Toshiba FS-3600 GSS User Manual
Global Stock System
GSS STORE OWNER’S MANUAL
TEC America, Inc.
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TEC AMERICA, INC.
90-DAY LIMITED WARRANTY
FS-3600 GSS-STORE SOFTWARE
BEFORE USING THIS PRODUCT, YOU SHOULD CAREFULLY READ THE FOLLOWING TERMS AND
CONDITIONS. YOUR USE OF THIS PRODUCT INDICATES YOUR ACCEPTANCE OF THESE TERMS.
IF YOU DO NOT AGREE WITH THEM, YOU SHOULD NOT USE THIS PRODUCT AND SHOULD
PROMPTLY RETURN THE PRODUCT TO THE SELLER.
TEC AMERICA, INC. warrants this product to be free from defects in materials and workmanship for
a period of 90 days from the date of purchase from an authorized TEC AMERICA, INC. dealer. This
warranty is limited to the original purchaser, and to TEC AMERICA, INC. products that are sold and
used within the continental United States and Hawaii. A copy of a valid dated sales receipt must be
submitted with the product for warranty service. Third Party Operating System and Third Party
Application Software are specifically excluded from this warranty.
This limited warranty applies only to TEC AMERICA, INC. products that do not function properly
under normal use, within the manufacturer’s specifications. It does not apply to products that, in the
sole opinion of TEC AMERICA, INC., have been damaged as a result of accident, misuse, neglect, or
improper packing or shipping. This warranty is void if the TEC AMERICA, INC. label or logo, or the
rating label or serial number have been removed or defaced, or the product has been modified or
serviced by other than TEC AMERICA, INC. or an authorized TEC AMERICA, INC. Service Center.
During the 90-day warranty period, TEC AMERICA, INC. will repair or replace, at its option, any
defective product with no charge for parts or labor.
TEC AMERICA, INC.’S LIABILITY HEREUNDER SHALL BE LIMITED TO REPAIR OR REPLACEMENT
OF THE DEFECTIVE PART OR PARTS AND SUCH CORRECTION SHALL CONSTITUTE A
FULFILLMENT OF ITS WARRANTY HEREUNDER.
TEC AMERICA, INC. MAKES NO WARRANTIES, EXPRESS OR IMPLIED, INCLUDING
MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, EXCEPT AS EXPRESSLY
STATED HEREIN.
UNDER NO CIRCUMSTANCES SHALL TEC AMERICA, INC. BE LIABLE TO THE PURCHASER OR
ANY USER FOR ANY DAMAGES, INCLUDING INCIDENTAL OR CONSEQUENTIAL DAMAGES,
EXPENSES, LOST PROFITS, LOST SAVINGS, OR OTHER DAMAGES ARISING OUT OF THE USE OF
OR THE INABILITY TO USE THIS PRODUCT.
To obtain warranty service, contact your TEC AMERICA, INC. dealer. You may also write or phone:
TEC AMERICA, INC., 4401-A BANKERS CIRCLE
ATLANTA, GA 30360
PHONE NO.: (770) 449-3040 FAX: (770) 453-0909
If the problem cannot be remedied by telephone, TEC AMERICA, INC. will determine how service will
be provided. Do not ship the equipment to TEC AMERICA, INC. without a return authorization
number. The purchaser must prepay any shipping costs and insurance, and assume the risk of loss
during shipping.
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TEC America, Inc. provides this publication as is without Warranty of any kind,
either expressed or implied. This publication could include technical inaccuracies
or typographical errors. Changes are periodically made to the information herein;
these changes will be incorporated in new editions of the publication. TEC
America, Inc. may make improvements and/or changes in the product(s) and/or
program(s) described in this publication at any time.
Copyright 2002 by TEC America, Inc.
4401-A Bankers Circle, Atlanta, GA 30360
All rights reserved.
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CONTENTS
INTRODUCTION..............................................................................................................1
NAVIGATION KEYS .........................................................................................................2
MAINTENANCE ...............................................................................................................3
LOCATION.......................................................................................................................5
Location Details ............................................................................................................ 5
Cash Regis er Details .................................................................................................... 6 t
Subnet De ails .............................................................................................................. 7
NETWORK CONFIGURATION..........................................................................................8
FS-3600 SCREENS ........................................................................................................10
FS-3600 CATEGORIES ..................................................................................................12
FS-3600 DISCOUNTS....................................................................................................13
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FINANCIAL ...................................................................................................................14
Cash Classifications..................................................................................................... 14
Cash Table ................................................................................................................. 15
Hourly Table............................................................................................................... 16
EMPLOYEE ....................................................................................................................17
Employee To al Names Maintenance............................................................................. 19
SUPPLIER .....................................................................................................................20
GROUP CLASSIFICATIONS ...........................................................................................21
PRODUCT GROUP .........................................................................................................22
STOCK UNITS................................................................................................................23
SALES UNIT ..................................................................................................................24
PRODUCT MAINTENANCE.............................................................................................25
Product G oup ............................................................................................................ 27
Pricing ....................................................................................................................... 28
Stock ......................................................................................................................... 30
Product Options.......................................................................................................... 32
Status Options............................................................................................................ 33
User Fields ................................................................................................................. 34
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RECIPES........................................................................................................................35
RECIPE ...................................................................................................................... 36
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STOCK...........................................................................................................................38
STOCK MANAGEMENT...................................................................................................39
Method 1 - Using Recommended Order......................................................................... 39
Method 2 - Using manual Ordering ............................................................................... 39
Method 3- Using Deliveries and Purchase Invoicing........................................................ 40
Method 4- Using simplistic purchasing .......................................................................... 40
STOCK MANAGEMENT...................................................................................................41
ORDERS ........................................................................................................................43
ORDER DETAILS......................................................................................................... 43
Information Entry ....................................................................................................... 43
DELIVERIES..................................................................................................................45
DELIVERY .................................................................................................................. 45
SUPPLIER DETAILS ..................................................................................................... 45
DELIVERY DETAILS..................................................................................................... 45
Information Entry ....................................................................................................... 46
PURCHASES ..................................................................................................................47
PURCHASE ................................................................................................................. 47
SUPPLIER DETAILS ..................................................................................................... 47
PURCHASE DETAILS.................................................................................................... 47
SPECIAL INSTRUCTIONS............................................................................................. 48
Information Entry ....................................................................................................... 48
TRANSFERS ..................................................................................................................50
Special ins ructions ..................................................................................................... 50 t
INFORMATION ENTRY................................................................................................. 50
WRITE OFFS .................................................................................................................52
STOCK MANAGEMENT...................................................................................................53
Update Current Stock Movements ................................................................................ 53
Take Stock Snapshot................................................................................................... 53
Physically Count Stock Items........................................................................................ 53
Enter Stock Take ........................................................................................................ 53
Analyze resul s of stock count ...................................................................................... 53
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Update Current Stock .................................................................................................. 53
Set Opening Stock ...................................................................................................... 54
SET OPENING STOCK....................................................................................................55
STOCK TAKING SNAPSHOT ..........................................................................................57
ENTERING STOCK TAKE ...............................................................................................58
Produc s .................................................................................................................... 58
UPDATE CURRENT STOCK ............................................................................................60
UPDATE.........................................................................................................................61
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Update Recipe cos s.................................................................................................... 61 t
Clear Sales WARNING ............................................................................................. 61
Clear Stock WARNING !............................................................................................. 61
GLOBAL PRICE CHANGE ...............................................................................................62
REPORTS ......................................................................................................................63
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Produc s .................................................................................................................... 63
Employee................................................................................................................... 63
Financial .................................................................................................................... 64
Hour.......................................................................................................................... 64
REPORT SELECTION .....................................................................................................65
Customizing Reports ................................................................................................... 66
View Report / Print and Save Features.......................................................................... 66
VIEW LOG FILES...........................................................................................................68
GSS STORE OPTIONS....................................................................................................69
Product File ................................................................................................................ 70
Product File 2 ............................................................................................................. 72
Shelf edge.................................................................................................................. 73
Orders /Transfers........................................................................................................ 74
Miscellaneous ............................................................................................................. 75
VIEW - GSS JOURNAL...................................................................................................76
WINDOW ......................................................................................................................78
USER .............................................................................................................................79
Log off User ............................................................................................................... 79
Set-up User................................................................................................................ 79
Users......................................................................................................................... 79
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GSSEVENT – EVENT MANAGER.....................................................................................81
Event Time Table........................................................................................................ 82
Location..................................................................................................................... 83
Logs .......................................................................................................................... 84
Default Upload Options ............................................................................................... 85
GSSEVENT – Script ..................................................................................................... 86
BACKUPS ......................................................................................................................87
TROUBLESHOOTING.....................................................................................................88
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INTRODUCTION
This package has been designed to provide a simple and effective solution to the FS3600 stock taking requirements for numerous establishment types.
The simplistic windows based functionality allows for ease of use, with such features as
navigation keys provided through out the package, to assist the user.
The GSS Store package also has built-in security, with the ability to restrict actions to
individual users. This means it is necessary to select USER and LOG ON after loading to
allow access the main menu options.
If additional security is required on the system this is covered in section “Set-up Users”.
If the password for the Master User is forgotten, access to all options of the system
previously available to that user becomes restricted.
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NAVIGATION KEYS
These keys are used through out the package to assist with record management.
SAVE
This is used to save a record, which is being edited. In the case of stock management,
it allows the information to be saved, recalled later for amendments and additions then
committed, to move onto the next stage.
CANCEL
This option cancels the products input and refreshes the users current screen
LABELS
This option allows the user to print product pricing labels for all goods ordered where
the Label Req. box is ticked and the product has barcode label required selected. The
labels are printed to a self adhesive thermal label printer. This option only applies during
Stock Orders/Deliveries/Purchases.
This will display to screen the relevant report, then allow a hard copy to be printed. The
prints can be produced for both saved and committed information. This information can
also be sent to file at this stage in varying formats such as CSV, HTML, XLS, RTF, WMF
etc.
COMMIT
This moves the information onto the next stage; i.e. Orders are accepted and moved to
Delivery stage. Deliveries are accepted and moved to the Purchase stage ready for
invoices to be entered.
DELETE
This will delete a saved Order, Delivery or Purchase, removing the relevant totalizer
from the product file, alternatively this will delete the current record on-screen.
EXIT
This leaves the current screen
F2
This provides a quick access key for finding products
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MAINTENANCE
The software package is designed to help you manage your business profitably, the key
to this is understanding your business and translating this into a product file. The first
consideration is the number of establishments you will be controlling using the system.
Each establishment is given a Location. The Location file controls the most basic of
information, such as the name of the site, the type of Point of Sale terminal connected
etc, this information is unique for each Location.
Other details such as the product file can be either Location unique for such details as
the retail price or details can be maintained simultaneously for all sites. It may be
necessary for example to control different price, suppliers etc. for each Location due to
regional differences.
There is a Location box displayed on the Product screen, allowing you to select which
Location, the record is saved to. i.e. by selecting Location 2 while editing a products
retail price you can determine that this information relates solely to Location 2.
The View Options tab, allows on multi-Location packages, to determine which fields are
unique and which fields are have changes updated across the Locations.
Once the software has been installed, the first thought must be how to organize the
data, the main components of any stock control system are the products you sell. These
saleable products consist of two parts; the retail information that is required to appear
on the Point of Sale terminal, i.e. price, description etc. The other consideration is how
the item is to be Purchased. What size box/bottle/barrel etc does the product arrive in
and how many saleable units are in that Stock Unit. This information can then be
organized into two levels of grouping for more comprehensive reporting.
It is recommended the information is created in the following order:
Basic Point of Sale and site Location details
• View Options
• Locations
• Hourly Table
• Cash Classifications
• Cash Table
• Staff Detail
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Product and Product related Details
• Supplier Name
• Group Classification Code
• Product Group
• Stock Units
• Sales Units
• Products
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LOCATION
This controls the address and Point of Sale model for each site of the establishment.
GSS Store can either be a single Location or multi Location
LOCATION DETAILS
Name
This is the name of the Location, which will appear on the reports, and is displayed
when changing between Locations.
Address
This is available for storing the Location’s address for reference purposes and printed on
Orders etc.
ZIP Code
This is part of the address for the Location.
POS (POINT OF SALE) Telephone Number (GSS Host Option)
If you are communicating with the Point of Sale terminal via modem, this is the
telephone number the modem needs to call to connect with the remote Location. Please
note if the telephone normally requires 9 for an outside line, the POS telephone number
must be preceded with 9 followed by a comma. I.e. 9,01234567890 (no spaces to be
entered)
End of Day Time
The end of day time denotes that latest time that communications could take place with
a Location and the figures should be filed into the previous day’s date. For example,
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with the end of day time shown as above at 10:00am, any sales figures collected from
the Point of Sale terminals up to 10:00am will be filed into the previous day’s date. This
is used where establishments are open past midnight and the sales figures should be
filed for the previous day.
CASH REGISTER DETAILS
Cash Register Type
Currently GSS Store supports the TEC FS-3600 terminal.
Version Number
Must be set to 252.
Connection Type
Available communication modes:
• Direct Serial
• Modem: refer to Terminal Configuration-Help for recommended modem settings
• Network
Comm Port
Used for Direct Serial and Modem only.
Set to the host PC serial port number to which the modem or direct serial cable will be
connected. This is NOT the port on the FS-3600 terminal.
Baud Rate
Used for Direct Serial and Modem only.
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This speed must be equivalent to the speed set at the FS-3600 terminal with which it is
communicating. This can be set differently for each location.
Show time last sold on Daily Report
The TEC FS-3600 terminal records the time last sold for each product and if this box is
checked it will be displayed on the Individual Daily Product Sales report.
SUBNET DETAILS
Subnet
This is the subnet number for the particular FS-3600 system to be polled.
Description
Enter a unique name for each of the subnets.
Preferred Station
Valid setting is 1-6.
For Network Connection:
This is the station number for the terminal which will generate the export files. The
location of these files are dependent on the Reset options of the FS-3600 terminal.
For Direct Serial and Modem Connection:
This is the station number that the modem or direct connect cable is connected to.
Right-Click here to
add or remove a
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NETWORK CONFIGURATION
Following are some notes to assist with the network configuration for communication to
the FS-3600. However please beware these may not be the exact requirements for the
PC on which GSS is running, especially if there is currently a network environment in
place. Please consult your supplier if there are any concerns over which options relate to
your system. Under no circumstances attempt the following procedure if all the facts
and relevant experience are not at your disposal. Uninformed entry to any following field
may result in existing network failure.
• Select the Start Programs - Settings - Control Panel - Network Settings
• Then within Configuration ensure there is a Client for NetWare networks option. If
this is not available then use the INSTALL option to create the selection.
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• The Primary Network Logon can then be default to Client for NetWare Networks,
providing there are no other client operations available. Uninformed entry to this
field may result in loss of existing network.
• When Client for NetWare networks is available, this provides the relevant IPX –
options that are used by the FS-3600 network communications.
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FS-3600 SCREENS
It is possible to manage certain aspects of the ECR from the PC. This is designed to
assist with product creation and restaurant management. New products can be added to
the ECR Screens, and new restaurant table layouts can be designed. However it should
be noted, this option is not designed to manage the ECR programming in it’s entirety
just to assist with the product management aspects of the stock control system.
It is possible to add new buttons to the screen, for selected functions, management of
the buttons is carried out using the following key presses.
Adding a New Button
While holding down the left button of the mouse, drag to create the button size. The
shape of the button can then be control by right clicking. It is then necessary then to
select the button type, and enter the Item ID. If the button is a menu item then the
beacon icon can be used to select from the product list. It should be noted that all types
of functions are shown within the function box. This is to ensure that all keys are
displayed. However, if an unavailable function type is chosen for addition then the item
ID box will be gray, in this instance do not attempt to amend.
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Button Re-Sizing
The button can be re-sized using the Width and Height boxes displayed on the left hand
screen. Alternatively, the SHIFT key and CURSOR keys can be used.
Button Movement
The button can be moved by setting the X, Y co-ordinates on the left hand screen
alternatively the ALT key and the CURSOR keys can be used.
Button Copy
Buttons can be copied en-mass across screens. The buttons to be copied are selected by
depressing SHIFT and right clicking then highlighting all required keys. This can then be
copied by selecting EDIT COPY then PASTE.
Deleting Button
The button can be deleted by highlighting the button and pressing the ‘Delete’ key on
the keyboard.
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FS-3600 CATEGORIES
This is used, to program category specification for the FS-3600. The following settings
will be detailed by the ECR provider.
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FS-3600 DISCOUNTS
The discounts used within the FS-3600 can be maintained from the Discounts screen.
The settings for this screen would be detailed by the ECR provider.
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FINANCIAL
CASH CLASSIFICATIONS
The POS terminal will file the financial sales data to the computer, such as the Cash,
Check and Credit Cards, Voids, Refunds etc. into Media Totals. It is then possible to
group these media totals so that a total will be available, for example, of all Voids and
adjustments etc. They are as standard pre-defined groups, these can be amended if
required.
Classification ID
This is a consecutive record Number
Description
This is the description of the Classification Group
Calculate on totals
This determines if the group will require a subtotal of all values printed on the financial
reports.
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CASH TABLE
This is where the POS terminal cash fields are defined, this relates directly to the Point
of Sale programming and is set-up as part of the initial installation, determining for
example which field is CASH IN DRAWER etc.
Number
This is the financial total record number.
Classification
This will link this financial total such as Cash, Credit Card etc. to the Classification Group.
This will then provide the option to produce reports of specific types i.e. Finalization
keys, Voids.
Description
This is the description of the financial totalizer
Decimal Places
It is necessary for certain fields of financial reporting to set the number of decimal
places. This will be set by your dealer, however if a field is displayed as 600 not 6 on a
financial report, setting this field to 2 decimal places will resolve the issue.
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HOURLY TABLE
This controls how the time periods sales analysis collected back from the POS terminal is
reported
Location
Each Location connects with a POS terminal which is capable of storing the sales
transactions value in specific time periods usually 24hour time periods, the descriptions
can be changed or new time periods added depending on the model of POS terminal
which is connected.
Description
The order the report prints can be change by highlighting the row and dragging this to a
new position with the mouse this means that the report can start at 8.00am rather than
midnight.
Reset
This will re-sort the order of the time period descriptions into the original order i.e. time
period 1 midnight as the first option
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EMPLOYEE
This stores the Employee’s personal details for that Location. The POS terminal will
transmit the value of Employee’s sales back to the computer for reporting purposes.
Employee ID
This corresponds to the User Sign-On number used at the POS terminal
Last Name / First Name
These are the names to be printed on the Employee Sales Reports and used on the
terminal.
Address Tab
Employee address and contact information can be stored on this tab.
Terminal Settings
The settings on this tab determine how the Employee ID will function on the terminal.
Please consult the ECR manual for an explanation of these functions.
Job Codes
This tab determines which Job Code(s) the Employee is allowed to clock in under and
the rate of pay for each Job Code.
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Employee Total Class Maintenance
This section records the information relating to the Point of Sale terminal Employee
reporting. This information is normally set-up by your system provider.
Employee Total Classification Names
The POS terminal will file the Employee Financial Sales data to the computer, such as
the Cash, Check and Credit Card, Voids, Refunds etc. into Media Totals. It is then
possible to group these Media Totals so that a total will be available, for example, of All
Void and adjustments. There are pre-defined groups but these can be amended if
required.
Classification ID
This is a consecutive record Number
Description
This is the description of the Classification Group
Calculate on totals
This determines if the group will require a subtotal of all values included printed on
reports.
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EMPLOYEE TOTAL NAMES MAINTENANCE
Employee Total Names
This is where the POS terminal cash fields are defined, this relates directly to the Point
of Sale programming and is set-up as part of the initial installation, determining for
example which field is CASH IN DRAWER etc.
Number
This is the financial total record number taken from the POS programming book
Classification
This will link this financial total such as Cash, Credit Card etc. to the Classification Group.
This will then provide the option to produce reports of specific types of fields i.e.
Finalization keys,
Description
This is the description of the financial totalizer
Decimal Places
It is necessary for certain fields of financial reporting to set the number of decimal
places. This will be set by your dealer, however if a filed is displayed as 600 not 6 on a
staff report, setting this field to 2 decimal places will resolve the issue.
Add Products
It is possible using the POS terminal to have reporting by each Employee for all
products. Selecting a new classification field then, clicking on Add Products will
automatically set up the file with all the products from the product file start at code
200001 for PLU 1.
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SUPPLIER
This stores all the details for the suppliers from which products are purchased
Supplier Name
This is the name of the supplier which can then be stored against individual products
and used to recall suppliers for ordering and Delivery purposes.
Address, ZIP Code
This is the address of the supplier, this will be printed on the Order, Delivery etc.
Contact, Telephone, Fax number
This stores the relevant contact details for this supplier.
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GROUP CLASSIFICATIONS
Group Classification is similar to the Department Names on the FS-3600. It is possible to
link Products into Product Groups such as Domestic Beers, Appetizers etc. These Product
Groups can then be linked to Group Classifications, which are the first level of grouping.
For example total Beers, total Food goods. Therefore entered below should be the
highest level of grouping to which the Product Group categories are to be linked.
Class Number
This is the sequential record number for the Classification Group
Description
This is the description of the highest level of group I.e. Food, Beer, Wine, Liquor, etc. to
which Product Groups such as Domestic Beers, Appetizers etc. are to be linked.
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PRODUCT GROUP
Product Group is similar to the Category Names on the FS-3600. This allows products to
be linked to group categories such as Domestic Beers, Appetizers etc, these Product
Groups in turn can be linked, to Group Classification for totaling of a number of Product
Groups. Therefore entered below should be the minor category names.
Group Number
This is the sequential record number for the Product Group
Description
This is the description of the second level of group i.e. Domestic Beers etc
Classification Group
This is a selection box, allowing the Product Group to be linked to a Classification Group,
i.e. Domestic and Bottled Beers groups can be linked to a Classification Group total
beers.
Non Reported By Default
When a product report is selected and this box is checked, this Product Group will be
excluded from the report. It can be added manually, by clicking the add button on the
report screen. This is useful for Product Groups used for kitchen messages, etc. which
are not required to be included in sales reports.
Note:
Initially, the FS-3600 Categories are imported into the GSS Product
Group table. From that point forward they can be managed
separately, providing more reporting flexibility.
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