You can download the user guide by clicking the button below:
Table of Contents
In the Home Module the user can setup various configurations such as adding a business logo, set flat rate Tax or Multi level Taxes, manage loyalty programs via Rewards and Gift Cards and set currency etc.
Edit Settings menu (1.1) lets the user set the Business Name, Location and Currency. Currencies initially provided by our POS are Dollar ($), Pound Sterling (£), Euro(€), Yen(¥) and Rupees (Rs).
User can also add their choice of currency by writing its symbol or spelling in the Currency Symbol field.
By pressing this button, the POS starts calculating the time spent by the user in this software. Use Check out to end the current work shift in POS. The logged working hours of each employee can be accessed via Time Sheet.
Users can change their password by pressing this button. First provide your old password and then type your new password twice.
Users & Security:
The Users & Security option allows an authorized user (Administrator by default) to Add/Remove users/employees. Authorized user can also edit each user's security rights i.e. what functions he/she are allowed to perform.
Following are the list of security rights that can be provided or restricted:
Users can choose to select No Taxation, a Single tax rate, or Multi Level taxes with as many locations and groups as needed.
For Single Tax:
• Select Flat Rate and provide a percentage.
• All the tax deducted goes to the Tax Liability account in accounts
For Multiple Taxes:
• Press the Advance button and provide a default Tax Location, such as California.
• Provide name for the Tax Group. Press Arrow button and Input tax rate with associated accounts. Users can input any number of tax rates by pressing ‘Add’ in a tax group with different tax accounts for different agencies.
Tax Location = California
Tax Group Name = California Tax
Rate 1 = 7.5%, Tax Account = Tax Liability (Default tax account).
Rate 2 = 2.5%, Tax Account = City (new tax account).
Rate 3 = 3.5%, Tax Account = County (new tax account).
Total Tax for this tax group = 13.5%
Users can add any number of tax locations, tax groups and tax accounts etc. Users can also use different tax groups and locations for items with varied tax rates or for tax variations dependent on volume/price ranges etc. Any Tax location can be selected and changed during sale.
Note : If a Tax group is added/deleted in one location, it will be automatically added/deleted from other locations.
Users can add any number of custom fields in specific modules such as Items, Customers, Vendors and Invoice items (in Sell/POS screen).
Receipt Print Settings:
Allows user to select the desired receipt design/template and also customize it.
Users can select the desired Sale Receipt format or customize them according to their requirements.
To customize Sale Receipt format:
(a)-Select the desired Sale Receipt template from the variety provided and press Select button to make it the default, then press Edit.
(b)-Users can easily customize the selected label in this window. Users can change the width of columns. Users can also change the size, font, color and style etc. of Header, Footer messages and Totals to suite their requirement as well as choose to show how much reward their customers can get by spending a specific amount. After modifying the template press OK.
(c)-Press the Save & Go Back button to save the modified template for future use. Make sure the correct printer is selected and the page margin is appropriate, before you print the template.
Invoice Numbers Customization:
Users can customize how invoice/receipt numbers are displayed in this window:
Users can change the number sequence according to the examples, as shown in the following case:
Now the invoice number will start from ‘LCD Shop1’ and so on.
Let user choose the default email server etc.
Helps configure your Cash Drawer
Accept Credit Cards:
Provide your Credit card service settings in this area. Once the account is setup, users will be able to process Credit Cards from within the POS software. Currently Merchant Warehouse is supported.
Let user choose from a variety of themes available for the POS.
End of Day (Daily Closing):
Helps the user close out the store and tally balances at the end of day.
Perform Daily Closing of your store in just 3 easy steps:
1- Press the Day Closing icon in Home
2- Press View to view the End of day report of today [similar to x/z-out reports]
3- Press the count button to tally various currency bills. If an adjustment was made press Save & Adjust to record an adjustment entry
Note: It is recommended to Backup or update your database or send email to an authorized person by using their respective buttons
Email Today’s Summary Report to HQ.
Our Point of Sale Software has a very easy to use employee management module. Users can manage an employee’s sales commissions as well as hourly pay. In addition to calculating an employee’s salary from Expense module, users can do the same from here as well by:
1-Select user and year
2-Select Pay type(weekly, monthly etc.)
3-Provide hourly rate or commission and press calculate.
Timesheet provides the info of each user’s/employee’s clock in and clock out times. It is also used to determine an employee’s salary.
Allows you to edit and create item categories/departments. See Categories in Stock for more details.
Users can print labels or tags for their products by pressing this button in Home Module. When Print label button is pressed:
(a)- Select the item from left column and desired label template from the variety provided and press OK.
(b)- To customize a label template, select a label and press Edit. Users can change the width of barcode or select whether to show barcode digits or not. Users can also change the size, font, color and style etc. of Item name and price to suite their requirement. After modifying the template press OK to save it or Reset button to revert the changes.
(c)- Check the print preview via Print button and other options such as number of copies of the label to be printed. Make sure the correct printer is selected and the page margin is appropriate.
(d)- When you are ready press the Print button to print the labels.
You can define your reward scheme by clicking on the reward button. Rewards allow you to give $ X discount when a customer’s accumulated sale for a period reaches $ Y.
When defining the reward scheme you can set:
• Duration in which rewards can be attained
• Sales Threshold - the minimum sale amount needed to be eligible for the reward.
• Reward amount to be given.
• Redeem up till date - the date by which attained rewards can be used.
Note : When reward scheme is defined a reward message prints on the receipt Spend $ X more by 1-March-12 and get reward of $ Y. This reward message can be enabled or disabled from the receipt settings window.
This allows to users to issue gift cards. Use the following steps to issue gift cards.
• Create a Gift Card by pressing Issue button and provide the amount and Valid Uptill date. If you do not provide the date, the gift card will never expire.
• Press the Take Payment button to record the payment transaction.
• Press OK to create the gift card.
• The print preview of the card can be seen on the right side. Press the print button to print the gift card.
• Users can filter gift cards via the filter field on the top to filter all, recent, active, expired gift cards etc.
Similarly users can create coupons as well. To create coupons:
• Create a coupon by pressing Issue button and provide the amount and Valid Uptill date. If you don’t provide the date, the coupon will never expire.
• Users can choose to edit existing coupons or delete them with their respective buttons.
• Users can filter coupons via the filter field on the top to filter all, recent, active, expired etc.
Let users create a backup of their Business Data in a selected location
Allows users to update a previously created backup
Let user restore from a previously created data backup
This option is for users having Multiple stores.
Export Business Data let users export the current business data to be added in the Store Manager application.
User can also provide an IP or name of the connected remote store to automatically send data to.
Deletes the current business.
Users can visit our website or check for updates and email for technical support.
On Screen Keyboard:
The On Screen Keyboard allows users to enter data via touch screen monitors or just mouse clicks. It can be used in all modules of the POS.
In the Stock/Inventory Module, you can set up inventory by Adding products/items with their respective data as well as perform other related tasks.
Brings the Add Product dialog box requiring a specific set of information such as:
Give any item a unique number for easily remembering it or for better and quicker searching. Item Number can be a simple number or a mix of alphabets, numbers and characters etc.
Product name or item name has to be given to all products to be created in POS.
Users can choose to select whether the item is an individual product or a group item also known as deal, or a non-tangible object such as service.
By default every item is taken as individual product.
Select Deal If you want to offer a deal or combo by combining more than one item of same kind or different kinds. A Deal can consist of products and services as well.
If you want to track services provided by your business, then select Service/Non Tangible as the product type. The menu will change according to the Item Type selected. You can set the desired retail prices or tax and give discounts just like normal items. You can also choose if this deal/combo is to be sold or purchased only, or both.
Assign a category to the current item by selecting from drop down menu.
Implementation of Barcodes makes check-out and inventory control easier, faster, and more accurate. Our POS allows its users maximum flexibility and power to incorporate barcodes in any way they want. Users can:
(a)-Enter the actual barcode of an item via scanning it with a barcode scanner or entering it manually. This POS supports multiple barcodes for a single item as well.
(b)-Automatically generate a simple barcode by pressing the Generate button. The automatically generated barcode for the next item will continue the sequence of the one previously generated.
You can write detailed descriptions or notes about any item in this field for future reference etc.
Add an image
You can add an image of a product as well by clicking Add button and selecting the desired image from your computer.
User can provide a specific value or worth of an item. This enables the POS to calculate value of closing stock. If this value is not set, te software evaluates stock by considering purchases FIFO method.
The unit cost of the product
The price at which an item will be sold at your retail business.
If this option is selected, the consumer price will be automatically calculated once you provide the markup value.
Any reductions to a basic price of item. Set discount in this field
Any official financial charge that you are liable to give to concerned authorities. For example Sales Tax. Users can input tax percentage or assign a tax group (created in Tax settings of Home module)
The size or sum of any countable or measurable items. Provide the quantity of the item here. It is highly recommended that quantity of an item is added or changed by purchasing it via the Purchases Module since that will ensure accurate calculation of Gross Profit and Value of the Inventory.
Reorder Limit is the item's minimum allowed level below which stock should not be allowed to fall. User can create an automatic reminder for this purpose and once an item reaches this level it is highlighted in red color.
Allows the user to edit any of the previously mentioned parameters.
Allows the user to delete the item. You can also select multiple products by Ctrl+left Mouse Button and delete them for multiple items delete.
If a product is deleted its sales\purchase transactions will not be deleted from the database. The system will show Unknown Product when viewing transactions of a deleted product. Therefore it is recommended that you do not delete a product whose transactions have been recorded even if the product is not traded now.
Allows user to change and adjust the stock quantity.
There are four ways to change stock quantity:
Sales: Sale transactions are stored in Sales Journal and the items are removed from stock.
Purchases: Purchase transactions are stored in Purchase Journal and the items are added to stock.
Adjustments: All other stock transactions that change on hand quantity are stock adjustments. We will record Adjustment entries in cases such as:
• Items are stolen from the store
• Items expire
Change quantity without transaction: User can change stock quantity directly without recording any transaction, to match with the physical count of items.
To do Stock adjustments:
1- Press the Stock Adjustments button
2- If you want to record an adjustment transaction then choose the reason for adjustment.
3- Enter Date, Quantity and Comments
4- If the stock is reduced such as in case of damage, theft, shrinkage etc, the user has to input a minus (-) sign before Quantity Change.
5- If you do not want to record an adjustment transaction then choose Change Stock without Transaction .
6- Provide the new quantity and press Change Quantity
Note: Users with more than one store can record store transfers by selecting the Store Transfer option
Generally a retail business consists of a variety of items that can be classified into different categories or departments. Defining and assigning categories to items helps in better management of inventory. Our POS offers unlimited number of categories and unlimited sub categories or levels for each category. Users can also easily provide tax and discount for each category which will be applied to every item which has been assigned that specific category.
To create a category:
1- Press the Categories button.
2- Click Edit Categories and press Add.
3- Provide the name, tax and discount for this category
4- To create a sub category, simply select the desired category and press Add Sub Category button.
To assign a category to an item, just use the drop down menu of the Category field of Item Menu and select the desired category. To move categories to lower or higher, use the Move button.
The tax and discount provided in a category assigned will be overridden if values for tax and discount are set in Item Menu of that item.
Lets user Export and Import data:
Let’s user export the inventory data to a Comma Separated Value (CSV) file or Excel Worksheet. A CSV file can be opened in notepad or MS Excel. Images of items can also be exported.
Let’s user import inventory data from supported external files.
The POS supports importing data from:
• MS Access database files (accdb, mdb)
• MS Excel (xls, xlsx)
• Comma Separated Value file (CSV)
When importing, user has to match the Name, Description and other fields with their corresponding Column names of the file. When importing from MS Excel files, user needs to select the proper worksheet from which data will be imported.
When importing, items are identified by their name. If an item with that name already exists, then the item in the database is updated.
Let user easily and quickly search any item from millions of inventory.
Sell or Purchase directly from your Inventory
You can also directly sell or purchase a single or multiple products by selecting them and right clicking on them:
The selected products will be entered automatically in the sale/purchase invoice respectively.
Our POS provides a very simple yet efficient User Interface to make generating sales as easy, accurate and as fast as possible.
1-Numeric pad for Touch screens.
2-Purchasing functions are identical to selling, so by learning how to sell via POS, you will also learn how to purchase.
Input Items in Sale Invoice Screen:
There are multiple ways to input items in "Sales Invoice" Module:
Using Barcode Reader:
When you use a barcode reader to scan an item, it automatically gets inserted in the Sale or Purchase module in an item field. You can also type in the Barcode.
You can also insert item in sale/purchase module by manually entering Bar code, item name or item number in the search box or selecting them from Stock Module as explained earlier.
Insert any item manually using the following steps:
1- Enter an item’s number or barcode in the search box and press enter.
2- In case of searching by name, You do not need to input complete name as writing only part of it shows the item(s) in the items list search results courtesy of real time search. The items list on the right only appears when the user types an item’s name. Select the item from this list by pressing Enter or by double clicking on the item.
3- If a new item is selected, the "Quantity" will be 1. However if an item is added again its quantity is incremented instead of adding a new row in the invoice.
4- To change "Quantity" either press tab once or use mouse to highlight "Quantity" field and then change it.
5- You can also give discount if discount column is enabled. Enable the discount column by clicking the "Discount" button on the toolbar.
6- Select the correct "Payment Type" among "Cash", "Charge to Customer Account "or “Charge to Account”. Select " Split payment" for paying in multiple payment types.
The "Charge to Customer Account" option allows a selected customer to purchase items on credit from your Retail store and the total amount of invoice is charged to his account.
7- "Summary" shows you all the important data of current Sale Invoice like sub-total, amount paid and amount due etc.
8- “Customer” drop down menu lets user add or select a customer which can be linked to a particular Sales Invoice.
9- To edit any entry of POS/Sell screen, press the pencil icon located in each line.
10- “Split Payments” menu allow users to accept split payments. For e.g. users can choose to process some amount of sale in cash, some via credit card and the remaining amount to be charged to the customer’s account/tab.
Built In Credit Card Integration:
This POS also provides Credit Card Integration. Users can choose the “Merchant Warehouse” field to process Credit/Debit/Gift cards of their customers. It is required to setup the “Merchant Account” in the Home module. Those users who do not have a Merchant Warehouse account can manually enter credit card information in the “Credit Card” field of the previous Payments window. Any type of credit cards can be added in “Accounts” module with account type “Merchant Account”.
To Delete or Remove entire row/entry of the POS screen, just press the ‘X’ button at the end of each line
Once the required items are entered along with correct quantities and discount (if any), you are ready to perform a transaction, so press "Commit" to generate transaction. You can also choose to print a receipt automatically as well.
Sale Invoice Toolbar Functions:
The Sale Invoice Toolbar provides various useful functions which are described as follows:
Clears the whole Sale Invoice screen
Loads any saved Sale Invoice from your computer
Allows user to save a Sale Invoice to be loaded or retrieved later. This can be used to hold Sale Invoices to be “Committed” or viewed later.
Allows user to handle returned items. Just enter the sold items in Sale Invoice screen and press “Return” button.
You can also “Return” items by first searching the Sale Invoice from “History” module and then pressing the “Return” button right next to “Delete Transaction” button.
You can return all the purchased goods from a particular Sale Invoice or choose only certain items to return by deleting the row containing the items.
Enables an authorized user (see Security Rights section in Home) to enter invoices of a previous date. Pressing “Old Date” makes the date selectable via Calendar menu thus allowing back date entries of Sale Invoices.
Discount & Tax”
Pressing “Discount & Tax” button shows the Discount and Tax columns in the Sale Invoice screen in which you can provide Discounts. If you want to enter Discount percentage, simply write “%” after discount amount in the same field. The tax is also shown and is applied on items if it is previously defined for them in Stock module.
Export to Word
Allow user to export the current Sale Invoice to Microsoft Word file. This enables user to edit the Invoice, send it anywhere or print easily.
Prints the current invoice.
Pressing the “Full Screen” button enables POS to be used in Full Screen.
Pressing this button opens your Cash Drawer. Cash Drawer must be configured first in Home Module.
Provides discount on the whole invoice. It can be used in addition to the individual items discount.
Tax Location and Exempt
Change Tax location during a sale or make the invoice tax exempt.
Accept Gift Cards
Use this button to accept Gift Cards issued by your store. Gift Cards need to be issued first from the Home module.
Use this button to accept coupons issued by your store. Coupons need to be issued/created first from the Home module.
If a customer who is eligible for rewards is linked with the invoice, the reward points will be shown to be redeemed.
Favorite Items List
By Pressing the Favorite button (Star) near the Invoice Number, you can access the Favorite Items list from which you can quickly insert frequently sold items in the sale screen. Initially you will have to add your favorite items by pressing the Click here to Add button. You can edit this list via Edit Favorites and increase or decrease the viewing area by moving the horizontal scroll bar.
Press this icon to quickly select a customer.
Provides access to the inventory for the Sell/POS screen
Additional Actions on an Item in POS (Sell) Screen:
By double clicking or pressing the pencil icon beside each item entered in POS screen, users can do additional actions such as change the item’s name or other data.
In Orders Module, users can manage various types of customer orders such as Sale Order, Purchase Order, Work Order as well as Layaways, Quote/Estimates. It shows the list of all the active and incomplete orders. Once any order is completed, it is moved to Reports module order’s location where it can be easily searched.
Users can fill Purchase Orders by:
1- Select the Vendor in the Purchase module after entering the items, and press Save Order.
2- Provide the due date of the Purchase Order by checking the Due Date field
3- Provide the address in Ship to field.
4- The comments field can be used to write any text such as directions or notes.
5- Press Save to save the order which can be accessed from the Orders module.
View & Edit :
Users can view the details of an order such as how many deposits it has and when were they made. Users can use the Receive Deposit button in this window to take further deposits or use Refund Deposit to void it. Users can also choose to make the order complete by clicking the Complete button. To delete a deposit transaction, press the red X button besides the transaction.
It is used to delete an order and all of its corresponding transactions.
Sell or Purchase:
Press this button to convert an order in a sale or purchase. After pressing this button, the items of the order get inserted in the sale or purchase module for further processing.
Users can also make the order complete manually by selecting it and pressing the Complete button.
Besides Purchase Order, the other types of Orders are:
It is used for ordering out of stock items or for planned sale of items.
It is used when a customer has to pay for an item in a series of deposits
It is used for providing a Sales Quote to customers
It is used for processing a service related order such as repairs or alterations etc.
The functionality of all these orders is similar:
1- Insert the items in Sales Module (Sell).
2- Link the customer with this order from the customer drop down and press ‘Save Order’. Select from Sale order, Layaway, Quote/Estimate or Work order.
3- For taking a deposit, press the Take Deposit button, change date/time if needed and provide the amount of the deposit and press receive payment. In the next window choose the payment method(s) and press OK. Use Clear Deposit to clear the previous deposit.
4- Select the Due Date and provide shipping address and comments if required.
5- Press Save Order to save the order which can be accessed from the Orders module.
Users can Print any type of order by selecting and clicking it.
In Customers Module, users can manage customers by storing all the relevant information for each of your customers, including name and contact information, whether they have any credit/balance due etc. Users can even add integrated unlimited customers Information fields for any type of information such as detailed notes or any description etc.
User can add information about a customer such as Name, his/her company, contact number, email or add a custom information field. Users can create any type and number of custom fields which can store any information of your customer.
Let users edit a customer’s information
Allows you the delete the selected customers.
User can record General transactions for payments received by customers. Against such transactions we debit the Cash\Bank account and credit customer’s account. The balance is updated in the system. The user can choose whether the amount is paid in Cash or via Bank Account.
Enables user to adjust or change a customer's balance
Let’s user send email to selected customers through its built in Email interface
Import and export customer data from and to an external supported file such as MS Access database files (accdb, mdb) as well as MS Excel (xls, xlsx) and Comma Separated Value file (CSV)
Provides recent information of the selected customer’s buying history along with other data.
Users can also associate a discount with customers in the selected customer’s window.
Select Allow Rewards to include this customer in your rewards program.
Choose whether to exempt a selected customer from tax [No Taxation], link it to default tax or link it to a Tax Location of your choice from drop down.
Through Vendors Module user can manage their vendors/suppliers in a variety of ways as described below:
User can add various data corresponding to a vendor such as Name, his/her company, contact Number, email or add a custom information field.
Let users edit the selected vendor’s information
Deletes the selected vendor. You can also select multiple Vendors by Shift + Left Mouse Button and delete them.
See Receive Payments in Customers section
Enables users to adjust or change a vendor's balance
Users can send email to selected Vendor through the built in Email interface. Just like for customers, you can send bulk emails by selecting multiple venders.
Import and export customer data from and to an external supported file such as MS Access database files (accdb, mdb) as well as MS Excel (xls, xlsx) and Comma Separated Value file (CSV)
Provides recent information of the selected vender’s buying history along with other data.
Our POS provides the facility to create and track expenses. By default an expense account for Rewards is already created.
To create a new expense account:
1- Click the Add button.
2- Provide an expense account name and specify its type from the provided options.
There are three types of Expense Accounts user can create:
(a)- Expense for a period of time such as wages, bills or rent.
(b)- Miscellaneous expense such as regular day to day expense.
(c)- Manage and record Employee Commissions and Salary.
3- After selecting the type press OK. The newly created expense account will be displayed.
To Record an expense for the Expense account:
1- Select an expense account and press Record Expense
2- Press next and provide the transaction date and amount of expense. If the expense account is for a period of time, provide the duration or date range from the built in calendar.
3- In the next window choose how this expense will be paid. Users can choose from options below:
- Paid by cash
- Paid by Bank Account [select a bank account]
- Not Paid, Charge to account
- Not Paid, Charge to other vendor [select a vendor]
Use Charge to other vendor option to charge the expenses to specified vendor accounts (Vendor accounts are liability accounts).
4- Finally press Record to record this expense.
To Record an Employee Commissions and Salary:
1-Select Employee Commissions, choose an employee and press OK.
2-Select the newly created employee account, press Record Expense and then Next.
3-Select the time period and dates.
4-Choose between Commission based and Hourly rate or Fixed Amount.
5-Press Next and choose how to pay this expense with the listed payment options.
Users can perform this task from Home module too.
TradeMeters POS also offers handling of various types of Accounts. The supported account types are:
6- Merchant Account (For Credit Cards, Users can add unlimited types of credit cards)
7- Tax Account
8- Money Adjustments (Tracks the adjustments done while tallying balances in Day Closing)
To create an account, do the following:
1- Press Add in Accounts module.
2- Provide the account's name, type and current balance and press OK button.
To edit or delete an account simply press their respective buttons from the toolbar above.
Users can also record a General Transaction or general entry in the POS.
To record a general entry:
1- Press the General Transaction button.
2- From the left most drop down menu select Debit or Credit.
3- From the next drop down menu select the account.
4- Enter the amount.
5- In the end of your general entries, there should be no difference in Debit and Credit amounts.
6- Once the entries are balanced, press OK to record the general entries.
History lets the user check all the transactions i.e. sales, purchases, and adjustments etc for tracking and monitoring purposes among other uses.
By default shows all the transactions completed. Just double click any transaction to see further details.
Uncommitted Transaction Log:
Uncommitted Transactions Log shows unsaved sales committed in offline mode.
Search Invoice and Orders:
User can search transactions and Orders by entering their number or using various filters.
You can also Return items by first searching the Sale Invoice from this module and then pressing the Return button right next to Delete Transaction button.
You can return all the purchased goods from a particular transaction or choose only certain items to return by deleting the row containing the items.
Pressing this button deletes the Sale Invoice transaction and all of its record from the system. This is usually done to undo any erroneously generated Sale/Purchase Invoice.
Print Transactions or Export them to MS Word:
Users can print any transaction shown in History or export it to Microsoft Word. Just double click the desired transaction and select Print or Export to Word button from the new window.
This copy button allows user to copy details of recorded transactions in sale and purchase modules etc. to be used again, saving valuable time.
In our POS, numerous Reports and Graphs are provided which present the required information in a very efficient and attractive manner that is very easy to understand and analyze.
Some of the reports are explained as follows:
This dashboard shows the summary of all the important operations performed today. This includes Net sales and purchases of today, receivables, payables and cash balance among other things. Dashboard makes it very easy for a user to close out the business day and verify information along with End Of Day report.
End Of Day Report:
The End Of Day report provide further information to easily close out a business day. Additional information included is Discount, Tax, Total Transactions completed, Cash Paid in and out and Expenses recorded.
One of the most amazing features of TradeMeters POS is the Sales Report. It conveys all the key information of sale on a particular day in a very easy to understand and compact manner via a pie chart.
Click on a particular date of which you want to see the Sale report, and the detail along with a larger pie chart will appear in the top left region. You can click on any region of the pie chart to see further details of the product.
The bar graph on the right even shows “up to the hour” sales information.