INSTALLATION & USER GUIDE
Contents
1. Network X without the quotes where X is the drive letter that you noted earlier MODEM If your Point of Sale application is in a different building to your Head Office application you will need to use a dial up modem connection via a telephone line To set this up on the Head Office application go to BRANCHES BRANCH DETAILS on the menu select the appropriate branch Type the telephone number that the Point of Sale PC is connected to into the Modem Telephone Number box To set up the Point of Sale application go into OVERNIGHT MODE and when you reach the COMMUNICATIONS screen press F2 and select the Modem connection You will need to ensure that suitable dial up modem cards are installed and set up in each PC and that the connection to the telephone line is in place WINDOWS SCREEN REVIVAL To revive the screen from its standby state please get into the habit of pressing the SHIFT key This is because from Win 98 onwards Windows does not loose the keypress used to revive the screen therefore your keypress could be meaningful it could provide an input or it could ditch a message window before you get the chance to read it The SHIFT key is the only key you can use that will not have any meaningful effect MULTIPLE TILLS If you are using more than one till at a branch the till that has the overnight connection to the Head Office application will be the SERVER till and the others will be CLIENT tills WARNING2. Each client till requires a separate installation package DO NOT attempt to use an installation package for an existing till to create a client till this would result in corruption of data If you need a client till please contact Data Today Ltd You will need to ensure that network cards are installed and set up in each PC and that the necessary cable connections are in place On the SERVER Point of Sale PC right click START and click EXPLORE find the POSAPP folder if you chose the default location when installing you will find this under C Data Today Ltd Right click the POSAPP folder and select PROPERTIES then click the SHARING tab Select to SHARE the folder and ensure this is a FULL share i e allow files to be changed over the network VISTA users should right click the POSAPP folder choose share open the dropdown box and select Everyone all users in this list click Add change the permission level to owner or co owner and click Share Close Windows Explorer You now need to find and make a note of your COMPUTER NAME This name identifies your SERVER till PC on the network Click on START SETTINGS CONTROL PANEL Depending on your version of Windows your COMPUTER NAME will either be found in NETWORK on the IDENTIFICATION tab or in SYSTEM on the COMPUTER NAME tab On each CLIENT till PC right click START and click EXPLORE on the TOOLS menu click MAP NETWORK DRIVE VISTA users should click Compute
3. SHARING tab Select to SHARE the folder and ensure this is a FULL share i e allow files to be changed over the network VISTA users should right click the POSAPP folder choose share open the dropdown box and select Everyone all users in this list click Add change the permission level to owner or co owner and click Share Close Windows Explorer You now need to find and make a note of your COMPUTER NAME This name identifies your Point of Sale PC on the network Click on START SETTINGS CONTROL PANEL Depending on your version of Windows your COMPUTER NAME will either be found in NETWORK on the IDENTIFICATION tab or in SYSTEM on the COMPUTER NAME tab In the Jade Point of Sale application go into OVERNIGHT MODE and when you reach the COMMUNICATIONS screen press F2 and select the Network connection On the Head Office PC right click START and click EXPLORE on the TOOLS menu click MAP NETWORK DRIVE VISTA users should click Computer in Windows Explorer and Map network drive will then appear in the title bar In DRIVE select a suitable drive letter and make a note of it you will need this later In PATH type COMPUTERNAME POSAPP where COMPUTERNAME is the Point of Sale computer name you noted earlier Check the RECONNECT AT LOGON box In the Jade Head Office application go to BRANCHES BRANCH DETAILS on the menu select the appropriate branch and type the following into the Modem Telephone Number box
4. Data Tovar L imited INSTALLATION amp USER GUIDE CONTENTS CONTACT DETAILS INTRODUCTION OVERVIEW INSTALLATION STARTING THE APPLICATIONS SWITCHING BETWEEN APPLICATIONS QUITTING THE SYSTEMS COMMUNICATION WINDOWS SCREEN REVIVAL MULTIPLE TILLS CENTRAL HQ ENTERING DATA STOCKTAKING EVERY DAY EVERY MONTH BACKUP PASSWORDS HELP TRAINING STAFF EQUIPMENT DEVICE SETUP EXPORTING DATA IMPROVEMENTS SCREEN SIZE WINDOWS USER ACCOUNTS SYSTEM TIME amp DATE CONTACT DETAILS To contact Data Today Ltd please telephone 01737 352133 or email sales datatoday co uk INTRODUCTION Thank you for choosing the Jade Retail Management System Jade RMS a set of highly sophisticated Windows applications which are at the same time very flexible and easy to use OVERVIEW If the products you sell are barcoded you can scan the code to enter the product however it is just as easy to enter a product with no barcode using the powerful search facility within the system Jade RMS is suitable for single or multiple branches and for single or multiple tills at each branch The Head Office Retail Management software HQ can be installed on the same computer as the Point of Sale till software POS or the two can be on separate computers as far apart as you wish connected by telephone line or network You can have as many POS s feeding the HQ as you wish Jade RMS is a tool that can be used to save a great deal of time by au
5. L weighting group if desired The above is only a suggestion you can create and use weighting groups of whatever type and nature best suits your business BACKUP It is strongly recommended that you back up the Head Office application DAILY using our back up facility You ll find this under Utilities on the Head Office menu bar We recommend backing up to a removable hard drive such as an lomega Zip however other drives such as USB Memory Sticks can also be used CD drives are not suitable for this type of back up PASSWORDS Initially no passwords have been created in the system Therefore where you are asked for a password just press the RETURN or ENTER key To create passwords use the Branch Details facility on the HQ system Passwords can be different for each branch To determine the scope of these passwords go to ACCESS STATUS FOR RESTRICTED FACILITIES under UTILITIES on the Head Office menu and also go to PASSWORD STATUS FOR P O S FUNCTIONS under BRANCHES on the Head Office menu HELP On both the POS and HQ systems context sensitive help is available by pressing F1 This means that wherever you are in the system appropriate help will appear when you press F1 TRAINING STAFF To enable staff to be trained on the POS there is a Training Session which you ll find under Other Functions In this mode no changes are made to data thus enabling full training to be given on every aspect of the system without any danger of altering
6. TION The Head Office application will need to be able to communicate with each branch to carry out the two way transfer of data that will normally take place each day This is otherwise referred to as the download There are three possible methods depending on your setup 3 GG these are Local Network or Modem Each method is now explained LOCAL If your Point of Sale application is on the same PC as your Head Office application you will use a Local connection To set this up on the Head Office application go to BRANCHES BRANCH DETAILS on the menu select the appropriate branch and type Local without the quotes into the Modem Telephone Number box To set up the Point of Sale application go into OVERNIGHT MODE and when you reach the COMMUNICATIONS screen press F2 and select the Local connection NETWORK If your Point of Sale application is on a different PC to your Head Office application but in the same building you will most likely use a Network connection To set this up you will first need to ensure that network cards are installed and set up in each PC and that the necessary cable connections are in place File sharing must be enabled On the Point of Sale PC right click START and click EXPLORE find the POSAPP folder if you chose the default location when installing you will find this under C Data Today Ltd Right click the POSAPP folder and select PROPERTIES then click the
7. ally HOW TO CHANGE THE ACCOUNT TYPE You can change the account type by logging off from the Limited user account and then logging onto the Computer Administrator s account Go to Control Panel and User Accounts select the Limited account and then change the account type to a Computer Administrator Log back into what was previously the Limited account and install the Jade applications After installation you can change the account back to the Limited type SYSTEM TIME amp DATE The correct setting of the Head Office PC s system time amp date is vitally important If it is altered to anything other than the correct current time amp date corruption of your data will occur If you are using more than one PC in your system it is also especially important that each Point of Sale PC is synchronised with the Head Office PC otherwise corruption of your data will occur This synchronisation will be carried out automatically during each download if permitted by the operating system The permission status can be checked on each Point of Sale by going to Help on the menu and selecting About Jade This dialogue will tell you if the date and time is updateable from the Head Office If the dialogue says that it is not updateable please close the software and re start it by right clicking the icon and choosing Run as administrator it will be necessary to use this method each time you start the Point of Sale After starting please c
8. e on the use of this facility see the Head Office System HELP INSTALL POINT OF SALE PACKAGE If you are not intending to run your till on the same PC as your Head Office software you will have a separate Point of Sale installation package on the CD Insert the CD into your CD ROM drive The installation should start automatically after about 20 seconds Please select the appropriate option to install the Point of Sale software lf you are installing more than one till there will be a separate installation for each till on the CD please ensure you use the correct installation for each location Please note that nothing should ever be added to altered in or deleted from the installation folder for this software STARTING THE APPLICATIONS There are two methods 1 Double click the appropriate icon on your desktop look for Jade PoS or Jade Head Office 2 Click the Windows START button choose PROGRAMS and then select the JADE RETAIL SYSTEMS group Inside the group you will see various options to choose from SWITCHING BETWEEN APPLICATIONS To switch between the HQ and POS when both are running click the appropriate icon in the Windows task bar at the bottom of the screen QUITTING THE SYSTEMS To exit the HQ system click FILE on the menu bar and choose EXIT To exit the POS system click FILE on the menu bar and choose EXIT or press F9 from the Sales screen to reach Other Functions then enter 15 to exit the application COMMUNICA
9. each page is completed the results should be entered into the STOCKTAKE facility on the Point of Sale system In this way a rolling stocktake can be carried out you only need to avoid selling a product between counting it and entering it otherwise products can be sold as normal the only exceptions are component and created products For further guidance press F1 for Help after you have accessed the STOCKTAKE facility 4 When the stocktake has been finalised on the Point of Sale system the results will be transmitted back to the Head Office application on the next download 5 Stocktake valuation and discrepancy reports can then be printed from the Head Office system by going to REPORTS STOCK TAKE amp VALUATION For further guidance on any topic please press F1 EVERY DAY At the end of each trading day a Z Report should be taken on the Point of Sale followed by a download to exchange data between the Head Office and Point of Sale systems To access the Z Report from the Sales Screen press F9 enter 7 and then 7 again EVERY MONTH Once the system is established it is advisable to make the following amendments at the start of each month in order to get the best performance from Proportional Purchasing 1 Switch all products in the NEW PRODUCTS weighting group which have sales in month three to the STANDARD weighting group 2 Switch all products in the STANDARD weighting group which have sales in month twelve to a SEASONA
10. heck the status again If you are unable to make it updateable please contact Data Today Ltd
11. on near the top of the Help page Below is a summary of the recommended sequence when entering data from scratch As mentioned above please use HELP to obtain full details on each topic 1 Make sure the system Time amp Date are correct 2 Set Archive Periods 3 Create Staff Details 4 Enter Branch Details 5 Set up Payment Methods 6 Set up Password Status For P O S Functions 7 Create P O S Customer Display Messages Next there are product related aspects that you will need to check or create before you can start entering product details 8 Set Default Values 9 Create Departments 10 Create Brands 11 Create Suppliers 12 Create Discount Structures Now you can enter product details 13 Create Product Details 14 Create Composite Products if required Finally 15 Print Shelf Edge Labels for distribution to the branches All the information that you have created or amended will be transmitted to the branches when you do the next download STOCKTAKING It is advisable to go live with our system BEFORE you conduct your first stocktake you can then follow the sequence below 1 Print stocktake sheets from the Head Office system by going to REPORTS STOCK TAKE amp VALUATION 2 ENABLE the stocktake this is a security measure for each branch in BRANCHES BRANCH DETAILS 3 After the next download the stocktake can be carried out at each branch following the instructions on the printed sheets After
12. r in Windows Explorer and Map network drive will then appear in the title bar In DRIVE select the drive letter P this is important it must be drive letter P In PATH type COMPUTERNAME POSAPP where COMPUTERNAME is the SERVER till computer name you noted earlier Check the RECONNECT AT LOGON box CENTRAL HQ This is a non existent or virtual branch which when selected in Product Details shows the TOTAL values or Global values as appropriate for all branches When you are creating products or amending prices please always select the Central HQ branch this will produce global values across all branches If a price is entered into an actual branch the change will only affect that branch This also applies to Order type min stock max stock and the price start date ENTERING DATA With a totally new system there are certain general aspects that you will need to set or create in order to prepare the system for use and these are listed below However for more detail on each of these aspects it is recommended that you press F1 in the Head Office system to call up HELP Click the CONTENTS tab and then click on GETTING STARTED WITH JADE RETAIL MANAGEMENT Click on the links for further help with each topic TIP In the title bar of each topic you will see a link called Facility Location click on this to find out where the facility is located on the menu bar TIP Any HELP page can be printed if you wish just click the PRINT butt
13. rivileges assigned to each user On a computer that is part of a network domain a user must be a member of at least one group The permissions and rights granted to a group are assigned to its members LIMITED ACCOUNTS You can install our applications in a Limited user account see further below for details however please bear in mind that Windows prohibits the changing of time or date from a Limited user account Consequently whereas the time and date of each Point of Sale computer is normally synchronised with the Head Office computer during each download this will not be possible for Limited user account installations Manual control of time and date will therefore need to be carried out using the Windows Control Panel from an administrator s account It also follows that if our Head Office system is installed in a Limited user account it will not be possible to alter the time or date from within that application INSTALLING To install our applications in a Limited user account please temporarily change the account type of the Limited user account to a Computer Administrator s account Only this method should be used for installation do NOT choose the option to run the program as the following user because even if you choose the Computer Administrator s account errors will occur when you try to run the applications After installation you can change the account back to the Limited type and our applications will run norm
14. that there is no danger of these external programs changing and thereby corrupting the live data IMPROVEMENTS The development of the Jade RMS is ongoing and we are open to your suggestions for improvements or additional facilities If you can t find a facility that you need on the system please telephone us it might already exist or we might be able to provide it SCREEN SIZE Our applications re size themselves in any resolution however if they look too big on your screen you can re size them by moving the mouse to the far right of the bar at the bottom of our application window where you can see some diagonal lines if you can t see them the window has been maximised so use the Windows restore button top right When the mouse is over the diagonal lines the mouse pointer will become a double headed arrow hold down the left mouse button and drag the corner of our application window in towards the centre of the screen until the size is suitable Let go of the mouse button and the contents of our application will re size to fit You can then reposition our application on your screen by moving the mouse to the title bar at the top of our application window hold down the left mouse button and drag our application to where you want it on the screen WINDOWS USER ACCOUNTS A user account defines the actions a user can perform in Windows On a stand alone computer or a computer that is a member of a workgroup a user account establishes the p
15. tomating mundane tasks such as Purchase Ordering re pricing please note that if you wish prices can be different for the same product at each branch maintaining margins stock valuation and handling special orders and stock returns and by eliminating the need to constantly count stock before ordering Purchase Ordering can be handled on a very automated basis and in a very intelligent way This system doesn t just replace stock it copes with current trends and even seasonality if you wish INSTALLATION To install programs in Windows you need to have computer administrator privileges If you are certain that you are using a Computer Administrator s account you can proceed with the method below otherwise see the section later in this guide headed Windows User Accounts If you previously installed a demonstration version of this software please un install it before proceeding To un install click on START SETTINGS CONTROL PANEL ADD REMOVE PROGRAMS VISTA Programs and Features and then remove Jade Retail Systems INSTALL HEAD OFFICE PACKAGE Insert the CD into your CD ROM drive The installation should start automatically after about 20 seconds Please select the appropriate option to install the combined Head Office and Local Point of Sale systems If you are not intending to use the Head Office and Point of Sale on the same PC this Local Point of Sale application will only be used as an emergency backup For guidanc
16. your data EQUIPMENT Suitable barcode scanners receipt printers customer displays and cash drawers can be purchased from Data Today Ltd There is a configuration facility for setting up these devices An Uninterruptible Power Supply is recommended to prevent data loss in the event of mains power problems If you want your POS to on a different computer to your HQ you will need either a Network card or a dial up Modem depending on the location of the computers DEVICE SETUP For setting up printers customer displays audio etc there is a configuration facility on the Point of Sale To access this facility press any alphabet key on the keyboard while the Point of Sale is starting up i e starting from scratch or re starting after you exit overnight communications Alternatively configuration facility can be accessed under UTILITIES on the menu or by pressing F9 from the Sales screen to reach Other Functions where you will find it on the menu EXPORTING DATA There are many forms of analysis and printable reports within the Jade system and therefore you probably will not need to resort to external systems However should the need arise external applications such as Spreadsheets Word Processors and Accounting packages that support ODBC can be used to access data from our system enabling you to use your data in whatever way you wish When using ODBC it is recommended that you always work with a copy of the data so
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