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LightSpeed™ Documentation Guide The comprehensive go-to guide for getting the most out of LightSpeed’s many
LightSpeed™
Documentation Guide
The comprehensive go-to guide for
getting the most out of LightSpeed’s
many powerful features.

Chapter 1: Getting Started

03 Getting Started

Chapter 2: Basics

31

Browser

37

Customers

46

Jobs and Timesheets

48

POS

59

Products

73

SRO and GSX

Chapter 3: Sales

78

Gift Cards

82

Labelling

86

Quotes and Invoices

97

Returns, Refunds, and Credits

101

Set Selling Prices and Set Product Info

104

Size-Color Matrix

Chapter 4: Purchasing & Inventory

108

Count Inventory

114

Ordering, Purchasing, and Inventory

Chapter 5: Accounting & Reporting

126

Accounts Receivable

130

Accounting Exports

145

Accounting exports Quickbooks 2009

152

Accounting Exports Easy

158

Costing

162

Tills and End of Day

165

On-target Report

170

Reporting and Intelligence

Chapter 6: Web Store & iStats

175

Web Store 2.0 Getting Started Guide

192

Web Store 2.0 User Guide

232

Web Store 2.0 Transition Guide

242

iStats

Chapter 7: Setup & Administration

245

Keybord Shortcuts

247

Authorize. net Setup

248

Backing Up

250

Exporting

253

Import Tools

265

Installation

268

International

271

Multi-Store

275

Networking

277

POS Hardware

280

Printing

284

Trackers

International 271 Multi-Store 275 Networking 277 POS Hardware 280 Printing 284 Trackers

Chapter 1: Getting Started

03 Getting Started

Chapter 01

Getting Started

Getting Started

Contents

04

Getting Started

04

Navigating

04

Setups

06

Set up your User Privileges

07

Create your Users

07

Set the ID Number Sequence for Sales Documents

07

Set up your Currencies

08

Set up your Taxes

08

Define your Cities, States / Provinces, and Countries

09

Create your Suppliers

09

Set up your Classes and Families

10

Create your Color and Size Sets

10

Learn the Size-Color Matrix

10

Name your Pricing Levels

11

Name your Warehouses

11

Set your Customer Categories

11

Define your Customer Groups

12

Set your Terms

12

Define your Payment Methods

12

Set up your Station

14

Set up your Printers

14

Set up your POS screen

16

Set up your Trackers

16

Create your Custom Fields

17

Create your Products

17

Create your Customers

18

Set Inventory Levels

18

Set your Live Rules

19

Import and assign your GL Accounts

19

Create your Smart Finds

20

Invoicing – POS

20

The Basics

21

Invoicing - Backend

22

Processing a Return

22

Quoting

23

The Purchasing Workflow

23

Ordering

24

Purchasing

25

Receiving Product

26

Reserving Product

26

Tracking

27

Processing an SRO

27

Balancing the Till

28

Jobs and Timesheets

29

Taking Inventory

Tracking 27 Processing an SRO 27 Balancing the Till 28 Jobs and Timesheets 29 Taking Inventory

Chapter 01

Getting Started

Getting Started

Getting Started

Welcome to the Getting Started guide of LightSpeed, Xsilva’s ground- breaking Point of Sale software for Mac OS X! This guide will take you step by step through a basic setup and configuration of your Light- Speed installation, laying down a solid foundation that will minimize the amount of maintenance required later.

Navigating

There are three major components of LightSpeed, the front counter Point of Sale (POS) screen, the back store and administration Brows- er, and the Web Store.:

The POS screen, accessible by the POS icon in the tool bar, is intended for a POS screen, accessible by the POS icon in the tool bar, is intended for a retail floor that processes transactions with the ultimate goal of providing a simple, rich, and very efficient ex- perience for both the salesperson and the customer.

The Browser , accessible by logging into LightSpeed or by leav- ing the POS screen, is Browser, accessible by logging into LightSpeed or by leav- ing the POS screen, is intended to put all extensions of a busi- ness at your fingertips, easily accessible, with a clear overview of the activity for the day, the month, and the year, streamlining processes and automating workflow.

The Web Store is a module that takes your Products and of- fers them for sale Web Store is a module that takes your Products and of- fers them for sale online, and must be purchasing and installed separately.

Setups

To get the full benefit of LightSpeed and its powerful features, there are several settings that must first be configured, including informa- tion about your Company, your region’s taxes, and the users who will be using the software. The lion’s share of these are found in the Tools menu, under the Setup option.

While LightSpeed has many more features than those listed here, these are the basic requirements for you to get started with the soft- ware. For details on these and other features, please see the various help documents on the documentation page of our website.

Required items are indicated with a star (*).
Required items are indicated with a star (*).

04

website. Required items are indicated with a star (*). 04 LightSpeed Log-in This guide is an

LightSpeed Log-in

This guide is an overview of the basic requirements for configuring LightSpeed, and does not
This guide is an overview of the basic requirements
for configuring LightSpeed, and does not include
explanation of all the setup features. For more com-
plete explanations, please see the PDF Documenta-
tion section of www.xsilva.com.

Chapter 01

Getting Started

Getting Started

Create your Company

Tools > Setup > Company

1
1

Company, Addresses and Contact Info, Fine Print Sections

To start, enter your Company name, along with your Billing and Shipping Addresses, Phone Numbers, Email Addresses, and Web Site Addresses in the available fields. The Fine Print section allows you to enter the fine print that prints at the bottom of Quotes, SROs, Invoices, Orders, Purchase Orders, Supplier Invoices, and AR statements.

2
2

Logo

LightSpeed can store a 192 x 192 pixel JPEG logo for your Com- pany. Drag a JPEG file to the Logo section, and the image will be scaled and saved to the database. This logo will show up on all your printed sales documents. To remove the logo, click the ‘X’ button.

3
3

Preference General

The bottom of the Company panel is dedicated to preferences for various functions of LightSpeed. The Enable Inventory Reserva- tions feature should be pre-defined as enabled, allowing you to reserve inventory on Orders. This is also where you set your Date Format and Time Format as they will appear in the software and on printed documents.

4
4

Preference Searching

The Search Current products only checkbox will, when enabled, disregard Products with their “current” status deselected in the Product card when searched in the Browser, the POS, or in sales documents. Deselecting the Search only after user types ‘Return’ checkbox will enable the “Search as you type” feature, resulting in search results that narrow as you continue to type. Leaving this box checked will require hitting the Return key after you’ve en- tered your search term. The Combine Scanned Quantities for Docu- ments/POS checkboxes will tally quantities of the same Product Code scanned into sales documents or the POS – deselecting them will create multiple line items for the same Product Code when it is scanned or typed in. Disable Cover Flow will remove the Cover Flow layout from both the POS and Browser (Cover Flow is a layout which will allow you to browse your Customers, Products, and Suppliers by their images).

5
5

Preference Status

The checkboxes listed here will allow you to automatically mark sales documents as “invoiced” when they’ve been converted into an Invoice. This status is used in Trackers and Smart Finds and sim- ple searches in the Browser.

05

an Invoice. This status is used in Trackers and Smart Finds and sim- ple searches in

Company Setup

an Invoice. This status is used in Trackers and Smart Finds and sim- ple searches in

Chapter 01

Getting Started

Getting Started

6
6

Master Password

All LightSpeed databases come with a default password set internally that Xsilva can use in the instance that you require backend database support. You can change your Master Pass- word from the default for maximum security and use the ‘Reset to Default’ button to reset it back to the default password when backend database support is required. Store this password in a secure place, as it is irretrievable once forgotten.

Set up your User Privileges

Tools > Setup > Privileges

The Privileges Setup panel allows an Administrator to determine which groups of Users can access which privileges in LightSpeed. Click a Privilege Group to display the associated privileges. By de- fault, LightSpeed has four Privilege Groups: ‘Administrator’, ‘Manager’, ‘Salesperson’ and ‘Technician’. These can be modified so that their Privilege set suits the business’s requirements and can be duplicated to create variations on their Privilege set.

Click on an Access setting to select a new Access setting from a pop- up menu. Each Privilege within a Privilege Group can have one of five Access settings:

Allowed: User has access to this Privilege User has access to this Privilege

Not Allowed: User does not have access to this Privilege User does not have access to this Privilege

User Authentication: User must confirm their Username and Password to access this Privilege User must confirm their Username and Password to access this Privilege

Mgr/Admin Authentication: User must have a Manager or Ad- ministrator enter their Username and Password to grant User must have a Manager or Ad- ministrator enter their Username and Password to grant access to this Privilege

Admin Authentication: User must have an Administrator en- ter their Username and Password to grant access to User must have an Administrator en- ter their Username and Password to grant access to this Privi- lege.

Each Privilege has the ability to be recorded in a log each time it is performed, or attempted and refused, by checking a checkbox in the Log column. When a checkbox is selected, the Log feature ( Tools > Utilities > Log ) will keep a record of all Users who attempt or per- form this Privilege, as well as when it happens, and, when applicable, to which document ID. This feature will allow you to review the dele- tion of records, the editing of documents, and much more, months or years after the fact.

06

the dele- tion of records, the editing of documents, and much more, months or years after

Privileges Setup

the dele- tion of records, the editing of documents, and much more, months or years after

Chapter 01

Getting Started

Getting Started

Create your Users

Tools > Setup > Users

Administrators should enter all Users that need access to the system in the Users Setup panel. When creating a new User, you can enter their First Name, Last Name and Phone Number, and the Login User- name and Password that they will log in with. The Login Username and Password are case-sensitive.

The Userlevel popup menu allows you to set which Privilege Group each User belongs to and the Can Log In checkbox allows you to de- termine whether the User is currently allowed to log in.

The Product field allows you to associate a Product you’ve created to represent any labor fees you want to charge for this User’s time when used in conjunction with the Timesheets/Jobs features.

Editing or deleting Users will not remove them from any sales docu- ments that they have been associated with.

Set the ID Number Sequence for Sales Documents

Tools > Setup > ID Numbers

Administrators can set the starting ID numbers for Quotes, SROs, Orders, Invoices, PO’s, Jobs, Timesheets, Supplier Invoices, Products, Customers, Suppliers, and Gift Cards by selecting the type and enter- ing the ‘Next ID’number. You cannot set the ‘Next ID’number to lower than the ‘Last ID’ number used.

Set up your Currencies

Tools > Setup > Currencies

LightSpeed can handle multiple Currencies, which are set up in the Currency Setup panel. The primary Currency used in your business must be set as the Default Currency with a Currency rate of ‘1’and the Currency Rates of all other Currency Rates must be set correctly in reference to the Default Currency.

To set the rates of your non-default currencies, calculate how much default currency that 1 unit of your non-default currency would buy. For example, if your default currency is US (at a rate of 1), and you want to add Canadian currency, click New and set the Canadian cur- rency to the current rate of 1 CDN dollar to US currency.

07

Users Setup
Users Setup
New and set the Canadian cur- rency to the current rate of 1 CDN dollar to

Currencies Setup

New and set the Canadian cur- rency to the current rate of 1 CDN dollar to

Chapter 01

Getting Started

Getting Started

Set up your Taxes

Tools > Setup > Taxes

The Taxes Section of the Taxes Setup panel is where an Administrator will enter the names of up to five taxes and set their GL Accounts.

Tax Codes specify which taxes and which rates are charged in a par- ticular jurisdiction or circumstance. The default Tax Code is the Tax Code that is used when creating a new sales document, and is set in the Station Setup panel. You can create additional Tax Codes for charging out-of-state taxes. An unlimited number of Tax Codes can be created. Tax Codes affect the taxes charged on a per-document basis.

Tax Statuses are used for particular tax exemptions. If a Customer is entitled to certain tax exemptions, or a Product is exempt from cer- tain taxes, one can apply the corresponding Tax Status.

Taxes also have the ability to be configured according the local speci- fications, accessible only by checking the Show Specialized Tax Fea- tures checkbox. In the column marked (1), you can indicate a maxi- mum dollar value for the tax collected. In (2), the checkbox indicates the tax is compounded on the sum of the subtotal plus the taxes. In (3), the checkbox indicates a tax that is Paid and must be assigned a GL Account for the export to the accounting package.

These specialized tax features are particular to a few geographic regions, such as Australia, Alaska,
These specialized tax features are particular to a few
geographic regions, such as Australia, Alaska, and
Quebec, and should NOT be used unless absolutely
required.

At the bottom of the main Tax window, there is a checkbox that en- ables LightSpeed to calculate its taxes differently. TheTax Inclusive Prices is designed for regions with particular tax calculation involving a requirement for tax-in totals. It is recommended that unless you are in such a region, you do not use this option.

Define your Cities, States, Prov- inces, and Countries

Tools > Setup > (City, State/Province, Country)

Pre-defined lists of commonly-used Cities, States/Provinces and Countries can be set up in these Setup panels. Select arrows on the City, State/Province, and Country fields of the Customer window al- low Users to select an item from these pre-defined lists. You can add

08

the Customer window al- low Users to select an item from these pre-defined lists. You can

Taxes Setup

Cities Setup
Cities Setup

Chapter 01

Getting Started

Getting Started

to these lists by clicking “New”, entering the name, and clicking Save. You can also choose the default city by clicking the checkbox.

Non-Administrator Users can add to the lists by clicking the “+” icon on the Select window in sales documents. A new Customer box will come up and if the city is not in the list, the “+” icon can be clicked in the drop down menu to add it.

Create your Suppliers

Toolbar > Supplier Icon

Before any costing, ordering, or purchasing functions are possible, it is necessary to create your Suppliers. Click the Supplier icon in the toolbar to create a new Supplier card.

Enter the contact and address information for each Supplier. This list of Suppliers will be used to indicate where you buy a particular Prod- uct in its Product card, which is necessary for cost information and the assembly of your Purchase Orders.

Supplier names in LightSpeed must match exactly any Suppliers in data you’re importing using Import
Supplier names in LightSpeed must match exactly
any Suppliers in data you’re importing using Import
Tools.

Set up your Classes and Families

Tools >Setup >(Classes, Families)

Classes and Families are how you categorize your Products, neces- sary for sales reporting, batch price changes, and searches. Classes are normally set as the Product categories you wish to set for your Products – speakers, accessories, dresses, chairs, etc. Families are normally set as the name of the manufacturer – Apple, Sony, Honda, Nike, etc. Classes and Families are set in the Product card from these pre-defined lists.

09

are set in the Product card from these pre-defined lists. 09 Supplier Card When importing Products,

Supplier Card

When importing Products, the Classes and Families you’re importing must already be in the pre-de-
When importing Products, the Classes and Families
you’re importing must already be in the pre-de-
fined lists for Classes and Families, exactly as they
appear in the source data, for the import to work
properly.

Chapter 01

Getting Started

Getting Started

Create your Color and Size Sets

Tools > Setup > (Color Sets, Size Sets)

The Size-Color Matrix accessible in a Product card can use color and size sets for more efficient creation of Size-Colorcombination Prod- ucts. Create a new set by clicking the New button, and name the set you want to create. This set will then be accessible in the Size-Color Matrix of a Product card for auto-population of sizes and colors.

Learn the Size-Color Matrix

(Applicable for garment retailers)

> Product card

If you need to create Size-Colorcombination Products, click the Size- Color Matrix checkbox in the Product profile of the parent Product. This parent Product should include the basics for the “stripped down” version of your Product. For instance, if you wanted to create Prod- uct cards for Size-Colorcombinations of a particular tshirt, the parent Product should include all information EXCEPT the sizes and colors. This information will then be added to the Product card’s Size-Color Matrix. See the PDF document Products or the training video Size- Color Matrix for more information.

Name your Pricing Levels

Tools > Setup > Pricing Levels

Every Product in LightSpeed, in addition to having a regular Selling Price, can have up to ten alternate prices, called Pricing Levels. Name these Pricing Levels to correspond with these alternate prices, such as Education, Bulk Purchase, or Loyalty. Pricing Levels can be used in tandem with Customer Categories (see below) to set automatic dis- count levels for your Customers.

Also, each of these Pricing Levels can have their own unique Cost. These Pricing Levels can be accessed in the POS screen and in docu- ments if the Pricing Levels can be selected per Line Item checkbox is checked. Pricing Levels and their Costs can also be utilized in the Set Selling Prices feature for batch changes of prices or costs of Products.

10

their Costs can also be utilized in the Set Selling Prices feature for batch changes of

Chapter 01

Getting Started

Getting Started

Name your Warehouses

Tools > Setup > Warehouses

Warehouses in LightSpeed represent virtual stockpiles of invento- ry that appear in your totals but that you do not want showing as available – demo equipment, for example, or slated for return to the manufacturer. Name up to ten different virtual Warehouses to reflect these possible situations. Stock can be transferred from your avail- able quantities to one of these Warehouses, and back again, or from Warehouse to Warehouse.

Set your Customer Categories

Tools > Setup > Customer Categories

Customer Categories allow you to automatically apply discounts to your Customers on their sales documents. Click New to create a new Category, and name it. In the Discount field, you can set a percent- age which will be automatically be discounted from the Product’s regular selling price. Choosing a Pricing Level in the pop-up menu below this field will automatically default to a particular Pricing Level for the Products on the sales document this Customer is attached to, provided that Pricing Level has been set for the Products being sold. Otherwise, the regular selling price will be used. Used together, the percentage discount will be taken from the Pricing Level for the Products rather than the regular selling price.

The Customer Category is set in the Customer card. If a Customer has been categorized, you will be asked each time the Customer is at- tached to a sales document if you want to use the discounts associ- ated with this Category.

Customer Categories

Define your Customer Groups

Tools > Setup > Customer Groups

Customer Groups allow you to group your Customers together in countless ways, and search these groups in order to do email blasts and track your Customers according to criteria you set. The groups you create here will be accessible in the Options tab of the Customer card, and can be search in the Smart Find feature of the Browser.

11

will be accessible in the Options tab of the Customer card, and can be search in

Chapter 01

Getting Started

Getting Started

Set your Terms

Tools > Setup > Terms

Selling to Customers on credit or buying from Suppliers on credit should require you to define your credit terms with each. Setting them here will produce a pop-up menu accessible in the Customer and Supplier cards, indicating the terms of payment you’ve agreed to.

Define your Payment Methods

Tools > Setup > Payment Methods

LightSpeed allows Administrators to set up fifteen Payment Methods that can be selected on the Invoice to record Payments from Cus- tomers. Payment Methods can be assigned a type that determines whether extra information is collected on the Payment screen. For example, a Credit Card Type displays a field where the User can enter the Authorization Number of the transaction. Specifying a Payment Method as Credit Card also sets it up to process internally through an authorized internal credit card processor if one is specified in the Credit Card Processing setup. If you are going to be using Light- Speed’s Gift Card feature, you must create a Payment Method for gift cards, and assign the type Gift Card to it. GL Accounts can also be set for Payment Methods if exporting to accounting software is required.

Set up your Station

File > Station Setup

The window for establishing the settings for the POS screen can be found in the File menu, under the menu item Station Setup. This is the window where an administrator will choose settings for a par- ticular station’s POS hardware, printing configuration, and various defaults for POS screen, including tax configuration, search settings, and customer type.

Station Nametax configuration, search settings, and customer type. This field allows you to set the name for

This field allows you to set the name for this POS station. This name appears on receipts and can be reported on with Light- Speed’s Reporting tools.

Card Swipecan be reported on with Light- Speed’s Reporting tools. The Card Swipe setting is a pull-down

The Card Swipe setting is a pull-down menu that allows you to choose the supported card swipe device for credit card transac- tions, either “ID Tech”, “ID Tech Omni 3237”, or “MagTek”.

12

card swipe device for credit card transac- tions, either “ID Tech”, “ID Tech Omni 3237”, or

Chapter 01

Getting Started

Getting Started

1
1

Printing

You have the choice to set your printing format to be standard, letter-sized paper, suitable for regular laser printers, or to a receipt printer. Formatting will automatically be adjusted for each size.

If the receipt printer is chosen, it will only be accessed when printing Invoices. All
If the receipt printer is chosen, it will only be
accessed when printing Invoices. All other
documents – Quotes, SROs, and Orders – will
be printed in Full-Page format.

You may also choose to disable the print dialog box when print- ing. By entering a positive value in the Print Copies field, that number of invoices will be printed without a dialog box. Again, this is only applicable to Invoices – a print dialog will appear for other documents. If the value is set to zero, a dialog box will appear for Invoices, as well.

You must initially set up your printers using Printer Setup, to se- lect your full-page, receipt, and label printers.

2
2

Cash Drawer and Pole Display

If

you are configuring a cash drawer or pole display, select the

method of connection in the pop-up menu, and the port you’re using. For more information, see the POS Hardware chapter.

3
3

Defaults

Start New POS after Printing - If you have a high volume of in- voices, you may wish to have LightSpeed automatically create

a new invoice when the last one has been printed. To do so, simply check this box.

Turn Sound Off: This checkbox disables the sounds associated with various functions in POS. : This checkbox disables the sounds associated with various functions in POS.

Default Search: This pull-down menu allows you to set which : This pull-down menu allows you to set which

of the four search criteria – UPC, Product Code, Description, or

Document ID - to use as the default in the main POS window.

Default Customer Type: With this pull-down menu, you can choose the default for the Customer type – : With this pull-down menu, you can choose the default for the Customer type – either walk-in or an existing Customer. If you do not wish to track information on your customers, choosing ‘Walk In” will allow you to accelerate the speed with which you can perform a transaction.

Default Tax Code: This pull-down menu allows you to choose the default tax code from the list : This pull-down menu allows you to choose the default tax code from the list you have already set up in your Taxes Setup window. However, you can still choose another tax code for any particular Invoice regardless of this default set- ting.

13

you can still choose another tax code for any particular Invoice regardless of this default set-

Station Setup

you can still choose another tax code for any particular Invoice regardless of this default set-

Chapter 01

Getting Started

Getting Started

Set up your Printers

File > Station Setup

The Printer Setup panel is where you select the printers you wish to use for your full-page, receipt, and label layouts. You should see your available printers in the pop-up menus.

Set up your POS screen

Tools > Setup > Point of Sale

The POS screen is also known as the “front end” of LightSpeed – a simplified, polished interface to quickly transact sales on a retail floor. Configuration of the POS screen is done in the POS Setup panel.

Logoof the POS screen is done in the POS Setup panel. This window allows an administrator,

This window allows an administrator, or another user set up with the appropriate privileges, to insert a logo that will appear on the POS screen. Drag a jpeg file with the maximum resolu- tion of 230x80 dpi over the window, and it will be automatically added to your POS screen.

This setup window is not the same used to insert the logo that is printed
This setup window is not the same used to
insert the logo that is printed on sales docu-
ments. That is to be found in Tools > Setup
> Company.

Logo MaskThat is to be found in Tools > Setup > Company. A mask is a grayscale

A mask is a grayscale image where the gray levels (0-255) are used to represent opacity. A gray level of 0 is an area where the image that the mask is created for becomes completely opaque, while a gray level of 255 becomes completely trans- parent and the image underneath the mask shows through completely. Any gray level in between will blend the masked image with any image below it. Putting a mask in allows you to create effects such as glowing edges, ‘burns’, and translucence.

To display a black and white version of your logo, save an inversed version in
To display a black and white version of your
logo, save an inversed version in a paint pro-
gram as a jpeg file. Drop the file into the Logo
area of the POS Setup. Click Save. To display
a color version of your logo, insert a jpeg ver-
sion of your logo within the 230 x 80 dpi jpeg
area as below on a black background.

14

sion of your logo within the 230 x 80 dpi jpeg area as below on a

Printer Setup

sion of your logo within the 230 x 80 dpi jpeg area as below on a

POS Setup

sion of your logo within the 230 x 80 dpi jpeg area as below on a

POS logo

sion of your logo within the 230 x 80 dpi jpeg area as below on a

Chapter 01

Getting Started

Getting Started

1
1

Start POS in Full Screen

Selecting this checkbox will display the POS screen in full-screen mode when it is launched, with a pre-defined background and size. This can be used for a “kiosk” mode that will prevent users from leaving the POS screen, if used in conjunction with the Us- ers setup and the Can Exit POS Screen privilege in the Privileges setup. Deselecting this checkbox will enable a POS screen that is resizeable.

2
2

Cover Flow

Cover Flow is a graphical interface which will display Products, Customers, and Suppliers by their image in the Browser and POS screens of LightSpeed. This checkbox will enable the use of Cover Flow in the POS screen for Products and Customers.

3
3

Login/Log Out

With the Start/Stop Timesheets checkbox, an administrator can set up LightSpeed to automatically start and stop Timesheets for Users when they log in and out of the POS screen in order to better track their time. The Ask to Print When User Logs Out pop-up menu here enables either a Payment or End of Day re- port to be printed when the User logs out of POS. A Payment report shows a list of a User’s transactions for that day, giving you a simple reference summarizing which methods of pay- ments they handled that day and for how much. The End of Day report provides a much more detailed picture of the days transactions.

Using the Auto-Log Out POS If Idle menu allows you to enact au- tomatic log-out when the POS is idle for a variable time period. Other options allow the display of a picture ad or a movie ad after the idle time, and will allow the option of either staying logged in or being logged out when the ad is displayed. Click the Info button for instructions on how to install a picture or movie ad.

4
4

Receipt

In the Receipt tab, you have the option to include or exclude the signature line on the receipt, and whether to print only the Product Code, the description, or both.

5
5

Theme

Clicking the Start POS in Full Screen Mode checkbox will open the POS screen in a pre-configured mode that uses the entire screen and blocks everything on your desktop. Not enabling this feature allows you to resize the POS screen and view your own desktop behind the POS screen.

15

desktop. Not enabling this feature allows you to resize the POS screen and view your own

Chapter 01

Getting Started

Getting Started

Set up your Trackers

Browser > Trackers > Setup

The Trackers feature of LightSpeed is a way for you to customize a set of notifications that are relevant to you. From a list of close to 100 headings ranging from telephone calls you need to follow up on and Orders you need to invoice to Web Orders ready to process, each User in LightSpeed can configure their Trackers to list only those catego- ries that concern them.

To configure your Trackers, click the Setup button at the bottom of the Browser for access to the Tracker Setup window. In the first col- umn all available Trackers will be listed, and can be sorted alphabeti- cally by clicking the header, or reverse alphabetically by clicking it a second time.

To install a Tracker, simply drag it from the first column to the second; multiple Trackers can be installed using the Apple key. A Tracker can be highlighted in red in the Browser by clicking the Alerted checkbox.

Create your Custom Fields

Tools > Setup > Custom Fields

One of the most powerful ways you can customize LightSpeed to tailor-fit your business is by using Custom Fields. You have the ability to add up to ten new fields to Customers, Products, Suppliers, Sales Documents, and Purchase Orders, allowing you to collect informa- tion that isn’t pre-programmed into LightSpeed already. Each Cus- tom Field can be a text field, a date field, or a checkbox for further flexibility, and you have the option to make the field printed or not. Custom Fields appear in the Options tab of the documents and cards they’re created for.

For even more power for customization, use Custom Fields in tandem with Smart Finds (see below) to organize and track your Products, Customers, and documents in new, unimagined ways.

You have a Platinum Plus club for your Customers. You could create a text Custom
You have a Platinum Plus club for your Customers.
You could create a text Custom Field to record their
membership number, and this number could be
printed on every sales document they’re attached to.

16

membership number, and this number could be printed on every sales document they’re attached to. 16

Custom Fields Setup

membership number, and this number could be printed on every sales document they’re attached to. 16

Chapter 01

Getting Started

Getting Started

Create your Products

Products can be created two ways. The first is to click the New Product icon in the tool bar at the top of the screen, and fill the information in manually, including Product Code, Description, Costs, and Price. If you have a text file of a group of Products, these can be imported as a batch using Import Tools. This text file could be one your Supplier provides, or it could be a file you’d exported from your previous software.

The most essential fields to set when creating Products are Family and Class, since much of your pricing and searching will be based on these criteria, and the Cost/Supplier grid, where you indicate where you buy this Product and for how much.

One of the Suppliers in this grid will be known as your Default Supplier, and this status is how outstanding Order Requests are sorted into Purchase Orders, in the Actions tab.

If the Product is a Parent Product of a set of Size-Colorcombination Child Products, you can create the combination Products using the Size-Color Ma- trix. (see below)

Products can be changed or updated in batches using Import Tools, Set Selling Prices, or Set Product Info.

It is advisable to make the Product’s attributes and catego- ries as accurate as possible
It is advisable to make the Product’s attributes and catego-
ries as accurate as possible before adding it to sales docu-
ments or Purchase Orders, particularly if it’s serialized, as
these attributes fuse with a document once the Product is
added. In other words, changing an attribute of a Product
won’t necessarily update that Product on the document it’s
been added to previously.

Create your Customers

Customers can also be created two ways – manually, and by an import. Cus- tomer cards can also be known as profiles or accounts, and they make it pos- sible to store information about a particular Customer, their discount levels, groups they belong to, contacts within the organization, and any credits or outstanding balances they’ve incurred.

Customer Categories as outlined above are set in the Customer card, and will prompt discounts being applied to sales documents. Customer Groups and Custom Fields are displayed in the Options tab, allowing you to group your Customers in endless ways, send them email blasts, and to collect and search data that is unique to your business.

17

your Customers in endless ways, send them email blasts, and to collect and search data that

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Getting Started

Like Products, Customers can be updated in the database using Im- port Tools, without having to recreate the Customers, to edit one or more fields in a batch of records.

Set Inventory Levels

Inventoried Products that have been created in the system should have their quantities set to reflect what you physically have in your store. There are several ways to set your inventory levels in Light- Speed:

1
1

Manually, using the Adjust button in the Inventory tab of the Product card

2
2

In a batch using Import Tools or Set Product Info

3
3

The Count Inventory feature in the Tools menu to tally the totals of Product in your store

4
4

A Purchase Order that is created, then received, with the appropriate quantities

Set your Live Rules

Two of the most powerful timesaving features of LightSpeed include Set Selling Prices and Set Product Info.

Set Selling Prices applies batch changes for LightSpeed’s multiple prices and costs. With the set of criteria, you can determine a subset of Products, and then set an Action to change any of the various Pric- ing Levels, the Cost, or the Web Price, using any of the other Pricing Levels, Costs, or Web Price as a basis for calculation. Set Product Info allows you to set data for Products that is not price-related – quantity, GL Accounts, Class/Family, reorder point, and more.

In each of these features, the Apply button will apply the Action to the subset of existing Products found by the Criteria once only. The Rules button will allow you to create a rule for application in the fu- ture, and by checking its checkbox and making it “live”, LightSpeed will automatically prompt you anytime any Products which meet the criteria for that Live Rule are saved, asking whether or not you want the rule applied. Live Rules ensure that uniform pricing or Product info is maintained even as Product card are modified or new Products are created.

18

Serialized Products can have their serial num- bers entered manually, on a Purchase Order, or
Serialized Products can have their serial num-
bers entered manually, on a Purchase Order, or
using Count Inventory. It is advisable to have the
number of serial numbers you’re adding dictate
the quantity that is set for that item, but if you
have a discrepancy, it can be found and fixed in
Tools >Utilities >Troubleshooting > SNs Do Not
Match Inventory.
>Troubleshooting > SNs Do Not Match Inventory. Set Selling Prices Batch changes made using Set Selling

Set Selling Prices

Batch changes made using Set Selling Prices and Set Product info are permanent and cannot
Batch changes made using Set Selling Prices and
Set Product info are permanent and cannot be
undone, except by applying another Action. Also,
when adjusting Product Cost, you must specify
which Supplier’s Cost you’re affecting with the pop-
up menu at the bottom of the menu.

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Getting Started

Import and assign your GL Accounts

> Tools > Setup > GL Accounts

Accounting packages like MYOB and QuickBooks assign a unique name or number to each of their General Ledger accounts. The Accounting Export from LightSpeed to these accounting software packages requires that you first import these GL Accounts into LightSpeed and map their unique names or numbers to corresponding items, such as Payment Methods, Taxes, and Products.

1
1

Export your GL accounts from MYOB or QuickBooks.

2
2

Open the GL Accounts setup in the LightSpeed Tools menu and import the file you exported using the corresponding button.

3
3

Select GL accounts for Accounts Receivable and Accounts Payable in the Linking section.

Below is a list of key data in LightSpeed that require a GL Account to be as- signed for the Accounting Export, and where they can be found.

GL Accounts Setup - Accounts Receivable , Accounts Payable Accounts Receivable, Accounts Payable

Product Window, GL tab - Product Income , Product Inventory/ Asset , Product Expense/COGS Product Income, Product Inventory/ Asset, Product Expense/COGS

Taxes Setup - each tax collected and (if applicable) paid Pay- ment Method Setup - each method of each tax collected and (if applicable) paid Pay- ment Method Setup - each method of payment

In QuickBooks, you must choose between using account names or account numbers.
In QuickBooks, you must choose between using account
names or account numbers.

Create your Smart Finds

Smart Finds give you the ability to set a particular set of criteria, and either find the results immediately and display them in the Browser, export them to a text file, or Save them, creating a clickable icon accessible in the Source List which does an immediate find when accessed and displaying the results as of that moment in the Main List.

Products, Customers, Suppliers, all sales documents, Purchase Orders, and Supplier Invoices can be searched and sorted using Smart Finds. To create a new Smart Find, click the Source you want to search, and in the resulting win- dow, choose the criteria. In the header bar you will see the quantity of items that will be found by that set of criteria. Clicking Find will find the results immediately, clicking Export will save the results in a text file, and clicking Save will create a Smart Find icon in the Source List of the Browser under the Source you were searching, accessible by clicking the detail arrow that appears when a Source has at least one saved Smart Find.

19

were searching, accessible by clicking the detail arrow that appears when a Source has at least

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Getting Started

The criteria of Smart Finds can include Custom Fields, allowing you limitless possibilities for adding expanded functionality.

I create a checkbox Custom Field called “Stock- able” for Products, to record which Products
I create a checkbox Custom Field called “Stock-
able” for Products, to record which Products I
want to keep in stock, and a text Custom Field
called “Industry”, to record which markets the
Product will appeal to. I can then create a Smart
Find to find all Products where “stockable” is
checked and the Industry is “Safety”, producing
a list of Products I should have in stock for the
safety industry.

The Basics Invoicing – POS

LightSpeed’s POS feature is a front counter module for processing Invoices that allows multiple users to log in and out, tracking their transactions. It functions largely the same way the Invoice of Light- Speed’s back end, but with a polished interface that takes full advan- tage of OS X’s powerful graphics capabilities, with the option of view- ing Products and Customers in a beautiful Cover Flow layout.

The screen is divided into 3 sections – at the center is the POS sales register, the one to the left is the Customer detail area, and to the right is for Product detail. The search bar located at the top of the sales register contains several icons that will give you access to Products, Customers, or other sales documents. The Product detail includes an inventory bubble that can be clicked to expand, showing more detail about the various statuses of the Product, and a list of any Related Items associated with the primary Product currently selected.

The first step is to add a Customer. To select an existing Customer, type a few letters from their name, or click All, and choose their name from the resulting list. If it is a new Customer, click the “+” icon at the bottom of the Customer detail area, enter the data, and then click Save. If you do not wish to add the Customer to your database, click Walk-In and enter as much data as you want.

To scan a Product’s UPC and enter it in your Invoice, click the Product icon and scan – if it exists in the Product database, it will automati- cally be added to your Invoice. If it is serialized, click the Product line item once, and scan/enter the serial number. It should appear in a list of available serial numbers for that Product, but if it does not, you

number. It should appear in a list of available serial numbers for that Product, but if

20

number. It should appear in a list of available serial numbers for that Product, but if

Point of Sale

number. It should appear in a list of available serial numbers for that Product, but if

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Getting Started

may still attach it to the Invoice for later reconciliation.

The Cover Flow feature will display both Customers and Products in

a graphical interface, allowing you to browse and click images to add them to your Invoice.

Once the Invoice has all the correct Product and Customer informa- tion, you may click the Check Out button to save the Invoice and pro- ceed to the Payments screen. There, you will see buttons correspond- ing with each Method of Payment you have set up, and may use them

in combination with one another. Each payment must be saved. You

are also able to use Credits from previous Invoices using the Apply Credit button (if applicable) by choosing which Credit to apply, and specifying the amount to be used. If you are using internal credit card processing, you must process the payment and receive an authori- zation code, which will be auto-populated as a completed payment. To leave the POS layout, click the Exit button in the Customer detail area of main screen. (See PDF document Point of Sale on the Training/ Support section of our website for more details)

Invoicing - Backend

Invoices can be created four ways in the Browser – from scratch, from

a Quote, from an Order, or using drag and drop. If you are creating an

Invoice from scratch, simply click the Invoice icon (pictured left) and populate the Invoice yourself. Creating an invoice from a Quote or an Order will auto-populate the Customer and the Products, and any se- rialized Products must have serial numbers attached to them. Finally, LightSpeed’s drag and drop feature allows you choose the Products you want to sell by control-clicking the items in the Browser and dragging the group over top the Invoices source in the Source List.

A Browser Invoice is structured like a Quote, and is assembled the

same way, with the addition of a requirement for serial numbers of

any serialized Product. When a Product does require a serial number,

a yellow warning sign will appear beside its Product Code. To enter

the serial number, click the description once. The cursor will appear

in

the data entry field. Scan or enter the serial number, and it will call

it

up from the list of available serial numbers.

Once the Customer and Product information is complete, you are able to save it, automatically proceeding to the Payment screen. Here, you can use the Payment Methods you’ve set up in the Tools menu to enter the Payments for the Invoice, including a combina- tion of one or more methods. For credit cards, you can process the payment internally, or by using your existing standalone credit card terminal and entering the authorization number into LightSpeed. (See PDF document Browser on the Training/Support section of our website for more details)

21

number into LightSpeed. (See PDF document Browser on the Training/Support section of our website for more

Chapter 01

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Getting Started

Processing a Return

In a saved Browser Invoice, there will be a Return button that can be used to create a Return Invoice using the Products on the original Invoice. In the POS screen, you can enter or scan a document ID to convert it to a return. Once you have created this Return Invoice, you can remove any items you’re not returning from the Sales Register. Any serialized items sold on the original Invoice must again have their serial number entered in the Return Invoice. Payments on Re- turn Invoices work the same way they do on standard Invoices, but with negative amounts indicating a return of the Customer’s money. (see PDF document Returns and Refunds on the Training/Support sec- tion of our website for more details)

Quoting

First, assign a Customer name to the Quote. If you do not want to add the Customer to the database, you can specify them as a Walk-In, and then you may include as much or as little identifying information as you like. If the Customer already exists in the database, type a few letters of their name, their address, or their telephone number in the search bar, or click All, and choose their name from the resulting list. If it is a new Customer, click the “+” icon, enter their information in the Customer window that appears, and click Save. When asked if you would like to reload the Customer information in the document, click OK.

To add Product to a Quote, you can either scan its UPC, type a few letters of its description or Product Code, or click All, and choose it from the resulting list. You are able to modify the Quantity, and, if the Product is set up to accommodate it, you are also able to modify the Sell Price. When you have completed the Quote, click Save. Once saved, you are able to then do one of two things to the Quote - create an Order using the Order button to request the Product be reserved or ordered on a PO, or, if some or all of the Products are in stock, cre- ate an Invoice using the Invoice button, which will transfer ALL the Product on the Quote to an Invoice. You can then remove any Prod- uct the Customer won’t be purchasing. To print Product images on the Quote, click the Options tab and select the image size you wish to use. (See PDF document Quotes and Invoices on the Support/Training section of our website for more details)

22

wish to use. (See PDF document Quotes and Invoices on the Support/Training section of our website

Chapter 01

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Getting Started

The Purchasing Workflow

The$basic$workflow$of$ordering$and$selling$Products$is$this:

1
1

Order Request submitted on Order.

2
2

Order converted to Purchase Order.

3
3

Purchase Order placed with Supplier.

4
4

Product received on Purchase Order.

5
5

Product reserved on Order.

6
6

Order converted to an Invoice.

An$Order$may$be$born$from$a$Quote$or$an$Invoice,$using$the$Or-

der$button$on$the$document,$or$it$may$be$created$from$scratch$ as$the$first$step$in$the$workflow.$(see$PDF$document$ Ordering,) Purchasing,) and) Receiving $ on$ the$ Support/Training$ section$ of$ our$website$for$more$details)

Ordering

Stock Order or Customer Order

To place a stock order, choosing the New Stock Order option from the File menu allows you to request Product for your Inventory. A new Order will appear with your company information populated as the Customer. To make a Customer Order, click the Order button in the task bar. A Customer Order looks identical to a Stock Order, except that you choose the Customer in the Customer section.

Next, enter the Product you want, taking note of the quantities in the Inventory status bar. You can cycle through these statuses by clicking its arrow icon. Click Save. If there is Product available for the Order, you will be asked if you want to reserve it automatically. If you answer ‘no’, you may reserve it by clicking the arrow icon in the Product reser- vation bubble, and choosing the appropriate option (see chapter on Ordering, Purchasing, and Receiving for more details).

If you decide to create a PO directly from this Order, click the PO but- ton and choose your Supplier from the Suppliers you have created. In the case that you would like to sort and aggregate your Orders over a given time period into POs according to default Supplier, see Purchasing (below).

Products can also be ordered directly from sales documents (ie. Quotes, SROs, and Invoices) using the Order button. On Quotes and SROs, the Order button will transfer all Products to an Unsaved Or-

23

and Invoices) using the Order button. On Quotes and SROs, the Order button will transfer all

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Getting Started

der. On an Invoice, the Order button is used when there are Products being backordered, and only those Products with quantities in the Backorder column will be placed on an Unsaved Order when the Or- der button is clicked.

Purchasing

You can view your Purchasing documents – Orders, POs, and Supplier Invoices – in the Purchasing section of the main Browser’s Source List.

In the Requests tab of the Source List, you are able to view Product requests from Orders on a line-item basis, sorted by date created. Each line item will include a Product Status bar you can cycle through by clicking the arrow icon, as well as a link to the original Order. If Product is available, you can click this link and reserve it on the Order. When the Requests tab screen is refreshed, you will notice that Order has now dropped off the list of Requests for that Product.

In the Actions tab, Product requests are sorted by Default Supplier, which is where you most often buy that Product. When your Pur- chaser goes through these requests, they can see what Products are in stock, and may choose to reserve them for those orders, or else create a new Purchase Order to bring those Products in. Customer Or- ders and Stock Orders are compiled together according to Supplier.

To generate a PO in the Order Requests Source, you can select in- dividual Products, and click Generate PO, or you can select several

This will not happen if you have not mapped this Supplier to this Product’s card.
This will not happen if you have not mapped this
Supplier to this Product’s card.

Products (usually on the basis of the same Supplier, or simply several requests for the same Product) by using the Command key. Then, click Generate PO at the bottom of the Browser, and an unsaved Pur- chase Order will be created. Populate the Supplier, making sure that the Supplier Codes and Costs are auto-populated.

The Actions tab will generate Purchase Orders according to Default Supplier. That is, of all the outstanding Order Requests, they will be grouped together on an unsaved PO according to where they’re most often purchased. To order a batch of Requests according to De - fault Supplier, go to the Actions tab, and click Generate PO next to one grouping. Confirm your information, and then click Save. An ID number will be assigned, and is the PO number you should provide your Supplier. The Purchase Order is now Processed. You will notice an arrow icon at the far left of each Product – clicking it will reveal the

the far left of each Product – clicking it will reveal the 24 Order Requests compiled

24

far left of each Product – clicking it will reveal the 24 Order Requests compiled onto

Order Requests compiled onto a Purchase Order

If you delete an item from an unsaved PO, you will be asked if you
If you delete an item from an unsaved PO, you will be
asked if you want to cancel the original request, or re-
submit it.

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Getting Started

various Orders for which this PO is ordering Product, as well as their corresponding Quotes (if applicable), and the Customers for each.

Receiving Product

Once the PO is processed, it is ready to have the Product marked as Received when it arrives from the Supplier. To receive Product, go to the original PO and enter what you have received of the total order. If a Product is serialized, it is necessary to click the Product line to scan or enter the serial number of the Product. If you do not receive the total quantity of a Product that was initially ordered, enter the amount you did receive. Click Save.

If the Product has a UPC code entered in its profile, a red U will appear next to it. If a UPC code is required, a grey U will appear. Click the U and scan the UPC code – the profile will be updated.

If not all the Product is received for a Purchase Order, its status will be set to Partially Received. If you receive more Product from the Supplier on a particular Purchase Order, go to the original Purchase Order and go to the Receiving tab. In the Qty Rcvd column, add the quantity you received that day to the quantity that had previously been received. For example, if you had ordered 10 x iPod Nano 2gb Black, and 2 had been received on Monday according to the proce- dure outlined above, there should be a quantity of 2 in the Qty Rcvd column. Then, when 4 more arrive on Wednesday, the number you will enter in the Qty Rcvd column will be 6. If the Product is serialized, you will have to enter the 4 serial numbers. Click Save. Then, the In- voice button should become available – click it to create an unsaved Supplier Invoice, and there will be a quantity of 4 of that Product on the Supplier Invoice. You may repeat this process until all Product is received on the PO, at which point the status will change to Received.

When you receive the invoice from your Supplier for the PO, you should change the status to Invoiced.

25

for the PO, you should change the status to Invoiced . 25 Purchase Order Supplier Invoices

Purchase Order

Supplier Invoices are what you generate to track pay- ables to your Suppliers. To create
Supplier Invoices are what you generate to track pay-
ables to your Suppliers. To create a Supplier Invoice for
a particular PO, click the Invoice button – an unsaved
Supplier Invoice will appear. Verify the information
and click Save – this saves a file that will be used in
your export to the accounting package you use. Each
Supplier Invoice should reflect only what you received
on that occasion. Therefore, one Purchase Order might
have several Supplier Invoices associated with it. (See
chapter on Accounting Exports)

Chapter 01

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Getting Started

Reserving Product

In an Order, each line item has a status bar and a reservation bar. The status bar indicates the status of the existing stock for that product – Available (green), Reserved (orange), Warehouses (orange), Com- ing For Customers (gold), Coming For Stock (gold). The action bar al- lows you to reserve, release, or cancel Product for that line item or the whole Order, as well as mark it as Invoiced. If the status bar is green, it is an indication that Product is available for this line item, and may be reserved with the reservation bar once the Order has been saved. The Product may then be marked, set aside, and await Invoicing.

Tracking

To ensure that Users are regularly informed of the status of their Or- ders and Requests, they should be sure to activate the various “My Orders” and “My POs” which apply to them in the Trackers Setup, ac- cessible in the Trackers source of the main Browser. This way, they will immediately be aware of Products ordered, received, and reserved for them, and can act accordingly.

In particular, the “My Orders with Received Backorders to Reserve” and “My Orders with Reserved Backorders to Invoice” are very use- ful and should appear in each sales representative’s Trackers. To in- stall a Tracker to the list that appears in the Trackers source of the main Browser, click the Setup icon at the bottom of the Browser when Trackers are selected in the Source List, and simply drag and drop it from the left column to the right of the resulting window.

For example, installing the “My Orders with Received Backorders to Reserve” will cause that User’s
For example, installing the “My Orders with Received
Backorders to Reserve” will cause that User’s Orders
to appear in their Trackers when Product is received
that should be reserved. Clicking the Alerted check-
box when this installed Tracker is selected will result
in the Tracker appearing red.

At that point, the User can click the View Order icon on the line item to go to that Order and reserve the eligible Product. Once done, and the Order is saved, the Order will drop off the Tracker once the screen is refreshed.

In fact, Trackers may be used to configure a unique set of updates which allow each User to be kept aware of all sales documents, SROs, and other data that are highlighted as an alert and which change regularly. Each Tracker may be configured to set off an alarm when certain conditions are met, such as a Quote being created within the

26

Inventory Statu s Requests
Inventory Statu s Requests
conditions are met, such as a Quote being created within the 26 Inventory Statu s Requests

Reserving Product

conditions are met, such as a Quote being created within the 26 Inventory Statu s Requests

Trackers

conditions are met, such as a Quote being created within the 26 Inventory Statu s Requests

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Getting Started

last 4 hours, which would be useful for a Manager. Each Tracker will display a number beside it in the Browser indicating how many docu- ments fall under that heading, and most Trackers have both a “My…” and “All…” version, geared toward sales reps or technicians versus managers. (see chapter on Tracker)

Processing an SRO

(applicable to stores with service departments)

There are 4 steps in the processing of an average SRO. As the status of the SRO progresses, you are able to reflect this by a pull-down status menu at the bottom of the SRO screen.

Having completed the Customer information, you must book the equipment in, and you may include information such as serial num- bers and original purchase date. One of LightSpeed’s features allows you to access Apple’s GSX website to confirm a serial number’s war- ranty status – simply enter the serial number in the appropriate col- umn and hit Enter. If the warranty is valid, a photo of the model will appear along with that unit’s warranty details, which will populate in the SRO by clicking OK.

Once the equipment is looked at, any parts that are required may be ordered as Products may be ordered from an Invoice, Quote, or Order. When an Order is created from an SRO, and that Order is then turned into a PO, the PO will have a special GSX tab that includes the Cus- tomer’s information. When the parts come in, they will be received and allocated to the SRO as with a regular Order.

All work performed on an SRO is logged in the Work tab, and entered as a Product. In most cases, you would create a Product for each of your technicians and the Selling Price would be their hourly rate. When you are ready to bill the SRO, including its labor and parts, you click the Invoice button and an unsaved Invoice will be created.

In most cases, you will print both an SRO, which lists the parts and labor involved with the repair, and an Invoice, which bills for the parts and labor.

Balancing the Till

At the end of every night, you will want to reconcile the day’s trans- actions with LightSpeed. For a summary of transactions, go to the Print User Reports option of the File menu, and choose End of Day. A window will appear which allows you to choose the date for which to view the summary, the option for a detailed or summarized re- port, and an option to see the totals for all stations or just for one

detailed or summarized re- port, and an option to see the totals for all stations or

27

detailed or summarized re- port, and an option to see the totals for all stations or

Service Repair Order

detailed or summarized re- port, and an option to see the totals for all stations or

Chapter 01

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Getting Started

particular station. Clicking OK will give you an overview of totals for the day you’ve chosen. To see details, click the Print button, and the full summary of the day will appear, ready for printing. This detailed summary includes the totals for each method of payment, totals for Invoices and Returns, and the ID number range for saved Invoices. (see PDF document End of Day in the Essentials series on our support page for more details

Jobs and Timesheets

Timesheets are a way to track the time each User spend at work, and specifically the time they spend on specific Jobs and Tasks within each Job. Jobs can be as short-term as the setup of a store demo, or as long-term as the installation of an entire network. To use Timesheets as a general record of time worked, each User can begin their daily Timesheet using the Timesheet icon in the Task Bar. Once they choose their name from the drop-down menu, an inac- tive Timesheet will appear, and the General default will appear under both the Job Code and Task columns. Click Start in the status column will begin the Timesheet, and clicking Stop will stop it.

Timesheets can also be used to track the completion of specific Jobs. To create a new Job, click the Job icon in the Task Bar. Name the Job using the Code field, and you can also provide a description of the Job. If the Job needs to be broken down further, you can create Tasks using the “+” icon. Users are then able to track their time for this spe- cific Job, as well as the Tasks within that Job, when they create a new Timesheet.

During the course of a day, it is possible that a User will complete one Job and begin another. To do this, all they need to do is create

a new entry on their Timesheet using the New button. Another line

will appear as the first entry continues to count time. Clicking Start terminates the first entry and begins the new one simultaneously.

If the User needs to run 2 Timesheets concurrently, they must click

the Timesheet icon a second time, rather than simply using the New button within an existing Timesheet.

Any time a User spends on a Job will be logged in the Job once that Timesheet is completed, and can be converted to a Product that is billed on an Invoice by clicking the Invoice button at the bottom of the Job. This time-billing can only happen if a non-inventoried Prod- uct has been associated with the User in the Users setup panel. The time is billed and the Product is applied to an Invoice, with the quan- tity reflecting the time spent on the Job, and the Selling Price reflect- ing the labor rate that has been set in the Product card.

28

the Job, and the Selling Price reflect- ing the labor rate that has been set in
the Job, and the Selling Price reflect- ing the labor rate that has been set in
the Job, and the Selling Price reflect- ing the labor rate that has been set in

Jobs and Timesheets

Chapter 01

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Getting Started

Taking Inventory

There are four ways of adding your existing inventory levels into LightSpeed.

The most obvious first choice for adjusting your inventory levels is to use the Count Inventory feature, found in the Tools menu. This will allow you to move through your store with a barcode scanner, and take a physical count of your inventory. For more information, see the Count Inventory document on the PDF documentation page of our website.

The second method is to put your Products onto one or more Pur- chase Orders, and then ‘receive’ the quantities into your inventory. First, divide your store into sections, and create a new PO for each. By ‘receiving’ each section into your Inventory using a PO, you then have an easily accessible record of your Inventory count, the location of each Product, and a simple way of recording the serialized Products.

Third, you can import the information using the LightSpeed Import Tools. Choose Import Products and match fields by dragging the field names in the right column to correspond with the data in your tab- delimited file. While this method is faster, be advised that you will still have to go to each serialized Product, specify it as a serialized Product with the Serial Numbers checkbox, and enter the serial numbers. To do this, click Adjust, and then New, and you must add as many serial numbers as is reflected in your Quantity. If the Products already exist in LightSpeed, and you are only updating inventory levels, use the Update Products option in Import Tools, matching on Product Code or Product ID. For more information, see the Import Tools document on the PDF documentation page of our website.

Finally, by doing individual Inventory Adjustments for each Product. This would be the most time-consuming method but allows you to enter specific notes for each Product for later reference. It is impor- tant to remember, however, that you cannot modify the costs of in- ventory adjustments (done individually or by a batch import) once they have been completed.

29

modify the costs of in- ventory adjustments (done individually or by a batch import) once they

Chapter 2: Basics

31

Browser

37

Customers

46

Jobs and Timesheets

48

POS

59

Products

73

SRO and GSX

Chapter 02

Basics

Browser

31 Browser 32 Source List 32 Main List 33 Preview Pane 33 Parking 34 Smart
31
Browser
32
Source List
32
Main List
33
Preview Pane
33
Parking
34
Smart Finds
34
Buttons
35
Search All
35
Trackers
35
Transfers
36
Purchasing
36
Browser Exports
Contents

Browser

Just as the POS screen is LightSpeed’s view to the front end processes of your business, the Browser is an overview of the back end, includ- ing sales and administrative functions, as well as time and customer management features. Products, Customers, Sales Documents, Jobs, Timesheets, Trackers, and multi-store Transfers are all accessible in the Browser, as well as all of the Purchasing functions, including Or- ders, POs, and Suppliers.

The Browser is accessed by the magnifying glass icon titled Browser in the task bar, or by exiting the Point of Sale screen.

There are four main sections to the Browser:

the Source List, located along the left side, which provides ac- cess to your sales documents, Source List, located along the left side, which provides ac- cess to your sales documents, Products, and Customers.

the Main List section which lists the contents of the category chosen on the left; Main List section which lists the contents of the category chosen on the left;

the Preview Pane, located at the top right, which shows the contents of a sales document, Preview Pane, located at the top right, which shows the contents of a sales document, Product, or Customer without having to open it; and

the Parking section, which acts as a clipboard for documents or profiles to which you want Parking section, which acts as a clipboard for documents or profiles to which you want repeated access.

and the Parking section, which acts as a clipboard for documents or profiles to which you

Browser

Chapter 02

Basics

Browser

Source List

Almost everything you’re looking for in LightSpeed can be found by first choosing one of the sources listed along the left side of the Browser. Selecting one of these sources will display its contents ac- cording to the filter menus located at the top of the central Main List, and will determine which data is displayed for that particular source.

The Source List is itself divided into several sections:

Profiles, which include Customers, Products, and Suppliers. which include Customers, Products, and Suppliers.

Sales Documents, including Quotes, Invoices, Orders, and SROs. including Quotes, Invoices, Orders, and SROs.

Time-Billing, made up of Jobs and Timesheets. made up of Jobs and Timesheets.

Purchasing, where you can access the Order Requests, Ac- tions, POs, and Supplier Invoices. where you can access the Order Requests, Ac- tions, POs, and Supplier Invoices.

Transfers, made up of incoming and outgoing store transfers. made up of incoming and outgoing store transfers.

Trackers, which list your installed Trackers as well as the num- ber of documents each contain. which list your installed Trackers as well as the num- ber of documents each contain.

Main List

As mentioned above, selecting a source will display different column headings in the central Main List. These headings can be modified in length, and clicking them once will sort the list of data according to that heading in ascending order. Clicking them a second time will sort in descending order.

As a source is displayed in the Main List, filter menus located at the top near the search field will appear. Entering terms in the search field and selecting choices in the filter menus will allow you to quickly find the relevant documents you need. A filter menu contains see- archable data fields found in that particular source.

When searching for a particular Product, this menu will allow you to search based on
When searching for a particular Product, this menu
will allow you to search based on fields like Class or
Description. In some cases, only one filter menu
is available. However, sales documents can also be
filtered based on when they were created or modi-
fied, within a pre-defined time period, or over a date
range you can specify.

Use these filters to quickly sort through your entire data set and find the particular documents or profiles you’re searching. Double-click any result in this Main List section to open it.

32

any result in this Main List section to open it. 32 Custom Fields you have created
any result in this Main List section to open it. 32 Custom Fields you have created
Custom Fields you have created in the Setup panel are searchable using a filter menu.
Custom Fields you have created in the Setup panel
are searchable using a filter menu.
New sales documents can be created by dragging
one or more Products over to the Source List and
dropped on a source. For example, using your
Apple key to select an 8gb iPhone and a black
armband, you can drag and drop those over the
word Quote in the Source List to open a new,
unsaved Quote with those Products populated
in it. The same can be done for Orders, Invoices,
Purchase Orders, Supplier Invoices, and Transfers.
(see image below)

Chapter 02

Basics

Browser

Cover Flow is a graphical layout that allows you browse through Products, Customers, and Suppliers using the images saved in their profiles. You can double-click an image to open the profile. Cover Flow can be disabled in Tools > Setup > Company > Searching.

Preview Pane

The Preview Pane of the Browser gives you x-ray vision, allowing you the ability to look into a document or a profile without having to open it.

Customer information will include the name and image, as well as the billing, shipping, and contact information;look into a document or a profile without having to open it. Clicking on the image

Clicking on the image will enable your iSight camera to snap a photograph and store it in the Customer’s profile, while drop- ping an image into the area will also store the image.as well as the billing, shipping, and contact information; Previewing a Product displays its code, description,

Previewing a Product displays its code, description, image, and its total quantity;drop- ping an image into the area will also store the image. Clicking the inventory total

Clicking the inventory total will expand the view to include all statuses, including access to multi-store inventory levels.its code, description, image, and its total quantity; The contents of sales documents will be visible

The contents of sales documents will be visible when they are previewed, including quantities, prices, codes, descriptions, statuses, and, in the case of SROs, problem description and work performed.statuses, including access to multi-store inventory levels. Jobs and Timesheets will preview the time spent on

Jobs and Timesheets will preview the time spent on them.in the case of SROs, problem description and work performed. Parking The Parking section of the

Parking

The Parking section of the Browser can be thought of as a clipboard for LightSpeed documents, allowing you drag-and-drop functional- ity for profiles or documents you need to reference frequently. To “park” a document, drag it from the Main List to an available space. Clicking a parked item will display it in the Preview Pane; open it by double-clicking.

Sales documents in Parking can be edited simply by dragging a Cus- tomer or Product(s) from the Main List and dropped over the docu- ment – a dialog will appear asking if you want to edit the document in question. If you answer OK, the document will open with the addi- tions ready to be saved. Documents or profiles can be removed from Parking by clicking the “x” icon that appears on its Parking bar.

33

saved. Documents or profiles can be removed from Parking by clicking the “x” icon that appears
saved. Documents or profiles can be removed from Parking by clicking the “x” icon that appears
saved. Documents or profiles can be removed from Parking by clicking the “x” icon that appears

Chapter 02

Basics

Browser

Smart Finds

At the bottom of the Browser, there is a button labeled Smart Find. This feature allows you to configure an advanced search for Products, Customers, or documents that meet a set of criteria that you define using a series of pop-up menus.

Once you have settled on your criteria, including any Custom Fields you have created, you have three choices – clicking the Find button will produce the results in the Browser; clicking the Export button will export the results of your find to a tab-delimited file; and clicking the Save button will allow you to save the criteria as a Smart Find you can name, and will be accessible in the Source List for fresh results pro- duced each time the Smart Find is accessed below the source. Sav- ing a Smart Find personally will display it only to you, and publicly displays it to all users.

A Smart Find for Invoices based on the criteria of the status being “Owing”. Saving
A Smart Find for Invoices based on the criteria of
the status being “Owing”. Saving this Smart Find will
produce an arrow icon in the Source List beside In-
voices; clicking this arrow will display the Smart Find,
and clicking the Smart Find will produce a list in the
central Main List of all the Invoices with an “Owing”
status. As soon as an Invoice is paid, its status will
change and it will drop off the results of this particu-
lar Smart Find. Double-clicking the Smart Find will
display how it was built, and allow for editing.

Clicking the “+” icon at the bottom of the Source List will call up a similar window, but one that will only export or save a Smart Find. To delete a Smart Find, select it in the Source List and click the “-“ icon located at the bottom of the Source List.

Clicking the spinning arrow “Refresh” icon will prompt the Browser to display any changes that
Clicking the spinning arrow “Refresh” icon will prompt
the Browser to display any changes that have been
made but are not yet visible.

Buttons

In addition to the Smart Find and Refresh buttons in the Browser, there are smany more, each having useful functions as you navigate through the software.

useful functions as you navigate through the software. Located at the bottom of the Browser are

Located at the bottom of the Browser are the buttons that create and delete documents and profiles. To delete a profile or sales document, select it by clicking it once in the Main List, and then click the Delete button.

34

or sales document, select it by clicking it once in the Main List, and then click
or sales document, select it by clicking it once in the Main List, and then click

Product Smart Find

Chapter 02

Basics

Browser

Clicking the Open button will open the profile or sales docu- ment that is selected in the Open button will open the profile or sales docu- ment that is selected in the Main List.

Clicking the New button when a source is selected will create a new sales document, Job, Customer, New button when a source is selected will create a new sales document, Job, Customer, Product, or Timesheet.

The Log Out button, also at the bottom of the Browser, will log the current User Log Out button, also at the bottom of the Browser, will log the current User out of LightSpeed and default to the log-in screen, ready for another User to log in.

To enter the front-end POS screen, click the barcode scanner icon located just above the Preview Pane.to the log-in screen, ready for another User to log in. Search All Similar to the

Search All

Similar to the Mac OS X Spotlight feature, the Search All feature, ac- cessed in a search field located above the Preview Pane, searches through all documents, notes fields, profiles, and time-billing, and produces a list in the Main List of all items that match the search string.

If you have difficulty remembering when a particular Invoice was created or what Products it
If you have difficulty remembering when a particular
Invoice was created or what Products it sold, but you
only remember the Customer’s last name, you can
search on the name to immediately produce a list of
everywhere that name exists in LightSpeed, includ-
ing the Invoice you were searching.

Trackers

Trackers are a system of communication and information tracking in LightSpeed which allow you to “install” particular headings which, when accessed, display the relevant documents in the Browser. Track- ers are User-specific; that is, each User has a set of Trackers unique to them, and only sees their Trackers when they are logged in.

For more information on using Trackers, please see the Trackers doc- ument or training video on the documentation page of our website.

Transfers

When other stores are set up in the Multi Store feature of LightSpeed, you will see two icons appear in the Browser tagged Transfers In and Transfers Out, allowing you to transfer stock easily from one location to another. For more information on inter-store transfers, please see the Multi Store document on the PDF documentation page of our website.

35

Buttons
Buttons
Browser Icon
Browser Icon
Multi Store document on the PDF documentation page of our website. 35 Buttons Browser Icon Search

Search All

Trackers
Trackers
Transfers
Transfers

Chapter 02

Basics

Browser

Purchasing

The Source List contains a section dedicated to Purchasing, including the ability to look at all outstanding Order Requests, Purchase Orders, and Supplier Invoices. In fact, clicking the Order Requests or Actions tabs will produce two new buttons at the bottom of the Browser:

Cancel Request and Generate PO.

For more information on ordering, purchasing, and Suppliers, please see the Ordering and Purchasing document and training video avail- able on the documentation page of our website.

Browser Exports

A powerful feature available in the Browser is the ability to export any

results that can be produced in the Main List as a tab-separated text file, including the results from simple searches, or Smart Finds.

Once you have produced a list of results in the Main List that you

wish to export, click the Export button at the bottom of the Browser.

A dialog box will appear asking you to save the file to your hard drive.

36

Chapter 02

Basics

Customers

37 Customers 42 History Section 37 Account Tab 43 Account 38 Profile Tab 43 Photo
37
Customers
42
History Section
37
Account Tab
43
Account
38
Profile Tab
43
Photo
38
Prefs Tab
43
Call Button
39
Tax Tab
43
Schedule Call Button
39
Credit Tab
43
iCal/Now Up to Date Button
40
Info Tab
44
Find Customer
40
Options Tab
44
Action Menu
41
Contacts Tab
45
Deleting Customers
41
Calls Tab
45
Importing Customers
42
Notes Tab
Contents

Customers

Customer Window

The Customer window lets you create a record for one of your Cus- tomers in your LightSpeed database, defining all of the properties that determine how this Customer is handled throughout the sys- tem, and keeping a record of all the Customer’s outstanding balanc- es, credits, and sales documents.

Customer Section

The Customer Section is where one enters the First Name, Last Name and Company Name of the Customer. If the Customer is primarily a Company, check the Company checkbox.

Account Tab

1
1

Status

The Account Status popup menu allows one to set the status of a Customer’s account, like ‘Lead’, ‘Active’ or ‘Credit Hold’. Ac- count Statuses can be set up in the Account Status setup panel.

‘Active’ or ‘Credit Hold’. Ac- count Statuses can be set up in the Account Status setup

Customer Profile

‘Active’ or ‘Credit Hold’. Ac- count Statuses can be set up in the Account Status setup

Chapter 02

Basics

Customers

2
2

Category

The Category popup menu allows you to select a category for Customers who may receive a particular discount or Pricing Level. Categories can be assigned discounts and Pricing Levels in the Customer Categories setup panel

3
3

Salesperson

You can assign a User to a Customer by selecting the User on the Salesperson popup menu. When someone tries to invoice a Customer that ‘belongs’ to another Salesperson, a dialog will ask whether the Invoice should be set up as a split between the two Users.

A company that has Customers in the educa- tion market may create a Category called
A company that has Customers in the educa-
tion market may create a Category called ‘Edu-
cation’ that receives an automatic discount
or is assigned an ‘Education’ Pricing Level.
Products that have special pricing for ‘Educa-
tion’ Customers will enter their alternate price
in
the Pricing Levels section of the Options tab
of
the Product card. Alternate Pricing Levels
are named in the Pricing Levels setup panel.
(see chapter on Getting Started)

Profile Tab

1
1

Referred By

Referred By allows you to choose from a user-customized list of referral sources.

2
2

Birthday

The Birthday field allows you to record your Customer’s birth- day.

Prefs Tab 1 Language
Prefs Tab
1
Language

LightSpeed can print Quotes, Orders, SROs, Invoices and POs in English, French and Spanish. If a Customer has a language preference for the sales documents they receive, select the lan- guage from this popup menu. You can edit any of the language translations on the sales documents in the Field Translations Setup panel.

38

the sales documents in the Field Translations Setup panel. 38 Customer Category Discount Dialog Salesperson Split

Customer Category Discount Dialog

the sales documents in the Field Translations Setup panel. 38 Customer Category Discount Dialog Salesperson Split

Salesperson Split Dialog

the sales documents in the Field Translations Setup panel. 38 Customer Category Discount Dialog Salesperson Split

Chapter 02

Basics

Customers

2
2

Currency

If a Customer pays in a particular currency this currency can be selected from the Currency popup menu. When added to a sales document, the currency will be set to the currency set for the Customer.

Tax Tab

1 Tax Code The Tax Code popup menu allows one to set the Tax Code
1
Tax Code
The Tax Code popup menu allows one to set the Tax Code that should
automatically be set when adding this Customer to a sales document.
Tax Codes specify which taxes and which rates are charged in a particu-
lar jurisdiction or circumstance. Tax Codes are set up in the Taxes Setup
panel.
A
Customer whose purchases are always shipped
to another state where a particular tax must be
charged might have their Tax Code set to the Tax
Code that will be applied.
2
Tax Status

If a Customer is entitled to certain tax exemptions, one can apply the corresponding Tax Status. Tax Statuses are set up in the Taxes Setup panel.

If Customers who are registered businesses do not pay a certain state tax, a Tax
If Customers who are registered businesses do not
pay a certain state tax, a Tax Status can be set up
and applied to automate this exemption for those
Customers.

Credit Tab

1
1

Terms

The Terms popup menu allows one to set the terms of payment for a Customer, like ‘COD’ or ‘Net 30’. Terms can be set up in the Terms Setup panel.

2
2

Credit Limit

Enter the Customer’s credit limit here. When their limit is surpassed, the User will receive a warning. There is also a Privilege called Save Invoice with Credit over LImit that will allow you to prohibit an Invoice for a Cus- tomer over their credit limit from being saved.

Invoice for a Cus- tomer over their credit limit from being saved. Customer Tax Preferences 39

Customer Tax Preferences

39

Customer Terms Preferences
Customer Terms Preferences

Chapter 02

Basics

Customers

3
3

Credit Hold

If the Customer has been put on credit hold, check the Credit

Hold checkbox. When this Customer is assigned to a sales docu-

ment, a warning window will appear which will inform the User the Customer is on credit hold when it is opened. There is also

a Privilege called Add Customer with Credit on Hold on Invoices

that will allow you to prohibit Customers on credit hold being added to an Invoice.

Info Tab

1
1

Phone Numbers

Up to four phone numbers can be entered in the Phone Num- bers section. Phone Numbers are auto-formatted when you tab out of the field.

The Phone Number Type popup menu lets you set the type of the Phone Number, like ‘work’, ‘home’, ‘mobile’, etc.

The radio button beside each number allows you to set the pre- ferred number for contacting this Customer.

2
2

Email and Web

The Email and Web fields allow one to store email addresses and web page addresses for a Customer. Clicking the Email or Web labels will open the address with your default email appli- cation or web browser.

3
3

Addresses

The Billing- and Shipping Addresses for the Customer can be en- tered in the Address area. A two-line address, City, State/Prov- ince, Country and Zip/Postal Code can be entered for each.

Select arrows on the City, State/Province, and Country fields allow you to select an item from pre-defined lists, which can be set up in the City, State/Province, and Country Setup panels. Clicking the Plus icon allows you to add a new item on the fly. Clicking the spiraling arrow icon will paste the Billing info into the Shipping info.

Options Tab

All Customer Custom Fields set up in the Custom Fields setup panel show up in the Options Tab. Custom Fields can be created as text, date, or checkbox fields.

40

Customer Info You could create a checkbox Custom Field called Kids to record the names
Customer Info
You could create a checkbox Custom Field called
Kids to record the names of the Customer’s
children.

Chapter 02

Basics

Customers

This is also where your Customer Groups are displayed. Customer Groups can be set up in Tools > Setup > Customer Groups. Creating

a group will allow you to assign your Customer to it, making them

searchable and able to be emailed in a batch with other group mem-

bers.

Contacts Tab

The Contacts tab lists all Contacts entered for this Customer. Multiple Contacts can be used to track information about different people at

a company and store multiple addresses associated with those Con- tacts.

When a Customer with multiple contacts is added to a sales docu- ment, a Select arrow appears from which you can select one of the Contacts. If the Contact has an associated address, a dialog box will ask whether you would like to use the alternate address as the Billing or Shipping Address on the sales document.

1
1

Adding a New Contact

Click the New button to enter a new Contact on the Contacts drawer. All Customer Contact Custom Fields set up in the Custom Fields setup panel show up in the Options Tab of the Contacts drawer. Custom Fields can be created as text , date, or checkbox fields. Contacts can also be assigned to Customer Groups.

2
2

Editing and Deleting a Contact

To edit a Contact, double-click the Contact in the Contacts list or select the Contact and click the Edit button. To delete a Con- tact, select the Contact and click the Delete button.

3
3

Importing Contacts

Contacts can be imported into LightSpeed using Import Cus- tomer Contacts in LightSpeed Import Tools. More details can be found in the Import Tools document on the Training page of our website.

Calls Tab

The Calls tab lists all of the telephone calls that you have logged with this Customer.

1
1

Adding a New Call

Click the New button to enter a new call on the Calls drawer.

41

Customer. 1 Adding a New Call Click the New button to enter a new call on

Customer Contact Info

Customer. 1 Adding a New Call Click the New button to enter a new call on

Chapter 02

Basics

Customers

2
2

Marking a Call for Follow Up

You can mark a call for Follow Up by checking the Follow Up checkbox and assigning a User to the Follow Up by selecting a User from the popup menu that appears when clicking the User shown. Calls marked for Follow Up appear in Trackers if it’s set up to show Calls to Follow Up. Selecting a date will provide a further filter that can be searched in Trackers in the Browser.

3
3

Editing and Deleting a Call

To edit a call, double-click the call in the Call list or select it and click the Edit button. To delete a Call, select the call and click the Delete button.

Notes Tab

The Notes tab lists all of the Notes that you have entered for this Cus- tomer. If a Customer has notes on file, a pop-up window will appear anytime that Customer is added to a sales document.

1
1

Adding a New Note

Click the New button to enter a new Note on the Notes drawer.

2
2

Marking a Note for Follow Up

You can mark a Note for Follow Up by checking the Follow Up checkbox and assigning a User to the Follow Up by selecting a User from the popup menu that appears when clicking the User shown. Notes marked for Follow Up appear in the Tracker if set up to show Notes to Follow Up. Selecting a date will provide a further filter that can be searched in Trackers in the Browser.

3
3

Editing and Deleting a Note

To edit a Note, double-click the Note in the Note list or select the Note and click the Edit button. To delete a Note, select the Note and click the Delete button.

History Section

The History section appears when you click the History button. The History Section lists all sales documents (Quotes, SROs, Orders, In- voices) ever saved for this Customer in addition to all of the Products ever sold to this Customer. Double-clicking a sales document will open it.

ever sold to this Customer. Double-clicking a sales document will open it. Assigning a call to

Assigning a call to a User

42

ever sold to this Customer. Double-clicking a sales document will open it. Assigning a call to

Customer History

ever sold to this Customer. Double-clicking a sales document will open it. Assigning a call to

Chapter 02

Basics

Customers

Account

Clicking the Account button will bring up the Accounts Receivable window for this Customer, displaying all outstanding credits and bal- ances for the Customer. See Accounts Receivable chapter for more detail.

Photo

LightSpeed can store 256 x 256 pixel JPEG photos of your Customers. Drag a JPEG file to the Photo drawer, opened by clicking the Photo button, and the photo will be scaled and saved to the database. To remove the photo, click the ‘X’ button. If you have an iSight camera, you can click the image area to activate it, and press the space bar to capture an image you can then save to the Customer card.

Call Button

LightSpeed can place a call to the default Phone Number on the VoIP phone system (WebFones or Skype) by clicking the Call button.

Your VoIP phone extension can be associated to your Mac OS X work- station by configuring the DialerSetup utility found in the Utilities folder of the OpenBase folder in the Applications folder.

Schedule Call Button

LightSpeed can schedule a call to the default Phone Number on the VoIP phone system by clicking the Schedule Call button and choosing a date and time at which the call should be placed. When the date and time arrives, your phone will ring, and when picked up, the out- going call will be placed.

iCal/Now Up to Date Button

LightSpeed can schedule an appointment with a Customer by click- ing the iCal/Now Up to Date button (the correct icon will appear depending on the setting in Station Setup). When the Schedule Event sheet opens, select the calendar you would like to book your ap- pointment in as well as specify the date, time and any notes.

43

your ap- pointment in as well as specify the date, time and any notes. 43 Customer

Customer Image

your ap- pointment in as well as specify the date, time and any notes. 43 Customer

VoIP/Scheduling

your ap- pointment in as well as specify the date, time and any notes. 43 Customer

iCal Integration

your ap- pointment in as well as specify the date, time and any notes. 43 Customer

Chapter 02

Basics

Customers

Find Customer

The magnifying glass icon calls up a search window that allows you to search for Customers and switch to their profile when the name is double-clicked.

Action Menu

The Toolbox menu (accessed with the gear icon) allows you a vari- ety of functions, including the creation of a new sales document as- signed to the Customer from which you’re selecting the option.

1
1

Send Email

Allows you to paste the Customer’s email directly into your de- fault email application.

2
2

Visit Homepage

Accesses the URL pasted into the Web field of the Customer profile.

3
3

Map Billing and Shipping Addresses

The Map Address features will call up Google Maps and show you the location of the Customer’s billing or shipping address.

4
4

Directions to Billing and Shipping Addresses

Using the Directions to Address features will map the directions from your address (set in the Company Info setup) to the Cus- tomer’s billing or shipping address using Google Maps.

5
5

Schedule iCal/Now Event

Functions the same way as the iCal/ Now Up to Date button.

6
6

Print Label

The Print Label feature will allow you to print Customers’ bill- ing or shipping address labels on a roll-type label printer or on a sheet of labels with your laser printer. Choose the label size using the Label Size pull-down menu. See Labels chapter for more info.

7
7

New Sales Document

Using the Toolbox menu, you can create new sales documents directly which include all the Customer info.

8
8

Add to Parking

This option will add the Customer to the next available Parking space.

8 Add to Parking This option will add the Customer to the next available Parking space.

44

Customer Action Menu
Customer Action Menu

Chapter 02

Basics

Customers

9
9

Show Log

This option calls up the Log entry for this Customer, indicating any editing that it undergone, as well as which User initiated the edits.

Deleting Customers

Authorized users can delete Customers by clicking the Delete button. Deleting a Customer does not remove it from sales documents where it has been used but does remove all history for the Customer.

Importing Customers

Customers can be imported into LightSpeed using the Import Cus- tomers option in LightSpeed Import Tools. More details can be found in the Import Tools document and training video on Xsilva’s docu- mentation and training page of the website.

45

found in the Import Tools document and training video on Xsilva’s docu- mentation and training page

Chapter 02

Basics

Jobs and Timesheets

46 Introduction 46 Timesheets 47 Jobs Contents
46
Introduction
46
Timesheets
47
Jobs
Contents

Introduction

LightSpeed’s time-billing features allow you to account for the time Users spend on a given project, and, if necessary, bill a Customer for that time. Timesheets will allow you to clock in and out, working on specific Jobs and sub-tasks within that Job. Any time spent on a Job by any User will be logged, and that work can be converted to a Prod- uct for each User, billing a Customer for the time on an Invoice.

Timesheets

To create a new Timesheet, click the Timesheet icon in the Tool Bar located at the top of the screen. Choose the User from the pop-up menu; a password may be required if the User you choose is not the one currently logged in. Click the New button to create a new entry. Under the heading Job Code, you can choose an open Job to work on, or you can leave the default set to General. If you choose a Job, you can also choose a sub-task within that Job. (see section on Jobs below for more info) To start the clock ticking, click the green Start button.

You can manually adjust the start and stop times by clicking them and setting the
You can manually adjust the start and stop times by
clicking them and setting the time that is logged.

To begin a new entry, you need only click the New button. The current entry will be stopped and a new one will be created. To log a note onto a Timesheet, click the Notes tab, enter the note, and click Save.

will be created. To log a note onto a Timesheet, click the Notes tab, enter the

Timesheet card

will be created. To log a note onto a Timesheet, click the Notes tab, enter the

Chapter 02

Basics

Jobs and Timesheets

Several Timesheet cards may be running for one User simultaneously.

Reporting

To run a Timesheet report, go to Tools >Reporting >Timesheet, and select the report you wish to run. Set your date range, and either pre- view or print the results. For more information, see the Reporting document on our website’s documentation page.

Users can check their own Timesheets at File >Print User Reports >Timesheets. Once they set the date range, the User can preview or print their own Timesheets.

Jobs

Click the Job icon in the Task Bar to create a new Job. Give the Job

a Code and Description, and create any sub-tasks you want Users to

work on when working on this Job. Click Save. Now, this Job will ap-

pear in the Jobs list on Users’ Timesheets. Any time a User spends on

a Job will be logged in the Time tab of the Job, the date the work

was done, and that Task the User worked on. Multiple entries may be logged by one or more Users.

To bill for the time spent on a Job, you must first associate a Product with that User. Create a new, non-inventoried Product, and set the Selling Price as the hourly labor rate for that User. Open your Users setup panel, and in the Product field, enter the Product Code of the Product you created. Click Save.

Now, when you click the Invoice button in the Job, any entries by Us- ers with associated Products will be transferred to a new, unsaved Invoice. The Qty column will reflect the time elapsed on the Job, and the Selling Price will be the hourly rate set in the Product profile.

Click the Duplicate button at the bottom of the window to duplicate the Job, or Delete to delete it. You can also use the Delete and Edit but- tons below the entries to modify or delete the times logged by Users.

Changing a Job’s status to Invoiced or Cancelled will remove it from the list of Jobs accessible in the pop-up menu of a User’s Timesheet.

Both Jobs and Timesheets are accessible in the Browser.

47

accessible in the pop-up menu of a User’s Timesheet. Both Jobs and Timesheets are accessible in

Job card

accessible in the pop-up menu of a User’s Timesheet. Both Jobs and Timesheets are accessible in

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48 Introduction 49 Station Setup 50 POS Setup 52 Sales Register 53 Creating an Invoice
48
Introduction
49
Station Setup
50
POS Setup
52
Sales Register
53
Creating an Invoice
55
Navigation
56
Printing
57
Payments
Contents

Introduction

LightSpeed features a ‘floating’ Point of Sale interface that stream- lines and secures front counter retail checkout.

LightSpeed POS is the first Point of Sale interface that truly harnesses the power of Mac OS X and showcases its advanced graphics capabil- ities. It’s the first POS to integrate the iSight camera right into the POS window to capture images of Products and Customers in real-time. It’s also the first POS on OS X to operate in the context of a full multi- user sales workflow, powered by a high-performance SQL database, and the only POS software to integrate Cover Flow technology, allow- ing you to browser Customers and Products by their images.

The POS screen is made up of 3 different areas. The main POS sales register, in the middle, serves several purposes, displaying Invoice information as well as the list views of Product info, Customers, and serial numbers. This main section can display Customers and Prod- ucts in a graphical interface known as Cover Flow. Cover Flow allows you to browse images and add Products and Customers to the In- voice by clicking these images. To the left is the Customer detail sec- tion, and to the right, the Product detail section.

To the left is the Customer detail sec- tion, and to the right, the Product detail

Point of Sale (POS)

To the left is the Customer detail sec- tion, and to the right, the Product detail

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Station Setup

The window for establishing the settings for the POS screen can be found in the File menu, under the menu item Station Setup. This is the window where an administrator will choose settings for a par- ticular station’s POS hardware, printing configuration, and various defaults for the POS screen, including tax configuration, search set- tings, and customer type.

1
1

Station Name

This field allows you to set the name for this POS station. This name appears on receipts and can be reported on with Light- Speed’s Reporting tools.

2
2

Card Swipe

The Card Swipe setting is a pull-down menu which allows you to choose the supported card swipe device for credit card transactions, either “ID Tech” or “ID Tech Omni 3237”.

3
3

Printing

You have the choice to set your printing format to be standard, letter-sized paper, suitable for regular laser printers, or to a receipt printer. Formatting will automatically be adjusted for each size.

If the receipt printer is chosen, it will only be accessed when printing Invoices. All
If the receipt printer is chosen, it will only be
accessed when printing Invoices. All other
documents – Quotes, SRO’s, and Orders – will
be printed on full-page format.

You may also choose to disable the print dialog box when print- ing. By entering a positive value in the Print Copies field, that number of invoices will be printed without a dialog box. Again, this is only applicable to Invoices – a print dialog will appear for other documents. If the value is set to zero, a dialog box will appear for Invoices, as well.

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to zero, a dialog box will appear for Invoices, as well. 49 Station Setup Once you

Station Setup

Once you have chosen your printing format, it will be necessary to use the Printer
Once you have chosen your printing format,
it will be necessary to use the Printer Setup to
designate which printer to use for Full Page,
Receipt, and Label printing. See below for
more details.

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4
4

Cash Drawer and Pole Display

If you are configuring a cash drawer or pole display, select the method of connection in the pop-up menu, and the port you’re using. For more information, see the POS Hardware chapter.

Defaultsusing. For more information, see the POS Hardware chapter. Start New POS after Printing - If

Start New POS after Printing - If you have a high volume of invoices, you may wish to have LightSpeed automatically If you have a high volume of invoices, you may wish to have LightSpeed automatically cre- ate a new invoice when the last one has been printed. To do so, check this box.

Turn Sound Off – This checkbox disables the sounds associ- ated with various functions in POS. This checkbox disables the sounds associ- ated with various functions in POS.

Default Search – This pull-down menu allows you to set which of the four search criteria – UPC, This pull-down menu allows you to set which of the four search criteria – UPC, Product Code, Descrip- tion, or Document ID - to use as the default in the main POS window.

Default Customer Type – With this pull-down menu, you can choose the default for the Customer type – either With this pull-down menu, you can choose the default for the Customer type – either Walk-In or an existing Customer. If you do not wish to track information on your customers, choosing ‘Walk In” will allow you to accelerate the speed with which you can perform a transaction.

Default Tax Code – This pull-down menu allows you to choose the Tax Code that will be used on This pull-down menu allows you to choose the Tax Code that will be used on new sales documents from the list you have already set up in your Taxes Setup win- dow. However, you can still choose another tax code for any particular Invoice regardless of this default setting.

VoIP – This menu allows you to choose your VoIP service, whether it’s Skype or Webfones. This menu allows you to choose your VoIP service, whether it’s Skype or Webfones.

Scheduling – This menu allows you to choose between using iCal or Now Up to Date for This menu allows you to choose between using iCal or Now Up to Date for your scheduling

POS Setup

Go to Tools > Setup > POS Setup, opening the window which allows you to add your logo to the POS screen, as well as configure other settings for POS features.

1
1

Logo

This window allows an administrator, or another user set up with the appropriate privileges, to insert a logo which will ap- pear on the POS screen. Drag a jpeg file with the maximum resolution of 230x80 dpi over the window, and it will be auto- matically added to your POS screen.

50

and it will be auto- matically added to your POS screen. 50 POS Setup This setup

POS Setup

This setup window is not the same used to insert the logo that is printed
This setup window is not the same used to insert
the logo that is printed on sales documents. That
is to be found in Tools >Setup >Company.

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2
2

Logo Mask

A

mask is a grayscale image where the gray levels (0-255) are

used to represent opacity. A gray level of 0 is an area where the image that the mask is created for becomes completely opaque, while a gray level of 255 becomes completely trans- parent and the image underneath the mask shows through completely. Any gray level in between will blend the masked image with any image below it. Putting a mask in allows you to create effects such as glowing edges, ‘burns’, and translucence.

2
2

Login/Log Out

With the Start/Stop Timesheets checkbox, an administrator can set up LightSpeed to automatically start and stop Timesheets for Users when they log in and out of the POS screen in order to better track their time The Ask to Print When User Logs Out pop-up menu here enables either a Payment or End of Day re- port to be printed when the User logs out of POS. A Payment report shows a list of a User’s transactions for that day, giving you a simple reference summarizing which methods of pay- ments they handled that day and for how much. The End of Day report provides a much more detailed picture of the day’s transactions.

Using the Auto-Log Out POS If Idle menu allows you to enact au- tomatic log-out when the POS is idle for a variable time period. Other options allow the display of a picture ad or a movie ad after the idle time, and will allow the option of either staying logged in or being logged out when the ad is displayed. Click the Info button for instructions on how to install a picture or movie ad.

2
2

Receipt

In

the Receipt tab, you have the option to include or exclude

the signature line on the receipt, and whether to print only the Product Code, the Description, or both.

3
3

Theme

Clicking any color swatch in the POS Setup window will pro- duce a color wheel, allowing you to customize the color of the buttons in the POS window, including the Payment Method buttons as well as the navigation buttons located along the bottom.

The Transparency sliders control the opacity of the central section of the POS screen as well as the Customer and Product detail sections. Decreasing the transparency of either the main register or the side panels will allow more detail of images situated beneath them to be visible. Clicking the Show Keyboard Shortcuts checkbox will map the

51

the Show Keyboard Shortcuts checkbox will map the 51 Logo as it appears in the POS

Logo as it appears in the POS screen

To display a black and white version of your logo, save an inversed version in
To display a black and white version of your logo,
save an inversed version in a paint program as a
jpeg file. Drop the file into the Logo area of the POS
Setup. Click Save.
To display a color version of your logo, insert a jpeg
version of your logo within the 230 x 80 dpi jpeg
area as below on a black background.

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function keys to their fields visibly in the POS screen. The Animations checkbox will enable the use of animations such as the Customer drawer spinning when a Customer is added, and the Cover Flow checkbox enables the use of Cover Flow for Products and Customers in the POS screen.

Sales Register

The main POS sales register has several functions, accessible with the icons located in the Search Bar located at the top.

1
1

Product

Selecting the Product icon allows you to scan the UPC code of a product, calling it up from the Products database and entering it into the Invoice. You are also able to manually enter the Prod- uct Code or description of a Product, including partial strings, calling it up from the Products database and entering it into the Invoice. Hit Return, and the list will automatically be filtered to reflect the appropriate matches to the entered text. When you find the Product you’re searching for, click it once to enter it into the Invoice. Clicking the “All” button at the far right will list all Products.

2
2

Customer

Selecting the Customer icon allows you to manually enter a cus- tomer’s name, address, or telephone number, including partial strings, calling it up from the Customers database. When you find the Customer, click it to enter it into the Invoice, displayed in detail to the left. Clicking the “All” button at the far right will list all Customers.

3
3

Document

Document allows you to scan or manually enter the reference number of an existing sales document, including a Quote, an SRO, an Order, or an Invoice. If it is a Quote, SRO, or an Order, the products will appear on the Invoice for processing. If it is an

52

will appear on the Invoice for processing. If it is an 52 Sales Register Search Bar

Sales Register

on the Invoice for processing. If it is an 52 Sales Register Search Bar Clicking the

Search Bar

Clicking the All button will give a list display for all items of the search
Clicking the All button will give a list display for all
items of the search criteria selected. For example, if
you click All when the Products icon is highlighted,
you will see a list view of all Products in the database.
If the Customer label is highlighted, you will get a list
view of all Customers and their telephone numbers.
When in list view, an “X” icon will appear in this top
section. Clicking it will clear the list view and return
you to the main Invoice screen.

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Invoice, you will be asked if you wish to complete a return on the specified Invoice. See below for more details.

Clicking one of the items in the list view will appoint it to the ap- propriate part of the Invoice: if it is a Customer, the Invoice will be assigned to them; if it is a Product, it will be added to the Invoice’s sales register; if it is a serial number, it will be pulled from the pool of available serial numbers and attached to the Invoice, displayed in gold text.

In the Invoice view, the headings include the Product Code, the De- scription, the Quantity, the Sell Price, any Discount, and the Total Sell price per item (ie extended price). Under the Description, you will also see any serial numbers attached to the Invoice under their Prod- uct’s description.

Creating an Invoice

When you log into the POS screen, a blank Invoice will automatically be created, ready for editing.

1
1

Choosing or Editing a Customer

To begin with, assign a Customer to the Invoice. If you don’t wish to track this Customer’s history, choose Walk In in the left area of the POS screen. This will not use a Customer ID and will disable the ability to add this Invoice to the Customer’s history. If it is a new Customer whom you wish to add to the database, click the “+” icon near the bottom of the Customer area of the left section of the POS screen. You can then add the informa- tion in the new Customer profile that appears, and once you click Save, you will be returned to the adjusted Invoice. If the Customer is already in the Customer database, you can simply type a few letters of the Customer name into the search field of the POS window and choose it from the list of possible choices that will appear by clicking the name once, or click their image from the Cover Flow layout. If you need to edit the informa- tion, click the Edit button, make your changes in the Customer window, and click Save to return to the POS screen. You will be asked if you wish to reload the Customer information with these new changes, or if you prefer to leave the Customer infor- mation on the POS screen as originally entered.

To add a new Customer’s photo to their profile, enter all the information as described above, and click the Save button. Choose Yes when asked if you wish to reload this new informa- tion onto the Invoice. Then, click the photo area in the Cus- tomer Detail area of the POS screen and it will automatically take their photo with your iSight camera. You can also drag an image to this area to store a photo. If the Customer already ex- ists, but does not have a photo, or you want to change their

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If the Customer already ex- ists, but does not have a photo, or you want to

POS Invoice Product List

If the Customer already ex- ists, but does not have a photo, or you want to

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photo, simply click on the photo area in POS and the iSight will take the new image, or drag an existing image to this area, and it will be pasted directly into their profile.

Adding Productsarea, and it will be pasted directly into their profile. To add Products to an Invoice,

To add Products to an Invoice, click the Products icon, and scan its UPC barcode. If it is in the Products database, it will be called up and added to your Invoice. Another way to call up a Product is by typing a few letters from its Product Code or Description. You may also choose your Product from the list view by clicking All when in Products mode. Click a Product from the list that comes up, or double-click its image from the Cover Flow layout, and it will be added to your Invoice. If the Product you have chosen requires a serial number, a list of available serial num- bers will appear. You may then scan the serial number from the Product, or choose the matching entry from this list.

Double-clicking a Product in the Invoice view will call up its de- tails, including its image and Related Products, in the Product detail section at the right. Click any of these Related Products to add it to the Invoice.

Since the availability quantities displayed in LightSpeed should reflect what is actually in stock, it is unlikely that you will try to invoice a Product that isn’t showing in inventory. Howev- er, there may be exceptions, and these will appear with a red warning triangle on the Invoice, and before Checking Out, you will be asked to confirm whether or not you wish to continue.

To add or change a photo of a Product, click the photo area of the Product in the Product Detail area. The iSight will automatically take a photo and the image will be added to the LightSpeed database. As with Customers, you may also drag an existing image, perhaps from a web site, to this area to store it in the Product’s profile.

Discountingsite, to this area to store it in the Product’s profile. There are several ways to

There are several ways to discount Products in the POS screen. Customer Categories (set up in the Browser) can be assigned to your Customers, and automatically apply a percentage dis- count or default to a specified Pricing Level - a method that dis- counts the entire Invoice. A second way to apply a document- wide discount is to click the Apply Discount button found on the left side of the POS screen. Discounts done in this way can be applied as a percentage or dollar discount. Discounts may also be applied on a line-item basis by clicking in the Discount column of the Product you wish to discount. Entering a number will discount the item by dollars; adding a percentage sign will adjust the discount to a percentage.

54

percentage sign will adjust the discount to a percentage. 54 Accessing a Product’s image features Applying

Accessing a Product’s image features

sign will adjust the discount to a percentage. 54 Accessing a Product’s image features Applying a

Applying a document-wide discount

sign will adjust the discount to a percentage. 54 Accessing a Product’s image features Applying a

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Logging In and Out

In sales environments there are often more than one sales person us- ing the same POS station, and it is important to be able to track the sales representatives assigned to an Invoice for reasons of commis- sions, accountability, and coverage. When a sales person finishes an Invoice and leaves the POS station, they are able to log out quickly so that the next sales person is able to log in.

There is a Log Out button in the section where the applicable taxes are listed, at the bottom of the middle section of the main POS screen. Clicking this button will log the current User out of the POS screen. A dialog box will appear asking you if you wish to print a Payment Re- port, which lists the totals for that User’s transactions that day, and if you wish to stop the Timesheet for that User’s session. Once you click OK, you will be taken to a list of all Users, and POS will be ready for the next User to log in. Also, as explained above, the POS Setup panel can be set to log out a User from the POS screen if the computer is idle for a period of time.

Information that had been on the POS screen will not be lost when a User logs out.

Navigation

The navigation buttons are laid out along the bottom of the POS screen, located underneath the Customer and Product Detail sec- tions. These buttons change function between the Sales Register and the Payment screens.

Sales Register Screen

ExitRegister and the Payment screens. Sales Register Screen This button will take you back to the

This button will take you back to the LightSpeed browser. You will have the choice of 2 check boxes – Print My Payment Re- port, which prints a list of your transactions for the day, and Stop Timesheet. You will also have the choice to switch the information on the POS screen to a full Invoice in the Adminis- tration layout of LightSpeed. Clicking OK will simply take you back to the browser.

Start OverClicking OK will simply take you back to the browser. Pressing this button clears your unsaved

Pressing this button clears your unsaved POS screen, discards the information, and creates a new Invoice.

55

Start Over Pressing this button clears your unsaved POS screen, discards the information, and creates a

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3
3

Check Out

When you have finished entering Product onto the Invoice, and you are ready to register its payment, you press this button to save the Invoice and advance to the Payment screen. The In- voice will now have a unique ID number, visible at the top of the Payment screen.

4
4

Notes

The Notes button allows you to enter notes in two fields – “Printed Notes”, which will be printed on the Invoice, and “In- ternal Notes”, which will be only visible to Users. Printed Notes are useful for terms and conditions specific to that sale, while Internal Notes can be a useful reference in the future, particu- larly for other sales representatives and administrators requir- ing further information about the invoice.

Payment Screen

1
1

Go Back

This button takes you back to the Invoice view of the POS screen, allowing you to edit your Invoice.

2
2

New

This button create a new Invoice in POS.

3
3

Notes

This button remains the same.

4
4

Print

When all changes have been made to the Invoice, and you are ready to print, click the Print button.

Printing

When you print, a dialog box will appear with four choices. First, you are able to specify the language the Invoice is printed with – Eng- lish, French, or Spanish – using terms you’ve specified in the Tools >Setup >Field Translations menu option. Second, if you want to print Product images on the Invoice, the size the image will appear as, or if you only want to print an image for the first item (and its size). Third, whether or not you wish to include any discounts on the printed Invoice – otherwise, the Customer will only see the adjusted totals. Finally, you have the option of printing a Gift Receipt, without prices or totals.

56

totals. Finally, you have the option of printing a Gift Receipt, without prices or totals. 56
totals. Finally, you have the option of printing a Gift Receipt, without prices or totals. 56
totals. Finally, you have the option of printing a Gift Receipt, without prices or totals. 56
totals. Finally, you have the option of printing a Gift Receipt, without prices or totals. 56

POS Printing Options

totals. Finally, you have the option of printing a Gift Receipt, without prices or totals. 56

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At the top right of the printed Invoice, the Invoice number, as well as its barcode equivalent, will appear. Underneath you will find the date the Invoice was created, and the date any modifications were made. In the Product section, you will see the description, as well as the image stored in LightSpeed’s Product database. If you have not selected images to be printed, you will only see the description. Any notes you have entered in the Printed Notes field will appear after the Products, and underneath that will be the details on Payment Methods. At the bottom left of the Invoice, you will see any terms or conditions you have set up in Tools >Setup >Company in the Invoices field.

Payments

Methods of Payment

In the Payments view, you will see a button for every method of pay- ment you have set up in the Setup Tool (Tools >Setup >Payment Methods). Pressing a button will bring up the details for that pay- ment. The amount tendered will automatically show the balance ow- ing on the Invoice, but this can be edited for partial payments.

LightSpeed integrates with HPS and Authorize.net for fast, simple, ac- curate online processing of credit card transactions. At time of pur- chase, you are able to enter the Customer’s credit card information, and click Process to send the encrypted information over the internet. If the transaction fails, you will be notified immediately. Likewise, if it is successful, a confirmation number will be logged in the Invoice, and the payment will be registered to the Invoice. LightSpeed will automatically access your credit card processor for any method of payment specified as “Credit Card” in the Tools >Setup >Payment Methods menu option.

If the Customer is using more than one method of payment, you are able to modify the amount tendered to reflect the division of pay- ment. Save the payment and click another button for the next pay- ment method. In some cases, the customer may choose to use the same method of payment, but from a different source – a different credit card, for example, even though they are both Visas. All of these different payment methods will be laid out separately on the printed Invoice and will be saved as separate payments.

Pressing the Save button for a payment saves it to the Invoice and it is irreversible except by authorization by an Administrator.

Credits

57

and it is irreversible except by authorization by an Administrator. Credits 57 Quote with images POS

Quote with images

and it is irreversible except by authorization by an Administrator. Credits 57 Quote with images POS

POS Payment screen

and it is irreversible except by authorization by an Administrator. Credits 57 Quote with images POS

Chapter 02

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Cash payments require the entry of two fields – Cash Tendered, and Payment. Cash Tendered
Cash payments require the entry of two fields – Cash
Tendered, and Payment. Cash Tendered refers to how
much cash the Customer is physically handing over
before you return their change. Payment refers to
how much of that cash the Customer wants to apply
to this Invoice. If the amount they want to apply is
different than what is pre-populated, you must click
in this field to change the amount being applied.

If the Customer has a credit from a previous Invoice, and have a Cus- tomer profile, the credit can be applied as a method of payment. Pressing the Apply Credit button will call up a list of all the Customer’s available credits. Choose one and specify how much of it you wish to apply. If a Customer has more than one credit you need to apply, you must choose each one separately and save it as its own method of payment. Click OK to return to the Payments view of the POS screen.

To create a credit for a Customer, make sure that the Invoice return- ing the Product has the Customer as an official Customer and not as a Walk-in. Return the Product(s) by clicking the Documents icon and entering the original Invoice ID, or by creating a standard Invoice and using negative quantities, leaving the prices as they are. Save the Invoice as you would normally, but do not apply any payments. This will leave a credit on the Customer’s account which can then be applied to another Invoice using the method described in the para- graph above. (for more info, see document Returns and Refunds on the Support and Training section of our website).

Refunds

If a Customer requires a refund, complete the return Invoice as de- scribed above, and click the Payment Method button with which you’re reimbursing your Customer. Use a negative value for the dollar amount, and click Save. This will indicate that you have given the Customer money, rather than the other way around. For more detail, see the Returns and Refunds document in the Support and Training section of our website.

58

Refunds document in the Support and Training section of our website. 58 Credit Card Processing screen

Credit Card Processing screen

Refunds document in the Support and Training section of our website. 58 Credit Card Processing screen

Apply Credit screen

Refunds document in the Support and Training section of our website. 58 Credit Card Processing screen

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Products

59 Products 60 Info Tab 63 Attributes Checkboxes 65 Options Tab 65 Web Tab 67
59
Products
60
Info Tab
63
Attributes Checkboxes
65
Options Tab
65
Web Tab
67
Inventory Tab
69
Serial Numbers Tab
69
Notes Tab
69
GL Tab
70
Action Menu
70
Related Products
70
Build
71
Break Apart
71
Photo
71
Action Menu
72
Deleting Products
Contents

Products

The Product window lets you set up an individual Product in your LightSpeed database, defining all of the properties that determine how the Product is treated throughout the system.

Product Code

This is the code that is used to identify the Product in the system. It should be short (under 12 characters) and may be the same code used to identify the Product by its manufacturer, or a compound of different characteristics of the Product. It is recommended that you are able to surmise some basic information about the Product from its Produce Code.

The Product Code of the iPod Touch is M2334LL/A. It is possible to identify this
The Product Code of the iPod Touch is M2334LL/A.
It is possible to identify this as an Apple product be-
cause all Apple manufacturer’s part numbers begin
with the letter M.
Product Card
Product Card

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Products

Description

This is the longer text description of the Product that may describe the item’s attributes in detail. LightSpeed supports the printing of long, multi-line descriptions on sales documents. This description is searchable in the POS screen and will appear on printed documents.

Info Tab

Family

The Family is one of two general classifications for a Product, along with Class. It is recommended that the brand or manufacturer of the Product is used for Family, but this is not a requirement. In fact, you may choose to use an entirely different set of values for the Family categorization. For assistance, contact Xsilva’s support department. Having the correct Families entered for Products will help you when reporting on your sales and inventory in the Reporting or Intelligence tools, for doing batch pricing markups using Set Selling Prices or Set Product Info, in complex Smart Find searches, or just doing simple

The values for your Family list can be added

or deleted in Tools > Setup >Families.

searches in the Browser

The Family for the iPod Touch would be Apple.
The Family for the iPod Touch would be Apple.

UPC

The UPC code is the unique, universal 12 digit number that is printed as a barcode on a Product’s box and is used to identify the Product when its barcode is scanned. The number can be read below the UPC barcode on the box of the Product.

You can scan in the UPC barcode of the Product anyplace in Light- Speed where you’re searching for a Product. This UPC can be added directly in the Product profile, or in the Receiving tab of a Purchase Order.

Class

The Class is generally a category that the Product belongs to. Setting a Class for Products is primarily for the purpose of reporting on your sales and inventory in the Reporting or Intelligence tools, or for do- ing batch pricing changes based on the Class. These can be added or deleted in Tools >Setup >Classes.

60

If you are a computer shop, you may want to set up Classes like ‘Hardware’,
If you are a computer shop, you may want to set
up Classes like ‘Hardware’, ‘Software’ and ‘Service
Labour’. When you run a report you may filter the
report by Class to see the results for only one of
your Classes, so that you can compare the results
with that of another Class to get an overview of
their performance.

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Products

Tax Status

Tax Statuses can be set up in the Taxes setup panel and applied to individual Products.

A Tax Status may be set up to exempt a Product from certain taxes.

Labour may always be exempt from a particular tax. A Tax Status called ‘Labour Tax
Labour may always be exempt from a particular
tax. A Tax Status called ‘Labour Tax Exemption’ can
be set up in the Taxes setup panel and chosen on
the Product window of a Product that is labour.

Size and Color

These fields allow you to select the size and color for this Product from the pre-configured list customizable in the Size and Color Setup panels. For more info, see the Size-Colorhelp document on the Docu- mentation page of our website.

Supplier Costs Grid

The Supplier Costs Grid is where you set up the Cost records that show the Supplier where the Product is purchased, in what currency and at what cost. Each Product can be purchased from multiple Sup- pliers, with the Default Supplier listed at the top of the Costs list. The Default Supplier is where you most often buy the Product.

Adding a New CostDefault Supplier is where you most often buy the Product. Click the “+” icon beside the

Click the “+” icon beside the Costs grid to open the New Cost </