforoneormoretaxcodesisnotsetintheRetailManagerTaxCodes List .SeeExportingtaxinformationonpage 55. Onceallrequiredtaxcodeshaveanaccountnumberassignedtothem,retrytheexport.

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Please check your MYOB account numbers


ThiserroroccurswhenyouhavenotenteredafivedigitMYOBaccountnumberintooneormoreofthe fieldsintheRetailManagerChartofAccounts .Youalsomayhaveenteredanaccountnumberwithan invalidcharactersuchasadash[]symbol.Formoreinformationonassigningaccountnumbers,see TheChartofAccountstabonpage 44. Onceallaccountnumbershavebeenenteredandnoblankfieldsareleft,retrytheexport.

Export directory does not exist. Please check your accounting export options (found under SetupOptions)
ThiserroroccurswhentheExportPathspecifiedinRetailManagerisnonexistent.Thetargetfolder mayhavebeenmisspelt,renamedordeleted.SeeTheExporttabonpage 43. Ifyoucannotbrowsetothecomputerorfolder,checkthatthecomputerisswitchedonandtheexport pathexists. Ifyoucontinuetoexperienceproblemslocatingtheexportpath,contactyournetworkadministrator orITconsultantforfurther assistance.

Error occurred retrieving export directory in CExport: FileDir bad file name or number
ThiserroroccurswhentheExportPathspecifiedinRetailManagerisnotaccessibleatthetimeofthe accountingexport. Ifyourexportpathisanetworkpath,checkyournetworkconnections. Alsomakesureyourexportfolderallowsfullcontrolpermissions:
1 2

RightclicktheexportfolderandchooseProperties .TheProperties windowappears. ClicktheSharingtab. [WindowsVista]ClickAdvancedSharing(youwillneedtoeitherbeloggedinasAdministratoror havetheAdministratorpasswordtoproceed).TheAdvancedSharingwindowappears.

3 4 5 6

MakesuretheSharethisfolderoptionisselected. ClickPermissions .ThePermissionswindowappears. MakesureFullControlpermissionisallowedforallrequiredusers. ClickApplyandretrytheexport.

For moredetailedadviceonnetworkconnectionsandsharing,contactyourITconsultantornetwork administrator.

Error occurred exporting variance in CExport: JournalVariance. The Microsoft jet database engine stopped the process
Thiserroroccurswhenthereisaninternalproblemwiththedatabase.Thedatayouaretryingto exportmayhavebeencorrupted.TryperformingaRebuild/Compactonyourshopfrontdatabase.See Rebuildingandcompactingyourshopfrontdatabaseonpage 279. Ifthisdoesnotsolvetheproblem,youwillneedtosubmityourdatabasetoMYOBforanalysisand repair.SeeSendingyourshopfrontdatabaseusingFTPonpage 354orcontactMYOBretailtechnical supportformoreinformation.

ACCOUNTINGEXPORT/IMPORT

3 3 7

Errors experienced during import into your MYOB business management software
Issue
AbouttheRetail.txtfile OpeningtheRetail.txtfileinExcel ReexportingsessionsfromRetailManager Error10: Invaliddate Error11: Transactionsdatedbeforethebeginningofyourfinancialyearmaynotbeimported Error13: Transactionsdatedbeforeyourpostingcompletedatemay notbeimported Error14: Invalidaccount Error15: Accountnumbernotfoundinlistofpostableaccounts Error16: Invaliddebitamount Error17:Invalidcreditamount Error19: Unbalanced transaction Error26:Cardnotfound Error36: Freightamountinvalid Error38: Defaultaccount forfreightchargesnotspecified Error81: Tax codelinkedaccountismissing Error84: Foreigncurrency linkedaccountismissing Error87:Invalidtaxcodeforthistransaction Error121:Thetaxcode isinvalid:Importingcancelled Error122:Mandatoryinctaxamount isinvalidorblank Error127:Transactiondatedbeforeyourlockperioddate maynotbeimported:Importingcancelled Error169:Jobnot foundinlistofdetailjobs

See
page 339 page 340 page 341 page 341 page 342 page 342 page 342 page 343 page 343 page 343 page 343 page 344 page 345 page 345 page 346 page 346 page 346 page 347 page 347 page 348 page 348

MosterrorsthatoccurduringanimportwilldirectyoutoviewtheMYOBLOG.TXTfile(ifusingMYOB AccountingorMYOBAccountingPlus),ortheMYOBPLOG.TXTfile(ifusingMYOBPremierorMYOB PremierEnterprise).

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TheMYOBLOG.TXTorMYOBPLOG.TXTfileislocatedinthesamefolderasyourshopfrontdatabase.The lastlineprovidesacodeanddescriptionfortheerrororwarning.Thislineisusedforthetitleofthe errororwarning.

ErrorsexperiencedduringanAccountingImportusuallyindicatethatdataintheRetail.txtfileis incorrectandautomaticadjustmentscannotbemadebyyourMYOBbusinessmanagementsoftware. Theimportwillstopandnodatawillbeimported.Youmayneedtoreexportthesessionin RetailManager,editdataintheRetail.txtfileorchangesettingsinRetailManageroryourMYOB businessmanagementsoftware.

About the Retail.txt file


TheRetail.txtfileiscreatedbyRetailManagerwhenyouperformanaccountingexport.Itcontainsthe taxcodes,newsuppliers,purchasesandjournalentriesthatwillbeimportedintoyourMYOBbusiness managementsoftwarecompanyfile.

ThefirstlineshowsthedateofexportandwhetherthefilehasbeenexportedfromRetailManager only,orimportedintoyourMYOBbusinessmanagementsoftwareaswell.Theinformationbelowthe firstlineisdividedintofoursections:

Taxcodeslinesbeginningwiththenumberzero.ThesewillbematchedagainsttheTaxCodesList inyourMYOBbusinessmanagementsoftware. Newsuppliercardslinesbeginningwiththenumberone.Thesewillbeimportedasnewsupplier cards.

ACCOUNTINGEXPORT/IMPORT

3 3 9

Purchases(GoodsReceived)linesbeginningwiththenumbertwo.Thesewillbeimportedas ServicetypeBills.Purchaselinesmaycontainasecondorthirdlinenotbeginningwiththenumber two;thisoccurswhenthepurchasecontainsitemswithdifferenttaxcodes. Journalentries linesbeginningwiththenumberthree.ThesewillbeimportedintoyourMYOB businessmanagementsoftwaretransactionjournal,debitingandcreditingthenominated accounts.Notethatthefirstlineofeachjournalentryisindentedtotheright.

CaremustbetakenwheneditingtheRetail.txtfiletoresolveerrors.Itisimportantnottochangethe structureofthefileasthiscouldresultinalignmentissuesandpotentiallygeneratemoreerrorswhen retryingtheimport.WerecommendusingaprogramsuchasExceltoviewandeditthefilemoreeasily. SeeOpeningtheRetail.txtfileinExcelbelow.

Opening the Retail.txt file in Excel


1 2

OpenExcel,gototheFilemenuandselectOpen.TheOpenwindowappears. SelectTextFilesfromtheFilesoftypelist.FindtheRetail.txtfile(usuallyinyourMYOBbusiness managementsoftwarefolder)andclickOpen.TheTextImportWizardappears. ClickFinish.TheRetail.txtfileopens.Ifyouwant,youcanexpandsomeofthecolumnwidthstosee alltheinformation.

TosavetheRetail.txtfile:
4

GototheFilemenuandselectSave.ApromptwillappearaskingifyouwanttokeeptheRetail.txt fileinthecurrentformat.ClickYes.

CloseExcel.Anotherpromptmayappearaskingifyouwanttosavethechangesyoumade.Click No.

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Reexporting sessions from RetailManager


YoucanoftencorrectalignmenterrorsintheRetail.txtfilebyreexportingsessionsfrom RetailManager,resultinginasuccessfulimportintoyourMYOBbusinessmanagementsoftware. ToreexportaRetailManagersession:
1

GototheFilemenuandchooseAccountingExport .Awindowappearslistingyourcurrent sessions.

IftheMYOBRetailManagerInformationwindowappearstellingyouthereisnothingtoexport, clickOK.
2

SelectthesessionyouwanttoreexportbydoubleclickingthesessionnumberintheSession No. column.TheMYOBRetailManagerQuestionwindowappears,askingifyouwanttocontinuewith thereexport. ClickYes.TheMYOBRetailManagerQuestionwindowappearsagain,askingifyouwanttoinclude purchasesandreturnsinthereexport. Ifyouwanttoreexportgoodsreceivedtransactions,goodsreturnedtransactionsandnew suppliersfromthissessionclickYes;ifyouonlywanttoreexportjournalentriesclickNo.The CommentsforthereexportedsessionchangefromExportedtoWillbeExported ,andthe SupplierstobeExportedandPurchases/ReturnstobeExportedfieldschangeaccordingly. Repeatstep 1tostep 4forothersessionsyouwanttoreexportandthenclickExport.TheMYOB RetailManagerQuestionwindowmayappearagain,askingifyouwanttooverwritetheprevious exportsession. Ifyounolongerneedtoexporttheprevioussession,clickYes.Ifyoudoneedthatsession,clickNo tostoptheexport.TheMYOBRetailManagerInformationwindowwillappear,withdetailsofthe reexport. ClickOK.

Error 10: Invalid date


ThiserroroccurswhenthedateformatintheRetail.txtfileisdifferenttothedateformatinyourMYOB businessmanagementsoftware.
1 2

OpentheRetail.txtfileandmakesurethedatesinthefileareinthedd/mm/yyyyformat. IfthedateformatintheRetail.txtfileis:

ACCOUNTINGEXPORT/IMPORT

3 4 1

incorrect,thentheaccountingexporthasbeenperformedonacomputerwithanincorrectdate format.Checkyourregionalsettings(seeSettingyourregionalsettingsonpage 11 formore information),thenretrytheaccountingexport. correct,makesurethedateformatofthecomputerwhereyouareperformingtheAccounting Importissettodd/mm/yyyy.Ifitisincorrect,check yourregionalsettings(seeSettingyour regionalsettingsonpage 11formoreinformation).

Iftheaccountingexportstilldoesnotwork,youmayhaveenteredanincorrectdateintheInvoiceDate fieldofaGoodsReceivedtransactioninRetailManager.OpentheRetail.txtfileinExcelandfindand adjustanyincorrectdates.SaveandClosethefileandretrytheimport.

Error 11: Transactions dated before the beginning of your financial year may not be imported
ThiserroroccurswhenoneormoreofyourRetailManagertransactionsaredatedbeforethecurrent financialyear.YoumayhaveenteredanincorrectdateintheInvoiceDatefieldofaGoodsReceived transaction,oryoumaybeexportingdatafromthepreviousfinancialyear.
1

OpentheRetail.txtfileandfindanydatespriortothecurrentfinancialyearinthegoodsreceived section(linesbeginningwiththenumbertwo)orjournalentriessection(linesbeginningwiththe numberthree). Eitheradjustthedatessotheyfallwithinthecurrentfinancialyearordeletethetransactionsfrom thefile. SaveandClosethefileandretrytheimport.

Error 13: Transactions dated before your posting complete date may not be imported
ThiserroroccurswhenyouhaveselectedtheLockPeriodsoptioninyourMYOBbusinessmanagement softwareandyouaretryingtoimportdatadatedwithinthelockedperiod.
1

InyourMYOBbusinessmanagementsoftware,gototheSetupmenuandchoosePreferences.The Preferenceswindowappears. ClicktheSecuritytab.IftheLockPeriodsoptionisselected,deselectitandclickOK. Retrytheimport.RemembertoreselecttheLockPeriodsoptionaftertheimport.

2 3

Error 14: Invalid account


ThiserroroccurswhenanaccountnumberinRetailManagereitherhasnotbeenspecifiedorisa headeraccountinyourMYOBbusinessmanagementsoftware.
1

InyourMYOBbusinessmanagementsoftware,gototheAccountscommandcentreandclick AccountsList .TheAccountsListwindowappears. ClickPrint.TheAccountsList willprint. OpentheRetail.txtfileandcomparetheprintedAccountsListagainstallaccountnumbersinthe file.Makesurethatallaccountnumbersmatch. MakesurethatallrelevantaccountsinyourMYOBbusinessmanagementsoftwarearedetail accountsratherthanheaderaccounts,asyoucannotposttransactionstoheaderaccounts.Header accountsappearinboldtype.Eitherchangetherelevantheaderaccountstodetailaccountsin yourMYOBbusinessmanagementsoftware,orchangetherelevantheaderaccountnumbersto detailaccountnumbersintheRetail.txtfile.

2 3

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5 6

SaveandClosethefileandretrytheimport. YoumayalsoneedtocorrecttheaccountnumbersinRetailManagertopreventtheerrorfrom occurringinfuture. a InRetailManager,gototheSetup menuandchooseOptions .TheOptionswindowappears. b SelectAccountingthenclicktheChartofAccountstab.Correcttherelevantaccountnumbers andclickApplythenOK.Retrytheimport.

Error 15: Account number not found in list of postable accounts


ThiserrorissimilartoError14.Tosolve,repeatstep 1 tostep 5forError14:Invalidaccounton page 342.

Error 16: Invalid debit amount


ThiserrorusuallymeansthatabarcodewasscannedintotheSellpricefieldonasalereversalin RetailManager.Thisaffectsoneormoreoftheexporteddebitamounts.
1 2

OpentheRetail.txtfileandlocatetheincorrectamounts. UsetheRetailManagerLookuporReportingwindowtofindthecorrectamounts.SeeUsingthe LookupTransactionswindowonpage 71orReportsonpage 265. CorrecttheamountsintheRetail.txtfile. SaveandClosethefileandretrytheimport.

3 4

Error 17: Invalid credit amount


ThiserrorissimilartoError16,onlytheincorrectamountswereexportedascredits.Tosolve,follow thestepsforError16:Invaliddebitamountabove.

Error 19: Unbalanced transaction


ThiserrorcanoccurifyouhavechangedthedataintheRetail.txtfilewhileopenedinExcel.Itcanbe causedbyeitherenteringanincorrectamount,orenteringanamountintheincorrectcolumn.Such errorscancauseunbalancedtransactions,whichwillnotbeimportedbyyourMYOBbusiness managementsoftware.
Beforeyoucontinue Thiserrorcanbedifficulttosolve.Unlessyouarecertainthatyoucanfix it,werecommendthatyoucontactMYOBretailtechnicalsupporton1300 555 115 .
CAUTION :

ReexportyoursessionsfromRetailManager(seeReexportingsessionsfromRetailManageron page 341formoreinformation). RetrytheimportintoyourMYOBbusinessmanagementsoftware. InthePrintCashupReportswindow,printtheCashSummaryandSalesSummarytofindthe missingdatathatisthecauseoftheunbalancedjournalentries(seePrintingcashupreportson page 256formoreinformation). OpentheRetail.txtfileinExcel(seeOpeningtheRetail.txtfileinExcelonpage 340formore information). Makesurethedebitsandcreditsbalanceforeachjournalentry.InExcel,thedebitsareshownin columnEandthecreditsincolumnF,exceptforthefirstamount(eithercreditordebit)foreach

2 3

ACCOUNTINGEXPORT/IMPORT

3 4 3

journalentry,whichisindentedonecolumntotheright.Inthetwojournalentriesshownbelow, thedebitsarehighlightedbyborders,andthecreditsarehighlightedbyshadedboxes.

Eachjournalentrywillbalancewhenthetotaldebitamountequalsthetotalcreditamount,andall amountsareinthecorrectcolumns.
6

SaveandClosethefileandretrytheimport.

Error 26: Card not found


Thiserroroccurswhenthesupplierofapurchase(GoodsReceived)inRetailManagerdoesnothavea correspondingcardinyourMYOBbusinessmanagementsoftware.Alternatively,thesuppliername mayhavebeenspeltincorrectly,ormaybelongerthan30characters. NewsuppliernamesareexportedtothenewsuppliercardssectionoftheRetail.txtfile(thelines beginningwiththenumberone).Theyretaintheirfullnames. Purchasesuppliernamesareexportedtothepurchases(goodsreceived)sectionoftheRetail.txtfile (thelinesbeginningwiththenumbertwo).Theyaretruncatedto30characters.Tofixthis,youcanedit yoursuppliernamesinRetailManagerto30charactersorfewer.
1

OpentheRetail.txtfileandcheckallsuppliernamesinthepurchases(goodsreceived)section(the linesbeginningwiththenumbertwo).ComparethemwiththesupplierdetailsinRetailManager, checkingfortruncatedsuppliernames. Ifthereareanysuppliernamesthatweretoolongandweretruncatedbytheexport: a ShortenthesuppliernamesinRetailManagerto30charactersorfewer.SeeToeditasupplier recordonpage 90. b Reexportthesession(includingpurchasesandreturns)andretrytheimport. IfthesuppliernamesintheRetail.txtfilematchthoseinRetailManager: a Checkthesuppliercardsinyour MYOBbusinessmanagementsoftwarebygoingtotheCardFile commandcentreandselectingCardsList.TheCardsListwindowappears. b SelecttherelevantsuppliersandmakesurethenamesmatchthoseintheRetail.txtfile. c Ifasupplier nameinRetailManagerisspeltdifferentlytothenameintheRetail.txtfile,change itsothatthenamesmatch.SeeToeditasupplierrecordonpage 90. d IfyoucannotfindasupplierwiththatnameinRetailManager,createanewone,makingsure thenameexactlymatchesthatintheRetail.txtfile.SeeToeditasupplierrecordonpage 90. e ClosetheRetail.txtfilewithoutsavingchanges,andretrytheimport.

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Error 36: Freight amount invalid


Thiserroroccurswhenafreightamountistoolargetoimport.Itcanbecausedbyscanningabarcode intotheFreightfieldofaGoodsReceivedorGoodsReturnedtransactioninRetailManager.
1

OpentheRetail.txtfileinExcel(seeOpeningtheRetail.txtfileinExcelonpage 340formore information).Findtheincorrectfreightamountsinthepurchases(goodsreceived)section(the linesbeginningwiththenumbertwo).Therewillbelargenumbersinthreecolumns:columnZ(for extaxfreight),columnAA(forinctaxfreight)andcolumnAD(fortaxonfreight).Thesenumbers arehighlightedbybordersbelow.

Replacethethreeincorrectfreightamountswiththecorrectamounts,makingsureyoueditonly theamountsandnottheformattingofthecell. SaveandClosetheRetail.txtfileandretrytheimport.

IfyourecordedaGoodsReceived orGoodsReturnedtransactionwithanincorrectfreightamountin RetailManager,youwillneedtorecordareversal:


4

Calculatethefreightamounttobereversedbysubtractingtheincorrectfreightamountfromthe correctfreightamount.Thiswillresultinalargenegativevalue. RecordaGoodsReceivedorGoodsReturnedtransactionwithoutenteringanyitems.Inthe Freightfield,enterthecalculatednegativefreightamount. IntheRetail.txtfile,replacetheincorrectfreightamountsinthepurchases(goodsreceived) sectionwiththenumberzero. SaveandClosetheRetail.txtfileandretrytheimport.

Error 38: Default account for freight charges not specified


ThiserroroccurswhenalinkedaccountforfreightisnotspecifiedinyourMYOBbusinessmanagement software.
1

InyourMYOBbusinessmanagementsoftware,gototheSetupmenu,chooseLinkedAccountsand thenchooseSalesAccounts.TheSalesLinkedAccountswindowappears. MakesureyouhaveselectedtheIchargefreightonsalesoptionandspecifiedanaccountinthe IncomeAccountforFreightfield. GototheSetupmenu,chooseLinked AccountsandthenchoosePurchasesAccounts.The PurchasesLinkedAccountswindowappears. MakesureyouhaveselectedtheIpayfreightonpurchases optionandspecifiedanaccountinthe ExpenseorCostofSalesAccountforFreightfield. Retrytheimport.

ACCOUNTINGEXPORT/IMPORT

3 4 5

Error 81: Tax code linked account is missing


ThiserroroccurswhenataxcodelinkedaccountisnotspecifiedinyourMYOBbusinessmanagement software.
1

InyourMYOBbusinessmanagementsoftware,gototheListsmenuandchooseTaxCodes.TheTax CodesList windowappears. ClickthearrownexttothetaxcodespecifiedintheMYOBLOG.TXTorMYOBPLOG.TXT file.TheTax CodeInformationwindowappears. IntheLinkedAccountforTaxCollectedandLinkedAccountforTaxPaid fields,selecttheaccounts youwanttouse. ClickOKandretrytheimport.

Error 84: Foreign currency linked account is missing


ThiserroroccurswhenamulticurrencylinkedaccountisnotspecifiedinyourMYOBbusiness managementsoftware.Italsocanoccurwhenalinkedaccountforsalesandpurchasesortaxcodesis notspecifiedinyourMYOBbusinessmanagementsoftware.
1

Tocheckyourforeigncurrencylinkedaccounts: a GototheLists menuandchooseCurrencies .TheCurrenciesListwindowappears. b Clickthezoomarrownexttothecurrencyyouwantto check.TheCurrencyInformationwindow appears. c ClickthePayableAccountstab.Makesureyouhavespecifiedlinkedaccountsforallrequired fields. d Repeatstep 1a tostep 1 cforeachforeigncurrency. Tocheckyoursalesandpurchaseslinkedaccounts,followthestepsforError38:Defaultaccount forfreightchargesnotspecifiedonpage 345. Tocheckyourtaxcodelinkedaccounts,followstep 1tostep 3forError81:Taxcodelinkedaccount ismissingabove. Retrytheimport.

Error 87: Invalid tax code for this transaction


Thiserroroccurswhenanonsalestaxcode suchasINPorGNRislistedunderasalestransaction (journalentry)intheRetail.txtfile.Notethatsalestransactionswillnotbecommittedby RetailManageriftheycontainanonsalestaxcode.Anonsalestaxcodewillonlyappearunderasales transactionintheRetail.txtfileifyouhavemanuallyeditedthefile.
1

IntheRetail.txtfile,findanynonsalestaxcodesinthejournalentries(linesbeginningwiththe numberthree),andchangethemtosalestaxcodes. SaveandClosetheRetail.txtfileandretrytheimport.

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Error 121: The tax code is invalid: Importing cancelled


ThiserroroccurswhenataxcodespecifiedinRetailManagerisnotspecifiedinyourMYOBbusiness managementsoftware.TheerrorwillbenotedintheMYOBLOG.TXTorMYOBPLOG.TXTfile.
1

ComparethetaxcodesintheRetail.txtfilewiththetaxcodesinyourMYOBbusinessmanagement software.LocatethetaxcodethatisintheRetail.txtfilebutnotinyourMYOBbusiness managementsoftware. InyourMYOBbusinessmanagementsoftware,gototheLists menuandchooseTaxCodes.TheTax CodesListwindowappears. ClickNew.TheTaxCodeInformationwindowappears. Enterthenameofthetaxcodefoundinstep 1andspecifyallrequiredfields,includingtheLinked AccountforTaxCollectedandtheLinkedAccountforTaxPaidfields. ClickOKtosavethenewtaxcode. Retrytheimport.

3 4

5 6

Error 122: Mandatory inc-tax amount is invalid or blank


Thiserroroccurswhenapurchaseamountistoolargetoimport.Itcanbecausedbyscanningabar codeintotheUnitCostfieldofaGoodsReceived orGoodsReturned transactioninRetailManager.
Beforeyoucontinue IfyouhaverecordedSales,GoodsReceivedorGoodsReturned transactionsforanitematincorrectunitcost,orifyoudonotoperateonanAverageCoststockcostingbasis, thiserrorcanhaveextensiveimplications.Unlessyouarecertainthatyoucanfixit,westronglyrecommend thatyoucontactMYOBretailtechnicalsupporton1300 555 115.
CAUTION :

OpentheRetail.txtfileinExcel(seeOpeningtheRetail.txtfileinExcelonpage 340formore information).Findtheincorrecttaxamountinthepurchases(goodsreceived)section(thelines beginningwiththenumbertwo).ThetaxamountwillbeincolumnQ. Replacetheincorrectamountinthepurchases(goodsreceived)sectionwithzero,makingsureyou editonlytheamountandnottheformattingofthefile. SaveandClosetheRetail.txtfileandretrytheimport.Thepurchasewillbeimportedintoyour MYOBbusinessmanagementsoftwareasaclosedbillwithaservicelayout.Noactionisrequired onthisbill.

IfyourecordedaGoodsReceived orGoodsReturnedtransactionwithanincorrectunitcostin RetailManager,youwillneedtorecordareversalfollowedbythecorrecttransaction:


4

RecordaGoodsReceivedorGoodsReturnedtransaction.IntheUnitCostfield,entertheoriginal amount,butasanegativevalue. RecordanotherGoodsReceivedorGoodsReturnedtransaction.IntheUnitCostfield,enterthe correctamount,andchecktheTotal(inc)beforeclickingCommit F10orpressingF10tocommit theinformation. Whenyounextperformanaccountingexport,repeatstep 1tostep 2 tochangetheincorrect negativeamounttozero. SaveandClosethefileandretrytheimport.

ACCOUNTINGEXPORT/IMPORT

3 4 7

Error 127: Transaction dated before your lock period date may not be imported: Importing cancelled
ThiserrorissimilartoError13.Tosolve,repeatstep 1tostep 3forError13:Transactionsdatedbefore yourpostingcompletedatemaynotbeimportedonpage 342.

Error 169: Job not found in list of detail jobs


ThiserroroccurswhenthejobnumberspecifiedforashopfrontinRetailManagereitherhasnotbeen specifiedorisaheaderjobinyourMYOBbusinessmanagementsoftware. InRetailManager:
1 2

GototheSetupmenuandchooseOptions .TheOptionswindowappears. SelectAccountingandclicktheExporttab.MakesureyouhavespecifiedthecorrectJobNumber. GototheListsmenuandchooseJobs .TheJobsListwindowappears. MakesurethejobnumberfortheRetailManagershopfrontyouaretryingtoimportisspecified.If thejobnumberisnotspecified,createanewone: a ClickNew.TheNewJob windowappears. b CompletetheJobInformationfieldsandclickOK. Ifthejobnumberisalreadyspecified,makesureitisadetailjobratherthanaheaderjob,asyou cannotposttransactionstoheaderjobs.Headerjobsappearinboldtype. Retrytheimport.

InyourMYOBbusinessmanagementsoftware:
3 4

Warnings experienced during import into MYOB business management software


Issue
Warning92:Phoneorfaxnumbertoolong:Truncated Warning138:Amountiszero:Lineignored Warning251:Foreigncurrencytransactionmustspecify anexchangeratecurrentexchange rate substituted Warning595:Invaliddelivery status;currentdeliverystatussubstituted

See
below page 349 page 349 page 349

NOTE : Warnings duringanAccountingImport WarningsexperiencedduringanAccountingImport indicatethatcertainnoncriticaldatahadtobemodifiedtoimport.Awarningwillnotstoptheimportandin mostcaseswillnotrequireanyaction.

Warning 92: Phone or fax number too long: Truncated


ThiswarningoccurswhenaphoneorfaxnumberforasupplierinRetailManagerhastoomany characterstobeimportedintoyourMYOBbusinessmanagementsoftware,andhasbeenshortened. Thenumbercanbeadjustedaftertheimport.

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Warning 138: Amount is zero: Line ignored


ThiswarningoccurswhenthereisaLastCostvarianceofzerointheRetail.txtfile.Thislinewillbe ignoredbyyourMYOBbusinessmanagementsoftware.

Warning 251: Foreign currency transaction must specify an exchange rate current exchange rate substituted
ThiswarningoccursonlyifyouusetheMulticurrencyoptioninPremier.Youcanignorethewarning,as thecurrentexchangeratewillbespecifiedinthetransactionbyPremier.

Warning 595: Invalid delivery status; current delivery status substituted


FromthereleaseofAccountingv15,AccountingPlusv15andPremierv9,thewayyouaccesstheBill DeliveryStatusfieldchanged.Thestatusoptionsare:

PTobePrinted ETobeEmailed BTobePrintedandEmailed AAlreadyPrintedorSent.

ThereisnoBillDeliveryStatus fieldinRetailManager,soGoodsReceivedtransactionsarenotmarked withadeliverystatuswhenexported. WhenyouimportGoodsReceivedfromRetailManagerintoyourMYOBbusinessmanagement software,thedeliverystatuswilldefaulttoPTobePrinted. TochangethedefaultdeliverystatusofthesupplierinyourMYOBbusinessmanagementsoftware:


1 2

GototheCardFilecommandcentreandchooseCardsList.TheCardsListwindowappears. ClicktheSuppliertabandselectthesupplier forwhomyouwanttochangethedefaultdelivery status.TheCardInformationwindowappears. ClicktheBuyingDetailstabandinthePurchaseOrderDeliveryfield,selecttherequireddefault deliverystatus. ClickOK.

ACCOUNTINGEXPORT/IMPORT

3 4 9

RetailManager database corruptions


ThereareanumberofreasonswhyanMYOBRetailManagershopfrontdatabasemaybecorrupted. Thissectionexplainsthemostcommoncausesofcorruptionandtheactionsthatyoucantaketo reduceoreliminaterisks. Thefollowingtopicsareincludedinthissection:

Corruptionmessagesbelow Causesofcorruptiononpage 351 Resolvingcorruptionsonpage 353.

Corruption messages
SomemessagesandscenariosindicateadefinitecorruptionofyourRetailManagerdatabase.These include:

Unrecognizeddatabaseformat Notavalidbookmark IllegibletextdisplayedwhenviewinginformationinRetailManager.

SomemessagesandscenariosindicateapossiblecorruptionofyourRetailManagerdatabase, althoughtheydonotalwaysindicatecorruption.Theseinclude:

Erroroccurredcheckingforexclusiveuse TheMicrosoftjetdatabaseendingstoppedtheprocessbecauseyouandanotheruserare attemptingtochangethesamedataatthesametime isntanindexinthistable DBErr#xxxx(wherexxxxisafourdigitnumber) Noreadpermissions Inconsistentinformation,forexampleifitemsinasalestransactionaddupto$40,butthedocket forthetransactionshowsatotalof$50. Incorrectdatesrecordedontransactionsafteryouhavechangedthesystemdate. Incorrectdatarecordedonreportsafteryouhavechangedthesystemdate. IncorrectdatarecordedbyRetailManager. EditingthedatainMicrosoftAccess.

Therearealsoscenarioswhichmayappeartobecorruptions,butarenot.Theseinclude:

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Causes of corruption
CorruptionofyourRetailManagershopfrontdatabasecanoccurforanumberofreasons.Themost commoncausesarelistedbelow.

Shutting down and restarting the computer


Ifthecomputerthatstoresyourshopfrontdatabaseisshutdownorrestartedwhilesomeoneislogged intoRetailManagerfromanothercomputer,acorruptioncanoccur.Thisisparticularlylikelyif informationwasbeingcommittedinRetailManageratthetime. WerecommendshuttingdownRetailManagerwhenitisnotinuse,includingovernight.Anovernight powerfailurecanhavethesameeffectasanincorrectshutdown.Ifyoumustleaveyourcomputers runningovernight,westillrecommendclosingRetailManager.

Environmental issues
Powersupplyfluctuations Adroporsurgeinthepowersupplytoyourcomputerscanimpactyour dataasitistransferredfrommemorytodisk. Ifyouareaffectedbysuchissues,youmaywanttoaskyourhardwaresupplier aboutpurchasingan UninterruptiblePowerSupply(UPS).AUPSwillprovideeachconnectedcomputerwithafewminutes worthofpowerinthecaseofapowerfailure,andwillpossiblyevenoutthesupplyofpowertothe connectedcomputers. Ifyouareunsurewhetheryouexperiencesuchissues,speaktoyourhardwaresupplierorelectrician forassistance. Powerfailures Apowerfailurewillcauseallyourcomputerstoshutdown,andcancausea corruption.ThisisparticularlylikelyifinformationwasbeingcommittedinRetailManageratthetime. YoumaywanttoaskyourhardwaresupplieraboutpurchasinganUninterruptiblePowerSupply(UPS), whichwillprovideeachconnectedcomputerwithafewminutesworthofpowerinthecaseofa powerfailure. Corrosivematerials Materialssuchaschlorineandotherchemicalsstoredandusedatshopscan corrodeordamageinternalcomponentsofyourcomputers.Overtime,suchdamagewillimpactyour dataasitistransferredfrommemorytodisk. Ifyoustorechemicalsorothermaterialsharmfultocomputerhardware,makesurethatyoumake regularshopfrontdatabasebackups,whichmayincludemakingoneormorebackupsduringtheday, orprintingtwocopiesofeachtransactionasentered.Youshouldalsomakesurethatyoucompletethe RetailManagershopfrontdatabasemaintenanceproceduresregularly.SeeMaintainingyour shopfrontdatabaseonpage 276. Youmayalsowanttoconsultyourhardwaresupplierforsuggestionsonminimisingoreliminating damagetoyourcomputers. Dust Ifyoustoreyourcomputersinalocationpronetodust,overtimethedustmayinterferewith theinternalcomponents. Youmaywanttoconsultyourhardwaresupplierforsuggestionsonfindingabetterlocationforyour computersthatwillminimiseoreliminatethecollectionofdustinandonyourcomputers.

RETAILMANAGERDATABASECORRUPTIONS

3 5 1

Computer system and hardware issues


Wirelessnetworks Wirelessnetworksoperateonradiowaves,whicharemoresusceptibletoerrors duetointerferencefromoutsidesourcesandnetworkhardwareconfiguration. AlthoughRetailManagercanrunoverawirelessnetwork,itisslower,anddatabasecorruptionsare morelikelytooccur.Werecommendyouusea100MBpsnetworkwithCategory5cablesorlater. Networkcablesandhardware Theremaybeissueswiththecablesthatconnectyournetworked computers.Suchissuesincludeelectricalinterference(suchasthecablesrunningtoocloseto fluorescentlights)orfailure.Thehub,routerorswitchusedtoconnectnetworkedcomputerscanalso causenetwork issues. Contactyourhardwaresuppliertoassistinlocatingandresolvingnetworkrelatedissues. Faultysystemhardware Theremaybefaultyhardwareinoneormoreofyourcomputers.Hardware issuesareexperiencedmostcommonlyinthefollowingcomponents:

RAM CPU Networkcard.

Contactyourhardwaresuppliertoassistinlocatingandresolvinghardwarerelatedissues. Antivirussoftware Yourantivirussoftwarewillbeset,bydefault,toscanalldatareadfromand writtentodisk,alongwithdatasentandreceivedoverthenetwork.Thisdefaultsettingmaycausedata flowissues.Reconfiguringyourantivirussoftwaremayresolvetheissue. Viruses Virusesmaycausecorruptions,asanumberofvirusesareintendedtocausedamagetofiles storedonyourdiskorwithinWindows.Westronglyrecommendthatyoumakesureyourvirus definitionsareuptodate. Serverharddiskconfiguration Issuesmayoccurifthecomputerthatstoresyourshopfront databaseisconfiguredtouseyourharddisksasaRAIDarray,particularlyifitisconfiguredtousethe stripingtechnique.Thismethodenablesmultipleharddiskstobelogicallycombinedintoonedisk. Whendataiswrittentothedisk,itissplitevenlyacrossthenumberofdrivesused.Thismaycause corruptionwhendataislocatedbythedatabasesinternalpointers. IftheRAIDarrayisconfiguredtousethemirroringtechnique,onediskisanexactcopyofthemain diskatalltimes,enablingthebackupdisktotakeovershouldthemaindiskfail.Thisshouldnotcause issueswiththedatabaseasthedataisnotbeingsplitovermorethanonedisk. Ifyourequireanychangestothediskconfigurationoftheserver,contactyournetworkorsystems administratorforfurtherinformation. Opportunisticlocking ThisisthedefaultsettingusedforserversrunningWindowsVista,NT,XP, 2000andServer2003toimproveperformanceforfileoperations.Itdoesnotaffectserversthatare runningWindowsME,98or95. OpportunisticlockingcanresultinissuesforMicrosoftAccessdatabasesthatarestoredonservers withthesettingenabled.BecauseaMicrosoftAccessdatabaseisusedbyRetailManagertostore information,switchingthissettingoffmayhelppreventshopfrontdatabasecorruption.
CAUTION : Turningoffopportunisticlocking Toturnoff theopportunisticlockingsetting,youneedtoedit theserversregistry.Ifeditedincorrectly,theservermaynolongerbeusable.Westronglyrecommend speakingtoyoursystemornetworkadministratortoassistinmakingthischange.Formoreinformationon

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howtoswitchoffopportunisticlocking,gotohttp://support.microsoft.com/andsearchforConfiguring opportunisticlockinginWindows(articleID#296264).

Resolving corruptions
ThereareanumberofstepsthatyoucantaketoresolvecorruptionsinyourRetailManagerdatabase. Whereverpossible,youshouldperformthesestepsonyourserver,asthisismorereliablethan workingoveranetwork.Ifyourequireanyassistance,contactRetailManagertechnicalsupport. Rebuildandcompactyourshopfrontdatabase Torebuildandcompactyourshopfrontdatabase, seeRebuildingandcompactingyourshopfrontdatabaseonpage 279. Upgradeyourshopfrontdatabase Toupgradeyourshopfrontdatabase,usetheMYOB RetailManagerUpgrader,locatedatC:\RetailM\RMUpgrader.exe.

AfterusingtheMYOBRetailManagerUpgrader,allstructuralinformationinyourshopfrontdatabaseis corrected,andanymissingstructuralinformationisrecreated.Alogfilethatassistsinresolving databasecorruptionsisalsoproduced,andcanbereadonlybyMYOB.Youcanupgradeyourshopfront databaseevenifyouhaveupgradeditpreviously. Restoreyourshopfrontdatabasefromabackupfile Torestoreyourshopfrontdatabasefroma backupfile,seeRestoringyourshopfrontfromabackupfileonpage 279.


CAUTION : Informationloss andcorruptionwhenrestoringyourshopfrontdatabasefrom abackupfile Whenrestoringyourshopfront databasefromabackupfile,youwillloseanyinformationenteredin RetailManagerbetweenthetimeofinitialbackupandthetimeofthecorruption.Tocheckyourrestored shopfront databaseforcorruption,runtheRebuild/Compactfunctiononitpriortousetomakesurethatthe backupitselfisnotcorrupted.

SubmityourshopfrontdatabasetoMYOB TosubmityourshopfrontdatabasetoMYOBforrepair, youwillneedtocompleteaDatabaseSubmissionRequestform.Youcanobtainacopyfrom RetailManagertechnicalsupport.

RETAILMANAGERDATABASECORRUPTIONS

3 5 3

Sending your shopfront database using FTP


Forsupportissuesthatinvolvedatabaseanalysisandrepair,MYOBmayrequireacopyofyour shopfrontdatabase.FileTransferProtocol(FTP)isaneffectivewayoftransferringyourshopfront databaseacrosstheInternet.IfyouareaskedtosendyourshopfrontdatabasetoMYOBusingFTP,use thefollowinginstructions.

Requesting an FTP account


InordertoaccesstheMYOBFTPserver,youwillneedanFTPaccount.Youcanrequestonebyemailing rmdatafiles@myob.com.auwithyourMYOBRetailManagerserialnumberinthesubjectline.Make suretoincludeyourcompanydetails.YouwillreceiveaconfirmationemailfromMYOBwhenyour accounthasbeencreated.
NOTE : Filesecurity AlthoughauniqueaccountiscreatedforeachFTPuser,foradditionalsecurityitis importantthatyouplaceapasswordonyourshopfrontdatabase.Tosetapasswordforyourshopfront databasegototheSetupmenu,chooseSecurity,clicktheAssignStafftoStaffGroupstabandthenclickSet ShopfrontPassword.

Uploading your shopfront database to the MYOB FTP server


Shopfrontdatabasebackup Westronglyrecommendthatyoubackupyourshopfrontdatabase beforeuploadingit.Thiswillreducethesizeofthefileandincreasethespeedoftheupload.
NOTE :

1 2

OpenyourInternetbrowserandgotoftp://datafiles.myob.com.au/ IfyouhaveFTPsoftwareinstalledandsetuponyourcomputer: a LoginusingyourRetailManagerserialnumberasyour usernameandpassword. IfyoudonothaveFTPsoftwareinstalledandsetuponyourcomputer: a LoginusingyourRetailManagerserialnumberasyour usernameandpassword,andthen minimiseyourInternetbrowser. b OpenWindowsExplorerandselecttheshopfrontdatabaseyouwanttoupload. c RightclickthedatabaseiconandchooseCopy. d InyourInternetbrowser,gototheEditmenuandchoosePaste.Thefileyouselectedshould begintoupload.Astatusboxwillshowtheprogressoftheupload. e Repeatthesestepsforanyotherfilesyouwanttoupload.Thefile(s)willnowbegintoupload fromyourcomputertothenewfolder youcreatedontheMYOBFTPserver. Onceyouhaveuploadedyourdatabase,emailrmdatafiles@myob.com.au toconfirmyouhave uploadedyourdatabase.IntheemailpleaseincludeyourRetailManagerserialnumber,your companydetails,thenameofyouruploadeddatabaseandabriefdescriptionofwhyyouhavesent yourdatabase.Thisemailwilldetermineyourplaceinthefilerepairqueue.
FTPsoftwareandconnectionissues DuetorestrictionsfromISPs(Internetserviceproviders), internalfirewallsandInternetsecuritysettings,wecannotguaranteethatyouwillbeabletoaccessthe FTPserver.MYOBisunabletoprovidesupportforFTPsoftwareorconnectionissues.Formoredetailed instructionsonusingyourFTPsoftware,refertoyourFTPsoftwaredocumentation.
NOTE :

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Making sure your shopfront database has uploaded properly


Tomakesureyourdatabasehasuploadedproperly,comparethesizeofthedatabaseonyourhard driveandtheuploadeddatabaseontheFTPserver.InWindowsExplorer,rightclickyourdatabaseand choosePropertiestofindthefilesizeinKBs.Then,ontheMYOBFTPserver,rightclickonyour uploadeddatabaseandchoosePropertiestofindtheuploadedfilesizeinMBs(thereare1024KBsper MB).Thefilesizesshouldmatch.Youcanalsodownloadandtestthedatabasestomakesuretheyhave uploadedproperly.

Difficulties using FTP to submit your shopfront database


Itmaytakeconsiderabletimetouploadordownloadfilesdependingontheirsize,yourconnection speedandtheamountoftrafficontheInternet.Ifthetransferisgoingtotakelongerthan30minutes itmaytimeoutandyouwillhavetostartagain.Thisisespeciallythecasefordialupmodem connections.Ifthesizeofyourdatabaseisover10MBandyouarerunningdialupInternetyoumay havedifficultiesusingFTPtosubmityourdatabase.Ifyouarehavingdifficultiessubmittingyour database,werecommendthatyoupostacopyofittoustominimisefurtherdelays.
Restoringyourrepairedshopfrontdatabase Forinformationonrestoringyourrepairedshopfront database,gotomyob.com.au/supportnotesandviewsupportnote9199onrestoringarepaireddatafile.
NOTE :

SENDINGYOURSHOPFRONTDATABASEUSINGFTP

3 5 5

Sales, lay-bys, credit notes, and gift vouchers


Issue
Acustomerwantsarefundforaproduct Acustomerwantstoexchangeaproduct IusedthewrongStaff (orCustomer)Noforasale.HowdoI correct it? Acustomerwantstocanceloneofthreeitemson layby AcustomercancelledalaybyandIwanttorefund thelaybyadminfee Acustomerpurchasesa$200itemandwanttopayhalfincashandputhalfontheir account Acustomerlostthedocketfromapurchase10monthsagoandneedsacopy ofitfortaxorwarranty purposes AcustomerreturnssomegoodsandIwanttogivethemacreditratherthanacashrefund Iwanttoverifyareturned salewithoutareceipt Iwanttoissuefreegiftvoucherstomailinglistcustomers Iamrequiredtoenteracustomernumberforcreditnotes,giftvouchersandlaybys,butthe customerdoesnotwanttogivetheirdetails Ihave5000preprintedandnumberedcustomercards.CanIusethem? Iwanttogivethewindowcleaner$10.00outofthetill.Willmytillbalancelater? Iwanttopreventmystafffrom seeingmycostprices inthesearchwindoworintheProfitDetails frameintheSalesandLaybyPaymentswindows IwanttosellanhourlyMechanicsLabourchargefor$65.00perhourforwhichwearecharged $48.00perhour Ihave5000stockitemsandIneedtosellaGalvanised30mmFlatheadNail,butthebarcodeis missing.DoIhavetosearchthoughthe entirelistwithF2? Someofmyproductsaretoolargetocarrytothescanner.Do Ihavetorememberthe15digitbar code? Iallocated a $25saleto Visainsteadof Cash.How doIcorrectit? HowcanIdisplaydiscountsgivenonspecificitemsoncustomerdockets? HowcanIworkouta12%discountoffoneiteminamultiitemsale? Iusuallyhaveall theskipfieldsset,butoccasionallyIneedtoenteraCustomerNumberora Discount.How doIaccessthesefieldswithoutchangingmyoptions? DoIhavetoentermystaffnumberbeforeeachsale? HowcanIpreventstafffromadjustingthesellpriceofitemsduringasale? Acustomerwantstobuy$40worthoffruitthatIsellfor$1.50perkilogram.HowdoIcalculatethis quantity easily? IusuallyhaveScanIndividual Quantityset.HowcanInotskipQtywhenacustomerwantsto returnanitem?

See
page 357 page 357 page 357 page 357 page 357 page 357 page 358 page 358 page 358 page 358 page 358 page 358 page 359 page 359 page 359 page 359 page 359 page 359 page 359 page 359 page 360 page 360 page 360 page 360 page 360

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A customer wants a refund for a product


Performasaleasusualbutmakethequantitysoldanegativequantity,forexample1insteadof1. Makesureyourefundusingthesamepaymenttype.DonotusetheReturnedGoodswindowasthisis forreturnstosuppliersonly.

A customer wants to exchange a product


Selltheitemthecustomer wantsintheusualway.Enterthedetailsoftheproductbeingreturnedasif youweresellingitagain,butenterthequantityoftheproductbeingreturnedasanegativequantity. Ifthepriceofthereturnedproductdiffersfromthepriceoftheinitialpurchase,youmayhaveto refund(bycashorcreditnote)thedifference,orthecustomermayhavetopaythedifference.

I used the wrong Staff (or Customer) No for a sale. How do I correct it?
RefundthesaleusingthesameStaff(orCustomer)number,thatis,reenterthesalewithanegative quantityintheQtycolumn,andreenteritwiththecorrectdetails.Forsecurityreasons,MYOB RetailManagerlocksalltransactionsoncetheyhavebeencommitted.

A customer wants to cancel one of three items on lay-by


IfyouareusingtheSalesPeriod (inc.Laybys)report,youshouldnoteditlaybysasthiscancausethe reporttoshowinvaliddata.Youshouldcanceltheexistinglayby,refundanypaymentsmade,and recreatethelaybyforthetwoitems. IfyoudontusetheSalesPeriod(inc.Laybys)report,makesuretheDontAllowEditingofLaybys optionintheGeneralOptions windowisdeselected.Toeditthelayby,gototheLaybyPayments windowandselectthelayby.HighlighttheitemyouwanttoremoveandpressENTER.Theitemwill appearatthetopofthegrid.PressDELETEtoremovetheitem.Makesureyouusethelaybypayment type.Ifthecustomeronlyhasasinglestockitemonlayby,youwillhavetocancelthelayby,and refundanypaymentsthathavebeenmade. SeeTocancelorrefundalaybyonpage 209formoreinformation.

A customer cancelled a lay-by and I want to refund the lay-by admin fee
Ifyourstorechargesanadministrationfeeforlaybys,forexample$5,ifacustomercancelsthelayby youwillhavetorefundthisfee. YoucandothisbycreatingastockitemcalledAdminFee,withapriceof$5andastaticquantity.Sell thisstockitemwhenyoumaketheoriginallaybysale.Thenwhenthelaybyiscancelled,refundthe laybyandthenrefundtheAdminfeesale.

A customer purchases a $200 item and want to pay half in cash and put half on their account
Ringupthesaleasnormal,selecttheCashpaymentmethodandenter$100andthenselectthe Accountpaymentmethod.MYOBRetailManagerwillputtheentiresaleonaccountandthenlistan invoicepaymentof$100.

SALES,LAYBYS,CREDITNOTES,ANDGIFTVOUCHERS

3 5 7

A customer lost the docket from a purchase 10 months ago and needs a copy of it for tax or warranty purposes
Ifyouhavestoredyourolddataofflineforthisperiod,youwillneedtomergeitbackintothesystem beforeyoucanlocatethedocket.Therearethreewaysoflocatingthedocket:

PressCTRL+LtoviewtheLookupTransactionswindowandselectthecriteria.Whenyoufindthe docket,pressF4 toreprintit. Viewtheproductsaudittrail(fromtheAudittabintheStockwindow),locatethesaleandpressF4 toreprintthedocket. Viewthecustomerspurchasehistory(fromthePurchasestabintheCustomers window),locate thetransactionandpressF4toreprintit.

A customer returns some goods and I want to give them a credit rather than a cash refund
SeeTorefundbycreditnoteonpage 198.

I want to verify a returned sale without a receipt


Goodsareoftenreturnedbycustomersbecausetheydontfit,arethewrongcolour,andsoon.They haveoftenlostthereceipt,sotheproblemishowtocheckthattheyactuallypurchasedthegoodsfrom thestore. TheAudittabintheStockwindowgivesyouacompletehistoryofanystockitem.Fromthislistyoucan viewanyindividualsalemadeofthestockitem.Thisshouldhopefullyprovidesufficientinformationto confirmthatthesalewasmadeatyourstore.

I want to issue free gift vouchers to mailing list customers


CreateapaymenttypecalledMarketing.Thenissuea$20giftvouchertoeachcustomeronthe mailinglist,usingtheMarketingpaymenttypetopayforit. Thismeansthatwhenyoucashup,thesetransactionsusingtheMarketingpaymenttypewillbeeasy toisolate. Youcanalsocreateabankinggrouptoaccountforthesemarketingexpensescorrectlyinyourbusiness managementsoftwarepackage.SeeSettingupRetailManagertoexporttoyourbusiness managementsoftwareonpage 42formoreinformation.

I am required to enter a customer number for credit notes, gift vouchers and lay-bys, but the customer does not want to give their details
Createageneraldefaultcustomer,i.e.acustomeryoucanuseforcustomersthatdonotwanttogive theirdetails.Youwouldalsousethiscustomerrecordforcustomerswhoareredeeminggiftvouchers.

I have 5000 pre-printed and numbered customer cards. Can I use them?
Yes,whenissuingacard,enterthenumberintheSaleswindoworCustomerswindowandyouwillbe promptedtoenterthecustomersdetails.For thistoworkthecustomercardsnumbermustnothave alreadybeenusedinRetailManager. Ifthecustomercardnumberhasbeenusedalready,youcanreallocatetheexistingcustomernumber.

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I want to give the window cleaner $10.00 out of the till. Will my till balance later?
Yes.Todothis,youshouldcreateapaymentmethodinthePaymentType viewoftheOptionswindow calledCashOut,PettyCash,orsimilar.ThenintheSaleswindow,selecttheCashpaymentmethod andenter10.00andthenselectCashOut.Itwouldbeadvisabletoputthereceiptinthetillsoasto balancewhenyoucashupattheendoftheday. Youcanalsocreateabankinggrouptoaccountforthesemarketingexpensescorrectlyinyourbusiness managementsoftwarepackage.SeeSettingupRetailManagertoexporttoyourbusiness managementsoftwareonpage 42formoreinformation.

I want to prevent my staff from seeing my cost prices in the search window or in the Profit Details frame in the Sales and Lay-by Payments windows
ActivatesecurityonCostPricingintheSecurityOptions window.

I want to sell an hourly Mechanics Labour charge for $65.00 per hour for which we are charged $48.00 per hour
CreateaproductintheStockwindowandcallitMechanicsHourlyCharge.Setthecostto$48.00and thesellto$65.00. MakesureyouselecttheStaticQuantityoptionintheStockwindowforthestockitem.Thismeans thatwheneveryouselloneoftheseproducts,theQtyfieldalwaysremainsthesame.

I have 5000 stock items and I need to sell a Galvanised 30mm Flathead Nail, but the bar code is missing. Do I have to search though the entire list with F2?
No,whereyouwouldnormallyscantheproduct,type=gal*30*nailandpressENTER. RetailManagerwilldisplayallproductsthatstartwithgal,have30inthedescriptionandendswith nail.

Some of my products are too large to carry to the scanner. Do I have to remember the 15-digit bar code?
No.InsteadofenteringtheproductcodeintheBarcodefield,enterthe=sign,thenapartofthe productdescriptionandpressENTER.

I allocated a $25 sale to Visa instead of Cash. How do I correct it?


IntheSaleswindow,movedowntoPaymentdetailswithoutenteringanystockitems,selectCashand enter$25.00,thenselectVisaandRetailManagerwilldisplay$25.Ifyouwant,pressF3toentera commentthatexplainswhatyouaredoing.Committhisandyourtillhasbeencorrected.

How can I display discounts given on specific items on customer dockets?


IntheGeneralOptionswindow,deselecttheUseShortenedSalesDocket option.Thestandarddocket printstheRRPandtheactualinthiscasediscountedsellprice.

How can I work out a 12% discount off one item in a multi-item sale?
WhenintheSellfieldintheitemline,typeS-12%andpressENTER.

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I usually have all the skip fields set, but occasionally I need to enter a Customer Number or a Discount. How do I access these fields without changing my options?
IfyoupressF12orSHIFT+TABfromanyfield,thecursorwillmovetothepreviousfield,evenifyouhave selectedtheSkipfieldoption.

Do I have to enter my staff number before each sale?


No.IntheSecurityOptionswindow,makeyourstaffnumbertheDefaultstaffnumber.RetailManager willdisplayyourstaffnumberintheSales,LaybyPaymentsandDebtorPaymentswindows.

How can I prevent staff from adjusting the sell price of items during a sale?
IntheSecurityOptions window,activatetheLockSellPriceoption.TheSellfieldbecomesdisplayonly andcannotbeedited.

A customer wants to buy $40 worth of fruit that I sell for $1.50 per kilogram. How do I calculate this quantity easily?
MakesurethattheAllowfractionalquantitiesisselectedforthisitemintheStockwindow. IntheQty field,typeT40(where40istheamountthecustomerwantstospend). RetailManagerwilldisplay26.66(kilograms)intheQtyfield,beingthequantityyoucansellfor$40. Thesamemethodcanbeusedforsellingfuel.

I usually have Scan Individual Quantity set. How can I not skip Qty when a customer wants to return an item?
IntheSaleswindow,pressC TRL+I.

Purchase and customer special orders


A customer placed three items on special order, but cancelled one of the items
GototheAdmin menu,chooseCancelOrders/Orderlines/CSOandclicktheSpecialOrderstab. HighlighttheproductthecustomerdoesnotwantandpressENTER. Ifyouhaveallocatedthisitemtoasupplier,MYOBRetailManagerautomaticallyremovestheitemfrom thependinglistintheAllocationofCustomerSpecialOrderswindow.

The supplier sent me part of my order 10 days ago and I entered the goods in Goods Received. I have now received the rest of the goods but cant locate my purchase order
YouprobablyhavesetRetailManagertorejectbackordersfromthissupplier.Displaythesuppliers recordintheSupplierswindowanddeselectthisoptionifyouplantoacceptbackordereditemsfrom thissupplierinthefuture.

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I ordered 20 bags of rose fertiliser from my supplier and received 24, as well as a bag of lawn feeder which I didnt order. If I want to keep them all, how do I enter them in RetailManager?
DisplayyourpurchaseorderintheGoodsReceived windowandchangetherosefertiliserquantity from20to24. Inaseparateline,entertheproductcodeforthelawnfeederandcreatetheitemeitherintheGoods ReceivedorCreateNewStockItemwindow.

How can I find out the status of a customer special order?


GototheLookupTransactionwindowandclicktheSpecialtab.Findtheorderbyenteringthe appropriatesearchcriteria.TheStatus columnwilldisplaystatusofthespecialorderaseither Pending,OnOrder,ReceivedorCollected.

Debtor payments and invoices


I accidentally paid off Customer As account invoice with a cheque received from Customer B. How do I fix it?
1

IntheReverseDebtorPaymentswindow,enterCustomerAscustomernumber,andselectthe paymentfromthegrid. EnterthereasonforthereversalintheCommentsfieldandcommitthetransaction.Thiswill correctCustomerAsaccount. PayoffCustomerBsaccountintheDebtorPayments windowasnormal.

How do I customise my invoices?


TocustomiseinvoicesyouwillneedtouseCrystalReportsfromSeagateSoftware.ContactyourMYOB RetailManagerProfessionalformoreinformation.

How can I prevent my staff from selling items on account to customers who have overdue invoices?
SelecttheAccountSecurityoptionintheSecurityOptionswindowandenterapassword.Whenever anoverdueorovercredittermsaccountisbeingused,thispasswordmustbeentered.SeeTaxcodes onpage 53formoreinformation.

How do I give a customer a discount when they pay off their account?
YoucandothisintheDebtorPaymentswindow.Itwillalsogenerateanothertransactiontoreflectthe lossofprofit,astheprofitshownontheoriginalsalewouldhavebeenoverstated.SeeCustomer statementsonpage 238formoreinformation.

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How do I write off a bad debt or record a petty cash transaction?


RetailManagerdoesallowyoutorecordbaddebtandpettycashtransactionsandhavethemcorrectly accountedforinyourMYOBbusinessmanagementsoftware. Theprocessinvolvescreatinganewbaddebtorpettycashpaymenttype,linkingittoanexportgroup, recordingthetransactioninRetailManager,andthenaccountingforthetransactionwhenyoucashup.
1

Createanewpaymenttype . Todothis,gototheSetupmenuandchooseOptions.TheGeneralOptionswindowappears. ChoosePaymenttypes .ThePaymentTypewindowappears.ClickAdd andenteranameforthe paymenttype,forexamplebaddebtsorpettycash.ClickOKandthenApply. SeePaymentTypeoptionsonpage 28 formoreinformationaboutpaymenttypes. Createanexportgroup. Todothis,choosetheAccountingOptions window,andenterthenameoftheaccount,for examplePettyCashorBadDebtsintheExportGroup&A/Ccodefield.Enteranexpense accountthathasalreadybeensetupinyourMYOBbusinessmanagementsoftwaretodealwith baddebtsorpettycash.SeeSettingupRetailManagertoexporttoyourbusinessmanagement softwareonpage 42 formoreinformationaboutsettingupexportgroups.

Record thepettycashorbaddebttransactioninRetailManager. Ifyouare: writingoffabaddebt , gototheDebtor Paymentswindow.Enteryourstaffnumberandselect therequiredcustomer.Selectthecustomersinvoiceandentertheamounttobewrittenoffin thePayingfield.ChoosetheBadDebtspaymenttypeyoucreatedinthePaymentDetailslist andcommitthetransaction. writingoffpettycash,gototheSaleswindow.Enteryourstaffnumber.HighlighttheCash paymenttypeinthePaymentDetailslist,andentertheamountofpettycashyouarewritingoff asanegativeamount.ThenhighlightthePettyCash paymenttypeandentertheamountof pettycashyouarewritingoffasapositiveamount.Committhetransaction.

AccountforthePettyCashorBadDebttransactionwhen cashingup. Whenyoucashup,youneedtorecordthetotalamountofthepettycashorbaddebttransaction againstthePettyCashorBadDebtpaymenttype. SeeCashinguponpage 247formoreinformationaboutcashingup.

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Goods received and returned goods


After I commit my Goods Received, the Bar Code window doesnt display
GototheGeneralOptionswindowandselectthePrintBarcodeswithGoodsReceivedoption.Goto theTools menu,chooseReprint ,andLastGoodsReceived. IfyouhavealreadycommittedyourGoodsReceived,andyoudidnthavethisoptionchecked,youcan alwaysgototheCustomBarCodeswindowintheTools menu,clickLoadOptions,andthenclickthe GoodsReceivedtab.InthiswindowyoucanprintbarcodesforanyGoodsReceivedtransactionyou havealreadycommitted.

How do I receive several invoices before printing my bar codes?


AftereachGoodsReceived,ALT+TABbacktotheGoodsReceivedwindow,leavingthePrintBarcodes inthebackground.Thebarcodeprintinggridwillkeepaccumulatingitemsuntilyoueitherprintthem orclosethewindow.

I usually round cash transactions to the nearest dollar and but dont want to round account transactions. How do I set the rounding rule?
Ifcashtransactionsaremorecommoninyourbusiness,youcansettheroundingruletothenearest dollarfortheCashpaymenttype. Tochangetheroundingforthepaymenttype,gototheSetupmenuandchooseOptions.TheGeneral Optionswindowappears.ChoosePaymentType.ThePaymentTypewindowappears.SelecttheCash paymenttypeandclickEdit.SettheRoundtonearestoptionto$1.00andclickOK. Whenasaleismade,RetailManagerwilldisplaytheroundingamountintheDiscountfield.Ifyoudont wanttoroundthetotal,simplydeletetheamountintheDiscountfieldandprocessthesaleasnormal.

I need to sell a new item which has just arrived, but it is part of a delivery of 237 items. Do I have to receive all the items prior to selling the one I need now?
No.AssoonasyouhavecreatedastockitemintheGoodsReceivedorStockwindow,youcangotothe Saleswindowandsellit.However,thequantityofthestockitemwillnotbeincreaseduntilyoucommit theGoodsReceived .

When recording a Goods Returned transaction, no invoice number appears when I enter the stock item bar code
Thismeansthatthestockitemthatyouarereturninghasneverbeenreceivedfromthatsupplier.

Whats the fastest way to receive 4 pairs of jeans in 3 different sizes into stock?
YoucanclicktheDuplicateStockbuttonintheGoodsReceived windowtoquicklycreateoneormore duplicatesofanitem.Fordetails,seeToaddduplicatestockitemsintheGoodsReceivedwindowon page 134. Creatingduplicatesisevensimpler ifyouhavealreadysetupadepartmentwithappropriatecategories (size,forexample).YoucanusetheDepartments&CategoriesAssistanttosetupdepartmentsand categories.Fordetails,seeMaintainingstockitemsonpage 91.

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How do I work out the most profitable product mix for the store?
UsetheProfitreports,particularlytheProfitbySupplierreport,whichanalysestheturnoverand profitabilityofeachsupplier.Thisinformationcanbeofmoreusethanknowingthesalesperformance ofaspecificstockitemoveraperiodoftime.

I have received a part quantity of an item8 1/2 kilos of birdseed. How do I enter it in RetailManager?
Ifthisis:

anewproduct,andyouarereceivingitthroughGoodsReceived,choosetheextendedstock creationoptionandselecttheAllowFractionalQuantitiesoption(intheCreateNewStockItem window).Thenenter8.5intheQtyfieldintheGoodsReceivedwindow. anexistingproduct,bringuptheitemrecordintheStockwindow,andselecttheAllowFractional Quantities option.Thenenter8.5intheQtyfieldintheGoodsReceivedwindow.

Stocktake
I committed the stocktake by accident and now I have zeroed all my stock quantities. How can I recover them?
Justbeforeyoucommitastocktake,MYOBRetailManagermakesabackupofyourrecent.mdb, offline.mdbandarchive.mdbfilesintheStocktakeBackupfolder withinyourshopfrontfolder.Restore thesefiles.SeeMaintainingyourshopfrontdatabaseonpage 276 formoreinformation.

After committing the stocktake, I noticed that some products were not counted. Do I have to do another complete stocktake?
No.YoucanmakesingleitemadjustmentsusingtheSingleItemStocktakefunction.Formore informationseeAdjustingstocklevelsofasingleitemonpage 175.

What do I do if I entered a count of 90 when I should have entered only 9?


Ifyouhaventalreadycommittedthestocktake,clicktheincorrectlineinthestocktakegridandenter thecorrectcount. Ifyouhavealreadycommittedthestocktake,youwillneedtomakeasingleitemadjustment.Formore informationseeAdjustingstocklevelsofasingleitemonpage 175.

Each stock item is located in many places in my shophow can I see if I have double-counted an item?
ByclickingontheDescriptioncolumnheaderinthestocktakegrid,thegridwillbesortedby description.Youwillnowbeabletoviewallthecountsofaparticularstockitem.

How do I monitor stock shrinkage through shoplifting?


Youcanmonitorstockshrinkagebyregularlyrunningpartialstocktakesfortherelevantdepartmentor category.Thisisamucheasierandfasteroptionthanrunningacompletestocktake.

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YoucanalsoruntheShortagesreport.Thisreportdisplaysanyshortagesinstockquantitiesforthe selectedcategoryorcustomfields.SeeReportsbelowformoreinformation.

How can I remove stock from inventory without creating a sale?


YoucanmakeasingleitemadjustmentusingtheSingleItemStocktakefunction.Formoreinformation seeAdjustingstocklevelsofasingleitemonpage 175.

Stock window
The Audit tab of the Stock window shows that I have sold 3 of an item but I still have 3 in stock when I should have zero
TheStaticQuantityfieldmayhavebeensetwhenthesalesweremade.Tocorrectyourstocklevels, makeanadjustmentintheSingleItemStocktakewindow.FormoreinformationseeAdjustingstock levelsofasingleitemonpage 175.

When I scanned an item in the Sales window, RetailManager told me that the item could not be found
Youhaveeitherdeletedtheitemoroptedtohideitinsearchesandreports.Entertheitembarcodein theStockwindow.Iftheitemwasnotdeleted,theitemdetailswillbedisplayed.DeselecttheHidein Searches/Reportsoption.

We have a code 345 which is used for BIC Black Pen and another staff member created code 784 for exactly the same item. How can I move all the data from one into another?
YoucandothisintheMerge/DeleteRecordswindow.FormoreinformationseeMergingstockitems onpage 120.

The supplier has changed the product code of an existing item, so when I attempted to receive it, RetailManager told me that it was a new item. How can I change this products code so I dont end up with two?
YoucandothisintheReallocateNumberswindow.FormoreinformationseeReallocatingbarcodes onpage 150.

How can I change the quantity of a product in the Stock window?


YoucantchangethequantityofastockitemdirectlyintheStockwindow.Stockitemquantities changeinresponsetoSales,GoodsReceivedandGoodsReturnedtransactions,orwhenyoudoa stocktake(seeStocktakingandstockadjustmentonpage 165)ormergestockitems(seeMerging stockitemsonpage 120).

STOCKWINDOW

3 6 5

When viewing the Audit tab in the Stock window, I want to see all of the Goods Received together
ClicktheTrn(Transaction)headerandthegridwillbesortedinalphabeticorderofTrn.ThusallSales, GoodsReceived,andsoon,willbegroupedtogether.Thissortmethodworksinothergridstoo.By default,thegridissortedbydate.

How can I delete a category heading?


Youcannotdeleteacategoryheading.Youcan,however,renametheheading,removeitfroma department,orchangethevaluesthatbelongtoit.

Can I have Supplier A as my default supplier for a product, and also receive the product occasionally from Suppliers B and C?
Yes.RetailManagerallowsyoutoreceiveproductsfromsuppliersotherthanyourdefaultsupplier. Whentheproductisreceivedfromadifferentsupplier,analertmessageappearstomakeyouawareof this.SimplyclickOKtocontinue.

I sell books and want to record the publisher of each book. I dont want to enter it as part of the Description
IntheSecurityOptionswindow,labeloneoftheStockCustomfieldsPublisher.ThePublisherfield appearsintheStockandCreateNewStockItemwindows.Recordthepublisherofeachbookhere.

How do I sell a hat, overcoat, and a pair of gloves as a package?


CreateastockitemusingadescriptivenamesuchasClothingPackage,andselectthePackageoption toflagthisitemasapackage.Formoreinformationaboutgroupingstockitemsasapackage,see Packagesonpage 113.

I want to remove a component from a package and add another


SeeToupdatepackagedetailsonpage 115.

I receive a product from several suppliers. How can I find out who gives me the best deal?
TheSuppliertabintheStockwindowlistsallthesuppliersyouhavereceivedtheproductfrom, togetherwiththecostoftheproduct.

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Reports
When viewing reports, the date is too small to read
IncreasethezoompercentageintheZoomfield( )locatedatthetopoftheReportswindow. For moreinformationseeUsingtheMYOBRetailManagerreportvieweronpage 266.

I am viewing the Whats in Stock report. I have over a thousand products in inventory. How do I find a particular item in the list?
Clickthesearchicon( )atthetopoftheReportswindow.FormoreinformationseeUsingthe MYOBRetailManagerreportvieweronpage 266.

How do I open a report in Excel?


Clicktheexporticon( )atthetopoftheReports windowandselectExcelastheexportformat. SelectApplicationintheDestinationfieldandclickOK.ThereportwillopeninExcel.Formore informationseeUsingtheMYOBRetailManagerreportvieweronpage 266.

Can I conduct a customer survey using RetailManager?


Yes.LabeltheCustomfieldintheSaleswindowSurvey(seeCustomoptionsonpage 39)andenter thecustomerssurveyresponsesinthisfieldduringasale.RuntheSurveyreporttoviewthecountfor eachsurveyresponse.

My system slows down when I run a report. How can I improve the speed?
Youcanimprovethespeedbystoringyourolddataoffline.SeeStoringdataofflineonpage 282for moreinformation.AlsoseeImprovingtheperformanceofRetailManageronpage 316forgeneral informationaboutrunningRetailManageratoptimalspeed.

General
My system slows down when I commit a transaction. How can I improve the speed?
Youcanimprovethespeedbystoringyourolddataoffline.SeeStoringdataofflineonpage 282for moreinformation.AlsoseeImprovingtheperformanceofRetailManageronpage 316forgeneral informationaboutrunningRetailManageratoptimalspeed.

When I do a cashup the expected takings dont equal my sales


Theexpectedtakingsincludealllaybysanddebtorpayments.Asthesearenotregardedassalesin RetailManager(laybysarenotregardedassalesuntilthelaybyhasbeenfullypaidoffandthegoods takenbythecustomer),thetakingswillnotequalsales.Accountsalesaretreatedassalesbutno

REPORTS

3 6 7

moneyistaken,thussalesmaynotequalexpectedtakingswheneverlaybys,debtorpaymentsor accountsalesareinvolved.

When I do a cashup, where are the backups that are created stored?
RetailManagercreatesseparatebackupsforeachcashdrawerandputsthebackupsintofolderscalled MondayBackup\DrawerA,TuesdayBackup\DrawerA,andsoononeforeachdayoftheweek. ThesearelocatedwithinyourShopfrontfolderintheRetailManagerprogramfolder,andare overwritteneachweek.

I get a Unrecognised Database Format error message


Ifthepowercableisdisconnectedfromyourcomputerwhileyouarecommittingastocktake,youwill receivetheUnrecognisedDatabaseFormaterrormessagewhenRetailManagerisrestarted. Rebuildandcompactyourdatabase(seeRebuildingandcompactingyourshopfrontdatabaseon page 279).Ifthisdoesnotwork,youwillneedtorestorefromabackup(seeRestoringyourshopfront fromabackupfileonpage 279),orcontactyourMYOBRetailManagerProfessionalortechnical support.

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A: Setting up
hardware
Thissectiondescribeshowtosetupyourhardwaredevicesdocketprinter,cashdrawer,poledisplay, terminal,scalesandbarcodescanner. WerecommendthatyouseekassistancefromanMYOBRetailManagerProfessionalorspecialist reseller,tomakesurethatyourretailsystemissetupandconfiguredproperlytobestmeetyourneeds. Wehaveendeavouredtoincludeasmuchinformationaspossibleaboutconfiguringyourhardwarefor MYOBRetailManager.Thisinformationshouldbeusedinconjunctionwiththedocumentation suppliedwithyourhardware,andanyadviceobtainedfromyourMYOBRetailManagerProfessionalor specialistreseller. Beforeyousetupyourhardware Toensurethatyourhardwaredevicesareidentifiedand configuredcorrectlyinRetailManager,connectthemtoyourcomputerandturnthemon.
NOTE : CommunicationportsandUSBports Manyof theretailhardwaredevices that youcanconnectto yourRetailManagercomputerrequireadedicatedcommunicationport(COMport)oraUSBport.Ensureyour computerhasenoughCOMportsandUSBportstosupportthehardwareyourequire.

Thefollowingtopicsareincludedinthissection.
Topic
Control codes Settingupadocketprinter Settingupacash drawer Settingupapoledisplay Settingupabar codescanner SettingupaconnectedEFTPOSterminal Settingupscales Convertingtocontrol codes Workingwithadditionalhardware Workingwithprogrammablekeyboarddevices

See
page 370 page 371 page 377 page 380 page 382 page 383 page 385 page 387 page 391 page 392

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Control codes
[ComPortsandParallelportsonly]Hardwaredevicessuchascashdrawers,docketprinters,scalesand poledisplaysrequireasignaltobesentfromthecomputer(towhichtheyareconnected),inorderto performaspecifictask.Forexample,thedocketprinterrequiresonesignalfromthecomputerto activatethepapercutter,andanothersignaltoprintinasecondcolour. Thesesignalsaresentfromyourcomputertoyourdocketprinterintheformofcontrolcodes.Your printerdocumentationwillpresentthesecontrolcodesinoneofthefollowingformats:ashexvalues, asdecimalvalues,orascontrolcharacters. YouwillneedtoenterthesecontrolcodesinRetailManageraspartoftheprocessofconfiguringyour docketprinter. ControlcodescanonlybeenteredascontrolcharactersinRetailManager:

Ifyourhardwaredocumentationpresentscontrolcodesascontrolcharacters,youcanenterthem directlyinRetailManager. Ifthedocumentationpresentsthemashexordecimalvalues,youwillfirstneedtoconvertthese valuestocontrolcharactersbeforeenteringtheminRetailManager. Forexample,yourcashdrawermanualstatesthatthecodetoopenthecashdraweris12H (whereHindicatesHex).Thishexvalue,whenconvertedtoacontrolcharacter,isCTRL+R,whichis thevalueyouneedtoenterinRetailManager.

Wehavetriedtomakethisprocessassimpleaspossible.Thecontrolcodesforsomecommonbrands ofhardwaredeviceswillappearautomaticallyintheMYOBRetailManagerHardwarewindow.We havealsoprovidedaconversionchartinthissectiontohelpyouconverthexanddecimalvaluestothe formatusedinRetailManager.Fortheconversionchart,alongwithfullinstructionsonhowtoconvert tocontrolcodesandentertheminRetailManager,seeConvertingtocontrolcodesonpage 387. Notethatwhilethecontrolcodeswehaveprovidedwereaccurateatthetimeofwriting,thesevalues aresubjecttochangebymanufacturers.Werecommendthatyoucheckwithyourhardware documentationorhardwaresupplier. Notealsothatduetodifferencesbetweenindividualcomputersandoperatingsystems,special charactersmaynotbedisplayedcorrectlyonyourmachinewhenyouenterthemintherequiredfield oftheMYOBRetailManagerHardwarewindow.Thisdoesnotmeanthatthecodeyouhaveenteredis incorrect,onlythatitisnotbeingdisplayedcorrectlyonyourmachine.RetailManagerrecordsthecode asyoutypeit,notnecessarilyasitisdisplayedonscreen.

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Setting up a docket printer


MYOBRetailManagerworkswiththemajorityofdocketprinters.RetailManagersupportstwodocket widths:40columnandA4(80column).Amaximumof40characterscanbeprintedonasinglelineina 40columndocket. Inadditiontoyoursalesdockets,youcanalsoprintyourlaybydockets,invoices,payments,goods receivedandreturned,andordersonyourdocketprinter.
NOTE :

Troubleshootingdocketprinters

SeeDocketprintersonpage 326fortroubleshootingtips.

Serialandparallelportprinters Youcanconnectadocketprintertoyourcomputerusingeithera serial(COM)portoraparallel(LPT)port.Thenumberofprintersyoucanconnectdependsonthe numberofportsyouhaveavailableonyourcomputer.Forexample,youwillneedtwoparallelportsto runareportprinterandadocketprinterusingparallelports. Ifyouareusingaserialprinter,makesuretheserialcablesuppliedcomesfromtheprinter manufacturer,asotherserialcablesmaynotwork. Ifyouareusingeitheraserialorparallelport,donotinstallanydriversincludedwithyour printerRetailManagercommunicateswiththeprinterdirectly. Ifyourdocketprinterhasacashdrawerconnectedtoit,youmustselectthesameportforboth.For example,ifyouconnectyourdocketprintertoaserialport,youmustselectthisserialportin RetailManagerforbothyourdocketprinterandcashdrawer. USBPrinter IfyouareusingaUSBdocketprinter,youneedtoinstallthedriversoftwaresupplied withyourdocketprinter.Followtheinstructionsfromyourmanufacturertoinstallthedriversoftware. DocketprinterfeaturessupportedbyRetailManager printerfeatures:

RetailManagersupportsthefollowingdocket

papercutterRetailManagersupportsbothperforatedcutandfullcut. normalwidthanddoublewidthprinting. blackinkandredink(secondcolourprinting). Noteveryfeatureissupportedbyeverydocketprinter. ThesefeaturesareactivatedbyenteringasetofcontrolcodesinRetailManager(seeControl codesonpage 370andConvertingtocontrolcodesonpage 387formoreinformation). Thesecodesvaryfromprintertoprinterandshouldhavebeensuppliedwithyourdocketprinter. Forsomecommondocketprintermodels,RetailManagerprovidesthecontrolcodesinthe appropriatefields.Refertoyourprinterdocumentationandcheckthatthesevaluesarecorrect.

Notethefollowingpointsaboutthesefeatures:

MostdocketprintersrequireyoutoenteranOncontrolcodetoactivateafeature(forexample, doublewidthprinting)andanOffcontrolcodetoturnoffthefeature.

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IfyourprinterrequiresbothOnandOffvalues,entertheminthefieldsprovided.Someprinters requireonlytheOn controlcode(thefeatureisturnedoffautomatically).Inthiscase,youwould enteronlytheOnvalueinRetailManagerandleavetheOfffieldblank.

Ifyoudontrequireasupportedfeature,simplydeletethecontrolcodesdisplayedinthefields.

To set up your docket printer


NOTE : TosetupaPosiflexPP8000USBthermaldocketprinter ForinformationonsettingupaPosiflexPP 8000USBthermaldocketprinter,gotomyob.com.au/supportnotesandviewsupportnote9374.For troubleshootingseeMyPosiflexPP8000USBthermaldocketprinterdoesnotworkinRetailManageron page 331.

[USBdocketprintersonly]Installthedriversoftwaresuppliedwithyourprinter.Followthe instructionsfromyourmanufacturertoinstallthedriversoftware. GototheSetupmenuandchooseHardware.TheMYOBRetailManagerHardwarewindow appears. ClickontheDocketPrintertab.TheDocketPrinterwindowappears.

SelecttheUseDocketPrinteroption.

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Fromthedropdownlist,selecteithertheSerial/ParallelPrinterorUSBPrinteroption.
Ifyouselectedthis...
Serial/ParallelPrinter

Dothis...
1

ClickintheModel fieldandselectyourdocketprintermodelfromthelist. Ifyourprintermodelisnotlisted,selectOther. Ifyourprintersupportssecondcolourprinting,doublewidthprintingora papercutter,thecontrolcodesrequiredtoactivatethesefeaturesare displayedintheappropriatefields.

ClickinthePrinterPort fieldandselecttheportfromthelist. Ifyouwanttoautomatically searchforyourdocketprinter,clickSearch. RetailManagersearchesforprintersphysicallyconnectedtoyourcomputer and,ifyouareusingaLocalAreaNetwork(LAN),printersavailableoverthe network.Whenthesearchiscomplete,selectyourprinterfromthePort list. Ifyourdocketprinterisconnectedtoyourserialport,clickSettingsand completetheBaudRate,DataBits,Parity,StopBitsandFlowControl fields.Then,clickApply.Youcanfindthevalues forthesefieldsinyour printerdocumentation. Separateport IfyouareusingotherRetailManager hardware(suchasapoledisplayorEFTPOSterminal)thatusesthe same typeofportasyourdocketprinter,makesureyouhave separateportsavailableforyourotherhardware.
NOTE :

USBPrinter

ClickintheModel fieldandselectyourdocketprinterfromthelist. Ifyourprintersupportssecondcolourprinting,doublewidthprintingorapaper cutter,thecontrolcodesrequiredtoactivatethesefeaturesaredisplayedinthe appropriatefields.

SelecttheActivateoptionandselecteitherHalfCutorCuttoactivatethepapercutter.
NOTE :

Nopapercutter

DeselecttheActivateoptionifyourprinterdoesnothaveapapercutter.

RetailManagerdisplaysthePaperCuttercontrolcodesforyourselectedprinter.Checkthatthese valuesarecorrectandchangethemifrequired. [SerialandParallelportprintersonly]IfyouselectedOtherasyourprintermodel,enterthe correctcontrolcodesinthePaperCutterfields.Refertoyourprinterdocumentationforthese values. IntheLinestoadvancebeforecutfield,enterthenumberoflinesyouwantthedockettoadvance beforeitiscut.Therecommendednumberoflinesis10. ClickTesttomakesureyourpapercutterisfunctioningcorrectlyasperyourspecifications.


7

RetailManagerdisplaysthedoublewidthprintingcontrolcodesintheDoubleWidthOnandOff fieldsforyourselectedprinter.Checkthatthesevaluesarecorrectandchangethemifrequired. [Serialandparallelportprintersonly]IfyouspecifiedOtherasyourprintermodel,findthese codesinyourprinterdocumentationandenterthemintheappropriatefields.

ClickTest tomakesureyourprinterisprintingdoublewidth.Onthedocketthatisprinted,thefirst lineDoubleWidthOnshouldbeprintedindoublewidth,andthesecondlineDoubleWidthOff shouldbeprintedinnormalwidth.

SETTINGUPADOCKETPRINTER

3 7 3

Doublewidthprinting Ifyoudonotrequiredoublewidthprinting,deletethevaluesinthe DoubleWidthOnandOfffields.


NOTE :

RetailManagerdisplaysthesecondcolourprintingcontrolcodesintheSecondColourOn/Off fieldsforyourselectedprinter.Checkthatthesevaluesarecorrectandchangethemifrequired. [Serialandparallelportprintersonly]IfyouspecifiedOtherasyourprintermodel,findthese codesinyourprinterdocumentationandenterthemintheappropriatefields.

10

ClickTesttomakesureyourprinterisprintinginasecondcolour.Onthedocketthatisprinted,the firstlineSecondColourOnshouldbeprintedinthesecondcolouravailable,andthesecondline SecondColourOffshouldbeprintedinblack.


NOTE : Secondcolourprinting If youdonotrequiresecondcolourprintingoryouareusingasingle colourribbon,deletethevaluesintheSecondColourOn/Offfields.Ifyourprintercannotprintintwo colours,donotenteranyvaluesintheSecondColourOn/Offfields.

11 12

ClickApplytosaveyourchangesandClosetoclosethewindow. Specifythetypeofdocketsyouwanttoprinttoyourdocketprinter.For moreinformation,seethe followingsection.

Setting up printing options


Onceyouhavesetupyourhardwaresettingsforyourdocketprinter,youneedtospecifythetypeof docketsyouwanttoprinttoitsalesdockets,invoices,orders,payments,etc.Thisisdonebyselecting theDocket(40column)optionforeachdockettypeinthePrintingOptionswindow.Forfull instructionsonsettingupyourprintingoptions,seePrintingoptionsonpage 31.

Sharing docket printers (serial printers only)


Youmaywanttoshareadocketprinterbetweentwoormoretills.MYOBRetailManagerallowsyouto sharebothdocketandreportprintersbetweentills. Whenyoushareadocketprinterbetweentills,theprinterfeaturesneedtobeactivatedlocallyineach computer.Notethatyoudonothavetospecifythesamesettingsforeachcomputer.Forexample, ComputerAcanopttoturnoffsecondcolourprintingandselectaperforatedcut,whileComputerB canprintinsecondcolourandselectafullcut.Formoreinformationonactivatingthesedocketprinter features,seeSettingupadocketprinteronpage 371. Toshareadocketprinterbetweentwotillsinstalledondifferentcomputersforexample,Computer A andComputer Byouneedtodothefollowing:

Step1 Installthegenericprinterdriveronthecomputerthedocketprinterispluggedinto (ComputerA).MaketheGeneric/TextOnlyprinterasharedprinter,andgrantComputerB permissiontoprinttoit. SeeInstallagenericprinterdriverandsharetheprinteronpage 375. Step2OnComputerB,startupRetailManagerandselectthesharedGeneric/TextOnly printer thatyousetuponComputerA. SeeTask 2: SelectthesharedprinterinRetailManageronpage 376.

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Task 1: Install a generic printer driver and share the printer


Windows Vista
1

ClicktheWindowsStartbuttonatthebottomleftcornerofthewindowandthenclickControl Panel.TheControlPanelwindowappears. ClickHardwareandSoundandthenclickPrinters .ThePrinterswindowappears. IfthereisaniconinthiswindowcalledGeneric/TextOnly, thenyourGeneric/TextOnlyprinter isalreadysetup.Readstep 4tomakesurethatyouhavethecorrectsettings,thengotostep 5. IfthereisnoGeneric/TextOnlyicon,thenyouwillneedtocreateit.Continuewiththis procedure.
NOTE : Shareddevicemustbeinthesamenetworkdomain Youneedtomakesurethatthe computerthedocketprinterisconnectedtoisinthesamedomainasthecomputersthatwillbe sharingtheprinter.

3 4

ChooseAddaprinter.TheAddPrinterwindowappears. CompleteeachstepintheAddPrinterwindow. Generally,thefollowingsettingsshouldbechosenwhendefiningtheprinter.NotethattheAdd PrinterwindowmayrequesttheWindowsCDROMduringinstallation. a ChooseAddalocalprinter. b Selecttheporttheprinterisconnectedto. c SelectGenericintheManufacturerlist.Generic/TextOnlyshouldbehighlightedinthePrinters list. d Confirmtheprintername. e WhenyouclickFinish,theGeneric/TextOnlyiconshoulddisplayedinthePrinterswindow.

Maketheprintersharedbydoingthefollowing: a HighlighttheGeneric/TextOnlyicon,rightclickandchooseProperties. b ClicktheSharingtabandthenclickChangeSharingOptions.Ifyouarenotloggedinas Administrator,youwillbepromptedtoentertheAdministratorpassword. c ClicktheSharethisprinteroptionandenteraSharename.Thisnamewillappearastheprinter nameonthenetwork.Makesureyouenteranamethatalluserscanidentifyeasily.Donotuse anyapostrophesorspaceswhenenteringasharename. ClickApply. ClickOKtoclosetheprintersPropertieswindow.

6 7

Windows XP
1

ClicktheWindowsStartbuttonatthebottomleftcornerofthewindowandthenclickPrintersand Faxes.ThePrintersandFaxeswindowappears. IfthereisaniconinthiswindowcalledGeneric/TextOnly, thenyourGeneric/TextOnlyprinter isalreadysetup.Readstep 3tomakesurethatyouhavethecorrectsettings,thengotostep 4. IfthereisnoGeneric/TextOnlyicon,thenyouwillneedtocreateit.


NOTE : Shareddevicemustbeinthesamenetworkdomain Youneedtomakesurethatthe computerthedocketprinterisconnectedtoisinthesamedomainasthecomputersthatwillbe sharingtheprinter.

SETTINGUPADOCKETPRINTER

3 7 5

2 3

GototheFilemenuandchooseAddPrinter.TheAddPrinterWizardstarts. CompleteeachstepoftheAddPrinterWizard. Generally,thefollowingsettingsshouldbechosenwhendefiningtheprinter.NotethattheAdd PrinterWizard mayrequesttheWindowsCDROMduringinstallation. a ChooseLocalprinterattachedtothiscomputer. b UsethearrowkeystoselectGenericintheManufacturerlist.Generic/TextOnly shouldbe highlightedinthePrinterslist. c Selecttheporttheprinterisconnectedto. d Confirmtheprintername. e WhenyouclickFinish ,theGeneric/TextOnlyiconappearsinthePrintersandFaxeswindow.

Maketheprintersharedbydoingthefollowing: a HighlighttheGeneric/TextOnlyicon,gototheFilemenuandchooseProperties. b ClicktheSharingtab,clicktheSharethisprinteroptionandenteraSharename.Thisnamewill appearastheprinternameonthenetwork.Makesureyouenteranamethatalluserscan identifyeasily.Donotuseanyapostrophesorspaceswhenenteringasharename. ClickApply. ClickOKtoclosetheprintersPropertieswindow.

5 6

Task 2: Select the shared printer in RetailManager


Youhaveinstalledthegenericprinterdriveronthecomputerthedocketprinterisconnectedto,made theprintershared,andgrantedpermissiontootheruserstoprinttoit.Thenextstepistoselectthe sharedprinterineachcomputerthatwillbesharingit.

To select the shared printer


1

GototheSetupmenuandchooseHardware.TheMYOBRetailManagerHardwarewindow appears. SelecttheSerial/ParallelPrinteroption ClicktheDocketPrintertabandselecttheUseDocketPrinteroption. SelectyourprintermodelfromtheModeldropdownlist. ClickinthePrinterPort fieldandselectthesharedprinterfromthedisplayedlist.Theprintername willappearas,forexample,\\Jupiter\GenericText,whereJupiteristhenameofthecomputer thedocketprinterisconnectedtoandGenericTextisthenameofthesharedprinter.


Selectingcorrectprinter MakesureyouselecttheSHAREDprinter.Thisprintershouldnotbe confusedwiththelocalGeneric/TextOnlyprinterthatyoumayhavesetuponyourcomputer.
NOTE :

2 3 4 5

Completetheotherfieldsinthiswindowasrequired.SeeSettingupadocketprinteronpage 371.
PrintingOptions Youneedtosetprintingoptionsindividuallyforeachcomputer.Formore information,seePrintingoptionsonpage 31.
NOTE :

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Setting up a cash drawer


MYOBRetailManagersupportstwotypesofcashdrawers:

cashdrawersconnectedtothedocketprinter(seeCashdrawersconnectedtoadocketprinteron page 378) cashdrawersconnecteddirectlytoaportofyourcomputer(seeCashdrawersconnectedtoa serialorparallelportonpage 379).

Werecommendacashdrawerconnectedviaadocketprinter,becausethiswayyouwouldhaveone lessdeviceconnectedtothecomputer. WhensettingupacashdrawerinRetailManager,youneedtospecifythecontrolcodesrequiredto openthecashdrawer.Formoreinformation,seeControlcodesonpage 370.Forfullinstructionson howtoentercontrolcodesinRetailManager,seeConvertingtocontrolcodesonpage 387.


NOTE :

Troubleshootingcashdrawers

SeeCashdrawersonpage 324fortroubleshootingtips.

Serialcashdrawers Cashdrawersrelyonreceivingasignalfromthecomputerandusethissignalto activatethedrawer.Mostcashdrawersrequirethesignaltobesentonlyonceinordertoopen.Some serialcashdrawers,however,requirethesignaltobesentrepeatedly,thenumberofrepeatsvarying fromcashdrawertocashdrawer.


Cashdrawersrequiringmultiplesignals multiplesignals,forusewithRetailManager.
NOTE :

Wedonotrecommendserialcashdrawersthatrequire

WhensettingupyourcashdrawerinRetailManager,ifyourcashdrawerdoesnotrespondtoasingle signal,wesuggestthatyouincreasethevalueintheMultiplierfield.TheMultiplierfielddisplaysthe numberoftimesasignalissentfromthecomputertothecashdrawer.Ifthereisnoresponse, incrementthevaluebyfiveeachtimeuntilyouestablishthecorrectnumberofsignalsrequiredto openyourcashdrawer. Cashdrawersinanetwork RetailManagerallowsyoutocashupallyourcashdrawerseither togetherorseparately. IfyouarerunningRetailManageronanetwork,howyoucashupyourclientcomputersdependson whatcashdraweryouspecifyforeachclientcomputer:

Specifyingthesamecashdraweridentifier foranyorallofyourclientcomputersallowsyoutocash upthesecomputerstogetherattheendoftheday.Youcandothisfromanyoneofthecomputers thatsharethesamecashdrawer. Evenifyourserverdoesnthaveacashdrawerattached,youcanstillcashupotherclient computersfromtheserverbyspecifyingacashdrawerinRetailManagerfortheserver.

Specifyingadifferentcashdraweridentifierforeachclientcomputer,suchasCashDrawerA,B,C, andsoon,allowseachclientcomputertobecashedupseparately.

SETTINGUPACASHDRAWER

3 7 7

Cash drawers connected to a docket printer


Yourcashdrawercanbeconnectedtoaserialprinter,aparallelprinteroraUSBprinter.
NOTE :

Checkconnections Makesureyourcashdrawerispluggedintoyourdocketprinter.

To set up a cash drawer connected to a serial printer


1

GototheSetupmenuandchooseHardware.TheMYOBRetailManagerHardwarewindow appears. MakesuretheCashDrawertabisselected. SelecttheUseCashDraweroption. IntheCashDrawerModelfieldselectCashDrawerConnectedtoSerialPrinter. ClickinthePrinterPortfieldandchoosetheserialportyourdocketprinterisconnectedto,from thedropdownlist. ClickSettings.Theportpropertiesaredisplayed.RetailManagerusestheWindowsdefaultport properties.However,insomecases,thedefaultbitpersecond(orbaud)rateof9600maynot work;ifthishappens,try4800or2400.Refertoyourcashdrawerdocumentationformore information. ChoosethedocketprintermodelfromtheModeldropdownlist.Ifyourprinterisnotlisted,select Other. TheTriggerfielddisplaysthecontrolcodesrequiredtoopenthecashdrawer.Refertoyourcash drawerdocumentationandcheckthatthesevaluesarecorrect.Changethevaluesifrequired. IfyouselectedOtherasyourprintermodel,enterthecontrolcodestoactivateyourcashdrawer intheTriggerfield.Refertoyourcashdrawerdocumentationforthissetting.

2 3 4 5

8 9

ClickTest.Ifallsettingshavebeenenteredcorrectly,thecashdrawerwillopen. ClickApplytosaveyoursettingsandclosethewindow.

To set up a cash drawer connected to a parallel printer


1

GototheSetupmenuandchooseHardware.TheMYOBRetailManagerHardwarewindow appears. MakesuretheCashDrawertabisselected. SelecttheUseCashDraweroption. IntheCashDrawerModelfieldselectCashDrawerConnectedtoParallelPrinter. ClickinthePrinterPortfieldandchoosetheparallelportyourdocketprinterisconnectedto,from thedropdownlist. ChoosethedocketprintermodelfromtheModellist.Ifyourprinterisnotlisted,selectOther. TheTriggerfielddisplaysthecontrolcodesrequiredtoopenthecashdrawer.Refertoyourcash drawerdocumentationandcheckthatthesevaluesarecorrect. IfyouselectedOtherasyourprintertype,enterthecontrolcodesintheTriggerfieldtoactivate yourcashdrawer.Refertoyourcashdrawerdocumentationforthissetting.

2 3 4 5

6 7

8 9

ClickTest.Ifallvalueshavebeenenteredcorrectly,thecashdrawershouldopen. ClickApplytosaveyoursettings,andclosethewindow.

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To set up a cash drawer connected to a USB printer


Beforesettingupyourcashdrawer,makesureyourUSBdocketprinterhasbeensetup.SeeTosetup yourdocketprinteronpage 372.
1

GototheSetupmenuandchooseHardware .TheMYOBRetailManagerHardwarewindow appears. MakesuretheCashDrawertabisselected. SelecttheUseCashDraweroption. IntheCashDrawerModelfieldselectCash DrawerConnectedtoUSBPrinter. YourUSBdocketprinterappearsintheUSBPrinterfield. TheTriggerfielddisplaysthecontrolcodesrequiredtoopenthecashdrawer.Refertoyourcash drawerdocumentationandcheckthatthesevaluesarecorrect. ClickTest.Ifallvalueshavebeenenteredcorrectly,thecashdrawershouldopen. ClickApplytosaveyoursettings,andclosethewindow.

2 3 4 5 6

7 8

Cash drawers connected to a serial or parallel port


Yourcashdrawercanbeconnecteddirectlytoaserialorparallelportonyourcomputer.

To set up a cash drawer connected directly to a port


1

GototheSetupmenuandchooseHardware .TheMYOBRetailManagerHardwarewindow appears. SelecttheCashDrawertab.TheCashDrawerviewappears.

3 4

SelecttheUseCashDraweroption. IntheCashDrawerModelfield,select: Parallel PortCashDrawer,ifthecashdrawerisconnecteddirectlytoaparallelport.Clickinthe ParallelPortfieldandselecttheportthecashdrawerispluggedinto.Gotostep 7. SerialPortCashDrawer,ifthecashdrawerisconnecteddirectlytoaserialport.Clickinthe SerialPortfieldandselecttheportthecashdrawerispluggedinto.

SETTINGUPACASHDRAWER

3 7 9

Ifyouareusingaserialportcashdrawer,clickSettingsandentertheBaudRate,DataBits ,Parity, StopBitsandFlowControldetails.Then,clickApply.Refertoyourcashdrawerdocumentationfor thesesettings. TheTriggerfielddisplaysthecontrolcodestoactivatethecashdrawer.Refertoyourcashdrawer documentationandcheckthatthesevaluesarecorrect. Ifyouareusingaserialportcashdrawer,enterthemultiplierintheMultiplierfield.Themultiplier isthenumberoftimesasignalneedstobesentfromthecomputertoopenthecashdrawer. ClickTest.Ifallsettingshavebeenenteredcorrectlythecashdrawerwillopen. ClickApplytosavethesettings,andclosethewindow.

8 9

Setting up a pole display


Apoledisplaydisplaystheproductdescription,currentprice,total,changedue,etc.tothecustomer whileasaleisinprogress. MYOBRetailManagersupportspoledisplayswithtworowsof20characterseachatotalof 40 alphanumericcharacters. Mostpoledisplayshaveanautomatictextwrapfeaturethatiswhenthelastcharacterisenteredon Line2ofthedisplay,thecursorautomaticallymovestothebeginningofthefirstlineandclearsitfor newtext.Somepoledisplays,however,requireasetofcontrolcodestobeenteredinRetailManager toenablethisfeature.Checkyourpoledisplaydocumentationforthesevalues.Formoreinformation oncontrolcodes,seeControlcodesonpage 370.Forfullinstructionsonenteringcontrolcodesin RetailManager,seeConvertingtocontrolcodesonpage 387. DonotinstallanydriversincludedwithyourpoledisplayRetailManagercommunicateswith compatiblepoledisplaysdirectly.Ifyoudohaveapoledisplaydriverinstalled,thisdrivermayinterfere withtheoperationofthepoledisplaywhenusingit.
NOTE :

Troubleshootingpoledisplays SeePoledisplaysonpage 334 fortroubleshootingtips.

Poledisplayscanonlybeconnectedtoaserialportonyourcomputer.

To set up the pole display


1

GototheSetupmenuandchooseHardware.TheMYOBRetailManagerHardwarewindow appears.

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ClickthePoleDisplaytab.ThePoleDisplayviewappears.

3 4

SelecttheUsePoleDisplay option. SelectyourpoledisplaymodelfromthePoleModellist.Ifyourpolemodelisnotlisted,select Other. SelecttheportyourpoledisplayisconnectedtofromtheSerialPort list.


NOTE : Separateport IfyouareusingotherRetailManagerhardwarethatusesthesametypeofport asyourpoledisplay(suchasadocketprinterorEFTPOSterminal),ensureyouhaveseparateports availableforyourotherhardware.

ClickSettings.CompletetheBaudRate,DataBits,Parity,StopBitsandFlowControlfieldswiththe settingsprovidedwiththepoledisplayandclickApply. Ifyourpoledisplaydoesnothavetheautomatictextwrapfeature,entertheappropriatecontrol charactersintheClearDisplayandResetCursorfields. RetailManagerdisplaysthecontrolcodesforthepoledisplaymodelsonthelist.Refertoyourpole displaydocumentationandcheckthatthesevaluesarecorrect.

SelecttheEnableoptionintheIdletimedisplaymessageframetoenableyourpoledisplayto showamessageduringidletime. Enterthenumberofsecondsthatthemessageshouldbedelayedbeforebeingdisplayed(setby defaulttotheminimumtimeof10seconds.) TypethedisplaymessageintheLine1andLine2 fields. Onceyouhaveenteredthecorrectsettings,clickTest totestyourpoledisplay.Thetextappearing intheTestInputfieldshouldappearinyourdisplay.Youcantypeanytextyouwantinthisfieldto testwhetheritappearsonthepoledisplay. ClickApplytosaveyoursettings,thenclosethewindow.

10 11

12

SETTINGUPAPOLEDISPLAY

3 8 1

Setting up a bar code scanner


Barcodescannerscanbeconnectedtoyourserialport,aUSBportorpluggedintothekeyboardport ofyourcomputerasakeyboardwedgedevice(aconnectionwherethescannerisconnectedtothe computerthroughthekeyboard). DonotinstallanydriversincludedwithyourscannerMYOBRetailManagercommunicateswiththe barcodescannerdirectly.
NOTE :

Troubleshootingbarcodescanners SeeScannersonpage 332fortroubleshootingtips.

To set up your bar code scanner


1

GototheSetupmenuandchooseHardware.TheMYOBRetailManagerHardwarewindow appears. ClicktheScannertab.TheScannerviewappears.

Selectyourscannertype.ClickintheScannerTypefieldandchoose: KeyboardWedgeifyourbarcodescannerispluggedintoyourkeyboard. Gotostep 7. Serial Scanner ifyour barcodescannerisconnectedtoaserialport. USBScanner ifyourbarcodescannerisconnectedtoaUSBport. [SerialScanneronly]SelectyourscannerModelfromtheScannerModeldropdownlist. [SerialScanneronly]SelecttheserialportyourscannerispluggedintofromtheSerialPort dropdownlist. [SerialScanneronly]ClickSettingsandcompletetheBaudRate,DataBits ,Parity,StopBitsand FlowControlfieldswiththesettingssuppliedwithyourscannerandclickApply. Testyourscannerbyscanningseveralbarcodes.ThebarcodevaluesshouldappearintheTest Inputfield.ClickCleartocleartheTestInputfield. ClickApplytosaveyoursettings,andthenclosethewindow.

4 5

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Setting up a connected EFTPOS terminal


MYOBRetailManagersupportsthefollowingtypesofEFTPOSterminals:

ANZPOSPlus CBAPremiumPlus DPSPaymentExpressIntegratedEFTPOS MYOBEFTPOS NABIntegratedviaPCEFTPOS PCEFTPOS StGeorgeIntegratedPOSSolution StGeorge/Bank SA(twoways) TyroIPEFTPOS Westpac(oneway) Westpac(twoways)

TheseterminalsconnecttothecomputerfromwhichyourunRetailManagerviaaserialcableand port.Theterminal,connectorsandsoftwarearesuppliedbyyourfinancialinstitutionandyoushould contactthemforinformationaboutconnectingtheterminal. IfyouareusingaDPSPaymentExpressIntegratedEFTPOSterminal IfyouareusingaDPS PaymentExpressIntegratedEFTPOSterminal,youwillneedtopurchaseanUninterruptiblePower Supply(UPS)touseinconjunctionwiththeterminalandRetailManager.TheUPSwillprovideeach connectedcomputerwithafewminutesworthofpowerinthecaseofapowerfailure.Formore informationaboutpurchasingandusingaUPS,contactyourhardwaresupplier. YouwillalsoneedtodefineaprinternamedReceiptinMicrosoftWindows.Todothis,eitheradda newdocketorA4printerinWindows,orrenameanexistingprinterasReceipt. NotethatyoucannotpreviewDPSPaymentExpressIntegratedEFTPOStransactions.

To set up your EFTPOS terminal


1

GototheSetupmenuandchooseHardware.

SETTINGUPACONNECTEDEFTPOSTERMINAL

3 8 3

ClickontheEFTPOStab.TheEFTPOSviewappears.

3 4

FromtheInstitution/Modellist,selecttheterminalmodel. FromtheSerialPort list,selecttheportyourterminalispluggedinto.


NOTE : Separateport If youareusingotherRetailManagerhardwarethatusesthesametypeofport asyourEFTPOSterminal(suchasapoledisplay),ensureyouhaveseparateportsavailableforyourother hardware.

ClickApplytosaveyoursettings,andclosethewindow.

Additional settings for Ingenico PC-EFTPOS, DPS Payment Express - Integrated EFTPOS and Tyro - IP EFTPOS terminals
IfyouhaveanIngenicoPCEFTPOSorTyroIPEFTPOSterminalandadocketprinter,youcanchooseto printyoursignatureslipsonthisdocketprinterinsteadofthedefaultdocketprinterspecifiedinthe SetuptabofthePrintingviewoftheOptions window.Todothis,choosetheUseDocketPrinterfor SignatureSlipoptionintheSettings tabofthePrintingviewoftheOptionswindow.SeePrinting optionsonpage 31formoreinformation. IfyouhaveanIngenicoPCEFTPOS,DPSPaymentExpressIntegratedEFTPOSorTyroIPEFTPOS terminal,youcanrestrictstafffromprocessingrefundsontheseterminalsbychoosingtheLock PCEFTPOS/DPSPaymentExpressIntegratedEFTPOS/TyroIPEFTPOSRefundsoptionintheSecurity window.SeeRestrictingstaffgroupprivilegesonpage 290forinformationaboutchoosingwhich functionsandwindowsyourstaffcanaccess.

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Setting up scales
MYOBRetailManagersupportsanumberofdifferentscalemodels,includingmodelsfrom Wedderburn,ToledoandMagellan.

Before you begin


Youwillneedtorefertothemanualprovidedwithyourscales.Ifyourequireassistancesettingup yourscale,contactthevendorofyourscaleoranMYOBRetailManagerProfessional.
NOTE :

Identifytheinterface(alsoreferredtoasprotocol)yourscaleuses Theinterfacereferstothe methodyourscaleusestocommunicatewithyourcomputer.Youneedtoidentifythetypeofinterface yourscaleuses.Youcandothisbycheckingthesettingsonyourscaleandthenreferringtothemanual providedwithyourscale. CheckthedefaultinterfaceusedinRetailManager Thetablebelowshowsthedefaultinterface usedinRetailManagerandtheWeightRequestCodethatcorrespondstothisinterface.Forexample,in RetailManager,theMagellanmodelhasbeenconfiguredtotheMettlerToledo8213interface,which correspondstoWeightRequestCodeW. Ifyourscaleisconfiguredtoadifferenttypeofinterfacethantheonelistedinthetable,youneedtodo oneofthefollowing:

reconfigureyourscalestomatchthedefaultinterfaceusedinRetailManager,or changethedefaultinterfaceinRetailManagertomatchtheinterfaceusedbyyourscale.
NOTE : Ifyouwanttochangethedefaultinterface,youmustchooseaninterfacethatmatchesthe WeightResponseDataFormatsusedinRetailManager.Refertothetablebelowforalistofdataformats usedinRetailManager.

TochangethedefaultinterfaceinRetailManager,youneedtospecifyadifferentWeightRequest Code.YouwillfindalistofWeightRequestCodestomatchtheinterfacesyoucanusewithyour scaleinyourscalemanual.NotethatWeightRequestCodesmaybereferredtoasASCIIvalues.In RetailManager,ASCIIvaluesareenteredaskeyboardcommands(forexample,W).


Methodof Communication RS232 Protocol/Interface
MettlerToledo8213 MettlerToledo8213 ICL(Actual)

Model

WeightRequestCode (Thiscolumnshowsthe ASCIIcodeofthe keyboardcommand.)


UppercaseW(ASCII87) UppercaseW(ASCII87) CTL+q(ASCII17) ENQ(ASCII5)

WeightResponse DataFormat

MettlerToledo 8217 Magellan WedderburnDS 770/772

STXWW.WWWCR STXWW.WWWCR STXIDWWWWWBCC

SETTINGUPSCALES

3 8 5

Model

Methodof Communication RS232 Protocol/Interface


MettlerToledo8213 ECRType3

WeightRequestCode (Thiscolumnshowsthe ASCIIcodeofthe keyboardcommand.)


UppercaseW(ASCII87) UppercaseW(ASCII87)

WeightResponse DataFormat

ACOMPC100 CASPDII

STXWW.WWWCR STXXXXXXCR

To set up scales
1

GototheSetupmenuandchooseHardware.TheMYOBRetailManagerHardwarewindow appears. Clickonthe Scaletab.TheScaleviewappears.

3 4

SelecttheUseScalesoption. FromtheSerialPortlist,selecttheportyouhaveconnectedyourscalesto.
NOTE : Separateport If youareusingotherRetailManagerhardwarethatusesthesametypeofport asyourscales(suchasapoledisplayorEFTPOSterminal),ensureyouhaveseparateportsavailablefor yourotherhardware.

5 6

SelectthemodelofyourscalesfromtheScaleModellist. IftheinterfaceyouwanttouserequiresanENQ(ASCII5)command,selecttheSendENQUIRE commandtoinitiatecommunicationoption.Forexample,ifyouareusingtheWedderburnDS 770/772model,youwillneedtoselectthisoption. Ifrequired,typeadifferentvalueintheWeightRequestCodefield. Ifrequired,typeadifferentvalueintheReceivedWeightFormatfield.Theformatyoutypeshould matchthedisplayonyourscales.Forexample,ifyourscalesshows0.000,type0.000inthisfield. ClickSettings.CompletetheBaudRate,DataBits,Parity,StopBits andFlowControlfieldswiththe settingsprovidedwithyourscalesandclick Apply. ClickTesttotestyourscales.ThevaluereturnedbythescalesisdisplayedintheTestWeight Receivedfield. ClickApplytosaveyoursettings. ClickClose.

7 8

10

11 12

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Converting to control codes


WhensettingupyourhardwaredevicesinMYOBRetailManager,usetheASCIIorcontrolcode conversioncharttoconverthexcodesordecimalvaluestocontrolcharactersbeforeenteringthemin RetailManager.Thefollowingsectionsprovideinformationaboutconvertingtocontrolcodes:

Controlcodeconversionchartonpage 388 Convertinghexcodestocontrolcharactersonpage 389 Convertingdecimalvaluestocontrolcharactersonpage 390.

Onceyouhaveconvertedthecodestocontrolcharacters,refertoEnteringcontrolcharactersin RetailManageronpage 391formoreinformation. Ifyourhardwaredocumentationpresentscontrolcodesascontrolcharacters,youcanenterthem directlyinRetailManager.SeeEnteringcontrolcharactersinRetailManageronpage 391formore information. For moreinformationaboutcontrolcodes,seeControlcodesonpage 370.

CONVERTINGTOCONTROLCODES

3 8 7

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Control code conversion chart

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Converting hex codes to control characters


Anexampleofahexcodesequenceis1BH45H,whereHindicatesHex. Withrelationtohexcodes,theControlcodeconversionchartonpage 388 canbedividedintothree sections:

hexvaluesbetween00Hand1FH hexvaluesbetween20Hand7EH hexvaluesabove7EH.

Themethodyouusetoconverthexvaluestocontrolcharactersdependsonwhichofthesesections yourhexvaluefallsinto.Readtheappropriatesetofinstructionsbelowtoconvertyourhexvalueto controlcharacters.

If the hex value is between OOH and 1FH


UsingtheControlcodeconversionchartonpage 388:
1 2

FindtherequiredhexvalueintheHexcolumn. FindthecorrespondingvalueintheCtrlcolumn.

Example ToconvertOBHfindOBintheHexcolumn.FindthecorrespondingvalueintheCtrlcolumn whichis^K(^indicatestheCtrlkey).PressCTRL+KinRetailManagerbyholdingdowntheCTRLkeyand pressingK.

If the hex value is between 20H and 7EH


UsingtheControlcodeconversionchartonpage 388:
1 2

FindtherequiredhexvalueintheHexcolumn. FindthecorrespondingvalueintheCharcolumn.Thisisthecharacteryouwillenterin RetailManager.

Example Toconvert35H,find35intheHexcolumn.ThecorrespondingcharacterintheCharcolumn is5.Simplytype5intheappropriatefieldinRetailManager.

If the hex value is greater than 7EH


Notethatonsomeoperatingsystems,thespecialcharactersthatyouenterwillnotappeardifferently fromcharactersinthecontrolcodechart. Hexvaluesabove7EHhavecorrespondingspecialcharactersintheCharactercolumn.Thesespecial charactersforexample,,,,donthaveacorrespondingkeyonthekeyboardandneedtobe enteredusingacombinationofkeys. UsingtheControlcodeconversionchartonpage 388:
1 2 3 4 5 6

FindtherequiredhexvalueintheHexcolumn. FindthecorrespondingdecimalvalueintheDeccolumn. Onyourkeyboard,setnumberlockonbypressingNUMLOCK. HolddownALTonyourkeyboard. Usingthenumerickeypad,typeinthedecimalvalueintheRetailManagerfield. ReleaseALT.Yourspecialcharactervalueshouldnowbedisplayedinthefield.

CONVERTINGTOCONTROLCODES

3 8 9

Example TokeyinACH(thecharacter),findACintheHexcolumn.Findthecorrespondingdecimal valueintheDeccolumnwhichis172.TurnNUMLOCKon.HolddowntheALTkeyand,usingthenumeric keypad,enter172.ReleasetheALTkey.Thecharacterisdisplayedinthefield.

Converting decimal values to control characters


Anexampleofadecimalcodesequenceis27D77D,whereDindicatesdecimal. Withrelationtodecimalvalues,thecontrolcodechartcanbedividedintothreesections:

decimalvaluesbetween0and31 decimalvaluesbetween32and126 decimalvaluesabove126.

Themethodyouusetoconvertdecimalvaluestocontrolcharactersdependsonwhichofthese sectionsyourdecimalvaluefallsinto.Readtheappropriatesetofinstructionsbelowforconverting yourdecimalvaluetocontrolcharacters.

If the decimal value is between O and 31


UsingtheControlcodeconversionchartonpage 388:
1 2

FindtherequireddecimalvalueintheDeccolumn. FindthecorrespondingvalueintheCtrlcolumn.Thisisthecontrolcharacteryouwillenterin RetailManager.

Example: Toconvert16,find16intheDeccolumn.ThecorrespondingvalueintheCTRLcolumnis^P (where^indicatestheCTRLkey).EnterthisinRetailManagerbyholdingdownCTRLandpressingP.

If the decimal value is between 32 and 126


UsingtheControlcodeconversionchartonpage 388:
1 2

FindtherequireddecimalvalueintheDeccolumn. FindthecorrespondingvalueintheCharcolumn.Thisisthecharacteryouwillenterin RetailManager.

Example: Toconvert35,find35intheDec column.ThecorrespondingcharacterintheCharcolumn is#(hash).Simplytype#intheappropriatefieldinRetailManager.

If the decimal value is greater than 126


Decimalvaluesabove126havecorrespondingspecialcharactersintheCharactercolumn.These specialcharactersforexample,,,,donthaveacorrespondingkeyonthekeyboardandneed tobeenteredusingacombinationofkeys. UsingtheControlcodeconversionchartonpage 388:
1 2 3 4 5

FindtherequireddecimalvalueintheDeccolumn. Onyourkeyboard,setnumlockonbypressingNUMLOCK. HolddowntheALTkeyonyourkeyboard. Usingthenumerickeypad,typeinthedecimalvalueintheRetailManagerfield. ReleasetheALTkey.Yourspecialcharactervaluearenowbedisplayedinthefield.

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S E T T I N G U P H A R D W A R E

Notethatsomecomputersmaynotdisplaythecharactersastheyappearonthechart.Theymay appearasadifferentcharacter,ablacksquare,orblank. Example Todisplaythecharacter(bykeyingin172),turnNUMLOCKon.HolddowntheALTkey,and usingthenumerickeypadenter172.ReleasetheALTkey.Thecharacterisdisplayedinthefield.

Entering control characters in RetailManager


AnexampleofacontrolcharactersequenceisEscd0. Ifyourhardwaredocumentationhasgivenyouthecontrolcodesascontrolcharacters,youcanenter themdirectlyintheappropriateRetailManagerfield. NotethefollowingaboutenteringcontrolcharactersinRetailManager:

Ctrl.WhereyouseeaCtrl+(character)thatmeansholddowntheControlkeyandpressthe characterkey.Forexample,CTRL+NmeansholddownCTRLandpresstheNkey. The^symbolindicatestheCTRLkey.^Kis,therefore,thesameasCTRL+K;toenter^Kin RetailManager,holddownCTRLandpresstheKkey. <Space>Whereyousee<Space>,presstheSPACEBARonce. Esc.WhereyouseeEsc,presstheESCkeyonce.TheEscapekeyisusuallyfoundatthetoplefthand cornerofthekeyboard. CTRL+<Enter>.WhereyouseeCTRL+<Enter>,holddowntheCTRLkeyandpresstheJkey. CTRL+<Enter>willappearinthefield. NULL.WhereyouseeNULL,holddownboththeCTRLkeyandtheSHIFTkeyandtype2.

Working with additional hardware


Adding additional serial ports
ItisquitepossiblethatwhenyoustartaddingadditionalhardwaretoyourMYOBRetailManagersetup, thatyoufindyouhaverunoutofserialports.Thisverymuchdependsonhowmanyserialportsyour computerhas,andwhetherornothardwareitemssuchasyourmousealreadyuseoneofyourserial ports. Thefollowinghardwareitemscommonlyuseaserialport:

EFTPOSteminals poledisplays scales externalmodems

WithmostmodelsofIBMcompatiblePCs,thereareoneortwoserialportsbuiltin.Theseportshave interruptsettings(IRQ)allocatedtothem. Ifyouhaveaddedaserialcardtoprovideadditionalserialports,youmustensurethatanyadditional portseachhaveauniqueIRQ.Somelessexpensivemodelsofserialportcardsdonotuseadditional IRQs,andthesemodelswillnotworkproperlywithRetailManagerandextraserialdevices.

WORKINGWITHADDITIONALHARDWARE

3 9 1

Compact and custom retail displays


Specialiseddisplaysareavailablethataredesignedforretailoperation.Thesedisplaysareoften highresolution,compactdisplayswhichintegrateintoastreamlinedretailhardwaresystem.Typical optionsincludesupersharpSVGA10inchdisplaysandflatpanelLCDdisplays. KeepinmindthatRetailManagersupportsonlytwolinedisplayswith20charactersperline. YourRetailManagerresellercanprovidemoreinformation.

Other options
Otheroptionsincludetouchscreens,multipledisplaysandspecialisedcomputersystemsdesignedfor retailinstallation. YourRetailManagerresellercanprovidemoreinformation.

Working with programmable keyboard devices


Programmablekeyboarddevicesarecommonlyusedinavarietyofretailsituations. Programmablekeyboarddevicesareusedtoreducethenumberofkeystrokesrequiredtomakea transaction.Theyworkinthreebasicways:

Youcanprogramasinglekeyusingmacrostomakeacompletesale.Forexample,youmight programthe#1keytobeasaleofasinglecupofcoffeepaidforbycashasfollows:Staffnumber +<Enter>+productcodeforcupofcoffee+<Enter>+<Enter>+<Enter>,andsoon. ThemacroyousetdependsontheskipfieldsoptionsyouhavesetintheOptionswindow. YoucanprogramasinglekeyusingmacrostoenteraproductintheSaleswindow.For example, youmightprogramthe#21keytobeB.L.A.T.sandwichasfollows:ProductcodeofB.L.A.T. sandwich+<Enter>. Youcanprogramasinglekeytoperformamenucommand.Forexample,youmightprogramthe #68keytoprintthetillbalanceasfollows:Alt+C+down+<Enter>.

Membranekeyboardsarekeyboardscommonlyusedinwetordustyareastheyhavenomoving parts.Alargevarietyofenhancedretailkeyboardsarealsoavailable.Thesehaveupto300ormore keyswhichcanbeprogrammed. WerecommendthatyouconsultyourRetailManagerresellerorconsultantforfurtheradviceabout programmablekeyboarddevices,andaboutchoosingthedevicethatwillbestsuityourbusiness needs.NotethatnoteverykeyboardiscompatiblewithRetailManager.

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S E T T I N G U P H A R D W A R E

B: Networking
Ifyouhavemultipletillsinyourretailbusinessandwanttomaintainandupdateasingledatabase,youneedtorun MYOBRetailManageronanetwork. Database Thetermdatabasereferscollectively tofourfiles:recent.mdb,archive.mdb,mirror.mdb andoffline.mdb.Thesefilesarestoredtogetherinyourshopfront folder.
NOTE :

Setting up a RetailManager network


Yourmainshopfront(ordatabase)islocatedonthecomputeryoudesignateasyourserver.Yourserver canbeanycomputeryoudesignate;youcanalsochoosetouseyourserverasatillorkeepitasan officecomputer(inwhichcaseyoudontneedtohaveacashdrawerordocketprinterattached).You dontevenneedtoinstallMYOBRetailManageronyourserver;theserverissimplythecomputeron whichtheshopfrontdatabaseislocated. Yourclientcomputerseachoftheothertillsintheshoparethenconnectedtothatshopfront. Whenyoustartupyourclientcomputersinthemorning,theyareautomaticallyconnectedtothe shopfrontonyourserver.Theclientcomputersallupdatethesingleshopfrontdatabase.Whenyou cashupintheevening,dependingonhowyourcashdrawersaresetup,youhavetheoptionofcashing upallyourclientcomputersfromtheserver,orcashingupyourclientcomputersindividually. Setupsummary

ThesetwostepssummarisetheprocedureforsettingupaRetailManagernetwork:

SharingtheRetailManagerprogramfolderontheserveronpage 394 Connectingtoanexternalshopfrontonpage 395.


Configuringhardware Allhardware,suchasdocketprinters,scannersandcashdrawers,must beconfiguredindividuallyforeachclientcomputer.
NOTE :

Therearealsoanumberofglobalandworkstationoptionsfromwhichyoucanchoose.Formore informationseeShopfrontoptionsonpage 396. Licences IfyouarerunningRetailManageronanetwork,youwillneedtopurchaseadditional licencesforthemaximumnumberofcomputersfromwhichyouintendtooperatetheRetailManager database.Forexample,ifyouhavetwolicencesandfourcomputers,youcanonlyoperate RetailManagerfromthecomputersinstalledwithRetailManagerandregisteredwithuniqueunlock codes.Eachlicenceentitlesyoutoasingle,uniqueunlockcode. IfyouattempttoaccessthedatabasewithathirdmachineinstalledwithRetailManagerusingan unlockcodealreadyinuse,awarningwillbedisplayed,andyouwillbeunabletoconnecttothe database.

393

Youhavetheoptionoftransferringfromonecomputeronyournetworktoanother,however,oncethe licenceistransferredtoanothercomputerRetailManagerwillnotallowdatabaseaccessfromany othercomputeronthenetworkusingthetransferredunlockcode.ToaccessRetailManagerfromall fourcomputersonthenetworkwouldrequirefouruniqueregistrationsandunlockcodes.


Installationandregistration SeetheRetailManagerGettingStartedguideforfullinstallationand registrationinstructions.
NOTE :

Sharing the RetailManager program folder on the server


1

Decidewhichcomputerwillbetheserver(theservercanalsooperateasatill).Inalargerretail business,thiswilloftenbetheofficecomputer,fromwhichallyourreportsarerun. InstallMYOBRetailManagerontheservercomputer,andregisterit.SeetheRetailManagerGetting Startedguideformoreinformation. Createanewshopfrontforyourretailbusinessontheserver.SeeCreatinganewshopfronton page 17forinstructions.

2 3

GototheRetailManagerprogramfolder ontheserverandhighlightit. GototheFilemenu,selectPropertiesandthenclickontheSharingtab.Thetabmaylookdifferent dependingontheversionofWindowsyouareusing. Forexample,ifyouareusingWindows7,thefollowingSharingwindowisdisplayed.

ClicktheShare,SharethisfolderorSharedAs option(thenameoftheoptiondependsonthe versionofWindowsyouareusing).ThesharenamedefaultstoRetailM. Ifyouwanttochangethesharename,makesurethenameyouenteriseightcharactersorfewer. Someworkstationsmaynotbeabletoaccessthefolderifthesharenamehasmorethaneight characters.

394

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NETWORKING

MakesurethattheserversRetailManagerfolderhasfullsharedaccess:
Ifyouareusing
Windows7 WindowsVista WindowsXP

Dothis
ClickAdvancedSharing,thenclickPermissionsandselecttheFullcontroloptionin theAllowcolumn. ClicktheSecuritytabandselecttheFullcontroloptionintheAllowcolumn. ClickPermissionsandselecttheFullControloptionintheAllowcolumn.

ClickApplyandthenOK.TheRetailManagerfolderwillnowbedisplayedinWindowsExplorerwith ahandbeneaththefolder,indicatingthatthefolderisshared. YoucannowconnecttheclientcomputertotheexternalserverRetailManagershopfront.

Connecting to an external shopfront


InMYOBRetailManageryoucaneitherconnecttoanexternalshopfrontduringinstallationoratalater timewhenyouhaveanothershopfrontopen(suchastheClearwatershopfront). Beforeyoubegin

Beforeyoucanconnecttoanexternaldatabase,youmustalreadyhave:

sharedtheRetailManagerprogramfolderonyourserver.SeeSharingtheRetailManagerprogram folder ontheserveronpage 394. installedandregisteredRetailManagerontheclientcomputer.SeetheRetailManagerGetting Startedguideformoreinformation.

To connect to the server shopfront


1

GototheFilemenuandselectConfiguration.Youcandothiswhileyouarerunning RetailManager,usinganotherdatabaseortheClearwaterdatabase.Anywindowsyoucurrently haveopenwillbeclosed,andtheShopfrontConfigurationwindowisdisplayed. MakesuretheShopfrontstabisselected,andclickNetworkTo.TheSelectShopfrontPathwindow appears.

LocatetheRetailManagershopfrontyouwanttoconnecttoonthenetwork.Todothis,clickinthe Lookinfield,gotoNetworkNeighbourhood,anddoubleclicktheserver.Doubleclicktheshared RetailManagerprogramfolder.Thecontentsofthesharedfolderaredisplayed.Doubleclickthe shopfrontyouwanttoconnecttoandclickOpen .

SETTINGUPARETAILMANAGERNETWORK

3 9 5

Disconnectingashopfront Disconnectingashopfrontdoesnotdeleteashopfront,butsimply removestheshopfrontasanoptioninthiswindow.


NOTE :

Whenaskedforconfirmationthatyouwanttoconnecttothespecifiedshopfront,clickYes.The specifiedshopfrontisdisplayedinthelist. ClosetheShopfrontConfigurationwindow.InRetailManager,youarenowconnectedtothe serverdatabaseonyourclientcomputer.Youwillbeautomaticallyconnectedtothisserver shopfrontthenexttimeyoustartupRetailManager. Repeatthisprocedureforeveryclientcomputeryouwanttoconnecttotheshopfrontonthe RetailManagerserver.

Shopfront options
InMYOBRetailManagersomeoftheoptionsyousetintheOptionswindowareworkstationoptions, whichapplyonlytoasingleworkstationonwhichacopyofRetailManagerhasbeeninstalled.Other optionsapplygloballytotheshopfront,andapplytoallworkstationsconnectedtotheshopfront. Someoptionsaresetoncefromanyworkstationandapplytotheshopfront.Thesearecalledglobal options.Globaloptionsaresavedwiththeshopfront,andapplytoanyuserwhoconnectstothe shopfrontfromanyworkstation.

Global options
ThefollowingareglobaloptionsinRetailManager.
Window
GeneralOptions GSTOptions MessageOptions CustomOptions AccountingOptions SerialNumber Options EmailDefaults

Option
IntheOther tabview,theUseAverageCostoptionandalloptionsintheLaybyOptions groupandQuoteOptionsgroupareglobal. AllGSToptionsareglobal. Allmessageoptionsareglobal. AllsettingsintheCustomFieldLabelsgroupandtheCapitalsgroupareglobal. Allaccountingoptionsareglobal. Allserialnumberoptionsareglobal. Allemaildefaultsareglobal.

Settingoptions Formoreinformationaboutsettingtheseoptions,seeCustomisingMYOB RetailManageronpage 21.


NOTE :

Workstation options
AllotherRetailManageroptionsareworkstationoptions,andonlyapplytoasingleworkstation.They aresavedwiththecopyofRetailManagerinstalledontheworkstation,andapplywheneverthatcopy ofRetailManagerisinuse.

396

C H A P T E R B

NETWORKING

Index
A
ABN enteringin customerrecords 59221 223 RetailManager 37 supplierrecords 6088 suppliernotregisteredfor GST 37 Accountsalespaymenttypes, turningonoroff 28 Accountingexport 301 accountnumbers 44 directory 43 options 41 taxcodes 55 troubleshooting 336 Accounts SeeCustomeraccounts ACN,enteringin RetailManager 37 Alerts,settingyouroptions 51 Archiveshopfront database 281 ASCIIchart 388 Assistance seeTechnicalsupport performinga 276 whencashingup 278 Barcodelabels 151 customlabeloptions 155 printingforcustomers 244 setdefault 31 Barcodescanner settingup 382 troubleshooting 332 Barcodes duplicatesof 110 labelsforcustomers 244 labelsforgoodsreceived 135 merging 120 multiplestock onasinglebar code 110 printing 151 loadinggoodsreceivedbar codes 154 loadingstockbar codes 153 reallocating 150 troubleshooting 333 Breakages,adjustingstock for 175 Bulkpriceupdates 148 Bulkstockdeleting 122 settingupserialcash drawer 377 379 troubleshooting 324 Cashup 254 entertakings 254 onanetwork 257 printingcashupreports 256 takingsnotequalling sales 367 Categories 91 advantagesofusing 93 asreportfilter 94 creating 95 deleting headings 100 values 100 editing headings 99 values 99 headingsandvalues 93 reassigning 102 Categorypricing deleting 139 editing 139 setting 138 Centralisedupdates 176 Checkboxes 64 customising 39 Closingwindows 66 Commissions bonusperstockitem 107 viewingaccruedstaff 80 Compactingyourdatabase 279 Components chargeGSTatcomponent rate 113 deletingfromapackage 116 Connectingtomultiple shopfronts 20 Contactgroups SeeCustomercontactgroups Controlcodes 370

C
Calculator 66

B
Backup fromtheautomatic prompt 277 fromtheFilemenu 278 fromtheShopfront Configuration window 277

Calendar 67 Capitalisation 41 Cashdrawer connectedtodocket printer 378 inanetwork 377 settingup 377 settingupparallelcash drawer 379

397

conversionchart 388 convertingdecimalvaluesto control characters 390391 convertinghexvaluesto control characters 389390 convertingto 387 enteringcontrolcharactersin RetailManager 391 Converting quotes 216 salesorders 214 Costinformation,displayingin Saleswindow 181 Creditnotes lookup 71 paymenttypes,turningonor off 28 redeeming 199 refundingby 198 troubleshooting 356 Currentvalueslist,using 71 Custom fields 39 options 39 Capitalisation 41 CustomFieldLabels 39 MiscellaneousColours 40 setting 39 Customeraccounts 221 creating 224 findingoutdetails 194 givingadiscountwhen paid 361 makinganenquiry during sale 194 makinginactive 192 makingpayments 195 reversingpayments 270 saleson 192 Customercontactgroups creating 228 deleting 231 editing 230 emailing,SeeEmailing customercontactgroups Groupstabincustomer records 226 makingagroupinactive 232 printing barcodelabelsfor 244 groupreportsfor 231 mailinglabelsfor 244

CustomerIDs 222 reallocating 275 Customerinformation, displayinginSales window 180 Customerrecords 221 creating 222 deleting 273 editing 222 hidinginsearchesand reports 73 merging 272 reallocatingIDs 275 Customerspecialorders allocatingorderto supplier 204 cancelling 271 creating 202 lookup 71 makingpaymenttype inactive 202 paymenttypes,turningonor off 28 recordingdepositfor 203 sellingaspecialordered item 205 troubleshooting 360 Customerstatements emailing 239 printing 239 printingintheDebtor Paymentswindow 242 viewingtheemailaudit 243 Customers emailing contactgroups,See Emailingcustomer contactgroups transactions,SeeEmailing transactions invoicepayment, reversing 270 overseas 221223 printing barcodelabelsfor 244 mailinglabelsfor 245 registeredforGST enteringABN 59 221 223 enteringGSTNumber 223 viewingdetailsof contactgroups 226 credit 226 invoicepayments 226 invoices 226 laybypayments 226 laybys 226

purchases 226 quotes 226 salesorderdeposits 226 salesorders 226 specialorders 226

D
Damages,adjustingstock for 175 Data mergingoffline 282 storingoffline 282 Dataentryfields 62 Database archiving 281 backingup 276 compacting 279 rebuilding 279 Debtorpayments makingdebtorfunction inactive 192 reversing 270 troubleshooting 361 Defaultsupplier 86 Defaulttaxcodes,settingup 54 Deleting categoryheadings 100 categoryvalues 100 customercontactgroups 231 departments 100 exportgroups 48 promotions 147 staffandcustomer records 273 staffgroups 289 stockitems 121 stockitemsinbulk 122 taxcodes 58 Deliveryaddress enteringinSaleswindow 183 printingoninvoiceor docket 183 Deliverydetailswindow 183 Departments 91 creating 95 deleting 100 editing 99 reassigning 102

398

INDEX

Departmentsandcategories 91 advantagesofusing 93 asreportfilter 94 assistantfor 95 partialstocktakefor 94 Deposits onsalesorders,viewing 226 paymenttype,turnonoroff 28 takingforcustomerspecial orders 203 Directory,choosingforaccounting export 43 Discounts calculatingon goodsreceived 135 sales 179187 whencustomerpays account 361 Docketprinter doublewidthprinting 373 secondcolourprinting 374 selectinginRetailManager 31 settingup 371 settingyourprinting options 31 sharingbetweentills 374 troubleshooting 326 Dockets contentsofshortened docket 35 dontprint 31 specifynumberofcopiesto print 31 Doublewidthprinting,settingfor docketprinter 373 DPSPaymentExpressIntegrated EFTPOS SeePaymentExpress IntegratedEFTPOS Dropdownlist 64 Duplicate barcodes 110 stock items 104 creatingfromGoods Receivedwindow 134 DuplicateStockwindow 104

E
EFTPOS additionalsettingsfor IngenicoPCEFTPOS 384 PaymentExpressIntegrated EFTPOS 384 TyroIPEFTPOS 384 gettingcashout 190 settingupconnected terminal 383 Electronicpayments,approving manually 189 Emailingcustomercontact groups 234 emaildefaults 51 removecustomerfromemail list 236 viewingthegroupemail audit 237 Emailingtransactions 261 emaildefaults 51 PrintandEmailOptions window 183260 viewingtheemailtransaction audit 264 Entertakings,notequalling cashup 367 Enteringcontrolcharactersin RetailManager 391 Exportfile,automatic backup 303 Exportgroups associatingpaymenttypes with 48 creating 47 deleting 48 Exportsales 221223 settinguptaxcodefor 56 Exporting RetailManager information 298 SeealsoAccountingExport SeealsoExportgroups supplierinformation 49

F
Fields customising 39 statusoptioninSupplierand Customerwindow 39 Filemanagementand configuration, troubleshooting 335 Float addingtotillbalance 253 managing 253 subtractingfromtill balance 253255 Fractionalquantities selling 105178 troubleshootingexample 360 364 Freight 178 settingupafreightitem 112 settingupdefaulttaxcodes for 54 Fuel,troubleshootingsales of 360

G
Generaloptions,setting 22 Generic/TextOnlyprinter, creating 375 GettingStartedguide 15 Giftvouchers issuing 199 makinggiftvoucherpayment typeinactive 200 paymenttype turnonoroff 28 redeeming 200 troubleshooting 356 Globalpricing deleting 138 editing 138 setting 137 Goodsreceived 129 lookup 71 printingbarcodesfor 135 receivinggoodsonorder 130 troubleshooting 363 Gradesinasale 181

INDEX

399

Graphs 268 displaying 268 printing 269 viewing 269 Grid 64 GST assigningtaxcodeto package 113 creatinganewtaxcode 56 customerregisteredfor 59 enteringcustomers ABN 59221223 GSTNumber 223 exportingtaxinformationto accountingpackage 55 sellinggoodstooverseas customers 56221223 settingoptions 36 settingupdefaulttax codes 54 suppliernotregisteredfor 37 supplierregisteredfor 6088 taxonfreight 112 taxonsalesaccount 56 GSTNumber enteringin customerrecords 223

I
ImportandExportwizard 298 304 Importing dataintoRetailManager 304 RetailBasicsdatainto RetailManager 311 IngenicoPCEFTPOS additionalsettings 384 lockingrefunds 384 reprintinglastreceipt 219 settingup 383 usingadocketprinterfor signatureslips 34384 usingkeypadtoentercard details 189 Invoices,troubleshooting 361

M
Manualelectronicpayment approvals 189 Merging offlinedata 282 records 272 stockitems 120 Messagebars 63 Message,settingyour options 38 Movingbetweenwindows 66 Multiplestock creating fromGoodsReceived window 133 fromPurchaseOrders window 126 onsinglebarcode 110 MYOBbusinessmanagement software account numbers 45 exportingto 49 settingupforimport 49 MYOBRetailBasics,importing datafrom 311 MYOBRetailManager Professionals 10

J
Jobnumber,assigningtoan export 43

H
Hardware controlcodes 370387 settingup barcodescanners 382 cashdrawers 377 connectedEFTPOS terminals 383 docketprinters 371 poledisplays 380 scales 385 workingwithadditional hardware 391 Hidingrecordsinsearchesand reports 73

L
Laybys cancelling 209 creating 206 lookup 71 makingapayment 208 makinglaybyfunction inactive 206 paymenttypes,turningonor off 28 refunding 209 troubleshooting 356 updating 208 Licences additional 393 remote 316 LimitSelectionwindow 172 Lookupwindow 71

N
NavigatinginRetailManager 62 Networkingwith RetailManager 393 purchasingadditional licences 393

O
Opentilldrawer 66 Options accounting 41 alerts 51 custom 39 email 51

400

INDEX

general 22 global 396 GST 36 message 38 paymenttype 28 printing 31 serialnumber 50 Orderlines,cancelling 271 Orders,cancelling 271 Overseascustomers 221223

Payments lookup 71 makingdebtorpayments 195 onlaybys 208 Pictures,addingtostock items 109 Poledisplay settingup 380385 troubleshooting 334 Pricing category 138 global 137 grades 135 promotional 141 singleitem 139 PrintandEmailOptions window 183 Printer,A4 selectinginRetailManager 33 Printers,troubleshooting 334 Printing barcodes 151333 barcodesforcustomers 244 barcodesforgoods received 135 settingyouroptions 31 Professionalassistance 10 Profitinformation,displayingin Saleswindow 181 Promotionalpricing, creating 142 Promotions creating 142 deleting 147 editing 146 includingstockin 143 selectingstock for 143 viewing 146 PromotionsPerformanceActivity report 147 Purchaseorders 124 cancelling 128 creating 124 customerspecialorder 124 editing 128 lookup 71 receivinggoodsonorder 130 standardshoporders 124 troubleshooting 360 Purchases,settingupdefaulttax codes 54

Q
Quantities,sellingfractional 178 Quotes cancelling 217 converting 216 lookup 71 making 215 makingquotefunction inactive 215 paymenttypes,turningonor off 28 updating 216 viewingdetailsforstock item 119 viewingpercustomer 226

P
Packages assigningtaxcodeto 113 creating 113 Packingslips,settingoptions for 34 Papercutters advancedocketbeforecut 373 notfunctioning, troubleshooting 327 settingfordocketprinter 373 Partialstocktake 94 Passwords recoveringforgotten passwords 293 reminderfeature 292 shopfront setting 295 staff deleting 294 setting 293 workingwith 292 PaymentExpressIntegrated EFTPOS additionalsettings 384 lockingrefunds 384 reprintinglastreceipt 219 settingup 383 UninterruptiblePowerSupply (UPS) 383 usingkeypadtoentercard details 189 Paymenttypes creating 28 editing 29 options 28 promotinganddemoting 30 resetting 31

R
Reallocating barcodes 150 staff,customerorsupplier IDs 275 Reassignstockitems 102 Rebuildingyourdatabase 279 Receivinggoods 129 duringstocktake 169 recordingsuppliersABN 129 Reconciliation enteringtakings 254 printingcashupreports 256 viewing currenttillbalance 248 salessummary 248 Records activatinghidden 73 deleting customer 273 staff 273 hidinginsearchesand reports 73 merging customer 272 staff 272 supplier 272 Redeemingcreditnotes 199 Refunds refundingasale 197 whenScanIndividualUnitsis selected 197

INDEX

401

Regionalsettings 12 RemoteSiteLicence 316 Reportfilters 265 Reportviewer exiting 267 using 266 Reports 265 AccountSalesreport 194 CashSummaryreport 256 Cashupreports 256 Commissionreports 62 CreditNotesOutstanding report 198199 CustomerGroupsreports 231 CustomerListreport 222 Customerreports 94 Debtorsreports 242 Discrepancyreport 168173 174 exportingtodifferent format 266 GoodsReceivedreport 133 HiddenRecordsreport 73 IndentOrderreport 124 Laybyreports 207 PricesByGradereport 137 printing 266 Profitreports 94364 PromotionsPerformance Activityreport 147 Quotereports 216 Sales Orderreports 211 Sales Period(inc.Laybys) report 208357 Sales Periodreport 80 Sales reports 94 Sales Summaryreport 248 256 savingtodisk 267 searchingfortextin 266 Shortagesreport 365 Stockreports 94 Stocktakereport 174 TaxCodesreport 57 TillBalancereport 248 TransactionSummary reports 256257 troubleshooting 367 viewing 266 WhatNeedsOrdering report 106124 WhatsInStockreports 166 367 WhatsOnOrderreport 124 Reprinting,transactions 218

Restoring yourdatabase, troubleshooting 335 yourshopfront 279 Retail.txtfile about 339 automaticbackupof 303 openinginExcel 340 RetailBasicsImporter 311 RetailBasics,importingdata from 311 Returnauthorisation 157 Returnedgoods 156 advicenote 158 lookup 71 troubleshooting 363 Roundingrule 179

Saleswindow displaying customerinformation 180 salescostandprofit information 181 taxinformation 182 entering deliveryaddress 183 serialnumbersforastock item 183 Scales,settingup 386 ScanIndividualUnits 182 forfractionalquantities 25 178 howtorefundasalewhen selected 197 Scanner barcode, troubleshooting 332 Searchforwindow,using 70 Searching 68 usingsearchcriteriaina field 69 usingtheLookupTransactions window 71 Secondcolourprinting,setting fordocketprinter 374 Security accessingarestricted area 284 enabling 285 overview 283 settingyouroptions 284 SecurityExport 293 Sellingfractionalquantitiesof items 105178 Serialnumbers 158 enteringinSaleswindow 183 options 50 Setpricing 87 deleting Category pricing 139 Globalpricing 138 Singleitempricing 141 editing Category pricing 139 Globalpricing 138 Singleitempricing 141 setting Category pricing 138 Globalpricing 137 Singleitempricing 139

S
Salequantity 178 Sales account 192 calculations 179 chargingfreightonsales 112 export 221223 makingasale 185 makingsalesduring stocktake 169 refundingasale 197 settingupdefaulttax codes 54 summary 248 transactionexamples 190 troubleshooting 356 Salescomments,enteringin Saleswindow 182 Salesorders cancellingorrefunding 213 converting 214 creating 210 lookup 71 makingsalesorderfunction inactive 210 paymenttypes,turningonor off 28 updating 212 viewingdetailsforstock item 119 viewingpercustomer 226 SalesScreenMessagefield 223

402

INDEX

Settingup,professionalassistance for 10 Sharingdocketprinter 374 Shopfront backingup 276 connectingtomultiple shopfronts 20 creatinganew 17 maintainingyourdatabase 276 restoring 279 settingoptionsfor 396 Shorteneddockets,contents of 35 ShowMeHowbutton 63 Signingoff 297 Signingon 296 Signonmethod individual 287 setting 286 staffgroup 286 windowfor 288 Singleitempricing deleting 141 editing 141 setting 139 Solutions,forcommon problems 323 Staffcommissions bonusperstockitem 107 viewingaccrued 80 Staffgroups administrator 285 assigningstaffto 291 creating 288 deleting 289 editing 289 oldsecurity 285 restrictingprivileges 290 Staffrecords creating 80 deleting 273 editing 80 hidinginsearchesand reports 73 merging 272 reallocatingIDs 275 viewingdetailsof 83 customerspecialorders 84 goodsreceived 83 laybys 83 orders 84 payments 84 quotes 84

returnedgoods 84 salesorders 84 Standardshoporder 124 Stockadjustment procedures 165 Stockitems andmaximumquantity 106 andminimumquantity 106 andstatic quantity 105 assigningtaxcodesto 105106 creating 104 deleting 121 duplicatesof,inGoodsReceived window 134 duplicating 104 merging 120 multiplesof,inGoodsReceived window 133 multiplesof,inPurchaseOrders window 126 naming 107 pictures,addingto 109 reassigning 102 sellingwhennoquantityin stock 363 staffcommissionsonsales of 107 updating 116 viewingdetailsof accounts 118 components 118 customerspecialorders 119 packages 118 pictures 118 pricing 118 purchaseorders 119 quotes 119 sales 118 salesorders 119 serialnumbers 119 suppliercodes 119 suppliers 119 transactionhistory 118 Stock,troubleshooting 365 Stocktake 165 completingastocktake 175 displayingshortages 174 enteringmanualresults 170 makingsales/receivinggoods during 169 manual 169 partialstocktakesand categories 94 printingmanualstocktake sheets 169

runninga completestocktake 166 partialstocktake 171 singleitemstocktake 175 Stocktakereport 174 troubleshooting 364 Storingdataoffline 282 Suppliercodes 124 Supplierrecords adding 88 editing 88 hidinginsearchesand reports 73 merging 272 reallocatingIDs 275 Suppliers default 86 notregisteredforGST 37 registeredforGST 60 88

T
Tabs 64 Takings 367 Tareweight,setting 106 Taxcodes creating 56 deleting 58 detailedlistoftaxcodes 53 editing 57 settingup 53 default 5487 forexport 4955 item 58 Taxinformation,displayingin Saleswindow 182 Technicalsupport 9 notes 11 phonenumbersand charges 10 plan 10 Textfields 63 Theft,adjustingstockfor 175 Tillbalance,viewingcurrent 248 Tilldrawer,opening 66 Touchscreens 74 enabling 74 layoutandfeatures 74 layoutsoftransaction windows 75

INDEX

403

Transactions emailing 261 lookup 71 reprinting 218 Troubleshooting barcodes 333 cashdrawer 324 commonsolutions 323 creditnotes 356 debtorpayments 361 docketprinter 326 filemanagementand configuration 335 general 367 gettingcashoutby EFTPOS 190 giftvouchers 356 goodsreceivedand returned 363 invoices 361 laybys 356 poledisplay 334 printers 334 reports 367 restoringadatabasefrom backup 335 sales 356 scanner 332 Stockwindow 365 stocktake 364 TyroIPEFTPOS additionalsettings 384 lockingrefunds 384 reprintinglastreceipt 219 settingup 383 usingadocketprinterfor signatureslips 34384 usingkeypadtoentercard details 189

U
Unitofmeasure assigning 108 changing 108 usingEach 108

V
Viewing reports 266 thelasttransaction 72 Virtualkeyboard 76

W
Wildcards,using 69 Windows closing 66 movingbetween 66 Wizard,forimportand export 304

404

INDEX