Inventek Point of Sale 7.0. Quick Start. Sigma Software Solutions, Inc. Manual

Inventek™ Point of Sale 7.0

Quick Start

Sigma Software Solutions, Inc. Manual

Inventek POS – Quick Start Login Procedure You are now ready to begin using the Inventek Point of Sale program. To open the software, double click on the icon named “Shortcut to Inventek POS.” As soon as the program is launched, a login screen will appear prompting you for a user id and password. The initial User ID and Password are both: admin (typed all in lower case). Note: If instead of the Splash Screen, a window pops up saying that you don’t have the latest database update, click on [OK] and you will get the following screen.

This is the Database Magic Window; you don’t need to worry about all the options shown here. Just click on the button that says [CLICK HERE TO UPDATE]. After the update is complete a message will pop up stating that the update was successful. Click on [OK] and double click on the Inventek POS icon again and log into the system.

General Overview Inventek Point of Sale is designed with the user in mind. For this reason, we strive to provide a product that is simple to use while being a complete solution for the administration and management of a small retail establishment. For this reason, the POS system is divided into several tabs which keep each section of the software in one convenient location that is easy to find and identify. The POS is divided by the tabs, which are accessible in the top portion of the screen as follows:

POS POS provides all the Point of Sale functionality of the software which includes the sales and return processes, transactional procedures, and close register functions.

Customers The customers tab includes all functionality to add, edit, and delete customers and customer information. Additionally, this tab is the location for managing customer price levels, gift cards, marketing, customer label printing, and loyalty cards.

Vendors The vendor tab includes the functionality to add, edit, and delete vendor and vendor information and allows users to manage purchase orders and merchandise reception.

Inventory The Inventory tab allows users to add, edit, and delete product and product information. Additional features managed in this tab include: Inventory searching and sorting, import wizard, vendor wizard, promotion management, return to vendor, price wizard, barcode labeling, category wizard, markup wizard, inventory adjustment, store transfers, reorder wizard, inventory tracking, non-discountable wizard, serial number management, quick orders, and product rentals.

Employees The Employee tab allows users to add, edit, and delete employees. Additionally, users may modify permission settings from this tab and perform advanced functions such as the creation of employee badges and the management of the employee time clock.

Reports The Reports tab is the location of all reports for the Inventek Point of Sale software.

Tools The Tools section is where all advanced functionality is located. Additionally, it is the section that allows users to customize the POS system. Functionality includes: Sales check voiding, system control setup, system utilities, label setup, store analyzer, task management, greeting management, company setup, and accounting.

Managing Products The Inventory tab allows users to add, edit, and delete product and product information. Additional features managed in this tab include: Inventory searching and sorting, import wizard, vendor wizard, promotion management, return to vendor, price wizard, barcode labeling, category wizard, markup wizard, inventory adjustment, store transfers, reorder wizard, inventory tracking, non-discountable wizard, serial number management, quick orders, and product rentals. The inventory tab is seen below:

Adding Products To add a product, click on the F2 – Add button as seen above. The following screen will appear:

Leave the default selection (Quantitative Item) as is, and click OK. The following screen will appear:

In the product code field, scan the UPC of the item you wish to add. If the item does not have a UPC, you may enter the item number from the invoice or packing list and then check the No UPC checkox. Item number refers to the code that the vendor uses to identify the product. Vendors DO NOT typically identify products by UPC; therefore, make sure that you enter the vendor’s item code in the Item Number field. Enter the rest of the information as complete as possble. The recommended minimum field to enter are: Product code, item number, description, vendor, cost, sales price, and quantity in stock. When the fields are complete, click on the F1 – OK button to save the product to the database.

Editing Products To edit a product, you will need to search for it. Please see the Filtering and Searching section below for details on how to search and filter for a product. Once you find the product, select it by clicking on the desired item. The item will be highlighted as seen below:

Click F3 – Edit to modify the product. The following screen will appear:

You may modify the cost, sales price, and all other pertinent information. Once the fields have been edited, click F1 – OK to save the changes to the database. Note: You cannot modify the product’s quantity in stock in this screen. See the Adjusting Inventory section for information on modifying quantity in stock.

Adjusting Inventory The adjust inventory section is used to modify a product’s quantity in stock. For security purposes, user may not modify this information from the edit inventory screen. Instead, this section allows the user to make such modifications while logging all changes that are made to the inventory in a separate table which can be viewable by a report. To access the Inventory Adjustment section, click on the Inventory Adj button from the Inventory Tab. The following screen will appear:

You will see three options for searching for product: By product code, description, or vendor code (also known as item number). Product code will search by an item’s UPC number while vendor code searches for the VENDORS item number. Depending on the information that you have available, you will select accordingly. Usually, when adjusting inventory based off of a packing list or invoice, vendor code will typically by used as this is the information that is most common on a vendor’s invoice or packing list. Select the type as described above and click on the Search text box. Scan or type the information and you will see the inventory list below filter depending on the data entered. When you find the item in question, click on it to ensure that it is selected and click F1 – Select or hit the F1 button on the keyboard. This will fill in the information on Product Code, Description, and Cost as seen below:

Enter the quantity to adjust and then click the F2 – UPDATE button or hit the F2 function key on your keyboard. Note that the value that you should enter for Adjustment Quantity is the modification value. For example, if you have 24 in stock and want to add an additional 12 units, the value to enter on that field would be 12. When you click the update button, this will add 12 to the original 24, updating the quantity in stock at 36. You can do the same thing for negative values. For example, if you have originally 24 units and want to eliminate 12, you would enter -12 in that field.

Importing Files The import wizard feature is used to import product information contained in an excel spreadsheet file directly to the inventory table of the POS database. This spreadsheet file needs to be formatted for use with the Inventek Point of Sale system prior to importing. To use the feature, click on the Import Wizard button from the POS Tab. The following screen will appear:

Select the file to import by clicking on the Select Source File button seen above. The following screen will appear:

Navigate to the location where your excel spreadsheet file is saved, select the file by clicking on it, and click the Open button.

Once you click the Open button, you will see the Import Wizard screen again, as displayed below:

Click on the Import button. This will process the file accordingly.

When complete, you will see the following message:

Repeat the steps will each file that you would like to import and click the Close button when finished.

Filtering and Searching You may filter and search for products from the Inventory Tab as seen below. Anything that you enter on the filter text box will be searched for, as seen below:

Enter the information (OKK for example), and hit the ENTER key on your keyboard. This will search for anything in the database with the sequence OKK. You can do this with UPC numbers, item codes, descriptions, vendor names, or categories. To search for specific column information, you can use the Search By button on the top left, as seen below:

To sort, you can use the Sort By button as seen below:

This will sort the results depending on the selection you made. To clear the results, on Filter, type the the asterisk sign (*) and hit enter. This will reset the results of the last search.

Sales Recording a Sale To process a sale make sure that you are on the POS Tab as displayed below:

A quick sale can be executed by the steps below: 1. Press or click F1 to clear the screen. 2. Scan desired items or type in the product code. All items you scan will show on the sales list. 3. When you have scanned all of the items for the sale, Press or click F2 Tender to go to the tender screen. (See Screen Below) 4. On the tender screen the sub total, taxes, and total sale amount will be displayed. 5. Choose a pay type (Cash will always be your default pay type). Enter the amount given to you by the customer and press or click F3-Tender. The change due will be displayed, your cash drawer will open, and a receipt will print. . 6. When you have completed the transaction, press or click F4 - Complete to return to the main screen and begin the next sales transaction.

The following screen will show a complete transaction as described above: The F1 – Clear button clears the screen and places the cursor on the proper field:

Start scanning merchandise. As you scan products, they will appear on the list. This will also update the taxes and the total:

When the scanning it complete and you are ready to proceed with the checkout function, click the F2 – Tender button or hit the F2 function key on your keyboard. The following screen will appear:

The default selection is cash. In this case, enter the amount that was tendered and click the F3 – Tender button, hit the F3 function key on the keyboard, or hit the ENTER key on the keyboard. This action will process the tender, open the cash drawer, provide the change due, and execute the transaction as seen below:

When complete, click on the F4 – Complete button, hit the F4 function key, or hit the ENTER key. This will clear the screen and return to the POS screen in order to begin the next transaction.

Different Pay Types The tender screen has the option for multiple tender types. Always process Cash Tenders first. To use different pay types, simply click on the tender type you wish to use, enter a value underneath Tendered Amount, and hit enter or click [F3 – Tender]. If the tender is lower than the total amount, you will see a balance appear in a red font. Simply click on the next tender and repeat the prior steps. Once the total value entered matches or is greater than the amount due, the system will process the transaction and print out a receipt accordingly.

Changing Quantity on a Sale To change the quantity on a current sale item, simply click on the quantity you want to change. The value will appear highlighted in blue next to the Qty field. Change the value to your desired amount, and hit the Enter key on the keyboard or the F5 – Edit button. The value will change as seen below:

Deleting a Line Item To delete a line item, click on the description of the item from the grid. The item should be highlighted in blue. Click on the F6 – Delete button as seen below:

Products without UPC’s There are a few ways to handle products without UPCs. You can generate a label for the item or enter the product code manually on the Product Code section and click the enter key. The easiest way, however, is to register an item as not having a UPC. See the Adding a Product section. When items are registered as not having a UPC, you can click on the F9 – No UPC button on the POS screen. All items will appear in alphabetical order so that you can click on your selection. The following is an example:

ASST. SANDLES will be clicked on. Notice that the item will then appear on the sales screen:

Saving and Loading Transactions During the course of a day, you may find it necessary to save a transaction. Say, for example, that you are processing a transaction for a customer who needs to exit the line temporarily. Instead of clearing the transaction out, it may be beneficial to save it so that you can proceed with the next person in line. Once the original customer is ready, you can load the transaction back. To do this, simply click on the Save Transaction button. This will give you a confirmation number:

It will also clear the screen so that you can process the next transaction. Once ready to load, click on the Load Transaction button. The following will appear:

Select the transaction you would like to load (in this case, there is only one) and click Load. This will load the transaction details that you see on the right of the screen:

Returns To process a return, click on the F7 – Returns button. This will set the screen in return mode as seen below:

The cursor will blink on the top right hand side next to Sales Check #. Enter the sales check for the transaction return you would like to process and click the Enter key. This will load the transaction details:

Once the details are loaded, you can either double click on the item you wish to return or scan the item. The adjustment will be reflected on the Current Adjustment session and will also update the value of the return as seen below:

Note that you can exchange items by adding new product to the order. This will adjust and reflect the additions as seen below (note that the new item appears in positive):

When you are done adjusting all items and wish to proceed, click on the F2 – Process Return button. The following screen will appear:

If instead of a cash refund you would like to issue a credit, simply click on the F1 – Issue Credit check box. When ready to proceed, click on Process. This will process the return and make the necessary adjustments.

Closing the Register To close the register, from the main POS tab, click on the F12 – Close Register button. The following screen will appear:

Starting figures will show the amount of money that the drawer was started with BEFORE selling anything. Shift sales will incidate the totals for the register currently beng closed. To close, click on the Details button next to Closing Figures. The following screen will show up:

Open the drawer and manually count the drawer down. All monetary values are quantity values. Meaning, if you have five nickels, you will enter 5. For credit cards, add up all the credit card receipts and enter that value (monetary value) in the respective field. When ready, click the Done button. This will calculate the discrepancy as seen below:

When you are ready to close, click on the F5 – End of Day button. This will print out the closing report.