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Feature Overview :: Screenshots :: Invoicing :: Payment :: Inventory Management :: Customers :: Reporting :: Tutorial WinSell Express Tutorial
Quick Start (using the demo database) Introduction
Step-by-Step Instructions To open the program, go to the Windows Start button and click on Programs | WinSell Express | Wsexprss. The the Log In screen will come up. Use user number "3" and password "super" (all lowercase) to log on.
The next screen that you will see is the Trial Status Monitor. The Trial Status Monitor tells you how much longer you have before you need to register. Other than the limited number of trials, the program is fully functional.
Clicking OK will bring up the main Invoice screen. The normal state of this screen is to have the focus on the customer ready either to accept the default Cash customer or select a different customer.
To accept the Cash customer and initiate a new invoice press the Enter key twice. The focus moves to the item number field.
If you are using a scanner you are ready to scan bar codes. For the demo, type 100001 (one, then four zeros,then one again) in the item number field.
Pressing the Enter key will drop the item to the Added Items grid. Totals and taxes will also be calculated.
To accept payment, press the End key (on the keyboard next to the Delete key). This moves you to the Payment screen. The Payment screen defaults to Cash as the payment media and automatically puts the invoice amount in the red payment amount field.
Press Enter to accept Cash has the payment media. The focus then moves to the red payment amount field. For the demo assume you are being paid by a 20 dollar bill. Type 20 in the red payment amount field.
Press the Enter key to accept the amount. The focus moves to the OK Post button. Press Enter once again to post the amount and calculate change due. Press Enter one more time to complete the transaction.
The system is now ready for another sale. Recap Click the Windows Start button, go to Programs, and click on the Wsexprss icon. Log on using user # "3" and password "super" (all lowercase). When the program opens, press the ENTER key twice (or click the "New" button on the right side of the screen), type 100001 in the part number field (cursor is already there) and press the ENTER key. The item will drop down to the "Added Items" grid. Press the END key (on the keyboard) to go to the payment screen. Use "Cash" as the payment media (it is already selected by default), press ENTER and put in the amount of the payment (type in 20). Press ENTER twice, check change due and press ENTER again. You are now ready for the next sale. Summary
Note: If you do not have a printer connected or turned on you will get a printer error message. For the tutorial, we suggest you turn the printing function off by pressing the F11 key. To print sample invoices or reprints, press F11 again to toggle the printer back on. Troubleshooting:
WinSell Express is designed to be easy and fast to use in a demanding retail environment. Sales can be quickly completed without touching the mouse. There are "edit loops", driven by the ENTER key, that allow you to move through a sale from one step to the next. The first edit loop starts at the customer. The sales screen defaults to the "Cash" customer. If you are not tracking the customer's name, press ENTER once to accept the generic "Cash" customer. The focus moves to the "New" button. Pressing ENTER again initiates a new invoice. The cursor automatically moves to the part number field. If you are using a scanner, you are ready to scan the sales item. You can scan several items without touching the keyboard. The items are automatically posted to the "Added Items" grid. If you are manually typing in part numbers, just type the part number and press the ENTER key to post the item. If you are using a lookup on the item description, press the F4 key when the cursor is either in the part number or part description field. This opens up the Sale Item Look-up dropdown. Typing the first few letters of the description will scroll the box to the item you are looking for. Pressing ENTER when an item is highlighted will select it. Pressing ENTER again will post the item to the Added Items grid. Each time an item is posted, the cursor returns to the part number field, ready for another item. An invoice can contain as many items as required. When all of the items are added to the invoice, pressing the END key (on the keyboard by the number pad) will take you to the payment screen and into another edit loop. The default media is Cash. If the customer is paying by cash, press ENTER and type in the amount of the payment. Press ENTER to move the focus to the "OK Post" button and press ENTER again to accept the amount. Check the change due at the bottom of the screen and press ENTER to complete the sale. At this point the receipt will finish printing, the cash drawer will open, and the sale will be finalized. The system is now ready for the next sale. Multiples and Repeat Item Sales The system defaults to a sales quantity of one (1). To sell more than one of a particular item, enter the part number as usual in the part number field, then press either the TAB key or the right arrow key. This will move you to the quantity field. Type in the quantity that you are selling and then press ENTER. The multiple quantity and related extended price will be added to the Added Items grid. If you are using a scanner, you can either turn off the Automatic Post (F3) and continue as above, or you can enter the quantity before scanning the item. To change the quantity, use the right arrow key to move to the quantity field, enter the appropriate quantity and then use the left arrow key to return to the item number field. The multiple quantity and related extended price will be added to the Added Items grid when the item is scanned. To repeat the last item sold, just press the F8 key. Caution: If the item being repeated has a tag along associated with it (e.g. deposit), only the tag along will be repeated. If the F8 is pressed several times to quickly, all instances may not register. Allow a half-second between presses. To discount a price by a percentage at the point of sale, there are two options. The first option is to press the F3 key to turn the automatic post function off. When the automatic post is off, the focus moves to the discount field after you type in or scan a part number. Type in the required discount (e.g. 25 for 25%) and press ENTER. The new sales price is shown in the price box. Press ENTER to accept the new price and press ENTER to drop the item onto the Sold Items grid. The second option only will work if you are not using a scanner. After typing in a part number, use the TAB key instead of the ENTER key. The TAB key will move the focus to the discount field and you can proceed as above. Prices can be changed at the point of sale. Follow the procedures described above for discounts, except tab through the discount field to the price field. Type in the new price and press ENTER. The discount will be calculated and displayed in the discount field. Press ENTER to add the item to the Added Items grid. Credit Card, Check, Other Media Sales Enter the items to be sold as you did for a Cash sale. If a customer is paying by a media other than Cash, press the F4 key as soon as entering the payment screen (i.e. the END key takes you from the Invoice screen to the Payment screen, so the key sequence is END, then F4). This opens up the Payment Media dropdown. You can select the appropriate media using the arrow keys on the keyboard or by using the mouse. If the customer is paying by VISA and the total value of the payment will be on VISA, select VISA from the dropdown and press ENTER. The focus moves to the Media Amount field, which defaults to the amount of the invoice. Press ENTER to move through the Credit Card information fields. After the Authorization Number, the focus moves to the "OK Post" button. Pressing ENTER accepts the information and pressing ENTER again completes the transaction. Note: The system will not allow a payment greater than the value of the invoice for sales other than Cash. WinSell Express accepts split media. Create a new invoice, add some items to be sold and press the END key to move to the Payment screen. Accept Cash as the first media by pressing ENTER. Type in an amount that is less than the total invoice amount and press ENTER. Press ENTER again to accept that amount. The focus returns to the media select dropdown. Press F4 to open up the dropdown and select VISA. Press ENTER. The focus moves to the Media amount field, which defaults to the remainder that is still owed. Press ENTER to move through the Credit Card information fields and complete the invoice as described above for credit card sales. The Invoice screen defaults to a "Cash" customer and the focus normally is on the Customer Look-up dropdown between sales (Cash is highlighted in blue). If you would like to make a sale to a specific customer, press the F4 key to open the Customer Look-up dropdown. Typing the first few letters of the customer's name will scroll the box to the customer you are looking for (look-up can also be on the company name by clicking the Company button next to the dropdown). When the customer is highlighted, press ENTER to select the customer. Press ENTER again to initiate a new invoice and continue with the sale as described above. If you would like to add a new customer to the system, it can be accomplished quickly at the point of sale. Either click on the Edit | Customer menu item with the mouse or use the "CTRL U" key combination to move to the Customer Edit screen. Use "ALT N" or click on the "New" button to initiate a new customer record. The cursor will default to the beginning of the screen. Fill in the appropriate fields and move to the next field by pressing the TAB key. Minimum requirements are either a last name or company name. The first letter of each word is auto-capitalized to make data entry easy and consistent. When the customer information is complete, clicking the POST, then CLOSE button, or typing "ALT P", then "ALT C" will add the customer record to the database and move you back to the Invoice screen. You are now ready to invoice the new customer. WinSell Express handles sales to "On Account" customers. A customer must first be setup as an On Account customer before the system will accept an On Account sale. A customer is flagged as an On Account customer if the terms associated with the customer is something other than Cash (e.g. Net 30 days). To set the customer terms, select the Customer on the Invoice screen, press ALT U, click Edit and select "Net 30 Days" from the Terms dropdown. In the demo, Frank Allen is an On Account customer. Select Frank Allen as the customer to be invoiced, sell him an item, and press the END key to move to the payment screen. Press the F4 key and select ACCOUNT from the Payment Media Select dropdown. Press ENTER to move to the Payment amount field. The amount defaults to the invoice amount. Press ENTER to move to the OK Post button. Press ENTER again to accept the payment. Press ENTER to complete the On Account sale. Full or partial payments can be made to customer accounts. First use the Customer Look-up dropdown on the Invoice screen to select the customer that is making the payment. For the demo use Frank Allen. Next click the View menu item and select Pay Receivable. A list box comes up with the outstanding invoices, oldest first. Select an invoice to pay by clicking on it. The invoice is displayed on the Invoice screen. Since it is a posted invoice, it cannot be edited. To accept a payment, click on the Payment tab. The payment amount defaults to the outstanding invoice total. Select a payment media and post the payment in the same way as for a sale. If a partial payment is made (i.e. a payment that is less than the outstanding invoice), type in the amount of the payment in the Payment Amount field. Press ENTER to move to the OK Post button, and press ENTER again to accept the payment. The focus will move to the Payment Media Select dropdown, ready for another media type. Press ENTER to move to the Amount field and type in a zero (0) as the payment amount. Press ENTER to move to the OK Post button, and press ENTER again to accept the payment. The partial payment will be completed at this point. To make more payments against this outstanding invoice, just follow the above steps again. The system tracks payments that have already been made and shows the outstanding balance. AR reports can be generated with aging and individual customer statements can be printed. These statements show account detail and are suitable to be mailed to your customers. New for WinSell Express version 3 is an editable "Added Items" grid on the invoice screen. Sales quantity, unit prices and tax status can be edited at any time before the invoice is posted. In addition, comments can be recorded against each line item on the invoice. Version 3 also has the ability to delete individual lines off of the invoice. Just highlight the line you want deleted by clicking on the gray box to the last of the line. Once the line is highlighted press the delete key on your keyboard and the line will be deleted. If you need to cancel an entire invoice, just press the Cancel button on the Invoice screen. An audit trail is available on the registered version that shows all cancelled invoices, including the user who cancelled it. Users with the lowest security level are not able to cancel an invoice. This menu item (Options | Void) allows you to void a posted invoice. Voiding an invoice will adjust sales figures and return stock to inventory. If you are avoiding an invoice that was created on previous day, the void will affect your sales history. This function has the same security level as Setup. Viewing and Reprinting an Invoice To view and reprint previous invoices, select the customer that you would like to view the invoice for. Next type "CTRL I" or click the View menu item and select Invoice. A list box comes up with the posted invoices for the selected customer. Select an invoice by clicking on it. The invoice is displayed on the Invoice screen. Since it is a posted invoice, it cannot be edited. To check the payment history, click on the Payment tab. To reprint the invoice, click on the File menu item and select Reprint. To clear the Invoice screen, click the Cancel button. WinSell Express version 3 now has the ability to take customer orders at the point-of-sale. The customer order function works very similar to the invoicing function. To initiate customer order, click on the Customer Order tab. Select a customer using the customer lookup drop-down and click the New button. Next, select items in the same manner as on the invoice screen. Once the order is complete press the End then Enter keys or click the Post button. This will post the order and print out an order document for your customer. Orders can be edited by selecting a customer from the customer lookup drop-down and then going to the View menu and selecting Active Customer Order. Select the desired order from the order selection box. The order now can be added to or changed and re-posted as an order or it can be posted as an invoice. To post the order as an invoice, click the New Invoice button. The system will convert the order into an invoice that is ready to be posted. Prior to posting the invoice items can be added. Purchasing and Receiving Inventory Replenishing inventory is done through the "Manage Inventory" function. Go to Edit | Manage Inventory on the main Invoice screen. This will bring up the "Receive Inventory" screen. There are two tabs on this screen, "Vendor Order" and "Vendor Invoice". If you just want to enter inventory without previously creating a Purchase Order, click the Vendor Invoice tab. Next, select a vendor from the Vendor dropdown. Then click the New button. Select items from the item dropdown (if you know the item numbers or if you are using a scanner, you could just input in the number in the item number field). The quantity defaults to one (1) and the last cost is recalled. Both of these fields can be edited. The "add item" loop is driven by the ENTER key (just press enter to get to the next field). When you get to the end of the loop the item is added to the "Added Items" grid and the cursor moves to the item number field, ready for the next item. Once you have added all of the items on the vendor invoice, press the END key, and then ENTER to post the invoice. At this point the inventory is increased and costs are adjusted in the database. The Re-Price screen then allows you to recalculate prices or margins. You can also completely change prices on the Re-Price screen. To create a Purchase Order, use the Vendor Order tab and follow the same procedure. Once an outstanding order is received, bring up the appropriate vendor, go to Edit | Active PO and select the PO being received from the list. All PO's are stored against the vendor - i.e. if you bring up a different vendor and go to Edit | Active PO, you will get the list of PO's for that vendor. Next click the Receive button and you will automatically go to the Vendor Invoice tab to complete the transaction. The order can be edited before completion. The order can also be edited and re-posted as an order by editing when you are in the Vendor Order tab and pressing the Post button (a running order can be kept with additions being made until it is time to send the order out). The system has six security levels ranging from "Invoice Only" to "Full Access". In the demo, user # 3 (password super) has full access. User # 1 (password house) has invoice only security. This user is locked out of all confidential data and can only run invoices. If you log in as user # 1, all of the functions, except invoicing, will be inactive. Training and Data Management Training involves using the program to learn how to operate the system. In order to separate practice data from your actual operational data, you can use one of two methods.
To create a desktop icon for wsexprss.exe (WinSell Express) do the following:
Note: The first part of the target refers to the location of the executable program. The second part of the target refers to the location of the database. Where there are multi-word folder names, the path for the .exe file has Quotes " " around it but the path to the database which follows it does not. WinSell Express works over a Windows 95 / 98 or NT network. To setup on a network do the following:
Once the desktop icon is created and working, you should force the program to rebuild and compact the database each time it starts by placing a second parameter to the .exe file named REBUILD (there must be a space before REBUILD and it must be in UPPERCASE). Then, your entire target line in the icon will be: "C:\Program Files\WSEXPRSS\WSEXPRSS.exe" C:\Program Files\wsexprss\wsdata\wsexprss.mdb REBUILD With this target in place, each time you start the program, you will be asked if you wish to compact and rebuild the database. It allows you to decline if you are in a hurry. The rebuild and compact may take a few minutes, depending on how big your database is. You will be prompted when the rebuild and compact are completed. Also, you may specify the database to be anywhere on the network and several workstations may access the database, but you should only rebuild the database on the workstation that hosts the database for speed considerations. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
