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T h e O pt e mi z e r Gu i de Pa rt 1

T he Opt e miz er R eg i s t er


This publication remains the property of: Pacsoft Australia Pty Ltd Unit 1, Ground Floor 12-14 Cato Street East Hawthorn VIC 3123 support@pacsoft.com.au

Date Released Program Optemizer

October 2006 Version 2.20

Confidentiality Statement: The following documentation together with the accompanying attachments is Pacsoft Australia Pty Ltd proprietary information and subject to legal privilege. The contents are covered by copyright and/or a confidentiality agreement between Pacsoft Australia Pty Ltd and the intended recipient(s). If you are not the intended recipient(s), you are hereby notified that any dissemination, distribution or copying of the contents is strictly prohibited and further Pacsoft Australia Pty Ltd reserves the right to seek legal redress for any breach of copyright. 2 of 32

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> Table of Contents 1 > An Introduction To Optemizer

5

1.1 – Starting Optemizer

5

1.2 – Log On to Optemizer

5

1.3 – Confirm System Processing Date

5

1.4 - Getting around in Optemizer

5

2 > Getting into the Sales Screen

8

2.1 - Select Sales- Transactions from the Main Menu.

8

2.2 - Log On to POS

8

2.3 - The Float

8

3 > Making A Sale 3.1 - Cash Sales

9 9

3.2 - Credit Card/EFTPOS Sales

10

3.3 – Cheque Sales

10

3.4 – Account Sales

11

3.4.1 – Authorised To Charge

12

3.5 – Layby Sales

13

3.6 – Multiple Tenders

13

3.8 – Delete or Insert a Product from Sale

13

3.9 - Voiding A Sale

13

3.10 - Parking A Sale

14

3.11 – The Log Out Button

14

4 > Changing The Selling Price

15

4.1 – Discounting an Item

15

4.2 – Manually altering the Selling Price

15

5 > Create a New Account at the Register 5.1 – Creating an Account

16 16

6 > Other Register Functions

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6.1 – Reprint a Docket/Invoice

17

6.2 – View Stock/Account Details at the Register

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6.3 – Cashouts

17

6.4 – Notes

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6.5 – Stock Search

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6.5.1 - The Alphanumeric Search

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6.5.2 - The Graphic Search

20

6.5.3 – Stock Images

21

6.6 – Serialised Items

21

6.7 – Gift Vouchers

22

6.7.1 – Selling a Gift Voucher

22

6.7.2 – Redeeming a Gift Voucher

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6.8 – Discount Vouchers

22

6.9 – Tally Items

22

6.10 Squared Items

24

6.11 Fuel Items

24

7 > Receiving Payments

25

7.1 – Receive on Account

25

7.2 – Process an Account Sale and Payment in the same Transaction

26

7.3 – Receiving a Layby Payment

26

8 > Refunds

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8.1 – Using The Refund Button

27

8.2 – The Refund History Box

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8.2 – The Refund History Box

29

8.3 – Negative Sale for a Cash Refund

29

8.4 – Negative Sale for an Account Refund

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8.5 – Receive On Account after a Refund

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8.6 – Refunding a Layby

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1 > An Introduction To Optemizer 1.1 – STARTING OPTEMIZER To start Optemizer, double click the Optemizer icon on the desktop of the computer.

1.2 – LOG ON TO OPTEMIZER When Optemizer has finished loading, you will be asked to Log On. Enter your password, and click OK or hit Enter.

If you are in a Branched store, make

sure the correct Branch is displayed under the password field before you click OK.

1.3 – CONFIRM SYSTEM PROCESSING DATE Optemizer will ask you to enter a Processing Date. If the date displayed is correct, and is in 8digit format (eg – 01/01/2004) click OK or hit Enter. If the date is incorrect, contact your System Administrator to correct the cause of the incorrect date.

Click the arrow next to the date, select the

appropriate date, and click OK to continue.

1.4 - GETTING AROUND IN OPTEMIZER Optemizer is based upon a simple Menu system.

You can access any of the Menu options by

either click in g on it w it h you r m ou se , or holding down the Alt key on your keyboard and hitting the underlined letter. For example, to access the Sales menu, hit Alt+A.

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The top of the Optemizer window is the M a in M e n u area.

From here, you can access all the

Optemizer modules

In the Tit le Ba r at the very top of the window, there is a collection of buttons on the far right hand side. From left to right, the buttons perform the following functions: 1 - H ide Opt e m iz e r – Rolls up Optemizer so that only the Title Bar is showing, showing any open windows beneath it. To unhide Optemizer, click the button again. 2 – M in im iz e Opt e m ize r – Minimizes Optemizer so that other open windows may be viewed. 3 – Restore/Maximize Optemizer – Resizes the window Optemizer is running in. 4 – Close Opt e m ize r – Shuts down an Optemizer session.

If you have made any

changes that are yet to be saved, you will be prompted to save them before closing.

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At the bottom of the screen there is a grey Status Bar. Depending on the module of Optemizer you may be working in, the Status Bar may display information regarding batch processes, messages, stock information, etc.

On the right hand side of Status Bar is system information, such as Branch Number, Processing Date, Register Number and Operator Login. The left hand side displays Last Edited By data and other messages regarding the current process.

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2 > GETTING INTO THE SALES SCREEN Typically, Optemizer is set up to load the POS module automatically, to take you immediately to the Sales screen. However, if the Sales screen is not shown immediately, follow these steps to get access to POS.

2.1 - SELECT SALES-TRANSACTIONS FROM THE MAIN MENU.

2.2 - LOG ON TO POS Enter your user logon when prompted. You can now begin selling.

2.3 - THE FLOAT When the register is being logged on for the first time after a Z-Total is performed, you will be required to enter a Float amount. Enter the $ value of the float and hit Enter.

A Hot Tip… If you are using Optemizer for Back Office functions and are not required to enter a Float amount, simply enter 0 and press Enter.

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3 > MAKING A SALE 3.1 - CASH SALES Begin by either entering the Quantity of the item, or scanning it directly in.

If a product is

scanned, the default quantity is 1. Tab or Enter across to the Product field. For scanned products, Product Description and Price data is already displayed. To manually search for a product, hit Enter at the Product field.

See Section 6.5 for further

instruction on Stock Searches. Continue the sale by scanning/searching for additional products. When all products have been added, it’s time to finish the sale. You can finish a sale in 3 ways. > By clicking the Finish button with the mouse. > By hitting Alt+F on the keyboard > By hitting the Enter key at the first blank product field. To re-enter the sale to edit or void it, press Esc before the sale is completed. By default, the Tender Type is set to Cash. Hit Enter, then type in the $ amount tendered, and Enter again to complete the sale.

A Hot Tip… If the tendered amount is the same as the charged amount, then pressing the Down Arrow on the keyboard will complete the sale.

The cash drawer will open and the change amount will be displayed on screen.

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3.2 - CREDIT CARD/EFTPOS SALES The procedure for Credit Card or EFTPOS sales is exactly the same as a Cash sale.

However,

when you reach the Tender box, either click on the drop-down menu next to Cash, or hit the first letter of the tender type on the keyboard (eg – Visa = V, EFTPOS = E, etc). Once tender type has been selected, enter the tendered amount and complete the sale.

3.3 – CHEQUE SALES The procedure for Cheque sales is exactly the same as a Cash sale. However, when you reach the Tender window, select Cheque as the Tender Type from the drop-down menu. This will bring up 3 new fields. Drawer > Name of the customer paying by cheque Branch > The bank branch as written on the cheque Bank > Select the appropriate Bank from the drop down menu. Once these details have been included, hit Enter to complete the sale.

A Hot Tip… When you specify Cheque as Tender Type, a list of Bad Cheques is shown at t he bot t om of t he window ( if t here are any ent ries in t he Bad Cheque Regist er) . Begin ent ering t he Drawer nam e t o narrow down t he list . I f t he nam e of t he Drawer m at ches t he nam e of t he Bad Cheque, then you will not be able to accept that cheque as a means of payment.

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3.4 – ACCOUNT SALES Essentially, the procedure for Account Sales is the same as for Cash Sales. The only difference is that Account details need to be entered. From the Cash Sales screen, hit Alt+A on the keyboard or selecting Account in the bottom left corner with the mouse. This changes the status of the sale from Cash to Account. Hitting Alt+A again will change the sale back to a Cash sale. You can change the status of the sale at any time during the transaction.

In the top of the screen you will see the Account Details area.

Firstly, ensure that Invoice is

selected as the mode for the transaction. Then either enter the Accou n t Code (eg SIMPSOH), or click the Magnifying Glass to search manually for the account.

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Oce the correct account has been located, the details for that account will be displayed at the top of the screen. If Contact Photographs have been entered for this account, they will be displayed at this time. Should a different delivery address be applicable to the one that is displayed, you may select an alternative address from the Delivery drop-down menu. Under the delivery address is a field for the display of notes relating to that account. This may include instructions, alternative contact numbers and other general info.

A Hot Tip… Once t he account det ails are displayed in t he t op part of t he screen, pr essing Esc on t he keyboard will put t he cursor st raight int o t he product grid where you can begin processing the sale.

When all account details have been entered, begin processing the sale. Complete the sale and add the total of the sale to the customer account by hitting Alt+F or clicking the Finish button.

3.4.1 – Authorised To Charge Some accounts may be set up to ask the operator to specify who is charging the goods to the account. If this functionality has been enabled, after the account code has been entered, the operator will be asked who is charging to the account. Depending on account setup, there may also be a picture of the individual to aid with identification.

Select the

authorized person by double clicking the appropriate name with the mouse.

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3.5 – LAYBY SALES Layby sales are processed in a similar way to Account sales. Enter the appropriate account details, and process the sale in the normal way. Completing a sale will bring up a window prompting for the deposit amount of the Layby. Hit Enter or click OK to accept the suggested deposit payment or enter a different deposit amount, and complete the sale as per usual.

3.6 – MULTIPLE TENDERS On occasion, a customer will wish to split payment into two or more tender types.

To

accommodate this, simply enter the type and amount of the first tender type, and press Enter. Input the second tender type and amount, continuing until the transaction is complete. Note – You cannot split an Account Sale transaction.

3.7 – POSTCODE TRACKING When finishing a cash sale, you may be prompted to enter the customer’s postcode. Enter the relevant details and click OK to continue the sale.

3.8 – DELETE OR INSERT A PRODUCT FROM SALE To insert a Product into the middle of a sale, click into the Quantity Field where you wish to insert the line, and hit Ctrl+Insert on the keyboard.

A Hot Tip… By insert ing a blank line int o a sale, you can click int o t he Descript ion field and add your own com m ent s t o the invoice.

Note – You cannot insert a line where the line is already blank. Alternatively, to delete a product or blank line from a sale, click anywhere on the line you wish to remove and hit Ctrl+Delete

3.9 - VOIDING A SALE To void a sale at any time, either press Alt+V on the keyboard or click on the Void button in the bottom left corner. You will then be asked to verify that you wish to cancel the sale. Depending on how the system has been set up, you may be asked to enter a reason for cancelling the sale.

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3.10 - PARKING A SALE To park a sale press F3 on the keyboard or click on the Parked Tab while the sale is active. This moves the sale into a waiting area, so you may continue to perform other sales while the parked sale sits in the background. When you are ready to continue processing the parked sale, press F3 again or click on the Parked Tab to re-activate it.

A Hot Tip… Only one sale m ay be parked per regist er at a t im e. You will be warned that you cannot logoff the register if there is a parked sale still open.

3.11 – THE LOG OUT BUTTON In the bottom right hand corner of the Sales screen is a Log Out button.

If you are logged into a Register and are leaving the area for any length of time, clicking the Log Out button will prevent Transactions being conducted under your login. If the Sales screen has been logged out, you will be required to log back in to conduct the next Transaction.

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4 > CHANGING THE SELLING PRICE 4.1 – DISCOUNTING AN ITEM To discount an item, click into the item in the Product Grid, then hit Alt+D or click on the Disc. button. The Sale Re-Calculation screen will appear, allowing you to select one of the following 3 options LEVEL – By choosing a discount level (staff, builder, electrician, etc) Optemizer automatically discounts the product by the correct percentage. DISC – Discounts the total of the sale by the specified percentage TOTAL – Enter the total amount you would like to charge for the sale Depending on how the system has been set up, you may be prompted to enter a reason for the discount (eg – shop soiled, end of line, etc) NOTE – Som e product s are set t o be non- discount able.

These product s cannot be discount ed

using the Sale Re- Calculation window.

A Hot Tip… I n t he sales screen, an it em m ay be highlight ed in a different colour. RED – the item is selling below cost price BLUE – the item is on promotion GREEN – the original selling price has been changed

4.2 – MANUALLY ALTERING THE SELLING PRICE By clicking into the Disc. Field on the Product Grid, you can manually set a discount level for each individual product. If a product is already being sold on special, you cannot discount it further in the Disc. field. Alternatively, you can click into the Price field of an item and alter the price there. The colour of the item in the Product Grid will change to reflect the alteration to the selling price.

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5 > CREATE A NEW ACCOUNT AT THE REGISTER 5.1 – CREATE A NEW ACCOUNT To

add

a

new

Customer

Account

at

the

Register, get into the Account Sales screen. In the Account Details area at the top of the screen, click on the

button next to Code.

This will bring up the New Receivable Account window. Enter in account details such as Code, Name, Address and parameters such as a temporary credit limit, and printing options. When complete, hit Alt+O or click OK. You can now begin charging to that account.

A Hot Tip… Don’t forget t o t ick Lay by, Cash Account or Deposit on C/ O t o specify what t ype of account you are creat ing. I f none of t hese options are ticked, the account is created as a ‘credit’ account.

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6 > OTHER REGISTER FUNCTIONS 6.1 – REPRINT A DOCKET/INVOICE To reprint the previous docket/invoice, in the Sales screen hit Alt+T or click on the Print button. Select to print the previous transaction from either the Docket Printer, the Invoice printer or both simultaneously.

6.2 – VIEW STOCK/ACCOUNT DETAILS AT THE REGISTER You can view stock or account details (when processing an account sale) within the Sales window by clicking the Query button or hitting Alt+Y. Simply select Account or Stock Item, and a new window will open up displaying details of the item.

6.3 – CASHOUTS To perform a cashout, in the Sales screen hit F5 or click on the Ca sh ou t Ta b. You will be asked to enter the Amount, where the Cashout (select Cash for a cashout for the business) is coming from, and the reason for the Cashout. Finishing the transaction will print a docket and open the cash draw.

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6.4 – NOTES To create a note, in the Sales screen hit F6 or click on the Notes Tab. Notes are stored against a particular day and can be viewed by Management. They are useful for general information that Management should be aware of, such as when a particular product was in high demand, or if a product doesn’t scan correctly, or is incorrectly labelled or priced.

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6.5 – STOCK SEARCH If an item does not scan, you can manually search for the item by double-clicking or hitting Enter in the Product Field of the Sales screen. This will bring up the Stock Search screen. From here, you can search for an item based on Stock Code, Item Name, Supplier, etc.

6.5.1 - The Alphanumeric Search There are 2 different ways to search for a stock item, an alphanumeric search or a graphic search. By default, the alphanumeric search is the first search option.

Within this screen, there are 2

further options. Firstly, you can use the top row to select a Se a r ch By criteria - Code, Description, Code (Contains) and Description (Contains). Then enter the text you wish to search on. For example, if you wish to locate a fibreglass hammer, you might select Search By – Description Contains Search Characters – f hammer Alternatively, you can use the second row filter. This narrows down the range of products in the product grid as you select Filter options. For example, to find a pair of Blundstone boots, the 3 search filter options might read 1 – Active Products 2 – Supplier 3 – Blundstone Pty Ltd Performing this search will display all the Active Products in the Product File that are supplied by Blundstone Pty Ltd. When the desired product is found, double-click it or press Enter to add it to the Sale.

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A Hot Tip‌ To add m ult iple it em s t o an invoice at t he sam e t im e, hold down the Control key and click each item with the mouse, then hit Enter or the Select button.

6.5.2 - The Graphic Search As an option to the Alphanumeric Search, clicking on the Graphic Tab or pressing Alt+G will give you the option to search using a different style.

The Graphic Search resembles the Microsoft

Windows environment, where you can navigate to a file by using a series of folders. In this case, the folders are the different stock departments, such as Electrical, Timber, Housewares, etc. inside it.

Double clicking on each folder will open that folder to reveal the sub-folders

Thus you can navigate to the desired sub-department, where the individual items

contained in that sub-department are displayed on the right hand side of the window. When the desired product is found, double-click it to add it to the Sale.

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6.5.3 – Stock Images In the bottom left corner of the Stock Search window is Check Box to Show Stock Image. When this box is ticked, as you highlight a product, an image (if available) of the product is displayed

6.6 – SERIALISED ITEMS If an item is marked as a Serialised Item, then the database holds a list of valid Serial Numbers for that item.

When selling a serialised product, you

will be presented with a list of serial numbers currently in the system. Should the number of the product not be pre-entered, you can enter the number manually at this point.

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6.7 – GIFT VOUCHERS 6.7.1 – Selling a Gift Voucher To sell a gift voucher, go into the Sales screen and enter 1 as the quantity. In the Product field search for the product ‘Gift Voucher’.

Enter the $ value of the voucher being sold in the Price

field. Complete the sale as normal.

6.7.2 – Redeeming a Gift Voucher To redeem a gift voucher, begin processing the products the customer is purchasing as normal. When complete, enter –1 as the quantity, and Gift Voucher as the product, then enter the $ value of the Voucher being redeemed. This will deduct the total of the Voucher from the total of the sale.

6.8 – DISCOUNT VOUCHERS If a customer wishes to redeem a discount voucher, first process the sale as normal. Then enter the voucher as a negative quantity “-1”. This will deduct the total of the Voucher from the total of the sale.

6.9 – TALLY ITEMS Some items, such as timber, are sold as Tally Items. For items such as this, a Tally Item grid box appears. Into this box, input the quantities and lengths of the product being sold – eg 5 x 1.2m, 5 x 1.5m & 10 x 3m. If the item has also been set up as being tracked, a tracking window displaying current stock on hand will also be displayed. If a length entered is not a recognised increment of specified for that product, then you will be warned that this is the case and given the opportunity to correct the error.

However, you may still continue the sale with the original increment amount.

The

breakdown of quantities and lengths is displayed below the item line on Sales screen, and printed on the receipt.

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6.10 SQUARED ITEMS Squared Items operate in a similar way to Tally Items. When a Squared Item is sold, a Squared Item grid box appears.

Into this box, input the quantities, length and width of the product being

sold – eg 5 x .6m x .9m, 10 x 1.2m x 1.2m. If a dimension entered is not a recognised increment of specified for that product, then you will be warned that this is the case and given the opportunity to correct the error. The breakdown of quantities and dimensions is displayed below the item line on Sales screen, and printed on the receipt.

6.11 FUEL ITEMS When selling an item that has been marked as ‘Fuel’, you will be prompted to enter the $ amount of the product purchased. Eg – if you sell $25 worth of 2-stroke fuel, then enter 25 when prompted.

This will calculate the Quantity

(litres) based on the Retail price. NOTE – If you incorrectly enter the $ total of the fuel item, you will need to delete the product from the invoice by hitting Ctrl+Delete and re-key the product in.

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7 > RECEIVING PAYMENTS 7.1 – RECEIVE ON ACCOUNT To pay money off an account, in the Sales screen hit F4 or click on the Re ce ive On Accou n t Tab.

Enter the customer code as you would for an account sale. This will bring up the account details and all the outstanding invoices for that customer. Note that any credits (refunds) that are yet to be allocated is shown in red.

A Hot Tip… I f t he nam e of t he person paying is different fr om t he nam e on t he account , you can edit t he nam e so t he Bank Deposit Slip reflects the correct name of the payer.

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Enter the Payment Type and the amount of the Payment.

If CASH is selected as the Payment

Type, a Tendered box will display, allowing you to enter the tendered cash amount to calculate change. A reference number will be automatically generated by Optemizer. You also have the option to enter a Memo relevant to the receipt for future reference.

The payment then needs to be allocated against one of the outstanding invoices. You can ask the system to allocate the payment to the oldest transactions by hitting Alt+T or clicking Allocate. Alternatively, you can allocate a payment to a specific invoice by clicking into the Amount Applied field for that invoice. When all payments have been allocated, hit Alt+F or click Finish to complete the payment and print a receipt. NOTE – Som e cust om ers m ay be configured t o not t o print a receipt for an account paym ent . For information regarding Customer Account configuration, please see your System Administrator.

7.2 – PROCESS AN ACCOUNT SALE AND PAYMENT IN THE SAME TRANSACTION An account customer may wish to pay a transaction immediately rather than wait to be invoiced. Rather than process a Sale transaction and then a separate Receive On Account transaction, when completing the Account Sale, instead of clicking Finish to complete the sale, hit Alt+$ or click the Tender button. The transaction will then be treated as a ‘cash’ sale, and you can accept all types of payment as per a cash sale. When using the Tender button, Optemizer immediately creates 2 individual fully-applied transactions, an invoice and a receipt.

7.3 – RECEIVING A LAYBY PAYMENT A Layby payment is processed in the same way as a normal account payment.

Enter the

customer code, then enter the payment details and process the payment as per usual, allocating the payment to the correct invoice.

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8 > REFUNDS Refunds can be processed in two ways. number to enter.

Using the Refund Button assumes you have a receipt

Alternatively, if no receipt number is available, you can process a sale as a

negative quantity.

NOTE – Layby sales cannot be refunded using the Refund button.

8.1 – USING THE REFUND BUTTON You can refund either a Cash or Account sale using the Refund button.

The only information you

require is the original receipt number. To begin the process of a refund, enter the Sales screen and hit Alt+N or click on the Refund button.

You will then be prompted to enter the

original receipt number.

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To refund the entire sale, simply hit Alt+F or click Finish. However, if the refund does not apply to every item on the receipt, click on each of the items that are NOT being refunded, and delete them by hitting Ctrl+Delete before clicking Finish.

Note that the Refund docket has an Adjustment Note #, and not a Docket #. The Docket number of the original transaction is also printed on the docket.

The amount of the refund is displayed as the amount Tendered, which is a negative.

The printed Refund Docket

A Hot Tip… As refunds are not ‘editable’ other than to remove items or decrease quantities; t o perform an exchange or add ot her items to the Credit, use the Negative Sale method.

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8.2 – THE REFUND HISTORY BOX If you attempt to perform a refund on a docket that has previously been refunded, the Refund History Dialog Box will appear. This displays the Credit Adjustment #, the date of the previous refund, the Operator, and the amount. Click Refund to continue.

8.3 – NEGATIVE SALE FOR A CASH REFUND To process a refund where the receipt number is not known, enter a negative Quantity value for the product and finish the sale as normal. When the sale is completed, notice that the Change to be given is equal to the sale.

8.4 – NEGATIVE SALE FOR AN ACCOUNT REFUND To refund to an account, you may simply sell a negative quantity of products to that account, and the total of the sale will be deducted from the account.

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8.5 – RECEIVE ON ACCOUNT AFTER A REFUND The system may be configured to run Receive On Account at the completion of an account refund. If this is the case, then after the refund has been completed, you will be presented with the Receive On Account window.

Notice that the last transaction is a direct reversal of the first. By default, the original transaction and refund amounts are unallocated. These transactions will need to be allocated to fully finish the refund and mark the two transactions as complete. To perform the allocation, simply click once in the Am ou n t Applie d field of the refund transaction. The amount of the refund will appear in the Amount Applied field, and you will notice that there is an Unallocated Amount displayed next to the Bank field.

Then click once in the

Am ou n t Applie d field of the original transaction. The refunded amount will be allocated to that transaction, and the Unallocated Amount returns to $0.00. Click Finish or hit Alt+F to complete the Refund.

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8.6 – REFUNDING A LAYBY To refund a layby transaction, it is necessary to do a complete reversal of the original layby transaction. Open the Layby AR Account, and replicate the original layby sale with a negative amount in the qty field for each item on the layby instead of a positive. When all items have been replicated, click Finish to produce the Deposit box, and enter the original deposit amount as a negative. In the example below, the original layby was for 2 Radioactive Man comic books, with a deposit of $100. To refund the layby, we have sold a quantity of –2 units of Radioactive Man Comics to the account, and a deposit amount of -$100.

This will reverse the layby, put the stock from the sale back into the system, and refund the customer their deposit.

Finally, enter the Receive On Account screen and bring up the Layby customer. There should be 2 unapplied amounts relating to the layby refund. Click once in the Amount Applied field for each entry, and click Finish.

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The layby refund is now complete.

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