Home > System Administration > Set Up and Installation > Setting Up A System

Setting Up A System

Purpose

Creating The Database

Installation

Basic Data

Items

POS

Security

Accounts

Purpose

The purpose of this document is to assist with the creation of a workable system. It will list the various tasks that need to be done in the sequence in which they should be performed. Each step will provide an overview of what is required. It is not intended to be used as a reference for specific data. If you need to know what field x in process y does, refer to the separate help file. The following Concept sections in the help file should be read and understood before continuing. They provide an overview of various topics that will help you set up the data. If you set up incorrect data and start using it, it can be difficult to fix later on.

Locations

Suppliers

Items

Department/Category/Groups

Classifications

Labels And Tickets

This will ensure that you understand the important concepts in the system and you don't set up your system incorrectly.

Creating The Database

The first step is to create a database where BE Merchant will store its information. The database is created by using the appropriate SQL tool, for example SQL Query Analyzer in SQL Server 2000, to run a series of SQL scripts. The required scripts can be downloaded from the SYSTEM-NEW\SQL directory (see Where Do I Get The Programs From?). Run the scripts to create the database and populate the tables with default data for the system. The scripts will create a SQL Server database named ‘ DRSData’. Both data and log files will be created on the root C: drive.

Installation

You now need to set up the programs on your system. See your Installing A Head Office Server for detailed instructions.

Basic Data

The following data are the basic requirements before you can start setting up items and using the system fully. There are a few points you should be aware of before you start:

• Some codes that you set up are used in lookup comboboxes on the actual data entry screens, for example currency codes. This data is generally retrieved only when the Main Menu is started. If you add data but you don't see it in the combobox when you go to use it, close the function where you are trying to use the combobox, close Main Menu, start Main Menu again, start the function again. The data should now be available.

• There are two types of layouts used for editing data. The code list layout will list all the codes in a grid. You can simply click on the record to open a window to edit the data. The data entry layout is used for more complicated data. This layout will usually show the data across several tabs. You have to do a search to find the specific data you want to review/edit. When you do a search, there is a Filter button. When you do a search, before you select a record to look at, press the Filter button. Now chose the first record in the results grid. You will be shown the selected record. You will also have direction buttons which will allow you to move through the list of records from the search. This can make it easier for you to review your data.

Currency Codes

A Currency Code is required for each type of currency that you are able to use. This includes any currencies you may accept at your POS. The system comes with the following Currency Codes pre-configured:

If your currency is not listed, run the Currency Code function to set it up.

Currency Rates

If you only use one Currency Code, the system will assume an exchange rate of 1, and you do not need to do anything further. If you are going to use multiple Currency Codes, you will need to specify Currency Rates to tell the system how to convert from one currency to another. Currency Rates are one way conversions. For example, if you set up a Currency Rate to convert from AUD to USD, the system will not use these values to convert USD to AUD. You will need to specifically set up Currency Rates to convert USD to AUD.

If you do need to use Currency Rates, you should set some initial values when you set the system up. However, you will need to continually maintain these rates to cater for the normal fluctuations between currencies.

Tax Codes

A Tax Code is used to represent a specific tax rate, for example GST=10%. Tax Codes are also used for the WET in Australia and for CESS in Singapore. The system comes with the following Tax Codes pre-configured:

If there is not a suitable tax rate for your system, run the Tax Code function and set up a new code.

Tax Systems

A Tax System tells the system about a specific tax system used by a country:

• What tax codes should be used?

• What is tax called?

• What are the messages to appear on a receipt?

The system comes pre-configured with the following Tax Systems:

You will need Tax System for your specific country. If a suitable Tax System is not available for your country, run the Tax System function and create a new code. If you only operate in one country and do not require multi-country tax system, you should run the Tax Systems function and remove any Tax Systems you do not require. When you create new items, the system will create tax records for each available tax system. If you do not remove the Tax Systems that are not required, you will end up with more data than you really need to have.

Note: You do not have to delete unused codes for data like Currency Codes as they have no real impact on the system if they are not used.

Statistical Periods

Statistical periods are used to collect statistics for data ranges. You can have weekly or monthly statistical periods. Weekly statistical periods have the form 2009.xx. For example, 2010.01 indicates the first week of the statistical year of 2010. (A statistical year is generally the same as the financial year and starts at the same time but it does not have to be. You financial year might be July-June, while your statistics year is Jan-Dec.) 2010.52 would indicate the 52nd week of the statistical year 2010. Monthly statistical periods have the form 2010Mxx. For example, 2010M01 indicates the first month of the statistical year of 2010. Monthly periods are calendar months.

Use the Statistical Periods function to set up the statistics periods.

System Settings

The System Settings function allows you to control how the system will function as well as telling the system about specific information, for example what tender code represents Cash? You will use this function several times while you are setting up the system. Run the System Settings now to perform some basic set up.

On the Defaults and Defaults 2 tabs, you can set up data that will be used as default values when you set up new codes for various things like Locations and Items. For example, when you set up a new location, it will copy default values for that location from this tab. If you set up these defaults correctly, you will minimise the work required to set up new codes. Go through and set the values for these systems on these two tabs.

Note: These are default values. There are not used by the system to control actual functionality.

If you have a Report Footer set up, this is not the Report Footer used throughout the system. It is simply the default for any new locations. The system will use the Report Footer on the specific location.

The codes for the Item Defaults will only be able to be set to the default data available in the system. Later, if you add new Labels or Units Of Measure you can come back and change these defaults, if required.

The Directories tab is an important tab. Make sure the directories are set correctly so the system can function properly.

Review the settings on the System, System 2 tabs. The other tabs are not important at this point in time. You will need to review other tabs here shortly and the remaining tabs can be reviewed as required.

Locations

You will require a location code for each physical store location. You may also want to set up location codes to represent groups of stores. You should review the document on locations (need to link) for information on how locations are used in BE.

Use the Locations function to set up each Location code. Set up the highest level locations first of all. Next do your groups, then your venues and lastly, the specific locations.

The Basic tab contains information such as name, address phone numbers. It is also where you set up the all important Parent Location. The Report Location will generally default to the Location code itself. This is fine for most installations. If you have a venue which consists of several 'stores', for example a hotel which has a restaurant and several bars, you would want to set the Report Location for each of the stores to the venue code.

The Groups/Stores tab is an important tab. This is set up at the specific locations. You indicate all the groups that the specific location can belong to. This is used for reporting purposes.

Review the Inventory Options tab. Also, if you share stock between locations, for example a keg of beer between two bars, you should check the Inventory Locations tab. You may not be able to set this up properly until you have started to set up your item information.

You should also pay particular attention to the Accounts tab. This tab tells the system whether or not this location shares account information with other locations. You need to set this up before you start setting up suppliers.

On the Advanced tab, ensure the Tax System and Primary Currency are correct. (If you have set up the defaults correctly in System Settings, these should be correct.)

Suppliers

A Supplier is required for each supplier that you deal with. The basic Supplier details are name, address, phone numbers, and so on.

Make sure the Supplier Line Costs Includes section on the Ordering tab correctly reflects the way the supplier provides the cost. This is important when doing purchase orders and invoices.

On the Advanced tab, ensure the Tax System and Primary Currency are correct. (If you have set up the defaults correctly in System Settings, these should be correct.)

Items

Categories

Items can be assigned to a specific Department, Category, Group and Subgroup. These allow related items to be grouped together for various purposes, for example grouping on reports, applying a supplier trading term to a group of items, setting default margins, and so on. The Categories function will allow you to define the individual Departments, Categories, Groups and Subgroups. It will also allow you to set up the valid combination of codes, for example the WINE category is allowed in BEVERAGES department but not in the FOOD department.

The system comes with a default Department, Category, Group and Subgroup codes of 'UNK'. If you want to set up specific codes, run the Categories function.

Classifications

Classifications are used to group products together. You can tell the system that a particular location should only have items from specific Classifications. This allows you to control the range of items available at a location. If you don't assign Classifications to a location, the system assumes that all items are available. The system does not have any pre-configured classifications.

Units Of Measure

The Units Of Measure describe the measurement of the items. The standard UOM is 'EACH' which is assigned to any item that you simply scan and sell. If you are in the hospitality, the Units of Measure allow the system to work out quantities of items. For example, a bottle of spirits might have a UOM of 700MLS. A glass of spirits might have a UOM of a NIP. The system knows that a 700MLS is 700 mls and a NIP is 30 mls so when a glass of spirits is sold, the stock can be decremented appropriately.

The system comes pre-configured with the following codes:

If you require additional codes, run the Units Of Measure function and add the required codes.

Labels

Labels are used to define the layout of a specific type of label, or ticket. A Label can be assigned to each item. You can assign a default Label in System Settings that will be used whenever a new Item is created. The system comes with pre-configured with a Label called 'NORM'. This is also defined as the default in System Settings.

Items

The Items function allows you create the items you need to sell at POS. At this point you have all the basic data set up to create your items. There are some special items that may be required for POS, for example gift certificates. These are discussed in the POS section below.

POS

Tenders

You require a Tender for each type of payment method you can accept at POS, for example cash, cheques, credit cards, and so on. The system comes pre-configured with the following tender codes:

list codes here

If you require payment methods not listed here, run the Tenders function and add them.

Even though the system comes with a set of default Tenders, you should still review them to ensure they fit your specific operation. For example, which tender codes do you accept for returns? Which tender codes can be interfaced with an EFT device?

Items

You need to create items in the system to represent special items you may use at POS. These items are as follows:

When you use the Items function to create these items, you should enter a record on the Mandatory Stock tab to show the items are mandatory for all locations.

POS Keyboards

A POS Keyboard function allows you to define the layout of fast keys on the POS keyboard. If you are simply a 'scan and sell' operation, you may not require any fast keys on your POS. However, you have to assign a keyboard to a POS. That is simply a system requirement. The system comes pre-configured with a single keyboard which has no fast keys defined. You can use that as the default keyboard. If you need fastkeys you can either alter the existing code or create new ones.

Tills

You will require a Till definition for each POS that can be attached to the system. The Till definition tells the system where the POS is located, the format of the receipts and various configuration details about how the POS should operate.

System Settings

The system needs to know information that directly effects the operation of POS. Run the System Settings function again and review the settings on the POS 1 and POS 2 tabs. The Tender Types section records the codes of Tender used to represent certain payments method. For example, the Cash setting is the code of the Tender used for Cash. If you use the default codes provided by the system, you will not have to adjust this section. The Special Items section is where you would record the item numbers of the special items you set up above.

Security

Security Groups

Security Groups are used to identify a specific group that is allowed to perform a set of functions. You might have a 'POS' security group which is only allowed to perform POS functions. An 'Accounts' security group is only allowed to perform accounting functions. A user will be assigned to one or more security groups, for example a user may be able to do POS functions and accounting functions. The system comes with pre-configured with the following codes:

If you want to add your own Security Groups, or change the existing ones, run the Security Groups function.

System Security

There are several system level tasks that can be secured in the system, for example authorising inventory transactions, changing user passwords, modifying security of forms, and so on. Run the System Security function to assign Security Groups to the various tasks. Only users in these Security Groups will be able to perform those tasks. If a task has no Security Groups assigned to it, any user will be able to perform the task. The default system has no Security Groups assigned to the tasks.

Processes

Each Process, or function, in the system can be secured. This means you can allow someone to run the Items process but not run the Purchase Orders process. Securing a Process will prevent un-authorised users from being able to run the Process from the command-line or see the function on the menu.

Note: A menu should list all functions you want any user to be able to perform.

The Process security will be used by the system to control access from the menu. If the user does not have the required security, they will not see the Process on the menu. The system will hide it automatically.

Run the Process function to assign Security Groups to each available Process. If a Process has no Security Groups assigned to it, any user will be able to perform the Process. The default system has no Security Groups assigned to the Processes.

Tills

Various options on the POS can be secured, for example who is allowed to cancel a sale? who can change a price? You can assign Security Groups to each option using the Till function.

Management Areas

A Management Area controls access to information. A Management Area can be assigned to a User. This will restrict the information that the user will be able to see. A Management Area can control the locations for which the user can see cost and sell information, the locations the user can select for reports and the departments and classifications for which the user can see the item.

You will generally set up a Management Area for each specific location and each venue location. This means that you can tell the system, a user who works at this location can only ask for reports for this location. They can't ask for a report for a location where they don't work.

If a User is not assigned to a Management Area, they will be able to see any location and any item.

Users

A User is required for each person who wants to use the system. Each User will be identified by a unique code. Each user can be assigned to a one or more Security Groups. The system will use the user's security to determine exactly what functions can be performed by that user.

Accounts

Account Types

An account type represents a specific type of account that can be used by the system. The system comes pre-configured with the following account types:

You can use the Account Types function to alter the configuration of these account types.

Payment Terms

Payment Terms are used to indicate when payment is to be made for a specific account. Payment Terms can be set up for each account type. This means you can have a Payment Term of NONE for MEMPTS accounts, and Payment Terms of WEEK and MONTH for SUPPCR accounts.

The system comes pre-configured with the following codes:

You can use the Account Payment Terms function to edit existing codes or create new codes. You need to run this function for the specific Account Type you want to modify.

Adjustment Codes

Adjustment Codes indicate reasons why account adjustments are being made on an account. Transaction codes can be set up for each account type.

You can use the Account Adjustment Codes function to edit existing codes or create new codes. You need to run this function for the specific Account Type you want to modify.

Accounts

Supplier accounts are created automatically as new suppliers and locations are added. Accounts for Customers are created manually using the Accounts tab in the Customers function.