Sage Accpac epos 5.5

Transcription

1 SAGE ACCPAC Sage Accpac ERP Sage Accpac epos 5.5 Update Notice

2 2008 Sage Software, Inc. All rights reserved. Sage Software, Sage Software logos, and all Sage Accpac product and service names are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks are the property of their respective owners. Sage Software, Inc. Publisher No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without written consent of Sage Software, Inc. Use of the software programs described herein and this documentation is subject to the Sage Software License Agreement enclosed in the software package.

3 Contents Upgrade Contents... 1 Before You Install and Activate Sage Accpac epos... 2 Complete epos Processing Before Installing version 5.5A of epos Server... 2 Installing and Activating epos Changes in Sage Accpac epos 5.5A... 4 Changes in Sage Accpac epos 5.3B... 4 Changes in Sage Accpac epos 5.3A... 4 Features Added in Version 5.3A... 6 Basic Loyalty Points Program... 6 Basic Gift Certificate / Gift Card Tracking... 7 Easy Register Customization... 7 Manual Promotional Grouping... 7 Exchange Transactions... 7 Summarized Transactions by A/R Customer per Till per Day... 8 Remote Dialup TCP/IP Server Connection... 8 Overall Tax Override... 8 Transaction Line Discount... 8 Miscellaneous Charge Item... 8 Single Line Entry... 9 Single Line Discount or Quantity Shortcut... 9 User Override Logging... 9 Credit Card Address Verification... 9 Remote Administration... 9 Centralized Transaction Processing for Offline and Summarized Transactions... 9 Multi-Language Administration Program and Register...10 Centralized Transaction Error Tracking...10 Enhanced Barcode Mapping Maintenance...10 Changes in 5.3A...10 Simplified Transaction Flow...10 Provides Sage Accpac ERP Discount Pricing...10 Additional Tax Authority Features...10 Sage Accpac ERP G/L Accounts for Petty Cash Transactions...11 Sage Accpac ERP G/L Accounts for Shortage/Overage Transactions...11 epos Activation within Sage Accpac ERP...11 epos Server Runs as a Windows Service...11 Simplified Company Setup A Update Notice iii

4 Changes to the Integration with Sage Accpac ERP epos Exchanges Petty Cash Transactions Cashout Shortage/Overage Entry Summary Transactions iv Sage Accpac epos

5 Sage Accpac epos Version 5.5 Update Notice This Update Notice describes how to install and activate this update. This update enables epos to work with Sage Accpac ERP 5.5 applications. If you are upgrading If you are upgrading from an earlier version of Sage Accpac epos: Read this update notice to ensure that you understand changes that affect your installation. Print the Readme file for epos 5.5A and follow the instructions for upgrading to version 5.5. Upgrade Contents Along with this notice, the Sage Accpac epos 5.5 upgrade includes the following items: The Sage Accpac epos 5.5 installation programs for Sage Accpac epos Server, Sage Accpac epos Workstation, and epos Register licenses. Online documentation for Sage Accpac epos (in the \DOCS folder): Sage Accpac epos Update Notice Sage Accpac epos Installation Guide Sage Accpac epos Administrator Guide Sage Accpac epos Register User Guide 5.3 features Information about the new features and other changes that were released in epos 5.3 are also included in this notice. See the Changes in Sage Accpac epos 5.3B (or 5.3A) section, later in this notice. 5.5A Update Notice 1

6 Before You Install and Activate Sage Accpac epos Before You Install and Activate Sage Accpac epos You should get an activation code first Before installing and activating the Sage Accpac epos upgrade: Get your program activation codes from Sage Software, Inc. Note: You can install Sage Accpac epos before you get the activation codes. However, you will have to register all activation codes within 30 days of installation, or the Sage Accpac epos licenses will expire and you will no longer be able to use the program. To request an activation code, fill in the form on our Web site at Update Sage Accpac ERP This version of Sage Accpac epos is compatible with version 5.5 of Sage Accpac ERP programs. You must update your accounting programs if you are using older versions of Sage Accpac ERP. Update your Sage Accpac ERP programs to version 5.5 before you update Sage Accpac epos to version 5.5. Complete epos Processing Before Installing version 5.5A of epos Server On each Workstation 1. Process all offline transactions. 2. Cash out all tills. 3. Shut down the epos Register. On the Server 1. Process all transactions. 2. Back up your accounting data, including the shared data files in the following directories: \SITE, \USER, and \COMPANY Although program installation does not harm data, you should always back up data as a precaution. 3. Stop the eposserver service using Windows Administrative Tools or the Stop eposserver menu choice in the Sage Accpac program group. 2 Sage Accpac epos

7 Installing and Activating epos 5.5 Installing and Activating epos 5.5 Follow these steps to install and activate epos 5.5A. For more information about updating Sage Accpac ERP, see the Sage Accpac ERP System Manager 5.5 Update Notice. For general information on installing and activating Sage Accpac ERP modules, refer to the System Manager Administrator Guide. 1. Obtain activation codes for epos Server 5.5 and for epos Registers from Sage Accpac. 2. On the Server: Install epos Server a. Install epos Server 5.5. Follow the instructions on the installation screens to complete the installation. For instance: If you use Sage Accpac Serialized Inventory or Lot Tracking, select the Serialized edition of epos Server; otherwise select the Standard edition. b. Restart the eposserver service if required. (Choose Programs Administrative Tools Services from the Windows Start list.) c. Start Sage Accpac ERP and use the Data Activation form in Administrative Services to activate epos Server data for version On each workstation: a. From the Windows Start List, run Programs Sage Accpac epos 5.5A Workstation edownload. b. Right-click on the edownload 5.5A icon in the System Tray, and select Workstation Update. c. Once the update is completed, click the Yes button to install Sage Accpac epos Register. d. Follow the installation instructions to completion. e. Right-click on the edownload 5.5A icon in the System Tray, and select Force New Database. For more information, see the instructions in the epos Installation Guide to install and set up Sage Accpac epos Server and Workstations. 5.5A Update Notice 3

8 Changes in Sage Accpac epos 5.5A Changes in Sage Accpac epos 5.5A This version enables epos to work with Sage Accpac ERP 5.5 applications, and to run on Microsoft Windows Vista. Changes in Sage Accpac epos 5.3B If you are already familiar with version 5.3A of Sage Accpac epos, you will not notice many changes in version 5.3B. The changes to version 5.3B are mainly concerned with program compatibilty, performance enhancements, and program stability. Version 5.3B provides the following features: Compatibility with Sage Accpac ERP 5.4. This version of Sage Accpac epos works with all Accounts Receivable 5.4, Accounts Payable 5.4, Inventory Control 5.4, and Order Entry 5.4. Compatibility with Serialized Inventory 5.3B and Lot Tracking 5.3B. A major change in the way transactions are created on workstations and sent to the server when using offline processing. In version 5.3B, the workstation creates individual transaction text files and sends them in a single zip file to the epos Server. The new system reduces server processing, processes transactions more reliably, and automatically resends and retries transactions if it encounters difficulties. See the epos Administrator Guide for more details on transaction processing. All issues addressed by service packs and hot fixes since the release of version 5.3A Changes in Sage Accpac epos 5.3A Version 5.3A of Sage Accpac epos was a major upgrade, with a large set of new features and ease-of-use improvements. Each of the following features is discussed in more detail in the rest of this update notice. New Features: Basic loyalty points program Basic gift certificate/gift card tracking 4 Sage Accpac epos

9 Changes in Sage Accpac epos 5.3A Manual promotional grouping (for example, buy A, B & C for $10, or buy A and get B for 50% off) Exchange transactions Summarized transactions (by A/R customer per till/day) Remote dialup TCP/IP server connection Multi-language XML translation files Overall tax override Transaction line discount Miscellaneous charge item User override logging Credit card address verification (requires certified software/hardware and clearing center) Enhanced setup configuration: Basic and enhanced register skins with modifiable screen layouts Changeable color schemes and font sizes Purchase list field selection and sizing Shortcut keys re-configuration Credit card swipe default definitions Transaction date option Auto-calculate option Default float values per register for each currency Default cashout reports Remote Server administration Centralized transaction error tracking for offline and summarized transactions Enhanced barcode mapping, with import and automatic updating Changes to existing features: epos Server runs as a Windows service Simplified company setup Simplified transaction flow (sales, returns, exchanges) 5.5A Update Notice 5

10 Features Added in Version 5.3A Return goods type per line item Sage Accpac ERP item pricing discounts: Markup on most recent cost Markup on average cost Markup on last unit cost Markup on landed cost Added Tax Authority: Maximum tax allowable No tax charged below Tax base: Standard Cost, Most Recent Cost, Alternate amount 1 and Alternate amount 2. Pre-defined Sage Accpac ERP G/L expense accounts for petty cash transactions Short/over transaction entry Additional shortcut and navigational keys Other differences: epos activation required within Sage Accpac ERP New history data tables to track detailed summarized transactions, loyalty points, and gift certificates and gift cards Features Added in Version 5.3A Sage Accpac epos has a large array of new features that you can integrate into your sales procedures at any time. For more details on setting up features, refer to the epos Installation Guide or the epos Administrator Guide. Basic Loyalty Points Program The new loyalty points system maintains a list of all loyalty club members on the epos server that is separate from Sage Accpac ERP customer records. Club member records include information such as the member s name, address, phone number and password (for redeeming points). 6 Sage Accpac epos

11 Features Added in Version 5.3A The new loyalty points system allows you to gather points using various transaction subtotal values and to redeem points using a live connection to the server. The current loyalty points system does not include support for third-party points organizations (such as Air Miles). Basic Gift Certificate / Gift Card Tracking Gift cards and certificates are cards or coupons with a particular value that are exchanged for goods at a later time. Gift certificates are items that are sold once, and then decrease in value as they are used. The value of gift certificates is usually printed on the certificate, as well as being stored in the epos Server database. Gift certificates do not require an online connection to the server when they are redeemed (although we recommend it). Gift cards have an initial value that can decrease or increase over time, through several transactions. This means that any transactions involving gift cards should be online to the server. Easy Register Customization epos lets you customize the shortcut keys, special commands, colors, fonts, and general appearance (skin) of the epos Register screens. epos skins let you choose between full-featured, multi-tabbed cash register screens and basic, keypad registers. epos skins let you choose between straight HTML register screens and ones that use bitmap design elements. Manual Promotional Grouping This feature lets you group several items so you can apply a flat rate to the group (similar to kitting). For example, buy A, B, and C for $10.00, or apply individual discounts to items in the group. By grouping items, clerks can also see the promotions associated with returned items and realize that they can t return the full value on a promotional item. Exchange Transactions epos 5.3 allows you to include both positive and negative quantities in a single transaction. Based on the final transaction amount epos 5.3 will create either an order/invoice or a credit note in Sage Accpac ERP. 5.5A Update Notice 7

12 Features Added in Version 5.3A If an exchange has an overall transaction value of zero or greater, epos will create an order/invoice with the returned items as a negative quantity and sold items as a positive quantity. If an exchange has a negative overall transaction value, epos will create an Order Entry credit note with the returned items as a positive quantity and sold items as a negative quantity. Note: This means that transactions are simplified, but they are also in different places (O/E invoices or credit notes) in Sage Accpac ERP. Summarized Transactions by A/R Customer per Till per Day This feature greatly reduces the number of transactions transferred to the server, especially in high volume retail environments. With this feature, epos Register runs in offline mode during the day (pooling all transactions locally on the workstation), and then consolidates all transactions by A/R customer and sends them to the server at cashout time. The detailed invoices are stored in epos history tables on the server. Remote Dialup TCP/IP Server Connection Version 5.2 of Sage Accpac epos supported high-speed continuous Internet access only. This feature lets registers set up a connection whenever connectivity to the server is required. This makes it easy to set up temporary epos registers without installing a high-speed Internet connection. Overall Tax Override This feature was introduced in epos 5.2 service pack 4. It allows you to set an entire sale to be non-taxable. Transaction Line Discount epos now lets you enter a discount for a particular line. Previously, you had to reduce the unit price on the line by the amount of the discount. Miscellaneous Charge Item epos now lets you include miscellaneous charges from Inventory Control on the receipt. 8 Sage Accpac epos

13 Features Added in Version 5.3A Single Line Entry You can now enter all the information for a receipt line in a single field entry. For example, you can type any of the following entries in the item number field: 2@10@A11030 means Qty=2, Price=$10.00, Item=A11030; 2@A11030 means Qty=2, Item=A You can change separator using the Multi-Input setup option. Single Line Discount or Quantity Shortcut We ve added three more shortcut keys to Sage Accpac epos Register to address line discount by percentage, amount, or quantity. User Override Logging When enabled, the epos Register will log all user rights overridden for completed transactions (for example, to allow discounts). Credit Card Address Verification If this feature is supported by your hardware and by the credit card clearing center, epos will provide integrated credit card address verification. Remote Administration Sage Accpac epos now includes a browser-based Remote Administration program that allows managers/supervisors at remote locations to manage epos Server records, such as users, barcodes, and loyalty points. Centralized Transaction Processing for Offline and Summarized Transactions In version 5.3, complete workstation databases are sent to the epos server for processing individual transactions. This allows the workstation to continue processing transactions, and it also reduces the communication load. 5.5A Update Notice 9

14 Changes in 5.3A Multi-Language Administration Program and Register This version of Sage Accpac epos provides multi-language and market localization features. Screen text is stored in XML files that are identified by language. Companies can translate existing language files for their own use, or change particular terms such as change layaway to layby. Centralized Transaction Error Tracking Because the epos Server processes all offline and summary transactions and payments, you can now view all transactions that were rejected by Sage Accpac ERP in a single list. This allows you to more easily correct the problems and resubmit the transactions for processing. Enhanced Barcode Mapping Maintenance It s now easier to add, update, or replace barcodes used in epos Server. Changes in 5.3A Simplified Transaction Flow Sales, returns, exchanges and layaways are all processed from one transaction entry screen. Provides Sage Accpac ERP Discount Pricing Sage Accpac epos now provides discounts based on Inventory Control s discount pricing structure, where customer discounts can be based on the most recent cost, the average cost, the last unit cost, or on the landed cost. Additional Tax Authority Features Sage Accpac epos now supports the maximum tax allowable and tax base settings from Sage Accpac ERP: standard cost, most recent cost, alternate amount 1, and alternate amount 2. It also lets you specify that no tax will be changed below a particular register line, letting you group items by exemption. 10 Sage Accpac epos

15 Changes to the Integration with Sage Accpac ERP Sage Accpac ERP G/L Accounts for Petty Cash Transactions epos version 5.2 did not create full accounting entries for petty cash transactions. In version 5.3, you can set up petty cash expense or clearing accounts, and the program will create A/P manual check entries. You can later transfer a clearing account amount to another expense account if you wish. Sage Accpac ERP G/L Accounts for Shortage/Overage Transactions epos version 5.3 creates a bank services adjustment for posting the difference between the actual and cashout amounts. epos Activation within Sage Accpac ERP epos now maintains some of its data such as loyalty points, gift cards, and transaction history in the Sage Accpac ERP database. This means that you must now activate epos in Sage Accpac ERP when setting up the epos Server. epos Server Runs as a Windows Service The main advantage to running epos Server as a service is that is starts automatically when you restart the server computer. Once epos Server is installed, startup is automatic. Simplified Company Setup epos Server will use the existing Sage Accpac ODBC links when you select a Sage Accpac ERP database in the epos Server Company window. epos can find and connect to an ERP company as long as the computer running Sage Accpac epos server is set up as an Sage Accpac workstation. Changes to the Integration with Sage Accpac ERP There are several changes to the way in which epos interacts with Sage Accpac ERP. For a full description of the accounting entries made by Sage Accpac epos, refer to the Sage Accpac epos Installation Guide and the Sage Accpac epos Administrator Guide. 5.5A Update Notice 11

16 Changes to the Integration with Sage Accpac ERP epos Exchanges Based on the final transaction amount, epos 5.3 will create either an order/invoice or a credit note in Sage Accpac ERP. If the exchange has an overall transaction value of zero or greater, epos will create an order/invoice with the returned items as a negative quantity and sold items as a positive quantity. If the exchange has an overall transaction value that is negative, epos will create a credit note with the returned items as a positive quantity and sold items as a negative quantity. This means that transactions are simplified, but are in two different places (credit notes or O/E invoices) in Sage Accpac ERP. Petty Cash Transactions For petty cash transactions, epos 5.3 creates an Accounts Payable manual check that offsets the petty cash expense accounts set up for the register or in the epos Server. By creating a check, epos affects Bank Services for cash distributed and the check will offset the desired petty cash expense (or clearing account) in Sage Accpac ERP. Cashout Shortage/Overage Entry For cash shortages/overages discovered during epos Cashout, epos creates a bank entry adjustment to properly affect Bank Services. Summary Transactions Sage Accpac epos Register runs in offline mode if you select the epos summary transactions option. After cashing out at the register level, epos will consolidate all sales and payments into one summarized transaction per Accounts Receivable customer. Only the summarized transactions will be posted in Sage Accpac ERP. For audit reasons, individual detailed transactions will be copied into the new epos history data tables. These epos history data tables can then be accessed for reporting purposes. 12 Sage Accpac epos