Royal ccm1000 User Manual

1

ROYAL REGISTERLINK

USER'S GUIDE

1

Royal RegisterLink Help2

About RegisterLink

3

Support

4

Important Information

5

How the data maps

6

Daily Procedure using RegisterLink

7

Installing RegisterLink

8

Starting RegisterLink

9

Running RegisterLink

10

RegisterLink Setup

11

General Settings

12

Bar Code Scanner Configuration

14

Reconfigure

15

QuickBooks Defaults

16

Peachtree Defaults

17

Peachtree Mappings

18

Special Note for Tax Items

19

Backup/Edit/Restore Register

20

Upgrade to RegisterLink Pro

23

Troubleshooting

24

No Communication

25

Double Sales Receipts

26

Double Total on Reports

27

RegisterLink not Configured

28

Cannot Link to QuickBooks

29

Switching Between Cash Registers

30

2 Contents

3 About RegisterLink

Royal RegisterLink

™

Version 1.0N is software that reads the daily report from your Royal Cash

Register and automatically inserts the information into your accounting system. This eliminates the

need for hand entry of the daily department total receipts.

RegisterLink can also backup, edit and

restore PLU, department and clerk data, as well as all programmable messages.

RegisterLink runs on your Windows

®

PC and adds daily sales information into Intuit QuickBooks

®

Pro 2002 or higher, including QuickBooks Premier, or Peachtree

®

Accounting 2003 - 2005.

About RegisterLink 3

Royal RegisterLink Help4

If you have any problems or questions regarding your Royal Cash Register, or Royal RegisterLink

software, please contact the appropriate support department listed below. Visit the

Troubleshooting

section for quick solutions to common RegisterLink problems.

It is highly recommended that you check the Royal web site listed below after first installing

RegisterLink software and periodically after that for any software updates or revisions to the

RegisterLink software. Royal's web site for software downloads is:

http://www.royalinfo.com

.

For additional information on other Royal products and all other information, please visit Royal at

http://www.royal.com

.

Software, Cash Register Support and all other questions

1-800-272-6229

(toll free)

4 Support

5 Important Information

To run RegisterLink, you need the following:

1.

A Royal Cash Register.

2.

A Windows-based personal computer running your accounting system.

3.

QuickBooks Pro 2002 or later version, or Peachtree Accounting 2003 - 2005.

4.A null-modem style serial cable

(with two 9-pin female connectors) is required to connect

the cash register to your PC. Please visit your local retailer to purchase this cable, or call

Royal at 1-888-261-4555 to purchase this serial cable or any other supplies and accessories

for your cash register.

5.

The RegisterLink CD-ROM or a download install program.

Important Information 5

Royal RegisterLink Help6

Transactions that are entered on the register will be moved to specific transactions in your

accounting system. The data that is available is similar to the close out reports labeled "X" or "Z"

Reports. The data contains summary totals for each Department. The register does not make

individual transactions available, only daily totals.

Register

QuickBooks

Daily Sales

Sales Receipt

Department

Item or Sub-Item

Tax

Item

Coupon

Item or Sub-Item

Discount

Item or Sub-Item

Add-On

Item or Sub-Item

Register

Peachtree

Daily Sales

Cash Receipt Journal

Department

Inventory Item/Account

Tax

Tax Authority/Account

Coupon

Account

Discount

Account

Add-On

Account

6 How the data maps

Daily Procedure using RegisterLink 7

Once you have set up your departments codes, it is easy and quick to use RegisterLink every day.

The most important step in sending your daily report to QuickBooks or Peachtree is to run the "Z"

Report, which clears all transaction totals to zero, except the running grand total (normally known

as the "end-of-day" or "daily close-out" reading).

At the end of the day:

1.

Turn the key on the register to the "X" position.

2.

Run RegisterLink on your PC.

3.

Select Send Daily Reports.

4.

Check the result in QuickBooks or Peachtree. This is your day's sales.

5.

Turn the key to the "Z" position.

6.

Run the "Z" Report to clear out the day's total.

NOTE: If you do not clear the day's totals, the transactions will remain in the register

memory. They will be included in any subsequent days reports. It is important that you

zero out the cash register after running your reports.

7 Daily Procedure using RegisterLink

Royal RegisterLink Help8

To install RegisterLink, you need an installation CD-ROM or software download. If you have a CD-

ROM, insert it into your CD-ROM drive. The setup program will run automatically. Follow the

directions to install.

If the setup program does not run, or if you received RegisterLink as an update file, select the

Windows Start menu, Run, and browse to the file name. The RegisterLink install file is usually

called SETUP.EXE or RLSETUP.EXE. Run the file to install.

The RegisterLink Installation Wizard will take you through the steps to install the program. This is

a standard Windows installer.

It is highly recommended that you check the Royal web site listed below after first installing

RegisterLink software and periodically after that for any software updates or revisions to the

RegisterLink software. Royal's website for software downloads is:

http://www.royalinfo.com

.

8 Installing RegisterLink

9 Starting RegisterLink

From the Windows Start menu, select Start > Programs > Royal > RegisterLink. This will run the

RegisterLink program. The install program adds a "RegisterLink" desktop icon, so you can also

run RegisterLink by clicking on that icon.

Starting RegisterLink 9

Royal RegisterLink Help10

Once you have programmed your cash register, it is easy to run RegisterLink every day. Open

Royal RegisterLink and select "Send daily report." You can open QuickBooks or Peachtree and

check the report to insure its accuracy.

If necessary, you can delete the report, adjust Department or mapping codes, and then rerun the

report. The second time you run the report, there will be a warning message. Always check the

day's sales to be sure there are no duplicate entries.

10 Running RegisterLink

11 RegisterLink Setup

The first time you run RegisterLink, you need to configure the COM Port and accounting system to

use for the daily reports. When you select QuickBooks or Peachtree as your accounting system,

RegisterLink must run and link to a specific data file in that accounting system before your data is

transferred.

To link to QuickBooks:

1.

Start QuickBooks and open the correct Company file you wish to use to receive sales

reports from your cash register.

2.

Run RegisterLink.

3.

Select Settings.

4.

RegisterLink will prompt to insure QuickBooks is open. Press "OK."

5.

QuickBooks will prompt, "Do you want to let this application share data with your

QuickBooks company file?" Press the "Yes, Always" button.

6.

The link is complete.

To link to Peachtree:

1.

Run RegisterLink.

2.

Select Settings.

3.

Select which Peachtree company file you wish to use to receive sales reports from your

cash register and press the "OK" button.

4.

Peachtree is now properly configured.

RegisterLink Setup 11

Royal RegisterLink Help12

On this screen you can edit your register communications settings, your QuickBooks company file,

the display language of RegisterLink, and which application RegisterLink is configured to

synchronize with.

Royal RegisterLink Communications

To change the COM port being used to communicate with the cash register, use the drop-down

menu and select the port on your computer the cable is connected to. To test the COM Port or if

you are unsure of which port the cable is connected to, select the "Locate COM Port" button in the

General Settings screen. If you have a valid port, RegisterLink will set to use that port. If you do

not have an available port, the error message "No COM Ports located" will pop up, followed by

instructions on how to open a port. Be sure to have the register connected via null-modem style

serial cable to your computer, and have the key in the "X" position when testing the COM Port.

QuickBooks Company File

Settings can also be used to change the company file to which the daily reports are saved.

Anytime you select a QuickBooks company file that has never been configured to sync with

RegisterLink, the specified file must be open in QuickBooks. Peachtree does not have to be open

in order to sync with RegisterLink.

Once you have granted QuickBooks permission for RegisterLink to access a company file, you

may configure QuickBooks so that RegisterLink can access the file while QuickBooks is closed.

To access your QuickBooks company file:

11.1 General Settings

RegisterLink Setup 13

1.

From the QuickBooks "Edit" menu, select "Preferences..."

2.

In the area on the left side of the Preferences pane, select "Integrated Applications."

3.

Near the top of the Preferences pane, select the "Company Preferences" tab.

4.

Click on "Royal RegisterLink" and press the "Properties…" button.

5.

On the "Access Rights" tab, check the "Allow this application to login automatically" box. Click

on the "OK" button to apply and save your changes.

Language

If you wish to change the language setting of RegisterLink, select the drop-down menu and choose

one of the other listed languages. There is no need to restart RegisterLink after changing the

default language. RegisterLink defaults to English (US).

If you wish to change which accounting application RegisterLink is set to synchronize with, click the

Configure your accounting application

button.

Royal RegisterLink Help14

Your Royal Register may come packaged with a bar code scanner. When in use, the scanner

shares the same COM Port as the serial cable. If the scanner is plugged into the COM Port and

you want to run RegisterLink, you will have to switch the scanner with the register's serial cable.

To switch between the bar code scanner and serial cable:

1.

Turn the register key to the "OFF" position.

2.

Switch devices. Take the scanner cable out of the COM Port and plug the serial cable into the

COM Port (or vice versa).

11.2 Bar Code Scanner Configuration

11.3 Reconfigure

RegisterLink can be reconfigured to sync with either QuickBooks Pro version 2002 or later, or

Peachtree Accounting 2003 - 2005. If you want to reconfigure RegisterLink for a different

accounting application, select the "Reconfigure for a different accounting application" button in

Settings. The following box will pop up, warning you that all settings including Department and

mapping codes will be lost. Click on "OK" to continue.

Select which accounting application you wish to receive data from the cash register by choosing

one of the buttons below. Afterwards, select which company file to connect to by highlighting the

file from the drop-down list, or by choosing the "Browse" button. You will receive a message that

indicates settings have been changed and you are ready to synchronize.

If you do not have QuickBooks Pro 2002 or later, or Peachtree Accounting 2003 - 2005,

RegisterLink version 1.0N has the ability to sync to a text file only. No accounting software

configuration is necessary. Select "Output to text file" and a tab-delimited text file (.txt) will be

created after synchronization and sent to a new folder called "Daily Report" in your RegisterLink

folder. This text file is named by the date (day-month-year) that you send the daily report. Data

including Number, Department, PLU, Total and Count is listed in this file.

In order to transfer PLU data, as well as daily totals by department,

into your accounting system,

you will need Royal RegisterLink Pro. PLU data will allow you to track sales by price and quantity.

The PLU support is available only for QuickBooks users. PLU synchronization is not supported to

Peachtree

.

If you do not upgrade to the Pro version, you will only be able to transfer daily

totals by department.

RegisterLink Setup 15

Royal RegisterLink Help16

The

Customer;Job

Default setting allows you to specify which QuickBooks "Customer" to use for

the Daily Sales Receipt. You may want to make a new Customer called "Daily Sales" in order to

properly identify the sales logged automatically using RegisterLink.

The

Department/Tax/Coupon -> Item Mappings

section allows you to map Departments, Taxes

and Coupons from the cash register to the appropriate Items in your accounting system. It is not

required that you do this mapping. If you do not do the mapping, the Departments, Taxes and

Coupons will be inserted into the accounting program as they are spelled in the register. If the

Item does not exist in QuickBooks, RegisterLink will prompt you for entry for these codes at the

time the sales are processed.

To receive an updated list of Department names from the cash register, click on the "

Sync

updated department names from cash register

" button. In order for the updated data to

transfer to QuickBooks, the register must be in "X" mode before you select this option.

11.4 QuickBooks Defaults

11.5 Peachtree Defaults

The

Set Default Customer

setting allows you to specify which Peachtree "Customer" to use for

the Daily Cash Receipt. Select the customer from the drop-down menu. You may want to make a

new Customer in Peachtree called "Daily Sales" in order to properly identify the sales logged

automatically using RegisterLink.

The

Set Default Cash Account

option allows you to select which Cash Account you want

RegisterLink to send the data to. Select the account from the drop-down menu. Click on the

Apply

button when you are finished making changes.

RegisterLink Setup 17

Royal RegisterLink Help18

The

Department/Coupon/Tax Mappings

section allows you to map Departments, Taxes and

Coupons from the register to the appropriate Items in your accounting system. It is not required

that you do this mapping. If you do not do the mapping, the Departments, Taxes and Coupons will

be inserted into the accounting program as they are spelled in the register. If the Item does not

exist in Peachtree, RegisterLink will prompt you for entry for these codes at the time the sales are

processed. You will need to choose a Peachtree Account to send totals for each

Department/Coupon/Tax mapping.

You can edit or delete these mappings at any time, before or after a sync. Highlight the

Department/Coupon/Tax Mapping in the box to view the current Inventory Item and Account info

associated with the item. If you highlight a Department and there is no Peachtree Inventory Item or

Account associated with it, the Department is not yet mapped.

Click on "Edit Selected" to change the mapping, "Clear Selected" to delete the mapping, or "Clear

All" to delete all mappings from your cash register. To save your changes, click on "OK" when you

are finished.

To receive an updated list of Department names from the cash register, click on the "

Sync

updated department names from cash register

" button. In order for the updated data to

transfer to Peachtree, the register must be in "X" mode before you select this option.

11.6 Peachtree Mappings

11.7 Special Note for Tax Items

Tax items in accounting programs can be handled several ways. However, the cash register

reports taxes only as a total. For this reason, Special Items must be added to the accounting

system so that taxes can be reported. Note that in the Register, tax items cannot be renamed.

Since tax items are handled in QuickBooks as line items in the Sales Receipt, the other sales

items will be marked as non-tax. This does not mean that they are not being taxed. The taxes are

collected as totals, and not as additions to the line items. You should not mark the line items as

being taxable, or your taxes will be charged twice, and the sales receipt total will not match the

register total.

RegisterLink Setup 19

Royal RegisterLink Help20

The Backup, Edit and Restore function allows you to backup and edit your cash register settings to

your PC so that they may be restored to your cash register at a later time. The backup file includes

PLU, department and clerk data as well as all programmable messages. The

cash register key must

be set to the "X" position

before you backup or restore the data.

To Backup

To backup your settings, select the "Backup/Edit/Restore Register" button from the main screen and

click on the Backup radio button. By default, a file name with the date will appear. You can use this

default file name, or enter another name you wish to save as the backup file. A brief description will

also appear. This description may be modified as well. Click on the

Begin Backup

button to start the

process. The status of the backup will appear in a new box. If you want to cancel the process, click

on the Cancel button you see under the progress bar. Wait until you see the message "Backup

Complete," select "OK" and the backup will be complete. Your backup file will be saved at the

following location (C:\Program Files\Royal\RegisterLink\filename.crs) or wherever the RegisterLink

program is saved on your computer. Click on "Exit" when you are finished.

To Edit

To edit your settings, select the "Backup/Edit/Restore Register" button from the main screen. The first

step is to backup your data and make sure you have a ".crs" file saved in the RegisterLink folder on

your computer. You cannot edit any data without a backup file of your data. See the section above for

instructions on backing up your cash register settings. Next, check to see that the filename for your

backup data appears in the "Filename" box. If it does not, "Browse" to the file. Then click on the Edit

radio button, followed by the "Edit Register Data" button. The following screen will appear.

12 Backup/Edit/Restore Register

Backup/Edit/Restore Register 21

Highlight the data selection (clerk, department, logo, PLU, print, or scroll) from the drop-down list to

add or edit custom register settings. Then click in each column to edit the data. When you are

finished, click on "OK" or "Apply" to save any changes. Click on "Cancel" to abort and return to the

Backup, Edit and Restore screen.

To Restore

In addition to guarding against data loss on the register, the Restore function allows you to copy

settings from one cash register to one or more additional cash registers. Please follow the steps below

for Restore:

1.

Before you begin the restore function, run the "Z" Report, which clears all transaction totals to

zero, except the running grand total.

2.

With the register in PRG Mode, set the Flag Option Settings. Instructions for this should be in

the instruction manual for your cash register.

3.

Turn

the cash register mode key to the "X" Mode.

4.Select the "Backup/Restore Register" button from the main screen of the RegisterLink

software on your PC and click on the Restore radio button.

5.

Use the drop-down list next to Filename, or click on "Browse" to select the .crs file with which

you want to restore.

6.

Click on the

Begin Restore

button to start the process. The status of the restore will appear in

a new box. If you want to cancel the process, click on the "Cancel" button you see under the

progress bar.

7.

Wait until you see the message "Restore Complete," select "OK" and the restore will be

complete.

8.

Set the Date, Time, Tax Rates, Coupon key, % Discount key and % Add-on key on your cash

Royal RegisterLink Help22

register. Please refer to the instruction manual for your cash register for detailed instructions.

9.

Click on "Exit" when you are finished.

NOTE:

The Restore function will only restore the data from the selected backup file. All programming

changes since the selected backup will be lost.

13 Upgrade

Royal RegisterLink Pro has the ability to transfer PLU data, as well as daily totals by department,

into

your accounting system. PLU data will allow you to track sales by price and quantity.

The PLU support

is available only for QuickBooks users. PLU synchronization is not supported to Peachtree

.

If you do

not upgrade to the Pro version, you will only be able to transfer daily totals by department.

To purchase an upgrade to Royal RegisterLink Pro, please call our toll-free Sales line at 1-800-386-

1623. There will be a small fee to upgrade to this version. If you are calling from outside the United

States, please call 1-541-412-0400. You will need to know your computer ID code, which can be found

on the "Register Royal RegisterLink" screen below. To access this screen, click on the "Upgrade"

button from the main screen in RegisterLink.

Upgrade 23

Royal RegisterLink Help24

Click on one of the following links for more information:

RegisterLink cannot communicate with the cash register

Double Sales receipts

Double total on reports

RegisterLink not configured

Cannot link to QuickBooks, QuickBooks not found

Switching between cash registers

14 Troubleshooting Guide

14.1 No Communication

The most common problem is getting the register to communicate with the PC for the first time. If

there is no communication, RegisterLink cannot read the daily sales data from the register. Follow

the instructions below if initialization test failed.

1. Check Cable Connection

Check to be sure the cable is seated firmly in the register and the computer.

2. Check Cable Type

The cable needs to be a

null modem cable

. If you have any doubts, purchase a cable

that is labeled as a null modem serial type cable on the package. This type of cable can

be ordered through

Royal at 1-888-261-4555

3. Check Register Mode

The register must be properly initialized. To properly initialize the register, plug it in

without the backup batteries in place. If you think this was not done correctly, follow these

steps:

a)

Print out a "Z" Report of any transactions in the register.

b)

Turn the register off, unplug, and remove the backup batteries. This will erase all data

in the register.

c)

Power on the register by plugging it in.

d)

Insert the backup batteries.

Troubleshooting Guide 25

Royal RegisterLink Help26

A Sales Receipt (QuickBooks) or Cash Receipt (Peachtree) is made each time you select Run

Daily Reports. If you run it a second time, you must delete the first report by hand. This will

eliminate the doubled report.

14.2 Double Sales Receipts

14.3 Double Total on Reports

After sending the Daily Report, you must turn the key to the "Z" position and run the "Z" Report.

This will clear out the daily sales total from the register. If you do not zero out the register, the

totals will continue to accumulate and will result in a doubled total the next time you Send Daily

Report.

If you have a doubled report, you can delete the original single report. Since all transactions on the

first report are also on the second, then the second report will be an accurate accounting for two

day's sales.

Troubleshooting Guide 27

Royal RegisterLink Help28

This error occurs if you have not set proper values for your accounting system. For QuickBooks or

Peachtree, it indicates that a company file has not been selected. Please return to the Settings

option in RegisterLink to correct this.

You may opt to synchronize with the register even though your accounting data is not configured.

In this case, RegisterLink may be unable to save the report to QuickBooks or Peachtree. If

RegisterLink is able to obtain the data from the register but is unable to save the data to

QuickBooks or Peachtree, it will write the report to a file called "dailyreport.txt" in your RegisterLink

directory.

14.4 RegisterLink not Configured

14.5 Cannot Link to QuickBooks

The error "Cannot Link to QuickBooks" or "QuickBooks not found" occurs when you use an older

version of QuickBooks with RegisterLink.

RegisterLink requires QuickBooks Pro 2002 or higher. It will not run with prior versions. Please

upgrade your QuickBooks version before running RegisterLink.

Troubleshooting Guide 29

Royal RegisterLink Help30

If you own more than one Royal Cash Register, you may experience the inability to communicate

when switching between models. If this occurs, allow the first synchronization to fail, then attempt

to re-sync. RegisterLink will detect the new model and sync as normal.

Some backup files are compatible with other models of Royal registers. Contact technical support

for more information about compatibility between register models.

Royal ccm1000 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

2 Contents

3 About RegisterLink

4 Support

5 Important Information

6 How the data maps

Daily Procedure using RegisterLink 7

8 Installing RegisterLink

9 Starting RegisterLink

10 Running RegisterLink

11 RegisterLink Setup

11.1 General Settings

11.2 Bar Code Scanner Configuration

11.3 Reconfigure

11.4 QuickBooks Defaults

11.5 Peachtree Defaults

11.6 Peachtree Mappings

11.7 Special Note for Tax Items

12 Backup/Edit/Restore Register

13 Upgrade

14 Troubleshooting Guide

14.1 No Communication

14.2 Double Sales Receipts

14.3 Double Total on Reports

14.4 RegisterLink not Configured

14.5 Cannot Link to QuickBooks

14.6 Switching Between Cash Registers