Toshiba FS-3600 GSS User Manual

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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.

4401-A Bankers Circle, Atlanta, GA 30360

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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

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

RECIPES........................................................................................................................35

RECIPE ...................................................................................................................... 36

iii

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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

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

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.

PRINT

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

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

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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STOCK UNITS

This is the section where the Purchases and stock keeping sizes for each Product Group are created, for example beer may be purchased by the case and wine by the case or individual bottles.

Product Group

The sizes created are associated with the Product Group for that item, i.e. all purchases sizes for wine will be associated with the wine Product Group. It is therefore necessary to create records for each Product Group listing all possible purchase sizes, I.e. Draft Beers, would require units such as barrel etc.

Description

This is the name of the Purchased/Stock Keeping unit, i.e. box, case, barrel etc

Units for Sale

This is the number of sales units which are purchased in one outer. For example an 11 Gallon Barrel for draft beer would equal 88 pints/units for sales. This is used for ordering/deliveries purposes to calculate how many saleable units are purchased within each Stock Unit.

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SALES UNIT

Sales units are simply labels to help clarify product sales on product reports.

Description

This is the name of the, sales unit which is to be printed on the report. i.e. Wine is sold by the Glass, Beer by the Pint.

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PRODUCT MAINTENANCE

This screen allows input of all relevant stock keeping and retail information for a saleable/stock Product Code.

Product Code

This is the in-house code number for the item, it may be an internal reference number, or it may directly relate to the ECR number. If the Product Code is to be the same as the ECR number, then the system may benefit from having the options screen set so the ECR code is automatically updated with the Product Code. This means only one code number needs to be maintained. (See Options) It should be noted, due to the fact the Product Code is an alphanumeric field, it is possible to have Product Codes such as ABC0001, ABC0002etc. It also means in order to provide numeric sorting the system works on a fixed number of digits i.e. code 1 becomes 000001, 000002, etc.

Description

This is the long description for the product, which appears on the reports.

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ECR Description

This is the description, which appears on the Point of Sale terminal, which is 18 characters long, a counter is provided to indicate when 18 characters have been input. It is recommended upper case be used for the ECR description used for the sales receipt.

Note :

Do not use a Comma or Quotation marks in the descriptor field as these are a special

field separator characters.

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PRODUCT GROUP

Product Group

This is a selection box, allowing this product to be linked to one of the existing groups, i.e. bottled beers, etc. for reporting and stock keeping purposes, also to assist with product searching and reporting totalizers.

Default Stock Unit

This is a selection box, which allows you to select the purchase size for this product, only the sizes allocated to that Product Group, are available for selection

Sales Unit

This is the description of the actual sales unit for reporting and stock keeping purposes, i.e. if the default Stock Unit is barrel this description may be Pint as that is the unit the item is sold in

Location

This is the site this product information relates to i.e. at which shop, bar etc.

ECR Code

This is the code number the items sells at on the POS terminal, this is usually the same as the Product Code but must be in the range 1-9999. If the ECR code is to be the same as the Product Code number, the system can be set so the ECR code is automatically updated from the Product Code in the options section. If no ECR code is entered or 0 is entered for the ECR code, this product is not available for sale at the POS terminal,

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PRICING

This selection tab stores all information relating to product cost and retail pricing.

Average Cost Price

This is calculated from the Purchase screen, taking all purchased prices for the products and varying sizes, producing an average cost price per product

Last Cost

This is the last cost price of this product based on the last price entered on the purchase

GST Rate

This is a selection box, allowing the correct GST rate (where applicable) to be allocated to this product.

RRP

This is the recommended retail price of the product based on the cost, Vat and the desired target margin.

Apply Price Change to all Locations

The retail price of this item, may only apply to this particular Location and when changed it will not affect the retail prices of any other Locations. This flag ticked ensures that changes made to this product within this Location, will automatically be copied across Locations. View options determine what information is to be copied across.

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Price Level 1 - 4

This is the retail price the product is sold for at the Point of Sale terminal. The onscreen descriptor for the price levels and the number of price levels available can be changed within the options section.

Profit

This is the dollar value profit, which is being made, when it is sold at this particular price level.

Margin

This is the percentage profit, which is being made on this item, when it is sold at this price

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STOCK

This selection tab stores all information relating to the stock holding for this Product Code.

Current Stock

This is the number of items held in stock, the number of units is determined by the Default Stock Unit i.e. 176 Pints in a Barrel would show as 1, if the Stock Unit was set to Barrel. Alternatively if the Stock Unit was changed to Pints, the figure on-screen would be recalculated as 176 Pints.

Max Stock

This is the maximum holding. When an Item falls below the Re-Order Level or product supply is insufficient for the number of Days Stock, it is suggested an Order is generated to this level.

Re-Order Level

This is the number of Stock Units that are required, to be ordered at any one time, Suppliers may have a minimum re-ordering level, or alternative pricing policies quantities purchased

Days stock to order

This is the number of day’s stock for this item that you wish to keep, comparisons and analysis reports can be printed on such reports as the Product Supply report.

Shelf Facings

This is used for printing of the shelf edge label report, the number here indicates how many Shelf Edge Labels are required for this product, when the report is printed.

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Supplier

This is a selection box, allowing a supplier to be associated with this product. More than one supplier can be used to purchase a product, also more than one Stock Unit can be purchased from a supplier. This information is stored in the supplier matrix, shown on the screen. When the appropriate Reference for a purchase size is entered on the Order/Delivery/Purchase screen, the correct purchase size is automatically brought onscreen using this table information.

Stock Unit

This is a selection box allowing entry of the stock taking size purchased from this supplier, i.e. Barrel, Case etc.

Reference

This is the supplier reference for this product relating directly to a particular Stock Unit purchased from a particular supplier.

Barcode label req.

The package has a link to a barcode printer, this can be used to print barcode pricing labels, for products as they arrive into stock. The availability of this option is set using this tick box

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PRODUCT OPTIONS

This selection tab stores information relating to activities at the Point of Sale terminal. All necessary explanations can be found within the FS-3600 manuals.

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STATUS OPTIONS

This section controls the Point of Sale terminal programming, determining such features as whether the item is to print on different printers and which price levels are available.

Note:

Item Enabled = Valid (FS-3600)

Addit. Price Item = Add-on (FS-3600)

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USER FIELDS

This section allows classification of products by using up to four fields for any information relating to this product that you require. These are selected via a drop list and the list of these fields are maintained via the User Fields screen. For example, you may wish to record the Size, Color or Style of products. It is possible to change the onscreen names of these fields within the View Option section.

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RECIPES

There are two main types of recipes :-

Saleable items

Firstly where both the items are saleable products and they are linked together for stock taking purposes i.g. Pint and Half of Beer Both are sold through the POS terminal. The half however is a recipe using the pint as an ingredient with a quantity of 0.5.

Example 1

Recipe Item Half Pint of Beer Ingredients Pint of Beer Quantity 0.5

Stock Recipes

The second type of receipt is where a number of ingredients are linked to one recipe to ensure the stock of the items making up that product is correct. i.e. a Ham Sandwich is a saleable recipe with the ingredients being 2 slices of bread and 3oz of Ham. Both the bread and the ham, will be a Product Code which exists with a zero ECR code. This will prevent the bread or ham from being sold individually at the terminal, only the Ham sandwich recipe item can be sold.

Example 2

Recipe Item Ham Sandwich Ingredients Sliced Bread Bought as a Loaf with 32 Slices Qty 2.00 (2 Slices) Roast Ham Bought as a 2 lbs or 32 ounces Qty 3 (3oz)

When the Product Codes are created for the sliced bread and the ham, the Stock Unit will be how the product is purchased i.e. a loaf of bread or a pound of ham. The sales units will then be set as the lowest usable unit within a recipe i.e. 32 ounces in a 2 pounds of ham or 32 slices in a loaf of bread. Then as the recipe is created the quantity for the ingredients reflects the number of sales units that item uses i.e. 2 slices of bread or 3oz of ham.

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RECIPE

A new recipe can be selected from the box, you are then presented with a list of products so that you may select which is the recipe item, i.e. the Pint of Beer or the Ham Sandwich.

Use Prices From The Location in which this item is to be sold and purchased should be entered here for a multi-Location package. The recipe file is for all Locations, this field is to ensure the correct costing are utilized for the on-screen recipe calculations.

Retail Price

This is the retail price of the item from the chosen Location.

Current Cost Price

This is the current cost of the recipe, which does not include the current amendments until the item is updated.

Current Profit/Margin

This is current stored dollar value and percentage profit of the item, this does not include the current amendments until the item is updated.

Recipe Cost This is the on-screen calculation of the cost of the recipe.

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Recipe Profit/Margin

This is the calculation of the dollar value and percentage profit using the on-screen quantities.

Product Code

This allows you to use this table to enter the ingredients, if the Product Code is not known the search icon in the right hand side of the Product Code box can be used.

Description

Once the ingredient is found, such as the Pint of Beer or the Bread then the description is automatically brought on Screen.

Quantity

This is the quantity of the stock item to be used when this RECEIPE item is sold, i.e. 0.5 of a pint is used every time a half pint of beer is sold, or 2 slices of bread for every ham sandwich When the Recipe screen is exited a prompt appears asking whether recipe costs should be updated. For example the half pint beer costs nothing until the recipe was created stating it uses 0.5 of a pint. The half pint will now be updated in the average/cost field for the product. These costs are also maintained at purchases, as the cost of the ingredients increases.

Render

If the item is a sub recipe such as roll & butter used in a main recipe such as soup & roll. It is necessary if a change has been made to the costing of the sub recipe to render to ensure the true cost of the main recipe is shown. For example, if the number of butter portions within the bread and butter has increased the cost would also increase. When the Soup & Roll recipe was called up on screen immediately after this change the cost would not be correct unless Regenerate is carried out. When a recipe is saved, the price is automatically rendered.

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STOCK

The main Stock menu tab, provides access to all relevant stock movement options such as :

ORDER SECTION

The system can if required produce a report showing which items should be re-ordered. This information can be based on either average days usage or re-ordering based on minimum and maximum stock reporting. This report information can then be entered manually onto the Order screen. Alternatively the Order can be generated automatically by using the suggested re-order icon. This will generate a complete Order based on the users decisions at this stage. Once the Order has been entered it is possible to print the Order out to be sent to the supplier. The outer on Order field for each of the products is updated, when an Order is placed, allowing reporting of items on ordered.

DELIVERY SECTION

If the information is entered as an Order this information can then be recalled at the Delivery stage, and the quantity received can then be entered as necessary. Alternatively if the goods have arrived with a Delivery Note, and there was no Order previously entered the information can be entered directly at the Delivery stage bypassing the Order stage. A Delivery Note can be printed at this stage. When the Delivery is committed the current stock levels are increased. The costing however are not updated until the purchase is entered.

PURCHASE SECTION

Deliveries entered can be recalled when the Purchase invoice arrives, allowing any changes in the cost prices to be entered, a Purchase invoice can be printed out if required. This option is also ideally used if stock arrives into the building without previously being ordered and the cost prices are known. This would ensure both the stock of the item and the costing are updated simultaneously.

TRANSFER SECTION

This section is used to move stock holding between Locations. The stock quantities will be deducted from one Location and added to another.

WRITE OFF SECTION

This is used for removing items from stock that are used but not sold. I.e. damaged goods. These can be shown in the Write Off report.

REVIEW INVOICES

This is used for reviewing historically, paid invoices. Once an invoice is completed, it is stored and available for view within this option.

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STOCK MANAGEMENT

The system can provide a very simplistic or sophisticated order system depending on the nature of the business. Stock’s arrival into the established can be covered in three ways

METHOD 1 - USING RECOMMENDED ORDER

Order The suggested order information is generated based on the following

rules.

Current Stock is less than the Re-Order Level entered for each product Or Current Stock is less than the Re-Order Level and recommended to max

stock levels.

Or Current Stock based on usage per day is insufficient to meet the days

stock need, recommend the required amount to maintain stock levels.

Or Current Stock based on usage per day is insufficient to meet the days

stock need, recommended the required amount to max stock levels.

Deliver The stock arrives and the previously entered Order is accepted. This

updates the current stock for each product and removes the item from the on Order list. NOTE: Backorders are not possible, the item(s) needed to be on backorder will have to be re-ordered or entered at the time of the Stock Purchase.

Invoice When the invoice arrives the cost prices are entered against the Delivery.

This updates the costing of the products.

METHOD 2 - USING MANUAL ORDERING

Order Enter the details of the products to be ordered. This updates the items on

Order for each product

Deliver The stock arrives and the previously entered Order is accepted. This

Invoice When the invoice arrives the cost prices are entered against the Delivery.

This updates the costing of the products.

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METHOD 3- USING DELIVERIES AND PURCHASE INVOICING

Deliver The stock arrives is entered into the system. This updates the current

stock field for each product. NOTE: Backorders are not possible, the item(s) needed to be on backorder will have to be re-ordered or entered at the time of the Stock Purchase.

Invoice When the invoice arrives the cost prices are entered against the Delivery.

This updates the costing of the products.

METHOD 4- USING SIMPLISTIC PURCHASING

Invoice When the stock arrives the details are entered. This will update both the

current stock and the products costing simultaneously.

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STOCK MANAGEMENT

The screen displays a number of icons which are explained below.

SAVE

This allows a screen to be saved while the information is being entered, allowing recall at a later date for further items to be entered. This does not update any of the totalizers.

CANCEL

This allows any information entered prior to the last save to be cancelled.

LABELS

It is possible to print labels for product which are Order, Delivered or Purchased.

PRINT

This will print the current information entered, saving the details prior to printing.

COMMIT

This saves all details, and updates the relevant stock and Order totals.

DELETE

This will delete the current on-screen Order.

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SUGGEST

This is used to suggest a recommended re-order. This can be based on :

Current Stock is less than the Re-Order Level entered for each product,

Current Stock is less than the Re-Order Level and recommended to max stock

levels,

Or Current Stock based on usage per day is insufficient to meet the days stock need, recommend the required amount,

Or Current Stock based on usage per day is insufficient to meet the days stock need, recommended the required amount to max stock levels.

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ORDERS

This is used to generate an Order for your Supplier, this has no direct effect on the stock levels and is designed only to indicate stock has been requested for Delivery.

ORDER REFERENCE

This selection box can be used to begin a new Order or recall a saved Order. Clicking on the icon, will automatically generate the number, using the View-Options settings would allow a prefix or suffix to be added to the Order reference when it was generated.

LOCATION

This is the Location to which the stock is to be delivered. Clicking on the Location tab will allow entry of the delivery address.

SUPPLIER DETAILS

This is the Supplier from whom the goods are to be purchased, the address details are recalled for the Supplier file, which contains a list of all your Suppliers which were created previously.

ORDER DETAILS

Reference

This allows an Order reference to be entered, which will print on the Order.

Order Date

This is the date the Order is placed, Orders can be created with dates in advance of the current date, saved and then committed ready for Delivery at the appropriate time, A calendar is available by clicking on the small gray selection box.

SPECIAL INSTRUCTIONS

Any relevant information can be entered here for printing on the Order.

INFORMATION ENTRY

Product Code

This is used to recall the product to be ordered, the code can be input at this stage or recalled from a list of Products by clicking on the small gray selection box.

Description

This is automatically recalled on selecting the Product Code.

Stock Unit

This is the unit the item is purchased in. Stock units are created in maintenance and attached to a Product Group. These are explained in the section entitled Stock.

Label Req

There is an option to print product pricing labels, as the goods are ordered, This will print only if barcode required is selected on the Product Maintenance screen for this item.

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Order Qty

This is the number of Stock Units to be ordered i.e. The number of cases or barrels

Last Cost

This is calculated from the Last cost price held on the Product Maintenance screen multiplied by the number of sales units within the selected Stock Unit. i.e. If 2 Cases of 24 are selected and the cost is 1.00 per unit then 24.00 will be displayed in the Last Cost column

Line Total

This is the total of goods ordered for this product it is calculated from the last cost column Which is the last cost per Stock Unit multiplied by the number of Stock Units purchases. i.e. if 2 Cases of 24 are selected and the cost is 1.00 per unit then 24.00 will be displayed in the Last Cost column and 48.00 in the line total column.

Current Order Total

This is a running total of the total value of goods purchased on this Order.

Discounts

By clicking on this icon it is possible to allow dollar value or percentage amendments of the current Order total either discount or premium.

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DELIVERIES

This is used to confirm that the Stock has arrived at the premises committing a Delivery adds the Stock Delivery into the current Stock Holding for the product but this does not affect the costs of the product.

DELIVERY

DELIVERY REFERENCE

This box is used to recall a saved Delivery, which requires further information to be entered before being committed as a Purchase. Alternatively, a new Delivery can be selected.

LOCATION

This is the Location to which the stock is to be delivered. Clicking on the Location tab will allow entry of the Location delivery address for the supplier.

SUPPLIER DETAILS

This is the supplier from whom the goods are being purchased, the address details are recalled from the Supplier file, which contains a list of all your Suppliers.

DELIVERY DETAILS

Reference

This allows an Order reference to be entered, which will print on the Order.

Delivery Date

This allows entry of the delivery date. A calendar is available by clicking on the small grey selection box.

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Special Instructions

Any relevant information can be entered here for printing on the delivery, information previously entered to an Order is automatically recalled.

INFORMATION ENTRY

Product Code

This is used to recall the Product to be ordered, the code can be input at this stage or the recalled from a list of products by clicking on the small grey selection box.

Description

This is automatically recalled on selecting the Product Code.

Stock Unit

This is the unit the item is purchased in. Stock units are created in Maintenance and attached to a Product Group.

Label Required

There is an option to print Product Pricing labels, as the goods are ordered. This will print only if barcode required is selected on the Product Maintenance screen for this item.

Order Qty

This is the number of Stock Units to be purchased. I.e. The number of cases or barrels.

Delivery Qty

This is the number of Stock Units, which actually arrived and may vary from the order qty depending if the Order was completely fulfilled.

Last Cost

This is calculated from the Last Cost Price held on the Product Maintenance screen multiplied by the number of Sales Units within the selected Stock Unit. i.e. If 2 Cases of 24 are selected and the cost is 1.00 per unit then 24.00 will be displayed in the Last Cost column.

Line Total

This is the total value of goods purchased for this product. It is calculated from the LAST COST column, which is the last cost per Stock Unit multiplied by the number of Stock Units delivered. I.e. if 2 Cases of 24 are selected and the cost is 1.00 per unit then

24.00 will be displayed in the Last Cost column and 48.00 in the line total column.

Current Order Total

This is a running total of the total value of goods purchased on this Order. Example, Delivery Note.

Discounts

By clicking on this icon it is possible to allow dollar value or percentage amendments of the current Order total either discount or premium.

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PURCHASES

This is used to enter the costing for the Products, i.e. when the invoice arrives. The Delivery can be recalled, the costs adjusted if required and the new costing information can then be committed to a Product.

PURCHASE

PURCHASE REFERENCE

This box is used to recall a saved Purchase, which requires further information to be entered before being committed. Alternatively a new Purchase can be selected.

LOCATION

This is the Location to which costing data is to be calculated. Clicking on the Location tab will allow entry of the Location delivery address for the Supplier.

SUPPLIER DETAILS

This is the Supplier from whom the goods are to be purchased, the address details are recalled from the Supplier file, which contains a list of all your Suppliers which were created previously

PURCHASE DETAILS

Reference

This allows an Order reference to be entered, which will print on the Order.

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Delivery Date

This allows entry of the delivery date. A calendar is available by clicking on the small icon to the right.

SPECIAL INSTRUCTIONS

Any relevant information can be entered here for printing on the Purchase, information previously entered to an Order is automatically recalled.

INFORMATION ENTRY

Product Code

This is used to recall the Product to be ordered. The code can be input at this stage or the recalled from a list of Products by clicking on the small grey selection box.

Description

This is automatically recalled on selecting the Product Code.

Stock Unit

This is the unit the item is purchased in. Stock units are created in maintenance and attached to a Product Group. These are explained in the section entitled Stock.

Label Required

There is an option to print Product Pricing Labels, as the goods are ordered. This will print only if barcode required is selected on the Product Maintenance screen for this item.

Order Qty

This is the number of Stock Units to be purchased. I.e. The number of Cases or Barrels.

Purchased Qty

This is the number of Stock Units, which actually arrived and may vary from the delivered qty.

Last Cost

Line Total

This is the total value of goods purchased for this product it is calculated from the LAST COST column which is the last cost per Stock Unit multiplied by the number of Stock Units purchased. I.e. If 2 Cases of 24 are selected and the cost is 1.00 per unit then

24.00 will be displayed in the Last Cost column and 48.00 in the line total column.

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Current Purchase Total

This is a running total of the total value of goods purchased on this Order.

Discounts

By clicking on this icon it is possible to allow dollar value or percentage amendments of the current Order total either discount or premium.

On leaving the Purchases screen the prompt update Recipe Costs appears. If for example you have purchases a pint of beer and the cost has changed, this will have a direct effect on the cost of a half pint. Answering Yes ensures the costing and profit margins of the half-pint are also maintained.

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TRANSFERS

This controls the movement of stock from one Location to another.

Stock Transfer

This allows the creation of a new Transfer note or the option to recall a saved Transfer

Reference

This allows entry of a reference number for the Transfer

Date

This is the date of the Transfer

From Location

This is the Location the stock is to be moved / deducted from

To Location

This is the Location the stock is to be moved / added to

SPECIAL INSTRUCTIONS

This allows entry of any special instructions, which can then be printed on the Transfer Note

INFORMATION ENTRY

Product code

This is used to recall the product to be Ordered. The code can be input at this stage or recalled from a list of products by clicking on the small gray selection box.

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Description

This is automatically recalled on selecting the Product Code.

Stock unit

This is the unit the item is purchased in. Stock units are created in maintenance and attached to a Product Group.

Label Required

There is an option to print product pricing labels, as the goods are Ordered. This will print only if barcode required is selected on the Product Maintenance screen for this item.

Transfer Quantity

This is the number of units to be move to another Location.

Last cost

This is calculated from the Last cost price held on the Product Maintenance screen, multiplied by the number of sales units within the selected Stock Unit. i.e. If 2 Cases of 24 are selected and the cost is 1.00 per unit then 24.00 will be displayed in the Last Cost column

Value at Cost

This is the number of units to be transferred multiplied by the last cost price.

Value at Retail

This is the number of units to be transferred multiplied by the retail price

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WRITE OFFS

This screen allows for items to be Written Off from stock held on the computer.

Location

This is the Location that this stock item is to be Written Off for.

Product Code

This is the code number for the Product, the item can be searched for using the search icon.

Date

This is the date, the stock quantity is Written Off.

Quantity

This is the quantity to be Written Off and the number is related to the Stock Unit size.

Reason

This is why the stock is Written Off. i.e. Damaged etc. As reasons are entered they, are stored in the list for use in the future.

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STOCK MANAGEMENT

GSS Store provides a comprehensive Stock Management System, including Period Stock Discrepancy Reporting, through to complete Month End Analysis.

Stock taking for a given Location in GSS Store can be viewed as a staged procedure. The purpose of which is to ensure that for a large stock take, such as at a year-end, there is sufficient time for the count to be entered and analyzed. There is no requirement for all the steps within stock taking to be completed within one day.

UPDATE CURRENT STOCK MOVEMENTS

Before you begin the stock check you need to make sure that all Sales, Deliveries and Write Offs have been entered into GSS Store.

TAKE STOCK SNAPSHOT

A Stock Snapshot is a picture of the current stock holding at a known point in time. When GSS Store takes a Stock Snapshot for a Location, it makes a copy of the current stock value held for every item at that Location and stores it separately from the current 'live' stock.

PHYSICALLY COUNT STOCK ITEMS

GSS Store has a report specifically for the production of Stock Count Sheets. Using the Stock Count Sheets, the stock should be counted and entered on the Stock Count Sheets.

ENTER STOCK TAKE

After counting the stock items, the quantities of each item needs to be entered into GSS Store

ANALYZE RESULTS OF STOCK COUNT

Once the Stock Count has been entered, you should print out the Stock Variance report from the list of Product Reports. This report shows the difference and value of that difference, in terms of both retail and cost values, between the Stock Snapshot and the Stock Count. Any discrepancies can be investigated and if necessary, the Stock Count entry re-entered.

UPDATE CURRENT STOCK

The final stage of stocktaking is to update the current stock. This procedure posts the discrepancies found between the stock Snapshot and the stock count to the current 'live' stock. Optionally, any items for which no count has been entered can have their stock set to zero. Following this procedure the current 'live' stock will be correct as of the last Stock Take.

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SET OPENING STOCK

It is optional as to whether at the end of the month the set Opening Stock procedure is carried out. This will copy the actual month end stock to the Opening Stock value for the next period. It is possible to use the Opening Stock option more than once during a given stock period if an Opening Stock per week and movements analysis is required along with a month option also.

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SET OPENING STOCK

In order to produce more, comprehensive reports such as the example given. The Set Opening Stock sequence would be incorporated into the month end procedure. This can be carried manually by selecting Set Opening Stock or automatically via the GSSEvent communications timetable. The sequence will copy the current stock quantity to the Opening Stock quantity and commencing calculating movements from the period start date which was set. It is possible to have numerous Opening Stocks running

The concept of storing different Opening Stock names is to allow reports for different period start dates, once that period date, alternatively to allow a number of period reports to run within the same time scale.

For example, a 4 Weekly Period reports running within one month, each Opening Stock name, storing a different start stock value and totaling all the report data such as transfers etc from a different start point, i.e. the 1 Week3, Week4, which is in actual fact 5 Opening Stock names for a one month period.

of the month the Week1, Week2,

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The Maintain Opening Stock section, allows the numerous Opening Stock files stored for various period start dates to deleted or for the descriptor to be edited.

Note:

The Opening Stock reporting is a very sophisticated and date orientated for this reason it is

absolutely necessary that the Opening Stock is set at the beginning of a day, before Deliveries

and stock movement begins. This can be automated using GSSEvent.

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STOCK TAKING SNAPSHOT

When the take Snapshot is selected the current stock is then copied to a separate figure for stock taking calculations. This allows the current stock figure to be updated normally by sales, deliveries etc without it affecting the stock taking results. If the stock taking day is Monday, a snap shot of the stock will be taken on Monday.

For example :- 100 pints of beer were the Snapshot on Monday, during the course of the stock taking week the 100 pints of beer will be decreased by sales and increased by deliveries leaving at Friday 80 pints of beer. On the Monday of the stock take, 110 pints of beer were actual counted and finally entered on the Friday as the stock take figure. It is not the 110 pints that is to be copied back to the current stock figure but the discrepancy. We had 100 on the computer when we started the stock take, 110 when we actually counted that means, we were over by 10 pints. The figure in the current stock figure on Friday of 80 pints as we update the stock quantity should be increased by 10. Which would result in an actual stock count of 90. This is because the 100 units decreased during the week from 100 to 80 then readjusted at the end of the stock take week by the 10 units that had not been recorded on the computer.

Take Stock Snapshot

A selection box is shown to enable a Location to be selected, this determines which Location is to be stock taken. This will then hold the correct stock value for the correct Location.

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ENTERING STOCK TAKE

After counting the stock items, the quantities of each item need to be entered in to GSS.

Location

The Location for which the stock taking is to be entered should be selected

Product Groups

This selection box can be used to display on screen for stock entry on items within a selected Product Group

PRODUCTS

Product Code

This is the code number of the item to be selected.

Description

This the reporting description of the item for which the stock take is to entered.

Stock Snapshot

This field displays the stock holding as it was on the day the snap shot was taken, i.e. the day of the stock take.

Current Count

This field displays the value counted at this moment in time.

Stock Unit

This is the default Stock Unit for this item.

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Count

This is the actual value counted for this item and is based on the Stock Unit size selected for the Stock unit box.

Stock Unit

This is a selection box used to determine what size the Count value is entered in, I.e. 1 Liter bottle of wine, or 1.5 liter bottle.

Count Entered

Displays the date the last counted value was entered for this product.

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UPDATE CURRENT STOCK

Location

This is the Location for which the current stock is to be updated by the stock counted values.

Set uncounted stock items to zero

This allows you to only stock take one section of products at once, those products which have not been counted will have a stock counted value of zero. This discrepancy is to be copied across to the current stock field as the true counted value. Alternatively, if this box is selected then the current stock field for these items is to remain at zero as they were not counted.

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UPDATE

This section is used to run management maintenance tasks.

UPDATE RECIPE COSTS

The costs of recipes are updated in the system when the ingredient within a recipe change, i.e. tomato has been added to the ham sandwich recipe increasing the cost, alternative when the cost price of an ingredient changes at the Purchases stage, i.e. the cost of a pint of beer changes, which directly affects the cost of the half pint. If the costs are required to be updated manually selecting this option will ensure that happens, keeping the costs and profitability of recipe items correct

CLEAR SALES WARNING!!!

This will remove all sales totals from the selected Location or all Locations

CLEAR STOCK WARNING!!!

This will set all stock holding figures to zero in the selected Location.

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GLOBAL PRICE CHANGE

It is possible using the global price change option, to automatically update the retail prices for every product within the system using various criteria.

It should be noted that the global price change has very definite consequences.

retail prices with in system will be changed

backup is carried out before attempting to Execute this procedure.

This procedure can not be un-done once executed, unless a backup was carried out immediately prior to carrying out the price change.

. It is therefore recommended that a

All

Location

This allows a selection of Locations for which the price updates will apply. Another consideration is when using a multi-Location package, the system may be set to copy all prices to all Locations, within the view options settings, working in-conjunction with the copy to Location flag. This means irrespective of the Locations chosen the prices

be copied to all Locations

Product Groups

This allows a selection of Product Groups for which the price updates will apply.

Change procedure

This allows various methods of update prices, percent, dollar value etc.

that are flagged as copy across.

Will

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REPORTS

As the reports screen is loaded a selection box is shown allowing the type of report to be chosen. This achieved it is then possible to select the report to be printed, by clicking on the Generate icon, Once the report is on-screen there are various icons to select such as zoom in and out, Print, next page etc. There is also an optional chart display, as default the chart shown is for Location 1 the Location required can be changed by selecting the edit icon once the chart is on-screen. The following choices of reports are available:-

PRODUCTS

This produces all reports relating to product stock and sales information, either in full detail or alternatively display just the totals for Product Groups and or Classification Groups

Date Range (if applicable)

This allows you to print a report relating to any specific date range, a calendar can be displayed by using the icon provided.

Product Groups

Any combination of Product Groups can be used to produce the report totals.

Locations

Any number of Locations can be printed on the report to provided the required report totals.

Report Options

Decisions can be made as to whether, the individual product detail is to be printed also whether the Product Groups and or Classification Groups are to be printed. There is also the option to Sort by. It is possible for example to print the price list in description order producing an alphabetical price list. Or alternative the sales report may be sorted by quantity or value. The decision is then to be made whether this information is to be printed in ascending or descending order i.e. lowest or highest values first. In order to make the report easier to read, it is possible to select different print colors for each category. For example, if Product Groups were printed in red it would easily identifiable on the report which is the Product Group total.

EMPLOYEE

This shows the sales record at the POS terminal for each employee. This information can be reported by select Locations for a selected date.

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FINANCIAL

This reports all the financial activity of the POS terminal. This can be reported by Location for a selected date, display any or all of the required cash Classification Groups such as voids, etc.

HOUR

This reports the dollar value taken per time period at the POS terminal, This can be reported by Location for a selected date.

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REPORT SELECTION

Following is a sample product screen with report options.

Note It is possible to right click on the Product Groups in order to select all Product Groups within a particular Classification Group.

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CUSTOMIZING REPORTS

The report options tab allows for product reports to be summarized either by Group Classification, Product Group. Various options for formatting and color are available.

It is possible to use the filter reporting criteria to produce reports with very specific information requirements.

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VIEW REPORT / PRINT AND SAVE FEATURES

Following is a sample Product screen with report options

Zoom In & Out

This allows the report to be increased or decreased

Auto Print

This will produce a print out of the report.

Printer Selection

This selects the model of printer and relevant printer settings.

Save

This information can also be sent to file at this stage in varying formats such as CSV, HTML, XLS. RTF, WMF etc.

Page Movements

This moves to the first page, previous page, next page and final page

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VIEW LOG FILES

This records the activity of users login into and out of the software.

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GSS STORE OPTIONS

This controls the main system features and should only be amended if you fully understand the options.

Logo Bit Map

The background of the GSS Store screen can be changed to any existing Bitmap, even one such as the company logo.

Weekend Day

This determines the day of the week when new week totals should begin. Once this is set, the historical data will then begin to calculate to the correct weeks. Changing this day will result in the recalculation of the historical data files.

Load GSSEvent at Start-up

The GSSEvent program controls the timetable for Point of Sale terminal communications; this program can be loaded independently at the start-up of windows ensuring that the communication timetable is always active. If this is the case, It is not necessary to load the program when GSS Store starts.

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PRODUCT FILE

This controls the main system features and should only be amended if a full understanding of the option to be amended is achieved

Carry Add Data Forward

This is designed to speed up data entry on the maintenance screen. As a product is saved and a new Product code started the screen can be automatically filled in with the information from the previous product i.e. the same Supplier, Product Group etc. This means time need only be spent amending the changed information such as retail price.

Use ECR code and Product Code.

It may not be required that a separate Product Code be used. If this is the case the Product Code can automatically update the ECR code.

Price Levels

The Point of Sale terminal can operate using more than one price level i.e. Price level 1 as Normal Price and Price level 2 as Special Offer price. The number of price levels used by the terminal must be entered here. They can also be given more appropriate names, which will appear on the maintenance screen.

ECR Description Length

This is the maximum number of characters that can appear on the Point of Sale receipt.

Free Text File 1 – 4

These fields can be input against a product. They will help identify the product i.e. Size, color style etc. The names of the fields can be given more appropriate descriptions.

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Decimal places in product reported

This is design to keep the reports simple, only printing decimal quantities when they are actually required; not all establishments sell decimal quantities of items.

Decimal Places in Recipes

This how many decimals places will be used when entering quantities on the recipe maintenance screen.

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PRODUCT FILE 2

This controls the main system features and should only be amended if you fully understand the options.

Data to Copy to Other Locations

When products are created within a multi Location package, it is possible to determine which of the maintenance data is copied throughout the Locations.

For example, an item may be purchase from the same supplier, in the same size costing the same price for all Locations. Yet, in Location 1 that same item may retail at $1.00 and in Location 2 for $1.50.

In this instance, all relevant supplier and costing information should be automatically updated to all Locations when the information is changed within any Location. The retail price however should not be copied, as this is unique to the Location, it was amended in.

The selection boxes provide the option of determining which information is to be copied to all Locations when amended alternative. The amendments will apply solely to the Location in which they were changed.

This option is applies only to products where the check box on the maintenance screen “Apply changes to all Locations” is ticked.

It should be noted that if using the global price change options, the setting for Pricing information, will have a direct bearing on whether the Location tab is used for determine which Locations receive the price updates.

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SHELF EDGE

It is possible to produce a report, which will print on pre-defined labels, in order to produce shelf front tickets. This allows us to define the print margins etc.

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ORDERS /TRANSFERS

This section controls the automatic Order/Transfer number generation

PREFIX

This will place the text entered here as the starting information for the automatically generated code. I.e. PRE0008 would be a prefixed reference

SUFFIX

This will place the text entered here as the end information for the automatically generated code. I.E. 0008TSUF would be a suffixed reference

FIXED DIGITS

This determines how many digits the reference number will be i.e. 4 will generate 0001 etc.

NEXT ORDER NUMBER

This stores the next number to be generated when the automatic reference number generation is selected.

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MISCELLANEOUS

This controls the main system features and should only be amended if you fully understand the options.

Group Classification / Product Groups

When creating new Product Groups, the number is automatically incremented. It is normally assumed the first group is 1 incrementing in 1’s i.e. 1,2,3,4, as new groups are created. It is possible to change that increment to any number that is required for example if this field is changed to 10 when new groups are created the number will automatically increment in 10’s i.e. 10,20,30 etc.

Report Options

It is necessary on certain ECR types to ensure decimals as opposed to integers are used for reporting. i.e 1.00 is printed rather than 1

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VIEW - GSS JOURNAL

The FS-3600 terminal has the capabilities of storing an electronic journal, which can be collected to the PC, for report. This section displays the whole journal file for the ECR.

Note:

In order to collect the journal it is necessary that within the terminals system options the

following flags are set to Y, Electronic Journal, Apnd to Exp files and create Backups.

FILTER

This is a very useful tool, allowing search of the whole journal for such information, as selected register, selected date, etc.

REGENERATE

When a new filter has been selected, it is necessary to click on re-generate to ensure the correct information is displayed

MOUSE CONTROL

It is possible by using a right click of the mouse; to change the format of the information displayed. The will be a large degree of information collected that is not required as not all features are utilized on all terminals. Using the Hide Column will allow the information to be reduced to the desired requirements. It is also possible to print or export the information using this option.

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SUBQUERY

This function allows a more refined search of the filtered data.

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WINDOW

Various windows can be on-screen at any one time; the product file may be open as you purchase codes these options control how those views are displayed.

Tile

This displays all open screens at once so that the information can be viewed simultaneously.

Cascade

Displays the windows with the first opened screen behind the next and so forth, allowing you to select with the mouse which screen is the current working screen.

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USER

The current user logged onto the system is shown at the bottom left of the screen. All tasks carried out in the system can be restricted to a user. It is possible for each user to have their own level of password security. As standard the system has a default user. It is advisable to leave this unchanged, so that you can always access the system.

LOG OFF USER

This will log the user of the terminal, allowing the only task to be performed being log back in.

SET-UP USER

This allows a new user to be created or an existing users access to be changed

USERS

A new or existing User can be selected using this option box.

User Code

This is the log on code that must be entered by the user, this may relate to their name.

User Name

This is the name the user will type in to log into GSS Store.

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Password

This allows the creation of a user password.

Menu Options

This allows each user to be restricted to particular tasks. If the +/- indicator is clicked by each header shown, further screens are shown for selection or de-selection. Using the mouse right click will highlight in bold an enabled option or deselecting an option as required.

Reports

Individual reports can also be allowed, disallowed as required for each user.

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GSSEVENT – EVENT MANAGER

This is the main communications package it controls all data transmissions to the Point of Sale terminals within each Location. This option can be used to execute transmissions immediately or scheduler in a timetable for execution later. As GSS Store is loaded an icon appears at the bottom right of the main windows taskbar. This is the GSSEvent icon that is monitoring any communications that are in the timetable and will communicate as and when required. The GSSEvent program will stay loaded even when GSS Store is not running; this can be accessed at any time by clicking on the GSSEvent icon.

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Specific events are selected from the Event pulldown window.

Upon Actual communications, a window will show activity as it progresses. The 01-16 will highlight only on networked communications signaling the specific terminals currently online.

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EVENT TIME TABLE

This section allows communications to be scheduled for later communications.

LOCATION

The Location for which the communications are to take place must be selected

New

This allows a new task to be scheduled.

Update

This will save changes to an existing schedule.

Delete

This will remove a schedule from the system.

Available Events

This is the Events available, the choices can be selected as those executed manually e.g. ZCOLLECT DATA to upload sales data to the computer.

Frequency

The frequency of the communications can be set as ONCE ONLY, DAILY, WEEKLY, MONTHLY or for a SPECIFIC DATE.

Schedule

As the frequency is set the Schedule will become available as required for example, weekly will require the day of the week to be entered i.e. Saturday, where as monthly will require the date of the month to be entered.

Event Time

This is the time at which the communications will take place.

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Event Date

Where a date entry is required i.e. once only communications. This is the date the communications will take place.

LOGS

It is possible using the logs section to view either Failed Events, Events or Filing Actions. It is a very important management tool when control ECR communications. The failed events are essential at determining why a system has not established a successful connection. The ECR systems provider will be able to assist with a detailed explanation of this section.

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DEFAULT UPLOAD OPTIONS

It is possible executed either via a timetable or immediately to upload the ECR information, to the PC. If the products are to be uploading a created on the PC, it is possible to determine using this section which Product Group the items are linked to. For Example if the environment is retail, where not found products are created it is possible to upload the products using this section link them to a not found group prior to collecting sales data. This ensures no sales data is lost and all automatically created new products can be identified on reports by Product Group.

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GSSEVENT – SCRIPT

The GSSEvent program uses files located within the \GSS\GSSEvent\ECRData These files must only be edited with a full comprehensive of the actions they involve as errors within this file will result in the loss of data.

[Collect Sales Data] Action01=GSSPOSNET_CREATE Action02=GSSPOSNET_ATTACH Action03=GSSPOSNET_GETFILELIST *.BKP Action04=GSSPOSNET_RECEIVE_LATEST_FILE {LOCATIONNO}\ Action05=GSSPOSNET_VERIFY_BKP_FILES {LOCATIONNO}\ Action06=GSSPOSNET_DELETE_ALL_FILES Action07=GSSPOSNET_GETFILELIST *.TXT Action08=GSSPOSNET_DELETE_ALL_FILES Action09=GSSPOSNET_GETFILELIST *.JNL Action10=GSSPOSNET_DELETE_ALL_FILES Action11=GSSPOSNET_DETACH Action12=GSSPOSNET_FREE Action13=PROCESS_BKP_FILES {LOCATIONNO}\ Action14=LOAD_JOURNAL JNL{LOCATIONNO}.CSV Action15=FILE_SALES_DATA Action16=UPDATE_USAGE Action17=UPDATE_TOTALS

Shown above is the Z Collect Data event from the FS-3600 Event Library. Preceding the action list is a section that tells GSSEvent how to deal with failures within the subsequent action list.

The first line ‘OnFailure=Z Collect Data’ is the default event that GSSEvent should insert into the event timetable if there is any kind of failure within the script that is not explicitly dealt with by a subsequent OnFailure line.

GSSEvent will insert a new event into the timetable a number of minutes after the failed event, up to a maximum number of times. These retry events are controlled by two lines in the GSSEvent.INI file, in the [GSSEventOptions] section.

‘MaxRetries’ controls how many attempts GSSEvent will try the event and ‘TimeBeforeRetry’ gives the time in minutes that the retry event should be inserted into the timetable after the failure.

The log of failed events will only show the last failed event after all OnFailure events and maximum retries has been exhausted.

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BACKUPS

It is highly recommended that you back up your data directory on a regular basis. These can then be used to restore GSS Store in case of serious PC failure, resulting in data loss. To back up the data directory you can use one of many backup utilities like Microsoft Backup, which comes with all copies of Microsoft Windows.

To backup your data with Backup follow these simple steps, we've assumed that GSS Store is installed in the default directory:

•

To launch Microsoft Backup you need to select it from Start Menu >All Programs > Accessories > System Tools > Backup.

•

Once Backup has loaded select “Next” to continue the backup wizard.

•

Select “Back up files and settings” and click on Next.

•

Select “Let me choose what to back up” and click “Next”.

•

From “Items to back up” select drive C.

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Double click on the “GSS” folder.

•

Double click on the “GSS” subfolder.

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Click in the little box to the left of the “Data” folder a check mark should appear in the box.

•

Click on the Next button.

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Choose a place to save the back up. (e.g. A:\)

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Enter a name in the box (e.g. GSS Store_08-3-03).

•

Click on “Finish” to start the backup.

This will then create a backup of your data directory. Remember floppy disks should be kept away from direct sunlight and magnetic fields i.e. speakers.

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TROUBLESHOOTING

•

Confirm PC and FS-3600 Settings. Please note that the terminal configuration settings are different between the 3.0.0 and 3.1.0 versions of GSS.

•

Comma’s and single or double quotation marks can not be used in FS-3600 Programming Tables (i.e. Location info, menu items, etc.). This will result in loss of system data once polled by GSS.

•

System Tracking Totals must be set to yes on menu items

•

Confirm Network settings or appropriate connection types.

•

Confirm that the Time and date on GSS computer and FS-3600 are correct.

•

Verify that all FS-3600 are on the correct firmware/software (i.e. APOSTS) version

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IF LOADPOS batch file, provided on the software CDROM, was not used to update the FS-3600 software and utilities, confirm that all FS-3600 terminals possess the correct NCCNET utility version by verifying the date.

•

Perform Check Structures function if GSS software version updates have been applied. NOTE: GSSEvent must be shutdown prior to performing this function. Make sure that the GSSEvent icon is not running in the system tray.

•

Because of personality differences between Power Management schemes, it is recommended not to enable any power management features if using AUTO POLL.

•

No labor reports will be collected and generated by GSS unless the ‘Close Time clock’ function is perform prior to the polling process. By setting the FS-3600 option ‘Close with sales’ to YES, the ‘close time clock’ function is automatic with each Z, thus the labor information will be available on a daily basis.

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The Software Key must be removed prior to performing and upgrade to GSS. If not an error message can occur during the installation and sometimes can appear ‘behind’ the active installation window resulting in the installation to appear to ‘stall’. If this occurs, move the installation window, and there should be an error dialog box. Click OK and the installation will resume. This error will not occur if the software is not attached.

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OM-GSS1

GSS STORE OWNER’S MANUAL V3.1.1

Toshiba FS-3600 GSS User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

INTRODUCTION

NAVIGATION KEYS

SAVE

CANCEL

LABELS

PRINT

COMMIT

DELETE

EXIT

MAINTENANCE

Basic Point of Sale and site Location details

Product and Product related Details

LOCATION

LOCATION DETAILS

Name

Address

ZIP Code

POS (POINT OF SALE) Telephone Number (GSS Host Option)

End of Day Time

NETWORK CONFIGURATION

FS-3600 SCREENS

Adding a New Button

Button Re-Sizing

Button Movement

FS-3600 DISCOUNTS

FINANCIAL

CASH CLASSIFICATIONS

Classification ID

Description

Calculate on totals

EMPLOYEE

Employee ID

Last Name / First Name

Address Tab

Employee Total Class Maintenance

Employee Total Classification Names

Classification ID

Description

Calculate on totals

SUPPLIER

Supplier Name

Address, ZIP Code

Contact, Telephone, Fax number

GROUP CLASSIFICATIONS

Class Number

Description

PRODUCT GROUP

Group Number

Description

Classification Group

Non Reported By Default

STOCK UNITS

Product Group

Description

Units for Sale

SALES UNIT

Description

PRODUCT MAINTENANCE

Product Code

Description

PRODUCT GROUP

Product Group

Default Stock Unit

Sales Unit

Location

ECR Code

PRICING

Average Cost Price

Last Cost

GST Rate

Apply Price Change to all Locations

Price Level 1 - 4

Profit

Margin

STOCK

Current Stock