RetailManager

Standard
User Guide
MYOB Australia Pty Ltd
ABN 13 086 760 198
WEBSITE http://www.myob.com.au/

Copyright © MYOB Technology Pty Ltd 2002

All rights reserved.

Trademarks

MYOB® is a registered trademark and use of it is prohibited without prior consent.

MYOB RetailManager Standard® and MYOB Accountants Office® are registered trademarks
of MYOB Technology Pty Ltd.
Microsoft®, Windows® and Microsoft® Excel are either registered trademarks or trade-
marks of Microsoft Corporation in the United States and/or other countries.
Solution 6 MAS is a trademark of Solution 6 Pty Ltd.
Crystal Reports is a registered trademark of Crystal Decisions, Inc.
Seagate is a registered trademark of Seagate Technology, Inc.
Other products mentioned may be trademarks or registered trademarks of their registered
companies.

The MYOB RetailManager Standard User Guide was written in Australia

and is intended for use with MYOB RetailManager Standard, version 6.
September 2002
Part number: RMS12001\V6

MYOB RetailManager Standard, Version 6 au

 Your RetailManager Standard Licence Agreement

IMPORTANT – SOFTWARE LICENCE AGREEMENT, READ THIS AGREEMENT CAREFULLY

This Software Licence Agreement defines the terms of sale and use of the MYOB
RetailManager software and related explanatory materials (the Product) and is the Licence
referred to on the packaging of the Product. For the purpose of this agreement the Product
shall include any modified versions and upgrades subsequently licensed to you.
By installing and retaining the Product you are confirming that you have purchased the
Product subject to this Licence and are bound by its provisions.

1. Scope of Licence
MYOB Australia Pty Ltd (‘MYOB’) as authorised publisher of the Product, hereby grants to
you, the original purchaser, a paid-up, personal, non-exclusive and non-transferable
Licence to use the Product subject to the terms and conditions of this Agreement.

A. SINGLE COMPUTER NETWORK

You may use the Product on only one computer network that you own or operate at a
single physical location and only then in respect of data files created by you or by
another licensed user. You may transfer the Product from one computer to another that
you own or operate on this network provided that you do not use or permit the usage of
the Product on more than the licensed number of computers or computer terminals at a
time, nor permit the usage of the Product on more than one network at any one time,
nor permit the Product to be used in respect of data files not created by you or by
another licensed user. In event of an upgrade or product exchange the Licence hereby
granted shall automatically transfer to the new version or product. All rights in respect
of the original product shall lapse and no further use of same shall be permitted.

B. COPIES

You may not copy or duplicate the Product, except as necessary solely for archival
purposes, Product error verification, or to replace defective storage media, provided you
keep the original and the copies. You may not alter, decompile or disassemble the
Product. You may not make copies of the related explanatory materials.

C. TRANSFERS

You may not sub-license, lease, rent or lend the Product or otherwise transfer any of
your rights under this Agreement. Subject to the prior written consent of MYOB and the
agreement of the transferee to be bound by the terms of this Agreement, you may
transfer the Product (together with any backup copies you have made) on a permanent
basis. However, you may not retain any copies of the Product.

D. TERM

The Licence granted in this Agreement is effective until terminated. You may terminate
it at any time by destroying the Product, together with all copies, or by returning them

User Guide
 to MYOB. If you fail to comply with any term or condition of this Agreement, this
Licence will terminate and, upon any such termination, you agree to immediately
destroy the Product, together with all copies, or to return them to MYOB. Termination
of this Licence shall be in addition to and not in lieu of any other remedies available to
MYOB.

E. PROTECTION AND SECURITY

You agree to use your best endeavours and to take all reasonable steps to safeguard ‘the
Product to ensure that no unauthorised person has access to the Product and that there
is no unauthorised copying or distribution of the Product.

2. Requirement for Continuous enhancement and support

Users of this product shall maintain continuous enhancement and support cover with
MYOB. The initial purchase price includes one year of enhancement and support. On the
expiration of this period, enhancement and support must be renewed at your expense. In
the event that it is not renewed then MYOB will provide no further support, enhancement
or upgrade for the product.

3. Limited Warranty & Disclaimer

a MYOB warrants that the media on which the Product is provided with it are free from
defects in materials and workmanship under normal use for a period of 90 days from the
date of your original purchase. Except for the limited warranty described above, the
Product is sold “as is”, and you are assuming the entire risk as to its quality and perform-
ance. It is your responsibility to verify the results obtained from the use of the Product.
b If during the 90-day limited warranty period, you discover physical defects in the media
on which the Product is supplied, MYOB will replace it at no charge to you, provided you
return the item to be replaced with proof of purchase to MYOB. THIS IS YOUR SOLE REM-
EDY. IN NO EVENT WILL MYOB BE LIABLE TO ANY PERSON FOR ANY DIRECT, INDIRECT,
SPECIAL, INCIDENTAL, CONSEQUENTIAL OR SIMILAR DAMAGES, EVEN IF MYOB HAS
BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
c Some jurisdictions do not allow the exclusion or limitation of implied warranties or of lia-
bility for incidental or consequential damages, so the above limitations or exclusions may
not apply to you. This warranty gives you specific legal rights and you may also have
other rights that vary from state to state. In the event that any of the above limitations or
exclusions are held to be unenforceable, MYOB's total liability shall not exceed the
amount of the Licence fee you paid.

4. Entire Agreement
This Licence constitutes the entire agreement between MYOB and the Licensee and any
prior representations, statement or undertaking howsoever made are expressly cancelled.
No amendment or modification to this Licence shall be valid unless it shall be in writing
and signed by an authorised representative of MYOB.

MYOB RetailManager Standard, Version 6 au

 Contents

Chapter 1 Overview ......................................................... 9

Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
RetailManager Standard for different types of retail businesses . . . . . . . . . . . . . . . 15
Navigating in RetailManager Standard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Searching in RetailManager Standard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Chapter 2 Setting Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Creating a new Shopfront . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Setting your options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Setting your General options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Setting your Payment Type options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Setting your Printing options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Setting your GST options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Setting your Message options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Setting your Custom options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Setting your Accounting options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Setting your Serial Number options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Setting your Security options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Setting up tax codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

5
Contents

Chapter 3 Staff . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Adding a new staff member . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Updating staff details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Viewing staff details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Chapter 4 Inventory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Managing stock items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Managing purchase orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
Receiving Goods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Managing bar codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Managing suppliers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Returned Goods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
Managing Serial Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Stocktaking and stock adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141

Chapter 5 Sales . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
Setting up the Sales window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
‘Hidden’ Sales window features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
Print Options pop up window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Making a sale . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162
Sales transaction examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
Account sales . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Credit notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Gift Vouchers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
Customer Special Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Lay-bys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
Sales Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Quotes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194
Reprinting in RetailManager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197

6 MYOB RetailManager Standard, Version 6 au

 Contents

Chapter 6 Customers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200
Viewing customer details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204
Printing Customer Statements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206

Chapter 7 Cashing Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210
Sales Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211
Viewing the current till balance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215
Managing Till Floats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216
Cashing Up for the day . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218

Chapter 8 Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223

Common Solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224

Cash Drawers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225
Docket Printers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226
Scanners . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
Bar codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Pole Displays . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230
Printers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231
File Management/Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232
Sales, Lay-bys, Credit Notes, and Gift Vouchers . . . . . . . . . . . . . . . . . . . . . . . . . . . 233
Purchase and customer special orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Debtor Payments and Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
Goods Received/Returns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
Stocktake . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243
Stock window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244
Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246
General . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247

User Guide 7
Contents

Chapter 9 Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251
Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252
Setting up Set Pricing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255
Graphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261
Reversing Debtor Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
Cancelling an order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264
Merging staff, customer or supplier records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265
Deleting staff or customer records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267
Reallocating staff, customer or supplier IDs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269
Managing your database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270
Exporting from RetailManager Standard to your MYOB accounting software . . . 275
Importing and exporting RetailManager information . . . . . . . . . . . . . . . . . . . . . . 277
Performing administrative tasks from a different computer . . . . . . . . . . . . . . . . . 286

Appendix A Setting Up Hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287
Setting up a docket printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289
Setting up a cash drawer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296
Setting up a pole display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300
Setting up a bar code scanner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 302
Setting up a connected EFTPOS terminal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303
Control code chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 304
Working with additional hardware . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308
Working with programmable keyboard devices . . . . . . . . . . . . . . . . . . . . . . . . . . . 309

Appendix B Networking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311

Networking with RetailManager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 317

8 MYOB RetailManager Standard, Version 6 au

CHAPTER

1 Overview

Welcome 10 Function and keyboard commands 20

Setting your regional settings 10 Where to find these commands 21
To set your regional settings 10 Opening the till drawer 21
Retail Hardware Installation 11 Moving between fields in a window 21
If You Need Assistance... 11 Moving between windows 21
Implementing MYOB RetailManager Standard 13 Closing windows 21
To implement MYOB RetailManager Standard 13 RetailManager Standard Calculator 22
RetailManager Standard for different types of retail Windows calculator 22
businesses 15 RetailManager Calendar 23
RetailManager Standard is an inventory-based retail Selecting a date 23
system 15 Searching in RetailManager Standard 24
Sales information recorded by RetailManager Using search criteria in a field 24
Standard 15 Using wildcards 24
Recording the staff member making each sale 16 Using the ‘Search for’ window 25
Navigating in RetailManager Standard 17 To search for a record 26
Types of fields 17 Using the ‘Current Values’ list 27
Data Entry fields 17 Using the ‘Lookup’ window 27
Text fields 17 To view a transaction 27
Buttons 18 Hiding records in searches and reports 28
Arrow buttons 18 To hide a record 29
Colour indicator field 18 To activate a ‘hidden’ record 29
Message bar 18
Grids 19
Drop-down lists 19
Checkboxes 19
Radio buttons 19
Tabs 20
Assist buttons 20
Record selector button 20

9
Chapter 1 Overview
Welcome

Welcome
Welcome to MYOB RetailManager Standard—the advanced point-of-sale software that lets
you take control of your cash register and retail system. Whether you are a small retailer
with a small number of daily sales, or a larger retailer with multiple cash registers, a high
rate of sales and extensive inventory management, RetailManager Standard offers you the
features and power to get the best results.
RetailManager Standard can be customised to suit many different retail conditions.
Combined with retail hardware options, there is almost no end to the flexibility and
configurations of different retail systems that feature RetailManager Standard.

About this manual The RetailManager Standard User Guide provides detailed information
about the features, functions and capabilities of RetailManager Standard. It’s designed to be
used as an everyday reference as well as a reference for periodic routines such as file
maintenance tasks and exporting to an accounting system.

Before using RetailManager Standard Before using RetailManager Standard, you need to
install and register RetailManager Standard as shown in the RetailManager Standard Getting
Started guide.
You should be familiar with the Windows operating system, including standard mouse
conventions such as double-click, right-click and so on. See ‘Navigating in RetailManager
Standard’ on page 17 for a summary explaining some terms used in this manual. If you
require assistance using the Windows operating system, please see your Windows
documentation.

Setting your regional settings

In Windows, make sure your system settings reflect the following:
• Number of digits after decimal is set to ‘2’
• Negative number format is set to ‘-1.1’
• Short date style is set to ‘dd/mm/yyyy’

To set your regional settings

1 Click the Start button, choose Settings, Control Panel, and double-click the Regional
Settings icon (or Regional Options icon, depending on your version of Windows).

10 MYOB RetailManager Standard, Version 6 au

 Chapter 1 Overview
Welcome

2 Click the Number tab and enter ‘2’ in the No. of digits after decimal field and -1.1 in the
Negative number format field.

3 Click the Date tab and select the short date format of dd/mm/yyyy from the drop down
list in the Short date style field.

4 Click OK.

Retail Hardware Installation

Retail hardware such as cash drawers, docket printers, bar code scanners, EFTPOS terminals
and pole displays need to be installed. Please note: these devices do not require special
drivers—they all work directly from RetailManager Standard.
See, ‘Implementing MYOB RetailManager Standard’ on page 13, for detailed information
about setting up RetailManager Standard for your business.

If You Need Assistance...

RetailManager Professionals and Consultants provide independent on-site assistance on
MYOB RetailManager and associated products and services, including:
• Retail business systems needs analysis
• RetailManager installation, setup and implementation
• Point-of-sale hardware and peripherals solutions
• Onsite training and support for RetailManager
• RetailManager database maintenance
• Integration with MYOB accounting software

User Guide 11
Chapter 1 Overview
Welcome

As independent businesses, MYOB RetailManager Professionals and Consultants have

different levels of experience and qualifications and offer a varying range of services at
different prices.
For a list of RetailManager Professionals and Consultants, you can call 1300 555 111, email
rmsales@myob.com.au, or visit
www.myob.com.au/products/retailmanager/onsite_support.shtml.

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Welcome

Implementing MYOB RetailManager Standard

You need to perform a number of operations once you install RetailManager. Use the
following procedure as a guide.

To implement MYOB RetailManager Standard

If you are a new owner of MYOB RetailManager Standard, this procedure summarises how
to implement MYOB RetailManager Standard for the first time and is intended only as a
guideline. How RetailManager Standard is implemented will vary considerably according to
the requirements of each business.

Install MYOB RetailManager Standard. See the RetailManager Standard Getting Started
Guide for instructions.

Register RetailManager Standard. See the RetailManager Standard Getting Started Guide
for instructions.
NOTE
Backing up after installation Once you have installed and registered RetailManager Standard, we
recommend that you back up your database files: recent.mdb, archive.mdb, and config.mdb. See
‘Backing up your database’ on page 270 for more information.
This is a precautionary measure which provides you with a copy of your database, including a backup of
your registered database. A backup of your registered database is important if you need to restore from
your backed up config.mdb database, you will not have to re-register.

Create a shopfront. See ‘Creating a new Shopfront’ on page 33.

Set up your retail point-of-sale hardware. RetailManager Standard supports standard

retail hardware directly. Make sure you are not using custom hardware drivers.
See Appendix A, ‘Setting Up Hardware’, on page 287 for full instructions on setting up
standard retail hardware, including docket printers, bar code scanners, cash drawers,
EFTPOS terminals and pole displays.

Set up RetailManager Standard options. RetailManager Standard has a number of

options and setup commands which significantly affect the way you will use
RetailManager Standard in your business. Review and set each option as required. See
‘Setting Up’ on page 31 for instructions.

Enter staff information. RetailManager Standard requires that you set up at least one staff
member before you can enter sales, goods received, and so on. You can also enter
information about each staff member who will be using RetailManager Standard. See
‘Staff’ on page 83.

Create supplier records in RetailManager Standard. These are the companies from whom
you order inventory. See ‘Managing suppliers’ on page 128 for instructions on creating
your supplier records.

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Welcome

NOTE
Supplier names must match If you export accounting information (including detailed purchases) to
your MYOB accounting software, the name of each supplier in your MYOB accounting software must
match the name in RetailManager Standard exactly—including the same capitalisation and case.

Create product categories and sub-categories. These are the key to a successful
RetailManager Standard implementation for a retail business that depends on
inventory. If you use the appropriate product categories and sub-categories for your
retail business, you can easily do the following:
• perform complete and partial stocktakes,
• allocate categories to new inventory items,
• generate reports which reflect the thrust of your business, and
• drill down and manage an appropriate sub-grouping of an extensive inventory.
How you use categories and sub-categories is critical to the long-term durability and
success of your retail system. We recommend that you develop product categories and
sub-categories in writing before entering them into RetailManager Standard. See
‘Inventory’ on page 91.

Create stock item records in RetailManager Standard. You can enter each stock item
individually in RetailManager Standard using the Goods Received or Stock window.
See ‘Creating a new stock item’ on page 98 for more information.

Enter customer information. RetailManager Standard supports detailed customer

information, including account information, set pricing information, ‘preferred’
customers, purchase and payment records and more. See ‘Setting Up’ on page 31 for
instructions on entering customer information.

Create set pricing rules. This is a powerful feature that lets you establish global and
category rules to generate useful default pricing. It includes up to five pricing grades per
item—which matches the grade set in a customer’s record. RetailManager Standard
Professionals and Consultants can assist with creating pricing rules. See ‘Setting up Set
Pricing’ on page 255 for more detailed information on Set Pricing.

Enter Accounting Export information. RetailManager Standard can export accounting

information to MYOB Accounting Plus v10 (or greater) and MYOB Premier v4 (or
greater) software—you do not have to manually enter cashup information. You need to
enter the appropriate account codes and create payment groups if required.
You need to ensure that the export is performed correctly, and you may need to check
that information has been accurately entered into RetailManager Standard. See
‘Importing and exporting RetailManager information’ on page 277 for more
information.

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RetailManager Standard for different types of retail businesses

RetailManager Standard for different types of retail businesses

RetailManager Standard is a flexible, powerful point-of-sale application. RetailManager
Standard options, along with additional software and hardware, means that RetailManager
Standard is at the heart of any number of versatile retail systems for a diverse range of retail
structures.
The RetailManager Standard User Guide uses a comprehensive retail structure to fully
illustrate the commands and functions of RetailManager Standard. Your retail business may
not be as comprehensive as the one described throughout this User Guide—with less
importance on inventory, or without the need to record the staff member for a transaction
for example.
RetailManager Standard functionality is outlined below, along with a few ways a retail
business might differ.

RetailManager Standard is an inventory-based retail system

Some retailers may not use inventory management. Restaurants, cafes, and some service-
based retail businesses are examples of retail organisations that may not require full
inventory management.
A RetailManager Standard stock item can be defined with a static quantity, meaning that
inventory records are not kept, and the quantity of the stock item currently in stock will not
be adjusted when sold. For example, you could define the following stock item codes with
static quantities:

11 Flat White $2.00

22 Machiatto $1.80

33 Cappuccino $2.20

77 Entree $4.95

88 Main Meal $9.95

You can mix and match items. For example, an electrical retailer will be using extensive
inventory management features most of the time, but will have several items listed as static
quantities—labour, service fees, and so on, while a hairdresser may have additional
inventory-based items for sale, and a cafe may have every item listed with static quantities.

Sales information recorded by RetailManager Standard

The RetailManager Standard sales transaction can utilise complete sales
information—including customer number, selling price, tax code and discount.
Many retailers do not use all of these fields. The Skip Fields options can be set so that some
or all of these fields are skipped by default when making a transaction, resulting in a quicker
transaction with fewer required keystrokes.
For example, it is unlikely that a coffee shop would require customer records, so the Skip
Customer Number option can be set to omit—skip— the Customer field in the Sales
window.

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RetailManager Standard for different types of retail businesses

Further customisation can be made using programmable POS keyboards and/or macro
keyboard utilities.

Recording the staff member making each sale

When a sale transaction is made, the current staff number is recorded along with the sale.
This is useful for any organisation that works with sales commission, monitors sales
performance by staff, or needs to track staff against specific sales. You can make your staff
records as brief or as comprehensive as you require. RetailManager Standard’s summary and
detail Commission reports allow you to see exactly who makes the sales and the profit in
your business.
Some retail businesses may not want to use the complete set of staff management features.
If you don’t need to record the individual staff members, you can create a single staff
number—for example, ‘1’—to be used as the default.
In addition, if you use a programmable POS keyboard or a retail key macro utility, you will
usually pre-define standard sales to include the default staff person.

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Navigating in RetailManager Standard

Navigating in RetailManager Standard

It is quick and easy to navigate in RetailManager Standard. If you’ve used Windows before,
you will already be familiar with most of the techniques you will need to get around in
RetailManager Standard.
NOTE
Keyboard shortcuts You will be reminded throughout this User Guide of the various keyboard keys
that you can use in different situations.

This chapter covers all the basics you need to know to get around in RetailManager
Standard.
You can navigate in most of the RetailManager Standard windows with the keyboard only,
using a combination of shortcut keys, function keys, and other keyboard keys. Only some
of the windows that are used for more advanced functions in RetailManager Standard, for
example when looking at graphs, or reporting, might require a mouse.

Types of fields
There are several types of fields used in RetailManager Standard, which you will already be
familiar with if you’ve used Windows before. The different field types, and how each of
them work, are explained below.

Data Entry fields

Data Entry fields are used throughout RetailManager Standard to enter data. These are not
‘free text’ fields; you either have to enter a valid value, or create a new value.
From a data entry field you can press the F2 function key to display a ‘search for’ list of the
available values for that field. For example, in the Sales window, press F2 when the cursor is
in the Staff field to display the Search for Staff No. window, listing all the available values
for this field. Alternatively, you can click Assist ( ) next to a data entry field with the
mouse.

Text fields

Text fields are used to enter free-form text. There are generally few restrictions on what you
can enter in a text field, however, it is recommended that you only use alphanumerics.
Some fields, however, will only allow you to enter numbers, for example when you are
specifying a date range for a report.

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Buttons
Buttons are sometimes used in RetailManager Standard, such as the Commit – F10 button,
which appears at the bottom of several windows, and is used to commit (save) transactions.
The button can often be greyed-out, indicating, along with the colour indicator field
described below, that you haven’t entered enough data to carry out the function of the
button.

Arrow buttons
Arrow buttons are used in the Banking window and the Miscellaneous Options window.

The right and left arrow buttons are used to move values from one list to another. The up
and down arrow buttons are used to move values up and down the list.

Colour indicator field

A red or green indicator light can be found beside the Commit button at the bottom of
some RetailManager Standard windows, such as the Sales window.
• A red light indicates that you have not entered enough information to commit the
transaction.
• A green light indicates that you have entered enough information to commit the
transaction.

Message bar

A Message Bar is incorporated at the bottom of most RetailManager Standard windows, and
displays either description or instruction information relevant to the field in which the
cursor is currently positioned.

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Grids
A Grid is a frame containing a list of data; grids appear in several RetailManager Standard
windows. Data can often be selected from grids.

Most grids have column headings with asterisks (*), which indicates that you can click the
column heading to sort the grid by that heading. For example, you can sort the grid above
by description and cost by clicking the Description* or Cost* column heading.
You can left-click the heading to sort the list in ascending order, and right-click the heading
to sort the column in descending order.
Where a column appears in yellow, you can directly edit values within that column.

Drop-down lists

Drop-down lists show a list of available options for a field. To display a drop-down list, click
the arrow to the right of the field. Use the scroll bar to move up and down the list; click the
value you want to select, or highlight the value and press Enter.

Checkboxes

Checkboxes are used to select a value. Click the checkbox with the mouse (or press the
spacebar) to tick and clear the value.

Radio buttons

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Radio buttons are used to make an either/or selection, where you can select only one value
from a list of values. Click the radio button with the mouse (or press the spacebar) to select
and deselect the value.

Tabs

Tabs can typically be found at the top of a window, such as in the Options window. Each
tab is labelled, the label effectively being a window title; you can view the window by
clicking the tab.

Assist buttons

Assist buttons appear next to data entry fields and make data entry easier. Buttons adjacent
to fields such as the Bar Code or Cat / Sub field display a list of valid values for that field
from which you can retrieve a value. Assist buttons next to fields where a numeric value is
required—such as the Discount and Sell fields—display the calculator, and those next to
date fields display the calendar. You can click the Assist button ( ) next to a data entry field
with the mouse.

Record selector button

The Record Selector button appears in information windows—Customers, Staff, Suppliers,

and Stock — and is used to scroll through the list of available records in the order you
specified. For example, to view a list of all your stock items (records) in order of bar code,
click the Order By button and select Bar Code from the displayed list. Then use the arrow
buttons on either side of the Order By button to scroll through the list of bar codes sorted in
numeric, alphanumeric or alphabetical order (depending on your naming convention).

Function and keyboard commands

Most RetailManager Standard functions can be performed using function, shortcut keys
and the standard keyboard commands.
They are used primarily for opening new windows, for certain functions within
windows—such as committing a transaction—or for moving to fields within a window,
depending on the data you want to enter.
An example of a function key is the F12 function key, which takes you back one step in a
window.
An example of a shortcut key is F6, which opens a new Sales window.

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The standard keyboard commands include Shift + Tab. This is the equivalent of the F12
function key, which takes you back one step in a window.

Where to find these commands

A list of function keys and keyboard commands used in RetailManager can be found on the
back cover of this User Guide. This list includes function keys, shortcut keys, menu
command keys and the standard keyboard commands.
You can also find out these keyboard commands within RetailManager Standard in the
following ways:
• from the menus at the top of the screen, which give shortcut keys for selected menu
items.
• from the message field at the bottom of a window, which advises you how you can
navigate from field to field.
• from the label on a button, for example the Commit – F10 button in the Sales
window.

Opening the till drawer

The shortcut key for opening the till (cash) drawer is Ctrl + Z.

Moving between fields in a window

You can move the cursor from one field to the next either by pressing the Tab key or the
Enter key. To move back a field, hold down the Shift key and press Tab, or press the F12 key.

Moving between windows

As you can have any number of windows open at once in RetailManager Standard, allowing
several salespeople to use the same till, you need to be able to move quickly between the
windows. There are two ways to move between windows:
• use the Control + Tab command to cycle between windows, or
• press Alt + w to open the Windows menu at the top of your screen to view a list of
open windows. Then either use the arrow keys to move down to the window you
want and press Enter to select it, or type the number of the window you want.

Closing windows
To close a window, you can either:
• click the Close button ( ) in the top right corner of the window if you are using a
mouse, or
• press the Esc key—if you have data displayed press Esc twice, as the first time will
clear the transaction details, the second time will close the window.

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RetailManager Standard Calculator

The RetailManager Standard calculator is used throughout RetailManager Standard to make
it easier and quicker to calculate numeric values such as discounts and sale prices.

Notice the three extra keys— —on the calculator. For example, when the
cursor is positioned in the Sell field in the Sales window, you can display the calculator and
then press Cost or Sell, to display the cost price or the sell price of the item, making it easier
for you to calculate any discount on the item. For example, to give a customer a 10%
discount on an item that you usually sell for $20, enter Sell - 10% in the calculator. The Sell
field displays $18.
The T button can be used in the Qty field to calculate the quantity when selling a dollar
amount worth of a product. For example, if the customer wants to purchase $23 worth of
lollies (tax inclusive), display the calculator and enter T23. The Qty field will display the
number of lollies the customer can buy for $23 (tax inclusive).
You can also use the T button to round a sale total in the Discount field. For example, if the
total sale amount is $1340.85 and you want to round it down to $1300, press T1300 and
click Enter in the calculator. The Discount field displays $40.85.
Note that in fields where you cannot use the Sell, Cost and T calculations, these buttons
will be greyed out. The Cost button will also be greyed out if you have password-protected
Cost Pricing details. See ‘Setting your Security options’ on page 71 for more information
about password protecting fields.
Activate the calculator by pressing the F2 key when the cursor is in the field or by clicking
Assist .

Windows calculator
You can also use the standard Windows calculator from within RetailManager Standard. To
activate the calculator, go to the Tools menu and select Calculator, or press Ctrl + A from
anywhere in RetailManager Standard.
NOTE
Windows calculator You must have the Windows calculator installed on your computer for this
function to work.

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RetailManager Calendar
You can activate the RetailManager calendar from fields that require you to enter the date.
To display the calendar either press the F2 key, or click Assist when the cursor is in a date
field.

Selecting a date
• Use the mouse and click the date and then Select, or
• Use the Page Up/Page Down keys to select the month, and the arrow keys to select
the date, and press Enter.

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Searching in RetailManager Standard

Searching in RetailManager Standard

There are five basic methods you can use in RetailManager Standard to search for a record,
whether it be a customer, supplier, or previous transaction.
These methods are:
• typing your search criteria directly into the field,
• using wildcards,
• using the Search for... window,
• using the Current Values... list, and
• using the Lookup window to view historical transactions.
The search method you find most useful will, in part, depend on personal preference, but
also on the information you have on hand.

Using search criteria in a field

When you don’t know the bar code or ID of a record, you can search for it using this
method by entering the equal sign ‘= ‘ in the field, and then entering the name or
description of the record. The equal sign tells RetailManager Standard that the letters that
follow are not part of the record ID but the name or description of the record.
If you don’t remember the entire name or description of the record you can enter the first
few letters of it to help narrow your search.
You can also use wildcards directly in the field. See ‘Using wildcards’ on page 24.
The following examples illustrate some situations in which you can enter search criteria
directly in a field.

Example 1 If the customer’s name is Andrews, type ‘=Andrews’ in the Customer field and
press Tab or Enter. A list showing all the customers named Andrews appears. If there is
only one Andrews on file, then this record appears.

Example 2 If you didn’t hear the customer’s name properly, but thought the first few
letters were ‘Fit’, type ‘=Fit’ directly in the field and press Tab or Enter. A list showing all
the customers whose names begin with ‘Fit’ appears. If there is only one customer
whose name fits this criteria, then this record is retrieved and displayed in the current
window.

Example 3 If you didn’t hear the customer’s name, but thought that it ended with ‘pen’,
then use the wildcard technique, by typing ‘=*pen’ in the field and pressing Tab or
Enter. A list showing all the customers whose names end with ‘pen’ appears. If there is
only one customer whose name fits this criteria, then this record is retrieved and
displayed in the current window.

Using wildcards
Wildcards are special characters that can be used to stand for any missing letters or numbers
in the word for which you are looking. Wildcards can be used together in any combination.

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Wildcards are a powerful tool for searching for a record, such as a stock item in a large
inventory. Wildcards are most commonly used to narrow the results of a search, often
retrieving several records as a result of your wildcard entry. This makes it easier to browse
through a short list to locate the required record.
If there is only one matching record retrieved, it appears in the field from which you
initiated the search.
For example, if you are only sure of the first three letters of the stock item description, you
can enter the ‘=’ sign, then the three letters followed by the ‘*’ sign. The Search for Stock
No. window displays only those stock items with a description starting with those letters.
You can use the following wildcards in RetailManager Standard.

Wildcard Description Example

* Stands for one or more characters. f*g find frog and fig, but not fish.

? Stands for one character only. f?g will find fog but not frog.

# Stands for one number only. f#g will find f3g but not fog.

Using the ‘Search for’ window

You can also use the Search for... window to search for a record. You can go to this window
from a data entry field by pressing the F2 function key, by clicking Assist next to the field
with the mouse.
You would use this search method if you want to scroll through a list of the valid records, or
you anticipate that it might take you a few attempts to find the required record.
The Search for...window displays a list of all records available for the corresponding field.
You can further narrow your search by entering only the first few letters or numbers of any
part of the record you are looking for, to retrieve only those records starting with those
letters or numbers. The more letters or numbers you enter, the more targeted your search.
If there is only one record matching your search criteria, it appears in the field from which
you initiated the search.

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To search for a record

1 Click the Assist button next to a data field, or position the cursor in the data field and
press F2. The Search for...window appears.
If the Search for... window displays many options, you can narrow your search.

2 Narrow your search by entering you search criteria and clicking the Assist button, or
pressing Enter. The Search for... window displays only those records that match your
search criteria.(See ‘Using search criteria in a field’ on page 24 or ‘Using wildcards’ on
page 24 for more information on searching.)
3 Click the record you want from the list, or select it and press Enter.
If you are using a mouse, you can sort your retrieved selections by column by clicking a
column heading that has an asterisk next to it. In the above example, by clicking the
Surname column title, you can sort the displayed surnames in alphabetical order. By
clicking the Staff No column title, you can sort the records by numerical order; by right-
clicking the column heading you can sort the categories in reverse numerical or
alphabetical order.
NOTE
Search For... window title The title of the Search for... window changes depending on the window
you are in. If you are in the Customers window, the Search for Customer No...window will be displayed
when you press F2 in the Customer No. field.

4 Type as many letters or numbers as you know of the description in the like = field, and
click the Search button or press Enter. All the records you have in RetailManager
Standard that match the criteria are retrieved.
Remember, the more information you enter, the closer you will get to retrieving the
record for which you are looking.
5 If you have still retrieved a lot of records, you can use the arrow keys to go through the
displayed list until you get to the required record, and then press Enter to retrieve it.

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Using the ‘Current Values’ list

The Current Values list is accessed from certain data entry fields, and is similar in purpose
to the Search for... window described above—it is used to retrieve a valid value for the field
you are in. However, unlike the Search for... window, the Current Values list only displays
the values that have previously been entered in that specific field. For example, a value
entered in the City field in the Suppliers window, cannot be retrieved in the City field in
the Customers window.
To use the Current Values list, you can do one of the following:
• press F2 in the field to display the Current Values list and select the required value
using the arrow keys.
• click Assist next to the field to display the Current Values list, and use the arrow
keys to retrieve the value.
• type part of the word in the field and the rest will be completed for you. Note that
you don’t have to type in the equal sign before you enter part of the word.

Using the ‘Lookup’ window

The Lookup window gives you quick access to your transactions. You can search for and
view a single transaction in detail, or view a summary list of several transactions that fit
your search criteria.
Transactions are grouped by the following types: sales, credit note, purchase order,
customer special order, goods received, returned goods, lay-bys, payments, sales orders and
quotes.

To view a transaction
1 Go to the Lookup window from anywhere within RetailManager Standard by pressing
the Ctrl + L key; going to this window is not dependent on any other field or window.

2 Select the type of transaction you want to look up—sales, credit note, goods received,
returned goods, lay-bys, payments, orders, special orders, quotes and sales orders—by
clicking the tab of the required option.
• To view the last transaction for this transaction type, click the Show Last button. The
original transaction window appears on the screen.

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• To search for an older transaction or list of transactions, enter the relevant search
criteria. You can enter multiple search criteria to help narrow your search.
RetailManager Standard will display only those transactions that meet every single
criterion you have entered. The search criteria vary for each type of transaction.
Described below are some of the filters for Sales.
• Date: to search by date, enter the date range in which the transaction occurred in the
Period from and to fields. If you are searching for a single transaction and know the
exact date of the transaction, enter this date in both Period fields.
• Docket No: enter a docket number range in the Docket min and max fields to search
for transactions within this range. If you are searching for a single transaction and
know the docket number of the transaction, enter this number in both fields.
NOTE
Docket Numbers As each docket number is unique, the fastest way to view an original transaction is
to enter the docket number.

• Staff No: enter the staff number to search for transactions by staff member.
• Customer No: enter the customer number to search for transactions by customer.
• Bar Code: enter the bar code to search for transactions by stock item.
• Total $: Enter a dollar range in the Total $ fields to search for transactions with a
dollar amount within this range.
After you enter your search criteria, click Update Grid - F10 or press the F10 key.
3 If your search criteria has returned more than one record, for example more than one
sale, they are displayed in the grid. Use the arrow keys to find the required transaction.
To display the original transaction, highlight the transaction line in the grid using the
arrow keys and press Enter. Your transaction will be displayed in the respective
window—for example, a sale will be displayed in the Sales window.
Alternatively, you can click Show All to view in detail all the transactions listed in the
grid. The original transaction window displayed has a transaction selector at the bottom
of the window.

Click the arrow buttons in the transaction selector to view in detail each transaction on
the list.
4 To view comments for a particular transaction, press F3.
5 Close the window by pressing Esc, or by clicking Close in the top right corner of the
window.

Hiding records in searches and reports

RetailManager Standard gives you the option to hide your stock, staff, customer, or supplier
records in searches and reports. You can hide records you use infrequently, thereby making
your search lists shorter and making it easier for you to find a record.
You can hide a customer, supplier, staff or stock record simply by ticking the Hide in
Searches/Reports checkbox for that record in the respective window. A ‘hidden’ record is an
inactive one; it does not appear in search windows or reports, and cannot be used in any
transactions.

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For example, if you hide a stock item, you will not be able to order, receive, return or sell this
item in RetailManager Standard. You would only want to hide records that you use
infrequently. Listed below are some possible uses for this feature:
• Some items in your shop are seasonal—fruit, Easter eggs, swim-wear, Valentine
cards—and you don’t sell them at other times of the year.
• You hire extra help during Christmas and these staff members don’t work in the
shop the rest of the year.
• You only buy seasonal items from a particular supplier and don’t use this supplier at
other times.

To hide a record
Display the record details in the appropriate window—staff record in the Staff window,
stock record in the Stock window and so on—tick the Hide in Searches/Reports checkbox
and commit the transaction.
You will now be able to retrieve this record only in this window. RetailManager Standard
does not recognise the record ID from any other window.
You can generate the Hidden Records report to view a list of hidden records.

To activate a ‘hidden’ record

Display the record in the appropriate window—staff record in the Staff window, customer
record in the Customers window—and clear the Hide in Searches/Reports checkbox.

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30 MYOB RetailManager Standard, Version 6 au

CHAPTER

2 Setting Up

Overview 32 Setting your Accounting options 60

Creating a new Shopfront 33 Setting up your MYOB accounting software to import
To create a new shopfront 33 from RetailManager Standard 60
To connect to more than one shopfront 34 Setting up RetailManager Standard to export to your
accounting software 61
Setting your options 36 The Export tab 62
Setting your General options 37 The Chart of Accounts tab 64
The Transactions Windows tab 37 Chart of Accounts tab options 64
Transaction Windows tab options 38 The Banking Export tab 66
The Sales tab 39 Export groups explained 66
Sales tab options 39 To create an export group 67
The Other tab 41 To associate a payment type with an export group 68
Other tab options 41 To delete an export group 69
Setting your Payment Type options 43 To set up Tax Codes for export 69
Setting Payment types 43 Setting your Serial Number options 70
To create a payment type 44 Setting your Security options 71
To edit a payment type 45 To set or change your password 73
To promote or demote a payment type 46
To reset payment types 47 Setting up tax codes 75
To set up default tax codes 76
Setting your Printing options 48 Exporting tax information 76
The Setup tab 49 To set up export information 76
The Settings tab 50 Creating a new tax code 77
Settings tab options 50 Export Sales 77
Shortened dockets 51 To create a new tax code 77
Setting your GST options 53 To edit a tax code 78
Setting your Message options 55 To delete a tax code 79
To set up item tax codes 79
Setting your Custom options 56 To record a customer’s tax terms 79
To customise a custom field 57 To set up supplier details 80
To select a colour 58

31
Chapter 2 Setting Up
Overview

Overview
This chapter describes how to set up MYOB RetailManager Standard for your business.

Setting up options RetailManager Standard options are settings which affect the way
RetailManager Standard behaves. Some of these options such as payment types, without
which you can’t make a sale, are fundamental to operating RetailManager Standard. Other
general options allow you to customise the way RetailManager Standard behaves in certain
windows.
Options are an important feature when customising RetailManager Standard for your retail
business, and you should review them before you begin using the program. Many of these
options must be set before you can use RetailManager Standard.

Setting up tax codes Tax codes for the Goods and Services Tax (GST) system have been set
up in RetailManager Standard.
Before you make any transactions in RetailManager Standard, you should review the
existing tax codes and create any additional tax codes required by your business. Make sure
you also check your default sales, purchases and freight tax codes.

32 MYOB RetailManager Standard, Version 6 au

 Chapter 2 Setting Up
Creating a new Shopfront

Creating a new Shopfront

In RetailManager Standard your shopfront is effectively the database you create for your
retail business. A RetailManager Standard database comprises four database files:
recent.mdb, archive.mdb, mirror.mdb. and offline.mdb. When you create a new shopfront,
a database folder with the shopfront name is also created containing the four database files.
This folder is located in your RetailManager Standard program folder.
RetailManager Standard enables you to run more than one shopfront simultaneously — in
other words you can create multiple new shopfronts. This can be useful for example where
two different retail businesses share the same retail space but want to keep their takings and
accounts separate. You may also want to stay connected to the Clearwater shopfront while
running your own shopfront, so that you have a shopfront that you can use to test
procedures and examples without potentially compromising your business data.
The dockets will be identical except for the shop name. All other records, reports, and so on,
will be kept separate.
NOTE
Multiple Shopfronts Having more than one shopfront means that you are effectively keeping more
than one set of books.

To create a new shopfront

1 When you are in RetailManager Standard, click the File menu at the top of the window,
and then click Configuration. The following message box appears.

2 All shopfronts must be closed before a new shopfront is created. Click Yes. The
Shopfront Configuration window appears.

User Guide 33
Chapter 2 Setting Up
Creating a new Shopfront

The top section of the window lists your current shopfront(s), with their path on your
hard drive. The bottom section of the window changes according to the tab selected.
3 Click the New Shopfront button. The following dialog box appears.

4 Enter the name of the new shopfront you want to create, and click Continue.
NOTE
Your shopfront name on invoices and receipts The shopfront name you enter will be the name
that appears on your receipts and reports.

The new shopfront is now listed below the existing shopfront in the Shopfront
Configuration window. The new shopfront file is stored in the C:\RetailM folder by
default.
NOTE
Renaming a shopfront If you make a spelling mistake, or want to rename the shop, highlight the
shop you want to rename and click the Rename Shop button.

5 Close the Shopfront Configuration window. The Shopfront Selection dialog box
appears.

6 Click the shopfront you just created. A message asking if you want to create a new
database appears.
7 Click OK. A new database for this shopfront is created.

To connect to more than one shopfront

If you have a single shopfront you connect to, this shopfront is automatically loaded when
you start up RetailManager Standard. This applies whether you run RetailManager Standard
on a single computer or on a network.
RetailManager Standard enables you to connect to multiple shopfronts. This can be useful
for example if you want to stay connected to the Clearwater sample shopfront that comes
with your RetailManager Standard software and to your own shopfront. Only one

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 Chapter 2 Setting Up
Creating a new Shopfront

shopfront can be displayed at a time, so when you start up RetailManager Standard you
must first specify which shopfront you want to connect to.
The following procedure describes how to connect to another shopfront located on a single
computer.
1 Start up RetailManager Standard. The Shopfront Selection dialog box appears.
2 Click the required shopfront.
A blank screen appears with the RetailManager Standard menu bar at the top of the
screen. If you have selected the Always Display Sales Window option in the Sales view
of the General options window, the Sales window is loaded for the selected shopfront.
See ‘Connecting to an external shopfront’ on page 314, if you are running RetailManager
Standard on a network, and want to connect to the main shopfront on the server from the
client computer. See ‘Setting up a RetailManager network’ on page 312 for instructions on
how to set up RetailManager Standard on a network.

User Guide 35
Chapter 2 Setting Up
Setting your options

Setting your options

RetailManager Standard can be customised extensively to suit your retail business needs.
This is done by setting a range of options in RetailManager Standard.
Some of these options simply affect the way RetailManager Standard behaves, such as
skipping fields in the Sales window that may not be relevant for your business. Other
options such as specifying your docket printer and report printer are mandatory to get up
and running with RetailManager Standard. These options are briefly summarised as follows:
• General options affect the default behaviour of RetailManager Standard, including
choosing to display such information as history details and whether to activate
automatic reminders when stock is running low. You also use these options to affect
the look and performance of a number of windows such as Sales and Goods
Received and to set the quote expiry and “lay-by due by” time periods.
• Payment Type options enable you to modify each payment type with options that
include editing, deleting, set rounding, make active, make electronic, and allow
cashout if electronic.
• Printing options are used to select the printer for your receipts, reports, bar codes,
invoices, orders, lay-bys, goods/returns, quotes, sales orders, cashup and payments,
and to specify the number of copies you require.
• GST options are used to record your ABN/ACN (required on invoices and dockets)
and to set RetailManager Standard to print invoices and dockets in GST format.
• Message options are used to define staff prompts, invoice and receipt messages and
packing slip instructions, along with the quote, sales order, lay-by and account
terms and conditions used by your business and printed on invoices and statements.
• Custom options are used to set the names of custom fields available in
RetailManager Standard, the colour schemes for RetailManager Standard windows,
and to set how RetailManager Standard handles capitalisation.
• Accounting options are used to define the way RetailManager Standard exports
information to accounting systems, including setting your exporting method —
either Accrual or Cash. If you are unsure which method to use, please consult your
accountant. Exporting accounting information from RetailManager Standard to
your accounting software reduces the need for daily accounting journals and greatly
simplifies data entry. Banking options within your accounting options are used to
define the way transactions are reported to your accounting system.
• Serial Number options enable you to enforce unique serial numbers, and control
the way RetailManager Standard prompts for serial number information and prints
serial number information on receipts.
• Security options can be set for your shopfront, allowing you to password-protect
certain areas within RetailManager. This means that you can control which staff
members have access to you potentially sensitive business information. You can lock
certain fields in transaction windows to prevent users from editing values displayed
in them.

Setting options on a network Note that in a network situation some of these settings will
apply globally to every workstation connected to your shopfront. See ‘Shopfront options’
on page 315 for more information.

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 Chapter 2 Setting Up
Setting your General options

Setting your General options

General options are used throughout RetailManager Standard and include options that
apply to the information displayed on your transaction screens and setting fields that can
be skipped during a transaction.
The General options window is divided into three tabs, the Transaction Windows tab, the
Sales tab and the Other tab.

To display the General options tabs

1 Go to the Setup menu and choose Options. The General Options window appears.

Three tabs are displayed (Transaction Windows, Sales and Other).

2 Click the tab for which you want to set options.
The options on each of the tabs are described in the following sections.

The Transactions Windows tab

The Transaction Windows tab enables you to select options that apply to the look and
operation of your transaction windows. These windows include Sales, Goods Received,
Returned Goods, Quote Converter, Purchase Orders, Lay-by Payments and Sales Order
Payments.
NOTE
These options do not apply to the Debtor Payments transaction window Options that you
select apply to all transaction windows that you access via the Transaction menu, except the Debtor
Payments window.

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Chapter 2 Setting Up
Setting your General options

Transaction Windows tab options

The Transaction Windows tab is divided into several groups of options. These five groups
include:
• Skip Fields
• Hide Fields
• Display The Following Qty’s
• Quantity Field
Refer to the following sections for details of the options in each of these groups.

Skip Fields This group contains options that allow you to customise which fields are
skipped when you use the TAB key to move between fields in RetailManager Standard. See
Chapter , ‘Moving between fields in a window’, on page 21 for more information about
using the TAB key in RetailManager Standard. The following table provides details for each
option in the Skip Fields group.

Skip Fields group options Description

Discount (In Transaction If this option is ticked, the Discount field in transaction windows is
Windows) skipped. You can still select this field using your mouse, SHIFT + TAB or
F12 to go back to the field.

Freight (in Goods If this option is ticked, the Freight field in the Goods Received and
Received / Return) Goods Returned transaction windows is skipped.You can still select
this field using your mouse, SHIFT + TAB or F12 to go back to the field.

Sell Price (in Transaction If this option is ticked, the Sell Price field in transaction windows is
Windows) skipped. You can still select this field using your mouse, SHIFT + TAB or
F12 to go back to the field.

Hide Fields This group contains options that enable you to “hide” fields in transaction
windows. That is, you can select fields that you do not want displayed in transaction
windows. The following table provides details for each option in the Hide Fields group.

Hide Fields group options Description

Bar code (in Transaction If this option is ticked, the Bar code column in transaction windows is
Windows) not displayed.

Categories (in If this option is ticked, the Cat and Sub columns in transaction
Transaction Windows) windows are not displayed.

Tax Code (In Transaction If this option is ticked, the Tax column in transaction windows is not
Windows) displayed.

Display the Following Qty’s This group contains options that enable you to display
quantities of items in stock, on lay-by and sales order. The following table provides details
for each option in the Display The Following Quantities group.

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 Chapter 2 Setting Up
Setting your General options

Display The Following

Description
Qty’s group options

Stock If this option is ticked, then the quantity of an item you have in stock
appears in the Description field of transaction windows.

Lay-by If this option is ticked, then the quantity of an item you have on lay-by
appears in the Description field of transaction windows.

Sales Order If this option is ticked, then the quantity of an item you have on sales
order appears in the Description field of transaction windows.

The Quantity Field group. The Quantity Field group contains one option, Display Sum
of Quantity. If this option is ticked then the sum of items displayed in the entered items list
of a transaction window appears in the quantity field. Note: weighted items and fractional
quantity items will be counted as single items.

The Sales tab

The Sales tab enables you to select options that apply to the look and operation of your
Sales window in RetailManager Standard.
The options available on the Sales tab are described in the following section.

Sales tab options

The Sales tab is divided into two groups of options. These groups are:
• Sales Window
• Sales Window Customer History
Refer to the following sections for details of the options in each of these groups.

Sales Window Use this group to select options that apply to your Sales window in
RetailManager Standard. The following table provides details for each option in the Sales
Window group.

User Guide 39
Chapter 2 Setting Up
Setting your General options

Sales Window group

Description
options

Always Display Sales If this option is ticked, the Sales window will automatically be
Window displayed whenever RetailManager Standard is started (if you have
more than one shopfront, you first have to select your shopfront).

Auto Check - Customer If this option is ticked, RetailManager Standard runs an automatic
Credit Limit credit check when you make an account sale. The credit check is made
against the credit limit set within the customer account section in
RetailManager Standard.

Prompt for Receipt at If this option is ticked, RetailManager Standard displays a dialog box
Time of Sale prompting you to print a receipt when you commit a sale. You can
choose to either print or not print a receipt.

Round Sell Price to 2 If this option is ticked, the sell price is displayed with two decimal
Decimals places.

Skip Custom Field If this option is ticked, the Custom field in the Sales window is skipped.
You can still select this field using your mouse, SHIFT + TAB or F12 to go
back to the field.

Skip Customer Field If this option is ticked, the Customer field in the Sales window is
skipped. You can still select this field using your mouse, SHIFT + TAB or
F12 to go back to the field.
You might choose to select this option if the majority of your sales are
cash sales.
NOTE
Transactions that must have a customer number You
must enter a customer number if you are processing a lay-by
sale, sales order, quote, deposit, account sale or special order, or
issuing a credit note or gift voucher.

Sales Window Customer History This group enables you to choose how much, if any,
customer information you want to display when performing a sale. The following table
provides details for each option in the Sales Window Customer History group.

Sales Window Customer

Description
History group options

Disable Customer History Tick this option if you do not want to view a customer’s recent
purchases, account status and available credit.
For example, if your business doesn’t record customer information
when making a sale, or the majority of your sales are cash sales.
These details are normally displayed in the Sales window.

Only Disable Account Tick this option if you want to display a customer’s recent purchases,
Information but do not want to display account information (account status and
available credit).

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 Chapter 2 Setting Up
Setting your General options

The Other tab

The Other tab enables you to set various options that apply to RetailManager Standard. The
options available on the Other tab are described in the following section.

Other tab options

The Other tab is divided into several groups of options. These groups are:
• Miscellaneous
• Lay-by Options
• Quote Options
• Default Staff
Refer to the following sections for details of the options in each of these groups.

Miscellaneous Use this group to select miscellaneous general options that apply in
RetailManager Standard. The following table provides details for each option in the
Miscellaneous group.
Refer to the following table to complete the Other tab. Tick the checkbox of an option to
select it.

Miscellaneous group
Description
options

Accept Leading Zeros on If this option is ticked, leading zeros are recorded and printed on your
Bar codes bar code labels. If left clear, leading zeros on bar codes will be omitted.

Allow Decimals in Reports Select this option to display decimal values in reports.

Auto-Remind – Low Stock If this option is ticked, you will be warned when the stock level of an
item is below the threshold quantity set in the Stock window.

Check Last Stock Supplier If this option is ticked, RetailManager Standard will display a warning if
you receive an item from a supplier who is not the default supplier of
that item.

Drilldowns show If this option is ticked, the tax inclusive Cost/Sell price is shown in
Cost/Sell Tax Inclusive windows that allow you to drilldown to a transaction window. For
example, the Purchases tab in the Customers window or the Orders
tab in the Stock window.

User Guide 41
Chapter 2 Setting Up
Setting your General options

Miscellaneous group
Description
options

Include Tax in Costs (in If this option is ticked, the Costs include Tax checkbox is ticked by
GR, RG, and PO) default in the Goods Received, Returned Goods and Purchase
Orders windows, and the Cost column displays the cost inclusive cost.

Print Bar Codes with Tick this option if you want RetailManager Standard to load bar codes
Goods Received in the Print Custom Bar Codes window for items entered in the
Goods Received window. You can then print the group of bar codes
from the Print Custom Bar Codes window.

Repeat Desc. for New If this option is ticked, the description you enter for a product when
Stock in GR receiving it into stock is displayed in the Description field of the next
product to be received. This is useful when, for example, you are
entering the same product in different sizes, or colours. You can still
edit the description of the new product.

Show Outstanding Credit If this option is ticked, the credit note, deposits and gift voucher values
Note Values are displayed on the Sales, Lay-by payment, Debtor payment, Quote
and Sales order transaction windows.

Use Average Costs If this option is ticked, where an item is received into the system with a
different cost price from the same items previously received, the cost
price will be averaged.
If this option is not ticked, the new cost price of the stock item will be
assumed to be valid for all existing same items and a stock variance will
be posted if there is a difference between the new and previous
purchase price.

Lay-by Options Use this group to set options that apply to lay-bys. The following table
provides details for each option in the Lay-by Options group.

Lay-by Options group

Description
options

Lay-by Due in...Weeks Select this option to specify a due date for lay-bys, and choose or type
the number of weeks when the lay-by is due.

Print Signature on Lay-by Select this option to print a signature field on the hard copy record of
the lay-by

Quote Options The Quote Options group contains one option, Quotes Expire in...
weeks. Select this option to specify an expiry date for quotes, and select or type the number
of weeks before a quote expires.

Default Staff Specify a default staff number to appear automatically in the sales and
payments windows. This feature is useful where just one staff member enters transactions
in RetailManager Standard most of the time, saving them having to key in their number
before each transaction. You can also lock the staff number field, so the field only displays
the default staff number and cannot be edited.
To set the default staff number, enter the required staff number in the Default Staff field.
Press F2 or click the Assist button to retrieve the staff number from the Search for window.
Tick the Lock Staff No. (Sales and Payments) checkbox to lock the staff number field.

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 Chapter 2 Setting Up
Setting your Payment Type options

Setting your Payment Type options

You must set up each type of payment your business will accept as a payment type. For
example, you can exclude cheques as a method of payment by not making cheques a
payment type.
You set up each of the payment types by using the Payment Editor window.
RetailManager Standard has a full-featured capability to handle transactions on lay-by,
quotes, sales order, account sales, customer special orders and credit notes. In addition to
these you can also issue gift vouchers and record deposits for special orders. These eight
payment types are all used in tandem with the Customers window and each transaction is
recorded and tracked by RetailManager Standard.
These payment methods may not be relevant to all businesses. For example, it is unlikely a
coffee shop would use lay-bys, whereas a bookshop would almost certainly use all eight
transaction types. You can simply turn each of these options on or off as required.
NOTE
Cash Out It’s a good idea to create a payment type called ‘Cash Out’ or ‘Petty Cash’, for those
situations when you need to give a tradesman cash, or buy some milk, and so on. Make sure you put the
receipt in the till to balance the till at the end of the day!

Setting Payment types

You can perform the following operations on payment types from the Payment Type
options window
• Create a payment type
• Edit a payment type
• Promote a payment type
• Demote a payment type
• Reset all edited or customised payment types
NOTE
MOTO and eCOMMERCE payment types There are two payment types, MOTO, and
eCOMMERCE, that you only use if you have an Ingenico EFTPOS terminal used directly from
RetailManager Standard. For more information about these two payment types, refer to the financial
institution that you use for EFTPOS transactions.

User Guide 43
Chapter 2 Setting Up
Setting your Payment Type options

To create a payment type

1 Go to the Setup menu, and choose Options. The Options window appears. Select
Payment Type from the Options side menu. The Payment Type window appears.

2 Click Create. The Payment Type Properties window appears.

3 Type the name of the new payment type you want to create.
4 Tick the This payment type is active checkbox.
5 If the payment is to be electronic (if you wish to use EFTPOS for this type of payment),
select the This payment type is electronic checkbox.
NOTE
Electronic Cash Out When you select a particular payment type as electronic, you have the option of
allowing cash out for this payment type. Select the Allow cash out checkbox to enable cash out for the
payment type.

6 Choose the appropriate rounding precision that you want to apply to the payment.
7 Click OK to complete adding your new payment type to the list of payment types.
8 Click the Apply button to save your settings and changes.

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 Chapter 2 Setting Up
Setting your Payment Type options

To edit a payment type

1 Go to the Setup menu and choose Options. The Options window appears. Select
Payment Type from the Options side menu. The Payment Type window appears.

2 Select the payment type you want to edit from the list box and click Edit.
3 The Payment Type Properties window appears.

4 Mark the This payment type is active checkbox to make the payment type active or
clear this checkbox to make the payment type inactive.
5 If the payment is to be electronic (if you wish to use EFTPOS for this type of payment),
tick the This payment type is electronic checkbox.
NOTE
Electronic Cash Out When you select a particular payment type as electronic, you have the option of
allowing cash out for this payment type. Tick the Allow cash out checkbox to enable cash out for the
payment type.

6 Choose the appropriate rounding precision that you want to apply to the payment.

User Guide 45
Chapter 2 Setting Up
Setting your Payment Type options

7 Click OK to complete editing the payment type and to return to the Payment Type
options window.
8 Click the Apply button to save your settings and changes.

To promote or demote a payment type

You can set the order in which payment types are displayed by moving payment types up
(promoting) in the list of displayed payment types, or by moving payment types down
(demoting) in the list of displayed payment types. It is best to have your most common
payment types at the top of the list of payment types as they are easier to select from this
position when you are performing a transaction.
1 Go to the Setup menu and choose Options. The Options window appears. Select
Payment Type from the Options side menu. The Payment Type window appears.

2 Click the payment type you want to promote or demote.

3 Click the Up Arrow button to promote a payment type in the list of payment types.
Click the Down Arrow button to demote a payment type in a list of payment types.
4 Click the Apply button to save your settings and changes.

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 Chapter 2 Setting Up
Setting your Payment Type options

To reset payment types

CAUTION
Before you begin Note that resetting your payment types will remove all new payment types you
have created and return the provided payment types to their original default settings.

1 Go to the Setup menu and choose Options. The Options window appears. Select
Payment Type from the Options side menu. The Payment Type window appears.

2 Click the Reset button. A warning message appears informing you that the operation
you are about to perform cannot be undone.
3 Click Yes to continue. All provided payment types are returned to their default settings,
and all new payment types you have created are removed.
4 Click the Apply button to commit the information.

User Guide 47
Chapter 2 Setting Up
Setting your Printing options

Setting your Printing options

RetailManager Standard gives you the flexibility to print only the receipts, invoices and
orders your business requires. For this reason you need to specify a printer in the Printing
options window for each type of docket you want to print, and for printing bar codes and
reports.
The Printing Options window is used to:
• specify the printer to which your various docket types (receipts, payments, invoices,
lay-bys, quotes, sales orders, purchase orders, goods/returns, special orders, cashup),
reports and bar codes will be printed.
• specify the number of copies of each docket type that you want to print.
• specify only docket types that you use.
NOTE
Changing print options during a transaction. You can change your printer settings and packing
slip settings during a transaction by clicking the Print Options button located on the bottom left-hand
side of the transaction screen. For more information about the Print Options button, see ‘Print Options
pop up window’ on page 160.

To display the Printing options tabs

1 Go to the Setup menu and choose Options. The General Options window appears.
2 Select Printing from the side menu.
Two tabs are displayed (Setup and Settings).

3 Click the tab for which you want to set options.

The options on each of the tabs are described in the following sections.

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 Chapter 2 Setting Up
Setting your Printing options

The Setup tab

The Setup tab enables you to select or specify the printer that you want to use for reports,
receipts and invoices and the number of copies of each docket type you want RetailManager
Standard to print
The Setup tab also enables you to select the format in which you want to print price and
GST information on your bar codes.

Docket Printer Make sure you have set up your docket printer in RetailManager Standard
before you select it in the Printing options window. See ‘Setting up a docket printer’ on
page 289 for full instructions on how to set up your docket printer.
You can print the following invoice and receipt types on your docket printer: sales receipts,
payments, invoices, lay-bys, quotes, sales orders, purchase orders, goods/returns, special
orders, and cashup (except Detailed Transaction Summary). In the Printing options
window, you can select your printer for a particular receipt or invoice type by clicking the
radio button next to the receipt or invoice type.
RetailManager Standard displays ‘<Docket Printer - Hardware Options>’ as a reminder to set
up your docket printer in the Hardware options window (go to the Setup menu and choose
Hardware, and then click the Docket Printer tab).

In the above example, all dockets and payments will be printed to the docket printer.

A4 Printer If you intend to print to an A4 printer, for example to print your reports and
bar codes, make sure you have already set up your A4 printer. For full instructions on how
to set up your A4 printer, refer to the instructions that came with it.
You can use a conventional A4 printer to print your reports and bar codes.
You can also print your other docket types, such as invoices, orders, and payments, to an A4
printer. RetailManager Standard does allow you to print your sales dockets to an A4 (80
column) printer, however, you cannot use the shortened docket option if you choose to
print to an A4 printer.
In the Printing options window you can select an A4 printer for a particular docket type,
report or bar code. The button for the docket type is enabled when the A4 radio button is
selected. For example, if you choose A4 for Sales Orders, the Sales Order button is enabled.
When you click this button, the Windows Printer Setup dialog box appears, where you can
select your A4 printer. The selected printer name appears as shown below.

Printing price and GST information on bar codes. The Setup tab includes a drop-down
list that you use to select the format for printing sell price and tax information on your bar
codes.

Click the down arrow beside the text box to choose the format you want.

User Guide 49
Chapter 2 Setting Up
Setting your Printing options

The Settings tab

The Settings tab enables you to select options including whether or not to print a receipt
for particular transactions, and what content and layout you want for particular receipts
orders and invoices.

Settings tab options

The Settings tab is divided into several groups of options. These groups are:
• Select to Print
• Packing Slip
• Dockets
• Miscellaneous
Refer to the following sections for details of the options in each of these groups.

Select to Print Use this group to select which receipts, orders and invoices you want
printed. Select an option from those displayed to print the associated invoice order or
receipt. You can choose to print:
• Sales Dockets
• Lay-bys
• Invoices
• Sales Orders
• Quotes
• CSO
• Payments
• Orders
• Goods Received
• Returned Goods

Packing Slip Use this group to select the transactions for which you want to print a
packing slip. You can also select options that enable you to choose what information you
want to display on a packing slip. The following table provides details for each option in the
Packing Slip group.

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 Chapter 2 Setting Up
Setting your Printing options

Packing Slip group

Description
options

Print with Sale Select this option to print a packing slip when a sale is committed.

Print with Lay-by Select this option to print a packing slip when a lay-by is committed.

Print with Invoice Select this option to print a packing slip when an invoice is printed.

Print with Sales Order Select this option to print a packing slip when a sales order is printed.

Include Static Items Use this option to include static items with your packing slip
information.

Include Freight Items Use this option to include freight items with your packing slip
information.

Dockets Use the options in this group to select options that apply to the receipts that you
print. The following table provides details for each option in the Dockets group.

Dockets group options Description

Use Short Sales Tick this option to use a shortened sales docket when printing receipts.
For more information see ‘Shortened dockets’ below.

Use short Lay-by Payment Tick this option to use a shortened docket when printing lay-by
payment receipts. For more information see ‘Shortened dockets’
below.

Include RRP Tick this option to include the Recommended Retail Price on invoices
and receipts

Include Custom Field Tick this option to include the label and contents of the Custom field in
transaction windows on invoices and receipts. For more information on
the Custom field, see ‘Custom Field Labels’ on page 56.

Include Ext. Description Tick this option to include extended item information on invoices and
receipts.

Shortened dockets
The shortened docket:
• excludes the extended stock item description and the message at the bottom of the
docket that is included on the standard docket.
• includes the full address details of your business.
• does not print your company name in double-width.
• includes all the GST information displayed on a standard docket (if you are printing
dockets in GST format).
NOTE
Shortened lay-by docket The shortened lay-by docket also excludes quantity, sell price and terms
and conditions information.

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Chapter 2 Setting Up
Setting your Printing options

Miscellaneous Use the options in this group to select miscellaneous printing options,
including choosing to print shading on A4 receipts, orders and invoices, and whether you
preview the receipts, orders and invoices before you print them. The following table
provides details for each option in the Miscellaneous group.

Miscellaneous group
Description
options

Don’t use Shading (on Select this option to choose to print invoices and receipts on your A4
A4) printer without shading.

Preview All Transactions Select the Preview All Transactions checkbox to display a print
preview of your transactions after processing.

• Click the Apply button to commit the information.

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Setting your GST options

GST options enable you to record your ABN or ACN for display on receipts, invoices and
orders, and to select the way in which you display GST information on invoices and
receipts.

To display the GST options

1 Go to the Setup menu and choose Options. The General options window appears. Select
GST from the Options side menu. The GST window appears.

The GST options displayed are described in the following section.

ABN/ACN Enter your ABN or both your ABN and ACN in the ABN/ACN field. If you are
entering both your ABN and ACN, enter your ABN first in the ABN/ACN text field. For
example, If you want to list both your ACN and ABN on your dockets and invoices, you can
enter 12-345-678-932; ACN: 123-456-789.

GST Options Use the options in this group to specify how GST information is displayed
on your invoices and receipts. The following table provides details for each option in the
GST options group.

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GST Options group

Description
options

Print Invoice/Dockets in Tick this option to print invoices in the GST format. If you tick the Print
GST format Invoices/Dockets in GST format option in RetailManager Standard,
when you receive goods from a supplier who is not registered for GST,
these goods will display the GNR (GST Non-Registered) tax code in the
Goods Received window. This is to alert you to the fact that the
supplier does not have an ABN, or that you have not recorded their
ABN in RetailManager Standard (see ‘To set up supplier details’ on
page 80). You must quote a supplier’s ABN to claim GST credits for
your purchases from the ATO. If you do not record an ABN for a
supplier then GST will not be calculated.

Include Customer’s ABN Tick this option to print your customers’ ABN on invoices and receipts.
on Invoice/Dockets This option is only available when the Print Invoice/Dockets in GST
format is selected.

Print Sales Docket Details Tick this option to provide sell price details inclusive of GST on your
Inclusive of GST sales receipts. This option is only available when the Print
Invoice/Dockets in GST format is selected.

Print Goods/Orders Tick this option to provide purchase price details inclusive of GST on
Details Inclusive of GST your received/returned goods and order invoices and receipts. This
option is only available when the Print Invoice/Dockets in GST
format is selected.

Suppress Tax Calculation Tick this option to print dockets and invoices without GST calculations.
on Invoices/Dockets

2 Click the Apply button to commit the information.

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Setting your Message options

Message options enable you to create, select and modify printed messages for receipts and
invoices. These printed messages include messages you want printed out on your sales
receipts, and terms and conditions you want printed out on your lay-by, quote, account
sale, and sales order dockets and instructions you want printed with packing slips.
You can also create and modify a Sales Prompt message that appears as a separate dialog box
in the Sales window when any staff member enters their staff number and then presses
Enter. This message can be used to prompt sales staff to remind customers about a
forthcoming promotion or sale.
NOTE
RetailManager Standard on a network if you are running RetailManager Standard on a network,
these message options all apply globally to any workstation connected to your shopfront. See ‘Shopfront
options’ on page 315 for more information.

1 Go to the Setup menu and choose Options. The General Options window appears.
Select Message from the Options side menu. The Message window appears.

2 Select the message type that you want to create or modify from the messages type list
box.
A number of message lines are enabled, depending on the message type you select.
3 Type the text of the message in the text area below the selected message.
4 Click the Apply button to commit the information.

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Setting your Custom options

Custom options enable you to label the custom fields that are displayed in your Stock,
Staff, Suppliers and Customer information windows, and also to label the Custom field in
the Sales screen.
Custom options also enable you to set your RetailManager Standard transaction windows’
highlight and background colours. You can also set rules for capitalisation within
RetailManager Standard from the Custom options window.

To display the Custom options tabs

1 Go to the Setup menu and choose Options. The General Options window appears.
Select Custom from the Options side menu. The Custom window appears.

The Custom options window contains four groups of options. These four groups are:
• Custom Field Labels
• Miscellaneous Colours
• Transaction Screen Colours
• Capitals
Refer to the following sections for details of the options in each of these groups.

Custom Field Labels Use the options in this group to customise special fields to suit the
needs of your business. The Custom 1 and Custom 2 fields appear in the Stock, Staff, Sales,
Suppliers and Customer windows as data entry fields and can be used to enter additional
information about a record; the Status field appears as a checkbox and can be used to flag a
record. Use the following procedure to customise a field:

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To customise a custom field

1 In the Custom options window, type the label in the field you want to customise. What
you type here will appear in the relevant window.
2 Click Apply to apply the changes.
In the following example, the Stock Custom 1 and Custom 2 fields have been labelled
Colour and Size and are used to record the colour and size of a stock item.

In the following example the Staff Status field has been labelled ‘Part Time’ and is used to
flag part-time staff members.

RetailManager Standard enables you to run reports using the customised fields and
checkboxes as report selection criteria. For example, you can run a staff commission report
and find out the commission earned by only your part-time staff members.

Miscellaneous Colours. Use the options in this group to set colours that apply to fields and
non-transaction windows. The following table provides details for each option in the
Miscellaneous Colours group. For more information about setting colour options in
RetailManager Standard, see ‘To select a colour’ on page 58

Miscellaneous Colours
Description
group options

Background Use this option to select the background colour of non-transaction

windows such as the Staff, Stock and Customer windows.

Highlight Use this option to select the background colour of a selected field, such
as the Description field. This colour indicates that a field is selected
and ready for input.

Alternate Grid line Use this option to select the background colour of alternate grid lines
as displayed in RetailManager Standard lookup windows.

Highlight Serial Grid line Use this option to select the colour that indicates a line is selected and
ready for input within a serial number grid such as the Stock
Information Serial Numbers window.

Reset Defaults Click Reset Defaults to return the colour selection(s) to the default
RetailManager Standard colours.

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Transaction Window Colours. Use the options in this group to set colours for the
background of transaction windows. The following table provides details for each option in
the Transaction Window Colours group.For more information about setting colour
options in RetailManager Standard, see ‘To select a colour’ on page 58

Transaction Window
Description
Colours group options

SA Use this option to select the background colour of your RetailManager

Standard Sales windows.

GR Use this option to select the background colour of your RetailManager

Standard Goods Received windows.

RG Use this option to select the background colour of your RetailManager

Standard Returned Goods windows.

PO Use this option to select the background colour of your RetailManager

Standard Purchase Orders windows.

Watermark Use this option to select the colour of the watermark displayed in
transaction screens to identify profit and tax information.

Debtor Use this option to select the background colour of your RetailManager
Standard Debtor Payments windows.

LB Use this option to select the background colour of your RetailManager

Standard Lay-by windows.

SO Use this option to select the background colour of your RetailManager

Standard Sales Orders windows.

Quote Use this option to select the background colour of your RetailManager
Standard Quote Converter windows.

Reset Click Reset to return the colour selection(s) to the default

RetailManager Standard colours.

To select a colour
1 In the Custom options window, click the coloured square beside a colour option. The
Color window appears.
2 Select the colour you want for this option from the Basic Colors: or Custom Colors:
grid, or use your mouse to select a colour from the colour selection box.
3 Click OK to apply your selected colour to your selected colour option.
4 Click Apply when you have completed selecting your custom colour options.

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Capitals. Use this group to set the capitalisation rules that you want to apply to text
entered in RetailManager Standard. The following table provides details for each option in
the Capitals group.

Capitals group options Description

None Tick this option to display text exactly as it is entered. For example,
‘ADaM SmITH bOOkseller’.

Initial Caps Tick this option to display text so that the first letter of every word is
capitalised. For example, ‘Adam Smith Bookseller’.

Upper Case Tick this option to display text so that every letter is capitalised. For
example, ‘ADAM SMITH BOOKSELLER’.

Lower Case Tick this option to display text so that every letter is in lower case. For
example, ‘adam smith bookseller’.

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Setting your Accounting options

Setting your Accounting options

In this section we explain how to set up MYOB RetailManager Standard and your MYOB
accounting software so that data can be transferred from RetailManager Standard
successfully. We also explain how to export your RetailManager Standard data into your
MYOB accounting software. This section covers how to:
• Set up your MYOB accounting software to enable it to recognise the
RetailManager Standard import file.
• Set up RetailManager Standard account codes to match the account codes in the
General Ledger of your MYOB accounting software.
• Set up RetailManager Standard export tax codes to match the codes of your
MYOB accounting software.
• Perform the export and import procedure to update your MYOB accounting data
file. See ‘Exporting from RetailManager Standard to your MYOB accounting
software’ on page 275 for information about performing an accounting export.
NOTE
You may not need to export accounting information from RetailManager Standard Many
retailers use the cashup/end of day reports for all their banking and accounting information. If you are
not going to export accounting information, you should set the Accounting Package option in the
Accounting window to ‘None’.

The RetailManager Standard Accounting Export function avoids the necessity of having to
input data separately into your MYOB accounting software, saving a huge amount of time
and duplicated data entry.
As RetailManager Standard is self-sufficient regarding stock, debtor and customer
information, only a minimal amount of information is actually needed to export to your
MYOB accounting software, such as changes in stock value, changes in debtors, lay-bys, and
so on. This is all that’s required to keep your balance sheet and Profit & Loss statements
accurate with regard to sales, profit and banking. See ‘Exporting from RetailManager
Standard to your MYOB accounting software’ on page 275 for information about
performing an accounting export.
NOTE
MYOB Accounting Software versions MYOB accounting software and MYOB Accounting refers to
MYOB Accounting 10.5, MYOB Accounting Plus 10.5 and MYOB Premier 4.5 or later versions of these
accounting packages. RetailManager Standard is no longer set up to export directly to earlier versions of
MYOB accounting packages. However, you can use Generic Journal Entries to transfer data as you would
for other non-MYOB accounting packages.

Setting up your MYOB accounting software to import from RetailManager

Standard
To enable your MYOB accounting software to import from RetailManager Standard, you
need to set a preference in the Preferences window, telling your MYOB accounting software
to look for a RetailManager Standard import file on startup.

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1 Start up your MYOB accounting software.

2 Go to the Setup menu and choose Preferences. The System tab appears.
3 Tick the I Use MYOB RetailManager check box.

4 Click OK.

Setting up RetailManager Standard to export to your accounting software

You use the options in the Accounting options window to set up RetailManager Standard
to export information to your accounting software

To display the Accounting options tabs

1 Go to the Setup menu and choose Options. The General Options window appears.
2 Select Accounting from the side menu.The Accounting options window appears.

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Three tabs are displayed (Export, Chart of Accounts and Banking Export).
3 Click the tab for which you want to set options.
The options on each of the tabs are described in the following sections.

The Export tab

The Export tab contains options that enable you to select the accounting package to which
you export your RetailManager Standard data.

Accounting Package and Export Directory. Choose your accounting software from the
drop-down list in the Accounting Package & Export Directory group.

RetailManager Standard provides different options for exporting data depending on which
package you choose from the drop-down list. The following table provides details for each
accounting package you can select.

Accounting Package
Description
selection

MYOB Accounting 12, This selection enables you to export your data to MYOB Accounting
Premier 6 & AccountEdge v12, Premier v6 and AccountEdge v2. If you are using one of these
2 accounting packages, you are able to take advantage of the options
detailed below for earlier versions of MYOB accounting software, plus
extra options such as assigning a Job Number to your export, and the
option of exporting detailed journal entries.

MYOB Accounting This selection enables you to export your data to MYOB Accounting
10.5/11 & Premier 4.5/5 v10.5 and v11 and Premier v4.5 and v5. Exporting to theses versions of
MYOB accounting software enables you to take advantage of extra
options such as selecting the information you export, selecting the
method you use to export (cash or accrual), and applying a default tax
code.

Generic Journal Entries This selection will enable you to export your RetailManager Standard
data in a generic text file format.

None Use this selection if you do not want to export accounting information
from RetailManager Standard.

Choosing your export directory Click the Browse button to locate your MYOB
accounting software’s program folder (directory). This is the folder where RetailManager

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Standard will store the export file and where your MYOB accounting software will look for
a file to import.
Enter path to export folder here.

If you choose either MYOB Accounting 12, Premier 6 & Accountedge 2, or MYOB
Accounting 10.5/11 & Premier 4.5/5 as your accounting package, extra groups appear.
The following three groups appear for both these selections:
• Information to export
• Exporting Method
• Tax Code (if none assigned)
The following two groups also appear if you select MYOB Accounting 12, Premier 6 &
Accountedge 2:
• Job Number
• Export Detailed Journals
Refer to the following sections for details of the options in each of the above five groups.

Information to Export. Use the checkboxes in this group to select the information you
want to export from RetailManager Standard.
Select any or all of the Suppliers, Purchases and Journal Entries checkboxes to include this
information in your export.
NOTE
If you do not use a supported accounting package... RetailManager Standard supports exporting
to MYOB Premier version 4.5 and later and MYOB Accounting version 10.5 and later. If you do not use
one of these accounting packages, but still want to export data to your accounting package, select to
export to Generic Journal Entries.

Exporting Method Select the Exporting Method—either Accrual or Cash. If you are
unsure which method to use, please consult your accountant.

Tax Code (if none assigned) Use the down arrow to select a default tax code from the list
of available tax codes. This tax code will be applied to lines on a journal entry that do not
already have a tax code assigned. Choose a default tax-code to ensure that journal lines are
not marked as exceptions by your MYOB accounting software.

Job Number Use the input field to type a code to apply to your exports. You can use this
option to easily identify your export in your MYOB accounting software. For example if you
have multiple shopfromts in RetailManager Standard, you can use the Job code as an
identifier for each shop front.

Export Detailed Journals Tick the Use Clearing Account option to use a clearing account
specifically set up for RetailManager Standard. You set your clearing account for
RetailManager Standard in the Chart of Accounts tab of your Accounting options window.

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The Chart of Accounts tab

In RetailManager Standard setting up your accounting and banking options enables
you to perform bookkeeping tasks with ease. Use options within the Chart of
Accounts tab to assign account numbers to your business data such as assets (Bank
account, Inventory account, Trade Debtors account), liabilities (Credit Notes Issued,
Deposits received, Gift Vouchers issued), and income (Sales, Freight on Sales).

Chart of Accounts tab options

The Chart of Accounts tab is divided into several groups of options. These groups are:
• Asset
• Income
• Cost of Sales
• Expense
• Liability
• Clearing Account (If you are using MYOB Accounting 12, MYOB Premier 6 or
MYOB AccountEdge 2)
Enter the account numbers in the appropriate fields, for the different MYOB accounting
accounts (Asset, Liability, Income, Cost of Sales, Expense) that you want the export file to be
allocated to. Unlike MYOB accounting packages, which uses hyphens in the naming
convention of account names, only the account numbers can be entered (without the
hyphen) from RetailManager Standard.
NOTE
MYOB accounting software account numbers Refer to the MYOB Accounts List for a list of
accounts used in your MYOB accounting software.
Ensure that you use the correct accounts when exporting. Your accountant or consultant can provide
professional advice on ensuring your accounts are set up correctly in MYOB accounting software and
RetailManager Standard.
MYOB Asset account numbers begin with ‘1’
MYOB Liability account numbers begin with ‘2’
MYOB Income account numbers begin with ‘4’
MYOB Cost of Sales accounts begin with ‘5’
MYOB Expense account numbers begin with ‘6’

Refer to the following sections for details of the fields in each of these groups.

Asset Use fields in the Asset group to assign asset accounts. The following table provides
details for each field in the Assets group.

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Asset group
Description
options

Bank Account This account records your daily takings.

Inventory This account records changes to the value of your stock.

Trade Debtors This account records how much money is outstanding on

accounts from your customers.

Pre-Paid GST This account records the GST you have paid as part of sales
order payments.

Liability Use fields in the Liability group to assign liability accounts. The following table
provides details for each field in the Liability group.

Liability group
Description
options

Credit Notes Issued This account records the amount of outstanding credit notes
issued to customers.

Deposits Received This account records the amount of outstanding deposits

received from customers.

Gift Vouchers Issued This account records the value of outstanding gift vouchers
issued to customers.

Lay-by Payments This account records the value of lay-by payments received
from customers until the goods are collected.

Sales Order This account records the value of sales order payments received
Payments from customers until the goods are collected.

Income Use fields in the Income group to assign income accounts. The following table
provides details for each field in the Income group.

Income group
Description
options

Sales This account records income received from all sales, including
standard and account sales, credit notes and gift vouchers
redeemed, lay-by sales when finalised and deposits used.

Freight on Sales This account records income received from sales of stock
marked as a Freight item.

Expense Use fields in the Expense group to assign expense accounts. The following table
provides details for each field in the Expense group.

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Expense group
Description
options

Account Sales This account records the discounts given on account sales.
Discount

Till Shortage This account records the total amount of all till differences for
the day (or session).

Cost of Sales Use fields in the Cost of Sales group to assign cost accounts. The following
table provides details for each field in the Cost of Sales group.

Cost of Sales
Description
group options

Cost of Goods This account records the value of stock that was sold in a day
(or session).

Last Cost Variance This account records the changing value of your stock (the
stock variance). This is not recorded if you selected Average
Cost in the General Options window.

Cost of Freight This account records the total cost of freight for the day (or
session) of stock marked as Freight items.

Clearing Account The Clearing Account group contains one field that enables you
to set the clearing account number for RetailManager Standard.

The Banking Export tab

The Banking export group enables you to set up appropriate groups of payment types to be
associated with specific accounts in your accounting software. For example you might want
to have a specific account for cash and cheques that is updated with your daily physical
banking transactions.

Export groups explained

When you make a sale, there are a number of payment methods by which the customer can
pay for the goods. The customer may pay by cash or cheque, payment methods which are
usually banked on a daily basis, or maybe by credit card or another method which is usually
banked on a periodic basis.
In RetailManager Standard, export groups are used to group together payment types (such
as cash and cheques) and to export them independently to the corresponding Payment
Type account used in your accounting package. This allows you to assign payment types to
the export groups based on the frequency with which you bank these payments.
NOTE
Set up export accounts before export groups You can only create export groups if you have

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completed the details in the Accounting window. See ‘Setting up RetailManager Standard to export to
your accounting software’ on page 61 for more information.

An Example export group In your accounting package you may have an account called
‘Bank Account’, account number 11000, which you use for all your cash and cheque
payments. In RetailManager Standard, you would create an Export Group called ‘Bank’, give
it the same account number, 11000, and then assign the payment types Cash and Cheque
to this Export Group. In this way only cash and cheque payments are exported to your
‘Bank Account’ in your accounting package.
If in your accounting package you had another account solely for Visa, Bankcard and
MasterCard payments, you would then in RetailManager Standard create a second Export
Group called ‘CCARD1’, in RetailManager, give the group the same account number and
assign the payment types Visa, BankCard and MasterCard to this group.
NOTE
Export Groups are not compulsory If you bank all your takings into the same bank account, then
there is no need to set up Export Groups. In this situation, all payment types are exported to the bank
account specified in the Bank Account field in the Accounting window.

You can define as many Export Groups as you want—one for each payment type if you
want. Any payments you don’t assign to an Export Group will by default be exported to the
account number specified in the Bank Account field in the Accounting window. We
recommend that you enter the accounting package account number for your cash and
cheque payments in the (mandatory) Bank Account field, and then create an Export Group
with the Cash and Cheque payment types using the same account number.
Each Export Group can use any account code. When RetailManager Standard exports
information, a journal entry is created for each Export Group, against the account code
defined for that Export Group. The account numbers you specify for each Export Group
must correspond to accounts in your accounting package, or the export will fail.
Before you set up your Export Groups, make sure you have:
• entered all your export accounts in the Accounting window
• entered your export account for tax on sales
• specified the accounting package you use in the Accounting Package field
• specified the location in which you want to save the export files

To create an export group

1 Go to the Tools menu and choose Options. The Options window appears.
2 Click the Banking Export tab.

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The following window appears.

Your payment types (set up in the Payment Types options window) are listed in the
Available Payment Types group in the right section of the window.
3 Click Create.
The Export Group dialog appears.
4 Enter a name for the Export Group, such as ‘Cash’ or ‘EFTPOS’.
5 Click the Account field and enter the account code to which you want to export these
payments in your accounting package.
The same naming rules apply as in the Accounting window—omit any hyphens; Make
sure that the Export Group account code you enter corresponds to the account number
specified in your accounting package for the payment type(s).
6 Click OK.
The new export group is displayed in the Payment Groups field.

To associate a payment type with a new export group

1 Highlight the payment type in the Available Payment Types field that you want to
associate with an export group and then click the left arrow to move the payment type
to the Associated Payment Types list (and the right arrow to move them back).

2 When you have associated the required payment types with this new export group, click
Create to add the next export group.
As you create multiple export groups, you can click each Export Group in your list in the
Payment Groups list, and the associated payment types are displayed in the Associated
Payment Types list. You can still at this point use the left and right arrows to change
which payment type you want in which Export group.
3 Click the Apply button.

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To delete an export group

1 From the Payment Groups field, select an export group.
2 Click the Delete button.

To set up Tax Codes for export

For more information about setting up tax codes, see ‘To set up default tax codes’ on
page 76
1 Go to the Admin menu and choose Set Tax Codes.

.
2 View the tax code list in the Tax Codes List window.
3 Compare this list of tax codes with those tax codes used in your MYOB accounting
software.
4 Adjust the tax code list items of your MYOB accounting software to include the codes
used in RetailManager Standard if necessary.
NOTE
Refer to your MYOB accounting information See the documentation that comes with your MYOB
accounting software for more information about setting up tax codes.

5 Ensure that a MYOB accounting software account number is entered into the A/C for
tax on Sales field for each of the RetailManager Standard tax codes (without the
hyphen).
NOTE
Supplier names If you’ve been using an MYOB accounting software in conjunction with
RetailManager Standard, you need to make sure that the names of suppliers used in RetailManager
Standard exactly match the supplier names shown on Supplier Cards in your MYOB accounting software.
Names are case and space sensitive.

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Setting your Serial Number options

Setting your Serial Number options

Serial number options enable you to set parameters for how serial numbers are handled in
RetailManager Standard. Serial numbers can be used for warranty tracking and inventory
control.
See ‘Managing Serial Numbers’ on page 133 for information about working with serial
numbers in RetailManager.

To display the Serial Number options

1 Go to the Setup menu and choose Options. The General Options window appears.
Select Serial Number from the Options side menu. The Serial Number window
appears.

Refer to the following section for details of the options in the Serial Number window.

Print Warranty Date on Receipts Tick this option to print the warranty date associated
with a serial number on your receipts.

Print Serial Numbers with Goods Received Serial numbers entered in the Goods
Received Serial Number window will be printed on the Goods Received docket.

Prompt for Serial Number Entry For stock items that have the ‘Track Serial number’
option, RetailManager Standard will prompt you to enter a serial number for the selected
item.

Enforce Unique Serial Numbers The Enforce Unique Serial Numbers option enables you
to directs RetailManager Standard to ensure that serial numbers are not repeated. You can
choose to have unique serial numbers for your complete inventory, for same stock items or
for a particular supplier. Choose the appropriate radio button to select the method of
enforcing unique serial numbers.

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Setting your Security options

RetailManager Standard enables you to protect certain areas within RetailManager Standard
such as reports and accounts so that you can control the access staff members have to these
areas. The security options you set in the Security options window will be password-
protected; only those staff members who know the password will have access to these areas.
If you tick the checkbox of every security option in this window, a staff member will still
have access to the Sales, Sales Order Payments, Quote Converter and Lay-by Payments
windows. You can then be selective about exactly who has access to critical information
about your business.
Note that if you are running RetailManager Standard on a network, these security options
apply globally to any workstation connected to your shopfront. See ‘Shopfront options’ on
page 315 of your user guide for more information.
In the Security Options window, you can:
• Set a password to control access to specific areas in RetailManager Standard.
• Lock fields such as Discount and Sell (Price) in transaction windows to prevent users
from changing values displayed in these fields.
• Disable editing of committed Lay-bys, Sales Orders and Quotes

To display the Security options view

1 Go to the Setup menu and choose Options. The General Options window appears.
Select Security from the Options side menu. The Security window appears.

The Security options window contains three groups of options. These three groups are:
• Security Options
• Lock Fields
• Disable Editing
Refer to the following sections for details of the options in each of these groups.

Security Options. Tick the checkbox of each option you want to password-protect. The
following table describes the areas and functions that will be password-protected for each
option. Make sure you click Apply to save your selections.

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Checkbox Description

Staff Details If selected, the Staff window is password-protected. Users must enter a
password to create or edit a staff record, or view staff transaction details.

Stock Details If selected, the Stock, Goods Received, Stocktake and Single Item
Stocktake windows are password-protected.

Supplier Details If selected, the Supplier window is password-protected. Users must enter
a password to create or edit a supplier record, or view supplier transaction
history.

Customer Details If selected, the Customers window is password-protected. Users must

enter a password to create or edit a customer record, change customer
account information, or view customer transaction history.

Cashup and Exports If selected, users must enter the password before cashing up, printing
cashup reports and using the Accounting Export function.

Till Balance If selected, users must enter the password before viewing or printing the
till balance.

Reporting If selected, all reports except the cashup reports are password-protected.

Admin Security If selected all functions listed in the Admin menu are password-protected.

Account Security If selected, customer account information is password-protected. This

includes password protecting the Show Account Details - F3 button in
the Customers window, and password-protecting the Debtor Payments
window.

Cost Pricing If selected, windows where the cost of a stock item can be set or
viewed—Set Pricing Grades, Goods Received, Returned Goods,
Purchase Orders, Stock, and the Profit Details group in the Sales, Sales
Order, Quotes and Lay-by Payments windows—are password-protected.
The Cost column is hidden in the Search for bar code window. The Cost
key in the calculator is greyed out and formulas involving cost cannot be
entered in the Sell field (Sales window).

Sales Summary If selected, the Sales Summary window is password-protected.

Options If selected, the Options window is password-protected. If you restrict user

access to any area in RetailManager Standard, remember that you also
need to restrict access to the Security tab in the Options window!

Change Password Click Change Password to set or change your RetailManager Standard
password. See ‘To set or change your password’ on page 73.

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Setting your Security options

To set or change your password

You set or change your password in the Security options group. Once set, the password
must be entered if a staff member wants to use or access information you have set as
password protected via other options in this group.
Passwords are case-sensitive. For example if your password is ‘George’, if you enter ‘george’
as your password it will not be accepted. Use the following procedure to create or change a
password:
NOTE
Passwords on a network If you are running RetailManager Standard on a network, your password is
valid for all workstations connected to your shopfront. See ‘Shopfront options’ on page 315 for more
information.

1 Click the Change Password button.

If you have not already set a password, then proceed to step 2
If you have already set a password, the following Security dialog box appears.
Enter your password and then press Enter.

2 A warning appears, stating that the shopfront needs to be closed before you can
proceed. Click Yes to continue. Note that if you are running RetailManager Standard on
a network, you must close the shopfront on all the computers that are connected to it.
NOTE
Passwords are important! Make sure you don’t forget your password!

3 You will now be asked to enter your new password twice. Type the password, press Enter,
then type the password again and press Enter. If you do this without error, a message
appears saying that you have successfully changed your password.
You have now set up your security options for RetailManager Standard. Each user will be
prompted for the password when they try to enter these protected areas.

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Chapter 2 Setting Up
Setting your Security options

Lock Fields In RetailManager Standard you have the option to ‘lock’ the Discount and Sell
Price fields. When you lock a field, the information displayed in that field cannot be edited.
The following table provides details for each option in the Lock Fields group.

Lock Fields group options Description

Sell Price (in Transaction Tick this option so that staff cannot override the sell price of an item in
Windows) transaction windows

Discount (in Transaction Tick this option so that staff cannot edit the Discount field in
Windows) transaction windows

Lock Tax Code in Sales Tick this option so that a staff member cannot change the tax code for
a particular item during a sales.

Disable Editing Use the options in this group to disable editing of committed Lay-bys,
Sales Orders and Quotes. Select the appropriate options to disable editing of these
transactions.

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Setting up tax codes

Setting up tax codes

RetailManager Standard is designed for the Goods and Services Tax (GST). Under the GST
system every stock item either attracts GST or is GST-free and should be assigned a tax code
in RetailManager Standard.
Basic tax codes have been set up in RetailManager Standard, and are described in the
following table.

Tax Code Description

FRE This tax code is used if you are operating under the GST system for items
(GST-Free) that are GST-free such as some types of food, medical supplies, educational
material etc.

GNR This tax code is used if you are not registered for GST (i.e. if your annual
(GST Non-Registered) turnover is less than $50,000 or if you are a non-profit organization).

GST This tax code is used if you are operating under the GST system, for items
(Goods & Services Tax) that attract GST.

INP This tax code is used if are operating under the GST system for input taxed
(Input Taxed) supplies such as finance charges and residential rents.

In addition to the tax codes listed above, you have the option to add new tax codes
depending on the needs of your business. See ‘Creating a new tax code’ on page 77 for more
information.

Setting up default tax codes Default tax codes can be set for sales, purchases and freight
(in Goods Received).
When you set up default sale and purchase tax codes, any new stock item you create in
RetailManager Standard will be assigned these default tax codes. The default tax code you
set for freight will appear in the Freight field in the Goods Received and Returned Goods
windows.
NOTE
Freight Note that freight attracts GST.

Make sure the default tax codes you enter reflect the tax code of the majority of your stock
items. For example, the majority of items that a gift shop purchases and sells will attract
GST — therefore the default purchase and sale tax codes should be set to GST. On the other
hand, a fruit shop should probably set the purchase tax code to FRE (as fruit is GST-free),
and default sale tax code to FRE, as fresh food does not attract GST.
You can change an item’s default tax codes in the Stock window. You can also change an
item’s sale tax code at the point-of-sale, and the purchase tax code when receiving the item
into stock in the Goods Received window.

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Chapter 2 Setting Up
Setting up tax codes

To set up default tax codes

1 Go to the Admin menu and choose Set Tax Codes. The Tax Codes List window appears.

Set defaults tax codes

here.

2 Set the default tax codes for Sales, Purchases, and Freight by clicking in each field and
selecting the required code from the displayed list.
3 Click Close.

Exporting tax information

If you plan to export information from RetailManager Standard to your accounting
package, note the following:
• each tax code must be assigned an export tax code. MYOB Accounting and Premier
use 3 character tax codes.
• each tax code must be linked to the appropriate tax collected on sales account in
your accounting package.
• if you create additional tax codes in RetailManager Standard, make sure you create
the same additional tax codes in your accounting software.
The following table lists and describes tax-related accounts in a GST-Ready MYOB
Accounting system. This will give you an idea of what accounts are required to link the GST
codes in RetailManager Standard. You could also simplify this account structure and create
just one account called GST Collected & Paid if you want.

Account Number Account Name Account Type Account Description

2-1300 GST Liabilities Header This account reports a total figure for the detail
GST accounts listed below this header account.

2-1310 GST Collected Detail Account This account records any GST you have
on Sales (Postable) collected from your customers.

2-1330 GST Paid on Detail Account This account records GST you have paid to your
Purchases (Postable) suppliers and vendors.

To set up export information

1 Go to the Admin menu and choose Set Tax Codes.
2 Select a tax code from the displayed list by clicking it.

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Setting up tax codes

3 Enter the correct export tax code in the Export Tax Code field.
4 In the A/C for tax on Sales field enter the account number used by your accounting
software to record tax collected from sales.
In the following example, the account for tax on sales is account 21310, which is the
default GST Payable Control Account in MYOB Premier; the export tax code is GST.

5 Click the Commit - F10 button or press F10 to commit the information.

Creating a new tax code

In addition to the existing tax codes, you can create your own tax codes, depending on the
needs of your business.

Export Sales
NOTE
Charging freight on export sales See ‘Setting up a Freight item’ on page 95 for more information, if
your business charges freight on export sales.

If your business sells goods overseas, you need to set up a separate tax code such as EXP to
record export sales. Export sales do not attract GST and therefore should show a GST rate of
0%. Note that the tax code ‘FRE’ which is set up by default in RetailManager Standard is
used for goods which are GST-free such as food and medical supplies, and should not be
used for export sales.
Setting up a separate tax code for export sales will enable you to identify sales made to
overseas customers through RetailManager Standard reports and help you complete the
Business Activity Statement for your business correctly.

To create a new tax code

NOTE
Tax codes report You can run the Tax Codes report for a list of all your tax codes including the type,
rate and export account for sales. See ‘Reports’ on page 252, for more information on generating a
report.

1 Go to the Admin menu and choose Set Tax Codes. The Tax Codes List appears.

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Chapter 2 Setting Up
Setting up tax codes

2 Press the F5 key or click the New Tax Code - F5 button. The following window appears.

3 Enter the tax code you want to create in the Tax Code field. This code can be up to 3
alphanumeric characters.
4 Enter the export tax code. This field defaults to the tax code you just entered. See
‘Exporting tax information’ on page 76 for more information.
5 Enter a description for the tax code in the Description field.
6 Select the tax type by clicking in the Tax Type field and choosing from Goods & Services
Tax, Input Taxed, and Sales Tax.
7 Enter the tax rate in the Rate field.
8 If you intend to export information from RetailManager Standard to your accounting
software, in the A/C for tax on Sales field enter the account number used by your
accounting software to record tax collected from sales. See ‘Exporting tax information’
on page 76 for more information.
9 Click the Commit - F10 button or press F10 to commit the information.

To edit a tax code

RetailManager Standard enables you to change a tax code’s description, type, rate, export
code and account information. Note that you cannot change the tax type if the tax code has
been used in a transaction, assigned to an item, or set up as a default tax code.
1 In the Tax Codes List window, click the tax code you want to edit. The tax code details
are displayed.
2 Make the required changes.
3 Click the Commit - F10 button or press F10 to commit the information.

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Setting up tax codes

To delete a tax code

If you created a tax code by mistake, you have the option to delete it.
Note that you cannot delete a tax code that has been assigned to an item, used in a
transaction, or set up as the default tax code.
1 Go to the Tax Codes List window. Select the tax code you want to delete from the list by
clicking it. The tax code details are displayed.
2 Click the Delete button. The tax code is removed from the list.

To set up item tax codes

You can change the purchase or sale tax code of an existing item, by going to the
Information menu and choosing Stock. Enter the stock item bar code to display the item
record.
Here you can adjust the tax codes used in Purchases and Sales.
This illustration shows the Purchases and Sales tax codes set to GST.

You should take care to ensure your items use the correct tax codes. If your business deals
with fresh food, while you may have some items which will attract GST, most of your items
may be GST-free.

To record a customer’s tax terms

RetailManager Standard enables you to record whether a customer has registered for GST
and if so, it enables you to record their ABN.
1 Go to the Information menu and choose Customers.
2 Ensure the General tab is selected.

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Chapter 2 Setting Up
Setting up tax codes

3 If applicable for your customer, tick the Customer Registered for GST checkbox and
enter their ABN in the ABN field.

NOTE
Displaying a customer’s ABN on invoices and dockets. If you want the customer’s ABN to appear
on tax invoices and dockets, you must select the Include Customer’s ABN on Invoices/Dockets option in
the Miscellaneous options window.

Whether or not you use this feature will depend on the value of your sales to the customer,
as the ATO have stipulated that:
• if a customer is making a purchase of $1,000 or more inclusive of GST, then the
invoice must show either the customer’s name and address, or ABN;
• if the sale is $55 or more and less than $1,000 including GST, the invoice does not
need to show the customer’s name and address or ABN;
• if the sale is less than $50 including GST an invoice does not need to be provided.
If your customer is a foreign business, clear the Customer Registered for GST checkbox and
tick the Overseas Customer checkbox. A customer cannot be both registered for GST and be
a foreign business.

To set up supplier details

RetailManager Standard enables you to record whether a supplier has registered for GST and
if so, it enables you to record their ABN.
When you set your RetailManager Standard system to print invoices and dockets in GST
format, a number of GST related changes occur in your shopfront. One of these changes
protects you from recording a purchase of an item including GST when GST is not included
in the price. If an item’s tax code when purchased is set to GST and you are purchasing the
item from an unregistered supplier (you have not recorded the supplier’s ABN in
RetailManager Standard), RetailManager Standard will change the tax code from GST to
GNR as GST has not been included in the purchase price.

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Setting up tax codes

1 Go to the Information menu and choose Suppliers.

2 Ensure the Contact 1 tab is selected.
3 Tick the Supplier Registered for GST checkbox for your suppliers who collect GST, and
enter their ABN in the ABN field.

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Chapter 2 Setting Up
Setting up tax codes

82 MYOB RetailManager Standard, Version 6 au

CHAPTER

3 Staff

Overview 84 Viewing staff details 88

Staff commissions on sales 84 To view staff transaction details 88
Viewing accrued staff commissions 84 Viewing Sales details 88
Adding a new staff member 85 Viewing Lay-by details 88
To add a new staff member 85 Viewing Goods Received details 89
Viewing Returned Goods details 89
Updating staff details 87 Viewing Payment details 89
To update staff details 87 Viewing Orders details 89
Viewing Customer Special Order details 89
Viewing Sales Orders/Quotes 89

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Chapter 3 Staff
Overview

Overview
RetailManager assumes that you have defined a staff member for each person who will be
making a sale, receiving goods, and so on. You can record as little information as their
name, or quite detailed information including address and contact details, date of birth and
commission percentage.
The staff number is a unique ID you enter in a transaction window. It can be alphanumeric
and up to 15 characters. The staff number is used when making sales and receiving goods,
for example. The name of your staff member appears on the transaction docket when it is
printed.
If, for security reasons, you don’t want employees’ real names appearing on dockets, or if
the employee prefers to be known by a nickname, you can specify a docket name for the staff
member. This name will appear on all transaction dockets.
You need to define at least one staff member to use RetailManager. If a single staff member
uses the system most of the time, you have the option of setting a default staff number, which
will appear automatically in the Staff Number field each time you open a transaction
window. See Sales tab options, page 39 for more information.
If you have several staff members but don’t want to create a record in RetailManager for
each of them, you can create a generic staff number such as ‘Sales’ which every staff
member will use when making a sale.

Staff commissions on sales

In RetailManager staff can earn commission on sales globally and also on sales per product.
You can set the percentage commission rate earned by staff globally, that is on all sales
made, in the Staff window. In addition to this you can set an extra dollar amount bonus
commission on sales of a specific product in the Stock window.
See ‘Adding a new staff member’ on page 85 for instructions on how to set the staff
commission rate on all sales for a staff member. See ‘Creating a new stock item’ on page 98
for instructions on how to set the bonus commission rate for a stock item.
If your staff receive a bonus commission when a sales target for the store has been reached,
use the Sales Period report to monitor sales on a weekly basis.

Viewing accrued staff commissions

To view the commission earned by staff, run one of the Commission reports. These reports
can be run:
• for all staff, for individual staff members, or for those staff members you have
flagged using the custom checkbox in the Staff window. See “To customise a custom
field” on page 57 for more information.
• for commissions accrued in any specified period.
• in a detailed version, or in summary version per day, week or month.
See ‘Reports’ on page 252 for more information on generating a report.

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Adding a new staff member

Adding a new staff member

Staff records are created in the Staff window. If you’re creating individual staff records for
all your members of staff, it’s a good idea to enter as much information as possible and keep
the information up-to-date, for easy access in case of emergency.

To add a new staff member

NOTE
Password-protecting the Staff window If you have turned on security for Staff Details in the
Security Options window, you will have to enter your password in the Security dialog before you can
enter the Staff window.

1 Go to the Information menu and choose Staff, or press Ctrl + F. The Staff window
appears.

2 Enter a staff number. If you want to specify the staff ID for a staff member, enter it in
the Staff field, making sure that you have not already used it, and press Enter. A
Question dialog box appears. Click Create.
If you want RetailManager to automatically allocate a unique staff number, press the F5
key. The word ‘<New>’ is displayed in the Staff field. The staff number will be allocated
when you commit the transaction.
NOTE
Default staff number To make a staff number the default, so that the most commonly used staff
number is automatically displayed in every transaction window, see ‘Sales tab options’ on page 39. You
can still override the default staff number in transaction windows.

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Chapter 3 Staff
Adding a new staff member

3 Complete the Staff window. As you enter each field, a description of the field is
displayed in the long text field at the bottom of the window.
• Enter the staff member’s surname and given name in the respective fields. you can
enter either the staff members surname, or given name, or both. These fields are
mandatory. If you want a different name to appear on the docket, enter that name in
the Docket Name field.
• In the Position field enter the staff member’s position, or area of work, such as ‘sales’.
Alternatively, if current values exist for this field, press F2 and choose the required
position from the displayed list.
• Tick the Hide in Searches/Reports checkbox if you don’t want this staff record to
appear in search lists and reports. See Step 5 on page 28, in ‘Hiding records in
searches and reports’ for more information.
• In the Commission field enter the commission percentage for the staff member, or
leave the field blank if you do not use commission. The percentage you enter here is
of the gross profit on sales; when you run the Commissions report, this is the
percentage that will be printed for the staff member, and used as the basis for the
commission calculations.
NOTE
More on staff commissions See ‘Staff commissions on sales’ on page 84 for more information.

• Tick the Status checkbox if you want to flag this staff member. For example, you can
change the name of the Status field to ‘Part-time’, so you can flag all your part-time
staff. See ‘Setting your Custom options’ on page 56 for more information.
• Complete the custom fields as required. See ‘Setting your Custom options’ on
page 56 for more information.
4 Once you have entered enough staff information, click the Commit-F10 button or press
F10 to commit the information.

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Updating staff details

Updating staff details

The process for updating staff details is essentially the same as for adding a new staff
member.
You can make any changes to the staff member record as required. Note that to change the
staff number of an existing staff member you must reallocate the staff number. See
‘Reallocating staff, customer or supplier IDs’ on page 269 for more information.

To update staff details

1 Go to the Information menu and choose Staff, or press Ctrl + F. The Staff window
appears.
2 Enter the staff number in the Staff field. If you don’t know the staff number, press F2 or
click the Assist button and select the required the staff member from the list displayed.
See ‘Searching in RetailManager Standard’ on page 24 for more information.
3 When you have the staff member’s record displayed in the Staff window, you can
change the staff member’s details as you require.
Notice as soon as you change any of the information, the red indicator window changes
to green, indicating that you can now commit the changes.
4 Click the Commit - F10 button or press F10 to commit the changes.

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Chapter 3 Staff
Viewing staff details

Viewing staff details

RetailManager maintains a detailed record of transactions made by each staff member,
including sales, lay-bys, goods received and returned, payments, customer special orders
(CSOs), sales orders and quotes.

To view staff transaction details

1 Go to the Information menu and choose Staff, or press Ctrl + F. The Staff window
appears.
2 Enter the staff member’s number in the Staff field and press Enter. Note the following
about viewing information in a tab:

Click a column heading that has an asterisk next to it

to sort the grid by that heading. Right click to sort
the column in descending order.

To view the original

transaction, press Use these
Enter or the scrollbars to
Spacebar, or scroll through
double-click the the list.
line.

Click the Tax Inclusive radio Click the Tax Exclusive radio
button to view cost/sell price button to view cost/sell price
tax inclusive. tax exclusive.

In addition to the General tab, the Staff window displays the Sales, Lay-bys, Goods,
Returns, Payments, Orders, CSO and Sales Order/Quotes tabs, which are described below.

Viewing Sales details

Click the Sales tab to view a list of products sold by the staff member and shows the date
and time of the sale, docket number, the quantity, cost and sell price of the product and the
estimated gross profit percentage on the sale.

Viewing Lay-by details

Click the Lay-bys tab to view a list of items placed on lay-by by the staff member. Each line
shows the date and time of the transaction, the lay-by number and status, and the quantity,
cost and sell price of the item on lay-by.

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Viewing staff details

Viewing Goods Received details

Click the Goods tab to view a list of goods received into stock by the staff member. The date
and time, supplier number, docket number, invoice number, the unit cost and quantity are
listed for each item received.

Viewing Returned Goods details

Click the Returned tab to view a list of goods returned to suppliers by the staff member.
Each line shows the date and time of the transaction, the supplier number, RA number, unit
cost and quantity of items returned.

Viewing Payment details

Click the Payments tab to view a list of lay-by and invoice payments processed by the staff
member. The grid displays the date and time, customer number, invoice, sales order or lay-
by number, payment reference number, transaction type, payment method and amount
paid, for each payment.

Viewing Orders details

Click the Orders tab to view a list of items ordered by the staff member. The grid displays the
date and time, order ID, suffix, the name of the supplier, the cost of the stock item and the
quantity ordered, together with the status of the purchase order.

Viewing Customer Special Order details

Click the CSO tab to view a list of customer special orders processed by the staff member.
The date and time, customer name, sell price, quantity ordered and order status are shown
for each item on order.

Viewing Sales Orders/Quotes

Click the Sales Orders/Quotes tab to view a list of the sales orders and quotes processed by
the staff member. The date, product name, customer name, sell price, quantity and status of
the sales order are shown for each item ordered or quoted.

User Guide 89
Chapter 3 Staff
Viewing staff details

90 MYOB RetailManager Standard, Version 6 au

CHAPTER

4 Inventory

Overview 93 Viewing Pricing details 107

Before you use inventory 93 Viewing Component details 108
Suppliers 93 Viewing Sales details 108
Default suppliers 93 Viewing Audit details 108
Product categories 94 Viewing Package details 108
Set pricing 94 Viewing Serial Numbers 108
Tax Codes 94 Viewing Supplier details 108
Customer grades 95 Viewing Supplier codes 108
Setting up a Freight item 95 Viewing Order details 109
Note about GST 95 Viewing Customer Special Order details 109
To create a freight item 96 Viewing Sales Orders and Quotes 109
Managing stock items 97 Merging stock items 109
Defining stock categories 97 Merging stock items 110
Reporting 97 To merge two stock items 110
Partial stocktake 97 Deleting a stock item 111
Creating a new stock item 98 Before you delete an item 111
Naming your stock items 99 To delete a stock item 111
Assigning a unit of measure 99 Managing purchase orders 113
To create a new stock item 100 Creating purchase orders 113
Creating multiple stock items on a single bar Standard Shop Orders 113
code 102 Customer Special Orders 113
To create multiple items on a single bar code 102 Supplier codes 113
Packages 103 To create a purchase order 114
To create a package 103 Editing a purchase order 115
To update package details 105 To edit a purchase order 115
Updating stock item details 106 Cancelling an outstanding purchase order 115
To update stock item details 106
Viewing stock item details 106
To view stock item details 107
Viewing General details 107

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Chapter 4 Inventory

Receiving Goods 116 Assigning and creating serial numbers from the Stock
Printing bar codes for goods received 116 window 136
Calculating discounts 116 To re-assign serial numbers through a refund sale. 136
Receiving goods on order 117 Viewing detailed Serial Number information 137
Receiving part of an order 117 To view detailed Serial Number information 137
To receive goods into stock 117 The Lookup Serial Numbers window 138
Managing bar codes 121 To use the Lookup Serial Numbers window. 138
Reallocating a bar code 121 Editing serial numbers after a Sale or Returned Goods
To reallocate a bar code 121 transaction. 139
Printing bar codes 122 To edit serial numbers for items not in stock 140
To print bar codes in RetailManager: 122 Stocktaking and stock adjustment 141
Loading multiple bar codes for printing 123 The What’s in Stock reports 141
To load multiple Goods Received bar codes 125 The complete stocktake 142
Customising bar code labels 125 Performing a stocktake using a bar code scanner 143
To set custom label options 126 To run a complete stocktake using a bar code
Managing suppliers 128 scanner 143
To add a new supplier 128 Making sales and receiving goods during
To update supplier details 129 stocktake 144
To view supplier transactions 129 To make a sale during stocktake 145
Performing a manual stocktake 145
Returned Goods 131 To print stock sheets 145
To return goods to a supplier 131 Entering manual stocktake results into
Managing Serial Numbers 133 RetailManager 146
To enable serial numbers for a stock item 133 Performing a partial stocktake 146
Assigning serial numbers through transaction To run a partial stocktake 147
windows 133 Completing a stocktake 148
To create a serial number entry at the time of a To run the Stocktake report 148
transaction 135 Committing a stocktake 148
Assigning Serial Numbers 135 Adjusting stock levels of a single item 149
Assigning Serial Numbers from Goods Received 135 To adjust the quantity of a single item 149

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Overview

Overview
RetailManager has inventory management features that you can customise to suit the needs
of your retail business.
How inventory is handled is a key factor of success for a stockholding retail business.
RetailManager features powerful inventory capabilities. Not only can you set the code,
description and price of an item, you can also set the required stock levels, tax codes, default
supplier, product categories, commission level, minimum stock level and more.
Inventory management is split into several functions which reflect the requirements of an
efficient retailer—creating and editing an item, creating purchase orders, receiving goods,
managing bar codes, returning goods and stock adjustments (including single item, partial
and complete stocktakes).

Who should keep inventory records Inventory records should be kept by retail businesses
who:
• receive products from suppliers and then sell the very same products
unchanged—that is products that are sold as supplied.
• receive raw materials from suppliers, manufacture products on-site, and sell these
products.

Before you use inventory

Before setting up or using your inventory, you should consider and plan your approach to
the following areas:

Suppliers
Inventory items are normally associated with different suppliers. RetailManager reports the
purchases and items to be ordered, listed by supplier. You can then create purchase orders in
RetailManager to be sent to each supplier.
When you receive a stock item into stock, you receive it from a specific supplier, but the
stock item itself is not linked to the supplier. This enables you to associate one or more
suppliers with each stock item.

Default suppliers
If you receive a particular product from one supplier most of the time, you have the option
to link the supplier to the product by making them the default supplier. RetailManager will
allow you to receive this product from other suppliers as well.
If you are not using RetailManager for supplier management, then you will need to set up a
generic supplier to enable you to receive stock items into stock.
NOTE
When the supplier is not the default supplier If you select the Check Last Stock Supplier option in
the General options window, RetailManager will display a warning when you receive a product from a
supplier who is not the default supplier of that item.

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Overview

Product categories
Product categories allow you to easily adjust, review and report on ‘groups’ of stock. When
you initially set up your inventory, you will probably create your categories as you enter
your stock. You should have an idea of how you want to implement categories before you
start creating them.

Set pricing
RetailManager has a set pricing structure that allows you great flexibility in setting up a
customer discount structure or similar program for your retail business. Such programs can
be a great incentive for your customers to do more business with you. RetailManager’s set
pricing structure gives you the flexibility to set up customer discounts to accurately reflect
your business requirements.
At the highest, global pricing level, you can set up 5 customer grades that will apply to all
your stock items universally, regardless of the terms and discounts at which the stock was
supplied to you.
You can then make exceptions to this global pricing structure on a category, sub-category or
stock item level; for each of these, you can set up new discounts for each of the customer
grades that will override the global pricing structure.
NOTE
Customer records Customers must have customer records before you can assign them a grade.

Common examples of pricing grades at work involve terms such as recommended retail
price, trade price, and preferred customer discount.
For example, in a hardware store you might decide that on the global level you will give
your A grade customers the maximum discount of 15%. If your suppliers give you a lower
margin for hand tools, you can then create a new set of rules for the hand tool category in
which you give your A grade customers 10% off purchases of hand tools. However there
may be a specific hand tool that is supplied to you at a greater discount; you can set up
another set of pricing rules for this stock item alone, which will override the hand tool
category pricing rules and the global pricing structure.

Tax Codes
Every item you buy or sell will either attract GST or be GST-free, and therefore should be
assigned a tax code in RetailManager.
NOTE
Tax code for Freight RetailManager has a default tax code for freight on Goods Received.

You can set default tax codes for sales and purchases in the Set Tax Codes window, so that
every time you sell or purchase an item, the default tax code is automatically displayed.
If required, you can override an item’s default tax codes in the Stock window. You can also
override an item’s sale tax code at the point-of-sale and the purchase tax code when
receiving the item into stock. See ‘Setting up default tax codes’ on page 75 for more
information about setting default tax codes.

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Customer grades
Each customer can be assigned a pricing grade in the Customers window. See ‘Creating a
customer record’ on page 201 for more information.

Setting up a Freight item

RetailManager enables you to set a stock item up as a freight item. If your business charges
freight on sales, you will need to create one or more ‘stock items’ for freight in the Stock
window. Freight stock items can be ‘purchased’ and ‘sold’. RetailManager does not
differentiate between income from normal sales of stock items and income from freight
items.
When performing an accounting export, however, the income collected from freight items
is separated from normal sales income and the cost of selling the freight item is also
separated from the normal cost of sales. See ‘Setting up RetailManager Standard to export to
your accounting software’ on page 61.
You may or may not know the cost of freight at the point-of-sale. If you do know the
cost—for example, your courier has given you the rates for different package sizes and
weights—you can set up multiple freight items for each size or weight and ‘sell’ the freight
item appropriate for the sale.
If you intend to charge freight on goods returned to suppliers, you will need to set up a
freight item and ‘return’ this item to the supplier.

EXAMPLE

A business purchases Express Post Envelopes that they use to send goods to their
customers. They charge their customers $10.00 postage when an envelope is used. The
business would record a goods received entry for these envelopes at the purchase value
of the envelopes. When they record a sale that requires postage they ‘sell’ the envelope
to the customer as a separate item on the invoice.
NOTE
Cost price on freight If you don’t enter a cost price for freight, your gross profit on freight will show
as 100 percent.

Note about GST

Since freight attracts GST, you need to set the freight sale tax code to GST 10%. Freight
charged for goods returned is considered a returned purchase; therefore if you are returning
goods to a supplier, you will need to set the freight purchase tax code to GST 10%.
Freight is GST-free for the overseas component of export sales. If your business sells goods
overseas, you may need to set up a separate freight item to be used in these instances, and
assign it a GST-free tax code. For more information, see ‘Creating a new tax code’ on
page 77.

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To create a freight item

1 Go to the Information menu and choose Stock, or press Ctrl+O. The Stock window
appears.
2 Enter a code such as ‘Freight’ in the Bar code field.
3 Complete the Description, Extended Description, and Cat/Sub fields as required.
4 Tick the Freight Item checkbox.
5 Tick the Static Quantity checkbox if freight has no quantity (for example, courier
charges). Do not tick this option if you want to track freight quantity (for example,
prepaid envelopes).
6 If applicable, enter the purchase tax code and sale tax code in the appropriate fields.
7 Enter the cost price if known in the Purchases window Ex Tax field.
8 Enter the amount you charge for freight in the Sales window Ex Tax field. You can
override this amount in the Sales window.
9 Click the Commit-F10 button, or press F10 to commit the information.

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Managing stock items

RetailManager enables you to take control of your inventory, including options that enable
you to associate information to a stock item including:
• Category and sub category
• Bar code
• Description
• Extended description
The following section provides information on how to manage your stock items.

Defining stock categories

The RetailManager system of grouping stock items into categories and sub-categories is the
most crucial key to taking advantage of the full versatility and flexibility of inventory
management in RetailManager. While using categories is not mandatory, they are a
powerful tool which can be used throughout RetailManager.
Product categories and sub-categories are set when you receive goods into stock, either in
the Goods Received window or the Create New Stock Items window. It is important that
you carefully plan how you are going to set up your categories to best suit the needs of your
business.
NOTE
Category and Sub-category name lengths You can use up to five characters in a category or sub
category name.

Reporting
You can specify a category and/or sub-category as a report filter in several RetailManager
reports. This enables you to closely target the data you want to report.
The Profit by Category reports provide detailed profit analysis per category or sub-category.
The Profit by Product, What’s In Stock, What’s Selling, Sales Period and Sales Period (inc.
Lay-bys) reports are some of the reports that allow you to specify the categories and sub-
categories, and also to sort the report by category.
For example, in a corner store, you might create a category for magazines, and within that
sub-categories for the various types of magazines such as Automotive, Sport, Womens’,
Gardening, and so on. The extensive RetailManager reporting capabilities then enable you
to track the sales of each category and sub-category, so you know exactly where your sales
are coming from.

Partial stocktake
The RetailManager Stocktake window enables you to run a ‘partial stocktake’ for a specific
category or sub-category. You can then count and update your stock figures for specific
sections of your stock at a time.

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If you have a particularly high turnover section of your store that you want to monitor
closely, you can run regular partial stocktakes for just that category/sub-category.
NOTE
Manual stocktakes using categories and sub-categories You can also run a manual stocktake for
a specific category or sub-category. Stocktake sheets can be printed out listing stock items supplied by a
specific supplier.

If you have set up your categories or sub-categories by supplier or brand name, you can run
a partial stocktake for just the relevant category/sub-category before a rep visit, that way,
you know exactly what you currently have in stock and what you need to order from the
rep.
If you need to regularly perform stocktakes for different suppliers, then your product
categorisation should reflect this. For example, in a chemist you might create a category
called ‘PainR’, and then create a sub-category for each supplier of the pain-relief products
you stock. For each category in your store, you could then stocktake the sub-categories for
rep visits from a specific supplier.

Creating a new stock item

There are three methods of creating a new stock item in RetailManager: in the Create New
Stock Item window, directly in the Goods Received window, and in the Stock window.
The method you select to create a new stock item depends on the type of transaction you
are performing in RetailManager and the kind of information you want to record for the
item.

Creating an item in the Create New Stock Item window This window can only be
accessed from another window such as Goods Received or Purchase Orders. You use this
window to create a new item when you order it or receive it into stock. You can enter
detailed information about the stock item in this window.

Creating an item in the Goods Received window You create an item directly in the
Goods Received window if you are receiving the item into stock and want to record the
minimum amount of information about the item. This is useful if you have received a large
number of products and want to enter them in RetailManager quickly. You can enter the
rest of the product details at a later time.
Creating an item in the Goods Received window enables you to enter the purchase details
and received quantity for the item. See ‘Receiving Goods’ on page 116 for more information
about the Goods Received window.

Creating an item in the Stock window The Stock window is used mainly for creating
items that don’t require purchase details or the stock quantity to be recorded—for example,
items such as ‘labour’ and ‘freight’. You also create packages in the Stock window.
If you don’t have your inventory details in a format that can be imported into
RetailManager, you can use the Stock window to enter each item of inventory in
RetailManager at the outset; the quantity of each item in stock can then be entered by
performing an opening stocktake.

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NOTE
The Stock and the Create New Stock Item windows The fields in the Stock window are identical
to the fields in the Create New Stock Item window.

See ‘Receiving Goods’ on page 116, for more information about creating a new stock item in
the Goods Received window.

Naming your stock items

When using RetailManager it is important that you decide on your naming conventions for
stock items at the outset, and that you are consistent when naming your stock items. This
will help maximise the benefit from reporting, make receiving goods into stock as quick
and easy as possible, reduce the likelihood of stock item duplication in your inventory, and
make searching for stock items easier.
The fields you have at your disposal when naming a stock item are the 15 character Number
field, the 40-character Description field, the 5-character Cat field, and the 5-character Sub
(Category and Sub-category) fields. You can enter alphanumeric characters in all of these
fields.
The category information doesn’t need to be duplicated in the stock item description. See
‘Managing stock items’ on page 97 for important information about setting up categories
and sub-categories.
Remember that when a staff member is searching for a product it is the first few letters of the
description that they will most likely use as search criteria, so enter the most important
information first in the stock item Description field.

EXAMPLE

For example, a hardware store might have a category of Nails and a sub-category of
‘Galv’ for galvanised, so the product description of a galvanised nail might start with FH
for flat head or JH for jolt head, followed by the length of the nail. Therefore a
galvanised flathead 75mm nail would have a stock item ID or description of ‘FH75’. If all
staff were aware of the naming convention, searching for this stock item would be
relatively simple.

Assigning a unit of measure

RetailManager enables you to assign a Unit of Measure to your stock items. The unit of
measure defaults to Each (equivalent to a count of the item) when you first create a
stock item.
Units of measure available for stock items include:
• Each
• Kilogram (kg)
• Gram (g)
• Pound (lb)
• Ounce (oz)
• Litre (l)
• Millilitre (ml)

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When an item is selected as part of a transaction, the unit of measure associated with the
item is displayed in the Qty column in the entered item list of the transaction window.

Using Each as a Unit of Measure The unit of measure ‘Each’ is the default unit of measure
when you create a stock item. When you use Each, the Qty column in the entered item
list of a transaction window displays the number of units of the stock item selected for
the transaction.

Changing the Unit of Measure Once you commit a transaction (such as a sale or lay-by)
on a newly created stock item where you have set a unit of measure other than that of
Each, you cannot change the unit of measure for this item.
Until you commit a transaction, you can change the unit of measure as often as you like.

To create a new stock item

1 Go to the Information menu and choose Stock, or press Ctrl+O. The Stock window
appears.

2 Scan or enter the bar code of the item in the Bar code field (you can enter alphanumeric
characters in this field).
If you want RetailManager to assign a bar code, press F5. ‘<New>’ will be displayed in the
field and a numeric bar code will be assigned to the item once the item is committed.
3 Enter the description of the product in the Description field. This is a mandatory field.
NOTE
Indicator lights When you enter the categories, the red indicator light at the bottom of the window
changes to green, indicating that you have entered enough information to commit the transaction.

4 Enter an extended description for the product in the Extended Description field.
5 Enter the category and sub-category of the product in the Cat/Sub fields. If you are not
assigning categories for your stock items, tab through these fields.
6 Tick the Package checkbox if this item is a package. See ‘Packages’ on page 103 for more
information on creating a package.
7 Tick the Freight Item checkbox if you are creating a stock item for freight. See ‘Setting up
a Freight item’ on page 95 for instructions on creating a freight item.

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8 Tick the Static Quantity field to not reduce the quantity of a product when it is sold. For
example, this would be useful when there is a freight charge, where the charge has a cost
but no obvious quantity. All other aspects of the transaction are recorded.
The In Stock, Lay-by, Order, CSO and S/Order fields are display only fields, which will
display ‘0’ when entering a new product.
9 If you want to record the item as a measured item (that is, you want to receive goods and
record sales of this stock item using a unit of measure such as grams, kilograms, litres or
millilitres), select the appropriate unit of measure from the Unit of Measure drop down
list.
10 Enter the following purchase information for the product in the respective Purchases
(Costs) fields.
Enter the purchase tax code in the Tax Code field or press F2 to select from the list of tax
codes.
Depending on the information you have at hand, enter either the tax exclusive unit cost
in the Ex Tax field, or the tax inclusive unit cost in the Inc Tax field and press Enter.
RetailManager will automatically fill in the other field for you.
11 Enter the following sale information for the product in the respective Sales (RRP) fields.
Enter the sales tax code in the Tax Code field or press F2 to select from the list of tax
codes.
Enter either the tax exclusive sell price in the Ex Tax field or the tax inclusive sell price
in the Inc Tax field and press Enter. RetailManager will automatically fill in the other
field for you.
12 Enter the supplier number in the Dft Supplier field, if you want to assign a default
supplier for this item.
13 Enter the minimum stock quantity you want to hold of the product in the Threshold
Qty field. When the stock level of the product drops below this quantity, not including
lay-bys, this product will show up on the What Needs Ordering report.
14 Enter the quantity of the product you want to keep in stock all the time, in the Holding
field. You will re-order the product to this quantity level.
15 Enter the dollar amount that can be earned with each sale in the Sale Bonus field, if your
staff receive a bonus on the sale of this stock item.
NOTE
Sale Bonus and Staff Commission See ‘Staff commissions on sales’ on page 84 for more
information.

16 Enter a sale prompt in the Sale Prompt field. The message you enter here will appear
each time this item is selected for sale in the Sales window.
NOTE
Sale prompt The sale prompt can be used to remind staff to promote other stock items, including
those related to a particular item—for example, you might want to create a sales prompt for a kettle
item, asking if the customer would be interested in purchasing a set of cups.

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17 Tick the Track Serial Number checkbox if you want to track serial numbers for this stock
item. See ‘Managing Serial Numbers’ on page 133 for more information about serial
numbers.
18 Tick the Hide in Searches/Reports checkbox, if you don’t want this stock item to appear
in search lists and reports. See ‘Hiding records in searches and reports’ on page 28 for
more information.
19 Click the Allow Description Change at POS checkbox to enable editing of the product
description at the time of sale. For example, an item called ‘labour’ could be described
more specifically as ‘installed air conditioner’.
20 Tick the Allow Fractional Quantities checkbox if you buy or sell part quantities of this
item. This enables you to enter decimal values and fractions in the Qty field in
transaction windows.
NOTE
Serial Numbers You cannot apply serial numbers to items sold in fractional quantities

21 Click the Commit-F10 button, or press F10 to commit the new product.

Creating multiple stock items on a single bar code

Using RetailManager you can create multiple stock items with a single bar code. This can be
useful for example when a single product is sold in different quantities but with the same
bar code. Another situation in which this would be useful is when you have bought an ex-
demonstration product and a new product; each product would be likely to have a different
unit cost and retail price.
NOTE
The bar code must already exist. You can only create multiple stock items using a bar code that
already exists in RetailManager—you cannot create multiple stock items using a new bar code.

To create multiple items on a single bar code

1 Go to the Information menu and choose Stock, or press Ctrl+O. The Stock window
appears.
2 Scan or enter the bar code you want to use for the multiple products. The details of the
existing stock item are displayed.
3 Click the Duplicate Bar code button (bottom right of the Stock window). A message
appears asking if you want to duplicate appropriate information.

• Click Yes to create the duplicate bar code stock item with a copy of the information
of the original item.

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• Click No to only duplicate the information in the Bar code field.

The Create New Stock Item window appears. Notice that the Bar code field displays the
bar code of the first stock item—this cannot be edited.
4 Enter the details of the stock item. See ‘Creating a new stock item’ on page 98, for full
instructions on completing the fields in this window.
5 Commit the transaction by clicking the Commit - F10 button or by pressing F10. If the
product description and category combination is the same as the original item, you are
prompted to continue with the transaction. Click Yes. You are returned to the window
that displays the original stock item.
6 Click the Duplicate Bar code button again if you want to create another item with the
same bar code, and repeat steps 4 and 5.
7 Create as many products as you like using the same bar code.
In the Sales window, when you scan a bar code which has multiple products attached to
it, a pop-up window appears, listing the attached stock items from which you can make
a selection.

Packages
In RetailManager you have the flexibility to sell a product as a single item, and as part of a
package. A package consists of several stock items that are grouped together and sold as a
single unit.
For example, a confectionery store wants to sell a multipack of several kinds of chocolate
which they also sell as individual items. The multipack consists of two packets of Almond
Crunch, one box of Nougat, two bars of Raspberry Riot, and six ChocMint Swirls.
In RetailManager a stock item called Variety Pack is created in the Stock window and
flagged as a package. Then the individual stock items—Almond Crunch, Nougat, Raspberry
Riot and ChocMint—are added as components of this package.

Setting the package sell price In RetailManager, the sell price of a package is the sum total
of the sell price of each of its components. If you want to adjust the price of the package you
need to do so at the component level by adjusting the price of one or more of the
components.

Assigning a tax code You must either assign a tax code to the package or specify that tax
be charged at the component rate. An example of when you would charge GST at the
component rate would be when selling a food hamper where some items in the hamper
such as bread are GST free, while other items such as a bottle of wine attract GST.

To create a package
1 Go to the Information menu and choose Stock, or press Ctrl+O. The Stock window
appears. Enter the bar code you want to use for the package in the Bar code field and
press Enter. Alternatively, press F5 in the Bar code field if you want RetailManager to
assign a bar code.
2 Enter a description, extended description, category and sub category for the package.

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3 Tick the Package checkbox to flag this item as a package.

4 Enter the sell tax code in the Tax Code field.

5 Fill in the rest of the fields as required and commit the transaction. See ‘Creating a new
stock item’ on page 98 for more information on completing these fields.
NOTE
Adding components to a package To add components to the package, open the Stock window by
pressing Ctrl+O and enter the bar code of the package you just created in the Bar code field.

6 Click the Components tab.

7 Enter component details.
NOTE
Package components must exist The components you want to add to the package must already
exist in the system. You cannot create a new stock item in the Components window.

• Enter the bar code of the stock item that you want to add to the package, in the
Component field.
• Enter the quantity of this item you want in the package in the Quantity field.
• Adjust the unit sell price as required.

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• Click Add or press Enter to add the component to the package. The component
appears in the grid.

8 Repeat step 7 to add the rest of the components to the package.

The Total field displays the package sell price (which is the sum total of the component
sell prices). If you want to adjust the package sell price, you need to do so by adjusting
the price of one or more of the components.
If the unit sell price you entered for a component is below cost, RetailManager alerts you
to this by displaying an asterisk in the BC column.
9 Tick the Charge GST at Components’ rates checkbox if you want RetailManager to use
the components’ tax code when selling the package and not the tax code you specified
for the package in step 4.
10 Tick Print Components on Receipt if you want the components of the package listed on
receipts.
NOTE
Docket Printer You must have a docket printer set up before ticking this checkbox. If you do not have
a docket printer set up, you will not be able to commit your changes. See ‘Docket Printer’ on page 49 for
more information about setting up your docket printer.

11 Click the Commit-F10 button, or press F10 to commit the transaction.

To update package details

You can add a component to a package, or edit or delete an existing component from a
package in the Stock window.
1 Go to the Information menu and choose Stock, or press Ctrl+O. The Stock window
appears.
2 Enter the bar code of the package in the Bar code field.
3 Click the Components tab. A list of components contained in the package appear in the
grid.
• To add a component, enter the bar code of the component in the Components field,
enter the quantity of the item you want to include in the package and press Enter.

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• To edit a component, highlight it in the grid using the arrow keys and press Enter.
The component details are removed from the grid and displayed in the Components
fields line above the grid. Edit the line as required and press Enter. The component
reappears in the grid.
• To delete a component, highlight it in the grid using the arrow keys and press Enter.
The component details appear on the first line. Press the Delete key.
• Note that the sell price of the package changes automatically to reflect any changes
you have made at the component level.

Updating stock item details

Stock item details are updated in the Stock window. The following instructions are for
updating general stock item details.
• To update components in a package, see ‘Packages’ on page 103.
• To update stock item level pricing, see ‘Stock Item pricing’ on page 259.

To update stock item details

1 Go to the Information menu and choose Stock, or press Ctrl+O. The Stock window
appears.
2 Enter the bar code of the product in the Bar code field. The details of the stock item are
displayed. The cursor is positioned in the Description field.

3 Update the product details as required. See ‘Creating a new stock item’ on page 98 for
full instructions on how to complete the fields in the Stock window.
4 Click the Commit-F10 button, or press F10 to commit the updated stock item
information.

Viewing stock item details

The Stock window enables you to view a number of details associated with a particular stock
item. Details that you can view include:
• General details
• Pricing details

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• Component details
• Sales details
• Audit details
• Package details
• Serial Numbers
• Supplier details
• Supplier codes
• Order details
• Customer Special Order details
• Sales Order and Quote details

To view stock item details

1 Go to the Information menu and choose Stock, or press Ctrl+O to display the Stock
window. Enter the bar code of the required item in the Bar code field.
2 Notice the twelve tabs in the Stock window. The tab name indicates the type of
information each tab contains about the stock item. The information in the General,
Pricing and Components tab can be edited; the other tabs are display only.

Viewing General details

The Stock window defaults to the General tab, which displays general information about
the stock item such as pricing and stock holding quantities. The five fields at the top tell you
at a glance the quantity of the item in stock, on lay-by, on order, on customer special order
and on sales order. See Updating stock item details, page 106 for instructions on how to
update general stock item details.

Viewing Pricing details

Click the Pricing tab to view your global, category, and stock item pricing levels. Stock item
pricing levels are set in this window. See ‘Setting up Set Pricing’ on page 255, for more
information.

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Viewing Component details

If the stock item is a package, click the Components tab to view a list of components
contained in the package. See ‘Packages’ on page 103 for instructions on how to update
components.

Viewing Sales details

Click the Sales tab to view sales of the product for a specific period—hourly daily, weekly, or
monthly. Select the period by clicking the appropriate button at the bottom of the window.
The number of sales, the average sell price and estimated gross profit percentage for the
specified period appear in the grid on the right. The bargraph displays the number of sales
for the selected period.

Viewing Audit details

The Audit tab displays the full transaction history of the product, including receiving new
stock from suppliers, sales, lay-bys, sales orders, a change in sell price, a change in cost, and
so on. The date, type of transaction, transaction code, and the quantity moved in or out of
stock are listed for each transaction.
To view the original transaction, click a transaction or use the arrow keys to highlight the
transaction and then press Enter.

Viewing Package details

Click the Packages tab to view a list of the packages in which this stock item is a
component. For each package, you can view the package sell price, the component sell price
and the quantity of the stock item in the package.

Viewing Serial Numbers

If you are tracking the serial number for this product, the Serial tab displays the audit date,
the serial number, warranty date, the transaction(s) on the product, the transaction ID
(docket number) and the movement of the product (for example, from Lay-by to Sold).
You can view the record by clicking a transaction or by highlighting it using the arrow keys
and pressing Enter.

Viewing Supplier details

Click the Suppliers tab to view a list of suppliers you received this product from, the date
you received the product and the unit cost. You can use this window to compare the cost of
the product by supplier.

Viewing Supplier codes

Click the Code tab to view the supplier codes for this product. RetailManager obtains this
information from the Purchase Orders window, where you are required to enter the
supplier’s code for the product.

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View the cost tax inclusive or tax exclusive by clicking the appropriate radio button at the
bottom of the window.

Viewing Order details

NOTE
Purchase orders For more information on creating purchase orders, see ‘To create a purchase order’
on page 114.

Click the Orders tab to view purchase order details for the stock item. The date, order
number, suffix, supplier, cost, the quantity on order, and status of the order are listed.
To view the original purchase order, click a transaction, or highlight it using the arrow keys
and press Enter.

Viewing Customer Special Order details

NOTE
Creating Customer Special Orders For more information on creating customer special orders, see
‘Customer Special Orders’ on page 181.

Click the CSO tab to view customer special order details for this product. The date,
customer, sell price, quantity on order and status of the order are listed.
To view the original customer special order, click a transaction or highlight it using the
arrow keys and press Enter.

Viewing Sales Orders and Quotes

Click the SO/Quote tab to view sales orders and quotes details for this product. Sales order
and quote information such as the date, customer quantity type and status is displayed.
View the cost tax inclusive or tax exclusive by clicking the appropriate radio button at the
bottom of the window.

Merging stock items

NOTE
Security You can password-protect the Merge/Delete Records function. See the Security PDF on your
RetailManager installation CD for more information.

Merging stock items is a useful tool to correct the accidental duplication of stock items, and
to merge a new bar code with an old bar code to maintain the same stock item record.
Merge stock items when you have two existing stock item records. If you want to change
the bar code of a stock item to a new bar code, you need to reallocate the bar code. See
‘Managing bar codes’ on page 121 for more information.

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Merging stock items

• You cannot merge two stock items if only one of them has track serial numbers
enabled.
• You cannot merge two stock items if the unit of measure is note the same.
CAUTION
Merging records will close your shopfront! Once you have completed a merge, RetailManager
closes your shopfront to complete the operation. Ensure that all other connections to your shopfront are
closed before completing a record merge!

To merge two stock items

1 Go to Admin menu and choose Merge/Delete Records. The Merge/Delete Records
window appears.
2 Click the Select records from drop-down arrow and choose Stock from the list of
available options.

3 Enter the old bar code in the Old Bar code field.
4 Enter the new bar code in the New Bar code field and press Enter.
5 Click the Commit-F10 button, or press F10.
6 Continue to merge other records, or click ( ) or press Esc to close the Merge/Delete
Records window.
The following dialog appears, informing you that RetailManager will close and reopen
your shopfront.

7 Ensure that no other terminals are connected to the shopfront.

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8 Click OK.
Your shopfront closes and the staff or customer records are merged from RetailManager.
If you have a single shopfront, RetailManager will reopen your shopfront. If you have
multiple shopfronts, select the shopfront you want to open.
Once you have merged the stock items, the old bar code is cleared and can be used again
for a new stock item.

Deleting a stock item

NOTE
Security You can password-protect the Merge/Delete Records function by selecting Admin Security, or
by ticking the Stock check box in the Security options window. See ‘Setting your Security options’ on
page 71 for more information.

The Delete Records function is useful for deleting stock items that have been entered in
RetailManager by mistake or items that you no longer require in the system.
NOTE
Track Serial Numbers You cannot delete a stock item that has track serial numbers enabled

RetailManager creates an ‘item’ called <Deleted> the first time you delete a stock item and
merges your stock item record into this item. All stock items that you delete subsequently
are merged into the <Deleted> item.
You cannot delete the following:
• an item that is currently in stock, or that has a negative quantity (only items with
zero quantity can be deleted).
• an item on order.

Before you delete an item

Once an item is deleted, you will not be able to access the item record. Make sure you are
deleting the correct item. Consider doing a backup before you delete any records, See
‘Managing your database’ on page 270 for more information about backing up your
database.

To delete a stock item

1 Go to the Admin menu and choose Merge/Delete Records.

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2 Click the Select records from drop-down arrow and choose Stock from the list of
available options.

3 Enter the bar code of the item you want to delete in the Old Bar code field.
4 Click the Delete Record button. You are asked if you want to merge the item with the
<Deleted> item. Choose Yes.
5 Continue to delete other records, or click ( ) or press Esc to close the Merge/Delete
Records window.
The following dialog appears, informing you that RetailManager will close and reopen
your shopfront.

6 Ensure that no other terminals are connected to the shopfront.

7 Click OK.
Your shopfront closes and the stock records are merged from RetailManager. If you have
a single shopfront, RetailManager will reopen your shopfront. If you have multiple
shopfronts, select the shopfront you want to open.
Once you have deleted the stock items, the old bar code is cleared and can be used again
for a new stock item.

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Managing purchase orders

Managing purchase orders

Unless you manufacture your products on site using your own raw materials, you probably
purchase your stock items or raw materials regularly from your suppliers. You can use the
Purchase Orders function to create purchase orders for each supplier, listing the stock items
and quantity you require and the price you expect to pay.

Creating purchase orders

When you create a purchase order, RetailManager keeps track of the status of the order. The
order remains outstanding until you receive the items and enter them in the Goods
Received window. You can enquire into purchase orders by supplier in the Suppliers
window or by stock item in the Stock window.
The What’s on Order report lists all the products on order for each supplier and the
expected date of the order. The Indent Order report lists all your pending orders for the next
twelve months.
It is not mandatory that you create purchase orders in RetailManager. You have the option
of ordering your items separately and entering them in RetailManager using the Goods
Received window when you receive them.

Standard Shop Orders

When you create a stock item, you have the option to set the threshold quantity for that
item (see ‘Creating a new stock item’ on page 98 for more information). Before you create a
purchase order, you can run the What Needs Ordering report to find out which items are
below the threshold quantity and need to be reordered. If a stock item that is below
threshold quantity has been assigned a default supplier, entering that supplier’s number in
the Purchase Orders window will cause a prompt dialog to be displayed, asking if you wan
to load standard orders. Click Yes to populate the Purchase Orders window with standard
order stock.

Customer Special Orders

You can use the Purchase Orders function to place a one-time customer special order. If you
have allocated a supplier for the special order, entering that supplier’s number in the
Purchase Orders window will automatically prompt you to load shop orders. Click Yes and
the shop orders are loaded.

Supplier codes
In the Purchase Orders window you are prompted to enter a supplier code for a product the
first time you order it from a supplier. RetailManager will remember this code and insert it
automatically in the Supplier Code field the next time you order the product from this
supplier. (If a supplier code has not been entered previously for a product, RetailManager
displays the product’s bar code in the Supplier Code field.)

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RetailManager allows for different supplier codes. If you subsequently order the product
from another supplier, you will need to enter their code in the purchase order. The Codes
tab in the Stock window lists all the supplier codes for a product.

To create a purchase order

1 Go to the Transaction menu and choose Purchase Orders, or press F9. The Purchase
Orders window appears.

2 Enter your staff number in the Staff field. If you have outstanding customer orders you
will be prompted to process them.
3 Enter the supplier number in the Supplier field. To create a new supplier record, enter a
new supplier number in this field or press F5. For more information, see ‘Managing
suppliers’ on page 128 for more information.
4 If a stock item needs reordering or if you have allocated a customer order to this
supplier, a message appears asking you if you want to populate the window with that
order.
NOTE
Tax inclusive/exclusive The Costs include tax checkbox is ticked if you selected this option in the
General options window. If you want the cost to be tax exclusive, simply clear this checkbox before you
enter any item details.

• Select Yes if you want to place either a standard shop order or a customer special
order. The product details are displayed in the Purchase Orders window. Check the
order and edit it if required.
• Select No if you want to order a new product. Enter the bar code of the product in
the Bar code field and press Enter. Choose to create the item. The Create New Stock
Item window appears. See ‘Creating a new stock item’ on page 98 for full
instructions on how to complete the fields in this window. When you commit the
transaction, you are returned to the Purchase Orders window, with the product you
just created displayed in the entered items list. Enter the supplier’s code, expected
cost and required quantity in the relevant fields.

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5 Tab to the Order Suffix field and enter a code—for example, a reference number, your
name—that will help you identify the purchase order. What you enter here will appear
in the Order No. field in the Goods Received window when you display this order.
NOTE
Expected Total The Expected Total fields display the expected total for the order including and
excluding tax.

NOTE
Due Date If you recorded the number of delivery days for the supplier in the Suppliers window, the
Due Date field displays the date you can expect the goods from the supplier. You can change this date if
you want.

6 Click the Commit-F10 button, or press F10 to commit the transaction. The order is
printed on the printer you specified for purchase orders.

Editing a purchase order

You can edit a purchase order in RetailManager. You might do this if, for example, you
notice an error in the order after you print it out, or the supplier informs you that some
items on order are out of stock. You can edit the supplier code, expected cost, tax code, and
quantity of a product on order, and change the suffix and due date if required.

To edit a purchase order

1 Go to the Transaction menu and choose Purchase Orders, or press the F9 short-cut key.
The Purchase Orders window appears.
2 Enter the Staff number and the Supplier number in the appropriate fields.
3 Click the Edit Purchase Order button. A list of purchase orders for this supplier is
displayed.
4 Select the required purchase order. The products on order appear in the grid.
5 Select the product line you want to edit by highlighting it and pressing Enter. The
product details shift to the first line.
6 Edit the order as required and Press F10 or click the Commit – F10 button to commit the
transaction.
When you print out the purchase order, a revision number will appear on the order.

Cancelling an outstanding purchase order

See ‘Cancelling an order’ on page 264 for full instructions on how to cancel an entire
purchase order or an individual item on order.

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Receiving Goods

Receiving Goods
The Goods Received window is used to receive goods into stock from a supplier’s invoice.
New suppliers and new stock items can also be quickly created from this window.
NOTE
Troubleshooting See ‘Goods Received/Returns’ on page 241 for troubleshooting information about
receiving goods in RetailManager.

When you are receiving goods in the Goods Received window, you have two methods for
creating new stock items. You can either create the new stock item:
• in the Goods Received window, which only requires the minimum amount of
information about the product, or
• in the Create a New Stock Item window (accessed from the Goods Received
window), which is used to add more detail about the stock item and set your stock
levels.
Before you create a new item, see ‘Naming your stock items’ on page 99 for important
information about how to name your stock items in RetailManager. Also see ‘Managing
stock items’ on page 97 for important information about defining product categories.
NOTE
Record supplier’s ABN If the supplier from whom you are receiving goods is registered for GST, make
sure you tick the Supplier registered for GST checkbox in the Suppliers window and record their ABN.
Otherwise, RetailManager will assume that the supplier is not registered for GST and assign the GNR
(GST Non-Registered) tax code to all items you receive from this supplier. Note that you must quote the
supplier’s ABN in order to claim GST from the ATO on your purchases.

Printing bar codes for goods received

If you want to print bar code stickers for the products you receive into stock, you need to
tick the Print Custom Bar codes with Goods Received checkbox in the General options,
Other tab. See ‘Setting your General options’ on page 37 for more information.
Use the Load Options button to display and print bar codes for goods received. For more
information about printing bar codes for goods received, see ‘To load multiple Goods
Received bar codes’ on page 125 Alternatively, after each Goods Received entry, Ctrl + Tab
back to the Goods Received window, leaving the Print Custom Bar codes window in the
background. The bar code printing grid will keep accumulating items until you either print
them or close the window.

Calculating discounts
RetailManager uses formulas to calculate any discount you receive on an individual item for
an invoice.
Discounts for any individual item on the invoice are entered as part of the unit cost of the
product in the Unit Cost field. For example, if you received a discount of 7% on a
lawnmower with a unit cost of $499, type ‘499*0.93’ and press Tab. The Unit Cost is

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automatically calculated as $464.07. You can also press the Assist button in Unit Cost field
to use the RetailManager Calculator.
See ‘RetailManager Standard Calculator’ on page 22.For more information on using the
RetailManager Calculator.

Receiving goods on order

When you place a purchase order in RetailManager and receive the goods, you can display
the order in the Goods Received window. Each product on the order is displayed, saving
you having to enter the received products manually. If there is a discrepancy between your
purchase order and the supplier’s invoice, for example you expected to pay $20 for a
product but the supplier charged you $22, you can adjust the expected cost for the stock
item as required in the Goods Received window.
NOTE
Assigning serial numbers on receipt of goods When you track serial numbers, you use the Serial
Number button in the Goods Received window to assign serial numbers to your stock as it arrives. See
‘Managing Serial Numbers’ on page 133 for more information.

Receiving part of an order

If you received only part of an order, for example, you ordered 6 squash rackets and 50 pairs
of running shoes, but the supplier sent you only 30 shoes and no rackets, you can delete the
squash rackets line in the Goods Received window and change the quantity of shoes to 30.
The purchase order will be outstanding until you receive the remaining 20 pairs of shoes
and the squash rackets. However, if you have selected to automatically reject backorders
from this supplier (see “Managing suppliers” on page 128), the outstanding items will be
deleted from the purchase order and the order will be cancelled.

To receive goods into stock

1 Go to the Transaction menu and choose Goods Received, or press the F7 short-cut key.
The Goods Received window appears.
NOTE
The date field The date in the Date field defaults to the current date, and can’t be changed.

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Click to load the purchase order.

Load order first before entering If ticked, the cost is tax inclusive. Tic or clear this box
other goods. before receiving goods

Enter goods
received here.

Enter freight tax

code for here.

Displays tax information for the selected line or Enter the supplier’s invoice total here.
for the total transaction.

2 Enter the staff number in the Staff field.

3 Enter the supplier number in the Supplier field.
If this is a new supplier, press F5 to create a new supplier. Refer to ‘Managing suppliers’
on page 128 for more information.
CAUTION
IMPORTANT It is the Invoice date and not the Goods Received date which is used if you export your
MYOB ReailManager information to your MYOB accounting software. See ‘Setting your Accounting
options’ on page 60 for more information.

4 If you have any outstanding orders for this supplier, a dialog box appears, asking you if
you want to select one. Click Yes if you have a purchase order for the received goods and
choose the order from the displayed list. Alternatively, click the Load PO button. The
products on order are displayed in the grid. Edit the product details if required.
5 Enter the invoice date and invoice number in the appropriate fields.
6 Scan the bar code or enter the product code of the item you are receiving into stock in
the Code field and press Enter. If you are receiving:
• a product that you have had in stock before, the product details are displayed. The
cursor is positioned in the Unit Cost field, ready to enter any change in unit cost. Go
to Step 8.
NOTE
Use Average Costs If you have selected the Use Average Costs option in the General options window,
the average cost will already be displayed in the Unit Cost field, calculated from the unit costs entered
when receiving the stock item into stock.

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• a new product, a Question dialog box appears. Click Create. The following dialog
box appears.

NOTE
Serial Numbers require extended stock creation You cannot enable serial numbers for a new
stock item if you choose not to use extended stock creation.

• Click No, if you want to record the minimum amount of information about the
product.
• Click Yes to enter detailed information about the product. The Create New
Stock Item window appears. See ‘Creating a new stock item’ on page 98 for full
instructions on completing the fields in this window. When you commit the
stock information, you are returned to the Goods Received window. The details
of the product you have just created are displayed. The cursor is positioned in the
Unit Cost field. Go to Step 8.
7 Enter the product details.
• Enter a product description in the Description field. This is a mandatory field.
• Enter the correct tax code for the item.
• Enter the product category in the Cat field, and the product sub-category in the Sub
field. Press the F2 key in each field to display the list of existing values.
8 Enter the unit cost, the RRP (including tax), and the quantity being received of the
product in the respective fields.
You can use the calculator in the Unit Cost field to calculate the discount you received
for a specific stock item, or enter a formula directly in the Unit Cost, RRP or Qty fields.
For example, by entering a quantity of 5, and entering T300 in the Unit Cost field, the
Unit Cost is automatically calculated as $60 for each item. See ‘Calculating discounts’
on page 116 for more information. The total cost is automatically calculated and
displayed in the Ext. field.
9 Press Enter. Once you have received the product, this stock information line is displayed
in the entered items list, and the cursor will return to the Code field ready for you to
receive the next item.
10 Repeat these steps for each product on the invoice you are receiving into stock. As you
receive each product, you will notice that the Subtotal and Total fields are updated as
you go.
When you have entered all the goods received on the invoice, and the cursor is
positioned at the beginning of another blank line, press Enter again to go to the Freight
field.
NOTE
Freight field If this supplier has been set up as ‘freight free’ in the Suppliers window, a warning will be
displayed if you enter an amount in this field.

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11 Enter any freight amount you have been charged in the Freight field.
If tax is charged on freight, press F12 to go to the freight tax field, and enter the correct
tax code. (This field displays the default tax code set in the Set Tax Codes window. See
‘Setting up default tax codes’ on page 75 for more information.) Use the Up/Down
arrow keys to find the required tax code or press F2 to view a list of tax codes.
12 Enter the total showing on the supplier’s invoice in the Expected field. RetailManager
will check that the expected total equals the total of the line items (plus freight) in the
Goods Received window. If there is a discrepancy, you will receive a message informing
you of the difference. If the difference appears to be due to rounding, RetailManager will
prompt you as to whether you want to commit the transaction. However, if there is a
significant difference between the invoice total and the line item (and freight) total, you
will be required to enter the reason for the discrepancy in the Comment field before you
can commit the transaction.
NOTE
Export information If you are exporting your data to MYOB, goods received will appear as purchases
in your MYOB accounting software.
Only the RetailManager calculated total (not the expected total) is exported to your MYOB accounting
software.

13 Enter any comments about the invoice such as damaged stock received in the
Comments field.
14 If you want to print your goods received prior to committing the transaction, press F4.
The RetailManager Report Viewer displays the Goods Received report. You can print the
report from this screen. Note that the Goods No. or GR No. (goods received invoice
number) is displayed as a negative one (-1). This number only becomes positive and
reflects the actual number of goods received in this report once you have committed the
goods received transaction.
15 Click Cost Price Adjustment to adjust the cost total of goods received.
Cost price adjustment evenly apportions an adjustment amount across product lines,
entered in the Goods Received window. This can be used for freight and other
surcharges and can also be used for negative adjustments for early settlement discounts
and other discounts.
16 Click the Commit-F10 button, or press F10 to commit the transaction.

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Managing bar codes

Managing bar codes

Bar codes enable you to identify an item (or multiple items) by using a bar code scanner.
This dramatically reduces the effort required to input information about an item when
performing transactions and when performing a stocktake. This section provides
information about re-using or reallocating barcodes, and printing and customising your bar
code labels.

Reallocating a bar code

If you want to change the bar code of a product, you can reallocate the bar code. This is useful
for example when a supplier changes the bar code of an item, or a new bar code clashes with
that of an existing stock item (and you want to assign a different bar code to the existing
item).
You can reallocate a bar code to an existing bar code so that there is more than one product
on that bar code. This is useful for example when you have the same product in different
colours or sizes, all with the same bar code. See ‘Creating multiple stock items on a single
bar code’ on page 102 for more information.

To reallocate a bar code

1 Go to the Admin menu and choose Reallocate Numbers. The Reallocate Numbers
window appears.

2 Click the Select records from drop-down arrow and choose Stock from the list of
available options.
3 Enter the old bar code in the Old Bar code field.
4 Enter the new bar code in the New Bar code field. This must be a new bar code, i.e. one
that has not been assigned to a stock item (otherwise you will have two products on the
same bar code). If you want RetailManager to enter a new bar code, press F5.
5 Click the Reallocate – F10 button or press F10.
Once you have reallocated the bar code, the old bar code is cleared and can be used
again for a new stock item.

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Printing bar codes

RetailManager enables you to print bar codes of the type ‘Code 128’. This type of bar code
looks like any other bar code, except that it does not have to conform to any regulatory
body (as is the case with type ‘EAN 13’), and you can use any number for a bar code, giving
you great flexibility.
NOTE
Printing bar codes See ‘Printing bar codes for goods received’ on page 116 for more information
about printing bar codes when receiving goods into stock.

Make sure that your bar code scanner is set to operate with both the ‘EAN 13’ and ‘Code
128’ type of labels.
In RetailManager, you can use the following types of bar code labels:
• Avery DL33 (33 stickers per page)
• UniStat 33 (33 stickers per page)
• Small DT 65 (65 stickers per page)
• Avery 65 (65 stickers per page)
• L7651 - Avery Mini Address
• L7160 - Avery Address
• L7160 - Avery Address
• J8651 - Avery Mini Address
• J8159 - Avery Address

To print bar codes in RetailManager:

1 Go to the Tools menu, and choose Custom Bar Codes or press Ctrl + M. The Print
Custom Bar Codes window appears.

Select the bar code

label starting point
here.

Click the drop-down

arrow beside this field to
select the bar code label
type.
Displays the number of labels and
number of pages required to print
them.
the bar code
will look like this
when printed.
Select the required pricing format if you
are operating under the GST system.

2 Choose the required type of bar code label. The default is Avery 33. See ‘Setting your
Printing options’ on page 48, to change the default.
3 Enter the bar code or stock number in the Stock No. field and press Enter.

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NOTE
Multiple Stock Items If the stock number has multiple stock items associated with it, a drop-down list
appears. Use the arrow keys to select the required stock item, and press Enter.

4 In the Qty field, enter the quantity of bar code labels you want to print for the stock
item, and press Enter or click the Add button. The details of the product appear in the
grid.
5 Click the drop-down arrow beside the Sell Price field and select how you want the price
to appear on the bar code.
A print preview of the selected bar code is displayed in the white frame at the bottom
right corner of the window.
NOTE
Modifiable Qty field in bar code grid You can modify the Qty (quantity) field directly in the bar
code grid.

6 Repeat these steps for each stock item for which you want to print bar code labels.
7 Select the starting point for the labels. In the Select Starting Label frame, click where on
the grid you want the labels to start printing. This is useful when you are using a sheet
of labels that only has a few stickers left.
8 When you are done, click the Commit-F10 button, or press F10. Bar code labels are
printed on your A4 printer.

Loading multiple bar codes for printing

You can choose to load multiple bar codes to be printed, either by selecting a group of
stock items from your current stock, or by selecting items from Goods Received.
1 Click the Load Options button in the bottom frame of the Print Custom Bar Codes
window. The Load Label List Options window appears.

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2 Click the Stock tab.

3 Select the primary categories, sub-categories and supplier.

4 Select the stock type, either All Stock Items or Packages Only.
5 Choose the selling price format.
6 Enter the quantity of labels you want printed for each of the items.
7 Click View. The Bar Code labelling selection list window appears.

8 Select the items you want to create bar code labels for by clicking in the Select column
beside each of the item bar codes. A tick is displayed for each of the items selected (as
shown above).
9 Click Load.
10 Click Close to close the Load Label List Options window.

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11 Print the bar code labels in the Print Customer Bar Codes window by clicking the Print
button.

To load multiple Goods Received bar codes

1 Click the Load Options button in the bottom frame of the Print Custom Bar Codes
window. The Load Label List Options window appears.
2 Click the Goods Received tab.

3 Select the Goods Received item for which you want to print labels.
4 Select the selling price format for the bar codes to be printed from the drop-down in the
Selling Price Format frame.
5 Select the number of bar codes you want printed in the Quantity of Labels frame or
select the Use Received Quantity check box to print out the exact number of labels as
goods received.
6 Click Load.
Repeat for each lot of goods received for which you want to print bar codes.
7 Click Close to close the Load Label List Options window.
8 Click the Print-F10 button in the Print Custom Bar Codes window to print the bar
code labels.

Customising bar code labels

You can modify a number of options that enable you to customise your bar code labels. You
can now choose to:
• Show or hide the stock item description,
• Show or hide the price,
• Move the price from right to left,
• Select different formats for the date on the label,

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• Show or hide the date,

• Move the date from right to left,
• Format for date (taken from regional settings),
• Show, hide or change the font of the bar code caption (number).

To set custom label options

1 Go to the Tools menu and choose Custom Bar Codes. The Print Custom Bar Codes
window appears.

2 Click a label type from the drop-down list in the Select Starting Label frame.
3 Click the Label Options button. The Label Options window appears.

4 Click the Add button at the bottom of the screen.

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5 Type your label name in the Label description field to the left of the Add button.
NOTE
Margin setting When specifying the page margin settings for your bar code labels, you also need to
check your printer’s margin or unprintable area settings and make sure that they are correct. Your
printer’s margin settings determine where the printing will start.

6 Alter the settings to customise your own label types to:

• hide the description, in the Stock Description Font frame, enter zero in the Size
field.
• hide the stock price, in the Stock Price Font frame, enter zero in the Size field.
• adjust the position of the price on the label, enter the number of centimetres
(from the right corner of the label) that you want the price left justified.
• specify a date format, in the Date frame, click the down arrow and choose the
required format.
• hide the date, click the down arrow and select ‘Do not display’ from the list.
• adjust the position of the date on the label, enter the number of centimetres you
want to left justify the date.
7 Click Apply.
8 Click Close.

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Managing suppliers
The Suppliers window is used to record all the relevant details about your suppliers. It also
records every transaction you have performed with each supplier, including all goods
received and returned goods transactions.
It is not mandatory to use the Suppliers window. For retail businesses which receive the
stock they sell from suppliers, keeping track of suppliers is essential. For retail businesses
where the supplier supplies the raw materials for making the stock, such as in the Food
industry, inventory (of the dishes for example) records of each stock item are not kept, as
the stock items are made on site. Therefore the inventory level for each stock item is set to
‘static’.
NOTE
Supplier registered for GST If your supplier is registered for GST, make sure you tick the Supplier
registered for GST checkbox in the Suppliers window and record their ABN. You must quote the supplier’s
ABN to claim GST on your purchases, from the ATO.

To add a new supplier

1 Go to the Information menu and choose Suppliers or press Ctrl + P. The Suppliers
window appears.

2 Enter the supplier number in the Supplier field and press Enter.
If you want RetailManager to automatically allocate a unique supplier number to a
supplier, press the F5 key. The word ‘New’ will be displayed in the Supplier field.
NOTE
Minimum information When you enter the supplier name, the red indicator field at the bottom of
the window changes to green, meaning you can now commit this information.

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3 Complete the Suppliers window. As you enter each field in the window, a description of
the field is displayed in the long text field at the bottom of the window.
• If deliveries from the supplier are freight free, tick the Deliveries are Freight Free
checkbox by pressing the spacebar, or click the checkbox with your mouse.
• If your deliveries are free from this supplier, a warning will be displayed when you
attempt to enter a freight charge. You can then claim credit from the supplier.
• Enter the grade of the supplier in the Grade field. This enables you to grade a
supplier as a high or low priority vendor.
• Enter how many working days you estimate it takes for goods to arrive from your
supplier(s) on average, in the Delivery Delay field. This calculated date will default
in the Due Date field in the Purchase Orders window to save you having to enter
the due date; you can override the date if required.
4 Tick the Supplier registered for GST checkbox if applicable, and enter the supplier’s 11-
digit ABN in the ABN field.
5 Tick the Automatically Reject Back Orders checkbox if you want RetailManager to reject
back orders from this supplier. When you receive part of an order through the Goods
Received window, RetailManager will reject the rest of the items and cancel the order.
6 Tick the Hide in Searches/Reports checkbox if you don’t want this supplier to appear in
search lists and reports. You can still display the supplier’s record in the Suppliers
window.
7 Click the Contact 2 tab if you have a second contact, and complete the fields.
8 Click the Commit – F10 button or press F10, to commit the information changes.

To update supplier details

The process for updating supplier details is essentially the same as adding a new supplier.
Any information in the Contact 1 and Contact 2 tabs can be updated. Note that you cannot
rename a supplier with an existing supplier name.
1 Go to the Information menu and choose Suppliers, or press Ctrl + P. The Suppliers
window appears.
2 Enter the supplier number in the Supplier field.
3 When the supplier’s record is displayed, press Enter to move through the fields and
make the required changes to the details.
Notice that as soon as you change any of the information the red indicator window
changes to green, indicating that you can now commit the changes.
4 Click the Commit – F10 button or press F10 to commit the changes.

To view supplier transactions

1 Go to the Information menu and choose Suppliers, or press Ctrl + P. The Suppliers
window appears.
2 Enter the supplier number in the Supplier field.

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Managing suppliers

Notice the six tabs in the Suppliers window. Four of these tabs—Stock, Received,
Returned, and Orders—list transaction details for the supplier and are described on the
following page.
Note the following when viewing information in a tab:
Click a column heading that has an asterisk next to it
to sort the grid by that heading. Right click to sort
the column in descending order.

Click a transaction line

or highlight it and press
Enter to ‘drill down’ to
the original transaction
and view it in detail.

Click here to view cost/sell Click here to view cost/sell

price tax inclusive. price tax exclusive.

Stock The Stock tab lists all the stock items supplied by the supplier, together with the
cost, and date and quantity supplied.

Received The Received tab lists your goods received transactions with the supplier. This
list is sorted by the date of the transaction, and also displays the name of the staff member
who received the goods into stock, the invoice number, the purchase order number and
total.

Returned The Returned tab lists your goods returned transactions with the supplier. This
list is sorted by the date of the transaction, and also displays the name of the staff member
who processed the transaction, the Return Advice number and total.

Orders Click the Orders tab to view the items on order from this supplier. The grid lists for
each item on order, the date, order number, suffix, cost, quantity on order and status of the
order.

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Returned Goods
NOTE
Processing multiple returns If you are processing a lot of returns together, you can have several
Returned Goods windows open at once, and use Ctrl + Tab to move between the windows.

‘Returned Goods’ in RetailManager refers to goods you are returning to a supplier. These
could be goods you have received damaged from the supplier, faulty goods, goods that you
didn’t order, goods returned by customers due to a fault, and so on.
It is common practice that you need a Returns Authorisation form from your supplier to be
able to return goods to that supplier. You may want to check that you have the
authorisation before you send the goods back!
NOTE
Tracking Serial Numbers through returned goods. If the goods you are returning have serial
numbers you are tracking, ensure you enter the appropriate serial number information. See ‘Managing
Serial Numbers’ on page 133 for more information.

To return goods to a supplier

1 Go to the Transaction menu, and choose Returned Goods, or press F8. The Returned
Goods window appears.
If ticked, cost is tax-inclusive. Untick to enter cost tax
exclusive before entering goods.

Select correct
invoice from list if
the product was
supplied on more
than one invoice.

2 Enter your staff number in the Staff field, and then enter the supplier number in the
Supplier field.
3 Enter the supplier’s Return Authorisation number in the RA No. field.
4 Scan or type the bar code of the product you want to return to the supplier in the Code
field and press Enter.
5 Select the invoice. If there is a record of you having been supplied this product from this
supplier, the invoice number(s) will be displayed in the Invoice field. If the product has

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been supplied to you on more than one invoice, the most recent invoice number is
displayed by default. Use the arrow keys to scroll back through the invoice numbers to
select the required invoice. You can also choose to leave this field blank.
As you scroll through the invoice numbers, the invoice unit cost of the product for each
invoice is displayed in the Unit Cost field. You can change the unit cost that you are
claiming for the returned product.
NOTE
Check invoice If no invoice number is displayed in the Invoice field, then this product has never been
recorded as supplied to you by this supplier.

6 Make sure that the tax code displayed in the Tax field is the same one used by the
supplier when this item was supplied.
7 Enter the quantity of the product you are returning in the Qty field.
NOTE
Editing a line To edit a line in the grid, select it and press Enter. This brings the item to the product
details line, ready for editing.

8 Enter any explanation of why you are returning the product, or any other comments
about the return in the Comments field.
9 Press Enter again and commit the transaction.
A Returned Goods Advice Note is printed, unless you have selected not to print one in
the Printing Options window. If you want to print more than one copy of every
Returned Goods advice note, for example to send one to the supplier and keep a hard
copy on file, choose Reprint – Returned Goods from the Tools menu, or set
RetailManager to print two copies of the Returned Goods docket.
NOTE
Exporting to your MYOB accounting software If you are exporting your data to your MYOB
accounting software, returned goods will appear as journal entries in ‘Settle Returns +Debits’ in your
MYOB accounting software.

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Managing Serial Numbers

Managing Serial Numbers

RetailManager serial numbers can be processed from the moment you create a stock item
(See ‘Creating a new stock item’ on page 98 for more information about creating a stock
item) or at any time during your inventory life cycle, up to and including the time of sale.
RetailManager’s serial numbers help you to:
• retain on-line records of serial numbers for post sale warranty servicing
• enforce unique serial numbers for tighter stock control.
• process serial numbers by supplier or product
You set options that apply to all your serial numbers using the Serial Number options
window. See ‘Setting your Serial Number options’ on page 70 for more information about
general serial number options.
You access serial number functionality using the Serial No. button in the Goods Received,
Returned Goods, Stock, Sales, Sales Order Payment, Lay by Payment and Quote
Converter windows.
You can create and process a serial number for an actual item at the time of a transaction
(Receipt of Goods, Sale, Sales Order Payment, Lay by Payment or Quote Conversion).
The following sections provide information on how to work with serial numbers from the
windows within RetailManager that have serial number functionality.

To enable serial numbers for a stock item

You enable serial numbers for an existing stock item by ticking the Track Serial Numbers
checkbox in the Stock window.
You enable serial numbers for a new stock item by ticking the Track Serial Numbers check
box when you are creating an item either in the Stock window or the Create New Stock
window.

Assigning serial numbers through transaction windows

When you make a transaction that includes a stock item that has serial numbers enabled,
you assign the serial number before you commit the the transaction.
You can assign serial numbers through the following windows.
• Sales
• Lay-by Payments
• Sales Order Payments
• Quote Conversion
• Lookup Serial Number

To process a serial number during a transaction.

Serial number entries should be processed for a stock item before you complete and commit
a transaction.

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1 Begin a transaction, such as a sale, by completing the appropriate fields in the

transaction window and by entering the product details of the item in the item selection
line.
2 Press Tab, Enter or click ‘+’ to move the item to the entered item list of the transaction
window.
If you have Prompt for Serial Number Entry set in your Serial Number options, the
appropriate Serial Numbers window appears.
If you do not have Prompt for Serial Number Entry set in your Serial Number options,
locate and click the Serial No. button in the transaction screen. The appropriate Serial
Numbers window appears. For more information about serial number options see
‘Setting your Serial Number options’ on page 70.
The Sales Serial Numbers window is displayed as an example below.

The top frame of the Serial Number window displays all the stock items in the entered
item list of the transaction window that have serial numbers enabled.
The bottom frame contains a list of the serial numbers that apply to the stock item
highlighted in the top frame.
Each Serial number entry includes the time in days (Age) since the serial number was
created, either through the Goods Received window (see ‘Assigning Serial Numbers
from the Goods Received window’ on page 135 for more information) or through the
Stock window (see ‘Assigning and creating serial numbers from the Stock window’ on
page 136 for more information)
3 Select the serial number that applies to your item by ticking the checkbox in the select
column on the same line as the serial number.
If the serial number is not in the list, you can create a serial number entry. See ‘To create
a serial number entry at the time of a transaction’ below for more information.
4 If you want to enter warranty information, click the Warranty Expires column. A down
arrow is displayed.
5 Click the down arrow. A calendar appears. Select the warranty expiry date for this item.

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6 When you have completed assigning serial numbers and setting serial number
information, click OK
7 The Serial Numbers window closes, and the original transaction window appears.
8 Continue with the transaction.

To create a serial number entry at the time of a transaction

1 From the transaction window, locate and click the Serial No. button.
The Serial Number window appears
2 Select the stock item for which you want to create a serial number entry in the top
frame. The bottom frame of the Serial Number window displays all current serial
numbers available for the selected stock item.
3 Click Create Serial Entry.
A new serial entry is added to the lower frame, with a tick already applied to the Select
checkbox.
NOTE
Number of new serial entries You can only create as many new serial entries as the quantity of the
stock item selected in the current transaction. The quantity is displayed in the last column of the top
frame of the Serial Number window.

4 Select the serial entry line in the Serial Numbers column. Enter the serial number.
5 If you want to enter warranty information, click the Warranty Expires column. A down
arrow appears.
6 Click the down arrow. A calendar appears. Select the warranty expiry date for this item.
7 Click OK. The Serial Number window closes and the original transaction window
appears.

Assigning Serial Numbers

Once a stock item has been enabled for Serial Number tracking, you can use the serial
number functionality available in most transaction and stock control windows, including
the Goods Received, Returned Goods, Stock, Sales, Sales Order Payment, Lay-by
Payment, and Quote Converter windows. You access this functionality by clicking the
Serial No. button located on the window.

Assigning Serial Numbers from the Goods Received window

When you assign serial numbers to your goods as you receive them, and you record the
invoice number from your supplier as part of the goods received process (see ‘To receive
goods into stock’ on page 117 for more information) the invoice number and goods ID
recorded by RetailManager are included with the serial number entry. You can access this
extra information later through the Stock window.

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The process of recording a serial number entry for a stock item is the same as that for other
transaction windows. See ‘Assigning serial numbers through transaction windows’ on
page 133 for more information.

Assigning and creating serial numbers from the Stock window

You use the same procedure to create and assign serial numbers using the stock window as
you do for transaction windows. See ‘Assigning serial numbers through transaction
windows’ on page 133 for more information.
When you create serial number entries using the stock window you can create as many
serial number you want.

To re-assign serial numbers through a refunded sale.

When a customer returns a stock item with a previously tracked serial number, perhaps for
warranty work or a refund, you perform a refund using the Sales window to bring the stock
item back into your inventory, enabling you to re-assign the original serial number. See ‘To
refund a sale’ on page 172 for the complete procedure you perform for refunding a sale.
1 Go to the Sales window either by using the short-cut key F6, or by choosing Sales from
the Transaction menu.
2 Scan or enter the bar code for the product being refunded, and enter a negative quantity
in the Qty field, to indicate that it is being refunded.
3 Press Tab, Enter or click ‘+’ to move the item to the entered item list of the transaction
window.
If you have Prompt for Serial Number Entry set in your Serial Number options, the
appropriate Serial Numbers window appears.
If you do not have Prompt for Serial Number Entry set in your Serial Number options,
locate and click the Serial No. button in the transaction screen.
The appropriate Serial Numbers window appears.

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The stock item is displayed in the top frame of the Sales Serial Numbers window with
the Qty field highlighted and Rtn(x) displayed (where x represents the number of items
returned).
4 Click Create Serial Entry and enter the serial number that was previously applied to
this stock item.
If you are unsure as to the original serial number for this stock item, use the Lookup
Serial Numbers window to view the serial number audit trail for this item. You can
search on serial number transactions based on bar code, customer number, supplier
number and the serial number itself. See ‘The Lookup Serial Numbers window’ on
page 138 for more information.
5 Click OK. The Serial Number window closes and the Sales window appears.
6 Continue with the refund transaction.

Viewing detailed Serial Number information

You can view detailed information from the Stock Information Serial Numbers window,
accessed through the Stock window. The Stock Information Serial Numbers window
displays comprehensive information about serial number entries, including (where
applicable) the RetailManager created goods ID and a supplier’s invoice number entered
through the goods received window. You can also view the inventory status of the stock
item associated with a serial number entry.

To view detailed Serial Number information

You view detailed information about serial number entries for a stock item through the
Stock window.
1 Go to the Stock window and scan or enter the bar code of the item.
The Serial No. button becomes active.
2 Click Serial No.

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The Stock Information Serial Numbers window appears.

Information about the Serial numbers assigned to stock items with the bar code you
entered is displayed in the lower frame of the Stock Information Serial Numbers
window.
The Status column indicates the inventory status of the stock item associated with a
particular serial number. IN indicates the item is in stock, LB indicates the item is held
on lay-by, SO indicates the item is on sales order.
While a stock item has the status of IN you can edit the serial number, you cannot edit
a serial number with the status of LB or SO.
3 Click OK to return to the Stock window.

The Lookup Serial Numbers window

The Lookup Serial Numbers window enables you to follow a serial number’s audit trail.
This means you can view all the transactions committed with a particular stock item that
has a recorded serial number entry.
You can also use the Lookup Serial Numbers window to edit serial number entries that
belong to items that have been sold, or stock items that have been returned to a supplier.
This enables you to edit serial number information when the stock item is no longer
physically in your inventory.
You access the Lookup Serial Numbers window through the Admin menu.
You can choose to look up serial numbers by serial number, by bar code, by supplier number
and by customer number.

To use the Lookup Serial Numbers window.

1 Go to the Admin menu and choose Lookup Serial Numbers.

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The Lookup Serial Numbers window appears.

2 Click the down arrow beside the Lookup Serial Number by: field.
3 Select the classification by which you want to search (Serial Number, Bar code, Supplier
, Customer ).
4 Either enter the appropriate number, or click Assist and select the entry from the list.
An audit trail is shown in the top portion of the Lookup Serial Numbers window,
displaying all the serial number transactions relevant to your initial search criteria. (for
example, if you chose to look up serial numbers by a specific customer number, a list of
all transactions that involved serial numbers and that customer is displayed. If you
choose to look up serial numbers by a specific serial number, a list of all committed
transactions against that serial number entry is displayed.
5 Click Commit to finalise your changes.
6 Click Print to print the audit trail to your report printer. Click Close to finish viewing
the audit trail and to return to RetailManager.

Editing serial numbers after a Sale or Returned Goods transaction.

When you commit a sale, or return goods to a supplier, the stock item is no longer part
of your physical inventory. Serial number information of items no longer in your
inventory can only be edited from the Lookup Serial Numbers window.
The Lookup Serial Numbers window enables you to edit serial number entries that
belong to stock items that are no longer in stock. You can only perform this function
when you use the Lookup Serial Numbers by: Serial Number selection.
NOTE
Finding the right serial number If you are uncertain of the serial number you are looking for, use the
‘To use the Lookup Serial Numbers window.’ above to find the serial number by searching by customer
number or supplier number.

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To edit serial number information for items no longer in stock

1 Go to the Admin menu and choose Lookup Serial Numbers.
The Lookup Serial Numbers window appears.
2 Click the down arrow beside the Lookup Serial Number by: field.
3 Select Serial Number as the classification by which you want to search.
4 Either enter the serial number, or click Assist and select the entry from the displayed list.
The serial number audit trail is displayed in the top part of the Lookup Serial Numbers
window, and an Edit button appears.
5 Click Edit. The Edit Serial Number window appears.

6 Edit the serial number, add or change the warranty date as required.
7 Click Apply to record your changes. The Edit Serial Number window closes.
8 Click Commit to finalise your changes.
9 In the Lookup Serial Number window, click Print to print the audit trail to your report
printer. Click Close to finish viewing the audit trail and to return to RetailManager.

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Stocktaking and stock adjustment

Stocktaking and stock adjustment

Traditionally stock adjustment procedures have consisted of the annual stocktake; this is
the one time of the year when a retailer would synchronise actual with recorded inventory
levels.
The RetailManager stock adjustment procedures offer several more options, which allow a
busy retailer to adjust stock levels for an individual stock item or any category or sub-
category of stock items, in addition to the complete stocktake. This gives the retailer the
flexibility to run a partial stocktake of a company’s goods for a rep’s visit, or adjust the stock
level of a single stock item because additional stock has been found in the storeroom.
The annual stocktake is still an important and major undertaking. You can use your
computers and scan your stock directly into RetailManager, or you can print out stocktake
sheets in RetailManager for a manual stocktake. You can then run the Stocktake report to
identify discrepancies.
NOTE
Adjusting stock levels in your accounting software No journal entries are created by any of the
stock adjustment procedures in RetailManager; if you are also tracking stock levels using MYOB
accounting software, you will need to manually adjust the stock levels in your accounting software.

The What’s in Stock reports

Running a stocktake in any form, whether it’s a complete or a partial stocktake, is not to be
taken lightly, because any stock item for which you don’t enter a count in the stocktake
will be set to zero.
The What’s In Stock report and What’s In Stock Detailed report can be a useful alternative.
You can run the reports for your entire inventory, or for any category or sub-category. You
can run the reports for a specific supplier in preparation for a rep’s visit.
There are several primary and secondary sort criteria (by bar code, description, available
quantity, and so on) for these reports, which can then be sorted in ascending or descending
order. You can also choose to group the stock items by supplier.

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The following is an example of the What’s in Stock report.

The complete stocktake

A complete stocktake is a major undertaking, which usually involves a lot of extra staff,
organisation and time. While some retailers may only do an annual complete stocktake,
many retailers are now stocktaking monthly, bi-monthly or every three months.
In RetailManager you can either run a manual stocktake, printing out stocktake sheets in
RetailManager, or you can use your bar code scanner and computer(s) and count your stock
directly into RetailManager, giving you huge improvements in the accuracy and speed of
your stocktake.
RetailManager enables you to continue to make sales and receive goods during the
stocktake. See ‘Making sales and receiving goods during stocktake’ on page 144 for more
information.
NOTE
Scanning If you are using a scanner, it’s a good idea to have one person scanning bar codes and
another person stationed at the computer to pick up on any potential errors, such as incorrect bar codes.

Important note Only perform a complete stocktake if you will be counting every item of
inventory. Uncounted items are set to zero when you commit the stocktake—meaning that
every item you did not count will have a zero inventory level in RetailManager.
You must include all items of stock in your count, including items set aside for lay-by and
sales order.

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When you enter the Stocktake window the following dialog box reiterates this.

NOTE
Stocktaking packages You cannot stocktake packages. You must count their components individually.

Performing a stocktake using a bar code scanner

Use your barcode scanner and computer(s) to assist you in data entry fro your stocktake.
Alternatively, you can perform a manual stocktake. See ‘Performing a manual stocktake’ on
page 145 for more information.

To run a complete stocktake using a bar code scanner

1 Go to the Transaction menu and choose Stocktake, or press Shift + F11.
2 If you have any RetailManager windows open (such as a Sales window), a further
message appears informing you that RetailManager will close all screens.

3 A warning message appears alerting you that any item not counted will be zeroed. Click
Yes to accept this warning.
The Stocktake window appears.

If you have password-protected Stock Details in the Security Options window, you
must enter your password before you proceed.

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4 Tick the Auto-Count checkbox if you are only counting single quantities of each stock
item at a time. This means that a quantity of one will be assumed for every product
scanned. This obviously requires you to scan every product, but eliminates some
possibility for error. If you are counting multiple quantities of the same stock item, don’t
select this option.
NOTE
Clearing the stocktake grid Click the Clear All button to clear the grid of any existing stocktake
counts if this is not your first RetailManager stocktake.

5 Scan the product’s bar code (or manually enter it) in the Stock Number/Count field.
When you enter the bar code/stock number, the product description, supplier, cost,
price, and quantity in stock are displayed for the product.
6 Enter the quantity of the product in the Add Count field and press Enter.
NOTE
Matching actual with recorded stock levels The value is displayed in red if the quantity you
entered does not match the stock level in RetailManager.

You can simply scan every product, or scan the first product, and enter the quantity of
the product in this field.
The Running Total field gives you a running total of how many of each product you
have already counted.
The grid displays each scanned/counted product. You can use the scroll bar or arrow
keys to view the list. For each product entered, the time the count was entered, the
product description and the count are displayed in the grid.
Click the Date/Time header in the grid to sort the stock items by date, Description to
sort by stock item description, or Count to sort by number counted of the stock item.
Right-click the header to sort the column in descending order.
NOTE
Changing the count of a product There are two methods to change the count of a product: Either
change the count directly by entering a number in the Count column in the stocktake grid, or highlight
the product line in the grid and press Enter. The product details appear in the top half of the window.
Change the count and press Enter.

Making sales and receiving goods during stocktake

With many businesses trading 7 days a week, it is common for retailers to still be trading at
least during part of the stocktake.
RetailManager enables you to make sales and receive goods during stocktake. This means
that your till(s) can be free to make sales in the middle of a stocktake. If you have the
Stocktake window open on a computer, you can simply open the Sales window and make
a sale.
Once you have made the sale, return to the Stocktake window and manually adjust the
count for the sold stock items that have already been counted. This ensures the integrity of
the stocktake.

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To make a sale during stocktake

1 With the Stocktake window open, open the Sales window and make the sale to the
customer in the usual way.
2 When the sale has been made, display the sale again in the Sales window.
3 Return to the Stocktake window, and check whether or not the stock item sold has
already been counted in the stocktake. If the stock item:
• hasn’t been counted, you don’t need to adjust the stocktake at all.
• has already been counted, change the count to reflect the quantity sold by either
directly changing the number in the Count column in the stocktake grid, or by
highlighting the product line in the grid and pressing Enter, then changing the
count number in the count field of the product details where they appear in the top
half of the window and pressing Enter.
4 Repeat step 3 for each stock item sold in the sale, and close the Sales window when
finished.

Performing a manual stocktake

If you are running a manual stocktake, RetailManager has a versatile facility for printing out
stocktake sheets. Stock sheets can be printed listing all your stock items or only stock items
for a selected category or sub-category and custom fields, with spaces to enter your count
and any comments.
You can also filter manual stocktake sheets by supplier. This is useful if you need to perform
regular stock takes for different suppliers. Before a rep’s visit, you can run a stocktake for the
supplier so that you know exactly what you currently have in stock and what you need to
order from the rep.

To print stock sheets

1 Go to the Transaction menu and choose Stocktake, or press Shift + F11.
2 If you have any RetailManager windows open (such as a Sales window), a further
message appears informing you that RetailManager will close all screens.

3 A warning message appears alerting you that any item not counted will be zeroed. Click
Yes to accept this warning.
The Stocktake window appears.
4 Click the Stock Sheets button. A dialog appears listing your categories and sub
categories.
5 Select the Primary Categories, and Sub Categories for which you want to print the
stocktake sheets. If you want to print stocktake sheets for all of your categories, or all of

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your custom fields, click the Select All/None buttons at the bottom of the lists. Click
Next. A dialog appears listing your suppliers.
6 If you want to print stocktake sheets listing only products received from a specific
supplier(s), tick the appropriate checkbox(es). Otherwise click the Select All button and
click Next. A dialog appears allowing you to choose to show the current quantity on
hand for each stock item. Select either to show or not to show the current quantity on
hand. A dialog appears enabling you to select the field on which to group items.
7 Select the field to group on and click Next.
8 Select the primary and secondary criteria by which the products will be ordered in the
stocktake sheets. Click the Descending Order checkbox if you want to sort the products
in descending order, either alphabetically or numerically.
9 The Stock sheets are displayed in the RetailManager Report Viewer. See ‘Using the MYOB
RetailManager report viewer’ on page 253 for more information about the
RetailManager report viewer.
10 Click the Print button ( ). The Print dialog box appears. Specify the page range,
required number of copies etc. and click OK.
11 The stock sheets are printed to your report printer.

Entering manual stocktake results into RetailManager

Once you have completed your manual stocktake, you will have a number of stocktake
sheets which have to be entered into RetailManager. These results are entered into
RetailManager using the Stocktake window.
This is the same process as is described in Performing a stocktake using a bar code scanner
except that you will be entering the bar codes manually instead of scanning bar codes. See
‘Performing a stocktake using a bar code scanner’ on page 143 for more information.
Note that when you commit stocktake information in RetailManager, all stock items (in the
selected category/sub-category criteria, if used) for which a count has not been entered will
be set to zero.

Performing a partial stocktake

You may also want to do a stocktake on particular ranges of products within your store. This
means that you can check your stock levels for any product category or product sub-
category in RetailManager.
NOTE
Preparing for a sales rep’s visit You can also do a manual stocktake before a sales representative’s
visit. The manual stocktake sheets can be filtered by both category and supplier. See ‘Performing a
manual stocktake’ on page 145 for more information.

The effectiveness of doing a partial stocktake depends on how you have set up your product
categories and sub-categories. For example if you have set up your categories by supplier,
you could regularly do a partial stocktake when the supplier’s representatives come in. This
is why it is so important to set up your categories and sub-categories carefully when you set
up RetailManager.

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You can also use the Custom 1 and Custom 2 fields in the same manner, and perform a
partial stocktake based on the information in these fields.
Note that uncounted stock items in a partial stocktake will be set to zero when you commit
the stocktake—that is, every item in the category or sub-category that you didn’t count is
set to zero.
If you counted stock items that are not part of the partial stocktake Custom 1, Custom 2,
category or sub-category, these new quantities will not be adjusted when you commit the
stocktake.

To run a partial stocktake

1 Go to the Transaction menu and choose Stocktake, or press Shift + F11.
2 If you have any RetailManager windows open (such as a Sales window), a further
message appears informing you that RetailManager will close all screens.

3 A warning message appears alerting you that any item not counted will be zeroed. Click
Yes to accept this warning.
The Stocktake window appears.
4 Tick the Partial Stocktake checkbox, if you want to stocktake a specific part of your
stock.

5 Select the product category or categories you want to stocktake by clicking the checkbox
of the required categories. If you want to select all categories, click the Select All/None
button. To deselect all categories, click this button again.
If you only want to stocktake selected sub-categories, leave the Primary Categories
options deselected, and click the checkbox of the required Sub Categories options. If
you want to select all Sub Categories, click the Select All/None button.
NOTE
Using Custom fields Select the appropriate Custom1 or Custom 2 field if you want to do a partial

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stocktake using the custom fields as parameters for your stock take, in the same way as you use
categories and sub-categories above. Alternatively use the Select All/None buttons beneath the Custom1
and Custom2 fields to use all available custom fields as parameters of your stocktake.

Completing a stocktake
When you have finished counting and entering your results, run the Stocktake report. This
report lists any stock items for which the stock level recorded in RetailManager is at
variance with the stocktake quantity. This is a good way of checking out any discrepancies.
NOTE
Run the Stocktake report before you commit the stoctake You must run this report before you
commit the stocktake, or the initial RetailManager stock level for the products will be overwritten with the
new stocktake quantity, and no comparison will be available.

As the RetailManager stocktake doesn’t generate any journal entries, you will have to create
an inventory adjustment in your accounting package. Use the Stocktake report as the basis
for making the necessary journal adjustments in your accounting package.

To run the Stocktake report

1 In the Stocktake window, when you have entered some counted quantities for
products, click the Display Shortages button.
2 Set the filters for the Stocktake report.
• Click the Display only stocktake outages radio button.
• Select the field to group on and the sort order.
The Stocktake report is displayed on screen. This report lists the bar code and
description, category and sub-category, counted quantity, expected quantity, and the
shortage in dollars and as a quantity for each product. Where you have not entered a
count quantity for a product, the quantity of the product that RetailManager says you
have in stock is displayed (as a negative value) as the shortage quantity.
3 Click the Print button to print out the report, or click the Export button to export the
report to an application or save the report to disk. For more information, see ‘To export
a report’ on page 254.

Committing a stocktake
When you are satisfied that you have an accurate count of your entire (or partial) stock, you
can commit the stocktake. Committing the stocktake will transfer the new stock quantities
to your stock file and update your existing stock levels, so you need to be quite sure that are
you are ready to commit the stocktake.

To commit the stocktake

1 In the Stocktake window, click the Commit-F10 button.

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2 Click the Yes button for the various dialog boxes that are displayed. RetailManager backs
up the database automatically and displays the location of the backup files.

Adjusting stock levels of a single item

NOTE
Security If you have set up Admin Security in the Security Options window, this function is password-
protected.

You can adjust a single item of your stocktake using the Single Item Stocktake function.
You can use the single item adjustment procedure to adjust the quantity of a stock item
after you have committed a stocktake, for example if you find that something has been left
out. You can however do a single item adjustment at any time, as required. For example, do
single item adjustments to account for breakages, damages or known thefts.
All single item adjustments are included in the Audit tab in the Stock window.
Making single item adjustments when required results in RetailManager’s inventory levels
more accurately reflecting your actual stock levels.
Note that the single item adjustment only affects the stock item in question, and will not
affect the quantity of any other stock items.

To adjust the quantity of a single item

1 Go to the Admin menu and choose Single Item Stocktake. The following dialog box
appears.

2 Scan the product’s bar code in the first field or press F2 to retrieve the product code from
the search window. The product details are displayed in the fields below.
3 Enter the new stocktake quantity for the product in the field where the cursor is
positioned.
4 Click the Commit button or press Enter.
You will be asked to confirm that you want to update the quantity for this product.
Select Yes. Another dialog box appears, confirming the new quantity.
The new quantity for the product is now recorded.

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CHAPTER

5 Sales

Overview 153 Account sales 170

Setting up the Sales window 155 To make the debtors function inactive 170
To make an account sale 170
‘Hidden’ Sales window features 156 Making an account enquiry 171
Customer Information 156 Finding out a customer’s account details 171
Grade Information 156 To refund a sale 172
Profit Information 157 To make an account payment 174
Tax Information 157 Reversal of Account Payments 175
Line Tax 158
Sales comments 158 Credit notes 176
Scanning individual units 158 To refund by credit note 176
Delivery Address 158 To redeem a credit note 177
Serial Numbers 159 Gift Vouchers 178
Print Options pop up window 160 To make the gift voucher payment type inactive 178
To set print options from a transaction window 160 To issue a gift voucher 178
To redeem a gift voucher 179
Making a sale 162
Calculations 162 Customer Special Orders 181
To make a sale 163 To make the Special Order payment type inactive 181
Creating a customer special order 181
Sales transaction examples 167 Step 1 - Record the customer special order 182
Cash out on EFTPOS with a sale (unconnected) 167 Step 2 - Record the customer deposit 182
Cash out on EFTPOS with a sale (connected) 167 Step 3 - Allocate the special order to a supplier 183
Cash out on EFTPOS without a sale (unconnected) 168 Step 4 - Order the item 183
Cash out on EFTPOS without a sale (connected) 168 Receiving a product on special order 183
To sell a special ordered item 183
To cancel an outstanding special order 184

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Lay-bys 185 Quotes 194

To make the lay-by function inactive 185 To make the quote function inactive 194
To make a lay-by sale 185 To make a quote 194
To update a lay-by 186 To update a quote 195
To record a lay-by payment 187 To convert a quote 196
To cancel or refund a lay-by 188 To cancel a quote 196
Sales Orders 189 Reprinting in RetailManager 197
To make the sales order function inactive 189 To reprint the last transaction 197
To create a sales order 189 Reprinting transactions 197
To update a sales order 190 Reprinting from the Customers window 197
To record a sales order payment 191 Reprinting from the Stock window 198
To cancel or refund a sales order 192 Reprinting from the Suppliers window 198
To convert a sales order 193

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Overview

Overview
The Sales window is used to make sales transactions. Each sale is processed, recorded, and
adjustments to stock are made. The Sales window can be divided into three sections:
retailer/customer details, product details, and payment details.
NOTE
Frequently asked questions See ‘Sales, Lay-bys, Credit Notes, and Gift Vouchers’ on page 233 for
troubleshooting questions and answers for sales in RetailManager.

Product
Retailer/ Details line
Customer
Details

Product
Details list

Payment
Details

Each RetailManager sale transaction shares a set of characteristics:

• Staff member. You need to define at least one staff member. If staff management is
not defined, this can be a generic staff member such as ‘sales’ or ‘staff’.
• Customer. If no customer is entered, customer information is not printed on the
sales docket. You must enter a customer number if you are making an account sale,
sales order, quote, a lay-by sale, a customer special order, or issuing a credit note,
deposit or gift voucher.
• Items sold. The items to be sold are entered in the Product Details area. You can
adjust the price and quantity as required. Note that if you want to edit an item’s
description in the Sales window, you need to select the Allow description change at
POS option for that item in the Stock window.
• Tax Code. Each stock item sold must have a tax code. If required, you can change an
item’s tax code at the point-of-sale.
• Discount. This field is available for every sale, if required.
• Payment types and payment options. The payment of the sale is allocated to one or
more of the available Payment Types. See ‘Setting your Payment Type options’ on
page 43 for more information.

Sale Quantity Retail Manager supports both whole number and partial number selling
quantities, making it suitable for both retail operations that sell only whole quantities and
those that deal with fractions and decimals. With RetailManager you have the flexibility to
sell, for example, 3 pizzas, 1 slice of pizza or even $12 worth of pizza if you wanted to.
By default, RetailManager displays items as whole quantities in transaction windows. To sell
partial quantities of a product, you simply need to check the Allow Fractional Quantities

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Overview

checkbox for that product in the Stock window (see ‘Creating a new stock item’ on
page 98). You can then enter a partial quantity in the Sales window either as a decimal value
or as a fraction. For example, a half kilo of peaches can be entered as ‘1/2’ or ‘.5’.
RetailManager will display the quantity in decimals.
To sell a dollar amount worth of a product, for example, six dollars worth of lollies, you
would enter ‘T6’ in the Qty field. RetailManager calculates the number of lollies that can be
bought for $6 (tax inclusive) and enters the quantity in the field.
When the Product Details line is empty, and there are items in the Product Details list (refer
to the above diagram to identify these areas of the Sales window), the Qty field displays the
sum of all items entered in the Product list.

Tax The Sell field in the Sales window displays an item’s sell price including tax. The Tax
field displays the tax code for each line item. You can change an item’s tax code at the point-
of-sale.
You have the option to lock the Tax field in the Sales window to prevent users from editing
this field. If required, you can hide the Tax field in transaction windows. (See ‘Setting your
General options’ on page 37, for more information on locking or hiding the Tax field.)

Freight Freight is treated as a stock item in RetailManager. If your business charges freight
on sales, you will need to create one or more stock items for freight (depending on the needs
of your business) in the Stock window. See “Setting up a Freight item” on page 95 for more
information. To charge freight on a sale, simply enter the Freight item in the Sales window,
and key in the freight amount (and quantity if applicable) in the Sell field.

Rounding You have the option to select the rounding rule you want to use when
calculating the total of a sale. You set the rounding rule for each payment type. (See ‘Setting
your Payment Type options’ on page 43 for more information). If you chose to round to the
nearest 5 cents, 10 cents, or dollar, when you make a sale, RetailManager inserts the
rounding amount in the Rounding field. This gives you the option to change the rounding
amount if you want. For example, you may decide to round to 5 cents for a cash
transaction, but not for an account transaction.

Multiple Sales windows You can have multiple sales windows open at the same time. This
allows for those situations when half-way through ringing up a sale, the customer wants
something else; you don’t have to cancel your sale – another sales person can simply open
a new sales window and make another sale.
NOTE
Alternating between windows Use the shortcut key Ctrl + Tab to alternate between open windows,
or press Alt + W to view a list of open windows, and type the number of the required window.

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Setting up the Sales window

Setting up the Sales window

RetailManager can be configured in a number of ways so that you can make sales the way
your retail business requires. You can use the RetailManager options to skip specific fields in
the Sales window. So for example, if your business doesn’t usually give discounts on
products, the Discount field in the Sales window will be skipped each time you make a sale.
Also, the use of a bar code scanner or programmable keyboard will affect the way a sale is
processed. See ‘Setting up a bar code scanner’ on page 302 and ‘Working with
programmable keyboard devices’ on page 309 for more information.

EXAMPLE

There are several fields in the Sales window that a coffee shop for example might not
require: customer number, selling price, quantity, discount and the custom field. If you turn
on the Skip Field options for these in the Security options and General options windows,
and select the Scan Individual Units function from the Tools menu, when you make a sale,
you reduce the number of individual keystrokes required. The procedure for making this
sale would be as follows:
1 Enter the staff number in the Staff field and press Enter.
2 Enter the product code for a long espresso and press Enter. The description, category,
sub-category, tax, selling price, quantity, and total for the line are displayed. The cursor
is positioned in the Code field for a new line ready for a second item to be sold.
3 Press Enter. The cursor is positioned in the Payment Details frame highlighting the first
payment method, which for a coffee shop should be cash.
4 Key in the amount of cash they are paying and press Enter.
5 Click Yes, to accept the amount, commit the transaction and confirm the change. Press
any key to clear the Cash Change dialog box.

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‘Hidden’ Sales window features

‘Hidden’ Sales window features

There are a number of hidden fields or frames in the Sales window. These fields or frames are
accessed from certain fields in the window by pressing a shortcut key or by clicking on a
button, and give additional options relating to the fields.

Customer Information
When you tab through the Customer field after entering a customer, if you have not
disabled the Sales Window Customer History options in the General options window,
customer and/or account information is displayed over the Payment Details frame.

NOTE
Sales Window Customer History options See ‘Sales tab options’ on page 39 for more information
about the Sales Window Customer History options.

This information can be used to inform the customer of their account situation, give the
customer any promotional information, or create add-on sales based on the customer’s
recent purchases. You can update the customer message from the Customers window.
NOTE
Customer Information F11 shortcut key You can also view customer information when you are in a
transaction window, by pressing the F11 shortcut key, if you have not disabled the Sales Window
Customer History options, mentioned above.

Prices displayed in the Recent Purchases frame are GST inclusive.

When you tab through the Custom field, the Recent Purchases frame disappears and the
Payment Details frame appears.

Grade Information
When the cursor is in the Sell field you can press the Up/Down arrow keys to display the
Grade field. This field lists the various grades you can give the customer for the item. Use
the arrow keys to scroll through the list; when the required grade is displayed, press Enter to
select it. The sell price is automatically adjusted according to the grade, and the cursor
moves to the Qty field.
NOTE
Setting grades For more information on setting grades, see ‘Setting up Set Pricing’ on page 255.

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Profit Information
You can view profit information for a line item or for the total sale in the Sales window. If
you have switched on security for Cost Pricing in the Security Options window, you will
need to enter your password to view this information.
NOTE
Estimated gross profit The Sales window only displays the estimated gross profit on a sale. If a
customer makes an account payment and you give them a discount, the gross profit in the original Sales
window will not be recalculated to reflect this discount. You will need to run the current Profit reports to
get the accurate gross profit figures.

Line Profit Information

When the cursor is in the Sell field, press the F3 key or click the Profit button to view the
profit information for the item. The Line Profit frame displays the cost of the item, the
estimated gross profit in dollars and as a percentage.

This is a very useful feature if, for example, a customer asks for a discount on a product and
you want to find out quickly how a discount affects your profit margin on the sale.
You can adjust the selling price while the Sell field is still highlighted, and the estimated
gross profit is automatically recalculated and displayed.

Sale Profit Information

After you enter all the items in the product details area, you can view the profit information
for the total sale, by pressing F3 when the cursor is in the Discount field or by clicking on the
Profit button twice. The Sale Profit frame displays the total cost of the sale, and the
estimated gross profit in dollars and as a percentage. You can take this information into
account when giving a discount on the total sale.

NOTE
Profit details Profit details are calculated based on GST exclusive figures.

Tax Information
You can view tax information for a line item or for the total sale in the Sales window.

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Line Tax
After you enter the selling quantity of an item in the Qty field, press Ctrl+T twice or click on
the Tax button to display the Line Tax frame. The tax exclusive price, the tax inclusive price
and the tax amount are displayed for the currently selected line.

If you change the sale quantity in the Qty field, the tax information will be recalculated
automatically to reflect this change.

Sale Tax
After you enter all the items in the product details area, and any discounts in the Discount
field, press Ctrl+T or click on the Tax button twice to display the Sale Tax frame.

The Sale Tax frame displays the tax amount, and the tax exclusive and tax inclusive price of
the total sale.

Sales comments
When the cursor is in the payment methods list or the Paying field, you can press F3 and
the Comments field is displayed. You can enter any miscellaneous comments about the sale
here.

Scanning individual units

If you only ever sell a quantity of one of a product at a time, or scan each product
individually, such as in a supermarket, go to the Tools menu and choose Scan Individual
Units. Then when you scan a product in the Code field, you only need to confirm the price
- a quantity of one is automatically displayed in the Qty field when an item is selected for
sale.
NOTE
Editing Qty field You can click the Qty field to change the quantity of an item.

An easy way to select or deselect the Scan Individual Units option is to press Ctrl + I when
in a sale.

Delivery Address
If your business delivers goods to customers, you can record or edit the customer’s delivery
address during a sale in the Sales window. Press Ctrl+ A or click on the Delivery Address
button. The Delivery Details dialog box displays by default the address that you entered in
the customer’s record. If the customer requires the items to be delivered to a different
address, enter the new address here. If it is relevant, use the Delivery Date field to specify

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‘Hidden’ Sales window features

the date. Press F10 to commit the address and to return to the Sales window. The delivery
address will be printed on the docket or invoice for the sale.
You may want to print two copies of a sales docket or invoice if you are delivering the goods
to the customer: one for the customer to take away, the other for the person delivering the
goods to the customer. You can either reprint the last sales docket or invoice (from the Tools
menu) or specify as a rule that you want to print two copies of every docket or invoice in the
Printing Options window.

Serial Numbers
When you commit a sale, if this sale includes a stock item for which you are tracking serial
numbers, you need to record the serial number at the time of the transaction. See ‘To
process a serial number during a transaction.’ on page 133 for more information.
NOTE
Tracking serial numbers See ‘Managing Serial Numbers’ on page 133 for more information about
using serial numbers.

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Print Options pop up window

Print Options pop up window

The Print Options pop up window appears when you click the Print Options button.
This window enables you to change your printer options at the time of a transaction and for
a specific transaction window. For example, if you are making a sale and need a large sized
receipt for a customer, but your default receipt printer is a docket (40 column) printer, you
can select to print to an A4 printer for this transaction window using the Print Options
window.
The Print Options button also enables you to choose to print a packing slip, and choose
which printer to which you want to print the packing slip. This option is only available for
Sales, Invoices, and Payment windows.
NOTE
Print Options only apply to the current transaction window The settings that you make using
the Print Options button and the Print Options window only apply to the window in which you set
them. For example if you open a Sales window, set print options using the Print Options button, commit
a transaction and then close the Sales window, your printer settings will be the default printer setting the
next time you open a Sales window

To change your print options from a transaction window

1 Click the Print Options button.
2 The Print Options pop up window appears.

3 Choose the following options from the Printer group.

(The Printer group appears for all windows with a Print Options button).

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Print Options pop up window

Printer group options Description

Use Default Settings If selected, RetailManager will print to the printer you set using the
Printing tab in the Options window (accessed from the Tools menu).
If Use Default settings is selected, other options in the Printer group are
greyed and can not be selected.

Customise settings for If selected, the printer selector radio buttons, the Qty field and the
this window Keep customised settings for this window check box are active and can
be used.

Docket (40 col) If selected, the Docket printer will be used for this transaction.

Report (A4) If selected, the A4 printer will be used for this transaction.

Keep customised settings If selected, RetailManager will use the printer that you have chosen
for this window (Docket (40 Column) or Report (A4)) for all future transactions from
this window.

4 Choose your packing slip options from the Packing Slip group. This option is only
available for Sales, Invoices and Lay-by Payment transaction windows.

Packing Slip group

Description
options

Use Default Settings If selected, RetailManager will print a packing slip according to the
radio button options you set using the Printing tab in the Options window
(accessed from the Setup menu). If Use Default Settings is selected,
other options in the Packing Slip group are greyed and can not be
selected.

Customise settings for If selected, the Do not print Packing slip, Only print packing slip,
this window Print packing slip with receipt and Keep customised settings for this
window check box are active and can be used.

Do NOT print packing If selected, no packing slip will be printed.

slip

Only print packing slip If selected, only a packing slip and no receipt will be printed.

Print packing slip with If selected, a packing slip will be printed with the receipt for this
receipt transaction.

Keep customised settings If selected, RetailManager will use the packing slip settings you have
for this window chosen for all future transactions from this window.

5 Once you have selected your print and packing slip options (if they apply to this
transaction window), click Close.
NOTE
Print Options settings only apply to the current transaction window Options that you select
using the Print Options button only apply to the window on which you clicked the Print Options button.
Once this window is closed, your print options will revert to those you set using the Printing tab in the
Options window (accessed from the Setup menu).

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Making a sale

Making a sale
Before you make a sale for the first time, make sure you refer to:
• the Overview, page 153,
• Setting up the Sales window, page 155, and
• ‘Hidden’ Sales window features, page 156.

Calculations
You can enter formulas directly in the Sell field to calculate a discount for a specific stock
item. ‘C’ stands for the cost price of a stock item, and ‘S’ for the sell price.
NOTE
Disabled Cost key If you have password protected Cost Pricing in the Security Options window, the
Cost key in the calculator will be greyed out; you will not be able to enter any formulas with ‘C’ (cost) in
the Sell field.

For example, if you want to sell a lawnmower for $10.00 more than the cost price, you
would enter ‘C+10’ (cost price + $10) in the Sell field, and press Enter. (You can use the
calculator to enter formulas in this field. For more information, see RetailManager Standard
Calculator, page 22). The sell price is automatically calculated and displayed in the Sell and
Extension fields.
When applying percentage discounts or markups, you can enter the discount formula
directly in the Sell field. To calculate a percent discount on an item, either enter the formula
using the calculator, or enter the formula directly in the Sell field. For example, to give a 10%
discount on a microwave oven usually sold for $300, either enter ‘Sell-10%’ in the calculator, or
enter ‘S-10%’ directly in the Sell field. The sell price $270 is displayed in the Sell and Extension
fields.
When entering a formula, remember that the cost of an item is calculated tax exclusive, and
that the sell price is tax inclusive.

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To make a sale
1 Go to the Transaction menu and choose Sales or press the F6 shortcut key. The Sales
window appears.

NOTE
Sales screen always displayed You can choose to have the Sales window always displayed on your
screen. See ‘Setting your General options’ on page 37 for more information.

2 Enter your staff number in the Staff field, and press Enter. If you have set a default staff
number, this number will automatically appear in the field (see ‘Sales tab options’ on
page 39).
3 Enter the customer number in the Customer No field. If you want to create a new
customer here, press the F5 key. See ‘Creating a customer record’ on page 201.
When you enter the customer number, the customer’s grade is also displayed. See
‘Creating a customer record’ on page 201 for instructions on how to allocate a grade to
a customer.
You can press Tab to move to the next field if you are making a simple sale and do not
require customer information in this field.
NOTE
Skipping fields see To set up default tax codes, page 76 to skip certain fields in this window.

4 Fill in the Custom field as required. See ‘Setting your Custom options’ on page 56 for
more information on customising fields.
You can press Tab to move to the next field if you are making a simple sale and do not
require information entered into this field.
5 Scan or manually enter the product’s bar code in the Code field. If the bar code has more
than one product associated with it, select the required product from the dialog box that
is displayed.

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The code, description, category, sub-category, tax, selling price, and extension price are
displayed for the product.

NOTE
Stock Quantity figures Notice there are three figures after the description of the product, in
parentheses, separated by a comma. The first figure is your current stock level, the second the quantity of
the product you have on lay-by, and the third is the quantity of the product you have on sales order. See
‘Setting your General options’ on page 37 for more information about displaying these quantities.

You can create a new stock item while making a sale by pressing F5 in the Code field. See
‘Creating a new stock item’ on page 98 for more information.
6 Make sure that the correct tax code is displayed in the Tax field. If you want to change
the tax code, place the cursor in the Tax field, and press the Up/Down arrow keys to
scroll through the tax codes list; when the required code is displayed, press Enter to
select it.
NOTE
Navigation Remember that F12 or Shift + Tab will take you back a field.

7 Change the product selling price in the Sell field if required. Note that the Sell field
displays the tax inclusive price. A warning is displayed if you enter a selling price that is
equal to or less than the cost price of the product.
Press F3 twice if you want to check if your margins allow you to give a discount on this
item. See ‘Profit Information’ on page 157.
You can also enter formulas directly in the Sell field to calculate a discount for a specific
stock item. See ‘Calculations’ on page 162.
8 Enter the quantity of the product you are selling in the Qty field. The quantity defaults
to ‘1’. When you enter the quantity, the total amount for this line is displayed in the
Extension field.
When you tab off the Qty field, this product line is moved into the product details list,
and the cursor is positioned at the beginning of a new line. Continue to process all the
products that you are selling to the customer. If you have to edit a completed product
line, use the arrow key to select the required product line, and press Enter. The line is
shifted to the top product line and is highlighted ready for editing. When you have
entered all the products being sold, press Enter.
NOTE
Allow fractional quantities Note that before you can enter a partial quantity in the Qty field for an
item, you need to tick the Allow Fractional Quantities checkbox in the Stock window for that item. See
Sale Quantity, page 153.

9 To enter delivery address details, press Ctrl + A or click on the Delivery Address button
and complete the fields. For more information, see ‘Delivery Address’ on page 158.
You can press Tab to move to the next field if you are making a simple sale and do not
require information entered into this field.

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NOTE
To quit an uncommited transaction If you want to quit a transaction part-way through, you can
either press the Esc key (and follow the instructions) or click on the button.

10 Enter the discount you want to give on the sale in the Discount field.
You can press Tab to move to the next field if you are making a simple sale and do not
require information entered into this field.
Press F3 if you want to view the profit details of the sale before giving a discount. See
‘Profit Information’ on page 157.
There are four ways to enter a discount for a sale:
• Enter the discount amount in dollars in this field, and press Enter.
• Enter the discount percent, making sure that you type the ‘%’ sign, and press Enter.
RetailManager will automatically display the discount amount in dollars here.
• To bring the sale to a round total amount, type ‘T’ (or ‘t’) before the amount you
want the total to be, and press Enter. RetailManager will automatically calculate the
discount in dollars in this field. For example, if the subtotal is $67.31, and you only
want to charge the customer $60, type ‘T60’ in the Discount field and $7.31 is
displayed in the Discount field, and $60 in the Total field.
• To discount the cost (including tax) of all items from the total amount, type ‘C’ in
the Discount field. RetailManager will calculate the discount amount and enter it in
the field.
• After you tab off the Discount field, press F3 to enter any comments about the sale.
See ‘Sales comments’ on page 158 for more information.
11 Enter the payments details.
In the Payment Details frame, use the arrow keys to highlight the required payment
type, or simply type the first letter of the required option.
NOTE
Using the Tab key for a simple sale. You can press Tab to select the payment type that is on the top
of your Payment Details list (the default top payment type is cash). Pressing Tab again will populate the
Paying field, and pressing Tab once more will commit the transaction.
See ‘Setting Payment types’ on page 43 for more information about the list of payment types.

For example, type ‘V’ and the Visa payment method is highlighted; ‘A’ and AMEX is
highlighted; ‘A’ again and Account is highlighted.
Press Enter and the cursor is positioned in the Paying field. Enter the amount the
customer is paying by this method, and press Enter again or click on the Add button.
• If the amount paid by this payment method is the whole payment, the Commit
Transaction? dialog box is displayed.
• If the amount paid by this payment method is part payment of the total amount,
the cursor is positioned on the highlighted payment methods list, ready for you to
select the second method of payment. Select the method, enter the amount in the
Paying field and press Enter; the Commit Transaction? dialog box is displayed.

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NOTE
Payment details setup Remember that you can add and delete payment methods and set up the
order in which they are displayed in the Sales window. See ‘Setting Payment types’ on page 43.

12 Type Y or press Enter to commit the transaction. The Cash Change dialog box appears.
Press any key to clear it.
NOTE
Reprinting last sales docket You can reprint the last sales docket from the Tools menu by selecting
Reprint, and then Last Sales Docket.

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Sales transaction examples

Sales transaction examples

Refer to the following examples of the different payment situations that may occur.
• If the customer wants to pay for a $37.95 purchase by cash, and only has a $50 note,
select Cash from the payment methods list, type $50 in the Paying field, and press
Enter. The Commit Transaction? and Cash Change dialog boxes display the
amount of change to be given to the customer.
• If the customer wants to pay for a $100 purchase by putting $60 on VISA, and paying
the remaining $40 by cash. Highlight VISA in the payment methods list, enter ‘60’,
and press Enter. Highlight Cash in the payment methods list, enter ‘40’, and press
Enter. The Commit Transaction? dialog box appears.

How to get cash out on EFTPOS RetailManager provides two options for EFTPOS. you can
either have an EFTPOS terminal that is connected to the computer you use for
RetailManager, or you can have an EFTPOS terminal, that is unconnected to RetailManager
NOTE
If you are using an EFTPOS terminal that is not connected to RetailManager If your EFTPOS
terminal is not connected to RetailManager, in addition to following this procedure to get cash out on
EFTPOS in RetailManager, you also need to do the transaction on your EFTPOS machine. See ‘Setting up
a connected EFTPOS terminal’ on page 303 for more information about EFTPOS terminals.

Cash out on EFTPOS with a sale (unconnected)

NOTE
For an unconnected EFTPOS Terminal The following procedures assumes you have an EFTPOS
terminal that is not directly connected to RetailManager.

RetailManager enables you to give to cash on EFTPOS to a customer when the customer is
paying for a purchase. For example, a customer wants to pay for a $60 purchase on EFTPOS
and get out $40 cash:
1 Select EFTPOS in the payment methods list, enter ‘100’, and press Enter.
2 Select Cash from the payment methods list, press Enter, and the balance is displayed in
the Paying field as a negative amount, in this case ‘-$40’.
3 Press Enter again, and the Commit Transaction? dialog box appears. Commit the
transaction.

Cash out on EFTPOS with a sale (connected)

NOTE
For a connected EFTPOS Terminal The following procedure assumes you have an EFTPOS terminal
that is directly connected to RetailManager.

Using the same transaction and customer information as above:

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1 Ensure that the EFTPOS payment type is active, and allow cash out is enabled. See
‘Setting Payment types’ on page 43 for more information about making a payment
electronic and available for cash out.
2 Select EFTPOS in the payment methods list, enter ‘100’, and press Enter. A dialog
appears asking if you want to process a Cash out of $40 with this transaction.
3 Click Yes. The Electronic Payment dialog appears.

4 Swipe the customer’s card and perform the appropriate tasks as prompted by the EFTPOS
terminal.
5 When the EFTPOS terminal indicates the EFTPOS transaction has been approved, click
Approve in the Electronic Payment dialog.
6 RetailManager commits the transaction.

Cash out on EFTPOS without a sale (unconnected)

NOTE
For an unconnected EFTPOS Terminal The following procedure assumes you have an EFTPOS
terminal that is not directly connected to RetailManager.

RetailManager also allows customers to withdraw cash from EFTPOS without a sale, if your
business policy allows it. Follow these steps:
1 Go to the Sales window, enter your staff number as usual and press Enter to move
through all the fields without entering anything until you get to the payment details
frame.
2 Highlight the EFTPOS payment type, enter the amount of cash the customer wants to
withdraw and press Enter.
3 Highlight the Cash payment type and press Enter so that the amount entered for the
EFTPOS payment type is displayed as a negative amount against the Cash payment type.
Press Enter once again.
4 Click Yes to commit the transaction.

Cash out on EFTPOS without a sale (connected)

RetailManager also allows customers to withdraw cash from EFTPOS without a sale, if your
business policy allows it. Follow these steps:

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1 Go to the Sales window, enter your staff number as usual and press Enter to move
through all the fields without entering anything until you get to the payment details
frame.
2 Highlight the EFTPOS payment type, enter the amount of cash the customer wants to
withdraw and press Enter. A dialog appears asking whether this is a cash out only
transaction.
3 Click Yes. The Electronic Payment dialog appears.
4 Swipe the customer’s card and perform the appropriate tasks as prompted by the EFTPOS
terminal.
5 When the EFTPOS terminal indicates the EFTPOS transaction has been approved, click
Approve in the Electronic Payment dialog.
6 RetailManager commits the transaction.

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Account sales

Account sales
RetailManager is fully equipped to handle debtors. This includes making account sales and
payments, debtors reports, printing statements and extensive enquiry features.
Using debtors is optional in RetailManager; it is an essential part of many retail businesses,
but is quite irrelevant for others. RetailManager can be customised to make account sales
unavailable.
Note that customer accounts are additional to customer records and are used to be able to
purchase goods on account from your store. You can still use RetailManager’s lay-by
function without using accounts, as RetailManager only requires that you make the lay-by
sale against a customer record.
You must create a customer account before you can make an account sale. See ‘To create a
customer account’ on page 202 for more information.

To make the debtors function inactive

If your business doesn’t require debtors, you can make the debtors function inactive by
doing the following:
• Go to the Miscellaneous Options window, select and edit the Account payment
type and ensure the This payment type is active checkbox is clear. This will remove
the Account payment method as an option from the Sales window. See ‘Setting
Payment types’ on page 43 for more information about editing payment types.
• Go to the General Options window and tick the Only Disable Account Info
checkbox in the Sales Window Customer History frame. This will prevent
customer account status from being displayed in the Sales window.
• Go to the Security Options window and tick the Account Security checkbox. This
password-protects the account details function in the Customers window.

To make an account sale

1 Go to the Sales window by pressing F6.
2 Enter your staff number in the Staff field.

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3 Enter the customer number in the Customer field. You can create a new customer
record by pressing F5, or by typing the customer number you want to use directly in the
Customer field. See ‘Creating a customer record’ on page 201 for more information.
NOTE
Account owner Note that for customer accounts, the sale is credited to the account owner. If the
account owner is not specified, the sale is credited to the staff member making the sale.

4 Complete the other fields in the Sales window, and when you get to the Payment
Details frame, select Account as the payment method. If the amount the customer is
purchasing on account exceeds the customer’s credit limit or the customer has an
overdue invoice, a dialog appears notifying you of the fact. Click Yes to continue with
the sale. If you have set Account security in the Security options window, you will be
prompted to enter your password to override the limit.
5 Commit the transaction.
An invoice will print out on the printer you specified for invoices.
CAUTION
Payment on accounts If the customer wants to pay some of the purchase total by cash and put the
balance on account, RetailManager puts the whole amount on account, and treats the cash as a
payment on account.
For example, if the customer purchases a product for $89.95 and wants to pay $50 of the purchase by
cash, and put the balance on account, RetailManager will process this as an account sale of $89.95 and
an invoice payment of $50.

NOTE
Reprinting the last invoice You can reprint the last invoice from the Tools menu, by selecting
Reprint, and then Last Invoice.

Making an account enquiry

When you’re making a sale at the counter, it is easy to quickly call up a customer’s account
details and details of all invoices and invoice payments on screen.
Note that if your account security has been turned on, you will be prompted to enter a
password before you can view a customer’s account details.
NOTE
Making an enquiry during a sale If you are currently making a sale at the time of enquiry, leave the
sale open, go to the Customers window to make your enquiry, and then Ctrl + Tab back to the Sales
window to complete the sale.

Finding out a customer’s account details

1 Go to the Customers window by pressing Ctrl + U.
2 Enter the customer number in the Customer field and press Enter to display the
customer record.

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3 Click on the Show Account Details - F3 button, or press F3, to view the customer’s
account details.
The information you require will be displayed in the Credit Limit, Owing and
Remaining Credit fields.

Viewing a customer’s original invoice If, after informing the customer of their credit
situation, the customer queries an invoice, you can quickly call up the original transaction.
See ‘Viewing Invoice details’ on page 205 for more information.

Viewing a customer’s original invoice payment A customer may also query payments
made on the account. For example, the customer may have made a payment yesterday, and
wants to check if it’s been processed yet.
See ‘Viewing Invoice Payment details’ on page 205 for more information.

The Account Sales report You can run the Account Sales report to view a list of account
sales made during a specific period. This report can be sorted by customer. For more
information about generating a report, see ‘Reports’ on page 252.

To refund a sale
You can refund a sale in the Sales window simply by entering negative quantities of the
products refunded in the Qty field. A refund should be made using the same payment
method in the original sale, or by cash, or by credit note. How you choose to process
refunds is a matter of shop policy.
NOTE
Check the original transaction Before you refund a sale, you should refer to the original transaction,
using the Lookup window to search for it. See Searching in RetailManager Standard, page 24 for more
information.

Sales can also be refunded when you want to reverse or correct a sale. Transactions in
RetailManager cannot be deleted and so must be reversed/refunded.
Note that if you have selected the Scan Individual Units function from the Tools menu, you
can click the Qty field and edit information in this field.
NOTE
Sales window fields For a more detailed explanation of the fields when entering a sale, refer to
‘Overview’ on page 153.

1 Go to the Sales window either by using the shortcut key F6, or by choosing Sales from
the Transaction menu.
2 Scan in the products being refunded, and enter a negative quantity in the Qty field, to
indicate that they are being refunded.
3 To refund any freight charged on the sale, enter the freight item code, enter the amount
charged in the Sell field, and a negative quantity in the Qty field.

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4 Enter any discount given on the sale in the Discount field. Do not enter this as a
negative percentage. In the Sales window below a discount of 10% was entered in the
Discount field, which is automatically calculated as a negative amount.

5 In the Payment Details frame, select the required payment method for the refund and
press Enter. Make sure that the payment method for the refund is the same as for the
sale. For example, don’t give a cash refund if the customer originally paid by Diners
card.
If you choose a cash refund, the amount of cash to be refunded to the customer is given
in the Commit Transaction? and Cash Change dialog boxes that are displayed when
you commit the transaction.
NOTE
Manual EFTPOS processing Remember that if you choose a credit card or EFTPOS payment method
and your EFTPOS terminal is not connected to RetailManager, you will also need to process the refund on
the EFTPOS machine.

If you want to quote an original docket number, or any other details about the original
transaction or refund, press F3 while in the payment methods list, and enter the
information in the Comments field.
6 Commit the transaction.

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To make an account payment

NOTE
Customer payment history Remember that the history of a customer’s payments can be viewed in
the Customers window. See ‘Viewing Invoice Payment details’ on page 205 for more information.

The Debtor Payments window is used to make account payments.

1 Go to the Transaction menu and choose Debtor Payments, or press Shift + F6. The
Debtor Payments window appears.

2 Enter your staff number in the Staff field, and enter the customer number of the
customer who is making an account payment.
A list of the customer’s outstanding invoices is displayed, listed from the oldest down to
the most recent, according to the rule of paying the oldest invoice first. Only
outstanding amounts on an invoice are displayed, and not the total invoice amount.
The cursor is positioned in the Discount column.
3 Enter any discount for early payment in the Discount field, if that is your practice. Enter
either the dollar amount of the discount or the discount percentage (make sure you type
‘%’ after the number). You can also press F2 to use the calculator to determine the
discount or adjustment you want to give the customer.
Discounts given on an invoice payment will show up as a negative gross profit in the
Transaction Summary and Sales Summary when you cashup. This will balance the extra
gross profit shown on the original sale, which did not show the discount.
4 Enter the amount the customer is paying on this invoice in the Paying field. The Paying
field displays by default the amount displayed in the Payable field as outstanding for
the invoice. Press F2 to use the calculator for this field if necessary.
5 If the customer is paying:
• the displayed invoice amount, simply press Tab again.
• less than the full invoice amount, override this with the payment amount, and press
Tab.

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NOTE
You cannot overpay an invoice Note that you cannot pay more than the Payable amount for an
invoice; apply the amount being paid to individual invoices.

6 If the customer is making payments against more than one invoice, repeat steps 3 to 4
for each of the invoices that are being paid. The Total field keeps a running total of how
much the customer is paying.
For example, if a customer has two outstanding invoices, one for $67 in March, and the
other for $54 in April. The customer wants to pay $100 off the account. You would first
select the March invoice, and pay the whole amount of that invoice, and then you
would select the April invoice, and enter $33 against this invoice in the Paying field.
The Total field will display $100.
7 When you have finished selecting the invoices that are being paid, and the payment
amounts, select the method of payment in the Payment Details frame, in the same way
you would if you were making a sale. See ‘To make a sale’ on page 163 for more
information.
8 Enter the amount the customer is paying by the selected method in the Paying field. If
more than one payment method is required, repeat this in turn for each method.
9 Click the Commit - F10 button or press F10 to approve the transaction.

Reversal of Account Payments

If you made a mistake entering the account payment, you can reverse the payment in the
Reverse Debtor Payments window. See ‘Reversing Debtor Payments’ on page 263 for more
information.

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Credit notes

Credit notes
Credit notes are generally used for refunding goods when you don’t want to give a cash
refund. How you use the credit note payment method will depend on your shop policy
regarding refunds.
RetailManager tracks all credit notes that are issued and redeemed, and therefore requires
that all credit notes be issued against a customer record.
NOTE
Credit Notes Outstanding report You can run the Credit Notes Outstanding report for information
about your outstanding credit notes, including gift vouchers and deposits. See ‘Reports’ on page 252 for
more information on generating a report.

To refund by credit note

If you are refunding a customer with a credit note, a sale is made for the returned goods in
the Sales window with a negative quantity for the returned goods and a payment type of
Credit Note. The credit note can then be used by the customer to purchase anything in your
store using the credit note as the payment method.
1 When you are entering the details for the refund in the Sales window, make sure you
enter a customer number in the Customer field. You cannot refund with a Credit Note
without a customer number. This ensures that you have all the details you may need
about the customer to keep track of your credit note liabilities.
2 For each stock item scan or key in the stock item bar code in the Code field, and enter a
negative quantity in the Qty column.
3 In the Payment Details frame, select Credit Note as your payment method.
NOTE
Redeeming a credit note When you redeem a credit note, a positive quantity is entered in the Qty
column.

4 Press the F3 key to enter any comments in the Comments frame.

5 Complete the credit note ‘sale’. A credit note will be printed out, and the credit available
to the customer recorded and displayed in the Sales window in the Available Credit
field, whenever a sale is made to the customer.
You can view the credit notes that have been issued to a particular customer in the
Credit tab of the Customers window. See ‘Viewing customer details’ on page 204 for
more information.
NOTE
Reprinting the last credit note You can reprint the last Credit Note from the Tools menu, by
selecting Reprint and then Last Credit Note.

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To redeem a credit note

When a customer wants to pay for a purchase with a credit note, the procedure is basically
the same as making a sale.
1 Go to the Sales window and enter your staff number in the Staff field.
2 Enter the customer’s number in the Customer field.
3 For each stock item scan or key in the stock item bar code in the Code field.
4 Press Enter to move to the Qty field and enter the quantity of each product being
purchased as a positive quantity. This is a sale, not a credit.
5 Press Enter to move to the Payment Details frame and select Credit Note as the payment
method. A dialog box appears listing the outstanding credit notes. Use the Credit ID to
find the credit note, highlight it and press the spacebar to select it. A tick appears in the
Selected column. Press the F10 key.
Note that the customer must be on record as ‘owning’ at least one credit note to be able
to redeem a credit note.
6 Enter any comments about the credit note/purchase in the Comments frame of the Sales
window using F3.
NOTE
Partial credit note redemption Note that the customer does not have to redeem the full credit note
amount at once; any change can easily be given as a credit note.

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Gift Vouchers

Gift Vouchers
Issuing a gift voucher is processed in the Sales window, but no actual sale is created; instead
a cash transaction and a gift voucher transaction for the same amount are created.
RetailManager tracks all gift vouchers that are issued and redeemed, and therefore requires
that all gift vouchers be issued against a customer record.
If you don’t want to set up a customer record, it would be a good idea to create a customer
record called ‘Gift Voucher’ which can be used for all your gift vouchers. All gift vouchers
would then be sold to this customer and be redeemed using this customer. Note, however,
that if a customer loses their receipt, you will have no way of finding their gift voucher in
the system.
The Credit Notes Outstanding report lists all outstanding gift vouchers, credit notes and
deposits, sorted per customer.

To make the gift voucher payment type inactive

The gift voucher function is optional in RetailManager. By default the gift voucher payment
type is active in RetailManager.
To make the gift voucher payment type inactive:
1 Go to the Payment Types options window, select the Gift Voucher payment type and
click Edit.
2 Ensure the This payment type is active checkbox is clear. See ‘Setting Payment types’
on page 43 for more information about editing payment types.

To issue a gift voucher

1 Go to the Sales window and enter your staff number in the Staff field.
2 Enter the customer number in the Customer field.
3 In the Payment Details frame, select the Gift Voucher payment method, and then press
Enter. Type the amount for the gift voucher in the Paying field as a negative amount.
Press Enter to accept the amount.
4 Press Enter to move back to the Payment Details frame. Select the method of payment
by which the customer is going to pay for the gift voucher, and then press Enter to enter
the amount of the gift voucher as a positive amount in the Paying field.
NOTE
Gift vouchers on EFTPOS It is very important that you perform the above steps in the order displayed
when issuing a gift voucher using an EFTPOS transaction.

5 Commit the transaction.

A gift voucher is printed out. If you are using a pre-printed gift voucher, make sure you
record the credit ID and customer number on the gift voucher somewhere so that it can
be redeemed.

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If you have a docket printer, and you do not have the printing option Preview All
Transactions ticked, the gift voucher is printed to the docket printer.
If you have an A4 printer set as your docket printer, or if you have the printing option
Preview All Transactions ticked, the RetailManager Report viewer appears with the gift
voucher. See ‘Using the MYOB RetailManager report viewer’ on page 253 or more
information about the report viewer.
Click the Print button ( ). The Print dialog box appears. Specify the page range,
required number of copies etc. and click OK.
The voucher is printed to your report printer.

To redeem a gift voucher

Just as gift vouchers must be issued to a customer, so they must be redeemed against a
customer.
When a customer redeems a gift voucher and the gift voucher payment method is selected
in the Sales window, RetailManager displays the Gift Vouchers dialog, enabling you to select
single or multiple gift vouchers.
1 Go to the Sales window and enter your staff number in the Staff field.
2 Enter the customer number or the generic ‘Gift Voucher’ customer number appearing
on the gift voucher in the Customer field.
3 Enter the products being purchased with the gift voucher, and press Enter to move to
the Payment Details frame.
4 Select the Gift Voucher payment and press Enter. The amount of the sale is displayed in
the Paying field. Press Enter. A dialog box appears listing the outstanding gift vouchers
for the customer.

5 Select the gift voucher you want to process the sale against, by highlighting it and
pressing the spacebar. Then click Commit - F10 or press F10 to commit the transaction.
Note that if the value of the gift voucher being redeemed exceeds the value of the
purchase, you can give the customer the difference in cash by doing the following: first
enter the difference as a negative amount against the Cash payment method, and then
enter the full amount of the gift voucher against the Gift Voucher payment method.
For example, if the customer is making a $17 purchase with a $20 gift voucher, enter
‘- $3’ for the Cash payment method, then enter ‘$20’ for the Gift Voucher payment
method and select the gift voucher from the displayed list. The commit transaction
dialog will show ‘$3’ change to be given.

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Note that if the purchase exceeds the value of the gift voucher, select the Gift Voucher
payment method, and then select the payment method by which the customer wants to
pay the balance of the purchase.
NOTE
Cash on Gift Vouchers It is wise to have a stated shop policy on whether you allow cash change on
gift voucher purchases.

6 Press Enter and commit the sale.

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Customer Special Orders

Customer Special Orders

Customer special orders are one-off orders that you make when a customer requires an item
currently not available, or not usually sold in your shop, such as an item that you can
supply but due to specific customer requirements such as size or colour, you normally order
directly from a supplier.
RetailManager handles and tracks customer special orders separately from standard shop
orders.
Special orders are recorded in the Sales window. The order is then allocated to a supplier
who will supply you this product, and a purchase order is created through the Purchase
Orders function. If you require the customer to pay a deposit on the order, you can record
the deposit against the customer’s record in the Sales window.

To make the Special Order payment type inactive

The customer special order function is optional in RetailManager. By default the Special
Order payment type is active in RetailManager. To make the special Order payment type
inactive:
1 Go to the Payment Types options window, select the Special Order payment type and
click Edit.
2 Ensure the This payment type is active checkbox is clear. See Setting Payment types,
page 43 for more information about editing payment types.

Creating a customer special order

There are four steps to creating a customer special order:
Step 1 — Record the special order in the Sales window.
Step 2 — If your store requires a deposit for special orders, record the deposit.
Step 3 — Allocate the special order to a supplier.
Step 4 — Order the item from the supplier using the Purchase Orders function.

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Customer Special Orders

Step 1 - Record the customer special order

1 Go to the Sales window by pressing the shortcut key F6 or by choosing Sales from the
Transaction menu.

2 Enter the staff number in the Staff field.

3 Enter the customer number in the Customer field.
4 Enter a product code for the required item in the Code field.
If the code does not exist, a dialog box appears. Choose Create. The Create New Stock
Item window appears. (For full instructions on completing the fields in this window, see
Creating a new stock item, page 98.)
NOTE
Assigning an item code Assigning the item a code with a prefix such as ‘CSO’ will set it apart from
your standard stock items.

5 Enter the description, category, sub-category and other details for the product and press
the F10 key to commit the transaction. You are returned to the Sales window and the
details of the product are displayed in the grid. Enter the estimated sell price and
required quantity in the appropriate fields.
6 Select the Special Order payment type in the Paying Details frame. Press Enter.
7 Commit the transaction.

Step 2 - Record the customer deposit

If your shop takes deposits for special orders, you need to record the deposit against the
customer’s record.
1 Go to the Sales window, and enter the staff and customer numbers.
2 Tab to the Paying Details frame and select the customer’s method of payment. Enter the
amount being paid in the Paying field and press Enter.
3 Choose Deposit in the Paying Details frame. The amount appears as a negative in the
Paying field. Press Enter.
4 Commit the transaction.

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Step 3 - Allocate the special order to a supplier

You need to specify the supplier who will supply you this item.
1 Go to the Admin menu and choose Allocate Customer Special Orders. The Allocation
of Customer Special Orders window appears, listing all the unallocated special orders.

2 Highlight the required special order, and in the No field enter the supplier number of
the supplier to whom you are allocating the special order. If you have a default supplier
for this item, that supplier number will automatically appear in this field.
3 Press Enter. The product disappears from the unallocated special orders list. It is now in
the pending orders list and can be viewed by clicking on the Show All Pending Special
Orders radio button.

Step 4 - Order the item

Once the order has been allocated to a supplier, use the Purchase Orders function to
order the product from the supplier. For full instructions on how to create a purchase
order, see ‘Creating purchase orders’ on page 113.

Receiving a product on special order

A product on special order is received in the normal way through the Goods Received
window. RetailManager will print out a docket to be placed with the special ordered item.
Once the product has been received, the CSO tab in the Customers window will show the
status of the order as ‘Received’.

To sell a special ordered item

Once you have received the goods on customer special order, you are ready to sell the
special ordered item to the customer.
NOTE
Special Order items must be received befor you can sell them You must have received the
special ordered item(s) and recorded receiving them through the Goods Received process before you can
sell them. See ‘Receiving Goods’ on page 116 for more information.

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Customer Special Orders

1 Go to the Sales window by pressing F6, and enter your staff number.
2 Enter the customer number in the Customer field. When RetailManager asks you if you
want to load the customer special order, select Yes. The item on order appears in the
product details area.
3 Enter the payment details.
If the customer paid you a deposit for the special order, go to the Payment Details frame
and select Deposit. The amount of the sale is displayed in the Paying field. Press Enter.
RetailManager displays a Deposits selection dialog box which lists all the outstanding
deposits for the customer. Use the credit ID to find the deposit from the list. Select the
deposit by clicking, or by highlighting it and pressing the spacebar. Press F10.
4 Select the payment method for the balance, enter the amount in the Paying field and
press Enter.
5 Commit the transaction.

To cancel an outstanding special order

For full instructions on how to cancel an item on special order, see ‘Cancelling an order’ on
page 264.

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Lay-bys

Lay-bys
A lay-by sale is essentially the same as a standard sale, except that a deposit is usually made
(depending on how you handle lay-bys), and the Lay-by payment method is used for the
balance of the purchase.
The term ‘lay-by sale’ is used here, but note that RetailManager does not regard a lay-by
transaction as a sale until the last payment has been made and the goods have left the store.
NOTE
Setting your lay-by options You can set the due by date and whether you want to print a signature
area (required by law in Victoria) on your lay-by receipt, using the Lay-by Options group in the Other
tab of the General options window. See Setting your Message options, page 55 for more information.

To make the lay-by function inactive

Lay-by sales are an optional feature in RetailManager. By default the lay-by payment type is
active in RetailManager. If your business doesn’t use the lay-by payment method:
1 Go to the Payment Type options window, select the Lay-by payment type and click
Edit.
2 Ensure the This payment type is active checkbox is clear. See ‘To edit a payment type’
on page 45 for more information about editing payment types.

To make a lay-by sale

1 Go to the Sales window either by using the shortcut key F6, or by choosing Sales from
the Transaction menu.
2 Enter the details of the purchase in the Sales window in the usual way. Refer to
‘Overview’ on page 153 for more information about making a ‘standard’ sale.
3 If you require a deposit to be paid on a lay-by, select the payment method of the deposit
in the payment methods grid, and then enter the amount of the deposit being paid in
the Paying field. Then select the Lay-by payment method for the balance of the
purchase. (Do not use the Deposit payment method for lay-by deposits.)
If you do not require a deposit to be paid on a lay-by, select the Lay-by payment method
for the whole purchase.
NOTE
Always use the Lay-by Payments window Do not refund a lay-by through entering negative stock
quantities in the Sales window. Use the Lay-by Payments window. See ‘To cancel or refund a lay-by’ on
page 188 for more information.

4 Commit the transaction.

If you have a docket printer, and you do not have the printing option Preview All
Transactions ticked, the lay-by is printed to the docket printer.
If you have an A4 printer set as your docket printer, or if you have the printing option
Preview All Transactions ticked, the RetailManager Report viewer appears with the

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lay-by. See ‘Using the MYOB RetailManager report viewer’ on page 253 or more
information about the report viewer.
Click the Print button ( ). The Print dialog box appears. Specify the page range,
required number of copies etc. and click OK.
The lay-by is printed to either your report printer or your docket printer.
The stock level of the products put on lay-by is adjusted. When the lay-by is paid off
completely, the lay-by quantity for each product on lay-by is adjusted.
Run the Detailed or Summary Lay-by reports to view a list of your outstanding lay-bys. If
you want comprehensive customer lay-by information, run the Lay-by Debtors report. See
‘Reports’ on page 252 for more information on generating reports in RetailManager.
The Lay-bys tab in the Customers window lists outstanding lay-bys for the customer, along
with the amount paid on each lay-by.
If your customer wants to add an item, use the Lay-by Payments window. See ‘Updating a
Lay-by’ below for more information.

To update a lay-by
If you to intend to use the Sales Period (inc. Lay-bys) report (which treats a lay-by sale as a
completed sale), you should not update an existing lay-by. If you do, the data displayed on
the report will not reflect the changes made to the lay-by and therefore will be inaccurate.
To prevent staff from accidentally editing lay-bys you should make sure that the Don’t
Allow Editing of Lay-bys option in the Security options window is always turned on (see
‘Setting your Security options’ on page 71 for more information).
If a customer wants to make changes to a lay-by you will need to cancel and refund the lay-
by and recreate it in the system. For more information, see ‘To cancel or refund a lay-by’ on
page 188.
If you do not intend to use the Sales Period (inc. Lay-bys) report, make sure the Don’t Allow
Editing of Lay-bys option in the Security options window is turned off and update the lay-
by following the steps below.
1 Go to the Lay-by Payments window either by using the shortcut key Shift+ F7, or by
choosing Lay-by Payments from the Transaction menu.

2 Enter your staff number in the Staff field and then enter the customer number in the
Cust. field.

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Lay-bys

3 The customer’s existing lay-bys are listed by number in the Lay-by Id field.
4 Use the arrow key to select the required lay-by, and press Enter. The details of the lay-by
are displayed. The product area of the window gives the details of the products
purchased on this lay-by. The Payment Details area of the window displays the amount
still to be paid on this lay-by.
5 You can edit the contents of the lay-by in almost any way, including changing the
products and the quantities on lay-by. You can add new products to the lay-by, or delete
products from the lay-by.
6 If you are finalising the lay-by, select the payment method and enter the amount the
customer is paying in the Paying field. If the customer is paying by more than one
payment method, enter the relevant amounts for the different payment methods.
7 Once you have made your changes, commit the changes by pressing F10, or clicking on
the Commit – F10 button with the mouse.

To record a lay-by payment

Customer payments on lay-bys are processed using the Lay-by Payments window. A lay-
by is finalised when the customer has paid for the lay-by products in full, and takes the
products.
NOTE
Customer details The history of a customer’s lay-by payments can be viewed in the Customers
window. See ‘Viewing customer details’ on page 204 for more information.

1 Go to the Lay-by Payments window either by pressing the Shift+F7 shortcut key, or by
choosing Lay-by Payments from the Transaction menu.
2 Enter your staff number in the Staff field, and enter the customer number in the Cust.
field. The customer’s current lay-bys are displayed in the Lay-by Id field.
NOTE
Amount already paid The amount the customer has already paid is displayed beside the Already Paid
payment method in the Payment Details grid.

3 Select the required lay-by, and press Enter. The details of the lay-by are displayed. The
Date field displays the date of the lay-by transaction, and the product area of the
window gives the details of the products purchased on this lay-by. The Payment Details
grid displays the amount still to be paid on this lay-by.
Click on the Profit Details button to view the cost, and estimated gross profit as a dollar
amount and as a percentage on the total lay-by. Press the Profit Details button again to
display the payment fields.
4 In the Payment Details frame, select the payment method by which the customer wants
to make a payment. When you have selected the required payment method, press Enter
to move to the Paying field, and enter the amount the customer wants to pay.
5 When you’ve entered the customer’s payment, you have to reassign the remaining
balance back to Lay-by, Highlight the Lay-by payment method, and press Enter.

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Lay-bys

RetailManager automatically calculates the remaining unpaid balance, and displays it

beside the Lay-by payment method in the payment methods list.
The LB Pay tab in the Customers window displays a list of lay-by payments made by the
customer.

To cancel or refund a lay-by

Cancelling or refunding a lay-by is easily done in RetailManager, but it is important to
remember that you do this in the Lay-by Payments window. Lay-bys are only created in
the Sales window, but all other aspects of managing the lay-bys are done in the Lay-by
Payments window.
1 Go to the Lay-by Payments window either by pressing the Shift + F7 shortcut key, or by
choosing Lay-by Payments from the Transaction menu.
2 Enter your staff number in the Staff field, and enter the customer number in the Cust.
field. The customer’s current lay-bys are displayed in the Lay-by Id field.
3 Select the lay-by you want to cancel or refund in the Lay-by Id field. The details of the
lay-by are displayed in the window.
4 Click on the Refund button at the bottom of the window. If you are using passwords,
the Security window appears. Type your password, and press Enter.
If no deposit or payments has been paid on the lay-by, the lay-by will simply be
cancelled. If deposits or payments have been paid on the lay-by, the Lay-by Refund
window appears.

The Lay-by Refund window displays the staff member refunding the lay-by, the name of
the customer being refunded, the lay-by number, and the amount being refunded. Make
sure that the amounts you are refunding for each payment method show as negative
amounts.
5 Select the payment method for refunding the customer from the payment methods list.
You can select multiple payment methods here for the refund.
6 When you have entered the payment method(s) you require for the refund, press Enter.
You are asked if you want to approve this transaction. Type ‘Y’ to approve the
transaction. A refund docket is printed out, which should be signed by the customer and
filed.

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Sales Orders

Sales Orders
You use sales orders to put an item of stock on hold for a customer. Sales orders enable your
customers to put an initial optional deposit payment on a stock item or items. The sales
order transaction is completed with a single customer payment for the balance of the
transaction.
Processing a sales order sale is essentially the same as a standard sale, except that a deposit is
usually made, and the Sales Order payment method is used for the balance of the purchase.
Sales orders can be converted to a sale or an account sale.
The term ‘sales order sale’ is used here, but note that RetailManager does not regard a sales
order transaction as a sale until the last payment has been made.

To make the sales order function inactive

Sales Order sales are an optional feature in RetailManager. By default the sales order
payment type is active in RetailManager. If your business doesn’t use the sales order
payment method:
1 Go to the Payment Type options window, select the Sales Order payment type and
click Edit.
2 Ensure the This payment type is active checkbox is clear. See ‘Setting Payment types’
on page 43 for more information about editing payment types.

To create a sales order

1 Go to the Sales window either by using the shortcut key F6, or by choosing Sales from
the Transaction menu.
2 Enter the details of the purchase in the Sales window in the usual way. Refer to
‘Overview’ on page 153 for more information about making a ‘standard’ sale.
3 If you require a deposit to be paid on a sales order, select the payment method of the
deposit in the payment methods grid, and then enter the amount of the deposit being
paid in the Paying field. Then select the Sales Order payment method for the balance of
the purchase. (Do not use the Deposit payment method for sales order deposits.)
If you do not require a deposit to be paid on a sales order, select the Sales Order payment
method for the whole purchase.
NOTE
Always use the Sales Order Payments window Do not refund a sales order by entering negative
stock quantities in the Sales window. Use the Sales Order Payments window. See To cancel or refund a
lay-by, page 188 for more information.

4 When you commit the sale, the stock level of the products put on sales order is adjusted.
When the sales order is paid off completely, the sales order quantity for each product on
sales order is adjusted.
Run the Detailed or Summary Sales Order reports to view a list of your sales orders. See
‘Reports’ on page 252 for more information on generating reports in RetailManager.

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Sales Orders

The Sales Orders tab in the Customers window lists sales orders for the customer, along with
the amount paid on each sales order.
A sales order can have the following states
• Pending
When a deposit has been paid and the balance is outstanding
• Accepted
When the sales order has been finalised and full payment has been made
• Refunded
When a full refund of the deposit has been made to a customer
• Cancelled
When a sales order has been cancelled
If your customer wants to add an item, use the Sales Order Payments window. See ‘Updating
a Sales Order’ below for more information.

To update a sales order

To prevent staff from accidentally editing sales orders you should make sure that the Don’t
Allow Editing of Sales Orders option in the Security options window is always turned on
(see ‘Setting your Security options’ on page 71 for more information).
1 Go to the Sales Order Payments window either by using the shortcut key Shift+ F8, or
by choosing Sales Order Payments from the Transaction menu.

2 Enter your staff number in the Staff field and then enter the customer number in the
Cust. field.
3 The customer’s existing sales orders are listed by number in the S/Order Id field.
4 Select the required sales order, and press Enter. The details of the sales order are
displayed in the window. The product area of the window gives the details of the
products purchased on this sales order. The Payment Details area of the window displays
the amount still to be paid on this sales order.
5 You can edit the contents of the sales order in almost any way, including changing the
products and the quantities on sales order. You can add new products to the sales order,
or delete products from the sales order.

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Sales Orders

6 If you are finalising the sales order, select the payment method and enter the amount
the customer is paying in the Paying field. If the customer is paying by more than one
payment method, enter the relevant amounts for the different payment methods.
7 Once you have made your changes, commit the changes by pressing F10, or clicking on
the Commit – F10 button with the mouse.

To record a sales order payment

NOTE
Customer details The history of a customer’s sales order payments can be viewed in the Customers
window. See ‘Viewing customer details’ on page 204 for more information.

Customer payments on sales orders are processed using the Sales Order Payments window.
A sales order is finalised when the customer has paid for the sales order products in full, and
takes the products.
NOTE
Payments on sales orders Recommended store policy on sales orders is that only the initial deposit
and the final payment be available as customer payment options. If you want to enable a customer to
make multiple payments on a sales order, consider using a lay-by sale instead.

1 Go to the Sales Order Payments window either by pressing the Shift+F8 shortcut key,
or by choosing Sales Order Payments from the Transaction menu.
2 Enter your staff number in the Staff field, and enter the customer number in the Cust.
field.
The customer’s current sales orders are displayed in the S/Order Id field.
NOTE
Amount already paid The amount the customer has already paid is displayed beside the Already Paid
payment method in the Payment Details grid.

3 Select the required sales order, and press Enter. The details of the sales order are
displayed in the window. The Date field displays the date of the sales order transaction,
and the product area of the window gives the details of the products purchased on this
sales order. The Payment Details grid displays the amount still to be paid on this sales
order.
Click on the Profit Details button to view the cost, and estimated gross profit as a dollar
amount and as a percentage on the total sales order. Press the Profit Details button again
to display the payment fields.
4 In the Payment Details frame, select the payment method by which the customer wants
to make a payment. When you have selected the required payment method, press Enter
to move to the Paying field, and enter the amount the customer wants to pay.
5 When you’ve entered the customer’s payment, you have to reassign the remaining
balance back to Sales Order,

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Sales Orders

Highlight the Sales Order payment method, and press Enter. RetailManager
automatically calculates the remaining unpaid balance, and displays it beside the Sales
Order payment method in the payment methods list.
The SO/Quote tab in the Customers window displays a list of sales order payments made
by the customer.

To cancel or refund a sales order

Cancelling or refunding a sales order is easily done in RetailManager, but it is important to
remember that you do not do this in the Sales window, but rather in the Sales Order
Payments window. Sales Orders are only created in the Sales window, but all other aspects of
managing the sales orders are done in the Sales Order Payments window.
1 Go to the Sales Order Payments window either by pressing the Shift + F8 shortcut key,
or by choosing Sales Order Payments from the Transaction menu.
2 Enter your staff number in the Staff field, and enter the customer number in the Cust.
field. The customer’s current sales orders are displayed in the S/Order Id field.
3 Select the sales order you want to cancel or refund in the S/Order Id field. The details of
the sales order are displayed in the window.
4 Click on the Refund button at the bottom of the window. If you are using passwords,
the Security window appears. Type your password, and press Enter.
If no deposit or payments has been paid on the sales order, the sales order will simply be
cancelled.
If a deposit or payments have been paid on the sales order, the Sales Order Refund
window appears.

The Sales Order Refund window displays the staff member refunding the sales order,
the name of the customer being refunded, the sales order number, and the amount
being refunded. Make sure that the amounts you are refunding for each payment
method show as negative amounts.
5 Select the payment method for refunding the customer from the payment methods list.
You can select multiple payment methods here for the refund.
6 When you have entered the payment method(s) you require for the refund, press Enter.
You are asked if you want to approve this transaction. Click Yes or type ‘Y’ to approve
the transaction.

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Sales Orders

To convert a sales order

You can convert a sales order to a sale or an account sale, simply by processing the sales
order in the Sales Order Payments window in the same manner as you would process a sale
from the Sales window.

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Chapter 5 Sales
Quotes

Quotes
A quote is a non-sale transaction that enables you to provide a customer with a price for
goods and/or services you sell. You can print quotes as a hardcopy record for your
customers. Quotes can be cancelled or converted to a sale, lay-by, customer special order,
sales order or account sale, if the quote is to be processed as an actual transaction.
NOTE
Setting your Quote options You can set the expiry date of a quote, using the Quote Options group
in the General options window. See Setting your General options, page 37 for more information.

Quotes can be edited by selecting options in the Security options window.

To make the quote function inactive

Quotes are an optional feature in RetailManager. By default the quote payment type is
active in RetailManager. If your business doesn’t use the quote payment method:
1 Go to the Payment type options window, select the Quote payment type and click
Edit.
2 Ensure the This payment type is active checkbox is clear. See ‘Setting your Payment
Type options’ on page 43 for more information about editing payment types.

To make a quote
1 Go to the Sales window either by using the shortcut key F6, or by choosing Sales from
the Transaction menu.
2 Enter the details of the quote in the Sales window in the usual way you would for a sale.
Refer to ‘Overview’ on page 153 for more information about making a ‘standard’ sale.
3 Select the Quote payment method.
4 Commit the transaction.
If you have a docket printer, and you do not have the printing option Preview All
Transactions ticked, the quote is printed to the docket printer.
If you have an A4 printer set as your docket printer, or if you have the printing option
Preview All Transactions ticked, the ReailManager Report viewer appears with the
quote. See ‘Using the MYOB RetailManager report viewer’ on page 253 or more
information about the report viewer.
Click the Print button ( ). The Print dialog box appears. Specify the page range,
required number of copies etc. and click OK.
The quote is printed to either your report printer or your docket printer.
NOTE
No stock adjustment The stock level of the products put on quote is not adjusted.

Run the Detailed or Summary Quote reports to view a list of your quotes. See ‘Reports’ on
page 252 for more information on generating reports in RetailManager.

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Quotes

The Quotes tab in the Customers window lists quotes for the customer, along with the
status of quote.
A quote can have the following states
• Active
A quote has been made and is outstanding
• Converted
When the quote has been converted to a sale
• Cancelled
When a quote has been cancelled
If your customer wants to add an item, use the Quote Payments window. See ‘Updating a
Quote’ below for more information.

To update a quote
To prevent staff from accidentally editing quotes you should make sure that the Don’t
Allow Editing of Quotes option in the Security options window is always turned on (see
‘Setting your Security options’ on page 71 for more information).
1 Go to the Quote Converter window either by using the shortcut key Shift+ F9, or by
choosing Quote Converter from the Transaction menu.

2 Enter your staff number in the Staff field and then enter the customer number in the
Cust. field.
3 The customer’s existing quotes are listed by number in the Quote Id field.
4 Select the required quote, and press Enter. The details of the quote are displayed in the
window. The product area of the window gives the details of the products on this quote.
5 You can edit the contents of the quote in almost any way, including changing the
products and the quantities on quote. You can add new products to the quote, or delete
products from the quote.
6 Once you have made your changes, commit the changes by pressing F10, or clicking on
the Commit – F10 button with the mouse.

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Quotes

To convert a quote
You convert a quote using the Quote Converter. The quote convertor enables you to convert
a quote to a sale, lay-by, customer special order, sales order, or account sale.
1 Go to the Quote Convertor window either by pressing the Shift+F9 shortcut key, or by
choosing Quote Convertor from the Transaction menu.
2 Enter your staff number in the Staff field, and enter the customer number in the Cust.
field.
The customer’s current quotes are displayed in the Quote Id field.
3 Select the required quote, and press Enter. The details of the quote are displayed in the
window. The Date field displays the date and time the quote was made.
Click on the Profit Details button to view the cost, and estimated gross profit as a dollar
amount and as a percentage on the total quote. Press the Profit Details button again to
display the payment fields.
4 In the Payment Details frame, select the payment method the customer wants the quote
converted to.
• If you are converting the quote to a sale transaction, press Enter to move to the
Paying field, and enter the amount the customer is paying.
• If you are converting the quote to a lay-by or other form of payment type that will
not require initial customer purchase payment, commit the quote conversion and
continue to process payment as you normally would for the new transaction type.
The SO/Quotes tab in the Customers window displays a list of quote payments made by
the customer.

To cancel a quote
Cancelling a quote is easily done in RetailManager, but it is important to remember that
you do not do this in the Sales window, but rather in the Quote Convertor window. Quotes
are only created in the Sales window, but all other aspects of managing the quotes are done
in the Quote convertor window.
1 Go to the Quote Payments window either by pressing the Shift + F9 shortcut key, or by
choosing Quote Payments from the Transaction menu.
2 Enter your staff number in the Staff field, and enter the customer number in the Cust.
field. The customer’s current quotes are displayed in the Quote Id field.
3 Select the quote you want to cancel in the Quote Id field. The details of the quote are
displayed in the window.
4 Click on the Cancel button at the bottom of the window. If you are using passwords, the
Security window appears. Type your password, and press Enter.
5 Click Yes to cancel the quote.

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Reprinting in RetailManager

Reprinting in RetailManager
In RetailManager, you can reprint the last transaction of the following transaction types:
• Last Sales Docket
• Last Credit Note/Deposit/Gift Voucher
• Last Goods Received
• Last Returned Goods
• Last Special Order
• Last Customer Special Order
• Last Purchase Order
• Last Invoice, Last Invoice Payment
• Last Lay-by, Last Lay-by Payment, Last Lay-by Refund
• Last Sales Order, Last Sales Order Payment, Last Sales Order Refund
• Last Quote

To reprint the last transaction

1 Go to the Tools menu, and choose Reprint.
2 Select the required transaction type of which you want to reprint the last transaction.

Reprinting transactions
If the transaction you want to reprint is not the most recent of the transaction type, you can
still reprint it from the Stock window, the Suppliers window, or the Customers window.
The quickest method of reprinting a transaction is using the Lookup window. For more
information about how to use the Lookup window, see ‘Using the ‘Lookup’ window’ on
page 27.
You can also reprint a transaction in the following ways:

Reprinting from the Customers window

You can reprint a transaction from the Customers window if there is a customer record for
the customer concerned.
1 Go to the Customers window and enter the customer number in the Customer field.
Press Enter.
2 Click on the Purchases, Invoices, Credit Notes, IV Pay, Lay-bys, LB Pay, CSO (Customer
Special Orders), SO/Quotes, or Sales Pay tabs as required to view a list of transactions of
that transaction type for that customer.
3 Click on the required transaction or highlight the transaction and press Enter. The
original transaction is displayed. Click on the Reprint-F4 button or press F4 to reprint
the transaction.

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Reprinting in RetailManager

Reprinting from the Stock window

1 Go to the Stock window and enter the stock bar code of the transaction stock item in the
Bar Code field. Click on the Audit tab to view a list of all the recent transactions for the
stock item.
2 Click on the required transaction or highlight the transaction and press Enter. The
original transaction is displayed. Click on the Reprint-F4 button or press F4 to reprint
the transaction.

Reprinting from the Suppliers window

1 Go to the Suppliers window and enter the Supplier number in the Supplier field. Click
on the Received tab to view a list of recent transactions of stock items supplied to you by
the supplier.
2 Click on the required transaction or highlight the transaction and press Enter. The
original transaction is displayed. Click on the Reprint-F4 button or press F4 to reprint
the transaction.

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6 Customers

Overview 200 Printing Customer Statements 206

Creating a customer record 201 To print customer statements 206
To create a customer record 201 Printing a statement for a specific customer 206
Creating a customer account 202 To print a statement for a customer 206
To create a customer account 202 Accounts reports 206
Viewing customer details 204
To view customer details 204
Viewing Purchase details 204
Viewing Credit details 204
Viewing Invoice details 205
Viewing Invoice Payment details 205
Viewing Lay-by details 205
Viewing Lay-by Payment details 205
Viewing Customer Special Order details 205
Viewing customer sales orders and quotes 205
Viewing Sales order deposits 205

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Chapter 6 Customers
Overview

Overview
Customers are the essential ingredient for any successful retail business, and retailers strive
hard to win and maintain customer loyalty.
RetailManager records an extensive variety of customer information which is used in a
number of ways, including everything from administering lay-bys, special orders, and
customer accounts through to displaying personalised messages in the Sales window for the
benefit of staff.
Customer records and customer accounts are created in the Customers window. Customer records
are used:
• to record the name, address, phone number and e-mail address of the customer;
• to allocate a unique customer number to the customer;
• to grade the customer for discount benefits, or preferential treatment;
• to display any notes in the Sales window about the customer you want your staff to
know or say when serving the customer;
• to display an extensive history of the customer’s activity with your business,
including all purchases and payments, lay-by purchases and payments, account
sales and payments, special orders, sales orders and quotes, and deposits on sales
orders;
• when processing quotes, lay-by sales, lay-by payments, sales orders and payments
and special orders; and
• when issuing and redeeming credit notes and gift vouchers.
Customer accounts are additional to customer records and are used by customers to
purchase goods on account from your store.

Customers registered for GST If you have any customers that are registered for GST, you
can record their ABN in the Customers window. See To record a customer’s tax terms, page 79
for more information. If you want their ABN to appear on their invoices and dockets, select
the Include Customer’s ABN on Invoices/Dockets option in the Miscellaneous Options
window.

Overseas Customers If your business sells goods to overseas customers, these goods are
GST free. When creating a customer record, flag an overseas customer by ticking the
Overseas Customer checkbox. If you attempt to sell or lay-by an item with a GST tax code to
an overseas customer, RetailManager displays the warning, “Customer is flagged as an
overseas customer, and should not be charged GST. Commit anyway?”.
You can change the item’s tax code in the Sales window to either GST Free or to the tax code
you set up for export sales (recommended). See ‘To set up default tax codes’ on page 76 for
more information on setting up a tax code for export sales.

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Overview

Creating a customer record

NOTE
Customer List report The Customer List report displays a list of all your customers including their
addresses and discount grade. For information on displaying a report, see ‘Reports’ on page 252.

To create a customer record

1 Go to the Information menu and choose Customers, or press Ctrl + U. The Customers
window appears.

2 If you want to specify a customer ID for a customer, type the number in the Customer
field and press Enter.
If you want RetailManager to allocate a unique customer number, press F5. The word
‘<New>’ is displayed in the Customer field, and a customer number will be allocated
after the information is committed.
3 Enter the customer’s surname, given names, salutation, company and position in the
company in the relevant fields.
4 Select the required grade for the customer in the Grade field.
NOTE
Set pricing See ‘Setting up Set Pricing’ on page 255 for more information.

5 If you want to flag this customer, tick the Status checkbox. See ‘Setting your Custom
options’ on page 56 for more information. If you have renamed the Status checkbox in
the Security Options window, this checkbox will be labelled with that name.
6 If applicable, tick the Customer Registered for GST checkbox and enter the customer’s
11-digit ABN in the ABN field.
7 If you don’t want this customer record to appear in search windows and reports, tick
Tick the Hide in Searches/Reports checkbox. See ‘Hiding records in searches and reports’
on page 28 for more information.

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Overview

8 If this customer resides overseas, click the Overseas Customer checkbox. Note that this
checkbox is greyed out if you have ticked the Customer Registered for GST checkbox.
9 Click the Information tab and complete the fields as required.
• Enter any message about the customer you want displayed in the Sales window
every time the customer purchases something.
• Enter any more detailed notes about the customer in the Customer Notes field.
Notes entered here are not displayed anywhere else.
• Enter the relevant information in the Custom fields. See ‘Setting your Custom
options’ on page 56 for more information.
NOTE
Customer messages You can enter messages like ‘VIP customer’, or ‘show new gardening products’.
Be careful with any negative messages, in case the customer accidentally sees the message!
You can also enter a generic message to all your customers, which is printed out on all customer receipts,
in the Messages Options window.

10 Click the Commit - F10 button or press F10 to commit the information.

Creating a customer account

In RetailManager you can create an account for a customer, allowing the customer to make
purchases by charging them to an account. RetailManager has a full debtor’s package to
create and track individual customer accounts.
Before you set up the customer account, you need to set up a customer record for the
customer. See ‘Creating a customer record’ on page 201 for more information about setting
up a customer record.

To create a customer account

1 Go to the Information menu and choose Customers, or press Ctrl + U. The Customers
window appears.
2 Enter the customer number. If the customer does not have a customer record, create a
new record for the customer. See “Creating a customer record” on page 201 for more
information.
NOTE
Password-protection for creating accounts If you turned on Account Security, you will have to
enter your password before you can create a customer account. See ‘Setting your Security options’ on
page 71 for more information.

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Overview

3 Click the Show Account Details – F3 button or press F3. The account details for the
customer are displayed.

4 Press the spacebar to tick the Account Customer checkbox, to indicate that this is an
account customer.
5 Enter your staff number in the Opened By field. When you enter the number, your
name is also displayed.
6 Enter the staff number of the staff member to whom you want to credit any account
sales made to this customer in the A/C Owner field, or leave the field blank to credit the
staff member who actually makes the sale. This is particularly relevant where staff
members can earn commission on sales.
7 Enter the number of days the customer has to pay the account before the account is
overdue, and they are put on stop credit, in the No. of Days field. The number of days
you enter here will be calculated from the date of invoice.
If you want the number of days to be calculated from the end of the month, tick the
EOM (End of Month) checkbox by pressing the spacebar.
NOTE
Changing the credit limit You can change the credit limit of the customer at any time.

8 Enter the maximum credit limit of the customer in the Credit Limit field.
If the customer’s limit is exceeded, and you have your account security option turned
on in the Security Options window, you will have to enter your password to approve
the sale.
9 Click the Commit - F10 button or press F10 to commit the transaction.
The Owing and Remaining Credit fields display the amount the customer currently
owes, and the remaining amount of credit the customer has. They are display only
fields, and cannot be edited.
The amounts displayed in these fields are GST inclusive.

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Chapter 6 Customers
Viewing customer details

Viewing customer details

RetailManager provides a range of enquiry options for customer accounts. This includes
purchases, credit history, invoices and invoice payments, lay-by sales and payments,
customer special orders, sales orders and quotes, and deposits on sales orders.

To view customer details

1 Go to the Information menu and choose Customers, or press Ctrl + U. The Customers
window appears.
2 Enter the customer number in the Customer field.
3 Click the required tab. In addition to the General and Information tabs, the Customers
window displays the Purchases, Credit, Invoices, IV Payments, Lay-bys, LB Pay, CSO,
S. Orders/Quotes, and Sales Pay tabs. Each tab is described below. Note the following
about viewing information in a tab:

Click a column heading that has an asterisk next to it

to sort the grid by that heading. Right-click to sort
the column in descending order.

To view the original

transaction, press Enter
or the spacebar, or
double-click the line.
Use this scroll bar
to scroll through
the list.
You can view tax
inclusive or exclusive
prices.

Viewing Purchase details

Click the Purchases tab to view a list of items purchased by the customer. The grid lists each
product purchased on a separate line with the date, quantity and price of the purchase.
Click the Tax Inclusive radio button to view the price tax inclusive, or the Tax Exclusive
button to view the price tax exclusive.
If the customer has purchased any packages, you also have the option of viewing the list by
component (including or excluding tax) or by header (also including or excluding tax).

Viewing Credit details

Click the Credit tab to view a list of credits notes, deposits, and gift vouchers issued to the
customer. The date, Credit Id, source (for example docket id), Credit Type and Amount are
displayed for each credit.

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Viewing customer details

Viewing Invoice details

Click the Invoices tab to view a list of invoices issued to the customer. The date, invoice
number, invoice total, and amount owing are displayed for each invoice.
The amounts displayed in the Amount Owing column are tax inclusive.

Viewing Invoice Payment details

Click the IV Pay tab to view a list of invoice payments made by the customer. The grid
displays the date, invoice number, payment number, transaction code, amount paid, and
any discount given, for each payment.

Viewing Lay-by details

Click the Lay-bys tab to view a list of lay-bys for the customer. The grid displays the date
and time, lay-by number, the date of the last payment made by the customer, the total and
the amount owing for each lay-by.

Viewing Lay-by Payment details

Click the LB Pay tab to view a list of lay-by payments made by the customer. The date, lay-
by number, payment number, amount paid, and payment type, are displayed for each lay-
by payment.

Viewing Customer Special Order details

Click the CSO tab to view a list of items on special order for the customer. The grid displays
the date and time of the order, the description, sell price, and quantity of the item on order,
and the status of the order.

Viewing customer sales orders and quotes

Click the S. Orders/Quote tab to view a list of the sales orders placed by the customer, and
quotes given to the customer. The grid lists the date and time of each order and quote, the
Sales Order Number, the type and status of the order, the total amount of the order, and the
amount owing.

Viewing Sales order deposits

Click the Sales Pay tab to view a list of deposits or payments made on sales orders. The grid
lists the date and time, Sales Order Number, Payment Number, amount paid and Payment
Type.

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Chapter 6 Customers
Printing Customer Statements

Printing Customer Statements

NOTE
Mailing labels If you are mailing statements to your customers, you can use the Mailing Avery DL33
report or the Mailing Unistat 33 report to print customer mailing labels. See ‘Reports’ on page 252 for
more information on generating a report.

In RetailManager, you can print out customer statements for all your account customers or
for a specific customer.
A customer statement lists the customer’s invoices, and provides details of any payments
made against each invoice, including the amount paid, any discounts given, the
outstanding amount and due date. The statement also displays the customer’s credit limit,
remaining credit and payment terms.

To print customer statements

1 Go to the Admin menu and choose Print Customer Statements.
2 Enter a cutoff date for the statement. Invoices and any payments made on or before this
date will be listed on the statement.
3 Select if you want to print statements for all account customers or only for customers
who have an outstanding balance.
4 If you selected ‘all account customers’ in step 3, choose if you want the statement to list
all invoices or only outstanding invoices.
The statements are printed on the printer you specified for reports.

Printing a statement for a specific customer

You can print a statement for a customer on request through the Debtor Payments
window.

To print a statement for a customer

1 Go to the Transaction menu and choose Debtor Payments, or press Shift + F6. The
Debtor Payments window appears.
2 Click the Print Customer Statement button. A customer statement is printed on your
report printer.

Accounts reports
In addition to the Customer Statement, there are four reports that directly relate to
customer accounts. They are:
• the Debtor’s report,
• the Detailed Debtor’s report,
• the Aged Debtor’s report, and
• the Aged Debtor’s Detailed report.

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Printing Customer Statements

See ‘Reports’ on page 252 for more information on generating a report.

Account Sales report

You can run the Account Sales report to view a list of sales made to account customers. See
‘Reports’ on page 252 for more information on generating a report.

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Chapter 6 Customers
Printing Customer Statements

208 MYOB RetailManager Standard, Version 6 au

CHAPTER

7 Cashing Up

Overview 210 Managing Till Floats 216

Cashing up on a network 210 To add a till float amount 216
Sales Summary 211 To subtract a till float amount 216
To view the Sales Summary 211 Cashing Up for the day 218
To view Staff Sales Information 212 Entering your takings 218
To view Staff Sales in graphs 212 To enter your takings 218
To view Category and Custom Sales Information 214 Printing Cashup reports 219
Viewing the current till balance 215 To print Cashup reports 220
To view the till balance: 215

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Chapter 7 Cashing Up
Overview

Overview
A busy retailer will want to be able to find out the till balance and how sales are going at any
time during a given day. These needs are met by the Till Balance and the Sales Summary,
features of MYOB RetailManager.
The Till Balance gives you a running total since the last cashup/end of session for that cash
drawer only and is printed out on the printer you specified for cashup.
NOTE
Aggregated sales summary If you are running a network, the Sales Summary includes sales from all
client computers in your store.

The Sales Summary provides more detailed information about how sales are going either for
the day or for the specified date period. This includes information such as sales and profit
totals per staff member, Sales, Cost of Goods Sold and Current Stock Value for the whole
store, and various graph options for totals.
This chapter also explains how to cash up at the end of the day. This involves entering the
takings in RetailManager and then running the Cashup reports as required.

Cashing up on a network
If you are running RetailManager on a network, how you cash up at the end of the day
depends on how you have set up your cash drawers.
• If you are cashing up on your server, any till that has the same cash drawer name as
the server will also be cashed up.
• If you want each till to be cashed up individually, make sure you specify a different
cash drawer name for each till.
See “Networking with RetailManager” on page 311 for more information about running
RetailManager on a network.

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Sales Summary

Sales Summary
The Sales Summary window displays information about the performance of the shop since
midnight, or for a specified period of time. The Sales Summary differs from the Till balance
in that it includes all client computers on a network, whereas the Till Balance is only run for
a single computer/till. You can run the Sales Summary at any time during the day for a
summary of the day’s business.
In addition to viewing and printing out the Sales Summary report from this window, you
can also view your staff in a number of different ways, view your sales on a per category and
sub-category basis, and view sales broken down per the two stock custom fields, Custom1.
Custom2.

To view the Sales Summary

1 Go to the Reconciliation menu and choose Sales Summary. The Sales Summary
window appears.

2 To view a summary of sales for:

• today, click the Today’s Sales button.
• a selected date range, choose Select by Date from the Sales over Period drop-down list.
Enter the required date range in the adjacent fields and press Enter. Press F2 to use
the calendar for date selection.
• a docket number range, choose Select by Docket from the Sales over Period drop-down
list. Enter the required docket number range in the adjacent fields and press Enter.
A summary of sales, including invoice, sales order and lay-by payments, sales order and
lay-bys paid out, and credit issued and redeemed are displayed for the specified period
or docket range. Use the Refresh button when you change your date or docket range in
this window.
3 Click the Refresh Stock Value button to view the value of your items currently in stock.
The grid displays the current stock value for each category and sub-category. The total
current stock value is displayed in the Current Stock Value field at the bottom of the
window.

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Sales Summary

4 Click the Print sales summary button. The Sales Summary report appears in the
MYOB RetailManager Report viewer.

To view Staff Sales Information

1 Go to the Reconciliation menu and choose Sales Summary.
2 To view staff sales information for:
• today, click the Today’s Sales button.
• a selected date range, choose Select by Date from the Sales over Period drop-down list.
Enter the required date range in the adjacent fields and press Enter. Press F2 to use
the calendar for date selection.
• a docket number range, choose Select by Docket from the Sales over Period drop-down
list. Enter the required docket number range in the adjacent fields and press Enter.
3 Click the Staff Sales Information tab. Your staff sales for the selected date or docket
range are displayed in a table.
4 Click the Refresh button in the top left corner of the window.
The total number and amount of sales, the estimated gross profit as a dollar value and as
a percentage are displayed for each listed staff member, for the specified date or docket
range.

To view Staff Sales in graphs

1 Go to the Reconciliation menu and choose Sales Summary.
2 To view staff sales information in graph format for:
• today, click the Today’s Sales button.
• a selected date range, choose Select by Date from the Sales over Period drop-down
list. Enter the required date range in the adjacent fields and press Enter. Press F2 to
use the calendar for date selection.
• a docket number range, choose Select by Docket from the Sales over Period drop-
down list. Enter the required docket number range in the adjacent fields and press
Enter.
3 Click the Staff Sales Graphed tab. Your staff sales for the selected date or docket range
are displayed as a graph.

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Sales Summary

4 Click either the No of Sales, Sale and eGP$ or eGP% radio buttons for the required
graph view.
• The No. of Sales pie chart displays the percentage of sales made per staff member.

• The Sale & eGP $ graph displays the total sales amount and estimated gross profit in
dollars per staff member.

• The eGP % displays the estimated gross profit made per staff member as a percentage
of the overall profit.

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Chapter 7 Cashing Up
Sales Summary

To view Category and Custom Sales Information

1 Go to the Reconciliation menu and choose Sales Summary.
2 To view category and custom sales information for:
• today, click the Today’s Sales button.
• a selected date range, choose Select by Date from the Sales over Period drop-down
list. Select the required date range in the adjacent fields and press Enter. Press F2 to
use the calendar for date selection.
• a docket number range, choose Select by Docket from the Sales over Period drop-
down list. Select the required docket number range in the adjacent fields and press
Enter.
3 Click the Category/Custom Sales Info tab. Two grids are displayed.

• The top half of the grid contains sales information for each category and sub-
category, for the specified date or docket range, are displayed. Categories are listed in
the left column, and sub-categories listed in the top row of the grid.
• The bottom half of the grid contains sales information for each of the stock custom
fields (Custom1 and Custom2), for the specified date and docket range. Custom 1
listings are displayed in the left column, and Custom 2 listings in the top row of the
grid. Totals for Custom 1 only are displayed in the Total Sales column, without any
totals appearing in the Custom 2 columns to the right. Totals for Custom 2 only are
displayed in the Total Sales column, with blank cells in the Custom1/Custom2
column, indicating there is no Custom 1 value.
4 Use the horizontal and vertical scroll bars to view the required totals. Click the Refresh
button to change docket and date ranges in this window.

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Viewing the current till balance

Viewing the current till balance

The till balance tells you what you should currently have in your till; this includes a total for
each payment type and total expected. This should match an actual physical count of the
till contents.
NOTE
More about your cashup printer see ‘Setting your Printing options’ on page 48 for more
information on specifying your printer for cashup.

To view the till balance:

1 Go to the Reconciliation menu and choose Print Till Balance. The Till Balance report
appears in the MYOB RetailManager Report viewer.
2 Print the till balance. If you are printing:
• to an A4 printer, click the Print icon ( ) in the top left corner of the window.
• to your docket printer, click the Print - F4 button or press F4.

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Chapter 7 Cashing Up
Managing Till Floats

Managing Till Floats

With RetailManager, you can add a float amount to your till balance. You can then subtract
this float amount when cashing up, or leave the float amount as part of your till balance if
you use a perpetual float.
The following procedures show you how to add or subtract a float amount using the Float
In/Out option in the Reconciliation menu to display the Float In/Out window. You can
also display the Float In/Out window from the End Of Session Reconciliation window
when you perform cashup and end of day procedures.

To add a till float amount

1 Go to the Reconciliation menu and choose Float In/Out (or use the Alt+C+F shortcut
key). If you have password-protected Float In/Out in the Security Options window, you
will be prompted to enter your staff number and password.
The Float In/Out window appears.

2 Select the staff member in the Staff field.

3 In the Float Amount In/Out field, enter the amount of the float that you are adding.
4 Enter a comment in the comments field if you want to record information about the
float.
NOTE
Viewing Float In/Out comments To view comments that have been recorded with a float, use the
Lookup window. For more information about the Lookup window see ‘Using the ‘Lookup’ window’ on
page 27.

5 Click Commit to commit the float amount for this till.

To subtract a till float amount

1 Go to the Reconciliation menu and choose Float In/Out.
The Float In/Out window appears.
2 Select the staff member in the Staff field.

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Managing Till Floats

3 In the Float Amount In/Out field, enter the negative amount of the float that you are
subtracting from the till.
For example, if you have a current float amount of $65, enter ‘-65’ in the Float Amount
In/Out field.
4 Click Commit to commit the float amount for this till.

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Chapter 7 Cashing Up
Cashing Up for the day

Cashing Up for the day

The Cashup procedure consists of two basic steps:
• Entering your takings, and
• Printing the Cashup reports.
NOTE
Note regarding networks If you are running a network, remember that all the computers that share
the same till/cash drawer are also cashed up.

During your daily Cashup procedure, RetailManager backs up your database automatically.
A separate backup of the recent.mdb, archive.mdb and offline.mdb database files are
created and is stored in a folder named Drawer A, B etc. (the name of your cash drawer). This
folder is then stored in a folder named ‘Monday Backup’, ‘Tuesday Backup’, and so on — a
separate folder for each of the seven days of the week. These folders are stored in your
shopfront folder ‘c:\program files\RetailM\<your shop name>’. Monday’s backup will be
overwritten only by the following Monday’s backup during cashup, Tuesday’s by the
following Tuesday’s, and so on. This means that at any given time, you have a a full week’s
worth of backup files for each cash drawer you have cashed up.
The backup file is quite separate from the database that RetailManager opens every day,
‘recent.mdb’.
See ‘Restoring your database’ on page 274 for information about how to restore your
database from a backup file.
You can password-protect the Cashup functionality. See ‘Setting your Security options’ on
page 71 for more information.

Entering your takings

The first stage of cashing up for the day is counting the takings in the till and entering the
amounts in RetailManager.
NOTE
Printing a final till balance If you want to print a final till balance for the day, which summarises
what RetailManager thinks you should have in the till, you must do it before you end the session and
enter your takings.

To enter your takings

1 Go to the Reconciliation menu and choose Cashup/End of Day.
If you have password-protected Cashup in the Security Options window, you will be
prompted to enter your staff number and password.
You are prompted to confirm if you want to close the current session.
2 Click Yes. The session is closed, and your database is backed up automatically.
An MYOB RetailManager dialog appears, asking you to count your takings and enter
them in the following window.

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Cashing Up for the day

3 Click OK. The End of Session Reconciliation window appears.

4 Count your takings.

5 Select the staff member in the Staff field.
6 If you have previously set a float amount for this till, you can choose to either keep the
float amount as part of your cash up, or you can choose to deduct the float amount from
the till balance.
Click Float In/Out and enter the negative amount of the float that you are subtracting
from the till. For example, if you have a current float amount of $65, enter ‘-65’ in the
Float Amount In/Out field. See Managing Till Floats, page 216 for more information.
7 Enter the takings for each payment type in the Payment Details frame by choosing the
required payment type, entering the amount in the Amount Counted field, and then
clicking the Add button. A running total is displayed in the Total field.
8 Press F3 to display the Comments field and enter any comments you may have about
the cashup. These comments will appear in the Print Cashup Reports window when
you highlight this session in the list of Previous Sessions. See Printing Cashup reports,
below for more information.
9 When you have entered all your day’s takings, click the Commit-F10 button or press
F10.
A message appears, prompting you to check the totals you have entered.
10 Click OK.

Printing Cashup reports

The second stage of cashing up at the end of the day is printing your choice of the cashup
reports.
Your cashup reports are printed to the printer you specified for Cashup in the Printing
Options window.

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Chapter 7 Cashing Up
Cashing Up for the day

To print Cashup reports

1 Go to the Reconciliation menu and choose Print Cashup Reports. The Print Cashup
Reports window appears.

If you have password-protected Cashup in the Security Options window, enter your
password in the dialog box.
2 Select the required cashup session from the Previous Sessions list. The most recent
cashup appears at the top of the list and is highlighted. A list of cashup reports appears
on the right.
NOTE
More about reports see ‘Reports’ on page 252 for more information on the functions available in the
Reports window.

Click the View button next to each report to view the report on the Reports window.
(You can print the displayed report from this window by clicking the Print button; note,
however, that the report will be printed to the printer you specified for reports – and not
for cashup (in the Printing Options window).
3 Select the reports you want to print out in the reconciliation by ticking the checkbox of
the required options.
• The Cash Summary report lists for each payment type, the expected takings in
dollars and as a percentage, the counted takings and the discrepancy (if any). There
is a column on the printed report for any comments you might want to record.
• The Transaction Summary report lists each individual transaction for the session,
giving the total and gross profit for each in dollars and as a percentage, together with
the date, docket number, staff name, transaction type, method and payment type.
• The Sales Summary report groups sales by staff member and for each staff member,
displays the number of sales, total sale value, gross profit in dollars and as a
percentage and any discounts given. This report lists the total cost of goods sold,
total tax on sales, and total gross profit in dollars. It also lists the totals for invoice,
sales order and lay-by payments, sales order and lay-bys paid out, and credit issued
and redeemed.
• The Detailed Transaction Summary report lists each individual transaction for the
session, giving the total and gross profit for each in dollars and as a percentage,
together with the payment type (account, gift voucher etc.), payment method (cash,
Master Card) and the amount paid.

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Cashing Up for the day

NOTE
Use an A4 printer to print the Detailed Transaction Summary report You can only print the
Detailed Transaction Summary report to an A4 printer. If you specify your docket printer, this report will
be greyed out in the Print Cashup Reports window.

4 Click the Print Selected Reports - F10 button or press F10.

Your cashup reports will be printed to the printer you specified for Cashup in the
Printing Options window.

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Chapter 7 Cashing Up
Cashing Up for the day

222 MYOB RetailManager Standard, Version 6 au

CHAPTER

8 Troubleshooting

Common Solutions 224 Purchase and customer special orders 238

Cash Drawers 225 Debtor Payments and Invoices 239
Docket Printers 226 Goods Received/Returns 241
Scanners 228 Stocktake 243
Bar codes 229 Stock window 244
Pole Displays 230 Reports 246
Printers 231 General 247
File Management/Configuration 232
Sales, Lay-bys, Credit Notes, and Gift
Vouchers 233

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Chapter 8 Troubleshooting
Common Solutions

Common Solutions
If you are having problems with RetailManager, here are some simple Windows remedies
that can often help solve the problem.
• Reboot your computer and printers. Click the Start button, then Shut Down, then
Shut Down Computer. Once you have shut down your computer, turn your printers
off. When your computer and printers are all turned off, wait 30 seconds, and then
start up your printers again, and then your computer. Restart RetailManager.
• Check your hard disk using Scan Disk. Click the Start button, go to Programs, then
Accessories, then System Tools, and select ScanDisk. See Windows Help for more
information.
• Defragment your hard disk. Click the Start button, go to Programs, then
Accessories, then System Tools, and select Disk Defragmenter. See Windows Help for
more information.
• Delete the files in your Temp folder. Use Windows Explorer to go to your
‘c:\windows\temp’ folder (Windows 98) or c:\winnt\temp’ folder (Windows NT)
and delete all the files in it. Make sure you have no other programs running in the
background when you do this.
• Check your computer for viruses. To do this you will need a virus checker program.
Check with your retailer.
• Maintain your database. If you are having problems with your database, see
‘Managing your database’ on page 270 for more information about managing your
database, and what options are available for fixing it.
• Cannot use a point-of-sale hardware device such as a docket printer, bar code
scanner, cash drawer, or pole display. Make sure that drivers for these hardware
items are not installed — RetailManager works with these devices directly. If a driver
is installed, it can interfere with the operation of the hardware when using
RetailManager.
• Cannot use all my serial devices at the same time. With some models of IBM-
compatible PCs, there are two serial ports built in. These two ports have interrupt
settings (IRQ) allocated to them.
If you have added a serial card to provide additional serial ports, you must ensure that
any additional ports each have a unique IRQ. Some (inexpensive) models of serial port
cards do not use additional IRQs, and these models will not work properly with
RetailManager and extra serial devices.
Restart your computer again after the above measures. If they haven’t been successful, you
should contact your RetailManager Sales Partner (RSP) or consultant, or RetailManager
Technical Support.

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Cash Drawers

Cash Drawers
The cash drawer won’t open
1 Check that the cash drawer is plugged into the port on your computer (or printer) and
the power is switched on.
2 Check that the cash drawer is not locked and can open without obstruction.
3 Make sure you have ticked the Use Cash Drawer checkbox in the Cash Drawer window.
4 Check that you have entered the correct control code required to open the cash drawer
in the Trigger field. Refer to the cash drawer documentation or speak to the supplier of
the cash drawer for this setting. Check that you have converted the control code
correctly to the format used in RetailManager.
5 If your cash drawer is connected to your printer:
• Make sure there is paper in the printer, that the printer is turned on and that it is
“Online”.
• Make sure you have selected the correct printer model from the Printer Type
selection list in the Cash Drawer window.
• If your docket printer has more than one cash drawer connection, make sure it’s
plugged into the correct one on the printer.
6 If the cash drawer is plugged directly into a port on your computer (and not the docket
printer):
• Check that the correct port is specified in the Cash Drawer window.
• If you have a serial cash drawer, check that the multiplier required to open the cash
drawer is set correctly. You may need to speak to the supplier of the cash drawer for
this setting. The default displayed in the Multiplier field is 1. Try increasing this
number by five and testing the cash drawer until it opens.
• If you are using a serial port cash drawer, make sure that the IRQ (Interrupt Request)
your serial port is using is not shared by another serial port on your printer. Often a
third or fourth serial port may share its IRQ with ports one and two. An internal
modem may also be sharing the same IRQ.
You can check this by going to the System Control Panel in Windows, clicking on the
Device Manager tab, selecting the communications port your serial printer is using
(such as Com Port 1 or Com Port 2), and viewing the properties of the port. Then click
the Resources tab and see what IRQ the serial port uses.
Follow these steps to check that the other serial ports you are using don’t use the same
IRQ.
• If you are using a serial cash drawer, check that the port settings you entered are
correct. On some serial cash drawers you need to lower the Baud Rate of the serial
port to 300. This is achieved by changing the properties of the port in the Settings
dialog (click the Settings button in the Cash Drawer window).

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Chapter 8 Troubleshooting
Docket Printers

Docket Printers
Docket printer not printing or printing ‘rubbish’
1 Check that a printer has been set up and that the Don’t Print options are not set in the
Printing Options window.
2 Check that the printer is switched on, has paper and is “online”.
3 Check that the Use Docket Printer checkbox is ticked in the Docket Printer window.
4 If the printer is connected via a serial port, check that the port settings have been
correctly set in the Settings dialog (click the Settings button in the Docket Printer
window). These settings should have been supplied with your docket printer. Also make
sure you are using the cable (often called a ‘special’ cable) supplied or recommended by
the printer manufacturer.
5 Check that the docket printer has been selected in RetailManager’s Printing Options
window. See ‘’ on page 51.
6 Do not use a printer switch box, as most modern printers are continuously sending and
receiving data to the computer even when it’s not printing. It’s always best to install a
second printer port.

Docket printer is printing only part of the docket

1 Confirm that you have selected the port that your docket printer is plugged into (from
the Printer Port list in the Docket Printer window), and not the Generic/Text Only
printer.
2 If you are printing to a docket printer that is connected to another computer, make sure
you select the Generic/Text Only printer of that computer, and not your own
Generic/Text Only printer. The printer is selected from the Printer Port list in the
Docket Printer window.

Paper Cutter is not functioning

1 Check that your docket printer has a paper cutter installed.
2 Make sure you have ticked the Activate checkbox for the paper cutter in the Docket
Printer window.
3 Check that the control codes required to activate the paper cutter are correct and have
been entered correctly in the Perforate and Cut fields.

Paper Cutter cuts the docket before printing is complete or is not printing
the full docket
Increase the number in the Lines to advance before cut field in the Docket Printer window.
Click the Test button and keep incrementing this value until the adequate number of lines
are advanced before the cut.

Printer is not printing in second colour

1 Check that your docket printer supports second colour printing.
2 Check that you are using a double colour ribbon in your printer.

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Docket Printers

3 Check that the control code required to activate second colour printing has been
entered correctly in the Second Colour fields in the Docket Printer window.

Printer is printing entire docket in red

Some printers require a second colour off setting to turn off second colour printing. Check
that you have entered the correct control code in the Second Colour Off field.

Printer is not printing double-width

Check that the control code required to activate double-width printing has been entered
correctly in the Double Width fields.

Printer is printing entire docket in double-width

Some printers require a Double-Width off setting to turn off double-width printing. Check
that you have entered the correct control code in the Double Width Off field in the Docket
Printer window.

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Scanners

Scanners
My scanner does not work
If yours is a serial scanner make sure that the settings you have entered for the serial port are
correct.
If your scanner is a keyboard wedge, make sure that the scanner is plugged into your
keyboard properly.

When I scan items that have a “factory” bar code on it, RetailManager reads
them correctly; however none of the stickers I print seem to work. Why?
There are two possible reasons for this:
1 Your printer is of poor quality. We recommend that you use a laser printer.
2 The scanner has not yet been configured to read “Code 128” type bar codes. This can be
remedied by reading the bar code manual and through a simple process, configure the
scanner to read the “Code 128” bar codes as well as the “EAN 13” which is what is
normally printed on a factory bar code.
Also, check that your scanner has been set up correctly. See ‘To set up your bar code scanner’
on page 302 for more information.

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Bar codes

Bar codes
Changing printers to print bar codes
The store computer only has a single communications/printer port, and so the printer has
to be changed manually while the computer is running.
Avoid changing hardware while Windows is running. Make sure you shut down your
computer when you change a printer.
The best solution would be to purchase another printer port.

I forgot to put the bar code stickers into the printer when I pressed print
after doing a 74 item “Goods Received”; do I now have to enter each item
manually in the “Bar code” window?
No. You can either:
• use the Print Custom Bar Codes window to print the bar code labels you need.
Click the Load Options button. In the Load Label List Options window that
appears, click the Goods Received transaction you want to reprint, load it into the
Print Custom Bar Codes window and print them out.
• go to the Tools menu, select Reprint and then Last Goods Received.
• locate and display the original Goods Received for the stock item in the Audit tab of
the Stock window and press Reprint- F4, or
• find the original Goods Received transaction in the Lookup window and press
Reprint.

I get a “Printer Error” when I attempt to print bar codes

Check the printer you have specified for bar codes in the Printing Options window.

Why does the bar code printing miss the last row of labels?
There are three possible reasons for this:
• You have the labels upside-down.
• The labels are not the size you specified in the Printing Options window.
• The labels are not one of the following types: Avery DL33, Unistat 33, Avery 65.
Try customising your bar code labels in the Custom Bar Codes window. Go to the Tools
menu and choose Custom Bar Codes, or press Ctrl + M.

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Pole Displays

Pole Displays
The Pole Display is not working
1 Make sure that the pole display is connected properly to the serial port on your
computer.
2 Check that you have ticked the Use Pole Display checkbox in the Pole Display window.
3 Check that you have selected the correct brand of pole display in the Pole Display
window.

The Pole Display is displaying garbage characters

Check that the port settings you entered in the Settings dialog box are correct (click the
Settings button in the Pole Display window). Check your pole display documentation or
speak to the supplier for the correct settings.

The display does not clear properly, or displays text “out of line”
Check that the control codes you have entered in the Clear Display and Reset Cursor fields
are correct. Refer to your pole display documentation or speak to your supplier to find out
the correct values. Make sure you have converted these values correctly to the format used
in RetailManager.

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Printers

Printers
Follow these steps if you are having trouble using a printer with RetailManager. Additional
information is also provided specifically for docket printers. See “Docket Printers” on
page 226.
1 Turn off the computer and check that all the connections are okay, and that you are not
out of paper.
2 Turn the computer on again, and check that the properties of the printer(s) are correct.
Do this by clicking on the Start button, going to Settings, then Printers. Right-click the
Printer icon of the printer, and select Properties. Review the properties of each printer.

3 Start up RetailManager, and check that the Printer options are correct. See ‘’ on page 51
for more information. Check for example that you haven’t selected the Don’t print any
dockets option.
4 Check if you can print from another application apart from RetailManager. For example
start up Notepad, type something and print it. Or try printing the test page.
5 Try deleting the printer from the Windows Printer window in Windows
98/NT/Me/2000 and then add it again using the Add Printer icon. See Windows help
for more information.
6 If you are using a network, check that there are no problems with the network.

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File Management/Configuration

File Management/Configuration
When I try to rename my shop or change the password, I keep getting the
message “Database in Use, please shut down RetailManager on all
computers”
If a network is “flaky”, (yes it does happen!), when RetailManager shuts down, a “Lock File”
can be left on the server’s hard disk. These files have an “LDB” extension. The lock files in
question will be called “Recent.LDB”, ”Offline.LDB” and “Archive.LDB”. If you view these
files with Windows™ Notepad, you may be able to locate the suspect computer (or network
card, hub, etc.). To resolve the immediate problem delete these files and restart
RetailManager.
This problem is likely to re-occur until you locate the network problem.

How do I restore from a backup?

You must copy both your recent.mdb and archive.mdb files from your backup into the
folder with your shop name. RetailManager must not be operating on any computer on the
network during the copying process.
See ‘Restoring your database’ on page 274 for more information.

What happens if I forget my password?

The only way to recover your password is to send the config.mdb file to MYOB.

When I started RetailManager up it asked “Create a new database?”; what

happened to my database?
When RetailManager cannot find the database for the shopfront, it assumes you want to
create one. The most likely cause for this problem is the network has either failed or the
location of the database has been changed by someone. Go to the Shopfront
Configuration window in RetailManager, check the location of your database, and then
use Windows Explorer™ to confirm their location.

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Sales, Lay-bys, Credit Notes, and Gift Vouchers

Sales, Lay-bys, Credit Notes, and Gift Vouchers

A customer wants to refund a product they have purchased
Perform a sale as usual but make the quantity sold a negative quantity, for example ‘–1’
instead of ‘1’. Make sure you refund using the same payment type. Do not use the Returned
Goods window as this is for returns to suppliers only.

What if a customer wants to exchange the product?

Sell the item the customer wants in the usual way. Enter the details of the product being
returned as if you were selling it again, but enter the quantity of the product being returned
as a negative quantity.
If the price of the returned product differs from the price of the initial purchase, you may
have to refund (by cash or credit note) the difference, or the customer may have to pay the
difference.

I rang up a sale using the wrong Staff No or Customer No; how do I correct
it?
Refund the sale using the same Staff or Customer numbers (that is re-enter the sale with a
negative quantity in the Qty column) and re-enter it with the correct details. For security
reasons, RetailManager locks all transactions once they have been committed.

The customer wants to get cash out on EFTPOS as well as make a purchase
Say the customer wants to make a $60 purchase and also get $40 cash out on EFTPOS.
Ring up the sale as usual. When in the Payments field, select EFTPOS and enter the sum of
the purchase amount and the cash required, in this case $100. Next select the Cash
payment method and press Enter, so that the amount of cash required, $40, is displayed in
the Paying field as a negative amount. Commit the transaction.
If the customer wants $50.00 out on EFTPOS (or to cash a cheque) without making a
purchase, tab straight to the Payment Details frame in the Sales window, select EFTPOS (or
Cheque), enter the amount of cash required and press Enter. Then select the Cash payment
method and press Enter, so that this amount, $50, is displayed in the Paying field as a
negative amount. Commit the transaction.

A customer has 3 items on a lay-by and wishes to cancel one of the items
If you are using the Sales Period (inc. Lay-bys) report, you should not edit lay-bys as this can
cause the report to show invalid data. You should cancel the existing lay-by, refund any
payments made, and recreate the lay-by for the two items.
If you don’t use the Sales Period (inc. Lay-bys) report, make sure the Don’t Allow Editing of
Lay-bys checkbox in the General Options window is clear, and edit the lay-by by doing the
following:
Go to the Lay-by Payments window and select the lay-by. Highlight the item you want to
remove and press Enter. The item will appear at the top of the grid. From here pressing the
Delete key will remove the item. Make sure you use the lay-by payment type, and then click
the Refund button.

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Sales, Lay-bys, Credit Notes, and Gift Vouchers

If the customer only has a single stock item on lay-by, you will have to cancel the lay-by,
and refund any payments that have been made.
See ‘To cancel or refund a lay-by’ on page 188 for more information.

How do I refund a lay-by admin fee if the lay-by is cancelled?

If your store charges a lay-by administration fee for lay-bys, for example $5, if a customer
cancels the lay-by you will have to refund this fee.
You can do this by creating a stock item called ‘Admin Fee’, with a price of $5 and a static
quantity. ‘Sell’ this stock item when you make the original lay-by sale. Then when the lay-
by is cancelled, refund the lay-by and then refund the Admin fee ‘sale’.

A customer purchases a $200 item and want to pay half in cash and put the
rest on their account
Ring up the sale as normal, select the Cash payment method and enter $100 and then select
the Account payment method. RetailManager will put the entire sale on account and then
list an invoice payment of $100.

A customer has lost their docket from a purchase 10 months ago and need a
copy of it for tax or warranty purposes
If you have stored your old data offline for this period, you will need to merge it back into
the system before you can locate the docket. There are three ways of locating the docket:
1 Press Ctrl +L to view the Lookup Transactions window and select the criteria. When
you find the docket, press F4 to reprint it.
2 View the product’s audit trail (from the Audit tab in the Stock window), locate the sale
and press F4 to reprint the docket.
3 View the customer’s purchase history (from the Purchases tab in the Customers
window), locate the transaction and press F4 to reprint it.

A customer returns some goods and I want to give them a credit rather than
a cash refund
If you have stored your old data offline for this period, you will need to merge it back into
the system before you can locate the docket. Give the customer a credit note. In the Sales
window, refund the items as per normal, entering a negative quantity in the Qty column,
but select the Credit Note payment method.

How to verify returned sales without a receipt?

Goods are often returned by customers because they don’t fit, are the wrong colour, and so
on. They have often lost the receipt, so the problem is how to check that they actually
purchased the goods from the store.
The Audit tab in the Stock window gives you a complete history of any stock item. From
this list you can view any individual sale made of the stock item. This should hopefully
provide sufficient information to confirm that the sale was made at your store.

I want to issue a $100 “Gift Voucher”, being paid for by Visa card
The shop may want to use a pre-printed voucher. This is fine but somewhere on the voucher
write down the gift voucher number and the customer number.

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Sales, Lay-bys, Credit Notes, and Gift Vouchers

NOTE
More information on Gift Vouchers See ‘Gift Vouchers’ on page 178 for more information.

• Perform a sale and create a new customer, as you can only issue gift vouchers to
recorded customers.
• Skip over stock entry select the VISA payment method and enter $100.00.
• Then select Gift Voucher and commit the transaction.

How to issue free gift vouchers to mailing list customers?

Create a payment type called ‘Marketing’. Then issue a $20 gift voucher to each customer
on the mailing list, using the ‘Marketing’ payment type to pay for it.
This means that when you cash up, these transactions using the ‘Marketing’ payment type
will be easy to isolate.
You can also create a banking group to account for these marketing expenses correctly in
your accounting software package. See ‘Setting up RetailManager Standard to export to your
accounting software’ on page 61 for more information.

I am forced to enter a customer number for Credit Notes, Gift Vouchers and
Lay-bys, but the customer does not want to give their details
Create a “general” default customer, i.e. a customer you can use for all “those” customers
that do not want to give their details. You would also use this customer record for customers
who are redeeming gift vouchers.

I have 5000 pre-printed and numbered customer cards; can I use them?
Yes, when issuing a card, enter the number in the Sales window or Customers window and
you will be prompted to enter the customer’s details. For this to work the customer card’s
number must not have already been used in RetailManager.
If the customer card number has been used already, you can reallocate the existing
customer number.

I want to give the window cleaner $10.00 out of the till. Will my till balance
later?
Yes. To do this, you should create a payment method in the Miscellaneous Options
window called “Cash Out”, “Petty Cash”, or something similar. Then in the Sales window,
select the Cash payment method and enter ‘–10.00’ and then select “Cash Out”. It would be
advisable to put the receipt in the till so as to balance when you perform the Cashup at the
end of the day.
You can also create a banking group to account for these marketing expenses correctly in
your accounting software package. See ‘Setting up RetailManager Standard to export to your
accounting software’ on page 61 for more information.

How do I prevent my staff from seeing my cost prices in the Search window
or in the Profit Details frame in the Sales and Lay-by Payments windows?
Activate security on Cost Pricing in the Security Options window.

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Sales, Lay-bys, Credit Notes, and Gift Vouchers

How do I sell an hourly “Mechanic’s Labour” charge for $65.00 per hour for
which we are charged $48.00 per hour?
Create a product in the Stock window and call it “Mechanic’s Hourly Charge”. Set the cost
to $48.00 and the sell to $65.00.
Make sure you tick the Static Quantity checkbox in the Stock window for the stock item.
This means that whenever you sell one of these products, the Qty field always remains the
same.

I have 5000 stock items and I need to sell a “Galvanised 30mm Flathead
Nail”, but the bar code is missing, do I have to search though the entire list
with “F2”?
No, where you would normally scan the product, type ‘=gal*30*nail’ and press Enter.
RetailManager will display all products that start with “gal”, have “30” in the description
and ends with “nail”.

Some of my products are too large to carry to the scanner, do I have to

remember the 15 digit bar code?
No. Instead of entering the product code in the Bar code field, enter the ‘=’ sign, then a part
of the product description and press Enter.

I rang a $234.00 sale up as “Visa” and it should have been “Cash”, how do I
correct it?
In the Sales window, do not enter any stock items, move down to payments, select Cash
and enter $234.00, then select Visa and RetailManager will display “-$234”. Press F3 to enter
any comments explaining what you are doing. Commit this and your till has been
corrected.

How can I show the customer I have given them a discount on a specific
item in their docket?
In the General Options window, clear the Use Shortened Sales Docket checkbox. The
standard docket prints the RRP and the actual, in this case discounted, sell price.

How can I work out a 12% discount off a $34.60 item in a multi-item sale?
When in the Sell field, press the Assist button and in the RetailManager Calculator type
“34.60-12%” and press Enter.

I usually have all the skip fields set, but occasionally I need to enter a
“Customer Number” or a “Discount” charge, how do I access these without
going back into “Options”?
If you press F12 or Shift + Tab from any field, RetailManager will always move back one
field, regardless of the Skip field option.

Do I have to enter my staff number before each sale?

No. In the Security Options window, make your staff number the Default staff number.
RetailManager will display your staff number in the Sales, Lay-by Payments and Debtor
Payments windows.

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Sales, Lay-bys, Credit Notes, and Gift Vouchers

How can I prevent staff from adjusting the sell price of items during a sale?
In the Security Options window, activate the Lock Sell Price option. The Sell field becomes
display only and cannot be edited.

A customer wants to buy $40 worth of fruit that I sell for $1.50 per kilo. How
do calculate this quantity easily?
Make sure that the Allow fractional quantities is selected for this item in the Stock window.
In the Qty field, type T40 (where 40 is the amount the customer wants to spend).
RetailManager will display 26.66 (kilos) in the Qty field, being the quantity you can sell for
$40.
The same method can be used for selling fuel.

I usually have Scan Individual Quantity set. How can I not skip “Qty” when a
customer wants to return an item?
When the cursor is in the Code field, press Ctrl+I.

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Purchase and customer special orders

Purchase and customer special orders

A customer placed three items on special order, but cancelled one of the
items
In the Cancel Orders/Orderlines/CSO window (chosen from the Admin menu) click the
CSO tab. Highlight the product the customer does not want and press Enter.
If you have allocated this item to a supplier, RetailManager automatically removes the item
from the pending list in the Allocation of Customer Special Orders window.

The supplier sent me part of my order ten days ago and I entered the goods
in Goods Received. I have now received the rest of the goods but can’t
locate my purchase order.
You probably have set RetailManager to reject back orders from this supplier. Display the
supplier’s record in the Suppliers window and clear this option if you plan to accept back
ordered items from this supplier in the future.

I ordered 20 bags of rose fertiliser from my supplier and received 24, as well
as a bag of lawn feeder which I didn’t order. I have decided to keep them all.
How do I enter this in RetailManager?
Display your purchase order in the Goods Received window and change the rose fertiliser
quantity from 20 to 24.
In a separate line, enter the product code for the lawn feeder and create the item either in
the Goods Received or Create New Stock Item window.

How can I find out the status of a customer special order?

Go to the Lookup Transaction window and click the Special tab. Find the order by
entering the appropriate search criteria. The Status column will display status of the special
order as either ‘Pending’, ‘On Order’, ‘Received’ or ‘Collected’.

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Debtor Payments and Invoices

Debtor Payments and Invoices

I accidentally paid off customer A’s account invoice with a cheque received
from customer B, when I received a cheque in the mail. How do I fix it?
1 In the Reverse Debtor Payments window, enter Customer A’s customer number, and
select the payment from the grid.
2 Enter the reason for the reversal in the Comments field and commit the transaction.
This will correct customer A’s account.
3 Pay off customer B’s account in the Debtor Payments window as normal.

Can I customise my invoice?

Yes, you need to use the program ‘Crystal Reports’ (version 8) from Seagate Software.
RetailManager Professionals and Consultants can also do this for you.

Can I prevent my staff from selling items on account to customers who have
overdue invoices?
Yes you can. Tick the Account Security checkbox in the Security Options window and
enter a password. Whenever an overdue or over credit terms account is being used, this
password must be entered.
See ‘Setting your Security options’ on page 71 for more information.

Can I give a customer a discount when they pay their account off?
Yes, this facility is available in the Debtor Payments window. It will also generate another
transaction to reflect the loss of profit, as the profit shown on the original sale would have
been overstated.
See ‘Printing Customer Statements’ on page 206 for more information.

How do I write off a bad debt or petty cash?

RetailManager does allow you to record bad debt and petty cash transactions and have
them correctly accounted for in your MYOB accounting package.
The process involves creating a new bad debt or petty cash payment type, linking it to an
export group, recording the transaction in RetailManager, and then accounting for the
transaction when you cash up.
1 Create a new payment type.
To do this, go to the Setup menu and choose Options,. The General options window
appears. Choose Payment types . The Payment Type window appears. Click the Add
button and enter a name for the payment type, for example ‘bad debts’ or ‘petty cash’.
Click OK and then Apply.
See ‘Setting your Payment Type options’ on page 43 for more information about payment
types.
2 Create an export group.
To do this, choose the Accounting options window, and enter the name of the account,
for example ‘Petty Cash’ or ‘Bad Debts’ in the Export Group & A/C code field. Enter an
expense account that has already been set up in your MYOB accounting package to deal

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Debtor Payments and Invoices

with bad debts or petty cash. See ‘Setting up RetailManager Standard to export to your
accounting software’ on page 61 for more information about setting up export groups.
3 Record the petty cash or bad debt transaction in RetailManager.
If you are:
• writing off a bad debt, go to the Debtor Payments window. Enter your staff
number and select the required customer. Select the customer’s invoice and enter
the amount to be written off in the Paying field. Choose the Bad Debts payment
type you created in the Payment Details list and commit the transaction.
• writing off petty cash, go to the Sales window. Enter your staff number. Highlight
the Cash payment type in the Payment Details list, and enter the amount of petty
cash you are writing off as a negative amount. Then highlight the Petty Cash
payment type and enter the amount of petty cash you are writing off as a positive
amount. Commit the transaction.
4 Account for the Petty Cash or Bad Debt transaction when cashing up.
When you cash up, you need to record the total dollar amount of the petty cash or bad
debt transaction against the Petty Cash or Bad Debt payment type.
See ‘Cashing Up’ on page 209 for more information about cashing up.

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Goods Received/Returns

Goods Received/Returns
After I commit my Goods Received, the “Bar code” window doesn’t display
Go to the General Options window and tick the Print Bar codes with Goods Received
checkbox. Go to the Tools menu, choose Reprint, and Last Goods Received.
If you have already committed your Goods Received, and you didn’t have this option
checked, you can always go to the Custom Bar Codes window in the Tools menu, click the
Load Options button, and then click the Goods Received tab. In this window you can
print bar codes for any Goods Received transaction you have already committed.

How do I receive several invoices before printing my bar codes?

After each “Goods Received”, Alt- Tab back to the Goods Received window, leaving the
Print Bar codes in the background. The bar code printing grid will keep accumulating items
until you either print them or close the window.

I usually round cash transactions to the nearest dollar and but don’t want to
round account transactions. How I set the rounding rule?
If cash transactions are more common in your business set the Rounding rule to Nearest
dollar in the General Options window.
When a sale is made, RetailManager will display the rounding amount in the Discount field.
If you don’t want to round the total, simply delete the amount in the Discount field and
process the sale as normal.

I need to sell a new item which has just arrived, but it is part of a delivery of
237 items. Do I have to book all the items prior to selling the one I need
now?
No. As soon as you have created a stock item in the Goods Received or Stock window, you
can flick over to the Sales window and sell it. The quantity of the stock item will not be
increased however until you commit the Goods Received.

When performing a “Goods Returned”, no invoice number appears when I

enter the product code
This means that the stock item that you are returning has never been received from that
supplier.

What’s the fastest way to receive 4 pairs of jeans in 3 different sizes into
stock?
Make sure that the Repeat Description with Goods Received checkbox in the General
Options window is checked.This means that each time you create a new stock item in the
Goods Received window, the exact description of the previous stock item you received or
created will be repeated for the next stock item you scan, by default.
With a stock naming convention of Brand + Name of Item + Colour + Size, if you press the
right arrow button while in the Description field, the cursor is placed at the end of the
defaulted stock item description. Backspace to delete the defaulted size, enter the new size
and press Tab.

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Goods Received/Returns

How to work out the most profitable product mix for the store?
Use the profit reports, particularly the Profit by Supplier report, which analyses the
turnover and profitability of each supplier. This information can be of more use than
knowing the sales performance of a specific stock item over a period of time.

I have received a part quantity of an item — 8 1/2 kilos of birdseed. How do

I enter it in RetailManager?
If this is:
• a new product, and you are receiving it through Goods Received, choose the
extended stock creation option and tick the Allow Fractional Quantities checkbox
(in the Create New Stock Item window). Then enter 8.5 in the Qty field in the
Goods Received window.
• an existing product, bring up the item record in the Stock window, and tick the
Allow Fractional Quantities checkbox. Then enter 8.5 in the Qty field in the Goods
Received window.

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Stocktake

Stocktake
I committed the stocktake by accident and now I have zeroed all my stock
quantities, how can I recover them?
Just before you commit a stocktake, RetailManager makes a backup of your “recent.mdb”
and “archive.mdb” files in the Stocktake Backup folder within your shopfront folder.
Restore these files. See ‘Restoring your database’ on page 274 for more information.

After committing the stocktake, I noticed that some products were not
counted. Do I have to do another complete count?
No. Make a single item adjustment by selecting Single Item Stocktake from the Admin
menu. This function behaves as if you were doing a stocktake on one item. The count that
you enter must be the total of the item that you are counting and not the addition. For
example, if you counted and committed 3 units and after stocktake you found 2 more, in
Single Item Stocktake you must enter 5.

What do I do if I entered a count of 90 when I should have entered only 9?

If you haven’t already committed the stocktake, click the erroneous line in the stocktake
grid and re-enter the correct count.
If you have already committed the stocktake, you will need to do a single item adjustment.

How can I see if I have double counted an item, as each of our stock items is
located in many places in my shop?
By clicking on the Description column header in the stocktake grid, the grid will be sorted
by description. You will now be able to view all the counts of any particular item(s).

How to monitor stock shrinkage through shoplifting?

You can monitor stock shrinkage by regularly running partial stocktakes for the relevant
category or sub-category. This is a much easier and faster option than running a complete
stocktake.
You can also run the Shortages report. This report displays any shortages in stock quantities
for the selected category, sub-category or custom fields. See ‘Reports’ on page 252 for more
information.

How can owner remove stock from inventory without doing a sale?
By doing a single item adjustment in the Single Item Stocktake window.

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Stock window

Stock window
The Audit tab for a stock item in the Stock window tells me I have sold 3 of
an item but I still have 3 in stock when I should have zero
The Static Quantity field would have been set at the time of the sale. To correct you stock
levels now you make an adjustment in the Single Item Stocktake window.

How do I delete a stock item?

Use the Merge/Delete Records function in the Admin menu. See ‘Deleting a stock item’ on
page 111 for more information.

When I scanned an item in the Sales window, RetailManager told me that

the item could not be found
You have either deleted the item or opted to ‘hide’ it in searches and reports. Enter the item
bar code in the Stock window. If the item was not deleted, the item details will be displayed.
Clear the Hide in Searches/Reports checkbox.

We have a code 345 which is used for “BIC Black Pen” and another staff
member created code 784 for exactly the same item, how can I move all the
data from one into another?
Use the Merge Stock Numbers function (Admin>Merge/Delete Records), which merges all
the history into one bar code.

The supplier has changed the product code of an existing item, so when I
attempted to receive it RetailManager told me that it was a new item. How
can I change this product’s code so I don’t end up with two?
Use the Reallocate Bar codes function, which moves all of a product’s data and history to a
new bar code.

How can I change the quantity of a product in the Stock window?

You can’t change the quantity in stock of a stock item directly in the Stock window. For
security reasons, RetailManager will only change the stock quantities of an item using
either Sales, Goods Received, Goods Returned, Stock Take, Single Item Stocktake and Merge.
These options record the changes of stock, leaving an entry in the Audit tab.

When viewing the Audit tab in the Stock window, I want to see all of the
“Goods Received” together
Click the Trn (Transaction) header and the grid will be sorted in alphabetic order of Trn.
Thus all Sales, Goods Received, and so on, will be grouped together. This sort method works
in other grids too. By default the grid is sorted by date.

How can I delete a Category or Sub-Category?

You don’t have to. Categories and sub-categories cease to exist when they are not being used
by any stock items.

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Stock window

Can I have Supplier A as my default supplier for a product, and also receive
the product occasionally from Suppliers B and C?
Yes. RetailManager allows you to receive products from suppliers other than your default
supplier. When the product is received from a different supplier, an alert message appears to
make you aware of this. Simply click OK to continue.

I sell books and want to record the Publisher of each book. I don’t want to
enter it as part of the ‘Description’.
In the Security Options window, label one of the Stock Custom fields ‘Publisher’. The
Publisher field appears in the Stock window and Create New Stock Item window. Record
the publisher of each book here.

How do I sell a hat, overcoat, and a pair of gloves as a combo?

Create an item called ‘Combo’ or something similar in the Stock window and tick the
Package checkbox to flag this item as a package.
Enter the bar code of this package in the Stock window. Click the Components tab, and
enter the hat, overcoat, and gloves as components of this package.

I want to remove a component from a package and add another.

The Components tab in the Stock window displays a list of components in the package.
Highlight the component you want to remove from the package and press Enter. When the
item appears at the top of the grid, press the Delete key.
Enter the item you want to add in the Component field, and press Enter.
If there is a difference in price between the two components, the price of the package would
have changed. To maintain the same price, adjust the price of the component you just
added accordingly.

I receive a product from several suppliers. How can find out quickly who
gives me the best deal?
The Supplier tab in the Stock window lists all the suppliers you have received the product
from, together with the cost of the product.

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Reports

Reports
When viewing reports I can’t read the data as it is too small.
Increase the zoom percentage in the Zoom field located at the top of the Reports window.

I am viewing the What’s in Stock report. I have over a thousand products in

inventory. How do I find a particular item in the list?
In the Search field, type in the name or bar code of the item and click the adjacent button.
RetailManager will find the item and display a frame around it.

How do I save a report to file?

Display the report on screen. Click the Export button at the top of the Reports window and
specify a format for the export file — text file, comma-separated file etc. Click in the
Destination field and select Disk File. In the Choose Export File dialog, specify the location
of your export file on your hard drive and click the Save button.

How do I open my Profit by Product report in Excel?

Display the Profit by Product report on screen. Assuming you have Excel loaded on your
computer, click the Export button at the top of the Reports window and select ‘Excel’ as the
export format. Select ‘Application’ as your Destination and click OK. Your Profit by Product
report will be opened in Excel.

Can I conduct a customer survey using RetailManager?

Yes. Label the Custom field in the Sales window ‘Survey’ (see ‘Setting your Custom options’
on page 56) and enter the customer’s survey responses in this field during a sale. Run
RetailManager’s Survey report to view the count for each survey response.

My system seems to be slowing down when I run a report. How can I

improve the speed?
You can improve the speed by storing your old data offline. See ‘Storing data offline’ on
page 273 for more information.

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General

General
My system seems to be slowing down when I commit a transaction. How
can I improve the speed?
There are several reasons for the system slowing down, including the following:
1 The database may require compacting. This should be done at least once a month. Go to
the File menu and select Configuration, and then click the Compact/Rebuild Database
button.
2 A large number of transactions are being processed. You need to archive your database
once a week. Go to the File menu, select Configuration, and then click the Archive
Database button.
3 Windows 98 / NT is very memory-hungry. Your computer should have at least 32Mb of
RAM to function properly. Close any other applications or TSR’s you may have running
in the background, such as FindFast™ in MS Office or any screensavers. These can
adversely affect the performance of your machine.
4 Check that there is a minimum of 30% free space on your hard disk(s).
5 Your network may not be operating correctly. Check that you are using the optimum
protocol.
6 Your computer may not have enough “horsepower” to drive a large database. Consider
upgrading to a faster machine.
7 Your hard disk may have errors on it or may be fragmented. Run a “Thorough” ScanDisk
and then defragment your hard disk. See Windows Online Help for more information.
8 Delete all temporary files from the Windows / Temp folder.
9 Check that you do not have any unnecessary programs running in the background.
10 Check that your printer, cashdrawer or pole display are working and have been set up
correctly.
11 Your computer may just need re-booting. Restart your computer.

When I do a cashup the expected takings don’t equal my sales.

The expected takings include all lay-bys and debtor payments. As these are not regarded as
sales in RetailManager (lay-bys are not regarded as sales until the lay-by has been fully paid
off and the goods taken by the customer), the takings will not equal sales. Account sales are
treated as sales but no money is taken, thus sales may not equal expected takings whenever
lay-bys, debtor payments or account sales are involved.

Where are the backups that are created when I cashup stored?
RetailManager creates separate backups for each cash drawer and puts the backups into
folders called “Monday Backup\Drawer A”, “Tuesday Backup\Drawer A”, and so on — one
for each day of the week. These are located within your Shopfront folder in the
RetailManager program folder, and are overwritten each week.

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General

The ‘Bad Database Format’ error message

A staff member accidentally pulled the power cable out of the computer just as I was
committing a stocktake, resulting in the ‘Bad Database Format’ error message when
RetailManager is restarted.
Rebuild and compact your database (see ‘Rebuilding/Compacting your database’ on
page 271). If this does not work, you will need to restore from a backup (see ‘Restoring your
database’ on page 274), or contact your RetailManager Sales Partner (RSP) or Technical
Support.

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9 Administration

Overview 251 To print a graph 262

Reports 252 Reversing Debtor Payments 263
Report Filters 252 To reverse a debtor payment 263
To display a report 252 Cancelling an order 264
Using the MYOB RetailManager report viewer 253 To cancel an order, orderline, or customer special
To view a report 253 order 264
To search for text in a report 253
To print a report 253 Merging staff, customer or supplier records 265
To export a report 254 To merge records 265
To exit the report viewer 254 Deleting staff or customer records 267
Setting up Set Pricing 255 To delete a staff or customer record 267
Pricing grades 255 Reallocating staff, customer or supplier IDs 269
Pricing rules 256 To reallocate a staff, customer, or supplier number 269
Prices by Grade report 256 Managing your database 270
Global Pricing 256 Backing up your database 270
To set global pricing rules 257 To backup your database 270
To edit global pricing rules 257 Rebuilding/Compacting your database 271
To delete global pricing rules 257 To rebuild and compact your database 271
Category pricing 258 Archiving your database 272
To set Category pricing 258 To archive your database 272
To edit category pricing 259 Storing data offline 273
To deleting an existing category/subcategory 259 To store data offline 273
Stock Item pricing 259 Merging offline data 273
To set stock item pricing 259 To merge offline data 273
To edit stock item pricing 260 Restoring your database 274
To delete stock item pricing 260 To restore your database 274
Graphs 261
To display a graph 261
To view a graph 262

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Exporting from RetailManager Standard to your Importing and exporting RetailManager

MYOB accounting software 275 information 277
To export accounting information from To import data into RetailManager 277
RetailManager 275 To export data from RetailManager 283
Importing into your MYOB accounting software from Performing administrative tasks from a different
RetailManager Standard 276 computer 286
Automatic Backup of the export file 276
To replace the Retail.txt file with the RMCopy.txt
file 276

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Overview

Overview
Administration covers functions that are often carried out by a senior member of staff,
manager or administrator in a back office off the shop floor. These include running reports,
setting up pricing structures, exporting to your accounting package, and maintaining your
database. You won’t necessarily use these functions on a daily basis.
Certain administration functions such as merging and deleting Staff and Customer records,
should be performed when no other transactions are being processed, particularly if you
have a number of terminals operating on the same shopfront.
We recommend that you perform administration functions either before start of business or
after close of business for the day.

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Reports

Reports
RetailManager reports are displayed on the Reports window, which can be accessed by
pressing Ctrl + R or by selecting Reporting from the Tools menu.
NOTE
Previewing reports You need to have an A4 printer driver installed in your computer to be able to
view a report on screen.

If you have turned on security for reports, you will have to enter your password to run a
report. See ‘Setting your Security options’ on page 71 for more information.

Report Filters
Report filters give you control of the content of your reports. When you select a report, a
report wizard appears. Each dialog in the wizard is a filter which you can use to limit the
information displayed on the report. The number of filters varies from report to report; you
can click OK to move from one filter to the next until the report appears on screen. For more
information on report filters, refer to the Online Help.

To display a report
1 Go to the Tools menu and choose Reporting or press Ctrl + R. The Reports Index
window appears.

2 Select the report category from the displayed list of categories. The selected category
expands to display a list of individual reports.

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3 Select the report from the displayed list of reports. The filters that apply to your selected
report are highlighted in colour.
4 Specify the report filters.
5 Click Preview to view the report or click Print to print the report without viewing.

Using the MYOB RetailManager report viewer

When you preview a report, the report appears in the MYOB RetailManager report viewer.
You can use the report viewer to:
• View a report
• Search for text in a report
• Print a report
• Export a report

To view a report
1 Zoom in on a displayed report by selecting a zoom percentage in the field at the
top of the window.
2 Use the arrow buttons to move between pages in the report.
• Use the button to go to the first page of the report and the button to go to
the last page of the report.

To search for text in a report

The RetailManager report viewer has text search capability. To search for a value such as a
name, amount or date in a displayed report:
1 Click the button and enter the text you want to search for in the Find what text
box.
NOTE
Search text When entering text in the search field, you can enter either the whole text or part of the
text.

2 Click Find Next. RetailManager will search for the first occurrence of the search text and
display a frame around it. Clicking Find next again will move the frame to the next
occurrence of the search text.

To print a report
Reports can be printed on a standard A4 printer. Before you print a report, you need to set
up your A4 printer and specify it as your report printer in RetailManager. See ‘’ on page 51
for more information.
1 Click the Print button . The Print dialog box appears. Specify the page range,
required number of copies etc. and click OK.
2 The report is printed to your report printer.

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To export a report
You can export a RetailManager report to several word processor and spreadsheet formats,
such as Microsoft Word and Microsoft Excel, as well as to HTML, ODBC and common data
interchange formats such as text and rich text.
You can save a report to disk or export it to an application in a specific format. Reports can
also be made available to other users through Lotus Notes and Microsoft Mail if you have
these programs installed on your computer.
1 Click the Export button ( ). The following window appears.

2 Specify the format of the report by clicking in the Format field and making a selection
from the drop-down list.
NOTE
Report format When you export a report, you will be prompted for formatting details, depending on
the report format you specified.

3 Specify the destination of the report by clicking in the Destination field and making a
selection from the drop-down list. If you select:
• Application, the report will be saved to a temp file and then opened in the
appropriate application.
• Disk file, you can save the report on your hard drive in the location you specify or to
an external storage device such as a floppy disk or zip disk.
• Lotus Notes Database, you can list the report in the Lotus Notes Desktop from where
other users can access it.
• Microsoft Mail (MAPI) you can e-mail the report as an attachment in the format you
specified.
• Exchange folder, you can export your report to an exchange folder in the format you
specified.
4 Once you have selected your destination and format, click OK.

To exit the report viewer

You can exit the Reports window by clicking the Close button ( ) in the upper right corner
of the Reports window.

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Setting up Set Pricing

Setting up Set Pricing

The Set Pricing function is designed to give you the ability to set different default pricing.
This gives you huge flexibility in pricing your products and allocating discount levels to
customers, enabling you to make one global discount rule, and then make exceptions to it
on a category or stock item level. This enables you to let your customer discounts reflect
your supplier terms.

Pricing grades
The price that a customer pays depends on the grade you allocate them, and the product
they are purchasing.
Grades are used as a means of giving differing levels of discount to customers, for whatever
reasons you have. You can determine what price you want to apply to customers who have
a Default grade, for example full retail price, and then set your discount levels, from Grade
A to Grade D.
There are three levels at which grades work. Within each of these levels you can set up your
Grade prices.
• Global level. This level applies across the board to all the products in your store.
These discounts should be based on your overall average margins.
• Category level. This level applies to the specified category, and overrides the global
prices for all the products of this category.
• Stock item level. This level applies to a specific stock item only, and overrides the
category or global prices. You can specify a stock item price without specifying
category prices for its category, making this a one-off exception to the global pricing
structure.
So there is a hierarchy at work here:
Set pricing for a stock item will override set pricing for a category which will override global
pricing.
An example might be a flooring hammer which is supplied by a company called Tuff Tools.
Tuff Tools usually give you a 50% discount on all your purchases, but only give you 40% on
the flooring hammer because it is a specialist item, and has to come from Sweden. If most
suppliers usually give you 55% discount, you may have set up your global pricing so that a
Grade D customer, which is the highest level, might receive 15% discount. But if you have
set up a category for Tuff Tools, you may only give 12.5% to a grade D customer because of
the lower supplier discount. Then you might set up a stock set pricing level for the Tuff
Tools flooring hammer, giving only 10% to a grade D customer, again because of the
supplier discount.
Global and Category level pricing are set in the Set Pricing Structure window. Stock item
level pricing is set for a specific stock item in the Stock window.

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Pricing rules
When setting up global, category and stock item level pricing rules for each grade, you need
to use one of the available formulae provided by RetailManager as the basis:

NOTE
Setting no discount <none> indicates no discount.

EXAMPLE

If you wanted to sell an item for five percent less than the retail price to Grade A
customers, you would select the RRP - % formula from the list and set the percentage to
5 so that the pricing rule is displayed as RRP - 5.00%.
To sell an item for 3 dollars more than cost, you would select the Cost + $ formula and
set the dollar amount to 3 so that the rule is displayed as Cost + $3.00.
NOTE
GST calculation The cost price in the Cost + % and Cost + $ formulae are calculated exclusive of GST.
GST is calculated after the margin is added.

Prices by Grade report

The Prices by Grade report displays your stock item prices and estimated gross profit
percentage for each grade for which you have defined pricing.

Global Pricing
Global pricing applies across the board to all the products in your store. These rules should
be based on your overall average margins.

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To set global pricing rules

1 Go to the Admin menu and choose Set Pricing Grades. The Set Pricing Structure
window appears with Global pricing details selected by default.

2 Choose the grade of customer for which you want to define the pricing. Start with the
Def (Default) grade. This radio button is already selected. Use the arrow keys to select the
required rule from the Sell = list, and then enter the dollar amount or percentage in the
Amount field. Be careful that you don’t enter a rule which could result in you selling a
product for less than cost price!
3 Press Enter. The Grade A radio button is selected. Select the required rule, and enter the
dollar amount or percentage in the Amount field.
4 Press Enter. The Grade B button is now highlighted. Repeat the procedure described in
Step 3 for each of the Grades you want to set up.
NOTE
Setting grades You can set up to five grades for each section.

5 When you have finished entering your grades, click the Add/Update button. The global
pricing structure you have set up is displayed in the Global Pricing Structure frame to
the right. To quickly make all pricing structures default to retail price, tick the Disable all
Pricing Structures (all stock sold at RRP) checkbox.

To edit global pricing rules

1 Click the radio button of the grade you want to change.
2 Using the above procedure, change the pricing rule for the grade.
3 Click the Add/Update button, once you have entered your changes. Your edits are
displayed in the Global Pricing Structure frame.

To delete global pricing rules

If you want to delete the global pricing rules for all grades, simply click the Delete button.
To delete a single grade rule, select the rule that applies to that grade as <none>.

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Category pricing
Remember: Category pricing overrides Global pricing for the specified category.
For more information on Categories and Sub-Categories see ‘Managing stock items’ on
page 97.

To set Category pricing

NOTE
Check your pricing rules Be careful that you don’t enter a rule which could result in you selling a
product for less than cost price.

1 Click the Category button at the top of the window.

2 Tick the checkbox of the Category option(s) for which you want to define pricing.
3 Tick the checkbox of the Sub-Category option(s) for which you want to define pricing.
4 Choose the grade of customer for which you want to define the pricing. Start with the
Def (Default) grade. This radio button is already selected. Use the arrow keys to select the
required rule from the Sell = list, and then enter the dollar amount or percentage in the
Amount field.
5 Press Enter. The Grade A button is selected. Select the required rule, and enter the dollar
amount or percentage in the Amount field.
NOTE
Setting grades You can set up to five grades per section.

6 Press Enter. The Grade B radio button is now selected. Repeat the procedure described in
Step 5 for each of the Grades you want to set up.
7 When you have finished entering your grades, click the Add/Update button. The list of
your category and sub-category set pricing is displayed in the frame to the right.

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To edit category pricing

If you want to edit an existing category pricing structure, click the category or sub-category
in the frame to the right, and then click the grade for which you want to change the pricing
rule. Change the pricing rule as required and click the Add/Update button. The edited price
will be displayed in the frame to the right.

To deleting an existing category/subcategory

If you want to remove an existing category, select the required category and all its
subcategories by ticking the relevant checkboxes and click the Delete button. If you want to
remove a subcategory, select the subcategory and the category it belongs to and click the
Delete button.

Stock Item pricing

Remember: Stock Item pricing overrides Category pricing and Global pricing, for the
specified stock item.
Stock Item pricing is set in the Stock window.
NOTE
Cost price If you enter a rule for a specific stock item which could result in you selling a product for less
than cost price, the selling price of the product will be displayed in red.

To set stock item pricing

1 Go to the Information menu and select Stock, or press Ctrl+O. The Stock window
appears.

2 Enter the bar code of the stock item for which want to set up a pricing structure, and
press Enter. The product details are displayed.
3 Click the Pricing tab. If you have set Global and Category level pricing, the Global
column on the right displays the retail price of this stock item (at global level), and the
Category column displays the retail price of the item (at Category level) for each grade
for which you have defined the pricing. (If pricing has not been defined, the item’s RRP

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is displayed.) The eGP% column shows the estimated gross profit percentage on the sale
at Category level, or at Global level if no Category level pricing has been set.
4 Choose the grade of customer for which you want to define the pricing. Start with the
Def (default) grade. This radio button is already selected. Use the arrow keys to select the
required rule from the Sell = list, and then enter the dollar amount or percentage in the
Amount field.
5 Press Enter. The Grade A radio button is selected. Select the required rule, and enter the
dollar amount or percentage in the Amount field.
NOTE
Setting grades Set up only as many grades as you require.

6 Press Enter. The Grade B button is now selected. Repeat the procedure described in Step
5 for each of the grades for which you want to define pricing.
7 When you have finished entering your grades, click the Add/Update button. The Stock
column on the right displays the new retail price and new estimated gross profit
percentage on the sale for each grade for which you have defined the pricing.

To edit stock item pricing

1 Click the radio button of the grade for which you want to change the pricing.
2 Select the required rule from the Sell= list, and then enter the dollar amount or
percentage in the Amount field.
3 Press Enter, and repeat the procedure for each of the grades for which you want to edit
the pricing.
4 click the Add/Update button when you have finished editing your grades. The edited
pricing for the stock item is displayed in the Stock column in the frame to the right.

To delete stock item pricing

1 Select the grade for which you want to delete pricing by clicking the radio button.
2 Click the Delete button.
To delete a single grade rule, select the rule that applies to that grade as <none>.

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Graphs

Graphs
RetailManager’s graphing capability is a valuable way of illustrating your sales results. A
number of selection criteria are available.
The graph that is displayed is determined by your selection criteria. Once you have made
these selections, you can change any of the criteria, and press the Display-F10 button to
view the graph incorporating the new criteria.

To display a graph
1 Go to the Tools menu and choose Graphing, or press Ctrl+G. The Graphical Analysis
window appears.

2 Specify whether you want the graph to display the data for a day, week, month, or year
by clicking in the Data Grouping field and choosing the required option from the drop-
down list.
‘Hours by Day’ will break down the data for the day per hour, ‘Days by Week’ the data
for the week per day, and so on.
3 Enter the start and end dates of the date period you want to use for the graph in the
Period fields.
If the date period you have specified is greater than the range you have specified for
your graph, the graph will average the duplicated values. For example, if you specified a
range of 3 weeks, and selected “Days by Week’ for your graph, RetailManager will
display the average for the 3 Mondays, the 3 Tuesdays and so on.
4 Select the type of data you want the graph to display. You can view your number of
sales, turnover and gross profit in graphical format separately, or together, by clicking in
the appropriate field(s) and selecting the type of graph you want from the drop-down
list.

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Example: To view your number of sales and gross profit as a bar graph, click in the No of
Sales and Gross Profit $ fields and select Bar Graph. Make sure the Turnover $ field
displays <None>.

5 Specify the colour for the graph(s), by clicking in the colour box next to the graph
field(s) and selecting a colour from the palette.
6 Specify whether you want the graph to display the sequential, average or comparison
rate of growth by clicking the appropriate radio button.
7 Tick the Cumulative checkbox if you want the graph to display the cumulative total for
hour/day/week/month for the specified time period.
8 Tick the Show 3D Graph checkbox to view the graph in 3D.
9 Tick the Show Legend checkbox to display the legend for the graph, indicating what the
graph shows, according to your selection criteria.
10 Click the Display - F10 button or press F10 to display the graph.

To view a graph
• Click the single arrow buttons at the bottom of the window to scroll through the
graph horizontally.

• Click the double arrow buttons to go to the beginning or the end of the graph.

• Click the slider bar marker at the bottom of the window. A number will be displayed.
Drag the marker to the left or right to specify how many hours/days/weeks/months
you want displayed on the horizontal axis of the graph.

• Click the Reset button to return to the original display area.

You can move the graph horizontally, vertically and diagonally on the window using
the mouse. To do this, position the cursor over the graph, right click the mouse, and
while keeping it depressed, move the cursor around.

To print a graph
To print the graph, click the Print – F4 button, or press the F4 key. The graph will be printed
to your report printer.

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Reversing Debtor Payments

Reversing Debtor Payments

RetailManager gives you the option to reverse a debtor payment. This is useful, for example,
if a customer’s cheque bounced or if you made a mistake entering the payment in
RetailManager—you entered the wrong amount or the payment was allocated to the wrong
customer. Once the payment is reversed, you can return to the Debtor Payments window
and record the payment correctly.
NOTE
Security The Reversing a Debtor Payment function is password-protected when you select the Admin
Security option in the Security Options window.

To reverse a debtor payment

1 Go to the Admin menu and choose Reverse Debtor Payments.
If you have password-protected the Administration functions in the Security Options
window, you will need to enter your password before you can proceed.
2 Enter your staff number and the required customer number.
A list of payments made by the customer appears in the grid.
3 Highlight the payment you want to reverse. Then tab to the Comments field and enter
the reason for the reversal.
Note that RetailManager will not permit you to commit the transaction until you enter
some text in the Comments field.
4 Click the Commit - F10 button, or press F10 to commit the transaction.
You can now go to the Debtor Payments window and re-enter the customer’s payment
correctly. For more information, see ‘Printing Customer Statements’ on page 206.

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Cancelling an order

Cancelling an order
In RetailManager you have the flexibility to cancel either an entire outstanding purchase
order or a single item on order.
You can also cancel customer special orders. Remember that if you cancel a special order,
you may also need to cancel the purchase order you created for that special ordered item.
NOTE
Security The Cancel Orders function is password-protected when you select the Admin Security option
in the Security Options window.

To cancel an order, orderline, or customer special order

1 Go to the Admin menu and choose Cancel Orders/Orderlines/CSO.
2 Enter your staff number in the Staff field.
3 Enter the supplier NUMBER in the Supplier field to display orders for only that supplier.
4 Click the required tab. Select:
• Purchase Orders to cancel an entire purchase order.
• Individual Items to cancel an individual item on a purchase order.
• CSO to cancel an item on special order.
5 Use the arrow keys to find the order, orderline, or special order you want to cancel and
press Enter. You will be prompted to confirm that you want to cancel the order,
orderline or special order. Click Yes.

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Merging staff, customer or supplier records

Merging staff, customer or supplier records

Merging records is a useful tool to correct the accidental duplication of a staff, customer or
supplier record. When you merge two records, the information contained in the old record
is merged with the new record.
NOTE
Stock See‘Managing bar codes’ on page 121 for information about merging stock items.

Merge staff, customer or supplier records when you have two existing records. If you want
to change a staff member’s, customer’s or supplier’s number, you need to reallocate the
number. See ‘Reallocating staff, customer or supplier IDs’ on page 269 for more
information.
NOTE
Security The Merge/Delete Records function can be password protected by checking the Admin Security
checkbox in the Security options window. You can also password protect this feature by ticking the
appropriate Staff, Stock, Supplier or Customer Details check box in the Security options window. If
password protected, you will be prompted for a password when you attempt to select a record from the
Merge/Delete Records window. See ‘Setting your Security options’ on page 71 for more information
about security and passwords.

To merge records
CAUTION
Merging records will close your shopfront! Once you have completed a merge, RetailManager
closes your shopfront to complete the operation. Ensure that all other connections to your shopfront are
closed before completing a record merge!

1 Go to Admin menu and choose Merge/Delete Records. The Merge/Delete Records

window appears.

2 Click in the Select records from field and choose the type of record you want to merge:
staff, customer or supplier.
3 Enter the number of the old record in the Old Id field and press Enter. Alternatively,
click the Assist button and choose the record from the displayed list.
4 Enter the number of the new record in the New Id field.

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5 Press F10 or click the Merge – F10 button.

6 Continue to merge other records, or click ( ) or press Esc to close the Merge/Delete
Records window.
The following dialog appears, informing you that RetailManager will close and reopen
your shopfront.

7 Ensure that no other terminals are connected to the shopfront.

8 Click OK.
Your shopfront closes and the staff, supplier or customer records are merged from
RetailManager. If you have a single shopfront, RetailManager will reopen your
shopfront. If you have multiple shopfronts, select the shopfront you want to open.
Once you have merged the two records, the old number is cleared and can be assigned
to another customer, staff member or supplier.

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Deleting staff or customer records

Deleting staff or customer records

The Delete Records function is useful for deleting staff or customer records that have been
entered in RetailManager by mistake or that you no longer require in the system.
NOTE
Stock see ‘Deleting a stock item’ on page 111 for information about deleting stock items.

RetailManager creates a ‘record’ called <Deleted> the first time you delete a record, and
merges your record into this record. All records that you delete subsequently are merged
into the <Deleted> record.
NOTE
Security The Merge/Delete Records function can be password protected by checking the Admin Security
checkbox in the Security options window. You can also password protect this feature by ticking the
appropriate Staff or Customer Details check box in the Security options window. If password protected,
you will be prompted for a password when you attempt to select a record from the Merge/Delete
Records window. See ‘Setting your Security options’ on page 71 for more information about security and
passwords.

Note that you cannot delete a customer record if the customer has any outstanding
invoices, lay-bys, credit notes, gift vouchers, deposits, or special orders.
CAUTION
Deleting records When you delete a record it is permanently removed from the system. Make sure
you delete the correct record.

To delete a staff or customer record

CAUTION
Deleting records will close your shopfront! Once you have completed a delete, RetailManager
closes your shopfront to complete the operation. Ensure that all other connections to your shopfront are
closed before completing a record delete!

1 Go to Admin menu and choose Merge/Delete Records. The Merge/Delete Records

window appears.

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2 Click the down arrow next to the Select records from field and choose the type of record
you want to delete: staff or customer.
3 Enter the staff or customer number in the Old Id field and press Enter. Alternatively,
click the Assist button and choose the required record from the displayed list.
4 Click the Delete Record button. You will be prompted to confirm that you want to
delete the record. Click Yes.
5 Continue to delete other records, or click ( ) or press Esc to close the Merge/Delete
Records window.
The following dialog appears, informing you that RetailManager will close and reopen
your shopfront.

6 Ensure that no other terminals are connected to the shopfront.

7 Click OK.
Your shopfront closes and the staff or customer record is permanently deleted from
RetailManager. You can use this record number for a new record. If you have a single
shopfront, RetailManager will reopen your shopfront. If you have multiple shopfronts,
select the shopfront you want to open.

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Reallocating staff, customer or supplier IDs

Reallocating staff, customer or supplier IDs

If you want to change a customer’s, supplier’s, or staff member’s number to a new number,
you can reallocate the number. This would be useful for example if you made a mistake when
creating an number.
NOTE
Stock See ‘Managing bar codes’ on page 121 for information about reallocating a stock item number.

To reallocate a staff, customer, or supplier number

1 Go to the Admin menu and choose Reallocate Numbers.

2 Click the down arrow next to the Select records from field and choose the type of record
you want to reallocate: customer, staff or supplier.
3 Enter the old staff, customer or supplier number in the Old Id field and press Enter.
Alternatively click the Assist button and choose the required number from the list.
4 Enter the new staff, customer or supplier number in the New Id field. This must be a new
number. If you want RetailManager to assign a new number, press F5, and the new staff,
customer or supplier number is displayed.
5 Press F10, or click the Reallocate – F10 button.
Once you have reallocated the staff, customer or supplier number, the old number is
cleared and can be assigned to a new staff member, customer or supplier.

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Managing your database

It is important to maintain your database, to keep it compact for good performance, and to
back it up regularly.
There are five database maintenance option buttons displayed in the Maintenance tab:
Backup, Rebuild/Compact, Archive, Store Offline, and Merge Offline.

Backing up your database

RetailManager backs up your database automatically as part of your daily cashup procedure.
In addition to this, we recommend that you back up your database periodically from the
Configuration window to another drive or storage facility.
The daily cashup procedure backs up the recent.mdb and the archive.mdb, offline.mdb
database files, excluding registration data. This means that if anything untoward happens
to your data, you can restore your records from the previous day’s backup file. See ‘Cashing
Up for the day’ on page 218 for more information.
The backup facility in the Configuration window backs up three essential files:
• recent.mdb, the primary database file,
• archive.mdb, database archives,
• offline.mdb, database stored offline.
These files should be stored on an external storage facility, such as a ZIP drive, CD R/W
drive, or separate hard drive. You can then keep this copy of your data file away from your
place of business for security purposes. We recommend that you backup regularly in this
way and that you back up your RetailManager database after your setup is complete and you
have registered RetailManager.
The following procedure describes how to backup from the Configuration window.

To backup your database

1 Go to the File menu and choose Configuration. Select Yes to close down your current
shopfront. The Shopfront Configuration window appears.
2 If you have multiple shopfronts, ensure you highlight the shopfront for which you
want to backup your database.
3 Click the Maintenance tab.
NOTE
RetailManager on a network If you are using RetailManager on a network, shut down any other
linked RetailManager sessions first, before backing up your database.

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4 Click the Backup button. The following dialog box appears.

5 Select the location in which you want to store your backup files. You could either save
the files directly to external media from here, or save the files to another folder and from
there save them to your external media. We strongly recommend that you save these
files to external media.
The following three RetailManager files are backed up:
• recent.mdb
• archive.mdb
• offline.mdb

Rebuilding/Compacting your database

When this option is selected, RetailManager both rebuilds and compacts your database.
Your database may need to be rebuilt in the event of unforeseen accidents such as power
failure, where RetailManager has not been exited properly, the database file has been
corrupted, or someone has interfered with the database.
RetailManager can fix most database problems by rebuilding the database; however if this
fails you may have to restore from your backup database files.
When a database is used, data is added or removed which can often leave ‘gaps’ in the
database. These gaps can slow down the system and make the database file larger than it
needs to be. When you compact a database, you optimise the size of the database,
minimising these gaps, so that overall system performance is enhanced. You should
compact your database roughly every month. The necessity for this is common to all
databases.

To rebuild and compact your database

1 Go to the File menu and choose Configuration. Select Yes to close down your current
shopfront. The Shopfront Configuration window appears.
2 If you have multiple shopfronts, ensure you highlight the shopfront for which you
want to backup your database.
3 Click the Maintenance tab.
NOTE
RetailManager on a network If you are using RetailManager on a network, shut down any other
linked RetailManager sessions first, before compacting your database.

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4 Click the Rebuild/Compact Database button. Select Yes to rebuild and compact your
shopfront database.
5 Your database will be compacted and rebuilt. If the rebuild is not successful, an error
message will be displayed, and you will have to restore your data from a backup database
file.

Archiving your database

As you enter transactions daily, your database file can grow considerably in size. This can
affect the efficiency with which RetailManager works with the database. Archiving your
database improves its performance significantly. We recommend that you archive your
database at least once a week.
Note that the Archive Database function serves solely to improve the performance of your
database. It does not remove any data from your system or affect your data in any way.

To archive your database

1 Go to the File menu and choose Configuration. Select Yes to close down your current
shopfront. The Shopfront Configuration window appears.
2 If you have multiple shopfronts, ensure you highlight the shopfront for which you
want to backup your database.
3 Click the Maintenance tab.
NOTE
RetailManager on a network If you are using RetailManager on a network, shut down any other
linked RetailManager sessions first, before archiving your database.

4 Click the Archive button. Confirm that you want to archive the database.
5 RetailManager backs up, archives, and rebuilds/compacts your database.

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Storing data offline

If you have large amounts of old data, you can improve the performance of your database
by storing this data offline. When you select the Store Offline option, RetailManager
removes records prior to the specified cutoff date from the database and stores them in a
separate file (offline.mdb). This makes your database smaller and consequently faster. If you
need to access the data you stored offline, RetailManager gives you the option to merge it
with your database.
When you merge data offline, all finalised transactions before the specified cutoff date will
be removed from the system, and they will no longer appear in searches, lookups,
drilldowns or reports.

To store data offline

1 Go to the File menu and choose Configuration. Select Yes to close down your current
shopfront. The Shopfront Configuration window appears.
2 If you have multiple shopfronts, ensure you highlight the shopfront for which you
want to backup your database.
3 Click the Maintenance tab.
4 Click the Store Offline button. The Offline Archive dialog box appears.
5 Enter the cutoff date for the offline archive in the date field. For example, if you enter
01/07/01 in this field, all finalised transactions made before July 01, 2001 will be stored
offline.
NOTE
Un-finalised transactions Lay-bys, Credit Notes, Quotes, Sales Orders, Purchase orders and
Customer Special orders that have not been finalised will not be stored offline.

6 Click Continue.
RetailManager removes the data prior to the cutoff date and stores it offline.

Merging offline data

The Merge Offline option merges data you stored offline, back into the system. This is a
reversal of the Store Offline option described in the previous section. The offline data is
merged seamlessly with your current data and appears in searches, drilldowns, lookups, and
reports.

To merge offline data

1 Go to the File menu and choose Configuration. Select Yes to close down your current
shopfront. The Shopfront Configuration window appears.
2 If you have multiple shopfronts, ensure you highlight the shopfront for which you
want to backup your database.
3 Click the Maintenance tab.

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4 Click the Merge Offline button. RetailManager merges the offline data back into the
system.

Restoring your database

If you need to restore your database, you can use your latest backup file. This is why it’s
important to make regular backups of your database—the more regular your backups, the
less data you would lose in the event of there being a problem with your computer or
database file.
Note that RetailManager must not be operating on any computer on the network during
the copying process.

To restore your database

1 Use Windows Explorer to locate your 3 backup files (recent.mdb, archive.mdb and
offline.mdb) from the storage facility or drive you are using.
2 Rename your current database files in your shopfront folder to oldrecent.mdb,
oldarchive.mdb, and oldoffline.mdb.
3 Copy your backup recent.mdb, archive.mdb, and offline.mdb files (as found in step 1)
into your shopfront folder in the RetailManager folder. When you start RetailManager,
the backup files you copied to your shopfront are used effectively restoring your
database from your backup files.
NOTE
Re-ener information after restore You will need to re-enter any transaction information that has
occurred since you created your backup databases.

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Exporting from RetailManager Standard to your MYOB accounting software

Exporting from RetailManager Standard to your MYOB

accounting software
The RetailManager Standard Accounting Export function avoids the necessity of having to
input data separately into your MYOB accounting software, saving a huge amount of time
and duplicated data entry.
As RetailManager Standard is self-sufficient regarding stock, debtor and customer
information, only a minimal amount of information is actually needed to export to your
MYOB accounting software, such as changes in stock value, changes in debtors, lay-bys, and
so on. This is all that’s required to keep your balance sheet and Profit & Loss statements
accurate with regard to sales, profit and banking.
Before you run the export from RetailManager Standard, make sure you have:
• set up your Export Accounts (including your tax on sales account)
• set up your Export Groups
• backed up your data file before the first time you run the export
See ‘Setting up RetailManager Standard to export to your accounting software’ on page 61
for information about setting export accounts, export groups and other accounting export
options. If you want to export the current day’s transactions, end your current session and
cash up before you run the export.

To export accounting information from RetailManager

1 Go to the File menu and choose Accounting Export. The Export window appears, where
the accounting package is the one you specified in the Accounting Options window. See
‘Setting up RetailManager Standard to export to your accounting software’ on page 61
for more information.

.
The Export to... window lists every session you’ve run per date per till, giving
• the start date and time of the session,
• the end date and time of each session,
• the transaction number at the start and end of each session,
• the status of the session.

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The status of the session is displayed in the Comments column and will either display
‘Exported’ (meaning the session has already been exported), ‘Will be Exported’
(meaning the session will be part of the export), or ‘Not Reconciled’ (meaning a cashup
has been completed without entering takings). Only those sessions with the ‘Will be
exported’ status will be exported.
2 Click the Export - F10 button or press F10.
On successful completion, a dialog appears stating the number of suppliers, purchases
and sessions exported.
3 Click OK.

Importing into your MYOB accounting software from RetailManager Standard

NOTE
Set your MYOB Accounting software for RetailManager Ensure you have ticked the I use
ReailManager in your MYOB Accounting software before you import. See ‘Setting up your MYOB
accounting software to import from RetailManager Standard’ on page 60 for more information.

1 Start up your MYOB accounting software. A dialog window will open querying whether
you want to import the Retail.txt file.
NOTE
Prompt to import Your MYOB accounting software will only prompt you to import the Retail.txt file if
the file is in your accounting software folder.

2 Click Yes.
If your MYOB accounting software is already running, you will need to go to the File menu
and choose Import Data, then choose RetailManager Standard.

Automatic Backup of the export file

The first time the Accounting Export option is carried out two files are created in the
MYOB Accounting folder, for example C:\MYOB105. The two files created are called
Retail.txt and RMCopy.txt. The RMCopy.txt is an exact copy of Retail.txt and is created so
that if the Retail.txt file is corrupted or deleted, there is still the possibility to retrieve the
data.
For any subsequent exports of data from RetailManager Standard, the existing Retail.txt file
is renamed retail.bak, the RMCopy.txt file is renamed RMCopy.bak and new Retail.txt and
RMCopy.txt files are created.
If for some reason the Retail.txt file is no longer accessible, if it is either deleted or
corrupted, use the RMCopy.txt file to import the data.

To replace the Retail.txt file with the RMCopy.txt file

1 In Windows Explorer rename the Retail.txt file as OldRetail.txt (if it still exists).
2 Rename RMCopy.txt as Retail.txt.
3 Import with your accounting software as explained in the previous section.

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Importing and exporting RetailManager information

Using the RetailManager Import and Export Wizard, you can import information about
your customers, suppliers, stock items and staff members into your RetailManager
shopfront database. In addition to importing new records into RetailManager, you can also
update your existing RetailManager stock records.
The RetailManager Import and Export Wizard also enables you to export data from your
RetailManager shopfront database in a number of file formats, including tab-delimited,
HTML, Microsoft Excel, Lotus 1-2-3, and Paradox.
You can export your dockets, cashup sessions, tax codes, cashup shortages, payments, lay-
bys, and much more from your RetailManager database.

To import data into RetailManager

CAUTION
Backup your database Before you import data into RetailManager, we strongly recommend that you
backup your RetailManager database.

1 Go to the File menu and choose Import & Export.

If you have an open shopfront you will be asked to close the connection to your
shopfront.
The RetailManager Import & Export Wizard - Import (Welcome) window appears.

2 Click Import and click Next.

The RetailManager Import & Export Wizard - Import (Selecting Files) window
appears.
3 Click Browse.
4 Locate and select the file you want to import from the dialog box that appears. Click
Open.

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The name of the text file you selected appears.

.
5 Click Next.
The RetailManager Import & Export Wizard - Import (Selecting Files) window
appears, prompting you to select the database that you want to import into.
6 Click Browse.
7 Open the required shopfront database folder, select the recent.mdb file and click Open.
The name of the database file you selected appears.

8 Click Next.

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The RetailManager Import & Export Wizard - Import (Import Options) window
appears.

You use this window to:

Select the type of data you want to import. You can select import data of the types Stock,
Customer, Supplier or Staff.

Determine and select the type of text separator used in the import file. A separator is
the character used to separate one field element from another in a text file record. You
can choose either tab or comma characters as text separators from this window. You
select the text separator from the group labelled Field Separator is a. Switching between
these options will cause the Available Fields grid to display the available fields. If you
select the incorrect separator, the Available Fields grid will only have one entry,
otherwise it will display a list of field names.
NOTE
Selecting the correct format Note that if you select the wrong format, the fields in the Import Grid
will appear on one line. If this happens, simply select the other format.

Select the first record in the import file as a header (record format) record or a data
record. Click either the Header Info or Data radio button in the The First Record is group
to choose to import the first record in the import file as data or as header information.
In most cases the first record in an import text file is header information not actual
import data.
9 Select the type of data you want to import—Stock, Customer, Supplier or Staff—by
clicking the appropriate radio button.
10 Click Next. You will be presented with different windows depending on your choice of
the four data types available for import.

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If you selected Stock, the following window appears.

You use this window to:

Specify whether you want to Add or Update stock. If you select Add, all stock will be
added to the database unless the bar code and description fields can be matched to
another record in the database. In this case the record will be rejected.
If you select Update, all database records with a matching bar code and description will
be updated with the import record. If there is no record in the RetailManager database
that matches the bar code and description fields of an import record, then the import
record will be rejected.

Reject or accept duplicate stock bar codes. Mark the Reject Duplicate Bar Codes
checkbox to reject any import records that have the same bar code as records already
existing in your database.

Select a default supplier for a stock item. To assign a default supplier for stock items that
you are importing, click the Default supplier for stock items drop-down list and select
the required default supplier. All items you are importing that do not have an assigned
supplier will be assigned the default supplier.
You can use an already assigned supplier for a stock item, if your import data has a field
containing supplier data that you can match to the RetailManager supplier field. You
match these fields during the next step of the Import Export wizard. If you don’t select
a default supplier or match the RetailManager supplier_id field to a valid supplier_id, no
suppliers will be assigned to the items by default.

Select a default tax code for a stock item. Select a default Tax Code and Supplier to
populate imported records, where the imported record supplier_id or tax_code fields are
blank.
To assign a default tax code to the stock items you are importing, click the Default tax
code for stock items drop-down list and select the required default tax code. All items
you are importing will be assigned this tax code unless you match the RetailManager tax
code field to a valid tax code from the record you are importing. You match these fields
during the next step of the Import Export wizard. If you don’t select a default tax code
or match the RetailManager tax code field to a valid tax code, the default tax code for

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RetailManager will be used, this is usually the ‘GST’ tax code but may have been
changed for your shopfront.
If you selected Customer, the following window appears.

You use this window to:

Automatically number bar codes. The Automatically number Bar Codes? checkbox
enables you to import customer data without supplying a bar code. RetailManager will
automatically assign a new bar code to the imported data.

Assign a default customer account manager to the customers you are importing. Click
the Default customer account manager drop-down list and select the required staff
member. All customers you are importing will be assigned this account manager (staff
member) unless you match the RetailManager owner_id field to a staff member from the
record you are importing. You match these fields during the next step of the Import
Export wizard. If you don’t select a default customer account manager or match the
RetailManager owner_id field to a valid staff member, no staff members will be assigned
to the customers by default.
If you selected Supplier or Staff, the following window appears.

.
• You use this window to automatically number bar codes if you want RetailManager to
automatically create bar codes for the staff or suppliers that you are importing. The
Automatically number Bar Codes? checkbox enables you to import customer data

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without supplying a bar code. RetailManager will automatically assign a new bar
code to the imported data.
• Click the Yes radio button in the Automatically number Bar Codes frame if you
want RetailManager to automatically create bar codes for the staff or suppliers that
you are importing.
11 Once you have selected the import data type and used the appropriate options for data
you are importing, click Next.
The RetailManager Import & Export Wizard (Field Matching) window appears.

The Import Grid on the left displays the fields in the data record you are importing. You
match these fields with their equivalent in the RetailManager Grid. You do not need to
match all the fields in the RetailManager Grid. Most fields are optional and you can
select which fields you want to import. However, some RetailManager fields must be
matched to valid import fields in order for the import to be successful. These mandatory
fields have one or more asterisks beside their field names. The number of asterisks
depends on the type of data you are importing.
12 Match the required Import fields to the RetailManager fields.

To match fields: Select fields from the Import Grid Available Fields column and match
them to the corresponding fields in the RetailManager Grid on the right.

To match fields one at a time: Click the required field in the Import Grid once. The field
is highlighted and a frame appears over it. This frame is now attached to your mouse
pointer.
Move the mouse pointer and frame to the corresponding field in the RetailManager
Grid and click once. When matched, the import field name is displayed in the
RetailManager Grid Matching Import Field column, and an arrow is displayed next to
the field name in the Import Grid Available Fields column.
Repeat this step for all the fields you want to import.

To match all fields, or multiple fields: Use the Match All button in combination with the
Match All By Name Checkbox.
Mark the Match All by Name checkbox and click the Match All button to
automatically match all import file fields to RetailManager fields by name only. Only

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fields within the Import Grid that have exactly the same name as those in the
RetailManager Grid will be matched.
Clear the Match All by Name checkbox and click the Match All button to match all
fields by order. Fields displayed in the Import Grid Available Fields column will be
matched with the fields in the RetailManager Grid Field Description column, in the
order that they are displayed.

To remove a single matched field from the RetailManager Grid: Double-click the field
name in the Matching Import Field column.

To replace a matched field with another import field: Select the new import field from
the Import Grid and click the field you want to replace in the RetailManager Grid.

To unmatch all previously matched fields Click the Reset Grids button.
13 Click the Import button when you are done matching the relevant fields. The import
takes place. A window similar to the following appears.

If any records were rejected during the import, a text file is generated which lists the
rejected records and the reasons for the failed import. This text file is called
Rejected_DATATYPE.txt (where DATATYPE is the type of data (Stock, Customer, Staff,
Supplier) that you selected to import). The textfile is located in your RetailManager
folder.

To export data from RetailManager

Using the RetailManager Import and Export Wizard, you can export data from your
RetailManager shopfront database in a number of file formats, including tab-delimited,
HTML, Microsoft Excel, Lotus 1-2-3, and Paradox.
You can export your dockets, cashup sessions, tax codes, cashup shortages, payments, lay-
bys, and much more from your RetailManager database.
For information about exporting accounting information, see ‘Importing and exporting
RetailManager information’ on page 277
CAUTION
Backup your database Before you export data into RetailManager, we strongly recommend that you
backup your RetailManager database.

1 Go to the File menu and choose Import & Export.

If you have an open shopfront you will be asked to close the connection to your
shopfront and back up your database.
The RetailManager Import & Export Wizard - Import (Welcome) window appears.
2 Click Export and click Next.

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The RetailManager Import & Export Wizard - Export window appears, prompting
you to select the database that you want to export from.
3 Click Browse.
4 Open the required shopfront database folder, select the recent.mdb file and click Open.
The RetailManager Import & Export Wizard Export (Selecting Files) window appears
with the name of the database file you selected.

5 Click Next.
The RetailManager Import & Export Wizard Export (Export) window appears.

6 Select the table name of the data you want to export from the Table drop-down list box.
NOTE
Stock Table If you select to export Stock table information, you have the option to export a subset of
your stock information. Select specific stock information using the Supplier, Category 1, Category 2,
Custom Field 1, and Custom Field 2 fields. You set these fields using the RetailManager Stock window.
If you wish to export the entire Stock table, leave all other fields as <NO SELECTION>.

7 Click Export.

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The Save Table As... window appears.

8 Specify the folder in which you want to save the export data file.
9 Type the name for the file in the Filename text box, or use the default name supplied.
10 Use the Save as type drop-down list box to select the format in which you want to save
the exported data.
11 Click Save.
A dialog box informing you that the export was successful appears.
12 Click OK.
You can now open the exported file in the selected application.

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Performing administrative tasks from a different computer

Performing administrative tasks from a different computer

In a retail business, you might not have the time or the appropriate environment to
perform your administration tasks, such as running reports and analysing your business
performance. Frequently, owners choose to run their reports, process Goods Received
invoices, and do some of the business’ paperwork in another location or on a different
computer to the one they use for POS transactions.
Purchasing an additional RetailManager Remote Site Licence enables you to work on your
shopfront database from a second computer.
RetailManager Remote Site Licence incorporates all the functions of RetailManager, without
the POS transactions.
Working away from your RetailManager POS computer becomes a simple matter of
transporting copies of your database files between the two computers, and keeping each
database up to date.
CAUTION
Synchronising databases It is important that you do not try to update one copy of the database
when the other is still being used, or your databases won’t be synchronised. You should only update your
database on your remote computer outside work hours, or when the shop database is not being used
(and vice versa). After you have updated your remote database, make sure you restore the database at
work before you make any transactions.

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APPENDIX

A Setting Up Hardware

Overview
This section describes how to set up your hardware devices—docket printer, cash
drawer, pole display, EFTPOS terminal and bar code scanner —for RetailManager.
We recommend that you seek assistance from a RetailManager Professional, Consultant,
or specialist reseller, to make sure that your retail system is set up and configured
properly to best meet your needs.
We have endeavoured to include as much information as possible about configuring
your hardware for RetailManager. This information should be used in conjunction with
the documentation supplied with your hardware, and any advice obtained from your
RetailManager Professional, Consultant, or specialist reseller.
NOTE
Communication Ports (com ports) Many of the retail hardware devices that you can connect
to your RetailManager computer require a dedicated com port. Ensure your computer has enough
com ports to support the hardware you require.

Control codes
Hardware devices such as cash drawers, docket printers and pole displays require a
signal to be sent from the computer (to which they are connected), in order to perform
a specific task. For example, the docket printer requires one signal from the computer to
activate the paper cutter, and another signal to print in a second colour.
These signals are sent from your computer to your docket printer in the form of control
codes. Your printer documentation will present these control codes in one of the
following formats: as hex values, as decimal values, or as control characters. You will
need to enter these control codes in RetailManager as part of the process of configuring
your docket printer.

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Overview

Control codes can only be entered as control characters in RetailManager.

• If your hardware documentation presents control codes as control characters, you
can enter them directly in RetailManager.
• If the documentation presents them as hex or decimal values, you will first need to
convert these values to control characters before entering them in RetailManager.
For example, your cash drawer manual states that the code to open the cash drawer
is ‘12 H’ (where H indicates Hex). This Hex value, when converted to a control
character, is Ctrl + R, which is the value you need to enter in RetailManager.
We have tried to make this process as simple as possible. The control codes for some
common brands of hardware devices will appear automatically in the Hardware window.
We have also provided a conversion chart at the end of this section to help you convert hex
and decimal values to the format used in RetailManager. For full instructions on how to
convert control codes and enter them in RetailManager, see ‘Control code chart’ on
page 304.
Note that while the control codes we have provided were accurate at the time of writing,
these values are subject to change by manufacturers. We recommend that you check with
your hardware documentation or hardware supplier.
Note also that due to differences between individual computers and operating systems,
special characters may not display correctly on your machine when you enter them in the
required field of the Hardware window. This does not mean that the code you have entered
is incorrect, only that it is not displaying correctly on your machine. RetailManager records
the code as you type it, not necessarily as it is displayed on screen.

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Setting up a docket printer

Setting up a docket printer

Overview
Docket printers are the most common additional hardware item added to retail systems
(along with cash drawers and bar code scanners). RetailManager works with the majority of
docket printers.
RetailManager supports two widths of dockets: 40 column and A4 (80 column). A
maximum of 40 characters can be printed on a single line in a 40 column docket.
In addition to your sales dockets, you can also print your lay-by dockets, invoices,
payments, goods received and returned, and orders on your docket printer.

Serial and parallel port printers

You can either connect a docket printer to your computer via a parallel port or a serial
communications port. The option you choose will depend on how many serial or parallel
ports you have free at the back of your computer. This varies considerably from computer to
computer. For example, you will need 2 parallel ports to run a report printer and a docket
printer using parallel ports.
If your docket printer has a cash drawer connected to it, you must select the same port for
both in RetailManager. For example, if you connect your docket printer to a serial port, you
must select this serial port in RetailManager for both your docket printer and cash drawer.
If you are using a serial printer, make sure the serial cable supplied comes from the printer
manufacturer, as other serial cables may not work.

Docket printer features supported by RetailManager

RetailManager supports the following features found in docket printers.
• Paper cutter. RetailManager supports both perforated cut and full cut.
• Normal width/double width printing.
• Black ink/red ink (second colour printing).
Note the following points about these features:
• Not every feature is supported by every docket printer.
• These features are activated by entering a set of control codes in RetailManager (see
‘Control codes’ on page 287 and ‘Control code chart’ on page 304 for more
information). These codes vary from printer to printer and should have been
supplied with your docket printer. RetailManager provides the control codes for
some common docket printer models in the appropriate fields. Refer to your docket
printer documentation and check that these values are correct.

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Setting up a docket printer

• Most docket printers require you to enter an On control code to activate a feature
(for example, double-width printing) and an Off control code to turn off the feature.

If your printer requires both On/Off values, enter them in the On/Off fields provided.
Some printers require only the On control code (the feature is turned off automatically).
In this case you would enter only the On value in RetailManager and leave the Off field
blank.
• If you don’t require a supported feature simply delete the control codes displayed in
the fields.

To set up your docket printer

1 Go to the Setup menu and choose Hardware.
2 Click on the Docket Printer tab. The Docket Printer window appears.

3 Tick the Use Docket Printer checkbox.

4 Select your printer model.
Click in the Model field and select your docket printer model. If your printer model is
not listed, choose ‘Other’.
If your printer supports second colour printing, double width printing, and/or a paper
cutter, the control codes required to activate these features are displayed in the
appropriate fields.
NOTE
Online help Click on the button to view this information online.

5 Specify the port your printer is plugged into.

Click in the Printer Port field and select the port from the drop-down list.

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Setting up a docket printer

If your docket printer is connected to your serial port, click on the Settings button,
complete the Baud Rate, Data Bits, Parity and Stop Bits fields, and click Apply. You can
find these values in the documentation included with your docket printer.
If you want to automatically search for your docket printer, click Search.
RetailManager searches for printers physically connected to your computer and if you
are using a Local Area Network (LAN), printers available over the network. When the
search is complete, select your printer from the Port drop-down list.
NOTE
Separate port If you are using other RetailManager hardware that uses the same type of port as your
docket printer (such as a pole display or EFTPOS terminal), ensure you have separate ports available for
your other hardware.

6 Activate the paper cutter.

Tick the Activate checkbox and select either Perforate or Cut by clicking on the
appropriate radio button.
RetailManager displays the Paper Cutter control codes for your selected printer. Check
that these values are correct and change them if required. If you selected ‘Other’ as your
printer model, enter the correct control codes in the Paper Cutter fields. Refer to your
docket printer documentation for these values.
In the Lines to Advance before cut field, enter the number of lines you want the docket
to advance before it is cut. The recommended number of lines is 10.
Click on the Test button to test that your paper cutter is functioning correctly as per
your specifications.
NOTE
No paper cutter Clear the Activate checkbox if your printer does not have a paper cutter.

7 Specify the double-width printing values.

RetailManager displays the double-width printing control codes in the Double Width
On and Off fields for your selected printer. Check that these values are correct and
change them if required. If you specified ‘Other’ as your printer model, find these codes
in your printer documentation and enter them in the appropriate fields.
Click on the Test button to test that your printer is printing double-width. On the
docket that is printed, the first line ‘Double Width On’ should be printed in double
width, and the second line ‘Double Width Off’ should be printed in normal width.
NOTE
Double-width printing If you don’t require double-width printing, delete the values in the Double
Width On/Off fields.

8 Specify the second colour printing values.

RetailManager displays the second colour printing control codes in the Second Colour
On/Off fields for your selected printer. Check that these values are correct and change
them if required. If you specified ‘Other’ as your printer model, find these codes in your
printer documentation and enter them in the appropriate fields.

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Setting up a docket printer

Click the Test button to test that your printer is printing in a second colour. On the
docket that is printed, the first line ‘Second Colour On’ should be printed in the second
colour available, and the second line ‘Second Colour Off’ should be printed in black.
NOTE
Second colour printing If you don’t require second colour printing or you are using a single colour
ribbon, delete the values in the Second Colour On/Off fields. If your printer cannot print in two colours, do
not enter any values in the Second Colour On/Off fields.

9 Click on the Apply button to save your changes and close the window.
10 Specify the type of dockets you to want to print to your docket printer. For more
information, see the following section.

Setting up printing options

Once you have set up your hardware settings for your docket printer, you need to specify
the type of dockets you want to print to it—sales dockets, invoices, orders, payments etc.
This is done by selecting the Docket (40 column) option for each docket type in the
Printing Options window. For full instructions on setting up your printing options, see
‘Setting your Printing options’ on page 48.

Sharing docket printers

You may want to share a docket printer between two or more tills. RetailManager allows you
to share both docket and report printers between tills.
When you share a docket printer between tills, printer features need to be activated locally
in each computer. Note that you do not have to specify the same settings for each computer.
For example, Computer A can opt to turn off second colour printing and select a perforated
cut while Computer B can print in second colour and select a full cut. For more information
on activating these docket printer features, see ‘Setting up a docket printer’ on page 289.
To share a docket printer between two tills—for example, Computer A and Computer
B—you need to do the following:
• Step 1—Install the generic printer driver on the computer the docket printer is
plugged into (Computer A). Make the Generic/Text Only printer a ‘shared’ printer,
and grant Computer B permission to print to it.
• Step 2—In Computer B, start up RetailManager and select the shared Generic/Text
Only printer that you set up in Computer A.

Step 1—install a generic printer driver, share and grant access to

printer

Windows NT
1 Click on the Windows Start button at the bottom left corner of the window, go to
Settings and choose Printers. The Printers window appears. If there is an icon in this
window called Generic/Text Only, then your Generic/Text Only printer is already set
up. Read step 3 to make sure that you have the correct settings, then go to step 4.

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Setting up a docket printer

• If there is no Generic/Text Only icon, then you will need to create it. Continue with
this procedure.
NOTE
Shared device must be in same network domain You need to make sure that the computer the
docket printer is connected to is in the same domain as the computers that will be sharing the printer.

2 Double-click the Add Printer icon. The Windows Add Printers Wizard will start up.
3 Complete each step of the Windows Add Printers Wizard.
Generally the following settings should be chosen when defining the printer. Note that
the Add Printer Wizard may request the Windows CD-ROM during installation.
• Choose My Computer.
• Allocate the port the printer is connected to.
• Use the arrow keys to select Generic in the Manufacturers list. Generic/Text Only
should be highlighted in the Printers list.
• Confirm the printer name.
• Click on the Shared radio button, and enter the Share Name. This name will appear
as the printer name on the network. Make sure that you enter a name that other
users can identify easily. Do not use any apostrophes or spaces when entering a share
name.
• Click on the Finish button.
• The Generic/Text Only icon should now be displayed in the Printers window.
4 Grant users permission to print to the docket printer by doing the following:
• Highlight the Generic/Text Only icon and choose Properties from the File menu.
• Click on the Security tab, and then on the Permissions button. The Printer
Permissions window appears.

To allow all users to print to the docket printer, make sure ‘Everyone’ is displayed on the
list and click OK.
If ‘Everyone’ is not displayed on the list, click on the Add button. The Add Users and
Groups window appears.
• Using the arrow keys, find and highlight ‘Everyone’ in the list and click on the Add
button. ‘Everyone’ appears in the Add Names field.
• Make sure that the Type of Access field is set to Print, and click OK.

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Setting up a docket printer

• You are returned to the Printer Permissions window. The Name list now displays
‘Everyone’. Click OK.

Windows 98/ME/2000
1 Click on the Windows Start button at the bottom left corner of the window, go to
Settings and choose Printers. The Printers window appears.
• If there is an icon in this window called Generic/Text Only, then your Generic/Text
Only printer is already set up. Read step 3 to make sure that you have the correct
settings, then go to step 4.
• If there is no Generic/Text Only icon, then you will need to create it. Continue with
this procedure.
NOTE
Shared device must be in same network domain You need to make sure that the computer the
docket printer is connected to is in the same domain as the computers that will be sharing the printer.

2 Double-click the Add Printer icon. The Windows Add Printer Wizard will start up.
3 Complete each step of the Windows Add Printers Wizard.
• Generally the following settings should be chosen when defining the printer. Note
that the Add Printer Wizard may request the Windows CD-ROM during installation.
• Choose Local printer.
• Use the arrow keys to select Generic in the Manufacturers list. Generic/Text Only
should be highlighted in the Printers list.
• Allocate the port the printer is connected to.
• Confirm the printer name.
• When you click on the Finish button, the Generic/Text Only icon should displayed
in the Printers window.
4 Make the printer shared by doing the following:
• Highlight the Generic/Text Only icon, go to the File menu and choose Properties.
• Click on the Sharing tab and go to step 5. If the Sharing tab is not visible:
a - Click on the Start button, go to Settings and then Control Panel.
b - Double-click the Network icon to display the Network dialog box and click on the
File and Print Sharing button.
c - Tick the I want to be able to allow others to print to my printer(s) checkbox, and
then click OK.

d - Restart your computer when prompted.

e - In the Printers window, highlight the Generic/Text Only icon, go to the File menu
and choose Properties. The Printer Properties window will now display a Sharing
tab. Click on it.

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Setting up a docket printer

5 In the Sharing tab, click on the Shared As radio button and enter the Share Name. This
name will appear as the printer name on the network. Make sure you enter a name that
all users can identify easily. Do not use any apostrophes or spaces when entering a share
name.
6 Click on the Apply button.
7 Click OK to close the Printer Properties dialog box.

Step 2—select the shared printer in RetailManager

You have installed the generic printer driver on the computer the docket printer is
connected to, made the printer shared, and granted permission to other users to print to it.
The next step is to select the printer in each computer that will be sharing it.

To select the shared printer

1 Go to the Setup menu and choose Hardware.
2 Click the Docket Printer tab and tick the Use Docket Printer checkbox.
3 Select your printer model from the Model drop-down list.
4 Click in the Printer Port field and select the shared printer from the displayed list. The
printer name will appear as, for example, ‘\\Jupiter\Generic Text’ where ‘Jupiter’ is the
name of the computer the docket printer is connected to and ‘Generic Text’ is the name
of the shared printer.
NOTE
Selecting correct printer Make sure you select the shared printer. This printer should not be
confused with the local Generic/Text Only printer that you may have set up on your computer.

5 Complete the other fields in this window as required. See ‘Setting up a docket printer’
on page 289.
NOTE
Printing Options You need to set printing options individually for each computer. For more
information, see ‘Setting your Printing options’ on page 48.

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Appendix A Setting Up Hardware
Setting up a cash drawer

Setting up a cash drawer

RetailManager supports two types of cash drawers:
• cash drawers connected to the docket printer, and
• cash drawers connected directly to a port of your computer.
We recommend a cash drawer connected via a docket printer, as this is one less device
connected to the computer.
When setting up a cash drawer in RetailManager, you need to specify the control codes
required to open the cash drawer. For more information, see ‘Control codes’ on page 287.
For full instructions on how to enter control codes in RetailManager, see “Control code
chart” on page 304.
NOTE
Troubleshooting For troubleshooting questions and answers about setting up cash drawers, see
‘Cash Drawers’ on page 225.

Serial Cash Drawers Cash drawers rely on receiving a signal from the computer and use
this signal to activate the drawer. Most cash drawers require the signal to be sent only once
in order to open. Some serial cash drawers, however, require the signal to be sent repeatedly,
the number of repeats varying from cash drawer to cash drawer.
NOTE
Cash Drawers requiring multiple signals We do not recommend serial cash drawers that require
multiple signals, for use with RetailManager.

When setting up your cash drawer in RetailManager, if your cash drawer does not respond
to a single signal, we suggest that you increase the value in the Multiplier field. The
Multiplier field displays the number of times a signal is sent from the computer to the cash
drawer. If there is no response, increment the value by five each time until you establish the
correct number of signals required to open your cash drawer.

Cash drawers in a network RetailManager allows you to either cash up all your cash
drawers together or separately.
If you are running RetailManager on a network, how you cash up your client computers
depends on what cash drawer you specify for each client computer:
• Specifying the same cash drawer name for any or all of your client computers allows
you to cash up these computers together at the end of the day. You can do this from
any one of the computers that share the same cash drawer.
Even if your server doesn’t have a cash drawer attached, you can still cash up other
client computers from the server by specifying a cash drawer in RetailManager for the
server.
• Specifying a different cash drawer name for each client computer, such as Cash
Drawer A, B, C, and so on allows each client computer to be cashed up separately.

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Setting up a cash drawer

Cash Drawers connected to a docket printer

Your cash drawer can be connected to either a serial printer or a parallel printer.
NOTE
Check connections Make sure your cash drawer is plugged into your docket printer!

To set up a cash drawer connected to a serial printer

1 Go to the Setup menu and choose Hardware.
2 Make sure the Cash Drawer tab is selected.
3 Tick the Use Cash Drawer checkbox.
4 In the Cash Drawer Model field select Cash Drawer Connected to Serial Printer.
NOTE
Online help Click on the button to view this information online.

5 Click in the Printer Port field and choose the serial port your docket printer is connected
to, from the drop down list.
6 Click on the Settings button. The port properties are displayed. RetailManager uses the
Windows default port properties. However, in some cases, the default bit per second (or
‘baud’) rate of 9600 may not work; if this happens, try 4800 or 2400. Refer to your cash
drawer documentation for more information.
7 Choose the docket printer model from the model drop-down list. If your printer is not
listed, select ‘Other’.
The Trigger field displays the control codes required to open the cash drawer. Refer to
your cash drawer documentation and check that these values are correct. Change the
values if required.
If you selected ‘Other’ as your printer model, enter the control codes to activate your
cash drawer in the Trigger field. Refer to your cash drawer documentation for this
setting.
8 Click on the Test button. If all settings have been entered correctly the cash drawer will
open.
9 Click on the Apply button to save your settings and close the window.

To set up a cash drawer connected to a parallel printer

1 Go to the Setup menu and choose Hardware.
2 Make sure the Cash Drawer tab is selected.
3 Tick the Use Cash Drawer checkbox.
4 Specify the cash drawer you are using in the Identifier field. This field contains a list of
26 default cash drawer names. See ‘Cash drawers in a network’ on page 296.

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Appendix A Setting Up Hardware
Setting up a cash drawer

NOTE
Cash drawer type Click on the button to view this information online.

5 In the Cash Drawer Model field select Cash Drawer Connected to Parallel Printer.
6 Click in the Printer Port field and choose the parallel port your docket printer is
connected to, from the drop down list.
7 Choose the docket printer model from the Model drop-down list. If your printer is not
listed, select Other.
8 The Trigger field displays the control codes required to open the cash drawer. Refer to
your cash drawer documentation and check that these values are correct.
If you selected ‘Other’ as your printer type, enter the control codes to activate your cash
drawer in the Trigger field. Refer to your cash drawer documentation for this setting.
9 Click on the Test button. If all values have been entered correctly the cash drawer
should open.
10 Click Apply to save your settings, and close the window.

Cash Drawers connected to a serial or parallel port

You cash drawer can be connected directly to a serial or parallel port on your computer.

To set up a cash drawer connected directly to a port

1 Go to the Setup menu and choose Hardware.
2 Select the Cash Drawer tab. The Cash Drawer view appears.

3 Tick the Use Cash Drawer checkbox.

NOTE
Cash drawer type Click on the button to view this information online.

4 In the Cash Drawer Model field, select:

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Setting up a cash drawer

• Parallel Port Cash Drawer if the cash drawer is connected directly to a parallel port.
Click in the Parallel Port field and select the port the cash drawer is plugged into. Go
to step 7.
• Serial Port Cash Drawer if the cash drawer is connected directly to a serial port. Click
in the Serial Port field and select the port the cash drawer is plugged into.
5 Click on the Settings button, enter the Baud Rate, Data Bits, Stop Bits and Parity in the
appropriate fields and click Apply. Refer to your cash drawer documentation for these
settings.
6 The Trigger field displays the control codes to activate the cash drawer. Refer to your
cash drawer documentation and check that these values are correct.
7 If you are using a serial port cash drawer, in the Multiplier field, enter the multiplier, or
the number of times a signal needs to be sent from the computer to open the cash
drawer.
8 Click on the Test button. If all settings have been entered correctly the cash drawer will
open.
9 Click Apply to save the settings, and close the window.

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Appendix A Setting Up Hardware
Setting up a pole display

Setting up a pole display

A pole display displays the product description, current price, total, change due etc. to the
customer while a sale is in progress.
RetailManager supports pole displays with 2 rows of 20 characters each—a total of 40
alphanumeric characters.
Most pole displays have an automatic ‘text wrap” feature—that is when the last character is
entered on line 2 of the display, the cursor automatically moves to the beginning of the first
line and clears it for new text. Some pole displays, however, require a set of control codes to
be entered in RetailManager to enable this feature. Check your pole display documentation
for these values. For more information on control codes, see ‘Control codes’ on page 287.
For full instructions on entering control codes in RetailManager, see ‘Control code chart’ on
page 304.
Do not install any drivers included with your pole display—RetailManager communicates
with compatible pole displays directly. If you do have a pole display driver installed, this
driver may interfere with the operation of the pole display when using it.
NOTE
Troubleshooting pole displays See ‘Pole Displays’ on page 230 for troubleshooting tips.

Pole displays can only be connected to a serial port on your computer.

To set up the pole display

1 Go to the Setup menu and choose Hardware.
2 Click the Pole Display tab.

3 Tick the Use Pole Display checkbox.

4 Select your pole display model from the Pole Model drop-down list. If your pole type is
not listed, select ‘Other’.
5 Click the Serial Port down-arrow and select the port your pole display is connected to
from the drop-down list.

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Setting up a pole display

NOTE
Separate port If you ar using other RetailManager hardware that uses the same type of port as your
pole display (such as a docket printer or EFTPOS terminal), ensure you have separate ports available for
your other hardware.

6 Click on the Settings button. Complete the Baud Rate, Data Bits, Stop Bits, and Parity
fields with the settings provided with the pole display and click Apply.
7 If your pole display does not have the automatic text wrap feature, enter the appropriate
control characters in the Clear Display and Reset Cursor fields.
RetailManager displays the control codes for the pole display models on the list. Refer to
your documentation and check that these values are correct.
8 Select the Enable check box in the Idle time display message frame to enable your pole
display to show a message during idle time.
9 Enter the number of seconds that the message should be delayed before being displayed
(this is set by default to the minimum time of 10 seconds.)
10 Type the display message in the Line 1 and Line 2 fields.
11 Once you have entered the correct settings, click on the Test button to test your pole
display. The text appearing in the Test Input field should appear in your display. You can
type any text you want in this field and test that it appears on the pole display.
12 Click on the Apply button to save your settings, and close the window.

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Appendix A Setting Up Hardware
Setting up a bar code scanner

Setting up a bar code scanner

Bar Code scanners can either be connected to your serial port, or plugged into the keyboard
port of your computer as a ‘keyboard wedge device”, usually with the keyboard ‘piggy-
backed’ behind it; you can still use both keyboard and scanner.
Do not install any drivers included with your scanner—RetailManager communicates with
the bar code scanner directly.
NOTE
Troubleshooting bar code scanners See ‘Scanners’ on page 228 for troubleshooting tips.

To set up your bar code scanner

1 Go to the Setup menu and choose Hardware.
2 Click the Scanner tab. The following window appears.

3 Select your scanner type. Click in the Scanner Type field and choose:
NOTE
Scanner type Click on the button to view this information online.

• Keyboard Wedge if your bar code scanner is plugged into your keyboard.
Go to step 6.
• Serial Port if your bar code scanner is connected to a serial port.
4 Select the serial port your scanner is plugged into from the Serial Port drop-down list.
5 Click on the Settings button and complete the Baud Rate, Data Bits, Parity, and Stop
Bits fields with the settings supplied with your scanner and click Apply.
6 Test your scanner by scanning several bar codes. The bar code values should appear in
the Test Input field. Click on the Clear button to clear the Test Input field.
7 Click Apply to save your settings, and close the window.

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Setting up a connected EFTPOS terminal

Setting up a connected EFTPOS terminal

RetailManager supports two types of EFTPOS terminal, the Ingenico NPT 700 series and the
Ingenico NPT 710 series, that are directly connected to the computer from which you run
RetailManager. A terminal connects to your RetailManager computer via a serial cable and
port. A terminal and connectors are supplied by your financial institution. You must
contact your financial institution for information about connecting A terminal to the
institution through which you choose to perform your EFTPOS transactions.

To set up your EFTPOS terminal

1 Go to the Setup menu and choose Hardware.
2 Click on the EFTPOS tab. The EFTPOS view appears.

3 Select your terminal model. Click the drop-down arrow beside the Institution/Model
field and choose the appropriate terminal type.
NOTE
Terminal type Click on the button to view this information online.

4 Select the serial port your terminal is plugged into from the Serial Port drop-down list.
NOTE
Separate port If you ar using other RetailManager hardware that uses the same type of port as your
EFTPOS terminal (such as a pole display), ensure you have separate ports available for your other
hardware.

5 Click Apply to save your settings, and close the window.

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Appendix A Setting Up Hardware
Control code chart

Control code chart

When setting up your hardware devices in RetailManager, use the ASCII or control code
chart to convert Hex or Decimal codes to control characters before entering them in
RetailManager. The instructions and examples provided in the following pages should help
you make the conversion. Once you have converted the codes to control characters, refer to
‘Entering Control characters in RetailManager’ on page 307 for more information.
If your hardware documentation presents control codes as control characters, you can enter
them directly in RetailManager. See ‘Entering Control characters in RetailManager’ on
page 307 for more information.

Converting Hex codes to control characters

An example of a hex code sequence is 1BH 45H, where H indicates Hex.
With relation to hex codes, the control code chart on page 305 can be ‘divided’ into 3
sections:
• Hex values between 00H and 1FH.
• Hex values between 20H and 7EH.
• Hex values above 7EH.
The method you use to convert hex values to control characters depends on which of the
above sections your hex value falls into. Read the appropriate set of instructions below to
convert your hex value to control characters.

If the Hex value is between OOH - 1FH

Using the control code chart on page 305:
1 Find the required Hex value in the Hex column.
2 Find the corresponding value in the Ctrl column.

Example To convert OBH find OB in the Hex column. Find the corresponding value in the
Ctrl column which is ^K (^ indicates the Ctrl key). Enter Ctrl + K in RetailManager by
holding down the Ctrl key and pressing K.

If the Hex value is between 20H and 7EH

Using the control code chart on page 305:
1 Find the required Hex value in the Hex column.
2 Find the corresponding value in the Char column. This is the character you will enter in
RetailManager.

Example To convert 35H, find 35 in the Hex column. The corresponding character in the
Char column is 5. Simply type 5 in the appropriate field in RetailManager.

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Control code chart

Control Code Chart

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Appendix A Setting Up Hardware
Control code chart

If the Hex value is above 7EH

Note that on some operating systems, the special characters that you enter will not appear
differently characters in the Control Code chart.
Hex values above 7EH have corresponding special characters in the Character column.
These special characters—for example, Ä, £, ¿, ñ—don’t have a corresponding key on the
keyboard and need to be entered using a combination of keys.
Using the control code chart on page 305:
1 Find the required Hex value in the Hex column.
2 Find the corresponding Decimal value in the Dec column.
3 On your keyboard, set num lock on by pressing the Num Lock key.
4 Hold down the Alt key on your keyboard.
5 Using the numeric keypad, type in the decimal value in the RetailManager field.
6 Release the Alt key. Your special character value should now be displayed in the field.

Example To key in ACH (the ¼ character), find AC in the Hex column. Find the
corresponding Decimal value in the Dec column which is 172. Turn Num Lock on. Hold
down the Alt key and, using the numeric keypad, enter 172. Release the Alt key. The ¼
character is displayed in the field.

Converting Decimal values to control characters

An example of a Decimal code sequence is 27D 77D, where D indicates decimal.
With relation to Decimal values, the control code chart can be divided into 3 sections:
• Decimal values between 0 and 31.
• Decimal values between 32 and 126
• Decimal values above 126.
The method you use to convert decimal values to control characters depends on which of
the above sections your decimal value falls into. Read the appropriate set of instructions
below for converting your decimal value to control characters.

If the Decimal value is between O - 31

Using the control code chart on page 305:
1 Find the required Decimal value in the Dec column.
2 Find the corresponding value in the Ctrl column. This is the control character you will
enter in RetailManager.

Example: To convert 16, find 16 in the Dec column. The corresponding value in the Ctrl
column is ^P (where ^ indicates the Ctrl key). Enter this in RetailManager by holding down
the Ctrl key and pressing P.

If the Decimal value is between 32 - 126

Using the control code chart on page 305:

306 MYOB RetailManager Standard, Version 6 au

 Appendix A Setting Up Hardware
Control code chart

1 Find the required Decimal value in the Dec column.

2 Find the corresponding value in the Char column. This is the character you will enter in
RetailManager.

Example: To convert 35, find 35 in the Dec column. The corresponding character in the
Char column is # (hash). Simply type # in the appropriate field in RetailManager.

If the Decimal value is above 126

Decimal values above 126 have corresponding special characters in the Character column.
These special characters—for example, Ä, £, ¿, ñ—don’t have a corresponding key on the
keyboard and need to be entered using a combination of keys.
Using the control code chart on page 305:
1 Find the required decimal value in the Dec column.
2 On your keyboard, set num lock on by pressing the Num Lock key.
3 Hold down the Alt key on your keyboard.
4 Using the numeric keypad, type in the decimal value in the RetailManager field.
5 Release the Alt key. Your special character value should now be displayed in the field.
6 Note that some computers may not display the characters as they appear on the chart.
They may appear as a different character, a black square, or blank.

Example To key in 172 (the ¼ character), turn Num Lock on. Hold down the Alt key, and
using the numeric keypad enter 172. Release the Alt key. The ¼ character is displayed in the
field.

Entering Control characters in RetailManager

An example of a control character sequence is ESC d 0.
If your hardware documentation has given you the control codes as control characters, you
can enter them directly in the appropriate RetailManager field.
Note the following about entering control characters in RetailManager:
• Ctrl. Where you see a ‘Ctrl + (character)’ that means hold down the Control key and
press the character key. For example Ctrl + N means hold down Ctrl and press the N
key.
• ^. The ^ symbol indicates the Ctrl key. ^ K is therefore the same as Ctrl + K; to enter
^K in RetailManager, hold down Ctrl and press the K key.
• <Space> Where you see <Space>, press the space bar once.
• Esc. Where you see Esc, press the Escape key once. The Escape key is usually found at
the top left hand corner of the keyboard.
• CTRL+<enter>. Where you see CTRL+<enter>, hold down the Ctrl key and press the
J key. CTRL+<enter> will appear in the field.
• NULL. Where you see NULL, hold down the Ctrl key and the Shift key and type 2.

User Guide 307

Appendix A Setting Up Hardware
Working with additional hardware

Working with additional hardware

Adding additional serial ports
It is quite possible that when you start adding additional hardware to your RetailManager
setup, that you find you have run out of serial ports. This very much depends on how many
serial ports your computer has, and whether or not hardware items such as your mouse
already use one of your serial ports.
The following is a list of hardware items that commonly use serial ports:
• Pole displays
• Cash drawers
• Your mouse (you may already have a PS2 type mouse)
• External modems
• EFTPOS terminals
With most models of IBM-compatible PCs, there are one or two serial ports built in. These
ports (or port) have interrupt settings (IRQ) allocated to them.
If you have added a serial card to provide additional serial ports, you must ensure that any
additional ports each have a unique IRQ. Some less expensive models of serial port cards do
not use additional IRQs, and these models will not work properly with RetailManager and
extra serial devices.

Compact and custom retail displays

Specialised displays are available that are designed for retail operation. These displays are
often high-resolution, compact displays which integrate into a streamlined retail hardware
system. Typical options include super-sharp SVGA 10” displays and flat-panel LCD displays.
Your RetailManager reseller can provide more information.
Keep in mind that RetailManager supports only 2 line displays with 20 characters per line.

Other options
Other options include multiple displays and specialised computer systems designed for
retail installation.
Your RetailManager reseller can provide more information.

308 MYOB RetailManager Standard, Version 6 au

 Appendix A Setting Up Hardware
Working with programmable keyboard devices

Working with programmable keyboard devices

Programmable keyboard devices are commonly used in a variety of retail situations.
Programmable keyboard devices are used to reduce the number of keystrokes required to
make a transaction. They work in three basic ways:
• You can program a single key using macros to make a complete sale. For example
you might program the #1 key to be a sale of a single cup of coffee paid for by cash
as follows: ‘Staff number’ + ‘<enter>’ + ‘product code for cup of coffee’ + ‘<Enter>’ +
‘<Enter>’ + ‘<Enter>’, and so on.
The macro you set depends on the skip fields options you have set in the Options
window.
• You can program a single key using macros to enter a product in the Sales window.
For example, you might program the #21 key to be B.L.A.T. sandwich as follows:
‘Product code of B.L.A.T. sandwich’ + ‘<Enter>’.
• You can program a single key to perform a menu command. For example you might
program the #68 key to Print the Till Balance as follows: ‘Alt’ + ‘C’ + ‘down’ +
‘<Enter>’.
Membrane keyboards are keyboards commonly used in wet or dusty areas—they have no
moving parts. A large variety of enhanced retail keyboards are also available. These have up
to 300 or more keys which can be programmed.
We recommend that you consult your RetailManager reseller or consultant for further
advice about programmable keyboard devices, and about choosing the device that will best
suit your business needs. Note that not every keyboard is compatible with RetailManager.

User Guide 309

Appendix A Setting Up Hardware
Working with programmable keyboard devices

310 MYOB RetailManager Standard, Version 6 au

APPENDIX

B Networking

Networking with RetailManager

If you have multiple tills in your retail business and want to maintain and update a
single database, you need to run RetailManager on a network.
NOTE
Database The term database refers collectively to four files: recent.mdb, archive.mdb, mirror.mdb,
and offline.mdb. These files are stored together in your shopfront folder.

General summary
Your main shopfront (or database) is located on the computer you designate as your
server. Your server can be any computer you designate; you can also choose to use your
server as a till or keep it as an office computer (in which case you don’t need to have a
cash drawer or docket printer attached). You don’t even need to install RetailManager
on your server; the server is simply the computer on which the shopfront database is
located.
Your client computers — each of the other tills in the shop — are then connected to that
shopfront. When you start up your client computers in the morning, they are
automatically connected to the shopfront on your server. The client computers all
update the single shopfront database. When you cash up in the evening, depending on
how your cash drawers are set up, you have the option of cashing up all your client
computers from the server, or cashing up your client computers individually.

Setup summary
These two steps summarise the procedure for setting up a RetailManager network:
1 Share the RetailManager program folder on the server.

311
Appendix B Networking
Networking with RetailManager

2 Connect the client computer to the RetailManager program folder on the server.
NOTE
Configuring hardware All hardware, such as docket printers, scanners and cash drawers, must be
configured individually for each client computer.

Licences
If you are running RetailManager on a network, you will need to purchase additional
licences for the maximum number of computers from which you intend to operate the
RetailManager database. For example, if you have two licences and four computers, you can
only operate RetailManager from the computers installed with RetailManager and
registered with unique unlock codes. Each licence entitles you to a single, unique unlock
code.
If you attempt to access the database with a third machine installed with RetailManager
using an unlock code already in use, a warning will be displayed, and you will be unable to
connect to the database.
You have the option of transferring from one computer on your network to another,
however, once the licence is transferred to another computer RetailManager will not allow
database access from any other computer on the network using the transferred unlock code.
To access RetailManager from all four computers on the network would require four unique
registrations and unlock codes.
NOTE
Installation and registration The RetailManager Getting Started guide for full installation and
registration instructions.

Setting up a RetailManager network

Share the RetailManager program folder on the server

1 Decide which computer will be the server (the server can also operate as a till). In a larger
retail business, this will often be the office computer, from which all your reports are
run.
Install RetailManager on the server computer, and register it. See the RetailManager
Getting Started Guide for more information.
Create a new shopfront for your retail business on the server. See ‘Creating a new
Shopfront’ on page 33 for instructions.
2 Go to the RetailManager program folder on the server and highlight it.
3 Go to the File menu, select Properties and then click on the Sharing tab.

312 MYOB RetailManager Standard, Version 6 au

 Appendix B Networking
Networking with RetailManager

If you are using Windows 98/Me/2000, the following Sharing window will be displayed.

If you are using Windows NT, the following Sharing window will be displayed.

4 Click on the Shared As radio button. The share name defaults to ‘Retail4’. If you want to
change the share name, make sure the name you enter is eight characters or less. Some
workstations may not be able to access the folder if the share name has more than eight
characters.
5 Make sure that the server’s RetailManager folder has full shared access. If you are using:
• Windows™ 98/ME/2000, click the Full Access type radio button.
• Windows NT™, click on the Permissions button and set the Type of Access to Full
Control.
6 Click Apply and then OK. The RetailManager folder will now be displayed in Windows
Explorer with a hand beneath the folder, indicating that the folder is shared.
7 You can now connect the client computer to the ‘external’ server RetailManager
shopfront.

User Guide 313

Appendix B Networking
Networking with RetailManager

Connecting to an external shopfront

In RetailManager you can either connect to an external shopfront during installation or at
any later time when you have another shopfront open (such as the Clearwater shopfront).

Before you begin

Before you can connect to an external database, you must already have:
• shared the RetailManager program folder on your server.
See “Share the RetailManager program folder on the server” on page 312.
• installed and registered RetailManager on the client computer. See the
RetailManager Getting Started Guide for more information.
Follow these steps to connect to the server shopfront.
1 Go to the File menu and select Configuration. You can do this while you are running
RetailManager, using another database or the Clearwater database. Any windows you
currently have open will be closed, and the Shopfront Configuration window displayed.
2 Make sure the Shopfronts tab is selected, and click on the Network To button. The Select
Shopfront Path dialog box appears.

3 Locate the RetailManager shopfront you want to connect to on the network. To do this,
click in the Look in field, go to Network Neighbourhood, and double-click the server.
Double-click the shared RetailManager program folder. The contents of the shared
folder are displayed. Double-click the shopfront you want to connect to and click Open.
NOTE
Disconnecting a shopfront Disconnecting a shopfront does not delete a shopfront, but simply
removes the shopfront as an option in this window.

4 When asked for confirmation that you want to connect to the specified shopfront, click
Yes. The specified shopfront is displayed in the list.
5 Close the Shopfront Configuration window. In RetailManager, you are now connected
to the server database on your client computer. You will be automatically connected to
this server shopfront the next time you start up RetailManager.
6 Repeat this procedure for every client computer you want to connect to the shopfront
on the RetailManager server.

314 MYOB RetailManager Standard, Version 6 au

 Appendix B Networking
Networking with RetailManager

Shopfront options
In RetailManager some of the options you set in the Options window are workstation
options, which apply only to a single workstation on which a copy of RetailManager has
been installed. Other options apply globally to the shopfront, and apply to all workstations
connected to the shopfront.
Some options are set once from any workstation and apply to the shopfront. These are
called global options. Global options are saved with the shopfront, and apply to any user
who connects to the shopfront from any workstation.

Global options
The following are global options in RetailManager.

Window Option

Messages Options the Account Terms and Conditions message

the Lay-by Terms and Conditions message

the Customer message

the Sales Prompt message

General Options the Use Average Costs checkbox

the Capitalisation setting

Security Options the password

all Security options

All custom fields

The ABN/ACN field

Accounting Options All account export settings

Banking Options All settings in this window

Miscellaneous Options Print Invoices/Dockets in GST format

the Rounding setting

Include Customer’s ABN on Invoices/Dockets

Print Tax invoice details inclusive of GST

Print Sales Docket details inclusive of GST

Print Goods/Orders details inclusive of GST

NOTE
Setting options For more information about setting these options, see ‘Setting your options’ on
page 36.

User Guide 315

Appendix B Networking
Networking with RetailManager

Workstation options
All other RetailManager options are workstation options, and only apply to a single
workstation. They are saved with the copy of RetailManager installed on the workstation,
and apply whenever that copy of RetailManager is in use.

316 MYOB RetailManager Standard, Version 6 au

 Index

% 9 A B C D E F G H I J K L M N O P Q R S T U V W X Y Z

A B Cash Drawer
connected to docket printer, setting
ABN Backing up your database 270 up 297
entering in RetailManager 53 in a network 296
Bar code labels 122
entering supplier’s ABN 80 128 setting up 296
set default 48
recording customer’s ABN 79–80 200 setting up parallel cash drawer 298
201 Bar code scanner setting up serial cash drawer 296 298
supplier not registered for GST 54 Troubleshooting 228 troubleshooting 225
Account Bar codes Cashup 218
creating a customer account 202 enter takings 218
custom label options 126
finding out customer’s account not equalling the takings 247
labels printed for goods received 116 on a network 210
details 171
giving discount when account is loading goods received 125 Printing Cashup reports 220
paid 239 loading multiple for printing 123 Categories
making Account function merging 109 as report filter 97
inactive 170 multiple products on a single bar defining 97
making account payments 174 code 102 Category pricing
making an account enquiry during printing 122 deleting 259
sale 171 reallocating 121 editing 259
sales 170 setting 258
troubleshooting 229
Account payment Checkboxes 19
reversing 263 Barcode scanner, setting up 302
customising 57
Account sales Breakages Closing
payment type, turning on or off 43 adjusting stock for 149 windows 21
accounting export Buttons 18 Colour indicator 18
directory 62 arrow 18 Commissions
accounting software bonus commission per stock
exporting to 61 item 101
Accounts C viewing accrued staff
MYOB accounting software account commissions 84
Calculator 22 Compacting your database 271
numbers 64
ACN Calendar 23 Component
entering in RetailManager 53 Capitalisation adding a component to a
package 105
Archive database 272 in RetailManager 59
charge GST at component rate 103
ASCII chart 304 Cash deleting a component from a
Assist buttons 20 getting cash out on EFTPOS 167 package 106

317
Index
Connecting Freight 154

% 9 A B C D E F G H I J K L M N O P Q R S T U V W X Y Z
Connecting special order details 205 Dockets
to multiple shopfronts 34 viewing customer details don’t print 48
Control characters credit details 204 specify number of copies to print 48
entering control characters in viewing customer quotes 205 Double-width printing
RetailManager 307 viewing customer sales orders 205 setting for docket printer 291
Control code chart 304 Viewing deposits on sales orders 205
Drop-down list 19
Control codes 287
converting decimal values to control
D
characters 306–307 E
converting hex values to control Damages
EFTPOS
characters 304–306 adjusting stock for 149
getting cash out 167
Converting Data getting cash out, troubleshooting
quotes 196 merging offline 273 example 233
sales orders 193 storing offline 273 setting up connected terminal 303
Cost information Data Entry fields 17 Enquiry
displaying in Sales window 157 Database making an account enquiry 171
Credit notes archiving 272 Enter takings
lookup 27 backing up 270 not equalling cashup 247
payment type, turning on or off 43 compacting 271
Export file
redeeming 177 rebuilding 271
automatic backup 276
refunding by 176 restoring 274
troubleshooting 233 Export Groups
Debtor payments
assosciating payment types with 68
Current Values list reversing 263
creating 67
using 27 troubleshooting 239
deleting 69
Custom fields 57 Debtors
Export sales 200 202
Customer account 200 making debtor function inactive 170
setting up tax code for 77
creating 202 Default supplier 93 101
Exporting
finding out details 171 Default tax codes accounting data from
making payments 174 setting up 75 RetailManager 60
Customer ID 201 Deleting accounting information 275
reallocating 269 staff and customer records 267 deleting an export group 69
Customer information stock items 111 from RetailManager 275
displaying in Sales window 156 Delivery address supported accounts in
Customer records 200 entering in Sales window 158 RetailManager 64
creating 201 printing on invoice or docket 158 Import and Export wizard 277
deleting 267 Delivery Details RetailManager information 277 283
merging 265 dialog box 158 specify export tax code 76
Customer special order tax information 76
Deposits
allocating order to supplier 183 to MYOB
on sales orders, viewing 205
cancelling 264 exporting supplier information 69
payment type, turn on or off 43
creating 181 taking for customer special
lookup 27 orders 182
making payment type inactive 181 F
directory
payment type, turning on or off 43 choosing for accounting export 62 Fields
recording deposit for 182 customising 57
Discount
selling a special ordered item 184
calculate on a sale 162 164 File/Configuration
troubleshooting 238
calculate on goods received 116 troubleshooting 232
Customers when customer pays account 239 float
invoice payment, reversing 263
Docket adding to till balance 216
printing customer statement 206
the contents of shortened docket 51 managing 216
registered for GST
Docket printer subtracting from till balance 216 219
recording ABN 79–80 200 201
Viewing customer details selecting in RetailManager 48 Fractional quantities
invoice details 205 setting up 289 selling 102 153
invoice payment details 205 setting your printing options 48 troubleshooting example 237 242
layby details 205 sharing between tills 292 Freight 154
layby payment details 205 Docket Printers setting up a freight item 95
purchase details 204 Troubleshooting 226 setting up default tax code for 75

318 MYOB RetailManager Standard, Version 6 au

 Index
Freight item Printers

% 9 A B C D E F G H I J K L M N O P Q R S T U V W X Y Z
Freight item H MYOB accounting software
creating 96 account numbers 64
Hardware exporting to 60
Fuel
control codes 287 setting up for import 60
selling in RetailManager,
setting up barcode scanner 302
troubleshooting 237
setting up cash drawer 296
setting up connected EFTPOS N
terminal 303
G Navigating in RetailManager
setting up docket printer 289
17
General setting up pole display 300
troubleshooting 247 working with additional Networking with RetailManager 311
hardware 308 purchasing additional licences 312
General Options
setting your 37 Hiding records in searches and
Generic/Text Only printer reports 28
O
creating 292
Open till drawer 21
Getting Started guide I Options
for new users 13
Import and Export wizard 277 general 37
Gift vouchers global 315
issuing 178 Importing
message 55
making gift voucher payment type Import and Export wizard 277
printing 48
inactive 178 into RetailManager 277
security 71
payment type RetailManager information 277
Order
turn on or off 43 Invoices cancelling 264
redeeming 179 troubleshooting 239
Orderline
troubleshooting 233
cancelling 264
Global pricing Overseas Customer 200 202
L
deleting 257
editing 257 Lay-bys
Goods Received 116 cancelling 188 P
lookup 27 creating 185
Package
printing bar codes for 116 lookup 27
assigning tax code to 103
receiving goods on order 117 making lay-by function inactive 185
creating 103
troubleshooting 241 payment type, turning on or off 43
recording payment on 187 Paper cutter
Grades advance docket before cut 291
refunding 188
in a sale 156 not functioning,
troubleshooting 233
Graphs 261 troubleshooting 226
updating 186
displaying 261 setting for docket printer 291
Lookup window 27
printing 262 Password
viewing 262 changing 73
Grid 19 M Payment type
GST adding 44
Merging creating 44
adding a new tax code 77
stpck items 110 editing 45
assigning tax code to package 103
merging promoting and demoting 46
customer registered for GST 79–80
stock items 110 resetting 47
exporting tax information to
accounting package 76 Merging offline data 273 Payments
lookup 27
recording customer’s ABN 79–80 200 Merging records 265
201 making debtor payments 174
Merging stock items 109
selling goods to overseas Pole display
Message setting up 300
customers 77 200 202
setting your options 55 troubleshooting 230
setting up default tax codes 75
supplier not registered for 54 Message Bars 18 Printer, A4
supplier registered for GST 80 128 Moving between windows 21 selecting in RetailManager 49
tax on freight 95 Multiple products on a single bar Printers
tax on sales account 77 code 102 troubleshooting 231

User Guide 319

Index
Printing Staff ID

% 9 A B C D E F G H I J K L M N O P Q R S T U V W X Y Z
Printing Refunds viewing per customer 205
bar codes 122 229 refunding a sale 172 Sales Summary 211
bar codes for goods received 116 when Scan Individual Units is
Sales window
setting your options 48 selected 172
displaying customer
professional assistance 11 Regional settings 10 information 156
Profit information Remote Site Licence 286 displaying sales cost and profit
displaying in Sales window 157 Report filters 252 information 157
displaying tax information 157
Purchase order Report viewer
entering delivery address 158
cancelling 264 exiting 254
entering serial numbers for a stock
creating 113 using 253
item 159
customer special order 113 Reports 252
Scan Individual Units 158
editing 115 Cashup 220
how to refund a sale when
lookup 27 exporting to different format 254
selected 172
receiving goods on order 117 printing 253
saving to disk 254 Scanner
standard shop orders 113
searching for text in 253 barcode, troubleshooting 228
troubleshooting 238
Stocktake report 148 Scanning
Purchases
troubleshooting 246 individual units 158
setting up default tax code 75
viewing 253 Search for... window, using 25
Reprinting Searching
transactions 197 in RetailManager 24
Q
Restoring your database 274 using search criteria in a field 24
Quantity Troubleshooting 232 using the Lookup window 27
selling fractional quantities 153 RetailManager Consultant (RMC) 11 Second-colour printing
Quotes RetailManager Professional (RMP) 11 setting for docket printer 291
cancelling 196 Return Authorisation 131 Security
converting 196 Setting for administrative
Returned Goods 131
lookup 27 functions 72
advice note 132
making 194 setting up your security options 71
lookup 27
making quote function inactive 194 troubleshooting 241 Selling fractional quantities of
payment type, turning on or off 43 items 102 153
Rounding in RetailManager 154
updating 195 Serial numbers
viewing details for stock item 109 entering in Sales window 159
viewing per customer 205
S Set Pricing 94 255
deleting Global pricing 257
Sale quantity 153 editing Category pricing 259
R Sales editing Global pricing 257
account 170 rules 256
Radio buttons 19
calculations 162 setting Category pricing 258
Reallocating charging freight on sales 95 setting Stock item pricing 259
a bar code 121 making a sale 162 Setting up
a staff, customer or supplier ID 269 making sales during stocktake 144 professional assistance 11
Rebuilding your database 271 refunding a sale 172
Sharing docket printer 292
Receiving goods 116 setting up default tax code 75
transaction examples 167 Shopfront
during stocktake 144 connecting to multiple
troubleshooting 233
recording supplier’s ABN 116 shopfronts 34
Sales comments
Reconciliation creating a new 33
entering in Sales window 158
Sales summary 211 setting options for 315
Viewing the Current Till balance 215 Sales order
Shortened docket
payment type, turning on or off 43
Records contents of 51
Sales orders
activating hidden 29 Solutions
cancelling or refunding 192
deleting customer 267 for common problems 224
converting 193
deleting staff 267 Staff commissions
creating 189
hiding in searches and reports 28 lookup 27 bonus commission per stock
merging customer 265 making sales order function item 101
merging staff 265 inactive 189 viewing accrued commission 84
merging supplier 265 updating 192 Staff ID
Redeeming credit notes 177 viewing details for stock item 109 reallocating 269

320 MYOB RetailManager Standard, Version 6 au

 Index
Staff member Wizard

% 9 A B C D E F G H I J K L M N O P Q R S T U V W X Y Z
Staff member supplier details 108 Transaction
adding a new 85 transaction history 108 lookup 27
updating details 87 Stocktake 141 reprinting 197
viewing details 88 adjusting a single item 149 Troubleshooting
Staff member details completing a Stocktake 148 Bar Codes 229
veiwing sales orders and quotes 89 display shortages 148 Cash Drawers 225
viewing customer special orders 89 entering manual results 146 Common Solutions 224
viewing goods received 89 making sales/receiving goods Debtor Payments 239
viewing lay-bys 88 during 144 Docket Printers 226
viewing orders 89 manual 145 File/Configuration 232
viewing payment 89 partial stocktakes and categories 97 General 247
viewing returned goods 89 printing manual Stocktake getting cash out on EFTPOS
Staff records sheets 145 example 233
deleting 267 running a complete stocktake 142 Goods Received/Returned 241
merging 265 running a Partial Stocktake 146 Invoices 239
Standard shop order 113 Stocktake report 148 Pole Displays 230
troubleshooting 243 Printers 231
Stock
defining stock categories 97 Store data offline 273 reports 246
troubleshooting 244 Supplier restoring a database from
adding a new supplier 128 backup 232
stock
not registered for GST 54 Sales, Lay-bys, Credit Notes and Gift
merging 110
Vouchers 233
merging items 110 registered for GST 80 128
Scanner 228
Stock adjustment procedures 141 Supplier codes 113
Stock window 244
Stock item pricing Supplier ID Stocktake 243
deleting 260 reallocating 269
editing 260 Supplier records
setting 259 merging 265 U
Stock items Unit of measure
and holding quantity 101
assigning 99
and static quantity 101 T
changing 100
and threshold quantity 101
Tabs 20 using Each 100
assigning tax codes to 101
Tax code
creating 98
creating 77
deleting 111 V
deleting 79
merging 109
naming 99 detailed list of tax codes 75 Viewing
selling when no quantity in editing 78 the last transaction
stock 241 setting default 94 27
staff commissions on sales of 101 setting export tax code 69 76
updating details 106 setting up 75
viewing details W
setting up default 75
component details 108 setting up item 79 What’s in stock report 141
customer special order details 109 Tax information Wildcards
order details 109 displaying in Sales window 157 using 24
package details 108
Text fields 17 Windows
pricing details 107
sales details 108 Theft closing 21
sales orders and quotes 109 adjusting stock for 149 moving between windows 21
serial numbers 108 Till Balance Wizard
supplier codes 108 viewing current till balance 215 import and export 277

User Guide 321

Index
Wizard Wizard

% 9 A B C D E F G H I J K L M N O P Q R S T U V W X Y Z

322 MYOB RetailManager Standard, Version 6 au