Cash Register ECR 5200 INSTRUCTIONS INSTRUCTIONS D'EMPLOI BEDIENUNGSANLEITUNG INSTRUCCIONES DE USO
Olivetti Tecnost, S.p.A.
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The electronic cash register described in this manual is designed to help your business function smoothly by providing efficient register operations and accurate management reports. Start-up is quick and easy, yet there are many options that can be added and revised so that you can customize your operations for optimum productivity.
Table of Contents BACK-UP BATTERY SYSTEM ..................................... 9 Inserting/Replacing Batteries ......................................... 9 GETTING ACQUAINTED WITH YOUR CASH REGISTER ..................................................................... 1 Standard Accessories ..................................................... 2 Using this Manual ........................................................... 2 Unpacking and Setting Up the Cash Register ................
TRANSACTION EXAMPLES ...................................... 26 Entering the Register Mode .......................................... 26 Exiting the Register Mode ............................................ 26 Clearing Errors ............................................................. 26 Transaction Symbols .................................................... 27 Sample Receipt ............................................................ 27 Standard Transactions in Local Base Currency ...........
The figure below gives an overall view of your cash register. ENGLISH Getting Acquainted with Your Cash Register 1 2 3 9 8 7 4 6 1. 2. 3. 4. 5. 6. Customer Display (if present) Operator Display Keypad Cash Drawer Cash Drawer Lock Item Deposit Drawer 7. Printer and Management Control Switch Compartment Lock 8. Customer Receipt Output Window 9.
Standard Accessories Your cash register comes with the following items: • • • • • • One black plastic journal winder spindle One roll of standard paper tape One ink roller (already installed) Four standard "AA" size batteries for the battery back-up system This User Manual A set of keys for locking the cash drawer and for locking the printer and management control switch cover. Make sure that the cash register and all of the above items are included in the shipping carton.
NOTE: Please read this section carefully before attempting to program the cash register or perform sales transactions. As soon as you receive the cash register, open its shipping carton and carefully withdraw each component. Make sure that the cash register and all of its accessories, listed in the section entitled Standard Accessories, are present in order to setup the cash register by following these guidelines: 1. Place the cash register on a level, stable, vibration-free and dust-free surface.
The Keypad Your cash register is equipped with a 34-key keypad by means of which you can perform all cash register functions. The figure below shows the keypad layout.
1. [Feed] (Paper Feed) - Advances the receipt or journal paper one line feed; advances the paper continuously when held down. 2. [Clerk] - Confirms an entered clerk number and three-digit security code. Also used to print a Clerk Report. 3. [Qty/Time] (Dual function: Multiply and time display) - Multiplies [DEPARTMENT], [PLU] or [Ref/-] key entries; also displays the current time in the R1 and R2 modes, if set, and is used to program PLU item prices. 4.
19. [Amt Tend/TOTAL] (Amount Tendered/TOTAL) - Totals exact cash transactions, computes change and totals check and charge transactions. This key is used along with the [C] key to enter into the calculator mode and is also used to obtain daily grand totals of all transactions in the "X" and "Z" positions. In the calculator mode, the [Amt Tend/TOTAL] key is used as the "equal" (=) key.
E (Error) Indicates when an error is made during operation or when programming the cash register. An error tone sounds to alert the operator. S (Sub-total) Indicates that the amount shown is the subtotal of a transaction, including sales tax if applicable. = (Total) Indicates that the amount shown is the transaction total. - (Minus) Displays a negative entry. Also displays if subtotal or cash tendered total is a negative number due to a return or refund. _ (Line) Indicates the clerk number in use.
Error Conditions General Clearance without Clearing Totals and the Programming The Error Alarm 1. Open the printer compartment cover and slide the control switch to the OFF position. The error alarm warns of an operator error (usually when a wrong key is pressed for a specific type of entry) or of an error made during cash register programming. The error alarm can also indicate that the control lock is in the wrong position for the current operation.
Inserting/Replacing Batteries Once an entry is printed, the [C] key cannot be used to clear an error. Press the [Void] key to correct an error already registered. NOTE: Before inserting the batteries, make sure that the cash register is plugged into the power socket and that the control switch is set to the OFF position. Proceed as follows to insert or replace the batteries: 1.
3. Remove the battery compartment cover by pressing on the arrow impressed on the cover and lifting upwards, as shown by the arrows in the figure. 7. Reposition the journal winder spindle, then reposition, close and lock the printer compartment cover. 4. Remove the discharged batteries if you are replacing the batteries. 5. Position the new batteries making sure that the positive and negative poles are aligned correctly. Drawings inside the battery compartment show how the batteries must be positioned. 6.
This register comes equipped with the ink roller installed. The ink roller releases special ink to the printhead which produces a printout on the paper. After a period of time, depending on the usage, the ink in the ink roller will be used up. When printing becomes faint, the ink roller needs to be replaced. 3. To install a new ink roller, insert the ink roller according to the markings "L" (Left) and "R" (Right) by pressing downward to lock it into position.
Loading Paper 5. Insert the edge of the paper into the paper slot as shown in the figure. Proceed as follows to load the cash register with paper. 1. Make sure the cash register is plugged into a grounded power outlet. 2. Unlock, open and remove the printer compartment cover, then remove the plastic journal winder spindle. 6.
4. Set the current time using the 24-hour (military) format and then pressing [Qty/Time]. Also in this case single digits must be preceded by a zero. For example, to set 1:05 P.M., type [1305] and then press the [Qty/Time] to store your entry. To set 9:15 A.M., type [0915] and then press [Qty/Time]. By default the time is displayed and printed in the 12-hour format. If you wish that the time just entered be displayed and printed in the 24-hour format, type [40] and then press the [RA/ ] key. 5.
Programming the Euro as the Cash Register's Base Currency Cash Register Programming By default the cash register is programmed to work with your currency as the base currency. If you wish to perform sales transactions in Euro, you need to reprogram the cash register's base currency. Proceed as follows to do so: This cash register can be programmed to tailor its features according to your specific needs. This programming facility allows you to: 1.
In case an error condition cannot be cleared, perform one of the two general clearance methods explained in the section entitled General Clearance. Remember that the second general clearance sets all counters and totals to zero, and cancels all features programmed. Making Changes to Cash Register Programming Once the cash register is programmed to satisfy your specific needs, there is no need to reprogram the entire machine to make single program changes or corrections.
Deactivating the Clerk System Date and Time Proceed as follows if for any reason you wish to deactivate the Clerk system, in other words if you no longer want to enter a clerk number and related secret code to perform sales transactions. Set the date to print the current date at the top of each receipt, journal record or management report. The date will print in the day/month/year format unless otherwise programmed as explained in the section entitled Programming System Options. 1.
Proceed as follows to set the correct time in the hour:minutes format: Setting a Percent Discount (-%) Rate Proceed as follows to define a standard discount rate: 1. Slide the control switch to the PRG position. 1. Slide the control switch to the PRG position. 2. Type the [current time] using the HH:MM format. 2. Type the [numbers] representing the desired percentage rate. Up to four digits ranging from 0 to 99.
3. Press the [RA/ ] key to set the new format. 4. Program another feature or exit program mode by sliding the control switch to the OFF position. Example: Set a VAT1 rate of 5.5%, VAT2 rate of 7%, VAT3 rate of 16% and a VAT4 rate of 20%.
Price Look-Ups (PLUs) Multiple/Single Entry Tax Status 0 = Multiple Item Sales 1 = Single Item Sales 00 = 01 = 02 = 03 = 04 = Depending on the model purchased, a total of 99 or 200 Price Look Up (PLU) codes are available on this cash register. The Price Look Up system allows for fast, accurate entry of an item and automatically records the number of items sold.
Programming PLU Status The PLU status programming procedure should only be performed if you are interested in the Open PLU Price (Sub-department) option. Otherwise, proceed to the next section entitled "Programming PLU Prices". The PLU status options are the following: 0 = Fixed PLU Price (the factory set default setting) 1 = Open PLU Price (Sub-department option) Proceed as follows to program a PLU status: 1. Slide the control switch to the PRG position. 2.
Programming System Options You can program the Euro exchange rate so that the cash register can automatically calculate the transaction from your local currency into Euro and vice versa depending on the cash register's base currency (Local or Euro). The cash register is programmed by default so that your local currency is the base currency. If you wish to change the base currency to Euro, refer to the "Programming System Options" section in this manual, Machine Condition 14.
Machine Condition 9 Settings 0 = Non-selection of the TAX ON TAX Canadian taxation system 1 = Selection of the TAX ON TAX Canadian taxation system 10 N/A 11 0 = Euro convert function not allowed 1 = Euro convert function allowed 12 0 = Zero price entry not allowed 1 = Zero price entry allowed 13 0 = Print conversion tender only 1 = Print all tender 14 0 = Local base currency 1 = Euro base currency Changing the Cash Register's Standard Settings Proceed as follows if you wish to change any of the
Programming a Manager Password Proceed as follows to print a PLU report: 1. Slide the control switch to the PRG position. 2. Press the [PLU] key to print the list. 3. Slide the control switch to the OFF position to exit the program mode. You can define a manager password to prevent unauthorized access to the machine's programming mode (PRG) and Z mode.
Using the Cash Register in a Password Protected Mode Using the Password to Access the Program Mode If a manager password was defined to protect unauthorized access to the PRG mode, proceed as follows to enter the specific password so that you can work normally in this mode: 1. Slide the control switch to the PRG position. 2. Type the specific 4-digit password. 3. Press the [Charge] key.
Proceed as follows to exit from the calculator mode: 1. Slide the control switch to the R1 or R2 position. 2. Hold down the [C] key and press the [Amt Tend/TOTAL] key. 3. The decimal point will disappear from the display indicating that you are now back into the normal register mode. Assigning the Calculator Mode Password Proceed as follows to assign a password that prevents unauthorized access to the functions provided by the calculator mode: 1. Slide the control switch to the PRG position. 2.
Machine Programming Report Transaction Examples As you program the cash register's different features according to your specific needs, the values that you define are printed on the paper tape. It is suggested that you store this programming printout in a safe place so that you can keep track of how your cash register is programmed. Provided below is an example printout of how the cash register is programmed according to the examples provided in the previous sections.
Sample Receipt The following symbols appear on the paper tape. They are printed to the right of the entries to identify various totals and transaction operations. Some of these symbols also appear on the management report. They include: The following sample receipt shows where general transaction information is printed on a customer receipt.
Standard Transactions in Local Base Currency Registering a Single Item Sale with Change Tender Up to seven digits can be used for the amount of the entry. Example: Register a £1.00 item in Department 1 (programmed at a 5.5% fixed VAT rate). Subtotal the transaction and compute change for £5.00. Registering a Multiple Item Sale with Exact Cash Tender in Local Currency Example: Register a £2.50 item to Department 1, a £.50 item to Department 5 and a £1.65 item to Department 8, with an exact tender of £4.65.
Registering a Sale of Multiple Items at Same Cost Example: Register a £10.00 item to Department 1, a £20.00 item to Department 2, with an exact tender of 47.62e. Example: Multiply two items costing £1.50 and register the sale to Department 1. Compute change for £5.00. Proceed as follows: ENGLISH Registering a Multiple Item Sale with Exact Cash Tender in Euro Up to three digits can be used for the quantity multiplied. Proceed as follows: 1. Type [1000] and press the [Department 1/7] key. 1.
Registering a Multiple Department Sale with Payment and Change Tender Example: Register a £69.99 item to Department 1 (programmed at a 5.5% VAT rate), a £5.99 item to Department 4 (programmed at a 20% VAT rate) and a £3.50 item to Department 7 (programmed without VAT). Compute change for £100.00. Proceed as follows: 1. Type [6999] and press the [Department 1/7] key. 2. Type [599] and press the [Department 4/10] key. 3. Type [350] and press the [Dept. Shift] + [Department 1/7] key. 4.
ENGLISH Registering a Multiple Department Sale with Payment in Euro and Change Tender in Local Currency Example: Register a £69.99 item to Department 1 (programmed at a 5.5% VAT rate), a £5.99 item to Department 4 (programmed at a 20% VAT rate) and a £3.50 item to Department 7 (programmed without VAT). Compute change for 150.00e. Proceed as follows: 1. Type [6999] and press the [Department 1/7] key. 2. Type [599] and press the [Department 4/10] key. 3.
Registering a Charge Transaction Split Cash/Charge Tendering in Local Currency Charge transactions are counted and registered to the charge total in the financial report. Example: Register a £10.00 item and a £15.00 item to Department 2. Split the amount tendered between £20.00 cash and £5.00 charge in Local currency. Example: Register a £2.50 item to Department 1 and a £3.00 item to Department 2 as a charge transaction. Use the [Sub Total] key to print the sub total on the sales receipt.
Check Tendering Example: Register a £8.00 item and a £12.00 item to Department 3. Split the amount tendered between 10.00e cash and 21.75e charge. Example: Register a £70.00 item paid by check to Department 4. Proceed as follows: ENGLISH Split Cash/Charge Tendering in Euro Proceed as follows: 1. Type [7000] and press the [Department 4/10] key. 1. Type [800] and press the [Department 3/9] key. 2. Press the [Check] key and the transaction ends successfully. 2.
Check Tender with Change in Local Currency Check Tender in Euro with Change in Local Currency Example: Register a £19.50 item to Department 4, a £2.50 item to Department 5 and a £5.00 item to Department 12. Compute the change in Local currency for a £30.00 check tender. Example: Register a £19.50 item to Department 4, a £2.50 item to Department 5 and a £5.00 item to Department 11. Compute the change in Local currency for a 40.00e check tender. Proceed as follows: Proceed as follows: 1.
Example: Register a £24.00 item to Department 1, a £36.00 item to Department 3 and a £4.00 item to Department 4. Split the tender between £60.00 check and £4.00 cash. Proceed as follows: 1. Type [2400] and press the [Department 1/7] key. Split Check Tender in Local Currency/Cash Tender in Euro Example: Register a £18.00 item to Department 2, a £24.00 item to Department 3 and a £2.50 item to Department 4. Split the tender between a £20.00 check and 38.89e cash. Proceed as follows: 2.
Examples of Transactions in Euro Base Currency This section provides a few transaction examples performed with a Euro base currency. By default the machine is programmed with a Local base currency. In order to program the machine for a Euro base currency, set Machine Condition 14 to the value 1 as indicated in the section entitled "Changing the Cash Register's Standard Settings".
Registering a Multiple Department Sale with Payment in Local Currency Example: Register a 5.50e item to Department 1, a 1.00e item to Department 5 and a 2.00e item to Department 8, print the subtotal and accept an exact tender of 8.50e. Example: Register a 70.00e item to Department 1 (programmed at a 5.5% VAT rate), a 6.00e item to Department 4 (programmed at a 20% VAT rate) and a 4.00e item to Department 6 (programmed without VAT). Pay with exact cash in local currency. Proceed as follows: 1.
Check Tender in Local Currency with Change in Euro Example: Register a 19.50e item to Department 4, a 2.50e item to Department 5 and a 5.00e item to Department 9. Compute the change in Local currency for a £20.00 check tender. Proceed as follows: 1. Type [1950] and press the [Department 4/10] key. 2. Type [250] and press the [Department 5/11] key. 3. Type [500] and press the [Dept Shift] and [Department 3/9] keys. Sales total in Euro and in converted local currency Cash payment in local currency 38 4.
Example: Register a 10.00e item to Department 1 and a 25.00e item to Department 2. Display the subtotal, accept a split tender consisting of £15.00 cash in Local currency and a 40.00e check in Euro, then tender change in Euro. Proceed as follows: 1. Type [1000] and press the [Department 1/7] key. 2. Type [2500] and press the [Department 2/8] key. 3. Press the [Sub Total] key to print and display the amount due in Euro. Check payment in local currency Change tendered in Euro 4.
Minus (-) Key Transactions Registering a (-) Reduction (Coupon) Up to 7 digits can be used for the amount of the transaction. Example: Register a £.10 reduction (coupon) on a £2.00 item to Department 2. Proceed as follows: 1. Type [200] followed by the [Department 2/8] key. 2. Type the amount to be reduced [10] followed by the [Ref/-] key. 3. End the transaction by pressing the [Amt Tend/TOTAL] key.
Example: Register a £.12 reduction on a £2.50 item to Department 1, a £2.60 item to Department 3, a £.60 reduction on a £4.50 item to Department 11, a £.10 discount to a £3.00 multiple item sale to Department 5 and a £.1.00 reduction to a £5.00 item to Department 12. Compute change for a £30.00 tender. Proceed as follows: ENGLISH Registering a Multiple (-) Reduction Item price entry Manual reduction entry 1. Type [250] and press the [Department 1/21] key. 2. Type the £.
Percent Discount (-%) Transactions Discounting the Total Sale You can call up a programmed discount rate during the transaction by pressing the [-%] key. If a percent discount rate is not programmed, type in the discount rate before pressing the [-%] key. Up to four digits can be used for the discount percentage (0-99.99%). You MUST enter two digits after the decimal position. Example: Register a programmed 10% discount to an entire sales transaction. Compute the change tender.
ENGLISH Discounting the Total Sale by Using a Random Discount Rate Example: Register a 20% discount to a sales transaction. Compute the change tender. Proceed as follows: 1. Type [259] and press the [Department 1/7] key. 2. Type [125] and press the [Department 2/8] key. Manual discount entry Discount 3. Press the [Sub Total] key to display and print the current balance due. 4. Type the discount rate to apply [20] and press the [-%] key. The amount discounted is displayed. 5.
Discounting (-%) Individual Items using the Programmed Discount Rate Up to four digits can be used for the discount percentage (0-99.99). You MUST enter two digits after the decimal position. Example: Register a programmed 10% discount on a £3.00 item to Department 5, and a £2.50 item to Department 4. Compute the change tender. Proceed as follows: 1. Type [300] and press the [Department 5/11] key. 2. Press the [-%] key to apply the programmed discount. The amount discounted is displayed. 3.
ENGLISH Discounting Individual Items using Programmed and Random Discount Rates Example: Register a £2.50 item to Department 1, apply the programmed discount to a £3.50 item to Department 7 and apply a discount rate of 3% to a £5.00 item to Department 2. Compute change tender. Proceed as follows: Programmed discount rate 1. Type [250] and press the [Department 1/7] key. 2. Type [350] and press the [Dept Shift] key followed by the [Department 1/7] key. Random discount rate 3.
Discounting (-%) One Item Using the Programmed Discount Rate Up to four digits can be used for the discount percentage (0-99.99%). You MUST enter two digits after the decimal position. Example: Register a programmed 10% discount to a £.99 cash transaction to Department 5. Proceed as follows: 1. Type [99] and press the [Department 5/11] key. 2. Press the [-%] key to apply the programmed discount. The amount discounted is displayed. 3. Press the [Sub Total] key to print and display the current balance due. 4.
Preset PLU price PLU numbers Multiple sale with same preset PLU Example: Overwrite the preset PLU 6 with £3.50. Computer change for a £5.00 tender. Proceed as follows: 1. Type [6] and then press the [PLU] key to define the PLU to be overwritten. 2. Type [350] followed by the [PLU] key. 3. Press the [Sub Total] key to display and print the current balance due. 4. Type the cash tendered [500] and press the [Amt Tend/TOTAL] key.
Voids and Refunds Voiding a Previous Entry at the End of a Sale Voiding the Previous Entry in the Middle of a Sale Example: Register a £1.50 item to Department 1, a £2.59 item to Department 4, a £5.99 item to Department 3. Then void the £1.50 item erroneously made to Department 1 and replace it with a £1.00 entry to the same Department. Compute change for a cash tender. Example: Void a £2.50 entry erroneously made to Department 2. Then register a £3.00 item to this same Department.
ENGLISH Refunding a Single Item Example: Refund a £1.00 item in Department 1. Incorrect price entry Proceed as follows: 1. Press the [Ref/-] key. Incorrect item price void Correct item price entry 2. Type the amount to be refunded [100] and press the [Department 1/7] key. The amount refunded is displayed. 3. Press the [Amt Tend/TOTAL] key to successfully end the transaction.
Refunding Multiple Items Other Transactions Example: Refund a £4.99 item to Department 4 and three £2.00 items to Department 5. Registering Money Received on Account Example: Register £10.00 received on account. Proceed as follows: Proceed as follows: 1. Press the [Ref/-] key. 2. Type [499] and press the [Department 4/10] key. The amount to be refunded is displayed. 1. Type [1000] and then press the [RA/ ] key. The cash drawer opens and the transaction is recorded on receipt. 3.
Registering a No Sale Up to 7 digits can be used for the identification number. This entry can be made prior to any operation. The identification number is not added to the management report or totals. This operation opens the cash drawer and prints a no sale receipt. The activity is registered to the activity counter in the financial report. Example: Assign the identification number 3459 to a £1.00 sale to Department 4. Enter an exact cash tender sale. 1. Press the [#/NS] key.
Management Reports Transaction data is maintained in the memory of the cash register as long as the battery back-up system is in effect. This data can be printed as a report for management review. The Management Report can be printed from either the X or Z position on the control switch. X Position Report Sliding the control switch to the X position prints the accumulated transaction information and RETAINS ALL TOTALS IN MEMORY.
The All PLU Report lists all transaction information pertaining to the use of the PLU codes by all the Clerks on a particular cash register. This report provides the number of times a particular PLU is used and the totals for that number. Proceed as follows to print a PLU Report. X report identifier PLU number Activity counter PLU sales total 1. Slide the control switch to the X or Z position (bear in mind that a Z PLU Report resets all PLU totals to zero). 2.
X and Z Financial Report X counter NOTE: Once a "Z" reading is taken, it cannot be duplicated so be sure to have plenty of paper in the cash register. Department number X report identifier Department 1 activity counter Department 1 sales total Proceed as follows to print an X or Z financial report: 1. Slide the control switch to the X or Z position (bearing in mind that a Z printout resets all totals to zero). 2.
Proceed as follows if you wish to clear the Grand Total: 1. Slide the control switch to the PRG position. 2. Type the manager password, if it has been defined, and confirm it by pressing the [Charge] key. (+) (+) (+) (+) (+) Net sales Minus Total -% Total Void Total Return Total (=) Gross Sales 3. Type [2], type [0] and then press the [RA/ ] key.
Appendix Totalizers and Counters Table The following table reports the Z/X totalizers and counters for the different cash register features.
Technical Characteristics Listed below are the technical characteristics of this cash register model. Type: Electronic cash register with printer and 12 departments and 99 or 200 PLU settings depending on the model purchased Displays: 10-digit green displays.
Code 506608Q
