SPOT User Guide SPOT Business Systems, LLC 12345 South 300 East • Draper, Utah 84020-8790 801.495.1200 voice • 801.495.1208 fax www.SPOTpos.com • sales@SPOTpos.
Corporate Headquarters SPOT Business Systems, LLC 12345 South 300 East Draper, Utah 84020-8790 United States TEL: 801 495 1200 FAX: 801 495 1208 Sales@SPOTpos.com www.SPOTpos.com European Office SPOT Business Systems The Coach House Hibbert Road Maidenhead SL6 1UT United Kingdom TEL: +44 (0)1628 777774 FAX: +44 (0) 1628 777789 markr@SPOTeurope.com Australasia Office SPOT Computer Systems Australasia Limited PO Box 11461 Ellerslie Auckland 1542 New Zealand TEL: +64 9 359 9055 FAX: +64 9 359 9177 Info@SPOTcs.
Contents Before You Begin ............................................................. 11 About This Guide ........................................................................................12 Resources ....................................................................................................12 Conventions .................................................................................................12 Abbreviations ..........................................................................
Promotions Tab ..................................................................................... 44 Statistics Tab ........................................................................................ 45 Customer Lookup ......................................................................................... 46 Lookup View ......................................................................................... 46 Last Selected Customer ................................................................
Scanned Order Pickup Mode ...............................................................81 Automatic Pick List Printing ................................................................81 Display Poles ........................................................................................81 Order Quoting ..............................................................................................81 Merchandise Sales .......................................................................................
Coupons Over Time ........................................................................... Employee Incentives ......................................................................... Rewards .................................................................................................... Reward Rules .................................................................................... Activating Rewards ........................................................................... Discounts ............
Printing Statements .................................................................................. Generate Statements Tab ................................................................... Statement History Tab ....................................................................... Statement Printing Process ................................................................ Statement Reprinting ........................................................................ Applying Payments ...................
Operational Utilities ........................................................ 173 System Utilities Tab .................................................................................. Drawer Check In/Out ................................................................................ Checkin View .................................................................................... Checkout View .................................................................................. Reconciliation View .........
Physical Inventory .................................................................................... Performing a Continuous Physical Inventory .................................... Performing an Intermittent Physical Inventory .................................. Performing an Inventory with Location Scan ..................................... Processing Steps ....................................................................................... Processing Steps View .......................................
Hardware and Accessories............................................ 243 Glossary of Terms ..........................................................
Before You Begin About This Guide Resources Conventions About SPOT Operating Modes B uilt from the ground up, SPOT employs standards-based architecture utilizing Microsoft® Windows®, Microsoft® SQL Server®, Microsoft® Terminal Services, and Citrix® multi-user software with hosting capabilities. SPOT directly interfaces to other award-winning industry software such as Microsoft Word® and Excel®.
About This Guide SPOT, like other sophisticated software designed for complex business operations, requires a high degree of knowledge to effectively configure e! We recommend installasoftware! and use. SPOT is not do-it-yourself softwar tion and training be performed by a qualified SPOT professional. As such, this guide is not intended to be an authoritative guide to the complete use and operation of SPOT. You may need our assistance with setup, training, and custom configuration.
ABBREVIATIONS Throughout this document, references to some screen views have been shortened for the sake of brevity. These views are described later. • • • • • • • • A/R A/R—Accounts Receivable CC CC—Credit Card CCOF CCOF—Credit Card On File CV CV—Customer View CL CL—Customer Lookup HP HP—Home Page PIN PIN—Personal Identification Number VI VI—Visual Invoice SCREEN DESIGN In SPOT all major functions occupy the entire screen with exceptions appearing as dialogs.
An example of this selection process is the order Pickup view. It contains a list of orders to be picked up. Orders are selected for pickup by double-clicking anywhere on the line containing the invoice number. A single-click selects that invoice for VI display only. DISPLAYED LISTS There are several list views within SPOT. Each list contains title column headers that act as sort buttons. Double-clicking on one of these column buttons forces the list to sort in the order of that header type.
• Initial Configuration Configuration—As installed, SPOT is configured to operate the way an typical drycleaner requires. Fine-tuning the system to specific needs is usually always required. You will quickly come to appreciate the long-term benefits of the added flexibility and expandability of SPOT. • Adaptability Adaptability—Since most drycleaner’s operating requirements tend to be uniquely different from each other, SPOT was created to contain many adaptive configuration options.
CENTRAL HOSTING This mode is for those requiring real-time production workflow management across multiple stores. Data consolidation is accomplished by using high-speed data connections pointing back to our commercial data center containing the centralized SPOT server network. Hosting services can be obtained from SPOT Business Systems.
Getting Around the System Home Page Visual Invoice Security Access Sequence of Events S POT is a robust drycleaning management system uniquely designed to make learning and using the system easy. Based on the popular Microsoft Windows operating system, SPOT has a highly organized user interface made extremely easy to use by the effective implementation of touch screen design. A mouse and keyboard can be used together as an alternative to a touch screen.
1 2 5 6 7 3 8 4 HP Aler ts T ab Home Page (HP HP) View—Aler Alerts Tab Home Page HP The Home Page (HP HP) view is the control center for SPOT. It provides an effective command center from which to access operational functions and view vital system information. DEFAULT HOME PAGE VIEW By default, the HP view is always displayed with the Production tab and System Status views active. This default view is always displayed when the following occurs: • Initial system startup.
HOME PAGE ELEMENTS 1 Drop Down Bar Display Designed for mouse navigation, this area provides access to various system operations, such as setup, configuration, and licensing utilities. 2 Title Bar Display Shows the currently selected system function along with the current time and date as set by the computer’s clock. 3 Operation Tabs P roduction roduction—Order processing functions (default). Ro ute ute—Route management utility. A/R /R—Accounts Receivable utility. Reports eports—Management reporting.
7 Alerts Display Alerts provide continual automatic problem notification by way of an annotated alert button. When a problem occurs, an alert button displays the problem along with the magnitude of the problem. Pressing an alert button displays the Search view (described in a later chapter) listing all affected orders. For example, when an alert button indicates that several orders are Overdue Orders as promised, pressing the alert button displays this list of orders.
HP Transactions V iew Home Page (HP HP) View—T View Highlighting a transaction in this list, then pressing a selection button at the bottom of the list provides quick access to the following functions: • • • • • • • • • Or der V iew [F7] Order View [F7]—Activates Order View utility for order editing. Customer V iew [F8] CV CV) dialog. View [F8]—Displays the Customer View (CV Reprint Invoice [F9] [F9]—Reprints a copy of the selected order with the word “Reprint” shown at the bottom for security.
HP Pr ocess V iew Home Page (HP HP) View—Pr Process View PROCESS VIEW Pressing the Process button displays a graphic snapshot of all orders and pieces currently in queue at each process step for the selected production group. By creating definable process steps within SPOT, orders can be tracked through almost any production scenario. For example, in the sequence shown, an order assembly step could be added between the Detail and Rack step.
HP Summar iew Home Page (HP HP) View—Summar Summaryy V View SUMMARY VIEW This view shows sales information for dropoffs and pickups as well as adjustments and other vital information. Upon initial entry into this view, totals at that instant in time (current day) are automatically displayed with the update date/time shown below the Refresh button. As an option to displaying only current totals, a date range can also be specified.
HP Graphs V iew Home Page (HP HP) View—Graphs View GRAPHS VIEW Graphs provide a revealing look into order production and productivity. A date range can be specified. The default is the current day. Graphs can also be printed. There are currently six graphs available: • Dropoffs/Pickups (Pieces) (Pieces)—A bar chart showing the comparison of the number of pieces dropped off (left) to the number of pieces picked up (right) by department for the current day only.
1 3 2 4 5 6 7 Visual Invoice Visual Invoice VI Not only does the Visual Invoice (VI VI) provide a view of order content and customer status, but it acts as a standard access point to commonly CV used functions such as the Customer View (CV CV), order/item content editing, order history, and Heat Seal Label (HSL) item lookup.
1 Customer Button The Customer [F8] button indicates the currently selected customer by name with phone number verification in the event of duplicate names. Select this button to view and/or edit customer information via the CV view. This button allows quick access to common customer requested changes, such as phone numbers, address, etc. 2 Customer Status Indicators [Reserved] [Reserved]—For future release. Proc Proc—Indicates the number of orders in process (not racked).
• • • • • • • • • • • • • Original Quick entry information Department Item quantity and detail Upcharge quantity and detail Coupons, discounts, voids Order starch and finish preferences Tag numbers (preprinted tags only) Heat Seal Label (HSL) number Split order reference order numbers Environmental surcharge and sales tax Sold status, date and tender type for picked up orders Customer and order memo notices Order change watermarks: Redo, Split, Void, Deposit, Pay Later, Reversed, Price Later, Prepaid, and
Order History Dialog—Access from VI History [F9] Button ORDER HISTORY This expanded full-screen order history dialog shows every activity affecting an order’s value. For example, if an order has had a piece count or adjustment change, these are listed as separate line items with the detail of the specific change shown in the Comments field at the bottom. The top line shows the selected order number and its current status in the system.
Problem Identification • Order Piece and Price Change Indicators Indicators—If an order piece count or price changes as the result of an action to the order, the decrease change (-) is noted in Red and the increase change (+) is noted in Green. • Order Promised Date Changes Changes—Promised date changes are indicated with the new promised date/time entered in the Promised column. Otherwise, the field is blank to reduce clutter.
Security Access Via PIN Dialog Security Access User navigation within the system is restricted using PIN PINs (Personal Identification Number). PIN PINs are rights-based passwords assigned to users (clerks). PIN PINs can be auto-assigned by SPOT or manually selected and entered. Reassignment of a SPOT assigned PIN is possible from the Menu [F3] function.
There are two reasons to use the SPOT security system: • Restrict employee access to specific areas of the program. • Track chronological sequence of use events by employee. The second reason is an important part of SPOT’s employee theft loss detection and prevention function, the Activity Log. Assigned PIN PINs can be from one to five digits long. The larger the PIN the greater the security of access. PIN PINs should be at least four digits long for an acceptable level of security.
Sequence of Events Navigating around SPOT is easy. Depending on the operational function selected and PIN security configuration, certain intermediate choices might appear. Almost always, a function is selected from the HP HP.
Customer Management Customer View Customer Lookup Maintenance S POT provides all of the utilities needed to manage customer data with CV ease. There are two basic customer functions, the Customer View (CV CV) where details about the customer are displayed and edited, and the Customer Lookup CL (CL CL) view that provides a method for customer selection during order processing. A variety of lookup formats are provided for added flexibility such as by name, phone number, account number, etc.
2 1 3 4 CV G eneral T ab Customer View (CV CV) Dialog—G Tab Customer View This view consists of several Customer View (CV (CV) related tabs, providing a high degree of organization. Note that some fields have restricted access or may be display-only fields. CV is accessed by pressing the Customer [F8] button from the following areas of SPOT: • • • • • VI Visual Invoice (VI VI) view. CL Customer Lookup (CL CL) view. HP Home Page (HP HP) Transaction view. Route tab view. A/R Apply Payments view.
GENERAL TAB This is where new customer information is added or existing customer information is edited. The General tab is selected by default when CV is first entered. Press any other CV tab to select additional customer information views. The OK [F12] button saves changes and exits CV CV. 1 Contact Information For ease of entry and change, customer information is made of large entry fields. The most common customer information is entered in this *” area which facilitates adding a new customer quickly.
1 2 CV Details T ab Customer View (CV CV) Dialog—D Tab DETAILS TAB This tab is used to establish alternate Customer information. • Extended Lookup Lookup—Alternate lookup text such as license plate number, video rental membership card, etc. This lookup is activated from the Extended Lookup button on the CL view. • Family Members Members—Alternate CL family members. • Dates Dates—Adds important dates such a anniversary or birthday.
ScanT rac Settings Dialog Details Tab—ScanT ScanTrac 2 ScanTrac Button This button provides garment cleaning history for the selected customer using a barcoded Heat Seal Label (HSL). Barcoded HSL labels essentially serialize garments, memorizing all pertinent garment detailing information. Scanning each HSL label during the Detail process step automatically retrieves memorized descriptors creating a line item on the VI VI, saving time detailing the same garment each time it is received.
CV CRM T ab Customer View (CV CV) Dialog—C Tab CRM TAB The Customer Relations Manager (CRM) provides a convenient way to handle customer issues that occur over a range of days or months. For example, a customer reports a problem with a garment alteration that requires interaction with the seamstress. Over a period of several days, entries are made into the CRM detailing the sequence of events as each occurs.
CV Rem ab Customer View (CV CV) Dialog—Rem Remii nders T Tab REMINDERS TAB This tab activates various types of notification actions for the selected customer. Memos are used locally within the system for immediate notification via the monitor, printed invoices, statements, or labels. • Memos Memos—This section allows you to create multiple specialized memos for display on various printed forms and to provide a dialog prompt at a defined processing step.
1 3 2 4 CV A /R - CC Customer View (CV CV) Dialog—A A/R - CC TAB A/R CC Customer oriented Accounts Receivable (A/R A/R) and Credit Card (CC CC) actions are established in this tab. During order pickup, orders can be charged to a customer’s A/R account or CC CC. For added flexibility, a special option allows orders to be charged to an A/R account, but paid CCOF for by a Credit Card On File (CCOF CCOF). This tab also provides a quick A/R view of current and past history.
• Billing Group Group—Definable groups allow printing in selected batches. For example, a Billing Group could be an insurance agency or weekly, bi-weekly, or monthly group of special customers. • Agent/Contact Agent/Contact—Used for restoration work to identify the agent. This field is visible only if Insurance is the Account Type selected. • Account ##—Enter any random alphanumeric account number or let the system assign it by selecting the Copy From ID button.
• Counter CC Auto Event Event—An order in production can be automatically paid at any defined processing step. It is customary for counter order payment to occur a pickup only; however, this dropdown establishes the step at which the order is automatically posted to CC for this customer. Route CC Auto Event • Event—This is the same function as described above, but for route delivery customers.
CV R oute T ab Customer View (CV CV) Dialog—R Tab ROUTE TAB This tab contains much of the same information found in the Route Manager but organized to expose customer specific route data. Changes made in this tab are reflected in the Route Manager and vice versa.
P romotions T ab CV Customer View (CV CV) Dialog—P Tab PROMOTIONS TAB This tab shows coupon awards for the selected customer. Coupons are awarded at the time of qualification, while promotions are coupons awarded over time. A promotion triggers a defined coupon once or multiple times (called recurring). For example, a promotion might be configured to last for 3 months.
CV S tatistics T ab Customer View (CV CV) Dialog—S Tab STATISTICS TAB This view provides order sales statistics information for the selected customer. Production Summary Order history displayed here depicts monthly sales totals by department for the selected customer. Selection buttons provide additional filters: ders/Dollars Buttons • Show Pieces/Or Pieces/Orders/Dollars Buttons—View production summary totals by pieces, orders, or amount. These are toggle buttons allowing only one selection at a time.
3 4 5 6 1 7 8 9 2 CL Active Or ders T ab Customer Lookup (CL CL) View—Active Orders Tab Customer Lookup CL The Customer Lookup (CL CL) view is automatically displayed when needed by an order processing step. Lookup can occur by a variety of formats depending on user preference. A new customer can also be added from this view. In a centralized system, CL can occur via the network using customer data from a single store or across all stores. Only active customers are displayed in this list.
D —Uses Customer ID number for lookup as established • Customer IID CV in the General Tab (ID field). • Item Tracking ID ID—Uses the ScanTrac (HSL) barcode number for lookup. • E xtended Lookup Lookup—Uses Extended Lookup field information as established in the CV Details Tab. 2 Search On Buttons Used to select the range of customer data the lookup will encompass. • Local Stor Storee —Allows lookups for customers in the local store only.
6 Profile Indicators Provides detailed customer status information. Customer profile indicators are also found in the VI VI. This view is enhanced with explanations. VIP (Very Important Customer)—Blue if active. CC (Credit Card)—Green if CCOF active, red if expired. A/R (Accounts Receivable)—Green if active, red if charge restricted. RT (Route)—Green if active, displays assigned route CK (Checks)—Green if OK to take checks, red if no OK. DL (Drivers License)—Green if license valid, red if expired.
9 CL Numeric Pad T ab Customer Lookup (CL CL) View—Numeric Tab LOOKUP-SELECT Looking up by phone number or name is automatic and based on what you initially type. For example, typing an “A” highlights the Customer Name button for an alpha lookup. Typing a “5” highlights the Phone Number button for a numeric lookup. The Backspace key removes typed entries one character at a time, while the Enter key accepts a typed entry. Lookup is incremental.
LOOKUP-ADD-SELECT If an entered match is not found, the lookup background value field color turns red. Pressing Enter at this point prompts to add this as a new customer. Selecting Yes displays the CV for entry of the new customer’s last name, first name, phone number and address information, then allows new customer selection for continuation of the selected order processing step. The red background helps identify entered values to the user as new or not previously existing.
Order Management Order Production Overview Quick Receive Detail Receive Racking Orders Order Pickup Order Quoting Merchandise Sales Order Process Steps O HP rder production steps are accessed via the Home Page (HP HP). A flexible, yet robust production management system offers a wide variety of configuration options, fine-tuning the system to your operational preferences and needs. In addition, two user-definable processing steps can be inserted between Detail and Pickup: predefined and scanned steps.
Order Production Overview HP Order production functions are accessed from the Home Page (HP HP). The HP also displays continually updated order production information such as problem alerts, recent transactions, production workflow, sales summaries, and statistical graphing. During order production, SPOT assigns each in-process order a Status indicator, which is automatically updated at each production step.
• Modifiers Modifiers—An optional level of selection, modifiers are comprised of four definable tables, usually called: Colors, Patterns, Fabric, and Brands. Priced modifiers are available. Multiple colors can be selected. • Upcharges Upcharges—An optional level of selection, upcharges are itemspecific selection lists containing descriptions and pricing for exceptions to item pricing. For the selected item of Formal, choices might include: Lined, Unlined, Sequins, Beads, and Fur Collar.
• STEP 2: Store Completed Orders— Orders—The Rack [3] button is used to assign completed orders to temporary storage such as conveyor, slick rail, or other location type. This production function can be entered when orders are ready for racking. Several location types can be defined to streamline the racking process. Racking can be performed either manually using keyboard entry or by barcode scanning. Barcode labels can be placed on conveyor links, minimizing errors during the racking process.
INTELLIGENT SPLITTING The optional and fully automatic intelligent invoice splitting feature eliminates the need to presort received garments. The result of intelligent invoice splitting is multiple printed invoices each with a unique invoice number. Intelligent splitting rules are independently configurable for the Quick and Detail production steps. Intelligent invoice splitting for either step can be deactivated altogether if desired.
1 2 3 4 5 Quick Receive View Quick Receive This function is accessed via the HP Quick [1] button. It generates a nonpriced claim check for the customer and one for the Detailer. This optional step is used primarily at busy counter locations where the price, describe, and tagging occurs at a different stations within the store. Orders received with this step must be Detailed.
QUICK VIEW 1 Function Buttons Search [F2] [F2]—Order search function. Menu [F3] [F3]—Lesser used functions. Home [F4] [F4]—Return to HP HP.. Time Clock [F10] [F10]—Employee clock-in/out. 2 Department Buttons The two rows of four physical department buttons are numbered [1] - [8] for keyboard selection. Both the names and listing order are userdefinable for these eight buttons. Multiple groups of eight buttons are accessible by pressing the large Department [0] button to the left.
5 Process Buttons Process buttons are order-level functions typically needed during the Quick process. Coupon and Comment functions are tabs in the Order View [F7] button in the VI and are available as separate buttons in the Quick view for convenience. Selecting one of these buttons displays the Order View with the appropriate tab preselected. See the Exception Handling chapter for more information on Item and Order Views. • • • • • • Clear Clear—Clears the current contents of the VI to start over.
Sample 3" Customer Quick Ticket Sample 4" Manual Drive-Up Quick Ticket with bottom Perforated Claim Check CL–Customer Lookup HP–Home Page PIN–Personal Identification Number VI–Visual Invoice 59
1 2 4 3 5 6 7 Item Selection Touch Screen Order Detail View—Item 8 Modifier Selection Touch Screen Order Detail View—Modifier 60 A/R–Accounts Receivable CC–Credit Card CCOF–Credit Card On File CV–Customer View
Detail Receive This function is accessed by selecting the HP Detail [2] button. There are two distinct Detail views designed to follow clerk PIN access: een V iew • Touch Scr Screen View iew—Designed for use with a touch screen, this is full featured and is highly intuitive to use. dV iew • Keyboar Keyboard View iew—Designed for 10-key entry, it has fewer features and uses numeric sequence entry for fast detailing. The use of either of these is based strictly on personal preference.
2 Item Selection Buttons These buttons are used in sequential order to define an item. The buttons in each group are user-definable and follow button naming assignments made in price table configuration. Both Price Later and Price & Describe functions are supported as configuration options (discussed later). Once the item is defined, the Modifier view is automatically displayed for selection of modifiers and upcharges.
• Item Promised Date Date—Displays the same Production Forecast utility as described in the Quick receive view, but for Items (intelligent invoice split mode). For space considerations, the Item Promised Date button displays a production forecast dialog when needed. • Clear Item Button Button—Clears current Item selections to start over. • Item Comment Button Button—Allows a Comment to be added to an item. • Item Adjustment Button Button—Allows Item price adjustments.
MODIFIER SELECTION VIEW This is the second of two views in the Detail process and is used to select optional Item Modifiers (based on user-defined pricing setup). If configured, an item might require the selection of additional Modifiers (Modifiers are typically not needed with shirt laundry, for example), this view then appears. The VI displays continuous order entry progress of Modifiers and Upcharges.
Keyboard Order Detail View KEYBOARD DETAILING This single-view detailing method uses the 10-key numeric pad for Detail entry. Each choice in each list is numbered for selection from the 10-key pad. Upon initial entry to this view (automatically accessed by clerk PIN assignment), all lists are blank except the Department. Selecting a department, displays the Category list for that department. Selecting a category, displays the Item list for that category.
LIKE ITEM CONSOLIDATION When like Items are entered out of sequence during detailing, they are automatically consolidated to a single line in the printed invoice and VI to avoid confusion. Item quantity is changed reflecting the new quantity. QUICK TO DETAIL NUMBER LINKAGE If an order was initially received via the Quick process step, the contents of the original Quick entry history is retained as permanent record for the order and displayed in the VI VI.
• Redetail Button Button—From the Active Orders tab in the CL view, highlight any order with a Detailed status and press the Redetail button. • Scan a Detailed Order Order—Select the Detail [2] button and scan an existing detailed invoice during CL CL. PRICING OPTIONS • Price & Describe Describe—Allows for manual entry of Item amount and description. When configured, an Item button of this name is displayed for selection.
PROMISED DATE CALCULATOR The order promised date calculator automatically sets the due date and time for each order created. Based on your production schedules, calculated promised dates are defined by department and can be easily overridden during order creation or editing. The promised date calculator can also be forced to preassign a fixed promised date until changed or, always prompt for user selection during each order Detail session.
4" Invoice with Perforated Claim Check 3" Thermal Invoice 3" Demand Garment Tag Heat Seal Label 4" Fanfold Demand Garment Tag Heat Seal Label CL–Customer Lookup HP–Home Page PIN–Personal Identification Number VI–Visual Invoice 69
DETAIL ENTRY METHOD SELECTION SPOT supports two Detail entry methods, touch screen and keyboard. The method selected follows the user PIN entry and is defined by configuration option during user setup. For example, one user can be set for keyboard detailing, while all other users are set for touch screen detailing. The touch screen Detail method is the recommended entry method since it has expanded functionality and is easier to learn and use.
8 6 7 9 1 2 3 4 5 Order Racking View Racking Orders This view is accessed via the HP Rack [3] button and used to assign completed orders to conveyor or slick rail storage locations. As each order is scanned (or manually entered), that order moves from the To Be Processed list to the Processed list. When all orders have been scanned, the To Be Processed list should be empty, a visual reminder that all orders ready for this step have been processed. Orders scanned at this step will have a Ready status.
2 Rack Location Button This button allows quick selection between the Manual mode (for conveyors) and multiple Automatic modes. Manual racking requires two steps—sequential input of both invoice and rack number. Automatic racking requires input of the invoice number only, using SPOT customer database information to fill in the location field automatically. Automatic types are typically slick rail or shelf oriented.
• Automatic Mode Mode—Touching the location button toggles from manual mode to one of several automatic types. For example, the Auto-Last Name places the first six characters of the last name in the Location column. When an invoice number is scanned, the location column automatically displays an abbreviated customer’s last name as the location description. This is very useful for some slick rail racking methods.
9 Processed List This list contains racked orders that now have a status of Ready. The current number of racked orders and order exceptions are contained in this list as indicated at the bottom. Orders in this list are immediately logged as racked by the system. Exiting out of the racking function to perform other tasks can occur any time. Upon return to the Rack view, the list is empty, awaiting racking of new orders.
2 1 3 4 5 6 7 Order Pickup View Order Pickup This function is accessed via the HP Pickup [4] button and used at the counter when the customer returns to the store to pickup their finished orders. It also handles payment transactions via a cash drawer and then closes the active order. This step incorporates all the flexibility needed to handle the most difficult order pickups with ease.
2 Orders List When first entered, all Ready orders for the selected customer are automatically checkmarked and added to the order pickup Due column. Detailed orders appear for reference, but must be manually checkmarked for pickup to avoid accidental marking of orders not ready. Highlighting an order in this list displays the contents of that order in the VI and selects it for potential change via the Action buttons (described later).
Receive Payment Dialog • Check Button Button—Selects the check dialog for payment. The check Receive Payment dialog is displayed with the Payment Amount displaying the exact amount automatically since payment in full is normal for check payments. Manual entry is also allowed using the numeric pad. A configuration option is available to force check number entry. This number is then used during the nightly closeout session to reconcile checks and provide an automatically printed bank deposit slip.
• On Account Button Button—Charges to an A/R account and is only active if the customer has been previously configured as a charge customer. The tender amount display field automatically contains the account posting total in preparation for pickup completion. ender Buttons • Blank T Tender Buttons—Reserved for future tender types. Clear Payments Button • Button—Clears all tender selections and amounts. Press this button for tender type reselection.
5 Transaction Summary Display • Total Due Due—A sum of the order list Due column for selected orders. ed • Tender endered ed—The total amount received for all selected tender types (payment types). • Balance Balance—Shows amount of difference in the two fields above. • Change Change—Indicates the total amount of any change due the to customer. 6 Pickup Status Display The total number of orders flagged for action and their Balance due is displayed here.
SPOT provides cash drawer support on a per workstation or per clerk basis with varying levels of security to suit the store owner. Up to two cash drawers can be attached to each workstation and assigned to individual clerks if desired. There are two front slots on SPOT Business Systems supplied cash drawers. These are used to deposit CC receipts and checks for exact amount transactions. SPOT knows when to open the drawer for change, further enhancing overall cash control and security.
SCANNED ORDER PICKUP MODE This configuration option requires order barcodes to be scanned prior to sale to prevent incorrect pickups. Only scanned orders appear with a Pick Up, manual selection is not possible. AUTOMATIC PICK LIST PRINTING As an option to using the manual Pick List [F11] button, an order pick list will automatically print if there are X number of orders or more marked for pick up. The variable X is typically set to “2” (default). The suggested printer for this process is a thermal printer.
Merchandise Sale Dialog Merchandise Sales This function is accessed by selecting the HP Merchandise [6] button or the Merchandise button on the order Pickup view. This is a standard retail POS function that is used to sell individual items directly and is independent of processing an order. As such, merchandise sales are defined for use with items that have UPC barcodes or SKU numbers such as soda cans, candy bars, etc.
Order Process Steps View Order Process Steps This function is accessed by selecting the HP Order Process [7] button. Any number of user-definable workflow process steps can be added between the standard Quick and Pickup steps. Definable order process steps also contain status indicators; however, they are user-definable to conform to the desired purpose of the step.
The order Process Steps view is a replica of the Rack view and functions in the same manner with two exceptions: • Upon selection of the HP Process Steps button, a dialog view is presented allowing step selection. The currently selected process step is noted on a new button located directly below the To Be Processed field. Pressing this step button allows direct selection of any other defined process step as a short cut when using the same workstation for multiple process steps.
Order Exception Handling Item View Order View T VI he two Visual Invoice (VI VI) buttons, Item View [F6] and Order View [F7], provide a convenient way to view and/or modify the contents of an order item (garment) or an entire order. These two buttons are common to the VI VI, the most logical point for access. In addition, each view contains a group of Task buttons which provide quick access to specialty functions such an void, redo, print, change promised date, etc.
1 4 5 2 6 3 7 General T ab Item View—General Tab Item View From this view, all Item-level changes can be made. For example, to change the piece count of an Item, the General tab offers single-button quantity selection. The Item View [F6] button on the VI is inactive (grayedout) until an Item is selected on the displayed invoice. Once an Item has been selected, this button becomes active allowing access to the General tab.
2 Quantity Buttons “1 - 9” allow Item quantity reselection. The 10+ button displays a numeric pad for entry of quantities greater than nine. The current piece count button for the selected Item is displayed in yellow. 3 Base/Extended Price These two fields display the unit amount of the selected Item and the extended price (unit price multiplied by quantity). If the quantity selected is “2”, then the extended price would be twice the base price.
1 2 Modifiers T ab Item View—Modifiers Tab MODIFIERS TAB Upon initial entry into this tab, the Colors Modifier view is selected, displaying previously applied colors as yellow buttons. Other Descriptor buttons behave in the same manner. Multiple colors can be selected. All other Modifiers are allowed a single selection only. 1 Modifier Type Buttons Each button allows the selection of a user-defined Modifier group.
1 Upchar ges T ab Item View—Upchar Upcharges Tab UPCHARGES TAB Allows changes to be made to Item Upcharges. Upon initial entry to this tab view, Upcharges previously applied to the selected Item are displayed with a yellow button. Note that multiple Upcharges can be selected. 1 Upcharges Buttons Each button represents a unique predefined Upcharge. To change the current value, simply press a different Upcharge button.
1 2 Adjustments T ab Item View—Adjustments Tab ADJUSTMENTS TAB Allows changes to be made to Item Adjustments. Upon initial entry to this tab view, Adjustments previously applied to the selected Item are displayed with a yellow button. 1 Adjustments Buttons Each button represents a unique predefined Adjustment. Buttons appearing in yellow are the current Adjustment values of the selected Item. To change the current value, simply press a different adjustment button.
1 2 Alterations T ab Item View—Alterations Tab ALTERATIONS TAB Pressing the Item Alteration button during Detail accesses this function for Alteration additions. Alterations previously applied to the selected Item are displayed with a yellow button. Alteration choices are configurable with Price Later and Price and Describe functions fully supported. 1 Alterations Buttons Each button represents a unique predefined Alteration. To change the current value, simply press a different Alteration button.
2 1 Comments T ab Item View—Comments Tab COMMENTS TAB Allows changes to be made to Item Comments. Upon initial entry to this tab view, Comments previously applied to the selected Item are displayed with a yellow button or with text shown in the manual field. 1 Predefined Comments Buttons Each button represents a unique predefined Comment. The button appearing in yellow is the current Comment for the selected Item. To change the current Comment, simply press a different comment button.
2 1 3 4 General T ab Order View—General Tab Order View From this view, all order-level changes can be made. For example, to redo an entire order, the General tab offers a single-button access. The Order View [F7] button on the VI is always active when a valid invoice is displayed. Additional selection tabs provide access to other available order-level functions as described below.
3 Operations Buttons These buttons allow quick access to commonly needed order functions. Buttons grayed-out are not active for the selected order. Changes to orders made from task buttons force a prompt to reprint the affected invoice. These functions can be made to require PIN access. • Reprint Invoice Invoice—Reprints the selected invoice with the word “REPRINT” appearing on the invoice for security purposes. ags • Reprint T Tags ags—Reprints a set of previously assigned demand tags.
1 3 2 Coupons T ab Order View—Coupons Tab COUPONS TAB Allows order-level changes to be made to Coupons. Upon initial entry into this tab view, Coupons previously applied to the selected order are displayed with a yellow button. 1 Barcode Scan The entry field for scanned Coupon barcodes. Predefined Coupon barcode numbers automatically select a Coupon type. 2 Predefined Coupons Buttons Each button represents a unique predefined Coupon.
2 1 Adjustments T ab Order View—Adjustments Tab ADJUSTMENTS TAB Allows order-level changes to be made to Adjustments. Upon initial entry into this tab view, Adjustments previously applied to the selected order are displayed with a yellow button. 1 Predefined Adjustments Buttons Each button represents a unique predefined Adjustment. The button appearing in yellow is the current Adjustment value for the selected order. To change the current value, simply press a different Adjustment button.
1 2 Comments T ab Order View—Comments Tab COMMENTS TAB Allows order-level changes to be made to Comments. Upon initial entry into this tab view, Comments previously applied to the selected order are displayed with a yellow button or in the manual text field. 1 Predefined Comments Buttons Each button represents a unique predefined Comment. The button appearing in yellow is the current Comment for the selected order. To change the current comment, simply press a different Comment button.
2 3 1 Tags T ab Order View—T Tab TAGS TAB Allows preprinted Tag assignments to be made to an order. Entry format typically includes a color, number, and separation characters. Note that this tagging function is for manual entry of preprinted Tags only. There is no need for this view when Tags are printed on demand. 1 Tag List Previously assigned Tags are listed in this field. Multiple preprinted Tags can be assigned to a single order. Select a Tag and press the Remove button to delete an existing Tag.
Order Search Utility Order Search View Automatic Access S earch is accessible via the HP Search [F2] function button. This advanced function allows rapid access to lists of orders. For example, a list of orders by customer, invoice number, tag number, garment type, and heat seal labels can quickly be displayed at the touch of a button. This unique utility lists orders based on various criteria, usually selected from a single button.
2 3 4 1 5 Order Search View Order Search View 1 Visual Invoice Included in the Search view, the VI provides access to vital order information and history. It also allows access to the CV as well as item and order editing. The contents of a highlighted order in the list is displayed in the VI VI. 2 Basic Searches Basic searches normally require some form of additional input. For example, searching for orders by customer requires the CL view in order to display the results.
3 Advanced Searches Advanced search functions mimic several of the Alert buttons. In fact, these buttons are designed to replace work-in-process reporting altogether, allowing the user to have instantaneous access to in-process order activity. In most cases, work-in-process information is viewed and optionally printed, making this approach faster and more efficient than accessing a standard report.
5 Process Buttons • Batch Operations Operations—Allows the selected operation, such as Void or change Promised Date, to apply to all orders displayed in the Order List. The dialog presented when pressing this button displays a checkmark list allowing modification by order. This function is protected by PIN security. Save Results • Results—Saves the contents of the Order list to a Microsoft Excel compatible spreadsheet file. • Print Results Results—Prints the contents of the Order list to the report printer.
Tags & Lot Management Preprinted Tagging Demand Tagging Lot Control Lot Manager S POT can be configured to manage garment tagging and lot tracking. In the preprinted tagging mode, the user is prompted for the preprinted tag number and color at the end of the Detail process. Alternatively, the system can print tags on demand automatically, thereby eliminating the higher cost of purchasing large quantities of preprinted tags.
2 1 3 4 5 Detail Receive Preprinted Tag Entry Dialog Preprinted Tagging This dialog is similar to that of the Tag tab in the Order View function. If configuration is set to use preprinted garment tags, this dialog appears immediately after Detail completion and just prior to printing the newly detailed order. If demand printed tagging is active, this dialog does not appear. Entry format contains a color, number, and separation characters.
2 Tag Numbers This area provides both display and entry of preprinted tag numbers. Multiple preprinted tags can be assigned to a single order. Use special characters, “-” and “/”, to format the resulting tag number for better readability. Press Enter to add an additional tag and Remove to delete an existing selected tag. 3 Tag Color Enters the color of the preprinted tag. 4 Tag Pattern Enters the pattern of the preprinted tag.
Demand Tagging Once configured, this function is automatic requiring no user intervention other than periodically changing the tag printer paper color. AUTOMATIC NUMBERING The demand tagging function needs no additional tag number like the preprinted tagging function. Instead, demand tags are assigned automatically by the system using the invoice number to which they are associated. The piece count on the VI determines the number of tags to print, one for each piece.
1 Visual Invoice Lot Control Working hand-in-hand with demand tag printing, built-in lot management utilities provide a way to streamline high-volume drycleaning operations. 1 Lot Control Information During the Detail process, lot control information (when activated) displays the current lot number and lot group for the selected order. This information is also available on the bottom center of the VI in addition to the following places: • The printed invoice. • Demand printed tags.
LOT PROFILES The lot management system in SPOT is extremely flexible. Tracking lots can be set by either piece or order. Under configuration control, lot sequencing can be customized to fit almost any need.
Lot Manager View Lot Manager The Lot Manager is accessed via Menu [F3] and provides real-time lot activity tracking of garments traveling through automated conveyor assembly systems, SPOT’s internal Assisted Assembly function, or a manual assembly process. Item-level tracking by barcoded garment tags, ScanTrac (HSL), or RFID tag allows for pinpoint accuracy using the Lot Manager. Lots can be created or closed from this view. Incomplete lots can be displayed at the touch of a button.
CURRENT LOTS DISPLAY Each lot is displayed on a separate line. The Status of each lot, whether Open or Closed, is shown along with the lot identifier (in this example, color), Date/Time opened or closed, total Orders and Pieces, items passing the final assembly scan point, and those Items pending final assembly. Any number of lots are shown in process at a given time allowing extremely high-volume assembly plants to operate more efficiently. Also, the Remaining column indicates potential problem lots.
Incentives and Taxes Coupons Rewards Discounts Surcharge Tax Sales Tax S POT offers a variety of ways to provide customer incentives and order charges. Some of these options are pre-configured prior to use and applied automatically, while others are applied manually during the order production process (see Order Exception Handling section). This section discusses the definition and use of each type of incentive and charge.
Selection T ab Coupon Configuration—S Tab Definition T ab Coupon Configuration—D Tab 112 A/R–Accounts Receivable CC–Credit Card CCOF–Credit Card On File CV–Customer View
Coupons Coupons are by definition negative (debit) adjustments to an order and, once configured, are available for application during the dropoff or pickup. Six coupon types are available to select from, each with its own unique characteristics. An almost limitless combination of specials can be created and activated by date range, day, hour, department, etc.
EMPLOYEE INCENTIVES The coupon feature is much more useful than the standard discount function in its ability to automatically handle more complex employee drycleaning rewards. For example, you could give employees $25 worth of free drycleaning and discount every order thereafter 50% for each month as a way of controlling abuse of freebees. Rewards The rewards program adds an additional customer incentive option to your arsenal of SPOT marketing tools.
Awar d Pr ofile Dialog Rewards Configuration—A ward Profile Printed Rewards Coupon CL–Customer Lookup HP–Home Page PIN–Personal Identification Number VI–Visual Invoice 115
ACTIVATING REWARDS There are two ways to activate a customer reward. Both require the creation of a reward profile. Once a profile is created, the reward program continues accumulating points and printing rewards coupons automatically until deactivated. • Automatic Automatic—Setting a default profile automatically activates the profile for every new customer added from that point forward. Note that existing customers (added prior to default profile activation) will not be retroactively activated.
Surcharge Tax Surcharges are positive adjustments (credits) by definition and can be either percentage or flat amounts. They can also be configured to be taxable or not, and appear on the VI and printed invoice in the summary area near taxes. Specific surcharges can be defined by surcharge name that will be automatically applied to every invoice when created. One such surcharge could be an Environmental surcharge, used to collect hazardous chemical disposal fees sometimes required by state law.
A/R–Accounts Receivable CC–Credit Card CCOF–Credit Card On File CV–Customer View
Order Assembly Options Manual Assembly Assisted Assembly Automated Assembly S POT contains various features used to help assemble orders more rapidly, accurately, and efficiently. This section describes available assembly functions and techniques. Since most assembly methods require the use of lot management, the reader is urged to read the Tags & Lot Management section of this guide as well.
Manual Assembly Manual order assembly process requires visual inspection of printed tag information to reassemble orders and consists two basic methods, preprinted and demand. PREPRINTED (MANUAL) This method uses few of SPOT’s internal features, relying on premanufactured garment tags (called manual tags) made by companies such as Liberty-Pittsburgh, Stry-Lyncoff, etc. Lot control is sometimes built into the preprinted number sequences.
Assemble V iew Assisted Assembly—Assemble View Status V iew Assisted Assembly—Status View CL–Customer Lookup HP–Home Page PIN–Personal Identification Number VI–Visual Invoice 121
HOW IT WORKS Some configuration and setup is required to use the Assisted Assembly function: • All orders must be prepared with either an HSL label or barcoded paper demand tag. • Orders must be processed using the SPOT lot control system. • Assembly station hooks must contain a barcoded station number (available from SPOT Business Systems). • A wireless barcode reader is typically needed to allow freedom of movement between garments to be assembled and assembly stations.
Route Delivery Management Route Manager View Route Delivery Stop Maintenance Customer Route Tab SPOTmap Route Mapping Electronic Route Manifest S POT’s versatile route management system is capable of handling any number of routes or stops. Stop management utilities provide a way to add, change, move, and delete customers from route Stop assignments. Changes made to a specific delivery stop list results in automatic re-sequencing of all affected Stop numbers.
1 4 2 3 5 Route Manager View Route Manager View 1 Function Buttons Search [F2] [F2]—Order search function. Menu [F3] [F3]—Lesser used functions. Home [F4] [F4]—Return to HP HP.. Time Clock [F10] [F10]—Employee clock-in/out. 2 Operation Tabs P roduction roduction—Order processing functions. Ro ute ute—Route utility. A/R /R—Accounts Receivable utility. Reports eports—Management reporting. System ystem—System utilities.
4 Route Stop List Displays the list of stops for the selected route. The route manager allows for commercial customers located in the same building complex to have the same route stop number and is treated as a delivery group. 5 Process Buttons All process functions listed below are relative to the selected route. Grayed-out buttons are inactive until a stop from the Route Stop List is selected. These functions are described in greater detail later in this chapter.
Partial Route Manifest Report Route Exception Report 126 A/R–Accounts Receivable CC–Credit Card CCOF–Credit Card On File CV–Customer View
PRINTING DELIVERY MANIFESTS When a driver is ready to begin his delivery route for the day, a delivery manifest is printed for that route. The manifest is ordered by stop number. Stop numbers should be sequenced to provide the shortest drive time. Control over stop sequence is provided by the built-in stop maintenance functions. Use the Delivery Manifest button to print a delivery manifest for the selected route.
Post Orders View with Non-Delivery Reason Dialog POSTING DELIVERED ORDERS This final step in the route delivery process automatically reconciles undeliverable orders, then posts and closes all delivered orders. Checkmarks indicate orders will be posted. All orders are initially checkmarked. From the Route view, select Post Orders to display the Post Order dialog. Scanning Undeliverable Orders Undeliverable orders are manually unmarked or scanned preventing the order from posting as closed.
Posting Orders Select the Post [F12] button from the Post Orders view to begin the posting process. As each order is posted line by line, posted orders are grayedout with strike-out lines providing positive visual feedback of posting. Undelivered (non-posted) orders are queued for the next delivery attempt. Payment Types There are several methods of payment supported by the Route Manager. There is an important action precedence with CCOF and A/R use. A route customer is always an A/R customer by default.
Sample Bag Tag PRINTING BAG TAGS The Route Manager view Print Bag Tags button displays a dialog used to print a special form containing route customer information and a reference barcode number. This printed form is optionally placed inside the clear plastic pouch on a route bag to identify the customer and provide rapid barcoded selection during the Detail process. For convenience, the CV also contains a Print Bag Tag button.
Edit Route Stop View EDIT EXISTING STOP This function is accessed via the Route Manager view Edit Stop button. Multiple customers can be added to a single stop along with delivery instructions. Re-sequencing of stop numbers occurs automatically. Edit Route Stop View • Assigned Stop # Field Field—Displays currently defined stop number. • Stop Address Address—Customer delivery address information.
REMOVE EXISTING STOP The function is accessed via the Route Management view Remove Stop button. It allows the highlighted customer stop in the list view to be deleted. Orders are automatically resequenced when a stop is removed. Move Stop Dialog MOVING STOPS Access this function via the Route Management view Move Stops button. A single stop or a range of stops can be moved within the selected route or to a new route.
Customer Route Tab Customer Route Tab The CV Route tab contains much of the same information found in the Route Manager but organized to expose customer specific route functions. Changes made in this tab are reflected in the Route Manager and visa versa. Commonly used for customer service help desks or to assist with customer requested route changes, this tab provides instant access to critical route functions such as stop information; Visit, Pickup, and Delivery instructions; and Demand schedule changes.
SPOTmap Route Mapping Utility SPOTmap Route Mapping SPOTmap is selected from the Route view by pressing the SPOTmap button. The SPOTmap view locates all stops on the selected route and places each on the displayed map. Two buttons Zoom In and Zoom Out, provide access to map detail. Note that only stop addresses found in SPOTmap’s national address database will be displayed, all others must be resolved manually. NOTE: Microsoft Map Point 2002 is required.
STOP IDENTIFICATION Pointing a mouse at a stop for more than a second displays the stop address in large viewable characters. The Jump to Store button places the route distribution store/plant at the center of the map view. This is helpful to relocate the route store/plant after zooming between stops. STOP OPTIMIZATION The most useful feature of SPOTmap is its ability to optimize routes for right-hand turns. Wait time for right-hand turns is usually much shorter than for left-hand turns.
A/R–Accounts Receivable CC–Credit Card CCOF–Credit Card On File CV–Customer View
Accounts Receivable A/R Processing Customer A/R Setup Posting Orders at Pickup Printing Statements Applying Payments Applying Adjustments A/R Reporting Statement Printers T he Accounts Receivable function is available via the HP System tab. SPOT provides the utmost in efficiency with a built-in, fully integrated Accounts A/R Receivable (A/R A/R) system that makes handling in-house charge accounts simple A/R and fast. support for both counter and route customers is available.
A/R Accounts Receivable (A/R A/R) Menu View A/R Processing A/R Since the Accounts Receivable (A/R A/R) functionality is tightly integrated into SPOT, handling house accounts is fairly straight forward, consisting of the following basic steps (each step is discussed in greater detail later): 1 2 3 4 5 Set up a customer for A/R charges. Charge orders to account via Pickup or Route posting. Print billing statements. Apply adjustments to A/R account (optional).
BILLING CYCLE CONVENTIONS A/R billing cycles consist of a starting and closing date. By default, the system will automatically set the starting date as the closing date of the previous billing print run cycle. The closing date is selected by the user. Any account transaction posted up to, but not including the closing date are shown on the statement. Orders posted on the closing date are included on the next statement print run. An example will help explain this logic.
CV A/R T ab Customer View (CV CV) View—A/R Tab Order Pickup View with A/R Tender Type 140 A/R–Accounts Receivable CC–Credit Card CCOF–Credit Card On File CV–Customer View
• Default to CC, use Account on CC decline decline—Automatically selects the order Pickup CC tender button for payment assuming the card is valid. If declined, the order pickup amount is posted to A/R after a prompt to the clerk indicating the problem. The system also allows an alternate CC to be entered via the Magnetic Swipe Reader (MSR) in an attempt to resolve the declined card.
3 2 1 5 4 6 ab A/R—Statement Tab Statement T iew A/R—Histor Historyy V View Histor 142 A/R–Accounts Receivable CC–Credit Card CCOF–Credit Card On File CV–Customer View
Printing Statements This view is selected from the HP System tab, A/R Statements [C] button. Each function header is numbered on screen showing the order in which the user should proceed toward final statement printing. Note that prior to using this function, configuration of certain fields must be established. PNP orders (picked up not paid for) are not posted to statements until they are paid for using the order Pickup process step.
3 Create the Statements Buttons • Trial Statements Statements—This button uses the information discussed above to run optional trial posting, listing each statement line by line in the View Results list. No statements are actually created. Note that this optional validation step is used only to preview a statement run prior to actually creating statements.
iew Pr evious Statements Button • Reprint/V Reprint/View Previous Button—To view or print previous statements, select the Statement History tab directly, set the Store, Billing Group, and Closing Date Range (for the period in which the historical statement was run). The list of statements for that period will appear in the list. Select a statement to view or reprint from the list and press View and Print Statement.
4 5 6 7 1 8 2 3 9 Using Remittance Check by Retur n Mail Apply Payments View—Using Return Applying Payments This view is selected from the A/R Apply Payments [A] button. This view is similar to the Pickup view, but with the VI replaced by account information. Most tender types are allowed as payment on account including cash, check, CC CC, and CCOF CCOF. APPLY PAYMENTS VIEW 1 Customer Button Displays the selected customer and provides direct access to the CV CV.
3 Account Summary Shows A/R color coded account aging, current account activity status (active or inactive), A/R credit limit, available against credit limit, and current balance due for the selected customer. 4 Orders List Outstanding orders awaiting payment are listed here; top down, oldest to most recent. Checkmarks indicate orders to apply payment against. 5 Order Selection Buttons These buttons operate on the contents of the Orders list.
APPLY PAYMENT RULES There are three methods of payment application depending on configuration and preference (as discussed next). Methods can be mixed. The following are important rules of the Apply Payment process. • Application Priority Priority—SPOT is an Open Order system that attempts to automatically apply the entered remittance amount, applying payment to the oldest open orders first. Automatic invoice selection can be overridden by checking/unchecking listed orders.
Using Manual CC OF Apply Payments View—Using CCOF Manual CCOF Based This payment application method is based on using CCOF to pay the entire statement in full rather than waiting for mailed remittance by check. In this case a statement is sent to the customer indicating the statement detail, but showing a zero balance with payment made by CCOF CCOF. The statement becomes a receipt with no further action required by the customer.
Using Automatic CC OF Apply Payments View—Using CCOF Automatic CCOF Based Select from A/R Automatic CCOF Payments [D] button. This payment application method is also based on using CCOF to pay the entire statement in full rather than waiting for a remittance (as in the manual method). But, rather than handling one statement application at a time, this method selects all CCOF customers and processes the resulting statements in batch mode automatically.
1 3 2 4 Apply Adjustments Dialog Applying Adjustments This dialog is selected from the A/R view Apply Adjustments [B] button. Adjustments can be posted anytime to a customer account. APPLY ADJUSTMENTS DIALOG 1 Adjustment Date Set the date of the adjustment amount to be posted. 2 Adjustment Reason Displays buttons with user-defined adjustment reasons. A reason can be either a credit (-) or charge (+) to the account. Adjustments appear on printed statements.
APPLY ADJUSTMENT PROCESS 1 2 3 4 5 Using CL CL, select the account customer receiving the adjustment. Enter the adjustment date. Select an adjustment reason button. Enter the adjustment amount. Press the Finish [F12] button to post the adjustment.
Open Or der For mat Laser/Inkjet Statement Form—Open Order Format CL–Customer Lookup HP–Home Page PIN–Personal Identification Number VI–Visual Invoice 153
A/R–Accounts Receivable CC–Credit Card CCOF–Credit Card On File CV–Customer View
Credit Card Processing Overview CC at Order Pickup CCOF for A/R and Routes C redit cards as a tender type is fully supported within SPOT and requires the addition of third-party payment processing software. This software simulates the bank terminal typically used by most non-computerized drycleaners, but has the advantage of allowing multiple CC transactions to be processed simultaneously. Additional features built into SPOT provide enhanced usability not found in typical bank terminals.
Overview CC Credit card (CC CC) tender transactions require the use of Magnetic Swipe Readers (MSR). Via the MSR attached to each workstation, SPOT interacts with the payment processor via the Internet at the time of sale, initiating a request for an authorization code.
PRINTED CC FORMS SPOT automatically prints all necessary forms in support of CC payment processing. Customer and Register Receipts SPOT prints all necessary credit card receipts on the same thermal printer used to print most other system forms, one for the customer and a register copy with a signature line for store records. For security purposes, SPOT only prints the last 4 digits of the customer’s credit card on receipts. Both print automatically upon payment completion.
Customer Copy CC Receipt—Customer Register Copy CC Receipt—Register CCOF Authorization Form 158 A/R–Accounts Receivable CC–Credit Card CCOF–Credit Card On File CV–Customer View
ransactions • Declined T Transactions ransactions—If a CC or CCOF transaction is declined, the transaction can automatically post to an A/R account if configured to do so in the CV A/R - CC tab (Precedence setting). If not so configured, declined CC transactions can be handled via the Payment Exceptions button of the Menu [F3] function. As an alternative, the system can prompt for an alternate CC swipe. CCOF for A/R and Routes SPOT supports payment of A/R by CCOF as an alternative to a mailed check.
PAYMENT EXCEPTIONS VIEW The Payment Exceptions view list contains information about each attempted CCOF payment that resulted in an exception. Of particular interest are the two columns: • • Action Action—The selected action used to resolve the exception. Status Status—The status of the exception. Action Buttons Use these buttons to select the resolution action. The action selection is noted in the Action column for each customer charge. Re-Submit e-Submit—Prepares the selected charges to be re-submitted.
Payment Exceptions View RESOLVING SUBMITTED EXCEPTIONS These exceptions are typically difficult to deal with since it is unknown if the payment processor or bank has processed the transmitted batch transactions. Fortunately, these problems do not occur frequently. If the batch has been processed and no acknowledgment received, resubmitting the batch will likely result in duplicate charges for the same orders.
A/R–Accounts Receivable CC–Credit Card CCOF–Credit Card On File CV–Customer View
Management Reporting Quick Report View Reports Gallery Report Features Available Reports T he management reporting function is accessed via the HP Reports tab. SPOT contains a wide variety of reports providing an effective management tool. In addition, an optional report writer is available allowing creation of new reports and customizing of existing reports. All reports are displayed to the screen and optionally printed. Selected sample reports are shown on the following pages.
2 3 1 5 4 Quick Reports View Quick Report View ts tab from HP This view is accessed by selecting the Repor eports HP. This sleek user interface allows the user to create a list of major report categories (in any order), then define the list of actual report buttons that appear for selection (in any order). Once a report is selected, it is displayed in an on-screen view with printing optional.
2 Quick Report Group Buttons Each user-definable report group is represented by a button in this column. Individual reports appear as buttons on the right. Each report button contains a description of the report as well as the type of reporting function. The list sequence of reports assigned to a report group button can be easily changed. 3 Reports Gallery Button Provides access to the management-level reporting function (described in more detail below).
Reports Gallery Reports Gallery Designed for management use, the Reports Gallery contains the list of all available reports in a tree view along with expanded report functions for back office use. Clicking on the “+” box expands the tree to include individual reports for the selected group. Clicking on the “-” box collapses the tree for the selected group. Above the group of report buttons is a description of the reporting group as selected in the left tree-view.
Sample Outgoing Detail Report Sample Order Adjustment Report CL–Customer Lookup HP–Home Page PIN–Personal Identification Number VI–Visual Invoice 167
Report Features DISPLAY CONTROLS All reports display to the screen and are optionally printed. The top of the report display contains report viewing controls allowing sizing and scrolling the report. CONSOLIDATED REPORTING Sales and A/R reports can be run for a single store or across all stores in a centralized SPOT system. A filter dialog automatically prompts for the store number when running appropriate reports.
• Date Range • Store • Route/Counter More than 200 total reports are available, each designed to fill a particular need. The following is a list of all available reports. (NOTE: New reports and report categories are addded to SPOT with future releases on a regular basis, so this list may not reflect the actual list on your SPOT version.
Cash Credits • Activity • Awarded by Reason • Awarded from Frequent Buyer • Customers • Used by Date Credit Card • CCOF Customers • CCOF Disabled • CCOF Expiration • Transactions Customer • Active Customer • Discount Groups • Drivers License Expiration • Frequent Buyer • Heat Seal Customers Disabled • Heat Seal Customers Enabled • Inactive Customers • Locker Customers • Modified Customers • New Customer • New Customer Mail Merge • Route Customers • Top Customers by Sales • Top Customers by Visit Frequency •
Pricing • GL Chart of Accounts • Merchandise Items • Modifier Lists • Price Table Process Exceptions • Orders Competed Late • Orders with Redos • Racking Exceptions Production • Detailed Orders by Date • Detailed Orders by Clerk by Hour • Dropoffs by Hour • Dropoffs by Item • Item Counts by Clerk • Order Aging • Orders for Discounted Customers • Pickup Detail • Pickups by Department • Pickups by Department - Hourly • Pickups by Department - Non Taxable • Pickups by Item • Production by Clerk • Racked Orders
Sales • Incoming Detail • Incoming Summary • Outgoing Detail • Outgoing Summary Time Clock • Detail • Summary Work In Pr ocess Process • Current Orders • Inventory Report - All Orders • Inventory Report - In Process • Inventory Report - Ready • Orders with Alterations • Orders with Unresolved Price Later Items 172 A/R–Accounts Receivable CC–Credit Card CCOF–Credit Card On File CV–Customer View
Operational Utilities System Utilities Tab Drawer Check In/Out Physical Inventory Time Clock Activity Log S ystem utilities are accessed via the HP System tab and Function buttons. SPOT provides a variety of utilities to greatly improve user efficiency and dramatically enhance loss control.
System T ab V iew Home Page—S Tab View System Utilities Tab The HP System tab contains access buttons for several utilities. All utilities, except the Archive Manager, are discussed in this section. The Archive Manager is discussed in a separate chapter. Drawer Check In/Out Access to these two functions is via the HP System tab. They are used together to help enhance cash control by providing cash drawer balancing utilities. Two modes exist under configuration control.
1 2 3 Cash Drawer Checkin View CHECKIN VIEW This beginning of the day or shift function is used to assign a physical cash drawer to a clerk and allow that clerk to enter the beginning balance for the drawer (optional). Without completing this step, a clerk will not have access to any order processing functions involving cash transactions through the drawer. 1 Drawer Selection Under configuration, cash drawers are named (i.e., Cash Drawer 1, Cash Drawer 2, Counter 1, Counter 2, etc).
1 2 4 3 5 6 Cash Drawer Checkout View CHECKOUT VIEW At the end of an employee shift or close of the business day, this view provides a blind coin count reconciliation of a cash drawer. PIN access to this view selects the drawer assigned to the clerk. 1 Cashier Counts Tabs Selects the tender type reconciliation view for Cash (default), Checks, CC CCs, and Other. The default Cash tab is unique allowing for piece count entry.
Counter Thermal Printer Checkout Reconciliation Summary—Counter 4 Numeric Pad Used to enter piece counts as an alternative to the keyboard. 5 Retained Balance Totals A configuration option provides a setting to set the number of coins for each denomination to be retained in the cash drawer at the end of the drawer reconciliation process. The retained coin amounts are compared to the actual counted coin totals with a shortage appearing in the Short column.
1 2 3 Reconciliation View RECONCILIATION VIEW This view lists the current status of all active and closed cash drawer sessions in real-time for the specified day only. 1 Drawer Sessions List Shows drawer activity summary. Drawers in current use display Expected totals only (transacted totals), while reconciled drawers display Counted, Expected, and Diff (the difference between counted and expected) totals. 2 Reports List Displays the list of available reports.
Physical Inventory Type Selection View Physical Inventory The physical inventory function is accessed via the HP System tab. A physical inventory can be conducted using two different methods; a printed report sorted by rack location, or by scanning barcodes on invoices. Each method has it advantages and disadvantages in terms of speed and accountability. Both methods can verify order existence at the proper rack location.
3 4 5 1 2 6 Physical Inventory Utility View INVENTORY BY BARCODE Select this function via the Scan Inventory [C] button in the HP System tab. Upon entry to this view, an inventory cutoff date dialog appears. A snapshot of the status of all in-process orders known to the computer as of this cutoff date is then memorized as the comparison list to scanned physical orders. Memorized orders are displayed in the “Invoices To be Scanned” list.
1 Function Buttons Search [F2] [F2]—Order search function. Menu [F3] [F3]—Lesser used functions. Home [F4] [F4]—Return to HP HP.. Time Clock [F10] [F10]—Employee clock-in/out. 2 Visual Invoice Displays the contents of each invoice as scanned. Selecting an order in any of the five lists also displays the contents of the selected invoice. 3 Scanned Invoice Display Scanned order numbers are displayed here.
Inventory Balancing View INVENTORY BALANCING This utility compares the production value of orders from the beginning of a production day to the end of the same day. Orders dropped off are added to the total value, while orders picked up are subtracted from total value of the specified day. The values contained in this view are calculated automatically based on actual SPOT order production as determined by user interaction with order processing steps.
1 2 3 5 6 4 Time Clock Dialog Time Clock Detail Time Clock The time clock is accessed via the Time Clock [F10] function button and is always active, so clerks can clock in/out from any workstation at any time. Clock in/out confirmation ensures positive action, while a configuration option allows employee receipt printing. Use is straight forward. 1 Press Time Clock [F10] button. 2 Enter clerk PIN. 3 Press Clock In/Out [F9] Button.
3 Pay Period Entries Each day in the selected period shows total and accumulated hours worked. 4 Action Buttons • View Detail [F8] Button Button—Displays the Time Clock Detail dialog for the selected day from the Time Clock view. • Clock In/Out [F9] Button Button—Performs a clock-in or clock-out function, depending on prior status. Note that this button changes from Clock In to Clock Out to indicate the pending action.
2 3 4 1 5 6 7 View Definition T ab Activity Log—V Tab 2 View Selection Tabs The View Definition tab allows setup of a new activity. Once the activity is set up, press the View Results tab to display the results. 3 Date Range Selection Allows predefined date types and ranges to be quickly established. • • • Quick Date Date—Dropdown contains one of several date types. From From—Active for certain date types, selects starting date. To —Active for certain date types, selects ending date.
8 View Results T ab Activity Log—V Tab 5 Manual Filter Selection • Invoice Number Number—Enter an invoice number to narrow the search to a single order for the selected filter types. • Customer Name Name—Enter a customer name to narrow the search to a single customer for the selected filter types. • Comments Comments—Used to annotate memorized activity. 6 Memorize Activity Buttons iew • Update V View iew—Includes the latest change to the activity view.
Menu Function View Menu View General Functions Payment Functions Process Functions T he Menu [F3] view contains a variety of less frequently used, but useful functions involving the customer, CC CC, time clock, cash drawer, system functions, etc. Since most Menu choices are management level functions, the use of configured PIN access is highly suggested, since many of these functions are management level.
Buttons 1 of 2 Menu Utility Dialog—Buttons Buttons 2 of 2 Menu Utility Dialog—Buttons 188 A/R–Accounts Receivable CC–Credit Card CCOF–Credit Card On File CV–Customer View
Menu View The Menu [F3] button provides quick access to these three groups of useful functions. When finished with a selected menu function, the system automatically returns control back to the view displayed prior to accessing the menu function. Additional functions are available by pressing the last button in each column—i.e., the General (1 of 2). Most functions can be access restricted using PIN PINs.
Customer Mer ge Dialog Menu Utility—Customer Merge • Create Empty Quicks Quicks—Useful for drive-up windows, it allows onthe-fly preprinting of blank claim stubs with invoice numbers assigned. The customer and order information are then entered into SPOT during the Detail step. • Calculator Calculator—Displays the standard Windows calculator. Either standard or scientific calculator modes can be selected. • Change User PIN PIN—Provides a user the ability to have the system issue an new PIN number.
Time Clock Maintenance Dialog Menu Utility—T • Payout Payout—Allows tracking of cash leaving the cash drawer such as COD’s, supply purchases, etc. • Cash Credit Credit—Allows the posting of a cash credit amount to a customer’s record. This is not A/R credit. Cash credits will be applied automatically as a negative adjustment during subsequent order pickups for the selected customer. Current cash credit amounts can be viewed at any time in the Statistics tab of the CV CV.
• Reverse Pickup Pickup—Allows an order to be changed from a Sold status to a Detail status, effectively un-selling the order. A reversed order displays a watermark of “Reversed Pickup” and all amounts are removed from the daily sales totals. An Activity Log entry shows the action. The order must be racked. Process Functions • Recurring Invoice Invoice—Sets up a memorized repeating invoice at will or on a predefined schedule for any selected customer.
Backups and Archiving Backup Considerations Archive Manager T he importance of backing-up and protecting your valuable operational database files against loss is unquestionable, yet most storeowners never concern themselves with data protection as long a their system is running properly. Every owner should take database backup seriously and assume a failure will occur in the future. This mind-set will ensure backups are performed on a regular basis.
Backup Considerations All computers use hard disk drives for data storage. Hard disk drives are sealed units containing non-removable magnetic storage disks that rotate at very high speeds. Data stored on this rotating disk becomes permanent until deleted. This means that all customer, invoice, route, accounts receivable, and configuration data is permanently stored in a typically safe place. However, because the hard disk drive is electromechanical, it can fail.
PROGRAM STARTUP WARNINGS SPOT automatically checks several important aspects of the hard disk drive system each time it is started up. In the event of an abnormal condition, a warning dialog will appear indicating the problem. It is strongly advised that SPOT Business Systems technical support be contacted if either of the two warnings appear: • Improper Backup Backup—If a backup does not exist or if there is no valid path to a backup file, a warning dialog appears.
A/R–Accounts Receivable CC–Credit Card CCOF–Credit Card On File CV–Customer View
SPOTscan Operation Overview Order Racking Physical Inventory Processing Steps Ready Orders Backup S POTscan is an intelligent handheld PDA laser barcode scanner that provides several useful operational functions without tying up a workstation (as a typical barcode reader would). It operates autonomously without the need for extension cables until data is downloaded to SPOT.
1 2 3 4 5 6 SPOTscan Handheld Scanner Overview Only those elements of SPOTscan that apply to SPOT drycleaning application functions are described below. Refer to the manufacturers manual for PDA functional use. SPOTSCAN ELEMENTS 1 Scan Window A built-in laser emits a red colored line used for targeting the barcode being scanned. Barcodes can be scanned reliably from a distance of 69 inches. NOTE: Permanent vision damage may occur if the activated laser light is pointed directly at the eye.
3 Scan Trigger The laser scanner is activated by pressing either of these trigger buttons. 4 Touch Screen Display Provides a convenient method for selecting applications and responding to application prompts using either the finger or the attached stylus pen (found on the back of the unit). 5 Display Contrast Provides access to the display contrast adjustment. 6 Power Button & Backlight Control Turns the unit off/on and activates the touch screen backlight feature.
SPOT SETUP In order to use SPOTscan, you must first configure SPOT software to recognize its existence. This is a fairly simple process; however, you must know which serial port SPOTscan’s charger docking base will be connected to. Use the following steps: 1 Select the Setup dropdown from the Home Page. 2 Select Program Configuration > Workstation Settings > SPOTscan Settings. 3 Enter port number “1” for com1: or “2” for com2:.
1 2 3 5 4 7 6 SPOTscan Function Select View TOUCH SCREEN DISPLAY ELEMENTS 1 Function Selection Area SPOTscan functions and operations are selected and viewed. 2 Home Button Exits back to main PDA selection view. 3 Alpha Keyboard Button Displays an alphabetical keyboard for character entry with the stylus. 4 Menu Button Displays a context sensitive dropdown configuration menu. The contents change with each selected function and is active only within the selected function.
Rack V iew Auto Of SPOTscan Display—Rack View Offf Order Racking Using SPOTscan in the Rack mode allows orders to be racked to either a numbered conveyor or slick rail using almost any type of rail identification scheme imagined. Multiple units can be used for racking multiple orders. Note that the term slick rail implies any non-conveyor location such as shelf, route truck trolley, etc.
Scanning 1 Press either Scan Trigger to scan an invoice barcode 2 Press either Scan Trigger to scan the conveyor barcode 3 Repeat the process until all orders are racked Transferring 1 Dock SPOTscan in the charger docking base 2 From the Home Page press the Rack button 3 Press the SPOTscan Sync button in the Rack view 4 Press the Start Sync button from the dialog 5 Press the Sync button on SPOTscan touch screen 6 Data is then transferred to SPOT 7 Orders are automatically racked and displayed NOTE: For auto
Setup 1 Select the Rack function 2 Press the Auto: touch button to indicate “On” 3 The touch button below Auto: must show “” 4 If not, press , press Clear, press Accept Scanning 1 Press either Scan Trigger to scan an invoice 2 Repeat the process until all orders are racked Transferring 1 Dock SPOTscan in the charger docking base 2 From the Home Page press the Rack button 3 Select Auto-Assign type 4 Press the SPOTscan Sync button in the Rack view 5 Press the Start Sync button from the dialog
Rack V iew Assignment SPOTscan Display—Rack View Transferring 1 Dock SPOTscan in the charger docking base 2 From the Home Page press the Rack button 3 Press the SPOTscan Sync button in the Rack view 4 Press the Start Sync button from the dialog 5 Press the Sync button on SPOTscan touch screen 6 Data is then transferred to SPOT 7 Orders are automatically racked and displayed NOTE: For numeric racking mode, press the “Auto:” button to display “Auto: Off”. Racking mode remains in effect until changed.
Inventor iew SPOTscan Display—Inventor Inventoryy V View Setup 1 Select the Inventory function Scanning 1 Press either Scan Trigger to scan each invoice 2 Repeat the process until all orders are scanned Transferring 1 Dock SPOTscan in the charger docking base 2 From the Home Page press the System tab 3 From the System tab press the Physical Inventory button 4 Press the Scan Inventory button 5 Press the SPOTscan Sync button 6 Press the Start Sync button from the dialog 7 Press the Sync button on SPOTscan to
PERFORMING AN INVENTORY WITH LOCATION SCAN The Normal mode discussed above captures inventory without requiring conveyor location information. There are two additional modes available that compare orders to assigned conveyor locations. The advantage to performing an inventory with location checking is identifying misfiled conveyor orders. The inventory mode is changed by pressing the Normal button, cycling through each of the three modes: Normal Normal—No locations are captured.
PROCESSING STEPS VIEW The major elements of this view are as follows: • Cur Currr ent Selection Selection—Listed at top (title bar) of the view. The currently selected store’s mnemonic is displayed in parenthesis. • Upload Button Button—Select to upload all scans into SPOT. • Step Select Button Button—Select to choose a step. Disappears when items are scanned and waiting for upload. • Scan Invoice Field Field—Cursor flashes here when the scanner is waiting for an invoice scan.
Navigating Step and Store Select Views In some instances, the number of user-defined process steps to select may grow too large to list in a single view. When this happens, the user may scroll through the items by using the arrow buttons located in the lower right corner of the view. The action taken each time an arrow key is pressed is determined by the button immediately to the left of the arrows. The default selection is Page. • Press the Page button, and the button will change to Line.
Stor iew SPOTscan Display—Stor Storee Select V View Store Select View The controls on this view are identical to the Step Select view. The major elements of this view are as follows: • • • • • 210 List of Stores Stores—Shows the name of the store and store abbreviation. Accept Button Button—Accepts the currently highlighted store, and returns to the scan view. Cancel Button Button—Returns to the scan view with no changes.
Adding New Step V iew SPOTscan Display—Adding View ADD/MODIFY/REMOVE STEPS The operator may add, modify or remove steps. Make sure the system is at the Process Steps scanning view, and that there are no orders waiting to upload.
• Stor Storee Mnemonic Mnemonic—Select from Any, Store, Step, or Prompt. Any Any—SPOTscan will not validate the store, but will allow SPOT to perform this validation. Stor Storee —SPOTscan will validate the step against the Mnemonic established in the “Store Preferences” section. Step Step—The store mnemonic to validate will be specified in the subsequent field. Pr ompt Prompt ompt—SPOTscan will prompt the user for the store upon selection of the step. • Allow Location Scan Scan—Future.
Stor mation V iew SPOTscan Display—Stor Storee Infor Information View ADD/MODIFY/REMOVE STORES The operator may add, modify or remove stores. Make sure the system is at the Processing Steps scanning view, and that there are no orders waiting to upload. 1 2 3 4 5 Press the Step Select button. Select a step that prompts for a store. Highlight the desired store (except for New Entry). Press the Menu button. Select the desired action (New Entry, Edit Entry, or Delete Entry).
Modifying an Existing Store • Select Edit Entry, the user is presented with the same form as above, with the information filled in for the highlighted store. Remove an Existing Store • Select Delete Entry, the user will be presented with a confirmation: “Are You Sure?” Select Yes or No. Rearrange Stores This mode is used to rearrange stores, so the user can easily place the most often used store at the top of the list, or put entries in the list in alphabetical order.
Passwor d Entr iew SPOTscan Display—Passwor Password Entryy V View TRANSFERRING THE READY ORDERS LIST Before this SPOTscan function can be used to find orders, all ready orders must be transferred from SPOT to SPOTscan. Note that this transfer is generally much larger than the typical transfer for Physical Inventory or Racking, taking a proportionately greater amount of time.
Transfer from Password Entry View 1 Dock SPOTscan in the charger docking base. 2 From the Home Page press the Rack button. 3 Press the SPOTscan Backup button in the Rack view. 4 Press the Start Sync button from the dialog. 5 Press the Sync button on SPOTscan touch screen. 6 Data is then transferred to SPOTscan. Transfer from Ready Orders – Customers View 1 Dock SPOTscan in the charger docking base. 2 From the Home Page press the Rack button. 3 Press the SPOTscan Backup button in the Rack view.
Customers List & Ready Or ders V iew SPOTscan Display—Customers Orders View Setup 1 Select the Ready List function. 2 If a password is specified, the Password Entry view is displayed. 3 Enter the password and press the OK button. Picking Up Orders 1 Highlight the desired customer (use the up/down arrow buttons). 2 Press the Select button. 3 SPOTscan will display all Ready Orders for that customer, with location, piece count, and price.
Customer Lookup V iew SPOTscan Display—Customer View FINDING CUSTOMERS QUICKLY Customer lookup is determined by the type of data in the left-most column. If the customer name is in this column then lookup must be by customer name (last name first). If the customer phone is in this column, then lookup must be by phone number. When looking up a customer by name, it is best to enter only the first few letters of the last name.
A Typical Operational Day Typical Startup Procedures Typical Shift Change Procedures Typical Shutdown Procedures Suggested Reports Inventory and Cash Reporting T his section is designed to provide a glimpse at what happens during a typical day of operation. Focus is primarily on startup and shutdown procedures.
Typical Startup Procedures CLOCKIN • Use the Time Clock [F10] button to clockin. This is an optional step, but should include all clerks who begin work at the beginning of the day or shift change. CASH DRAWER CHECKIN • Use the System tab, Drawer Checkin button to checkin a drawer with a beginning cash balance. This process must be performed in order for counter clerks to have access to cash drawer related functions.
Suggested Reports The following reports should be viewed on a daily basis. They provide the minimum necessary information for business management. Other reports may provide additional operational insight depending on your needs and preferences. It is a good idea to preview all reports built into SPOT as a familiarization exercise.
(-) Outgoing f Detail/Summary Report f f f f f (+) Incoming Detail/Summary Report f f Inventory Balancing View Physical Inventory Process Inventory Reporting Relationships PHYSICAL INVENTORY BALANCING In the real world, it is not necessary to perform this entire process frequently. Since the Outgoing and Incoming report totals are included in the Inventory balance view, comparing the Physical Inventory to the Inventory Balance for the same date will reveal an out of balance situation.
Incoming Detail Report Outgoing Detail Report CL–Customer Lookup HP–Home Page PIN–Personal Identification Number VI–Visual Invoice 223
Physical Inventory View Inventory Balancing View 224 A/R–Accounts Receivable CC–Credit Card CCOF–Credit Card On File CV–Customer View
Cash Drawer Summary Report f f Sum of Cash Drawer Z-Reports f f f f Transaction Detail Report f f Cashout Summary Report Cash Reporting Relationships CASH BALANCING Balancing cash is straight forward since totals on all four reports are equal. • Transaction Detail Repor Reportt —Shows the value of all payments, postings, payins, payouts, and CC adjustments. This is the detail of the Transaction Summary on the Cashout Summary Report. This report is available in the Management report group.
Transacted T otal Cashout Summary by Date Report—T Total Transacted T otal Checkout Summary Z-Report—T Total 226 A/R–Accounts Receivable CC–Credit Card CCOF–Credit Card On File CV–Customer View
Cash Drawer Types All payments are linked to a cash drawer. There are two types of cash drawers: • Physical Physical—Actuated by SPOT200 under program control and mounted under the counter, this type of cash drawer receives real cash tender. • Logical Logical—Not a real cash drawer, but a virtual entity that acts like a physical cash drawer. Logic drawers are used to receive A/R and Route payments that are normally not placed in a physical cash drawer (although a physical cash drawer can be used as well).
A/R–Accounts Receivable CC–Credit Card CCOF–Credit Card On File CV–Customer View
Quick Reference Guide Order Production Exception Handing Customer Maintenance T his section provides a handy step-by-step “How To” guide to using SPOT. It assumes the user has read this document and is familiar with computers, Windows operating systems, SPOT, and the drycleaning process. This guide should be used as a reference only and not for training. Note that PIN access is configurable for most of the procedures discussed in this chapter.
Order Production QUICK Quick Receiving an Order 01 Select Quick [1] from HP view—>Security dialog 02 Enter clerk PIN CL view PIN—>CL 03 Select or add new customer—>Quick view 04 Select Department 05 Select item quantity 06 Repeat steps 4–5 for all items 07 Select the Finish [F12] button—>claim checks print, HP view Change Order Promised Date for Current Item 01 The current VI item remains selected until next Department 02 Select new date in Production Forecaster Change Order Promised Date for any Item 01 Se
DETAIL Detailing an Order with no Prior Quick If the selected customer has orders ready for pickup, a prompt will occur at the end 01 Choose Detail [2] from the HP view—>Security dialog CL view 02 Enter clerk PIN PIN—>CL 03 Select or add new customer—>Item Detail view 04 Select Department 05 Select Category 06 Select Item—>Modifier Detail view 07 Select Color(s), Pattern, Brand, Fabric 08 Select Upcharge(s) 09 Select Quantity if other than 1 (always defaults to 1) 10 Select Next Item button and repeat steps
Prepaying an Order 01 Select the Prepay button to force payment—>Pickup view 02 Apply full or partial prepayment 03 Cash drawer opens, invoice prints with balance due—>HP HP view (NOTE: Prepaid orders show zero balance, but remain active until sold.) Item and Order Changes In most cases, Item and Order change buttons preselect appropriate tabs within the Item View or Order View (see the Exception Handling chapter for details).
RACK Racking Orders to a Conveyor 01 Choose Rack [3] from the HP view—>Security dialog 02 Enter clerk PIN PIN—>Rack view 03 Select Conveyor racking function 04 Scan/Enter the order number—>Location field 05 Scan/Enter the conveyor location number—>Invoice field 06 Repeat steps 3–4 for all completed orders 07 Select the Close [F12] button—>HP HP view Racking Orders to Automatic Location 01 Choose Rack [3] from the HP view—>Security dialog 02 Enter clerk PIN PIN—>Rack view 03 Select an Automatic racking funct
PICKUP Picking Up Orders by Cash/Check/CC 01 Choose Pickup [4] from the HP view—>Security dialog 02 Enter clerk PIN CL view PIN—>CL 03 Select customer or Scan claim check—>Pickup view, Ready orders marked 04 Modify orders to be picked up with Mark/Unmark if necessary 05 Select Tender Type—>Tender Entry 06 Enter the amount received and check number 07 Select the Finish [F12] button—>cash drawer opens, HP view (NOTE: The cash drawer can be set to open only for cash transactions, checks and CC receipts are pla
QUOTE Quote Only 01 Choose Quote [5] from the HP view—>Security dialog 02 Enter clerk PIN PIN—>Item Detail view 03 Select Department 04 Select Category 05 Select Item—>Modifier Detail view 06 Select Color(s), Pattern, Brand, Fabric 07 Select Upcharge(s) 08 Select Quantity if other than 1 (always defaults to 1) 09 Select Next Item button and repeat steps 3–8 for additional items 10 Select the Finish [F12] button 11 Select No [Esc] at the Create Invoice? dialog—>HP HP view Quote to New Order 01 Choose Quote [
Exception Handling ITEM RELATED EXCEPTIONS Item-level changes are accessed via VI Item View [F6] button—active only after selecting the item to be changed. Direct access from Detail function buttons automatically preselects the appropriate Item View tab. The following descriptions assume the Item View has been selected and displaying the General tab. Upon entry of the Item View, all tabs contain currently selected item-level data.
Change Item Price 01 Select Change Item Price button—>Change Price dialog 02 Highlight price field, enter new price 03 Select Finish [F12] to change—>new price shows in VI Change/Add Descriptors 01 Select Descriptors tab 02 Select Descriptor from the Descriptor Type list 03 Select new Descriptor 04 Repeat steps 2–3 for other descriptor types (NOTE: Multiple color descriptors can be selected.
ORDER RELATED EXCEPTIONS Order-level changes are accessed via VI Order View [F7] button (selectively available from various areas in the system). Direct access from Detail function buttons automatically preselects the appropriate Order View tab. The following descriptions assume the Order View is selected and displaying the General tab. Upon entry of the Order View, all tabs contain currently selected order-level data. PIN access is not shown, but in most cases, configuration can be set to require it.
Split Items to a New Invoice 01 Select Split Task button—>Split Invoice dialog 02 Select item to split from current invoice 03 Select Split>> button to split item to new invoice 04 Select item to restore to original invoice 05 Select <invoices printed (NOTE: Restore will not work after a split has occurred.
Customer Maintenance ADDING A NEW CUSTOMER From Customer Maintenance Function 01 Select Menu [F3] button—>Menu view 02 Select Customer Maintenance button—>Security dialog 03 Enter clerk PIN CL view PIN—>CL 04 Select Add a New Customer button—>CV CV view 05 Enter related customer information (* fields required) 06 Select OK [F12] to add new customer—>Menu view From Order Processing Step 01 Select any order processing button—>Security dialog 02 Enter clerk PIN CL view PIN—>CL 03 Select Add a New Customer butt
EDITING AN EXISTING CUSTOMER From Customer Maintenance Menu 01 Select Menu [F3] button—>Menu view 02 Select Customer Maintenance button—>Security dialog 03 Enter clerk PIN CL view PIN—>CL 04 Highlight a customer in the list 05 Select the “OK” button—>CV CV view 06 Change customer information where necessary 07 Select OK [F12] to save changes—>Menu view From Order Processing Step 01 Select any order processing button—>CL CL view 02 Highlight a customer in the list 03 Select Customer Summary [F8] button displ
Hardware and Accessories Cash Drawers Barcode Readers Touch Screens Printers Credit Card Readers S POT Business Systems offers a wide variety of complete business computer systems and peripherals, all guaranteed to operate with SPOT’s specialized functions. There are many different types of peripherals on the market to choose from. We have tested many such peripherals and found the combinations that work the best in the drycleaning environment with SPOT.
Thermal Printer This versatile printer is small, fast, quiet and reliable. It can be used to print quick tickets, invoices, pickup receipts, CC slips, pickup lists, route bag tags, and cash drawer closeout summaries, all with store logo. Tag Printer Printing tags on demand is fast and easy using this printer. Using standard wetstrength, multi-color perma-fiber blank tag paper, SPOT prints garment tags with or without an item tracking barcode number.
Flat Panel Display This optional non-touch screen display can be used in place of a standard CRT monitor for long-life, high-style, and low counter space consumption. A mouse must be used in conjunction with this display. Counter-Top Touch Screen This highly reliable and low-glare monitor combines flat-panel reliability with an easeof-use feel to provide one of the most fluid SPOT navigation tools ever. This is an adjustable counter-top design.
Display Poles Optional display poles provide visual counter transaction customer feedback minimizing employee theft directly from the customer. They are attached directly to any counter computer with a spare serial port. High Capacity Backup This 160 Gbyte hard drive backup device will protect your valuable database files. Available with a USB interface, this drive can be configured to run automatic nightly backups.
Glossary of Terms Alert Alert—The result of an order production problem detected by SPOT’s automatic order process management system. A/R A/R—An acronym for Accounts Receivable, this feature is common in most General Ledger accounting systems. It handles in-house billing accounts with the same features found in larger GL systems. Detail Detail—The process of pricing and describing an order, sometimes referred to as Mark-in.
Invoice Invoice—An invoice contains priced and described order detail information, sometimes called the Mark-in process. An invoice differs from a snap ticket-type form in that it is derived from continuous roll paper with invoice numbers assigned automatically by the computer. Manifest Manifest—A document given to a route driver which provides driving instructions to each customer site for pickup and delivery. Also contains order information and amounts to be collected.
