WinPOS - Windows Point-Of-Sale WinBPS
Contents
1. Point of Sale Computer Specialist WinPOS Windows Point Of Sale WinBPS Windows Bridal Profit System WinTPS Windows Tuxedo Profit System BBL Systems Inc 6021 Sandy Springs Circle Atlanta GA 30328 VOICE 800 587 7277 FAX 770 234 4223 E MAIL SUPPORT BBLSYSTEMS COM WEB SITE WWW BBLSYSTEMS COM Copyright Notice Copyright 2000 2013 BBL Systems Inc BBL Systems Inc makes no representations or warranties with respect to the merchantability or fitness of the Windows Point Of Sale WinPOS for any particular purpose Further BBL Systems Inc reserves the right to revise this publication and accompanying software without obligation to notify any person or organization of such revision Trademarks Tuxedo Profit System TPS Bridal Profit System and BPS are trademarks of BBL Systems Inc This Quick start is for version 8 and beyond Welcome Welcome to WinPOS the premiere Windows based POS system for bridal shops formalwear retailers and formalwear rental stores from BBL Systems Inc the makers of The Bridal Profit System WinPOS hardware system requirements e Pentium processor at 500Mhz or faster recommended e 128 MB RAM or more depending on operating system e 32 or 64 bit operating system such as Microsoft Windows 95 98 Me NT 4 or 2000 XP Windows 2000 XP 7 8 is the preferred operating system e Atleast 500 MB free disk space before installing WinPOS e Multi user installations r2. Go over the accounting classes in WINPOS which will allow price changes which will be taxable and which will pay commissions Finally you must gather the information WINPOS needs to compute the retail price They are the retail factor cost factor sample cost reorder cost and the plus fields on the details screen of the inventory item Things to consider BEFORE entering your Customers 10 a Create a list of all the different ways customers may hear about your store These are your customer sources a Decide if you will use the customer type field and make a list of the types you will use for your store if desired Not required by WINPOS a Decide what types of ID you will ask your customers for WINPOS supports four different forms of identification a Does your store have any group accounts You will need to have these entered before entering your customers It is important to understand the order of customer entry before entering any customer information First there is an event file for each event and then customer files member files are created within the event files Finally the tickets are created within the customer files The order of entry would be Event gt Add Members gt Go to Customer gt Fill in customer info gt New Sale gt Create Transactions on the ticket The information you will need to have to begin entering your current customers is as follows the event type wedding Prom Social event n
3. excellent for printing the manual The Profit System Help This icon displays the manual in the Help file format This is great for online viewing and is available also from within WinPOS Query Maker Manual WinPOS includes the capability to create Report Labels and output to spreadsheet programs on demand via a utility called Query This manual explains how to use Query Data Manager This Icon short cut will start a special data file maintenance utility BBL or the shop may use it from time to time when necessary Reset training data This icon will restore the training data back to its initial state You would use this if you ve used the training mode of WinPOS for a while and want to reset the data back to how it was when you started Copy license to training This icon will copy your license file from your live data to your training You would use this if you purchase new features in your program and want them enabled for your training Copy live data to training This icon will copy your shops live data into the training data You would use this once you are up and running with WinPOS so that when you train new users they will be training with your inventory rather than the default training inventory Remote Helpdesk This icon download and run the Remote Helpdesk program from BBL Systems This is used by technical support to troubleshoot problems with your computer The URL for the program is http oblsystems c
4. OS When successful WinPOS will display a message stating that the license file has been updated Next a window will appear stating that your computer has not been authorized This is normal Click on OK The Set Business Date form will appear This form is displaying the current date and asking you to confirm that it is correct Normally your computer keeps track of the current date Make sure the date shown after Set WinPOS business date to is correct Enter MANAGER for the Sales Associate a user SA we have set up for you Click OPEN STORE Step 3 After WinPOS is installed amp authorized The installation will create a BBL Program Group with seven shortcut Icons These icons will be The Profit System This icon starts the WinPOS software Training The Profit System This icon starts the WinPOS software with training data where users can practice with the software and not be concerned about entering mistakes bad data etc The Profit System Manual This icon will display the User Manual in Adobe Acrobat PDF format Acrobat is a format proprietary to Adobe Systems which as become a standard for displaying and printing documentation This requires the computer to have the Adobe Acrobat file reader installed It is installed as part of the WinPOS Workstation The Adobe Reader may be also be downloaded FREE from the Adobe Web site www adobe com if your computer fails to automatically open the file The Adobe reader is
5. Store Setup Required Select your Accounting method in System Store Setup at Main gt Housekeeping gt General Setup gt System Store Setup Required Add all your employees using the Sales Associates form at Main gt Housekeeping gt General Setup gt Sales Associates Optional Create Inventory Categories at Main gt Inventory gt Inventory Categories Required Add Vendors at Main gt Inventory gt Vendors Required Add Color Size Width charts for matrixes at Main gt Inventory Required if you want to use stock purchase orders Add Markdown codes optional at Main gt Inventory gt Mark down codes Optional Enter your tax rate s on the Taxes form at Main gt Housekeeping gt Accounting Setup gt Taxes Required Add Retail Inventory Sizes and Receive History at Main gt Inventory gt Inventory Required ioSetup Security at Main gt Housekeeping gt General Setup gt Security Groups Permissions Optional 11 Enter your sales contract to print on receipts in Document Terms located at Main gt Housekeeping gt General Setup gt Document Terms Required 12Select your printers at Main gt Housekeeping gt General Setup gt Printers Required 13 Customize Letters Tag Mailing Labels at Main gt Housekeeping gt Letters Tags Mailing Labels Optional 14Add Customers via Main gt View Change Customers Required Things to consider BEFORE entering your Retail Inventory Q Q Dec
6. ame usually the bride s name the grooms name event date WinPOS can also track the event time and location Bride s name address phone numbers ID information measurements and similar information for all members of the event Next it is necessary to decide how the customer balances will be entered into WinPOS We recommend using the Balance Forward and Tax Forward method This takes the customers balance due and breaks it down into two numbers a taxes portion and non taxes portion allowing balances to be entered quickly using only two transactions per customer The other method is to enter all transactions for each customer individually This method will give you more detailed information on the ticket screen but is much more time consuming than the balance forward method You can be entering Events gt Add Members customers and your inventory at the same time If you choose the balance forward method you can also enter the customer tickets if the system setup is done properly before your customers are entered If you choose to enter all ticket transactions for your customers then all inventory must be entered before entering the customer tickets Finally Back Up Your Data The most important job of working with a computer is to back up it s data ona daily basis Computers are mechanical and thus can break ANYTIME This is usually not a problem because they can be repaired quickly and easily However a breakdown can cause da
7. ct BBL Systems Tech Support at 800 587 7277 ext 2 BEFORE installing any of this software You should view our training tutorial videos on our YouTube channel The videos may viewed online from Training Video Play Lists http bit ly 13LsVdG Installation Videos Play Lists http www youtube com playlist list PLdd9Y gjhIKMfycH6FY QWCp 5Rc3G8tFjz If you accidentally lock the workstation the entire screen will be blue and it will be prompting you to enter the password below to unlock the password is UNLOCK The built in username and password are MANAGER and PASSWORD You must enter PASSWORD in uppercase You are a single user PC installation If so follow these steps You are a new user and will use WinPOS on one computer a Open your computer s Web Browser and type the following address into your web browser s address field www bblsystems com downloads server1 1 ssetup exe When prompted choose to save the file to your Desktop When the download is complete type the following address into your web browser s address field www bblsystems com downloads workstation1 1 wsetup exe When prompted choose to save the file to your Desktop Close your Web Browser when the download is complete Double click on the ssetup exe icon on your Desktop Accept the default location for the installation and click the Install button f Once the server install finishes double click on the wserver exe
8. em EVERY DAY Common Questions Tips When you start WinPOS you may see this message Accounting date 11 20 2001 and system date 11 21 2001 do not match IF YOU PROCESS TRANSACTIONS YOU WILL PROBABLY CORRUPT YOUR DATA ll transactions are time stamped with the Accounting Date which is the date the store is open for In almost all cases this date is the same as todays date The only exceptions would be if your store is open past midnight or you are entering transactions that actually occured in the past If neither of these is the case you should close and re open the store and correct the accounting date Click Yes if you understand this and want to use WinPOS This is not an error it just means that the business date and computer date don t match You are using WinPOS and you see this message 12 TPS BPS Windows Station is locked enter the password below to unlock This means you have accidentally locked WinPOS The password is UNLOCK You can lock WinPOS by pressing the F12 key or selecting Lock Workstation menu option You cannot get the MANGER username and PASSWORD to work PASSWORD must be entered in all capitals Manager can be entered in lowercase or uppercase You are trying to print a receipt and nothing comes out You must tell WinPOS which printer to use for receipts and how many copies to print 1 Go to Main gt Housekeeping gt General Setup gt Printers Select the co
9. equire wired 100mb networking and or Windows 2000 2003 2008 20012 Terminal Services NOTE For performance and reliability reasons BBL Systems does NOT support Wi Fi wireless network systems Copyright 2000 2013 BBL Systems Inc All rights reserved Contacting BBL Systems BBL Systems Inc 6021 Sandy Springs Circle NE Atlanta GA 30328 Phone 800 587 7277 Fax 770 234 4223 Office Hours Monday to Friday 9 00 A M to 6 00 P M Eastern Standard Time World Wide Web www bblsystems com Sales email sales bblsystems com Support email support bblsystems com At BBL Systems we work hard to provide you with intuitive technical products Additionally we try to provide superior online and print documentation to enable you to work independently in running your store with WinPOS If you have a technical question that you can t answer with the provided tools please contact our Technical Support department All of our Technical Support representatives are eager to answer your questions Note You should have a current support contract or be under warranty to access BBL Systems support services BBL Systems support services are subject to BBL Systems prices terms and conditions in place at the time the service is used Installing Upgrading WinPOS A note before you install WinPOS Q Q Please read all these instructions before proceeding If you are not entirely clear on any of these instructions conta
10. icon on your Desktop Accept the default location for the installation and click the Install button When the installation is complete go to step 2 You are a multi user user PC installation If so follow these steps You are new user and will use WinPOS on MORE than one computer in a PC to PC peer network a Insure all the computers are installed properly and can read write to the Server Primary computer s hard drive If you do not know how to share the file server s hard drive please ask your hardware consultant Also printers should be installed and working i e ability to print a test sheet Please write down the name of this server computer A name was given to it by whomever installed the Windows Operating System You may need the name when you install the Profitsystem on each workstation Open your server computer s Web Browser and type the following address into your web browser s address field Perform this on your primary computer the one you will use to store all the data and where youhave shared the hard drive so other computer may read write data to it This should be the newest fastest computer www bbisystems com downloads server11 ssetup exe When prompted choose to save the file to your Desktop Close your Web Browser when the download is complete Double click on the sserver exe icon on your Desktop Accept the default location for the installation and click the Install button lf you DON T want t
11. ide on the inventory categories and sub categories you will use You ll need a list of all your vendors Assign an alphanumeric code for each one to identify them within WINPOS they can be up to 9 characters long but we recommend keeping them short Determine the method your store will use to assign the style codes to inventory items Decide if you will put in all size and color charts or use standard charts Write a short description for each item this will appear on the list tab as well as on reports receipts and Purchase Orders Which items do the vendors give discounts on and what is the percentage Does your store carry this item in stock How low should the quantity on hand go before re ordering Make a list of reasons you would markdown inventory items and assign a code to each reason can be up to 9 characters but we recommend keeping them short Which items will employees receive a spiff on how much and when Special order item from stock or either Any special notes you would like displayed on the screen at the time of sale Does this item require a season code Is this item discontinued if so when WINPOS will display this information on the ticket screen at the time of sale Is this an item that has been advertised How many do you have in stock what sizes and colors Will you have more than one price for this item WINPOS can display two retail prices at time of sale and you choose between the two
12. o use your server computer as a workstation go to step 2 lf you DO want to use your server computer as a workstation re open your computer s Web Browser and type the following address into your web browser s address field www bblisystems com downloads workstation1 1 wsetup exe When prompted choose to save the file to your Desktop Close your Web Browser when the download is complete Double click on the wsetup exe icon on your Desktop Accept the default location for the installation and click the Install button j lf you have any additional computers in the shop that you wish to use as WinPOS workstations repeat steps f g and h above for each of those computers When the installations are complete go to step 2 Note The data files and workstation specific configuration files are located in the default folder of In Windows XP C Documents and Settings All Users Application Data ProfitSystem In Windows Vista or Windows 7 8 C ProgramData ProfitSystem Setup files like the TPSWIN INI are located there even if the default folders are not accepted during the installation The program files are located in the default folder of C Program Files ProfitSystem Running the software for the first time Step 2 Starting the application for the first time for NEW USERS with single or multiple computer installations a When you start WinPOS for the first time on each server workstation this message will ap
13. om downloads remhelp exe We strongly suggest that you print out a copy of the manual and review it before trying to use WinPOS Below are directions to print the manual 1 Click Start gt Programs gt BBL Systems gt WinPOS Manual 2 Once it displays on screen click the File menu then choose Print The manual is about 500 pages Please review the manual for detailed operating instructions lf you are a DOS BPS user and are upgrading Once you have WinBPS installed and authorized you can import your DOS BPS data Before converting you must read the special instructions document included with this Quickstart Guide for How to Convert DOS BPS data to WinPOS Remember to import your DOS BPS data WinBPS will need access to it Consult your computer tech for the best method to gain access to the DOS BPS data Review the manual From within WinPOS you may click on the Help menu and then Contents This is a fast way to look up answers Start with the online help Chapter Help gt Contents gt Getting Started gt Getting Started with WinPOS Also the manual may be printed from the Start gt Programs gt The Profit System program group Please review the manual for detailed operating instructions At the minimum you ll have to perform the following steps before using WinPOS 1 N w gt nn an oo O Configure basic settings in System Store Setup at Main gt Housekeeping gt General Setup gt System
14. pear This is the first time you ve run The Profit System b If the data files are installed on this computer go to step c If the data files are installed on another computer a server enter the name of that computer WinBPS will check if the data files are installed on the computer and available as a data share called ProfitSystem If WinBPS can locate the data files go to step c If WinBPS cannot locate the data files it will tell you You should go to the computer that contains the shared data files and create a data share called ProfitSystem on the data directory and make sure all users have full permissions to access it This may require the help of your computer technician The share location will be different depending upon the windows operating system being used In Windows 2000 XP the data directory is located at C Documents and Settings All Users Application Data ProfitSystem In Windows Vista amp newer the data directory is located at C ProgramData ProfitSystem In either case create a share called ProfitSystem on the data location for your windows operating system and make sure all users have full read write access to it both through the data share and through the Windows permissions on the folder If this procedure is not clear please consult a local computer expert who can assist you c The installation program will provide a workstation Name and number prompt for each workstation the first time WinPOS is
15. ran on each enter a name for this register for example POS1 The register name is used to identify the computer to WinPOS within WinPOS the term used for PCs Terminals is REGISTER All sales transactions are stamped with the register name that processed them The register name is also printed on the sales receipt We recommend you use descriptive workstation names such as POS1 RECEIVING SERVER etc so they will have meaning to you If you are setting up your computers and network from scratch use the same descriptive names for your computer names in Windows when installed At the Number prompt either type in a station number or use the up and down arrow buttons to the right of the entry field to increase or decrease the number The station number is used to identify the computer for the Credit Card Processing integration when used and should be unique We recommend that you number the computers sequentially Start the numbering at the Point of Sale stations starting with 1 Click the SAVE button when you are done and WinPOS will automatically create the necessary entries for this workstation Activation Authorization of software d Next when WinPOS starts properly a message will display How are you updating your license Choose Via the internet using a update license key included in the email you received from us This method will download your license file from our servers and authorize the computer to run WinP
16. rrect printer for each document type Click Done when done Go to Main gt Housekeeping gt General Setup gt System Store Setup Go to the Other Settings Tab Make sure the Receipt Copies is set toa number greater than zero Click Save then Done Go to Main gt Housekeeping gt General Setup gt System Store Setup Go to the Other Settings Tab Make sure the Receipt Copies is set toa number greater than zero Click Save then Done Go to Main gt Housekeeping gt General Setup gt Register Setup Select the first register in the list and go to the Details Tab Make sure the Receipt Copies is set to 1 which will tell WinPOS to use the System Store Setting If you want a different number of copies for the selected workstation enter it instead Click Save Go back to the List tab and repeat for each workstation When you have updated all the registers click Done Exit from WinPOS and restart it and try printing a receipt again Help Us Help You When contacting Technical Support via phone email web site form or fax please provide the following information for the fastest possible service e Product serial number registration number e Your name company name and phone number e Exact product name and version number e Type of operating system e g Windows 95 e Complete description of the issue including steps to reproduce it e Exact wording of any messages displayed when you encountered the problem e Step
17. s taken to resolve the problem e All previous email messages with BBL Systems about the issue if any Submit online support request Log in to our new Customer portal at https bblsystems com store clientarea php email the email address on file with us password Reset your password if you do not know your current password Email Ask questions and receive detailed answers from Technical Support by addressing your email message to support bblsystems com Please make sure to include the information listed above You will receive a response via email Fax Ask questions and receive detailed answers from Technical Support by sending a fax message to 1 770 234 4223 Please make sure to include the information listed above You will receive a response via fax 14 Frequently Asked Questions and Manual The current WinPOS Manual is located on our web site http obblsystems com support 2 Telephone You can reach BBL Systems Technical Support by phone Monday through Friday excluding holidays at 404 978 0137 or 800 587 7277 Please make sure to include the information listed above Calls are returned on a first come first served basis Order supplies http oblsystems com products
18. ta loss Data CANNOT be replaced quickly and easily For this reason you must BACKUP the data on the computer every day 11 Computers can be equipped with external hard drives that will quickly back the data This is the preferred method of backing up since it s fast and requires almost no involvement from an operator You can also back up to CD ROM zip drive or other removable media The proper routine is to have a separate backup or CD zip disk etc for each day of the week that you are open Then every day back up to that day s cartridge i e every Monday backup to the Monday cartridge Tuesday to Tuesday cartridge etc Place the backup in a safe place like a fireproof safe or take them home This method provides plenty of protection and security If you don t know how to get your backup set up contact a computer consultant or computer store You should back up the entire Profitsystem data folder and everything inside it on your server Consider this If you hard drive fails and you have no backup you now have no record of who paid you money who still owes you money what gowns you need to special order what you have in inventory etc Most people experience a computer failure of some sort at one time or another The difference between an inconvenience and a disaster is whether or not you have a good backup REMEMBER Don t take chances with your shop s precious customer and inventory information Back up your syst
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