Useful Links

The AAAPOS website has a number of useful resources for AAAPOS RetailManager users. To explore these resources, click a link below.

Open Shopfront

Close Shopfront

Sign-On

Sign-Off

Security Export

Backup

In AAAPOS RetailManager, the backup process includes compression of your shopfront to reduce the space required for storing your backup files, as well as allowing you to back up to different media. We recommend you store your backup files on removable media, such as a portable hard drive or cloud based storage like one drive.

Performing a backup manually from the file menu in RetailManager

Configuration

Shopfronts/Maintenance

Accounting Export

Importing data into RetailManager

Using the AAAPOS RetailManager Import & Export Wizard, you can import information about your customers, suppliers, stock items and staff members into your RetailManager shopfront database. In addition to importing new records into RetailManager, you can also update your existing RetailManager records. When you run the RetailManager Import and Export Wizard, you will be asked to choose the type of data (stock, supplier, customer or staff) that you are importing. If you want to import more than one type of data, you will need to run the wizard more than once. For example, if you want to import both supplier and stock data, you will need to run the RetailManager Import and Export Wizard twice—once for importing suppliers and the second time for importing stock. Further, you must import the data in a particular sequence. This is to ensure that any links between records are retained. For example, if chocolates are always supplied by a supplier called Cocco Trading, the stock records for chocolates will have this company as the default supplier. To retain this information, you must first import the suppliers and then the stock. If you import the stock first, the system will not find a record for Cocco Trading and the chocolates will not be linked to a supplier.

Follow this sequence when importing more than one type of data:

1. Import Staff
2. Import Suppliers
3. Import Customers
4. Import Stock

Exporting data from RetailManager

Using the MYOB RetailManager Import & Export Wizard, you can export data from your MYOB RetailManager shopfront database in a number of file formats, including tab-delimited, HTML, Microsoft Excel, Lotus 1-2-3, and Paradox. You can export your dockets, cashup sessions, tax codes, cashup shortages, payments, lay-bys, and much more from your RetailManager database.

Backup

In AAAPOS RetailManager, you have the option to backup your database. The backup process includes compression of your shopfront to reduce the space required for storing your backup files. The following three RetailManager files are backed up: recent.mdb, archive.mdb and offline.mdb N.B. If you add pictures to your stock items, these file will also be added to the backup.

Performing a backup automatically when opening or closing your shopfront in RetailManager

Goods Received

The Goods Received window is used to receive goods into stock from a supplier’s invoice. New suppliers and new stock items can also be quickly created from this window.

Returned Goods

In AAAPOS RetailManager ‘returned goods’ refers to goods you are returning to a supplier. These could be goods you have received damaged from the supplier, faulty goods, goods that you didn’t order, and so on. It is common practice that you need a Returns Authorisation form from your supplier to be able to return goods to that supplier. You may want to check that you have the authorisation before you send the goods back.

Unless you manufacture your products on site using your own raw materials, you probably purchase your stock items or raw materials regularly from your suppliers. You can use the Purchase Orders function to create purchase orders for each supplier, listing the stock items and quantity you require and the price you expect to pay.

The Debtor Payments window is used to make account payments.

Recording payments, editing, cancelling or refunding a lay-by is easily done in RetailManager, but it is important to remember that you do this in the Lay-by Payments window. Lay-bys are only created in the Sales window, but all other aspects of managing the lay-bys are done in the Lay-by Payments window.

Customer payments on sales orders, cancelling or refunding a sales order is easily done in RetailManager, but it is important to remember that you do not do this in the Sales window, but rather in the Sales Order Payments window. Sales Orders are only created in the Sales window, but all other aspects of managing the sales orders are done in the Sales Order Payments window.A sales order is finalised when the customer has paid for the sales order products in full, and takes the products.

You convert a quote in the Quote Converter window. You can convert a quote to a sale, lay-by, customer special order, sales order, or account sale.

Stock

Managing your stock is a fundamental part of running a good retail business. AAAPOS RetailManager gives you complete control of your stock and provides you with many tools to maintain your inventory. Not only can you set the code, description and price of an item, you can also set the required stock levels, tax codes, default supplier, departments and product categories, commission level, minimum stock level and more. When you make a sale, RetailManager automatically adjusts your stock levels to reflect the sale. From the time of delivery (goods received) you can record stock into your inventory, and with the use of serial numbers, you can track the movement of a stock item from goods received through to sales and beyond, helping you maintain warranty and returned goods records. RetailManager provides you with a complete system to create, print and recognise your own barcodes, or use the barcodes already belonging to a product. RetailManager lets you combine products into packages, where you can sell a number of individual stock items together under a single price. You can also define a stock item and sell it in portions, or by weight. Stocktake functions, particularly with the addition of a bar code scanner, are simple to perform, and added functionality such as using serial numbers means you have access to a high-powered inventory control system as part of your retail software.

Suppliers

The Supplier window is used to record all the relevant details about your suppliers. It also records every transaction you have performed with each supplier, including all goods received and returned goods transactions. It is not mandatory to use the Supplier window. For retail businesses which receive the stock they sell from suppliers, keeping track of suppliers is essential.

Customers

AAAPOS RetailManager lets you record an extensive amount of customer information which can be used in a number of ways, such as administering lay-bys, special orders and customer accounts. This makes it easy to keep track of who is buying what and when, who owes you money and how much, and when their payment is due.

Staff

Each sale or sale-based transaction performed in AAAPOS RetailManager must be associated with a staff member. Staff member information can be as simple as a name and a number, with only one staff member defined for all transactions, or it can be detailed information, including contact numbers and addresses, and information such as whether a staff member is employed full-time or part-time. With consistent use of the RetailManager staff features, you can perform staff reporting and information tracking tasks. You can record and report on staff commission on sales across your whole range of stock items or for specific items. Details of transactions (sales, lay-bys, goods received, payments, orders, special customer orders, sales orders and quotes) that a staff member has processed can also be recorded. By creating individual staff records, you can also setup multi level security and limit the access to areas like reporting, profits etc..

Departments & Categories Assistant

You can use the Departments & Categories Assistant to create departments that are used to organise and group stock. Departments make it easier for you to locate stock. You can also filter sales and inventory reports on the basis of departments, and perform partial stocktakes for all the items in a department. RetailManager also allows a category classification for items within a department. Categories are used to describe characteristics that are common to a set of items.

Reassign Stock Items

The Reassign Stock Items feature lets you quickly assign current stock to new departments and categories. In previous versions of RetailManager, you could assign a stock item to a category and a sub-category. In this version, a stock item can be assigned to a department and up to three categories.

Stocktake

Traditionally, stock adjustment procedures have consisted of the annual stocktake; this is the one time of the year when a retailer would synchronise actual with recorded inventory levels. The AAAPOS RetailManager stock adjustment procedures offer several more options, which allow a busy retailer to adjust stock levels for an individual stock item or any department or category of stock items, in addition to the complete stocktake. This gives the retailer the flexibility to run a partial stocktake of a company’s goods for a representative’s visit, or adjust the stock level of a single stock item because additional stock has been found in the storeroom. The annual stocktake is still an important and major undertaking. You can use your computers and scan your stock directly into RetailManager, or you can print out stocktake sheets in RetailManager for a manual stocktake. You can then run the Discrepancy report to identify discrepancies.

Pricing Grades

The Pricing Grades function enables you to set different default pricing. You can allocate discount levels to different grades of customers and then make exceptions to these discounts at either category or stock item level. This means that staff members do not need to know which customers should receive a discount; these customers can be pre-defined in RetailManager as receiving a certain pricing level. At the time of sale, the staff member can also select a grade for each line item.

Promotional Pricing

In AAAPOS RetailManager, the promotional pricing feature allows you to add a mark-up or mark-down to a range of stock items that only applies for a certain period of time. You can set the start and end dates and times of each promotion, allowing you to prepare promotions for future use. Information about sales made during a promotion is provided via a special Promotions Performance Activity report.

Lookup Stock at other Shops

In AAAPOS RetailManager, you have the option to lookup stock at other stores if you are using shopify. This makes it easy to quickly identify which stores have the product you are looking for.

Bulk Price Updates

In AAAPOS RetailManager, Bulk price updates enable you to apply a price adjustment to multiple stock items. You select the stock items by supplier, the custom 1 and custom 2 fields, or by department and category, then apply price updates either as a complete new price or as an adjustment to the current price. You can apply bulk price adjustments either as a percentage of expected gross profit or as an amount. You can also round to the nearest five cents etc..

Bulk Delete

In AAAPOS RetailManager, The new Bulk Delete feature makes it easier to delete unused stock items. Use search filters to find the stock you want to delete. You can search by description, long description, custom 1 and 2 fields, department, category the date the item was last used (not including stocktakes), and you can also choose not to delete any products created after a certain date. For example, you could search for Homewares stock that haven’t been used since 01/07/2008. And you can include inactive stock and stock with tracked serial numbers.

Contact Groups

In AAAPOS RetailManager, you can create customer contact groups and then use these groups to email newsletters, special offers, catalogues or other promotional material to your customers. For example, you may want to create a customer contact group called ‘VIP Customers’ and only include customers who have exceeded a minimum sale amount or a minimum number of sales. You can then email these customers with a special offer. You create, edit and delete customer contact groups in the Contact Groups window. In this window, you can also print the Customer Groups Summary and Customer Groups Detailed reports. You can also use your contact groups to print mailing labels and customer bar code labels.

You create and send emails from the Email Contacts window. There are two tabs in this window. The Email Transactions tab is for emailing transaction documents, such as invoices and payments, to individual customers. And the Email to Groups tab is for emailing your customer contact groups.

Print | Email Customer Statements

In this window, you select the account customers to send statements to and specify the statement cutoff date. Invoices and payments made on or before the cutoff date will be listed on the statement. You can choose to include all invoices on the statement or just outstanding invoices. If you choose outstanding invoices, you can include paid invoices within a specified period (for example, the last 30 days).

Printing Customer Barcode Labels

In AAAPOS RetailManager, you can print customer barcode labels. Customer barcode labels are printed on Avery DL33 labels to the report printer you specified in your setup options.

Printing Customer Mailing Labels

In AAAPOS RetailManager, you can print customer mailing labels. Customer mailing labels are printed on Avery DL33 labels to the report printer you specified in your setup options.

Email Audit

In AAAPOS RetailManager you can view all emails that have been sent. There are three tabs in this window: * Emailed transaction documents, * Emailed customer statements, and * Emails sent to your customer contact groups

Sales Summary

The Sales Summary window displays information about the performance of the shop since midnight, or for a specified period of time. The sales summary differs from the till balance in that it includes all client computers on a network, whereas the till balance is only run for a single computer/till. You can run the sales summary at any time during the day for a summary of the day’s business.

Print Till Balance

The till balance tells you what you should currently have in your till; this includes a total for each payment type and total expected. This should match the actual physical count of the till contents. You should print a final till balance before you end the session and enter your takings as part of the Cashup / End of Day procedures.

Print Cashup Reports

The second stage of cashing up at the end of the day is printing cashup reports. Before you do this, make sure you have completed the first step of the cashup procedure, Entering your takings. You can find this step under Cashup / End of Day. Your cashup reports are printed to the printer you specified for cashup in the Printing Options window.

Set Active Cash Drawer Identifier

You use the Set Active Cash Drawer Identifier window to set the identifier for your active cash drawer. This will then separate the cash drawers on each computer and will need to be reconciled separately.

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Float In/Out

With AAAPOS RetailManager, you can add a float amount to your till balance. You can then subtract this float amount when cashing up, or leave the float amount as part of your till balance if you use a perpetual float.

Cashup | End of Day of Day Procedures

Cashing up is an important part of the day for most retail businesses. AAAPOS RetailManager has reports that provide more information than the most advanced dedicated till. As a busy retailer you might want to find out the till balance and how sales are going at any time during a given day. You can use the till balance and sales summary features of RetailManager to meet these needs.

Allocate Customer Special Orders

Customer special orders are one-off orders that you make when a customer requires a rain check, or an item currently not available or not usually sold in your shop, such as an item that you can supply but due to specific customer requirements such as size or colour, you normally order directly from a supplier. AAAPOS RetailManager handles and tracks customer special orders separately from standard shop orders.

Cancel Orders | Orderlines | Customer Special Orders

In AAAPOS RetailManager you have the flexibility to cancel either an entire outstanding purchase order, a single item on order or a customer special order. This section shows you how to do this

Merge | Delete Records

Merging records is a useful tool to correct the accidental duplication of a stock, staff, customer or supplier record. When you merge two records, the information contained in the old record is merged with the new record. The Delete Records function is useful for deleting stock, staff or customer records that have been entered in AAAPOS RetailManager by mistake or that you no longer require in the system.

Reallocate Numbers

If you want to change a stock, customer’s, supplier’s, or staff member’s number to a new number, you can reallocate the number. This would be useful, for example, if you made a mistake when creating an number.

Set Tax Codes

AAAPOS RetailManager allows you to create your own Tax codes. Depending on your location, you can create the Tax codes that you require for your country

Reverse Debtor Payments

AAAPOS RetailManager gives you the option to reverse a debtor payment. This is useful, for example, if a customer’s cheque bounced or if you made a mistake entering the payment in RetailManager — you entered the wrong amount or the payment was allocated to the wrong customer. Once the payment is reversed, you can return to the Debtor Payments window and record the payment correctly.

Lookup Serial Numbers

The Lookup Serial Numbers window allows you to follow a serial number’s audit trail. This means you can view all the transactions committed with a particular stock item that has a recorded serial number. You can choose to look up serial numbers by serial number, by bar code, by supplier number and by customer number.

Reporting

AAAPOS RetailManager offers you a vast range of reports. From sales reports, to profit, stock, customer, supplier and many more reports, RetailManager is sure to have the report that you are looking for. RetailManager reports a based on departments, categories and custom fields. It is essential to categorise your stock properly in order to get the best results from your reports.

Lookup

The Lookup Transactions window gives you quick access to your transactions in AAAPOS RetailManager. You can search for and view a single transaction in detail, or view a summary list of several transactions that fit your search criteria. Transactions are grouped by the following types: sales, credit notes, goods received, returned goods, lay-bys, payments, purchase order, customer special order, sales orders and quotes.

Graphing

AAAPOS RetailManager’s graphing capability is a valuable way of illustrating your sales results. A number of selection criteria are available. The graph that is displayed is determined by your selection criteria. When you have made these selections, you can change any of the criteria, and click Display – F10 or press F10 to view the graph incorporating the new criteria.

Custom Barcodes

AAAPOS RetailManager allows you to print bar codes of the type ‘Code 128’. This type of bar code looks like any other bar code, except that it does not have to conform to any regulatory body (as is the case with type ‘EAN 13’). You can use any number sequence for your bar codes.

Calculator

You can also use the standard Windows calculator from within RetailManager.

Reprint

Here, you can reprint the last transaction of the following transaction types: Last Sales Docket, Last Credit Note/Deposit/Gift Voucher, Last Invoice, Last Invoice Payment, Last Purchase Order, Last Customer Special Order, Last Goods Received, Last Returned Goods, Last Lay-by, Last Lay-by Payment, Last Lay-by Refund, Last Sales Order, Last Sales Order Payment, Last Sales Order Refund, Last Quote & Last PC-EFTPOS (Linkly) /DPS EFTPOS Receipt (available if you use an Ingenico PC-EFTPOS (Linkly) or DPS Payment Express – Integrated EFTPOS terminal).

Scan Individual Units

If you only ever sell a quantity of one of a product at a time, or scan each product individually (such as in a supermarket), selecting Scan Individual Units will always assume the quantity of one, so you wont have to enter a quantity in RetailManager. This will speed up the process of a transaction.

Open Till

At any time, you can open your till by pressing Ctrl + Z on your keyboard or go to Tools and select open Till. Please Note: You can stop staff from doing this in the security options. See security in the setup window for more information

Options

In AAAPOS RetailManager some of the options you set in the Options window are workstation options, which apply only to a single workstation on which a copy of RetailManager has been installed. Other options apply globally to the shopfront, and apply to all workstations connected to the shopfront. Some options are set once from any workstation and apply to the shopfront. These are called global options. Global options are saved with the shopfront, and apply to any user who connects to the shopfront from any workstation. All other RetailManager options are workstation options, and only apply to a single workstation. They are saved with the copy of RetailManager installed on the workstation, and apply whenever that copy of RetailManager is in use.

The following are global options in RetailManager:

This section describes how to set up your hardware devices—docket printer, cash drawer, pole display, Eftpos terminal, scales and bar code scanner. We recommend that you seek assistance from an AAAPOS RetailManager Professional or specialist reseller, to make sure that your retail system is set up and configured properly to best meet your needs.

Security Options

AAAPOS RetailManager security allows you to control your staff’s access to certain areas and functions within RetailManager. Setting up and administering security is a straight-forward process, detailed in this section. Information is presented in a sequence designed to assist you in the set up of RetailManager security. Security settings or access restrictions are assigned via staff groups that you create. A security staff group allows you to set access privileges that can be assigned to a number of staff members. In this way you can group staff by the level of access you might want them to have.