POSIM EVO consists of a series of index cards organized in a deck. The index cards include Item Cards, Vendor Cards, Purchase Order Cards, Open Invoice Cards, Customer Cards, etc. Each deck of cards has similar characteristics. The following section explains these characteristics.
3.1Quick Keys
We recognize the need to perform point-of-sale functions without the use of a mouse or multiple tab keystrokes. Below is a complete list of short cuts.
Payments | Quick Key |
|---|---|
Cash Method of Payment | F1 |
Check Method of Payment | F2 |
AR Method of Payment | F3 |
Credit Card Method of Payment | F4 |
Debit Card Method of Payment | F5 |
Gift Card Method of Payment | F6 |
Other 1 Method of Payment | Ctrl + Alt + F1 |
Other 2 Method of Payment | Ctrl + Alt + F2 |
Other 3 Method of Payment | Ctrl + Alt + F3 |
Transaction Types | Quick Key |
|---|---|
Drop Ship Transaction Type | Ctrl + Shift + D |
Gift Card Transaction Type | Ctrl + Shift + G |
Labor Transaction Type | Ctrl + Shift + L |
Layaway Transaction Type | Ctrl + Shift + Y |
Misc Transaction Type | Ctrl + Shift + M |
Payment on Account Transaction Type | Ctrl + Shift + A |
Rental Transaction Type | Ctrl + Shift + N |
Return to Vendor Transaction Type | Ctrl + Shift + B |
Return Transaction Type | Ctrl + Shift + R |
Sales Transaction Type | Ctrl + Shift + S |
Special Order Transaction Type | Ctrl + Shift + O |
Subtotal Transaction Type | Ctrl + Shift + U |
Ticket (Admission) Transaction Type | Ctrl + Shift + T |
Change Transaction Type | F7 |
Other Sales Functions | Quick Key |
|---|---|
Add Preferred Items | Ctrl + A |
Attach an Open Card as HTML to email | Ctrl + E |
Change All Discount | Shift + (-) |
Change All Margins | Shift + (+) |
Change All Prices | Shift + (/) |
Change All Quantity | Shift + (*) |
Change the Margin % | + |
Change the Price | / |
Change the Quantity | * |
Clear the Transaction Document | Ctrl + K |
Close Windows | Ctrl + W |
Commit/Uncommit an Invoice | Ctrl + O |
Discount | - |
Gift Card Balance | Ctrl + H |
Invoice Discount | Ctrl + (\) |
List All for Items | Ctrl + F |
Look up Bill to Customer | Ctrl + B |
Look up Ship to Customer | Ctrl + S |
New Customer | F11 |
New Invoice | F10 |
Post | F12 |
Price Code Level | F8 |
Print Document | Ctrl + P |
Print Gift Receipt | Ctrl + G |
Print Last Invoice | Ctrl + I |
Printer Toggle | Ctrl + T |
Quick Add Customer | Shift + F11 |
Void an Invoice | Ctrl + U |
Open Cash Drawer | F9 |
Add comment to an Invoice | Ctrl + J |
General Functions | Quick Key |
|---|---|
Close POSIM | Ctrl + Q |
Copy | Ctrl + C |
Cut | Ctrl + X |
Delete All Lines | Shift + Delete |
Delete Line | Delete |
Duplicate Card | Ctrl + D |
Find Item | Ctrl + F |
Insert a Line into the Table | Insert |
Lock Invoice | Ctrl + L |
Next Open Line in the Table | End |
Remove Card | Ctrl + R |
Scroll Down One Page of the Table | Page Down |
Scroll Up One Page of the Table | Page Up |
Switch Between Open POSIM Windows | Alt + F6 |
Switch Between Running Programs | Alt + Tab |
Top of the Table | Home |
Set the Tab Order | Ctrl + Shift + (~) |
Inventory Functions | Quick Key |
|---|---|
Post and Receive | Shift + F12 |
Print Product Label | Ctrl + B |
Laptop Alternatives for Mac | Quick Key |
|---|---|
Insert Line | Cmd + (+) |
Delete Line | Fn + Delete |
Page Up | Fn + Up Arrow |
Page Down | Fn + Down Arrow |
Home | Fn + Left Arrow |
End | Fn + Right Arrow |
3.2Searching
There are multiple ways to search for a card located in the database. Options include Search Box, Advanced Search, or the Navigating Scroll Bar.
Search Box
The Search Box is located on every card and is a quick way to find a card with the necessary information.
Figure 3-1Search Box
The search box allows you to enter a key word into the field and search the database for exact matches, pulling up the first exact match found. This search is called a "Fuzzy Search." Every card has a different list of criteria that can be searched in the Search Box.
For the most accurate search, search by topics that are unique, such as a SKU or try to use the wild card search whenever possible.
NOTE: |
|---|
In the examples that follow, the item card will be used. For every other card in the system, the steps are the same. |
Advanced Search
The advanced search button allows users to search the database using specific filter criteria that will narrow the search results. The advanced search button is located at the top right corner of all cards in EVO.
Figure 3-2Advanced Search 1
Click on the advanced search button to open the search window.
Figure 3-3Advanced Search 2
The search window contains multiple columns of information related to the type of card that is being searched. For example item cards will have columns such as SKU, Description, Dept, and other item related fields. Customer cards will have columns such as Customer ID, First Name, Last Name and other customer related fields.
Users can enter information into one or more columns to narrow search results. Other features of the advanced search include: the ability to adjust column width, rearrange the column order, hide columns, save frequent searches, load saved searches, export search results and limit the amount of records displayed in the search results.
Customizing the Advanced Search Window
There are multiple ways that users can customize the advanced search window. Options include: rearranging columns, hiding columns, adjusting column width, and choosing a default search definition. Any changes made to the column layout will only be seen by the user that made the changes.
Rearrange and Hide Columns
The columns shown in the advanced search window can be customized by rearranging the column order and by hiding unwanted columns.
There are two ways to rearrange the column order:
1. Using the Columns button to move columns up or down in a vertical list.
2. Click and drag column headers to the right or left horizontally.
Option 1: To rearrange the column order using the Columns button, click on the Columns button located in the top right corner.
Figure 3-4Screen Shot 2017-02-07 at 3.46.13 PM
A search window with all of the columns will appear:
Figure 3-5Screen Shot 2017-02-07 at 3.51.45 PM
Click and drag the column names up or down to specify the order in which the columns will appear. The order they are listed in this window, is the order in how the columns will appear in the advanced search window.
Figure 3-6Screen Shot 2017-02-07 at 3.51.45 PM
To hide columns, uncheck the box next to any column name that you do not want showing in the advanced search window. Click Save when finished.
Figure 3-7Screen Shot 2017-02-07 at 3.58.08 PM
The column order will now appear in the order that was specified by the user.
Figure 3-8Screen Shot 2017-02-07 at 4.06.19 PM
Option 2: The column order can also be rearranged by selecting a column header in the advanced search window and moving the column to the left or right.
Figure 3-9Customizing 1
Any column changes made to the advanced search will be saved when the search window is closed. The columns will remain that way until they are changed again.
Adjust Column Width
Column widths can be resized by clicking and dragging the right or left border of a cell that contains the name the column (i.e. SKU, Description, etc.).
Figure 3-10Screen Shot 2017-02-10 at 8.08.01 AM
Figure 3-11Screen Shot 2017-02-10 at 9.44.45 AM
Filter Searches
Each column has individual search ranges. Type information into the From or To boxes of one or more columns. The search will begin automatically and the results will be displayed. The more detailed the search is, the more narrow the search results will become.
Figure 3-12Advanced Search 3
Wildcard Search
When filter criteria is entered into any of the From or To columns, records will be automatically searched using a wildcard search. The wildcard search provides the ability for users to enter partial information into any of the search columns and search for records containing the information entered. This type of search provides flexibility and does not require an exact match.
The following example shows a wildcard search using the Description column to search for any items containing "pap".
Figure 3-13Screen Shot 2017-02-09 at 11.42.26 AM
Search Assistant
The search assistant can be used to perform searches that meet a specific criteria such as starts with, ends with, is blank, etc. Place the cursor in any From or To column and a "?" icon will appear in the top right corner of the cell.
Figure 3-14Screen Shot 2017-02-09 at 1.36.15 PM
Click the "?" icon and the search assistant will appear.
Figure 3-15Screen Shot 2017-02-09 at 2.24.50 PM
Field: This will show the column that the search assistant is using to search.
Condition: Click on the dropdown menu to see a list of possible search options:
Figure 3-16Screen Shot 2017-02-10 at 9.56.06 AM
Contains – This is the default option and uses the wildcard search. Choose "Contains" to search for results that contain the value entered in the Search field.
Does Not Contain – Choose "Does Not Contain" to search for results that do not contain the value entered in the Search field.
Starts With – Choose "Starts With" to search for results that begin with the value entered in the Search field.
Ends With – Choose "Ends With" to search for results that end with the value entered in the Search field.
Is Blank – Choose "Is Blank" to search for results where the value in the column that is being searched is blank.
Is Not Blank – Choose "Is Not Blank" to search for results where the value in the column that is being searched is not blank.
Between – Choose "Between" to search a range of information. With this option, two text boxes will appear to enter the starting and ending ranges to be searched.
Search: Enter the value to search for in this text box. The following example demonstrates what a search for items where the description starts with "int" would look like.
Figure 3-17Screen Shot 2017-02-09 at 2.49.38 PM
Click OK and the search results will be shown in the search window.
Figure 3-18Screen Shot 2017-02-09 at 2.51.02 PM
Sort Lines
Click on the header of any column to sort the search results. When the search results are numeric values and the lines are sorted, the results will sort from smallest to largest. If the column being sorted are alphabetic values and the lines are sorted, the results will sort from A to Z. A triangle icon will appear in the column header pointing up .
Figure 3-19Customizing 2
Click the column header a second time to sort in reverse order. Numeric values will be sorted from largest to smallest and alphabetic values will be sorted from Z to A. The triangle icon will change to point down .
Figure 3-20Screen Shot 2017-02-07 at 4.53.33 PM
Click the column header a third time to revert the sort order back to ascending. The triangle will switch back to point up . Each time the header is clicked, the sort order will change directions.
Select Multiple Lines
Use standard keyboard or mouse functions to select multiple lines at one time. These functions are an efficient way to add multiples lines to an invoice, purchase order, transfer, or other document. Choose from three different ways to select multiple lines: select a range of lines, select all lines, or select various lines.
Select a Range
Choose one of the following options to select a range of lines in the advanced search window:
Option 1: Use the mouse to choose the first row in the range, the line will be highlighted in blue. Then click and drag down to the bottom row in the range. The range of lines will be highlighted in blue. Click OK when finished.
Figure 3-21Screen Shot 2017-02-10 at 11.01.16 AM
Option 2: Click on the first row in the range, then hold down the Shift key on the keyboard. While holding the Shift key down, select the bottom row in the range. The range of lines will be highlighted in blue. Click OK when finished.
Figure 3-22Screen Shot 2017-02-09 at 3.12.41 PM
Select All Lines
Choose one of the following options to select all lines in the advanced search window:
Option 1: Use standard keyboard functions to select all. For Mac users, hold down Cmd + A on the keyboard to select all. For Windows users, hold down Ctrl + A on the keyboard to select all. All of the lines will be highlighted in blue. Click OK when finished.
Option 2: Click with the mouse to highlight the top row in the search window. Click and drag all the way down to the bottom row. All of the lines will be highlighted in blue. Click OK when finished.
Figure 3-23Screen Shot 2017-02-09 at 3.30.47 PM
Select Various Lines
To select various lines, hold down the Cmd key for Mac users or Ctrl key for Windows users. Then using the mouse, click on each line to be selected. Each line will highlight in blue as it is selected. Click OK when finished.
Figure 3-24Screen Shot 2017-02-09 at 3.34.22 PM
Save and Load Search Definitions
The Save and Load buttons provides users with the ability to quickly load searches that are performed often.
Saving Search Definitions
1. Type information into the “From” or “To” boxes of one or more columns to filter the search results. Once the search results appear, click Save.
Figure 3-25Advanced Search 4
2. A window will appear for the user to specify information tied to the search that was performed. Saved searches can be saved for one specific user or for all users.
Figure 3-26Screen Shot 2017-02-10 at 11.27.33 AM
Select My User to save the search for the clerk who is currently logged in. When My User is selected, other users will not be able to see the search visible in the saved search definitions when they are logged in.
Select All Users to save the search for all users. When All Users is selected, everyone will be able to see and load the saved search definition.
3. Enter a search name for the search being performed. This is the name that will appear in the Load window when a user goes to load a saved search definition.
Figure 3-27Screen Shot 2017-02-08 at 3.37.21 PM
4. Once the search preferences have been entered, click OK to save the search definition.
Loading Search Definitions
1. Click the Load button to view a list of saved search definitions.
Figure 3-28Screen Shot 2017-02-08 at 3.55.58 PM
Each clerk will be able to view any saved search definitions that were created by themselves or other users who chose to save the search definition for All Users. Clerks will not be able to view search definitions that were created by others who saved the search for My User.
Default Search - A default search can be set so that each time the advanced search is used, the saved search definition is loaded by default. Click on the dropdown menu next to Default Search and select a search definition.
Figure 3-29Screen Shot 2017-02-08 at 4.10.58 PM
Delete - This button is used to remove a saved search definition. Highlight the name of the search definition to be removed and click Delete.
Figure 3-30Screen Shot 2017-02-08 at 4.14.04 PM
2. To load a search definition, double click on the name of the search to be loaded. The load window will close and the search results will be displayed in the advanced search window.
Figure 3-31Screen Shot 2017-02-08 at 3.33.03 PM
Export Results
The advanced search can be used as a reporting tool. Any search results that are displayed within the advanced search window can be exported out of POSIM EVO to create a file that can be opened with programs like Excel.
Enter search criteria into one or more columns. When search results appear in the window, click on the Export button.
Figure 3-32Advanced Search 5
Specify a file name and location for the file to be exported to.
Figure 3-33Screen Shot 2017-02-08 at 4.32.01 PM
The information will be exported exactly the same way that the information is showing in the advanced search window. A notification will appear when the information has exported successfully.
Figure 3-34Screen Shot 2017-02-08 at 4.32.27 PM
Reset
Click the Reset button to clear search criteria and begin a new search. Any information that was entered into any of the columns From and To fields will be cleared out.
Figure 3-35Screen Shot 2017-02-08 at 4.37.18 PM
Inactive Items
Check the Show Inactive Items box to include inactive items in your search. By default, EVO will not show inactive items in searches.
Figure 3-36Screen Shot 2017-02-10 at 12.16.25 PM
AND / OR
In the top right corner of the advanced search, select the AND option or the OR option when using multiple columns to filter search results.
Figure 3-37Screen Shot 2017-02-10 at 12.35.06 PM
The AND option is used to search for records where filter criteria is entered into multiple columns and the records contain all the filters.
Example: Search for items where the Department is Clothing and where the Description contains "long."
Figure 3-38Screen Shot 2017-02-10 at 11.46.53 AM
The OR option is used to search for records where at least one column filter is a match. The results will show records that meet one or the other filter criteria.
Example: Search for items where the Department is Clothing or where the Description contains "long."
Figure 3-39Advanced Search 6
Limit
Limit the number of search results displayed in the advanced search window. By default, EVO will display 100 records. If the search results found are less than the limit, then the number of records will be shown at the bottom the search window.
Figure 3-40Screen Shot 2017-02-09 at 11.04.04 AM
To change the limit to a number other than 100, edit the number in the limit box. The results will update and only show the limited amount of records.
A message stating "Showing _ results" will appear at the bottom of the search window containing the actual number of results being shown. This message indicates that not all results are showing.
Figure 3-41Screen Shot 2017-02-09 at 11.07.00 AM
To disregard a limited number or records, change the limit to 0 and all records will be shown.
Figure 3-42Screen Shot 2017-02-10 at 12.40.39 PM
Searching for Style Items
The advanced search window contains a column named Style Type. This column is used to search for style master and style member cards.
Figure 3-43Screen Shot 2017-02-09 at 3.55.56 PM
Make sure to include Style Type as a column that is visible within the advanced search window by clicking on the Columns button at the top right of the advanced search window. Find Style Type in the list and check the box. Other style related columns that could be included are: Style, Row and Column. Arrange the columns in the preferred order by clicking and dragging the column names up or down. To save the changes, click Save.
Figure 3-44Screen Shot 2017-02-09 at 3.40.28 PM
Within the advanced search window, locate the column for Style Type. In the From and/or To field, type one of the following: Master, Member or None.
Figure 3-45Screen Shot 2017-02-09 at 3.57.53 PM
Masters Only - Type "Master" in the From or To field
Members Only - Type "Member" in the From or To field
Regular Items & Style Masters - Type "None" in the From field and "Master" in the To field
Regular Items & Style Members - Type "None" in the From field and "Member" in the To field
All Non Style Items - Type "None" in the From or To field
All Items - Leave the From and To fields blank
Show All - Selecting this options shows all items, regular items, style master cards, and style member cards, in the search results.
Searching by Phone or Email
Multiple contacts within one customer contact can result in having multiple phone numbers and/or multiple email addresses on file. In cases such as this, the quick search and the advanced search can be used to search for customer contacts using a secondary phone number or email address.
Customer "Sarah Porter" has three different phone numbers and two different email addresses.
Figure 3-46Screen Shot 2017-10-12 at 3.01.49 PM
1
Using the advanced search, type any phone number or email address into the coordinating search field.
Figure 3-47Screen Shot 2017-10-12 at 3.04.35 PM
2
The customer contact will appear in the search window.
Figure 3-48Screen Shot 2017-10-12 at 3.04.35 PM
Figure 3-49Screen Shot 2017-10-12 at 3.04.35 PM
Navigating the Scroll Bar
All cards are arranged sequentially in a deck by their ID. The Navigating Scroll Bar, located in the header of the window, is meant to help you navigate through the deck.
When you first open a card, the Navigating Scroll Bar will be navigating all the cards in the system starting with the last card in the deck. As you use the arrows to go forward or back, it will display the number you are on above the Navigating Scroll Bar. If you move the actual marker, it will show the ID as you are scrolling.
Figure 3-50Scroll Bar 1
Whenever a wildcard search or advanced search is done and there are multiple results, the Navigating Scroll Bar will show all the items within the results of the search. For example, if the SKU of an item is searched, the search box brings up the results of the search.
Figure 3-51Scroll Bar 2
When OK is selected in the advanced search, the navigation bar will display the nine results found out.
Figure 3-52Scroll Bar 3
To return to navigating all items in the database, click the X in the Search Box and it will break out of the subset, allowing you to navigate through all the item cards in the system once more.
Figure 3-53Scroll Bar 4
3.3Warning Signs
If you are on a screen and this sign appears in the bottom left corner, there is something wrong with the information you have entered in the screen. Click on the warning sign and a message will appear explaining the problem.
Figure 3-54Warning Signs 1
If you wish to ignore the warning, click on the warning sign again and the message will hide. If there is no warning sign but a message appears in red, you must fix the problem before you can move on. If you try to move off the card, a window will open explaining the problem, asking if you want to continue without saving.
Figure 3-55Warning Signs 2
3.4Tools
The Tools menu can be found on every card and holds different actions that can be performed on the card. For most cards, these actions will stay the same. Some cards have additional actions added to the Tools menu.
For example, the Closed Invoice is the only card with VOID in the Tools menu because it is the only card that can perform a void.
The Tools menu can be found in the top right corner of any card. Click the Tools tab and the menu will slide open. When your mouse is no longer over the menu, it will slide back to its original position.
Figure 3-56Tools 1
Below is a list of the most common actions found on the Tools menu.
Figure 3-57Tools 2
Add: The Add button allows you to open a new card.
Remove: The Remove button allows you to delete an existing card.
Duplicate: The Duplicate button allows you to replicate a card.
Save: The Save button allows you to save any changes that have been made to a card.
Sticky Note: The sticky note allows you to leave notes on different documents. If a sticky note is placed on a document, everyone in the system has access to see that note. It will stay on the specific document until the sticky note is deleted.
NOTE: |
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Some tool bars such, as the Open Invoice and Open Purchase Order, have a button called Clear. Selecting the Clear button will erase all transaction lines on the card. |
3.5Customizing the Tab Order
To progress through the fields on any form you can press the Tab Key. Sometimes there are so many fields that this becomes tedious. POSIM EVO has developed a feature that lets you choose the order in which the cursor will move from field to field to maximize your daily workflow.
1
To customize your tab order, you will need to open the Customization window. This is done with a key combination. Press Ctrl + Shift + Tilde (The ~ key to the left of the number 1) at the same time. To open a menu that looks like this. Each highlighted field represents a field that can be set for the cursor to progress to.
2
Clicking on multiple highlighted fields creates a green line visually tracing the path the cursor will take as well as populating the tab order list for manual adjustment if so desired.
3
Adjust the tab order to your liking and click save. Now when pressing the tab key the cursor will jump to your set fields.
NOTE: |
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This procedure can be applied to almost any window within POSIM. |
NOTE: |
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The tab order is saved by user. There is also a preference to prevent a user from editing the tab order. |
3.6Help
If you have questions about how a certain feature works, every page has a question mark located at the top of the window. Click on this button to open the User's Manual.
Figure 3-58Help 1