Easy POS User's Manual

User’s Manual-Easy Point of Sales v.1.0 Page 1 of 18

Created by: Mr. Randy Joseph E. Paje Comments: [email protected]

EASY POINT OF SALES SYSTEM v1.0

Designed by: Mr. Randy Joseph E. Paje

USER’S MANUAL Revision: 1.0

Copyright© 2006

Comments, send

e-mail: [email protected] [email protected]

sms: +639158194894



INTRODUCTION

Thank you for your interest in Easy Point of Sales System.

he primary aim

of the System is to manage

Inventory control

such as monitoring of stocks and

captures the Daily

Transactions

processed over the counter/cashier

(function performed

by a Cash Register). Since

the system will be designed using RDBMS, the record is saved automatically

in a database and allows the Admin to retrieve reports such as Daily Sales Report, Stocks Report, etc. instantly.

It is also designed capable of supporting client/server architecture where

application subsystems integrate with the workflow and information are easily accessed and retrieved through network.

This system is developed with an object-oriented, event driven software-programming language wherein the user is the one in control of the events

that occurs in the system.

-

-

-

- -

-

- ��EOP��

T



STARTING THE SYSTEM

• How to open the system…

1. From the Desktop, open the link. [See fig.1]

Fig.1

2. Type a valid username and password. [See fig.2].

Fig.2

3. The main window will open once the system has validated the username and password. [See fig. 3].

Fig. 3

• How to Exit/Quit from the system…

� Click the Quit menu from the main window and click Yes to quit,

otherwise no to cancel.

Type a valid username and

password here

Click Here to Login

Click Here to

Close

� Click here to open Customer Details Window

� Click here To Open Stock Details Window

� Click here to Open/Accept Sales Entry Window

� Click here to create/open Reports Window

� Click here to update/edit System application settings

� Click here to quit/exit the

application



CUSTOMER/SUPPLIER DETAIL

• How to Add new Customer/Supplier Details…

1. From the main window menu, [see fig.3], click Customer Details, the

Customer Details window will be displayed, [see fig.4].

Fig. 4

2. From the Customer Details Window, click Change View. A new window

in [fig.5] will be displayed.

Fig. 5

Use the specified keyboard shortcuts to perform special

operation

Click any of the buttons to perform special operation

* Customer ID: Enter Customer ID * Fullname: Enter Fullname here Address: Enter Address here Tel #: Enter Contact #s here

• - Required

Bold - Unique

Press the ff. function keys to perform: F5 – Refresh Database F6 – Delete F7 – Add New Record Note: To delete, select the customer row, and press F6.

Select the field/description to edit, then press enter or

double click the data.



• How To Edit…

1. Proceed with the above instructions to open the Change View Window,

[see fig.5].

2. From the Customer Details Window, select the field/description you

wish to edit and press the Enter key. 3. Type the new value you wish to enter.

• How To Delete…


[see fig.5]. 2. From the Customer Details Window, select the Customer Row you wish

to Delete and press the F6 key from the keyboard.

3. Type the new value you wish to enter.

• How to Refresh Grid…

1. From the Customer Details, [see fig.5], press the F5 key from the keyboard to refresh/update view.

-

-

- -

-

- -

��EOP��



CUSTOMER LEDGER

• How To Accept Payment from the Customer’s credit list…

1. From the main window menu, [see fig.3], click Customer Details, the

Customer Details window will be displayed, [see fig.4]. 2. Press F4 key from the keyboard to open the Accept Payment

Transaction, [see fig 5.1].

Fig.5.1

3. Select the Invoice Number the customer wish to pay and type the amount tendered by the customer.

4. Click the Accept button to proceed, otherwise, click the Cancel

button.

Click here to select the Invoice # from the credit lists window

This will display the Amount Due based on the selected Invoice #

Enter Amount tendered by the customer here



STOCK DETAILS

• How to Add New Stock Details…

1. From the main window menu, [see fig.3], click Stock Details, the Stock

Details window will be displayed, [see fig.6].

Fig.6

2. Click Change View and a new window will be displayed. [See fig.7].

Fig.7

Keyboard shortcuts:

UP/Down: Use to navigate between stock details

F4: Delivery/Disbursement F6: Move to First record

F7: Move to last record F2: During Add/Edit Mode,

press F2 to save Esc: During Add/Edit Mode,

press Esc key to abort changes

Details:

� Product Code: The bar code found on the item/product

� Description1: Required item Description

� Description2-4: Optional additional item description

� Quantity: Total Stocks on hand � Unit Cost: Cost of item purchase

� Selling Price: Suggested selling cost of the item

Details:

F4: Change View to Fig.6 F5: Refresh Database

F6: Delete Current Row F7: Add New Record

F8: Open Import Tool

Double click the data you

wish to edit and type the new value.



• How To Edit…


[see fig.6].

2. From the Stock Details Window, select the field/description you wish to

edit and press the Enter key. 3. Type the new value you wish to enter.

• How To Delete…


[see fig.5]. 2. From the Stock Details Window, select the Stock Detail Row you wish

to Delete and press the F6 key from the keyboard.

3. Type the new value you wish to enter.

• How to Refresh Grid…

� From the Stock Details, [see fig.5], press the F5 key from the keyboard to refresh/update view.

-

-

- -

-

- -

<-EOP->



• How To Import…The Import Tool

1. Proceed with the above instructions to open the Change View

Window, [see fig.6].

2. Press F8 key from the keyboard to open Custom Stock Import Window, [see fig. 8].

Fig. 8

Note: To use the import tool, make sure you have entered the

details in Products.xls which is included with the package. The

default location for the file is <%WINDRIVE%\PROGRAM

FILES%\ Point of Sales - Retail Version\>

Details:

*Date: Date of Delivery *Invoice #: Invoice # of the DR

*Customer ID: Click browse to locate the customer details

Open File: Open the PRODUCTS.XLS file to import to

grid list Proceed: Save/Proceed from

importing the details to the system

Note: * are required fields to filled up by the user.

Item list grid will list all the items entered in the PRODUCTS.XLS file

which is also included in the package.



• Delivery/Pull-Out

1. From the main window menu, [see fig.3], click Stock Details,

the Stock Details window will be displayed, [see fig.6].

2. A new window will be displayed for Delivery/Disbursement

transaction. [See fig.9]. 3. Select Option type:

� Delivery: [+] to the Stock quantity

� Pulled Out: [-] from the Stock quantity

4. Type the Invoice Number.

5. To Enter Customer ID, press Insert Key or Browse button to open Browse Customer and select the customer/supplier details.

Fig.9

6. From the Code ID textbox, press Insert Key or Browse Button to

browse the Item Details, select the Item you wish to Add and press Enter.

7. From the quantity textbox, type the number of quantity of the

item being purchased, and press Enter or the Add Item Button. 8. Click Proceed to save and Click Yes if you want to continue,

otherwise, click No.

Required fields Click Browse/Insert key to

browse for customer details.

Code ID: Barcode Quantity: # of order Discount: Discount amount Add Item: Accept order View Log: Show Transaction log



SALES TRANSACTION

1. From the main window menu, [see fig.3], click Sales Entry, the

Sales Transaction window will be displayed, [see fig.10].

2. To Enter Customer ID, press Insert Key or Browse button to open

Browse Customer and select the customer/supplier details. 3. From the Code ID textbox, press Insert Key or Browse Button to

browse the Item Details, select the Item you wish to Add and press

Enter. 4. From the quantity textbox, type the number of quantity of the item

being purchased, and press Enter or the Add Item Button.

5. To Add another item, follow Steps #3-4. 6. Click Proceed or press F7 to save and Click Yes if you want to

continue, otherwise, click No.

Fig.10

Note: F4 – Clear Item Grid List F6 – Clear Form F7 – Proceed From The Grid Item List: Del key – Remove from the list From the Quantity Column in Item Grid List, press Enter to edit the quantity

Required fields Click Browse/Insert key to

browse for customer details.

Code ID: Barcode Quantity: # of order Discount: Discount amount Add Item: Accept order View Log: Show Transaction log



• How to View Log/Cancel Transaction…

1. From the main window menu, [see fig.3], click Sales Entry, the Sales

Transaction window will be displayed, [see fig.10].

2. Click the View Log button and a new window will be displayed, [see

fig.11].

Fig.11

3. This will display the Total Sales based on the Report Criteria, (from

and to).

4. To Cancel/remove/void the transaction, select the Invoice Number

from the Transaction Grid list, and double click. 5. Click Yes to remove the transaction, otherwise No to cancel.

Note: Removing the transaction will also remove the payment transaction made based on the Invoice Number.

Security: Only with the Supervisory level users are able to remove/void the transaction.

Double Click here to

remove/void the transaction

Change this criteria to show

customize the list of transactions



REPORTS

• How to create report for…

1. From the main window menu, [see fig.3], click Reports, the Report

window will be displayed, [see fig.12].

Fig.12

Stock Details : Report for the Stock Details

Item Listing : Report for the Pull out/Damage and Delivery of Items

Inventory Check : Report for checking the Actual Count and the Machine Count

Damage Report : Report specific for Pull out/Damage Items

Delivery Report : Report specific for Delivered Items

Transaction Report : Report which displays all the Sales Transactions

Payment Report : Report which displays all the Payment Transactions

Accounts Receivable : Report for displaying the Total Receivables

Trans Summary : Report for displaying the Item Details in the Transaction report

Select output:

Screen – Prints using the monitor

Printer: Prints directly to the printer

To alter the date

range, change this

criteria.



SETTINGS

• How to Change Company Name…

1. From the main window menu, [see fig.3], click Settings, the Settings


2. Enter the New Company name from the Company Name textbox and

click the update button.

Fig.11

Details: Company Name: Enter company name here Register: Register the system Update: Update the Company name

Details: DB Path: Current Database path Database Status: Status of the database if not found Update Path: Save and update the system with the new database path

Details: Company Name: Enter company name here Register: Register the system Update: Update the Company name

See how to add new system user



• How To Register…



2. Click the Register button from the licensee options, and a new window will be displayed, [see fig 12].

3. Enter Keycode from the Keycode text box and click the unlock button.

Fig.12

Enter valid keycode here

Enter valid keycode here



• How to update the Database path…



2. Click the Update Path button from the Database Options, and an open

dialog box will be displayed, [see fig 13].

Fig.13

Note: When updating the database path, pay attention to the message displayed in

the database options. When the message is colored red, it is critical error which

means the system could not locate the database path, see fig.14.

Fig.14

Critical Error Message: Correct this by locating the correct database path or click the close button to abort the updating.



• How to Add New System User…



2. Click the Add Button from the user options. 3. Enter the System User details such as Username, password, Fullname

and User Level.

Note: User level is consists of (2) two levels:

Supervisor: Super user with all privileges

System User: Cashier Level with restrictions

�EOP�



This page is intended to be blank

Documents

Easy POS User's Manual