Retail Pro v8 User Guide

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Retail Pro

®

8

User’s Guide

Retail Pro International, LLC 400 Plaza Dr., Suite 200 Folsom, CA 95630 USA USA 1-800-738-2457

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About this Guide

This document introduces features and functions of Retail Pro®_8.6.

If you believe the information presented here is incomplete or inaccurate, we encourage you to contact us at [email protected].

The software described herein is furnished under a license agreement. Retail Pro International, LLC

400 Plaza Dr., Suite 200 Folsom, CA 95630 USA USA 1-800-738-2457 International +1-858-550-3355 www.retailpro.com Copyright

Retail Pro International, LLC 400 Plaza Dr., Suite 200 Folsom, CA 95630 USA USA 1-800-738-2457 International +1-858-550-3355 www.retailpro.com Trademarks

Retail Pro and the Retail Pro logo are registered trademarks and/or registered service marks in the United States and other countries. Oracle and Oracle 9i are registered trademarks and/or registered service marks of Oracle Corporation. All rights reserved. Other parties’ trademarks or service marks are the property of their respective owners and should be treated as such.

Document Revision History

Date Description

04/21/2009 Original document released

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Chapter 1. Introduction

Welcome to Retail Pro®!

Retail Pro® is an advanced inventory control, point of sale, and merchandising system designed for use in retail stores. The system includes coordinated transaction, merchandising, and analytic features that allow retailers to maintain complete control over their entire retail operation.

The core of the Retail Pro® system is the Inventory module. The inventory module is a sophisticated perpetual inventory system kept continuously updated as transactional documents are made and recorded during normal retail activities. At a glance, a user can view current quantities on hand, on order, and in transit for individual stores or for the company as a whole. The inventory module also maintains all item-related data such as costs, prices, margins, sizes, attributes, dates, and department and vendor information.

Tightly integrated with the inventory module are the four other primary Retail Pro® areas wherein the various activities that affect inventory are carried out. These four areas are Point of Sale (POS), Purchasing, Transfers, and Adjustments. There are two types of documents that can be created in each of these areas, except the Adjustments area, which contains only transactional documents.

Transactional documents record actual changes to the inventory and provide a permanent record

of those changes in monthly history files. There is a separate monthly history file for each of the transactional document types. These history files can never be deleted. For this reason, these transactional documents are sometimes referred to as history documents. Each of the Retail Pro® transactional documents is explained on the next page.

Order documents are temporary documents used to plan or order future retail activities. The

information recorded on an order document, such as items, prices, and vendor or customer information, can be easily transferred to a transactional document when the time comes to record the actual activity. Once a transactional document is created, the related order document can safely be deleted.

The transactional documents used in Retail Pro® and the related order documents are as follows:

Receiving vouchers add to inventory the merchandise received from vendors. Return vouchers

are used to subtract from inventory merchandise that is returned to vendors. A planned purchase of merchandise from a vendor is recorded on a purchase order (PO).

Transfer slips record the transfer of merchandise between two inventories (store to store,

warehouse to store, etc.). A slip subtracts the quantity transferred from the sending inventory and adds it to the receiving inventory. The order document used to plan a transfer of merchandise is the transfer order (TO).

Sales receipts subtract merchandise from inventory when customers make purchases. A return

receipt is used to add items back to inventory when returned by a customer. Future sales to customers, such as for layaways and mail orders, are planned on a sales order (SO).

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In addition to the core inventory and point-of-sale functionality, Retail Pro® also includes components that aid in increasing store traffic, building customer loyalty, and accurately analyzing and reporting retail activities.

The Customers area not only maintains customer addresses and phone numbers, but also offers features like customer filtering for lists and mailings, customer-based pricing, store-credit tracking, and instant retrieval of customer sales history.

The Reports area provides the ability to look at accumulated data broken down in any way that best serves a retailer’s needs. Dozens of pre-designed and specialty reports are provided in several categories, plus custom reports can be easily designed using the Report Wizard feature and the extensive filtering capabilities of the system.

Additional features in the Retail Pro® system provide electronic purchasing capabilities

(EDI/ASN), employee and commission tracking, gift registries, multi-store management tools, an e-mail server application, international features, and integration with your electronic commerce offerings. Ancillary tools provide extensive data diagnosis and repair, security control, document design, and advanced analytical capabilities.

Installing Retail Pro®

Retail Pro® is sold and usually installed by a certified Retail Pro Business Partner who has the skills and experience to make the installation go quickly and smoothly.

When you insert the CD to install Retail Pro®, a setup wizard guides you step-by-step through the entire installation process. You can choose from three types of installation setups:

Typical: Typical setup is the correct choice for most users. It installs Retail Pro® with all

optional components.

Custom: Custom setup allows you to specify which components to install.

Demo: Demo setup is for installing Retail Pro® on a temporary basis. With this installation type

inventory quantities are periodically reset to default settings but all functionality is included. Note: Installing Practice Data

When installing Retail Pro®, you have the option of installing practice data. This practice data can be used by retailers and their employees for training purposes to ensure that no harm comes to the store’s real data.

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Simplified Configuration

Many default configuration settings can be preset before conducting an on-site installation, saving time and ensuring consistency between workstations. For example, default security and group files can be created and imported during installation. This saves you the trouble of setting up your own security groups and assigning rights to them (you still have to define individual users and assign them to the groups).

Other features to simplify the configuration process include:

Automatically copying your users if upgrading from 7-Series.

Defining settings for one workstation and copy them to others using Model Workstation. Defining default workstation printer configurations.

(For more information on installation and configuration, refer to Technical Supplement C1. Installing 8-Series Retail Pro®.)

Licensed Inventories and Seats

Retail Pro® is licensed as Inventories and Seats. For licensing, an Inventory is defined as any physical location of a group of merchandise that is managed by Retail Pro®. Typically, an Inventory might represent one store's physical location or building. However, it may be beneficial to manage more than one Inventory at the same physical location, such as for a store and backroom housed in the same building.

As far as Retail Pro® is concerned, these Inventories are just different physical locations of merchandise, whether those locations are in another room, building, city or country. The Inventory module within the Retail Pro® system, however, manages information for as many Inventories, or locations of merchandise, as are licensed, with a system limitation of 240

locations. To differentiate between an Inventory license and the Inventory module, and since one Inventory license will usually represent one store location, this User's Guide uses the term

location or store when referring to an Inventory license.

The first location or store that is set up in Retail Pro®_{is defined as 001. The second location is} defined as 000 and the third is defined as 002. (This is due to earlier versions of Retail Pro® where the first two Inventories were sold together as a package.) Additional stores are numbered incrementally up to 239. (If needed, aliases can be created for these system-defined numbers by using Store Codes.)

Seats are simply defined as any workstation accessing any installation of Retail Pro®_{. Up to 99} workstations, or seats, may be networked to the same installation of Retail Pro®_{, which we call a}

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Retail Pro

®

Stations

Stations are most often what we refer to when discussing the Retail Pro® system. A station, defined as any installation of Retail Pro®_{, can be configured as one of the following, depending} on what functionality is required by that station: Main, POS, Backroom, Info or Corporate. In configuring stations for your Retail Pro®_{system, specific naming conventions are used to identify} what type of station it is. Along with these naming conventions are some system limitations on the number of each type of station allowed in the total system configuration.

Types of stations:

Main station: the Main station is the only station that directly interacts with the Retail Pro®_core database. There is only one Main station for each Retail Pro®_{system and it serves as the hub of} operation for all other stations (though more than one Main station can be accessed by a

Corporate station – see below). The Main station is the only station that can define or modify inventory items, and it also carries out many activities for other types of stations, as described throughout this User's Guide.

A Main station is defined as 0000 or MAIN. Up to 99 workstations can be networked to access the same Main station.

POS station: POS (Point-of-Sale) stations are primarily used to record the sale of merchandise

in stores. These stations can also be used to create sales orders, enter customer information, and look up item prices or availability. POS stations can also receive and transfer merchandise, but only for their own store or location.

Due to their nature, POS stations are assigned to a specific location and are defined as ###(A-Z) where ### is the location or store number (for example, 001A is a POS station for location 001). Up to 26 POS stations can be configured for each location, and up to 99 workstations can be networked to each POS station.

Backroom station: Sometimes called a Warehouse station, a Backroom station can typically

receive, tag, and transfer merchandise, but it can also record sales. These stations are very flexible in that they can carry out these activities for any location, making them ideal for distribution, mail order, or sales fulfillment operations.

Backroom stations are defined as 000(A-Z). Therefore, up to 26 Backroom stations can be configured for your system, with up to 99 workstations networked for access to each Backroom station.

Note: POS station for Inventory 000 is actually a Backroom station

Because of the numbering system that Retail Pro® uses to identify a station type, POS stations for Inventory 000 would be numbered 000(A-Z) and would therefore be identified by Retail Pro®_as

backroom stations for the entire system. If a POS station is needed for Inventory 000, you can limit the functionality of the backroom station to act like a POS station by configuring security and preferences for the station and workstation(s).

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Info stations are defined as INF(A-Z) for a total of up to 26 Info stations per system, with up to 99 workstations networked to each Info station.

Corporate Station: This specialized station interacts with multiple Main stations, allowing it

access to data from each of their respective systems. As such, the Corporate station can provide a greater level of data consolidation and inventory management for corporations with subsidiaries or franchises. Up to 99 workstations can also be networked for access to a Corporate station. Remote stations: Because the Main station acts as the hub between the other stations for data activity, we sometimes refer to stations as simply the Main and Remotes, where a Remote will most often be a POS station but could also be a Backroom or Info station.

Many Retail Pro®_{system configurations consist of a central Main station that communicates with} one or more Remote stations through the polling of data files (refer to Chapter 15. Polling). Each station runs its own installation of Retail Pro®_{software and maintains its own set of data files for} the retail activities that are carried out there. The Remote station periodically polls with the Main station to send its data up to the Main station and receive updated data from the Main station. When the Main station receives data from Remote stations, it processes the data, updates the system's core database as appropriate, and polls updated data back down to the Remote stations. Depending on a retailer's needs, a single-store operation might be set up with one Main station accessed by multiple workstations through a network if needed, perhaps one for ringing up sales, one in the receiving area, and one in the office used for purchasing and reporting. A larger, multi-store operation might typically have one Main station at a central office, a POS station in each store, a Backroom station at the warehouse or distribution center, and possibly Info or Corporate stations as well. Each of these stations could have multiple workstations networked to it.

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CORPORATE STATION

Retail Pro Database

OTHER MAIN

STATIONS WORKSTATIONS_{(up to 99)}

MAIN STATION Locations or Stores (Inventory licenses – up to 240) WORKSTATIONS (up to 99) BACKROOM STATIONS up to 26 per System POS STATIONS up to 26 per Location WORKSTATIONS

(up to 99 per Station) (up to 99 per Station)WORKSTATIONS

INFO STATIONS

up to 26 per System

WORKSTATIONS (up to 99 per Station) Multiple Locations Single Location Multiple Locations Types of Stations:

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Purpose of the User’s Guide

This user's guide provides information on how to use the Retail Pro® system in the most efficient manner. The system was designed to benefit each unique retailer by including many user-customizable features. Users have the option to customize everything from the alignment of the side menus to the number of inventory rows they have available. Due to the system's great versatility, some of the instructions and graphics in this guide may differ slightly from what you see on your screen. This should not be cause for concern; in most cases, the steps to perform a task will remain the same. However, if there does seem to be a discrepancy, it is important to note any preference, RPRO DB setting, or security setting that may be relevant to the area in which you are working.

User's Guide Conventions:

The following is a list of how information is displayed throughout this manual.

The type of information designated Examples

Keyboard keys <Enter>, <Alt>, <F2>, <v>

Two-key combinations <Alt+N>, <Ctrl+F>

Menu or dialog selections INVENTORY, SAVE, NEW

Field names Vend Code, Mk Up%, Last

Cross reference (Refer to Chapter 4. Inventory.)

Menu paths OPTIONS h SYSTEM PREFERENCES h STORES

Information to be entered in a field 001

Procedural instructions 1., 2., 3., etc.

Select a check box option 5

File path\name \RETAIL\RPRO.EXE

Important procedural information, alternative methods Note: Program tips (shortcuts, etc.) for advanced users Pro Tip: Possible adverse effects of performing an action Warning: Preference settings that affect the current activity Preference:

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Start Retail Pro

®

he procedure below assumes your system has been configured to require user names and passwords.

1. Use standard Microsoft Windows® procedures to launch Retail Pro® (from the Start menu or Desktop). The Retail Pro® splash screen is displayed as necessary files are loaded.

2. Enter the appropriate information in the following logon fields.

User Name: Enter the user name assigned to you. (For more information, refer to Technical

Supplement F1. Security Administrator.)

Password: Enter your

password.

Date: The date displayed

here will be recorded on all receipts and other documents made.

By default, the date

displayed will be the current date. This date can be changed by typing in a new date or choosing <F4> and

selecting a date from the

drop-down calendar. (For more information on choosing dates, refer to Chapter 2. Retail Pro®_Basics.)

Language: If language files are installed, displays the language in which your Retail Pro® installation is configured. The language, once selected, will remain the displayed language until changed. Also, all Tools will be launched in the selected language. (Contact your dealer for more information on language support.)

3. After entering the appropriate information, press <Enter>or select login. If you no longer want to login, select cancel or press <Esc> to exit the logon screen, and close Retail Pro®_.

Authorization Date Message

When the message below is displayed, click Yes to apply the current date to all workstations for license authorization purposes.

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Pro Tip: Faster Startup

If you do not require the use of languages in Retail Pro® other than the native English, you can disable loading of translation files during startup. You can also disable the display of the splash screen during startup. This can result in Retail Pro® starting significantly faster in some cases (other program features and network configuration may also affect startup time). See the preference note below for more information.

Preferences: Startup Options

SYSTEM PREFERENCES h SYSTEM: Clear the checkboxes for 5 USE RPRO TRANSLATION FILES and/or DISPLAY SPLASH SCREEN ON STARTUP to disable these features. Disabling these features may speed program

startup time. Disabling translation files means that only the program's native English language will be available.

Note: Touchscreen

Touch KEYBOARD to access a touchscreen keyboard to enter your user name and password. Note: Shortcut Keys

Each of the fields in the Retail Pro®_{Logon screen has a shortcut assigned to it. To use a shortcut to}

access a field, enter <Alt + the underlined letter in the name of that field>. For example, the shortcut key for the Login button is <Alt+L>.

Note: Logging In to a Tool

When you log in to a Tool from Retail Pro®_{, you do not have to log in again. You will be automatically}

logged in with the same user name and workstation number.

Note: Printing Employee Labels

You can design and print employee labels with names and bar codes within Retail Pro® by selecting

EMPLOYEE LABELS from the TOOLS menu. The employee label can then be scanned to enter an employee

name into any Name or Associate field in Retail Pro®, such as the Log In field (if security settings allow change of name field). To use this feature you must define your employees in Security Administrator. A default employee labels document design can be used or you can design your own using Document Designer. (Refer to Tool Supplement TS2. Document Designer for more information.)

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Retail Pro

®

Home Screen

top menu The horizontal menu at the top of each screen. The menu options correspond to the main areas of the program.

Retail Pro®

button

Select this button to back out of your current window. From the Home Screen, select this button to access a side menu called the System Menu which includes options to access Help, display system information or exit the program.

browser

toolbar If you have access to the internet, this toolbar allows internet navigation using the standard browser controls of BACK, FORWARD, STOP, REFRESH, HOME and PRINT. HOME

displays the home page defined in your Workstation Preferences (see #4 Home Page). The E-MANUALS button will display the E-Manuals screen which navigates to

documentation in Adobe Acrobat© pdf format.

home page Displays the HTML file specified in workstation preferences (OPTIONS h W/S PREFERENCES h SYSTEM h HOME PAGE URL). Internet Explorer 5 or later required.

side menu The vertical menu that can be positioned to the right or left side of the screen. This menu is customizable and will change depending on which area is selected at the Top Menu. (See Appendix A. Interface Design for details on designing side menus.)

Home Page

Side Menu Retail Pro 8 Button

Top Menu

Status Bar Browser Toolbar

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Top Menu

The Top Menu is the toolbar located at the top of the Retail Pro® screen (as shown previously). Each toolbar button on the Top Menu provides access to a different area of Retail Pro®_{. The Side} Menu lists the functions available in the selected area and will change accordingly when a different area is selected on the Top Menu.

Top Menu Items:

Button Description

POS

The POS area of Retail Pro® contains functions for managing point-of-sale documents (Receipts and SOs), customer information, employee hours, and cash drawers.

Merchandise

The Merchandise area provides access to inventory, department and vendor information, which is used to organize and record merchandise. This area also provides functionality to permanently delete inventory items and mark down prices and costs.

Purchasing

The Purchasing area records and tracks purchasing and receiving of merchandise (such as POs and vouchers). Also contains electronic purchasing functionality.

Transfers

The Transfers area tracks merchandise transferred between stores.

Adjustments

The Adjustments area allows adjustments to be made to inventory quantity, cost or price.

Analysis

The Analysis area generates powerful reports and charts to view sales and merchandise data in a variety of ways.

Options

The Options area includes functions for system log in/out, configuring and customizing Retail Pro® (Preferences), viewing user information, and running Practice Retail Pro®.

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Practice Retail Pro

®

Practice Retail Pro® is a separate instance of Retail Pro® that you can use to train personnel and experiment with new features without endangering your real data. It may also be helpful to use Practice Retail Pro®_{to familiarize yourself with the navigation and data entry techniques} discussed in Chapter 2. Retail Pro®_{Basics. A set of demonstration data files can be installed to}

use in this area.

To access Practice Retail Pro®_:

From Retail Pro®_{'s Home Screen, select options from the Top Menu and}_{PRACTICE RPRO}_{from the} Side Menu. While you are in Practice Retail Pro®_{, a flashing message of "PRACTICE MODE"} will display in the title bar and the status bar will be highlighted yellow.

Select REAL RPRO from the Side Menu when you want to return to normal Retail Pro®.

Getting Help

Select the Help button (<F1>) anywhere in the program. A context-sensitive help screen is

displayed for the activity or module in which you are currently working.

The Help button is located on the Side Menu or on displayed dialogs throughout the program. At the Home Screen, it is necessary to select the Retail Pro®_{button first to access the System Menu} and then help is available on the Side Menu (System Menu).

Navigate through the help topics in the navigation pane on the left of the help window, as necessary, to find the topic you need. Use any of the three help tabbed pages to locate topics:

• CONTENTS presents help topics in a library fashion, with each "book" of the library covering a major program area or function. Click on a book to select a topic contained therein.

INDEX provides a search index that searches for word(s) contained in the title of a help topic. Simply enter a word for the feature you are working with to locate that topic.

SEARCH provides a search index that searches for word(s) contained in the title or body of a help topic. You must first setup the Find database; follow the onscreen prompts.

Once you have located a topic, click it or select display (<Alt+D>) to view the topic.

Select PRINT(<Alt+P>) to print the topic displayed.

Select BACK(<Alt+B>) to move to the previously displayed topic.

Select >> (<Alt+>) to move forward one topic in the predefined browse sequence. Select << (<Alt+<) to move back one topic in the predefined browse sequence.

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Workstation 1 Workstation 2 Workstation 4 Workstation 6 Workstation 8 3 1 1 0 0

User Information

The User Information feature shows you at a glance the number of workstations running Retail Pro®_and how many users are in each area of the program.

To access the User Information screen:

1. Select OPTIONS h USER INFO from the Top Menu of Retail Pro®_.

4. Select CLOSE(<Esc>) to exit.

Some activities in Retail Pro®_{and related tools are} non-tolerant activities, meaning that all users must be out of all other areas of Retail Pro®_{before using} them. The User Information screen gives you a very quick way to be sure that such an activity can be safely launched.

Data Protection

Making backups of your Retail Pro®_{data (either to removable media such as floppy disk or to a} hard drive) is an important protection strategy that protects your data from unexpected ordeals such as hardware failures, power failures, theft, fire, etc. It is highly recommended that you backup your Retail Pro® data on a regular, preferably daily, basis.

(Refer to Chapter 11. End of Day and Tool Supplement TS22. Safeguard for more information.)

Exiting Retail Pro

®

1. Press <Alt+F4> from anywhere in the program OR

Select the button from the upper, right-hand corner on any screen OR

If you are in a system area, select the Retail Pro® button or press <Esc> until you have reached the Retail Pro® Home Screen. Select the Retail Pro® button or press <Esc> again to display the System Menu. Select exit on the System Menu or press <Esc> one more time.

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Database File 2Gb Limit

The B-Tree Filer database used by Retail Pro 8 can store a tremendous amount of data; however, there are limitations. B-Tree Filer has a 2 gigabyte (Gb) limit on data. The most common

situation in which this 2Gb limit has an impact is when:

Importing a customer record file that exceeds 2Gb into Retail Pro from a CRM or other system

Current files reach the 2Gb size limit

Importing a File that Exceeds 2Gb

If you try to import a customer file into Retail Pro from a CRM or other system, and that file exceeds 2Gb, The file will not import into Retail Pro unless the amount of data is trimmed to a composite file size that is less than 2Gb in size. To avoid this, make sure the CRM application can purge older customers and/or trim customers that have a small amount of history prior to import.

Current File Reaches 2Gb Limit

If one of your current Retail Pro 8 files reaches the 2Gb limit, a well thought out review of the customer information you have retained in the Retail Pro system may have to be done. Removing older, inactive customers might reduce your customer file enough to be well under the 2Gb limitation. Your business partner can help in making a determination as to what can and cannot be done to remove invalid customer data.

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Chapter 2. Basics

Introduction

This chapter focuses on standard Retail Pro®_{features that appear repeatedly throughout the} program and discusses program functions that can best be understood when viewed as a whole rather than from within a particular program area. Some of the concepts are advanced for an introductory chapter and may be better understood once individual chapters have been read. We recommend that you return to this chapter as needed as you progress through the rest of the manual.

Note: Screen Customization

Your screen may look slightly different from those shown in this manual and you may have different menu options available. This is because Retail Pro® has many customizable features that enable each store to configure their system differently in order to meet their particular needs.

When instructing you to select a menu option, we use the terminology such as "Select new (<Alt+N>)." Mouse or touchscreen users can click or touch the specified menu option; keyboard users can simply press the keyboard combination shown in parentheses.

Using the menu and page designers, your screen can be customized with the menus, fields, fonts, colors, etc. best suited for your navigation style and business needs. (Refer to Appendix A. Interface

Design for more information.)

Security & Preferences

The availability of many program features is controlled by security settings and preferences. If a feature is not available to you, it may be that you do not have the security rights to that feature or a preference setting may have disabled it.

Security

Security settings that limit the features that can be accessed by users or groups of users are set with the Security Administrator tool. Using Security Administrator, you define employee login names and passwords and then assign those employees to security groups. Each security group has access to a user-defined set of program features. A list of the security rights that apply to an area of the system are included at the beginning of that area's chapter. The note below lists security rights applicable to the system as a whole.

(Refer to Technical Supplement F1. Security Administrator for more information.)

Note: System and Security Administrator

If you have registered Retail Pro®_{with Security Administrator, you can control user access to the}

following system activities. Security rights applicable to system actions are contained in the System area of the Retail Pro®_{security file (rpro8.sec).}

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Log In/Out

The Log In/Out feature provides both convenience and security when logging users in and out of Retail Pro®_{. Users can easily log in and out of the system and one user can log in over another} user without having to close Retail Pro®_{. For example, a supervisor can log in over a cashier that} listed a wrong item on a document but doesn't have security rights to delete the item. The supervisor can log in over the cashier as an override user, delete the item, and then log back out without the cashier having to log out during this procedure. Login passwords are defined in Security Administrator as are the security rights assigned to each user or group. (Refer to

Technical Supplement F1. Security Administrator for more information.)

To access the Log In/Out feature:

1. Select LOG IN/OUT(<Alt+I> or <Ctrl+L>) from the top menu of most areas.

Alternatively, select OPTIONS h LOG IN/OUT from Retail Pro®'s Home Screen. The current user will be listed in the status bar of the Security dialog.

To log in a user:

1. Enter your user name in the User Name field. 2. Enter your password in the Password field. 3. Select Login (<Alt+L>) or Cancel (<Esc>) to exit.

If there was not a user already logged in, then the person who just logged in will appear in the status bar as the User. If there was a user logged in and a second user logs in over that user,

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To log out a user:

1. Select LOGOUT(<Alt+O>) or select CANCEL(<Esc>) to exit.

If the user is an override user then LOGOUT will be the only choice upon entering the Log In/Out dialog. Once the override user has logged out, the status bar will once again display the original user's name. If no user is logged in, a warning dialog is displayed with LOGIN as the only option.

Note: Override User

Users must log out in the reverse order of that in which they logged in. An override user must log out before the original user can log out.

Note: Program Launch

Any program launched as a separate .exe from within Retail Pro®_{(mostly tools from the Tools menu) will}

adopt the logged-in user name and workstation number.

Action Buttons

This section is to help familiarize you with the common action buttons contained on the top menu of many system areas. Though each action performs primarily the same function in each area, the procedure for carrying out those actions varies.

Each of the buttons below is shown with icon and text labels; your system may be set up to show just text labels, just icons, or both text and icons. (See the previous preference note.)

Button Description New (<Alt+N>)

Start a new record. For non-document records, a new record can be made in either List View or Form View. For documents, all new records must be made in Form View and selecting new will automatically activate Form View.

Edit (<Alt+E> or <F2>)

Edit an existing record. For non-document records, edits can be made in both List View and Form View. For documents, edits can only be made in Form View and selecting edit will automatically activate Form View.

Save (<Alt+S>)

Save a newly created or edited record. For non-document records, save is available when either editing an existing record or creating a new record. For order

documents, save is only available when editing an existing document. save is not applicable to transactional documents (they are updated).

Cancel (<Esc>)

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Button Description Delete (<Alt+D>)

Delete a record. In List View, the selected row will be deleted. In Form View, the displayed record will be deleted. delete is not available for transactional documents (they are reversed).

Copy (<Alt+C>)

Copy the selected record. For non-document records, a copy is stored for you to paste into a new row. For documents, selecting copy automatically opens a new document with all of the data from the copied document entered.

Paste (<Alt+A>)

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Screen Views

There are two primary ways to view Retail Pro® records: List View and Form View. List View displays a list of several records at one time. These lists can be easily filtered, sorted, and searched to help you find a particular record or compare several records at once. Form View is a more detailed view that displays all fields of data contained in a single record. Both views have fully customizable interfaces. (Refer to Appendix A. Interface Design for more information on

customizing the List View and Form View interface.)

List View

List View displays a list of several records at one time in a format similar to a spreadsheet. Each row represents a different record; each column represents a data field available for that record type. The list can be easily sorted and searched to help you find a particular record or to group related records.

The following is an example of Department's List View:

List View Procedures

Sort information Records can be sorted by the data in selected List View columns. Columns with a O in the column heading can be sorted. A V indicates the column by which the information is currently sorted. The records will remain sorted by the last selected column until you change it as described below. (Refer to the Pro Tip at the end of

this section for information on which columns can be sorted.)

Click or touch a column header to sort the records by that column, or: Press <F3> to access the Sort By dialog box.

Use <u>, <v> to cycle through the selections.

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Pro Tip: Faster List View Displays

In large data files, List View will display fastest when record number is used as the sort column (Item # in inventory, document number in document areas, etc.). This is because the records are stored in that order in the data files. When sorting by other columns, the program must scan the entire file and reorder the records accordingly. It is recommended you normally sort by record number, switching to another column only when needed to search for a specific record.

Search for an Entry (Searches are not available when in Edit mode.)

Searches are always done in the currently sorted column.

If you have just entered List View, simply begin typing the characters of the entry you want to find while in the body of List View. As you enter characters they are displayed in the Search field. If you have changed the focus to another area before searching, then you must switch the focus back to the Search field before entering search criteria.

The closest available match is highlighted.

To view search history, press <F4> (or select the drop-down button in the Search field). To repeat a search, select it from the search history.

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Using Filtered View Filtered View allows you to group and view data records that have information in common. You enter the criteria you wish to match and the system gathers the appropriate records and displays only them. This is a highly useful feature when you want to locate a group of specific records.

Tabbed Pages When there is more than one tabbed page, press <Ctrl + a number> (the number corresponds to the page number) or click/touch the tab to switch to a specific tabbed page or press <F6> to cycle between tabbed pages.

Select a Record Use sort, search, or filtered view procedures, then:

Use <u>, <v> or the scroll bars to scroll through the rows in the List View display. Use <Page Up> to move to the first record displayed on the screen and

<Page Down> to move to the last.

Use <Ctrl+Home> to move to the first record in the file and <Ctrl+End> to move to the last.

The selected record is highlighted and has an indicator ( ` ) pointing to it. In inventory, all members of the same style as the selected item are displayed in blue text.

Select a Field Click or touch the necessary field to switch focus to it, or:

Use <t> or <Tab> to move to the column to the right of the selected column within the selected row. Use <s> or <Shift+Tab> to move to the column to the left of the selected column within the selected row.

Press <Home> to move the cursor to the first column in the selected row and

<End> to move it to the last column in the selected row.

Go to Form View Select FORM (<F8> or <Alt+F>) to display the record in Form View.

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Note: Editable Fields in List View

When in Edit mode, fields that are editable are white with dark highlighting of the current entry when selected. As you make an entry the highlighting disappears and the cursor will flash.

Fields that are not editable (read only) are solid-colored and bordered with a dashed line when selected. You cannot make an entry in these fields.

Note: Zoom

Select ZOOM from the side menu for a pop-up menu with zoom options. Choose a zoom percentage

and the table will automatically zoom in or out. This will help create larger, more accessible rows and columns for touchscreen navigation

.

Note: Where Did My Records Go?

When you sort by a column, only the records that have an entry in that column will be displayed. This can make it appear that some of your records have disappeared, when in fact they are simply not being displayed. To display all records again, sort by a column heading, such as Item #, that has an entry for all records.

Pro Tip: Indexes and Sortable Columns

The columns that can be sorted will vary depending on how you have configured your installation of Retail Pro®. In order for a column to be sortable, it must be an index (a file that contains specific information on the location of Retail Pro® records.) The default index fields for each area are indicated in the Fields section of each individual chapter. In addition to the default indexes, in some places (such as RECEIPTS and INVENTORY) additional indexes can be defined by the user. This is done in RPRO DB. If a multiple field index is chosen, the first field in that index will be the sortable field. (Refer to specific

chapters and Tool Supplement TS10. RPRO DB for more information.) Pro Tip: Multiple Field Indexes

User-defined indexes can sometimes contain multiple fields. When there are multiple fields, only the first field is sortable but using Search will search by each of the fields included in the index sequentially. For example, if you define an inventory index in RPRO DB as VEND CODE/DESC 1/DCS,then choose that index

to sort by, if you use Search, it will first search by the Vend Code field, then Desc 1, then DCS.

Pro Tip: Sort By Dialog (<F3>)

When you choose <F3> to change the sort column, only the columns that are indexed and are included on your List View layout (currently selected tabbed page) will be available for you to sort by.

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Form View

Form View can be used to display data for an existing record or to create a new record. Form View allows you to view item detail and far more information on a single page than is possible in List View. Below is an example of a new purchase order in Form View.

The item list is only available in Form View. For this reason, all documents are created and edited in Form View. Non-document records can be created in either view.

Form View Procedures:

Change tabbed pages

Click or touch a tab, or press <F6> to cycle through the tabbed pages consecutively. For non-document records, press <Ctrl + (tab number)> to switch to a specific tab. (The

tab number relates to the order of the tabbed pages. In the example above, as the

second tab, PO Info is tab number 2. Pressing <Ctrl+2> will navigate to the PO Info tabbed page.)

Select a Field Click or touch the field, or use <v>, <u> or <Tab> to move through the fields and field groups in Form View. Use <Shift+Tab> to move back to a previous field or group. The

Field Group

Document item list

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Note: Uneditable Fields in Form View

You can optionally select to make uneditable fields a different color than editable fields in Form View, thus making it easier to distinguish which fields can be altered when creating or editing a document. (Refer to Appendix A. Interface Design for more information.)

Using Filtered View

Filtered View allows you to group and view data records that have information in common. You enter the criteria you wish to match and the system gathers the appropriate records and displays them. This is a highly useful feature when you want to locate a group of specific records. For example, many retailers choose to limit each purchase order to merchandise from one vendor. When choosing items from inventory to list on a purchase order, rather than scrolling through the entire inventory file looking for items belonging to a particular vendor, you can simply use Filtered View to display only the items assigned to that vendor.

Filtered View is available for transactional documents, order documents, non-document records, and Reports. It is also available in both List View and Form View.

You can also customize your filter design and choose which elements to make available for filtering by selecting Filter Design from the right-click menu on the Filtered View dialog. (Refer

to Appendix A. Interface Design for information on customizing filter designs.)

Filtered View for the Inventory module.The fields available to add to a filter vary depending on which module you are in.

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To filter by criteria:

1. Select FILTERED VIEW from the side menu when applicable.

2. Enter criteria in any of the fields by which you want to filter. Press <Enter> or <v> to bypass any field, accepting its current entry.

Refer to the following sections for data entry tips.

By default, Filtered View displays the criteria defined the last time it was used. You can clear the currently defined criteria by choosing CLEAR ALL(<Alt+A>).

If the Included field is active for an element, you can choose to include or exclude items that match the criteria for this element by selecting INCLUDE or EXCLUDE from the drop-down list in the Included field. Alternatively, highlight this field and press <Space> until the option you want is displayed.

The Sort and Sort Order fields allow you to optionally define the order in which matching records are displayed. Choose the element by which you want records to be sorted (criteria does not have to be defined for an element in order to sort by it). In the row for this element select 1 from the drop-down list in the Sort Order field. Alternatively, highlight this field and press <Space> until 1 is displayed.

An arrow is displayed in the Sort field. An up-arrow © indicates that records will be sorted in ascending order by their values for this element if the element is numeric, and in

alphabetical order (from A to Z) if the element is text. A down-arrow ª indicates that records will be sorted in descending order by their values for this element if the element is numeric, and in reverse-alphabetical order (Z to A) if the element is text. Click the arrow, or highlight the arrow and press <Space>, to change its direction.

3. Optionally define additional sort elements to be used in the case of a tie. Retail Pro®_will initially order matching records according to the element designated with 1 in the Sort Order

field. When records have the same value for that element, they will then be ordered according to the element designated with 2 in the Sort Order field, and so on.

4. Select OK to accept the current criteria and filter for matching items. (Or, select CANCEL

(<Esc>) to escape the dialog without filtering.)

Only the records that meet all of your defined criteria are included in the filter results. List View displays all of the data meeting the filter criteria in lineal view. Form View initially displays the first record found that meets the criteria; switch to the next matching record by pressing <Crtl+PageDown>. Continue to view records using <Crtl+PageUp> to

display the previous record and <Crtl+PageDown> to display the next record.

5. When you are finished reviewing records, select CANCEL FILTER from the side menu to exit the filtered view and return to the full record file.

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Define Multiple Criteria for a Field

Multiple selection fields are available when criteria are restricted to a predefined list (exception:

multiple criteria can be selected for DCS and Vend Code, but criteria can also be manually defined; see the Note below). During the filter process, records are included or excluded if the

information in the related field is a match to any of the selected criteria. 1. Select (<F4>) from a multiple selection filter field.

Result: A selection dialog, similar to the example below, is displayed.

2. To select an option, click it or highlight it and press <Space>. Selected options have a checkmark next to them (5). To clear that option, click it or press <Space> again. OR

Choose the SELECT ALL or CLEAR ALL buttons. 3. Select OK to return the selected values to the field.

Choose CANCEL (<Esc>) to exit the dialog without returning any of your selected values to the filter field.

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Note: Manually Entering Criteria in the DCS or Vend Code Field

If you want to select multiple criteria in the DCS or Vend Code field, use the multiple selection list. However, you can also manually define a single criterion for either field by typing the criterion you want directly into the field in the filter dialog. For example, to filter for items only in the MCD department, type “MCD” directly into the DCS field in the filter dialog.

Note: Wildcard Criteria in the DCS or Vend Code Field

A “?” acts as a wildcard character in the DCS or Vend Code field; it matches any character. For example, say you use “W” as your department character to denote the Women’s department (WCD for Women’s Casual Dress, WFD for Women’s Formal Dress, WAS for Women’s Athletic Shoes, etc.). If you type “W??” into the DCS filter field, this will match any DCS code that has “W” as its first character: WCD, WFD, WAS, etc.

Define a Range of Criteria

Initially, the system displays both the starting and ending values of range filters as blank. If left blank, all records will be included.

To define a range, enter the lowest allowed value in the left field and the highest allowed value in the right. Open ranges can be specified by leaving one end of the range blank. (See example

below.)

Sample Filter Criteria Displayed Record Included when Filtering

Item #: (blank) to (blank) - All item records

Item #: 100 to 500 100 - 500 Records with item numbers 100 through 500, inclusive. Item #: 3000 to (blank) 3000 - Records with item numbers 3000 and up.

Item #: (blank) to 40 - 40 Records with item numbers 40 or less.

Pro Tip: Filtering by ZIP Code

When defining ZIP code ranges, keep in mind that the system treats all ZIP codes as 9-digit entries, and that, in a sort sequence, spaces are listed before any digits. (Whether the dash is required depends on how the codes were entered. If dashes were not used, then omit them when specifying filter criteria.)

Example: Retail Pro® treats 5-digit ZIP codes, such as 94488, as 94488 followed by 4 spaces. If you define a range of 94488-0000 to 94488-9999 (using ZIP+4 codes), any record with 94488 ZIP code (without the +4 code) would be omitted. To include all 94488 ZIP codes, including the 5-digit 94488 code, define the range from 94488 to 94488-9999.

Pro Tip: Defining Criteria

• Spaces: A space made by pressing <Space> is a keyboard character—the same as any other

entered character. When a space is included in a criterion, a matching space is required in the data record for the record to be a match during filtering.

• Blank Fields: A blank field acts as a wildcard; it matches every entry. No matter what is

contained in that field in each record, the record is included during filtering. If all filter criteria are blank, all data records are included in the filter results.

• Descriptive Field: (Examples: Desc 1, Attr) Records that have a string of characters

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your size criterion would locate records that have no value recorded in their Size field.

• Excluding Matches: Descriptive fields typically do not make use of the Included field

described above that allows you to choose to exclude matches. However, you can exclude matches in a descriptive field by using ~. For example, entering ~blue as your attribute criterion would exclude records that contain blue in their Attribute field.

• Range Fields: Range fields include records that fall within the specified range. All quantity,

currency, ZIP code, and date fields are range fields.

• Dynamic Dates: (available in most date fields) Dynamic dates define a time period in relation

to the current operating system date instead of using specific start and end dates. (For more

information on entering data in a date field, refer to Data Entry in Specific Field Types section.)

• And / Or: Some fields have and/or selections. If AND is selected, then criteria meeting both of

the defined criteria must be present for a record to pass through the filter. If OR is chosen, meeting just one of the defined criteria will allow a record to pass through the filter.

Pro Tip: Selecting NEW While in Filtered View

In Inventory, Vendors, Departments and Customers, selecting NEW while in Filtered View will perform the

following actions: 1) cancel Filtered View; 2) highlight the next blank line after the line that was highlighted when Filtered View was opened; and 3) enable edit mode.

Retail Pro v8 User Guide

Retail Pro

®

8

User’s Guide

About this Guide

Document Revision History

Table of Contents

Chapter 1. Introduction

Installing Retail Pro®

Licensed Inventories and Seats

Retail Pro

Stations

Purpose of the User’s Guide

Start Retail Pro

Authorization Date Message

Retail Pro

Home Screen

Top Menu

Practice Retail Pro

Getting Help

User Information

Data Protection

Exiting Retail Pro

Database File 2Gb Limit

Chapter 2. Basics

Introduction

Security & Preferences

Security

Log In/Out

Action Buttons

Screen Views

List View

List View Procedures

.

Form View

Form View Procedures:

Using Filtered View

Define Multiple Criteria for a Field

Define a Range of Criteria