Point-of-Sale Software
[Salon Software] [Restaurant] [Jewelry] [Cellular] [Gas Station] [Rental] [Retail] [Wholesale]

Tutorials


Log-In Screen

Upon launching the Agnitech Point-of-Sale software, the first screen that comes up is the login screen. In the lower-left corner, you should see the following icons:

  • Rebuild Database
  • Export Database

Clicking the Rebuild Database icon, the system updates the database schema/structure so that it is up-to-date with the version of the software that is currently running. This is important especially if you had downloaded and installed a new version, some of the features in the new version might not work properly unless the database schema is up-to-date. As a rule-of-thumb, always rebuild the database after installing a new version of the software.

Clicking the Export Database icon allows you to export the data in your database to SQL-insert statements, which you can then use to transfer that data to another system or database. This option has been made available in order to make it easy to copy your data into a format that can be imported into another system if the need arises for that.

The process of purchasing a software license from Agnitech involves the following steps in the order that is shown below:

  1. Download the software from Agnitech.com to try it out, and if you decide you would like to purchase a license, visit the company's website at agnitech.com and click the Buy Now button next to the software you wish to buy, and go through the process of completing the purchase transaction
  2. Once we have received your purchase confirmation, we will email you instructions to send us the complete information that we need in order to generate your license. The information we usually request includes the following items:
    • Your Company name and address (as you want them to be shown in the program)
    • Your Telephone#, Fax#, Email Address, and your company's Website URL if available
  3. Reply to our email to send us the requested information.
  4. Upon receiving the requested information, we will issue your license and email you complete instructions on how to download and install the license file.

To login to the software, enter your username and password, and then click the Login button. The default username and password are ADMIN and ADMIN respectively. You can change the password once you're logged-in

System Setup and Administration

Once you are logged-in, click the "System Administration" icon in the top-left corner of the application screen, that should take you to the System setup and administration screen, where you can setup your business information, products, taxes, email, employees, etc.

Company Profile

Although you cannot modify the company name and address, which are part of the license that was issued to you when you purchased the program, you can still update the company telephone, email, and website url. The company information which appears under company profile gets printed on reports, receipts, or wherever it makes sense to display that information.

To make changes to the telephone number, email address, or the website url, click the "Company Profile" button, enter the new information and click Save.

If you have not purchased a copy of the program, those fields will be locked, and you won't be allowed to change any of the information. These fields will be unlocked only for customers who have purchase a licensed.

Business Settings

The Bussiness Settings screen allows you to configure the global settings for your business, including the business operation hours, invoice note, printer margins, display formats, and units of measurement. Warning: Make sure you click the Save or the Save and Close button to save the settings once you have made the changes that you needed to make.

Business Hours: You can change the starting and ending time of your hours of operation for each day of the week. To change either of these values, click the cell that you want to change, and enter the time in military format (0-23 hours). For example, if the operation hours for monday are 8 AM to 6:30 PM, set the start time to 08:00, and the end time to 18:30.

Printer Margins: You can set the left, top, right, and bottom margin to exclude a percentage of these sides of a page whenever the software prints a report or a receipt. This is extremely useful for some printer drivers that do not report the correct dimensions of the page. If you notice that some of the content being printed in the software is getting cut-off, you can adjust these margins to ensure that the entire content is displayed correctly.

Formats: You can setup the way you want the software to display dates, telephone numbers, currency name, and currency symbol.

  • The default date format uses the US format of Month/Day/Year. In most, if not all european and non-US countries, the format used in dates is Day/Month/Year. Whatever the format is that you want the program to display, you can change it here.
  • In addition, you can confgure the format of how a telephone number should appear throughout the program. The telephone format can be any combination of digits and masking characters, where digits must be represented by the hash tag (#). The software automatically replaces each hash tag with a digit from the telephone number, and leaves the other masking characters intact. For example, assume that the telephone number is made up of 10 digits, and you want the telephone number to appear in the format (123) 456-7890; in this case, the telephone format must be set to (###) ###-####.
  • The currency name should be set to the full name of the currency that you use in the country where you operate your business. For example, if your business is in the USA, the currency name should be set to "Dollar". If you operate your business in Italy, the name should be set to "Lira".
  • The currency symbol should be set to the symbol representing the currency used in your country of operation. For example, the symbol used for the US dollar is $.

Invoice Settings: Under this tab, you can set the text of the note that you want to appear on the bottom of all invoices/receipts that you give to your customers. Simply enter the text that you want to show in the box provided. This note can contain a greeting message, announcement of specials, a holiday greeting message, or whatever text you want to appear on each invoice.

Other Settings: Under this tab, you can set the text of the measurement unit that you want the program to display for weight, size, and volume.

Tax Rates Setup

Under tax rates setup, you can configure up to 3 types of taxes that can be applied to all your sales. Generally, the tax rates that you configure here will be automatically calculated and added on top of the price of a product, with the exception of those products that you flag as Tax-Exempt under Product Setup. If a product is NOT flagged as tax-exempt, the system merges all three tax rates, and calculates the tax amount based on that total rate.

In some regions, there is only one type of sales tax that you apply to sales, and the rate depends on that region's tax laws. In other regions, the government might require you to add a city and/or local tax rate in addition to the sales tax rate. In such case, you may want to set the Tax-1 Rate to the sales tax rate, the Tax-2 Rate to the city tax rate, and the Tax-3 Rate to the local tax rate. You can also combinate all tax rates into a single rate, and the amount of tax applied will be the same, but then you lose the ability of being able to produce a tax report broken down by Tax-1, Tax-2, and Tax-3. Note: The effective tax rate at the time of a sale is saved as part of that sale. If you change the tax rate after sales have been made, those old sales will remain taxed at the old tax rate, and the new tax rate will only be effective on future sales.

Email Account Settings

To configure the settings of the Email account that you want this software to use to send emails out to customers, and for emailing marketing materials, click the Email Account Settings button, and enter the information as described below: (Disclaimer: This list is provided as a guideline, and should not be taken as the official source for this information.)

  • Use SSL: Check this box only if the email server for the account you're configuring requires a secure connection. Most email servers have this requirement.
  • Server/Host: This is the name of the host that the application will connect to in order to login with the account you configured in order to send out emails. Following is a list of some of the popular hosts as of this date:
    • GMail: smtp.gmail.com
    • Yahoo: smtp.mail.yahoo.com
    • Hotmail: smtp.live.com
    • Outlook: smtp-mail.outlook.com
  • : This is the port number of the host that the application will connect to in order to login with the account you configured in order to send out emails. Following is a list of some of the popular hosts as of this date:
    • GMail: 465
    • Yahoo: 465
    • Hotmail: 465
    • Outlook: 587
  • Email Address: This is the email address of the account that you want the software to login as in order to send out emails.
  • Password: This is the password that the software will use to login to the host when using the above email address.
  • Confirm Password: Enter the same password that you enter in the Password field. (They 2 passwords must match)
  • From Email: This is almost always the same as the address you entered in the Email Address field.

Currency Denomination Setup

Currency denominations are used by the program to capture a snapshot of the money on hand at the beginning and end of a cashier's shift. The denominations are presented to the user at the time of starting and ending a cashier's shift in order for him/her to enter the count of each denomination that he/she currently have on hand. You can configure up to 12 currency denominations. If you are operating your business in the USA, the current currency denominations include a penny, a nickel, a dime, a quarter, a dollar, 2 dollars, 5 dollars, 10 dollars, 20 dollars, 50 dollars, and 100 dollars. For that, you would enter 0.01 inside the Currency-1 box, 0.05 inside the Currency-2 box, 0.10 inside the Currency-3 box, etc.

Income Types

Income Types are not the same as currency denominations or payment methods. Income types are used solely for the purpose of entering the count of income by type at the end of a shift in the Gas Station software. They are not currently used in any of our other software, but we might add similar functionality to the other software in the future that will require the setting up of the Income Types. Examples of Income Types include Cash, Credit Cards, Checks, Transfers, etc. To setup the income types, click the Income Types button, click Add to add an income type, enter the name and the description of the income type and click OK. If you ONLY enter the name, the description is automatically set to the name.

Payment Methods

Payment methods are the type of payments that you accept as payments from customers. When a customer makes a purchase, the payment(s) received from the customer must be entered with a specific payment method. Currently, the software support 6 types methods: Cash, Credit Card, Check, Gift Card, Transfer, and Other. You can attach an name to any of these methods to be displayed to the user when a payment is being entered. To add the payment methods, click the Payment Methods button, select a payment type, enter the name that you want to be displayed for selected payment type, and then click Add Payment Method. You can map a maximum of 1 name to each payment type. If you do not map a name to a payment type, the payment type will not appear in the payment screen when a payment is entered. You can also attach an image to each payment method by simply downloading your favorite image file from the internet, and save it under EzPointOfSale/images as paymenttype.gif, where paymenttype is replaced with the name that appears in the payment type dropdown list. For example, if you map a name to the Cash payment type and add it, and then save an image with the name cash.gif under EzPointOfSale/images, the image will appear along with the name of the payment method in this setup screen.

Printer Settings

Under Printer Settings, you can configure the printer to use for the station, reports, and kitchen (This option is only available for the restaurant software). Every user can configure these independently from other users, or they can all share the same printer(s) as long as the printer they want to share is shared on the network. Following is a description of how each of these printer types is used by the software:

  • Station Printer: This software uses the station printer to print sales invoices/receipts; this means that any time you print an invoice for a customer, the invoice is sent to the printer configured as the Station printer.
  • Report Printer: This software uses the report printer to print any kind of report (excluding sales invoices/receipts).
  • Kitchen Printer: This software uses the kitchen printer to print new ordered items to the kitchen printer for the cooks to prepare the ordered item. (This is only applicable in the Restaurant software)
To configure each printer, click the Printer Setup button. For each type of printer, select the printer from the dropdown list to assign it to the selected printer type. The printers list displays all the printers that have been configured on your computer through the Windows Printer Setup. If there is a printer that you know exists, but does not appear in this list, that means this printer has not yet been added to your computer, you must do that first in order to be able to see it in this list. If you do not set the margins specifically for each type of printer, the default printer margins that are configured under the Business Settings screen apply. If you are configuring the Station or Kitchen Printer, you have the option to indicate whether the assigned printer is a receipt printer, or a regular printer by checking/unchecking the "Is Receipt Printer" box. If you check that box, the program formats the printed content to fit inside the receipt printer paper.

Cash Drawer Setup

A cash drawer can be connected to a computer in two different ways. It can be connected indirectly by plugging it into a receipt printer, where the receipt printer is then connected directly to the computer. The drawer can also be connected directly to the computer, by plugging it directly into the computer through one of its ports.

  • Indirectly connected to a receipt printer: In this case, the software will print a receipt to the receipt printer, and the printer must be configured to automatically open the cash drawer whenever any thing is printed to this printer. The only setting that you have to configure in this software is to make sure the CheckBox that appears at the top of the Cash Drawer setup screen is checked.
  • Directly connected to the computer: In this case, the program will communicate directly with the Cash Drawer, but in order for it to do that, you must configure the cash drawer settings in the software to tell it the port that the cash drawer is connected to, the comma-delimited list of codes that will open your particular brand and model of the cash drawer (Can be found inside the manual that came with your cash drawer), and check the box at the bottom of the screen to enable the automatic opening of the drawer whenever an order is settled.
Note: You can click the Test Connection after configuring the cash drawer to test whether the configuration settings that you entered are correct. If the cash drawer does not open, make sure the port that you selected is the correct port, and/or contact your cash drawer manufacturer to find out whether the comma-delimited codes that you entered are the correct codes.

SMS Carrier Setup

The SMS Carrier setup screen allows you to configure the SMS email address that can be used by the software to send SMS messages to a particular customer using the carrier that the customer has service with. Once you have configured these carriers, you can then assign one of these carriers to each customer in the customer setup screen. The customer profile includes a field to enter the cellphone number that the customer wants you to use to send him/her SMS messages. When you enter that number, you must also select the carrier that services that cellphone number.

To setup SMS carriers, click the "SMS Carrier Setup" button, click Add to add each carrier, and then enter the carrier's name, the prefix in case that specific carrier requires a prefix to be pre-pended to the cellphone number in order to send SMS messages to any of their numbers, and most importantly, the Email domain of that carrier. Below is a list of some of the most popular carriers: (Disclaimer: This list is provided as a guideline, and should not be taken as the official source for this information.)

Carrier NamePrefixEmail Domain
AT&Ttxt.att.net
Verizonvtext.com
T-Mobiletmomail.net
Metro PCSmymetropcs.com
Boostmyboostmobile.com
All Tellmessage.alltel.com

Consent Term Setup

Consent terms are the terms of the agreement that you would likely establish with your customers. The terms can be anything from restrictions, to exclusions, etc. You decide what type of terms you would like to dictate your business relationship with your customers, and then add these terms under the Consent Terms setup screen. At this time, this is being treated as just a placeholder for these terms, and they are not currently being used in the software. Future releases might implement new features that might take advantage of these terms to tie them directly to your customers and their relationship to your business.

Customer Setup

Although customers can be added at the time when an order is being created, you can also add existing customers ahead of time by clicking the "Customers" button, entering the information for each customer you wish to add, and then clicking the Save button. Every time you click the Save button, the customer information that you have entered or modified gets saved, and the screen is then cleared to allow you to enter more customers. If you click the Save and Close button instead, the information that you entered gets saved, and the customer setup screen is closed.

The following is a description of each of the fields that make up the customer information:

  • First and Last name: These are the first and last name of the individual customer, or the names of the contact person if the customer is a business entity (company).
  • Company Name: This is the name of the company in case the customer is a company/business entity. If the customer is an individual, leave this blank, or type in the full name of the customer if you'd like.
  • Address Line 1: Enter the street address of the customer in this field, including the suite or apartment number if it applies. (ex, 100 Main Street, Apt# 101).
  • Address Line 2: Enter the city, state, and postal code of the customer address in this field. (ex, Miami, FL 33145).
  • Ship-To-Address Line 1: Enter the street address of the customer's ship-to address in this field, including the suite or apartment number if it applies. (ex, 100 Main Street, Apt# 101).
  • Ship-To-Address Line 2: Enter the city, state, and postal code of the customer's ship-to address in this field. (ex, Miami, FL 33145).
  • Website URL: If the customer has a website, enter the website url in this field.
  • Telephone: Enter the customer's home telephone number in this field
  • Mobile Phone: Enter the customer's cellphone number in this field
  • SMS Phone Number: This is the cellphone number that can be used to send SMS messages to the customer. This can be the same, or different from the Mobile phone.
  • SMS Carrier: Select the carrier that services the SMS cellphone for this customer. This selection is extremely important if you want SMS message to be successfully delivered to this customer.
  • Email Address: Enter the email address of the customer in this field.
  • Date of Birth: Enter the date of birth of the customer in this field. You can click on each component of the field to select it, and then use the arrow up/down keys to change the value.
  • Anniversary Date: Enter the anniversary date of the customer in this field. You can click on each component of the field to select it, and then use the arrow up/down keys to change the value.
  • Customer Since: This field is read-only. It will be automatically set to the date when the customer record was first saved.
  • Include In Marketing: If you check this box, anytime you email or send SMS messages for marketing purposes, all customers with this box checked will receive those messages in their email and/or cellphone.
  • Marketing Method: If the "Include in Marketing" flag is checked, this method indicates the type of marketing to send to the customer. This can be Email, SMS, or whatever other optionis available through this list.
  • Last Activity Date: This field is read-only. It is updated automatically to reflect the last time the customer made a purchase, a payment, or received a refund.
  • Current Balance: This field is read-only. It is updated automatically to reflect the current balance of the customer.
  • Credit Limit: Enter the maximum balance amount that this customer can accumulate. This is not currently enforced to prevent further sales to this customer when the balance exceeds the credit limit, but it will be used for that purpose in future releases.
  • Charge Wholesale Prices: If this flag is checked, any time the customer makes a purchase, the software will automatically use the Wholesale Price that you setup for the product being purchased. If this box is unchecked, the default product price is used.

Job Title Setup

Job titles is a list that you can use to associate a title with an employee. A job title can be any name that you choose to designate a specific job role. For example, you can create the following titles (Manager, Supervisor, Owner, Cashier, etc), and then assign one of these to each employee when you add the employee record under Employee Setup. There is no significance to these titles other than helping you to easily identify what each of your employees role is.

To add, update, or delete a job title, click the Job Titles button, and then click Add to add a new title, enter the title name and click OK. To change the name of an existing title, select the title from the list, and then click the Edit button, enter the new name and click OK. To delete a title, select the title from the list, and then click the Delete button.

Employee Setup

To add an employee in the system, or edit an existing employee record, click the Employees button, and then select the Setup option from the dropdown menu. If you are adding a new employee record, simply enter the new employee information and then click Save or Save and Close. If you want to update the information of an existing employee, click the Find Employee button to find the record of the employee that you want to update, select it from the list and then click Select. In the Find Employee dialog, you can search for a specific employee record by the employee's first or last name, telephone number, or date of birth.

The following is a description of each of the fields that make up the employee information:

  • First, Last, and middle names: These are the first, last, and middle names of the employee.
  • Job Title: Select the Job Title to assign to the employee from the Job Title dropdown list. If the job title you're looking to assign to this employee does not appear in the list, you can click the (+) button to add it, and then select it from the list.
  • Address Line 1: Enter the street address of the employee in this field, including the suite or apartment number if it applies. (ex, 100 Main Street, Apt# 101).
  • Address Line 2: Enter the city, state, and postal code of the employee address in this field. (ex, Miami, FL 33145).
  • Email Address: Enter the email address of the employee in this field.
  • Telephone: Enter the employee's home telephone number in this field
  • Mobile Phone: Enter the employee's cellphone number in this field
  • Date of Birth: Enter the date of birth of the employee in this field. You can click on each component of the field to select it, and then use the arrow up/down keys to change the value.
  • Gender: Select the employee gender from the Gender dropdown list.
  • Manager: Select the name of this employee's immediate manager from the Manager dropdown list. The manager record must have been added under the employee setup screen before you can select it and assign it as the manager of another employee.
  • Department: Select the department that this employee belongs to from the Department dropdown list. If the department name does not appear in this list, you can add it by clicking the (+) button, and then you can assign it to the employee.
  • Login User Name and Password: You can assign each employee his/her own user name and password to allow them to login to this application using their own credentials. You do not have to give access to this application to every one of your employees, but for those that you wish to do so, you must create a user name and password for them to be able to do so. By default, when you add an employee record to this system, the system automatically creates and assigns a user name and password to the new employee. The default user name is the first initial of the employee, plus the last name. The default password is "password". The employee can sign in using these credentials, and he/she can change their password once they're logged-in.
  • Is Administrator: If you check this box, the employee will have FULL access to every feature in this program, including all the setup screens.
  • Is Service Staff: If you check this box, the employee will appear on the appointment screen of the salon program so bookings can be made against the employee. Otherwise, this flag does not have any meaning in the rest of the programs.
  • Employee Permissions: If you do not check the Is Administrator box, you can select the individual features from this list that you want the employee to have access to. These selections are ONLY applicable when the Is Administrator flag is NOT checked; otherwise, it is ignored, and the employee is given FULL access to all the features.
  • Termination Date: If the employee has been terminated, you can enter the date of termination in this field.
  • Hire Date: By default, when you add a new employee record, the hire date is set to the date of the record entry. You can change this date by simply editing the employee record, changing the date to whatever you want it to be, and then save the changes.
  • Tax ID: You can enter the employee's social security number, or whatever tax id is used in the country where you operate your business. This is simply to keep track of the tax id of each employee for payroll and tax purposes. It is not currently used in the program for anything other than for your own tracking of this information.
  • Salary: You can enter the employee's current salary in this field for your own tracking.
  • Salary Basis: You can select the frequency of pay for the employee from this dropdown list. The selection should be used to indicate how often the employee gets paid the amount that you entered in the salary field.
  • Commission Rate: If the employee will be earning commissions for sales that the employee generates, or gets credited for, enter the commission rate that you will be paying this employee in this field. The commission rate must be between 0 and 100, which is a percentage value. If the employee earns 5% commission, then enter 5 in this field.

Employee Schedule Setup

To setup an employee's work schedule, click the Employees button, and then select the Schedule option from the dropdown menu. By default, the Employee Schedule screen displays the schedule of all employees for a single day; you can click the day button at the top of the screen to view the schedule for a different day of the week. This view allows you to quickly maintain the schedule of one specific day of the week for multiple employees. If you just want to view the schedule of one specific employee for the entire week, click the Select Employee button to choose the employee, and once the selected employee schedule is displayed, you can change the start and end time for each day by clicking the button under Start or End Time.

Employee Vacations/Time-off

You can track vacations and time-off taken or scheduled to be taken by employees, by clicking the Employees button, and then selecting Vacations/Time-off from the dropdown menu. By default, the screen displays all scheduled vacations/time-off from today's date until one year later. You can choose a different date range to view past vacations by clicking the the Start and End Date buttons to select the dates, and then click Filter to show the vacations that fall within the selected date range. You can also filter by employee by clicking the Select Employee button, and then selecting the employee that you want to filter by. To add a new entry, click the Add button, select the employee who is taking the vacation/time-off, select the start and end date, enter the number of days that the employee will be out, if the employee has already used this vacation/time-off, check the Already Taken box, enter an optional note and click OK. To update an entry, select the entry from the list, change the entry information and click OK. If you entered a record by mistake, and you now want to delete it, select the entry from the list, and then click the Delete button to delete it.

Labor Hours Entry

Labor records track the hours between the time an employee punches in and out. By default, a labor record is automatically created whenever an employee punches out. You can also manually create, change, and delete labor records from the Labor Hours screen. To view and maintain labor records, click the Labor Hours button. You can view the labor records for any range of dates by selecting the range start and end dates, and then clicking the Filter button. To add a labor record manually, click Add Entry, select the employee from the dropdown list for whom you wish to add the record, set the Punch-In and Punch-Out date and time, and then click OK; a new record will be added and the labor hours for that record will be automatically calculated. You can also modify existing records by first finding the record you wish to modify, select it, and then click Edit Entry. If you wish to delete a record, find the record and select it, and then click Delete Entry.

Payroll Entries

Payroll entries track every payroll record that you entered for each employee. The payroll items must be entered manually every time you pay your workers. You can then generate reports of your payroll for any range of dates. Each payroll entry includes the Gross Pay amount, the Net Pay amount, and a list of the deductions that we made against an employee's gross pay. To view and maintain payroll records, click the Payroll Entires button. You can view the payroll records for any range of dates by selecting the range start and end dates, and then clicking the Filter button. To add a payroll record, click Add Entry, select the employee from the dropdown list for whom you wish to add the record, set the Pay date, enter the Gross and Net pay amounts, enter the deductions name and amount for every amount that was deducted from the Gross pay, and then click OK. You can also modify existing records by first finding the record you wish to modify, select it, and then click Edit Entry. If you wish to delete a record, find the record and select it, and then click Delete Entry.

Supplier Setup

To add an supplier in the system, or edit an existing supplier record, click the Suppliers button. If you are adding a new supplier record, simply enter the new supplier information and then click Save or Save and Close. If you want to update the information of an existing supplier, click the Find Supplier button to find the record of the supplier that you want to update, select it from the list and then click Select. In the Find Supplier dialog, you can search for a specific supplier record by the supplier's name, telephone number, or address.

The following is a description of each of the fields that make up the supplier information:

  • Name: This is name of business of the supplier.
  • Contact Telephone: This is the telephone number of the individual who is your main contact at this supplier.
  • Contact Name: This is the full name of the individual who is your main contact at this supplier.
  • Address Line 1: Enter the street address of the supplier in this field, including the suite# if it applies. (ex, 100 Main Street, ste# 101).
  • Address Line 2: Enter the city, state, and postal code of the supplier address in this field. (ex, Miami, FL 33145).
  • Website: This is the URL of the supplier's website.
  • Contact Email: This is the email address of the individual who is your main contact at this supplier.
  • Payment Term: Select the payment term that you have agreed to with the supplier in regards to the amount of time you have to pay for invoices from this supplier.
  • Account Number: This is the account number that was assigned to you by this supplier.

Email and SMS Marketing

To send out marketing emails and/or SMS messsage to your customers who have opted in for receiving marketing material, click the Email and SMS Marketing button. You can email/SMS all customers, or you can filter by those with specific first name, last name, or company name. If you enter any of these filters and then click the Filter button, only those customers whose name partially matches the filter value(s) that you entered will be shown, and then you can click the Send Emails or Send SMS buttons to send the messages to the listed customers. In order for the Email messages to be successfully sent, you must have already setup the Email account to use to send these emails. In order for the SMS messages to work, you must have assigned an SMS carrier and SMS number under customer setup, to each of the list customers.

Payment Gateway Setup

In order for this program to be able to process credit card payments with a payment processor, you must first establish a merchant account with a payment processor/gateway (Please use the Sign Up button on this screen to establish a merchant account that will work properly with our software), and then configure the account information assigned to you by the processor/gateway in this program under the Payment Gateway setup. Currently, our programs only support the Authorize.Net gateway, so you will need to establish an account with this gateway in order to process credit card payments through our programs. To configure your Authorize.Net account, click the Payment Gateway button, and enter the following information:

  • LOGIN ID: This is the x_login_id that was assigned to you by Authorize.Net
  • TRAN ID: This is the x_tran_id that was assigned to you by Authorize.Net
  • This is a Test Account: Make sure this flag is unchecked. It is currently used by our developers to test the Authorize.Net functions.
  • Sign Up button: To establish a new account with Authorize.Net, please click this button, it will take you to the page where you can create an account that will properly work with our programs

Gift Cards

In this screen, you can create new gift certficates, view, or delete existing certificates. To create a new certificate, click the New Certificate button and enter the information as described below. To view an existing certificate, click the Select Certificate button, a list of all certificates will be shown, find the certificate that you want to view and click Select to view it. You can also look up a certificate by its number if you know the number; you can do that by clicking the Find Certificate By Number button, enter the certificate number and click OK. Once you have a certificate that was previously saved shown on the screen, you can delete it by clicking the Delete Certificate button.

Following is a description of the fields that make up the gift certificate information:

  • Gift Certificate No: This field is read-only, the certificate number is generated automatically by this program when you save a new certificate. When you look up a certificate, the certificate number will be shown in this field.
  • Customer: When you create a certificate, you must specify the customer for whom the certificate is being created. You can do that by clicking the Select Customer button, you can then select the customer record from the list, or you can click the New Customer button to add the customer record and select it.
  • Issued To Name: This is the name that the customer chooses to issue the gift certificate to. This can be the name of the customer buying the certificate, or the name of anyone else that the customer chooses.
  • Purchase Value: This is the amount that the customer is paying for the gift certificate.
  • Render Value: This should be the same as the Purchase Value; unless you are offering customers a higher value for the gift certificate than what theu pay for it. If that's the case, enter the value that they can render the certificate for.
  • Current Balance: This field displays the remaining balance on the certificate. This is the amount that is left on the card that can be used for purchases.
  • Expiration Date: If the gift certificate has a date limit, set the expiration date in this field.

Cash Tips

Cash Tips are tips that your employees receive outside of tips that are included in credit card payments. Normally, tax laws require employees to track all cash tips that they receive in order to report them on their tax returns. Each employee can report their cash tips by logging in using their own credentials.

To view existing records, you can select the date range for the records that you want to view. To select the date range start date, click the Start Date button and select the date from the calendar. To select the date range end date, click the End Date button and select the date from the calendar. Whenever you select a new start or end date, the list is automatically refreshed to show only those records that were entered between these two dates.

Expense History

Expenses are payments that you make to vendors, utility companies, and any other types of payments that result in reduction of your business revenue. Being able to track your expenses gives your the ability to consolidate your gross and net revenue, and gives you the tool to be able to produce reports for your accountant and the tax authorities. To view the list of expenses that you reported during a specific range of dates, click the Start Date button and select the start date, and then click the End Date button to select the end date, all expenses that you entered between the start and end dates that you selected are shown in the list on this screen. If you wish to modify an existing record, or delete a record, select the record from the list, and then click Edit Expense to update the selected record, or Delete Expense to delete it.

Following is a description of the fields that make up an expense:

  • Payment Date: This is the date when you issued the payment to your vendor, utility company, etc.
  • Paid To: Select the vendor that the payment was issued to. All expense payees must be added as vendors in this system; for example, the electricity company, the gas company, your vendors, all must have been added as suppliers first, and then you can select one from this dropdown list. If a payee (supplier) has not yet been added in this system, you can add it right from this screen by clicking the (+) button which appears on the far right of the Paid To field.
  • Paid To Name: The Paid To Name is almost always the same as Paid To; unless you want a different name to appear in this box.
  • Invoice No: If the expense payment is tied to a specific invoice number, bill number, account number, etc, enter that number in this field.
  • Description: This can be any text describing what the payment was for. For example, Electric Bill, Gas Bill, Business Supplies, etc.
  • Payment Type: Select the type of payment that was used to pay this expense.
  • Reference#: If you paid this expense using a credit card, a check, or a gift card, you can enter the CC#, check#, or Gift Card# in this field.
  • Payment Amount: Enter the amount that was paid for this expense.

Refund History

Refund History displays all refunds (cash, check, ....etc) that you issued to your customers. For example, if a customer purchased an item and then returned it by mail, the returned item causes a credit to appear on the customer's balance, if you issued a payment to the customer to refund that credit amount, you should add a refund entry in this screen to track it. If you do not do that, this system will have no way of determining how to account for this amount. To view the list of refunds that you issued during a specific range of dates, click the Start Date button and select the start date, and then click the End Date button to select the end date, all refunds that you entered between the start and end dates that you selected are shown in the list on this screen. You can also view the refunds that you issued to a specific customer; you can do so by clicking the Filter By Customer button and selecting the customer, only those refunds that were issued to this specific customer will be shown. If you wish to modify an existing record, or delete a record, select the record from the list, and then click Edit Refund to update the selected record, or Delete Refund to delete it.

Following is a description of the fields that make up an refund:

  • Refund Date: This is the date when you issued the refund.
  • Customer: Select the customer that the refund was issued to by clicking the Select Customer button.
  • Refund Method: Select the type of method that was used to issue the refund amount.
  • Refund Amount: Enter the amount that was refunded.
  • Note: This can be any text describing the reason for the refund.

Payment History

Payment History displays all payments received from customers, including those that you enter in the order screen, payments that you received by mail or otherwise, and payments for layaways. This screen allows you to view all payments made during a specific range of dates, and payments received from a specific customer. To view the list of payments received during a specific range of dates, click the Start Date button and select the start date, and then click the End Date button to select the end date, all payments received between the start and end dates that you selected are shown in the list on this screen. You can also view the payments received from a specific customer; you can do that by clicking the Filter By Customer button and selecting the customer, only those payments that are tied to the selected customer are shown.

If you wish to delete a payment, select the payment record from the list, and then click the Delete button to delete it. If the payment you deleted is a credit card payment, and the payment was authorized through a payment processor, a VOID transaction request will be transmitted to the payment processor to refund the payment to the customer, and then the entry will be permanently removed from this system. If the payment you deleted is a gift card payment, the associated gift card balance is updated to credit the amount back to the gift card.

Returns History

Returns History displays all the returns that you processed for all your customers. The returns include those that are tied to specific invoices, and other returns that were processed without a receipt. To view the list of returns processed during a specific range of dates, click the Start Date button and select the start date, and then click the End Date button to select the end date, all returns processed between the start and end dates that you selected are shown in the list on this screen. You can also view the items that were returned by a specific customer; you can do that by clicking the Filter By Customer button and selecting the customer, only those returns that are tied to the selected customer are shown.

If you wish to delete a return record, select the record from the list, and then click the Delete button to delete it. Deleting a return record results in the amount of the return record to be added to the associated customer balance. For example, if the amount for the return record is $20, and the customer balance before deleting this return record was $50, the balance will be adjusted to $70 after the record is deleted.

Sales Cost Base

The sales cost base screen allows you to view and update the cost associated with every product that you have sold. This cost affects how profit amounts are calculated. If you suspect that the profit amount being calculated is incorrect, view the cost amount recorded for each sale, and make the needed changes to these amounts if necessary. You can change the cost of a specific entry by double-clicking the entry, or by selecting the entry and clicking the Update Cost of Selected Item button, and then enter the correct cost amount. You can also change the cost base of all sales of a specific product, by selecting the product first, and then click the Update Cost of All Shown Items to specify the correct cost for that product.

Import Data

The Data Import feature allows you to import into this system, data that came from other systems, as long as the data is formatted as pipe-delimited '|', or is stored in Excel (.XLS) files. Excel .XSLX files cannot be imported at this time. The type of information that you can currently import, includes customers, suppliers, employees, products, and product parts.

To import data, make sure the the data files containing the data meet the following constraints:
For data stored in text files,

  • Each record must be stored on 1 line.
  • The fields for every record must be separated by the pipe character, which is the character that appears above the Enter key on the keyboard '|'
Here is a sample of an acceptable text file format: (ex, data.txt)

    John|M|Doe|100 Main Street, Apt#5|Miami, FL 33145|(305) 333-4444...
    Michael|N|Smith|PO BOX 12345|Miami FL 33142|3050002321...

Assuming the data shown above is CUSTOMER data, and assume that the data fields are in the following order: first name, middle name, last name, address1, address2, and telephone, in this order, here are the steps to import this data into the system:
  1. Click the Import Data button
  2. Select CUSTOMERS from the Data To Import dropdown list
  3. Click the Select Text File button to select the file containing the data you want to import
  4. Enter the position of each field from the input into the corresponding Source Column#. For example, the first field in the sample file above is the first name, and the second field is the middle name, so the Source Column# for the first name field is 1, and the Source Column# for the middle name field is 2, and so on.
  5. For this example file, here is what you will enter under the Source Column#
    Target ColumnSource Column#
    2FIRST NAME1
    3LAST NAME3
    4MIDDLE NAME2
    5ADDRESS LINE 14
    6ADDRESS LINE 25
    9TELEPHONE6
  6. Notice how the number that is set under the Source Column# matches the field number in the input file. Also, notice how we skipped setting the rest of the columns because our input file does not contain data for the rest of those columns.
  7. Click the Preview button to see a preview of how the data will be imported. You can discard the imported data by clicking Cancel on the preview screen, or if the data looks good and you're ready to import the shown data, click the Import Now button.
  8. Warning: Do not import the same file more than once. If you do, you might end up with duplicate records of the same customers. The program does attempt to detect duplicate data, but it does it based on specific set of data, and that data might fail to compare properly, which results in duplicate records getting imported.


The same exact concept applies to XLS files, and other types of imports. Excel files do not require the pipe delimiter because they are already separated in different columns in the spreadsheet.

Department Setup

If your business is divided into multiple departments, we recommend you add these department names under the Department Setup. By entering these departments in the system, you can then assign a department to each employee so you can quickly look up what department an employee belongs to.

To add, edit, or delete a department, click the Department Setup button.

To add a new department, enter the name of the new department, enter an optional location in store to describe where the department is physically located inside your business, and then click Save or Save and Close.

To modify the name or location of an existing department, click the Edit Department button to select the department you wish to modify, change the name and/or location as needed and then click Save or Save and Close.

To delete a department, click the Edit Department button to select the department you wish to delete, and then click the Delete button.

Category Setup

Before you can add your products under Product Setup, you must have already created the categories for those products you wish to add. Every product must be created under a specific category. Categories can also be added directly from the Product Setup screen.

To add, edit, or delete a category, click the Category Setup button.

To add a new category, enter the name of the new category, enter an optional sort order number. The sort order number allows you to control the order in which to display categories on the Product Setup and the Order screens. Click Save or Save and Close to save the new category.

To modify the name or sort order of an existing category, click the Edit Category button to select the category you wish to modify, change the name and/or sort order as needed and then click Save or Save and Close.

To delete a category, click the Edit Category button to select the category you wish to delete, and then click the Delete button.

Product Setup

Adding the catalog of products for services that you provide, products that sell, and products that you rent out, should be your top priority when setting up this system. Without setting up your products, you will not be able to create orders, process returns, bill customers, etc.

This system allows you to set up your products as services, as rental products, or as sellable products. A product can be serialized or non-serialized.

A Serialized product is one that you track each individual instance of the product by its serial number. Every serial number exists once and only once in this system. A serialized product is NOT tracked by its quantity. When a seialized product is sold, it is simply marked as UN-AVAILABLE. When a serialized product is returned, it is simply made AVAILABLE again.

A Non-Serialized product on the otherhand, is tracked by the quantity that you have on hand; that means, this system will automatically deduct the quantity sold from the available quantity whenever the product is sold. When a customer returns a non-serialized product, the returned quantity is added to the quantity that your have on hand.

When you flag a product as serialized, you must add at least one part to the SKU. When you add a part, you will have to assign it its own UNIQUE serial number. You CANNOT assign the same serial number to multiple parts, even if they belong to different SKUs.

Let's go ahead and add a rental product that will be serialized, a service product that is NOT serialized, and a non-serialized sellable product. To do that, click the Product Setup button and follow these instructions:

Note: Before adding products, your must first add the categories that you will be assigning to each of the products that you will be adding. You can add a category right from within the Product Setup screen, and then you can assign the category to the next product that you add, all from the same screen.

    Adding a Rental product

  • Since we have not yet added any categories, let's add the category 'Movies' so we can assign it to the rental product that we'll be adding. Click the Add Category button, enter Movies in the Category Name field and click OK.
  • Select Rental from the Product Type dropdown list
  • Select Movies from the Category dropdown list
  • We will assign the SKU 'LethalWeapons' by typing it in the SKU field.
  • Enter 'Lethal Weapons' in the Product Name field.
  • Because rental products are usually tracked by their serial number in order for the system to determine what items are rented-out, we will flag this product as serialized. Check the 'Is Serialized' box for now, we will specify the product parts after saving the product.
  • Enter the rental fee that you will be charging for this product in the Rental Fee field. Enter 3.00 for now.
  • Enter the cost that you incur from renting out this product if any. For rental products, the cost should be left at zero.
  • Check the Tax-Exempt flag if you do not want the system to add a sales tax charge when this product is sold.
  • Leave the rest of the fields blank for now, and click Save. If you left the cost as zero, the system will give you a warning that you did not enter the product cost, just click No to force save the new product. Upon the successful saving of the new product, the screen will be cleared. Since we flagged this product as Serialized, we need to add at least one product to this product that we just added. To do that, click the Edit Product button to select the product from the list, you should notice that the Product Parts button is not enabled. Click that button to add a part to this SKU.
    1. Click Add Part
    2. Enter a serial number that you have not used for any other part in this system, and click OK. The serial number can be any combination of letters and digits, no spaces.
    3. You can repeat the above two steps to add more parts if you'd like. Click the Close button after you're done.
  • The parts that you added in the previous step should now be available to rent out from the Order screen.

    Adding a Service product

  • Again, let's add a new category that we can assign to the service product(s) that we'll be adding next. Click the Add Category button, enter the category name 'Haircut' and click OK.
  • Select Service from the Product Type dropdown list
  • Select Haircut from the Category dropdown list
  • We will assign the SKU 'MenHaircut' by typing it in the SKU field.
  • Enter 'Haircut - Men' in the Product Name field.
  • Because service products are rarely serialized, we will leave the Is Serialized flag un-checked.
  • Enter the amount that you will be charging for this service in the Price field. For now, enter 20.00 as an example.
  • Enter the cost that you incur from this service. This might be the cost of supplies that you use when giving a haircut such as gel, shampoo, etc. This should be the estimated cost of just the amount of supplies used during the haircut, NOT the full price that you paid for the bottle of Gel for example.
  • Check the Tax-Exempt flag if you do not want the system to add a sales tax charge when this product is sold.
  • Leave the rest of the fields blank and click Save, you can always go back and modify the information of a product.
  • The service will not be available from the Order screen.

    Adding a Sellable product

  • Again, let's add a new category that we can assign to the sellable product(s) that we'll be adding next. Click the Add Category button, enter the category name 'Hair Product' and click OK.
  • Select Product from the Product Type dropdown list
  • Select Hair Product from the Category dropdown list
  • We will assign the SKU 'SalonSelectiveShampoo' by typing it in the SKU field.
  • Enter 'Salon Selective Shampoo' in the Product Name field.
  • Leave the Is Serialized flag un-checked since this product will be tracked by the quantity that we have on hand, and not by the serial number of the product.
  • Enter the amount that you will be charging for this product in the Price field. For now, enter 10.00 as an example.
  • Enter the amount that you paid to purchase this product from your supplier. Enter 4.00 as an example.
  • The wholesale price is the price that you're willing to sell this product to a customer that is flagged under customer setup as a wholesale customer. This price can be the same as the regular price of the product that you setup in the Price field, or it could be a discounted price.
  • The Return price is the price that you indicate that you will be willing to pay for the product if it is returned without a receipt.
  • Check the Tax-Exempt flag if you do not want the system to add a sales tax charge when this product is sold.
  • For sellable non-Serialized products, you should indicate the minimum quantity of this product that you want to retain at all times. You do that by entering this quantity in the Minimum Inventory field.
  • For sellable non-Serialized products, you should indicate the maximum quantity of this product that you want to have on hand. The maximum inventory quantity is just a guideline, the system cannot enforce the inventory to NOT exceed this quantity, it is simply a guide point for you and the people responsible for re-ordering this product to determine how much more to order when needed.
  • For sellable non-Serialized products, the re-order quantity is the quantity that you want the system to automatically generate when creating a purchase order for this product. The quantity that will be re-ordered will be the quantity indicated in the re-order level above the minimum inventory.
  • The weight, size, make, style, and color indicate just that. They're there to further describe the product in terms of style, size, weight, make, and color.
  • Click Save or Save and Close to save the product information.

Product Add-on

A product add-on is a group of one or more optional features that a customer add add to the product he/she is purchasing when placing the order for that product. For example, if you sell computers, you can offer customers the ability to swap the hard-drive that comes with system to a higher capacity drive at an additional cost; and you can also offer the ability to swap the memory to a different memory type and/or capacity. To do that, you have to create a product add-on called something like 'Computer Add-ons', and then add two groups of upgrades under that add-on, hard-drive upgrade and memory upgrade. Under each group, you can specify the upgrade options that you offer, and the additional charge for each option.

Let's create the product add-on that we described above, and see how to setup a product to include this product add-on so that the system will automatically offer this add-on whenever this product is ordered.

  • Click the Product Add-on Setup button
  • Click the New Add-on button, enter 'Computer Add-ons' in the Add-on Name field, and click OK.
  • Make sure the 'Computer Add-ons' is selected in the Add-on Name dropdown list
  • Click the Add Group button, enter 'Hard-drive Upgrade' in the Group Name field, leave the Multi-Selection box UNCHECKED, and click OK. The reason we left the Multi-Selection box unchecked is because only 1 hard-drive can be selected for this upgrade. If it makes sense for a group to allow multiple selections to be made, then check this box, and the customer will then be able to add one or more of the selections under that group.
  • Click the Add Group button again, enter 'Memory Upgrade' in the Group Name field, leave the Multi-Selection box UNCHECKED, and click OK. The reason we left the Multi-Selection box unchecked is because only 1 memory type can be selected for this upgrade.
  • Now that we have added the 2 groups of upgrade that we wanted to add, we need to add the upgrade selection(s) that are allowed under each group. To do that, we will first add the list of selections for the hard-drive upgrade group. Click the Hard-drive Upgrade group to select it, and then,
    1. Click the Add Selection to Selected Group button, enter No-Upgrade in the Selection Name field and click OK.
    2. Click the Add Selection to Selected Group button again, enter 500GB in the Selection Name field and click OK.
    3. Click the Add Selection to Selected Group button one more time, enter 1TB in the Selection Name field and click OK.
    4. Back on the Product Add-on screen, enter 20.00 inside the price field on the same line as the 500GB selection.
    5. Enter 40.00 inside the price field on the same line as the 1TB selection.
  • Now let's add the list of selections for the memory upgrade group. Click the Memory Upgrade group to select it, and then,
    1. Click the Add Selection to Selected Group button, enter No-Upgrade in the Selection Name field and click OK.
    2. Click the Add Selection to Selected Group button again, enter 32GB in the Selection Name field and click OK.
    3. Click the Add Selection to Selected Group button one more time, enter 64GB in the Selection Name field and click OK.
    4. Back on the Product Add-on screen, enter 20.00 inside the price field on the same line as the 32GB selection.
    5. Enter 30.00 inside the price field on the same line as the 64GB selection.
  • Click the Done button when you have finished setting up the product add-on.

Now that we have create the product add-on, we must assign it to the computer products for which we want to offer this type of upgrade. To do that, you open the Product Setup screen, select the product that you want to assign this Add-on to, select the add-on from the Product Add-on dropdown list, and then click Save.

Once the product add-on has been associated with a product, the order screen will automatically prompt the user to select the upgrade(s) offered under the product add-on whenever the product is added to the order.

Inventory Adjustments

Inventory adjustments are adjustments that you make to the quantity of a product in order to account for a quantity that went missing, or a quantity that you have o-hand, but you cannot determine how it got there. In order to make inventory adjustments, click the Inventory Adjustments button, click the Select Product button to choose the product that you will be making quantity adjustments to, the product that you choose will then be shown in the title of the grid, and all the previously entered adjustments for the selected product will be shown in this grid.

    To add a new adjustment item
  • Click the Add Adjustment button.
  • Enter the reason for the adjustment you're adding.
  • Enter the adjustment quantity. This quantity can be prefixed with a minus (-) sign to indicate that the quantity being entered is a missing quantity, or enter a quantity without the minus sign to indicate that the quantity being entered should be added to the quantity on hand.
    To edit a previously entered adjustment
  • Select the adjustment item from the grid.
  • Click the Edit Adjustment button.
  • Modify the reason or quantity as necessary, and then click OK.
    To delete an adjustment
  • Select the adjustment item from the grid.
  • Click the Delete Adjustment button.

Purchase Orders

A purchase order is an order that you create in order to send to a supplier to purchase products from that supplier. The purchase order will list all the products that you're ordering, the quantity of each product, and the price that you expect the supplier to charge you for each unit.

To create or update a purchase order, click the Purchase Orders button.

To create a new purchase order, click the New Order button, select the supplier to whom you want to send this purchase order from the list, or click the New Supplier button if the supplier has not already been added in this system.

To edit an existing purchase order, click the Find Order button to select the order from the list, or click the Find Order By Number to enter the order number that you wish to edit if you know that order number.

    To add a new item to the purchase order,
  • Click Add Item, select the product from the list and click Select.
  • Click inside the cell under Ordered Qty and type in the quantity that you wish to order.
  • Click inside the cell under Unit Cost and type in the price that you expect to pay for each each of this product.
    To edit the ordered qty or cost of an item,
  • Click inside the cell under Ordered Qty and type in the quantity that you wish to order.
  • Click inside the cell under Unit Cost and type in the price that you expect to pay for each each of this product.
    To delete an item, make sure the item that you want to delete is selected (highlighted), and then
  • Click the Delete Item button.

Once you have made all the changes that you wanted to make, click the Save button to save the changes. You can then print the purchase order to send a copy of it to the supplier by fax, etc, or you can directly email the purchase order to the supplier by clicking the Email Order button. The Email Order option will only work if you have already configured the Email Settings, and you entered an email address for the supplier under the Supplier Setup screen.

If you want to delete the displayed purchase, click the Delete Order button.

Receive Inventory

To enter the products that you received from a supplier into this system so that it is able to track the inventory of each product accurately, click the Receive Inventory button. There are two ways to enter these products, you can reference the purchase order associated with the shipment, or you can enter the received products without referencing a PO. Normally, you send out a purchase order to a supplier, and then the supplier fulfills your order and send you the items that you ordered. In such case, make sure you reference the purchase order for the items you're about to enter by clicking the Purchase Order button, and then enter the purchase order number when prompted. If the items your received are not tied to a purchase order, click the No Purchase Order button. Note that when you click the Purchase Order button, the system will still allow you to enter individual items you might have also received in the same shipment, but were not on the original purchase order.

To enter an item from the purchase order, you must first select the specific item from the list, and then click the Receive PO Item button. To enter an item that is not tied to a purchase order, click the Receive Non-PO Item button. When you're about to enter the first item from the shipment, if you had clicked the Purchase Order button, the system should've already prompted you for the purchase order number, which is also tied to a specific supplier, so the system already knows the supplier. If, however, you clicked the No-Purchase Order button, the system does not have any knowledge of the supplier that shipped you these products, it will then prompt you for the supplier name as soon as you try to enter the first Non-PO item. It will also prompt you for the supplier invoice number and the date of the shipment.

Again, to receive a PO item, click the Receive PO Item button, enter the quantity that you received, enter the cost per unit, and then click OK. The quantity under the Received Quantity column for the selected PO item will be updated to reflect the newly received quantity. To receive a Non-PO item, click the Receive Non-PO Item button, you must in this case enter the product sku, name, the quantity you received, and the cost per unit. Because the Non-PO item you're entering is not tied to a specific PO item, the system cannot automatically determine what product it is, so it prompts you for the product sku and name. The sku that you enter must match with a sku that already exists in the system. Repeat these steps to enter every item that was shipped to you, and then click Done when finished.

Received Inventory History

You can view all the shipments that you had entered in the Receive Inventory screen by clicking the Received Inventory History button. This screen displays the individual records of every item that you received under Receive Inventory. You can filter what gets displayed by selecting a specific date range, or you can select a specific supplier to view that items that you received from that supplier. If the quantity of a receievd item was entered incorrect, you can fix it in this screen by first selecting that item from the list, and then click the Edit Item button to enter the correct quantity. If you had entered an item by mistake, you can select the item, and then click the Delete Item button to delete it.

Order Capture and Processing

The order capture module is used to checkout customers. Using this module, you can enter new orders, view exiting orders, post payments, issue refunds, and more. The main purpose of this module is to provide businesses the ability to capture, maintain, and track customer orders. By entering each order in this software, you can track customers billing, payments, refunds, returns, and more. You can also generate reports based on the orders that you enter, which gives you visibility to the purchases that customers made, which helps you determine which products are popular, and adjust your business strategy to take advantage of this gained knowledge so that you can make educated changes to improve your sales and profits.

To create, view, or update an order, click the Order button, the order capture screen is displayed to allow you to create new orders, view and/or modify existing orders, add payments, and issue refunds.

When the order screen is displayed, it is ready to capture a new order, you can simply start adding the items that a customer ordered, select the customer for whom the order is being created, enter the payment(s) that you received from the customer, and then save the order.

    The following is a detailed description of all the features on the Order Capture screen:
  • Add Product to Order: To add a new item to the order, you can search for the item by entering part of the item SKU if you know it, or enter part of the product name, and then press the Enter key, if a product that matches the information you entered is found, the product sku, name, and price gets displayed in the panel in the top-left corner of the order screen, you can then enter the quantity that you want to add to the order, and then click the Add Item button to add it. If you do not know the spelling of the product name or sku, you can select it from the list of all products that gets displayed if you click the Lookup Item button.
  • Adjusting an Item quantity: To adjust the quantity of an item that has already been added to the order, you can click the plus (+) or minus (-) buttons that appear on the item line to increase or decrease the quantity.
  • Deleting an Item: To delete an item from the order, click the delete button (X) that appears on the item line.
  • Change the Price of an Item: To adjust the price of a specific item, click the item inside the order item list, and then click the Change Item Price button, enter the new price and click OK. The price change affects ONLY the selected order item.
  • Discount the Order: If you wish to apply a discount percentage to the entire order, click the Discount Order button, and enter the discount percent (0-99). Every time you discount the order, the old discount percentage is reversed, and the new discount percentage is applied to the original order total. For example, if you enter a discount percent of 10, and the order total is 100 before the discount is applied, the total after the discount is applied will be 90, plus tax.
  • Add a Surcharge: If, for any reason, you wish to add an additional fee independent of the order items, such as a shipping fee, you can add that fee on top of the order total by clicking the Add Surcharge button, and then entering the amount of the surcharge. The surcharge can be a fixed amount, or it can be a percentage of the order total, including tax.
  • Tax-exempt items: If, for any reason, a specific item in the order should not be taxed, click the item to select it, and then click the Toggle Item Taxable button to remove or re-apply the tax on that item. This button can be clicked repeatedly to toggle the taxable state of the selected item on and off.
  • Crediting the sale of an Item to a specific employee: For commissions purpose, or any other purpose in which you want to track who sold which item, you can associate an item on the order with a specific employee by selecting the item, and then clicking the Credit Item button to select the employee.
  • Crediting the entire order to a specific employee: For commissions purpose, or any other purpose in which you want to track the employee who generated the sales on an order, you can associate a specific employee to the entire order by clicking the Credit Order button to select the employee.
  • Edit the description of an item: If you want to change the name that appears for a specific item in the order, click the item to select it, and then click the Edit Description button to enter the name that you want to be displayed for the selected item.
  • Associating an order with a customer: Before saving an order, you must associate a customer with the order first. You can select an existing customer by clicking the Existing Customer button; you can also associate the order with the Global Walk-in customer by clicking the Walk-In Customer button, or you can enter a new customer by clicking the New Customer button, and then entering the new customer name, address, and telephone.
  • Entering payments: You can add the payments you received from the customer to the order by clicking the plus (+) button that appears in the upper-right corner of the payment grid. Enter the payment information and click OK.
  • Deleting a payment: You can also delete a payment that you previously entered, by selecting the payment inside the payments grid, and then click the delete (X) button in the upper-right corner of the payments grid.
  • Adding a refund: If you are editing an existing order, and you end up deleting an item from the order, which results in credit that must be issued to the customer, you can add a refund entry for the credit amount that you refunded the customer by clicking the plus (+) button in the upper-right corner of the refunds grid, enter the amount of the refund and click OK.
  • Deleting a refund: You can also delete a refund by selecting the refund entry inside the refunds grid, and then click the delete (X) button in the upper-right corner of the refunds grid.
  • Order Balance: The balance amount that appears in the lower-left corner of the order screen always reflects the amount owed by the customer to pay off the order, or the amount of credit that should be issued to the customer. The balance is calculated by adding the order total, subtracting the payments from that total, and then adding the total amount of the refunds. If the balance shows a due amount, you can add payment(s) to offset it. If the balance shows a credit amount, you can add refunds to offset that credit amount.
  • Saving an order: After making all the changes that you wanted to make to an order, you must click the Save button to save the changes. The Save and Close button also saves the order, but will also shut down the order screen immediately following the successful saving of the order.
  • Printing an order: In order to print a copy of the order, the order must have been saved first, and then you can click the Print button to print it.
  • Voiding an order: TO void an order, select the order if it is not currently displayed, and then click the Void Order button.
  • Viewing an existing order: To lookup an existing order, click the Lookup Order# button if you already know the order number, or click the Select Order button to find the order that you wish to view. Existing orders can ONLY be modified after being saved in the restaurant, jewelry, and wholesale software, orders saved in all the other Agnitech software are locked upon saving, and can only be voided or printed upon viewing again. Once orders are Settled in the restaurant software, they are also locked and cannot be modified after that.

Customer Returns

Items returned by customers can be entered in one of two ways. If the customer has a valid receipt for the items that he/she wishes to return, you can click the Customer Returns / Receipt button. If the customer is returning items, but does not have a receipt, you can enter those returns by clicking the Customer Returns / No Receipt button.

Returning Items with a Receipt:

  • Click the Customer Returns / Receipt button.
  • Click the Select Order button to select the order associated with the receipt from the customer, the original order gets displayed, and it shows the quantity that was ordered, and the quantity that had already been returned if any. The maximum quantity that can be returned for each order item is the ordered quantity minus the returned quantity. If the ordered quantity is 5, and the previously returned quantity is 3, a maximum of 2 units of that item can be returned.
  • To return an item, find the item in the list, and then click the Return Item button on that line item. Enter the quantity being returned and click OK. The quantity under the returned quantity for that item will be adjust to reflect the new quantity that you just returned. If full payment was made on the selected order, every time you return an item, the balance is updated to show the amount of credit that should be refunded to the customer. To issue a refund, click the Add Refund button and enter the amount that you refunded. To delete a refund, select the refund entry inside the refunds grid, and then click the Delete Refund button.

Returning Items without a Receipt:

  • Click the Customer Returns / No Receipt button.
  • Click the Select Customer button to select the customer by whom items are being returned.
  • To return an item, enter the item Sku or product name inside the ITEM TO RETURN box, and press Enter. If a match is found, the product SKU, name, and return price is displayed, adjust the price if you need to, enter the quantity being returned, and then click Return Item button.
  • To deleted a returned item, select the item from the ORDER RETURN grid, and then click the Delete Item button.
  • Every time you add or delete a returned item, the Returns total is updated to reflect the new total of the remaining items. The Refunds total shows the total amount of the refunds that are added and shown inside the Refunds grid. If the Returns total is greater than the Refunds total, you can issue the customer a refund for the difference, and add a refund entry in this screen to reflect the amount that you refunded.
  • Notice that a Receipt Number for the current returns batch is automatically generated and displayed at the bottom of this returns screen. This receipt number will be printed on the receipt that you give your customer for the items he/she had just returned. You can always lookup the return using this receipt number, by clicking the Lookup Receipt# button, and entering the receipt number shown on this screen or on the customer receipt.
  • Once you are done with entering all the returned items, and you added the refunds that you issued to the customer, click the Save and Close button to save the changes. The system will prompt you to print a receipt upon saving these returns.

Creating Quotes

This point of sale software comes with a feature that allows you to create and maintain quotes. Quotes are very similar to orders; except, you cannot apply payments or refunds to them, and the items you add to the quote do not show up in any of the sales reports, balance sheets, etc. They are only shown in the quote itself, and no where else in this system. Once a quote is created, it can be printed and sent or given to the customer. A quote can be converted to an real order with a click of a button, saving you the effort of re-entering the order if the customer decides to order the items shown on the quote, you simply retrieve the quote and click the Convert to Order button to convert it.

To create a quote, click the Quote button to open the Quote screen.

  1. Click the Walk-in customer button to create a quote for a walk-in customer, or click the Existing Customer button to create a quote for an existing or a new customer. These buttons appear in the upper-left corner of the Quote screen.
  2. For each item you wish to add to the quote, enter the item SKU or product name where the label says "Search By", the system automatically displays the list of matching products in the SEARCH RESULTS grid. To add one of the shown products to the quote, click the Add To Quote button next to that product. After the item has been added to the quote grid, you can click the cell under Quantity to change the quantity for the item.
  3. You can apply a discount percentage to the quote by clicking the Set Discount button, and then entering the discount percent. The discount is applied on the quote total.
  4. You can also add a surcharge to the quote total by clicking the Add Surcharge button, and then specifying surcharge amount.
  5. Once you are finished creating or modifying the quote, click the Save button to save the changes.
  6. Once a quote has been saved, it can be retrieved again by clicking the View Quote button, and then entering the number of the quote you wish to view.
  7. You can print or email the quote that you are currently viewing by clicking the Print or Email button. The Email button requires that the Email Account Setup has already been completed, and an email has been entered for the customer that the quote was created for.
  8. You can void a quote by clicking the Void Quote button.
  9. To convert a quote to an order, simply click the Convert To Order button on the quote screen, and the quote that is currently shown will be converted to an actual order and shown immediately inside the order capture screen, you MUST click the Save or Save and Close button in the order capture screen in order to complete the conversion of the quote to an order.

Restaurant Software

  • Main Screen

    Upon logging in, you are presented with a menu of options, which allows you to create and manage orders, report cash tips, enter expenses, open the cash drawer, etc.

    The Dine-In option takes you to a screen which allows you to choose a table to seat the customer, and from there, you can create an order for the assigned table, view orders of other tables, and so on.

    The Delivery Order option prompts you to select or create the customer record for whom you will be making a delivery, and then it will take you to the order capture screen so you can create the order. For delivery orders, you must select or enter the full information of the customer, including name, address, and telephone number. The Walk-In customer option is NOT available in the case of delivery orders.

    The Pick-up Order option prompts you to select or create the record of the customer who will be picking up the order. You can select the Walk-In customer option, or you can enter or select a named customer record. Once you have selected a customer, you will taken into the order capture screen so you can complete the order.

    The Bar Tab Order option prompts you to select or create the record of the customer who will be seated at the bar. You can select the Walk-In customer option, or you can enter or select a existing customer record. Once you have selected a customer, you will taken into the order capture screen so you can enter the initial order.

    The Edit Order option allows you to lookup a specific order by the order number. When prompted, enter the number of the order you want to view or edit, and then the software will display the requested order in the order capture screen. You will ONLY be able to modify the order if it has not yet been settled.

    The Pick Order option allows you to select an order from the list of all orders that are stored in the system; you can apply search and filtering to find the order you are looking for, and once you have located and selected the order that you want, the system will open the order in the order capture screen. Again, you will ONLY be able to modify the order if it has not yet been settled.

    The Report Cash Tips option allows an employee to report the amount of CASH tips the employee received on a particular day. This allows you to track cash tips by employee for tax filing purposes.

    The Expenses option allows you to enter an expense as a result of a payment made to a vendor, contractor, etc, and the system can track all these expenses for you so you can later generate reports showing these expenses as part of your cost control.

    The Open Cash Drawer option allows you to open the cash drawer that is currently attached to your computer, or to a receipt printer that is attached to your computer. You will be prompted to enter a reason for opening the cash drawer.

    The Punch-In option allows you to have the software track the time you showed up to work. When you click the Punch-In option, you will be promted to enter the username and password that were assigned to you by your administrator or manager. You should always punch in as soon as you show up to work so that your work hours are tracked accurately.

    The Punch-Out option allows you to punch out at the end of your work shift, this will allow the system to determine the number of hours that you have worked from the time you punched in, until the time you punched out.

    The Start Shift option allows you to start a cashier session, and enter the denominations of the money that you had on hand before starting the shift. After clicking the Start Shift option, click the Login button to enter your login password, and then the count of each denomination of money that you currently have on-hand

    The Close Shift option allows you to end a cashier session, and enter the denominations of the money that you ended up with at the end of your current shift. After clicking the Close Shift option, click the Login button to enter your login password, and then the count of each denomination of money that you currently have on-hand under the ENDING MONEY column. The STARTING CASH should have already been populated from the information you enter when you started your shift.

Salon Software

Wholesale Software

  • Ship Order

    When an order is created, the items on that order are flagged with the NON-SHIPPED status. This status allows the system to track which items on which orders have been fullfilled, and which have not. The process of shipping orders requires you to process un-shipped orders through the Ship Order screen. When you do that, the system flags each item that you shipped with the SHIPPED status, and can then adjust the available quantity of the product accordingly. This also helps you easily lookup what orders you have already shipped to the customer, and which ordered items still need to be shipped. To ship orders, click the Ship Order button. If you already know the order number of the items you want to ship, click the Select Order button. If you do not know the specific order number, but you want to find out what orders have not yet been shipped, click the View Unshipped Orders button to get the order numbers of those unshipped items; you can then click the Select Order button to select the order(s) based on those order number(s).

    When an order is displayed, you can indicate the quantity that you're about to ship for each item by entering the quantity under the Qty To Ship column. When you're done entering all the quantities being shipped, click the Save button to save the changes. The Shipped Quantity column will be updated to reflect the quantities that you shipped.

Jewelry Software

Point of Sale Software

Gas Station Software

Video and Game Rental Software

Cellular Store Software


Contact Information

Agnitech Inc.

PO BOX 5658
IRVINE CA 92616

E-MAIL: support@agnitech.com

Programming Services

We provide custom development staff and resources to help you meet your goals and deadlines. Our developers are very capable, and our target goal is always to produce high quality code that can easily be maintained, and software that is reliable and professional looking. We can work with you to develop your specs for your requirements, and take over from there, or we can simply work on whatever specifications you provide to us.