Retail Pro Tech Tips

Backup Reminder:
It is important that you back up every night and make sure that your back up is working and that you know how to restore. Who is in charge of your backups?

Regular File Reconstruction and maintenance
It is recommended that you make automated file reconstruction a routine part of your Retail Pro database management. File reconstruction can be performed automatically using the Retail Pro Scheduler. (Refer to Retail Pro Tool Supplement #8: The Scheduler.) You can schedule reconstruction of individual files or a group of files specified by a file list. You can create an unlimited number of file lists, each one including different files and each one scheduled to be run at a different time. Another recommended strategy for routine file maintenance is to periodically test all files and reconstruct those in which the program found errors. This is easily accomplished by selecting all files (or using a file list) and processing them in Test Data Only mode. Afterwards, only those files in which the program found errors will remain in the Selected Files list. Change the mode to Full Reconstruct and select Start to reprocess those remaining files.

System Diagnostic Tool
The Retail Pro™ System Diagnostics Tool is used to diagnose and troubleshoot system and software problems. You can quickly and easily generate a diagnostic report containing a detailed analysis of system hardware, RTI software, and configuration settings. If necessary, the report can be printed and sent to Technical Support to aid in the identification and correction of a problem. Reports can be saved, printed, and optionally polled to the Main station.

Trouble with polling?
Look at your polling logs and understand what they are telling you. Verify that polling between the stores is successful and correct any problems that could prevent a proper polling cycle. Verify that all transactions made at the remotes were properly polled to the main and processed. If you are consistent about checking your polling logs and acting on the messages in the logs then your polling issues will be minimal. A number of problems can be caused by over-sized or corrupt polling logs. If you start to have issues because you haven't been able to check your logs for a while and they become corrupt you can delete the logs; In the Rpro folder delete:
Log.dat
Log.dia
Log.ix
Logcount.dat
Logcount.dia
These files can be deleted at the Main and/or remote that is having the issue.

Equipment Maintenance
1. Never turn your computer off with the power switch until Windows has shut down.
The one exception to this rule is when your computer locks up and your hard drive is not running (hard drive light is not blinking). In this situation, you can turn the power off without harmful effects to the hard drive. As cutting the power can also result in lost data or Windows files, you should only do this when you have to.

2. You should have a UPS (uninterruptible power supply) for your computer. A UPS with line conditioner is preferred. This will keep your computer from crashing during power outages, and will protect your computer from low and high voltage occurrences. An UPS is far superior to a surge protector and will save your computer from almost any power type of disaster.

3. Backup any data you cannot afford to lose to at least two separate physical drives. The time to backup is when you create something you can't afford to lose. Backups should be scheduled daily.

4. Defragment your hard drives at least once a month. This will keep your hard drive healthy and prevent crashes. It will also help with speed.

5. Never unplug peripherals from the computer when it is powered up. Unplugging with the power on can short out the connector socket or the motherboard.

The only exception to this rule is if you know a peripheral is "hot pluggable". If you do not know what "hot pluggable" means then ignore this exception.

6. Do keep plenty of disk space available on your C: drive free for Windows to use. If you do not have enough free space you will choke Windows and it will start dumping data to your hard drive, or it will just get really, really, slow. Use the ADD/Delete tool in the Windows Control Panel to delete unneeded programs from your drive.

7. Do not let a lot of programs load up when you start your computer. They use valuable memory and Windows Resources (Windows internal workspace). All programs in your Windows System Tray (in the lower right of your screen) are running on your computer. Close them if you don't need them or run them and configure them not to load when you boot up.

8. Do use a virus checker regularly. Everyone should use a virus checker. The best type of protection is continuous monitoring from a dedicated anti-virus program like Trend Micro or McAfee. We have had significant speed issues when using Norton Antivirus with Retail Pro.

9. If you have a high speed Internet connection you need a firewall. A firewall program keeps those who want to hijack your computer from gaining access to your system. You really do not want someone else running your computer.

10. The greatest enemy to your computer is heat. It causes the internal components and chips to wear out. Heat also lowers the performance of your system. The first thing to check is the ventilation around your system. Many of the standard computer desks force you to place your computer in an enclosed cabinet. If your system is in an enclosed space, cut a hole in the back of the cabinet behind your cooling fan. This will allow it to draw cool air into the system. Your system should have at least 4 inches of space to the rear, with no clutter, loose paper, etc., to block the flow of air into the computer.

The second thing you can do, is to clean the dust from the inside surfaces of your system. Do this at least twice a year and your monitor once every 2 years.

Make sure that you clean the blades of the cooling fans. Clean the power supply fan, the CPU's cooling fan and the case fan (if you have one) as well.

Pro Tip: Keeping Your Inventory Compact
As time passes, you should delete old merchandise that you no longer stock. However, this typically creates blank sections scattered throughout the inventory file. The empty rows will unnecessarily slow some inventory searches and analyses, as Retail Pro must read every row, empty or not. It is a good practice to fill in these gaps when adding new items. To locate an empty row, Click new from the first row of inventory and cursor will move to the first available empty record.

Diagnostic tool
The Retail Pro System Diagnostics Tool is used to diagnose and troubleshoot system and software problems. You can quickly and easily generate a diagnostic report containing a detailed analysis of system hardware, RTI software, and configuration settings. If necessary, the report can be printed and sent to Technical Support to aid in the identification and correction of a problem. Reports can be saved, printed, and optionally polled to the Main station.
Step 1 From the TOOLS menu select DIAGNOSIS.
Step 2 In the Systems Diagnostics window, select the system components you want to include in the report. By default, all components are included except HARD DRIVE CONTENTS. To add a component, select its check box. To remove one, clear the check box.
Step 3 Select START to run the report immediately. The time required to complete the diagnosis will vary depending on the components selected and your system performance.
Step 4 After the diagnosis is completed, the report is displayed in the report window. Navigate through the report using the scroll bars, arrow keys, /, or the drop-down list of report areas. Selecting an area from the drop-down list takes you instantly to that section of the report.

Data Maintenance
One recommended strategy for routine file maintenance is to periodically test all files and reconstruct those in which the program found errors. This is easily accomplished by selecting all files and processing them in Test Data Only mode. Afterwards, only those files in which the program found errors will remain in the Selected Files list. Change the mode to Full Reconstruct and select Start to reprocess those remaining files.

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

Always check your system date when you sign on so all of your documents are dated correctly.

Would you like to set up a workstation to launch a specific document or chapter of a document when you select the E-manuals button?
By default the E-manuals button launches the e-manuals home page. You can configure your system to directly display a specific document or chapter from within the User's Guide when the button is selected. For example, at a POS workstation you might want the button to display the Recording Sales and Returns chapter instead of the E-manuals home page. At a receiving station you could display the Receiving chapter and so on.

Printing Customer IDs on Labels
Using Document Designer, you can print customer mailing labels that can include the Customer ID in barcode and human-readable form. Some stores print and laminate mailing labels for use as customer identification cards. If the label includes the customer's Retail Pro Customer ID in barcode, then a cashier can scan the barcode to quickly write the customer on a document or find the customer's record in the customer file

Zip code lookup
If you have set up your system to use ZIP/Postal Code Lookup, entering the ZIP code will automatically write the corresponding city, state, and/or country information on the customer record (see usage for the ZIP field described previously in the customer fields table). If you enter a nine-digit zip code, such as 12345-6789, including the hyphen, the system will ignore the four-digit extension and look for an entry that matches the first five digits.

Portable Readers
A large number of tagged items can be conveniently listed on documents by scanning using a portable reader. The data encoded on the tag can be any of the three Retail Pro lookup numbers: Item #, UPC #, or ALU. Both the lookup number and the quantity scanned are temporarily stored in the portable unit and later transmitted to the computer running Retail Pro via a cable attached to a serial port. The reader only needs to be connected to the computer during the transmission. This is extremely convenient, especially when taking physical inventory or scanning received items to make a voucher.

More Than 500 Scanned Items from a Portable Terminal
When downloading more than 500 items to a document, the first 500 items will be listed on the document as usual. Then, Retail Pro will alert you that there are more items to be processed. Update the first document, then begin a new document and select BARCODE to list the additional items. Update this document as well. We recommend scanning no more than 1000 items before downloading to a voucher.

Changing a Department Name
Department names are stored only in the department file; only the code is recorded in inventory and on documents. Retail Pro looks up a department name in the department record when needed. Therefore, if you have changed the name for a department, the name displayed will be the current one.

Lead Time
Lead time is the number of days that it typically takes from the time you order merchandise until the merchandise is received. You can predefine a lead time for each vendor. Lead times for items (if the item?s vendor has a lead time defined for it) are displayed on the Committed screen.
1. Select SYSTEM PREFERENCES > MERCHANDISE > VENDORS > USER-DEFINED > Text Field Names: Enter LT as the name for one of the text fields.
2. In the vendor module, enter the number of days of lead time for a particular vendor in the LT field.
Note: You can also predefine a lead time for each item. Item lead times take precedence over vendor lead times. If you define no item lead times, then the vendors lead time, if any, will be shown on the Committed screen for that item. (Refer to Chapter 4. Inventory for more information.)

Ordering New Items
At the Main station, you can easily add a new item to inventory as you list it on the SO.
1. Select CHOOSE/EDIT ITEMS.
2. Select NEW.
3. Enter required fields and other fields, as desired, to record the item.
4. Enter the Doc. Qty in the cell for the new item.
5. Select OK from the side menu to return to the SO, adding the new item to it.

PI Preparation
Being prepared is a step in the right direction for a good inventory. Make sure that your store has tags that are readable using a scanner.

Use Caution When Editing Former Receipts
Editing of former receipts makes permanent changes to your sales history file and may affect inventory if done before polling has taken place. It is the user's responsibility to ensure he is not corrupting historical sales information or creating false information.

Deleting Manually vs. "Cleaning House"
Although you can manually delete items from inventory, it is usually better to use Clean House to erase items that are no longer needed. Clean House prevents you from deleting out-of-stock items that are committed on a PO, SO, or TO, or that have a non-zero company on-hand quantity. When Clean House erases an item from inventory, it also clears the entries for that row from a number of inventory-related files, making the row ready to use for a new item.

Starting to Track Adjustments
We generally recommend that you start using adjustment tracking after you have done a complete physical inventory. This establishes your baseline. You will then be able to audit changes in inventory quantities and valuations back to the defined starting point.

Reports
1. Offline Reporting
Workstations accessing Retail Pro over a network read data files stored on the network server for reports. Retail Pro offers offline reporting, an important feature that allows a workstation to access a secondary set of data files (stored on the network or locally), allowing for more flexibility and speed when running reports.

2. Restore Minimized Report(s)
If a report is minimized in the Previewer, the RESTORE feature becomes active throughout the reports module. Select RESTORE from the side menu to maximize the report. If multiple reports are minimized, all are maximized when RESTORE is selected. If reports are reduced from full screen to window, you can arrange the windows to display multiple reports at once.

3. Filter Wizard vs. New/Edit/Edit Filter
FILTER WIZARD takes you through a step-by-step process to create/modify a report filter. To make quick modifications, or to work in an order of your own preference, it is recommended that you use NEW, EDIT, or EDIT FILTER , as appropriate. The same functions are available whether you use the wizard or NEW/EDIT/EDIT FILTER.

4. Create Report Groups (within a Category) "On the Fly"
Select the category. When the list of reports is displayed, use or to highlight multiple reports. Then select PRINT to run this "on the fly" group of category reports.

5. Scheduling a Single Report
Only report groups can be scheduled. If you want to schedule a single report, simply create a group that contains only that report.

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

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

Keyboard Shortcuts
Use the following keyboard shortcut keys to quickly enter new times into time fields. If a time is specified in a field then the following commands will be relating to the displayed time. If there is not a time specified, the resultant entry will be relative to the displayed time. If there is not a time specified, the resultant entry will be relative to the current Retail Pro time.
, Enter the current system time. <+>, Move the time forward as many hours as the number entered. For example, if the displayed time is 1:00PM and you enter <+>, <3>, the time will be moved forward three hours to 4:00 PM
<->, , Move time back as many hours as the number entered. For example, if the displayed time is 1:00PM and you enter <->, <3>, the time will be moved back three hours to 10:00AM.
Change the time to one hour ahead.
Change the time to one hour earlier.
Set time to 12:00 AM.
Set time to 11:59 PM.
Set time one minute ahead. Only the minutes are changed, but not the hours. For example, if the time was 10:58PM then selecting three times would change the time to 10:59PM, 10:00PM, 10:01PM.
Set the time one minute earlier than the current time displayed. Only the minutes are changed, not the hours. For example, if the time was 10:02PM then selecting three times would change the time to 10:01PM, 10:00PM, 10:59PM , Set the time to noon, 12:00 PM

Sortable Columns
The columns that can be sorted in each module will vary depending on how you have configured your installation of Retail Pro. It order for a column to be sortable, it must be an index. ( An index is a file that contains specific information on the location of Retail Pro records. ) In addition to the default indexes, in some modules ( such as receipts and inventory ) additional indexes can be defined by the user. This is done in RPRO DB. If a multiple field index is chosen, the first field in that index will be the sortable field

Starting to Track Adjustments
We generally recommend that you start using adjustment tracking after you have done a complete physical inventory. This establishes your baseline. You will then be able to audit changes in inventory quantities and valuations back to the defined starting point.

Indexes and Sortable Columns
The columns that can be sorted will vary depending on how you have configured your installation of Retail Pro. In order for a column to be sortable, it must be an index (a file that contains specific information on the location of Retail Pro records.) The default index fields for each area are indicated in the Fields section of each individual chapter. In addition to the default indexes, in some places (such as RECEIPTS and INVENTORY) additional indexes can be defined by the user. This is done in RPRO DB. If a multiple field index is chosen, the first field in that index will be the sort able field. (Refer to specific chapters and Tool Supplement TS10. RPRO DB for more information.)

Recording Tax-Exempt Sales
A good way to handle tax exempt sales is to predefine a tax area with a 0% tax rate and then select that tax area when making a tax-exempt receipt. Using this method allows you to report tax-exempt sales by filtering on the defined 0% tax area. If you have tax-exempt customers, assign them the tax area with 0% tax in the customer file to insure their purchases are automatically recorded with no tax.

Using Jackpot Items to Record Fees and Miscellaneous Charges
Miscellaneous fees, particularly for services, can be listed in the document item list on receipts. Jackpot items can be used for this purpose. Create jackpot item(s) in inventory for this use with the appropriate department code and the name of the fee as its description (i.e. Wrapping). Flag them as Non-Inventory Items. In this way, you can enter the jackpot item on the receipt, edit its price and description as needed, and update. The non-inventory flag means the quantity on-hand in inventory will always be shown as zero, and the item will not show up in on-hand item reports. The fees listed this way will be reported as normal sales on reports.

Changing Item Associate
Changing the associate for an individual item does not affect the associate for the receipt.

Changing the Quantity of Promotional Pricing Items
If you change the quantity of a promotional pricing item, the system will check if the current receipt price matches the item price in inventory for the currently active price level. If the receipt price is less than the inventory price, a prompt is displayed, informing you that the price will revert back to the item's inventory price. Select YES to change the receipt price back to the item price. If you select no, the cursor will remain in the quantity field, so that you can change the quantity back if you wish.

Updating Discounts After Changing the Quantity Sold
If you need to change the quantity being sold after applying promotional pricing simply return to the receipt item list and change the quantity. When you select TENDER again, select APPLY if the dialog appears again to apply the new pricing.

Discounts Before Adding Customer
If items are added to a document before a customer is added, and discounts are given to any of the items listed on the document, subsequently listing a customer with a defined discount will override the previous item discount with the defined customer discount.

Cashier Changing the Customer Discount
A cashier's ability to edit a customer discount is limited by that cashier's discount maximum as defined in system preferences. The cashier is only allowed to change the discount to the maximum discount allowed for the cashier (even if the customer discount is higher than the percentage allowed for the user).

Pro Tip: Giving Cash Back While Ringing Up a Purchase
To give cash back while processing a purchase by a tender other than cash:
1. Enter the amount of cash to be returned to the customer as a negative number first. For example, if the customer wants $50 back, enter - 50.
2. Select CASH from the tender toolbar. The screen will show $50 cash is due in change. By entering the amount of cash back first, the new undefined amount displays how much the customer owes (including the amount due for the cash you are returning to the customer).
3. Tender the new undefined amount as usual.

Warning: Use Caution When Editing
Editing of former receipts makes permanent changes to your sales history file and may affect inventory if done before polling has taken place. It is the user's responsibility to ensure he is not corrupting historical sales information or creating false information.

Debit Cards Do Not Need to Be Settled
Unlike credit card and gift card transactions, debit card transactions do not need to be settled. However, debit card transactions are included in EFT batch reports for thorough EFT reporting.

Using SOs to Write Customer Quotes
You can easily write and submit quotes for goods or services to customers, without committing the items or service, by using registry SOs for this purpose. Design your SO form and print design files to include the information fields you need. When a customer accepts a quote, use the copy feature to quickly transfer the quoted sale to an active Customer Order SO. The "Quote SO" (registry SO) can then be deleted.

Gift Certificate
A gift certificate is "store money" that can be used to purchase merchandise at some future date. When a customer buys a gift certificate, there is no net sale. The customer is paying in the amount of the certificate in one currency (such as cash) and receiving the same amount as change in the form of a gift certificate. Reports, including the x/z out reports track certificate purchases as Gift amounts paid out and redemptions as Gift amounts paid in.

To Sell A Gift Certificate
1. Start a new receipt with no items listed and go to the tender screen
2. Enter the amount of the gift certificate being purchased as a negative in the Undefined field.
3. Select GIFT from the side toolbar. A dialog box will appear asking for the gift certificate number.
4. Enter the number then select OK.
5. It will show Change: GIFT for the amount you entered
6. Tender the undefined amount as usual usng the tender types from the side toolbar.

To Redeem A Gift Certificate
1. Ring a sale and tender the receipt normally.
2. Enter the amount of the gift certificate then select GIFT.
3. Record the certificate number into the dialog box then select OK.
4. Tender any change in the normal way.

Leading Zeroes
When typing in an item number, it is not necessary to type any leading zeroes. For example, to enter item number 000555, you need only type 555.

Using choose/edit items
Use CHOOSE/EDIT ITEMS instead of choose items when you want to go into inventory and edit items before bringing the items to the slip. You have full editing capability using CHOOSE/EDIT ITEMS.

Create a Separate Price Level for Original Prices
For maximum flexibility when restoring prices, create a separate secure price level in inventory for your original prices. This price level won't be used at POS; it will only be used to store original prices. Then in system preferences select LAST MARKDOWN as the price to keep when updating markdowns. You can now make markdowns knowing that you can restore prices to either the last markdown price or the original price, if necessary. To restore prices to their most recent pre-markdown price (the last markdown) simply select RESTORE to restore prices to their original price, use Price Manager to copy prices from the "original price" price level to the price level with which you are currently working.

Tracking Global Discount Types
Discount types in Retail Pro are stored with item records. Therefore, a discount type can only be specified for global discounts if they are spread among the receipt items. To record a reason when giving an unspread global discount, predefine a discount reason or reasons in your comment list in preferences. Then when giving an unspread discount, enter the reason in a Comment field. Sales reports tracking global discount can then be generated by filtering on the Comment fields.

Promotional Pricing vs. Quantity Pricing
Promotional pricing allows you to assign any items or styles to a promotion so that you can price those items lower when selling them at greater quantities. When listing promotional items on a receipt, the quantity being sold for all items assigned to the same promotion will be summed. Retail Pro will then use promotional pricing on the receipt; the discounted price will automatically be entered for each of those items.

Freight Costs
Retail Pro® allows you to spread freight costs to the cost of the items. Freight can be treated as a separate charge or it can be spread ? added proportionally to the cost of all items received.

Independent SO Customer Information
The customer information brought to the SO becomes part of the SO record, independent of the customer file. If you edit the customer file, the SO will not be updated; likewise, editing the SO customer information will not affect the customer file.

Customer Discounts Cancel Previous Document Discounts
Adding a customer with an assigned customer discount to a document that already has discounts applied (whether to individual items or a global discount) results in the cancellation of the other discounts. For example, let's say customer James Johnson has a 10% customer discount assigned, and he purchases an item that is 15% off. If you first list the item on the receipt, THEN add Johnson as the Bill To customer, the 15% item discount will be overwritten by Johnson's 10% customer discount. On the other hand, if you list Johnson on the document first, and then list the item, the item discount will be applied, overwriting the assigned customer discount.

Customer Tax Area
Customer tax areas may be overridden if the user manually changes tax area information on a document. The customer tax area feature only sets the tax area at the time the customer is added to the document. Any manipulation of the tax area after that may cancel out the customer tax area.