QUICK REFERENCE MANUAL

GREG GOUVEIA (406) 259-9191

TABLE OF CONTENTS
 GREG GOUVEIA (406) 259-9191 PAGE 2

RETURNS……………………………………………..PAGE
3

VOIDING A TRANSACTION…………………………
PAGE 4

PLACING A TRANSACTION ON HOLD.……..……

PAGE 5

VIEWING
JOURNAL…………………………………..PAGE6

DISCOUNTS……………………………..
…………….PAGE8

FUNCTION KEYS SUMMARY……………….………

PAGE 9

END OF DAY PROCEDURE…………………………

PAGE 11

TIME CLOCK OPTION……………………..…………

PAGE 13

ADDING A NEW ITEM……………………….

……….PAGE 15

PUTTING ITEMS ON SALE………………….………

PAGE 16

INVENTORY………………………………….………..PAGE
18

PURCASE ORDERS……………………………….…PAGE
20

REPORTS…………………………………………..…PAGE
22
 GREG GOUVEIA (406) 259-9191 PAGE 3

BACKING UP DATABASE……………………..
…….PAGE24

RETURNS
Store Operations enables you to return items your customers purchase. For example,
assume a customer wants to return a bicycle. You could then process the return of
that item by using the CTRL-F4 function key. When you press CTRL-F4, Store
Operations switches to return mode and lets you manually scan any items the
customer wants to return. You also have the option to recall the customer's entire
transaction and then process the return by using the F11 function key, which
automatically displays all the items purchased during the transaction.
Note: The difference between voiding a transaction and recalling a transaction for
return is that voiding a transaction does not allow you to edit any of the information
pertaining to the transaction. For example, you cannot delete items or edit the
quantity information.
To process a return (manually)
1. 1. Press CTRL-F4 to activate the Return mode.
If the software is configured to required reason codes for returns, you may
see the Select a return reason code window. In this case, select the
applicable reason code, and then press Enter.
2. 2. Scan or enter the items your customer is returning. When you enter
items while in Return mode, the items automatically appear in red and
show a quantity of "-1".
3. 3. Press F12 to tender the transaction. On the Tender window, you will
see the total refund amount.
4. 4. Enter the amount for the appropriate tender, and then press Enter.
You are now ready to begin a new transaction.
To recall a transaction for return (automatically)
1. 1. Press F11 to display the Recall window.
2. 2. Select the Recall a transaction for return option, and then press
Enter.
3. 3. On the List Transactions window, select the applicable range of dates
and then press Enter. For example, if the customer said he purchased the
item(s) sometime in the last month, you would want to ensure that your
Start and End dates spanned at least a period of 31 days.
4. 4. On the Transactions window, select the applicable transaction, and
then press Enter. Store Operations will automatically display all the items
purchased in the transaction with minus quantities.
At this point, you can modify the information as desired.
5. 5. Press F12 to refund the money.
6. 6. If the refund amount is correct, press Enter to complete the
transaction.

VOIDING A TRANSACTION
For various reasons, you may need to cancel out a past transaction. For
example, you notice at the end of the day that your cashier made a
costly mistake on a particular transaction and the entire transaction
needs to be voided. Before you can void a transaction, there must be no
items entered in the current transaction.
 GREG GOUVEIA (406) 259-9191 PAGE 4

Note: The difference between voiding a transaction and recalling a transaction for
return is that voiding a transaction does not allow you to edit any of the information
pertaining to the transaction. For example, you cannot delete items or edit the
quantity information.
To void a transaction

1. Press F11 to display the available recall functions.

2. Select the Void a transaction option, and then press Enter.

3. On the List Transactions window in the Date boxes, type or select the
range of dates that contain the transaction. Press Enter.

4. On the Transactions window, select the specific transaction you wish to void.
Press Enter, and you will see the item(s) appear on the screen in red with
minus quantities.

5. Press F12 to display the Tender window.

6. Choose the correct tender, and then press the plus (+) key to complete the
void.

7. Press Enter again to begin a new transaction.

Note: Voided debit card transactions are processed as returns. The funds have
already been deducted from the customer’s bank account and cannot be voided.

TO PLACE A TRANSACTION ON HOLD

1. 1. After you ring up the item(s) on the transaction screen, press CTRL-
F12. The Hold Transaction window appears.
2. 2. In the Comment box, enter an applicable comment by which the
transaction can by recalled (i.e. the customer's driver's license number or
name), and then press Enter.
 GREG GOUVEIA (406) 259-9191 PAGE 5

3. 3. After you place the transaction on hold, you can recall it any time.

Note: Whenever you place a transaction on hold, Store Operations will display a
notification icon at the top of the transaction screen.

TO RETRIEVE ITEMS ON HOLD

Before you can retrieve an item on hold, there must be no items on the transaction
screen.

1. Press F11 to display the available recall functions.

2. Select the Recall a Transaction From On Hold option, and then press
Enter.

3. On the Transactions on Hold window, select the transaction you wish to

retrieve, and then press Enter.

VIEWING JOURNAL
The journal contains all the transactions that have occurred on the current
register since the last Z report was processed.

Press F4 to display the Journal Viewer window.

1. Click Batch to select the desired batch.

2. Click Lookup to locate a receipt from within a specifc range of dates. You will
also see detailed information about the receipt, including cashier, date, and
time.

3. You can select the Mark as duplicate receipt checkbox to include a

watermark titled "DUPLICATE" on each page that is printed from the journal

On the receipt print preview screen, press ALT-P (Print) to print the receipt or press
ESC to return to the transaction screen.
 GREG GOUVEIA (406) 259-9191 PAGE 6

The following are the keyboard shortcuts for the Journal Viewer:

Key: Function:

Page Up Go to previous receipt in the batch

Page Down Go to next receipt in the batch

Home Go to first receipt in the batch

End Go to the last receipt in the batch

Left Arrow Slide receipt to the right

Right Arrow Slide receipt to the left

Up Arrow Slide receipt down

Down Arrow Slide receipt up

CTRL-Left Arrow Go to previous page in a multi-

page receipt

CTRL-Right Arrow Go to next page in a multi-page

receipt

Tip: You can quickly enlarge or reduce the receipt print preview. To
enlarge the receipt, press the plus (+) button on your keyboard. To
reduce the receipt, press the negative (-) button. You can also use your
mouse. To zoom in, double right-click. To zoom out, double left-click.

Note: Whenever you discount/modify the item price on the transaction screen, Store
Operations inserts a red lightning bolt icon in the Price field, which notifies you that the
price was changed
 GREG GOUVEIA (406) 259-9191 PAGE 7

DISCOUNTS

To discount all items in a sale

1. 1. After you ring up all the applicable items, press SHIFT-F3. The Set
Discount/Price Level window appears.
2. 2. Under the Discount/Price Level Action heading, select the desired
action by which you want to discount the items (i.e., Set discount method
for transaction; Perform discount on all items).

3. 3. Select one of the associated discount, level, or amount options on the

right side of the screen. Note that the available options will vary depending
on the Desired Action selected.

4. 4. In the Percent/Amount box, enter the desired discount

percentage/amount.

5. 5. Press Enter.

To discount individual items

There must be at least one item on the transaction screen.

1. 1. Place the cursor on the item line entry.

2. 2. Press SHIFT-F3. The Set Discount/Price Level window appears.

3. 3. Under the Select desired action heading, confirm that the Perform
discount on current item option is selected.

4. 4. Under the Select item discount heading, select the discount method
type (i.e. Discount percentage from current price; Discount from retail
 GREG GOUVEIA (406) 259-9191 PAGE 8

price; Markup from cost; Set profit margin, or Discount dollar amount from
current price).

5. 5. In the Percent box, enter the amount by which the item will be
discounted.

6. 6. Press Enter.

If your store is configured to require reason codes, Store Operations will

display the Select a customer discount reason code window, from
which you can select the applicable reason code, and then press Enter.

Note: Whenever you discount/modify the item price on the transaction

screen, Store Operations inserts a red lightning bolt icon in the Price field,
which notifies you that the price was changed.

FUNCTION KEYS SUMMARY

The following list summarizes Store Operations's function keys. Use this list to remind
cashiers of all the available function keys and their associated commands. For
detailed information, see the Keyboard Guide.

Key: Function:

F1 View context-sensitive help

F2 Display lookup window

F3 Activate calculator

F4 View journals and print receipts

F5 Access open/close register functions; perform blind

closeout; generate closing reports

F6 Display calendar and appointment book

F7 Select or clear customer account

F8 Perform no sale

F9 Secure register (log off)

F10 Perform cash drop or cash payout

F11 Access recall functions, i.e., transactions on hold,

post-voids, orders, quotes, and layaways
 GREG GOUVEIA (406) 259-9191 PAGE 9

F12 Display tender window

SHIFT-F1 Select shipping carrier and service

SHIFT-F2 Send message to a cashier

SHIFT-F3 Discount current sale

SHIFT-F4 Receive payment on account

SHIFT-F5 Shift tax status for entire sale

SHIFT-F6 View daily POS graphs

SHIFT-F7 Add or view customer file

SHIFT-F8 Select a sales representative

SHIFT-F9 Enter detailed information for type of transaction

SHIFT-F10 Enter gas pump deposit

SHIFT-F11 Reprint last receipt

SHIFT-F12 Select applicable sales taxes

CTRL-F1 Activate quote feature

CTRL-F2 Activate work order feature

CTRL-F3 Program macros

CTRL-F4 Activate return mode

CTRL-F5 Toggle item's tax status

CTRL-F6 Customize screen display

CTRL-F7 Select applicable ship to address

CTRL-F8 Activate layaway feature

CTRL-F9 Toggle receipt printer on/off

 GREG GOUVEIA (406) 259-9191 PAGE 10

CTRL-F10 Insert item comment

CTRL-F11 Look up item's substitutes

CTRL-F12 Place transactions on hold

CTRL- SHIFT-F1 Display system information

CTRL-SHIFT-F2 Display on-screen amount in desired currency

CTRL-SHIFT-F3 Display selected voucher's details

CTRL-SHIFT-F4 Clock In/Clock Out

CTRL-SHIFT-F5 Displays information about the peripherals connected

to your POS station

CTRL-SHIFT-F6 Select from a list of reason codes associated with the

type of transaction

CTRL-SHIFT-F7 Clear the present customer

CTRL-SHIFT-F8 Edit and ship pending/open shipping orders

CTRL-SHIFT- F9 Track the progress of a shipment

CTRL-SHIFT- F10 Process open Internet orders

CTRL-SHIFT-F12 Download Internet orders

ALT-F4 Escape from the on-screen Help window

ALT key + assigned Process the programmed macro

function key

DELETE key Delete current line

END OF DAY PROCEDURE

Whenever you want to view the end-of-day statistics of a particular register, you
should generate the Z report. Generating the Z report will close the current batch
 GREG GOUVEIA (406) 259-9191 PAGE 11

number and open the next available batch number. Before running a Z report
you must enter in opening and closing amounts in POS. Opening and closing
amounts and the Z report can be reached by pressing F5 while in the POS screen.
After the Z report has been run, the batch is closed and sales from that batch
cannot be changed. You may want to run a X report before the Z report. The X
report is the same as the Z report except the X report does not close the batch.

Printing a Z report

To generate a Z report

1. 1. In the POS program, press F5.

2. 2. Select Print Z Report.
3. 3. Press Enter.
Store Operations prints the Z report to the receipt printer designated for the current
register and closes the current batch number.

Data on the Z report

Term Description

Register Number given to register where report was

produced

Batch Number The number assigned by Store Operations to

identify the current batch.

Batch Status Shows whether the batch is closed or not

Start Date Date when batch begins

Start Time Time when batch begins

End Date Date when batch ends

End Time Time when batch ends

Opening Total Amount initially in cash drawer when the cash

register is opened.

Sales Amount of total sales before taxes

 GREG GOUVEIA (406) 259-9191 PAGE 12

Returns Amount of money given for all returns

Tax Amount of sales tax added for all sales

Paid On Layaway Amount paid to all layaway plans

Paid To Account Amount paid towards customers balance

Deposit Made Amount of deposits for layaways and work orders

Total Total amount of above items

Paid Out Amount removed from cash drawer

Dropped Amount removed for bank drop off

Layaway Closed Amount paid to close any layaways

Paid on Account Amount charged on account

Deposit Amount for returned deposit

Redeemed

Closing Total Total amount in cash drawer when closing

Total Total amount of above items

Over/Short Amount cash drawer is over or short

Total Tendered Amount of money totaled for all transactions

Total Change Amount of change returned to customers

Discounts Amount for discounts given

Cost of Goods Total cost price for items sold

Commission Amount of commission given to employees

Customer Count Number of customers for this batch

 GREG GOUVEIA (406) 259-9191 PAGE 13

No Sales Number of times the cashier opens the drawer

when there is no sales transaction

Aborted Trans Number of aborted transactions

TIME CLOCK OPTION

The Time Clock menu option enables you to edit the time card directly in the
Manager program by going to the Database menu and clicking Time Clock.
As the administrator, you may want to view a particular employee's attendance. After
you select the cashier whose time card you would like to view/edit, click Properties.
Cashier name: The name of the cashier. You cannot edit this field.
Time elapsed (hrs): The difference computed in hours between the Time In and
Time Out times.
In date: Displays the date when the cashier punched in at the POS transaction
screen. Use the Date drop-down list to modify this date. When you edit this field,
Store Operations will adjust the Time Elapsed field accordingly.
In time: Displays the exact time the cashier punched in at the POS transaction
screen. Either manually type in the numbers or use the field's up/down arrow keys to
edit the time. When you edit this field, Store Operations will adjust the Time Elapsed
field accordingly.
Out date: Displays the date on which the cashier punched out. Use the field's drop
down list box to edit the date. If you clear the checkbox in the Date field, the Time
Clock will show that the cashier punched in, but did not punch out. When you edit
this field, Store Operations will adjust the Time Elapsed field accordingly.
Out time: Displays the exact time the cashier punched out. Either manually type in
the numbers or use the field's up/down arrow keys to edit the time. When you edit
this field, Store Operations will adjust the Time Elapsed field accordingly.
Note: You can control who views/edits the time card. If you go to the Database
menu and click Cashiers, you can easily restrict the employee's access to the time
card. Select the applicable cashier, and then click Properties to display the detailed
employee information. You can use the options in the Cashier Rights list to restrict
the employee from viewing and/or editing other employees' time clock entries.

To clock in

1. At any time (even during a transaction), press CTRL-SHIFT-F4 to display the

Time Clock window.

2. Enter the applicable User (Cashier) ID and Password, and then press
Enter.

3. On the Time Clock window, either press Enter or click Punch In. Store
Operations will record the exact time you clocked in.

To clock out

1. Whenever you want to clock out, press CTRL-SHIFT-F4 to display the Time
Clock window.
 GREG GOUVEIA (406) 259-9191 PAGE 14

2. Enter the applicable Cashier ID and Password, and then press Enter.

3. On the Time Clock window, either press Enter or click Punch Out. Store
Operations will record the exact time you clocked out and display the time
elapsed.

Editing time clock entries

You can edit time clock entries directly in the Manager program. The Time Clock
window provides detailed information about your employees' attendance, including
the date and clock in/clock out entry times. The editing feature is especially useful
whenever your cashiers log in under a different name or forget to clock in/clock out.
Tip: To generate the Timecard Report, use the Crystal Reports
option in the Utilities menu. You will find the Timecard Report file
listed in the CrystalReports folder.
To edit a time clock entry

1. On the Database menu, click Time Clock.

2. Select the cashier whose entry who you like to modify, and then click
Properties.

3. Using the available drop-down list boxes, modify the date and/or time
information as necessary.

4. Click OK.

Note: You cannot change the cashier name.

If you do not want a particular employee to edit clock in/clock out entries, you can
easily restrict the employee's access to the time clock.
To restrict employee access to time clock

1. On the Database menu, click Cashiers.

2. Select the cashier whose access privilege you want to define, and then click
Properties.

3. On the Cashier Properties window, select or clear the 'Allowed to edit Time
Clock entries' and 'Allowed to view others' Time Clock entries' options,
and then click OK.

ADDING A NEW ITEM

1. On the Wizards menu, click New Item Wizard.
2. Click Next to define the item's properties.

3. Use the Item Type drop-down list box to select 'Standard'.

4. Using the available fields, enter the item's lookup code, description,
quantity, price, cost, department, category, supplier, barcode, and bin
location, and then click Next.
 GREG GOUVEIA (406) 259-9191 PAGE 15

1. General Tab

1. Item lookup code is the state liquor number followed by a –1 for

single bottle and a –C for a case

2. Description is physical description of item.

3. UPC should always be Code 128A

4. Item Tax should only be used for stores that collect tax

2. Suppliers Tab should have appropriate supplier listed

3. Pricing Tab (PRICES LEVELS HERE ARE FOR MONTANA LIQUOR

STORES)

1. Price is walk in customer price sell price

2. Cost is item cost

3. Price level A is list price from MT dept of revenue

4. Price level B is the price bars will pay

For single bottles Price B = Price A

For cases PRICE B = ((Price A X Case Quantity) – 8%)

4. Aliases Tab Use the Aliases tab to set up all the aliases for the
item. They are easier to remember and ring up than a long
manufacturer code or UPC. In a way, aliases are like nicknames. The
alias table lists all the alternate item lookup codes that can be used for
the item. Store Operations will search these alternate lookup tables
when it cannot find the item using the item lookup code. Two items
may not share the same alias.
5. Special Tab This is where you set up the parent child relationship

1. Parent item This is the Case item (case items should be

should be set up before single items)

2. Child quantity The number of single items contained within a

case item. When this is set up correctly, the cases will be
broke when singles reach zero.

5. To add this item to the database, click OK at the bottom of the item
properties window.

PUTTING ITEMS ON SALE

You may be getting ready to promote your grand opening or holiday sale, and you
want to set up all your sale prices days in advance. When you put your item(s) on
sale, you should specify the sale start date and end date. The sale prices take effect
 GREG GOUVEIA (406) 259-9191 PAGE 16

at the designated time period. When customers purchase an item on sale, they pay
the sale price unless they have a discount that specifies a lower price. After the end
date, the sale price returns back to the normal price.
You can change the price at the point-of-sale, provided that your user ID has access
rights to override the price. To ensure that the cashier does not sell an item below its
lowest price, you can define a price range for the item. Store Operations displays a
message when the cashier changes the item price to below its lowest allowable price.
To put multiple items on sale, use the Inventory Wizard to save effort and time.

To put a single item on sale

1. 1. On the Database menu, click Item, and then click Item List.
2. 2. Select the item whose sale price you want to define. Then click
Properties.

3. 1. On the Item Properties window, click the Pricing tab.

4. 2. Under the Sale Pricing heading, select the This item is on sale
option.

5. 3. In the Sale Price field, enter the applicable sale price.

6. 4. Select either the This sale is in effect for a specific period option
or the This sale is in effect according to a schedule option.

7. 5. Use the associated drop-down list box(es) to select the applicable dates
or weekly schedule. Note that you can use the Schedules menu option to
define weekly schedules.

8. 6. Click OK to save the information.

To automatically put multiple items on sale

1. 1. On the Wizards menu, click Inventory Wizard. The Inventory Wizard

appears.
2. 2. Click Next to display the 'Select the Task to Perform' window.

3. 3. Using the drop-down list box, click Task 110: Change Item Prices.
Then click Next.

4. 4. Select the items you want to put on sale. Click Next.

5. 5. Select the price change method and price to be changed. In the Date
Range box, type or select the part of the date you want to change. Click
Next.

Note: If you selected the Add Items Manually option, some of the fields on
this window may be grayed out (not editable).

1. 6. To round your updated prices to retail values, select the Perform Price
Rounding option, and then select the applicable rounding method and
rounding rules. To continue to the next wizard screen, click Next.
 GREG GOUVEIA (406) 259-9191 PAGE 17

If you do not wish to perform price rounding, click Next to continue.

2. 7. If you do not want to change any of the information, click Finish to

display the Inventory Wizard Workpad window.

3. 8. If all the information is correct, click Commit to apply the changes to

your database. If you selected the Add Items Manually option, enter the
applicable items before you commit them. To cancel the changes, click
Cancel

INVENTORY
Identifying what you have in stock
You can track your item quantities a couple ways. You can either locate the item(s)
directly in the Store Operations database or generate a report that displays all your
quantity information.
You can perform a physical inventory in your store, compare the count to the Store
Operations database, create a report on the differences, and update the Store
Operations database. You can perform a physical inventory with a hand-held device
that can export a text file, and then import that file into Store Operations.
Note: You can also track inventory offline. For details, refer to the Working with
Offline Inventory topic.

To look up item quantities

 GREG GOUVEIA (406) 259-9191 PAGE 18

1. 1. On the Database menu, click Items, and then click Item List. The
Items window appears, which organizes items according to item lookup
code, item type, description, available quantity, and price.
2. 2. Using the Up/Down-Arrow keys, select the appropriate item. To see
that item's quantity levels, look at the number in the Available Qty box.

3. 3. Click Properties and then click the Inventory tab to view the selected
item's detailed quantity information. This way, you can identify your on-
hand quantity, committed quantity, reorder point, and restock level. You
will also know the date that you last received the item and the last date the
item was sold.

You can also identify what you have in stock by generating an Item Quantity List
report, which displays detailed quantity information for all your items.

To generate an Item Quantity List Report

1. 1. On the Reports menu, click Items, and then click Quantity List.
2. 2. Specify the filter criteria as desired, and then click OK. You will see
your entire item list with all the available quantities.

3. 3. If desired, sort the data.

Tip: To quickly display the properties for a specific item, double-click

on the Item Lookup Code field directly on the report preview screen.

To perform a physical inventory

1. 1. On the Inventory menu, click Physical Inventory.

2. 2. Click New.

3. 3. Select Create a new blank physical inventory count for manual

entry, and then click OK.

4. 4. Enter a Reference number and Description for your physical

inventory, and then do one of the following to create a list of items to count.

• Click Add to manually add items.

• Click Quick Scan to scan barcoded items.

• Click Import to import a text or XML file with inventory information

from a hand-held device or another program.

5. 5. Enter the quantity for each item.

Tip: Click Print to display a list of the items to count, and then click the Print
icon in the toolbar to print the list to use it for a manual count.

6. 6. Click Calculate to compare the physical inventory to the Store

Operations database.
 GREG GOUVEIA (406) 259-9191 PAGE 19

PURCHASE ORDERS
Generating a purchase order

Whenever you want to order items from your supplier(s), generate a purchase order.

To generate a new purchase order

1. 1. On the Inventory menu, click Purchase Orders. The Purchase Orders

window appears.
2. 2. Click New to create a new purchase order.

3. 1. Under the Generation Selection heading, select the criteria Store

Operations will use to order the items. This criteria includes generating new
purchase orders based on manual entry, items in a selected group, re-order
information, and items sold.

4. 2. Under the Group Selection heading, select the grouping method by

which you will add the items.

5. 3. Under the Supplier Selection heading, select the applicable supplier

option.

6. 4. Click OK.

7. 5. If you selected the 'Create a new blank purchase order for manual
entry' option, you can edit the order by selecting the items to add to the
purchase order. If you selected one of the other options, you will see a
window that tells you how many purchase orders Store Operations created
based on the selected criteria. When this window appears, click OK.

After you create a purchase order, you can edit it at any time, and then issue it by
emailing it to your supplier or by printing it and sending it by fax or mail. When your
shipment arrives, use the Purchase Orders menu option again to receive the order
and commit the inventory to your database.
 GREG GOUVEIA (406) 259-9191 PAGE 20

Receiving a purchase order

Whenever you receive your purchase order shipment, you can record the items and
add them to your database.
To receive a purchase order

1. 1. On the Inventory menu, click Purchase Orders.

2. 2. On the Purchase Orders window, select the desired purchase order, and
then click Receive.

3. 3. Click the Contents tab.

4. 4. In the Qty Rcv box, enter the quantity amount you received for each
item. If you received the entire purchase order, click Receive All, which will
automatically set the quantity received to the quantity ordered.

Note: If you are receiving serialized items, place your cursor in the Qty
Rcv field, and then click the Details button. On the Serialized Item
Detail window, click Add to enter the applicable serial number(s).

5. 5. After you enter the quantities received, click Commit to add the actual
quantities to your database. This button enables you to update the
database and add the item quantities to the current in-stock quantities.

Note: To keep all the item quantities in the Receive Inventory Item List
without affecting the database, click OK instead of Commit.

1. 6. When you see a window asking if you want to continue, click Yes.

2. 7. If you only partially received the items, Store Operations will display a
window that asks if you want to close the purchase order. If you click Yes,
Store Operations will set the Quantity Ordered equal to the Quantity
Received to Date. If you click No, the purchase order will remain "open"
until you receive all the items or close the order.
 GREG GOUVEIA (406) 259-9191 PAGE 21

REPORTS
Use Store Operations reports ("Active Reports") to analyze your inventory and sales
data. For example, you can generate reports to obtain instant sales figures, view
slow-moving items, and see the sales totals for any item on any day.
Use Store Operations's advanced report tools to sort and filter the data directly on
your screen. See also Creating a Report.
In the Reports menu, you will find the following report options:

 Customer reports - View all your customers and their associated

information, including aging account receivables and account activities.
 Sales reports - Analyze all your detailed sales and tax information, such as
daily sales, tax collected, top performing employees, commission totals, and
much more.

 Items reports - Organize items by price, quantity, value, supplier, alias,

substitute, and serial number levels, in addition to identifying the fastest and
slowest moving items as well as items that are offline.

 Quotes/Orders reports - Track quotes and orders (i.e. backorders, purchase

orders, inventory transfer orders, work orders) that affect your inventory.

 Layaway reports - Identify what's on layaway.

 Miscellaneous reports - View the batch list, cashier log, credit and debit
card transactions, shipping log and voucher information.

 Memorized reports - Save customized reports. This way, the next time you
generate the report, you do not have to re-enter all the options again. You will
not see this report option until you have memorized at least one report.

The best way to familiarize yourself with Store Operations's reports is to generate all
of them, practice using the sorting and filtering tools, memorize your favorite
settings, and figure out how to best apply them to your business. By utilizing all the
available report tools, you can generate virtually an unlimited amount of different
reports.

Sorting a report
After you generate a report, you can then sort the data directly on the report preview
screen.
Dragging columns
Use your mouse to adjust the columns. For example, assume you just generated the
Customer List report. On the report preview screen, you see that the report is sorted
by customer account number. However, you want the report organized by customer
name, not account number.
You can organize the report by customer name. Just click-and-drag the mouse from
the Name column to the Account # column. When you release the mouse button,
the Name column should be comfortably resting in the first column position.
Grouping data
 GREG GOUVEIA (406) 259-9191 PAGE 22

You can also group the report data in any way you want. After you generate the
report, click the Select Columns to Group button on the Store Operations
Report toolbar. Use the drop-down list box to specify the columns whose data you
want to group. Choose from grouping no data to grouping several columns.
Expanding or collapsing data
Store Operations includes an additional sorting tool that lets you customize your
report. For example, you may not want to see all the categories for a particular
department. However, you may still want that same report to display specific
information for another department. With its advanced report tools, Store Operations
enables you to pick and choose whatever data you want your reports to show.
There are two ways you can expand (show) or collapse (hide) report data:
1.  Using the toolbar - Use the toolbar buttons to quickly expand/collapse all
the report data at once. Click the Expand All button to display all the
report data, or click the Collapse All button to hide detailed report
data.
 Individually adjusting each group of items - Expand/collapse individual
components. Each column contains a series of groupings. In the front of each
group of data is a plus sign (+). To expand the group and see the data, click
the plus sign (+). If you want to contract the grouping, click the minus sign (-).

Changing data order

With a click of your mouse, you can change the sort order. When you sort by text
fields (i.e., customer, items, etc.), entries are displayed in alphabetical order (A-Z or
Z-A) based on the contents of the selected field. Likewise, value fields (i.e., total
sales, number of visits, etc.) are sorted into numeric order (0-100 or 0-100) and date
fields are sorted into chronological order (1/1/01-12/31/01 or 12/31/01-1/1/01).
In order to sort entries in a column, click on its heading. Repeatedly clicking on the
header will toggle between ascending and descending sorting.

BACKING UP YOUR DATABASE

You should back up your Store Operations database regularly. It's very important to
do this because in case you experience a system failure or natural disaster, you can
retrieve the backup copy and restore your data. You should back up your database
onto a device (hard disk or tape) that is different from the one you are using.
You can back up your database in either the Administrator or Manager program.
To back up the Store Operations database
1. 1. Start the Manager program.
2. 2. On the Utilities menu, click Backup Database.
3. 3. On the Save As window, select the drive and folder on which you want
to save the backup file.
4. 4. In the File name box, enter the name of the file by which this backup
file can be referenced.
5. 5. In the Save as type box, select the Backup files (*.bck) type.
6. 6. Click Save. The Backup/Restore window appears and displays the
backup progress.
 GREG GOUVEIA (406) 259-9191 PAGE 23

7. 7. If you saved the database successfully, you will see a window that
notifies you that "Backup is complete." Click OK.

Use the Backup Database menu option to regularly back up your Store Operations
database and safeguard critical data. In case you experience system failure or a
natural disaster, you can retrieve the backup copy and restore your data.

A "backup" is a copy of one or more files on the PC. When you back up a database,
you make a copy of it on another device, such as a CD or second hard disk. A typical
backup cycle consists of a backing up of an entire database, transaction log, and
then repeating backups at regular intervals.

Additionally, you can use Store Operations Administrator to not only back up your
database, but also restore it anytime. For more information, refer to Store Operations
Administrator online Help.

Remember that your data represents your time and energy. Protect it well.