Getting Started Welcome to the Getting Started guide of LightSpeed, Xsilva’s groundbreaking Point of Sale software for Mac OS X! This guide will take you step by step through a basic setup and configuration of your LightSpeed installation, laying down a solid foundation that will minimize the amount of maintenance required later. Note – this guide is an overview of the basic requirements for configuring LightSpeed, and does not include explanation of all the setup features. For more complete explanations, please see the PDF Documentation section of www.xsilva.com.
Navigating There are three major components of LightSpeed – the front counter Point of Sale (POS) screen, the back store and administration Browser, and the Web Store. The POS screen, accessible by the POS icon in the tool bar, is intended for a retail floor that processes transactions with the ultimate goal of providing a simple, rich, and very efficient experience for both the salesperson and the customer. The Browser, accessible by logging into LightSpeed or by leaving the POS screen, is intended to put all extensions of a business at your fingertips, easily accessible, with a clear overview of the activity for the day, the month, and the year, streamlining processes and automating workflow. The Web Store is a module that takes your Products and offers them for sale online, and must be purchasing and installed separately.
Setups To get the full benefit of LightSpeed and its powerful features, there are several settings that must first be configured, including information about your Company, your region’s taxes, and the users who will be using the software. The lion’s share of these are found in the Tools menu, under the Setup option. While LightSpeed has many more features than those listed here, these are the basic requirements for you to get started with the software. For details on these and other features, please see the Setups chapter in the LightSpeed manual. Note: Required items are indicated with a star (*).
GETTING STARTED Create your Company.* >Tools/Setup/Company
Company, Addresses and Contact Info, Fine Print Sections To start, enter your Company name, along with your Billing and Shipping Addresses, Phone Numbers, Email Addresses, and Web Site Addresses in the available fields. The Fine Print section allows you to enter the fine print that prints at the bottom of Quotes, SROs, Invoices, Orders, Purchase Orders, Supplier Invoices, and AR statements. Logo LightSpeed can store a 192 x 192 pixel JPEG logo for your Company. Drag a JPEG file to the Logo section, and the image will be scaled and saved to the database. This logo will show up on all your printed sales documents. To remove the logo, click the â€˜Xâ€™ button. Preferences General The bottom of the Company panel is dedicated to preferences for various functions of LightSpeed. The Enable Inventory Reservations feature should be pre-defined as enabled, allowing you to reserve inventory on Orders. This is also where you set your Date Format and Time Format as they will appear in the software and on printed documents.
GETTING STARTED Searching The Search Current products only checkbox will, when enabled, disregard Products with their “current” status deselected in the Product card when searched in the Browser, the POS, or in sales documents. Deselecting the Search only after user types ‘Return’ checkbox will enable the “Search as you type” feature, resulting in search results that narrow as you continue to type. Leaving this box checked will require hitting the Return key after you’ve entered your search term. The Combine Scanned Quantities for Documents/POS checkboxes will tally quantities of the same Product Code scanned into sales documents or the POS – deselecting them will create multiple line items for the same Product Code when it is scanned or typed in. Disable Cover Flow will remove the Cover Flow layout from both the POS and Browser (Cover Flow is a layout which will allow you to browse your Customers, Products, and Suppliers by their images). Status The checkboxes listed here will allow you to automatically mark sales documents as “invoiced” when they’ve been converted into an Invoice. This status is used in Trackers and SmartFinds and simple searches in the Browser. Master Password All LightSpeed databases come with a default password set internally that Xsilva can use in the instance that you require backend database support. You can change your Master Password from the default for maximum security and use the ‘Reset to Default’ button to reset it back to the default password when backend database support is required. Store this password in a secure place, as it is irretrievable once forgotten.
Set up your User Privileges. >Tools/Setup/Privileges
The Privileges Setup panel allows an Administrator to determine which groups of Users can access which privileges in LightSpeed. Click a Privilege Group to display the associated privileges. By default, LightSpeed has four Privilege Groups: ‘Administrator’, ‘Manager’, ‘Salesperson’ and ‘Technician’. These can be modified so that their Privilege
GETTING STARTED set suits the businessâ€™s requirements and can be duplicated to create variations on their Privilege set. Click on an Access setting to select a new Access setting from a popup menu. Each Privilege within a Privilege Group can have one of five Access settings: Allowed: User has access to this Privilege Not Allowed: User does not have access to this Privilege User Authentication: User must confirm their Username and Password to access this Privilege Mgr/Admin Authentication: User must have a Manager or Administrator enter their Username and Password to grant access to this Privilege Admin Authentication: User must have an Administrator enter their Username and Password to grant access to this Privilege Each Privilege has the ability to be recorded in a log each time it is performed, or attempted and refused, by checking a checkbox in the Log column. When a checkbox is selected, the Log feature (Tools>Utilities>Log) will keep a record of all Users who attempt or perform this Privilege, as well as when it happens, and, when applicable, to which document ID. This feature will allow you to review the deletion of records, the editing of documents, and much more, months or years after the fact.
Create your Users.* >Tools/Setup/Users
Administrators should enter all Users that need access to the system in the Users Setup panel. When creating a new User, you can enter their First Name, Last Name and
GETTING STARTED Phone Number, and the Login Username and Password that they will log in with. The Login Username and Password are case-sensitive. The Userlevel popup menu allows you to set which Privilege Group each User belongs to and the Can Log In checkbox allows you to determine whether the User is currently allowed to log in. The Product field allows you to associate a Product you’ve created to represent any labor fees you want to charge for this User’s time when used in conjunction with the Timesheets/Jobs features. Editing or deleting Users will not remove them from any sales documents that they have been associated with.
Set the ID Number Sequence for Sales Documents. >Tools/Setup/ID Numbers
Administrators can set the starting ID numbers for Quotes, SROs, Orders, Invoices, PO’s, Jobs, Timesheets, Supplier Invoices, Products, Customers, Suppliers, and Gift Cards by selecting the type and entering the ‘Next ID’ number. You cannot set the ‘Next ID’ number to lower than the ‘Last ID’ number used.
Set up your Currencies.* >Tools/Setup/Currencies
LightSpeed can handle multiple Currencies, which are set up in the Currency Setup panel. The primary Currency used in your business must be set as the Default Currency with a Currency rate of ‘1’ and the Currency Rates of all other Currency Rates must be set correctly in reference to the Default Currency. To set the rates of your non-default currencies, calculate how much default currency that 1 unit of your non-default currency would buy. For example, if your default currency is US (at a rate of 1), and you want to add Canadian currency, click New and set the Canadian currency to the current rate of 1 CDN dollar to US currency. Example: 0.93
GETTING STARTED Set up your Taxes.* >Tools/Setup/Taxes
The Taxes Section of the Taxes Setup panel is where an Administrator will enter the names of up to five taxes and set their GL Accounts. Tax Codes specify which taxes and which rates are charged in a particular jurisdiction or circumstance. The default Tax Code is the Tax Code that is used when creating a new sales document, and is set in the Station Setup panel. You can create additional Tax Codes for charging out-of-state taxes. An unlimited number of Tax Codes can be created. Tax Codes affect the taxes charged on a per-document basis. Tax Statuses are used for particular tax exemptions. If a Customer is entitled to certain tax exemptions, or a Product is exempt from certain taxes, one can apply the corresponding Tax Status. Taxes also have the ability to be configured according the local specifications, accessible only by checking the Show Specialized Tax Features checkbox. In the column marked (1), you can indicate a maximum dollar value for the tax collected. In (2), the checkbox indicates the tax is compounded on the sum of the subtotal plus the
GETTING STARTED taxes. In (3), the checkbox indicates a tax that is Paid and must be assigned a GL Account for the export to the accounting package. IMPORTANT: These specialized tax features are particular to a few geographic regions, such as Australia, Alaska, and Quebec, and should NOT be used unless absolutely required. At the bottom of the main Tax window, there is a checkbox that enables LightSpeed to calculate its taxes differently. TheTax Inclusive Prices is designed for regions with particular tax calculation involving a requirement for tax-in totals. It is recommended that unless you are in such a region, you do not use this option.
Define your Cities, States/Provinces, and Countries.* >Tools/Setup/(City, State/Province, Country)
Pre-defined lists of commonly-used Cities, States/Provinces and Countries can be set up in these Setup panels. Select arrows on the City, State/Province, and Country fields of the Customer window allow Users to select an item from these pre-defined lists. You can add to these lists by clicking “New”, entering the name, and clicking Save. You can also choose the default city by clicking the checkbox. Non-Administrator Users can add to the lists by clicking the “+” icon on the Select window in sales documents. A new Customer box will come up and if the city is not in the list, the “+” icon can be clicked in the drop down menu to add it.
GETTING STARTED Create your Suppliers.* >Toolbar>Supplier icon
Before any costing, ordering, or purchasing functions are possible, it is necessary to create your Suppliers. Click the Supplier icon in the toolbar to create a new Supplier card.
Enter the contact and address information for each Supplier. This list of Suppliers will be used to indicate where you buy a particular Product in its Product card, which is necessary for cost information and the assembly of your Purchase Orders. Important: Supplier names in LightSpeed must match exactly any Suppliers in data youâ€™re importing using Import Tools.
GETTING STARTED Set up your Classes and Families.* >Tools/Setup/(Classes, Families)
Classes and Families are how you categorize your Products, necessary for sales reporting, batch price changes, and searches. Classes are normally set as the Product categories you wish to set for your Products – speakers, accessories, dresses, chairs, etc. Families are normally set as the name of the manufacturer – Apple, Sony, Honda, Nike, etc. Classes and Families are set in the Product card from these pre-defined lists. Important: When importing Products, the Classes and Families you’re importing must already be in the pre-defined lists for Classes and Families, exactly as they appear in the source data, for the import to work properly.
Create your Color and Size Sets. >Tools/Setup/(Color Sets, Size Sets)
The Size/Color Matrix accessible in a Product card can use color and size sets for more efficient creation of size/color combination Products. Create a new set by clicking the New button, and name the set you want to create. This set will then be accessible in the Size/Color Matrix of a Product card for auto-population of sizes and colors.
Learn the Size/Color Matrix. (applicable for garment retailers) >Product card
If you need to create size/color combination Products, click the Size/Color Matrix checkbox in the Product profile of the parent Product. This parent Product should include the basics for the “stripped down” version of your Product. For instance, if you wanted to create Product cards for size/color combinations of a particular tshirt, the parent Product should include all information EXCEPT the sizes and colors. This information will then be added to the Product card’s Size/Color Matrix. See the PDF document Products or the training video Size/Color Matrix for more information.
Name your Pricing Levels. >Tools/Setup/Pricing Levels
Every Product in LightSpeed, in addition to having a regular Selling Price, can have up to ten alternate prices, called Pricing Levels. Name these Pricing Levels to correspond with these alternate prices, such as Education, Bulk Purchase, or Loyalty. Pricing Levels can be used in tandem with Customer Categories (see below) to set automatic discount levels for your Customers. Also, each of these Pricing Levels can have their own unique Cost. These Pricing Levels can be accessed in the POS screen and in documents if the Pricing Levels can be selected per Line Item checkbox is checked. Pricing Levels and their Costs can also be utilized in the Set Selling Prices feature for batch changes of prices or costs of Products.
GETTING STARTED Name your Warehouses. >Tools/Setup/Warehouses
Warehouses in LightSpeed represent virtual stockpiles of inventory that appear in your totals but that you do not want showing as available â€“ demo equipment, for example, or slated for return to the manufacturer. Name up to ten different virtual Warehouses to reflect these possible situations. Stock can be transferred from your available quantities to one of these Warehouses, and back again, or from Warehouse to Warehouse.
Set your Customer Categories. >Tools/Setup/Customer Categories
Customer Categories allow you to automatically apply discounts to your Customers on their sales documents. Click New to create a new Category, and name it. In the Discount field, you can set a percentage which will be automatically be discounted from the Productâ€™s regular selling price. Choosing a Pricing Level in the pop-up menu below this field will automatically default to a particular Pricing Level for the Products on the sales document this Customer is attached to, provided that Pricing Level has been set for the Products being sold. Otherwise, the regular selling price will be used. Used together, the percentage discount will be taken from the Pricing Level for the Products rather than the regular selling price. The Customer Category is set in the Customer card. If a Customer has been categorized, you will be asked each time the Customer is attached to a sales document if you want to use the discounts associated with this Category.
GETTING STARTED Define your Customer Groups. >Tools/Setup/Customer Groups
Customer Groups allow you to group your Customers together in countless ways, and search these groups in order to do email blasts and track your Customers according to criteria you set. The groups you create here will be accessible in the Options tab of the Customer card, and can be search in the SmartFind feature of the Browser.
Set your Terms. >Tools/Setup/Terms
Selling to Customers on credit or buying from Suppliers on credit should require you to define your credit terms with each. Setting them here will produce a pop-up menu accessible in the Customer and Supplier cards, indicating the terms of payment you’ve agreed to.
Define your Payment Methods.* >Tools/Setup/Payment Methods
LightSpeed allows Administrators to set up fifteen Payment Methods that can be selected on the Invoice to record Payments from Customers. Payment Methods can be assigned a type that determines whether extra information is collected on the Payment screen. For example, a Credit Card Type displays a field where the User can enter the Authorization Number of the transaction. Specifying a Payment Method as Credit Card also sets it up to process internally through an authorized internal credit card processor if one is specified in the Credit Card Processing setup. If you are going to be using LightSpeed’s Gift Card feature, you must create a Payment Method for gift cards, and assign the type Gift Card to it. GL Accounts can also be set for Payment Methods if exporting to accounting software is required.
Set up your Station.* >File/Station Setup
The window for establishing the settings for the POS screen can be found in the File menu, under the menu item Station Setup. This is the window where an administrator will choose settings for a particular station’s POS hardware, printing configuration, and various defaults for POS screen, including tax configuration, search settings, and customer type.
Station Name This field allows you to set the name for this POS station. This name appears on receipts and can be reported on with LightSpeed’s Reporting tools. Card Swipe The Card Swipe setting is a pull-down menu that allows you to choose the supported card swipe device for credit card transactions, either “ID Tech”, “ID Tech Omni 3237”, or “MagTek”. Printing You have the choice to set your printing format to be standard, letter-sized paper, suitable for regular laser printers, or to a receipt printer. Formatting will automatically be adjusted for each size. Note: If the receipt printer is chosen, it will only be accessed when printing Invoices. All other documents – Quotes, SROs, and Orders – will be printed in Full-Page format.
GETTING STARTED You may also choose to disable the print dialog box when printing. By entering a positive value in the Print Copies field, that number of invoices will be printed without a dialog box. Again, this is only applicable to Invoices – a print dialog will appear for other documents. If the value is set to zero, a dialog box will appear for Invoices, as well. If you’ve chosen the Receipt option for Printing, your Receipt Printer pop-up menu will become accessible. There, you can choose your TSP printer. If you’re setting the printer up for the first time, choose Page Setup, and complete a Page Setup procedure in the File menu. Cash Drawer and Pole Display If you are configuring a cash drawer or pole display, select the method of connection in the pop-up menu, and the port you’re using. For more information, see the POS Hardware chapter. Defaults Start New POS after Printing - If you have a high volume of invoices, you may wish to have LightSpeed automatically create a new invoice when the last one has been printed. To do so, simply check this box. Turn Sound Off – This checkbox disables the sounds associated with various functions in POS. Default Search – This pull-down menu allows you to set which of the four search criteria – UPC, Product Code, Description, or Document ID - to use as the default in the main POS window. Default Customer Type – With this pull-down menu, you can choose the default for the Customer type – either walk-in or an existing Customer. If you do not wish to track information on your customers, choosing ‘Walk In” will allow you to accelerate the speed with which you can perform a transaction. Default Tax Code – This pull-down menu allows you to choose the default tax code from the list you have already set up in your Taxes Setup window. However, you can still choose another tax code for any particular Invoice regardless of this default setting. VoIP – This menu allows you to choose your VoIP service, whether it’s Skype or Webfones.
Set up your POS screen. >Tools./Setup/Point of Sale
The POS screen is also known as the “front end” of LightSpeed – a simplified, polished interface to quickly transact sales on a retail floor. Configuration of the POS screen is done in the POS Setup panel. Logo This window allows an administrator, or another user set up with the appropriate privileges, to insert a logo that will appear on the POS screen. Drag a jpeg file with the maximum resolution of 230x80 dpi over the window, and it will be automatically added to your POS screen. Note: This setup window is not the same used to insert the logo that is printed on sales documents. That is to be found in Tools>Setup>Company. Logo Mask A mask is a grayscale image where the gray levels (0-255) are used to represent opacity. A gray level of 0 is an area where the image that the mask is created for becomes completely opaque, while a gray level of 255 becomes completely transparent and the image underneath the mask shows through completely. Any gray level in between will blend the masked image with any image below it. Putting a mask in allows you to create effects such as glowing edges, ‘burns’, and translucence. Tip: To display a black and white version of your logo, save an inversed version in a paint program as a jpeg file.
GETTING STARTED Drop the file into the Logo area of the POS Setup. Click Save. To display a color version of your logo, insert a jpeg version of your logo within the 230 x 80 dpi jpeg area as below on a black background.
Start POS in Full Screen Selecting this checkbox will display the POS screen in full-screen mode when it is launched, with a pre-defined background and size. This can be used for a “kiosk” mode that will prevent users from leaving the POS screen, if used in conjunction with the Users setup and the Can Exit POS Screen privilege in the Privileges setup. Deselecting this checkbox will enable a POS screen that is resizeable Cover Flow Cover Flow is a graphical interface which will display Products, Customers, and Suppliers by their image in the Browser and POS screens of LightSpeed. This checkbox will enable the use of Cover Flow in the POS screen for Products and Customers. Login/Log Out With the Start/Stop Timesheets checkbox, an administrator can set up LightSpeed to automatically start and stop Timesheets for Users when they log in and out of the POS screen in order to better track their time. The Ask to Print When User Logs Out pop-up menu here enables either a Payment or End of Day report to be printed when the User logs out of POS. A Payment report shows a list of a User’s transactions for that day, giving you a simple reference summarizing which methods of payments they handled that day and for how much. The End of Day report provides a much more detailed picture of the days transactions. Using the Auto-Log Out POS If Idle menu allows you to enact automatic log-out when the POS is idle for a variable time period. Other options allow the display of a picture ad or a movie ad after the idle time, and will allow the option of either staying logged in or being logged out when the ad is displayed. Click the Info button for instructions on how to install a picture or movie ad.
GETTING STARTED Receipt In the Receipt tab, you have the option to include or exclude the signature line on the receipt, and whether to print only the Product Code, the description, or both. Theme Clicking the Start POS in Full Screen Mode checkbox will open the POS screen in a pre-configured mode that uses the entire screen and blocks everything on your desktop. Not enabling this feature allows you to resize the POS screen and view your own desktop behind the POS screen.
Set up your Trackers. >Browser/Trackers/Setup
The Trackers feature of LightSpeed is a way for you to customize a set of notifications that are relevant to you. From a list of close to 100 headings ranging from telephone calls you need to follow up on and Orders you need to invoice to Web Orders ready to process, each User in LightSpeed can configure their Trackers to list only those categories that concern them. To configure your Trackers, click the Setup button at the bottom of the Browser for access to the Tracker Setup window. In the first column all available Trackers will be listed, and can be sorted alphabetically by clicking the header, or reverse alphabetically by clicking it a second time. To install a Tracker, simply drag it from the first column to the second; multiple Trackers can be installed using the Apple key. A Tracker can be highlighted in red in the Browser by clicking the Alerted checkbox.
Create your Custom Fields. >Tools/Setup/Custom Fields
One of the most powerful ways you can customize LightSpeed to tailor-fit your business is by using Custom Fields. You have the ability to add up to ten new fields to Customers, Products, Suppliers, Sales Documents, and Purchase Orders, allowing you to collect information that isn’t pre-programmed into LightSpeed already. Each Custom Field can be a text field, a date field, or a checkbox for further flexibility, and you have the option to make the field printed or not. Custom Fields appear in the Options tab of the documents and cards they’re created for. Example: You have a Platinum Plus club for your Customers. You could create a text Custom Field to record their membership number, and this number could be printed on every sales document they’re attached to. For even more power for customization, use Custom Fields in tandem with SmartFinds (see below) to organize and track your Products, Customers, and documents in new, unimagined ways.
Create your Products.* Products can be created two ways. The first is to click the New Product icon in the tool bar at the top of the screen, and fill the information in manually, including Product Code, Description, Costs, and Price. If you have a text file of a group of Products, these can be imported as a batch using Import Tools. This text file could be one your Supplier provides, or it could be a file you’d exported from your previous software. The most essential fields to set when creating Products are Family and Class, since much of your pricing and searching will be based on these criteria, and the Cost/Supplier grid, where you indicate where you buy this Product and for how much. One of the Suppliers in this grid will be known as your Default Supplier, and this status is how outstanding Order Requests are sorted into Purchase Orders, in the Actions tab. If the Product is a Parent Product of a set of size/color combination Child Products, you can create the combination Products using the size/color matrix. (see below) Important: It is advisable to make the Product’s attributes and categories as accurate as possible before adding it to sales documents or Purchase Orders, particularly if it’s serialized, as these attributes fuse with a document once the Product is added. In other words, changing an attribute of a Product won’t necessarily update that Product on the document it’s been added to previously. Products can be changed or updated in batches using Import Tools, Set Selling Prices, or Set Product Info.
GETTING STARTED Create your Customers.* Customers can also be created two ways – manually, and by an import. Customer cards can also be known as profiles or accounts, and they make it possible to store information about a particular Customer, their discount levels, groups they belong to, contacts within the organization, and any credits or outstanding balances they’ve incurred. Customer Categories as outlined above are set in the Customer card, and will prompt discounts being applied to sales documents. Customer Groups and Custom Fields are displayed in the Options tab, allowing you to group your Customers in endless ways, send them email blasts, and to collect and search data that is unique to your business. Like Products, Customers can be updated in the database using Import Tools, without having to recreate the Customers, to edit one or more fields in a batch of records.
Set Inventory Levels.* Inventoried Products that have been created in the system should have their quantities set to reflect what you physically have in your store. There are several ways to set your inventory levels in LightSpeed: 1. Manually, using the Adjust button in the Inventory tab of the Product card 2. In a batch using Import Tools or Set Product Info 3. The Count Inventory feature in the Tools menu to tally the totals of Product in your store 4. A Purchase Order that is created, then received, with the appropriate quantities Important: Serialized Products can have their serial numbers entered manually, on a Purchase Order, or using Count Inventory. It is advisable to have the number of serial numbers you’re adding dictate the quantity that is set for that item, but if you have a discrepancy, it can be found and fixed in >Tools/Utilities/Troubleshooting/SNs Do Not Match Inventory.
Set your Live Rules. Two of the most powerful timesaving features of LightSpeed include Set Selling Prices and Set Product Info. Set Selling Prices applies batch changes for LightSpeed’s multiple prices and costs. With the set of criteria, you can determine a subset of Products, and then set an Action to change any of the various Pricing Levels, the Cost, or the Web Price, using any of the other Pricing Levels, Costs, or Web Price as a basis for calculation.
GETTING STARTED Set Product Info allows you to set data for Products that is not price-related – quantity, GL Accounts, Class/Family, reorder point, and more. In each of these features, the Apply button will apply the Action to the subset of existing Products found by the Criteria once only. The Rules button will allow you to create a rule for application in the future, and by checking its checkbox and making it “live”, LightSpeed will automatically prompt you anytime any Products which meet the criteria for that Live Rule are saved, asking whether or not you want the rule applied. Live Rules ensure that uniform pricing or Product info is maintained even as Product card are modified or new Products are created.
Note: Batch changes made using Set Selling Prices and Set Product info are permanent and cannot be undone, except by applying another Action. Also, when adjusting Product Cost, you must specify which Supplier’s Cost you’re affecting with the pop-up menu at the bottom of the menu.
GETTING STARTED Import and assign your GL Accounts. >Tools/Setup/GL Accounts
Accounting packages like MYOB and Quickbooks assign a unique name or number to each of their General Ledger accounts. The Accounting Export from LightSpeed to these accounting software packages requires that you first import these GL Accounts into LightSpeed and map their unique names or numbers to corresponding items, such as Payment Methods, Taxes, and Products. a. Export your GL accounts from MYOB or Quickbooks. b. Open the GL Accounts setup in the LightSpeed Tools menu and import the file you exported using the corresponding button. c. Select GL accounts for Accounts Receivable and Accounts Payable in the Linking section. Note: In Quickbooks, you must choose between using account names or account numbers. Below is a list of key data in LightSpeed that require a GL Account to be assigned for the Accounting Export, and where they can be found. GL Accounts Setup - Accounts Receivable, Accounts Payable Product Window, GL tab - Product Income, Product Inventory/Asset, Product Expense/COGS Taxes Setup - each tax collected and (if applicable) paid Payment Method Setup - each method of payment
Create your SmartFinds. SmartFinds give you the ability to set a particular set of criteria, and either find the results immediately and display them in the Browser, export them to a text file, or Save them, creating a clickable icon accessible in the Source List which does an immediate find when accessed and displaying the results as of that moment in the Main List. Products, Customers, Suppliers, all sales documents, Purchase Orders, and Supplier Invoices can be searched and sorted using SmartFinds. To create a new SmartFind, click the Source you want to search, and in the resulting window, choose the criteria. In the header bar you will see the quantity of items that will be found by that set of criteria. Clicking Find will find the results immediately, clicking Export will save the results in a text file, and clicking Save will create a SmartFind icon in the Source List of the Browser under the Source you were searching, accessible by clicking the detail arrow that appears when a Source has at least one saved SmartFind. The criteria of SmartFinds can include Custom Fields, allowing you limitless possibilities for adding expanded functionality. Example: I create a checkbox Custom Field called “Stockable” for Products, to record which Products I want to keep in stock, and a text Custom Field called “Industry”, to record which markets the Product will appeal to. I
GETTING STARTED can then create a SmartFind to find all Products where “stockable” is checked and the Industry is “Safety”, producing a list of Products I should have in stock for the safety industry.
The Basics Invoicing – POS LightSpeed’s POS feature is a front counter module for processing Invoices that allows multiple users to log in and out, tracking their transactions. It functions largely the same way the Invoice of LightSpeed’s back end, but with a polished interface that takes full advantage of OS X’s powerful graphics capabilities, with the option of viewing Products and Customers in a beautiful Cover Flow layout. The screen is divided into 3 sections – at the center is the POS sales register, the one to the left is the Customer detail area, and to the right is for Product detail. The search bar located at the top of the sales register contains several icons that will give you access to Products, Customers, or other sales documents. The Product detail includes an inventory bubble that can be clicked to expand, showing more detail about the various statuses of the Product, and a list of any Related Items associated with the primary Product currently selected. The first step is to add a Customer. To select an existing Customer, type a few letters from their name, or click All, and choose their name from the resulting list. If it is a new Customer, click the “+” icon at the bottom of the Customer detail area, enter the data, and then click Save. If you do not wish to add the Customer to your database, click Walk-In and enter as much data as you want.
GETTING STARTED To scan a Product’s UPC and enter it in your Invoice, click the Product icon and scan – if it exists in the Product database, it will automatically be added to your Invoice. If it is serialized, click the Product line item once, and scan/enter the serial number. It should appear in a list of available serial numbers for that Product, but if it does not, you may still attach it to the Invoice for later reconciliation. The Cover Flow feature will display both Customers and Products in a graphical interface, allowing you to browse and click images to add them to your Invoice. Once the Invoice has all the correct Product and Customer information, you may click the Check Out button to save the Invoice and proceed to the Payments screen. There, you will see buttons corresponding with each Method of Payment you have set up, and may use them in combination with one another. Each payment must be saved. You are also able to use Credits from previous Invoices using the Apply Credit button (if applicable) by choosing which Credit to apply, and specifying the amount to be used. If you are using internal credit card processing, you must process the payment and receive an authorization code, which will be auto-populated as a completed payment. To leave the POS layout, click the Exit button in the Customer detail area of main screen. (See PDF document Point of Sale on the Training/Support section of our website for more details)
Invoicing - Backend Invoices can be created four ways in the Browser – from scratch, from a Quote, or from an Order. If you are creating an Invoice from scratch, simply click the Invoice icon (pictured left) and populate the Invoice yourself. Creating an invoice from a Quote or an Order will auto-populate the Customer and the Products, and any serialized Products must have serial numbers attached to them. Finally, LightSpeed’s drag’n’drop feature allows you choose the Products you want to sell by control-clicking the items in the Browser and dragging the group over top the Invoices source in the Source List. A Browser Invoice is structured like a Quote, and is assembled the same way, with the addition of a requirement for serial numbers of any serialized Product. When a Product does require a serial number, a yellow warning sign will appear beside its Product Code. To enter the serial number, click the description once. The cursor will appear in the data entry field. Scan or enter the serial number, and it will call it up from the list of available serial numbers. Once the Customer and Product information is complete, you are able to Save it, automatically proceeding to the Payment screen. Here, you can use the Payment Methods you’ve set up in the Tools menu to enter the Payments for the Invoice, including a combination of one or more methods. For credit cards, you can process the payment internally, or by using your existing standalone credit card terminal and entering the authorization number into LightSpeed. (See PDF document Browser on the Training/Support section of our website for more details)
GETTING STARTED Processing a Return In a saved Browser Invoice, there will be a Return button that can be used to create a Return Invoice using the Products on the original Invoice. In the POS screen, you can enter or scan a document ID to convert it to a return. Once you have created this Return Invoice, you can remove any items you’re not returning from the Sales Register. Any serialized items sold on the original Invoice must again have their serial number entered in the Return Invoice. Payments on Return Invoices work the same way they do on standard Invoices, but with negative amounts indicating a return of the Customer’s money. (see PDF document Returns and Refunds on the Training/Support section of our website for more details)
Quoting First, assign a Customer name to the Quote. If you do not want to add the Customer to the database, you can specify them as a Walk-In, and then you may include as much or as little identifying information as you like. If the Customer already exists in the database, type a few letters of their name, their address, or their telephone number in the search bar, or click All, and choose their name from the resulting list. If it is a new Customer, click the “+” icon, enter their information in the Customer window that appears, and click Save. When asked if you would like to reload the Customer information in the document, click OK. To add Product to a Quote, you can either scan its UPC, type a few letters of its description or Product Code, or click All, and choose it from the resulting list. You are able to modify the Quantity, and, if the Product is set up to accommodate it, you are also able to modify the Sell Price. When you have completed the Quote, click Save. Once saved, you are able to then do one of two things to the Quote - create an Order using the Order button to request the Product be reserved or ordered on a PO, or, if some or all of the Products are in stock, create an Invoice using the Invoice button, which will transfer ALL the Product on the Quote to an Invoice. You can then remove any Product the Customer won’t be purchasing. To print Product images on the Quote, click the Options tab and select the image size you wish to use. (See PDF document Quotes and Invoices on the Support/Training section of our website for more details)
The Purchasing Workflow The basic workflow of ordering and selling Products is this: 1. 2. 3. 4. 5. 6.
Order Request submitted on Order. Order converted to Purchase Order. Purchase Order placed with Supplier. Product received on Purchase Order. Product reserved on Order. Order converted to an Invoice.
GETTING STARTED An Order may be born from a Quote or an Invoice, using the Order button on the document, or it may be created from scratch as the first step in the workflow. (see PDF document Ordering, Purchasing, and Receiving on the Support/Training section of our website for more details)
Ordering Stock Order or Customer Order To place a stock order, choosing the New Stock Order option from the File menu allows you to request Product for your Inventory. A new Order will appear with your company information populated as the Customer. To make a Customer Order, click the Order button in the task bar. A Customer Order looks identical to a Stock Order, except that you choose the Customer in the Customer section. Next, enter the Product you want, taking note of the quantities in the Inventory status bar. You can cycle through these statuses by clicking its arrow icon. Click Save. If there is Product available for the Order, you will be asked if you want to reserve it automatically. If you answer ‘no’, you may reserve it by clicking the arrow icon in the Product reservation bubble, and choosing the appropriate option (see chapter on Ordering, Purchasing, and Receiving for more details). If you decide to create a PO directly from this Order, click the PO button and choose your Supplier from the Suppliers you have created. In the case that you would like to sort and aggregate your Orders over a given time period into POs according to default Supplier, see Purchasing (below). Products can also be ordered directly from sales documents (ie. Quotes, SROs, and Invoices) using the Order button. On Quotes and SROs, the Order button will transfer all Products to an Unsaved Order. On an Invoice, the Order button is used when there are Products being backordered, and only those Products with quantities in the Backorder column will be placed on an Unsaved Order when the Order button is clicked.
Purchasing You can view your Purchasing documents – Orders, POs, and Supplier Invoices – in the Purchasing section of the main Browser’s Source List. In the Requests tab of the Source List, you are able to view Product requests from Orders on a line-item basis, sorted by date created. Each line item will include a Product Status bar you can cycle through by clicking the arrow icon, as well as a link to the original Order. If Product is available, you can click this link and reserve it on the Order. When the Requests tab screen is refreshed, you will notice that Order has now dropped off the list of Requests for that Product.
GETTING STARTED In the Actions tab, Product requests are sorted by Default Supplier, which is where you most often buy that Product. When your Purchaser goes through these requests, they can see what Products are in stock, and may choose to reserve them for those orders, or else create a new Purchase Order to bring those Products in. Customer Orders and Stock Orders are compiled together according to Supplier To generate a PO in the Order Requests Source, you can select individual Products, and click Generate PO, or you can select several Products (usually on the basis of the same Supplier, or simply several requests for the same Product) by using the Command key. Then, click Generate PO at the bottom of the Browser, and an unsaved Purchase Order will be created. Populate the Supplier, making sure that the Supplier Codes and Costs are auto-populated. Note – this will not happen if you have not mapped this Supplier to this Product’s card. The Actions tab will generate Purchase Orders according to Default Supplier. That is, of all the outstanding Order Requests, they will be grouped together on an unsaved PO according to where they’re most often purchased. To order a batch of Requests according to Default Supplier, go to the Actions tab, and click Generate PO next to one grouping. Confirm your information, and then click Save. An ID number will be assigned, and is the PO number you should provide your Supplier. The Purchase Order is now Processed. You will notice an arrow icon at the far left of each Product – clicking it will reveal the various Orders for which this PO is ordering Product, as well as their corresponding Quotes (if applicable), and the Customers for each.
Note: If you delete an item from an unsaved PO, you will be asked if you want to cancel the original request, or re-submit it.
Receiving Product Once the PO is processed, it is ready to have the Product marked as Received when it arrives from the Supplier. To receive Product, go to the original PO and enter what you have received of the total order. If a Product is serialized, it is necessary to click the Product line to scan or enter the serial number of the Product. If you do not receive the
GETTING STARTED total quantity of a Product that was initially ordered, enter the amount you did receive. Click Save.
If the Product has a UPC code entered in its profile, a red U will appear next to it. If a UPC code is required, a grey U will appear. Click the U and scan the UPC code – the profile will be updated. If not all the Product is received for a Purchase Order, its status will be set to Partially Received. If you receive more Product from the Supplier on a particular Purchase Order, go to the original Purchase Order and go to the Receiving tab. In the Qty Rcvd column, ADD the quantity you received that day to the quantity that had previously been received. For example, if you had ordered 10 x iPod Nano 2gb Black, and 2 had been received on Monday according to the procedure outlined above, there should be a quantity of 2 in the Qty Rcvd column. Then, when 4 more arrive on Wednesday, the number you will enter in the Qty Rcvd column will be 6. If the Product is serialized, you will have to enter the 4 serial numbers. Click Save. Then, the Invoice button should become available – click it to create an unsaved Supplier Invoice, and there will be a quantity of 4 of that Product on the Supplier Invoice. You may repeat this process until all Product is received on the PO, at which point the status will change to Received. Note: Supplier Invoices are what you generate to track payables to your Suppliers. To create a Supplier Invoice for a particular PO, click the Invoice button – an unsaved Supplier Invoice will appear. Verify the information and click Save – this saves a file that will be used in your export to the accounting package you use. Each Supplier Invoice should reflect only what you received on that occasion. Therefore, one Purchase Order might have several Supplier Invoices associated with it. (See chapter on Accounting Exports) When you receive the invoice from your Supplier for the PO, you should change the status to Invoiced.
GETTING STARTED Reserving Product
In an Order, each line item has a status bar and a reservation bar. The status bar indicates the status of the existing stock for that product – Available (green), Reserved (orange), Warehouses (orange), Coming For Customers (gold), Coming For Stock (gold). The action bar allows you to reserve, release, or cancel Product for that line item or the whole Order, as well as mark it as Invoiced. If the status bar is green, it is an indication that Product is available for this line item, and may be reserved with the reservation bar once the Order has been saved. The Product may then be marked, set aside, and await Invoicing.
Tracking To ensure that Users are regularly informed of the status of their Orders and Requests, they should be sure to activate the various “My Orders” and “My POs” which apply to them in the Trackers Setup, accessible in the Trackers source of the main Browser. This way, they will immediately be aware of Products ordered, received, and reserved for them, and can act accordingly.
GETTING STARTED In particular, the “My Orders with Received Backorders to Reserve” and “My Orders with Reserved Backorders to Invoice” are very useful and should appear in each sales representative’s Trackers. To install a Tracker to the list that appears in the Trackers source of the main Browser, the Setup icon at the bottom of the Browser when Trackers are selected in the Source List, and simply drag and drop it from the left column to the right. For example, installing the “My Orders with Received Backorders to Reserve” will cause that User’s Orders to appear in their Trackers when Product is received that should be reserved. Clicking the Alerted checkbox when this installed Tracker is selected will result in the Tracker appearing red.
At that point, the User can click the View Order icon on the line item to go to that Order and reserve the eligible Product. Once done, and the Order is saved, the Order will drop off the Tracker once the screen is refreshed. In fact, Trackers may be used to configure a unique set of updates which allow each User to be kept aware of all sales documents, SROs, and other data that are highlighted as an alert and which change regularly. Each Tracker may be configured to set off an alarm when certain conditions are met, such as a Quote being created within the last 4 hours, which would be useful for a Manager. Each Tracker will display a number beside it in the Browser indicating how many documents fall under that heading, and most Trackers have both a “My…” and “All…” version, geared toward sales reps or technicians versus managers. (see chapter on Tracker)
Processing an SRO (applicable to stores with service departments) There are 4 steps in the processing of an average SRO. As the status of the SRO progresses, you are able to reflect this by a pull-down status menu at the bottom of the SRO screen.
Having completed the Customer information, you must book the equipment in, and you may include information such as serial numbers and original purchase date. One of LightSpeed’s features allows you to access Apple’s GSX website to confirm a serial number’s warranty status – simply enter the serial number in the appropriate column and hit Enter. If the warranty is valid, a photo of the model will appear along with that unit’s warranty details, which will populate in the SRO by clicking OK. Once the equipment is looked at, any parts that are required may be ordered as Products may be ordered from an Invoice, Quote, or Order. When an Order is created from an SRO, and that Order is then turned into a PO, the PO will have a special GSX tab that includes the Customer’s information. When the parts come in, they will be received and allocated to the SRO as with a regular Order. All work performed on an SRO is logged in the Work tab, and entered as a Product. In most cases, you would create a Product for each of your technicians and the Selling Price would be their hourly rate. When you are ready to bill the SRO, including its labor and parts, you click the Invoice button and an unsaved Invoice will be created. In most cases, you will print both an SRO, which lists the parts and labor involved with the repair, and an Invoice, which bills for the parts and labor.
GETTING STARTED Balancing the Till At the end of every night, you will want to reconcile the day’s transactions with LightSpeed. For a summary of transactions, go to the Print User Reports option of the File menu, and choose End of Day. A window will appear which allows you to choose the date for which to view the summary, the option for a detailed or summarized report, and an option to see the totals for all stations or just for one particular station. Clicking OK will give you an overview of totals for the day you’ve chosen. To see details, click the Print button, and the full summary of the day will appear, ready for printing. This detailed summary includes the totals for each method of payment, totals for Invoices and Returns, and the ID number range for saved Invoices. (see PDF document End of Day in the Essentials series on our support page for more details)
Jobs and Timesheets Timesheets are a way to track the time each User spend at work, and specifically the time they spend on specific Jobs and Tasks within each Job. Jobs can be as shortterm as the setup of a store demo, or as long-term as the installation of an entire network. To use Timesheets as a general record of time worked, each User can begin their daily Timesheet using the Timesheet icon in the Task Bar. Once they choose their name from the drop-down menu, an inactive Timesheet will appear, and the General default will appear under both the Job Code and Task columns. Click Start in the status column will begin the Timesheet, and clicking Stop will stop it.
Timesheets can also be used to track the completion of specific Jobs. To create a new Job, click the Job icon in the Task Bar. Name the Job using the Code field, and you can also provide a description of the Job. If the Job needs to be broken down further, you can create Tasks using the “+” icon. Users are then able to track their time for this specific Job, as well as the Tasks within that Job, when they create a new Timesheet. During the course of a day, it is possible that a User will complete one Job and begin another. To do this, all they need to do is create a new entry on their Timesheet using
GETTING STARTED the New button. Another line will appear as the first entry continues to count time. Clicking Start terminates the first entry and begins the new one simultaneously. If the User needs to run 2 Timesheets concurrently, they must click the Timesheet icon a second time, rather than simply using the New button within an existing Timesheet. Any time a User spends on a Job will be logged in the Job once that Timesheet is completed, and can be converted to a Product that is billed on an Invoice by clicking the Invoice button at the bottom of the Job. This time-billing can only happen if a noninventoried Product has been associated with the User in the Users setup panel. The time is billed and the Product is applied to an Invoice, with the quantity reflecting the time spent on the Job, and the Selling Price reflecting the labor rate that has been set in the Product card.
Taking Inventory There are four ways of adding your existing inventory levels into LightSpeed. First, by doing individual Inventory Adjustments for each Product. This would be the most timeconsuming method but allows you to enter specific notes for each Product for later reference. Second, you can import the information using the LightSpeed Import Tools. Choose Import Products and match fields by dragging the field names in the right column to correspond with the data in your tab-delimited file. While this method is faster, be advised that you will still have to go to each serialized Product, specify it as a serialized Product with the Serial Numbers checkbox, and enter the serial numbers. To do this, click Adjust, and then New, and you must add as many serial numbers as is reflected in your Quantity. If the Products already exist in LightSpeed, and you are only updating inventory levels, use the Update Products option in Import Tools, matching on Product Code or Product ID. The third method is to put your Products onto one or more Purchase Orders, and then ‘receive’ the quantities into your inventory. First, divide your store into sections, and create a new PO for each. By ‘receiving’ each section into your Inventory using a PO, you then have an easily accessible record of your Inventory count, the location of each Product, and a simple way of recording the serialized Products. The last, most obvious choice for adjusting your inventory levels is to use the Count Inventory feature, found in the Tools menu. For more information, see the Count Inventory document on the PDF documentation page of our website.
Published on May 26, 2008