AGNITECH
Business Software
 

Tutorials for the following software titles can be accessed from this page and the links at the bottom of the page:

  • Wholesale Business Software
  • Retail Business Software
  • Salon and Spa Software
  • Restaurant Delivery, Diner, and Pickup Software
  • Gas and Service Station Software
  • Video and Game Rental Software
  • Jewelry Store Point-of-sale Software
SQL Server Installation Guide

Looking for a software to run your business? Agnitech supplies multiple software packages, where some packages are specific to particular industries, while others are general enough to be used by any type of retail or wholesale operation. All software provided by Agnitech include features that can help you manage every aspect of your salon business, from managing appointments, to processing sales, processing returns, issuing credits and refunds, tracking profits, inventory levels, employees work hours and schedules, employees vacation time, customers balance, orders status, purchases, and more. In addition, the software supports barcode scanners, touch screen input, credit card swipe devices, cash drawers/registers, receipt printers, and more. Taxing customers and products at different rates can be easily achieved by setting up multiple tax codes in the software, and assigning products the applicable tax code that includes the proper tax rate. If you're looking for a software that comes with tons of reports that show you every detail about every activity related to sales, this is the software for you. It includes reports that show you the inventory levels at the product level, category, supplier, etc. It also includes profit reports at the product level, employee, category, employee and category, etc. Most other reports can be filtered by a date range, employee, customer, sku, and other types of filters. Every software that we sell includes features to control the permissions that each employee has to access various features of the software. Printed reports can also be setup to include custom margins that are configurable for each workstation, and each printer accessible to the workstation. You can also configure cash registers to open at various events. Products can be setup with departments, categories, and each product can be setup to be taxed different from any other product if you choose to do so. Our software can supports connections to different types of database servers, including Microsoft SQL Server, DB2, MariaDB, and more. The software can also use the embedded database that we provide as default when you download the software from our website.


Tutorials

The following sections explain how to setup the common features which are available in every software that is currently supplied by Agnitech. You will find at the bottom of this page links to tutorials specific to each program.

Common Features Tutorial

Before you start reading the following tutorials, you should first access the setup screen by clicking on the [Administrator] button located in the toolbar in the top-left corner of the main screen.

Company Profile

In order to setup the company profile, click on the Company Profile button which appears on the Administrator Setup screen. Because the software license is tied to the company name and address, you will not be allowed to modify the name and the address, but you can freely update the telephone number, fax number, and your company's email address. This information can only be modified after purchasing a license, you cannot modify it in the trial version. Once you have made the changes to these 3 fields, click the [Save] button.

Global Settings - Business hours and other system settings

In the Global Settings screen, you can setup your business hours and configure the input formats for telephones, dates, and currency symbols. You can also configure the default printer margins to be used by all printers when the software prints reports, invoices, etc.

Open the Global Settings screen by clicking on the [Global Settings] button under the Administrator screen. The business hours section should already contain entries for Monday thru Sunday, all you have to do is adjust the "Start Time" and "End Time" for each day to reflect your actual business hours, the time must be entered in military time, meaning from 0-23:59; for example, if your business hours for monday are from 10AM-6:30PM, you will have to enter the start time as 10:00, and the end time as 18:30 for monday.

The date format that will be used throughout the program is driven by the format specified in this screen. If you operate your business in the United States of America for example, the date format should be set to MONTH/DAY/YEAR. If you operate your business in Europe or other countries that use the European date format, then the date format should be setup as DAY/MONTH/YEAR.

The telephone format controls the format in which the user can enter a telephone or a fax number in this program. The telephone mask can contain any combination of mask characters, and only the # character has a special meaning, which indicates that the user can enter a digit at that position of the format. For example, if you specify the format that is normally used in the USA for telephones, which is (###) ###-####, this means the user will be able to input a digit at positions 2,3,4,7,8,9,11,12,13, and 14. The final input should look something like (123) 456-7890.

The currency name is used to indicate the name of the currency that is used in the country where your business operates. For example, if you operate your business in the USA, the currency name should be set to "Dollar". If you operate your business in England, the currency name should be set to "Pound". Wherever the name of the currency is printed or displayed in the program, the software will take this name and print it or display it.

The currency symbol is used to prefix monetary amounts with the proper currency symbol wherever amounts are displayed, and which require displaying or printing the currency symbol. For example, if you operate your business in the USA, the currency symbol should be set to '$'.

The "weeks per schedule" field allows you to control how many weeks are displayed in the employee schedule screen. You can set this value to 1,2,3,or 4. Most businesses create the schedule for their employees on a weekly basis, and in these cases, this field value should be set to 1. When you create the schedule for each employee, you are specifying the daily work schedule for that employee for the entire week, assuming you entered 1 in this field. If you schedule your employees on a bi-weekly basis, then you must enter 2 in this field, and when you create the schedule for each employee, you will be able to specify the work hours for 2 weeks for each employee. The employee schedule is created only once, and it remains effective until you change it again, this means you will not have to create the schedule every week or every have to update it for that matter unless you change your employees schedule on a weekly basis.

The "Allow Deletion of Payments" checkbox allows you to control the visibility of the "Delete Payment" button throughout the program. If you check this box, the "Delete Payment" button will be shown in the "Payment History" screen, and will allow users who have permission to delete payments to delete any payment that is displayed on that screen. By enabling this flag, it does NOT automatically allow employees to delete payments, you also have to specifically grant each employee who is permitted to delete payments the privilege to delete payments. This employee level permission is available under the Employee Setup screen, and you can access it by clicking on the [Employee Permissions] button. In summary, for someone to be able to delete payments, the checkbox on this screen must be checked, which makes the Delete button visible, and that someone must be given the permission to delete payments from the Employee Setup screen.

The "Prompt employee for password during login" checkbox allows you to control whether the software requires a user to enter a password to login, or simply specify the user name only. If this box is checked, each user must enter both username and password to gain access to the program features. If this box is left unchecked, employees can gain access by simply typing their username only.

The printer margins in this screen allow you to setup default printer margins for all printers. Printer margins represent the space alongside every printout generated by this software. For example, if you want the program to leave a blank space of 5% on each side of the printed report or invoice, you will need to set the margins to 5 for each of the left, top, right, and bottom margins. The total horizontal margins must not exceed 100, and the total vertical margins must not exceed 100. It does not make sense to have margins that add up to 100 though because the program will only print blank papers. As mentioned earlier, these global settings only act as the default for all printers. You can setup these margins under the "Printer Setup" at the workstation level too, which is the proper way to set these margins. The workstation settings will override these global settings when they're configured under the Printer Setup screen, we will go into more detail about that when we discuss the Printer Setup functionality.

Once you have made changes to the global settings, click the [Save] button to save the changes.

Tax Setup

Sales tax codes are associated with a product. By setting up a tax code, you can now assign it to any number of products, and the software will then automatically calculate the taxes applicable to the product. For example, if you create a tax code with a tax rate of 7.5 percent, a tax of 7.5% will be automatically added on top of the product price. If your area or city and the type of your business requires that some of the products that you sell must be taxed at different rates, you must then create as many tax codes as the number of different tax rates applicable to all your products. Once you have created these tax codes, make sure you assign the appropriate tax code to each product under the product setup, to ensure the software taxes the products with the correct rate.

If some of the products you sell are not taxable, you should also create a tax code with a percentage rate of zero. We recommend creating a tax named "Tax Exempt", and assign the rate of "0" to that tax code.

To add or modify an existing tax code, click on the [Tax Setup] button under the Administrator screen, click on the [New] button to add a new tax, when the new tax code window is shown, enter a name of the tax code you are adding in the "Tax Name" box, enter the rate in the "Tax Rate" box, and click [OK]. The tax rate must be a value between 0 and 100.

To modify an existing tax code to change the name or rate of the tax code, select the tax code from the list of tax codes that are shown in the Tax Setup window, and click the [Edit] button, modify the name and/or rate as needed and click [OK] to save the changes.

Email Server Setup

The email server setup allows each workstation to configure the email server and account to be used by this software to send out emails to customers. The software includes features to send out invoices to customers by email, and other features to send special offers for marketing reasons to existing customers. In order to do that, you must setup the SMTP email server information to allow the software to connect and send emails out to customers. Follow the instructions below to configure the email server for each workstation:

  • Click on the [Email Server Setup] button under the Administrator screen.
  • Most email servers require a secure connection when client attempts to establish a connection to them, check the "Use SSL" box if that's the case with your email server, otherwise leave it unchecked.
  • The server or host name is the name of the SMTP server you will be using to send out emails. Usually, the server name has the format "smtp.domainname.com". If you're using a gmail account as your server, the smtp server name is "smtp.gmail.com".
  • The port number is the smtp port number, which is usually the default port 25 for unsecured connections. If you're using gmail, the port number is usually 465, but you can google it to find out the correct port number if 465 does not work.
  • In the Email Address field, enter the email address that you correctly use to login to your email account to view your emails, this would be something line myemail@gmail.com
  • In the Password field, enter the password you use to login to your email account. Enter the exact same password in the Confirm Password field, this is only used to ensure you did not misspell your password.
  • In the From Email field, enter the same email that you entered in the Email Address field, or any other email that you want to appear in the From section of the email that you customer will receive.

States and Provinces Setup

To create or modify the list of states/provinces that the program will display in the drop down list box that appears wherever an address input is required, click on the [States and Provinces] button on the Administrator screen.

  • To add a new state, click [New], enter the state code and name, and click [Save].
  • To modify an existing state, select the state in the list shown, click on the [Edit] button, or double-click on the state line, either path will open a window that allows you to modify the state code and name, make the needed changes and click [Save].
  • To delete a state, simply highlight the state inside the list shown, and then click on [Delete], you will be prompted to confirm the deletion, click [Yes] if you're sure you want to delete the state; otherwise click [No].

Printer Setup

Printers can be setup at each workstation to configure the margins, fonts, and other settings so that they are customized specifically for the printer attached to the workstation. There are 2-3 types of printers that can be configured in this software, station, reports, and possibly the kitchen printer if you're using the restaurant software.

The software prints all reports to the "Reports" printer, it prints invoices/receipts to the "Station" printer, and if you're running the restaurant software, it prints a copy of the order to the "kitchen" printer every time a change is made to an order.

To configure the printers, click on the [Printer Setup] button under the administrator screen, select the type of printer you wish to setup from the drop down list, and follow these instructions to setup each type of printer:

  • Select the printer type from the drop down list, station, reports, or kitchen.
  • If you want the program to print to a specific printer without prompting the user, select one of the available printers from the Printer drop down list. If you select the option "No Selection" or left the Printer field blank, the program will prompt you to select a printer each time it needs to print to that specific printer type.
  • For the station printer, you can also select the port that the printer is connected to if it is a receipt printer. If the station printer is a receipt printer, you must check the "Is Receipt Printer" box so that the software will print a receipt that is fit for a receipt printer paper size.
  • To change the default font that is used to print to the selected printer type, click on the [Select Font] button, select the "Font", "Font Style", and "Font Size" from the font selection dialog, and then click [OK]. You can also change the font size right from the printer setup screen without clicking the [Select Font] button.
  • The printer margins allow you to control how much margin the software leaves every time it prints to the selected printer type. Printer margin is the blank space that appears at the edges of the printed page. You can configure a different margin for each side of the paper separately. The margin value must be 0-100, it is a percentage point of the page width or height. For example, if you want the program to leave a 5% blank space on each side of the page, enter 5 in each of the left, top, right, and bottom margin fields.
  • Click [Save] to save the settings. Make sure you configure all printer types (Station, Reports, ...)

Cash Drawer Setup

This software supports cash drawers, which can be configured to open manually and automatically during certain events. To setup a cash drawer so that the software is able to open it, follow these instructions:

  • Click on the [Cash Drawer Setup] button on the Administrator screen to open the setup window.
  • If the cash drawer is connected to a receipt printer, you do not need to configure the cash drawer, you only have to check the box with the label "Check this if the cash drawer is connected to a receipt printer, and click [OK].

  • If the cash drawer is connected directly to the computer, you must enter the codes required to open the cash drawer, this information can be obtained from the cash drawer manual, or you can call the cash drawer manufacturer to ask them about these codes. The codes must be a sequence of numerical values separated by commas; for example, 127,95,14,13,287,etc.
  • Select the computer port that the cash drawer is connected to, this is usually COM1, COM2, etc.
  • You can test your settings by clicking on the [Test Open Cash Drawer] button, and if the settings you provided are correct, the cash drawer should open automatically.
  • If you check the box with the label "Open the cash drawer whenever an invoice is saved", the program will automatically open the cash drawer whenever you save an order.
  • The "Require full payment before saving an invoice" has nothing to do with the cash drawer, but it is used to enforce a rule that no order can be saved unless a full payment is provided.
  • Click [OK] to save the settings.

Currency Setup

The Cashier In/Out function in the program allows cashiers to report the money denominations they have in their possession at the start and end of each work shift. In order for them to be able to enter the proper count of each currency, you must setup the currency denominations that are applicable to the location/country where you conduct your business. The default currency denominations are applicable to the USA, but if your business is in a country that does not have the same currency denominations as the united states of America, you should update these denominations to reflect those that are used in your country of business.

  • Click on the [Currency Setup] button on the Administrator screen.
  • You can setup up to 12 currency denominations, starting with the highest denomination down to the lowest. For example, if the currency in your country of business is 1000, 500, 200, 100, etc, then you would enter 1000 in the Currency-1 field, 500 in the Currency-2 field, and so on.
  • Click on the [Save] button to save the changes.

Language Setup

The Language Setup utility allows you to configure the program to display text in the language of your choice. Although this utility provides you everything you need in order to display your language, you will have to provide a translation to each label in the program to a label in your language. In order to do that, please follow the instructions below:

  • Click on the [Language Setup] button on the Administrator screen, this should bring up a menu with 3 choices, select the "Language Settings" option, the program will display the "Language Setup" screen where you can set the active language in the program to your language, and provide the translation to the program labels.
  • First, select your language from the "Active Language" drop down list; if your language is not displayed in this list, select "Other". As soon as you select the Active Language, the list of labels that have already been translated to this "Active Language" will be displayed.
  • For every label that is displayed in the program, if the label does not already appear in this list, click the [Add] button to add the label, you will be prompted to enter the "Software Label", this will be the text of the label that appears in the program in English, so type that label and click [OK], the label will then appear in the list under the "Software Label" column. Under the second column, click inside the cell which is on the same line of the software label you want to translate, enter the translation of that label in your language. Repeat this step for every label that you want to translate, and then click [Save] when you're done translating whatever labels you want to translate. You do not have to translate all the labels at once, you can always go back to this screen at any time to add more labels, or modify existing labels to correct misspelling or provide a different translation to a label.

The "Export Language File" option that appears when you click on the [Language Setup] button allows you to save your language settings to a file, which you can then copy to another computer running an Agnitech software, and import that file using the option "Import Language File" which also appears when you click on [Language Setup]. When you import a language file, you are prompted to select the file that you want imported, select the file that you previously exported from another computer and click [OK]. By exporting and importing language files, you only have to provide the translation once for a particular language, and then update all the other computers using the same software from that file.

Please follow these steps to add and/or configure existing carriers under the SMS Carrier Setup:

  • Click on the [SMS Carrier Setup] button under the Administration screen.
  • To setup a new carrier, click [New], enter the carrier name and the carrier domain name, the prefix field is optional for most carriers. The carrier name can be any unique name which identifies the cell phone carrier. The carrier domain name is extremely important to get it right. This domain name is the address of the carrier gateway where SMS messages can be sent, you can get that from the carrier by contacting the carrier directly, or you can google the carrier's SMS email gateway to see if you can find it there first. Once you have that information, enter it in the new carrier screen and click [OK].
  • To modify the name or domain name of an existing carrier, click on the carrier name inside the shown list, and then click on the [Edit] button to bring up the carrier info screen so you can make changes to that carrier's information.
  • To delete a carrier, click on the carrier name inside the shown list, and then click on the [Delete] button

SMS Carrier Setup

The SMS Carrier setup screen allows you to configure existing and new carriers which can be used by the program to send out SMS messages. Most carriers support sending of SMS messages to their members through the use of the EMAIL protocol, this means that you can send an SMS message to a specific cell phone number by sending it to the cell phone carrier main gateway, and the carrier gateway will then automatically forward the message to that cell phone. By default, we have provided the gateway setup for most of the popular carriers, and you should be able to send SMS messages to any of your customers whose cell phone is provided by one of these carriers out-of-the-box. If a customer has a cell phone from a carrier that is not currently configured under the SMS Carrier Setup, you can always add new carriers manually as long as you know that carrier's gateway/domain address. To use SMS to send a message to a customer from this program, make sure you enter the cell phone number in the SMS Number field under the customer setup, and you also specify a carrier name that matches the name of one of the carriers from the SMS Carrier setup screen.

Vendors Setup

In order to create a purchase order or receive inventory shipments, you must select the vendor who you will be sending the purchase order to, or receive shipments from. Although you can add a new vendor right from the "Purchase Order" and the "Receive Products" screens, you can save yourself and your employees a lot of time by adding all your vendors up front, that way you and/or the person creating the PO and/or receiving a shipment can simply select the existing vendor record instead of having to enter the vendor information at the time of creating the PO. It is up to you to decide whether you should add your vendors up front, or wait until the first time you create a PO, and add the vendor at that time.

  • To add a vendor record, click on the [Vendors] button on the Administrator screen.
  • For each vendor record you wish to add, click [New], enter the vendor information and click [Save]. Repeat this step to add all your known vendors.
  • If you wish to update the record of an existing vendor, select the vendor from the list, and click [Edit]; update the information and then click [Save].

The vendor information include an account number, the vendor's name, address, telephone, and fax numbers, the contact name, email, and phone number. The account number is the account number that is assigned to you by the vendor. The contact information should contain the name of the person that represents the vendor, and not your own company

Barcode Scanners

In order to use your barcode scanner when entering new products, or scanning items during a sale, place the mouse cursor inside the SKU or BARCODE field on the screen, and then use your barcode scanner to scan the barcode on the actual product, the program will automatically read the barcode off the scanner and show it on the screen.

Receipt Printers

All Agnitech software packages can print to regular and receipt printers. There is nothing special that you need to do to enable the program to print to receipt printers, simply install the driver software that came with your printer, make sure the printer name appears when you try to print from other programs in Windows, such as notepad and word, and then go into "Printer Setup" under the Administrator screen to setup the station printer so it always prints to the receipt printer. If you leave the printer name blank, the program prompts to choose the destination printer each time you print a receipt. When you choose the Station Printer under Printer Setup, select your receipt printer from the "Printer" drop down list, make sure the "Is Receipt Printer" box is checked, set the left, top, right, and bottom margins to 5 each, and then try to print a receipt from the invoice screen. If the printed data appears to be printing too far into the edges of the paper, go back to the printer setup and increase the margins until the printed receipt prints to your satisfaction.

Job Titles

Job titles are used to assign a specific title to each of your employees to indicate the role of the employee at your business. This title has no other purpose in this system other than to provide you a hint as to what each employee does. To setup the list of titles, click on the [Job Titles] button under the Administration screen.

  • To add a new title, click [Add], enter the new title name and click [OK]
  • To modify the name of an existing title, click the title inside the shown list to select it, and then click [Edit]. Modify the title name as you see fit and click [OK] to save the change, or click [Cancel] to discard the changes.
  • To delete a title, click on the title inside the shown list to select it, and then click on [Delete].
  • Once you have completed the changes you wanted to make, click [Save] to save those changes and exit the job titles screen.

Product/Inventory Setup

The product setup screen is slightly different in each of the software supplied by Agnitech. The following links take you into the inventory setup guide for the specific program that you are currently using. Please click on the link corresponding to your program to read the instructions on how to setup the inventory.

Import Customers and Products

In order to import your existing customers and/or products from another system, you must first export the data from the old system so that it is stored in a CSV or an Excel format. Once you have the Excel or CSV file available for importing, follow the steps below

  • Click on the [Import Data] button under the Administration screen.
  • Select Customers or Products from the Import Type drop-down list, this is to tell the agnitech software what type of information you're attempting to import. If your file contains customer records, select Customers from this Import Type drop-down list; otherwise, choose Products
  • If your data is stored in a text file (CSV), click on the [Select Text File] button, and then locate and select the file that you wish to import. If your data is saved as an Excel file, first make sure the excel file is in XLS format, and NOT XSLX, and then click on the [Select Excel File] button to locate and select the file, the excel [sheet] containing the data to be imported must be named [Sheet1].
  • Next, you will need to map the columns in the file you are importing to the columns that appear under the [Target Column]. For example, if your file contains the columns [firstname, lastname, city, etc], then enter 1 under the [Source Column] on the same line of the [FIRST NAME] column under the [Target Column], enter 2 in the Source Column on the same line of the [LAST NAME] column under the target column, etc. Complete this step for all the columns that contain data in the file you are importing
  • Once you have completed the mapping of the source column, click Import to see a preview of the imported data, and if everything looks good, click [Import] to actually import the data into the Agnitech software.
  • If the data is imported successfully, you should be able to see the information under Customer Setup or Product Setup, depending on which type of data you imported.

Processing a Return

In order to process returned merchandise, you must create a "Returns Invoice" which you can then add the returned items into, and the software can then account for the returned product in the inventory, and maintain an accurate balance on the customer. All returns are credited towards the customer balance, and then you can issue a refund to that customer by entering a refund transaction with the amount that was refunded, or you can leave the negative balance as credit in the system so that the customer will be credited for that amount on future purchases.

Following are the steps on how to process a return:

  • Click on the [Process Returns] or [Returns] button.
  • Click on the [New Customer Return] button to create a return invoice for an existing customer, or click on [New Walkin Return] to return items from a walk-in customer whose record has not yet been created in the system, you will then be prompted for the original purchase receipt number, enter it if the customer has a copy of that receipt. When a customer provides the original receipt for a return, the system automatically credits the customer with the full purchase price. If there is no receipt available, the system calculates the return price from the Return Price of the product that was set for the product under the inventory setup screen.
  • For each item the customer wishes to return, click on [Return Item] to select the item from the product list, or you can simply enter or scan the product's barcode into the [Enter SKU] box, and then click on [Add To Invoice] to add it to the return invoice.
  • As you add items to the invoice, the system automatically calculates the total of all the returned items so far, including the tax amount. Once you are done adding all the returned items, click on [Save]. The total amount shown at the bottom of the invoice is the amount that should be refunded to the customer, otherwise it will be credited to the customer balance. Make sure you issue a refund in the [Refunds] screen if you do refund the money to the customer, otherwise the system will continue to show credit on the customer's balance.