Frequently asked questions

The FAQs are updated regularly. Please browse here just in case your question has already been answered.

Retail Business and Cash Register questions

How do I set up clothing styles?

How do I get the cash drawer to open?

Can I use another screen as a customer display?

How do I remove the stock codes from receipts?

What width of receipt printer does the software support?

How do I set up sales?

How do I do a refund?

The POS goes slow every now and then when scanning, or entering, codes.

I've just created new items in the inventory. But I can't see them on the POS.

I want to set up multi-item discounts. How do I do it?

How do I set up clothing styles?

This FAQ applies to all items that use the same code to identify them but may have different prices or descriptions. For example secondhand items, toys that are identified by differing colours, footwear, etc. The linked description is for clothing styles

The Front Counter screen is too large to fit the monitor I'm using. What is wrong?

You need to change the screen's display resolution. Use Control Panel -> Display and change the resolution until it fits. If you still can't get it to fit then the video card you have does not allow the required resolution. If using a 15 inch (VPOS or GPOS terminal) screen the resolution needs to be 1024 by 768. If your monitor does not allow that you may need to get another, higher resolution, video card.

How do I get the cash drawer to open?

Generally cash drawers are connected to the receipt printer. By either a 'Y' cable or from the computer to the printer and then from the printer to the drawer. In the later case you must make sure you have the correct printer drivers for the printer. By going to Printer and faxes, selecting the relevant printer and then right clicking -> Properties.

Then find out how to open the cash drawer. In the case of Epson printers (not using 'Y' cables) you need to set the receipt printer up as the port of the cash drawer.

In the case of 'Y' cables there is nothing more to do than install the receipt printer drivers. You may need to set up the printer to open the drawer. In "Devices and printers" - right click the receipt printer. Select Properties. There should be a tab that includes an option to open the cash drawer. Check the required box. When the receipt printer starts printing the cash drawer will open.

You can also get a drawer kicker if you don't intend to use a receipt printer. Drawer kickers can be purchased from most EFTPOS hardware resellers.

Can I use another screen as a customer display?

Yes, you can. This probably the simplest way to set up a customer display. First check that your computer has a second screen connection - either VGA or HDMI.

If it has you can connect using that port. Once Windows recognises the new screen (automatic) go to Control Panel->Appearance and Personalization->Display->Screen Resolution and check that the new screen is not the main display. Uncheck the box "Make this my main display" if it is checked.

Now, in Retail Business, go to System Settings->POS Settings->click edit and check the box "Activate second monitor.

From now on the new screen will be used as the customer display. It needs to be 12 inches or more diagonally.

How do I remove the stock codes from receipts

The delete the codes from the receipts select Front Counter -> Receipt Printer format -> select the appropriate width of printer. Then check the box "Turn off bar codes on receipts". The description of the item will print on the same line as the amount and wraps around to display the full description.

What width of receipt printer does the software support

Both 80mm and 60mm. To set the default printer width to 60mm go to System settings->POS Settings and check the box "Use 60mm receipt printer (default is 80mm)".

How do I set up sales?

To find out how to arrange sales go to here. Sales that can be set up include: store-wide sales, group sales and item sales. You can also set up volume discounts, bucket prices and customer discounts - retail business and retail workshop only.

How do I do a refund?

If the customer is returning an item click the Refund/Credit button BEFORE you scan the item's bar code. The POS will then go to manual mode and the item charge shows as a negative amount. If in Quick Sales "Refund" displays at the top of the POS form. In Full Service "Net amount" changes to "Refund Amt:". If the customer is returning more than one of an item you can then enter the number being returned. Refunds can also be included as part of a normal sale. So one line on the docket may be a negative amount (the refund) and the other lines can be item sales. The transaction is only recorded as a refund if the net amount is a negative figure.

The POS goes slow every now and then when scanning, or entering, codes.

There are three main reasons why the software would slow down like that. They are:

1. The computer Front Counter is on has indexed searching enabled. This means that, every now and then, the computer will start up the indexing application. You need to disable indexing. To do so go here to find out how

2. The computer is set to run an anti-virus scan during work hours. Change the scan times to run out of work hours.

3. The computer is set to run Windows updates during work hours. Change the time the updates are run.

I've created new items in the inventory but can't see them on the POS

The software has been designed to run quickly and, at the same time, avoid corruption when the main database if being updated. This means new items, and prices, will not show immediately when scanned on the POS.

You will get "Cannot find that item". To update the POS to pick up the updates shut it down and restart. There is no need to shut down the terminal/computer. Just the POS.

How do I set up multi-item discounts?

1. Make sure all the items you want to apply the discount to have been entered into the inventory.

2. Click the button "Multi-item discounts" on the Stock Management form.

3. Click the button "New price discount". Enter the number required to trigger the discount. And the amount PER UNIT of that discount. Click "Save discount"

4. Now click the button "Select stock item" and select the item(s) the discount is to be applied to.

From now on that discount is applied everytime a multiple of the number that triggers the discount for the relevant item(s) is reached in the Quantity field.

Hospitality Suite questions

I want to allow discounts for the entire docket. How do I do it?

How do I allocate a table to a docket or order?

How do I include a walk in customer's name on the docket.

I want to allow discounts for the entire docket. How do I do it?

Docket discounts are disabled when the software starts up. To enable them go to POS Settings and check the box " Allow docket discounts ". When you do so an additional button " Docket discount " appears on the POS.

When that button is clicked another form opens. This form allows you to set either a flat amount or percentage discount.

How do you show the table number on orders and dockets?

1. Make sure the required tables have been set up.

2. Add at least one item to the docket.

3. Click/press " Allocate table(s) " and select the table the customers are seated at. On the left hand list.

4. Click " Open table "

5. Click " Open and allocate docket XXXXX to table YYY ".

From now on that docket will always show the table at the top of the POS when it is active.

How do I include a walk in customer's name on the docket.

Click the button " Walk in customer ". Enter the customer's name in the field. Click Accept.

The customer's name will appear above the docket. Their name will also be included on the docket when the transaction is completed.

Business Accounts and Workshop Management questions and Back Office

Can I load my supplier's price/stock list?

Can I include a payment slip on invoices?

Can I email invoices, statements or orders?

Can I send my accounts to my accountant at the end of the year?

How do I deal with payments in bank transactions?

Can I import bank transactions from my bank's website?

When entering prices into the inventory - do I enter them G.S.T. inclusive or exclusive?

Can I create multiple contacts for clients?

Can I produce bar code labels?

Can I load my supplier's price/stock list?

Professionals Retail Business, Business Accounts and Workshop Management can load a range of price lists into the inventory (Placemakers, Carters, Mico, Corys, EquipSafety, Telfers, Electus, MYOB - Retail Basics, QuickBooks, Cashbook Complete, Excel). If your supplier is prepared to provide you with an electronic version of their price list Professional Systems will include it. Email it to us. Or provide a contact name and email address so we can contact them for the information.

Can I include a payment slip on invoices?

Business Accounts, Retail Business and Workshop Management include an option to print a "service invoice". This invoice includes a payment slip. You can print job invoices using the service invoice option. Service invoices do not include invoice notes. Click the Service Invoice button on the Invoice billing form.

Can I email invoices, statements or orders?

Yes, you can. On the relevant form, click the Email button. If you have entered an email address for the client, or supplier, their email address appears in the correct field. The document you are emailing is in the attachments field. Click Send. Every time you email a document the previous copy is overprinted with the latest version. Alternatively you can save the file, as above, and use your email program to send it as an attachment.

Can I send my accounts to my accountant at the end of the year?

That depends on your accountant. Some accountants have set up your accounts on their own system. In that case you should have followed their instructions when setting up your accounts. In particular when entering the ledger account code.

If your accountant is using MYOB or Accomplish CashManager you can create export files that they can load into the system they have. Also if they are using Professionals Business Accounts. Some accountants are prepared to accept your accounts straight from Professionals Business Accounts. In that case they can download the demonstration system and load your accounts directly onto it. While they are using your data the demonstration limitations are turned off. If they require help they must register the software - which means buying a user license. To send your accounts carry out a full system back up. Send those files to your accountant.

How do I deal with payments in bank transactions?

If those payments are for invoices you need to record them as payments first. Not as a bank transaction. If the payment is a direct credit you need to create a detailed bank transactions (even though there is only the one payment). Don't import the deposit, in addition to recording the payment. That means your income could be twice as much as it really is. If importing bank transactions check the Client payment button for the relevant deposits. Then select the payment the deposit relates to. This has the effect of creating a detailed deposit.

Can I import bank transactions from my bank's website?

Yes. Professionals Business Accounts can import transactions from all major New Zealand banks. You need to make sure you have electronic banking set up with your bank. Be aware that the import facility cannot check for duplicate transactions, so you need to be methodical when dealing with such transactions. This is why transactions are not reconciled as you import them.

When entering prices into the inventory - do I enter them G.S.T. inclusive or exclusive?

Inventory prices (buy, trade and retail) must include G.S.T. This is because Front Counter assumes G.S.T. is included and displays accordingly. If you are running Workshop Management the materials ledger entries remove G.S.T. from the unit rate to obtain the actual cost (from the buy price). The charge amount is also calculated as exclusive of G.S.T. G.S.T. is added back in when invoices are built during the billing process. If importing from a supplier price list check if G.S.T. is inclusive or exclusive in the list's prices. If exclusive check the "Add G.S.T. to prices" box on the import form.

Can I create multiple contacts for clients?

Yes. Go to the clients form in the Contact menu. First create the client, then you can add as many contacts as you like. Contacts can also be included on invoices.

Can I produce bar code labels?

Yes, you can. You need to make sure the bar codes you use comply with the EAN13 standard. First enter the bar code into the inventory. Look in the help files under bar codes to find out what size labels are supported. Currently the label printers supported are Brother QL and Zebra PL series.

General questions

Can I set up Professional's software on another computer?

I'm setting up the software on another PC. I've installed the latest update. Now I can't register the software.

I want to add some standard comments to invoices. How do I do it?

I'm using letterhead paper for invoices. How do I make sure the letterhead is all there is at the top of the invoice?

What screen resolution and screen size is required?

What versions of Windows does Professionals software run on?

Can the Professional series be networked?

Can I run the software on more than one PC at a time?

I have just downloaded an update and cannot see the help file's content

Can I set up Professional's software on another computer?

The default number of users permitted is 2. This means you can install Professionals software on two separate computers. If you wish to share the data you must also obtain the workstation installation module ($56.25 per user - incl GST). To use that module your computers must be networked, and the main computer's (the server) drive be shared. For the detailed instructions go to here.

I'm setting up the software on another PC. I've installed the latest update. Now I can't register the software.

The problem here is that updates must be installed on an unlocked version of the software. If you installed the update BEFORE you unlocked the new installation you will get that error. Uninstall the software, reinstall it, unlock it (using the unlock key provided) then install the update.

I want to add some standard comments to invoices. How do I do it?

If you always want the same set of comments use the Notes option. In the Customer Operations form (accessed from the Main operations form or the Invoices menu) click the Invoice Notes button. Enter the notes in the order you want them to print. When you print an invoice check the "Include notes" box in the Invoice billing form's Print Control panel.

I'm using letterhead paper for invoices. How do I make sure the letterhead is all there is at the top of the invoice?

When printing the invoice check the "Use preprinted letterhead" box in the Print Control panel. This ensures the top of the invoice is left clear.

What screen resolution and size is required?

The minimum resolution required is 1024 by 768. This is the highest resolution of many touchscreen POS terminals with a 15 inch, or smaller, screen. If you have a higher resolution screen it may be a good idea to change the resolution to something closer to that setting. This is especially important if you are using a touchscreen and want to make it easy to use the buttons. In Windows 7 or 8 select Control Panel (right click the Start button) and then select 'Appearance and Personisation' then 'Adjust Screen Resolution'.

What versions of Windows does Professionals software run on?

The software (version 7) runs on all versions of Windows since Windows 2000 (Windows 2000 requires that you have installed Update 4). Both 32 and 64-bit. That means we support the software on PCs running those versions of Windows.

Can the Professional series be networked?

Yes. You may purchase a network license from the purchase page. By networked we mean more than one PC linked to the software's database at any one time.

Can I run the software on more than one PC at a time?

Yes, you can - up to 2 at a time. You need to copy the contents of the C:\PSL\Database folder to the same folder on the other PC. Be aware, you should only make changes to the records on one PC. Then you can update the other one. Making changes to both will result in loss of data.

I have just downloaded an update and cannot see the help file's content.

Windows often blocks the use of certain files if they are downloaded. Or are attachments to email messages. You need to unblock the file. This link provides information of how to do it. Unblocking files.

To find out more you may use the online help files