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Registers

This chapter contains the following topics:

Introduction to Registers

Entering Registers

Register Devices and Form Setup

Printing Registers

Introduction to Registers

In Passport Point of Sale, a register is the computer or terminal where transactions are entered. A register is defined within a store and may, or may not, have a cash drawer or display device attached.

Each register can be configured to allow different types of transactions to be processed under a variety of conditions. For example, there may be a couple of cash registers that work strictly as retail Point of Sale, where the default transaction type is an invoice and inventory out-of-stock conditions are ignored. Another register, at a sales person’s desk might be functioning as an order processing station where customer orders are entered for later invoicing and shipping. A third register at a service desk, might be set up to handle customer returns.

Use this selection to define the registers within a store. Define each register to suit specific processing needs.

Select

Registers from the Setup information menu.

The following screen displays:

Entering Registers

From this screen you can add new registers to a store or modify information about existing registers. Each register you enter here is associated with an existing store.

*1. Store #

Options 

Enter an existing store number or use one of the options. Go to the Stores chapter more information on setting up a store.

Store name

Options 

If you press <Enter> in field 1, the cursor will move to the store name field. Here you can enter the name of a store or use one of these options.

*2. Register #

Options 

Enter a register number for the register or use one the option.

3. Name

Enter the name that will be associated with this register.

Options 

If there are other registers, you will be given the opportunity to copy an existing register’s information to the register you are adding. You can copy register information from any previously entered register.

After you enter a name for the register, you will be asked whether, or not, you want to copy information from an existing register.

Copy from an existing register ?

If you answer Y to this question you will be prompted to enter a store and register number to copy from.

Copy from store number: register number:

Enter a store number.

Enter a register number.

4. Default trx type

Enter the type of transaction that will be processed most often at this register. The transaction type you choose here will be the default that is used when processing transactions at this register.

Options 

You may enter one of the following.

5. Convert quotes to

An entered quote can be converted to an Invoice or an Order transaction type from the transaction processing screen. Read more about Entering Quotes.

Options 

The value in this field will determine how quotes are converted.

Your response here will generally conform to the default transaction type for registers that default to Invoices or Orders.

6. Use ship-to addresses

The value you enter here determines whether or not you will be allowed to specify ship-to addresses that are different than a customer’s billing address at this register.

Options 

You may allow or disallow use of ship-to addresses from this register.

If you enter N in this field, the ship-to field on a transaction record will be skipped. You will not be allowed to enter a ship-to address for the transaction.

For information on entry of ship-tos refer to the Ship-to Addresses chapter.

7. Display cust/ship-to windows ?

During transaction processing, you have the option of displaying additional information about customers and ship-to addresses when the cursor is positioned in those respective fields.

If you answer Y to this selection the following additional prompts and information will be displayed.

Displaying these windows can slow down the data entry process. If you decide that you don't want to display these windows later, you can return to this register and change this entry to N.

8. Line comments

Comments can be entered for individual line items on a transaction. These comments can be printed on various forms and reports; invoices, picking tickets, and the Transaction Edit List.

Options 

You may define how these comments are handled during transaction entry.

9. Trx comments

You can also enter comments that pertain to the transaction as a whole. These comments can also be printed on various forms and reports.

Options 

You may define how these comments are handled during transaction entry.

10. Ask cost for inv. returns ?

This selection allows you to define whether users of this register will be prompted to enter a cost when an item is returned.

Ask cost for drop ship ?

This selection allows you to define whether users of this register will be prompted for the cost of an item that is being drop shipped.

11. Show prompts during entry ?

Prompts refer to messages displayed in the message area of the transaction screen while you are entering transactions. These prompts are displayed to indicate the options or function keys that are available for transaction input fields.

Your entry in this field will determine whether these prompts are displayed on the screen when you are entering transaction.

12. Allow warehouse change ?

Your answer here determines whether users of this register will be able to sell items from multiple warehouses or will be restricted to selling items that are stocked in the store’s default warehouse.

13. Display warehouse window ?

This selection controls the display of item quantity on-hand, quantity committed and quantity available for an item during transaction entry.

14. Line item entry - # of lines

When you are entering transactions in Point of Sale, the line item area of the screen can be configured to show one or two lines per line item.

Electing to show one line per line item, allows for display of five line items at a time on the screen. If you wish to display two lines for each line item, up to three line items will be visible at a time.

15. Allow drop ship ?

Your answer here determines whether the user of this register will be able to drop-ship items directly from vendors to customers.

16. Allow inventory overrides ?

Answer Y to let the user of this register sell an item even if inventory information shows it as being out of stock. An override is typically used when the customer is physically holding the item being purchased. When an override is used, the quantity sold is subtracted from the quantity available for the item. This results in a negative quantity available.

Always override inventory ?

If this register will operate as a retail point of sale register, you may wish to automatically override inventory that is shown as out of stock. In retail, customers are usually holding the items they are purchasing. In this situation, the out of stock information reported by the computer is automatically considered incorrect. Answer Y to always override out of stock inventory conditions.

17. Allow back orders ?

This field allows you to allow or disallow back orders from a register. If you answer Y here, users of this register will be able to back order items that are out of stock.

18. Allow entry of payment-types on orders ?

If you enter and order (transaction type “O”) and you would like to be able to enter an intended method of payment at the time is entered, enter a Y in this field. This will cause the payment window to display after an “O” type transaction is entered. The payment type entered is documentary as no payment is actually received.

19. Display cust credit info ?

Your answer here determines whether customer credit information will be displayed when viewing the customers in Invoice History.

20. Display item cost ?

This field determines whether an item cost will be displayed when viewing the item detail window in Invoice History.

Field number to change ?

Options 

Make any desired changes or use an option:

Press Enter. The following screen displays:

Register Devices and Form Setup

The second screen of Registers allows you to define use parameters for forms and devices for a register.

You can define how and where forms, such as picking tickets, receipts, invoices, quotes, and shipping labels are printed.

On this screen you also define device connections and activation codes for drawers and customer display devices.

Setting up Forms and Devices

Use the second screen of the Registers selection to define the types of forms and devices that will be associated with the register. Information that you enter here depends on the particular type of form or device you will be using.

If you are defining a new register, all of the forms or and devices will display N under the Sel? heading. When you define a form or device, the N will be changed to Y to indicate that this type of form or device is associated with this register.

You have the option of associating seven form or device types with each register. Fields 1 through 3 are common to all forms and devices. Subsequent fields vary depending on the device and will be addressed for each specific device.Available forms and devices are:

Common Form/Device Fields

1. Form/Device letter

To add or change a form or device, type the corresponding letter shown at the top of the screen or use the option:

2. Device name

Enter the device name of the port that your invoice printer is attached to.

For device names for Windows environments you can use the PSI Printer locator or you can use LPT1:, LPT2:, etc. For UNIX/LINUX environments, a typical device name might be /dev/lp0 or /dev/tty01.

Options 

Options available to you when entering a printer in Windows:

Any change ?

Select Y to make a change to the device name field or use the default of N to continue.

3. Mode (UNIX/LINUX Only)

or

3. Mode (WIN)

This field does not pertain to the setup of a cash drawer or customer display device.

This question is different if using UNIX/Linux vs. Windows.

UNIX/Linux

If UNIX or Linux this field determines how your LINUX or UNIX printer is connected to your system. You are given three choices:

If the printer is set up as a local printer, you will need to specify the control codes to activate and deactivate the auxiliary port on your terminal. Refer to the terminal’s technical manual to determine the correct hexadecimal codes.

Windows

The option that is used is detected when you enter the Device name field. Here is an explanation of the field options:

When you select Windows printer driver you have up to two additional fields to enter. They are the following:

Use graphic image?

Answer Y to use a graphic image form file to merge with the data or N to print without an image file.

If you answer Y, then you will be prompted to enter the name of the file.

File name:

Enter the name of the file that will merge with the forms data. This file must be of a JPEG or Bitmap file format only. The file must be present in the top-level PBS directory called IMAGES and must be spelled exactly as the file name including the proper extension.

Immediate PDF Printing

Create PDF?

This option is only available when using PCL Codes.

Enter N to not generate a PDF file. Enter O to generate a PDF only. Enter P to generate a PDF file and print the invoice, picking ticket or quote at the same time. Receipts and labels cannot be generated as PDF files.

Depending on the setup here, you may generate PDF (Acrobat type) invoices files. These PDF files can be emailed to customers.

If you selected PDF onlyabove, then the invoice picking ticket or quote will be saved as a PDF file. If you selected PDF file and print, then the PDF file is generate and printed at the same time. The Adobe™ Reader™ or Adobe Acrobat™ can display it as long as one of these applications are installed on your system.

In Windows and Thin client you can view and email these documents under the CTL menu selection Email/view printed PDF's found under PDF form file processing. The overview of configuration for emailing PDF files in PBS is found Email Configuration Appendix from the PBS Administration documentation. Emailing PDF files cannot be done using UNIX or Linux unless you have Thin client.

PDF files are saved on the system in the PDFFIL\PSIPOS directory. An example of the PDF invoice file name is xx_PSI_1_A_001100.PDF. The xx is the company number. The PSI indicates it is a Point of Sale Invoice. A PSQ would be a quote and PSP a picking ticket. The "1" is the customer number and the A_001100 is the invoice number for store A. It it is a picking ticket or quote, then the order number, not invoice number, is part of the file name.

You may also print a test alignment as a PDF. The alignment file is named xx_PSI_TESTPRINT_XX999999.PDF and is located in the PDFFIL\PSIPOS folder. The alignment will display on screen if the proper application is installed.

Forms Fields

4. Laser printer ?

This field will display as N/A if you entered W in field 3.

If the form printer you are associating with this register is a laser printer, type Y here.

This field will display as not applicable “N/A“ if using Windows printer or the Windows default printer in the device name field.

5. Printer type

This field will display as N/A if you entered W in field 3.

This field is used only if the printer you are associating with this form is a laser printer and you have answered Y in field 4.

This field will display as not applicable “N/A“ if using Windows printer or the Windows default printer in the device name field.

If you are using a laser printer, the Passport Business Solutions software must know the special job and print control codes to send to the printer to ensure proper operation of the printer.

A list containing popular laser printers will be displayed. Enter the number for the printer that matches or is most compatible with the printer you are using.

If you cannot find your printer type on the list, refer to your printer’s user manual to find out if your printer is compatible with one of the printers listed. You may want to experiment with different printer types from the pre-defined list.

If the pre-defined printers do not provide satisfactory results, you may select “Other” from this printer selection list and you will be allowed to enter printer controls codes unique to your printer.

“Other” Printer Types

When you select a printer that is not on the list, you must supply the control codes which are used for laser forms printers. These codes can be found in the user manual supplied with your printer or by contacting the printer manufacturer.

If you consider that you have enough technical computer knowledge, you may want to find and provide these codes yourself. Otherwise, contact you supplier for assistance.

If you select “Other” from the list of printers, a window will open prompting you to enter the “Compress” and a “Normal” code for your printer.

Compress

This is the control code sequence that compresses your printed output to 15 or 17 characters per inch so that standard Passport reports and some special form output will fit on 80-column paper. You are allowed to supply up to 60 hexadecimal characters to define the code sequence for your printer.

Use the Hexidecimal Value Entry Window to enter the code provided by your printer user documentation.

Normal

“Normal” codes are required to print characters at full width. Full width characters are printed for most special forms such as invoices.

Use the Hexidecimal Value Entry Window to enter the code provided by your printer user documentation.

After you answer N to any change, you will be asked “Is this a laser printer?” If you answer Y a window will open to allow you to enter laser control codes.

Printer Reset

The purpose of the printer reset code is to reset the printer’s internal settings (top margin, left margin, page size, tab stops, etc.) to their factory default values. These codes are sent at the very beginning of a new print job so that the setting of the previous print job do not interfere with the new print job. They are also sent at the end of a print job so that the settings of that job do not remain in effect for the following print jobs.

Enter the “Printer reset” codes in hexadecimal format.

Use the Hexidecimal Value Entry Window to enter the code provided by your printer user documentation.

Job Control

These codes are sent to the printer at the beginning of a print job, just after the “printer reset” codes. Their purpose is to properly configure the printer for the print job. Use these codes to set up page size, page length, top margin, etc.

Enter the “Job control” codes in hexadecimal format.

Use the Hexidecimal Value Entry Window to enter the code provided by your printer user documentation.

Font Control

These codes are sent to the printer after the “job control” codes to select proper type style and size, etc.

Enter the “Font control” codes in hexadecimal format.

Use the Hexidecimal Value Entry Window to enter the code provided by your printer user documentation.

Cash Drawer

Select A to define a cash drawer for this register.

Fields one through three were explained above. The following fields will be presented for entry if you are defining a cash drawer for your register.

4. Drawer open code

This is the control code that is sent to the cash drawer to open it. Opening the drawer is often referred to as “popping” or “dunging” the drawer. The codes that open the cash drawer can be found in the manufacturer’s literature that came with the drawer.

Many drawers will open with the hexadecimal code 01 or 07. Some require that more than one iteration of the code be sent, such as 010101 or 070707.

Enter the “Drawer open code” in hexadecimal format.

Use the Hexidecimal Value Entry Window to enter the code provided by your printer user documentation.

Field number to change ?

Enter the number of the field you wish to change or use one of the options.

The following options are only available for existing forms or devices.

Picking Tickets

Select B to define a picking ticket form for this register.

Fields one through five were explained above. The following fields will be presented for entry if you are defining a Picking Ticket form for your register. After entering fields one through five the following screen will display:

6. Print instantly for

The value you enter in this field determines whether you will print picking tickets instantly after entry of invoices or orders or both.

One of the following entries is allowed for this field.

7. Address to print

Choose the address that should be printed on the picking ticket, if any.

8. Print trx comments ?

Your entry here determines whether transaction comments will be printed on the picking ticket.

9. Picking ticket text

The text you enter here will replace the printing of the text PICKING For example you may consider calling it a PACKING SLIP, WORK ORDER or LOADING DOC RECEIPT.

The text replacement will only function for instant picking tickets and not for batch.

Field number to change ?

Enter the number of the field you wish to change or use one of the options.

The following options are only available for existing forms or devices.

Receipts

Select C to define a Receipt form.

Fields one through five were explained above. The following fields will be presented for entry if you are defining a receipts form for your register.

6. Receipt format

You may define the format of the receipt that will be printed from this register.

Choose the format you want to print.

7. Address to print

Enter the address you want to print on the receipt.

Choose the format you want to print.

Field number to change ?

Enter the number of the field you wish to change or use one of the options.

The following options are only available for existing forms or devices.

Invoices

Select D to define invoice forms for this registers. A screen like the following will display:

Fields one through five were explained above. The following fields will be presented for entry if you are defining an invoice form for your register.

6. Invoice forms ?

You may use a plain paper invoice format or a format that is compatible with the Passport Business Solutions Order Entry. When a plain paper format is used, preprinted forms are not necessary. Choose the appropriate invoice format.

7. Invoice format to use

This option is not available if you have chosen the Plain paper or Customized form invoice options.

For version 5 and 6.x forms, choose 1, 2, or 3 depending on the format you wish to use.

8. Address to print

If you wish to print a company address on the invoice, you may choose to print the Company address or the Store address. Or you may elect to print neither on the invoice.

9. Print disc and due dates ?

If you want the invoice discount date and the due date to print in the header area of the invoice, answer Y in this field.

10. Print str/reg/drwr/usr ?

If you want the store, register, drawer, user, date, and time to print in the total area of the invoice, answer Y in this field.

Field number to change ?

Enter the number of the field you wish to change or use one of the options.

The following options are only available for existing forms or devices.

Shipping Labels

Select E to define shipping labels forms for this register.

Fields one through five were explained above. The following fields will be presented for entry if you are defining a shipping label form for your register.

6. Address to print

If you wish to print a company address on the shipping label, you may choose to print the Company address or the Store address. Or you may elect to print neither on the shipping label.

7. Left margin (characters)

Enter the width of the left margin in characters.

8. # lines per label

Enter the number of lines that can be printed on your shipping labels. The minimum value allowed if you are not printing a Company or Store address, is 4 lines. You may specify up to 11 lines when you are printing the Company or Store address on a label.

Field number to change ?

Enter the number of the field you wish to change or use one of the options.

The following options are only available for existing forms or devices.

Quotes

Select F to define quotes forms for this register.

Fields one through five were explained above. The following fields will be presented for entry if you are defining a picking ticket form for your register.

6. Invoice forms ?

You may use a plain paper invoice format or a format that is compatible with the Passport Business Solutions Order Entry. When a plain paper format is used, preprinted forms are not necessary. The format choices are:

7. Invoice format to use

This option is not available if you choose the Plain paper invoice option, but may be available if you have had a custom modification done to the invoice print programs.

For version 5 and 6.x forms, choose 1, 2, or 3 depending on the format you wish to use.

8. Address to print

If you wish to print a company address on the invoice, you may choose to print the Company address or the Store address. Or you may elect to print neither on the invoice.

9. Print disc and due dates ?

If you want the invoice discount date and the due date to print in the header area of the invoice, answer Y in this field.

Field number to change ?

Enter the number of the field you wish to change or use one of the options.

The following options are only available for existing forms or devices.

Customer Display Device

Select G to define a customer display device for this register.

Fields one through three were explained above. The following fields will be presented for entry if you are defining a quote form for your register.

4. Display emulation

Three display emulation types are support in the PBS Point of Sale.

Many display devices can be configured using DIP switches to emulate Aedex or UTC Enhanced protocols.

5. Ready line 1 option

Ready line text can be fixed or rotated depending on your entry in this field.

Ready line 1 text

Enter the text to be displayed by the device after a transaction has been completed and before the next transaction has been initiated. Often, customer display devices can display more than the maximum display with when the text is rotated.

Ready line 2 option

The second line of display can be used for text or to display the current time.

Ready line 2 text

This field is only available if you elected to display text on the second display line. If you entered 1 in the previous field, you enter the text you wish to display in this field.

6. Item line 1 option

Choose the information you want to display when line items are being entered or scanned for a transaction.

Item line 2 option

Choose the information you want do display on line 2 when line items are being entered or scanned for a transaction.

7. Total due text

Enter the text that will be displayed on line 1 of the customer display device while the total amount due is displayed on line 2.

8. Change due text

Enter the text that will be displayed on line 1 of the customer display device while the change due amount is displayed on line 2.

9. Not ready text

Enter the text that will be displayed on line 1 when the register is not ready to process transactions.

Field number to change ?

Enter the number of the field you wish to change or use one of the options.

The following options are only available for existing forms or devices.

If you are only entering printer devices and you are using a standard PCL compliant printer or Windows printer you will probably not have to enter any control codes. However you may have to enter control codes for a printer, cash drawer or display pole.

Entering Control Codes

When setting up devices and printers, you may have to enter hexidecimal codes so that the software can properly control these devices. These are often referred to as “hexidecimal control codes” in the technical reference manual for a device.

Hexidecimal Value Entry Window

The hexidecimal value entry window is a tool developed by Passport Software to simplify the process of entering these hexidecimal control codes. It’s available for all fields in Registers that require hexidecimal codes to be entered.

Control codes are strings of characters that are sent to devices to control the operation of the device. For example, a control code can be sent to a printer to change the number of characters that the printer prints per inch or the printer’s tab settings. Or a control code can be sent to open a cash drawer during a point of sale transaction.

When entry of a new hexidecimal control code is necessary, Passport Point of Sale will display the Hexidecimal Value Window automatically. If a code is already on file, you will be prompted to change the current value.

Any Change ?

To change or view the current value, type Y.

The following is an example of a Hexidecimal Value Window used to enter the control codes that will set a laser printers output to compressed print.

In order to make it easier to enter and edit control codes, the Hexidecimal Value Window provides the following features.

The code is entered one byte (2 hexidecimal digits) at a time.

Character conversion will take a single character you type and convert it to its associated hex code. There is no need to spend time looking up hex equivalents in a conversion table.

Four special codes are available to represent four commonly used hexidecimal controls; ES-Escape (1Bh), SP-Spacebar (20h), CR-Carriage Return (0Dh), LF-Line Feed (0Ah), and FM-Form Feed (0Ch).

Suppose you want to enter control codes to set a smaller font for a HP LaserJet printer. This is the control code that would be entered to set the printer to print 12 characters per inch.

EC ( 8 U EC ( s 0 p 1 2 h 1 2 v 0 s 0 b 0 T

Explaining how this code works is beyond the scope of this documentation.

The Hexidecimal Value Window makes entry of these codes simple. You type:

ES <Enter>

( <Enter>

8 <Enter>

U <Enter>

ES <Enter>

( <Enter>

Notice that you must press <Enter> after each character or special code that is entered. Each code or character is immediately converted to hex; ES is converted to 1B, “(“is converted to 28, “8” to 38, etc.

Press <Enter> to end entry of codes.

Options 

Options available to you when entering hexidecimal codes are:

Printing Registers

Use this selection to print a list of registers. You can print a single register or a range of registers for a single store or for all stores.

Select

Registers from the Reports, setup menu. The following screen displays:

1. Store

Enter the store number or use the option:

2. Starting register

Enter the starting number for a range of registers you want to appear on this list or use the option: I

If you are printing all registers for all stores, this field will default to “First” automatically.

3. Ending register

Enter the ending number for the range of registers you want to appear on the list of use the options:

If you are printing all registers for all stores, this field will default to “Last” automatically.

Field number to change ?

Enter the number of the field you wish to change or use one of the options.

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