User-Cashier Maintenance

User and Cashier maintenance has been modified. You can now create or edit a user id and the cashier set from both screens UU.5.1 and from POS.22.1, both screens allow you to perform the same functions and the cashier maintenance has been merged to the user maintenance screen. The new menu screens have the name User-Cashier Maint.

Creating a User ID

When you enter a User ID, if the ID already exist then it will display the information. If it is a new ID then you will be prompted to with 3 options, ‘Add’, ‘Copy’, ‘Cancel’. If you Select ‘Add’ then you will need to enter all of the required information for the user. If you select ‘Copy’, then you will be prompted for a user/cashier code that the system will copy valid transaction and Invalid Transaction options from. ‘Cancel’ will cancel the input of the user maintenance.

• User Id:                 This is the id assigned to the user and what they will use when they logon to the register, if they are setup as a cashier then this will also be their Cashier ID.
• Name:                 The Name of the user.
• Password:                 Here you will enter the temporary password assigned to the user. When you enter a password, it will prompt for you to reenter the password to make sure there was not a typo in the first attempt. The user will then be prompted to change their password the first time they log on. When setting up or changing a password, the user/cashier should logon to a host computer first so that when they change their password the change will go down to all of the registers. Any password changes made on a Smartlane register will only be on that register and it will NOT be transferred back to the host or to any other register.

• Department:                 This is a free form field that you can enter the department that the user is assigned to.
• Always Display Help (D): Enter a ‘D’ to always display help or a ‘Y’ for Performance. (You should always use ‘D’).
• Require Clocking In: Enter a ‘Y’ only if you are using the Integris Time Clock feature, this should normally be blank or ‘N’.
• Check Background Process:         Enter a ‘Y’ only if you want the system to check for background processes when the user logs on, this should normally be set the ‘N’ or blank.
• Credit Card Access: Enter a ‘Y’ to allow this user to access credit card data. This should normally be left blank.
• Cashier*: Enter a ‘Y’ if this user will also be setup as a Cashier, if it is set to ‘Y’ then the bottom prompt will also have a CM=Cashier Maintenance option and when you save the record, the cashier maintenance window will display to complete the cashier setup.
• Active User*: This feature is still in development and is not used by the system. If you wish to prevent a user from logging in, then you can set the ‘Expires’ to 0 or delete the User ID.
• Expires*: If you have just reset the password then this will display ‘Reset90’ this indicates that the user will have to reset their password the next time they log on and that it will be good for 90 days. Once the password is reset then it will display 90. By PCI requirements we must set this to 90 or less, if you change it to less than 90 then the user will expire that many days after the day the password was last changed.
• Email Address: Enter the email address for the user.
• Use Menu Tree: If this is set to ‘Y’ then the user can use the GUI Menu Tree    that you can use to navigate the module that you are currently in.
• Supervisor: If you are using the Integris time clock then you can enter the supervisor id for time clock reporting.
• Function Key Code: Here you can set the function key setup to use for this user.

Menu Options

You can set which menu options the user will have access to by adding or removing the options here and you will set what privilege level the user will have when they access the module.

• Priv Enter the level that this user will have in associated account, for instance, if the user is set at 50 and a menu level is set at 75 then the user will not be able to access that option.
• Menu The menu option that they will select
• TCL Table Always set this to L1
• Pick Account Enter the Pick account that the option is to access.
• Description The description of the menu option

Stores

Default Store     This is the default store that the user is assigned to.

Valid Stores        This is where you can enter any or all (*) of the stores that the user will have access to.

Save/Cancel/Modify/Cashier Maintenance

Once you have created a User then you have the options below. If you have set the Cashier*: field to ‘Y’ then if you save this record and have not selected the Cashier Maint option, the Cashier maintenance window will display to allow you to edit the cahier information.

• =Save                 Select this (or just hit the enter key) allows you to save the changes that you have made
• X=Cancel Select this to discard any changes you have made
• M=Modify Select this to start at the top and make any changes to the displayed record
• CM=Cashier Select this to display the screen for the Cashier Maintenance.

Cashier Maintenance

The first time you enter the screen you will be prompted to ‘Add’, ‘Copy’, ‘Cancel’. If you Select ‘Add’ then the information from the ‘user’ screen will be copied over and you can enter any of the additional information as needed. If you select ‘Copy’, then you will be prompted for a cashier code that the system will copy valid transaction and Invalid Transaction options from. ‘Cancel’ will cancel the input of the cashier maintenance.

Code, Name, Status, Security, Password, Default Menu, TCL Table are all locked fields and can not be modified on this screen, they are for display only.

Drawer Number:              If your cash registers have multiple drawers then you can enter the drawer that this user will be assigned to, otherwise leave blank.

Check Clock:                       If you are using the Integris time clock then enter a ‘Y’ if the user must always be clocked in before entering a cash register. You can also enter an ‘L’ to require clocking in but returns the employee back to the sign-in box. Normally this will be left blank.

Valid Transaction Types:               If you enter something in these fields then these will be the only transaction types the cashier can perform. Normally you only enter something in the Valid or Invalid not both.

Invalid Transaction Types:            If you enter something in these fields then the cashier will be able to perform all transaction types except the ones entered. Normally you only enter something in the Valid or Invalid not both.

SHIP ENGINE PROCEDURES

There is a new menu option in POS for the Ship Engine interface.

Contact Total Computing Solutions Sales to setup an account with Ship Engine.

Menu option #7 for Shipping.

Select option #21 for Shipping Parameters.

In the Shipping Parameters,

• fill out your company Shipping Location and Return Location information
• Enter your label settings
  • Format select from
    • Pdf
    • Png
    • Zpl
  • Scheme settings
    • Label
    • QR_Code
  • Layout
    • 4 X 6
    • Letter
  • Default Settings
    • Residential
      • Y-Yes
      • N-No
      • U-Uknown
    • Dim UOM
      • Inch
      • Centimeter
    • Weight UOM
      • Ounce
      • Pound
      • Gram
      • Kilogram
    • Currency
      • USD
      • CAD
      • AUD
      • GBP
      • EUR
      • NZD
    • Ins Currency
      • USD
      • CAD
      • AUD
      • GBP
      • EUR
      • NZD
    • Ins Auto Min – enter the minimum value to incur insurance charges.
    • Ins Provider
      • None
      • Carrier
      • ShipSurance
      • 3^rd Party
    • Select the S2 = Screen Two to fill out you Ship Engine ID information

Enter in your Whs Name, Carrier ID, Carrier Name, fi you enter in a specific carrier ID and Carrier Name then when you select to view shipping results you will only see the results for that specific shipper. Leaving this field blank will make it so that when you view the shipping results you will see the results for all carriers (stamps/usps, UPS, FedEx).

Ship Engine Stuff with the API KEY assigned by Ship Engine.

Select #1 Shipping to enter in you shipping information for specific transactions

Select store number that you are shipping for, leave as 1 if you only have one store.

Ship# – Enter in the transaction information to select a transaction or a ‘.’ for manual shipment record.

• ‘.’ – to manually create shipment record
• CONF;### – to create shipment record from POS Transaction by confirmation #
• POS;xxxx – to create shipment record from POS Transaction.
• PC;xxxx – to create shipment record from Pref Customer look up.
• AR;xxxx –              to create shipment record from A/R Customer look up.
• ### – to pull up existing shipment record.
• XO;### – to search for shipment records using confirmation #.
• XN;xxxx – to search for shipment records using name.

After entering the information for an existing transaction then the Name, Addr, information will be populated from the transaction, if you manually create a ship# then you will have to fill out the information as seen below.

Once all of the information has been entered, select the S=Shop Rates to see the shipping options.

Choose from the displayed shipping rates the one that you would like to use for this shipment. Please note that some of the options allow for tracking while others do not.

After selecting a shipping option there will be an option P=Print Label. After selecting this option, you will see a new popup window, as seen below, you will highlight and copy all of the information in the ’URL’ field and past that in to a browser window to bring up a window to print the shipping label.

The browser window will open with the option to print the label as seen above.

After printing the label, all of the tracking information will be displayed in the ‘Shipment Information’ section of the window, you have the option to R=Reprint Label or VO=Void Label, you can reprint the label as many times as you need.

At the end of the day when shipping has been completed, select #2 the Shipping EOD option to finalize you shipping manifest.

From the ?? Button select the Carrier option and the date then select the C=Create Manifest option when the manifest is created you will see the manifest # above.

Copy the URL field and paste that in to a browser window to get a copy of the shipping manifest. Below is an example of what you should see for the stamps.com/usps shipper.

To add notification of Inactive customer or Over Due rentals to a pick slip then you need to add the following line to the MO.PICK header.

Line 1 in the example below shows how to add the notification to the top of the pick slip printing.  The attribute can be RPD (Rental Past Due) or PDR (Past Due Rental) and the L#94 fills the entire lines, if you wish then you can also put in a blank line after this for better formatting.

GM WEB TAGS 

Web-Tags is a new webstore feature that allows customers to filter items within their webstore selections. For instance, if a customer accesses a clothing catalog, they may want to filter the items to only display the items that have the color and size they are looking for. 

Web tag categories are the objects a user can select to filter on, e.g. Size, Color or Fabric and include a list of values such as Blue, Red, Large, Small, Cotton, or Polyester to filter on. These Blue, Red, Large, Cotton, etc. options are called tags. 

Note: there is no required sequence for creating Web-Tags and categories. You can create a new category first or create the Web-Tags first 

Web-tag category maintenance is used to manage what categories a tag is associated with or to.   

Here are some naming conventions to follow  

• Underscores are converted to spaces DRESS_SHOES = DRESS SHOES 
• Special characters should not be used in naming Web-Tags or categories 
• Keep in mind, the names of the categories will be displayed as a drop down Keeping the names short will be ideal.

When attaching Web-Tags to a matrix item, the tag needs to be added to the Parent item only, do not add the tags to the child items. 

Note: there is no required sequence for creating Web-Tags and categories. You can create a new category first or create the Web-Tags first 

Adding a non-existent tag label to a tag category will create the new tag
Adding a non-existent tag category to a tag will create the new category 

To use GM WEB Tags you will need to create the Web-Tag categories and the Web-Tag labels. 

Log to POS.26.6.1 to enter/modify a Web-Tag Category.

• Tag Category– Enter in the new tag category or select the ?? to edit an existing category.  
• A category will be a way to group your tags such as Size or Color. 
• You would create the category of Color and then in the next section where you create the Tag, each of the colors you create would be associated to the category. 
• TAG– Enter or select the tag to associate to the Tag Category. 
• SortBy– Enter a number 1-? to indicate the sequence that you would like to sort them by. This will affect the display sequence within the Webtag/Category filter display. If you leave the ‘SortBy’ field blank then they will be displayed in alphabetical order. 
• HexColor– If this is a color associated field then you can enter the ‘HexColor’ code to help identify the color. You can only enter the ‘Hexcolor’ if the Tag Category is COLOR.

The color will be displayed when you click on the color tag on the web site. The ‘Hexcolor’ will only be displayed if the Tag Category is COLOR, otherwise the swatch will not be displayed. 

Log to POS.26.6.2 to enter/modify the Web-Tag Tag Maintenance.  

Web-Tags -these are going to be the options that you can click to filter items in the webstore 

• Web Tag– Enter/modify the web tag label to use. (If a tag already exists that tag information will appear) 
• Color field– Enter the color code if this is associated with a color. The color will be displayed when you click on the color tag on the web site. Entering the ‘hexcode’ in the Color field display the color swatch next to the color name as seen below.
• 

• If you have entered a Tag in the Tag Category Maintenance, then it will be available here and it will display the Category that it was assigned to. 
• You can also set the ‘SortBy’ attribute which is the order in which the tag will appear in the dropdown menu. If left blank the webstore will simply sort by alphabetical order. 

Adding Web-Tags to GM items.

Now that the tags have been created, you will need to go to GM > MF to add the tags to the items. 

• Log to GM.MF, enter a SKU that you want to add the web tags to.
• Select W=Web to go to the web maintenance screen.
• You will see a new section called Web-Tags.
• Select the ?? to display the list of tags and select the one you want to add to this item
• Repeat for each of the tags you wish to add to this item.

When you go to the website, and after you select a catalog on the left, you will then see the tag categories that you can click and select to filter the results by. 

Selecting multiple filters will result in only displaying the items that meet all the filters selected. If you do not see any results, then remove some of the filters that you have selected. 

it will aggregate filters within a category then filter down when you select a filter in a different category 

So, if I select 4 different colors, it will show me all the items that have any of those colors, but then if I pick a size, it will show me the items of that size that are any of the 4 colors. So, if I choose medium, it will show the mediums that have any of those 4 colors 

EDIT SUBJECT LINE ON WEBSTORE EMAILS

When a web order is received, if you have enabled the parameter to send out notifications when received, then an email will be sent to the customer to let them know that you have received their order. For that email the subject line is hard coded to be ‘Order Received’ and you could not change that.

Likewise, when you process an order, an email is sent to the customer with the details of the order. The subject could be modified for this email, but it was limited to just static information enter in the “Subject” line in POS.26.5

You now can modify the subject line for both emails and include the customer’s confirmation # in the email.

• Log to POS.26.5 “Email Parameters”
• Select T=Mail Text from the bottom prompt.
• In each of the sections, select the right arrow to highlight the lines and then select ‘Ins’ and enter 1 to create a new line at line 1.     
• On the new line enter ‘SUBJECT: ‘ this must be the word “SUBJECT” followed by a ‘:’ and a space then you can type what you would like the subject to be.  You can also include the keyword =CONFIRMATION to include the confirmation #
  • SUBJECT: This is the new subject line for order submitted confirmation =CONF

Once that is done for the section to send the order received confirmation then hit enter until you get to the next section for ‘Order is shipped’ and repeat the steps above and modify the subject matter to be similar to the example below.

SUBJECT: Order =CONF has been processed

Cash Register Parameters and Settings

Print on Demand

Printing on Demand can be setup on Host or Smartlane registers by navigating to the Register Parameters.
Navigation:
Host Register; POS-3-1
Smartlane; POS-5-3-1
Options:
Y = Suppress printing until the cashier chooses to print
N = Print line at a time
E = Print at the End of transaction
EMAIL = Send email receipts (Host Registers only)

**note: Registers parameters are setup on each register. If they are host based registers the parameters on the host connection are used for the register. If you are setting this parameters for a Smartlane registers they will need to be done on EACH of the registers are parameters can be set differently for each register.

The purpose of this article is to cover the steps a customer can take to sell a gift card online.

The general process is to create fee codes at the desired price points, assign them to a a web catalog, and then generate the unique Gift Card/Voucher code when the order has been completed.

Pre-Requisites

1. Determine the desired price points
2. Determine the correct class code
3. If using an image, have the full image name handy

Create Gift Card Fee Code(s)

1. Navigate to POS-22-23 for Fee Code Maintenance and fill out the necessary fields
2. Add a new code (we recommend at least four digits)
3. Enter a description for the gift card
   1. This will display on the website. We recommend stating the value in the description if multiple price options are used.
4. Assign the appropriate Class Code
5. Flag whether or not the purchase is taxable (typically no)
6. Set Factor to 1
7. Enter the desired amount for Default Amount
8. Set the Voucher Code to GC
9. Enter the name of the image to display in the Image ID field (optional)
   1. Be sure to upload any image assigned to the website under the GM Images directory
10. Repeat as needed for each price point

Add Gift Card Fee to Web Catalog

1. Navigate to POS-22-5 and enter the desired Catalog ID
2. Fill out the required fields if this is a new catalog
3. Add the Fee Code(s) created above in the SKU column
4. Save your changes
5. The price points are now available for purchase on the website
   1. Customers can search or navigate through the catalog to get to the item

Order Fulfillment

When processing the transaction, the clerk will process and activate the Gift Card the same as if it was sold in a regular transaction. The only difference is that instead of prompting for a dollar amount, the fee code automatically populate with a dollar amount.

Rental Customer Information Lookup

When you look up a customer for rental or for rental drop off you will see some additional information on the search display screen.

1. If a customer record has ever had a rental, then a ‘Y’ will appear under the “Rnt” column
2. If the customer currently has a rental that has not yet been returned, then a “*Y” will show, again, this is to indicate that the customer record currently has an outstanding rental

Add Image to a Fee Code

If you need to add an image to a Fee code so that you can display that online then

• Log to POS.22.23 “Fee Code Maintenance”
• Enter in the Fee Code
• Enter the image name in the Image Id: field just like you would enter the image name in the GM-MF image name
• Upload the image the same as you would a GM image.

Web Order Confirmation Status Display

To view the current status of a customer confirmation number

• Log to POS.26.26 “Web Order Status”
• Enter in the confirmation number

• You will see 3 columns, ‘Open Order’, ‘Closed Order’, ‘Associated Sales’
• 
  • Open Orders will display the open order, select O=Open Orders and then the line number with the confirmation # to see detailed information about the order.
  • Closed Orders will display if the order has been completed or if it has been deleted. If you select that option, then it will display the information from the original order.
• 
  • Associated Sales will list all of the ‘Sales’ that are associated to the confirmation number, so if the customer ordered 5 items and each item was sold on a different register transaction then there would be 5 associated sales. Select the S=Associated Sales and then the line number to view detailed information about that transactions.