RM Userguide

User Guide
RetailManagerv12
MYOB Australia Pty Ltd

Website: myob.com.au
MYOB Technology Pty Ltd 23/9/11
All rights reserved.
Disclaimer
Information supplied by the member companies of the MYOB group (whether in user documentation and other
literature, video or audio material, training courses, websites, advice given by staff, or provided by other means) is
intended only to illustrate general principles, and may not be complete, accurate or free of error. As accounting
standards, taxation requirements, legislation and the circumstances of individual businesses vary widely, this information
cannot be considered authoritative and may not apply to your specific situation. You should obtain competent advice
from a qualified accounting, taxation, information-technology or legal professional before acting on such information. To
the extent permitted by law, member companies of the MYOB group are not liable for any special, consequential, direct
or indirect damages arising from loss of function, profits or data resulting from your application of such information. In
the event that any of the above limitations are found to be unenforceable, the MYOB member company's liability is
limited to the return of any fees or monies paid for the purchase of the product or service.
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MYOB , MYOB Accountants Office, MYOB AccountEdge, MYOB Accounting, MYOB Accounting Plus, MYOB
AccountRight Standard, MYOB AccountRight Plus, MYOB AccountRight Premier MYOB AccountRight Enterprise,
MYOB BusinessBasics, BusinessBasics, MYOB CashBasics, MYOB FirstEdge, FirstEdge, MYOB Premier, Premier,
MYOB Premier Enterprise, Accountants Office, AccountEdge, Accounting Plus, RetailManager, RetailManager
Professional , RetailManager Standard, RetailHospitality, MYOB RetailBasics, RetailManager Enterprise, MYOB
RetailEnterprise and RetailEnterprise are trademarks or registered trademarks of MYOB Technology Pty Ltd and their
use is prohibited without prior consent. Ceedata, Solution 6 MAS and Xlon are registered trademarks or trademarks of
Solution 6 Holdings Limited, a member of the MYOB group. Avery [labels] and the triangle icon are trademarks of Avery
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Writers
Suchitra Govindarajan, Naomi Hall, Merrin Hughes, Claire Mahoney, Rachael Mullins, Kylie Nicholson, Steven Rao,
Ronald Tierney, John Wilson.
MYOBRetailManagerLicenceAgreement
IMPORTANTSOFTWARELICENCEAGREEMENT,READTHISAGREEMENTCAREFULLY.ThisSoftwareLicenceAgreementdefines
thetermsofsaleanduseoftheMYOBRetailManagersoftwareandrelatedUserGuideandexplanatorymaterials(theProduct)
andistheLicencereferredtoonthepackagingoftheProduct.HOWEVER,iftheLicenceAgreementcontainsanythingofwhich
youwerenotawarepriortopurchasingtheProductordonotagreetobeboundby,DONOTINSTALLTHESOFTWAREbutreturn
theProducttotheresellerinitsentiretyandafullrefundofthepurchasepricewillbemade.Forthepurposeofthisagreement
theProductshallincludeanymodifiedversionsandupgradessubsequentlylicensedtoyou.Byinstallingandretainingthe
ProductyouareconfirmingthatyouhavepurchasedtheProductsubjecttothisLicenceandareboundbyitsprovisions.
Scope of Licence
MYOB Technology Pty Ltd ('MYOB') through its local publishers, and distribution agents, hereby grants to you, the
original purchaser, a paid-up, personal, non-exclusive and non-transferable Licence to use the Product subject to the
terms and conditions of this Agreement.
PartNumber:RMP12001/v12
a Single Computer Network You may use the Product on only one computer network that you own or operate at
a single physical location and only then in respect of data files created by you or by another licensed user. You may
transfer the Product from one computer to another that you own or operate on this network provided that you
do not use or permit the usage of the Product on more than the licensed number of computers or computer terminals at a time, nor permit the usage of the Product on more than one network at any one time, nor permit the
Product to be used in respect of data files not created by you or by another licensed user. In the event of an
upgrade or product exchange the Licence hereby granted is automatically transferred to the new version or product. All rights in respect of the original product shall lapse and no further use of same shall be permitted.
b Copies You may not copy or duplicate the Product, except as necessary solely for archival purposes, Product
error verification, or to replace
defective storage media, provided you keep the original and the copies. You may not alter, decompile or
disassemble the Product. You may not make copies of the related explanatory materials.
c Transfers You may not sub-license, lease, rent or lend the Product or otherwise transfer any of your rights under
this Agreement. Subject to the prior written consent of MYOB and the agreement of the transferee to be bound
by the terms of this Agreement, you may permanently transfer the Product (together with any backup copies you
have made). However, you may not retain any copies of the Product.
d Term The Licence granted in this Agreement is effective until terminated. You may terminate it at any time by
destroying the Product, together with all copies, or by returning them to MYOB. If you fail to comply with any
term or condition of this Agreement, this Licence will terminate and, upon any such termination, you agree to
destroy the Product, together with all copies, or to return them to MYOB. Termination of this Licence shall be in
addition to and not in lieu of any other remedies available to MYOB. Where you have entered into a Subscription
Agreement with MYOB in respect of your use of the Product, the Licence granted in this Agreement will terminate
if the Subscription Agreement terminates.
e Protection and Security You agree to use your best endeavours and to take all reasonable steps to safeguard the
Product to ensure that no unauthorised person has access to the Product and that there is no unauthorised
copying or distribution of the Product.
f
Subscription Sale If purchased under a subscription sale the right to use the software relies on you continuing to
pay the monthly subscription fee.
Product Support
Where purchased under a Subscription Sale in respect of your use of the Product, your payment of the monthly
subscription fee entitles you to ongoing support for the current version of the Product.
The initial purchase price may include a period of support notified to you by MYOB. On the expiration of this period,
further support can be obtained at your expense.
Limited Warranty and Disclaimer

MYOB warrant that the media on which the Product is provided are free from defects in materials and workmanship
under normal use for a period of 90 days from the date of your original purchase. Except for the limited warranty
described above, the Product is sold 'as is', and you are assuming the entire risk as to its quality and performance. It
is your responsibility to verify the results obtained from the use of the Product.
If during the 90-day limited warranty period, you discover physical defects in the media on which the Product is
supplied, MYOB will replace it at no charge to you, provided you return the item to be replaced with proof of
purchase to MYOB. THIS IS YOUR SOLE REMEDY. IN NO EVENT WILL MYOB BE LIABLE TO ANY PERSON FOR ANY
DIRECT, INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL OR SIMILAR DAMAGES, EVEN IF MYOB HAS BEEN
ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
Some jurisdictions do not allow the exclusion or limitation of implied warranties or of liability for incidental or
consequential damages, so the above limitations or exclusions may not apply to you. This warranty gives you specific
legal rights and you may also have other rights that vary from state to state. In the event that any of the above
limitations or exclusions are held to be unenforceable, MYOB's total liability shall not exceed the amount of the
Licence fee you paid.
Entire Agreement
This Licence (and Subscription Agreement if applicable) constitutes the entire agreement between MYOB and you
and any prior representations, statement or undertaking howsoever made are expressly cancelled. No amendment
or modification to this Licence shall be valid unless it shall be in writing and signed by an authorised representative
of MYOB.
Contents
1 Settingup9
Overview9
Technicalsupport9
ImplementingMYOBRetailManager11
Creatinganewshopfront17
CustomisingMYOBRetailManager21
Taxcodes53
2 GettingtoknowRetailManager61
AboutMYOBRetailManager61
NavigatinginMYOBRetailManager62
SearchinginMYOBRetailManager68
Touchscreens74
3 Staff79
Overview79
Maintainingstaffdetails80
4 Stock85
Overview85
Maintainingsupplierdetails88
Maintainingstockitems91
Purchaseorders124
Receivinggoods129
Pricinggrades135
Promotionalpricing141
Bulkpriceupdates148
Stockatothershops150
Barcodes150
Returnedgoods156
Serialnumbers158
Stocktakingandstockadjustment165
Centralisedupdates176
5 Sales177
Overview177
SettinguptheSaleswindow179
HiddenSaleswindowfeatures180
PrintandEmailOptionswindow183
Makingasale185
Accountsales192
Refundingsales197
Creditnotes198
Giftvouchers199
Customerspecialorders202
Laybys205
Salesorders210
Quotes215
Reprintingtransactions218
6 Customers221
Overview221
Maintainingcustomerdetails222
Customercontactgroups227
Customerstatements238
Customerbarcodelabelsandmailinglabels243
7 Cashingup247
Overview247
Tillbalance248
Salessummary248
Managingtillfloats253
Cashingupfortheday254
8 Administration259
PrintandEmailOptionswindow259
Emailingtransactions261
Reports265
Graphs268
Reversingdebtorpayments270
Cancellingorders270
Maintainingstaff,customerandsupplierrecords272
Maintainingyourshopfrontdatabase276
Security283
Settingyoursecurityoptions284
Workingwithpasswords292
Usingsecurityinyourdaytodayoperations296
ExportingdatafromRetailManager298
ImportingdataintoRetailManager303
ImportingdatafromMYOBRetailBasicsintoRetailManager311
Performingadministrativetasksfromanothercomputer316
Generalmaintenance316
9 Troubleshooting323
Commonsolutions323
Commonhardwaresolutions324
Cashdrawers324
Docketprinters326
Scanners332
Barcodes333
Poledisplays334
Printers334
Filemanagement/configuration335
AccountingExport/Import336
RetailManagerdatabasecorruptions350
SendingyourshopfrontdatabaseusingFTP354
Sales,laybys,creditnotes,andgiftvouchers356
Purchaseandcustomerspecialorders360
Debtorpaymentsandinvoices361
Goodsreceivedandreturnedgoods363
Stocktake364
Stockwindow365
Reports367
General367
A Settinguphardware369
Controlcodes370
Settingupadocketprinter371
Settingupacashdrawer377
Settingupapoledisplay380
Settingupabarcodescanner382
SettingupaconnectedEFTPOSterminal383
Settingupscales385
Convertingtocontrolcodes387
Workingwithadditionalhardware391
Workingwithprogrammablekeyboarddevices392
B Networking393
SettingupaRetailManagernetwork393
Index397
1 Setting up
WelcometoMYOBRetailManager,theadvancedpointofsalesoftwarethathelpsyoutakecontrolof
yourcashregisterandretailsystem.Whetheryouareasmallretailerwithasmallnumberofdaily
sales,oralargerretailerwithmultiplecashregisters,ahighrateofsalesandextensiveinventory
management,RetailManageroffersyouthefeaturestogetthebestresults.
TheRetailManagerUserGuideprovidesdetailedinformationaboutthefeatures,functionsand
capabilitiesofRetailManager.Itisdesignedtobeusedasaneverydayreferenceaswellasareference
forperiodicroutinessuchasfilemaintenancetasksandexportingtoanaccountingsystem.
ThischapterdescribeshowtosetupRetailManagerforyourbusiness.
Overview
SettingupinvolvestaskswhichyouneedtoperformtogetyourMYOBRetailManagersoftwareupand
runningandcustomisedtosuityourneeds.Asyourbusinesschanges,youcanchangehowyour
RetailManagersoftwareworks.
SeeImplementingMYOBRetailManageronpage 11fordetailedinformationaboutsettingup
RetailManagerforyourbusiness.
Technical support
Ourtechnicalsupportteamcanofferassistancewithinstalling,usingandtroubleshootingMYOB
RetailManager.However,supportcannotbeprovidedonissuesarisingfromhardwareoroperating
systemfaults,orincompatiblehardwareorsoftware.YoumayneedtocontactanMYOB
RetailManagerProfessionaliftheseissuesarise.
Thefollowingsupportinformationisoutlinedinthissection:
Technicalsupportphonenumbersandchargesonpage 10
SupportplanforMYOBRetailManageronpage 10
MYOBRetailManagerProfessionalsonpage 10
Supportnotesonpage 11
Sendusyourfeedbackonpage 11.
Technical support phone numbers and charges

Availabletimes
(Melbournetime)
Supportplan
Phonenumber
MYOBCover
1300 555 115
9.00amto7.00pm
(Mondayto
Wednesday)
9.00amto9.00pm
(ThursdaytoFriday)
9.00amto5.00pm
(SaturdaytoSunday)
Localcallcharges
PayPerCallSupport
Ifyourintroductorysupport
periodhasexpiredandyouare
notsubscribedtoMYOBCover.
1300 555 128
9.00amto7.00pm
(MondaytoFriday)
Localcallchargesand
PayPerCallcharges.
Tofindoutwhatour
currentPayPerCall
chargesare,call
1300 555 115.
NOTE :
Charges
Callcharges Forinformationaboutcallcharges,contacttechnicalsupportorvisitmyob.com.au.
Support plan for MYOB RetailManager

RegisteringyourMYOBRetailManagersoftwareandsubscribingtoMYOBCoverentitlesyourbusiness
totechnicalsupport,thelatestversionofRetailManager,thelatesttipsandtechniques,and
informationabouthowanychangesinthebusinessandlegislationenvironmentmightaffectyour
business.
FormoreinformationaboutMYOBCoverseeyourRetailManagerGettingStartedguide.Fortheterms
andconditionsofMYOBCover,visitmyob.com.au/coverandselectMYOBRetailManager.
MYOB RetailManager Professionals

MYOBRetailManagerProfessionalsprovideindependentonsiteassistancewithMYOBRetailManager
andassociatedproductsandservices,including:
Retailbusinesssystemsneedsandanalysis
RetailManagerinstallation,setupandimplementation
Pointofsalehardwareandperipheralssolutions
OnsitetrainingandsupportforRetailManager
RetailManagerdatabasemaintenance
IntegrationwithMYOBbusinessmanagementsoftware.
Asindependentbusinesses,MYOBRetailManagerProfessionalsofferarangeofservices.
TodiscussyourretailneedswithanMYOBRetailManagerProfessionalnearyou,visitmyob.com.au
andclickonPartners.
10
C H A P T E R 1
S E T T I N G U P
Support notes
Youcanaccessawiderangeoftechnicalsupportnotesatmyob.com.au/supportnotes
Send us your feedback

WewelcomeyoursuggestionsforimprovementsandchangestoRetailManager.Goto
myob.com/ideasandcompletetheonlineform,orgototheHelpmenuandclickSendProduct
Suggestions.
Implementing MYOB RetailManager

Before you start
BeforeyoucanimplementMYOBRetailManager,youneedtoperformthefollowingsteps:
1
InstallandregisterRetailManagerasdescribedintheRetailManagerGettingStartedguide.
Backupyourregistereddatabaseafterinstallation.
WhenyouhaveinstalledandregisteredRetailManager,werecommendthatyoubackupyour
databasefiles:recent.mdb,archive.mdbandconfig.mdb.YoucandothisbygoingtotheFilemenu
andselectingBackup.SeePerformingabackuponpage 276formoreinformation.
Abackupofyourregistereddatabaseisimportantifyouneedtorestorefromyourbackedup
config.mdbdatabase.Youwillnothavetoreregisterifyouhaveabackup.
Setyourregionalsettings.SeeSettingyourregionalsettingsbelow.
Setting your regional settings

InWindows,makesureyoursystemsettingsreflectthefollowing:
Numberstab
Decimalsymbolissettoadecimalpoint
No.ofdigitsafterdecimalissetto2
Digitgroupingsymbolissettoacomma
Negativenumberformatissetto1.1
Currencytab
Currencysymbolissetto$
Decimalsymbolissettoadecimalpoint
No.ofdigitsafterdecimalissetto2
Digitgroupingsymbolissettoacomma
Datetab
Shortdatestyleissettodd/MM/yyyy
IMPLEMENTINGMYOBRETAILMANAGER
1 1
To set your regional settings

1
Openyourregionalsettingswindow:
Ifyouareusing
Dothis
WindowsVista
GototheStartmenuandchooseControlPanel.
ClickClockLanguageandRegionandthenclickChangethedate,time,
ornumberformat.
IntheFormatstab,selectyourlanguageandregionfromtheCurrent
formatdropdownlist(forexample,English(Australia)).
ClickCustomizethisformat.
GototheStartmenuandchooseControlPanel.
ClickRegional and Language Options.
IntheRegionalOptionstab,selectyourlanguageandregionfromthe
Standardsandformatsdropdownlist(forexample,English
(Australia)).
ClickCustomize.
WindowsXP
12
ClicktheNumberstabandsetthefollowing:
Decimalsymboltoadecimalpoint
No.ofdigitsafterdecimalto2
Digitgroupingsymboltoacomma
Negativenumberformatto1.1
C H A P T E R 1
S E T T I N G U P
ClicktheCurrencytabandsetthefollowing:
Currencysymbolto$
Decimalsymboltoadecimalpoint
No.ofdigitsafterdecimalto2
Digitgroupingsymboltoacomma
1 3
14
ClicktheDatetabandsettheshortdateformattodd/MM/yyyy.
ClickApplyandthenclickOK.
C H A P T E R 1
S E T T I N G U P
Steps to implement MYOB RetailManager

MYOBRetailBasicsusers
MYOBRetailBasicsonpage 16.
NOTE :
SeeStepstoimplementMYOBRetailManagerifyoupreviouslyused
IfyouarenewtoMYOBRetailManager,usethetablebelowtoimplementRetailManagerforthefirst
time.Thisisonlyintendedasaguideyourproceduremayvaryaccordingtotherequirementsofyour
business.
Step
Details
Createa
shopfront
SeeCreatinganewshopfrontonpage 17.
Setupyour
retail
pointofsale
hardware
Installretailhardwaresuchascashdrawers,docketprinters,barcodescanners,EFTPOS
terminalsandpoledisplays.
NOTE :
ExceptforUSBdocketprinters,mostdevicesdonotrequirespecialdrivers.
TheyallworkdirectlyfromMYOBRetailManager.
SeeSettinguphardwareonpage 369forfullinstructionsonsettingupstandardretail
hardware.
Setup
RetailManage
roptions
YoucancustomiseanumberofsettingsinRetailManager.Forexample,youmaywanttoset
upyourownpaymenttypesandspecifytheprinteryouwanttouseprintdocketsand
transactiondocuments.
Tosettheseoptions,gototheSetupmenuandchooseOptions.Reviewandseteachoption
asrequired.SeeCustomisingMYOBRetailManageronpage 21forinstructions.
Setuptax
codes
TaxcodesfortheGST(GoodsandServicesTax)systemhaveautomaticallybeensetupin
RetailManager.BeforeyoumakeanytransactionsinRetailManager,youshouldreviewthe
existingtaxcodesandcreateanyadditionaltaxcodesyourrequire.
Makesureyoualsocheckyourdefaultsales,purchasesandfreighttaxcodes.SeeTaxcodes
onpage 53forinstructions.
Enterstaff
information
RetailManagerrequiresthatyousetupatleastonestaffmemberbeforeyoucanentersales,
goodsreceived,andsoon.Youcanalsocreatemorestaffrecords.
SeeStaffonpage 79forinstructions.Ifyouwanttocontrolstaffmembersaccessto
RetailManagerfeatures,seeSecurityonpage 283.
Create
supplier
records
Suppliersarethecompaniesfromwhomyouorderinventory.SeeMaintainingsupplier
detailsonpage 88forinstructionsoncreatingyoursupplierrecords.
Create
departments
andcategories
InRetailManager,youcanorganisestockintodepartmentsjustlikeyoudoinyourshop.
RetailManageralsoallowsthreecategoryclassificationsforitemswithinadepartment.Using
departmentsandcategoriestogroupitemsinyourinventorycanprovidegreaterdetailin
reporting,andwillhelpyoustreamlinestocksearchingandstocktaking.
Werecommendthatyoudevelopdepartmentsandcategoriesinwritingbeforeentering
themintoRetailManager.SeeStockonpage 85formoreinformation.
Createstock
items
YoucancreatestockitemsfromtheStockwindow,theCreateNewStockItemwindoworthe
GoodsReceivedwindow.
SeeCreatinganewstockitemonpage 104formoreinformation.
Create
customer
records
RetailManagersupportsdetailedcustomerinformation,includingaccountinformation,set
pricinginformation,preferredcustomers,purchaseandpaymentrecordsandmore.
SeeCustomersonpage 221forinstructionsonenteringcustomerinformation.
1 5
Dependingonyoursetup,youmayalsowantto:
CreatepricingrulesThisisapowerfulfeaturethatletsyouestablishglobalandcategoryrulesto
generateusefuldefaultpricing.Itincludesuptofivepricinggradesperitemwhichmatchesthe
gradesetinacustomersrecord.MYOBRetailManagerProfessionalscanassistwithcreating
pricingrules.SeePricinggradesonpage 135formoredetailedinformation.
EnteraccountingexportinformationRetailManagercanexportaccountinginformationto
MYOBAccounting10.5&aboveandMYOBPremier4.5&abovesoftwareyoudonothaveto
manuallyentercashupinformation.Youneedtoentertheappropriateaccountcodesandcreate
paymentgroupsifrequired.
Youneedtoensurethattheexportisperformedcorrectly,andyoumayneedtocheckthat
informationhasbeenaccuratelyenteredintoRetailManager.SeeExportingRetailManager
accountingdatatoyourMYOBbusinessmanagementsoftwareonpage 301formoreinformation.
Steps to implement MYOB RetailManager if you previously

used MYOB RetailBasics
IfyoupreviouslyusedMYOBRetailBasics,youcanimportstaff,stockandcustomerrecordsfrom
RetailBasicsintoMYOBRetailManager.However,thisisjustonepartoftheRetailManagersetup.
UsethetablebelowtoassistyoutomovefromRetailBasicstoRetailManager.
Step
16
Details
Createa
shopfront
SeeCreatinganewshopfrontonpage 17.
Setupyourretail
pointofsale
hardware
YouwillneedtosetupyourhardwareinRetailManager.YourRetailBasicssettingsarenot
automaticallybroughtovertoRetailManager.
hardware,includingdocketprinters,barcodescanners,cashdrawers,EFTPOSterminals
andpoledisplays.
Setup
RetailManager
options
RetailManagerhasanumberofoptionswhichsignificantlyaffectthewayyouwilluse
RetailManagerinyourbusiness.
ThesemayincludepreferencessuchasthosefoundintheCustomise Settingsand
Setup and MaintenancewindowsofRetailBasics.Forexample,youmaywanttosetin
RetailManagertheroundingrulesandlaybypreferencesyouhadsetinRetailBasics.You
mayalsoneedtocreatethesamepaymenttypes.
Tosettheseoptions,gototheSetupmenuandchooseOptions.Reviewandseteach
optionasrequired.SeeCustomisingMYOBRetailManageronpage 21forinstructions.
Importstaff,stock
andcustomer
recordsfrom
RetailBasics
Importstaff,stockandcustomerrecordsintoRetailManagerusingtheRetailBasics
Importer.Taxcodesareimportedautomaticallywhenyouimportstock.
Formoredetails,seeImportingdatafromMYOBRetailBasicsintoRetailManageron
page 311.
Createsupplier
recordsin
RetailManager
TousethepurchasetrackingfeaturesofRetailManager,youwillneedtocreatesupplier
records.SeeMaintainingsupplierdetailsonpage 88forinstructionsoncreatingyour
supplierrecords.
Editdepartments
andcreate
categories
RetailManagerallowsthreecategoryclassificationsforitemswithinadepartment.Using
Ifnecessary,editthedepartmentsthathavebeenimportedfromRetailBasics,andcreate
categoriesandcategoryvalues.SeeStockonpage 85formoreinformation.
C H A P T E R 1
S E T T I N G U P
Step
Details
Assignstockitems
todepartments
andcategories
Assignyourstockitemstotheappropriatedepartmentsandcategoriesusingthe
Reassign Stock Itemsfeature.
SeeReassigningstockitemsonpage 102formoreinformation.
Edittheimported
stockitems
EditeachstockitemusingtheGoodsReceivedorStockwindowinRetailManager.For
eachstockitemimportedfromRetailBasics,werecommendthatyou:
entercostpricedetailsinthePurchases(Cost)fields
selectthesupplierfortheitem
settheminimumandmaximumquantitiesthatyouwanttohaveonhand.
SeeUpdatingstockitemdetailsonpage 116formoreinformation.
Setupstaff
security
RecreatethestaffsecurityoptionsyouhadinRetailBasics.SeeSecurityonpage 283.
Creating a new shopfront

YourMYOBRetailManagershopfrontisthedatabaseyoucreateforyourretailbusiness.Theshopfront
comprisesfourdatabasefiles:recent.mdb,archive.mdb,mirror.mdbandoffline.mdb.Whenyou
createanewshopfront,afolderwiththeshopfrontnameiscreated.Thisfoldercontainsthefour
databasefilesandislocatedinyourRetailManagerprogramfolder.
Youcancreateadditionalshopfronts,ifrequired.Formoredetails,seeToconnecttomorethanone
shopfrontonpage 20.
Multipleshopfronts
thanonesetofbooks.
NOTE :
Havingmorethanoneshopfrontmeansthatyouareeffectivelykeepingmore
To create a new shopfront

1
InRetailManager,clickFileandthenclickConfiguration.Thefollowingmessageappears.
Allshopfrontsmustbeclosedbeforeanewshopfrontiscreated.
CREATINGANEWSHOPFRONT
1 7
ClickYes.TheShopfrontConfigurationwindowappears.
Thetopsectionofthewindowlistsyourcurrentshopfronts,withtheirpathsonyourharddrive.
Thebottomsectionofthewindowchangesaccordingtothetabselected(Shopfrontsor
Maintenance).
3
MakesuretheShopfrontstabisactiveandthenclickNewShopfront.TheShopfrontName
windowappears.
Enterthenameofthenewshopfrontyouwanttocreate,andclickContinue.
Notethattheshopfrontnameyouenterwillbethenamethatappearsonyourreceiptsand
reports.
NOTE : Windowsfileandfoldernamingconventions TheWindowsoperatingsystemrestrictsyou
fromtypingcertaincharacters(/\:*?<>)inyourfileandfoldernames.Asaresult,RetailManagerdoes
notallowyoutousethesecharactersinyourshopfrontname.
ThenewshopfrontisnowlistedbelowtheexistingshopfrontintheShopfrontConfiguration
window.ThenewshopfrontfileisstoredintheC:\RetailMfolderbydefault.
Ifyoumakeaspellingmistake,orwanttorenametheshopfront,highlighttheshopyouwantto
renameandclickRenameShop.
18
C H A P T E R 1
S E T T I N G U P
ClosetheShopfrontConfigurationwindow.TheShopfrontSelectionwindowappears.
Clicktheshopfrontyoujustcreated.TheAboutMYOBRetailManagerwindowappears.
ClickOK.Amessageaskingifyouwanttocreateanewdatabaseappears.
ClickYes.Anewdatabaseforthisshopfrontiscreated.
However,ashopfrontmustcontainatleastonestaffmember,sothefollowingmessageappears.
ClickOK.TheStaffwindowappears.
NOTE : WanttoimportstaffrecordsfromMYOBRetailBasics? IfyoupreviouslyusedMYOB

RetailBasicsandwanttoimportstaffrecordsfromthatsoftware,closetheStaffwindow.Then,gotothe
FilemenuandchooseRetailBasicsImporter.Fordetailedinstructionsonhowtousetheimporter,see
ImportingdatafromMYOBRetailBasicsintoRetailManageronpage 311.
CREATINGANEWSHOPFRONT
1 9
10
Enterastaffnumberoridentifier.IfyouwanttospecifyastaffIDforastaffmember,enteritinthe
Stafffield,makingsurethatyouarenotduplicatinganexistingone,andpressENTER.Aquestion
windowappears.
11
ClickCreate.However,ifyouwantRetailManagertoautomaticallyallocateauniquestaffnumber,
pressF5.Theword<New>isdisplayedintheStafffield.Thestaffnumberwillbeallocatedwhen
youcommitthetransaction.
Theminimuminformationyouneedtocompleteatthisstagetocreateashopfrontisthestaff
membersSurnameandGivenNames,asthesefieldsaremandatory.
12
Enterthestaffmemberssurnameandgivennameintherespectivefields.Youcanentereitherthe
staffmemberssurname,orgivenname,orboth.Ifyouwantadifferentnametoappearonthe
docket,enterthatnameintheDocketNamefield.
13
Ifyouwant,youcancompletetheStaffwindow.Asyouentertext(orselectoptions)ineachfield,
adescriptionofthefieldisdisplayedinthelongtextfieldatthebottomofthewindow.
Formoreinformationaboutenteringstaffdetails,seeCreatingandeditingstaffrecordson
page 80.
To connect to more than one shopfront

Ifyouhaveasingleshopfrontyouconnectto,thisshopfrontisautomaticallyloadedwhenyoustartup
MYOBRetailManager.ThisappliesregardlessofwhetheryourunRetailManageronasinglecomputer
oronanetwork.
RetailManagerallowsyoutoconnecttomultipleshopfronts.Thiscanbeuseful,forexample,ifyou
wanttostayconnectedtotheClearwatersampleshopfrontthatcomeswithyourRetailManager
softwareandtoyourownshopfront.Onlyoneshopfrontcanbedisplayedatatime,sowhenyoustart
upRetailManageryoumustfirstspecifywhichshopfrontyouwanttoconnectto.
Thefollowingproceduredescribeshowtoconnecttoanothershopfrontlocatedonasinglecomputer.
1
StartRetailManager.TheShopfrontSelectionwindowappears.
Clicktherequiredshopfront.
AblankscreenappearswiththeRetailManagermenubaratthetopofthescreen.Ifyouhave
selectedtheAlwaysDisplaySalesWindowoptionintheSalesviewoftheGeneralOptions
window,theSaleswindowisloadedfortheselectedshopfront.
IfyouarerunningRetailManageronanetworkandyouwanttoconnecttoanexternalshopfront(a
shopfrontonanothercomputer),seeConnectingtoanexternalshopfrontonpage 395.
ForinstructionsonhowtosetupRetailManageronanetwork,seeSettingupaRetailManager
networkonpage 393.
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Customising MYOB RetailManager

MYOBRetailManagerhasarangeofoptionsthatcanbecustomisedtosuittheneedsofyourretail
business.
SomeoftheseoptionssimplyaffectthewayRetailManagerbehaves,suchasskippingfieldsinthe
Saleswindowthatmaynotberelevantforyourbusiness.Otheroptionssuchasspecifyingyourdocket
printerandreportprinteraremandatorytogetupandrunningwithRetailManager.Theseoptionsare
summarisedasfollows:
Option
Description
General
EnableyoutosetthedefaultbehaviourofRetailManager,includingchoosingtodisplaysuch
informationashistorydetailsandwhethertoactivateautomaticreminderswhenstockis
runninglow.Youalsousetheseoptionstoaffectthelookandperformanceofanumberof
windowssuchasSalesandGoodsReceived,andtosetthequoteexpiryandlaybydueby
timeperiods.Formoredetails,seeGeneraloptionsonpage 22
PaymentType
Enableyoutomodifyeachpaymenttypewithoptionsthatincludeediting,deleting,setting
rounding,makingactive,makingelectronic,andallowingcashoutifelectronic.Formore
details,seePaymentTypeoptionsonpage 28.
Printing
Selecttheprinterforyourreceipts,reports,barcodes,invoices,orders,laybys,
goods/returns,quotes,salesorders,cashupandpayments,andtospecifythenumberof
copiesyourequire.Formoredetails,seePrintingoptionsonpage 31.
GST
RecordyourABNandACN.Youcanthenchoosetoprintyourinvoicesanddocketsin
standardGSTformatandincludeyourABNandACN.Formoredetails,seeGSToptionson
page 36.
Message
Definestaffprompts,invoiceandreceiptmessagesandpackingslipinstructions,alongwith
thequote,salesorder,laybyandaccounttermsandconditionsusedbyyourbusinessand
printedoninvoicesandstatements.Formoredetails,seeMessageoptionsonpage 38.
Custom
SetthenamesofcustomfieldsavailableinRetailManager,thecolourschemesfor
RetailManagerwindows,andtosethowRetailManagerhandlescapitalisation.Formore
details,seeCustomoptionsonpage 39.
Accounting
DefinethewayRetailManagerexportsinformationtoaccountingsystems,includingsetting
yourexportingmethodeitherAccrualorCash.Ifyouareunsurewhichmethodtouse,
pleaseconsultyouraccountant.ExportingaccountinginformationfromRetailManagerto
yourbusinessmanagementsoftwarereducestheneedfordailyaccountingjournalsand
greatlysimplifiesdataentry.Bankingoptionswithinyouraccountingoptionsareusedto
definethewaytransactionsarereportedtoyouraccountingsystem.Formoredetails,see
Accountingoptionsonpage 41.
SerialNumber
Enableyoutoenforceuniqueserialnumbers,andcontrolthewayRetailManagerprompts
forserialnumberinformationandprintsserialnumberinformationonreceipts.Formore
details,seeSerialnumberoptionsonpage 50.
Alerts
Enableyoutoshoworhidealertmessages,suchasreminderstobackupyourshopfront.For
moreinformation,seeAlertsoptionsonpage 51.
EmailDefault
Enableyoutospecifythedefaulttextyouwanttousewhenyouemailtransaction
documentsandcustomerstatements.Formoreinformation,seeEmailoptionsonpage 51.
EmailProgram
Enableyoutoselectyourdefaultemailprogram.Formoredetails,seeEmailoptionson
page 51.
CUSTOMISINGMYOBRETAILMANAGER
2 1
Settingoptionsonanetwork Notethatinanetworkenvironment,someofthesesettingswillapply
globallytoeveryworkstationconnectedtoyourshopfront.SeeShopfrontoptionsonpage 396for
moreinformation.
General options
GeneraloptionsareusedthroughoutMYOBRetailManagerandincludeoptionsthatapplytothe
informationdisplayedonyourtransactionscreensaswellasthetouchscreendisplay.Youcanalsoset
fieldsthatcanbeskippedduringatransaction.
To display the General options tabs

1
GototheSetupmenuandchooseOptions.TheGeneralOptionswindowappears.
TheGeneralOptionswindowisdividedintothreetabs:TransactionWindows,SalesandOther.
2
Clickthetabinwhichyouwanttosetoptions.
TheoptionsinthetabsoftheGeneralOptionswindowaredescribedinthefollowingsections.
TheTransactionWindowstabbelow
TheSalestabonpage 24
TheOthertabonpage 26.
The Transaction Windows tab

TheTransactionWindowstaballowsyoutoselectoptionsthatapplytothelookandoperationofyour
transactionwindows.ThesewindowsincludeSales,GoodsReceived,ReturnedGoods,Quote
Converter,PurchaseOrders,LaybyPaymentsandSalesOrderPayments.
NOTE : TheseoptionsdonotapplytotheDebtorPaymentstransactionwindow Optionsthatyouselect
applytoalltransactionwindowsthatyouaccessviatheTransactionmenu,excepttheDebtorPayments
window.
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Transaction Windows tab options

TheTransactionWindowstabisdividedintoseveralgroupsofoptions:
SkipFields
HideFields
TouchScreen
DisplaytheFollowingQtys
QuantityField
IdenticalItems.
Refertothefollowingsectionsfordetailsoftheoptionsineachofthesegroups.
SkipFields Thisgroupcontainsoptionsthatallowyoutonominatefieldstobeskippedwhenyou
usetheTABkeytomovebetweenfieldsinRetailManager.SeeMovingbetweenfieldsinawindowon
page 66formoreinformation.ThefollowingtableprovidesdetailsforeachoptionintheSkipFields
group.
SkipFieldsgroupoptions
Selectthisoptionto
Discount(inTransaction
Windows)
skiptheDiscountfieldintransactionwindows.Youcanstillselectthisfieldusing
yourmouse,SHIFT+TABorF12togobacktothefield.
Freight(inGoodsReceived
/Returned)
skiptheFreightfieldintheGoodsReceivedandGoodsReturnedtransaction
windows.Youcanstillselectthisfieldusingyourmouse,SHIFT+TABorF12togoback
tothefield.
SellPrice(inTransaction
Windows)
skiptheSellPricefieldintransactionwindows.Youcanstillselectthisfieldusing
yourmouse,SHIFT+TABorF12togobacktothefield.
HideFields Thisgroupcontainsoptionsthatenableyoutohidefieldsintransactionwindows.That
is,youcanselectfieldsthatyoudonotwantdisplayedintransactionwindows.Thefollowingtable
providesdetailsforeachoptionintheHideFieldsgroup.
HideFieldsgroupoptions
Selectthisoptionto
Barcode(inTransactionWindows)
hidetheBarcodecolumnintransactionwindows.
Categories(inTransactionWindows)
hidetheCategoriescolumnsintransactionwindows.
TaxCode(inTransactionWindows)
hidetheTaxcolumnintransactionwindows.
TouchScreen TheTouchScreengroupcontainsoneoption,EnableTouchScreens.Ifthisoptionis
selected,touchscreenlayoutswillbedisplayedwhensubsequentwindowsareopenedin
RetailManager.Formoreinformationabouttouchscreenlayouts,seeTouchscreensonpage 74.
2 3
DisplaythefollowingQtys Thisgroupcontainsoptionsthatenableyoutodisplayquantitiesof
itemsinstock,onlaybyandsalesorder.Thefollowingtableprovidesdetailsforeachoptioninthe
DisplaythefollowingQtysgroup.
Displaythefollowing
Qtysgroupoptions
Selectthisoptionto
Stock
displaythequantityofanitemyouhaveinstockintheDescriptionfieldoftransaction
windows.
Layby
displaythequantityofanitemyouhaveonlaybyintheDescriptionfieldof
transactionwindows.
SalesOrder
displaythequantityofanitemyouhaveonsalesorderintheDescriptionfieldof
transactionwindows.
QuantityField TheQuantityFieldgroupcontainsoneoption,DisplaySumofQuantity.Ifthisoption
isselected,thenthesumofitemsdisplayedintheentereditemslistofatransactionwindowappears
inthequantityfield.Notethatweighteditemsandfractionalquantityitemsarecountedassingle
items.
IdenticalItems Thisgroupcontainsoneoption,Onedisplaylineperitem.Ifthisoptionisselected,
youarerestrictedtoasinglelinedescriptionforeachitem,i.e.longdescriptionsaretruncated.
The Sales tab

TheSalestaballowsyoutoselectoptionsthatapplytothelookandoperationofyourSaleswindowin
MYOBRetailManager.TheoptionsavailableontheSalestabaredescribedinthefollowingsection.
Sales tab options

TheSalestabisdividedintotwogroupsofoptionsSalesWindowandSalesWindowCustomer
History.Refertothefollowingsectionsfordetailsoftheoptionsineachofthesegroups.
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SalesWindow UsethisgrouptoselectoptionsthatapplytoyourSaleswindowinRetailManager.
ThefollowingtableprovidesdetailsforeachoptionintheSalesWindowgroup.
SalesWindowgroup
options
Selectthisoptionto
AlwaysDisplaySales
Window
automaticallydisplaytheSaleswindowwheneverRetailManagerisstarted(ifyouhave
morethanoneshopfront,youfirsthavetoselectyourshopfront).
AutoCheckCustomer
CreditLimit
runanautomaticcreditcheckwhenyoumakeanaccountsale.Thecreditcheckis
madeagainstthecreditlimitsetwithinthecustomeraccountsectionin
RetailManager.
PromptforReceiptat
TimeofSale
displayawindowpromptingyoutoprintareceiptwhenyoucommitasale.Youcan
choosetoeitherprintornotprintareceipt.
RoundSellPriceto
2 Decimals
displaythesellpricewithtwodecimalplaces.
SkipCustomField
skiptheCustomfieldintheSaleswindow.Youcanstillselectthisfieldusingyour
mouse,pressSHIFT+TABorF12togobacktothefield.
SkipCustomerField
skiptheCustomerfieldintheSaleswindow.Youcanstillselectthisfieldusingyour
mouse,pressSHIFT+TABorF12togobacktothefield.
Youmightchoosetoselectthisoptionifthemajorityofyoursalesarecashsales.
NOTE : Transactionsthatmusthaveacustomernumber Youmustenter
acustomernumberifyouareprocessingalaybysale,salesorder,quote,
deposit,accountsaleorspecialorder,orissuingacreditnoteorgiftvoucher.
ScanIndividualunitsfor
FractionalQuantities
setthedefaultsellingquantityforitemsthatcanbesoldinfractionalquantitiesto1.
Youmaywanttoselectthisoptionifyouaremorelikelytosellthesetypesofitemsas
wholeunits.
Ifthisoptionisnotselected,youwillneedtomanuallyenterthequantityeachtime
youselectanitemthatcanbesoldinfractionalquantities.
SalesWindowCustomerHistory Thisgroupallowsyoutochoosehowmuch,ifany,customer
informationyouwanttodisplaywhenperformingasale.Thefollowingtableprovidesdetailsforeach
optionintheSalesWindowCustomerHistorygroup.
SalesWindow
CustomerHistory
groupoptions
Selectthisoptionif
DisableCustomer
History
youdonotwanttoviewacustomersrecentpurchases,accountstatusandavailable
credit.
Forexample,youshouldselectthisoptionifyourbusinessdoesntrecordcustomer
informationwhenmakingasale,orifthemajorityofyoursalesarecashsales.
ThesedetailsarenormallydisplayedintheSaleswindow.
OnlyDisableAccount
Information
youwanttodisplayacustomersrecentpurchases,butdonotwanttodisplayaccount
information(accountstatusandavailablecredit).
2 5
The Other tab

TheOthertaballowsyoutosetvariousoptionsthatapplytoMYOBRetailManager.Theoptions
availableontheOthertabaredescribedinthefollowingsection.
Other tab options

TheOthertabisdividedintoseveralgroupsofoptions.Thesegroupsare:
Miscellaneous
LaybyOptions
QuoteOptions
DefaultStaff.
Miscellaneous UsethisgrouptoselectmiscellaneousgeneraloptionsthatapplyinRetailManager.
ThefollowingtableprovidesdetailsforeachoptionintheMiscellaneousgroup.
RefertothefollowingtabletocompletetheOthertab.Tickthecheckboxofanoptiontoselectit.
26
Miscellaneous
groupoptions
Selectthisoptionto
AcceptLeadingZeros
onBarcodes
recordandprintleadingzerosonyourbarcodelabels.Ifdeselected,leadingzerosonbar
codeswillbeomitted.
AllowDecimalsin
Reports
displaydecimalvaluesinreports.
AutoRemindLow
Stock
displayaRetailManagerwarningwhenthestocklevelofanitemisbelowthethreshold
quantitysetintheStockwindow.
CheckLastStock
Supplier
displayaRetailManagerwarningifyoureceiveanitemfromasupplierwhoisnotthe
defaultsupplierofthatitem.
Drilldownsshow
Cost/SellTax
Inclusive
displaythetaxinclusiveCost/Sellpriceinwindowsthatallowyoutodrilldowntoa
transactionwindow.Forexample,thePurchasestabintheCustomerswindoworthe
OrderstabintheStockwindow.
IncludeTaxinCosts
(inGR,RG&PO)
selecttheCostsincludeTaxoptionbydefaultintheGoodsReceived,ReturnedGoods
andPurchaseOrderswindows,andtodisplaythetaxinclusivecostintheCostcolumn.
C H A P T E R 1
S E T T I N G U P
Miscellaneous
groupoptions
Selectthisoptionto
PrintBarCodeswith
GoodsReceived
loadbarcodesinthePrintCustomBarCodeswindowforitemsenteredintheGoods
Receivedwindow.YoucanthenprintthegroupofbarcodesfromthePrintCustomBar
Codeswindow.
RepeatDescription
forNewStockinGR
repeatthedescriptionyouenterforaproductwhenreceivingitintostockinthe
Descriptionfieldofthenextproducttobereceived.Thisisusefulwhen,forexample,you
areenteringthesameproductindifferentsizes,orcolours.Youcanstilleditthe
descriptionofthenewproduct.
ShowOutstanding
CreditNoteValues
displaycreditnote,depositsandgiftvouchervaluesontheSales,Laybypayment,Debtor
payment,QuoteandSalesordertransactionwindows.
UseAverageCost
averagethecostpricewhereanitemisreceivedintothesystemwithadifferentcostprice
fromthesameitemspreviouslyreceived.
Ifthisoptionisnotselected,thenewcostpriceofthestockitemwillbeassumedtobe
validforthesameitemspreviouslyreceived.Astockvariancewillbepostedifthereisa
differencebetweenthenewandpreviouspurchaseprice.
DisplaySignon
Methodwindow
displaytheSignonMethod windowwhenyouopenyourshopfront.
Usecurrentcost
convertingSales
Orders
usethecurrentcostoftheitem(aspertheStockwindow)whenconvertingasalesorder
toasale.
Ifthisoptionisnotselected,theoriginalcostprice(thecostpriceaspertheSalesOrder
creation)willbeused.
Usecurrentcostin
GoodsReturned
usethecurrentcostprice(aspertheStockwindow)whencommittingaReturnedGoods
transaction.TheGoodsReceivedinvoiceassociatedwiththisstockitemcannotbe
selected.
Ifthisoptionisnotselected,theGoodsReceivedinvoicesfortheitemcanbeselectedand
theoriginalcostpricewillbeusedontheReturnedGoodsstatement.
LaybyOptions Usethisgrouptosetoptionsthatapplytolaybys.Thefollowingtableprovides
detailsforeachoptionintheLaybyOptionsgroup.
LaybyOptionsgroup
options
Selectthisoptionto
LaybyDueinWeeks
specifyaduedateforlaybys,andchooseortypethenumberofweekswhenthe
laybyisdue.
PrintSignaturesonLayby
printasignaturefieldonthehardcopyrecordofthelayby.
QuoteOptions TheQuoteOptionsgroupcontainsoneoption,QuotesExpireinweeks.Selectthis
optiontospecifyanexpirydateforquotes.Selectortypethenumberofweeksbeforeaquoteexpires.
DefaultStaff Specifyadefaultstaffnumbertoappearautomaticallyinthesalesandpayments
windows.ThisfeatureisusefulwherejustonestaffmemberenterstransactionsinRetailManager
mostofthetime,savingthemfromhavingtokeyintheirnumberbeforeeachtransaction.Youcanalso
lockthestaffnumberfield,sothefieldonlydisplaysthedefaultstaffnumberandcannotbeedited.
Tosetthedefaultstaffnumber,entertherequiredstaffnumberintheDefaultStafffield.PressF2or
clickthesearchicon(
)toretrievethestaffnumberfromtheSearchForwindow.
SelecttheLockStaffNo.(SalesandPayments)optiontolockthestaffnumberfield.
2 7
Payment Type options

Youmustsetupeachtypeofpaymentyourbusinesswillacceptasapaymenttype.Forexample,you
canexcludechequesasamethodofpaymentbynotmakingchequesapaymenttype.
YousetupeachofthepaymenttypesbyusingthePaymentEditorwindow.
MYOBRetailManagercanhandletransactionsonlayby,quotes,salesorder,accountsales,customer
specialordersandcreditnotes.Inadditiontothese,youcanalsoissuegiftvouchersandrecord
depositsforspecialorders.EachtransactionyourecordinRetailManagercanbeviewedinthe
Customerswindow.
Thesepaymentmethodsmaynotallberelevanttoallbusinesses.Forexample,itisunlikelyacoffee
shopwoulduselaybys,whereasabookshopwouldalmostcertainlyusealleighttransactiontypes.
Youcansimplyturneachoftheseoptionsonoroffasrequired.
NOTE : CashOut ItsagoodideatocreateapaymenttypecalledCashOutorPettyCash,forthose
situationswhenyouneedtogiveatradesmancash,orbuysomemilk,andsoon.Makesureyouputthe
receiptinthetilltobalancethetillattheendoftheday.
YoucanperformthefollowingoperationsonpaymenttypesfromthePaymentTypeOptionswindow:
Createapaymenttype
Editapaymenttype
Promoteapaymenttype
Demoteapaymenttype
Resetalleditedorcustomisedpaymenttypes.
NOTE : MOTOandeCOMMERCEpaymenttypes Therearetwopaymenttypes,MOTOand
eCOMMERCE,thatyouonlyuseifyouhaveanIngenicoEFTPOSterminaluseddirectlyfrom
RetailManager.Formoreinformationaboutthesetwopaymenttypes,consultthefinancialinstitution
thatyouuseforEFTPOStransactions.
To create a payment type
28
GototheSetupmenu,andchooseOptions.TheOptionswindowappears.
SelectPaymentType.ThePaymentTypewindowappears.
C H A P T E R 1
S E T T I N G U P
ClickCreate.ThePaymentTypePropertieswindowappears.
Typethenameofthenewpaymenttypeyouwanttocreate.
SelecttheThispaymenttypeisactiveoption.
Ifthepaymentistobeelectronic(ifyouwanttouseEFTPOSforthistypeofpayment),selectthe
Thispaymenttypeiselectronicoption.
NOTE :
ElectronicCashOut
Youcanallowcashoutforelectronicpaymenttypes.SelecttheAllow
cashoutoptiontoenablecashoutforthepaymenttype.
7
Choosetheappropriateroundingprecisionthatyouwanttoapplytothepayment.
ClickOKtocompleteaddingyournewpaymenttypetothelistofpaymenttypes.
ClickApplytosaveyoursettingsandchanges.
To edit a payment type

1
GototheSetupmenuandchooseOptions.TheOptionswindowappears.
SelectthepaymenttypeyouwanttoeditfromthelistboxandclickEdit.ThePaymentType
Propertieswindowappears.
Changewhateverdetailsarenecessary:
SelecttheThispaymenttypeisactiveoptiontomakethepaymenttypeactiveordeselectthis
optiontomakethepaymenttypeinactive.
2 9
Ifthepaymentistobeelectronic(ifyouwanttouseEFTPOSforthistypeofpayment),selectthe
Thispaymenttypeiselectronicoption.
NOTE :
ElectronicCashOut Youcanallowcashoutforelectronicpaymenttypes.SelecttheAllow
cashout optiontoenablecashoutforthepaymenttype.
Choosetheappropriateroundingprecisionthatyouwanttoapplytothepayment.
ClickOKtocompleteeditingthepaymenttypeandtoreturntothePaymentTypeOptions
window.
To promote or demote a payment type

Youcansettheorderinwhichpaymenttypesaredisplayedbymovingpaymenttypesup(promoting)
inthelistofdisplayedpaymenttypes,orbymovingpaymenttypesdown(demoting)inthelistof
displayedpaymenttypes.Itisbesttohaveyourmostcommonpaymenttypesatthetopofthelistof
paymenttypesastheyareeasiertoselectfromthispositionwhenyouareperformingatransaction.
30
Clickthepaymenttypeyouwanttopromoteordemote.
Clicktheuparrowtopromoteorthedownarrowtodemoteapaymenttypeinthelistofpayment
types.
ClickOKtoclose.
ClickOKtotheinformationmessage.
C H A P T E R 1
S E T T I N G U P
To reset payment types

Beforeyoubegin Notethatresettingyourpaymenttypeswillremoveallnewpaymenttypesyou
havecreatedandreturntheprovidedpaymenttypestotheiroriginaldefaultsettings.
NOTE :
ClickReset.Awarningmessageappearsinformingyouthattheoperationyouareabouttoperform
cannotbeundone.
ClickYestocontinue.Allprovidedpaymenttypesarereturnedtotheirdefaultsettings,andallnew
paymenttypesyouhavecreatedareremoved.
ClickOKtocommittheinformation.
Printing options
MYOBRetailManagergivesyoutheflexibilitytoprintonlythereceipts,invoicesandordersyour
businessrequires.ForthisreasonyouneedtospecifyaprinterinthePrintingOptionswindowforeach
typeofdocketyouwanttoprint,andforprintingbarcodesandreports.
ThePrintingOptionswindowisusedto:
specifytheprintertowhichyourvariousdockettypes(receipts,payments,invoices,laybys,
quotes,salesorders,purchaseorders,goods/returns,specialorders,cashup),reportsandbar
codeswillbeprinted
specifythenumberofcopiesofeachdockettypethatyouwanttoprint
specifyonlydockettypesthatyouuse.
NOTE : Changingprintoptionsduringatransaction. Youcanchangeyourprintersettingsandpacking
slipsettingsduringatransactionbyclickingPrint/EmailOptionsinanyofthetransactionwindows.For
moreinformation,seePrintandEmailOptionswindowonpage 259.
3 1
TherearethreetabsinthePrintingOptionswindow:
TheSetuptabbelow
TheSettingstabonpage 33
TheAddresstabonpage 50
To display the Printing options tabs

1
SelectPrinting.ThreetabsaredisplayedSetup,SettingsandAddress.
Clickthetabforwhichyouwanttosetoptions.
Theoptionsoneachofthetabsaredescribedinthefollowingsections:
TheSetuptabbelow
TheSettingstabonpage 33
TheAddresstabonpage 50.
Onceyouhavemadeyourchanges,clickApplytocommittheinformation.
The Setup tab

TheSetuptaballowsyoutoselectorspecifytheprinterthatyouwanttouseforreports,receiptsand
invoicesandthenumberofcopiesofeachdockettypeyouwantRetailManagertoprint.
TheSetuptabalsoallowsyoutoselecttheformatinwhichyouwanttoprintpriceandGSTinformation
onyourbarcodes.
Docketprinter MakesureyouhavesetupyourdocketprinterinRetailManagerbeforeyouselectit
inthePrintingOptionswindow.SeeSettingupadocketprinteronpage 371forfullinstructionson
howtosetupyourdocketprinter.
Youcanprintthefollowinginvoiceandreceipttypesonyourdocketprinter:salesreceipts,payments,
invoices,laybys,quotes,salesorders,purchaseorders,goods/returns,specialorders,andcashup
(exceptDetailedTransactionSummary).InthePrintingOptionswindow,youcanselectyourprinterfor
aparticularreceiptorinvoicetypebyselectingtheoptionnexttothereceiptorinvoicetype.
RetailManagerdisplays<DocketPrinterHardwareOptions>asaremindertosetupyourdocket
printerintheHardwareOptionswindow(gototheSetupmenuandchooseHardware,andthenclick
theDocketPrintertab).
32
C H A P T E R 1
S E T T I N G U P
Intheaboveexample,alldocketsandpaymentswillbeprintedtothedocketprinter.
A4Printer IfyouintendtoprinttoanA4printer,forexampletoprintyourreportsandbarcodes,
makesureyouhavealreadysetupyourA4printer.ForfullinstructionsonhowtosetupyourA4
printer,refertoyourprinterdocumentation.
YoucanuseaconventionalA4printertoprintyourreportsandbarcodes.
Youcanalsoprintyourotherdockettypes,suchasinvoices,orders,andpayments,toanA4printer.
RetailManagerallowsyoutoprintyoursalesdocketstoanA4(80column)printer;however,you
cannotusetheshorteneddocketoptionifyouchoosetoprinttoanA4printer.
InthePrintingOptionswindowyoucanselectanA4printerforaparticulardockettype,reportorbar
code.ThebuttonforthedockettypeisenabledwhentheA4optionisselected.Forexample,ifyou
chooseA4forSalesOrders,theSalesOrderbuttonisenabled.
Whenyouclickthisbutton,theWindowsPrinterSetupwindowappears,whereyoucanselectyourA4
printer.Theselectedprinternameappearsasshownbelow.
Quantity Youcanchangethenumberofdocketsthatprintforanyreceiptorinvoicetypebyentering
therequirednumberinthedatafieldnexttothatreceiptorinvoicetype.
PrintingpriceandGSTinformationonbarcodes TheSetuptabincludesadropdownlistthatyou
usetoselecttheformatforprintingsellpriceandtaxinformationonyourbarcodes.
Clickthedownarrowbesidethetextboxtochoosetheformatyouwant.
The Settings tab

TheSettingstaballowsyoutoselectoptionsincludingwhetherornottoprintareceiptforparticular
transactions,andwhatcontentandlayoutyouwantforparticularreceipts,ordersandinvoices.
Settings tab options

TheSettingstabisdividedintoseveralgroupsofoptions.Thesegroupsare:
SelecttoPrint
PackingSlip
PCEFTPOS/TyroIPEFTPOS
Dockets
Miscellaneous
Categories.
3 3
SelecttoPrint Usethisgrouptoselectwhichreceipts,ordersandinvoicesyouwantprinted.Select
anoptionfromthosedisplayedtoprinttheassociatedinvoiceorderorreceipt.
Youcanchoosetoprint:
SalesDockets
Laybys
Invoices
SalesOrders
Quotes
CSO(CustomerSpecialOrders)
Payments
Orders
GoodsReceived
ReturnedGoods.
PackingSlip Usethisgrouptoselectthetransactionsforwhichyouwanttoprintapackingslip.You
canalsoselectoptionsthatenableyoutochoosewhatinformationyouwanttodisplayonapacking
slip.ThefollowingtableprovidesdetailsforeachoptioninthePackingSlipgroup.
PackingSlipgroup
options
Selectthisoptionto
PrintwithSale
printapackingslipwhenasaleiscommitted.
PrintwithLayby
printapackingslipwhenalaybyiscommitted.
PrintwithInvoice
printapackingslipwhenaninvoiceisprinted.
PrintwithSalesOrder
printapackingslipwhenasalesorderisprinted.
IncludeStaticItems
includestaticitemswithyourpackingslipinformation.
IncludeFreightItems
includefreightitemswithyourpackingslipinformation.
PCEFTPOS/TyroIPEFTPOS SelecttheUseDocketPrinterforSignatureSlipoptionifyouhavean
IngenicoPCEFTPOSorTyroIPEFTPOSterminalandadocketprinter,andyouwanttoprintyour
signatureslipsonthedocketprinterinsteadofthedefaultprinterselectedintheSetuptab.
NotethatthedocketprintermustbesetupintheMYOBRetailManagerHardwarewindowbeforeyou
canprinttoit.SeeSettingupadocketprinteronpage 371formoreinformation.
Dockets Usetheoptionsinthisgrouptoselectoptionsthatapplytothereceiptsthatyouprint.The
followingtableprovidesdetailsforeachoptionintheDocketsgroup.
34
Docketsgroupoptions
Selectthisoptionto
UseShortSales
useashortenedsalesdocketwhenprintingreceipts.Formore
informationseeShorteneddocketsonpage 35.
UseshortLayby
Payment
useashorteneddocketwhenprintinglaybypaymentreceipts.For
moreinformationseeShorteneddocketsonpage 35.
IncludeRRP
includetheRecommendedRetailPriceoninvoicesandreceipts.
C H A P T E R 1
S E T T I N G U P
Docketsgroupoptions
Selectthisoptionto
IncludeCustomField
includethelabelandcontentsoftheCustomfieldintransaction
windowsoninvoicesandreceipts.Formoreinformationonthe
Customfield,seeCustomFieldLabelsonpage 39.
IncludeExt.Description
includeextendediteminformationoninvoicesandreceipts.
Shortened dockets
Theshorteneddocket:
excludestheextendedstockitemdescriptionandthemessageatthebottomofthedocketthatis
includedonthestandarddocket
includesthefulladdressdetailsofyourbusiness
doesnotprintyourcompanynameindoublewidth
includesalltheGSTinformationdisplayedonastandarddocket(ifyouareprintingdocketsinGST
format).
Shortenedlaybydocket Theshortenedlaybydocketalsoexcludesquantity,sellpriceand
termsandconditionsinformation.
NOTE :
Miscellaneous Usetheoptionsinthisgrouptoselectmiscellaneousprintingoptions,including
choosingtoprintshadingonA4receipts,ordersandinvoices,andwhetheryoupreviewthereceipts,
ordersandinvoicesbeforeyouprintthem.Thefollowingtableprovidesdetailsforeachoptioninthe
Miscellaneousgroup.
Miscellaneousgroup
options
Selectthisoptionto
DontuseShading(on A4)
printinvoicesandreceiptsonyourA4printerwithoutshading.
PreviewAllTransactions
displayaprintpreviewofyourtransactionsafterprocessing.
Categories Usetheoptionsinthisgrouptoincludethedepartmentandcategoriesofitemson
invoicesandreceipts.
Categoriesgroup
options
Selectthisoptionto
IncludeDepartment
includeanitemsdepartmentoninvoicesandreceipts.
IncludeCategory1
includeanitemscategory1oninvoicesandreceipts.
IncludeCategory2
IncludeCategory3
3 5
The Address tab

TheAddresstabenablesyoutosetwhichofyouraddressesyouwanttosetasthedefaultfordifferent
transactions,andtosetthedefaultdeliveryaddressforpurchases.
TheAddresstabisseparatedintotwosections:DefaultAddresswhenPrintingandDefaultDelivery
AddressOnPurchases.
DefaultAddresswhenPrinting Foreachtypeoftransaction,selecttheaddressyouwanttodisplay
ontheform.Forexample,youmightselecttohaveyourstreetaddressdisplayedonyourpurchases,
butyourpostaladdressdisplayedonyoursales.
DefaultDeliveryAddressonPurchases Selectwhichaddressyouwanttosetasthedefaultto
displayinthedelivertosectionofyourpurchaseorders.
GST options
GSToptionsenableyoutorecordyourABNorACNfordisplayonreceipts,invoicesandorders,andto
selectthewayinwhichyoudisplayGSTinformationoninvoicesandreceiptsprintedinMYOB
RetailManager.
To display the GST options

1
36
C H A P T E R 1
S E T T I N G U P
ClickGST.Thewindowlistingtheoptionsappears.
ABN/ACN
EnteryourABNorbothyourABNandACNintheABN/ACNfield.
IfyouareenteringbothyourABNandACN,enteryourABNfirstin
theABN/ACNtextfield.Forexample,Ifyouwanttolistbothyour
ABNandACNonyourdocketsandinvoices,youcanenter
12345678932;ACN:123456789.
GSTOptions
UsetheoptionsinthisgrouptospecifyhowGSTinformationis
displayedonyourinvoicesandreceipts.
PrintInvoice/Docketsin
GSTformat
SelectthisoptiontoprintinvoicesinGSTformat.Ifyouselectthe
PrintInvoices/DocketsinGSTformatoption,whenyou
receivegoodsfromasupplierwhoisnotregisteredforGST,these
goodswilldisplaytheGNR(GSTNonRegistered)taxcodeinthe
GoodsReceived window.Thisistoalertyoutothefactthatthe
supplierdoesnothaveanABNorthatyouhavenotrecordedtheir
ABNinRetailManager(seeTosetupsupplierdetailsonpage 60).
YoumayneedtoquoteasuppliersABNtoclaimGSTcreditsfor
yourpurchasesfromtheATO.IfyoudonotrecordanABNfora
supplierthenGSTwillnotbecalculated.
IncludeCustomersABN
onInvoice/Dockets
SelectthisoptiontoprintyourcustomersABNoninvoicesand
receipts.ThisoptionisonlyavailablewhenthePrint
Invoice/DocketsinGSTformatisselected.
PrintInvoiceDetails
InclusiveofGST
SelectthisoptiontoprovidesellpricedetailsinclusiveofGSTon
yourinvoices.ThisoptionisonlyavailablewhenthePrint
PrintSalesDocketDetails
InclusiveofGST
SelectthisoptiontoprovidesellpricedetailsinclusiveofGSTon
yoursalesreceipts.ThisoptionisonlyavailablewhenthePrint
3 7
PrintGoods/Orders
DetailsInclusiveofGST
SelectthisoptiontoprovidepurchasepricedetailsinclusiveofGST
onyourreceived/returnedgoodsandorderinvoicesandreceipts.
ThisoptionisonlyavailablewhenthePrintInvoice/DocketsinGST
formatisselected.
SuppressTaxCalculation
onInvoices/Dockets
SelectthisoptiontoprintdocketsandinvoiceswithoutGST
calculations.
ClickApplytocommittheinformation.
ClickOKtoclose.
Message options
Messageoptionsenableyoutocreate,selectandmodifyprintedmessagesforreceiptsandinvoices.
Theseprintedmessagesincludemessagesyouwantprintedoutonyoursalesreceipts,andtermsand
conditionsyouwantprintedoutonyourlayby,quote,accountsale,andsalesorderdocketsand
instructionsyouwantprintedwithpackingslips.
YoucanalsocreateandmodifyaSalesPromptmessagethatappearsasaseparatewindowintheSales
windowwhenanystaffmemberenterstheirstaffnumberandthenpressesENTER.Thismessagecanbe
usedtopromptsalesstafftoremindcustomersaboutaforthcomingpromotionorsale.
NOTE : RetailManageronanetwork ifyouarerunningRetailManageronanetwork,thesemessage
optionsallapplygloballytoanyworkstationconnectedtoyourshopfront.SeeShopfrontoptionson
page 396formoreinformation.
To create and modify a message
38
SelectMessage.TheMessagewindowappears.
SelectthemessagethatyouwanttocreateormodifyfromtheSelectMessagetoEditlist.A
numberofmessagelinesareenabled,dependingonthemessagetypeyouselect.
Typethetextofthemessageinthetextareabelowtheselectedmessage.
C H A P T E R 1
S E T T I N G U P
ClickApplytocommittheinformation.
ClickOKtoclose.
Custom options
CustomoptionsenableyoutolabelthecustomfieldsthataredisplayedinyourStock,Staff,Suppliers
andCustomerinformationwindows,andalsotolabeltheCustomfieldintheSaleswindow.
CustomoptionsalsoenableyoutosetthehighlightandgridlinecoloursofMYOBRetailManager
transactionwindows.YoucanalsosetrulesforcapitalisationwithinRetailManagerfromtheCustom
Optionswindow.
To display the custom options

1
SelectCustom.TheCustomwindowappears.
TheCustomOptionswindowcontainsthreegroupsofoptions:
CustomFieldLabels
MiscellaneousColours
Capitals.
CustomFieldLabels Usetheoptionsinthisgrouptocustomisespecialfieldstosuittheneedsofyour
business.TheCustom1andCustom2fieldsappearintheStock,Staff,Sales,SuppliersandCustomer
windowsasdataentryfieldsandcanbeusedtoenteradditionalinformationaboutarecord;the
Statusfieldappearsasanoptionandcanbeusedtoflagarecord.
To customise a custom field

1
IntheCustomOptionswindow,typethelabelinthefieldyouwanttocustomise.Whatyoutype
herewillappearintherelevantwindow.
ClickApplytoapplythechanges.
3 9
Inthefollowingexample,theStockCustom1andCustom2fieldshavebeenlabelledFeature 1and
Feature 2,andareusedtorecorddistinguishingfeaturesofastockitem.
InthefollowingexampletheStaffStatusfieldhasbeenlabelledParttimeandisusedtoflagparttime
staffmembers.
RetailManagerallowsyoutorunreportsusingthecustomisedfieldsandoptionsasreportselection
criteria.Forexample,youcanrunastaffcommissionreportandfindoutthecommissionearnedby
onlyyourparttimestaffmembers.
MiscellaneousColours Usetheoptionsinthisgrouptosetcoloursthatapplytofieldsand
nontransactionwindowsinRetailManager.
ThefollowingtableprovidesdetailsforeachoptionintheMiscellaneousColoursgroup.Formore
informationaboutsettingcolouroptions,seeToselectacolouronpage 41.
Miscellaneous
Coloursoptions
40
Clickto
Highlight
setthebackgroundcolourofaselectedfield,suchastheDescriptionfield.Thiscolour
indicatesthatafieldisselectedandreadyforinput.
AlternateGridline
setthebackgroundcolourofalternategridlinesasdisplayedinlookupwindows.
HighlightSerial
Gridline
setthecolourthatindicatesalineisselectedandreadyforinputwithinaserialnumbergrid
suchastheStockInformationSerialNumberswindow.
ResetDefaults
returnthecolourselection(s)tothedefaultcolours.
C H A P T E R 1
S E T T I N G U P
To select a colour
1
IntheCustomOptionswindow,clickthecolouredsquarebesideacolouroption.TheColor
windowappears.
SelectthecolouryouwantforthisoptionfromtheBasiccolorsorCustomcolorsgrid,oruseyour
mousetoselectacolourfromthecolourselectionbox.
ClickOKtoapplyyourselectedcolourtoyourselectedcolouroption.
ClickApplywhenyouhavecompletedselectingyourcustomcolouroptions.
Capitals Usethisgrouptosetthecapitalisationrulesthatyouwanttoapplytotextenteredin
RetailManager.ThefollowingtableprovidesdetailsforeachoptionintheCapitalsgroup.
Capitalsoptions
Selectthisoptionto
None
displaytextexactlyasitisentered.Forexample,ADaMSmITHbOOkseller.
InitialCaps
displaytextsothatthefirstletterofeverywordiscapitalised.Forexample,Adam
SmithBookseller.
UpperCase
displaytextsothateveryletteriscapitalised.Forexample,ADAMSMITH
BOOKSELLER.
LowerCase
displaytextsothateveryletterisinlowercase.Forexample,adamsmith
bookseller.
Accounting options
TheRetailManageraccountingexportfunctioneliminatestheneedtoenterdataseparatelyintoyour
MYOBbusinessmanagementsoftware.Theinformationthatyouneedtoexportwillusuallyinclude
changesinstockvalue,amountsowedbydebtors,anddetailsoflaybysandothertransactions.See
ExportingRetailManageraccountingdatatoyourMYOBbusinessmanagementsoftwareonpage 301
forinformationaboutperforminganaccountingexport.
NOTE : MYOBbusinessmanagementsoftwareversions MYOBbusinessmanagementsoftwarerefersto
MYOBAccounting10.5&above,MYOBAccountingPlus10.5&above,MYOBPremier4.5&above,MYOB
AccountEdge2&above,andMYOBAccountRightv19&above.Ifyouuseanolderversion,youcanuse
GenericJournalEntriestotransferdata.
Task
See
SetupRetailManagertoenableittoexporttoyourMYOB
businessmanagementsoftware.
SettingupRetailManagertoexporttoyour
businessmanagementsoftwareonpage 42
SetupRetailManageraccountcodestomatchtheaccount
codesintheGeneralLedgerofyourMYOBbusiness
managementsoftware.
TheExporttabonpage 43
SetupRetailManagerexporttaxcodestomatchthecodes
ofyourMYOBbusinessmanagementsoftware.
TheChartofAccountstabonpage 44
SetupyourMYOBbusinessmanagementsoftwareto
enableittorecognisetheRetailManagerimportfile.
SettingupyourMYOBbusinessmanagement
softwaretoimportfromMYOBRetailManageron
page 49
4 1
Whenyouhavecompletedthesetuptasks,youcanexportyouraccountinginformationfrom
RetailManagerandthenimportthisinformationintoyourbusinessmanagementsoftware.Formore
information,seeExportingRetailManageraccountingdatatoyourMYOBbusinessmanagement
softwareonpage 301.
NOTE : YoumaynotneedtoexportaccountinginformationfromRetailManager Manyretailersusethe
cashup/endofdayreportsforalltheirbankingandaccountinginformation.Ifyoudontwanttoexport
accountinginformation,settheAccountingPackageoptionintheAccountingwindowtoNone.
Setting up RetailManager to export to your business management software

YouusetheoptionsintheAccountingOptionswindowtosetupRetailManagertoexportinformation
toyourbusinessmanagementsoftware.
To display the Accounting options tabs

1
SelectAccounting.TheAccountingOptionswindowappears.
Threetabsaredisplayed(Export,ChartofAccountsandBankingExport).
3
Clickthetabforwhichyouwanttosetoptions.
SeeTheExporttabonpage 43,TheChartofAccountstabonpage 44orTheBankingExporttab
onpage 46formoreinformation.
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C H A P T E R 1
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The Export tab

TheExporttabcontainsoptionsthatenableyoutoselectthebusinessmanagementsoftwaretowhich
youexportyourRetailManagerdata.
AccountingPackageandExportDirectory Chooseyourbusinessmanagementsoftwarefromthe
dropdownlistintheAccountingPackage&ExportDirectorygroup.
RetailManagerprovidesdifferentoptionsforexportingdatadependingonwhichpackageyouchoose
fromthedropdownlist.Thefollowingtableprovidesdetailsforeachaccountingpackageyoucan
select.
AccountingPackage
selection
Description
MYOBAccountRight
(Standard,Plus,Premier
andEnterprise)
Ifyouareusingoneoftheseaccountingpackages,youareabletotakeadvantageof
theoptionsdetailedbelowforearlierversionsofMYOBbusinessmanagement
software,plusextraoptionssuchasassigningaJobNumbertoyourexport,andthe
optionofexportingdetailedjournalentries.
MYOBAccounting12&
above,Premier6&
above,AccountEdge2&
above
Ifyouareusingoneoftheseaccountingpackages,youareabletotakeadvantageof
theoptionsdetailedbelowforearlierversionsofMYOBbusinessmanagement
software,plusextraoptionssuchasassigningaJobNumbertoyourexport,andthe
optionofexportingdetailedjournalentries.
MYOBAccounting10.5/11
&Premier4.5/5
ThisselectionallowsyoutoexportyourdatatoMYOBAccountingv10.5andv11and
Premierv4.5andv5.ExportingtotheseversionsofMYOBbusinessmanagement
softwareallowsyoutotakeadvantageofextraoptionssuchasselectingthe
informationyouexport,selectingthemethodyouusetoexport(cashoraccrual),and
applyingadefaulttaxcode.
GenericJournalEntries
ThisselectionwillenableyoutoexportyourRetailManagerdatainagenerictextfile
format.
None
Usethisselectionifyoudonotwanttoexportaccountinginformationfrom
RetailManager.
Choosingyourexportdirectory ClickBrowsetolocateyourbusinessmanagementsoftwares
programfolder(directory).ThisisthefolderwhereRetailManagerwillstoretheexportfileandwhere
yourbusinessmanagementsoftwarewilllookforafiletoimport.
Enterpathtoexportfolderhere.
4 3
IfyouchooseMYOBAccounting12&above,Premier6&above,AccountEdge2&above,orMYOB
Accounting10.5/11&Premier4.5/5orAccountRight(Standard,Plus&Premier)inthePackagefield,
thesegroupsappear:
Informationtoexport
ExportingMethod
TaxCode(ifnoneassigned).
ThefollowingtwogroupsalsoappearifyouchooseMYOBAccounting12&above,Premier6&above,
AccountEdge2&above:
JobNumber
ExportDetailedJournals.
Refertothefollowingsectionsfordetailsoftheoptionsineachoftheabovefivegroups.
InformationtoExport
fromRetailManager.
Usetheoptionsinthisgrouptoselecttheinformationyouwanttoexport
SelectanyoralloftheSuppliers,PurchasesandJournalEntriesoptionstoincludethisinformationin
yourexport.
NOTE : IfyoudonotuseMYOBbusinessmanagementsoftware IfyoudonotuseMYOBbusiness
managementsoftware,butstillwanttoexportdatatoyourbusinessmanagementsoftware,selecttoexport
toGenericJournalEntries.
ExportingMethod SelecttheExportingMethodeitherAccrualorCash.Ifyouareunsurewhich
methodtouse,pleaseconsultyouraccountant.
TaxCode(ifnoneassigned) Usethedownarrowtoselectadefaulttaxcodefromthelistofavailable
taxcodes.Thistaxcodewillbeappliedtolinesonajournalentrythatdonotalreadyhaveataxcode
assigned.Chooseadefaulttaxcodetoensurethatjournallinesarenotmarkedasexceptionsbyyour
MYOBbusinessmanagementsoftware.
JobNumber Usetheinputfieldtotypeacodetoapplytoyourexports.Youcanusethisoptionto
easilyidentifyyourexportinyourMYOBbusinessmanagementsoftware.Forexample,ifyouhave
multipleshopfrontsinRetailManager,youcanusetheJobcodeasanidentifierforeachshopfront.
ExportDetailedJournals SelecttheUseClearingAccountoptiontouseaclearingaccount
specificallysetupforRetailManager.YousetyourclearingaccountforRetailManagerintheChartof
AccountstabofyourAccountingOptionswindow.
The Chart of Accounts tab

InRetailManagersettingupyouraccountingandbankingoptionsallowsyoutoperformbookkeeping
taskswithease.UseoptionswithintheChartofAccountstabtoassignaccountnumberstoyour
businessdatasuchasassets(Bankaccount,Inventoryaccount,TradeDebtorsaccount),liabilities
(CreditNotesissued,Depositsreceived,GiftVouchersissued),andincome(Sales,FreightonSales).
NOTE : Accountnumbersforsockitems Thesalesincomeaccountandcostofgoodsaccountshowninthis
tabaredefaultaccounts.Youcansetdifferentincomeandcostofgoodsaccountsforeachstockitem,see
Creatinganewstockitemonpage 104formoreinformation.
44
C H A P T E R 1
S E T T I N G U P
Chart of Accounts tab options

TheChartofAccountstabisdividedintoseveralgroupsofoptions:
Asset
Income
CostofSales
Expense
Liability
ClearingAccount(ifyouareusingMYOBAccounting12&above,Premier6&aboveor
AccountEdge2&aboveoranAccountRightversion.
Intheappropriatefields,entertheaccountnumbersfortheMYOBaccountingaccounts(Asset,
Liability,Income,CostofSales,Expense)thatyouwanttheexportfiletobeallocatedto.
MakesureyouspecifyanaccountnumberforeveryactivefieldoftheChartofAccounts.
UnlikeMYOBbusinessmanagementsoftware,whichincludeshyphensinaccountnames,theaccount
namesinRetailManagerdonotincludehyphens.Forexample,ifyourbankaccountnumberinyour
MYOBbusinessmanagementsoftwareis11100youshouldenteritinRetailManageras11100.
NOTE : MYOBbusinessmanagementsoftwareaccountnumbers RefertotheMYOBAccountsListforalist
ofaccountsusedinyourMYOBbusinessmanagementsoftware.Ensurethatyouusethecorrectaccounts
whenexporting.Youraccountantorconsultantcanprovideprofessionaladviceonensuringyouraccountsare
setupcorrectlyinyourMYOBbusinessmanagementandRetailManagersoftware.
MYOBAssetaccountnumbersbeginwith1
MYOBLiabilityaccountnumbersbeginwith2
MYOBIncomeaccountnumbersbeginwith4
MYOBCostofSalesaccountsbeginwith5
MYOBExpenseaccountnumbersbeginwith6
Refertothefollowingsectionsfordetailsofthefieldsineachofthesegroups.
Asset UsefieldsintheAssetgrouptoassignassetaccounts.Thefollowingtableprovidesdetailsfor
eachfieldintheAssetsgroup.
Assetoptions
Usethisaccountto
BankAccount
recordyourdailytakings.
Inventory
recordchangestothevalueofyourstock.
TradeDebtors
recordhowmuchmoneyisoutstandingonaccountsfromyourcustomers.
PrePaidGST
recordtheGSTyouhavepaidaspartofsalesorderpayments.
Liability UsefieldsintheLiabilitygrouptoassignliabilityaccounts.Thefollowingtableprovides
detailsforeachfieldintheLiabilitygroup.
Liabilityoptions
Usethisaccountto
CreditNotesIssued
recordtheamountofoutstandingcreditnotesissuedtocustomers.
DepositsReceived
recordtheamountofoutstandingdepositsreceivedfromcustomers.
GiftVouchersIssued
recordthevalueofoutstandinggiftvouchersissuedtocustomers.
4 5
Liabilityoptions
Usethisaccountto
LaybyPayments
recordthevalueoflaybypaymentsreceivedfromcustomersuntilthegoodsare
collected.
SalesOrderPayments
recordthevalueofsalesorderpaymentsreceivedfromcustomersuntilthegoodsare
collected.
Income UsefieldsintheIncomegrouptoassignincomeaccounts.Thefollowingtableprovides
detailsforeachfieldintheIncomegroup.
Incomeoptions
Usethisaccountto
Sales
recordincomereceivedfromallsales,includingstandardandaccountsales,creditnotes
andgiftvouchersredeemed,laybysaleswhenfinalisedanddepositsused.
FreightonSales
recordincomereceivedfromsalesofstockmarkedasaFreightitem.
Expense UsefieldsintheExpensegrouptoassignexpenseaccounts.Thefollowingtableprovides
detailsforeachfieldintheExpensegroup.
Expenseoptions
Usethisaccountto
AccountSalesDiscount
recordthediscountsgivenonaccountsales.
TillShortage
recordthetotalamountofalltilldifferencesfortheday(orsession).
CostofSales UsefieldsintheCostofSalesgrouptoassigncostaccounts.Thefollowingtable
providesdetailsforeachfieldintheCostofSalesgroup.
CostofSales
options
Usethisaccountto
CostofGoods
recordthevalueofstockthatwassoldinaday(orsession).
LastCost
Variance
recordthechangingvalueofyourstock(thestockvariance).Thisisnotrecordedifyouselected
AverageCostintheGeneralOptionswindow.
CostofFreight
recordthetotalcostoffreightfortheday(orsession)ofstockmarkedasFreightitems.
ClearingAccount TheClearingAccountgroupcontainsonefieldthatallowsyoutosettheclearing
accountnumberforRetailManager.
The Banking Export tab

TheBankingExporttaballowsyoutosetupappropriategroupsofpaymenttypestobeassociated
withspecificaccountsinyourbusinessmanagementsoftware.Forexample,youmightwanttohavea
specificaccountforcashandchequesthatisupdatedwithyourdailyphysicalbankingtransactions.
Export groups explained

Whenyoumakeasale,thereareanumberofpaymentmethodsbywhichthecustomercanpayforthe
goods.Thecustomermaypaybycashorcheque,paymentmethodswhichareusuallybankeddaily,or
bycreditcardoranothermethodwhichisusuallybankedperiodically.
46
C H A P T E R 1
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InRetailManager,exportgroupsareusedtogrouptogetherpaymenttypes(suchascashandcheques)
andtoexportthemindependentlytothecorrespondingPaymentTypeaccountusedinyourMYOB
businessmanagementsoftware.Thisallowsyoutoassignpaymenttypestotheexportgroupsbased
onthefrequencywithwhichyoubankthosepayments.
NOTE : Setupexportaccountsbeforeexportgroups Youcanonlycreateexportgroupsifyouhave
completedthedetailsintheAccountingwindow.SeeSettingupRetailManagertoexporttoyourbusiness
managementsoftwareonpage 42formoreinformation.
Anexampleexportgroup InyourMYOBbusinessmanagementsoftwareyoumayhaveanaccount
calledBankAccount,accountnumber11000,whichyouuseforallyourcashandchequepayments.In
RetailManager,youwouldcreateanExportGroupcalledBank,giveitthesameaccountnumber,
11000,andthenassignthepaymenttypesCashandChequetoit.Inthiswayonlycashandcheque
paymentsareexportedtoyourBankAccountinyourMYOBbusinessmanagementsoftware.
IfinyourMYOBbusinessmanagementsoftwareyouhadanotheraccountsolelyforVisaand
MasterCardpayments,inRetailManageryouwouldthencreateasecondExportGroupcalled
CCARD1,givethegroupthesameaccountnumberandassignthepaymenttypesVisaandMasterCard
toit.
NOTE : Exportgroupsarenotcompulsory Ifyoubankallyourtakingsintothesamebankaccount,then
thereisnoneedtosetupExportGroups.Inthissituation,allpaymenttypesareexportedtothebankaccount
specifiedintheBankAccountfieldintheAccountingwindow.
YoucandefineasmanyExportGroupsasyouwantoneforeachpaymenttypeifyouwant.Any
paymentsyoudontassigntoanExportGroupwillbydefaultbeexportedtotheaccountnumber
specifiedintheBankAccountfieldintheAccountingwindow.Werecommendthatyouenterthe
MYOBbusinessmanagementsoftwareaccountnumberforyourcashandchequepaymentsinthe
(mandatory)BankAccountfield,andthencreateanExportGroupwiththeCashandChequepayment
typesusingthesameaccountnumber.
EachExportGroupcanuseanyaccountcode.WhenRetailManagerexportsinformation,ajournal
entryiscreatedforeachExportGroup,againsttheaccountcodedefinedforthatExportGroup.The
accountnumbersyouspecifyforeachExportGroupmustcorrespondtoaccountsinyourMYOB
businessmanagementsoftware,ortheexportwillfail.
BeforeyousetupyourExportGroups,makesureyouhave:
enteredallyourexportaccountsintheAccountingwindow
enteredyourexportaccountfortaxonsales
specifiedtheMYOBbusinessmanagementsoftwareyouuseintheAccountingPackagefield
specifiedthelocationinwhichyouwanttosavetheexportfiles.
To create an export group

1
GototheToolsmenuandchooseOptions.TheOptionswindowappears.
SelectAccounting.TheAccountingwindowappears.
4 7
ClicktheBankingExporttab.Thefollowingwindowappears.
Yourpaymenttypes(setupinthePaymentTypesOptionswindow)arelistedintheAvailable
PaymentTypesgroupintherightsectionofthewindow.
4
ClickCreate.TheExportGroupwindowappears.
EnteranamefortheExportGroup,suchasCashorEFTPOS.
ClicktheAccountfieldandentertheaccountcodetowhichyouwanttoexportthesepaymentsin
yourMYOBbusinessmanagementsoftware.
ThesamenamingrulesapplyasintheAccountingwindowomitanyhyphens,andmakesurethat
theExportGroupaccountcodeyouentercorrespondstotheaccountnumberspecifiedinyour
MYOBbusinessmanagementsoftwareforthepaymenttype(s).
ClickOK.ThenewexportgroupisdisplayedinthePaymentGroupsfield.
To associate a payment type with a new export group

1
IntheAvailablePaymentTypesfield,highlightthepaymenttypethatyouwanttoassociatewith
anexportgroupandthenclicktheleftarrow( )tomovethepaymenttypetotheAssociated
PaymentTypeslist,andtherightarrow( )tomovethemback.
Whenyouhaveassociatedtherequiredpaymenttypeswiththisnewexportgroup,clickCreateto
addthenextexportgroup.
Asyoucreatemultipleexportgroups,youcanclickeachExportGroupinyourlistinthePayment
Groupslist,andtheassociatedpaymenttypesaredisplayedintheAssociatedPaymentTypeslist.
Youcanstillatthispointusetheleftandrightarrowstochangewhichpaymenttypeyouwantin
whichExportgroup.
ClickApply.
To delete an export group
48
FromthePaymentGroupsfield,selectanexportgroup.
ClickDelete.
C H A P T E R 1
S E T T I N G U P
To set up tax codes for export

Formoreinformationaboutsettinguptaxcodes,seeCreatingtaxcodesonpage 56.
1
GototheAdminmenuandchooseSetTaxCodes.TheTaxCodesListwindowappears.
ComparethislistoftaxcodeswiththetaxcodesusedinyourMYOBbusinessmanagement
software.
AdjustthetaxcodelistitemsinyourMYOBbusinessmanagementsoftwaretoincludethecodes
usedinRetailManagerifnecessary.
Moreinformationonsettinguptaxcodes Formoreinformationonsettinguptaxcodes,see
yourMYOBbusinessmanagementsoftwaredocumentation.
NOTE :
EnsurethatanMYOBbusinessmanagementsoftwareaccountnumberisenteredintotheA/Cfor
taxonSalesfieldforeachoftheRetailManagertaxcodes(withoutthehyphen).
NOTE : Suppliernames IfyouvebeenusingMYOBbusinessmanagementsoftwareinconjunctionwith
RetailManager,youneedtomakesurethatthenamesofsuppliersusedinRetailManagerexactlymatch
thesuppliernamesshownonSupplierCardsinyourMYOBbusinessmanagementsoftware.Namesare
caseandspacesensitive.
Setting up your MYOB business management software to

import from MYOB RetailManager
ToenableyourMYOBbusinessmanagementsoftwaretoimportfromRetailManager,youneedtoset
apreferenceinthePreferenceswindow,sothatyourMYOBbusinessmanagementsoftwarelooksfor
aRetailManagerimportfileonstartup.
1
StartyourMYOBbusinessmanagementsoftware.
GototheSetupmenuandchoosePreferences.ThePreferenceswindowappears.
4 9
IntheSystemtab,selecttheIUseMYOBRetailManageroption.
ClickOK.
Serial number options

Serialnumberoptionsenableyoutosetparametersforhowserialnumbersarehandledin
RetailManager.Serialnumberscanbeusedforwarrantytrackingandinventorycontrol.
SeeSerialnumbersonpage 158forinformationaboutworkingwithserialnumbersinRetailManager.
To display the serial number options

1
SelectSerialNumber.TheSerialNumberOptionswindowappears.
RefertothefollowingsectionfordetailsoftheoptionsintheSerialNumberOptionswindow.
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C H A P T E R 1
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PrintWarrantyDateonReceipts
serialnumberonyourreceipts.
Selectthisoptiontoprintthewarrantydateassociatedwitha
PrintSerialNumberswithGoodsReceived SerialnumbersenteredintheGoodsReceivedSerial
NumberwindowwillbeprintedontheGoodsReceiveddocket.
PromptforSerialNumberEntry ForstockitemsthathavetheTrackSerialnumberoptionselected,
RetailManagerwillpromptyoutoenteraserialnumberfortheselecteditem.
EnforceUniqueSerialNumbers TheEnforceUniqueSerialNumbersoptiondirectsRetailManager
toensurethatserialnumbersarenotrepeated.Youcanchoosetohaveuniqueserialnumbersforyour
completeinventory,forsamestockitemsorforaparticularsupplier.Choosetheappropriateoptionto
selectthemethodofenforcinguniqueserialnumbers.
Alerts options
YoucansetoptionsintheAlertstaboftheOptionswindowtodisplayornotdisplayalertmessagesin
RetailManager.
Thealertmessageoptionsare:
Promptfordatabackupwhenclosing Selectthisoptiontodisplaythedatabasebackupmessage
whenyoucloseyourRetailManagershopfront.
Promptfordatabackupwhenopening Selectthisoptiontodisplaythedatabasebackupmessage
whenyouopenyourRetailManagershopfront.
PromptforStockSecuritysettings Selectthisoptiontodisplaythealertmessagedetailingthe
windowsaffectedbysecurityrestrictionsappliedtotheStockwindow.
DisplayPartialStocktakeSheetsPrompt Selectthisoptiontodisplayamessageaskingifyouwant
toprintoutstocksheetsduringapartialstocktake.
Email options
YoucanspecifyemailoptionsinboththeEmailDefaultstabandtheEmailProgramtaboftheOptions
window.
EmailDefaults Youcanspecifythedefaultsubjectandmessagetextthatyouwanttousewhenyou
emailyourtransactiondocumentsandcustomerstatements.Notethatyoucanchangethistextbefore
yousendanemail.
Thedefaultemailmessagetextincludesemailtags.Youcanusethesetagstopersonalisetheemail
message.Forexample,tostartyouremailwithDearMrsJones,usethe[Salutation]and[Surname]
tags.Notethatyoucanaddandremovetagsasrequired.
NOTE : Blankfieldsinthecustomersrecord Thedetailsforemailtagsaretakenfromthecustomers
record.Ifthedetailsinthecustomersrecordareblank,thetagwillbeleftblankintheemail.Checkthatthe
customersrecordiscompletebeforesendingtheemail.
Fortransactiondocuments,youcanalsoselectanoptiontoincludethedocumentnumberintheemail
subject.
5 1
EmailProgram Ifyouhavemorethanoneemailprograminstalledonyourcomputer,youcanselect
theprogramyouwanttousetoemailyourcustomerstatements,transactiondocumentsandcustomer
contactgroups.
To set your default text for emailing transactions and customer statements
1
SelectEmailDefaults.TheTaxInvoicetabisdisplayed.
Specifythesubjectandmessagetextyouwanttousewhenyouemailtaxinvoices.
Ifyouwanttoaddanemailtag,rightclickwhereyouwantthetagtoappear.Fromthemenuthat
appears,selectInsertpersonalisedtagsandthenselectthetagyouwanttouse.
ClicktheSalesOrderstabandrepeatfromstep 3above.
Whenyouhavespecifieddetailsineachofthetabs,clickApplyandthenclickOK.
Whenaninformationwindowappears,clickOK.
52
C H A P T E R 1
S E T T I N G U P
To set your default email program

1
SelectEmailProgram.
FromtheEmailProgramlist,selecttheprogramyouwanttouseandclickOK.
Tax codes
MYOBRetailManagerisdesignedfortheGoodsandServicesTax(GST)system.UndertheGSTsystem
everystockitemeitherattractsGSTorisGSTfreeandshouldbeassignedataxcodeinRetailManager.
BasictaxcodeshavebeensetupinRetailManager,andaredescribedinthefollowingtable.
Taxcode
Use
FRE
ifyouareoperatingundertheGSTsystem,foritemsthatareGSTfreesuchassome
typesoffood,medicalsupplies,educationalmaterial,etc.
(GSTFree)
GNR
(GSTNonRegistered)
ifyouarenotregisteredforGST(i.e.ifyourannualturnoverislessthan$75,000or
ifyouareanonprofitorganisation).
GST
ifyouareoperatingundertheGSTsystem,foritemsthatattractGST.
(Goods&ServicesTax)
INP
(InputTaxed)
NT
(Notax)
ifyouareoperatingundertheGSTsystem,forinputtaxedsuppliessuchasfinance
chargesandresidentialrents.
foritemsthatareoutofscopeofGST,suchassalariesandwagesandsecurity
deposits,etc.
Usingtaxcodes Ifyouareunsureaboutthetaxapplicableforanitem,checkwithyourtax
consultantoryourlocaltaxationoffice.Youcanchangethedefaulttaxcodeforsalesandpurchases.
NOTE :
TAXCODES
5 3
Inadditiontothetaxcodeslisted,youhavetheoptiontoaddnewtaxcodesdependingontheneeds
ofyourbusiness.SeeCreatingtaxcodesonpage 56formoreinformation.
Thefollowingtopicsareincludedinthissection.
Topic
See
Settingupdefaulttaxcodes
below
Exportingtaxinformation
page 55
Creatingtaxcodes
page 56
Editingtaxcodes
page 57
Deletingtaxcodes
page 58
Settingupitemtaxcodes
page 58
Recordingacustomerstaxterms
page 59
Settingupsupplierdetails
page 60
Setting up default tax codes

Defaulttaxcodescanbesetforsales,purchasesandfreight(inGoodsReceived).
Whenyousetupdefaultsaleandpurchasetaxcodes,anynewstockitemyoucreateinRetailManager
willbeassignedthesedefaulttaxcodes.Thedefaulttaxcodeyousetforfreightwillappearinthe
FreightfieldintheGoodsReceivedandReturnedGoodswindows.
NOTE :
Freight
NotethatfreightattractsstandardGST.
Makesurethedefaulttaxcodesyouenterreflectthetaxcodeofthemajorityofyourstockitems.For
example,themajorityofitemsthatagiftshoppurchasesandsellswillattractGSTthereforethe
defaultpurchaseandsaletaxcodesshouldbesettoGST.Ontheotherhand,afruitshopshould
probablysetthepurchasetaxcodetoFRE(asfruitisGSTfree),anddefaultsaletaxcodetoFRE,asfresh
fooddoesnotattractGST.
YoucanchangeanitemsdefaulttaxcodesintheStockwindow.Youcanalsochangeanitemssaletax
codeatthepointofsale,andthepurchasetaxcodewhenreceivingtheitemintostockintheGoods
Receivedwindow.
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C H A P T E R 1
S E T T I N G U P
To set up default tax codes

1
Setdefaulttaxcodeshere
2
SetthedefaulttaxcodesforPurchases,FreightandSalesbyclickingineachfieldandselectingthe
requiredcodefromthedisplayedlist.
ClickClose.
Exporting tax information

IfyouplantoexportinformationfromMYOBRetailManagertoyourMYOBbusinessmanagement
software,notethefollowing:
Eachtaxcodemustbeassignedanexporttaxcode.MYOBAccountingandMYOBPremieruse
3charactertaxcodes.
EachtaxcodemustbelinkedtotheappropriatetaxcollectedonsalesaccountinyourMYOB
IfyoucreateadditionaltaxcodesinRetailManager,makesureyoucreatethesameadditionaltax
codesinyourbusinessmanagementsoftware.
ThefollowingtablelistsanddescribestaxrelatedaccountsinyourGSTreadyMYOBbusiness
managementsoftware.ThiswillgiveyouanideaofwhataccountsarerequiredtolinktheGSTcodesin
RetailManager.YoucouldalsosimplifythisaccountstructureandcreatejustoneaccountcalledGST
Collected&Paidifyouwant.
Account
Number
AccountName
AccountType
AccountDescription
23000
GSTLiabilities
Header
Thisaccountreportsatotalfigureforthe
detailGSTaccountslistedbelowthisheader
account.
23100
GSTCollectedonSales
DetailAccount
(Postable)
ThisaccountrecordsanyGSTyouhave
collectedfromyourcustomers.
23200
GSTPaidonPurchases
DetailAccount
(Postable)
ThisaccountrecordsGSTyouhavepaidto
yoursuppliersandvendors.
TAXCODES
5 5
To set up export information

1
GototheAdminmenuandchooseSetTaxCodes.
Selectataxcodefromthedisplayedlistbyclickingit.
EnterthecorrectexporttaxcodeintheExportTaxCodefield.
IntheA/CfortaxonSalesfieldentertheaccountnumberusedbyyourbusinessmanagement
softwaretorecordtaxcollectedfromsales.
Inthefollowingexample,theaccountfortaxonsalesisaccount23100,whichisthedefaultGST
PayableControlAccountinMYOBbusinesssoftware;theexporttaxcodeisGST.
ClickCommit F10orpressF10tocommittheinformation.
Creating tax codes

Inadditiontotheexistingtaxcodes,youcancreateyourowntaxcodes,dependingontheneedsof
yourbusiness.
Exportsales Ifyourbusinesssellsgoodsoverseas,youmayneedtosetupaseparatetaxcodesuchas
EXPtorecordexportsales.ExportsalesdonotattractGSTandthereforeshouldshowaGSTrateof 0%.
NotethatthetaxcodeFREwhichissetupbydefaultinRetailManagerisusedforgoodswhichare
GSTfreesuchasfoodandmedicalsupplies,andshouldnotbeusedforexportsales.
Settingupaseparatetaxcodeforexportsaleswillenableyoutoidentifysalesmadetooverseas
customersthroughRetailManagerreportsandhelpyoucompletetheBusinessActivityStatementfor
yourbusinesscorrectly.
Chargingfreightonexportsales Ifyourbusinesschargesfreightonexportsales,seeSettingupa
freightitemonpage 112formoreinformation.
NOTE :
56
C H A P T E R 1
S E T T I N G U P
To create a new tax code

NOTE : TaxCodesreport YoucanruntheTaxCodesreportforalistofallyourtaxcodesincludingthe
type,rateandexportaccountforsales.SeeReportsonpage 265,formoreinformationongeneratinga
report.
PressF5orclickNewTaxCode F5.TheTaxCodeInformationwindowappears.
EnterthetaxcodeyouwanttocreateintheTaxCodefield.Thiscodecanbeuptothree
alphanumericcharacters.
Entertheexporttaxcode.Thisfielddefaultstothetaxcodeyoujustentered.SeeExportingtax
informationonpage 55formoreinformation.
EnteradescriptionforthetaxcodeintheDescriptionfield.
SelectthetaxtypebyclickingintheTaxTypefieldandchoosingfromGoods&ServicesTax,Input
Taxed,andSalesTax.
EnterthetaxrateintheRatefield.
IfyouintendtoexportinformationfromRetailManagertoyourbusinessmanagementsoftware,in
theA/CfortaxonSalesfieldentertheaccountnumberusedbyyourbusinessmanagement
softwaretorecordtaxcollectedfromsales.SeeExportingtaxinformationonpage 55formore
information.
Editing tax codes

RetailManagerallowsyoutochangeataxcodesdescription,type,rate,exportcodeandaccount
information.
Youcannotchangethetaxtypeifthetaxcodehasbeenusedinatransaction,assignedtoanitem,
orsetupasadefaulttaxcode.
NOTE :
To edit a tax code

1
IntheTaxCodesListwindow,clickthetaxcodeyouwanttoedit.Thetaxcodedetailsaredisplayed
intheTaxCodeInformationwindow.
Maketherequiredchanges.
TAXCODES
5 7
Deleting tax codes

Ifyoucreatedataxcodebymistake,youhavetheoptiontodeleteit.
Youcannotdeleteataxcodethathasbeenassignedtoanitem,usedinatransaction,orsetupas
thedefaulttaxcode.
NOTE :
To delete a tax code

1
GototheTaxCodesListwindow.Selectthetaxcodeyouwanttodeletefromthelistbyclickingit.
ThetaxcodedetailsaredisplayedintheTaxCodeInformationwindow.
ClickDelete.Thetaxcodeisremovedfromthelist.
Setting up item tax codes

Youcanchangethepurchaseorsaletaxcodeofanexistingitem.
Youshouldtakecaretoensureyouritemsusethecorrecttaxcodes.Ifyourbusinessdealswithfresh
food,whileyoumayhavesomeitemswhichwillattractGST,mostofyouritemsmaybeGSTfree.
To set up item tax codes

1
GototheInformationmenuandchooseStock.
Enterthestockitembarcodetodisplaytheitemrecord.
AdjustthetaxcodesusedinPurchasesandSales.
ThisillustrationshowsthePurchases(Cost)andSalestaxcodessettoGST.
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C H A P T E R 1
S E T T I N G U P
Recording a customers tax terms

RetailManagerallowsyoutorecordanABNforcustomerswhoareregisteredforGST.
To record a customers tax terms

1
GototheInformationmenuandchooseCustomers.
EnsuretheGeneraltabisselected.
Ifapplicable,selecttheCustomerRegisteredforGSToptionandenterthecustomersABNinthe
ABNfield.
NOTE : DisplayingacustomersABNoninvoicesanddockets. IfyouwantthecustomersABNto

appearontaxinvoicesanddockets,youmustselecttheIncludeCustomersABNonInvoice/Dockets
optionintheGSTOptionswindow.Formoreinformation,seeCustomisingMYOBRetailManageron
page 21.
Whetherornotyouusethisfeaturewilldependonyourlocaltaxationlaws.Forexample,certain
taxationlawsmaystipulatethatoveracertainvalueofsales,theinvoicemustshowthecustomers
name,addressandABN.Checkwithyourtaxconsultantorthetaxationofficeabouttheserules.
TheATOhavestipulatedthat:
ifacustomerismakingapurchaseof$1,000ormoreinclusiveofGST,thentheinvoicemust
showeitherthecustomersnameandaddress,orABN
ifthesaleis$55ormoreandlessthan$1,000includingGST,theinvoicedoesnotneedtoshow
thecustomersnameandaddressorABN
ifthesaleislessthan$50includingGSTaninvoicedoesnotneedtobeprovided.
Ifyourcustomerisaforeignbusiness,deselecttheCustomerRegisteredforGSToptionandselect
theOverseasCustomeroption.NotethatinRetailManager,acustomercannotbebothregistered
forGSTandbeaforeignbusiness.
4
TAXCODES
5 9
Setting up supplier details

RetailManagerallowsyoutorecordwhetherasupplierhasregisteredforGSTandifso,itallowsyouto
recordtheirABN.
WhenyousetRetailManagertoprintinvoicesanddocketsinGSTformat,anumberofGSTrelated
changesoccurinyourshopfront.Oneofthesechangesprotectsyoufromrecordingapurchaseofan
itemincludingGSTwhenGSTisnotincludedintheprice.Ifanitemstaxcodewhenpurchasedissetto
GSTandyouarepurchasingtheitemfromanunregisteredsupplier(youhavenotrecordedthe
suppliersABNinRetailManager),RetailManagerwillchangethetaxcodefromGSTtoGNRasGSThas
notbeenincludedinthepurchaseprice.
To set up supplier details
60
GototheInformationmenuandchooseSuppliers.
EnsuretheContact1tabisselected.
SelecttheSupplierRegisteredforGSToptionforyoursupplierswhocollectGST,andentertheir
ABNintheABNfield.
C H A P T E R 1
S E T T I N G U P
2 Getting to know
RetailManager
ThischapterdescribesbasicMYOBRetailManagerfunctionalitysuchasnavigation,searching,andthe
useoftouchscreens.
YoushouldbefamiliarwiththeWindowsoperatingsystem,includingstandardmouseconventions
suchasdoubleclick,rightclickandsoon.SeeNavigatinginMYOBRetailManageronpage 62foran
explanationofsometermsusedinthismanual.IfyouneedhelpusingtheWindowsoperatingsystem,
pleaseseeyourWindowsdocumentation.
About MYOB RetailManager

MYOBRetailManagerisaninventorybasedretailsystem Someretailersmaynotuseinventory
management.Restaurants,cafs,andsomeservicebasedretailbusinessesareexamplesofretail
organisationsthatmaynotrequirefullinventorymanagement.
ARetailManagerstockitemcanbedefinedwithastaticquantity,meaningthatinventoryrecordsare
notkept,andthequantityofthestockitemcurrentlyinstockwillnotbeadjustedwhensold.For
example,youcoulddefinethefollowingfoodanddrinkitemswithstaticquantities:
11
FlatWhite
$2.00
22
Machiatto
$1.80
33
Cappuccino
$2.20
77
Entree
$4.95
88
MainMeal
$9.95
Youcanmixandmatchitems.Forexample,anelectricalretailerwillbeusingextensiveinventory
managementfeaturesmostofthetime,butwillhaveseveralitemslistedasstaticquantitieslabour,
servicefees,andsoon,whileahairdressermayhaveadditionalinventorybaseditemsforsale,anda
cafmayhaveeveryitemlistedwithstaticquantities.
SalesinformationrecordedbyMYOBRetailManager TheRetailManagersalestransactioncan
utilisecompletesalesinformationincludingcustomernumber,sellingprice,taxcodeanddiscount.
Manyretailersdonotuseallofthesefields.TheSkipFieldsoptionscanbesetsothatsomeorallof
thesefieldsareskippedbydefaultwhenmakingatransaction,resultinginaquickertransactionwith
fewerrequiredkeystrokes.
61
Forexample,itisunlikelythatacoffeeshopwouldrequirecustomerrecords,sotheSkipCustomer
NumberoptioncanbesettoomitskiptheCustomerfieldintheSaleswindow.
YoucanalsocustomisethewindowsusingprogrammablePOSkeyboardsandmacrokeyboardutilities.
Recordingthestaffmembermakingeachsale Whenasaletransactionismade,thecurrentstaff
numberisrecordedalongwiththesale.Thisisusefulforanyorganisationthatworkswithsales
commission,monitorssalesperformancebystaff,orneedstotrackstaffagainstspecificsales.Youcan
makeyourstaffrecordsasbrieforascomprehensiveasyourequire.RetailManagerssummaryand
detailCommissionreportsallowyoutoseeexactlywhomakesthesalesandtheprofitinyour
business.
Someretailbusinessesmaynotwanttousethecompletesetofstaffmanagementfeatures.Ifyou
dontneedtorecordtheindividualstaffmembers,youcancreateasinglestaffnumberforexample,
1tobeusedasthedefault.
Inaddition,ifyouuseaprogrammablePOSkeyboardoraretailkeymacroutility,youwillusually
predefinestandardsalestoincludethedefaultstaffperson.
Navigating in MYOB RetailManager

ItisquickandeasytonavigateinMYOBRetailManager.IfyouveusedWindowsbefore,youwill
alreadybefamiliarwithmostofthetechniquesyouwillneedtogetaroundinRetailManager.
Keyboardshortcuts YouwillbetoldthroughouttheUserGuideofthevariouskeyboardkeysthat
youcanuseindifferentsituations.KeyboardshortcutsarealsoprintedonthebackcoveroftheUserGuide.
NOTE :
YoucannavigateinmostoftheRetailManagerwindowswithonlythekeyboard,usingacombination
ofshortcutkeys,functionkeys,andotherkeyboardkeys.Onlysomeofthewindowsthatareusedfor
moreadvancedfunctionsinRetailManagerforexamplewhenlookingatgraphsorreportsmight
requireamouse.
ThischaptercoversallthebasicsyouneedtoknowtogetaroundinRetailManager,andincludesthe
followingtopics:
Typesoffieldsbelow
Functionandkeyboardcommandsonpage 65
RetailManagerhelpoptionsonpage 67.
Types of fields
ThereareseveraltypesoffieldsusedinMYOBRetailManager,whichyouwillalreadybefamiliarwithif
youveusedWindowsbefore.Thedifferentfieldtypes,andhoweachofthemwork,areexplained
below.
Dataentryfields DataentryfieldsareusedthroughoutRetailManagertoenterdata.Thesearenot
freetextfields;youeitherhavetoenteravalidvalue,orcreateanewvalue.
FromadataentryfieldyoucanpresstheF2functionkeytodisplayasearchforlistoftheavailable
valuesforthatfield.Forexample,intheSaleswindow,pressF2whenthecursorisintheStafffieldto
62
C HA P T E R2
G E T T I NG T O K NO W R E T AI L M AN A G E R
displaytheSearchforStaffNo.window,listingalltheavailablevaluesforthisfield.Alternatively,you
canclickthesearchicon( )nexttoadataentryfieldwiththemouseor,ifyouhaveatouchscreen,
touchitwithyourfinger.
Textfields Textfieldsareusedtoenterfreeformtext.Therearegenerallyfewrestrictionsonwhat
youcanenterinatextfield,however,itisrecommendedthatyouonlyusealphanumerics.Somefields,
however,willonlyallowyoutoenternumbers,forexamplewhenyouarespecifyingadaterangefora
report.
Buttons ButtonsaresometimesusedinRetailManager,suchastheCommit F10button,which

appearsatthebottomofseveralwindows,andisusedtocommit(save)transactions.Thebuttoncan
oftenbegreyedout,indicatingthatyouhavententeredenoughdatatocarryoutthefunctionofthe
button.
Arrowbuttons Therightandleftarrowbuttonsareusedtomovevaluesfromonelisttoanother.You
canfindthesebuttonsintheBankingExporttaboftheAccountingOptionswindow.
Theupanddownarrowbuttonsareusedtomovevaluesupanddownthelist.Youcanfindthese
buttonsinthePaymentTypeOptionswindow.
ShowMeHowbuttons YoucanusetheShowMeHowbuttonsinRetailManagertoviewtutorials
aboutRetailManagerfeatures.Thesebuttonsareusuallydisplayedoninformationmessagesthat
describenewfeatures.
Messagebars AMessagebarisincorporatedatthebottomofmostRetailManagerwindows,and
displayseitherdescriptionorinstructioninformationrelevanttothefieldinwhichthecursoris
currentlypositioned.
NAVIGATINGINMYOBRETAILMANAGER
6 3
Grids AGridisaframecontainingalistofdata;gridsappearinseveralRetailManagerwindows.Data
canoftenbeselectedfromgrids.
Mostgridshavecolumnheadingswithasterisks(*),whichindicatesthatyoucanclickthecolumn
headingtosortthegridbythatheading.Forexample,youcansortthegridabovebydescriptionand
costbyclickingtheDescription*orCost*columnheading.
Youcanleftclicktheheadingtosortthelistinascendingorder,andrightclicktheheadingtosortthe
columnindescendingorder.Whereacolumnappearsinyellow,youcandirectlyeditvalueswithinthat
column.
Dropdownlists Dropdownlistsshowalistofavailableoptionsforafield.Todisplayadropdown
list,clickthearrowtotherightofthefield.Usethescrollbartomoveupanddownthelist;clickthe
valueyouwanttoselect,orhighlightthevalueandpressENTER.
Checkboxes Checkboxesareusedtoselectavalue.Clickthecheckboxwiththemouse(orpressthe
SPACEBAR)toselectanddeselectthevalue.
Radiobuttons Radiobuttonsareusedwhenyoucanselectonlyoneoptionfromalist.Clickthe
radiobuttonwiththemouse(orpresstheSPACEBAR)toselectanddeselecttheoption.
Tabs Tabscantypicallybefoundatthetopofawindow,suchasintheOptionswindow.Eachtabis
labelled,thelabeleffectivelybeingawindowtitle;youcanviewthewindowbyclickingthetab.
Assisticons Assisticonsappearnexttodateandnumericfieldsandmakedataentryeasier.Ifyou
haveatouchscreen,youcantouchtheassisticonwithyourfinger.
64
C HA P T E R2
AssisticonsnexttofieldswhereanumericvalueisrequiredsuchastheDiscountandSell
fieldsdisplaythecalculator.
Assisticonsnexttodatefieldsdisplaythecalendar.
Searchicons SearchiconsadjacenttofieldssuchastheStaff,CustomerorBarCodefieldletyoulook
upalistofvalidvaluesfromwhichyoucanlocateandselectavalue.
Insomefields,searchiconsletyouenterpartofthevaluesothatitiseasiertolocateitinalist.Ifyou
haveatouchscreen,searchiconsinthesefieldswillopenaVirtualKeyboardthatyoucanusetoenter
text.
Recordselectorbuttons TheRecordSelectorbuttonappearsininformationwindowsCustomers,
Staff,Suppliers,andStockandisusedtoscrollthroughthelistofavailablerecordsintheorderyou
specified.Forexample,toviewalistofallyourstockitems(records)inorderofbarcode,clicktheSort
BybuttonandselectBarcodefromthedisplayedlist.ThenusethearrowsoneithersideoftheSortBy
buttontoscrollthroughthelistofbarcodessortedinnumeric,alphanumericoralphabeticalorder
(dependingonyournamingconvention).
Function and keyboard commands

MostMYOBRetailManagerfunctionscanbeperformedusingfunction,shortcutkeysandthestandard
keyboardcommands.
Theyareusedprimarilyforopeningnewwindows,forcertainfunctionswithinwindowssuchas
committingatransactionorformovingtofieldswithinawindow,dependingonthedatayouwantto
enter.
AnexampleofafunctionkeyisF12,whichtakesyoubackonestepinawindow.
AnexampleofashortcutkeyisF6,whichopensanewSaleswindow.
ThestandardkeyboardcommandsincludeSHIFT+TAB.ThisistheequivalentoftheF12functionkey,
whichtakesyoubackonestepinawindow.
Where to find these commands

AlistoffunctionkeysandkeyboardcommandsusedinRetailManagercanbefoundonthebackcover
oftheUserGuide.Thislistincludesfunctionkeys,shortcutkeys,menucommandkeysandthestandard
keyboardcommands.
YoucanalsoaccessthesekeyboardcommandsinRetailManagerfrom:
themenusatthetopofthewindow,whichgiveshortcutkeysforselectedmenuitems
6 5
themessagefieldatthebottomofawindow,whichadviseshowyoucannavigatefromfieldto
field
thelabelonabutton,forexample,theCommit F10buttonintheSaleswindow.
Opening the till drawer

Theshortcutkeyforopeningthetill(cash)drawerisCTRL+Z.
Moving between fields in a window

YoucanmovethecursorfromonefieldtothenexteitherbypressingTABorENTER.Tomovebackafield,
holddownSHIFTandpressTAB,orpressF12.
Moving between windows

AsyoucanhaveanynumberofwindowsopenatonceinRetailManager,allowingseveralsalespeople
tousethesametill,youneedtobeabletomovequicklybetweenthewindows.Tomovebetween
windows:
pressCTRL+TABtocyclebetweenwindows,or
pressALT+WtoopentheWindowsmenuatthetopofyourscreentoviewalistofopenwindows.
Then,eitherusethearrowkeystomovedowntothewindowyouwantandpressENTERtoselectit,
ortypethenumberofthewindowyouwant.
Closing windows
Tocloseawindow:
clickthecloseicon(
presstheESCkeyifyouhavedatadisplayed,pressESCtwice,asthefirsttimewillclearthe
transactiondetails,thesecondtimewillclosethewindow.
)inthetoprightcornerofthewindowifyouareusingamouse,or
MYOB RetailManager calculator

Thecalculatormakesiteasytocalculatevaluessuchasdiscountsandsaleprices.
Noticethethreeextrakeys
onthecalculator.Whenthecursorispositionedinthe
SellfieldintheSaleswindow,youcandisplaythecalculatorandthenpressCostorSell,todisplaythe
costpriceorthesellpriceoftheitem,makingiteasierforyoutocalculateanydiscountontheitem.To
giveacustomera10%discountonanitemthatyouusuallysellfor$20,enterSell10%inthe
calculator.TheSellfielddisplays$18.
TheTbuttoncanbeusedinthefieldtocalculatethequantitywhensellinganamountworthofa
product.Forexample,ifthecustomerwantstopurchase$23worthoflollies(taxinclusive),displaythe
calculatorandenterT23.TheQtyfieldwilldisplaythenumberoflolliesthecustomercanbuyfor$23
(taxinclusive).
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C HA P T E R2
YoucanalsousetheTbuttontoroundasaletotalintheDiscountfield.Forexample,ifthetotalsale
amountis$1340.85andyouwanttorounditdownto$1300,pressT1300andclickEnterinthe
calculator.TheDiscountfielddisplays$40.85.
NotethatinfieldswhereyoucannotusetheSell,CostandTcalculations,thesebuttonswillbegreyed
out.TheCostbuttonwillalsobegreyedoutifyouhavepasswordprotectedCostPricingdetails.See
Securityonpage 283formoreinformationaboutpasswordprotectingfields.
ActivatethecalculatorbypressingF2whenthecursorisinthefieldorbyclickingortouchingtheassist
icon( ).
Windows calculator
YoucanalsousethestandardWindowscalculatorfromwithinRetailManager.Toactivatethe
calculator,gototheToolsmenuandselectCalculator,orpressCTRL+Afromanywherein
RetailManager.
Windowscalculator
functiontowork.
NOTE :
YoumusthavetheWindowscalculatorinstalledonyourcomputerforthis
MYOB RetailManager calendar

YoucanactivatetheRetailManagercalendarfromfieldsthatrequireyoutoenterthedate.Todisplay
thecalendareitherpressF2,orclickortouchtheassisticon( )whenthecursorisinadatefield.
Selecting a date
UsethemouseandclickthedateandthenSelect,or
UsethePAGEUP/PAGED OWNkeystoselectthemonth,andthearrowkeystoselectthedate,and
pressENTER.
RetailManager help options

RetailManager Help
YoucanopentheRetailManagerHelpfromwithinRetailManagerinthefollowingways:
GototheHelpmenuandchooseHelpTopics,or
PresstheF1keyfromanywindowwhileyouareworkinginRetailManager.
RetailManagerHelpprovidesspecific,proceduralhelptothewindowyouareviewing.BypressingF1in
thewindowyouneedhelpwith,youcanviewtheproceduresyoucancompleteinthatwindow,and
tipsorimportantinformationthatyouneedtoknow.
6 7
RetailManager User Guide (PDF version)

YoucanaccessaPortableDocumentFormat(PDF)versionoftheUserGuidebydoingthefollowing:
GototheHelpmenuandchooseUserGuide.
RetailManager Learning Centre

TheRetailManagerLearningCentrewindowautomaticallyappearswhenyouopenashopfront.Ifyou
dontwantthiswindowtoappear,selecttheDontshowmethisagainoption.Ifyoudothis,youcan
stillaccessthiswindowbydoingthefollowing:
GototheHelpmenuandchooseRetailManagerInteractiveHelp.
IntheRetailManagerLearningCentre,youllfindtutorialsdemonstratinghowtousemany
RetailManagerfeatures.Youcanalsoviewavideoaboutacquiringandretainingretailcustomers.You
canviewthefollowingtutorials:
Organisingandgroupingstock
Enteringmultipleitemsofstock
Creatingduplicatestockitems
Movingstocktonewdepartments
Emailingstatementstocustomers
Emailingpromotionalmaterial.
YoucanalsoaccessRetailManagertutorialsfromtheShowMeHowbuttonsinsomeRetailManager
windows.
Searching in MYOB RetailManager

TherearefivebasicmethodsyoucanuseinMYOBRetailManagertosearchforarecord,whetheritbe
acustomer,supplier,orprevioustransaction.
Thesemethodsare:
Usingsearchcriteriainafieldonpage 69
Usingwildcardsonpage 69
UsingtheSearchforwindowonpage 70
UsingtheCurrentValueslistonpage 71
UsingtheLookupTransactionswindowonpage 71.
Thesearchmethodyoufindmostusefulwill,inpart,dependonpersonalpreference,butalsoonthe
informationyouhaveonhand.
Youcanalsohiderecordsthatyouwanttoexcludefromsearchesandreports.Formoreinformation
seeHidingrecordsinsearchesandreportsonpage 73.
68
C HA P T E R2
Using search criteria in a field

WhenyoudontknowthebarcodeorIDofarecord,youcansearchforitusingthismethodbyentering
theequalsign=inthefield,andthenenteringthenameordescriptionoftherecord.Theequalsign
tellsRetailManagerthatthelettersthatfollowarenotpartoftherecordIDbutthenameordescription
oftherecord.
Ifyoudontremembertheentirenameordescriptionoftherecordyoucanenterthefirstfewletters
ofittohelpnarrowyoursearch.
Youcanalsousewildcardsdirectlyinthefield.SeeUsingwildcardsonpage 69.
Thefollowingexamplesillustratesomesituationsinwhichyoucanentersearchcriteriadirectlyina
field.
Example1 IfthecustomersnameisAndrews,type=AndrewsintheCustomerfieldandpressTABor
ENTER.AlistshowingallthecustomersnamedAndrewsappears.IfthereisonlyoneAndrewsonfile,
thenthisrecordappears.
Example2 Ifyoudidnthearthecustomersnameproperly,butthoughtthefirstfewletterswere
Fit,type=FitdirectlyinthefieldandpressTABorENTER.Alistshowingallthecustomerswhosenames
beginwithFitappears.Ifthereisonlyonecustomerwhosenamefitsthiscriteria,thenthisrecordis
retrievedanddisplayedinthecurrentwindow.
Example3 Ifyoudidnthearthecustomersname,butthoughtthatitendedwithpen,thenusethe
wildcardtechnique,bytyping=*peninthefieldandpressingTABorENTER.Alistshowingallthe
customerswhosenamesendwithpenappears.Ifthereisonlyonecustomerwhosenamefitsthis
criteria,thenthisrecordisretrievedanddisplayedinthecurrentwindow.
Using wildcards
Wildcardsarespecialcharactersthatcanbeusedtostandforanymissinglettersornumbersinthe
wordforwhichyouarelooking.Wildcardscanbeusedtogetherinanycombination.
Wildcardsareapowerfultoolforsearchingforarecord,suchasastockiteminalargeinventory.
Wildcardsaremostcommonlyusedtonarrowtheresultsofasearch,oftenretrievingseveralrecords
asaresultofyourwildcardentry.Thismakesiteasiertobrowsethroughashortlisttolocatethe
requiredrecord.
Ifthereisonlyonematchingrecordretrieved,itappearsinthefieldfromwhichyouinitiatedthe
search.
Forexample,ifyouareonlysureofthefirstthreelettersofthestockitemdescription,youcanenter
the=sign,thenthethreelettersfollowedbythe*sign.TheSearchforStockNo.windowdisplays
onlythosestockitemswithadescriptionstartingwiththoseletters.
YoucanusethefollowingwildcardsinMYOBRetailManager.
Wildcard
Description
Example
Standsforoneormorecharacters.
f*gwillfindfrogandfig,butnotfish.
Standsforonecharacteronly.
f?gwillfindfogbutnotfrog.
Standsforonenumberonly.
f#gwillfindf3gbutnotfog.
SEARCHINGINMYOBRETAILMANAGER
6 9
Using the Search for window

TheSearchforwindowisusedtosearchforarecord.Youcangotothiswindowfromadataentryfield
bypressingF2,byclickingthesearchicon( )nexttothefieldwiththemouseorbytouchingtheicon
ifyouhaveatouchscreen.
TheSearchforwindowdisplaysalistofallrecordsavailableforthecorrespondingbarcode,supplier,
customerorstaffmemberfield.
Youwouldusethissearchmethodifyouwanttoscrollthroughalistofthevalidrecords,oryou
anticipatethatitmighttakeyouafewattemptstofindtherequiredrecord.
Youcanfurthernarrowyoursearchbyenteringonlythefirstfewlettersornumbersofanypartofthe
recordyouarelookingfor,toretrieveonlythoserecordsstartingwiththoselettersornumbers.The
morelettersornumbersyouenter,themoretargetedyoursearch.Ifyouaresearchingforstockinthe
stockSearchForwindow,youcannarrowdownyoursearchbyselectingadepartmentoranyofthe
categoryvaluesfromthedropdownlists.
Ifthereisonlyonerecordmatchingyoursearchcriteria,itappearsinthefieldfromwhichyouinitiated
thesearch.
To search for a record

1
Click(orifyouhaveatouchscreen,touch)theassisticonnexttoadatafield,orpositionthecursor
inthedatafieldandpressF2.TheSearchforwindowappears.Ifyouenteredanysearchcriteria
beforeclickingtheassisticon,thewindowdisplaysonlythoserecordsthatmatchyoursearch
criteria.
NOTE : Searchforwindowtitle ThetitleoftheSearchforwindowchangesdependingonthefieldor

windowyouwereinwhenyoupressedF2orclickedtheassisticon.Forexample,ifyoupressedF2inthe
CustomerNo.field,theSearchforCustomerNowindowappears.
70
IftheSearchforwindowdisplaysalonglistofrecordsorifyouwanttonarrowyoursearch,usethe
followingoptions:
C HA P T E R2
Selecttheattributeyouwanttosearchwithin(suchasDescription)andtypethefirstfewletters
ornumbersinthelike=field.ClickSearchorpressENTER.
SelectUsepredictivesearchingifyouwantRetailManagertocompletetheentryasyoutype.
Youcansortyourselectionsbyclickingacolumnheading.Forexample,inthestaffSearchFor
window,clickingtheSurnamecolumnheadingsortsthedisplayedsurnamesinalphabetical
order.ClickingtheStaffNocolumnheadingsortstherecordsinnumericalorder.Rightclicking
thecolumnheadingsortsthecategoriesinreversenumericaloralphabeticalorder.
TherecordsinRetailManagerthatmatchyourcriteriaareretrieved.
3
IfyouareinthestockSearchForwindow,youcannarrowdownyoursearchbyselectingthe
departmentandcategoryvaluesfromthedropdownlistsandclickingSearch.
Whenyouhavelocatedtherecordinthelist,clickonitorselectitandpressENTER.
Scrollingthroughthelist Ifyouhavestillretrievedalonglistofrecords,youcanscrollthrough
thelistbyeitherpressingthearrowkeysonyourkeyboardorclickingthearrowsonthescrollbar.
NOTE :
Using the Current Values list

TheCurrentValueslistisaccessedfromcertaindataentryfields,andissimilarinpurposetotheSearch
forwindowdescribedonpage 70itisusedtoretrieveavalidvalueforthefieldyouarein.However,
unliketheSearchforwindow,theCurrentValueslistonlydisplaysthevaluesthathavepreviouslybeen
enteredinthatspecificfield.Forexample,avalueenteredintheCityfieldintheSupplierswindow,
cannotberetrievedintheCityfieldintheCustomerswindow.
TousetheCurrentValueslist,dooneofthefollowing:
PressF2inthefieldtodisplaytheCurrentValueslistandselecttherequiredvalueusingthearrow
keys.
ClickortouchtheassisticonnexttothefieldtodisplaytheCurrentValueslist,andusethearrow
keystoretrievethevalue.
Typepartofthewordinthefieldandtherestwillbecompletedforyou.Notethatyoudonthave
totypeintheequalsignbeforeyouenterpartoftheword.
Using the Lookup Transactions window

TheLookupTransactionswindowgivesyouquickaccesstoyourtransactionsinMYOBRetailManager.
Youcansearchforandviewasingletransactionindetail,orviewasummarylistofseveraltransactions
thatfityoursearchcriteria.
Transactionsaregroupedbythefollowingtypes:sales,creditnotes,goodsreceived,returnedgoods,
laybys,payments,purchaseorder,customerspecialorder,salesordersandquotes.
7 1
Thefollowingexampleshowshowtoviewasalestransaction.Forinformationaboutviewingother
transactiontypes,seetheRetailManagerHelp.
To view a sales transaction

1
GototheLookupTransactionswindowfromanywherewithinRetailManagerbypressingCTRL+L.
Thiswindowisnotdependentonanyotherfieldorwindow.
Selectthetypeoftransactionyouwanttolookupsales,creditnote,goodsreceived,returned
goods,laybys,payments,orders,specialorders,quotesandsalesordersbyclickingthetabof
therequiredoption.Forthisexample,clickSales.
Toview:
thelastsalestransaction,clickShowLastSale.Theoriginaltransactionwindowappears.
anoldertransactionorlistoftransactions,entertherelevantsearchcriteria.Youcanenter
multiplesearchcriteriatohelpnarrowyoursearch.RetailManagerwilldisplayonlythose
transactionsthatmeetthosecriteriayouhaveentered.Thesearchcriteriavaryforeachtypeof
transaction.DescribedbelowaresomeofthefiltersforentriesintheSalestab.
Period(from
andto)
Tosearchbydate,enterthedaterangeinwhichthetransactionoccurredinthePeriod
fromandtofields.Ifyouaresearchingforasingletransactionandknowtheexactdateof
thetransaction,enterthisdateinbothPeriodfields.
Docket(min
andmax)
EnteradocketnumberrangeintheDocketminandmaxfieldstosearchfortransactions
withinthisrange.Ifyouaresearchingforasingletransactionandknowthedocket
numberofthetransaction,enterthisnumberinbothfields.
Docketnumbers Aseachdocketnumberisunique,thefastestway
toviewanoriginaltransactionistoenterthedocketnumber.
TIP :
72
StaffNo
Enterthestaffnumbertosearchfortransactionsbystaffmember.
CustomerNo
Enterthecustomernumbertosearchfortransactionsbycustomer.
Barcode
Enterthebarcodetosearchfortransactionsbystockitem.
Total$(min
andmax)
EnteradollarrangeintheTotal$minandmaxfieldstosearchfortransactionswithan
amountwithinthisrange.
Afteryouenteryoursearchcriteria,clickUpdateGrid F10orpressF10.
C HA P T E R2
Ifyoursearchreturnsmorethanonerecord,forexample,morethanonesale,thesearedisplayed
inthegrid.Youcan:
usethearrowkeystofindtherequiredtransaction.Todisplaytheoriginaltransaction,highlight
thetransactionlineinthegridusingthearrowkeysandpressENTER.Yourtransactionwillbe
displayedintherespectivewindowforexample,asalewillbedisplayedintheSaleswindow.
clickShowAlltoviewindetailallthetransactionslistedinthegrid.Theoriginaltransaction
windowdisplayedhasatransactionselectoratthebottomofthewindow.Clickthearrowbuttons
inthetransactionselectortoviewindetaileachtransactiononthelist.
Toviewcommentsforaparticulartransaction,pressF3.
6
ClosethewindowbypressingESC,orbyclickingthecloseicon(
window.
)inthetoprightcornerofthe
Hiding records in searches and reports

MYOBRetailManagergivesyoutheoptiontohideyourstock,staff,customer,orsupplierrecordsin
searchesandreports.Youcanhiderecordsyouuseinfrequently,therebymakingyoursearchlists
shorterandmakingiteasierforyoutofindarecord.
Youcanhideacustomer,supplier,stafforstockrecordsimplybyselectingtheHidein
Searches/Reportsoptionforthatrecordintherespectivewindow.Ahiddenrecordisaninactiveone;
itdoesnotappearinsearchwindowsorreports,andcannotbeusedinanytransactions.
Forexample,ifyouhideastockitem,youwillnotbeabletoorder,receive,returnorsellthisitemin
RetailManager.Youwouldonlywanttohiderecordsthatyouuseinfrequently.Possibleusesforthis
featurearelistedbelow:
Someitemsinyourshopareseasonalfruit,Eastereggs,swimwear,Valentinecardsandyou
dontsellthematothertimesoftheyear.
YouhireextrahelpduringChristmasandthesestaffmembersdontworkintheshoptherestofthe
year.
Youonlybuyseasonalitemsfromaparticularsupplieranddontusethissupplieratothertimes.
To hide a record
DisplaytherecorddetailsintheappropriatewindowstaffrecordintheStaffwindow,stockrecordin
theStockwindowandsoonselecttheHideinSearches/Reportsoptionandcommitthetransaction.
Youwillnowbeabletoretrievethisrecordonlyinthiswindow.RetailManagerdoesnotrecognisethe
recordIDfromanyotherwindow.
YoucangeneratetheHiddenRecordsreporttoviewalistofhiddenrecords.
To activate a hidden record

DisplaytherecordintheappropriatewindowstaffrecordintheStaffwindow,customerrecordinthe
CustomerswindowanddeselecttheHideinSearches/Reportsoption.
7 3
Touch screens
MYOBRetailManagertouchscreensaredesignedtomakeyourpointofsaleoperationseasier.Youcan
performtransactionsfromatouchscreenwithoutneedingtouseeitherakeyboardormouse,thereby
freeingupvaluablecounterspaceandenablingtillbasedoperationstobeperformedsmoothly.
Touchscreensareprimarilyusedfromapointofsalelocationforcashup,salesandsalesrelated
transactions.Itisrecommendedthatotherfunctions(forinstance,receivinggoods,accountpayments
andsimilartransactions)areperformedusingakeyboardandmouse.
Fordetailsaboutthetransactionbasedtouchscreens,seeTouchscreenlayoutandfeatureson
page 74.
To enable touch screens

YouenabletouchscreensbysettingtheEnableTouchScreensoption,withintheGeneral Options
settings.
1
GototheSetupmenuandchooseOptions.
ClickGeneralinthesidemenuandclicktheTransactionWindowstab.
LocatetheEnableTouchScreensoption.
SelecttheEnableTouchScreensoption.
WhenEnableTouchScreensisselected,windowsthatyouopenwithinRetailManagerare
displayedwithlargerbuttonsand,insomecases,adifferentlayout.
ClickApplytosetyourchanges.
ClickCloseandthenOK.
NOTE : EnableTouchScreensonlyappliestoRetailManagerwindowsopenedafterthisoptionisset
IfyoualreadyhavewindowsopeninRetailManagerwhenyoueitherselectordeselectthe
Enable Touch Screensoption,thesewindowswillkeeptheiroriginallayout.
Touch screen layout and features
74
C HA P T E R2
ThefollowingdiagramrepresentstheSaleswindowwithtouchscreenlayout.Touchscreenfeatures
forothertransactionscreenssuchasLaybyPayments,SalesOrderPayments,andQuoteConverter
windowsareidentical.Specificfeaturesaredetailedinthefollowingsection.
Transactiontouchscreenfeatures Thefourmaintransactionwindowsfortouchscreenusearethe
Sales,LaybyPayments,SalesOrderPaymentsandQuoteConverterwindows.Thetouchscreen
featuresarethesameforeachwindow.
Refertothefollowingdiagramandtableforadescriptionofthetouchscreenfeatures.
A
Item Selection Line
C
D
Entered Item
List
I
TOUCHSCREENS
G F E
7 5
76
PressSearchforlookup.Thetouchscreenlookupwindowappears.
UsethevirtualkeyboardbuttonfortheCustomfield.Thevirtualkeyboardappears.
PresstheplusicontoaddanitemfromtheItemSelectionLine(refertodiagram)totheEnteredItemList(referto
diagram).
UseEnteredItemListscrollbartoscrollthroughalistofitems,iftherearemoreitemsthancanbedisplayedinthe
EnteredItemList.
PressProfittodisplayinformationaboutprofitforthecurrenttransaction.Informationappearsinthepayment
detailsframeofthetransactionwindow.Seetheexamplebelow.
PressTaxtodisplayinformationabouttaxforthecurrenttransaction.Informationappearsinthepaymentdetails
groupofthetransactionwindow.Seetheexamplebelow.
C HA P T E R2
PressCommenttorecordacommentforthecurrenttransaction.Usetheassisticontodisplaythetouchscreen
textinputwindow(virtualkeyboard).PressFinaliseTransactiontoreturntothetransaction.
PressDeliverytodisplaytheDeliveryDetailswindow.TheDeliveryDetailswindowallowsyoutoenterthe
addressanddeliverydatesfortheitemsinthistransaction.NotetheDeliverybuttonisonlyactiveifyouhave
selectedacustomerforthistransaction.SeeDeliveryaddressonpage 183formoreinformation.
PressFinaliseTransactiontodisplayandselectpaymenttypesandenternumericpaymentinformation.The
PaymentDetailsgroupandnumericinputscreenaredisplayedintheProductDetailsareaofthetransaction
window.TheFinaliseTransactionbuttonisreplacedwithaReturntoTransactionbuttonthatallowsyoutoreturn
tothetransactionandcontinueaddingordeletingitemsifrequired.
PresstheassisticonbesideanitemintheEnteredItemListtomoveittotheItemSelectionline.Thisallowsyouto
changethequantity,sellpriceandsoonforthisitem.
PresstheminusicontoremoveanitemfromtheItemSelectionline.
TOUCHSCREENS
7 7
78
C HA P T E R2
3 Staff
EachsaleorsalebasedtransactionperformedinMYOBRetailManagermustbeassociatedwithastaff
member.Staffmemberinformationcanbeassimpleasanameandanumber,withonlyonestaff
memberdefinedforalltransactions,oritcanbedetailedinformation,includingcontactnumbersand
addresses,andinformationsuchaswhetherastaffmemberisemployedfulltimeorparttime.
WithconsistentuseoftheRetailManagerstafffeatures,youcanperformstaffreportingand
informationtrackingtasks.Youcanrecordandreportonstaffcommissiononsalesacrossyourwhole
rangeofstockitemsorforspecificitems.
Detailsoftransactions(sales,laybys,goodsreceived,payments,orders,specialcustomerorders,sales
ordersandquotes)thatastaffmemberhasprocessedcanalsoberecorded.
Overview
MYOBRetailManagerassumesthatyouhavedefinedastaffmemberforeachpersonwhowillbe
makingasale,receivinggoods,andsoon.
ThestaffnumberisauniqueIDyouenterinatransactionwindow.Itcanbealphanumericandupto15
characters.Thestaffnumberisusedwhenmakingsalesandreceivinggoods,forexample.Thenameof
yourstaffmemberappearsonthetransactiondocketwhenitisprinted.
If,forsecurityreasons,youdontwantemployeesrealnamesappearingondockets,oriftheemployee
preferstobeknownbyanickname,youcanspecifyadocketnameforthestaffmember.Thisnamewill
appearonalltransactiondockets.
YouneedtodefineatleastonestaffmembertouseRetailManager.Ifasinglestaffmemberusesthe
systemmostofthetime,youhavetheoptionofsettingadefaultstaffnumber,whichwillappear
automaticallyintheStaffNumberfieldeachtimeyouopenatransactionwindow.SeeTheSalestab
IfyouhaveseveralstaffmembersbutdontwanttocreatearecordinRetailManagerforeachofthem,
youcancreateagenericstaffnumbersuchasSaleswhicheverystaffmemberwillusewhenmakinga
sale.
79
Staff commissions on sales

InMYOBRetailManager,staffcanearncommissiononsalesgloballyandalsoonsalesperproduct.You
cansetthepercentagecommissionrateearnedbystaffglobally,thatisonallsalesmade,intheStaff
window.Inadditiontothisyoucansetanextrabonuscommissionamountonsalesofaspecific
productintheStockwindow.
SeeCreatingandeditingstaffrecordsbelowforinstructionsonhowtosetthestaffcommissionrate
onallsalesforastaffmember.SeeCreatinganewstockitemonpage 104forinstructionsonhowto
setthebonuscommissionrateforastockitem.
Ifyourstaffreceiveabonuscommissionwhenasalestargetforthestorehasbeenreached,usethe
SalesPeriodreporttomonitorsalesonaweeklybasis.
Viewing accrued staff commissions

Toviewthecommissionearnedbystaff,runoneoftheCommissionreports.Thesereportscanberun:
forallstaff,forindividualstaffmembers,orforthosestaffmembersyouhaveflaggedusingthe
customoptionintheStaffwindow.SeeTocustomiseacustomfieldonpage 39formore
information
forcommissionsaccruedinanyspecifiedperiod
inadetailedversion,orinsummaryversionperday,weekormonth.
SeeReportsonpage 265formoreinformationongeneratingareport.
Maintaining staff details

Creatingandeditingstaffrecordsbelow
Viewingstafftransactiondetailsonpage 83.
Creating and editing staff records

StaffrecordsarecreatedandeditedintheStaffwindow.Ifyourecreatingindividualstaffrecordsforall
yourmembersofstaff,itsagoodideatoenterasmuchinformationaspossibleandkeepthe
informationuptodate.
80
C H A P T E R 3
STAFF
To create a staff record

1
GototheInformationmenuandchooseStaff,orpressCTRL+F.TheStaffwindowappears.
Enterastaffnumberoridentifier.IfyouwanttospecifythestaffIDforastaffmember,enteritin
theStafffield,makingsurethatyouhavenotalreadyusedit,andpressENTER.Aquestionwindow
appears.
ClickCreate.Alternatively,ifyouwantRetailManagertoautomaticallyallocateauniquestaff
number,pressF5.Theword<New>isdisplayedintheStafffield.Thestaffnumberwillbe
allocatedwhenyoucommitthetransaction.
NOTE : Defaultstaffnumber Tomakeastaffnumberthedefault,sothatthemostcommonlyused
staffnumberisautomaticallydisplayedineverytransactionwindow,seeDefaultStaffonpage 27.You
canstilloverridethedefaultstaffnumberintransactionwindows.
CompletetheStaffwindow.Asyouentereachfield,adescriptionofthefieldisdisplayedinthe
longtextfieldatthebottomofthewindow.
Enterthestaffmemberssurnameandgivennameintherespectivefields.Youcanentereither
thestaffmemberssurname,orgivenname,orboth.Thesefieldsaremandatory.Ifyouwanta
differentnametoappearonthedocket,enterthatnameintheDocketNamefield.
InthePositionfieldenterthestaffmembersposition,orareaofwork,suchassales.
Alternatively,ifcurrentvaluesexistforthisfield,pressF2andchoosetherequiredpositionfrom
thedisplayedlist.
SelecttheHideinSearches/Reportsoptionifyoudontwantthisstaffrecordtoappearin
searchlistsandreports.Seestep 6onpage 73,inHidingrecordsinsearchesandreportsfor
moreinformation.
IntheCommissionfieldenterthecommissionpercentageforthestaffmember,orleavethe
fieldblankifyoudonotusecommission.Thepercentageyouenterhereisofthegrossprofiton
sales;whenyouruntheCommissionsreport,thisisthepercentagethatwillbeprintedforthe
staffmember,andusedasthebasisforthecommissioncalculations.
MAINTAININGSTAFFDETAILS
8 1
Moreonstaffcommissions SeeStaffcommissionsonsalesonpage 80formore

information.
NOTE :
SelecttheStatusoptionifyouwanttoflagthisstaffmember.Forexample,youcanchangethe
nameoftheStatusfieldtoParttime,soyoucanflagallyourparttimestaff.SeeCustom
optionsonpage 39formoreinformation.
Completethecustomfieldsasrequired.SeeCustomoptionsonpage 39formoreinformation.
Onceyouhaveenteredenoughstaffinformation,clickCommit F10orpressF10tocommitthe
information.
To edit a staff record

Notethattochangethestaffnumberofanexistingstaffmemberyoumustreallocatethestaffnumber.
SeeReallocatingstaff,customerorsupplierIDsonpage 275formoreinformation.
82
EnterthestaffnumberintheStafffield.Ifyoudontknowthestaffnumber,pressF2orclickthe
searchicon(
)andselecttherequiredstaffmemberfromthelistdisplayed.SeeSearchingin
MYOBRetailManageronpage 68formoreinformation.
WhenyouhavethestaffmembersrecorddisplayedintheStaffwindow,youcanchangethestaff
membersdetailsasyourequire.
Noticeassoonasyouchangeanyoftheinformation,theCommit F10buttonbecomesactive,
indicatingthatyoucannowcommitthechanges.
C H A P T E R 3
STAFF
Viewing staff transaction details

MYOBRetailManagermaintainsadetailedrecordoftransactionsmadebyeachstaffmember,
includingsales,laybys,goodsreceivedandreturned,payments,customerspecialorders(CSOs),sales
ordersandquotes.
To view staff transaction details

1
EnterthestaffmembersnumberintheStafffieldandpressENTER.Thestaffmembersdetailsare
filledin.
Clicktherequiredtab.
InadditiontotheGeneraltab(whichisdescribedinTocreateastaffrecordonpage 81),theStaff
windowdisplaystheSales,Laybys,Goods,Returns,Payments,Orders,CSOandSalesOrder/Quotes
tabs.Eachtabisdescribedbelow.
NOTE : Costcolumn TheCost columnmaynotbedisplayedintheseviewsifyoubelongtoastaffgroup
withrestrictedaccessprivileges.Formoredetailsaboutsettingupaccessprivileges,seeSecurityon
page 283.
Viewingsalesdetails ClicktheSalestabtoviewalistofproductssoldbythestaffmemberand
showsthedateandtimeofthesale,docketnumber,thequantity,costandsellpriceoftheproductand
theestimatedgrossprofitpercentageonthesale.
Toviewtheoriginaltransaction,
pressENTERortheSPACEBAR,or
doubleclicktheline.
Clickacolumnheadingthathasanasterisknexttoit
tosortthegridbythatheading.Rightclicktosortthe
columnindescendingorder.
SelecttheTaxInclusiveoption
toviewcost/sellpricetax
SelecttheTaxExclusiveoption
toviewcost/sellpricetax
Viewinglaybydetails ClicktheLaybystabtoviewalistofitemsthestaffmemberhasplacedon
layby.Eachlineshowsthedateandtimeofthetransaction,thelaybynumberandstatus,andthe
quantity,costandsellpriceoftheitemonlayby.
Viewinggoodsreceiveddetails ClicktheGoodstabtoviewalistofgoodsreceivedintostockbythe
staffmember.Thedateandtime,suppliernumber,docketnumber,invoicenumber,theunitcostand
quantityarelistedforeachitemreceived.
MAINTAININGSTAFFDETAILS
8 3
Viewingreturnedgoodsdetails ClicktheReturnstabtoviewalistofgoodsreturnedtosuppliersby
thestaffmember.Eachlineshowsthedateandtimeofthetransaction,thesuppliernumber,RA
number,unitcostandquantityofitemsreturned.
Viewingpaymentdetails ClickthePaymentstabtoviewalistoflaybyandinvoicepayments
processedbythestaffmember.Thegriddisplaysthedateandtime,customernumber,invoice,sales
orderorlaybynumber,paymentreferencenumber,transactiontype,paymentmethodandamount
paid,foreachpayment.
Viewingordersdetails ClicktheOrderstabtoviewalistofitemsorderedbythestaffmember.The
griddisplaysthedateandtime,orderID,suffix,thenameofthesupplier,thecostofthestockitemand
thequantityordered,togetherwiththestatusofthepurchaseorder.
Viewingcustomerspecialorderdetails ClicktheCSOtabtoviewalistofcustomerspecialorders
processedbythestaffmember.Thedateandtime,customername,sellprice,quantityorderedand
orderstatusareshownforeachitemonorder.
Viewingsalesordersandquotes ClicktheSalesOrder/Quotestabtoviewalistofthesalesorders
andquotesprocessedbythestaffmember.Thedate,productname,customername,sellprice,
quantityandstatusofthesalesorderareshownforeachitemorderedorquoted.
84
C H A P T E R 3
STAFF
4 Stock
Managingyourstockisafundamentalpartofrunningagoodretailbusiness.MYOBRetailManager
givesyoucompletecontrolofyourstockandprovidesyouwithmanytoolstomaintainyourinventory.
Notonlycanyousetthecode,descriptionandpriceofanitem,youcanalsosettherequiredstock
levels,taxcodes,defaultsupplier,departmentsandproductcategories,commissionlevel,minimum
stocklevelandmore.
Whenyoumakeasale,RetailManagerautomaticallyadjustsyourstocklevelstoreflectthesale.From
thetimeofdelivery(goodsreceived)youcanrecordstockintoyourinventory,andwiththeuseof
serialnumbers,youcantrackthemovementofastockitemfromgoodsreceivedthroughtosalesand
beyond,helpingyoumaintainwarrantyandreturnedgoodsrecords.
RetailManagerprovidesyouwithacompletesystemtocreate,printandrecogniseyourownbarcodes,
orusethebarcodesalreadybelongingtoaproduct.
RetailManagerletsyoucombineproductsintopackages,whereyoucansellanumberofindividual
stockitemstogetherunderasingleprice.Youcanalsodefineastockitemandsellitinportions,orby
weight.
Stocktakefunctions,particularlywiththeadditionofabarcodescanner,aresimpletoperform,and
addedfunctionalitysuchasusingserialnumbersmeansyouhaveaccesstoahighpoweredinventory
controlsystemaspartofyourretailsoftware.
Overview
Stockmanagementissplitintoseveralfunctionsthatreflecttherequirementsofanefficient
retailercreatingandeditinganitem,creatingpurchaseorders,receivinggoods,managingbarcodes,
returninggoodsandstockadjustments(includingsingleitem,partialandcompletestocktakes).
Inventoryrecordsshouldbekeptbyretailbusinessesthat:
receiveproductsfromsuppliersandthenselltheseproductsunchangedthatisproductsthatare
soldassupplied
receiverawmaterialsfromsuppliers,manufactureproductsonsite,andselltheseproducts.
85
Before you use inventory

Beforesettinguporusingyourinventory,youshouldconsiderandplanyourapproachtothefollowing
areas:
suppliersanddefaultsuppliers
productdepartments,categoriesandcategoryvalues
setpricing
taxcodes
customergrades.
Suppliers
Inventoryitemsarenormallyassociatedwithdifferentsuppliers.RetailManagerreportsthepurchases
anditemstobeordered,listedbysupplier.YoucanthencreatepurchaseordersinRetailManagertobe
senttoeachsupplier.
Whenyoureceiveastockitemintostock,youreceiveitfromaspecificsupplier,butthestockitem
itselfisnotlinkedtothesupplier.Thisallowsyoutoassociateoneormoresupplierswitheachstock
item.
Defaultsuppliers Ifyoureceiveaparticularproductfromonesuppliermostofthetime,youhave
theoptiontolinkthesuppliertotheproductbymakingthemthedefaultsupplier.RetailManagerwill
allowyoutoreceivethisproductfromothersuppliersaswell.
IfyouarenotusingRetailManagerforsuppliermanagement,thenyouwillneedtosetupageneric
suppliertoenableyoutoreceivestockitemsintostock.
NOTE : Whenthesupplierisnotthedefaultsupplier IfyouselecttheCheckLastStockSupplieroptionin
theGeneralOptionswindow,RetailManagerwilldisplayawarningwhenyoureceiveaproductfroma
supplierwhoisnotthedefaultsupplierofthatitem.
Formoreinformation,seeMaintainingsupplierdetailsonpage 88.
Product departments, categories and category values

InRetailManager,youcanorganisestockintodepartmentsjustlikeyoudoinyourshop.RetailManager
alsoallowsthreecategoryclassificationsforitemswithinadepartment.Groupingstockitemsinto
departmentsandassigningthemdifferentcategoryvaluesletsyoutakeadvantageoftheinventory
managementfeaturesofRetailManager.Usingdepartmentsandcategoriestogroupitemsinyour
inventorycanprovidegreaterdetailinreporting,andhelpsyoutostreamlinestocksearchingand
stocktaking.
TheexpandedstockclassificationsystemincludestheDepartments&CategoriesAssistant,the
ReassignStockItemsfeature,theSelectMultipleStockfeatureandtheDuplicateStockitemsfeature.
Thesenewfeatureshelpyousetupanewstockclassificationsystemfromscratchorhelpyouexpand
yourcurrentstockclassification.
Formoreinformation,seeMaintainingstockitemsonpage 91.
Reassignstockitems TheReassignStockItemsfeatureletsyouquicklyassigncurrentstocktonew
departmentsandcategories.
86
C H A P T E R 4
STOCK
Youcansearchforstockitemsusingthedepartmentnameorcategoryvaluefilters,andthenassign
them,eitherindividuallyorinbulk,tonewdepartmentsandcategories.UsingtheReassignStockItems
feature,youcanchangetheclassificationofalargenumberofstockitemsinasingleoperation.Thisis
usefulifyouhaveimportedalargeamountofstockfromadifferentapplicationorevenaprevious
versionofRetailManager.
Formoreinformation,seeReassigningstockitemsonpage 102.
Set pricing
MYOBRetailManagerhasasetpricingstructurethatallowsyougreatflexibilityinsettingupa
customerdiscountstructureorsimilarprogramforyourretailbusiness.Suchprogramscanbeagreat
incentiveforyourcustomerstodomorebusinesswithyou.RetailManagerssetpricingstructuregives
youtheflexibilitytosetupcustomerdiscountstoaccuratelyreflectyourbusinessrequirements.
Atthehighestlevel,theglobalpricinglevel,youcansetupfivecustomergradesthatwillapplytoall
yourstockitemsuniversally,regardlessofthetermsanddiscountsatwhichthestockwassuppliedto
you.
Youcanthenmakeexceptionstothisglobalpricingstructureonacategoryorstockitemlevel;foreach
ofthese,youcansetupnewdiscountsforeachofthecustomergradesthatwilloverridetheglobal
pricingstructure.
NOTE :
Customerrecords
Customersmusthavecustomerrecordsbeforeyoucanassignthemagrade.
Commonexamplesofpricinggradesatworkinvolvetermssuchasrecommendedretailprice,trade
price,andpreferredcustomerdiscount.
Forexample,inahardwarestoreyoumightdecidethatonthegloballevelyouwillgiveyourAgrade
customersthemaximumdiscountof15%.Ifyoursuppliersgiveyoualowermarginforhandtools,you
canthencreateanewsetofrulesforthehandtoolcategoryinwhichyougiveyourAgradecustomers
10%offpurchasesofhandtools.However,theremaybeaspecifichandtoolthatissuppliedtoyouat
agreaterdiscount;youcansetupanothersetofpricingrulesforthisstockitemalone,whichwill
overridethehandtoolcategorypricingrulesandtheglobalpricingstructure.
Formoreinformation,seePricinggradesonpage 135.
Tax codes
EveryitemyoubuyorsellwilleitherattractGSTorbeGSTfree,andtherefore,shouldbeassignedatax
codeinMYOBRetailManager.
NOTE :
Taxcodeforfreight
RetailManagerhasadefaulttaxcodeforfreightonGoodsReceived.
YoucansetdefaulttaxcodesforsalesandpurchasesintheSetTaxCodeswindow,sothateverytime
yousellorpurchaseanitem,thedefaulttaxcodeisautomaticallydisplayed.
Ifrequired,youcanoverrideanitemsdefaulttaxcodesintheStockwindow.Youcanalsooverridean
itemssaletaxcodeatthepointofsaleandthepurchasetaxcodewhenreceivingtheitemintostock.
Formoreinformation,seeSettingupdefaulttaxcodesonpage 54.
Customer grades
EachcustomercanbeassignedapricinggradeintheCustomerswindow.
Formoreinformation,seeMaintainingcustomerdetailsonpage 222.
OVERVIEW
8 7
Maintaining supplier details

TheSupplierswindowisusedtorecordalltherelevantdetailsaboutyoursuppliers.Italsorecords
everytransactionyouhaveperformedwitheachsupplier,includingallgoodsreceivedandreturned
goodstransactions.
ItisnotmandatorytousetheSupplierswindow.Forretailbusinesseswhichreceivethestocktheysell
fromsuppliers,keepingtrackofsuppliersisessential.Forretailbusinesseswherethesuppliersupplies
therawmaterialsformakingthestock,suchasinthefoodindustry,inventoryrecordsofeachstock
item(suchasfooddishes)arenotkept,asthestockitemsaremadeonsite.Thereforetheinventory
levelforeachstockitemissettostatic.
Thefollowingtopicsareincludedinthissection:
Creatingandeditingsupplierrecordsbelow
Viewingsuppliertransactiondetailsonpage 90.
MatchingsuppliernamesinRetailManagerwithsuppliernamesinyourMYOBbusiness
managementsoftware Thefirsttimeyouexportaccountinginformation(forexample,detailed
purchases)toyourMYOBbusinessmanagementsoftware,thesuppliersyouhavesetupin
RetailManagerwillalsobeexported.AnysuppliersthatdontalreadyexistinyourMYOBbusiness
managementsoftwarewillbecreatedforyouautomatically.Forsubsequentexports,ensurethatthe
nameofeachsupplierinyourMYOBbusinessmanagementsoftwarematchesthenamein
RetailManagerexactlyincludingthesamecapitalisationandcase.
NOTE : SupplierRegisteredforGST IfyoursupplierisregisteredforGST,makesureyouselecttheSupplier
RegisteredforGSToptionintheSupplierswindow.YouthenneedtorecordthesuppliersABN.Youmust
quotethesuppliersABNtoclaimGSTonyourpurchases.
Creating and editing supplier records

SupplierrecordsarecreatedandeditedintheSupplierwindow.
NotethatyoucannotdeletesupplierrecordsinRetailManager.Youcan,however,hiderecordsthat
youdontwanttoappearwhensearchingorgeneratingreports.Formoreinformation,seeHiding
recordsinsearchesandreportsonpage 73.
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To create a supplier record

1
GototheInformationmenuandchooseSuppliersorpressCTRL+P.TheSupplierswindowappears.
EnterthesuppliernumberintheSupplierfieldandpressENTER.
IfyouwantRetailManagertoautomaticallyallocateauniquesuppliernumbertoasupplier,press
F5.Theword<New>willbedisplayedintheSupplierfield.
Minimuminformation Whenyouenterthesuppliername,theCommit F10buttonatthe
bottomofthewindowbecomesactive,meaningyoucannowcommitthisinformation.
NOTE :
CompletetheSupplierswindow.Asyouentereachfieldinthewindow,adescriptionofthefieldis
displayedinthelongtextfieldatthebottomofthewindow.
EnterthegradeofthesupplierintheGradefield.Thisallowsyoutogradeasupplierasahighor
lowpriorityvendor.
Enterhowmanyworkingdaysyouestimateittakesforgoodstoarrivefromyoursupplier(s)on
average,intheDeliveryDelayfield.ThiscalculateddatewilldefaultintheDueDatefieldinthe
PurchaseOrderswindowtosaveyouhavingtoentertheduedate;youcanoverridethedateif
required.
Ifdeliveriesfromthesupplierarefreightfree,selecttheDeliveriesareFreightFreeoptionby
pressingtheSPACEBAR,orselecttheoptionwithyourmouse.
Ifyourdeliveriesarefreefromthissupplier,awarningwillbedisplayedwhenyouattemptto
enterafreightcharge.Youcanthenclaimcreditfromthesupplier.
Completethecustomfieldsandsuppliercontactinformation.
Selectthemethodforsendingpurchaseorderstothesupplier.Youcanemail,print,orprintand
emailpurchaseorders.
Ifapplicable,selecttheSupplierRegisteredforGSToption,andenterthesuppliersABNfield.
SelecttheAutomaticallyRejectBackOrdersoptionifyouwantRetailManagertorejectback
ordersfromthissupplier.WhenyoureceivepartofanorderthroughtheGoodsReceivedwindow,
RetailManagerwillrejecttherestoftheitemsandcanceltheorder.
SelecttheHideinSearches/Reportsoptionifyoudontwantthissuppliertoappearinsearchlists
andreports.YoucanstilldisplaythesuppliersrecordintheSupplierswindow.
ClicktheContact2tabifyouhaveasecondcontact,andcompletethefields.
MAINTAININGSUPPLIERDETAILS
8 9
To edit a supplier record

Theprocessforupdatingsupplierdetailsisessentiallythesameasaddinganewsupplier.Any
informationintheContact1andContact2tabscanbeupdated.Notethatyoucannotrenamea
supplierwithanexistingsuppliername.
1
GototheInformationmenuandchooseSuppliers,orpressCTRL+P.TheSupplierswindowappears.
EnterthesuppliernumberintheSupplierfield.
Whenthesuppliersrecordisdisplayed,pressENTERtomovethroughthefieldsandmakethe
requiredchangestothedetails.
Noticethatassoonasyouchangeanyoftheinformation,theCommit F10buttonbecomes
active,indicatingthatyoucannowcommitthechanges.
Viewing supplier transaction details

MYOBRetailManagermaintainsadetailedrecordoftransactionsmadebyeachsupplier,including
stockitemssupplied,goodsreceived,goodsreturnedandstockitemsonorder.
To view supplier transaction details

1
GototheInformationmenuandchooseSuppliers,orpressCTRL+P.TheSupplierswindowappears.
EnterthesuppliernumberintheSupplierfield.
InadditiontotheContact1andContact2tabs(whicharedescribedinTocreateasupplierrecordon
page 89),theSupplierswindowdisplaystheStock,Received,ReturnedandOrderstabs.Eachtabis
describedbelow.
Clickacolumnheadingthathasanasterisknexttoittosortthe
gridbythatheading.Rightclicktosortthecolumnin
descendingorder.
Clickatransactionlineor
highlightitandpressENTER
toviewtheoriginal
transactionindetail.
Clickheretoviewcost/sellpricetax
inclusive.
Clickheretoviewcost/sellpricetax
exclusive.
Viewingstockitemdetails TheStocktablistsallthestockitemssuppliedbythesupplier,together
withthecost,anddateandquantitysupplied.
Costcolumn TheCostcolumnmaynotbedisplayedifyoubelongtoastaffgroupwithrestricted
accessprivileges.Formoredetailsaboutsettingupaccessprivileges,seeSecurityonpage 283.
NOTE :
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Viewinggoodsreceiveddetails TheReceivedtablistsyourgoodsreceivedtransactionswiththe
supplier.Thislistissortedbythedateofthetransaction,andalsodisplaysthenameofthestaff
memberwhoreceivedthegoodsintostock,theinvoicenumber,thepurchaseordernumberandtotal.
Viewinggoodsreturneddetails TheReturnedtablistsyourgoodsreturnedtransactionswiththe
supplier.Thislistissortedbythedateofthetransaction,andalsodisplaysthenameofthestaff
memberwhoprocessedthetransaction,theReturnAdvicenumberandtotal.
Viewingordereditemsdetails ClicktheOrderstabtoviewtheitemsonorderfromthissupplier.The
gridlistsforeachitemonorder,thedate,ordernumber,suffix,cost,quantityonorderandstatusofthe
order.
NOTE :
Maintaining stock items

MYOBRetailManagerallowsyoutotightlycontrolofyourinventoryandadddetailedinformation
aboutstockitems.Foreachstockitem,youcanassign:
thedepartment
categories
abarcode
adescription
anextendeddescription.
Thissectionprovidesinformationonhowtomanageyourstockitems,andcoversthefollowingtopics.
Departments and categories

Departments YoucanusetheDepartments&CategoriesAssistanttocreatedepartmentsthatare
usedtoorganiseandgroupstock.Departmentsmakeiteasierforyoutolocatestock.Youcanalsofilter
salesandinventoryreportsonthebasisofdepartments,andperformpartialstocktakesforallthe
itemsinadepartment.
Categories RetailManageralsoallowsacategoryclassificationforitemswithinadepartment.
Categoriesareusedtodescribecharacteristicsthatarecommontoasetofitems.
Forexample,theMensweardepartmentofaclothingstorestocksshirts,tshirtsandtrousers.Allthese
itemswillhavethefollowingcharacteristics:
Stylesuchasformalorcasual.
Coloursuchasblack,blue,green,whiteorothercolours.
Sizesuchas38,40,42,44,46orS(small),M(medium),L(large)andXL(extralarge).
Thesecharacteristics(style,colourandsize)canberepresentedinRetailManagerascategoriesofthe
Mensweardepartment.Youalsodefinethedifferentvaluesthateachcategorycanhave.Inour
MAINTAININGSTOCKITEMS
9 1
example,theStylecategorywillhavethevaluesFormalandCasual,theColourcategorywillhavethe
valuesBlue,GreenandWhite,andsoon.
Whenyouaddashirtstockitemtoyourinventory,youassignittotheMensweardepartmentand
choosethecategoryvaluesthatdefineit.Ifweweretorepresentthedifferentstockitemsinatable,it
wouldlooklikethefollowing:
MenswearDepartment
Shirt
Formal
Blue
42
Shirt
Formal
White
44
Tshirt
Casual
White
Trouser
Casual
Black
42
Trouser
Casual
Blue
38
Thefollowingtablesrepresentexamplesfromotherbusinessesthatmayhelpyouunderstandhow
departmentsandcategorieswork.
Example 1:
PaperDepartment
CopierPaper
Roflex
50
CopierPaper
Folio
100
PhotoPaper
PCraft
25
Intheexampleabove,thereareonlytwocategoriesBrandandSheets.Dependingonyourbusiness,
youmaydecidetoonlyhavetwocategories.
Example 2:
ShoesDepartment
Shoes
Women
Runner
Shoes
Women
Party
Shoes
Men
Runner
10
AJ145
Women
Party
10
Mostbusinessesmaynotneedmorethanthreecategories.However,ifyouneedtorepresentmore
information,youcanuseacomplexitemname.Intheexampleabove,oneoftheitems(AJ145)hasa
complexnameAJmayrepresentsthenameofthebrand(AshleyJane),and145maybeacodeforthe
style.
NotethatyoucannotusethisinformationtobreakuptheinformationinRetailManagerreports.Inthe
exampleabove,itiseasiertodeterminethesalesofallpartyshoes(sincepartyisacategoryvalue)as
comparedtothesalesofallAshleyJaneshoes.
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Categoryheadingsandcategoryvalues InRetailManager,thecategories,suchasSizeorColour,are
calledcategoryheadings.Thevaluestheycanhave,suchas10(forSize)orBlue(forColour)arecalled
categoryvalues.
NOTE : Maximumlengthforcategoryvalues InRetailManager,categoryvaluescanonlybe
six alphanumericcharactersinlength.Ifyouhavealongervalue,suchasthecoloursMagentaorNavyblue,
youmayhavetoshortenthemtosomethinglikeMgentaorNblue.
Why use departments and categories?

Usingadepartmentandcategoriesclassificationprovidestheseadvantages:
Locateandtrackstockitemsmoreeasily Youcanlocateandtrackstockitemsmoreeasilyby
specifyingthedepartmentorcategoryvalue.Soyoucan,forexample,trackhowmanysize42formal
shirtsorhowmanywhiteshirtsyouhaveinstock.
Filterreportstoagreaterlevelofdetail YoucanfilterRetailManagerreportstoshowdepartment
andcategorytoanalyse,forexample,whichdepartmentorshirtcoloursellsthemost.This,inturn,will
helpyoudecidewhattypeofstockyouneedtoreorder.
Performpartialstocktakesforaparticulardepartmentorcategoryvalue Youcanperform
stocktakesforalltheitemsinadepartment,oralltheitemsthathaveaspecificcategoryvalue(suchas
shirtsofsize42).Doingapartialstocktakeisusefulwhenyouneedtoorderstockfromsuppliers.
Deciding on your departments and categories

BeforeyoustartcreatingdepartmentsandcategoriesinRetailManager,itmayhelptodesignyour
systemonpaper.Youcanuseatablesimilartotheexamplesprovidedintheprevioussection.Getting
yourdesignrightwillmakeiteasierforyoutotrackyourstock,performstocktakesandobtainuseful
informationfromyourreports.Youshouldrefineyourdepartments,categoriesandcategoryvalues
untilyouaresatisfiedthatthestructurerepresentsyourbusiness.
Indecidinghowtousethissystem,askyourselfthefollowingquestions:
Domostofmystockitemscomeindifferentflavoursorvarieties?Forexample,ifyousellbread,
youcouldhavewhitebread,multigrainbread,raisinbreadandsoon,soyoucouldhaveacategory
calledGrain.Inahardwarestore,toolslikeplierscouldcomeinflatnosedandroundnosed
varieties,soShapecouldbeacategory.Brandisafairlycommoncategoryformanyproducts.
Theorderformsyouusefororderingitemsfromsuppliersmayprovideacluetocategory
classification.Shoestores,forexample,mayhaveanorderformthatrequiresthemtolistthesize
andgenderforeachitemtheyorder.Fashionstoresuseamatrixthatspecifiesthestyle,colourand
sizeofeveryitem.
Rememberthatcategoriesarenotsubdepartments.
DoIwanttofiltersalesreportstothelevelofdepartmentsandcategories?Ifitisimportantto
yourbusinesstodeterminewhichbrandorsize,forexample,sellsthemost,thesecharacteristics
maybethecategoriesyouneedtocreate.
DoIwanttolocatestockandperformstocktakesonthebasisofdepartmentsandcategories?
Usingdepartmentsandcategoriesmeansthatitbecomeseasiertolocatestock.Youcanalso
performpartialstocktakesforalltheitemsinadepartment,oralltheitemshavingaspecific
categoryvalue.This,inturn,helpsyouwhenyouneedtoreorderitemsfromsuppliers.
9 3
Reports that use departments and categories

Youcanspecifyadepartmentand/orcategoryasareportfilterinseveralMYOBRetailManager
reports.Thisallowsyoutocloselytargetthedatayouwanttoreport.
Forexample,inacornerstore,youmightcreateadepartmentformagazines,andcategoriesforthe
varioustypesofmagazinessuchasAutomotive,Sport,Womens,Gardening,andsoon.RetailManager
reportingcapabilitiesletyoutotrackthesalesofeachdepartment,categoryandcategoryvalue,so
youknowexactlywhichtypeofmagazinesellsthemost.
Thefollowingreportsallowyoutofilterdatabydepartmentorcategory:
Reportcategory
Reportname
Salesreports
SalesPeriod
SalesPeriodAvg
SalesPeriodAvg(inc.Laybys)
WhatsSelling
Profitreports
ProfitbyProduct
Stockreports
ManualStocktake
WhatsInStock
WhatsInStockDetailed
Customerreports
PriceList
YoucanalsoviewtheProfitbyCategoryreporttoviewtheprofitsfordifferentcategories.
Partial stocktake for a department or category

TheMYOBRetailManagerStocktakewindowallowsyoutorunapartialstocktakeforaspecific
departmentorcategoryorsingleitem.Youcanthencountandupdateyourstockfiguresforspecific
sectionsofyourstockatatime.
Ifyouhaveaparticularlyhighturnoversectionofyourstorethatyouwanttomonitorclosely,youcan
runregularpartialstocktakesforjustthatdepartmentorcategory.
NOTE : Manualstocktakesusingdepartmentsandcategories Youcanalsorunamanualstocktakefora
specificdepartmentorcategory.Stocktakesheetscanbeprintedoutlistingstockitemssuppliedbyaspecific
supplier.
Ifyouhavesetupyourdepartmentsorcategoriesbysupplierorbrandname,youcanrunapartial
stocktakeforjusttherelevantcategorybeforeasalesrepresentativesvisit.Thatway,youknowexactly
whatyoucurrentlyhaveinstockandwhatyouneedtoorder.
Ifyouneedtoregularlyperformstocktakesfordifferentsuppliers,thenyourproductcategorisation
shouldreflectthis.Forexample,inachemiststoreyoumighthaveadepartmentcalledPainReliefand
aBrandcategory.Foreachbrandinyourstore,youcouldthenstocktakethecategorieswheneverthe
representativefromaspecificsuppliervisitsyou.SeeTorunapartialstocktakeonpage 171formore
information.
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Departments & Categories Assistant

Whenyouinitiallysetupyourinventory,youwillprobablycreateyourdepartmentsandcategoriesas
youenteryourstock.ProductdepartmentsandcategoriesaresetusingtheDepartments&Categories
Assistant,orwhenyoureceivegoodsintostock,eitherintheGoodsReceivedwindowortheCreate
NewStockItemswindow.
YoucanusetheDepartments&CategoriesAssistantto:
create,editanddeletedepartments
createandedituptothreecategories(calledcategoryheadings)foreachdepartment
create,editanddeletethevaluesforeachcategory.
YoucanopentheDepartments&CategoriesAssistantfromtheStockManagementmenu.Itcanalso
belaunchedfromtheStock,GoodsReceivedorPurchaseOrderswindows.
To create departments and categories

1
GototheStockManagementmenuandchooseDepartments&CategoriesAssistant.The
WelcometoDepartmentandCategoriesAssistantwindowappears.
LaunchingtheDepartments&CategoriesAssistant Youcanalsolaunchthe
Departments & CategoriesAssistantfromtheStock,GoodsReceivedorPurchaseOrderswindows.
NOTE :
9 5
Set up a Department
2
ClickNext.TheSetupaDepartmentwindowappears.
Select<AddNew>fromtheDepartmentNamelist.TheAddDepartmentNamewindowappears.
EnteradepartmentnameandclickOK.
Departmentandcategorynamelengths Departmentandcategorynamescanbeupto
10 alphanumericcharactersinlength.
NOTE :
96
Selectoneofthefollowingoptions:
Ifyoudonotwanttosetupanycategoriesatthistime,clickFinish.Ignoretherestofthis
procedure.
Ifyouwanttosetupcategoriesforthedepartmentyoucreated,selectthenumberofcategories
youwanttosetupfromtheIwanttosetup[]categoryfieldsdropdownlist.Youcanhavea
maximumofthreecategories.
C H A P T E R 4
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Set up Category Headings

6
ClickNext.TheSetupCategoryHeadingswindowappears.
Select<AddNew>fromtheCategory1dropdownlist.TheAddCategory1Headingwindow
appears.
EnteracategoryheadingandclickOK.
Repeatstep 7andstep 8fortheothercategoriesyouwanttosetupandthenclickNext.TheSetup

Category1Valueswindowappears.
Set up Category Values
9 7
10
ClickAdd.TheAddCategorywindowappears.
11
EnteracategoryvalueandclickOK.Thecategoryvalueappearsinthelist.Repeatstep 10andthis
stepforasmanycategoryvaluesasyouwanttoenter.
NOTE : Maximumlengthforcategoryvalues InRetailManager,categoryvaluescanonlybe
six alphanumericcharactersinlength.Ifyouhavealongervalue,suchasthecoloursMagentaor
Navyblue,youmayhavetoshortenthemtosomethinglikeMgentaorNblue.
12
ClickNext.
Ifyousetuponlyonecategory,theSummarywindowappears.Gotostep 13.
Ifyousetupmorethanonecategory,theSetupCategory2Valueswindowappears.Repeat
step 10andstep 11forCategory2andclickNext.(Ifyousetupathirdcategory,youneedto
repeatstep 10andstep 11forCategory3aswell,andthenclickNext.)TheSummarywindow
appears.
Summary
98
13
IntheSummarywindow,checkthatthedepartment,categoriesandcategoryvaluesyouhaveset
uparecorrect.Ifyouneedtomakeanychanges,clickBack.Otherwise,clickFinish.Aquestion
windowappears.
14
Ifyouwanttocreatestockitemsnow,clickYesandthenseeCreatinganewstockitemon
page 104.Otherwise,clickNotoreturntotheWelcometoDepartmentandCategoriesAssistant
window.
15
ClickCanceltoreturntothemainRetailManagerwindow.
C H A P T E R 4
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Editing a department, category heading or category value

Thesimplestwaytoeditadepartment,categoryheadingorcategoryvalueisusingtheDepartments&
CategoriesAssistant.
To edit a department
1
SelectthedepartmenttobechangedfromtheDepartmentNamedropdownlistandclickEdit.
TheEditDepartmentNamewindowappears.
MaketherequiredchangesandclickOK.
Ifthereareanystockitemsalreadyassignedtothisdepartment,amessageappearsindicatingthat
theywillbereassignedtothenewdepartment.ClickYestocontinue.
ClickFinish.
To edit a category heading

1
SelectthedepartmentthatcontainscategoriesthatneedtobechangedfromtheDepartment
NamedropdownlistandclickNext.TheSetupCategoryHeadingswindowappears.
SelectthecategorytobechangedandclickEdit.
Iftherearestockitemsalreadyassignedtothiscategory,aconfirmationmessageappears.
Toconfirmthatallstockshouldbeassignedtothenewheading,clickYestothemessageandmake
therequiredchanges.Or,ifyoudonotwanttocontinue,clickNo.
ClickFinish.
To edit a category value

1
9 9
SelectthedepartmentthatcontainscategoriesthatneedtobechangedfromtheDepartment
NamedropdownlistandclickNext.TheSetupCategoryHeadingswindowappears.
SelectthecategorythatcontainsthevaluethatyouwanttochangeandclickNext.
SelectthecategoryvaluetobechangedandclickEdit.
MaketherequiredchangesandclickOK.Ifthecategoryvalueisusedinmorethanone
department,aconfirmationmessageappears.
Proceedwithoneofthefollowing:
Tochangethevalueinalldepartmentswhereitisused,clickAllDepartments.
Tochangethevalueintheselecteddepartmentonly,clickThisDepartment.
Ifyoudonotwanttocontinue,clickCancel.
ClickFinish.
Deleting a department, category heading or category value

Deletingadepartment Thesimplestwaytodeleteadepartmentisbyusingthe
Departments & CategoriesAssistant.Deletingadepartmenthasthefollowingeffectonstockitems
andcategories:
Stockitemsarereassignedtothe<Default>department.
Stockitemsretainthefirsttwocategoryvalues(suchasthecolourBlueorthesize12),butthese
valuesareassignedtothedefaultheadingsCategory1andCategory2(insteadofsay,Colourand
Size).
NOTE : Ifyouhaveanitemthathasathirdcategoryvalue Ifyouhaveanitemthathasathird
categoryvalue,suchasFormal,thiswillberetainedandassignedtothedefaultCategory3heading.
However,sincethe<Default>departmenthasonlytwocategories,thisvaluewillbecomereadonly,
meaningthatyouwillnotbeabletochangeiteventhoughitwillappearinthewindows.Ifyouwantto
usethisvalue,youwillneedtoeithereditthe<Default>departmenttohavethreecategories,orcreatea
newdepartmentfortheseitems.
Deletingcategoryheadings Youcannotdeleteacategoryheading.However,ifyoudeletethe
departmentthatthecategoryheadingbelongsto,thecategoryheadingwillnolongerbevisiblein
RetailManagerwindowssuchastheStockwindow.TheheadingwillstillbelistedintheDepartments
&CategoriesAssistantasanavailableheadingandyouwillbeabletoreuseitinanewdepartment,
butitwillnotappearelsewhere.
Deletingcategoryvalues
Assistant.
100
YoucandeleteacategoryvalueusingtheDepartments&Categories
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To delete a department
NOTE : Beforeyoudeleteadepartment Keepinmindthatthedepartmentsstockitemswillbeassignedto
the<Default>departmentandtheircategoryvalueswillbeassignedtothe
Category1andCategory2categoryheadings.Fordetails,seeDeletingadepartmentonpage 100.
SelectthedepartmenttobedeletedfromtheDepartmentNamedropdownlistandclickDelete.
Aconfirmationmessageappears.
Dooneofthefollowing:
Toconfirmthedeletionandreassigntheitemsinthedepartmenttothe<Default>department,
clickYes.
Ifyoudonotwanttocontinue,clickNo.
ClickFinish.
To delete a category value

1
SelectthedepartmentthatwillhavethechangefromtheDepartmentNamedropdownlistand
clickNext.TheSetupCategoryHeadingswindowappears.
SelectthecategorycontainsthevalueyouwanttodeleteandclickNext.TheSetupCategory[]
Valueswindowappears.
SelectthecategoryvaluetobedeletedandclickDelete.Thefollowingmessageappears.
Todeletethevalueinalldepartmentswhereitisused,clickAllDepartments.
Todeletethevalueinonlytheselecteddepartment,clickThisDepartment.
ClickFinish.
1 0 1
Reassigning stock items

TheReassignStockItemsfeatureletsyouquicklyassigncurrentstocktonewdepartmentsand
categories.
InpreviousversionsofRetailManager,youcouldassignastockitemtoacategoryandasubcategory.
Inthisversion,astockitemcanbeassignedtoadepartmentanduptothreecategories.(Formore
information,seeMaintainingstockitemsonpage 91.)
IfyouupgradedtoRetailManagerfromapreviousversion,andintendtoorganiseyourstockitemsby
departmentandcategory,youcanusetheReassignStockItemswindowtodoso.
Whenyouupgradedtothisversion,allthestockitemsinyourshopfrontwereautomaticallyassigneda
departmentcalleddefault.Ifyouhadpreviouslyassignedthemacategoryandsubcategory,those
wereretained.Forexample,abookstorehasassignedthebookBalionaBudgettotheTravel
categoryandtheAsiasubcategory.Uponupgrade,thebookretainedthesetwocategories;italso
acquiredanadditional(third)categoryandwasassignedtothedefaultdepartment.Thebookstore
cannowusetheReassignStockItemswindowtoreassignthebooktoanewdepartmenttheyhaveset
up,sayReference,andtoassignitathirdcategory,suchasAuthororPublisher.
Beforeyoubeginreassigningstockitemstodepartments,makesureyouhavesetupdepartments.See
Departments&CategoriesAssistantonpage 95formoreinformation.
To reassign stock items
102
GototheStockManagementmenuandchooseReassignStockItems.TheReassignStockItems
windowappears.
Select<Default>fromtheDepartmentdropdownlist.
Toreassignstockitemsbycategory,selectthecategoriesfromthecategorydropdownlists.For
example,ifthebookstorewantstoreassignalltheirtravelbooksonAsiafirst,theywouldselect
TravelfromtheCategory1listandAsiafromtheCategory2list.Ifyouwanttolistallitems,select
<All>fromthecategorylists.
C H A P T E R 4
STOCK
ClickLoad.Allthestockitemsbelongingtothecategoriesyouselectedinstep 3appearinthelist.
SelecttheitemsyouwanttoreassignbyclickingtheoptionnexttoeachitemintheSelectcolumn.
Changethedepartmentandcategoryvaluesfortheselecteditems:
a Ifyouwanttoreassignonlyoneitem,youcanchangethedepartmentsandcategoriesforthe
itembyclickingintheappropriatefieldandmodifyingthevalue.Proceedtostep 12.
b Ifyouhavemorethanoneitem,clickReassignDepartment&Categories.TheSelectto
Reassignwindowappears.Proceedtostep 7.
FromtheDepartmentdropdownlist,selectthedepartmentyouwanttoreassigntheselected
itemsto.
Fromthecategoriesdropdownlists,selectthecategoriesyouwanttoassigntotheitems.
Ifyouwanttocreateanewcategory,select<AddNew>fromthelist.SeeTocreatedepartments
andcategoriesonpage 95.
10
ClickOK.Notethattheselecteditemshavebeenreassignedtothenewdepartmentand
categories.
11
Repeatstep 3tostep 8fortheotherstockitemsyouwanttoreassign.Anystockitemsyouhavenot

reassignedwillremainassignedtothe<Default>department.
12
1 0 3
Creating a new stock item

TherearethreemethodsofcreatinganewstockiteminMYOBRetailManager:intheStockwindow,in
theCreateNewStockItemwindow(whichlookssimilartotheStockwindow),anddirectlyinthe
GoodsReceivedwindow.
YoucanalsocreateduplicatesofstockitemsintheDuplicateStockwindow,whichcanbeopenedfrom
theStockwindow,theGoodsReceivedwindoworthePurchaseOrderswindows.
Themethodyouselecttocreateanewstockitemdependsonthetypeoftransactionyouare
performinginRetailManagerandthekindofinformationyouwanttorecordfortheitem.
CreatinganitemintheStockwindow TheStockwindowisusedmainlyforcreatingitemsthatdont
requirepurchasedetailsorthestockquantitytoberecordedforexample,itemssuchaslabourand
freight.YoualsocreatepackagesintheStockwindow.
IfyoudonthaveyourinventorydetailsinaformatthatcanbeimportedintoRetailManager,youcan
usetheStockwindowtoentereachitemofinventoryinRetailManagerattheoutset;thequantityof
eachiteminstockcanthenbeenteredbyperforminganopeningstocktake.
CreatinganitemintheCreateNewStockItemwindow Thiswindowcanonlybeopenedfrom
anotherwindowsuchasGoodsReceivedorPurchaseOrders.Youusethiswindowtocreateanew
itemwhenyouorderitorreceiveitintostock.Youcanenterdetailedinformationaboutthestockitem
inthiswindow.
TheStockandtheCreateNewStockItemwindows ThefieldsintheCreateNewStockItem
windowareidenticaltothefieldsintheStockwindow.
NOTE :
CreatinganitemintheGoodsReceivedwindow YoucreateanitemdirectlyintheGoodsReceived
windowifyouarereceivingtheitemintostockandwanttorecordtheminimumamountof
informationabouttheitem.Thisisusefulifyouhavereceivedalargenumberofproductsandwantto
entertheminRetailManagerquickly.Youcanentertheremainingproductdetailsatalatertime.
CreatinganitemintheGoodsReceivedwindowallowsyoutoenterthepurchasedetailsandreceived
quantityfortheitem.SeeReceivinggoodsonpage 129formoreinformationabouttheGoods
Receivedwindow.
CreatingduplicatestockitemsintheDuplicateStockwindow Duplicateitemshavethesame
departmentandpricinginformationbutcanbelongtodifferentcategoriesorhavedifferentbarcodes
anddescriptions.TheDuplicateStockwindowcanbeopenedfromtheGoodsReceivedwindowand
thePurchaseOrderswindow.YoucanalsoopenthiswindowfromtheStockwindowifyouchooseto
createmorethanoneduplicate.Fordetailsoncreatingduplicatestockitems,seeToaddduplicate
stockitemsintheGoodsReceivedwindowonpage 134,Tocreateapurchaseorderonpage 125or
Tocreatemorethanoneduplicatestockitemonpage 111.
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To create a new stock item

1
GototheInformationmenuandchooseStock,orpressCTRL+O.TheStockwindowappears.
ScanorenterthebarcodeoftheitemintheBarcodefield(youcanenteralphanumericcharacters
inthisfield).Inthemessagewindowthatappears,clickCreate.
Or,ifyouwantRetailManagertoassignabarcode,pressF5.<New>willbedisplayedinthefield
andanumericbarcodewillbeassignedtotheitemoncetheitemiscommitted.
EnterthedescriptionoftheproductintheDescriptionfield.Thisisamandatoryfield.
Minimuminformation Whenyouenterthedescription,theCommit F10buttonatthe
bottomofthewindowbecomesactive,meaningyoucannowcommitthisinformation.
NOTE :
EnterthedepartmentandcategoriesoftheproductintheDepartmentandCategoryfields.Ifyou
arenotassigningcategoriesforyourstockitems,select<N/A>forthesefields.
Formoreinformationonsettingupdepartmentsandcategories,seeDepartments&Categories
Assistantonpage 95.
EnteranextendeddescriptionfortheproductintheExtendedDescriptionfield.
SelecttheTrackSerialNumberoptionifyouwanttotrackserialnumbersforthisstockitem.See
Serialnumbersonpage 158formoreinformationaboutserialnumbers.
SelectthePackageoptionifthisitemisapackage.SeePackagesonpage 113formore
informationoncreatingapackage.
SelecttheStaticQuantityfieldifyoudontwanttoreducethequantityofaproductwhenitissold.
Forexample,thiswouldbeusefulwhenthereisafreightcharge,wherethechargehasacostbut
noobviousquantity.Allotheraspectsofthetransactionarerecorded.
TheInStock,Layby,OnOrder,CSOandS/Orderfieldsaredisplayonlyfields,whichwilldisplay0
whenenteringanewproduct.
SelecttheFreightItemoptionifyouarecreatingastockitemforfreight.SeeSettingupafreight
itemonpage 112forinstructionsoncreatingafreightitem.
10
SelecttheAllowFractionalQuantitiesoptionifyoubuyorsellpartquantitiesofthisitem.This
allowsyoutoenterdecimalvaluesandfractionsintheQtyfieldintransactionwindows.
NOTE :
SerialNumbers
Youcannotapplyserialnumberstoitemssoldinfractionalquantities.
1 0 5
To set tare weight

11
SelecttheUseScaleoptionifthisstockitemisaweigheditemandyouhavesetupscalesasa
hardwareoptionwithRetailManager.
WhenyouselecttheUseScalesoption:
theAllowFractionalQuantitiesoptionisautomaticallyselectedandlocked
theTrackSerialNumbers,PackageandFreightoptionsbecomeunavailable
theUnitofMeasureissettoKilograms(kg)
theTareWeightfieldbecomesavailable.
NOTE : Unitofmeasurefieldlocked IfyouselectedtheUseScalesoption,theUnitofMeasurefield
displaysKilogram(kg)andislocked.Youcannotchangetheunitofmeasurefromkilogramswhenyouuse
thescaleshardwareoptionwithRetailManager.
12
PlacethecontainerinwhichthestockitemwillbeweighedontothescaleandclickReadWeight.
YoucanalsodirectlyentertheweightofthecontainerintheTare Weightfield.
Thecontainersweightwillautomaticallybedeductedfromthetotalweightwhenyouweigh
portionsofthisstockitem.
13
Ifyouwanttorecordtheitemasameasureditem(thatis,youwanttoreceivegoodsandrecord
salesofthisstockitemusingaunitofmeasuresuchasgrams,kilograms,litresormillilitres),select
theappropriateunitofmeasurefromtheUnitofMeasuredropdownlist.
14
EnterthefollowingpurchaseinformationfortheproductintherespectivePurchases(Costs)fields.
a EnterthepurchasetaxcodeintheTaxCodefieldorpressF2toselectfromthelistoftaxcodes.
b Dependingontheinformationyouhaveathand,entereitherthetaxexclusiveunitcostintheEx
Taxfield,orthetaxinclusiveunitcostintheIncTaxfieldandpressENTER.RetailManagerwill
automaticallyfillintheotherfield.
NOTE : Purchases(Costs)fields ThePurchases(Costs)fieldsmaynotbedisplayedifyoubelongto
astaffgroupwithrestrictedaccessprivileges.Formoredetailsaboutsettingupaccessprivileges,see
Securityonpage 283.
106
15
EnterthefollowingsaleinformationfortheproductintherespectiveSales(RRP)fields.
a EnterthesalestaxcodeintheTaxCodefieldorpressF2toselectfromthelistoftaxcodes.
b EntereitherthetaxexclusivesellpriceintheExTaxfieldorthetaxinclusivesellpriceintheInc
TaxfieldandpressENTER.RetailManagerwillautomaticallyfillintheotherfield.
16
Enterasuppliernumberorclickthesearchicon(
)todisplaythelistofsuppliers.Selectthe
supplierfromthelist.SeeMaintainingsupplierdetailsonpage 88forinformationaboutsuppliers
andcreatinganewsupplierrecordforthisstockitem.
17
EntertheminimumstockquantityyouwanttoholdoftheproductintheMinQtyfield.Whenthe
stockleveloftheproductdropsbelowthisquantity,notincludinglaybys,thisproductwillappear
ontheWhatNeedsOrderingreport.
18
Enterthequantityoftheproductyouwanttokeepinstockallthetime,intheMaxQtyfield.You
willreordertheproducttothisquantitylevel.
19
EnterasalepromptintheSalePromptfield.Themessageyouenterherewillappeareachtimethis
itemisselectedforsaleintheSaleswindow.
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NOTE : Saleprompt Thesalepromptcanbeusedtoremindstafftopromoteotherstockitems,

includingthoserelatedtoaparticularitemforexample,youmightwanttocreateasalespromptfora
kettleitem,askingifthecustomerwouldbeinterestedinpurchasingasetofcups.
20
EntertheamountthatcanbeearnedwitheachsaleintheSaleBonusfield,ifyourstaffreceivea
bonusonthesaleofthisstockitem.
SaleBonusandStaffCommission
information.
NOTE :
SeeStaffcommissionsonsalesonpage 80formore
21
SelecttheHideinSearches/Reportsoption,ifyoudontwantthisstockitemtoappearinsearch
listsandreports.SeeHidingrecordsinsearchesandreportsonpage 73formoreinformation.
22
SelecttheAllowDescriptionChangeatPOSoptiontoenableeditingoftheitemdescriptionatthe
timeofsale.Forexample,anitemcalledlabourcouldbedescribedmorespecificallyasinstalled
airconditioner.
To add account details
23
ClicktheAccountstabandentertheincomeaccountandcostofgoodssoldaccountforthisitem.
Ifyoudontsetanaccountfortheitem,thedefaultaccountsyousetinyouraccountingoptionstab
willbeusedtorecordincomeandcostofsales(seeAccountingoptionsonpage 41).
24
Whenyouhavefinishedenteringalltheinformation,clickCommit F10orpressF10tocommit
theinformation.
Naming your stock items

WhenusingMYOBRetailManageritisimportantthatyoudecideonyournamingconventionsforstock
itemsattheoutset,andthatyouareconsistentwhennamingyourstockitems.Thiswillhelpmaximise
thebenefitfromreporting,makereceivinggoodsintostockasquickandeasyaspossible,reducethe
likelihoodofstockitemduplicationinyourinventory,andmakesearchingforstockitemsin
RetailManagereasier.
Thefieldsyouhaveatyourdisposalwhennamingastockitemarethe15characterNumberfield,the
40characterDescriptionfield,thetencharacterDepartmentfield,andthesixcharacterCategory
fields.
1 0 7
Youcanenteralphanumericcharactersinallofthesefields.Rememberthatwhenastaffmemberis
searchingforaproduct,itisthefirstfewlettersofthedescriptionthattheywillmostlikelyuseas
searchcriteria,soenterthemostimportantinformationfirstinthestockitemDescriptionfield.
Thecategoryinformationdoesntneedtobeduplicatedinthestockitemdescription.SeeMaintaining
stockitemsonpage 91forimportantinformationaboutsettingupdepartmentsandcategories.
Example
Forexample,ahardwarestoremighthavethedescriptionofagalvanisednailstartwithFHforflathead
orJHforjolthead,followedbythelengthofthenail.Therefore,agalvanisedflathead75mmnailwould
haveastockitemIDordescriptionofFH75.If allstaffareawareofthenamingconvention,searching
forthisstockitemwillberelativelysimple.
Assigning a unit of measure

MYOBRetailManagerallowsyoutoassignaunitofmeasuretoyourstockitems.Theunitofmeasure
defaultstoEach(equivalenttoacountoftheitem)whenyoufirstcreateastockitem.Ifyouusescales,
connectedtoyourRetailManagercomputer,youcanclassifyastockitemasaweigheditem.Whenan
itemisclassifiedasaweigheditem,theunitofmeasureissettoKilogram(kg).
Unitsofmeasureavailableforstockitemsinclude:
Each
Kilogram(kg)
Gram(g)
Pound(lb)
Ounce(oz)
Litre(l)
Millilitre(ml).
Whenanitemisselectedaspartofatransaction,theunitofmeasureassociatedwiththeitemis
displayedintheQtycolumnintheentereditemlistofthetransactionwindow.
UsingEachasaunitofmeasure TheunitofmeasureEachisthedefaultunitofmeasurewhenyou
createastockitem.WhenyouuseEach,theQtycolumnintheentereditemlistofatransaction
windowdisplaysthenumberofunitsofthestockitemselectedforthetransaction.
Changingtheunitofmeasure Onceyoucommitatransaction(suchasasaleorlayby)onanewly
createdstockitemwhereyouhavesetaunitofmeasureotherthanthatofEach,youcannotchange
theunitofmeasureforthisitem.
Untilyoucommitatransaction,youcanchangetheunitofmeasureasoftenasyoulike.
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Adding pictures to stock items

YoucanaddpicturestostockitemsintheStockwindow.Youcanaddpicturesin.jpg,.gifand.bmpfile
formats.Notethatstockpicturesdonotappearintransactionwindowsorstockreports.
WhenyouaddapicturetotheStockwindow,acopyofthepictureissavedtoyour
C:RetailM\<shopfrontname>\Picturesfolder.Ifyoudeleteormergeastockitem,youneedto
manuallydeletethepicturefilefromthisfolder.
To add a picture to a stock item

1
EnterthebarcodeoftheproductintheBarcodefieldandpressENTER.Thedetailsofthestockitem
appear.
ClickthePicturetab.
ClickInsertPicture.TheLoadImagewindowappears.
SelectthepicturefileyouwanttoaddandclickOpen.TheStockwindowreappearswiththe
picture.
To remove a picture from a stock item

1
EnterthebarcodeoftheproductintheBarcodefieldandpressENTER.Thedetailsofthestockitem
aredisplayed.
ClickthePicturetabandthenclickRemovePicture.Aconfirmationmessageappears.
ClickYes.Thepictureisremoved.
Forinformationaboutviewingpicturedetailsforastockitem,seeViewingpicturedetailson
page 118.
1 0 9
Creating duplicate stock items with a single bar code

UsingMYOBRetailManageryoucancreateduplicatestockitemswithasinglebarcode.Thiscanbe
useful,forexample,whenasingleitemissoldindifferentquantitiesbutwiththesamebarcode.
Anothersituationinwhichthiswouldbeusefuliswhenyouhaveboughtanexdemonstrationitem
andanewitem;eachitemwouldbelikelytohaveadifferentunitcostandretailprice.
Thebarcodemustalreadyexist. Youcanonlycreateduplicatestockitemsusingabarcodethat
alreadyexistsinRetailManager.Youcannotcreateduplicatestockitemsusinganewbarcode.
NOTE :
To create duplicate stock items with a single bar code

1
Singleduplicatestockitems YoucanalsocreatesingleduplicatestockitemsfromtheGoods
ReceivedandPurchaseOrderswindows.
NOTE :
Scanorenterthebarcodeyouwanttousefortheduplicateitems.Thedetailsoftheexistingstock
itemaredisplayed.
ClickDuplicateBarcode(bottomrightoftheStockwindow).Amessageappearsaskinghowmany
duplicatesyouwanttocreate.
Tocreateasingleduplicatestockitemwithacopyoftheinformationoftheoriginalitem,click
OneDuplicate.FollowthestepsinTocreateasingleduplicatestockitembelow.
Tocreatemorethanoneduplicatestockitemwithacopyoftheinformationoftheoriginalitem,
clickManyDuplicates.FollowthestepsinTocreatemorethanoneduplicatestockitemon
page 111.
To create a single duplicate stock item

1
Ifyouchosetocreateasingleduplicateinstep 4above,amessageappearsaskingifyouwantto
alsoduplicatetheinformationintheoriginalitem.
Tocreateaduplicatestockitemwithacopyoftheinformationoftheoriginalitem,clickYes.
ToonlyduplicatetheinformationintheBarcodefield,clickNo.TheCreateNewStockItem
windowappears.NoticethattheBarcodefielddisplaysthebarcodeofthefirststockitemthis
cannotbeedited.
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Enterthedetailsofthestockitem.SeeCreatinganewstockitemonpage 104forfullinstructions
oncompletingthefieldsinthiswindow.
CommitthetransactionbyclickingCommit F10orbypressingF10.Iftheproductdescriptionand
categorycombinationisthesameastheoriginalitem,youarepromptedtocontinuewiththe
transaction.ClickYes.Youarereturnedtothewindowthatdisplaystheoriginalstockitem.
IntheSaleswindow,whenyouscanabarcodewhichhasduplicatestockitemsattachedtoit,apopup
windowappears,listingtheattacheditemsfromwhichyoucanmakeaselection.
To create more than one duplicate stock item

1
Ifyouchosetocreatemorethanoneduplicateinstep 4onpage 110,theDuplicateStockwindow

appears.Theitemdetailsappearinthetoppartofthewindow.
Ifyouwanttoenteryourownbarcodefortheitemoryouwanttoretainthesamebarcodeforall
theduplicates,deselecttheIncrement Bar code by 1option.Iftheoptionisleftselected,anew
barcodewillbegeneratedautomaticallybyincrementingtheoriginalitemsbarcodeby1.
2
IntheNumberofduplicatesfield,enterthenumberofduplicatesyouwanttocreate.
ClickDuplicate.Theduplicateitemsappearinthelist.
Ifnecessary,youcanassigndifferentcategoryvaluesormodifytheBarcodeandDescriptionfor
eachitem.Clickinthefieldyouwanttomodifyandchangethevalue.
1 1 1
SelecttheSelectoptionnexttoeachoftheduplicatesyouwanttocreate.Toselectallitemsinthe
list,clicktheSelectcolumnheading.
ClickOKtoduplicatetheselecteditems.YouarereturnedtotheStockwindow.
IntheSaleswindow,whenyouscanabarcodewhichhasduplicatestockitemsattachedtoit,apopup
windowappears,listingtheattacheditemsfromwhichyoucanmakeaselection.
Setting up a freight item

MYOBRetailManagerallowsyoutosetupastockitemasafreightitem.Ifyourbusinesschargesfreight
onsales,youwillneedtocreateoneormorestockitemsforfreightintheStockwindow.Freightstock
itemscanbepurchasedandsold.RetailManagerdoesnotdifferentiatebetweenincomefrom
normalsalesofstockitemsandincomefromfreightitems.
Whenperforminganaccountingexport,however,theincomecollectedfromfreightitemsisseparated
fromnormalsalesincomeandthecostofsellingthefreightitemisalsoseparatedfromthenormalcost
ofsales.SeeSettingupRetailManagertoexporttoyourbusinessmanagementsoftwareonpage 42.
Youmayormaynotknowthecostoffreightatthepointofsale.Ifyoudoknowthecostforexample,
yourcourierhasgivenyoutheratesfordifferentpackagesizesandweightsyoucansetupmultiple
freightitemsforeachsizeorweightandsellthefreightitemappropriateforthesale.
Ifyouintendtochargefreightongoodsreturnedtosuppliers,youwillneedtosetupafreightitemand
returnthisitemtothesupplier.
Example
AbusinesspurchasesExpressPostenvelopesthattheyusetosendgoodstotheircustomers.They
chargetheircustomers$10.00postagewhenanenvelopeisused.Thebusinesswouldrecordagoods
receivedentryfortheseenvelopesatthepurchasevalueoftheenvelopes.Whentheyrecordasale
thatrequirespostagetheyselltheenvelopetothecustomerasaseparateitemontheinvoice.
Costpriceonfreight Ifyoudontenteracostpriceforfreight,yourgrossprofitonfreightwill
appearas100percent.
NOTE :
NoteabouttheGST SincefreightattractsGST,youneedtosetthefreightsaletaxcodetoGST10%.
Freightchargedforgoodsreturnedisconsideredareturnedpurchase;therefore,ifyouarereturning
goodstoasupplier,youwillneedtosetthefreightpurchasetaxcodetoGST10%.
FreightisGSTfreefortheoverseascomponentofexportsales.Ifyourbusinesssellsgoodsoverseas,
youmayneedtosetupaseparatefreightitemtobeusedintheseinstances,andassignitaGSTfreetax
code.Formoreinformation,seeCreatingtaxcodesonpage 56.
To create a freight item
112
EnteradescriptivecodesuchasFreightintheBarcodefield.Amessageappearsstatingthatno
matchingbarcodeswerefound.
Inthemessagewindow,clickCreatetocreatethenewitem.
CompletetheDescription,DepartmentandCategoryfieldsasrequired.
SelecttheFreightItemoption.
C H A P T E R 4
STOCK
SelecttheStaticQuantityoptioniffreighthasnoquantity(forexample,couriercharges).Donot
selectthisoptionifyouwanttotrackfreightquantity(forexample,prepaidenvelopes).
Ifapplicable,enterthepurchasetaxcodeandsaletaxcodeintheappropriatefields.
EnterthecostpriceifknownintheExTaxfieldofthePurchaseswindow.
EntertheamountyouchargeforfreightintheExTaxfieldoftheSaleswindow.Youcanoverride
thisamountintheSaleswindow.
10
Packages
InMYOBRetailManageryouhavetheflexibilitytosellaproductasasingleitem,andaspartofa
package.Apackageconsistsofseveralstockitemsthataregroupedtogetherandsoldasasingleunit.
Forexample,aconfectionerystorewantstosellamultipackofseveralkindsofchocolatewhichthey
alsosellasindividualitems.ThemultipackconsistsoftwopacketsofAlmondCrunch,oneboxof
Nougat,twobarsofRaspberryRiot,andsixChocMintSwirls.InRetailManagerastockitemcalled
VarietyPackiscreatedintheStockwindowandflaggedasapackage.Thentheindividualstock
itemsAlmondCrunch,Nougat,RaspberryRiotandChocMintareaddedascomponentsofthis
package.
Settingthepackagesellprice InRetailManager,thesellpriceofapackageisthetotalofthesell
priceofeachofitscomponents.Ifyouwanttoadjustthepriceofthepackage,youneedtodosoatthe
componentlevelbyadjustingthepriceofoneormoreofthecomponents.
Assigningataxcode Youmusteitherassignataxcodetothepackageorspecifythattaxwillbe
chargedatthecomponentrate.AnexampleofwhenyouwouldchargeGSTatthecomponentrate
wouldbewhensellingafoodhamperwheresomeitemsinthehamper,suchasfreshfruit,arefreeof
GST,whileotheritems,suchasbottlesofwine,attractGST.
To create a package
1
EnterthebarcodeyouwanttouseforthepackageintheBarcodefieldandpressENTER.
Alternatively,pressF5intheBarcodefieldifyouwantRetailManagertoassignabarcode.
Enteradescription,department,categoriesandextendeddescriptionforthepackage.
1 1 3
SelectthePackageoptiontoflagthisitemasapackage.
EntertheSalestaxcodeintheTaxCodefield.
CompletetheremainingfieldsasrequiredandclickCommit F10orpressF10tocommitthe
information.SeeCreatinganewstockitemonpage 104formoreinformationoncompleting
thesefields.
Addingcomponentstoapackage Toaddcomponentstothepackage,opentheStockwindow
bypressingCTRL +OandenterthebarcodeofthepackageyoujustcreatedintheBarcodefield.
NOTE :
ClickComponentsintheviewslist.(Youmayneedtochoosethestockitemagainbyenteringthe
barcodeorsearchingfortheitem.)
Entercomponentdetails.
Packagecomponentsmustexist Thecomponentsyouwanttoaddtothepackagemustalready
existinthesystem.YoucannotcreateanewstockitemintheComponentswindow.
NOTE :
a Enterthebarcodeorsearchforthestockitemthatyouwanttoaddtothepackage,inthe
Componentfield.
b EnterthequantityofthisitemyouwantinthepackageintheQuantityfield.
c Adjusttheunitsellpriceasrequired.
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d Clicktheaddicon(
)toaddthecomponenttothepackage.Thecomponentappearsinthe
grid.
Repeatfromstep 7toaddtherestofthecomponentstothepackage.
TheTotalfielddisplaysthepackagesellprice(whichisthetotalsumofthecomponentsellprices).
Ifyouwanttoadjustthepackagesellprice,youneedtodosobyadjustingthepriceofoneormore
ofthecomponents.
Iftheunitsellpriceyouenteredforacomponentisbelowcost,RetailManageralertsyoutothatby
displayinganasteriskintheBCcolumn.
10
SelecttheChargeGSTatComponentsratesoptionifyouwantRetailManagertousethe
componentstaxcodewhensellingthepackage,andnotthetaxcodeyouspecifiedforthepackage
instep 5.
11
SelectPrintComponentsonReceiptifyouwantthecomponentsofthepackagetobelistedon
receipts.
NOTE : DocketPrinter Youmusthaveadocketprintersetupbeforeselectingthisoption.Ifyoudonot
haveadocketprintersetup,youwillnotbeabletocommityourchanges.SeeDocketprinteron
page 32formoreinformationaboutsettingupyourdocketprinter.
12
To update package details

Youcanaddacomponenttoapackage,oreditordeleteanexistingcomponentfromapackageinthe
Stockwindow.
1
EnterthebarcodeofthepackageintheBarcodefield.
ClickComponentsintheviewslist.Alistofcomponentscontainedinthepackageappearsinthe
grid.
Toaddacomponent,enterthebarcodeofthecomponentintheComponentsfield,enterthe
quantityoftheitemyouwanttoincludeinthepackageandclickthecloseicon ( ).
Toeditacomponent,selectitinthegrid.Thecomponentdetailsareremovedfromthegridand
displayedintheComponentsfieldslineabovethegrid.Editthelineasrequiredandclickthe
closeicon( ).
1 1 5
Todeleteacomponent,selectitinthegrid.Thecomponentdetailsareremovedfromthegrid
anddisplayedintheComponentsfieldslineabovethegrid.PressDELETEthenclickthecloseicon
( ).
Notethatthesellpriceofthepackagechangesautomaticallytoreflectanychangesyouhave
madeatthecomponentlevel.
NOTE : Add,editordeleteinanexistingpackage Whenyouadd,editordeleteinanexisting
package,anychangesyoumakeareautomaticallysavedtoyourshopfrontdatabase,sothe
Commit F10buttonisinactive.Clickthecloseicon( )toleavethewindow.
Forinformationaboutviewingcomponentandpackagedetailsforastockitem,seeViewing
componentdetailsonpage 118andViewingpackagedetailsonpage 118.
Updating stock item details

StockitemdetailsareupdatedintheStockwindow.Thefollowinginstructionsareforupdatinggeneral
stockitemdetails.
Toaddapicturetoastockitem,Addingpicturestostockitemsonpage 109.
Toupdatecomponentsinapackage,seePackagesonpage 113.
Toupdatestockitemlevelpricing,seeSingleitempricingonpage 139.
To update stock item details

1
EnterthebarcodeoftheproductintheBarcodefield.Thedetailsofthestockitemaredisplayed.
ThecursorispositionedintheDescriptionfield.
Updatetheproductdetailsasrequired.SeeCreatinganewstockitemonpage 104forfull
instructionsonhowtocompletethefieldsintheStockwindow.
NOTE : Purchases(Costs)fields ThePurchases(Costs)fieldsmaynotbedisplayedifyoubelongtoa
staffgroupwithrestrictedaccessprivileges.Formoredetailsaboutsettingupaccessprivileges,see
Securityonpage 283.
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Viewing stock item details

MYOBRetailManagermaintainsadetailedrecordofstockitems,including:
generaldetails(seepage 118)
picturedetails(seepage 118)
pricingdetails(seepage 118)
accountdetails(seepage 118)
componentdetails(seepage 118)
salesdetails(seepage 118)
audittrail(seepage 118)
packagedetails(seepage 118)
serialnumbers(seepage 119)
supplierdetails(seepage 119)
suppliercodes(seepage 119)
orderdetails(seepage 119)
customerspecialorderdetails(seepage 119)
salesorders(seepage 119)
quotedetails(seepage 119).
To view stock item details

1
GototheInformationmenuandchooseStock,orpressCTRL+OtodisplaytheStockwindow.
EnterthebarcodeoftherequireditemintheBarcodefield.
NoticethefourteenviewsinthelistintheStockwindow.Thenameindicatesthetypeof
informationeachviewcontainsaboutthestockitem.TheinformationintheGeneral,Picture,
PricingandComponentsviewscanbeedited;theotherviewsaredisplayonly.
1 1 7
Viewinggeneraldetails TheStockwindowdefaultstotheGeneralview,whichdisplaysgeneral
informationaboutthestockitemsuchaspricingandstockholdingquantities.Thefivefieldsatthetop
tellyouataglancethequantityoftheiteminstock,onlayby,onorder,oncustomerspecialorderand
onsalesorder.SeeUpdatingstockitemdetailsonpage 116forinstructionsonhowtoupdategeneral
stockitemdetails.
NOTE : Purchases(Costs)fields IntheGeneralview,thePurchases(Costs)fieldsmaynotbedisplayedif
youbelongtoastaffgroupwithrestrictedaccessprivileges.Formoredetailsaboutsettingupaccess
privileges,seeSecurityonpage 283.
Viewingpicturedetails ClickPicturetoviewapictureofthestockitem.Forinformationabout
addingordeletingapicturetoastockitem,seeAddingpicturestostockitemsonpage 109.
Viewingpricingdetails ClickPricingtoviewyourglobal,category,andsingleitempricinglevels.
Singleitempricinglevelsaresetinthiswindow.SeePricinggradesonpage 135formoreinformation.
Viewingaccountsdetails ClickAccountstoenterorviewtheincomeaccountandcostofgoodssold
accountforthisitem.Youcansetdifferentaccountsfordifferentitems.Ifyoudontsetanaccountfor
theitem,thedefaultaccountsyousetinyouraccountingoptionstabwillbeusedtorecordincomeand
costofsales(seeAccountingoptionsonpage 41).
Viewingcomponentdetails Ifthestockitemisapackage,clickComponentstoviewalistof
componentscontainedinthepackage.SeePackagesonpage 113forinstructionsonhowtoupdate
components.
Viewingsalesdetails ClickSalestoviewsalesoftheproductforaspecificperiodhourlydaily,
weekly,ormonthly.Selecttheperiodbyclickingtheappropriatebuttonatthebottomofthewindow.
Thenumberofsales,theaveragesellpriceandestimatedgrossprofitpercentageforthespecified
periodappearinthegridontheright.Thebargraphdisplaysthenumberofsalesfortheselected
period.
eGP%column TheeGP%columnmaynotbedisplayedifyoubelongtoastaffgroupwithrestricted
NOTE :
Viewingauditdetails TheAuditTrailviewdisplaysthefulltransactionhistoryofthestockitem,
includingreceivingnewstockfromsuppliers,sales,laybys,salesorders,achangeinsellprice,a
changeincost,andsoon.Thedate,typeoftransaction,transactioncode,andthequantitymovedinor
outofstockarelistedforeachtransaction.
Toviewtheoriginaltransaction,clickatransactionorusethearrowkeystohighlightthetransaction
andthenpressENTER.
Variancecolumn TheVariancecolumnmaynotbedisplayedifyoubelongtoastaffgroupwith
restrictedaccessprivileges.Formoredetailsaboutsettingupaccessprivileges,seeSecurityonpage 283.
NOTE :
Viewingpackagedetails ClickPackagestoviewalistofthepackagesinwhichthisstockitemisa
component.Foreachpackage,youcanviewthepackagesellprice,thecomponentsellpriceandthe
quantityofthestockiteminthepackage.SeePackagesonpage 113formoreinformation.
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Viewingserialnumbers Ifyouaretrackingtheserialnumberforthisstockitem,theSerialAudit
viewdisplaystheauditdate,theserialnumber,warrantydate,thetransactionsontheitem,the
transactionID(docketnumber)andthemovementoftheitem(forexample,fromLaybytoSold).You
canviewtherecordbyclickingatransactionorbyhighlightingitusingthearrowkeysandpressing
ENTER.
Viewingsupplierdetails ClickSupplierstoviewalistofsuppliersyoureceivedthisstockitemfrom,
thedateyoureceivedtheproductandtheunitcost.Youcanusethiswindowtocomparethecostof
theproductbysupplier.
NOTE :
Viewingsuppliercodes ClickSupplierCodestoviewthesuppliercodesforthisstockitem.
RetailManagerobtainsthisinformationfromthePurchaseOrderswindow,whereyouarerequiredto
enterthesupplierscodefortheproduct.
Viewthecosttaxinclusiveortaxexclusivebyselectingtheappropriateoptionatthebottomofthe
window.
Viewingpurchaseorderdetails ClickPurchaseOrderstoviewpurchaseorderdetailsforthisstock
item.Thedate,ordernumber,suffix,supplier,cost,quantityonorderandstatusoftheorderarelisted.
Toviewtheoriginalpurchaseorder,clickatransaction,orhighlightitusingthearrowkeysandpress
ENTER.Formoreinformationoncreatingpurchaseorders,seeTocreateapurchaseorderonpage 125.
NOTE :
Viewingcustomerspecialorderdetails ClickSpecialOrderstoviewcustomerspecialorderdetails
forthisstockitem.Thedate,customer,sellprice,quantityonorderandstatusoftheorderarelisted.
Toviewtheoriginalcustomerspecialorder,clickatransactionorhighlightitusingthearrowkeysand
pressENTER.
Creatingcustomerspecialorders
Customerspecialordersonpage 202.
NOTE :
Formoreinformationoncreatingcustomerspecialorders,see
Viewingsalesordersandquotes ClickSalesOrderstoviewsalesorderdetailsorQuotetoview
quotesdetailsforthisstockitem.Salesorderorquoteinformationsuchasthedate,customerquantity
typeandstatusisdisplayed.
Viewthecosttaxinclusiveortaxexclusivebyselectingtheappropriateoptionatthebottomofthe
window.
1 1 9
Merging stock items

Mergingstockitemsisausefulwaytocorrecttheaccidentalduplicationofstockitems,andtomergea
newbarcodewithanoldbarcodetomaintainthesamestockitemrecord.
Mergestockitemswhenyouhavetwoexistingstockitemrecords.Ifyouwanttochangethebarcode
ofastockitemtoanewbarcode,youneedtoreallocatethebarcode.SeeBarcodesonpage 150for
moreinformation.
Beforeyoubeginmergingstockitems,notethefollowing:
Youcannotmergetwostockitemsifonlyoneofthemhastheserialnumbertrackingfeature
enabled.
Youcannotmergetwostockitemsiftheunitofmeasureisnotthesame.
CAUTION : Mergingrecordswillcloseyourshopfront Onceyouhavecompletedthemerger,
RetailManagerclosesyourshopfronttocompletetheoperation.Ensurethatallotherconnectionstoyour
shopfrontareclosedbeforemergingrecords.
To merge stock items
120
GotoAdminmenuandchooseMerge/DeleteRecords.TheMerge/DeleteRecordswindow
appears.
ClicktheSelectrecordsfromdropdownarrowandchooseStockfromthelist.
EntertheoldbarcodeintheOldBarcodefield.
EnterthenewbarcodeintheNewBarcodefield.
ClickMerge F10orpressF10.Aconfirmationmessageappears.
Tocontinue,clickYestotheconfirmationmessage.Or,ifyoudonotwanttocontinue,clickNo.
C H A P T E R 4
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Continuetomergeotherrecords,orclickthecloseicon( )orpressESCtoclosetheMerge/Delete
Recordswindow.Aninformationwindowappears,informingyouthatRetailManagerwillcloseand
reopenyourshopfront.
EnsurethatnootherterminalsareconnectedtotheshopfrontandclickOK.Yourshopfrontcloses
andthestafforcustomerrecordsaremergedfromRetailManager.
Ifyouhaveasingleshopfront,RetailManagerwillreopenyourshopfront.Ifyouhavemultiple
shopfronts,selecttheshopfrontyouwanttoopen.
Onceyouhavemergedthestockitems,theoldbarcodeisclearedandcanbeusedagainforanew
stockitem.
Deleting stock items

TheDeleteRecordsfunctionisusefulfordeletingstockitemsthathavebeenenteredinMYOB
RetailManagerbymistakeoritemsthatyounolongerrequireinthesystem.Ifyouhavemorethanone
stockitemtodelete,youcanusetheBulkDeletefeature(seeTodeletestockitemsinbulkon
page 122).
TrackSerialNumbers
enabled.
NOTE :
Youcannotdeleteastockitemthathastheserialnumbertrackingfeature
RetailManagercreatesanitemcalled<Deleted>thefirsttimeyoudeleteastockitemandmerges
yourstockitemrecordintothisitem.Allstockitemsthatyoudeletesubsequentlyaremergedintothe
<Deleted>item.
Youcannotdeletethefollowing:
anitemthatiscurrentlyinstock,orthathasanegativequantity(onlyitemswithzeroquantitycan
bedeleted)
anitemonorder.
Beforeyoudeleteitems Onceanitemisdeleted,youwillnotbeabletoaccesstheitemrecord.
Makesureyouaredeletingthecorrectitem.Considerdoingabackupbeforeyoudeleteanyrecords.
SeePerformingabackuponpage 276formoreinformationaboutbackingupyourdatabase.
1 2 1
To delete a stock item

1
GototheAdminmenuandchooseMerge/DeleteRecords.
ClicktheSelectrecordsfromdropdownarrowandchooseStockfromthelistofavailableoptions.
EnterthebarcodeoftheitemyouwanttodeleteintheOldBarcodefield.
ClickDeleteRecord.Youareaskedifyouwanttomergetheitemwiththe<Deleted>item.Choose
Yes.
Continuetodeleteotherrecords,orclickthecloseicon(
Recordswindow.
)orpressESCtoclosetheMerge/Delete
Aninformationwindowappears,informingyouthatRetailManagerwillcloseandreopenyour
shopfront.
Ensurethatnootherterminalsareconnectedtotheshopfront.
ClickOK.
YourshopfrontclosesandthestockrecordsaremergedfromRetailManager.Ifyouhaveasingle
shopfront,RetailManagerwillreopenyourshopfront.Ifyouhavemultipleshopfronts,selectthe
shopfrontyouwanttoopen.
Onceyouhavedeletedthestockitems,theoldbarcodeisclearedandcanbeusedagainforanew
stockitem.
To delete stock items in bulk

1
GototheStockManagementmenuandchooseBulkDeleteRecords.Amessageappears
informingyouthatyoumustcloseallconnectionstoyourcurrentshopfront.
NOTE :
EnsurenootherterminalsareconnectedtoyourshopfrontifyouareusingRetailManagerona
network.
122
C H A P T E R 4
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ClickYes.TheshopfrontclosesandtheMYOBRetailManagerBulkDeletewindowappears.
InStockFilters,selectyoursearchcriteriafortheitemsyouwanttodelete.UsetheSearchfieldto
searchbyclassification(suchasstockdescriptionorbarcode).
Youcanfiltertheitemslistaccordingtodepartment,categoryordatetheitemwaslastused(not
includingstocktakes),oruseacombinationoffilterstonarrowdownasearch.Forexample,ifyou
wanttofindoutwhatstockhasntbeensoldforoverayear,soyoucouldfilterbydatelastused,
thenfurtherrefineyoursearchbyselectingacategoryordepartment.
SelectIncludeInactiveStocktoincludeinactivestockinyoursearch.
SelectStockwithTrackedSerialNumberstoincludestockwithaserialnumberthatyoutrack.
Whenyouselectthisoption,awarningmessageappearsregardingwarrantyonitemswithtracked
serialnumbers.ClickOK.
ClickSearch.Thestockitemsmatchingyourcriteriaappear.
SelecttheitemsyouwanttodeletebyclickingintheSelectcolumnnexttotheitem.Ifyouwantto
deleteallitems,clicktheSelectcolumnheading.
ClickCommit.Aconfirmationmessageappears.
ClickYes.Theitemsaredeleted.
10
ClickClosetoclosetheMYOBRetailManagerBulkDeletewindow,orsetnewsearchcriteriato
deletemoreitems.
1 2 3
Purchase orders
Unlessyoumanufactureyourproductsonsiteusingyourownrawmaterials,youprobablypurchase
yourstockitemsorrawmaterialsregularlyfromyoursuppliers.YoucanusethePurchaseOrders
functiontocreatepurchaseordersforeachsupplier,listingthestockitemsandquantityyourequire
andthepriceyouexpecttopay.
Creatingpurchaseordersbelow
Editingandcancellingpurchaseordersonpage 128.
Creating purchase orders

Whenyoucreateapurchaseorder,MYOBRetailManagerkeepstrackofthestatusoftheorder.The
orderremainsoutstandinguntilyoureceivetheitemsandenterthemintheGoodsReceivedwindow.
YoucanenquireintopurchaseordersbysupplierintheSupplierswindoworbystockitemintheStock
window.
TheWhatsOnOrderreportlistsalltheproductsonorderforeachsupplierandtheexpecteddateof
theorder.Thereportcanbefilteredbysupplier,department,categoryorexpecteddate.TheIndent
Orderreportlistsallyourpendingordersforthenexttwelvemonths.
ItisnotmandatorythatyoucreatepurchaseordersinRetailManager.Youhavetheoptionofordering
youritemsseparatelyandenteringtheminRetailManagerusingtheGoodsReceivedwindowwhen
youreceivethem.
Standardshoporders Whenyoucreateastockitem,youhavetheoptiontosetthethreshold
quantityforthatitem(seeCreatinganewstockitemonpage 104formoreinformation).Beforeyou
createapurchaseorder,youcanruntheWhatNeedsOrderingreporttofindoutwhichitemsare
belowthethresholdquantityandneedtobereordered.
Ifastockitemthatisbelowthresholdquantityhasbeenassignedadefaultsupplier,enteringthat
suppliersnumberinthePurchaseOrderswindowwillcauseapromptwindowtobedisplayed,asking
ifyouwanttoloadstandardorders.ClickYestopopulatethePurchaseOrderswindowwithstandard
orderstock.
Customerspecialorders YoucanusethePurchaseOrdersfunctiontoplaceaonetimecustomer
specialorder.Ifyouhaveallocatedasupplierforthespecialorder,enteringthatsuppliersnumberin
thePurchaseOrderswindowwillautomaticallypromptyoutoloadshoporders.ClickYesandtheshop
ordersareloaded.
Suppliercodes InthePurchaseOrderswindowyouarepromptedtoenterasuppliercodefora
productthefirsttimeyouorderitfromasupplier.RetailManagerwillrememberthiscodeandinsertit
automaticallyintheSupplierCodefieldthenexttimeyouordertheproductfromthissupplier.(Ifa
suppliercodehasnotbeenenteredpreviouslyforaproduct,RetailManagerdisplaystheproductsbar
codeintheSupplierCodefield.)
RetailManagerallowsfordifferentsuppliercodes.Ifyousubsequentlyordertheproductfromanother
supplier,youwillneedtoentertheircodeinthepurchaseorder.TheCodestabintheStockwindow
listsallthesuppliercodesforaproduct.
124
C H A P T E R 4
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To create a purchase order

1
GototheTransactionmenuandchoosePurchaseOrders,orpressF9.ThePurchaseOrders
windowappears.
EnteryourstaffnumberintheStafffield.Ifyouhaveoutstandingcustomerordersyouwillbe
promptedtoprocessthem.
NOTE : Taxinclusive/exclusive TheCostsincludetaxoptionisselectedifyouselectedthisoptionin
theGeneralOptionswindow.Ifyouwantthecosttobetaxexclusive,deselectthisoptionbeforeyou
enteranyitemdetails.
EnterthesuppliernumberintheSupplierfieldor,tocreateanewsupplierrecord,pressF5(for
moreinformation,seeMaintainingsupplierdetailsonpage 88).
Ifastockitemfromthissupplierneedsreorderingorifyouhaveallocatedacustomerordertothis
supplier,amessageappearsaskingyouifyouwanttopopulatethewindowwiththatorder.
ClickYesifyouwanttoplaceeitherastandardshoporderoracustomerspecialorder.The
productdetailsaredisplayedinthePurchaseOrderswindow.Checktheorderandedititif
required.
ClickNoifyouwanttoorderotherproducts.
Toaddanindividualitemtotheorder:
a EnterthebarcodeoftheproductintheBarcodefieldandpressENTER.Iftheproductisassigned
toanothersupplier,analertmessageappearsdisplayingthenameofthedefaultsupplier.
b Tabthrougheachoftheitemfields,andchangeanyinformationifrequired.Whenyoutabout
oftheQtyfield,thisproductlineismovedintothelist,andthecursorispositionedatthe
beginningofanewline.
Tocreateanewitem:
c EnteranewbarcodeandpressENTER.Amessageappearsstatingthatnomatchingbarcodes
werefound.
PURCHASEORDERS
1 2 5
d ClickCreatetocreatetheitem.TheCreateNewStockItemwindowappears.SeeCreatinga
newstockitemonpage 104forfullinstructionsonhowtocompletethefieldsinthiswindow.
Whenyoucommitthetransaction,youarereturnedtothePurchaseOrderswindow,withthe
productyoujustcreateddisplayedintheentereditemslist.
e InthePurchaseOrderswindow,enterthesupplierscode,expectedcostandrequiredquantity
forthisnewitem.WhenyoutaboutoftheQtyfield,thisproductlineismovedintothelist,and
thecursorispositionedatthebeginningofanewline.
6
Toaddmultiplestockitemstotheorder:
a ClickSelectMultipleStock.TheSelectMultipleStockwindowappears.
b SelecttheDepartmentthatyouwanttoloadstocksfrom.Ifyouwanttoseestockitemsfromall
c
d
e
f
126
departments,select<All>.TheCategoryfieldsassociatedwiththeselecteddepartmentwill
appear.Selectanycategoryvaluesyouwanttouseorusethedefault<All>.
Ifrequired,selectadifferentSupplier(thedefaultistheSupplieryouareorderingfrom).Ifyou
wanttoseestockitemsofallsuppliers,select<All>.
ClickLoadtoseethestockitems.Thestockitemsaredisplayedinthegrid.
ClicktheSelectoptionnexttoeachitemyouwanttoorder.Toselectallitemsinthelist,clickthe
Selectcolumnheading.
ClickOKtoaddtheselecteditemstotheorder.Ifthedefaultsupplierfortheseitemsisdifferent,
awindowappearsaskingyoutoreselecttheitems.SelecttheitemsagainandclickOK.
YouarereturnedtothePurchaseOrderswindow,withtheproductsdisplayedintheitemslist.
Youcanalsoaddstockitemsthatareduplicatesofanotheritemduplicateitemshavethesame
departmentandpricinginformationbutcanbelongtodifferentcategoriesorhavedifferentbar
codesanddescriptions.Forexample,youcouldmakeduplicatesofashirt,withonlythesizeand
colourbeingdifferent.
C H A P T E R 4
STOCK
Tocreateoneorduplicatesofanitem:
a ClickDuplicateStock.TheDuplicateStockwindowappears.
b EntertheBarCodeoftheitemorclickF2tosearchforit.Theitemdetailsappearinthetoppart
ofthewindow.
c Ifyouwanttoenteryourownbarcodefortheitemoryouwanttoretainthesamebarcodefor
alltheduplicates,deselecttheIncrement Bar code by 1option.Iftheoptionisleftselected,a

newbarcodewillbegeneratedautomaticallybyincrementingtheoriginalitemsbarcodeby1.
d IntheNumberofduplicatesfield,enterthenumberofduplicatesyouwanttocreate.
e ClickDuplicate.Theduplicateitemsappearinthelist.
eachitem.Clickinthefieldyouwanttomodifyandenterorselectthevalue.
g SelecttheSelectoptionnexttoeachoftheduplicatesyouwanttouse.Toselectallitemsinthe
list,clicktheSelectcolumnheading.
h ClickOKtoduplicateandaddtheselecteditemstotheorder.YouarereturnedtothePurchase
Orderswindow.
f
Whenyouhavefinishedaddingalltheitemstotheorder,tabtotheOrderSuffixfieldandentera
codeforexample,areferencenumberoryournamethatwillhelpyouidentifythepurchase
order.WhatyouenterherewillappearintheOrderNo.fieldintheGoodsReceivedwindowwhen
youdisplaythisorder.
PURCHASEORDERS
1 2 7
NOTE : ExpectedTotalandDueDatefields TheExpectedTotalfieldsdisplaytheexpectedtotalforthe

orderincludingandexcludingtax.
IfyourecordedthenumberofdeliverydaysforthesupplierintheSupplierswindow,theDueDatefield
displaysthedateyoucanexpectthegoodsfromthesupplier.Youcanchangethisdateifyouwant.
Tochangethedeliveryaddress:
a ClickDelivery.TheDeliveryDetailswindowappears.
b IntheDelivertofield,selectwhereyouwantyourgoodsdelivered.
c Ifyouaredeliveringtheitemsdirectlytoacustomer,selectthecustomerandtheirlocation.
d ClickCommitF10toreturntothepurchaseorder.
10
ClickCommit F10orpressF10tocommitthepurchaseorderinformation.
Purchaseordersareprintedtotheprinteryouspecified.
Editing and cancelling purchase orders

YoucaneditapurchaseorderinMYOBRetailManager.Youmightdothisif,forexample,younoticean
errorintheorderafteryouprintitout,orthesupplierinformsyouthatsomeitemsonorderareoutof
stock.Youcaneditthesuppliercode,expectedcost,taxcode,andquantityofaproductonorder,and
changethesuffixandduedateifrequired.
Youcanalsocancelanoutstandingpurchaseorder.
To edit a purchase order
128
GototheTransactionmenuandchoosePurchaseOrders,orpressF9.ThePurchaseOrders
windowappears.
EntertheStaffnumberandtheSuppliernumberintheappropriatefields.
ClickEditPurchaseOrder.Alistofpurchaseordersforthissupplierisdisplayed.
Selecttherequiredpurchaseorder.Theproductsonorderappearinthegrid.
SelecttheproductlineyouwanttoeditbyhighlightingitandpressingENTER.Theproductdetails
shifttothefirstline.
C H A P T E R 4
STOCK
EdittheorderasrequiredandclickCommit F10orpressF10tocommittheinformation.
Whenyouprintoutthepurchaseorder,arevisionnumberwillappearontheorder.
To cancel an outstanding purchase order

SeeCancellingordersonpage 270forfullinstructionsonhowtocancelanentirepurchaseorderoran
individualitemonorder.
Receiving goods
TheGoodsReceivedwindowisusedtoreceivegoodsintostockfromasuppliersinvoice.New
suppliersandnewstockitemscanalsobequicklycreatedfromthiswindow.
Troubleshooting SeeGoodsreceivedandreturnedgoodsonpage 363fortroubleshooting
informationaboutreceivinggoodsinRetailManager.
NOTE :
WhenyouarereceivinggoodsintheGoodsReceivedwindow,youhavetwomethodsforcreatingnew
stockitems.Youcaneithercreatethenewstockitem:
intheGoodsReceivedwindow,whichonlyrequirestheminimumamountofinformationabout
theproduct,or
intheCreateaNewStockItemwindow(accessedfromtheGoodsReceivedwindow),whichis
usedtoaddmoredetailaboutthestockitemandsetyourstocklevels.
YoucanalsocreateduplicatesofastockitemfromtheGoodsReceivedwindowduplicateitemshave
thesamedepartmentandpricinginformationbutcanbelongtodifferentcategoriesorhavedifferent
barcodesanddescriptions.
Beforeyoucreateanewitem,seeNamingyourstockitemsonpage 107forimportantinformation
abouthowtonameyourstockitemsinRetailManager.AlsoseeMaintainingstockitemsonpage 91
forimportantinformationaboutdefiningproductcategories.
NOTE : RecordsuppliersABN IfthesupplierfromwhomyouarereceivinggoodsisregisteredforGST,
selecttheSupplierRegisteredforGSToptionintheSupplierswindow.Then,recordthesuppliersABN.
Otherwise,RetailManagerwillassumethatthesupplierisnotregisteredforGSTandassigntheGNR(GST
NonRegistered)taxcodetoallitemsyoureceivefromthissupplier.Notethatyoumustquotethesuppliers
ABNinordertoclaimGSTfromtheATOonyourpurchases.
Receivinggoodsonorderonpage 130
Printingbarcodesforgoodsreceivedonpage 135
Calculatingdiscountsonpage 135.
RECEIVINGGOODS
1 2 9
Receiving goods on order

WhenyouplaceapurchaseorderinRetailManagerandreceivethegoods,youcandisplaytheorderin
theGoodsReceivedwindow.Eachproductontheorderisdisplayed,savingyouhavingtoenterthe
receivedproductsmanually.Ifthereisadiscrepancybetweenyourpurchaseorderandthesuppliers
invoice,forexample,youexpectedtopay$20foraproductbutthesupplierchargedyou$22,youcan
adjusttheexpectedcostforthestockitemasrequiredintheGoodsReceivedwindow.
Assigningserialnumbersonreceiptofgoods YoucanusetheSerialNumberoptionintheGoods
Receivedwindowtoassignserialnumberstostock.Formoreinformation,seeSerialnumbersonpage 158.
NOTE :
Receivingpartofanorder Ifyoureceivedonlypartofanorder,forexample,youordered6squash
racquetsand50pairsofrunningshoes,butthesuppliersentyouonly30pairsofshoesandno
racquets,youcandeletethesquashracquetslineintheGoodsReceivedwindowandchangethe
quantityofshoesto30.Thepurchaseorderwillbeoutstandinguntilyoureceivetheremaining20pairs
ofshoesandthesquashracquets.However,ifyouhaveselectedtoautomaticallyrejectbackorders
fromthissupplier(seeMaintainingsupplierdetailsonpage 88),theoutstandingitemswillbedeleted
fromthepurchaseorderandtheorderwillbecancelled.
To receive goods into stock

1
130
GototheTransactionmenuandchooseGoodsReceived,orpressF7.TheGoodsReceivedwindow
appears.
LoadPO
Clicktoloadthepurchaseorder.Loadorderfirstbeforeenteringothergoods.
Costsinclude
Tax
Ifselected,thecostistaxinclusive.Selectordeselectthisboxbeforereceivinggoods.
C H A P T E R 4
STOCK
Stockgrid
D GoodsTotals
Displaystaxinformationfortheselectedlineorforthetotaltransaction.
SelectMultiple
Stock
Clicktoaddmultiplestockitemsatonetime.Formoredetailsonthisfeature,seeToadd
multiplestockitemsintheGoodsReceivedwindowonpage 133.
DuplicateStock
Clicktocreateandaddduplicatesofastockitem.Formoredetailsonthisfeature,seeTo
addduplicatestockitemsintheGoodsReceivedwindowonpage 134.
G Freight
Enterfreighttaxcodehere.
H Expected
Enterthesuppliersinvoicetotalhere.
EnterthestaffnumberintheStafffield.
NOTE :
Entergoodsreceivedhere.
Thedatefield
ThedateintheDatefielddefaultstothecurrentdate,andcantbechanged.
EnterthesuppliernumberintheSupplierfield.Ifthisisanewsupplier,pressF5tocreateanew
supplier.RefertoMaintainingsupplierdetailsonpage 88formoreinformation.
IMPORTANT TheInvoicedate(nottheGoodsReceiveddate)isusedifyouexportyour
informationtoMYOBbusinessmanagementsoftware.SeeAccountingoptionsonpage 41fordetails.
CAUTION :
Ifyouhaveanyoutstandingordersforthissupplier,awindowappears,askingyouifyouwantto
selectone.ClickYesifyouhaveapurchaseorderforthereceivedgoodsandchoosetheorderfrom
thedisplayedlist.Alternatively,clickLoadPO.Theproductsonorderaredisplayedinthegrid.Edit
theproductdetailsifrequired.
Entertheinvoicedateandinvoicenumberintheappropriatefields.
ScanthebarcodeorentertheproductcodeoftheitemyouarereceivingintostockintheCode
fieldandpressENTER.
Ifyouarereceivingaproductthatyouhavehadinstockbefore,theproductdetailsaredisplayed.
ThecursorispositionedintheUnitCostfield,readytoenteranychangeinunitcost.Goto
step 8.
NOTE : UseAverageCosts IfyouhaveselectedtheUseAverageCostsoptionintheGeneral
Optionswindow,theaveragecostwillalreadybedisplayedintheUnitCostfield,calculatedfromthe
unitcostsenteredwhenreceivingthestockitemintostock.
Ifyouarereceivinganewproduct,aquestionwindowappears.ClickCreate.Aquestionwindow
appears.
Serialnumbersrequirefulldetailstobeentered Ifyouwanttoenableserialnumbersfora
newstockitem,youmustchoosetoenterfulldetailsbyclickingYes.
NOTE :
RECEIVINGGOODS
1 3 1
ClickNoifyouwanttorecordtheminimumamountofinformationabouttheproduct.Goto
step 7.
ClickYestoenterdetailedinformationabouttheproduct.TheCreateNewStockItemwindow
appears.SeeCreatinganewstockitemonpage 104forfullinstructionsoncompletingthe
fieldsinthiswindow.Whenyoucommitthestockinformation,youarereturnedtotheGoods
Receivedwindow.Thedetailsoftheproductyouhavejustcreatedaredisplayed.Thecursoris
positionedintheUnitCostfield.Gotostep 8.
YoucanalsoadditemsbyclickingSelectMultipleStockandDuplicateStock.Fordetails,seeTo
addmultiplestockitemsintheGoodsReceivedwindowonpage 133andToaddduplicatestock
itemsintheGoodsReceivedwindowonpage 134.
7
Entertheproductdetails:
EnteraproductdescriptionintheDescriptionfield.Thisisamandatoryfield.
ChoosetheproductDepartment.
ChoosethevaluesfortheproductCategoriesinthefield.
Enterthecorrecttaxcodefortheitem.
Entertheunitcost,theRRP(includingtax),andthequantitybeingreceivedoftheproductinthe
respectivefields.
YoucanusethecalculatorintheUnitCostfieldtocalculatethediscountyoureceivedforaspecific
stockitem,orenteraformuladirectlyintheUnitCost,RRPorQtyfields.Forexample,byentering
aquantityof5,andenteringT300intheUnitCostfield,theUnitCostisautomaticallycalculatedas
$60foreachitem.SeeCalculatingdiscountsonpage 135formoreinformation.Thetotalcostis
automaticallycalculatedanddisplayedintheExt.field.
PressENTER.Onceyouhavereceivedtheproduct,thisstockinformationlineisdisplayedinthe
entereditemslist,andthecursorwillreturntotheCodefieldreadyforyoutoreceivethenext
item.
10
Repeatthesestepsforeachproductontheinvoiceyouarereceivingintostock.Asyoureceiveeach
product,youwillnoticethattheSubtotalandTotalfieldsareupdatedasyougo.
Whenyouhaveenteredallthegoodsreceivedontheinvoice,andthecursorispositionedatthe
beginningofanotherblankline,pressENTERagaintogototheFreightfield.
Freightfield IfthissupplierhasbeensetupasfreightfreeintheSupplierswindow,awarning
willbedisplayedifyouenteranamountinthisfield.
NOTE :
11
EnteranyfreightamountyouhavebeenchargedintheFreightfield.
Iftaxischargedonfreight,pressF12togotothefreighttaxfield,andenterthecorrecttaxcode.
(ThisfielddisplaysthedefaulttaxcodesetintheSetTaxCodeswindow.SeeSettingupdefaulttax
codesonpage 54formoreinformation.)Usetheup/downarrowkeystofindtherequiredtaxcode
orpressF2toviewalistoftaxcodes.
12
132
EnterthetotalshowingonthesuppliersinvoiceintheExpectedfield.RetailManagerwillcheck
thattheexpectedtotalequalsthetotalofthelineitems(plusfreight)intheGoodsReceived
window.Ifthereisadiscrepancy,youwillreceiveamessageinformingyouofthedifference.Ifthe
differenceappearstobeduetorounding,youwillbepromptedtocommitthetransaction.
However,ifthereisasignificantdifferencebetweentheinvoicetotalandthelineitem(andfreight)
total,youwillberequiredtoenterthereasonforthediscrepancyintheCommentfieldbeforeyou
cancommitthetransaction.
C H A P T E R 4
STOCK
NOTE : Exportinformation WhenyouexportyourdatatoMYOBbusinessmanagementsoftware,

goodsreceivedappearaspurchases.Notethatthecalculatedtotal(nottheexpectedtotal)isexportedto
13
EnteranycommentsabouttheinvoicesuchasdamagedstockreceivedintheCommentsfield.
14
Ifyouwanttoprintyourgoodsreceivedpriortocommittingthetransaction,pressF4.
TheRetailManagerreportviewerdisplaystheGoodsReceivedreport.Youcanprintthereport
fromthiswindow.NotethattheGoodsNo.orGRNo.(goodsreceivedinvoicenumber)isdisplayed
asanegativeone(1).Thisnumberonlybecomespositiveandreflectstheactualnumberofgoods
receivedinthisreportonceyouhavecommittedthegoodsreceivedtransaction.
15
ClickCostPriceAdjustmenttoadjustthecosttotalofgoodsreceived.
Costpriceadjustmentevenlyapportionsanadjustmentamountacrossproductlines,enteredin
theGoodsReceivedwindow.Thiscanbeusedforfreightandothersurchargesandcanalsobe
usedfornegativeadjustmentsforearlysettlementdiscountsandotherdiscounts.
16
To add multiple stock items in the Goods Received window

ThisproceduredescribeshowtoaddmultiplestockitemsintheGoodsReceivedwindow.
1
IntheGoodsReceivedwindow,clickSelectMultipleStock.TheSelectMultipleStockwindow
appears.
SelecttheDepartmentthatyouwanttoloadstocksfrom.Ifyouwanttoseestockitemsfromall
departments,select<All>.TheCategoryfieldsassociatedwiththeselecteddepartmentwill
appear.Selectanycategoryvaluesyouwanttouseorusethedefault<All>.
Ifrequired,selectadifferentSupplier(thedefaultistheSupplieryouarereceivingfrom).Ifyou
wanttoseestockitemsofallsuppliers,select<All>.
ClickLoadtoseethestockitems.Thestockitemsaredisplayedinthegrid.
SelecttheSelectoptionnexttoeachitemyouwanttoreceive.Toselectallitemsinthelist,click
theSelectcolumnheading.
ClickOKtoaddtheselecteditems.Ifthedefaultsupplierfortheseitemsisdifferent,awindow
appearsaskingyoutoreselecttheitems.SelecttheitemsagainandclickOK.
YouarereturnedtotheGoodsReceivedwindow,withtheproductsdisplayedintheitemslist.
RECEIVINGGOODS
1 3 3
To add duplicate stock items in the Goods Received window

ThisproceduredescribeshowtoaddduplicatestockitemsintheGoodsReceivedwindow.Duplicate
itemshavethesamedepartmentandpricinginformationbutcanbelongtodifferentcategoriesor
havedifferentbarcodesanddescriptions.Forexample,youcouldmakeduplicatesofashirt,withonly
thesizeandcolourbeingdifferent.
134
ClickDuplicateStock.TheDuplicateStockwindowappears.
EntertheBarCodeoftheitemorclickF2tosearchforit.Theitemdetailsappearinthetoppartof
thewindow.
Ifyouwanttoenteryourownbarcodefortheitemoryouwanttoretainthesamebarcodeforall
theduplicates,deselecttheIncrement Bar code by 1option.Iftheoptionisleftselected,anew
barcodewillbegeneratedautomaticallybyincrementingtheoriginalitemsbarcodeby1.
IntheNumberofduplicatesfield,enterthenumberofduplicatesyouwanttocreate.
ClickDuplicate.Theduplicateitemsappearinthelist.
eachitem.Clickinthefieldyouwanttomodifyandenterorselectthevalue.
SelecttheSelectoptionnexttoeachoftheduplicatesyouwanttouse.Toselectallitemsinthelist,
clicktheSelectcolumnheading.
ClickOKtoduplicateandaddtheselecteditemstotheorder.YouarereturnedtotheGoods
Receivedwindow.
C H A P T E R 4
STOCK
Printing bar codes for goods received

Ifyouwanttoprintbarcodestickersfortheproductsyoureceiveintostock,youneedtoselectthe
PrintCustomBarcodeswithGoodsReceivedoptionintheGeneraloptions,Othertab.SeeGeneral
UsetheLoadOptionsbuttontodisplayandprintbarcodesforgoodsreceived.Formoreinformation
aboutprintingbarcodesforgoodsreceived,seeToloadmultiplegoodsreceivedbarcodesfor
printingonpage 154.Alternatively,aftereachGoodsReceivedentry,CTRL+TABbacktotheGoods
Receivedwindow,leavingthePrintCustomBarcodeswindowinthebackground.Thebarcode
printinggridwillkeepaccumulatingitemsuntilyoueitherprintthemorclosethewindow.
Calculating discounts
RetailManagerusesformulaetocalculateanydiscountyoureceiveonanindividualitemforaninvoice.
Discountsforanyindividualitemontheinvoiceareenteredaspartoftheunitcostoftheproductinthe
UnitCostfield.Forexample,ifyoureceivedadiscountof7%onacoffeemachinewithaunitcostof
$499,type499*0.93andpressTab.TheUnitCostisautomaticallycalculatedas$464.07.Youcanalso
presstheassisticon( )intheUnitCostfieldtousetheRetailManagercalculator.
SeeMYOBRetailManagercalculatoronpage 66formoreinformationonusingtheRetailManager
calculator.
Pricing grades
ThePricingGradesfunctionenablesyoutosetdifferentdefaultpricing.Youcanallocatediscount
levelstodifferentgradesofcustomersandthenmakeexceptionstothesediscountsateithercategory
orstockitemlevel.
Thismeansthatstaffmembersdonotneedtoknowwhichcustomersshouldreceiveadiscount;these
customerscanbepredefinedinRetailManagerasreceivingacertainpricinglevel.Atthetimeofsale,
thestaffmembercanalsoselectagradeforeachlineitem.
Using pricing grades

Thepricethatacustomerpaysdependsbothonthegradeyouallocatethemandtheproducttheyare
purchasing.
Gradesareusedasameansofgivingdifferinglevelsofdiscounttocustomers,forwhateverreasons
youmighthave.YoucandeterminewhatpriceyouwanttoapplytocustomerswhohaveaDefault
grade,forexamplefullretailprice,andthensetfurtherdiscountlevels,fromGrade AtoGrade D.
Therearethreelevelsatwhichgradeswork.Withineachoftheselevelsyoucansetupyourgrade
prices.
Globallevel.Thislevelappliestoalltheproductsinyourstore.Thesediscountsshouldbebasedon
youroverallaveragemargins.
FormoreinformationseeSettingglobalpricingrulesonpage 137.
PRICINGGRADES
1 3 5
Categorylevel.Thislevelappliestothespecifieddepartmentandcategoryandoverridesthe
globalpricesforalltheproductsofthiscategory.
FormoreinformationseeCategorypricingonpage 138.
Singleitemlevel.Thislevelappliestoaspecificstockitemonlyandoverridesthecategoryor
globalprices.Youcanspecifyastockitempricewithoutspecifyingpricesforitscategory,making
thisaoneoffexceptiontotheglobalpricingstructure.
FormoreinformationseeSingleitempricingonpage 139.
Thethreelevelsworkinahierarchy:thepricingforasingleitemwilloverridethepricingforacategory,
whichwillagainoverrideglobalpricing.
Forexample,ahardwarestoremightwanttogivea10%discountonallproductstotheirGradeA
customersanda5%discounttoalltheirGradeBcustomers.Sotheownercreatesglobalpricingrules
forGradeAandGradeB.AssumethatthestorealsoimportsaparticularbrandoftoolscalledTuff
Tools.BecausethestoredoesnotmaketoomuchofamarginonthetoolsmadebyTuffTools,the
ownerdecidestoreducethediscountonthisbrandoftoolsto5%forGradeAcustomersand2.5%for
GradeBcustomers.Thisisthecategorypricinggrade.
TheownercanalsodecidethatGradeBcustomersshouldgetanevenlowerdiscountforoneofthe
TuffToolsproducts,adrillingmachine.Sotheownersetsthepricingforthisparticularitemto1.5%for
GradeBcustomersonly.Thisisthesingleitempricinggrade.
Whathappensatthetimeofsale? Whenanewsaleiscreated,RetailManagerwillfirstcheckifthe
customeroritemhasbeenallocatedagrade.
Onceapricinggradeisfound(forexampleGradeA),RetailManagerwilldothefollowing:
a CheckifthereisaGradeArulesetforthesingleitemlevel.Ifoneisfound,itisimmediately
appliedandallotherrulesareignored.
b Ifnosingleitemruleisfound,RetailManagerthenchecksifthereisaGradeArulesetforthe
categorylevel.Ifoneisfound,itisimmediatelyappliedandtheglobalruleisignored.
c Ifnocategoryruleisfound,RetailManagerthenchecksifthereisaGradeArulesetforthe
globallevel.
WheredoIsetpricinggrades? GlobalandcategorylevelpricingaresetinthePricingGrades
window.Singleitempricingisset(foraspecificstockitem)intheStockwindow.
Formulaeyoucanuseforpricinggrades Whensettingupglobal,categoryandsingleitemlevel
pricingrulesforeachgrade,youneedtouseoneoftheavailableformulaeprovidedbyRetailManager.
Example
IfyouwantedtosellanitemforfivepercentlessthantheretailpricetoGradeAcustomers,youwould
selecttheRRP%formulafromthelistandsetthepercentageto 5sothatthepricingruleisdisplayed
asRRP5.00%.
Tosellanitemforthreedollarsmorethancost,youwouldselecttheCost+$formulaandsetthe
amountto3sothattheruleisdisplayedasCost+$3.00.
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GSTcalculation ThecostpriceintheCost+%andCost+$formulaeiscalculatedexclusiveofGST.
GSTiscalculatedafterthemarginisadded.
NOTE :
NOTE :
Settingnodiscount
Choose<none>ifyoudonotwanttoofferadiscount.
PricesByGradereport ThePricesByGradereportdisplaysyourstockitempricesandestimated
grossprofitpercentageforeachgradeforwhichyouhavedefinedpricing.
Setting global pricing rules

Globalpricingappliestoalltheproductsinyourstore.Theserulesshouldbebasedonyouroverall
averagemargins.
To set global pricing rules

1
GototheStockManagementmenuandchoosePricingGrades.TheSetPricingStructurewindow
appearswithGlobalpricingdetailsselectedbydefault.
Choosethegradeofcustomerforwhichyouwanttodefinethepricing.StartwiththeDef(Default)
grade.Thisoptionisalreadyselected.UsethearrowkeystoselecttherequiredrulefromtheSell=
list,andthenentertheamountorpercentageintheAmountfield.
Rulesandcostprice Becarefulthatyoudontenterarulewhichcouldresultinyourselling
aproductforlessthancostprice.
CAUTION :
PressENTER.TheGradeAoptionisselected.Selecttherequiredrule,andentertheamountor
percentageintheAmountfield.
PressENTER.TheGradeBoptionisnowselected.Repeattheproceduredescribedinstep 3foreach
ofthegradesyouwanttosetup.
NOTE :
Settinggrades
Youcansetuptofivegrades.
Whenyouhavefinishedenteringyourgrades,clickAdd/Update.Theglobalpricingstructureyou
havesetupisdisplayedintheGlobalPricingStructureframetotheright.Toquicklymakeall
PRICINGGRADES
1 3 7
pricingstructuresdefaulttoretailprice,selecttheDisableallPricingStructures(allstocksoldat
RRP)option.
Youcannowallocatethegradesyouhavesetuptocustomers.
To edit global pricing rules

1
Clicktheradiobuttonofthegradeyouwanttochange.
Usingtheaboveprocedure,changethepricingruleforthegrade.
Onceyouhaveenteredyourchanges,clickAdd/Update.YoureditsaredisplayedintheGlobal
PricingStructureframe.
To delete global pricing rules

Ifyouwanttodeletetheglobalpricingrulesforallgrades,simplyclickDelete.
Todeleteasinglegraderule,select<none>astheruleforthatgrade.
Category pricing
YousetcategorylevelpricingbyclickingDepartmentandCategoriesintheSetPricingStructure
window.
Formoreinformationondepartmentsandcategories,seeMaintainingstockitemsonpage 91.
To set category pricing

NOTE :
138
Remember Categorypricingoverridesglobalpricingforthespecifiedcategory.
GototheStockManagementmenuandchoosePricingGrades.TheSetPricingStructurewindow
appearswithGlobalpricingdetailsselectedbydefault.
ClickDepartmentandCategoriesatthetopofthewindow.
ClicktheDepartmentsdropdownarrowandchoosethedepartmentforwhichyouwanttodefine
pricing.
C H A P T E R 4
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SelectthecheckboxoftheCategory1option(s)forwhichyouwanttodefinepricingorclickthe
checkboxabovethelisttoselectallCategory1options.
Repeatstep 4fortheCategory2andCategory3options.
Choosethegradeofcustomerforwhichyouwanttodefinethepricing.StartwiththeDef(Default)
Rulesandcostprice Becarefulthatyoudontenterarulewhichcouldresultinyouselling
aproductforlessthancostprice.
CAUTION :
PressENTER.TheGradeBoptionisnowselected.Repeattheproceduredescribedinstep 6foreach
ofthegradesyouwanttosetup.
CAUTION :
Settinggrades Youcansetuptofivegrades.
Whenyouhavefinishedenteringyourgrades,clickAdd/Update.Thelistofyourcategorypricing
rulesisdisplayedintheframetotheright.
Youcannowallocatethegradesyouhavesetuptocustomers.
TIP : Viewingallpricingrulessetforaspecificgrade Toviewallpricingrulesthathavebeensetfora
specificgrade,selecttheViewSelectedGradeoption.Thedetailsdisplayedintherightframewilldisplay
onlytheselectedgradespricingrulesforeachcategory.
To edit category pricing

Ifyouwanttoeditanexistingcategorypricingstructure,clickthedepartmentorcategoryintheframe
totheright,andthenclickthegradeforwhichyouwanttochangethepricingrule.Changethepricing
ruleasrequiredandclickAdd/Update.Theeditedpricewillbedisplayedintheframetotheright.
Ifyoumakeaselectionthathasmultiplerulesforaparticulargrade,theexistingrulesforthegradewill
notbeupdatedwhenyouclickAdd/Update.
To delete an existing category pricing

Ifyouwanttoremoveanexistingcategorypricing,selecttherequiredcategoryintheframetothe
rightandthenclickDelete.
Single-item pricing
NOTE :
Remember
Singleitempricingoverridescategorypricingandglobalpricing,forthespecifiedstock
item.
SingleitempricingissetintheStockwindow.
Costprice Ifyouenteraruleforastockitemwhichresultsinyousellingtheproductforlessthan
costprice,thesellingpriceoftheproductisdisplayedinred.
NOTE :
PRICINGGRADES
1 3 9
To set single-item pricing for a stock item

1
Enterthebarcodeofthestockitemforwhichyouwanttosetupapricingstructure,andpress
ENTER.Theproductdetailsaredisplayed.
SelectPricingfromthelistattheleftofthewindow.ThePricingviewappears.
Ifyouhavesetglobalorcategorylevelpricing,theGlobalcolumnontherightdisplaystheretail
priceofthisstockitem(atgloballevel),andtheCategorycolumndisplaystheretailpriceofthe
item(atcategorylevel)foreachgradeforwhichyouhavedefinedthepricing.(Ifpricinghasnot
beendefined,theitemsRRPisdisplayed.)TheeGP%columnshowstheestimatedgrossprofit
percentageonthesaleatcategorylevel,oratgloballevelifnocategorylevelpricinghasbeenset.
NOTE : eGP%column TheeGP% columnmaynotbedisplayedifyoubelongtoastaffgroupwith
restrictedaccessprivileges.Formoredetailsaboutsettingupaccessprivileges,seeSecurityon
page 283.
Choosethegradeofcustomerforwhichyouwanttodefinethepricing.StartwiththeDef(default)
NOTE : Restrictedaccessprivileges Youmaynotbeabletosetsingleitempricingifyoubelongtoa
staffgroupwithrestrictedaccessprivileges.Formoredetailsaboutsettingupaccessprivileges,see
Securityonpage 283.
140
PressENTER.TheGradeBoptionisnowselected.Repeattheproceduredescribedinstep 5and
step 6foreachofthegradesforwhichyouwanttodefinepricing.
Whenyouhavefinishedenteringyourgrades,clickAdd/Update.TheStockcolumnontheright
displaysthenewretailpriceandnewestimatedgrossprofitpercentageonthesaleforeachgrade
forwhichyouhavedefinedthepricing.
C H A P T E R 4
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To edit single-item pricing

NOTE : Restrictedaccessprivileges Youmaynotbeabletoeditsingleitempricingifyoubelongtoastaff
groupwithrestrictedaccessprivileges.Formoredetailsaboutsettingupaccessprivileges,seeSecurityon
page 283.
Choosethegradeforwhichyouwanttochangethepricing.
SelecttherequiredrulefromtheSell=list,andthenentertheamountorpercentageinthe
Amountfield.
PressENTER,andrepeattheprocedureforeachofthegradesforwhichyouwanttoeditthepricing.
ClickAdd/Updatewhenyouhavefinishededitingyourgrades.Theeditedpricingforthestockitem
isdisplayedintheStockcolumnintheframetotheright.
To delete single-item pricing

1
Choosethegradeforwhichyouwanttodeletepricing.
ClickDelete.
Todeleteasinglegraderule,select<none>astherulethatappliestothatgrade.
Promotional pricing
Thepromotionalpricingfeatureallowsyoutoaddamarkupormarkdowntoarangeofstockitems
thatonlyappliesforacertainperiodoftime.Youcansetthestartandenddatesandtimesofeach
promotion,allowingyoutopreparepromotionsforfutureuse.Informationaboutsalesmadeduringa
promotionisprovidedviaaspecialPromotionsPerformanceActivityreport.
Usingpromotionalpricingyoucan:
createnewpromotions(seeTocreateapromotiononpage 142)
editexistingpromotions(seeToeditapromotiononpage 146)
viewexistingpromotions(seeToviewapromotiononpage 146)
deleteexistingpromotions(seeTodeleteapromotiononpage 147)
viewandprintthePromotionsPerformanceActivityreport(seeTovieworprintaPromotions
PerformanceActivityreportonpage 147).
NOTE : Indicatorsthatastockitemisinapromotion Stockitemsthatareincludedinapromotionare
highlightedwhendisplayedaspartofatransactionforSales,Laybys,SalesOrderpaymentsandQuotes.
Apromotionalstockitemwillalsobenotedwitha#symbolwhenadocketisprinted.
Differentvariationsinpromotionalpricing RetailManagerpromotionalpricingallowsonepricing
variationforeachpromotion.Insomecircumstancesyoumightwanttohaveanumberofdifferent
pricingvariationsforstockthatisallpartofonepromotion.
Forexample,youmightwanttodiscountallfooditemsby10%andallhardwareitemsby20%.A
simplesolutionistocreateanewpromotionforeachdifferentpricingvariation,andrunthe
promotionsatthesametime.
PROMOTIONALPRICING
1 4 1
To create a promotion
Whencreatingapromotion,youadddetails,suchasaname,thetypeofpricingvariationyouwantto
applyandthestartandendtimesanddatesforthepromotion.
Whenyouhavecompletedthepromotiondetails,youthenselectthestockyouwanttoincludeinthe
promotion.Therecommendedretailpriceofthestockthatyouincludeinapromotionwillbeadjusted
toreflectthepricingvariationthatyouhaveapplied.
Adding details of the promotion
1
GototheStockManagementmenuandchoosePromotionalPricing.ThePromotionalPricing
windowappears.
Ifyouhavepreviouslycreatedanypromotions,theywillappearinthislist.Ifnot,thelistwillbe
empty.
Youcanclickthecolumnheadingstosorttheinformation.
A
142
A Status
CanbePending,Current,InactiveorExpired.
B Name
Upto50characterslong.
Dateindd/mm/yyyyformat.
StartDate
D EndDate
Dateindd/mm/yyyyformat.
GP$
Grossprofitfromthepromotion.
Sales$
Totalsalestodateduringthepromotion.
C H A P T E R 4
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ClickNew.ThePromotionviewofthePromotionDetailswindowappears.
EnterthenameforthispromotionintheNamefield,forexample,CheeseandWineWeek.
Ifyouwantthispromotiontobeactivated,selectActive.Thepromotionmustbeactivatedforitto
run.
InthePricingVariationgroup,clickthedropdownarrowbesideType,andselectPercentage,
DollarorReplacement.
Percentageallowsyoutorecordthepromotionalpriceasapercentagevariationfromthe
recommendedretailprice.
Dollarallowsyoutorecordthepromotionalpriceasavariationfromtherecommendedretail
price.
Replacementallowsyoutoreplacethecurrentrecommendedretailpricewithaoneoff
replacementprice.
SelectMarkDownifyouwanttorecordthevariationasadecreaseinpricefromthe
recommendedretailprice.SelectMarkUpIfyouwanttorecordthevariationasanincreasein
pricefromtherecommendedretailprice.
Setthestartandenddatesandtimesforthepromotion.
Youcansetuppromotionsinadvance,readyforyoutoactivateonthestartdate.
Selecting stock to be included in the promotion
YouselectstockfromthePromotionDetailsStockItemsview.
7
IfyoualreadyhavethePromotionalDetailswindowopen,continuewithstep 9.
Otherwise,gototheAdminmenuandchooseStockManagementandthenchoosePromotional
Pricing.ThePromotionalPricingwindowappears.
SelectthepromotiontowhichyouwanttoaddstockitemsandclickEdit.ThePromotionDetails
windowappears.
PROMOTIONALPRICING
1 4 3
ClicktheStockItemstab.TheStockItemsviewappears.
10
ClickAdd.TheAddStockItemswindowappears.
UsetheDepartmentlistboxandthethreeCategorylistboxestosearchforanddisplaystockitems
tobeincludedinthispromotion.
144
11
ClickthedropdownarrowbesidetheDepartmentlistboxandselectthedepartmentinwhichyou
wanttosearch.
12
ClickthedropdownarrowbesideanyCategorylistboxesassociatedwiththedepartment.
C H A P T E R 4
STOCK
13
ClickSearch.Alistofstockitemsthatmeetyoursearchcriteriaappears.
14
SelecttheoptionintheSelectcolumnforeachitemyouwanttoincludeinthepromotion.Toselect
allitems,clickthetitleoftheSelectcolumn(
).
15
ClickOK.TheStockItemsviewappearswiththestockyouselectedpreviously.
16
Ifyouchoosenottoincludesomeoralloftheselectedstockinthepromotion,deselectthe
Includeoptionbesideanindividualstockitem,orclicktheIncludecolumntitletodeselectall
stockitems.WhenastockitemislistedintheStockItemviewbutisnotincluded,MYOB
RetailManagerappliesthenormalrecommendedretailpricewhenatransactionismadethat
includesthisitem.
Ifyouwanttoremoveastockitemfromthepromotion,highlightthestockitemandclick
Remove.
Ifyouwanttoaddmorestockitemstothispromotion,perhapsusingdifferentsearchcriteria,
clickAddtoreturntotheAddStockItemswindow.
ClickSavetosaveyourchanges.ThePromotionalPricingwindowappears.
Running concurrent promotions

Youcannothavetwoseparatepromotionsrunningatthesametimewiththesamestockitems.
Forexample,StickyFingersConfectioneryhaveaoneoffpromotionrunningthatincludesthestock
itemboxofchocolates.Theproprietornowwantstocreateandrunanewcoffeepromotionthat
PROMOTIONALPRICING
1 4 5
includesallcoffeeandchocolateproducts.Thestockitemboxofchocolatescannotbeaddedtothe
newcoffeepromotionbecauseitisalreadypartofapromotionthatwillrunatthesametime.
Whenyouattempttoaddastockitemwhichisalreadyinapromotion,awarningmessageappearsand
thestockitemishighlightedwithamarkintheleftcolumnofthestockitemlineinthePromotion
DetailsStockItemsview.YoumustdeselectthetickintheIncludeoptionforthisitemtocontinue
withaddingotherstockitemstothepromotion.
Ifyouwanttoincludethisstockiteminthenewpromotion,youmustremovethestockitemfromthe
overlappingpromotionfirst.
Selecttheoverlappingpromotionandlocatethestockitem.(SeeToviewapromotionbelowfor
informationonlocatingstockitemsinapromotion.)Then,deselecttheIncludeoptionalongside
thestockitem.Youcannowgobacktoyournewpromotionandincludethestockitem.
To edit a promotion
1
FromthelistofpromotionsinthePromotionalPricingwindow,highlightthepromotionyouwant
toedit.
ClickEdit.ThePromotionviewofthePromotionDetailswindowappears.
Makeyourrequiredchangestothepromotion.Formoreabouttheinformationcontainedwithina
promotion,seeTocreateapromotiononpage 142.
To view a promotion
ToviewpromotionsthatarealreadysetupinRetailManager:
1
GotheStockManagementmenuandchoosePromotionalPricing.ThePromotionalPricing
windowappears.
Selectapromotionyouwanttoviewindetail.
Reviewthisscreenforthestartandenddatesandtimes,thepromotionsnameandinformation
aboutthepromotionpricevariation(markdownormarkup).
146
C H A P T E R 4
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ThePerformancegroupatthebottomofthePromotionviewprovidesinformationaboutthe
quantitysold,thetotalsalesfigure,andthetotalsalesgrossprofit(SalesGP)forstockitemsinthe
displayedpromotion.
ClicktheStockItemstabtoviewthestockitemsincludedinthepromotionyouareviewing.
To delete a promotion
Youcanonlydeleteapromotionifnosaleshavebeenmadetostockitemsthatarepartofthat
promotion.
1
FromthelistofpromotionsinthePromotionalPricingwindow,highlightthepromotionyouwant
todelete.
ClickDelete.Amessageappears.
ClickYestoconfirmyouwanttodeletethepromotion.Thepromotionisdeletedandthe
PromotionalPricingwindowreappears.
To view or print a Promotions Performance Activity report

YoucanvieworprintaPromotionsPerformanceActivityreportfromthePromotionalPricing
window.
IfyoualreadyhavethePromotionalPricingwindowopen,continuewithstep 2.
1
GototheStockManagementmenuandchoosePromotionalPricing.ThepromotionalPricing
Windowappears.
Selectthepromotionthatyouwanttovieworprint.HoldtheCTRLkeywhenyouwanttoselect
multiplepromotions.
PROMOTIONALPRICING
1 4 7
ClickPrint.ThePromotionsPerformanceActivityreportisdisplayed.
ThePromotionsPerformanceActivityreportincludescompleteinformationaboutpromotion
details,andsalesinformationinbothsummaryanddetailedform.
Clicktheprinticontoprintthereportorclickthecloseicontoclosethereportviewerandreturn
toRetailManager.
Bulk price updates

Bulkpriceupdatesenableyoutoapplyapriceadjustmenttomultiplestockitems.Youselectthestock
itemsbycategory,thenapplypriceupdateseitherasacompletenewpriceorasanadjustmenttothe
currentprice.
Youcanapplybulkpriceadjustmentseitherasapercentageofexpectedgrossprofitorasanamount.
Ifyouwanttomakechangestootherstockitemdetailssuchasbarcode,descriptionorquantityheld,
seeUpdatingstockitemdetailsonpage 116formoreinformation.
To apply bulk price updates

1
GototheStockManagementmenuandchooseBulkPriceUpdates.
Exclusiveaccesstoyourshopfrontisrequired Whenyoumakebulkpriceadjustments,you
needexclusiveaccesstoyourshopfrontwhileyoumakechangestoyourstock.
CAUTION :
Amessageappearsinformingyouthatyoumustcloseallconnectionstoyourcurrentshopfront.
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C H A P T E R 4
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EnsurenootherterminalsareconnectedtoyourshopfrontifyouareusingRetailManagerona
network.
ClickYes.TheshopfrontclosesandtheMYOBRetailManagerBulkPriceUpdateswindowappears.
IntheStockFiltersgroup,selectthedepartmentandcategoriesoftherequiredstockitems.
ClickLoad.Thestockitemsthatmatchtheselecteddepartmentandcategoriesaredisplayed.
Ensuretheitemsselectedaretheitemstowhichyouwanttomakeupdatesbeforeyouproceed.
Ifyouwanttoadjustyourpricesbyanamount:
a IntheBulkPriceAdjustmentsgroup,clickBySellingPrice.
Ifyouwanttoaddorsubtractanamounttoorfromthecurrentprice(forexample,youmight
wanttoadd$2.00toeachstockitem),selecttheAdjustfromcurrentvalueoption.
Ifyouwanttoassignanewprice(forexample,youmightwanttopricealllistedstockat
$10.00)deselecttheAdjustfromcurrentvalueoption.
b IntheAdjustmentValuefield,enterthevaluethatyoueitherwanttoapplyasanadjustmentor
asaprice.
Ifyouwanttoadjustyourpricesbyexpectedgrossprofit(eGP%):
a IntheBulkPriceAdjustmentsgroup,clickeGP%Margin.
Ifyouwanttoadjustthecurrentmargin,selecttheAdjustfromcurrentvalueoption.
Ifyouwanttoassignanewmargin,deselecttheAdjustfromcurrentvalueoption.
b IntheAdjustmentValuefield,enterthevaluethatyoueitherwanttoapplyasanewmarginor
asanadjustment.
ClickUpdate.Theupdatedpricesappear.
Checktheresultsofyourpricingadjustmentstoensuretheyarecorrect.
NOTE : Adjustingapriceormarginforasinglestockitem ClickeithertheSellIncoreGP%columnof
aselectedstockitemlineintheMYOBRetailManagerBulkPriceUpdateswindowandenterthe
adjustment.
10
ClickCommit.TheresultsofyourpricingadjustmentsaresavedtotheRetailManagerstock
database.
11
GototheFilemenuandchooseOpenShopfronttocontinueusingRetailManager.
BULKPRICEUPDATES
1 4 9
Stock at other shops

LookupStockAtOtherShopsisanMYOBRetailManagerfeaturethatworksincombinationwith
MYOBRetailEnterpriseandenablesyoutoviewthestockheldatothershopsinyourRetailManager
network.
Formoreinformationaboutusingstockatothershops,seeyourMYOBRetailEnterpriseUserGuideor
contactanMYOBRetailManagerProfessional.
Bar codes
Barcodesenableyoutoidentifyanitem(ormultipleitems)byusingabarcodescanner.This
dramaticallyreducestheeffortrequiredtoinputinformationaboutanitemwhenperforming
transactionsandwhenperformingastocktake.
Thissectionprovidesinformationonthefollowingtopics:
Reallocatingbarcodesbelow
Printingcustombarcodesonpage 151
Customisingbarcodelabelsonpage 154.
Reallocating bar codes

Ifyouwanttochangethebarcodeofastockitem,youcanreallocatethebarcode.Thisisuseful,for
example,whenasupplierchangesthebarcodeofanitem,oranewbarcodeclasheswiththatofan
existingstockitem(andyouwanttoassignadifferentbarcodetotheexistingitem).
Youcanreallocateabarcodetoanexistingbarcodesothatthereismorethanoneproductonthatbar
code.Thisisusefulforexamplewhenyouhavethesameproductindifferentcoloursorsizes,allwith
thesamebarcode.SeeCreatingduplicatestockitemswithasinglebarcodeonpage 110formore
information.
To reallocate a bar code
150
GototheAdminmenuandchooseReallocateNumbers.TheReallocateNumberswindow
appears.
ClicktheSelectrecordsfromdropdownarrowandchooseStockfromthelistofavailableoptions.
C H A P T E R 4
STOCK
EntertheoldbarcodeintheOldBarcodefield.
EnterthenewbarcodeintheNewBarcodefield.Thismustbeanewbarcode,i.e.onethathasnot
beenassignedtoastockitem(otherwiseyouwillhavetwoproductsonthesamebarcode).Ifyou
wantRetailManagertoenteranewbarcode,pressF5.
ClickReallocate F10orpressF10.
Onceyouhavereallocatedthebarcode,theoldbarcodeisclearedandcanbeusedagainforanew
stockitem.
Printing custom bar codes

MYOBRetailManagerallowsyoutoprintbarcodesofthetypeCode128.Thistypeofbarcodelooks
likeanyotherbarcode,exceptthatitdoesnothavetoconformtoanyregulatorybody(asisthecase
withtypeEAN13).Youcanuseanynumbersequenceforyourbarcodes.
Printingbarcodes SeePrintingbarcodesforgoodsreceivedonpage 135formoreinformation
aboutprintingbarcodeswhenreceivinggoodsintostock.
NOTE :
MakesurethatyourbarcodescannerissettooperatewithboththeEAN13andCode 128typeof
labels.
InRetailManager,youcanusethefollowingtypesofbarcodelabels:
Unistat33
AveryDL33(33labelsperpage)
Avery65(65labelsperpage)
L7651AveryMiniAddress
L7160AveryAddress
L7161AveryAddress
J8651AveryMiniAddress
J8159AveryAddress
J8162AveryAddress.
BARCODES
1 5 1
To print custom bar codes

1
GototheToolsmenuandchooseCustomBarCodes,orpressCTRL+M.ThePrintCustomBarCodes
windowappears.
Selectthebarcode
labelstartingpoint
here.
Clickthedropdownarrow
besidethisfieldtoselect
thebarcodelabeltype.
Displaysthenumberoflabelsand
numberofpagesrequiredtoprint
them.
Selectapricingformatifrequired.
Thebarcodewilllooklikethiswhenprinted.
2
Choosetherequiredtypeofbarcodelabel.ThedefaultisAvery33.SeePrintingoptionson
page 31tochangethedefault.
EnterthebarcodeorstocknumberintheStockNo.fieldandpressENTER.
Multiplestockitems Ifthestocknumberhasmultiplestockitemsassociatedwithit,a
dropdownlistappears.Usethearrowkeystoselecttherequiredstockitem,andpressENTER.
NOTE :
IntheQtyfield,enterthequantityofbarcodelabelsyouwanttoprintforthestockitem,andpress
ENTERorclickAdd.Thedetailsoftheproductappearinthegrid.
ClickthedropdownarrowbesidetheSellPricefieldandselecthowyouwantthepricetoappear
onthebarcode.
Aprintpreviewoftheselectedbarcodeisdisplayedinthewhiteframeatthebottomrightcorner
ofthewindow.
ModifiableQtyfieldinbarcodegrid YoucanmodifytheQty(quantity)fielddirectlyinthebar
codegrid.
NOTE :
Repeatthesestepsforeachstockitemforwhichyouwanttoprintbarcodelabels.
Selectthestartingpointforthelabels.IntheSelectStartingLabelframe,clickwhereonthegrid
youwantthelabelstostartprinting.Thisisusefulwhenyouareusingasheetoflabelsthatonlyhas
afewstickersleft.
Whenyouaredone,clickCommit F10orpressF10tocommittheinformation.Barcodelabelsare
printedonyourA4printer.
Loadingbarcodesforprinting Youcanchoosetoloadmultiplebarcodestobeprinted,eitherby
selectingagroupofstockitemsfromyourcurrentstock,orbyselectingitemsfromGoodsReceived.
YousetloadoptionsintheLoadLabelListOptionswindow.
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To load multiple stock bar codes for printing

1
ClickLoadOptionsinthebottomframeofthePrintCustomBarCodeswindow.TheLoadLabelList
Optionswindowappears.
ClicktheStocktab.
Selectthesupplier,department,categoriesandcategoryvalues.Clicktheselectallicon (
selectallvaluesinthecategory,ifdesired.
Selectthestocktype,eitherUseAvailableStockOnHandorIncludePackagesOnly.
Choosethesellingpriceformat.
Enterthequantityoflabelsyouwantprintedforeachoftheitems.
ClickView.TheBarCodelabellingselectionlistwindowappears.
SelecttheitemsyouwanttocreatebarcodelabelsforbyclickingintheSelectcolumnbesideeach
oftheitembarcodes.Atickisdisplayedforeachoftheitemsselected.
ClickLoad.
10
ClickClosetoclosetheLoadLabelListOptionswindow.
11
ClickPrint F10orpressF10inthePrintCustomerBarCodeswindowtoprintthebarcodelabels.
BARCODES
)to
1 5 3
To load multiple goods received bar codes for printing

1
ClickLoadOptionsinthebottomframeofthePrintCustomBarCodeswindow.TheLoadLabelList
ClicktheGoodsReceivedtab.
SelecttheGoodsReceiveditemforwhichyouwanttoprintlabels.
SelectthenumberofbarcodesyouwantprintedintheQuantityofLabelsframeorselecttheUse
ReceivedQuantityoptiontoprintouttheexactnumberoflabelsasgoodsreceived.
SelectthesellingpriceformatforthebarcodestobeprintedfromthedropdownintheSelling
PriceFormatframe.
ClickLoad.
Repeatthesestepsforeachlotofgoodsreceivedforwhichyouwanttoprintbarcodes.
ClickClosetoclosetheLoadLabelListOptionswindow.
ClickPrintF10orpressF10inthePrintCustomBarCodeswindowtoprintthebarcodelabels.
Customising bar code labels

Youcanmodifyanumberofoptionsthatenableyoutocustomiseyourbarcodelabels.Youcannow
chooseto:
154
showorhidethestockitemdescription
showorhidetheprice
movethepricefromrighttoleft
selectdifferentformatsforthedateonthelabel
showorhidethedate
movethedatefromrighttoleft
formatfordate(takenfromregionalsettings)
show,hideorchangethefontofthebarcodecaption(number).
C H A P T E R 4
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To set custom label options

1
GototheToolsmenuandchooseCustomBarCodes.ThePrintCustomBarCodeswindow
appears.
ClickalabeltypefromthedropdownlistintheSelectStartingLabelframe.
ClickLabelOptions.TheLabelOptionswindowappears.
ClickAddatthebottomofthewindow.
TypeyourlabelnameintheLabeldescriptionfieldtotheleftoftheAddbutton.
NOTE : Marginsetting Whenspecifyingthepagemarginsettingsforyourbarcodelabels,youalso
needtocheckyourprintersmarginorunprintableareasettingsandmakesurethattheyarecorrect.Your
printersmarginsettingsdeterminewheretheprintingwillstart.
Alterthesettingstocustomiseyourownlabeltypes.
To
Dothis
Hidethedescription
IntheStockDescriptionFontframe,enterzerointheSizefield.
Hidethestockprice
IntheStockPriceFontframe,enterzerointheSizefield.
BARCODES
1 5 5
To
Dothis
Adjustthepositionofthe
priceonthelabel
Enterthenumberofcentimetres(fromtherightcornerofthelabel)thatyou
wantthepriceleftjustified.
Specifyadateformat
IntheDateframe,clickthedownarrowandchoosetherequiredformat.
Hidethedate
ClickthedownarrowandselectDonotdisplayfromthelist.
Adjustthepositionofthe
dateonthelabel
Enterthenumberofcentimetresbywhichyouwanttoleftjustifythedate.
ClickApply.
ClickClose.
Returned goods
Processingmultiplereturns Ifyouareprocessingalotofreturnstogether,youcanhaveseveral
ReturnedGoodswindowsopenatonce,anduseCTRL+TABtomovebetweenthewindows.
NOTE :
InMYOBRetailManagerreturnedgoodsreferstogoodsyouarereturningtoasupplier.Thesecould
begoodsyouhavereceiveddamagedfromthesupplier,faultygoods,goodsthatyoudidntorder,and
soon.
ItiscommonpracticethatyouneedaReturnsAuthorisationformfromyoursuppliertobeableto
returngoodstothatsupplier.Youmaywanttocheckthatyouhavetheauthorisationbeforeyousend
thegoodsback.
NOTE : Trackingserialnumbersthroughreturnedgoods Ifthegoodsyouarereturninghaveserial
numbersyouaretracking,ensureyouentertheappropriateserialnumberinformation.SeeSerialnumbers
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To return goods to a supplier

1
GototheTransactionmenu,andchooseReturnedGoods,orpressF8.TheReturnedGoods
windowappears.
EnteryourstaffnumberintheStafffield,andthenenterthesuppliernumberintheSupplierfield.
EnterthesuppliersReturnAuthorisationnumberintheRANo.field.
ScanortypethebarcodeoftheproductyouwanttoreturntothesupplierintheCodefieldand
pressENTER.
Selecttheinvoice.Ifthereisarecordofyouhavingbeensuppliedthisproductfromthissupplier,
theinvoicenumber(s)willbedisplayedintheInvoicefield.Iftheproducthasbeensuppliedtoyou
onmorethanoneinvoice,themostrecentinvoicenumberisdisplayedbydefault.Usethearrow
keystoscrollbackthroughtheinvoicenumberstoselecttherequiredinvoice.Youcanalsochoose
toleavethisfieldblank.
Asyouscrollthroughtheinvoicenumbers,theinvoiceunitcostoftheproductforeachinvoiceis
displayedintheUnitCostfield.Youcanchangetheunitcostthatyouareclaimingforthereturned
product.
Checkinvoice IfnoinvoicenumberisdisplayedintheInvoicefield,thenthisproducthas
neverbeenrecordedassuppliedtoyoubythissupplier.
NOTE :
MakesurethatthetaxcodedisplayedintheTaxfieldisthesameoneusedbythesupplierwhen
thisitemwassupplied.
EnterthequantityoftheproductyouarereturningintheQtyfield.
Editingaline Toeditalineinthegrid,selectitandpressENTER.Thisbringstheitemtothe
productdetailsline,readyforediting.
NOTE :
RETURNEDGOODS
1 5 7
Enteranexplanationofwhyyouarereturningtheproduct,oranyothercommentsaboutthe
returnintheCommentsfield.
PressENTERagainandcommitthetransaction.
AReturnedGoodsAdviceNoteisprinted,unlessyouhaveselectednottoprintoneinthePrinting
Optionswindow.IfyouwanttoprintmorethanonecopyofeveryReturnedGoodsadvicenote,for
exampletosendonetothesupplierandkeepahardcopyonfile,chooseReprintReturned
GoodsfromtheToolsmenu,orsetRetailManagertoprinttwocopiesoftheReturnedGoods
docket.
NOTE : ExportingtoyourMYOBbusinessmanagementsoftware Ifyouareexportingyourdatato
yourMYOBbusinessmanagementsoftware,returnedgoodswillappearasjournalentriesinSettle
Returns&DebitsinyourMYOBbusinessmanagementsoftware.
Serial numbers
RetailManagerserialnumberscanbeprocessedwhenyoucreateastockitem(SeeCreatinganew
stockitemonpage 104)oratanytimeduringyourinventorylifecycle,uptoandincludingthetimeof
sale.
RetailManagersserialnumbershelpyouto:
retainonlinerecordsofserialnumbersforpostsalewarrantyservicing
enforceuniqueserialnumbersfortighterstockcontrol
processserialnumbersbysupplierorproduct.
YousetoptionsthatapplytoallyourserialnumbersusingtheSerialNumberOptionswindow.See
Serialnumberoptionsonpage 50formoreinformation.
YouaccessserialnumberfunctionalityusingtheSerialNo.buttonintheGoodsReceived,Returned
Goods,Stock,Sales,SalesOrderPayment,LaybyPaymentandQuoteConverterwindows.
Youcancreateandprocessaserialnumberforanactualitematthetimeofatransaction(Receiptof
Goods,Sale,SalesOrderPayment,LaybyPaymentorQuoteConversion).
Thefollowingsectionsprovideinformationonhowtoworkwithserialnumbersfromthewindows
withinRetailManagerthathaveserialnumberfunctionality.
To enable serial numbers for a stock item

YouenableserialnumbersforanexistingstockitembyselectingtheTrackSerialNumbersoptionin
theStockwindow.
YouenableserialnumbersforanewstockitembyselectingtheTrackSerialNumberscheckboxwhen
youarecreatinganitemeitherintheStockwindowortheCreateNewStockwindow.
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Assigning serial numbers through transaction windows

Whenyoumakeatransactionthatincludesastockitemthathasserialnumbersenabled,youassign
theserialnumberbeforeyoucommitthetransaction.
Youcanassignserialnumbersthroughthefollowingwindows:
Sales
LaybyPayments
SalesOrderPayments
QuoteConversion
LookupSerialNumber.
To process a serial number during a transaction

Serialnumberentriesshouldbeprocessedforastockitembeforeyoucompleteandcommita
transaction.
1
Beginatransaction,suchasasale,bycompletingtheappropriatefieldsinthetransactionwindow
andbyenteringtheproductdetailsoftheitemintheitemselectionline.
PressTAB,ENTERorclick+tomovetheitemtotheentereditemlistofthetransactionwindow.
IfyouhavePromptforSerialNumberEntrysetinyourSerialNumberoptions,theappropriate
SerialNumberswindowappears.
IfyoudonothavePromptforSerialNumberEntrysetinyourSerialNumberoptions,locateand
clickSerialNo.inthetransactionwindow.TheappropriateSerialNumberswindowappears.For
moreinformationaboutserialnumberoptions,seeSerialnumberoptionsonpage 50.
TheSalesSerialNumberswindowisdisplayedasanexamplebelow.
ThetopframeoftheSerialNumberwindowdisplaysallthestockitemsintheentereditemlistof
thetransactionwindowthathaveserialnumbersenabled.
Thebottomframecontainsalistoftheserialnumbersthatapplytothestockitemhighlightedin
thetopframe.
Eachserialnumberentryincludesthetimeindays(Age)sincetheserialnumberwascreated,
eitherthroughtheGoodsReceivedwindoworthroughtheStockwindow.SeeAssigningserial
numbersfromtheGoodsReceivedwindowonpage 160andAssigningandcreatingserial
numbersfromtheStockwindowonpage 161formoreinformation.
SERIALNUMBERS
1 5 9
Selecttheserialnumberthatappliestoyouritembyselectingtheoptionintheselectcolumnon
thesamelineastheserialnumber.
Iftheserialnumberisnotinthelist,youcancreateaserialnumberentry.SeeTocreateaserial
numberentryatthetimeofatransactionbelowformoreinformation.
Ifyouwanttoenterwarrantyinformation,clicktheWarrantyExpirescolumn.Adownarrowis
displayed.
Clickthedownarrow.Acalendarappears.
Selectthewarrantyexpirydateforthisitem.
Whenyouhavecompletedassigningserialnumbersandsettingserialnumberinformation,click
OK.
TheSerialNumberswindowcloses,andtheoriginaltransactionwindowappears.
Continuewiththetransaction.
To create a serial number entry at the time of a transaction

1
Fromthetransactionwindow,locateandclickSerialNo.TheSerialNumberwindowappears.
Selectthestockitemforwhichyouwanttocreateaserialnumberentryinthetopframe.The
bottomframeoftheSerialNumberwindowdisplaysallcurrentserialnumbersavailableforthe
selectedstockitem.
ClickCreateSerialEntry.Anewserialentryisaddedtothelowerframe,withatickalreadyapplied
totheSelectoption.
NOTE : Numberofnewserialentries Youcanonlycreateasmanynewserialentriesasthequantityof
thestockitemselectedinthecurrenttransaction.Thequantityisdisplayedinthelastcolumnofthetop
frameoftheSerialNumberwindow.
SelecttheserialentrylineintheSerialNumberscolumnandentertheserialnumber.
Ifyouwanttoenterwarrantyinformation,clicktheWarrantyExpirescolumn.Adownarrow
appears.
Clickthedownarrow.Acalendarappears.
Selectthewarrantyexpirydateforthisitem.
ClickOK.TheSerialNumberwindowclosesandtheoriginaltransactionwindowappears.
Assigning serial numbers

WhentheTrackSerialNumberoptionisselectedforastockitem,theSerialNo.buttonbecomes
activeintheGoodsReceived,ReturnedGoods,Stock,Sales,SalesOrderPayment,LaybyPayment
andQuoteConverterwindows.Thisallowsyoutocreate,assign,reassignandviewserialnumbers
fromtherelevantwindows.
Assigning serial numbers from the Goods Received window

Whenyouassignserialnumberstoyourgoodsasyoureceivethem,andyourecordtheinvoicenumber
fromyoursupplieraspartofthegoodsreceivedprocess(seeToreceivegoodsintostockonpage 130
formoreinformation)theinvoicenumberandgoodsIDrecordedbyRetailManagerareincludedwith
theserialnumberentry.YoucanaccessthisextrainformationlaterthroughtheStockwindow.
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C H A P T E R 4
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Theprocessofrecordingaserialnumberentryforastockitemisthesameasthatforothertransaction
windows.SeeAssigningserialnumbersthroughtransactionwindowsonpage 159formore
information.
Assigning and creating serial numbers from the Stock window

Youusethesameproceduretocreateandassignserialnumbersusingthestockwindowasyoudofor
transactionwindows.SeeAssigningserialnumbersthroughtransactionwindowsonpage 159for
moreinformation.
Whenyoucreateserialnumberentriesusingthestockwindowyoucancreateasmanyserialnumber
youwant.
To reassign serial numbers through a refunded sale

Whenacustomerreturnsastockitemwithapreviouslytrackedserialnumber,perhapsforwarranty
workorarefund,youperformarefundusingtheSaleswindowtobringthestockitembackintoyour
inventory,enablingyoutoreassigntheoriginalserialnumber.SeeTorefundasaleonpage 197forthe
completeprocedureyouperformforrefundingasale.
1
GototheSaleswindoweitherbypressingF6,orbychoosingSalesfromtheTransactionmenu.
Scanorenterthebarcodefortheproductbeingrefunded,andenteranegativequantityintheQty
field,toindicatethatitisbeingrefunded.
PressTAB,ENTERorclick+tomovetheitemtotheentereditemlistofthetransactionwindow.
IfyouhavePromptforSerialNumberEntrysetinyourSerialNumberoptions,theappropriate
SerialNumberswindowappears.
IfyoudonothavePromptforSerialNumberEntrysetinyourSerialNumberoptions,locateand
clickSerialNo.inthetransactionwindow.
TheappropriateSerialNumberswindowappears.
ThestockitemisdisplayedinthetopframeoftheSalesSerialNumberswindowwiththeQtyfield
highlightedandRtn(x)displayed(wherexrepresentsthenumberofitemsreturned).
4
ClickCreateSerialEntryandentertheserialnumberthatwaspreviouslyappliedtothisstockitem.
Ifyouarenotsureastotheoriginalserialnumberforthisstockitem,usetheLookupSerial
Numberswindowtoviewtheserialnumberaudittrailforthisitem.Youcansearchonserial
SERIALNUMBERS
1 6 1
numbertransactionsbasedonbarcode,customernumber,suppliernumberandtheserialnumber
itself.SeeTheLookupSerialNumberswindowonpage 163formoreinformation.
5
ClickOK.TheSerialNumberwindowclosesandtheSaleswindowappears.
Continuewiththerefundtransaction.
Viewing detailed serial number information

YoucanviewdetailedinformationfromtheStockInformationSerialNumberswindow,accessed
throughtheStockwindow.
TheStockInformationSerialNumberswindowdisplayscomprehensiveinformationaboutserial
numberentries,including(whereapplicable)theRetailManagercreatedgoodsIDandasuppliers
invoicenumberenteredthroughthegoodsreceivedwindow.Youcanalsoviewtheinventorystatusof
thestockitemassociatedwithaserialnumberentry.
To view detailed serial number information

YouviewdetailedinformationaboutserialnumberentriesforastockitemthroughtheStockwindow.
1
GototheStockwindowandscanorenterthebarcodeoftheitem.TheSerialNo.buttonbecomes
active.
ClickSerialNo.TheStockInformationSerialNumberswindowappears.
Informationabouttheserialnumbersassignedtostockitemswiththebarcodeyouenteredis
displayedinthelowerframeoftheStockInformationSerialNumberswindow.
TheStatuscolumnindicatestheinventorystatusofthestockitemassociatedwithaparticular
serialnumber.INindicatestheitemisinstock,LBindicatestheitemisheldonlayby,SOindicates
theitemisonsalesorder.
WhileastockitemhasthestatusofINyoucanedittheserialnumber,youcannoteditaserial
numberwiththestatusofLBorSO.
3
162
ClickOKtoreturntotheStockwindow.
C H A P T E R 4
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The Lookup Serial Numbers window

TheLookupSerialNumberswindowallowsyoutofollowaserialnumbersaudittrail.Thismeansyou
canviewallthetransactionscommittedwithaparticularstockitemthathasarecordedserialnumber.
YouaccesstheLookupSerialNumberswindowthroughtheAdminmenu.Youcanchoosetolookup
serialnumbersbyserialnumber,bybarcode,bysuppliernumberandbycustomernumber.
YoucanalsousetheLookupSerialNumberswindowtoeditserialnumbersthatbelongtoitemsthat
havebeensold,orstockitemsthathavebeenreturnedtoasupplier.Thisallowsyoutoeditserial
numberswhenthestockitemisnolongerphysicallyinyourinventory.Serialnumbersofitemsno
longerinyourinventorycanonlybefoundusingtheLookupSerialNumbersby:SerialNumber
selection.
To use the Lookup Serial Numbers window

1
GototheAdminmenuandchooseLookupSerialNumbers.TheLookupSerialNumberswindow
appears.
ClickthedownarrowbesidetheLookupSerialNumberby:field.
Selecttheclassificationbywhichyouwanttosearch(serialnumber,barcode,suppliernumberor
customernumber).
Eitherentertheappropriatenumber,orclickthesearchicon(
list.
)andselecttheentryfromthe
AnaudittrailisshowninthetopportionoftheLookupSerialNumberswindow,displayingallthe
serialnumbertransactionsrelevanttoyourinitialsearchcriteria.
Forexample,ifyouchoosetolookupserialnumbersbyaspecificcustomernumber,alistofall
transactionsthatinvolvedserialnumbersandthatcustomerisdisplayed.Ifyouchoosetolookup
SERIALNUMBERS
1 6 3
serialnumbersbyaspecificserialnumber,alistofallcommittedtransactionsagainstthatserial
numberisdisplayed.
ClickCommittofinaliseyourchanges.
ClickPrinttoprinttheaudittrailtoyourreportprinter.ClickClosetofinishviewingtheaudittrail
andtoreturntoRetailManager.
To edit serial numbers after a sale or returned goods transaction

NOTE : Findingtherightserialnumber Ifyouareuncertainoftheserialnumberyouarelookingfor,see
TousetheLookupSerialNumberswindowonpage 163tofindtheserialnumberbysearchingbycustomer
numberorsuppliernumber.
164
GototheAdminmenuandchooseLookupSerialNumbers.TheLookupSerialNumberswindow
appears.
ClickthedownarrowbesidetheLookupSerialNumberby:fieldandselectSerialNumberasthe
classificationbywhichyouwanttosearch.
Eitherentertheserialnumber,orclickthesearchicon(
displayedlist.
)andselecttheentryfromthe
C H A P T E R 4
STOCK
TheserialnumberaudittrailisdisplayedinthetoppartoftheLookupSerialNumberswindow,and
anEditbuttonappears.
ClickEdit.TheEditSerialNumberwindowappears.
Edittheserialnumber,addorchangethewarrantydateasrequired.
ClickApplytorecordyourchanges.TheEditSerialNumberwindowcloses.
ClickCommittofinaliseyourchanges.
IntheLookupSerialNumberwindow,clickPrinttoprinttheaudittrailtoyourreportprinter.Click
ClosetofinishviewingtheaudittrailandtoreturntoRetailManager.
Stocktaking and stock adjustment

Traditionally,stockadjustmentprocedureshaveconsistedoftheannualstocktake;thisistheonetime
oftheyearwhenaretailerwouldsynchroniseactualwithrecordedinventorylevels.
TheMYOBRetailManagerstockadjustmentproceduresofferseveralmoreoptions,whichallowabusy
retailertoadjuststocklevelsforanindividualstockitemoranydepartmentorcategoryofstockitems,
inadditiontothecompletestocktake.Thisgivestheretailertheflexibilitytorunapartialstocktakeof
acompanysgoodsforarepresentativesvisit,oradjustthestocklevelofasinglestockitembecause
additionalstockhasbeenfoundinthestoreroom.
Theannualstocktakeisstillanimportantandmajorundertaking.Youcanuseyourcomputersandscan
yourstockdirectlyintoRetailManager,oryoucanprintoutstocktakesheetsinRetailManagerfora
manualstocktake.YoucanthenruntheDiscrepancyreporttoidentifydiscrepancies.
STOCKTAKINGANDSTOCKADJUSTMENT
1 6 5
The Whats In Stock reports

TheWhatsInStockreportandWhatsInStockDetailedreportcanbeausefulalternativeto
performingastocktake.Youcanrunthesereportsforyourentireinventory,orforanydepartmentor
category.Youcanrunthereportsforaspecificsupplierinpreparationforarepresentativesvisit.
Thereareseveralprimaryandsecondarysortcriteria(bybarcode,description,availablequantity,and
soon)forthesereports,whichcanthenbesortedinascendingordescendingorder.Youcanalso
choosetogroupthestockitemsbysupplier.
ThefollowingisanexampleoftheWhatsinStockreport.
The complete stocktake

Acompletestocktakeisamajorundertaking,whichusuallyinvolvesalotofextrastaff,organisation
andtime.Whilesomeretailersmayonlydoacompletestocktakeannually,manyretailersarenow
stocktakingmonthly,bimonthlyorquarterly.
InMYOBRetailManageryoucaneitherprintingoutstocktakesheetsinRetailManagerandruna
manualstocktake,oruseyourbarcodescannerandcomputer(s)andcountyourstockdirectlyinto
RetailManager,whichwillimprovetheaccuracyandspeedofyourstocktake.RetailManagerallows
youtocontinuetomakesalesandreceivegoodsduringthestocktake.SeeMakingsalesandreceiving
goodsduringstocktakeonpage 169formoreinformation.
Scanning Ifyouareusingascanner,itsagoodideatohaveonepersonscanningbarcodesand
anotherpersonstationedatthecomputertopickuponanypotentialerrors,suchasincorrectbarcodes.
NOTE :
Importantnote Onlyperformacompletestocktakeifyouintendtocounteveryitemofinventory.
Youmustincludeallitemsofstockinyourcount,includingitemssetasideforlaybyandsalesorder.
Stocktakingpackages Youcannotstocktakepackages.Youmustcounttheircomponents
individually.
NOTE :
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Performing a stocktake using a bar code scanner

Useyourbarcodescannerandcomputer(s)toassistyouindataentryforyourstocktake.Alternatively,
youcanperformamanualstocktake.SeePerformingamanualstocktakeonpage 169formore
information.
To run a complete stocktake using a bar code scanner

1
GototheStockManagementmenuandchooseStocktake,orpressSHIFT+F11.
IfyouhaveanyRetailManagerwindowsopen(suchasaSaleswindow),afurthermessageappears
informingyouthatRetailManagerwillcloseallwindows.
ClickOKtocloseanyopenwindows.TheStocktakewindowappears.
EnteryourstaffnumberintheStafffield,andpressENTER.YoucanalsopressF2tosearchforyour
number.
SelectFullStocktakefromtheTypedropdownlist.
Specifyhowyouintendtocounttheitems:
Ifyouarecountingmultiplequantitiesofthesameproduct,selecttheScanandManualCount
option.Thismeansthatyouwillneedtomanuallycounttheproducts.Youscanthefirstproduct
andthenenterthequantityoftheproductcounted.
Ifyouwanttocountonlysinglequantitiesofeachstockitematatime,selecttheScanandAuto
Countoption.Thismeansthataquantityofonewillbeassumedforeveryproductscanned.If
youarecountingmultiplequantitiesofthesamestockitem,dontselectthisoption.
Clearingthestocktakegrid ClickClearAlltoclearthegridofanyexistingstocktakecountsif
thisisnotyourfirstRetailManagerstocktake.
NOTE :
Scantheproductsbarcode,ormanuallyenteritintheBarcodefieldandpressENTER.Youcanalso
usethesearchicon(
)tolocatetheproduct.Whenyouenterthebarcode/stocknumber,the
productdescription,supplier,cost,price,andquantityinstockaredisplayedfortheproduct.
Ifyouchosetodoanautocountinstep 6,theproductisaddedtothegrid.
Ifyouchosetodoamanualcountinstep 6,enterthequantityoftheproductintheQtyfieldand
clickAdd.
1 6 7
Quantitydisplayedinred Thequantityvalueisdisplayedinredifthequantityyouentered
doesnotmatchthestocklevelinRetailManager.
NOTE :
Repeatstep 7and,incaseofamanualcount,alsostep 8,fortherestofthestockitems.

Thegriddisplayseachscanned/countedproduct.Youcanusethescrollbarorarrowkeystoview
thelist.Foreachproductentered,thedatethecountwasentered,theproductdescriptionandthe
countaredisplayedinthegrid.
ClicktheDateheaderinthegridtosortthestockitemsbydate,Descriptiontosortbystockitem
description,orCounttosortbynumbercountedofthestockitem.Rightclicktheheadertosort
thecolumnindescendingorder.
NOTE : Changingthecountofaproduct Therearetwomethodstochangethecountofaproduct:
eitherchangethecountdirectlybyenteringanumberintheCountcolumninthestocktakegrid,or
highlighttheproductlineinthegridandpressENTER.Theproductdetailsappearinthetophalfofthe
window.ChangethecountandpressENTER.
10
Ifyouwanttocontinuethestocktakelater,clickthecloseicon(nottheCommit F10button).
RetailManagersavestheitemsandquantitiesyouhaveenteredsofar.Whenyouopenthe
Stocktakewindowagain,youcancontinuefromwhereyoustopped.
11
Whenyouhavefinishedthestocktake,clickCommit F10orpressF10tocommittheinformation.
12
IfthereisadiscrepancyintheamountandyouhavenotpreviouslyviewedtheDiscrepancyreport,
amessageappearsaskingifyouwanttoviewthisreport.
Toviewthereport,clickYes.
Toproceedtocompletethestocktake,clickNo.
13
Ifthereareitemsyouhavenotcounted,amessageappearsaskingifyouwanttoretainthestock
quantitiesfortheseitems.
Toretainthecurrentquantitiesoftheitems,clickRetainQty.
Tosetthequantitiesoftheitemstozero,clickSetQtytoZero.
ToreturntotheStocktakewindow,whichyoumaywanttodoifyouwanttoincludetheseitems
inthestocktake,clickCancel.
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C H A P T E R 4
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Awarningmessageappearsaskingyoutoensurethatnooneelseisusingyourshopfrontatthis
time.
14
ClickOKtocommitthestocktake.Whenthestocktakeiscompleted,aconfirmationmessage
appears.
Makingsalesandreceivinggoodsduringstocktake Withmanybusinessestradingsevendaysa
week,itiscommonforretailerstostillbetradingatleastduringpartofthestocktake.RetailManager
allowsyoutomakesalesandreceivegoodsduringstocktake.Thismeansthatyourtill(s)canbefreeto
makesalesinthemiddleofastocktake.IfyouhavetheStocktakewindowopenonacomputer,youcan
simplyopentheSaleswindowandmakeasale.
Onceyouhavemadethesale,returntotheStocktakewindowandmanuallyadjustthecountforthe
soldstockitemsthathavealreadybeencounted.Thisensurestheintegrityofthestocktake.
To make a sale during stocktake

1
WiththeStocktakewindowopen,opentheSaleswindowandmakethesaletothecustomerin
theusualway.
Whenthesalehasbeenmade,displaythesaleagainintheSaleswindow.
ReturntotheStocktakewindow,andcheckwhetherthestockitemsoldhasalreadybeencounted
inthestocktake.Ifthestockitem:
hasntbeencounted,youdontneedtoadjustthestocktakeatall.
hasalreadybeencounted,changethecounttoreflectthequantitysoldbyeitherdirectly
changingthenumberintheCountcolumninthestocktakegrid,orbyhighlightingtheproduct
lineinthegridandpressingENTER,thenchangingthecountnumberinthecountfieldofthe
productdetails(inthetophalfofthewindow)andpressingENTER.
Repeatstep 3foreachstockitemsoldinthesale,andclosetheSaleswindowwhenfinished.
Performing a manual stocktake

Ifyouarerunningamanualstocktake,RetailManagerhasaversatilefacilityforprintingoutstocktake
sheets.Stocksheetscanbeprintedlistingallyourstockitemsoronlystockitemsforaselected
department,categoryorcustomfields,withspacestoenteryourcountandanycomments.
Youcanalsofiltermanualstocktakesheetsbysupplier.Thisisusefulifyouneedtoperformregular
stocktakesfordifferentsuppliers.Beforearepresentativesvisit,youcanrunastocktakeforthe
suppliersothatyouknowexactlywhatyoucurrentlyhaveinstockandwhatyouneedtoorderfrom
therepresentative.
1 6 9
To print stock sheets

1
IfyouhaveanyRetailManagerwindowsopen(suchasaSaleswindow),afurthermessageappears
ClickOKtocloseallwindowsandcontinue.TheStocktakewindowappears.
number.
FromtheTypelist,selectthekindofstocktakeyouwanttoperformSingleItemStocktake,
PartialStocktakeorFullStocktake.
ClickStockSheets.
IfyouselectedSingleItemStocktakeorFullStocktakeinstep 5,awindowappearsaskingyouto
selectthedepartmentsandcategoriesforwhichyouwanttoprintstocksheets.Followthesesteps:
a Selectthedepartmentfromthedropdownlist.
b Selectthecategoriesandcategoryvaluesbyselectingtheappropriateoptions.
Ifyouwanttoprintstocktakesheetsforallyourcategoryvalues,clicktheselectall/noneiconat
thetopofthelists.
c ClickOK.
Awindowappearsaskingyoutochoosewhethertoshowthequantityonhand.SelecteitherDo
NOTshowcurrentquantityonhandorShowcurrentquantityonhandandclickOK.Awindow
appearsaskingyoutoselectthesupplierstoreporton.
Ifyouwanttoprintstocktakesheetslistingonlyproductsreceivedfromaspecificsupplier(s),select
theappropriateoption(s).Otherwise,clickSelectAllandthenclickNext.Awindowappearsasking
youtoselectthefieldtogrouptheinformationon.
10
SelectthefieldtogroupinformationonandclickOK.Awindowappearsaskingyoutoselectthe
primaryandsecondaryfieldstosorttheinformationby.
11
Selecttheprimaryandsecondarycriteriabywhichtheproductswillbeorderedinthestocktake
sheets.ClicktheDescendingOrderoptionifyouwanttosorttheproductsindescendingorder,
eitheralphabeticallyornumerically.
12
ThestocksheetsaredisplayedintheRetailManagerreportviewer.SeeUsingtheMYOB
RetailManagerreportvieweronpage 266formoreinformation.
13
Clicktheprinticon( ).ThePrintwindowappears.Specifythepagerange,requirednumberof
copies,etc.andclickOK.
Thestocksheetsareprintedtoyourreportprinter.
EnteringmanualstocktakeresultsintoRetailManager Onceyouhavecompletedyourmanual
stocktake,youwillhaveanumberofstocktakesheetswhichhavetobeenteredintoRetailManager.
TheseresultsareenteredintoRetailManagerusingtheStocktakewindow.
ThisisthesameprocessasisdescribedinPerformingastocktakeusingabarcodescanneron
page 167exceptthatyouwillbeenteringthebarcodesmanuallyinsteadofscanningthem.
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Performing a partial stocktake

Youmayalsowanttodoastocktakeonparticularrangesofproductswithinyourstore.Thismeansthat
youcancheckyourstocklevelsforanyproductdepartmentorcategoryinMYOBRetailManager.For
moreinformation,seePartialstocktakeforadepartmentorcategoryonpage 94.
NOTE : Preparingforasalesrepresentativesvisit Youcanalsodoamanualstocktakebeforeasales
representativesvisit.Themanualstocktakesheetscanbefilteredbybothcategoryandsupplier.See
Performingamanualstocktakeonpage 169formoreinformation.
Theeffectivenessofdoingapartialstocktakedependsonhowyouhavesetupyourproduct
departmentsandcategories.Forexample,ifyouhavesetupyourcategoriesbysupplier,youcould
regularlydoapartialstocktakewhenthesuppliersrepresentativescomein.Thisiswhyitisso
importanttosetupyourdepartmentsandcategoriescarefullywhenyousetupRetailManager.
YoucanalsousetheCustom1andCustom2fieldsinthesamemanner,andperformapartialstocktake
basedontheinformationinthesefields.
IfyoucountedstockitemsthatarenotpartofthepartialstocktakeCustom1,Custom2,orcategory,
thesenewquantitieswillnotbeadjustedwhenyoucommitthestocktake.
To run a partial stocktake

1
IfyouhaveanyRetailManagerwindowsopen(suchasaSaleswindow),amessageappears
ClickOKtocloseallwindowsandcontinue.TheStocktakewindowappears.
number.
SelectPartialStocktakefromtheTypedropdownlist,ifyouwanttostocktakeaspecificpartof
yourstock.
1 7 1
Specifyhowyouintendtocounttheitems:
Ifyouarecountingmultiplequantitiesofthesameitem,selecttheScanandManualCount
option.Thismeansthatyouwillneedtomanuallycounttheitems.Youscanthefirstitemand
thenenterthequantitycounted.
Ifyouwanttocountonlysinglequantitiesofeachstockitematatime,selecttheScanandAuto
Countoption.Thismeansthataquantityofonewillbeassumedforeveryitemscanned.Ifyou
arecountingmultiplequantitiesofthesamestockitem,dontselectthisoption.
Clearingthestocktakegrid ClickClearAlltoclearthegridofanyexistingstocktakecountsif
thisisnotyourfirstRetailManagerstocktake.
NOTE :
ClickViewSelectiontolimitthestocktaketospecificdepartmentsandcategories.TheLimit
Selectionwindowappears.
SelecttheproductDepartmentfromthelist.Therelatedcategoriesappear.
Selectthecategoryvaluesyouwanttostocktakebyselectingtheoptionsundereachofthe
categorylists.Ifyouwanttoselectallcategories,clicktheselectallicon( )nexttothecategory
heading.Todeselectallcategories,clickthisiconagain.
NOTE : UsingCustomfields Ifyouwanttodoapartialstocktakeusingthecustomfieldsasparameters,
selecttheShowCustomValuesoption.TheCustom1andCustom2listsappear.Selecttheappropriate
Custom1orCustom2field,inthesamewayasyouusedcategoriesabove.
10
Whenyouhavefinishedselectingthedepartment,categoryandcustomfields,clickOK.
Amessageappearsaskingifyouwanttoprintoutstocksheetslistingtheitemsthatbelongtoyour
selection.Ifyouwanttoprintoutstocksheets,clickYes.Formoredetails,seeToprintstock
sheetsonpage 170.
11
Scantheproductsbarcode,ormanuallyenteritintheBarcodefieldandpressENTER.Youcanalso
usethesearchicon(
)tolocatetheproduct.Whenyouenterthebarcode/stocknumber,the
productdescription,supplier,cost,price,andquantityinstockaredisplayedfortheproduct.
Ifyouchosetodoanautocount,theproductisaddedtothegrid.
Itemsselectedforthestocktake
setintheLimitSelectionwindow.
NOTE :
172
Youwillonlybeabletoadditemsthatmatchthecriteriayou
C H A P T E R 4
STOCK
12
Ifyouchosetodoamanualcountinstep 6,enterthequantityoftheproductintheQtyfieldand
clickAdd.
Quantitydisplayedinred Thequantityvalueisdisplayedinredifthequantityyouentered
doesnotmatchthestocklevelinRetailManager.
NOTE :
13
Repeatstep 11and,incaseofamanualcount,alsostep 12,fortherestofthestockitems.

Thegriddisplayseachscanned/counteditem.Youcanusethescrollbarorarrowkeystoviewthe
list.Foreachitementered,thegriddisplaysthedatethecountwasentered,theitemdescription
andthecount.
ClicktheDateheaderinthegridtosortthestockitemsbydate,Descriptiontosortbystockitem
description,orCounttosortbynumbercountedofthestockitem.Rightclicktheheadertosort
thecolumnindescendingorder.
NOTE : Changingthecountofaproduct Therearetwomethodstochangethecountofaproduct:
EitherchangethecountdirectlybyenteringanumberintheCountcolumninthestocktakegrid,or
highlighttheproductlineinthegridandpressENTER.Theproductdetailsappearinthetophalfofthe
window.ChangethecountandpressENTER.
14
Ifyouwanttocontinuethestocktakelater,clickthecloseicon(nottheCommit F10button).
RetailManagersavestheitemsandquantitiesyouhaveenteredsofar.Whenyouopenthe
Stocktakewindowagain,youcancontinuefromwhereyoustopped.
15
Whenyouhavefinishedthestocktake,clickCommit F10orpressF10tocommittheinformation.
16
IfthereisadiscrepancyintheamountandyouhavenotpreviouslyviewedtheDiscrepancyreport,
amessageappearsaskingifyouwanttoviewthisreport.
Toviewthereport,clickYes.
17
Ifthereareitemsyouhavenotcounted,amessageappearsaskingifyouwanttoretainthestock
quantitiesfortheseitems.
1 7 3
Toretainthecurrentquantitiesoftheitems,clickRetainQty.
Tosetthequantitiesoftheitemstozero,clickSetQtytoZero.
ToreturntotheStocktakewindow,whichyoumaywanttodoifyouwanttoincludetheseitems
inthestocktake,clickCancel.
18
Awarningmessageappearsaskingyoutoensurethatnooneelseisusingyourshopfrontatthis
time.
19
ClickOKtocommitthestocktake.Whenthestocktakeiscompleted,aconfirmationmessage
appears.
Completing a stocktake
Whenyouhavefinishedcountingandenteringyourresults,runthestocktakeDiscrepancyreport.This
reportlistsanystockitemsforwhichthestocklevelrecordedinMYOBRetailManagerisatvariance
withthestocktakequantity.Thisisagoodwayofcheckingforandfixinganydiscrepancies.
NOTE : RuntheDiscrepancyreportbeforeyoucommitthestocktake Youmustrunthisreportbeforeyou
committhestocktake,ortheinitialRetailManagerstocklevelfortheproductswillbeoverwrittenwiththe
newstocktakequantity,andnocomparisonwillbeavailable.
Itisalsoimportanttofixdiscrepanciesifyouaregoingtoexportyourdatatobusinessmanagement
software.
To run the stocktake Discrepancy report

1
IntheStocktakewindow,whenyouhaveenteredsomecountedquantitiesforitems,click
DiscrepancyReport.
Setthefiltersforthereport.
ClickDisplayonlystocktakeoutagesorDisplayallitems.
Selectthefieldtogrouponandthesortorder.
Thereportisdisplayedonscreen,listingthebarcodeanddescription,departmentandcategory,
countedquantity,expectedquantity,andthevalueandquantityshortageforeachitem.Where
youhavenotenteredacountquantityforaproduct,thequantityoftheproductthat
RetailManagerindicatesyouhaveinstockisdisplayed(asanegativevalue)astheshortage
quantity.
174
ClickPrinttoprintoutthereport,orclickExporttoexportthereporttoanapplicationorsavethe
reporttodisk.SeeToexportareportonpage 266formoreinformation.
C H A P T E R 4
STOCK
Committing a stocktake
Whenyouaresatisfiedthatyouhaveanaccuratecountofyourentire(orpartial)stock,youcan
committhestocktake.Committingthestocktakewilltransferthenewstockquantitiestoyourstockfile
andupdateyourexistingstocklevels,soyouneedtobequitesurethatareyouarereadytocommitthe
stocktake.
To commit the stocktake

1
IntheStocktakewindow,clickCommit F10orpressF10tocommittheinformation.
ClickYesforthevariouswindowsthataredisplayed.RetailManagerbacksupthedatabase
automaticallyanddisplaysthelocationofthebackupfiles.
Adjusting stock levels of a single item

YoucanadjustasingleitemofyourstocktakeusingtheSingleItemStocktakefunction.
Youcanusethesingleitemadjustmentproceduretoadjustthequantityofastockitemafteryouhave
committedastocktake,forexampleifyoufindthatsomethinghasbeenleftout.Youcan,however,do
asingleitemadjustmentatanytime,asrequired.Forexample,dosingleitemadjustmentstoaccount
forbreakages,damagesorknownthefts.
AllsingleitemadjustmentsareincludedintheAudittabintheStockwindow.
MakingsingleitemadjustmentswhenrequiredresultsinRetailManagersinventorylevelsmore
accuratelyreflectingyouractualstocklevels.
Notethatthesingleitemadjustmentonlyaffectsthestockiteminquestion,andwillnotaffectthe
quantityofanyotherstockitems.
To adjust the stock level of a single item

1
GototheStockManagementmenuandchooseStocktake.TheStocktakewindowappears.
number.
SelectSingleItemStocktakefromtheTypedropdownlist.
1 7 5
Specifyhowyouintendtocounttheitem:
Ifyouarecountingmultiplequantitiesofthesameitem,selecttheScanandManualCount
option.Thismeansthatyouwillneedtomanuallycounttheitems.Youscantheitemandthen
enterthequantitycounted.
Ifyouwanttocountonlyasinglequantityofastockitem,selecttheScanandAutoCount
option.Thismeansthataquantityofonewillbeassumedforthescanneditem.Ifyouare
countingmultiplequantitiesofthesamestockitem,dontselectthisoption.
Scantheitemsbarcode,ormanuallyenteritintheBarcodefieldandpressENTER.Youcanalsouse
thesearchicon(
)tolocatetheitem.Whenyouenterthebarcode/stocknumber,theitem
description,supplier,cost,price,andquantityinstockaredisplayedfortheitem.
Ifyouchosetodoanautocount,theitemisaddedtothegrid.
Ifyouchosetodoamanualcountinstep 4,enterthequantityoftheitemintheQtyfieldandpress
ENTERorTAB.
IfyouareusingRetailManageronatouchscreen,youcanclicktheaddicontoaddthequantity.
Matchingactualwithrecordedstocklevels Thevalueisdisplayedinredifthequantityyou
entereddoesnotmatchthestocklevelinRetailManager.
NOTE :
Awarningmessageappearsaskingwhetheryouwanttobackupyourshopfrontdatabeforethe
stocktakequantityfortheselecteditemischanged.
Tomakeabackup,clickYes
Whenthestocktakeiscompleted,aconfirmationmessageappears.ClickOKandthenclickClose.
Centralised updates
NOTE :
ThecentralisedupdatesfeatureisonlyavailabletoMYOBRetailEnterpriseusers.
YoucanperformcentralisedstockupdatesbysendingstockinformationfromyourRetailEnterprise
CentralsitetoyourShopsites.RetailEnterpriseShopmustbeinstalledonthesamecomputeronwhich
yourunRetailManager.
Toaccessthecentralisedupdatesfeature,gototheStockManagementmenuandchooseCentralised
Updates.
Formoreinformationaboutcentralisedupdates,seeyourRetailEnterpriseCentralandShopuser
guides.FormoreinformationaboutMYOBRetailEnterprise,gotomyob.com.au/retail.
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C H A P T E R 4
STOCK
5 Sales
InMYOBRetailManager,youcanperformmanyofthesalesproceduresrequiredforyourdaily
operationsfromasinglewindow.Inadditiontohandlingsaletransactions,RetailManagercanalso
managecustomeraccountsales,creditnotes,customerspecialorders,laybysandquotes.Youcan
convertquotestosalesandlaybys,andrecordandmanagelaybypayments,cancellationsand
refunds.
RetailManageralsorecordsandmanagesoperationalinformationsuchasstocklevels,accumulated
salestodifferentpaymenttypes,andcustomerinformationautomatically.
Overview
TheSaleswindowisusedtomakesalestransactions.Eachsaleisprocessedandrecorded,and
adjustmentstostockaremade.TheSaleswindowcanbedividedintothreesections:retailer/customer
details,productdetails,andpaymentdetails.
Frequentlyaskedquestions SeeSales,laybys,creditnotes,andgiftvouchersonpage 356for
troubleshootingquestionsandanswersforsalesinRetailManager.
NOTE :
177
EachRetailManagersaletransactionsharesasetofcharacteristics:
Staffmember.Youneedtodefineatleastonestaffmember.Ifyoudonotwanttoidentifya
particularstaffmember,useagenericstaffmembersuchassalesorstaff.
Customer.Ifnocustomerisentered,customerinformationisnotprintedonthesalesdocket.You
mustenteracustomernumberifyouaremakinganaccountsale,salesorder,quote,alaybysale,
acustomerspecialorder,orissuingacreditnote,depositorgiftvoucher.
Itemssold.TheitemstobesoldareenteredintheProductDetailsarea.Youcanadjusttheprice
andquantityasrequired.NotethatifyouwanttoeditanitemsdescriptionintheSaleswindow,
youneedtoselecttheAllowdescriptionchangeatPOSoptionforthatitemintheStockwindow.
TaxCode.Eachstockitemsoldmusthaveataxcode.Ifrequired,youcanchangeanitemstaxcode
atthepointofsale.
Discount.Thisfieldisavailableforeverysale,ifrequired.
Paymenttypesandpaymentoptions.Thepaymentofthesaleisallocatedtooneormoreofthe
availablepaymenttypes.SeePaymentTypeoptionsonpage 28formoreinformation.
SaleQuantity RetailManagersupportsbothwholenumberandpartialnumbersellingquantities,
makingitsuitableforbothretailoperationsthatsellonlywholequantitiesandthosethatdealwith
fractionsanddecimals.WithRetailManageryouhavetheflexibilitytosell,forexample,3pizzas,1slice
ofpizzaoreven$12worthofpizzaifyouwant.
Bydefault,RetailManagerdisplaysitemsaswholequantitiesintransactionwindows.Tosellpartial
quantitiesofaproduct,selecttheAllowFractionalQuantitiesoptionforthatproductintheStock
window(seeCreatinganewstockitemonpage 104).Youcanthenenterapartialquantityinthe
Saleswindowasadecimalvalueorasafraction.Forexample,ahalfkilogramofpeachescanbe
enteredas1/2or.5.Thequantityisdisplayedindecimals.
TIP : Scanindividualunitsforfractionalquantities IfyouhaveselectedtheScanIndividualUnitsoptionin
theToolsmenu,youcanalsosetthedefaultsellingquantityforitemsthatcanbesoldinfractionalquantities
toone.Todothis,selecttheScanIndividualunitsforFractionalQuantitiesoptionintheGeneral(Salestab)
viewoftheOptionswindow(seeGeneraloptionsonpage 22formoreinformation).Ifthisoptionisnot
checked,youwillneedtomanuallyenterthequantityeachtimeyouselectanitemthatcanbesoldin
fractionalquantities.
Tosellanamountworthofaproduct,forexample,sixdollarsworthoflollies,youwouldenterT6in
theQtyfield.Thenumberoflolliesthatcanbeboughtfor$6(taxinclusive)isautomaticallycalculated
andenteredintotheQtyfield.
WhentheProductDetailslineisempty,andthereareitemsintheProductDetailslist(refertothe
diagramonpage 177toidentifytheseareasoftheSaleswindow),theQtyfielddisplaysthesumofall
itemsenteredintheProductlist.
Tax TheSellfieldintheSaleswindowdisplaysanitemssellpriceincludingtax.TheTaxfielddisplays
thetaxcodeforeachlineitem.Youcanchangeanitemstaxcodeatthepointofsale.
YouhavetheoptiontolocktheTaxfieldintheSaleswindowtopreventusersfromeditingthisfield.If
required,youcanhidetheTaxfieldintransactionwindows.(SeeGeneraloptionsonpage 22,for
moreinformationonlockingorhidingtheTaxfield.)
Freight FreightistreatedasastockiteminRetailManager.Ifyourbusinesschargesfreightonsales,
youwillneedtocreateoneormorestockitemsforfreight(dependingontheneedsofyourbusiness)
intheStockwindow.SeeCreatinganewstockitemonpage 104formoreinformation.Tocharge
178
C H A P T E R 5
SALES
freightonasale,simplyentertheFreightitemintheSaleswindow,andkeyinthefreightamount(and
quantityifapplicable)intheSellfield.
Rounding Youhavetheoptiontoselecttheroundingruleyouwanttousewhencalculatingthetotal
ofasale.Yousettheroundingruleforeachpaymenttype.(SeePaymentTypeoptionsonpage 28for
moreinformation.)Ifyouchoosetoroundtothenearest5 cents,10 cents,ordollar,whenyoumakea
sale,theroundingamountisautomaticallyenteredintheRoundingfield.Thisgivesyoutheoptionto
changetheroundingamountifyouwant.Forexample,youmaydecidetoroundto5 centsforacash
transaction,butnotforanaccounttransaction.
Calculations YoucanenterformulaedirectlyintheSellfieldtocalculateadiscountforaspecific
stockitem.Cstandsforthecostpriceofastockitem,andSforthesellprice.
NOTE : DisabledCostkey IfyouhavepasswordprotectedCostPricingintheSecurityOptionswindow,the
Costkeyinthecalculatorwillbegreyedout;youwillnotbeabletoenteranyformulaewithC(cost)inthe
Sellfield.
Forexample,ifyouwanttosellalawnmowerfor$10.00morethanthecostprice,youwouldenter
C+10(costprice+$10)intheSellfield,andpressENTER.(Youcanusethecalculatortoenterformulae
inthisfield.Formoreinformation,seeMYOBRetailManagercalculatoronpage 66.)Thesellpriceis
automaticallycalculatedanddisplayedintheSellandExtensionfields.
Whenapplyingpercentagediscountsormarkups,youcanenterthediscountformuladirectlyinthe
Sellfield.Tocalculateapercentdiscountonanitem,eitherentertheformulausingthecalculator,or
entertheformuladirectlyintheSellfield.Forexample,togivea10%discountonamicrowaveoven
whichisusuallysoldfor$300,eitherenterSell10%inthecalculator,orenterS10%directlyinthe
Sellfield.Thesellprice$270isdisplayedintheSellandExtensionfields.
Whenenteringaformula,rememberthatthecostofanitemiscalculatedtaxexclusive,andthatthe
sellpriceistaxinclusive.
Multiplesaleswindows Youcanhavemultiplesaleswindowsopenatthesametime.Thisallowsfor
thosesituationswhenhalfwaythroughmakingasale,thecustomerwantssomethingelse.Youdont
havetocancelyoursaleanothersalespersoncansimplyopenanewsaleswindowandmakeanother
sale.
Alternatingbetweenwindows UsetheshortcutCTRL+TABtoalternatebetweenopenwindows,or
pressALT+Wtoviewalistofopenwindows,andtypethenumberoftherequiredwindow.
NOTE :
Setting up the Sales window

MYOBRetailManagercanbeconfiguredinanumberofwayssothatyoucanmakesalesthewayyour
retailbusinessrequires.YoucanusetheRetailManageroptionstoskipspecificfieldsintheSales
window.Soforexample,ifyourbusinessdoesntusuallygivediscountsonproducts,theDiscountfield
intheSaleswindowwillbeskippedeachtimeyoumakeasale.
Also,theuseofabarcodescannerorprogrammablekeyboardwillaffectthewayasaleisprocessed.
SeeSettingupabarcodescanneronpage 382andWorkingwithprogrammablekeyboarddevices
SETTINGUPTHESALESWINDOW
1 7 9
Example
ThereareseveralfieldsintheSaleswindowthatacoffeeshopforexamplemightnotrequire,
including:Customer,Sellingprice,Qty,DiscountandCustomfields.IfyouturnontheSkipField
optionsfortheseintheGeneralOptionswindows,andselecttheScanIndividualUnitsfunctionfrom
theToolsmenu,whenyoumakeasale,youreducethenumberofindividualkeystrokesrequired.The
procedureformakingthissalewouldbeasfollows:
1
EnterthestaffnumberintheStafffieldandpressENTER.
EntertheproductcodeforalongespressoandpressENTER.Thedescription,category,tax,selling
price,quantity,andtotalforthelinearedisplayed.ThecursorispositionedintheCodefieldfora
newlinereadyforaseconditemtobesold.
PressENTER.ThecursorispositionedinthePaymentDetailsframehighlightingthefirstpayment
method,whichforacoffeeshopshouldbecash.
EntertheamountofcashtheyarepayingandpressENTER.
ClickYes,toaccepttheamount,committhetransactionandconfirmthechange.Pressanykeyto
cleartheCashChangewindow.
Hidden Sales window features

ThereareanumberofhiddenfieldsorframesintheSaleswindow.Thesefieldsorframesareaccessed
fromcertainfieldsinthewindowbypressingashortcutkeycombinationorbyclickingonabutton,and
giveadditionaloptionsrelatingtothefields.
Thefollowinghiddenfieldsorframesaredescribedinthissection.
Customerinformationbelow
Gradeinformationonpage 181
Profitinformationonpage 181
Taxinformationonpage 182
Salescommentsonpage 182
Scanningindividualunitsonpage 182
Deliveryaddressonpage 183
Serialnumbersonpage 183.
Customer information
WhenyoutabthroughtheCustomerfieldafterenteringacustomer,ifyouhavenotdisabledtheSales
WindowCustomerHistoryoptionsintheGeneralOptionswindow,customerand/oraccount
informationisdisplayedoverthePaymentDetailsframe.
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C H A P T E R 5
SALES
SalesWindowCustomerHistoryoptions SeeSalesWindowCustomerHistoryonpage 25for

moreinformationabouttheSalesWindowCustomerHistoryoptions.
NOTE :
Thisinformationcanbeusedtoinformthecustomeroftheiraccountsituation,givethecustomerany
promotionalinformation,orcreateaddonsalesbasedonthecustomersrecentpurchases.Youcan
updatethecustomermessagefromtheCustomerswindow.
NOTE : CustomerinformationF11shortcutkey Youcanalsoviewcustomerinformationwhenyouareina
transactionwindowbypressingtheF11shortcutkey,ifyouhavenotdisabledtheSalesWindowCustomer
Historyoptions,mentionedabove.
PricesdisplayedintheRecentPurchasesframeareGSTinclusive.WhenyoutabthroughtheCustom
field,theRecentPurchasesframedisappearsandthePaymentDetailsframeappears.
Grade information
WhenthecursorisintheSellfieldyoucanpresstheup/downarrowkeystodisplaytheGradefield.
Thisfieldliststhevariousgradesyoucangivethecustomerfortheitem.Usethearrowkeystoscroll
throughthelist;whentherequiredgradeisdisplayed,pressENTERtoselectit.Thesellpriceis
automaticallyadjustedaccordingtothegrade,andthecursormovestotheQtyfield.
NOTE :
Settinggrades
Formoreinformationonsettinggrades,seePricinggradesonpage 135.
Profit information
YoucanviewprofitinformationforalineitemorforthetotalsaleintheSaleswindow.
NOTE : Estimatedgrossprofit TheSaleswindowonlydisplaystheestimatedgrossprofitonasale.Ifa
customermakesanaccountpaymentandyougivethemadiscount,thegrossprofitintheoriginal
Sales windowwillnotberecalculatedtoreflectthisdiscount.YouwillneedtorunthecurrentProfitreportsto
gettheaccurategrossprofitfigures.
Lineprofitinformation WhenthecursorisintheSellfield,pressF3orclickProfittoviewtheprofit
informationfortheitem.TheLineProfitframedisplaysthecostoftheitemandtheestimatedgross
profitamountandasapercentage.
Thisisaveryusefulfeatureif,forexample,acustomerasksforadiscountonaproductandyouwantto
findoutquicklyhowadiscountaffectsyourprofitmarginonthesale.
YoucanadjustthesellingpricewhiletheSellfieldisstillhighlighted,andtheestimatedgrossprofitis
automaticallyrecalculatedanddisplayed.
Saleprofitinformation Afteryouenteralltheitemsintheproductdetailsarea,youcanviewthe
profitinformationforthetotalsale,bypressingF3whenthecursorisintheDiscountfieldorbyclicking
Profittwice.TheSaleProfitframedisplaysthetotalcostofthesale,andtheestimatedgrossprofit
HIDDENSALESWINDOWFEATURES
1 8 1
amountandasapercentage.Youcantakethisinformationintoaccountwhengivingadiscountonthe
totalsale.
NOTE :
Profitdetails ProfitdetailsarecalculatedbasedonGSTexclusivefigures.
Tax information
YoucanviewtaxinformationforalineitemorforthetotalsaleintheSaleswindow.
Linetax AfteryouenterthesellingquantityofanitemintheQtyfield,pressCTRL+TtwiceorclickTax
todisplaytheLineTaxframe.Thetaxexclusiveprice,thetaxinclusivepriceandthetaxamountare
displayedforthecurrentlyselectedline.
IfyouchangethesalequantityintheQtyfield,thetaxinformationwillberecalculatedautomatically
toreflectthischange.
Saletax Afteryouentertheitemsintheproductdetailsarea,andanydiscountsintheDiscountfield,
pressCTRL+TorclickTaxtwicetodisplaytheSaleTaxframe.TheSaleTaxframedisplaysthetax
amount,andthetaxexclusiveandtaxinclusivepriceofthetotalsale.
Sales comments
WhenthecursorisinthepaymentmethodslistorthePayingfield,pressF3todisplaytheComments
field.Youcanenteranymiscellaneouscommentsaboutthesalehere.
Scanning individual units

Ifyouonlyeversellaquantityofoneofaproductatatime,orscaneachproductindividually(suchas
inasupermarket)gototheToolsmenuandchooseScanIndividualUnits.Thenwhenyouscana
productorenterthecodeintheCodefield,youonlyneedtoconfirmthepriceaquantityofoneis
automaticallydisplayedintheQtyfield.
Ifyousellitemsinfractionalquantities,youcanalsochoosetosettheirdefaultsellingquantitytoone
bycheckingtheScanIndividualunitsforFractionalQuantitiesoptionintheGeneral(Salestab)view
oftheOptionswindow.SeeGeneraloptionsonpage 22formoreinformation.
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C H A P T E R 5
SALES
NOTE :
EditingQtyfield
YoucanclicktheQtyfieldtochangethequantityofanitem.
ToselectordeselecttheScanIndividualUnitsoption,pressCTRL+Iwheninasale.
Delivery address
Ifyourbusinessdeliversgoodstocustomers,youcanrecordoreditthecustomersdeliveryaddress
duringasaleintheSaleswindow.PressCTRL+DorclickDelivery.Bydefault,theDeliveryDetails
windowdisplaystheaddressthatyouselectedasthedefaultinthecustomersrecord.Ifthecustomer
requirestheitemstobedeliveredtoadifferentaddress,selectanotherlocationfromtheirrecords,or
entertheaddress.Ifitisrelevant,usetheDeliveryDatefieldtospecifythedate.ClickCommit F10or
pressF10tocommittheaddressandtoreturntotheSaleswindow.Thedeliveryaddresswillbe
printedonthedocketorinvoiceforthesale.
Youmaywanttoprinttwocopiesofasalesdocketorinvoiceifyouaredeliveringthegoodstothe
customer:oneforthecustomertotakeaway,theotherforthepersondeliveringthegoodstothe
customer.Youcaneitherreprintthelastsalesdocketorinvoice(fromtheToolsmenu)orspecifyasa
rulethatyouwanttoprinttwocopiesofeverydocketorinvoiceinthePrintingOptionswindow.
Serial numbers
Whenyoucommitasalethatincludesastockitemforwhichyouaretrackingserialnumbers,youneed
torecordtheserialnumberatthetimeofthetransaction.SeeToprocessaserialnumberduringa
transactiononpage 159formoreinformation.
Trackingserialnumbers
numbers.
NOTE :
SeeSerialnumbersonpage 158formoreinformationaboutusingserial
Print and Email Options window

ThePrintandEmailOptionswindowisavailablefromanytransactionwindow.Youcanusethis
windowtochangewhetheryouprintoremailyourtransactiondocuments.Youcanalsousethis
windowtochangetheprinteryouwanttoprintyourtransactiondocumentsto.Forexample,youmay
wanttoprintatransactiondocumenttoyourA4printerinsteadofyourdocketprinter.
FortransactionsmadeintheSales,InvoiceandLaybyPaymentwindows,youcanalsousethis
windowtoprintpackingslips.
Printersettings Theprintersettingsinthiswindowdefaulttotheselectionsyoumadeinyoursetup
options(seePrintingoptionsonpage 31).Ifyouchangethesesettings,thechangesonlyapplytothe
currenttransaction.Ifyoucreateanewtransaction,thewindowwilldisplayyourdefaultsettings.
Printandemailsettings Theprintandemailsettingsinthiswindowdefaulttotheselectionsyou
madeinthecustomerorsupplierrecord.Ifyouchangethesesettings,thechangesonlyapplytothe
currenttransaction.Ifyoucreateanewtransaction,thewindowwilldisplaythedefaultsettings.
Forcashcustomers,thedefaultsettingistoprinttransactiondocuments.
PRINTANDEMAILOPTIONSWINDOW
1 8 3
AddressesUsedinTransactionDocumentsettings TheAddresssettinginthiswindowdefaultsto
theselectionyoumadeinyoursetupoptions(seePrintingoptionsonpage 31).Ifyouchangethese
settings,thechangesonlyapplytothecurrenttransaction.
Emailingtransactiondocuments Whenyouselecttoemailatransactiondocument,theemailis
placedintheEmailingTransactionstaboftheEmailContactswindow.Youthenneedtosendthe
emailfromthiswindow.Formoreinformation,seeEmailingtransactionsonpage 261.
To change your print and email options from a transaction window
184
Whileinthetransactionwindow,clickPrint/EmailOptions.ThePrintandEmailOptionswindow
appears.
Selectwhetheryouwanttoprint,email,orprintandemailthetransactiondocument.
Ifrequired,changeanysettingsinthePrintersection.
UseDefaultSettings
Selectthisoptionifyouwanttoprinttransactiondocumentstotheprinteryouset
inthePrintingviewoftheOptionswindow(accessedfromtheSetupmenu).
CustomiseSettingsfor
thisWindow:
Selectthisoptionifyouwanttochangeanyoftheprintsettingslistedbelow.
Docket(40col)
Selectthisoptiontoprintthetransactiondocumenttothedocketprinter.
Report(A4)
Selectthisoptiontoprintthetransactiondocumenttothereportprinter.
KeepCustomised
Settingsforthis
Window
Selectthisoptionifyouwanttousetheprinteryouhavespecifiedforallfuture
transactionsfromthiswindow.
Qty
Typethenumberoftransactiondocumentsyouwanttoprint.Ifyouwant,clickthe
boxalongsidethisfieldandselectthenumberfromthevirtualkeypad.
C H A P T E R 5
SALES
Ifrequired,selectyourpackingslipoptions.ThisoptiononlyappearsforSales,InvoicesandLayby
Paymenttransactions.
UseDefaultSettings
Selectthisoptionifyouwanttoprintapackingsliptotheprinteryou
specifiedinthePrintingviewoftheOptionswindow(accessedfromthe
Setupmenu).
CustomiseSettingsforthis
Window:
Selectthisoptionifyouwanttochangeanyofthepackingslipoptionslisted
below.
DoNOTPrintPackingSlip
Selectthisoptionifyoudontwanttoprintapackingslip.
OnlyPrintPackingSlip
Selectthisoptionifyouwanttoprintapackingslipbutnotareceipt.
PrintPackingSlipwith
Receipt
Selectthisoptionifyouwanttoprintapackingslipandareceipt.
KeepCustomisedSettings
forthisWindow
Selectthisoptionifyouwanttousethesepackingslipoptionsforallfuture
Ifyouwanttopreviewthetransactiondocument,selectthePreviewTransactionoption.
ClickOK.
Whenyoucommitthetransaction:
Ifyouselectedtoprintthetransactiondocument,thedocumentisprintedtotheprinteryou
specified.
Ifyouselectedtoemailthetransactiondocument,theemailisplacedintheEmailTransactions
tabintheEmailContactswindow.YouthenneedtosendtheemailfromtheEmailContacts
window.SeeEmailingtransactionsonpage 261.
Making a sale
Beforeyoumakeasaleforthefirsttime,makesureyourefertothefollowingsections:
Overviewonpage 177
SettinguptheSaleswindowonpage 179
HiddenSaleswindowfeaturesonpage 180.
MAKINGASALE
1 8 5
To make a sale
1
GototheTransactionmenuandchooseSalesorpressF6.TheSaleswindowappears.
Saleswindowalwaysdisplayed YoucanchoosetohavetheSaleswindowalwaysdisplayed.
SeeGeneraloptionsonpage 22formoreinformation.
NOTE :
EnteryourstaffnumberintheStafffield,andpressENTER.Ifyouhavesetadefaultstaffnumber,
thisnumberwillautomaticallyappearinthefield(seeTheSalestabonpage 24).
EnterthecustomernumberintheCustfield.Ifyouwanttocreateanewcustomerhere,pressF5.
SeeMaintainingcustomerdetailsonpage 222.
Whenyouenterthecustomernumber,thecustomersgradeisalsodisplayed.SeeMaintaining
customerdetailsonpage 222forinstructionsonhowtoallocateagradetoacustomer.
YoucanpressTABtomovetothenextfieldifyouaremakingasimplesaleanddonotrequire
customerinformationinthisfield.
NOTE :
Skippingfields SeeTosetupdefaulttaxcodesonpage 55toskipcertainfieldsinthiswindow.
FillintheCustomfieldasrequired.SeeCustomoptionsonpage 39formoreinformationon
customisingfields.
informationenteredintothisfield.
ScanormanuallyentertheproductsbarcodeintheCodefield.Ifthebarcodehasmorethanone
productassociatedwithit,selecttherequiredproductfromthewindowthatappears.Youcanalso
clickthesearchicon( )tosearchforstock.
Thecode,description,categories,tax,sellingprice,andextensionpricearedisplayedforthe
product.
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NOTE : StockQuantityfigures Noticetherearethreefiguresafterthedescriptionoftheproduct,in

parentheses,separatedbyacomma.Thefirstfigureisyourcurrentstocklevel,thesecondthequantityof
theproductyouhaveonlayby,andthethirdisthequantityoftheproductyouhaveonsalesorder.See
Generaloptionsonpage 22formoreinformationaboutdisplayingthesequantities.
YoucancreateanewstockitemwhilemakingasalebypressingF5intheCodefield.SeeCreating
anewstockitemonpage 104formoreinformation.
6
MakesurethatthecorrecttaxcodeisdisplayedintheTaxfield.Ifyouwanttochangethetaxcode,
placethecursorintheTaxfield,andpresstheup/downarrowkeystoscrollthroughthetaxcodes
list;whentherequiredcodeisdisplayed,pressENTERtoselectit.
NOTE :
Navigation
RememberthatF12orSHIFT+TABwilltakeyoubackafield.
ChangetheproductsellingpriceintheSellfieldifrequired.NotethattheSellfielddisplaysthetax
inclusiveprice.Awarningisdisplayedifyouenterasellingpricethatisequaltoorlessthanthecost
priceoftheproduct.
PressF3twiceifyouwanttocheckifyourmarginsallowyoutogiveadiscountonthisitem.See
Profitinformationonpage 181.
YoucanalsoenterformulaedirectlyintheSellfieldtocalculateadiscountforaspecificstockitem.
SeeCalculationsonpage 179.
EnterthequantityoftheproductyouaresellingintheQtyfield.Thequantitydefaultsto1.When
youenterthequantity,thetotalamountforthislineisdisplayedintheExtensionfield.
WhenyoutaboutoftheQtyfield,thisproductlineismovedintotheproductdetailslist,andthe
cursorispositionedatthebeginningofanewline.
NOTE : Allowfractionalquantities NotethatbeforeyoucanenterapartialquantityintheQtyfieldfor
anitem,youneedtoselecttheAllowFractionalQuantitiesoptionintheStockwindowforthatitem.See
SaleQuantityonpage 178.
Continuetoprocessalltheproductsthatyouaresellingtothecustomer.Ifyouhavetoedita
completedproductline,usethearrowkeytoselecttherequiredproductline,andpressENTER.The
MAKINGASALE
1 8 7
lineisshiftedtothetopproductlineandishighlightedreadyforediting.Whenyouhaveenteredall
theproductsbeingsold,pressENTER.
10
Toenterdeliveryaddressdetails,pressCTRL+DorclickDeliveryandcompletethefields.Formore
information,seeDeliveryaddressonpage 183.
informationenteredintothisfield.
Toquitanuncommittedtransaction Ifyouwanttoquitatransactionpartwaythrough,you
caneitherpressESC (andfollowtheinstructions)orclickthecloseicon( ).
NOTE :
11
EnterthediscountyouwanttogiveonthesaleintheDiscountfield.
PressTABtomovetothenextfieldifyouaremakingasimplesaleanddonotrequireinformation
enteredintothisfield.PressF3ifyouwanttoviewtheprofitdetailsofthesalebeforegivinga
discount.SeeProfitinformationonpage 181.
Therearefourwaystoenteradiscountforasale:
Enterthediscountamountinthisfield,andpressENTER.
Enterthediscountpercent,makingsurethatyoutypethe%,andpressENTER.Thediscount
amountisautomaticallydisplayed.
Tobringthesaletoaroundtotalamount,typeT(ort)beforetheamountyouwantthetotal
tobe,andpressENTER.Thediscountamountisautomaticallycalculatedanddisplayedinthis
field.Forexample,ifthesubtotalis$67.31,andyouonlywanttochargethecustomer$60,type
T60intheDiscountfieldand$7.31isdisplayedintheDiscountfield,and$60intheTotalfield.
Todiscountthecost(includingtax)ofallitemsfromthetotalamount,typeCintheDiscount
field.Thediscountamountisautomaticallycalculatedanddisplayed.
AfteryoutabofftheDiscountfield,pressF3toenteranycommentsaboutthesale.SeeSales
commentsonpage 182formoreinformation.
12
Enterthepaymentsdetails.
InthePaymentDetailsframe,usethearrowkeystohighlighttherequiredpaymenttype,orsimply
typethefirstletteroftherequiredoption.Forexample,typeVandtheVisapaymenttypeis
highlighted;AandAmexishighlighted;AagainandAccountishighlighted.
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C H A P T E R 5
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NOTE : UsingtheTABkeyforasimplesale YoucanpressTAB toselectthepaymenttypethatisonthe

topofyourPaymentDetailslist(thedefaulttoppaymenttypeiscash).PressingTABagainwillpopulate
thePayingfield,andpressingTABoncemorewillcommitthetransaction.
Paymentdetailssetup Rememberthatyoucanaddanddeletepaymenttypesandsetupthe
orderinwhichtheyaredisplayedintheSaleswindow.SeePaymentTypeoptionsonpage 28.
NOTE :
PressENTERandentertheamountthecustomerispayinginthePayingfield.PressENTERagainor
clickAdd.
Iftheamountpaidbythispaymenttypeisthewholepayment,theCommitTransaction?
windowisdisplayed.
Iftheamountpaidbythispaymenttypeispartpaymentofthetotalamount,selectthesecond
typeofpayment,entertheamountinthePayingfieldandpressENTER.TheCommit
Transaction?windowisdisplayed.
Ifthecustomerispayingusinganelectronicpaymenttype,theElectronicPaymentwindow
appears.
SwipethecardandperformtheappropriatetasksaspromptedbytheEFTPOSterminal.Whenthe
EFTPOSterminalindicatesthetransactionhasbeenapproved,clickApprove(ifyouuseIngenico
PCEFTPOS,DPSPaymentExpressIntegratedEFTPOSorTyroIPEFTPOS,youwillnotneedto
clickApprovethetransactionwillautomaticallybeapproved).
Ifthetransactionisnotapprovedorisunsuccessful,youcanstillapproveitbyclickingManual.
However,sinceyourbankhasnotacceptedthetransaction,youmustnotedownthetransaction
andcarddetailsandensurethatyouaccountforthetransactionwhenbankingyourothersales.
NOTE : Ifcarddetailscannotberead(IngenicoPCEFTPOS,DPSPaymentExpressIntegrated
EFTPOSandTyroIPEFTPOSterminalsonly) Ifthecarddetailscannotberead,forexampledueto
thecardbeingdamaged,youwillneedtousetheIngenicoPCEFTPOS,DPSPaymentExpress
IntegratedEFTPOSorTyroIPEFTPOSkeypadtoenterthesedetails.
13
TypeYorpressENTERtocommitthetransaction.TheCashChangewindowappears.Pressanykey
toclearit.
NOTE : Reprintinglastsalesdocket YoucanreprintthelastsalesdocketfromtheToolsmenuby
selectingReprint,andthenLastSalesDocket.FormoreinformationseeReprintingthelasttransaction
onpage 218.
MAKINGASALE
1 8 9
Sales transaction examples

Thefollowingareexamplesofpaymentsituationsthatmayoccur.
Ifthecustomerwantstopayfora$37.95purchasebycash,andonlyhasa$50note SelectCash
fromthepaymentmethodslist,type50inthePayingfield,andpressENTER.TheCommitTransaction?
andCashChangewindowsdisplaytheamountofchangetobegiventothecustomer.
Ifthecustomerwantstopayfora$100purchasebyputting$60onVisaandpayingtheremaining
$40bycash SelectVisafromthepaymentmethodslist,type60inthePayingfield,andpressENTER.
ThenselectCashfromthepaymentmethodslist,type40inthePayingfield,andpressENTER.The
CommitTransaction?windowappears.
Getting cash out by EFTPOS

MYOBRetailManagerprovidestwooptionsforEFTPOS.YoucanhaveeitheranEFTPOSterminalthatis
connectedtothecomputeryouuseforRetailManager,oranEFTPOSterminalthatisunconnectedto
RetailManager.
NOTE : IfyouareusinganEFTPOSterminalthatisnotconnectedtoRetailManager IfyourEFTPOS
terminalisnotconnectedtoRetailManager,inadditiontofollowingtheprocedureforgettingcashouton
EFTPOSinRetailManager,youalsoneedtodothetransactiononyourEFTPOSmachine.SeeSettingupa
connectedEFTPOSterminalonpage 383formoreinformationaboutEFTPOSterminals.
To get cash out by EFTPOS during a sale

RetailManagerallowscustomerstowithdrawcashfromEFTPOSwhenthecustomerispayingfora
purchase.Inthefollowingexample,acustomerwantstopayfora$60purchaseonEFTPOSandgetout
$40cash.
Using an unconnected EFTPOS terminal
1
SelectEFTPOSinthepaymentmethodslist,type100inthePayingfield,andpressENTER.
SelectCashfromthepaymentmethodslistandpressENTER.
ThebalanceisdisplayedinthePayingfieldasanegativeamount,inthiscase40.
PressENTERagain,andtheCommitTransaction?windowappears.
Committhetransaction.
Using a connected EFTPOS terminal
EnsurethattheEFTPOSpaymenttypeisactive,andAllowcashoutisselected.SeePaymentType
optionsonpage 28formoreinformationaboutmakingapaymentelectronicandavailablefor
cashout.
SelectEFTPOSinthepaymentmethodslist,type100inthePayingfield,andpressENTER.
Awindowappearsaskingifyouwanttoprocessacashoutof$40withthistransaction.
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C H A P T E R 5
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ClickYes.TheElectronicPaymentwindowappears.
SwipethecustomerscardandperformtheappropriatetasksaspromptedbytheEFTPOSterminal.
WhentheEFTPOSterminalindicatestheEFTPOStransactionhasbeenapproved,clickApprovein
theElectronicPaymentwindow.IfyouuseIngenicoPCEFTPOS,youwillnotneedtoclickApprove.
Thetransactionwillautomaticallybeapproved.
RetailManagerthencommitsthetransaction.
To get cash out by EFTPOS without a sale

RetailManagerallowscustomerstowithdrawcashfromEFTPOSwithoutasale,ifyourbusinesspolicy
allowsit.
Using an unconnected EFTPOS terminal
1
GototheSaleswindow,enteryourstaffnumberandpressENTERtomovethroughallthefields
withoutenteringanythinguntilyougettothePaymentDetailsframe.
HighlighttheEFTPOSpaymenttype,entertheamountofcashthecustomerwantstowithdraw
andpressENTER.
HighlighttheCashpaymenttypeandpressENTERsothattheamountenteredfortheEFTPOS
paymenttypeisdisplayedasanegativeamountagainsttheCashpaymenttype.PressENTERonce
again.
ClickYestocommitthetransaction.
Using a connected EFTPOS terminal
GototheSaleswindow,enteryourstaffnumberandpressENTERtomovethroughallthefields
withoutenteringanythinguntilyougettothePaymentDetailsframe.
HighlighttheEFTPOSpaymenttype,entertheamountofcashthecustomerwantstowithdraw
andpressENTER.Awindowappearsaskingwhetherthisisacashoutonlytransaction.
ClickYes.TheElectronicPaymentwindowappears.
MAKINGASALE
1 9 1
SwipethecustomerscardandperformtheappropriatetasksaspromptedbytheEFTPOSterminal.
WhentheEFTPOSterminalindicatestheEFTPOStransactionhasbeenapproved,clickApprovein
theElectronicPaymentwindow.IfyouuseIngenicoPCEFTPOS,youwillnotneedtoclickApprove.
Thetransactionwillautomaticallybeapproved.
RetailManagerthencommitsthetransaction.
Account sales
MYOBRetailManagerisfullyequippedtohandledebtors.Thisincludesmakingaccountsalesand
payments,debtorsreports,printingstatementsandextensiveenquiryfeatures.Usingdebtorsis
optionalinRetailManager;itisanessentialpartofmanyretailbusinesses,butnotforothers.
RetailManagercanbecustomisedtomakeaccountsalesunavailable.
Notethatcustomeraccountsareadditionaltocustomerrecordsandareusedtobeabletopurchase
goodsonaccountfromyourstore.YoucanstilluseRetailManagerslaybyfunctionwithoutusing
accounts,asRetailManageronlyrequiresthatyoumakethelaybysaleagainstacustomerrecord.
Youmustcreateacustomeraccountbeforeyoucanmakeanaccountsale.SeeTocreateacustomer
accountonpage 224formoreinformation.
Forinformationonmakingaccountenquiries,seeMakingaccountenquiriesonpage 194.
To make the debtors function inactive

Ifyourbusinessdoesntrequiredebtors,youcanmakethedebtorsfunctioninactivebydoingthe
following:
GotothePaymentTypeviewoftheOptionswindow,selectandedittheAccountpaymenttype
andensuretheThispaymenttypeisactiveoptionisdeselected.ThiswillremovetheAccount
paymentmethodasanoptionfromtheSaleswindow.SeePaymentTypeoptionsonpage 28for
moreinformationabouteditingpaymenttypes.
GototheGeneralviewoftheOptionswindow.ClicktheSalestab.SelecttheOnlyDisableAccount
Informationoption.ThiswillpreventcustomeraccountstatusfrombeingdisplayedintheSales
window.
GototheSetupmenuandchooseSecurity.IntheSecuritywindow,clicktheRestrictStaffGroup
Privilegestab.ScrolldowntotheMiscellaneousgroupandsetAccountSecurity.
To make an account sale

1
GototheSaleswindowbypressingF6.
EnteryourstaffnumberintheStafffield.
EnterthecustomernumberintheCustomerfield.Youcancreateanewcustomerrecordby
pressingF5,orbytypingthecustomernumberyouwanttousedirectlyintheCustomerfield.See
Maintainingcustomerdetailsonpage 222formoreinformation.
Accountowner Notethatforcustomeraccounts,thesaleiscreditedtotheaccountowner.If
theaccountownerisnotspecified,thesaleiscreditedtothestaffmembermakingthesale.
NOTE :
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C H A P T E R 5
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CompletetheotherfieldsintheSaleswindow,andwhenyougettothePaymentDetailsframe,
selectAccountasthepaymentmethod(youmayhavetoscrollthroughthepaymentmethodsto
findAccount).
Iftheamountthecustomerispurchasingonaccountexceedsthecustomerscreditlimitorifthe
customerhasanoverdueinvoice,awindowappearsnotifyingyouofthefact.ClickYestocontinue
withthesale.IfyouhavesetAccountSecurityintheSecuritywindow,youwillbepromptedto
enteryourpasswordtooverridethelimit.
Committhetransaction.Aninvoicewillprintoutontheprinteryouspecifiedforinvoices.
CAUTION : Paymentonaccounts Ifthecustomerwantstopaysomeofthepurchasetotalbycashand
putthebalanceonaccount,RetailManagerputsthewholeamountonaccount,andtreatsthecashasa
paymentonaccount.
Forexample,ifthecustomerpurchasesaproductfor$89.95andwantstopay$50ofthepurchaseby
cash,andputthebalanceonaccount,RetailManagerwillprocessthisasanaccountsaleof$89.95andan
invoicepaymentof$50.
NotethatyoucanreprintthelastinvoicefromtheToolsmenubyselectingReprint,andthenLast
Invoice.FormoreinformationseeReprintingtransactionsonpage 218.
ACCOUNTSALES
1 9 3
Makingaccountenquiries Whenyouremakingasaleatthecounter,youcanalsocallupa
customersaccountdetailsanddetailsofallinvoicesandinvoicepaymentsonscreen.
Notethatifyouraccountsecurityhasbeenturnedon,youwillbepromptedtoenterapasswordbefore
youcanviewacustomersaccountdetails.
NOTE : Makinganenquiryduringasale Ifyouarecurrentlymakingasaleatthetimeofenquiry,leavethe
saleopen,gototheCustomerswindowtomakeyourenquiry,andthenCTRL+TABbacktotheSaleswindowto
completethesale.
To find out a customers account details

1
GototheCustomerswindowbypressingCTRL+U.
EnterthecustomernumberintheCustomerfieldandpressENTERtodisplaythecustomerrecord.
ClickShowAccountDetails F3,orpressF3,toviewthecustomersaccountdetails.
TheinformationyourequirewillbedisplayedintheCreditLimit,OwingandRemainingCredit
fields.
Viewingacustomersoriginalinvoice If,afterinformingthecustomeroftheircreditsituation,the
customerqueriesaninvoice,youcanquicklycalluptheoriginaltransaction.SeeViewinginvoice
detailsonpage 226formoreinformation.
Viewingacustomersoriginalinvoicepayment Acustomermayalsoquerypaymentsmadeonthe
account.Forexample,thecustomermayhavemadeapaymentyesterday,andwantstocheckifits
beenprocessedyet.SeeViewinginvoicepaymentdetailsonpage 226formoreinformation.
TheAccountSalesreport YoucanruntheAccountSalesreporttoviewalistofaccountsalesmade
duringaspecificperiod.Thisreportcanbesortedbycustomer.SeeReportsonpage 265formore
informationaboutgeneratingareport.
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C H A P T E R 5
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To make an account payment

TheDebtorPaymentswindowisusedtomakeaccountpayments.
Customerpaymenthistory Rememberthatthehistoryofacustomerspaymentscanbeviewedin
theCustomers window.SeeViewinginvoicepaymentdetailsonpage 226formoreinformation.
NOTE :
GototheTransactionmenuandchooseDebtorPayments,orpressSHIFT+F6.TheDebtor
Paymentswindowappears.
EnteryourstaffnumberintheStafffield,andenterthecustomernumberofthecustomerwhois
makinganaccountpayment.
Alistofthecustomersoutstandinginvoicesisdisplayed,listedfromtheoldestdowntothemost
recent,accordingtotheruleofpayingtheoldestinvoicefirst.Onlyoutstandingamountsonan
invoicearedisplayed,andnotthetotalinvoiceamount.ThecursorispositionedintheDiscount
column.
EnteranydiscountforearlypaymentintheDiscountfield,ifthatisyourpractice.Entereitherthe
amountofthediscountorthediscountpercentage(makesureyoutype%afterthenumber).You
canalsopressF2tousethecalculatortodeterminethediscountoradjustmentyouwanttogive
thecustomer.
DiscountsgivenonaninvoicepaymentwillshowupasanegativegrossprofitintheTransaction
SummaryandSalesSummarywhenyoucashup.Thiswillbalancetheextragrossprofitshownon
theoriginalsale,whichdidnotshowthediscount.
EntertheamountthecustomerispayingonthisinvoiceinthePayingfield.ThePayingfield
displaysbydefaulttheamountdisplayedinthePayablefieldasoutstandingfortheinvoice.Press
F2tousethecalculatorforthisfieldifnecessary.
Ifthecustomerispaying:
thedisplayedinvoiceamount,pressTABagain
lessthanthefullinvoiceamount,overridethiswiththepaymentamount,andpressTAB.
Youcannotoverpayaninvoice NotethatyoucannotpaymorethanthePayableamount
foraninvoice;applytheamountbeingpaidtoindividualinvoices.
NOTE :
ACCOUNTSALES
1 9 5
Ifthecustomerismakingpaymentsagainstmorethanoneinvoice,repeatsteps3to4foreachof
theinvoicesthatarebeingpaid.TheTotalfieldkeepsarunningtotalofhowmuchthecustomeris
paying.
Forexample,ifacustomerhastwooutstandinginvoices,onefor$67inMarch,andtheotherfor
$54inApril.Thecustomerwantstopay$100offtheaccount.YouwouldfirstselecttheMarch
invoice,andpaythewholeamountofthatinvoice,andthenyouwouldselecttheAprilinvoice,and
enter$33againstthisinvoiceinthePayingfield.TheTotalfieldwilldisplay$100.
Whenyouhavefinishedselectingtheinvoicesthatarebeingpaid,andthepaymentamounts,
selectthemethodofpaymentinthePaymentDetailsframe,inthesamewayyouwouldifyou
weremakingasale.SeeTomakeasaleonpage 186formoreinformation.
EntertheamountthecustomerispayingbytheselectedmethodinthePayingfieldandpress
ENTERorclickAdd.Ifmorethanonepaymentmethodisrequired,repeatthisinturnforeach
method.
Reversal of account payments

Ifyoumadeamistakeenteringtheaccountpayment,youcanreversethepaymentintheReverse
DebtorPaymentswindow.SeeReversingdebtorpaymentsonpage 270formoreinformation.
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C H A P T E R 5
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Refunding sales
YoucanrefundasaleintheSaleswindowbyenteringnegativequantitiesoftheproductsrefundedin
theQtyfield.Arefundshouldbemadeusingthesamepaymentmethodastheoriginalsale,orbycash
orcreditnote.Shoppolicywilldeterminehowrefundsareprocessed.
Salescanalsoberefundedwhenyouwanttoreverseorcorrectasale.TransactionsinRetailManager
cannotbedeletedandsomustbereversedorrefunded.
To refund a sale
NOTE : Checktheoriginaltransaction Beforeyourefundasale,youshouldrefertotheoriginal
transaction,usingtheLookupwindowtosearchforit.SeeSearchinginMYOBRetailManageronpage 68for
moreinformation.
NotethatifyouhaveselectedtheScanIndividualUnitsfunctionfromtheToolsmenu,youcanclick
theQtyfieldandeditinformationinthisfield.
Saleswindowfields Foramoredetailedexplanationofthefieldsdisplayedwhenenteringasale,
refertoOverviewonpage 177.
NOTE :
Scanintheproductsbeingrefunded,andenteranegativequantityintheQtyfield,toindicatethat
theyarebeingrefunded.
Torefundanyfreightchargedonthesale,enterthefreightitemcode,entertheamountchargedin
theSellfield,andanegativequantityintheQtyfield.
EnteranydiscountgivenonthesaleintheDiscountfield.Donotenterthisasanegative
percentage.IntheSaleswindowbelowadiscountof10%wasenteredintheDiscountfield,which
isautomaticallycalculatedasanegativeamount.
REFUNDINGSALES
1 9 7
InthePaymentDetailsframe,selecttherequiredpaymentmethodfortherefundandpressENTER.
Makesurethatthepaymentmethodfortherefundisthesameasforthesale.Forexample,dont
giveacashrefundifthecustomeroriginallypaidbyVisacard.
Ifyouchooseacashrefund,theamountofcashtoberefundedtothecustomerisgiveninthe
CommitTransaction?andCashChangewindowsthataredisplayedwhenyoucommitthe
transaction.
NOTE : ManualEFTPOSprocessing RememberthatifyouchooseacreditcardorEFTPOSpayment
methodandyourEFTPOSterminalisnotconnectedtoRetailManager,youwillalsoneedtoprocessthe
refundontheEFTPOSmachine.
Ifyouwanttoquoteanoriginaldocketnumber,oranyotherdetailsabouttheoriginaltransaction
orrefund,pressF3whileinthepaymentmethodslist,andentertheinformationintheComments
field.
6
Credit notes
Creditnotesaregenerallyusedforrefundinggoodswhenyoudontwanttogiveacashrefund.Shop
policyonrefundswilldeterminehowyouusethecreditnotepaymentmethod.
MYOBRetailManagertracksallcreditnotesthatareissuedandredeemed,andthereforerequiresthat
allcreditnotesbeissuedagainstacustomerrecord.
NOTE : CreditNotesOutstandingreport YoucanruntheCreditNotesOutstandingreportforinformation
aboutyouroutstandingcreditnotes,includinggiftvouchersanddeposits.SeeReportsonpage 265formore
informationongeneratingareport.
To refund by credit note

Ifyouarerefundingacustomerwithacreditnote,asaleismadeforthereturnedgoodsintheSales
windowwithanegativequantityforthereturnedgoodsandapaymenttypeofCreditNote.Thecredit
notecanthenbeusedbythecustomertopurchaseanythinginyourstoreusingthecreditnoteasthe
paymentmethod.
1
WhenyouareenteringthedetailsfortherefundintheSaleswindow,makesureyouentera
customernumberintheCustomerfield.Youcannotrefundwithacreditnotewithoutacustomer
number.Thisensuresthatyouhaveallthedetailsyoumayneedaboutthecustomertokeeptrack
ofyourcreditnoteliabilities.
ForeachstockitemscanorkeyinthestockitembarcodeintheCodefield,andenteranegative
quantityintheQtycolumn.
InthePaymentDetailsframe,selectCreditNoteasyourpaymentmethod.
NOTE :
Redeemingacreditnote Whenyouredeemacreditnote,apositivequantityisenteredinthe
Qty column.
4
198
PressF3toenteranycommentsintheCommentsframe.
C H A P T E R 5
SALES
Completethecreditnotesale.Acreditnotewillbeprintedout,andthecreditavailabletothe
customerrecordedanddisplayedintheSaleswindowintheAvailableCreditfield,wheneverasale
ismadetothecustomer.
YoucanviewthecreditnotesthathavebeenissuedtoaparticularcustomerintheCredittabofthe
Customerswindow.SeeViewingcustomertransactiondetailsonpage 225formoreinformation.
Reprintingthelastcreditnote YoucanreprintthelastcreditnotefromtheToolsmenuby
selectingReprintandthenLastCreditNote.
NOTE :
To redeem a credit note

Whenacustomerwantstopayforapurchasewithacreditnote,theprocedureisbasicallythesameas
makingasale.
1
GototheSaleswindowandenteryourstaffnumberintheStafffield.
EnterthecustomersnumberintheCustomerfield.
ForeachstockitemscanorkeyinthestockitembarcodeintheCodefield.
PressENTERtomovetotheQtyfieldandenterthequantityofeachproductbeingpurchasedasa
positivequantity.Thisisasale,notacredit.
PressENTERtomovetothePaymentDetailsframeandselectCreditNoteasthepaymentmethod.
Awindowappearslistingtheoutstandingcreditnotes.UsetheCreditIDtofindthecreditnote,
highlightitandpresstheSPACEBARtoselectit.AtickappearsintheSelectedcolumn.Click
Commit F10orpressF10tocommittheinformation.
Notethatthecustomermustbeonrecordasowningatleastonecreditnotetobeabletoredeem
acreditnote.
Enteranycommentsaboutthecreditnote/purchaseintheCommentsframeoftheSaleswindow
usingF3.
Partialcreditnoteredemption Notethatthecustomerdoesnothavetoredeemthefullcredit
noteamountatonce;anychangecaneasilybegivenasacreditnote.
NOTE :
Gift vouchers
IssuingagiftvoucherisprocessedintheSaleswindow,butnoactualsaleiscreated;insteadacash
transactionandagiftvouchertransactionforthesameamountarecreated.
MYOBRetailManagertracksallgiftvouchersthatareissuedandredeemed,andthereforerequiresthat
allgiftvouchersbeissuedagainstacustomerrecord.
Ifyoudontwanttosetupacustomerrecord,itwouldbeagoodideatocreateacustomerrecord
calledGiftVoucherwhichcanbeusedforallyourgiftvouchers.Allgiftvoucherswouldthenbesold
tothiscustomerandberedeemedusingthiscustomer.Note,however,thatifacustomerlosestheir
receipt,youwillhavenowayoffindingtheirgiftvoucherinthesystem.
TheCreditNotesOutstandingreportlistsalloutstandinggiftvouchers,creditnotesanddeposits,
sortedpercustomer.
GIFTVOUCHERS
1 9 9
To make the gift voucher payment type inactive

ThegiftvoucherfunctionisoptionalinRetailManager.Bydefault,thegiftvoucherpaymenttypeis
activeinRetailManager.
1
GototheOptionsmenu,choosePaymentType,selecttheGiftVoucherpaymenttypeandclick
Edit.
EnsuretheThispaymenttypeisactiveoptionisdeselected.SeePaymentTypeoptionson
page 28formoreinformationabouteditingpaymenttypes.
To issue a gift voucher

1
EnterthecustomernumberintheCustomerfield.
InthePaymentDetailsframe,selecttheGiftVoucherpaymentmethod,andthenpressENTER.Type
theamountforthegiftvoucherinthePayingfieldasanegativeamount.PressENTERtoacceptthe
amount.
PressENTERtomovebacktothePaymentDetailsframe.Selectthemethodofpaymentbywhich
thecustomerisgoingtopayforthegiftvoucher,andthenpressENTERtoentertheamountofthe
giftvoucherasapositiveamountinthePayingfield.
Agiftvoucherisprintedout.Ifyouareusingapreprintedgiftvoucher,makesureyourecordthe
creditIDandcustomernumberonthegiftvouchersomewheresothatitcanberedeemed.
Ifyouhaveadocketprinter,andyoudonothavetheprintingoptionPreviewAllTransactions
selected,thegiftvoucherisprintedtothedocketprinter.
IfyouhaveanA4printersetasyourdocketprinter,orifyouhavetheprintingoptionPreviewAll
Transactionsselected,theRetailManagerreportviewerappearswiththegiftvoucher.SeeUsing
theMYOBRetailManagerreportvieweronpage 266formoreinformation.
Clicktheprinticon(
Specifythepagerange,requirednumberofcopies,etc.andclickOK.
).ThePrintwindowappears.
Thevoucherisprintedtoyourreportprinter.
To redeem a gift voucher

Justasgiftvouchersmustbeissuedtoacustomer,sotheymustberedeemedagainstacustomer.
WhenacustomerredeemsagiftvoucherandthegiftvoucherpaymentmethodisselectedintheSales
window,MYOBRetailManagerdisplaystheGiftVoucherswindow,enablingyoutoselectsingleor
multiplegiftvouchers.
200
EnterthecustomernumberorthegenericGiftVouchercustomernumberappearingonthegift
voucherintheCustomerfield.
Entertheproductsbeingpurchasedwiththegiftvoucher,andpressENTERtomovetothePayment
Detailsframe.
C H A P T E R 5
SALES
SelecttheGiftVoucherpaymentandpressENTER.TheamountofthesaleisdisplayedinthePaying
field.PressENTER.Awindowappearslistingtheoutstandinggiftvouchersforthecustomer.
Selectthegiftvoucheryouwanttoprocessthesaleagainst,byhighlightingitandpressingthe
spacebar.ThenclickCommit F10orpressF10tocommittheinformation.
Notethatifthevalueofthegiftvoucherbeingredeemedexceedsthevalueofthepurchase,you
cangivethecustomerthedifferenceincashbydoingthefollowing:firstenterthedifferenceasa
negativeamountagainsttheCashpaymentmethod,andthenenterthefullamountofthegift
voucheragainsttheGiftVoucherpaymentmethod.
Forexample,ifthecustomerismakinga$17purchasewitha$20giftvoucher,enter
$3fortheCashpaymentmethod,thenenter$20fortheGiftVoucherpaymentmethodand
selectthegiftvoucherfromthedisplayedlist.Thecommittransactionwindowwillshow$3
changetobegiven.
Notethatifthepurchaseexceedsthevalueofthegiftvoucher,selecttheGiftVoucherpayment
method,andthenselectthepaymentmethodbywhichthecustomerwantstopaythebalanceof
thepurchase.
CashonGiftVouchers
on giftvoucherpurchases.
NOTE :
Itiswisetohaveastatedshoppolicyonwhetheryouallowcashchange
PressENTERtocommitthesale.
GIFTVOUCHERS
2 0 1
Customer special orders

Customerspecialordersareoneoffordersthatyoumakewhenacustomerrequiresaraincheck,oran
itemcurrentlynotavailableornotusuallysoldinyourshop,suchasanitemthatyoucansupplybut
duetospecificcustomerrequirementssuchassizeorcolour,younormallyorderdirectlyfroma
supplier.
MYOBRetailManagerhandlesandtrackscustomerspecialordersseparatelyfromstandardshop
orders.
SpecialordersarerecordedintheSaleswindow.Theorderisthenallocatedtoasupplierwhowill
supplyyouthisproduct,andapurchaseorderiscreatedthroughthePurchaseOrdersfunction.Ifyou
requirethecustomertopayadepositontheorder,youcanrecordthedepositagainstthecustomers
recordintheSaleswindow.
Creatingacustomerspecialorderbelow
Receivingaproductonspecialorderonpage 204.
To make the special order payment type inactive

ThecustomerspecialorderfunctionisoptionalinRetailManager.Bydefault,theSpecialOrder
paymenttypeisactive.
1
GototheOptionsmenu,choosePaymentTypes,selecttheSpecialOrderpaymenttypeandclick
Edit.
Creating a customer special order

Therearefourstepstocreatingacustomerspecialorder:
Step1:Recordthecustomerspecialorder
Step2:Recordthecustomerdeposit
Step3:Allocatethespecialordertoasupplier
Step4:Ordertheitem.
Step 1: Record the customer special order

1
GototheSaleswindowbypressingtheshortcutF6orbychoosingSalesfromtheTransaction
menu.TheSaleswindowappears.
EnterthestaffnumberintheStafffield.
EnteraproductcodefortherequireditemintheCodefield.
Ifthecodedoesnotexist,awindowappears.ChooseCreate.TheCreateNewStockItemwindow
appears.(Forfullinstructionsoncompletingthefieldsinthiswindow,seeCreatinganewstock
itemonpage 104.)
202
C H A P T E R 5
SALES
Assigninganitemcode AssigningtheitemacodewithaprefixsuchasCSOwillsetitapart
fromyourstandardstockitems.
NOTE :
Enterthedescription,department,categoriesandotherdetailsfortheproductandclick
Commit F10orpressF10tocommittheinformation.YouarereturnedtotheSaleswindowand
thedetailsoftheproductaredisplayedinthegrid.Entertheestimatedsellpriceandrequired
quantityintheappropriatefields.
SelecttheSpecialOrderpaymenttypeinthePayingDetailsframe(youmayhavetoscrollthrough
thelisttofindthispaymenttype).PressENTER.
Step 2: Record the customer deposit

Ifyourshoptakesdepositsforspecialorders,youneedtorecordthedepositagainstthecustomers
record.
1
GototheSaleswindowandenterthestaffandcustomernumbers.
TabtothePayingDetailsframeandselectthecustomersmethodofpayment.Entertheamount
beingpaidinthePayingfieldandpressENTER.
ChooseDepositinthePayingDetailsframe.TheamountappearsasanegativeinthePayingfield.
PressENTER.
CUSTOMERSPECIALORDERS
2 0 3
Step 3: Allocate the special order to a supplier

Youneedtospecifythesupplierwhowillsupplythisitem.
1
GototheAdminmenuandchooseAllocateCustomerSpecialOrders.TheAllocationofCustomer
SpecialOrderswindowappears,listingalltheunallocatedspecialorders.
NOTE : UsualCostfield TheUsualCostfieldmaynotbedisplayedifyoubelongtoastaffgroupwith

restrictedaccessprivileges.Formoredetailsaboutsettingupaccessprivileges,seeSecurityon
page 283.
Highlighttherequiredspecialorder,andintheNofieldenterthesuppliernumberofthesupplier
towhomyouareallocatingthespecialorder.Ifyouhaveadefaultsupplierforthisitem,that
suppliernumberwillautomaticallyappearinthisfield.
PressENTER.Theproductdisappearsfromtheunallocatedspecialorderslist.Itisnowinthe
pendingorderslistandcanbeviewedbyclickingtheShowAllPendingSpecialOrdersoption.
Step 4: Order the item

Oncetheorderhasbeenallocatedtoasupplier,usethePurchaseOrdersfunctiontoordertheproduct
fromthesupplier.Forfullinstructionsonhowtocreateapurchaseorder,seeCreatingpurchase
ordersonpage 124.
Receiving a product on special order

AproductonspecialorderisreceivedinthenormalwaythroughtheGoodsReceivedwindow.MYOB
RetailManagerwillprintoutadockettobeplacedwiththespecialordereditem.
Oncetheproducthasbeenreceived,theCSOtabintheCustomerswindowwillshowthestatusofthe
orderasReceived.
204
C H A P T E R 5
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To sell a special ordered item

Onceyouhavereceivedthegoodsoncustomerspecialorder,youarereadytosellthespecialordered
itemtothecustomer.
NOTE : SpecialOrderitemsmustbereceivedbeforeyoucansellthem Youmusthavereceivedthespecial
ordereditem(s)andrecordedreceivingthemthroughtheGoodsReceivedprocessbeforeyoucansellthem.
SeeReceivinggoodsonpage 129formoreinformation.
GototheSaleswindowbypressingF6,andenteryourstaffnumber.
EnterthecustomernumberintheCustfield.WhenRetailManagerasksyouifyouwanttoloadthe
customerspecialorder,selectYes.Theitemonorderappearsintheproductdetailsarea.
Enterthepaymentdetails.
Ifthecustomerpaidyouadepositforthespecialorder,gotothePaymentDetailsframeandselect
Deposit.TheamountofthesaleisdisplayedinthePayingfield.PressENTER.RetailManagerdisplays
aDepositsselectionwindowwhichlistsalltheoutstandingdepositsforthecustomer.Usethe
creditIDtofindthedepositfromthelist.Selectthedepositbyclicking,orbyhighlightingitand
pressingtheSPACEBAR.ClickCommit F10orpressF10tocommittheinformation.
Selectthepaymentmethodforthebalance,entertheamountinthePayingfieldandpressENTER.
To cancel an outstanding special order

Forinstructionsonhowtocancelanitemonspecialorder,seeCancellingordersonpage 270.
Lay-bys
AlaybysaleinRetailManageriscreatedinthesamewayasastandardsale,exceptthatadepositis
usuallymade(dependingonhowyouhandlelaybys),andtheLaybypaymentmethodisusedforthe
balanceofthepurchase.Youcanalsochargeaservicefeeonalaybybycreatingaservicefeestock
item.
Thetermlaybysaleisusedhere,butnotethatRetailManagerdoesnotregardalaybytransactionas
asaleuntilthelastpaymenthasbeenmadeandthegoodshaveleftthestore.
Creatinglaybysalesonpage 206
Recordinglaybypayments,cancellationsandrefundsonpage 208.
NOTE : Settingyourlaybyoptions Youcansettheduebydateandwhetheryouwanttoprintasignature

area(requiredbylawinVictoria)onyourlaybyreceipt,usingtheLaybyOptionsgroupintheOthertabof
theGeneralOptionswindow.SeeMessageoptionsonpage 38formoreinformation.
LAYBYS
2 0 5
To make the lay-by function inactive

LaybysalesareanoptionalfeatureinRetailManager.Bydefault,thelaybypaymenttypeisactivein
RetailManager.Ifyourbusinessdoesntusethelaybypaymentmethod:
1
GotothePaymentTypeOptionswindow,selecttheLaybypaymenttypeandclickEdit.
EnsuretheThispaymenttypeisactiveoptionisdeselected.SeeToeditapaymenttypeon
Creating lay-by sales

YoucreatelaybysalesintheSaleswindow.
NOTE : Laybypayments,cancellationsandrefunds Torecordlaybypayments,cancellationsandrefunds,
usetheLaybyPaymentswindow.SeeRecordinglaybypayments,cancellationsandrefundsonpage 208for
moreinformation.
To create a lay-by sale
206
EnterthedetailsofthepurchaseintheSaleswindowintheusualway.RefertoMakingasaleon
page 185formoreinformationaboutmakingatypicalsale.
Ifyourequireadeposittobepaidonalayby,selectthepaymentmethodofthedepositinthe
Paymentdetailsgrid,andthenentertheamountofthedepositbeingpaidinthePayingfield.
C H A P T E R 5
SALES
SelecttheLaybypaymentmethodforthebalanceofthepurchase.(DonotusetheDeposit
paymentmethodforlaybydeposits.)
Ifyoudonotrequireadeposittobepaidonalayby,selecttheLaybypaymentmethodforthe
wholepurchase.
5
selected,thelaybyisprintedtothedocketprinter.
Transactionsselected,theRetailManagerreportviewerappearswiththelayby.SeeUsingthe
MYOBRetailManagerreportvieweronpage 266formoreinformation.
copies,etc.andclickOK.Thelaybyisprintedtoeitheryourreportprinteroryourdocketprinter.
Thestockleveloftheproductsputonlaybyisadjusted.Whenthelaybyispaidoffcompletely,the
laybyquantityforeachproductonlaybyisadjusted.
RuntheLaybyDetailedorLaybySummaryreporttoviewalistofyouroutstandinglaybys.Ifyou
wantcomprehensivecustomerlaybyinformation,runtheLaybyDebtorsreport.SeeReportson
page 265formoreinformationongeneratingreportsinRetailManager.
Alistofoutstandinglaybysforacustomer,alongwiththeamountpaidoneachlayby,canbe
viewedintheLaybystaboftheCustomerswindow.SeeViewingcustomertransactiondetailson
LAYBYS
2 0 7
Recording lay-by payments, cancellations and refunds

Yourecordlaybypayments,cancellationsandrefundsintheLaybyPaymentswindow.
Laybysales Torecordlaybysales,usetheSaleswindow.SeeCreatinglaybysalesonpage 206
formoreinformation.
NOTE :
To record a lay-by payment

NOTE : TheSalesPeriod(inc.Laybys)report IfyoutointendtousetheSalesPeriod(inc.Laybys)report
(whichtreatsalaybysaleasacompletedsale),youshouldnotupdateanexistinglayby.Ifyoudo,thereport
datawillnotreflectthechangesmadetothelaybyand,therefore,willbeinaccurate.Topreventstafffrom
editinglaybys,makesurethattheDontAllowEditingofLaybysoptionintheSecurityOptionswindowis
selected(seeSettingyoursecurityoptionsonpage 284).IfyoudonotintendtousetheSalesPeriod(inc.
Laybys)report,deselectthisoption.
GototheLaybyPaymentswindoweitherbypressingSHIFT+F7,orbychoosingLaybyPayments
fromtheTransactionmenu.
EnteryourstaffnumberintheStafffieldandthenenterthecustomernumberintheCust.field.
ThecustomersexistinglaybysarelistedbynumberintheLaybyIdfield.
Amountalreadypaid Theamountthecustomerhasalreadypaidisdisplayedbesidethe
AlreadyPaidpaymentmethodinthePaymentDetailsgrid.
NOTE :
208
Selecttherequiredlayby,andpressENTER.Thedetailsofthelaybyaredisplayed.TheDatefield
displaysthedateofthelaybytransaction,andtheproductareaofthewindowgivesthedetailsof
theproductspurchasedonthislayby.ThePaymentDetailsgriddisplaystheamountstilltobepaid
onthislayby.
Ifyouwant,editthecontentsofthelayby.Youcanchangetheproductsincludedonthelayby,
changethequantitiesofproducts,addnewproductsordeleteexistingproducts.
C H A P T E R 5
SALES
InthePaymentDetailsframe,selectthepaymentmethodbywhichthecustomerwantstomakea
paymentandpressENTER.
InthePayingfield,entertheamountthecustomerwantstopay.
Ifthecustomerspaymentdoesnotcoverthefulllaybyamount,youneedtoreassignthe
remainingbalancebacktoLayby.HighlighttheLaybypaymentmethod,andpressENTER.
RetailManagerautomaticallycalculatestheremainingunpaidbalance,anddisplaysitbesidethe
Laybypaymentmethodinthepaymentmethodslist.
Onceyouhavemadeyourchanges,committheinformationbyclickingCommit F10.
ThehistoryofacustomerslaybypaymentscanbeviewedintheLBPaytaboftheCustomers
window.SeeViewingcustomertransactiondetailsonpage 225formoreinformation.
To cancel or refund a lay-by

CancellingorrefundingalaybyiseasilydoneinRetailManager,butitisimportanttorememberthat
youdothisintheLaybyPaymentswindow.LaybysareonlycreatedintheSaleswindow,butallother
aspectsofmanagingthelaybysaredoneintheLaybyPaymentswindow.
1
GototheLaybyPaymentswindoweitherbypressingSHIFT+F7,orbychoosingLaybyPayments
fromtheTransactionmenu.
EnteryourstaffnumberintheStafffield,andenterthecustomernumberintheCustfield.The
customerscurrentlaybysaredisplayedintheLaybyIdfield.
SelectthelaybyyouwanttocancelorrefundintheLaybyIdfield.Thedetailsofthelaybyare
displayedinthewindow.
ClickRefundatthebottomofthewindow.Ifyouareusingpasswords,theSecuritywindow
appears.
TypeyourpasswordandpressENTER.
Ifnodepositorpaymentshasbeenpaidonthelayby,thelaybywillsimplybecancelled.If
depositsorpaymentshavebeenpaidonthelayby,theLaybyRefundwindowappears.
TheLaybyRefundwindowdisplaysthestaffmemberrefundingthelayby,thenameofthe
customerbeingrefunded,thelaybynumber,andtheamountbeingrefunded.Makesurethatthe
amountsyouarerefundingforeachpaymentmethodshowasnegativeamounts.
6
Selectthepaymentmethodforrefundingthecustomerfromthepaymentmethodslist.Youcan
selectmultiplepaymentmethodsherefortherefund.
Whenyouhaveenteredthepaymentmethod(s)yourequirefortherefund,pressENTER.Youare
askedifyouwanttoapprovethistransaction.
TypeYtoapprovethetransaction.Arefunddocketisprintedout,whichshouldbesignedbythe
customerandfiled.
LAYBYS
2 0 9
Sales orders
Youusesalesorderstoputanitemofstockonholdforacustomer.Salesordersenableyourcustomers
toputaninitialoptionaldepositpaymentonastockitemoritems.Thesalesordertransactionis
completedwithasinglecustomerpaymentforthebalanceofthetransaction.
Processingasalesordersaleisessentiallythesameasastandardsale,exceptthatadepositisusually
made,andtheSalesOrderpaymentmethodisusedforthebalanceofthepurchase.
Salesorderscanbeconvertedtoasaleoranaccountsale.
Thetermsalesordersaleisusedhere,butnotethatMYOBRetailManagerdoesnotregardasales
ordertransactionasasaleuntilthelastpaymenthasbeenmade.
To make the sales order function inactive

SalesordersareanoptionalfeatureinRetailManager.Bydefault,thesalesorderpaymenttypeis
activeinRetailManager.Ifyourbusinessdoesntusethesalesorderpaymentmethod:
1
GotothePaymentTypeOptionswindow,selecttheSalesOrderpaymenttypeandclickEdit.
To create a sales order
210
EnterthedetailsofthepurchaseintheSaleswindowintheusualway.SeeOverviewonpage 177
formoreinformationaboutmakingastandardsale.
Ifyourequireadeposittobepaidonasalesorder,selectthepaymentmethodofthedepositinthe
paymentmethodsgrid,andthenentertheamountofthedepositbeingpaidinthePayingfield.
C H A P T E R 5
SALES
SelecttheSalesOrderpaymentmethodforthebalanceofthepurchase.(DonotusetheDeposit
paymentmethodforsalesorderdeposits.)
Ifyoudonotrequireadeposittobepaidonasalesorder,selecttheSalesOrderpaymentmethod
forthewholepurchase.
NOTE : AlwaysusetheSalesOrderPaymentswindow Donotrefundasalesorderbyentering
negativestockquantitiesintheSaleswindow.UsetheSalesOrderPaymentswindow.SeeTocancelor
refundalaybyonpage 209formoreinformation.
Whenyoucommitthesale,thestockleveloftheproductsputonsalesorderisadjusted.Whenthe
salesorderispaidoffcompletely,thesalesorderquantityforeachproductonsalesorderis
adjusted.
RuntheSalesOrderDetailedorSalesOrderSummaryreporttoviewalistofyoursalesorders.See
Reportsonpage 265formoreinformationongeneratingreportsinRetailManager.
TheSalesOrderstabintheCustomerswindowlistssalesordersforthecustomer,alongwiththe
amountpaidoneachsalesorder.
Asalesordercanhavethefollowingstates:
Pendingwhenadeposithasbeenpaidandthebalanceisoutstanding
Acceptedwhenthesalesorderhasbeenfinalisedandfullpaymenthasbeenmade
Refundedwhenafullrefundofthedeposithasbeenmadetoacustomer
Cancelledwhenasalesorderhasbeencancelled.
Ifyourcustomerwantstoaddanitem,usetheSalesOrderPaymentswindow.SeeToupdatea
salesorderonpage 212formoreinformation.
SALESORDERS
2 1 1
To update a sales order

TopreventstafffromaccidentallyeditingsalesordersyoushouldmakesurethattheDontAllow
EditingofSalesOrdersoptionintheSecurityOptionswindowisalwaysturnedon.SeeSettingyour
securityoptionsonpage 284formoreinformation.
212
GototheSalesOrderPaymentswindoweitherbypressingSHIFT+F8,orbychoosingSalesOrder
PaymentsfromtheTransactionmenu.
EnteryourstaffnumberintheStafffieldandthenenterthecustomernumberintheCustfield.
ThecustomersexistingsalesordersarelistedbynumberintheS/OrderIdfield.
Selecttherequiredsalesorder,andpressENTER.Thedetailsofthesalesorderaredisplayedinthe
window.Theproductareaofthewindowgivesthedetailsoftheproductspurchasedonthissales
order.ThePaymentdetailsareaofthewindowdisplaystheamountstilltobepaidonthissales
order.
Youcaneditthecontentsofthesalesorderinalmostanyway,includingchangingtheproductsand
thequantitiesonsalesorder.Youcanaddnewproductstothesalesorder,ordeleteproductsfrom
thesalesorder.
Ifyouarefinalisingthesalesorder,selectthepaymentmethodandentertheamountthecustomer
ispayinginthePayingfield.Ifthecustomerispayingbymorethanonepaymentmethod,enterthe
relevantamountsforthedifferentpaymentmethods.
Whenyouhavemadeyourchanges,committheinformationbyclickingCommit F10orpressing
F10.
C H A P T E R 5
SALES
To record a sales order payment

Customerdetails ThehistoryofacustomerssalesorderpaymentscanbeviewedintheCustomers
window.SeeViewingcustomertransactiondetailsonpage 225formoreinformation.
NOTE :
CustomerpaymentsonsalesordersareprocessedusingtheSalesOrderPaymentswindow.Asales
orderisfinalisedwhenthecustomerhaspaidforthesalesorderproductsinfull,andtakesthe
products.
NOTE : Paymentsonsalesorders Recommendedstorepolicyonsalesordersisthatonlytheinitialdeposit
andthefinalpaymentbeavailableascustomerpaymentoptions.Ifyouwanttoenableacustomertomake
multiplepaymentsonasalesorder,considerusingalaybysaleinstead.
EnteryourstaffnumberintheStafffield,andenterthecustomernumberintheCust.field.
ThecustomerscurrentsalesordersaredisplayedintheS/OrderIdfield.
Amountalreadypaid Theamountthecustomerhasalreadypaidisdisplayedbesidethe
AlreadyPaidpaymentmethodinthePaymentdetailsgrid.
NOTE :
Selecttherequiredsalesorder,andpressENTER.Thedetailsofthesalesorderaredisplayedinthe
window.TheDatefielddisplaysthedateofthesalesordertransaction,andtheproductareaofthe
windowgivesthedetailsoftheproductspurchasedonthissalesorder.ThePaymentDetailsgrid
displaystheamountstilltobepaidonthissalesorder.
ClickProfittoviewtheSaleProfitintermsofthecost,andestimatedgrossprofitasanamountand
asapercentageonthetotallayby.ClickProfitagaintoviewtheLineProfitamounts.LineProfitcan
helpyoucalculatehowmuchdiscountyoucanaffordtogiveacustomer.ClickProfitagaintoreturn
tothepaymentdetails.
InthePaymentDetailsframe,selectthepaymentmethodbywhichthecustomerwantstomakea
payment.Whenyouhaveselectedtherequiredpaymentmethod,pressENTERtomovetothe
Payingfield,andentertheamountthecustomerwantstopay.
Whenyouveenteredthecustomerspayment,youhavetoreassigntheremainingbalancebackto
SalesOrder.
HighlighttheSalesOrderpaymentmethod,andpressENTER.RetailManagerautomatically
calculatestheremainingunpaidbalance,anddisplaysitbesidetheSalesOrderpaymentmethodin
thepaymentmethodslist.
TheSO/QuotetabintheCustomerswindowdisplaysalistofsalesorderpaymentsmadebythe
customer.
To cancel or refund a sales order

CancellingorrefundingasalesorderiseasilydoneinRetailManager,butitisimportanttoremember
thatyoudonotdothisintheSaleswindow,butratherintheSalesOrderPaymentswindow.Sales
OrdersareonlycreatedintheSaleswindow,butallotheraspectsofmanagingthesalesordersare
doneintheSalesOrderPaymentswindow.
1
SALESORDERS
2 1 3
EnteryourstaffnumberintheStafffield,andenterthecustomernumberintheCust.field.The
customerscurrentsalesordersaredisplayedintheS/OrderIdfield.
SelectthesalesorderyouwanttocancelorrefundintheS/OrderIdfield.Thedetailsofthesales
orderaredisplayedinthewindow.
ClickRefundatthebottomofthewindow.Ifyouareusingpasswords,theSecuritywindow
appears.Typeyourpassword,andpressENTER.
Ifnodepositorpaymentshasbeenpaidonthesalesorder,thesalesorderwillsimplybecancelled.
Ifadepositorpaymentshavebeenpaidonthesalesorder,theSalesOrderRefundwindow
appears.
TheSalesOrderRefundwindowdisplaysthestaffmemberrefundingthesalesorder,thenameof
thecustomerbeingrefunded,thesalesordernumber,andtheamountbeingrefunded.Makesure
thattheamountsyouarerefundingforeachpaymentmethodshowasnegativeamounts.
5
Selectthepaymentmethodforrefundingthecustomerfromthepaymentmethodslist.Youcan
selectmultiplepaymentmethodsherefortherefund.
Whenyouhaveenteredthepaymentmethod(s)yourequirefortherefund,pressENTER.Youare
askedifyouwanttoapprovethistransaction.
ClickYesortypeYtoapprovethetransaction.
To convert a sales order

Youcanconvertasalesordertoasaleoranaccountsale,simplybyprocessingthesalesorderinthe
SalesOrderPaymentswindowinthesamemannerasyouwouldprocessasalefromtheSaleswindow.
214
C H A P T E R 5
SALES
Quotes
Aquoteisanonsaletransactionthatallowsyoutoprovideacustomerwithapriceforgoodsand/or
servicesyousell.Youcanprintquotesasahardcopyrecordforyourcustomers.Quotescanbe
cancelledorconvertedtoasale,layby,customerspecialorder,salesorderoraccountsale,ifthequote
istobeprocessedasanactualtransaction.
Settingyourquoteoptions Youcansettheexpirydateofaquote,usingtheQuoteOptionsgroup
intheGeneralOptionswindow.SeeGeneraloptionsonpage 22 formoreinformation.
NOTE :
QuotescanbeeditedbyselectingoptionsintheSecurityOptionswindow.
To make the quote function inactive

QuotesareanoptionalfeatureinRetailManager.Bydefault,thequotepaymenttypeisactivein
RetailManager.Ifyourbusinessdoesntusethequotepaymentmethod:
1
GotothePaymentTypeOptionswindow,selecttheQuotepaymenttypeandclickEdit.
To make a quote
1
GototheSaleswindowbypressingF6,orbychoosingSalesfromtheTransactionmenu.
EnterthedetailsofthequoteintheSaleswindowintheusualwayyouwouldforasale.Referto
Overviewonpage 177formoreinformationaboutmakingastandardsale.
SelecttheQuotepaymentmethod.
QUOTES
2 1 5
selected,thequoteisprintedtothedocketprinter.
Transactionsselected,theRetailManagerreportviewerappearswiththequote.SeeUsingthe
MYOBRetailManagerreportvieweronpage 266formoreinformation.
5
copies,etc.andclickOK.
Thequoteisprintedtoeitheryourreportprinteroryourdocketprinter.
NOTE :
Nostockadjustment Thestockleveloftheproductsputonquoteisnotadjusted.
RuntheQuoteDetailedorQuoteSummaryreporttoviewalistofyourquotes.SeeReportson
page 265formoreinformationongeneratingreportsinRetailManager.
TheQuotestabintheCustomerswindowlistsquotesforthecustomer,alongwiththestatusof
quote.
Aquotecanhavethefollowingstates:
ActiveAquotehasbeenmadeandisoutstanding
ConvertedWhenthequotehasbeenconvertedtoasale
CancelledWhenaquotehasbeencancelled.
Ifyourcustomerwantstoaddanitem,usetheQuotePaymentswindow.SeeToupdateaquote
belowformoreinformation.
To update a quote
Topreventstafffromaccidentallyeditingquotes,youshouldmakesurethattheDontAllowEditingof
QuotesoptionintheSecurityOptionswindowisalwaysturnedon.SeeSettingyoursecurityoptions
1
GototheQuoteConverterwindoweitherbychoosingQuoteConverterfromtheTransaction
menuorbypressingSHIFT+F9.
EnteryourstaffnumberintheStafffieldandthenenterthecustomernumberintheCustfield.
ThecustomersexistingquotesarelistedbynumberintheQuoteIdfield.
Selecttherequiredquote,andpressENTER.Thedetailsofthequotearedisplayedinthewindow.
Theproductareaofthewindowgivesthedetailsoftheproductsonthisquote.
Youcaneditthecontentsofthequoteinalmostanyway,includingchangingtheproductsandthe
quantitiesonquote.Youcanaddnewproductstothequote,ordeleteproductsfromthequote.
Onceyouhavemadeyourchanges,committheinformationbyclickingCommit F10orpressing
F10.
To convert a quote
YouconvertaquoteintheQuoteConverterwindow.Youcanconvertaquotetoasale,layby,
customerspecialorder,salesorder,oraccountsale.
216
GototheQuoteConverterwindoweitherbychoosingQuoteConverterfromtheTransaction
menuorpressingSHIFT+F9.
customerscurrentquotesaredisplayedintheQuoteIdfield.
C H A P T E R 5
SALES
Selecttherequiredquote,andpressENTER.Thedetailsofthequotearedisplayedinthewindow.
TheDatefielddisplaysthedateandtimethequotewasmade.
ClickProfittoviewtheSaleProfitintermsofthecost,andestimatedgrossprofitasanamountand
asapercentageonthetotallayby.ClickProfitagaintoviewtheLineProfitamounts.LineProfitcan
helpyoucalculatehowmuchdiscountyoucanaffordtogiveacustomer.ClickProfitagaintoreturn
tothepaymentdetails.
InthePaymentDetailsframe,selectthepaymentmethodthecustomerwantsthequote
convertedto.
Ifyouareconvertingthequotetoasaletransaction,pressE NTERtomovetothePayingfield,and
entertheamountthecustomerispaying.
Ifyouareconvertingthequotetoalaybyorotherformofpaymenttypethatwillnotrequire
initialcustomerpurchasepayment,committhequoteconversionandcontinuetoprocess
paymentasyounormallywouldforthenewtransactiontype.
TheSO/QuotestabintheCustomerswindowdisplaysalistofquotepaymentsmadebythe
customer.
ClickCommit F10orpressF10toconvertthequote.
To cancel a quote
CancellingaquoteiseasilydoneinRetailManager,butitisimportanttorememberthatyoudonotdo
thisintheSaleswindow,butratherintheQuoteConverterwindow.Quotesareonlycreatedinthe
Saleswindow,butallotheraspectsofmanagingthequotesaredoneintheQuoteConverterwindow.
1
GototheQuotePaymentswindoweitherbypressingtheSHIFT+F9shortcut,orbychoosingQuote
customerscurrentquotesaredisplayedintheQuoteIdfield.
SelectthequoteyouwanttocancelintheQuoteIdfield.Thedetailsofthequotearedisplayedin
thewindow.
ClickCancelatthebottomofthewindow.
QUOTES
2 1 7
Ifyouareusingpasswords,theSecuritywindowappears.Typeyourpassword,andpressENTER.
ClickYestocancelthequote.
Reprinting transactions
InMYOBRetailManager,youcanreprint:
thelasttransactionofcertaintransactiontypes(seeReprintingthelasttransactionbelow),or
earliertransactionsfromanumberofwindows(seeReprintingearliertransactionsonpage 219).
Reprinting the last transaction

Youcanreprintthelasttransactionofthefollowingtransactiontypes:
218
LastSalesDocket
LastCreditNote/Deposit/GiftVoucher
LastInvoice,LastInvoicePayment
LastPurchaseOrder
LastCustomerSpecialOrder
LastGoodsReceived
LastReturnedGoods
LastLayby,LastLaybyPayment,LastLaybyRefund
LastSalesOrder,LastSalesOrderPayment,LastSalesOrderRefund
LastQuote
C H A P T E R 5
SALES
LastPCEFTPOS/DPSEFTPOSReceipt(availableifyouuseanIngenicoPCEFTPOSorDPSPayment
ExpressIntegratedEFTPOSterminal).
NOTE : ReprintingthelastTyroIPEFTPOStransaction IfyouuseaTyroIPEFTPOSterminal,you
cannotreprintthelasttransactionfromRetailManager.Youcan,however,reprintthelasttransaction
fromyourTyroterminal.
To reprint the last transaction

1
GototheToolsmenu,andchooseReprint.
Selectthetypeoftransactionyouwanttoreprint.
Reprinting earlier transactions

Ifthetransactionyouwanttoreprintisnotthemostrecentofthetransactiontype,youcanstillreprint
itfromtheStockwindow,theSupplierswindow,ortheCustomerswindow.
ThequickestmethodofreprintingatransactionisusingtheLookupwindow.Formoreinformation
abouthowtousetheLookupwindow,seeUsingtheLookupTransactionswindowonpage 71.
Youcanalsoreprintatransactionusingthemethodsdescribedbelow.
To reprint a transaction from the Customers window

YoucanreprintatransactionfromtheCustomerswindowifthereisacustomerrecordforthe
customerconcerned.
1
GototheCustomerswindow,enterthecustomernumberintheCustomerfieldandpressENTER.
ClickPurchases,Invoices,CreditNotes,IVPay,Laybys,LBPay,CSO(CustomerSpecialOrders),
SO/Quotes,orSalesPaytabsasrequiredtoviewalistoftransactionsofthattransactiontypefor
thatcustomer.
ClickrequiredtransactionorhighlightthetransactionandpressENTER.Theoriginaltransactionis
displayed.ClickReprint F4orpressF4toreprintthetransaction.
To reprint a transaction from the Stock window

1
GototheStockwindowandenterthestockbarcodeofthetransactionintheBarCodefield.
ClickAudittabtoviewalistofalltherecenttransactionsforthestockitem.
ClicktherequiredtransactionorhighlightthetransactionandpressENTER.Theoriginaltransaction
isdisplayed.
ClickReprint F4orpressF4toreprintthetransaction.
To reprint a transaction from the Suppliers window

1
GototheSupplierswindowandentertheSuppliernumberintheSupplierfield.
ClickReceivedtabtoviewalistofrecenttransactionsofstockitemssuppliedtoyoubythe
supplier.
SelecttherequiredtransactionorandpressENTER.Theoriginaltransactionisdisplayed.
ClickReprint F4orpressF4toreprintthetransaction.
REPRINTINGTRANSACTIONS
2 1 9
220
C H A P T E R 5
SALES
6 Customers
MYOBRetailManagerletsyourecordanextensiveamountofcustomerinformationwhichcanbeused
inanumberofways,suchasadministeringlaybys,specialordersandcustomeraccounts.Thismakes
iteasytokeeptrackofwhoisbuyingwhatandwhen,whoowesyoumoneyandhowmuch,andwhen
theirpaymentisdue.
Overview
CustomerrecordsandcustomeraccountsarecreatedintheCustomerswindow.
Customerrecordsareusedto:
recordthename,address,phonenumberandemailaddressofthecustomer
allocateauniquecustomernumbertothecustomer
gradethecustomerfordiscountbenefitsorpreferentialtreatment
displaynotesaboutthecustomer,whichareusefulforstaffmemberswhoservethecustomer
displayanextensivehistoryofthecustomersactivitywithyourbusiness,includinggeneral
purchasesandpayments,laybypurchasesandpayments,accountsalesandpayments,special
orders,salesordersandquotes,anddepositsonsalesorders
processquotes,laybysales,laybypayments,salesordersandpaymentsandspecialorders
issueandredeemcreditnotesandgiftvouchers.
Customeraccountsareadditionaltocustomerrecordsandareusedbycustomerstopurchasegoods
onaccountfromyourstore.
CustomersregisteredforGST IfyouhavecustomerswhoareregisteredforGST,youcanrecordtheir
ABNintheCustomerswindow.SeeTorecordacustomerstaxtermsonpage 59formore
information.IfyouwanttheirABNtoappearontheirinvoicesanddockets,selecttheInclude
CustomersABNonInvoices/DocketsoptionintheGSTOptionswindow.
Overseascustomers Ifyourbusinesssellsgoodstooverseascustomers,thesegoodsmaynotbe
subjecttoGST.Whencreatingacustomerrecord,youcanflaganoverseascustomerbyselectingthe
OverseasCustomeroption.IfyouattempttosellorlaybyanitemwithaGSTtaxcodetoanoverseas
customer,MYOBRetailManagerdisplaysthewarning,Customerisflaggedasanoverseascustomer,
andshouldnotbechargedGST.Commitanyway?.
YoucanchangetheitemstaxcodeintheSaleswindowtothetaxcodeyousetupforexportsales
(recommended).SeeTosetupdefaulttaxcodesonpage 55formoreinformationonsettingupatax
codeforexportsales.
221
Maintaining customer details

Creatingandeditingcustomerrecordsbelow
Creatingcustomeraccountsonpage 224
Viewingcustomertransactiondetailsonpage 225.
Creating and editing customer records

CustomerrecordsarecreatedandeditedintheCustomerswindow.
CustomerListreport TheCustomerListreportdisplaysalistofallyourcustomersincludingtheir
addressesanddiscountgrades.Forinformationondisplayingareport,seeReportsonpage 265.
NOTE :
To create a customer record

1
GototheInformationmenuandchooseCustomers,orpressCTRL+U.TheCustomerswindow
appears.
IfyouwanttospecifyacustomerID,typethenumberintheCustomerfieldandpressENTER.A
questionwindowappears.ClickCreate.
Ifyouwantauniquecustomernumbertoautomaticallybeallocated,pressF5.Theword<New>is
displayedintheCustomerfield,andacustomernumberwillbeallocatedaftertheinformationis
committed.
222
Enterthecustomerssurname,givennames,salutation,companyandpositioninthecompanyin
therelevantfields.
SelecttherequiredgradeforthecustomerintheGradefield.SeePricinggradesonpage 135for
moreinformation.
C H A P T E R 6
CUSTOMERS
Ifrequired,selecttheStatusoption.IfyouhaverenamedtheStatusoptionintheSecurityOptions
window,thisoptionwillbelabelledwiththatname.Formoreinformation,seeCustomoptionson
page 39.
Enterthecustomerscontactdetails.
Ifthecustomerhasmorethanonelocation,selectAddress2andentertheadditionaldetails.You
canenterdetailsforthreelocations.
NOTE :
Exportingcustomerdetails
Whenexportingcustomerdetails,onlyAddress1willbeexported.
Selectthedefaultdeliveryaddress.
Selectwhetheryouwanttoprint,email,orprintandemailtransactiondocumentsandstatements.
Ifapplicable,selecttheCustomerRegisteredforGSToptionandenterthecustomers11digitABN
intheABNfield.
10
Ifyoudontwantthiscustomerrecordtoappearinsearchwindowsandreports,selecttheHidein
Searches/Reportsoption.SeeHidingrecordsinsearchesandreportsonpage 73formore
information.
11
Ifthiscustomerresidesoverseas,selecttheOverseasCustomeroption.Notethatthisoptionis
greyedoutifyouhaveselectedtheCustomerRegisteredforGSToption.
12
ClicktheInformationtabandcompletethefieldsasrequired.
IntheSalesScreenMessagefield,enteranymessageaboutthecustomeryouwantdisplayedin
theSaleswindoweverytimethecustomermakesapurchase.
EnteranymoredetailednotesaboutthecustomerintheCustomerNotesfield.Notesentered
herearenotdisplayedanywhereelse.
EntertherelevantinformationintheCustomfields.SeeCustomoptionsonpage 39formore
information.
NOTE : Customermessages YoucanentermessageslikeVIPcustomer,orshownewgardening
products.NotethatcustomermessagesaredisplayedintheSaleswindow,sotheymaybeseenby
thecustomer.
IntheMessagesOptionswindow,youcanalsoenteragenericmessageforallyourcustomerstobe
printedoutonallcustomerreceipts.
13
To edit a customer record

1
appears.
TypethecustomerIDintheCustomerfield,orclicktheAssistbuttonandchoosearecordfromthe
listofcustomerrecordsdisplayed.
Editthecustomerrecord.
SeeTocreateacustomerrecordonpage 222formoreinformation.
MAINTAININGCUSTOMERDETAILS
2 2 3
Creating customer accounts

InMYOBRetailManager,youcancreateanaccountforacustomer,allowingthecustomertomake
purchasesbychargingthemtoanaccount.RetailManagerhasafulldebtorsfeaturetocreateandtrack
individualcustomeraccounts.
Beforeyousetupthecustomeraccount,youneedtosetupacustomerrecordforthecustomer.See
Maintainingcustomerdetailsonpage 222formoreinformationaboutsettingupacustomerrecord.
NOTE : Passwordprotectionforcreatingaccounts IfyouturnedonAccountSecurity,youwillhavetoenter
yourpasswordbeforeyoucancreateacustomeraccount.SeeSettingyoursecurityoptionsonpage 284for
moreinformation.
To create a customer account

1
appears.
Enterthecustomernumber.Ifthecustomerdoesnothaveacustomerrecord,createanewrecord
forthecustomer.SeeMaintainingcustomerdetailsonpage 222formoreinformation.
ClickShowAccountDetails F3orpressF3.Theaccountdetailsforthecustomeraredisplayed.
SelecttheAccountCustomeroptiontoindicatethatthisisanaccountcustomer.
EnteryourstaffnumberintheOpenedByfield.Whenyouenterthenumber,yournameis
displayed.
IntheA/COwnerfield,enterthestaffnumberofthestaffmembertowhomyouwanttocreditany
accountsalesmadetothiscustomer.Youcanleavethisfieldblankifyouwanttocreditthestaff
memberwhoactuallymakesthesale.Thisisparticularlyrelevantwherestaffmemberscanearn
commissiononsales.
IntheNo.ofDaysfield,enterthenumberofdaysthecustomerhastopaytheaccountbeforethe
accountisoverdue,andtheyareputonstopcredit.Thenumberofdaysyouenterherewillbe
calculatedfromthedateofinvoice.
Ifyouwantthenumberofdaystobecalculatedfromtheendofthemonth,selecttheEOM(Endof
Month)optionbypressingtheSPACEBAR.
224
C H A P T E R 6
CUSTOMERS
NOTE :
Changingthecreditlimit
Youcanchangethecreditlimitofthecustomeratanytime.
EnterthemaximumcreditlimitofthecustomerintheCreditLimitfield.
Ifthecustomerslimitisexceeded,andyouhaveyouraccountsecurityoptionturnedoninthe
SecurityOptionswindow,youwillhavetoenteryourpasswordtoapprovethesale.
TheOwingandRemainingCreditfieldsdisplaytheamountthecustomercurrentlyowes,andthe
remainingamountofcreditthecustomerhas.Theyaredisplayonlyfields,andcannotbeedited.
TheamountsdisplayedinthesefieldsareGSTinclusive.
Viewing customer transaction details

MYOBRetailManagermaintainsadetailedrecordoftransactionsmadebyeachcustomer,including
purchases,credithistory,invoicesandinvoicepayments,laybysalesandpayments,customerspecial
orders,salesordersandquotes,salesorderdepositsandpaymentsandcontactgroupinformation.
To view customer details

1
appears.
InadditiontotheGeneralandInformationtabs(whicharedescribedinTocreateacustomer
recordonpage 222),theCustomerswindowdisplaysthePurchases,Credit,Invoices,IVPay,
Laybys,LBPay,CSO,SO/Quotes,SOPayandGroupstabs.Eachtabisdescribedbelow.
Toviewtheoriginaltransaction,
pressEnterorthespacebar,or
clicktheline.
Clickacolumnheadingthathasanasterisknexttoitto
sortthegridbythatheading.Rightclicktosortthe
columnindescendingorder.
Youcanviewtaxinclusiveor
exclusiveprices.
MAINTAININGCUSTOMERDETAILS
Usethisscrollbartoscroll
throughthelist.
2 2 5
Viewingpurchasedetails ClickthePurchasestabtoviewalistofitemspurchasedbythecustomer.
Thegridlistseachproductpurchasedonaseparatelinewiththedate,quantityandpriceofthe
purchase.
SelecttheTaxInclusiveoptiontoviewthepricetaxinclusive,ortheTaxExclusiveoptiontoviewthe
pricetaxexclusive.
Ifthecustomerhaspurchasedanypackages,youalsohavetheoptionofviewingthelistbycomponent
(includingorexcludingtax)orbyheader(alsoincludingorexcludingtax).
Viewingcreditdetails ClicktheCredittabtoviewalistofcreditnotes,deposits,andgiftvouchers
issuedtothecustomer.Thedate,creditID,source(forexampledocketID),credittypeandamountare
displayedforeachcredit.
Viewinginvoicedetails ClicktheInvoicestabtoviewalistofinvoicesissuedtothecustomer.The
date,invoicenumber,invoicetotal,andamountowingaredisplayedforeachinvoice.
TheamountsdisplayedintheAmountOwingcolumnaretaxinclusive.
Viewinginvoicepaymentdetails ClicktheIVPaytabtoviewalistofinvoicepaymentsmadebythe
customer.Thegriddisplaysthedate,invoicenumber,paymentnumber,transactioncode,amount
paid,andanydiscountgiven,foreachpayment.
Viewinglaybydetails ClicktheLaybystabtoviewalistoflaybysforthecustomer.Thegrid
displaysthedateandtime,laybynumber,thedateofthelastpaymentmadebythecustomer,the
totalandtheamountowingforeachlayby.
Viewinglaybypaymentdetails ClicktheLBPaytabtoviewalistoflaybypaymentsmadebythe
customer.Thedate,laybynumber,paymentnumber,amountpaid,andpaymenttype,aredisplayed
foreachlaybypayment.
Viewingcustomerspecialorderdetails ClicktheCSOtabtoviewalistofitemsonspecialorderfor
thecustomer.Thegriddisplaysthedateandtimeoftheorder,thedescription,sellprice,andquantity
oftheitemonorder,andthestatusoftheorder.
Viewingcustomersalesordersandquotes ClicktheSO/Quotetabtoviewalistofthesalesorders
placedbythecustomer,andquotesgiventothecustomer.Thegridliststhedateandtimeofeach
orderandquote,thesalesordernumber,thetypeandstatusoftheorder,thetotalamountofthe
order,andtheamountowing.
Viewingsalesorderdepositsandpayments ClicktheSOPaytabtoviewalistofdepositsor
paymentsmadeonsalesorders.Thegridliststhedateandtime,salesordernumber,paymentnumber,
amountpaidandpayment type.
Viewingcustomercontactgroups ClicktheGroupstabtoviewalistofcontactgroupsthecustomer
hasbeenaddedto.IftheExcludefromcustomercontactgroupemailsoptionisselected,the
customerwillbeexcludedfromcontactgroupemails.Ifyouhaveselectedareason,thereasonwillbe
displayedintheReasonforexclusionlist.(Notethatyoucanalsoviewthisreasonwhenyouemailyour
customercontactgroups.)Toviewthegroupdetails,selectthegroupandthenclickViewGroup
Details.Formoreinformation,seeCustomercontactgroupsonpage 227andEmailingcustomer
contactgroupsonpage 233.
226
C H A P T E R 6
CUSTOMERS
Customer contact groups

InMYOBRetailManager,youcancreatecustomercontactgroupsandthenusethesegroupstoemail
newsletters,specialoffers,cataloguesorotherpromotionalmaterialtoyourcustomers.Forexample,
youmaywanttocreateacustomercontactgroupcalledVIPCustomersandonlyincludecustomers
whohaveexceededaminimumsaleamountoraminimumnumberofsales.Youcanthenemailthese
customerswithaspecialoffer.
Youcreate,editanddeletecustomercontactgroupsintheContactGroupswindow.
Inthiswindow,youcanalsoprinttheCustomerGroupsSummaryandCustomerGroupsDetailed
reports.
Youcanalsouseyourcontactgroupstoprintmailinglabelsandcustomerbarcodelabels.
Maintaining customer contact groups

YouspecifycontactgroupdetailsintheContactGroupDetailswindow.Therearetwotabsinthis
window.
GroupDetailstab Inthistab,youspecifyanameanddescriptionforthegroupandthecriteriayou
wanttousetoselectcustomers.Fromalistofcustomerswhomeetthecriteria,youthenselectthe
customerswhoyouwanttoincludeinthegroup.
Customersaddedtoacontactgroupareautomaticallyincludedingroupemails.Youcanexcludea
customerfromgroupemailsbydeselectinganoptioninthecustomersrecord(formoreinformation,
seeExcludingcustomersfromcontactgroupemailsonpage 236).Whenyoudothis,youcanstillprint
barcodelabelsandmailinglabelsforthecustomerusingthecontactgroupsyouhavecreated.
Youcanmakeacustomercontactgroupinactive(formoreinformation,seeTomakeacustomer
contactgroupinactiveonpage 232).Whenyoudothis,youcannotemailorprintmailinglabelsorbar
codelabelsforthegroup.
Contactstab Thistabshowsthecustomersyouhaveaddedtothegroup.Ifyouwant,youcan
removeacustomerfromacontactgroup.Formoreinformation,seeToremoveacustomerfroma
contactgrouponpage 232.
Customersrecord TheGroupstabinthecustomersrecorddisplaysthecontactgroupsthe
customerhasbeenaddedto.Formoreinformation,seeViewingcustomercontactgroupsonpage 226.
NOTE :
CUSTOMERCONTACTGROUPS
2 2 7
To create a customer contact group

1
GototheContactManagementmenuandchooseContactGroups.TheContactGroupswindow
appears.
ClickNew.TheContactGroupDetailswindowappears,withtheGroupDetailstabdisplayed.
Typeanameanddescriptionforthegroup.
Ifrequired,specifythegeneralcriteriaforselectingcustomers.
Todothis,clickthedownarrownexttotheselectioncriteria(forexample,Country).Fromthelist
thatappears,selecttheoptionsyouwanttouse.Youcanselectmorethanoneoptionineachlist.
NOTE : AbouttheNoEntryoption ThisoptionappearsforallcriteriaexceptforStatusandPricing
Grades.WhenNoEntryisselected,thecustomerwillstillbeincludedinthesearchevenifthefieldinthe
customersrecordisblank.
228
Ifrequired,specifythesalescriteria:
a ToenteraStartDaterange,clickthedownarrownexttotheFromandTofieldsandthenselect
adatefromthecalendarthatappears.
b Ifyouwanttolimitthesearchtocustomerswhofirstpurchasedstockitemsduringaparticular
period,specifyadaterangeintheFirstPurchaseFromandTofields.Thecustomerlistwillthen
onlyincludecustomerswhofirstpurchasedstockitemsduringthespecifiedperiod.
C H A P T E R 6
CUSTOMERS
ToenteraFirstPurchaserange,clickthedownarrownexttotheFromandTofieldsandthen
selectadatefromthecalendarthatappears.
c Toselectasalesoption,selecttheoptionyouwanttouseandthenenterdetailsintheadjacent
fields(MinimumorMaximum,orboth).Youcanselectmorethanoneoption.
d Selectwhetheryouwanttoincludecustomerswhomeetalloranyofthesalescriteria.
6
Ifrequired,specifythestockcriteria.Specifyingstockcriteriawillfilteryourcustomerlistby
customerswhohavepurchasedtheincludedstockitems.ClickStockFilter.TheIncludeStock
Itemswindowappears:
a Specifythestockcriteriaforselectingcustomers.Youcanfilterthestockitemlistaccordingto
department,category,supplierorcustomfields.
Clickthedownarrownexttotheselectioncriteria(forexample,Department).Fromthelistthat
appears,selecttheoptionsyouwanttouse.Youcanselectmorethanoneoptionineachlist.
b ClickSearch.Thestockitemsthatmeetyoursearchcriteriaappearinthegrid.
c SelectanystockitemsinthegridbyclickingintheIncludecolumnnexttotheitemsname.Ifyou
wanttoincludeallstockitems,clicktheIncludecolumnheading.
d ClickOK.TheselectedstockitemsareaddedasfilterstoyourcustomlistandtheContactGroup
Detailswindowreappears.
Notethatyoucanlimitthesearchtocustomerswhofirstpurchasedstockitemsduringaparticular
period.Todothis,specifyadaterangeintheFirstPurchaseFromandTofieldsintheContact
GroupDetailswindow.Formoreinformation,seestep babove.
IfyouhavenotselectedstockfiltersintheIncludeStockItemswindow,theFirstPurchase
rangewillincludeallstockitems.
NOTE :
2 2 9
ClickSearch.TheAddCustomerswindowappearslistingallthecustomerswhomeettheselection
criteriayouspecified.
Eachcustomerstotalsalesamount,salesquantity,numberofsalesandgrossprofitarelistedin
thecolumns.
8
SelectanycustomersinthegridbyclickingintheIncludecolumnnexttothecustomersname.If
youwanttoincludeallcustomers,clicktheIncludecolumnheading.
Ontherightabovethecolumns,youcanviewthetotalsalesamounts,quantities,numbersofsales
andgrossprofitsfortheselectedcustomers.
ClickAdd.TheContactGroupDetailswindowreappears,displayingintheContactstabthelistof
customersyouadded.
10
ClickSave.TheContactGroupswindowreappearsandthecontactgroupyoucreatedappearsin
thelist.
11
ClickClose.
To edit a customer contact group

1
230
appears.
C H A P T E R 6
CUSTOMERS
SelectthegroupyouwanttoeditandclickEdit.TheContactGroupDetailswindowappears,with
theGroupDetailstabdisplayed.
MakeyourrequiredchangesintheGroupDetailstab.Formoreinformationaboutthistab,see
GroupDetailstabonpage 227.
Ifyouchangethecriteriaforthisgroup,youmaywanttoclickSearchtoseeiftherearenow
differentcustomerswhomeetthecriteria.Youcanthendecidewhichcustomerstoadd(or
remove).
Ifyouwanttoremoveacustomerfromthegroup,clicktheContactstab.Then,selectthecustomer
andclickRemove.Aconfirmationmessageappears.
ClickYes.
ClickSave.TheContactsGroupswindowreappears.
ClickClose.
To delete a customer contact group

1
appears.
SelectthecontactgroupyouwanttodeleteandclickDelete.Aconfirmationwindowappears.
ClickYes.
ClickClose.
To print customer contact group reports

Youcanprintthefollowingcustomercontactgroupreports:
TheCustomerGroupsSummaryreport.Thisreportliststhecustomercontactgroupsyouhave
created.
TheCustomerGroupsDetailedreport.Thisreportliststhecustomersineachcontactgroup,their
selectioncriteriaandtheiremailpreference.
NOTE :
Youmusthaveareportprinterspecified.Formoreinformation,seeReportsonpage 265.
appears.
ClickPrint.
Inthewindowthatappears,selectthereportyouwanttoprintandclickOK.
2 3 1
Selectyourreportfilters.(Formoreinformationaboutreportfilters,seeReportfilterson
page 265.)Thepreviewwindowappears.
Clicktheprinticon.Thereportsareprintedtoyourreportprinter.
Closethepreviewwindow.TheContactGroupswindowreappears.
ClickClose.
To make a customer contact group inactive

Youcanmakeacustomercontactgroupinactive.However,whenyoudothis,youcannotsendemails
tothegrouporprintmailinglabelsorbarcodelabelsforthegroup.
1
appears.
SelectthegroupyouwanttomakeinactiveandclickEdit.TheContactGroupDetailswindow
appears,withtheGroupDetailswindowopen.
SelecttheInactiveoptionandthenclickSave.TheContactGroupswindowreappears.
ClickClose.
To remove a customer from a contact group
232
appears.
SelectthegroupthecustomerbelongstoandclickEdit.TheContactGroupDetailswindow
appears.
ClicktheContactstab.
SelectthecustomeryouwanttoremoveandclickRemove.Aconfirmationmessageappears.
ClickYes.
ClickSave.TheContactsGroupswindowreappears.
ClickClose.
C H A P T E R 6
CUSTOMERS
Emailing customer contact groups

YoucreateandsendemailsfromtheEmailContactswindow.
Therearetwotabsinthiswindow:
TheEmailTransactionstabisforemailingtransactiondocuments,suchasinvoicesandpayments,
toindividualcustomers.SeeEmailTransactionstabonpage 262.
TheEmailtoGroupstabisforemailingyourcustomercontactgroups.SeeEmailtoGroupstab
below.
NOTE : Specifydefaultemailsettings Ifyouhavemorethanoneemailprograminstalledonyour
computer,youneedtospecifytheprogramyouwanttousetoemailcustomercontactgroups.Formore
information,seeEmailoptionsonpage 51.
Email to Groups tab

Inthistab,youselectthecontactgroupsyouwanttoemail.Youthencomposetheemailmessageand
ifyouwant,attachadocument(WordorPDFfileformats).
Thedefaultemailmessage Thedefaultemailmessagetextincludesemailtags.Youcanusethese
tagstopersonalisetheemail.Forexample,ifyouwanttostartyouremailwithDearMrsJones,use
the[Salutation]and[Surname]tags.Notethatyoucandeleteanytagsthatyoudontwanttouseand
thenaddthembackinifrequired.
Removefromemailinglist TheemailmessageissentwiththetextIfyoudon'twanttoreceiveany
furtherpromotionalemailsfromus,pleasesendusareplyemailwith'Removefrommailinglist'inthe
subjectline.Ifyoureceiveanemailofthiskind,youneedtoexcludethecustomerfromcontactgroup
emails.Formoreinformation,seeExcludingcustomersfromcontactgroupemailsonpage 236.
2 3 3
To email a customer contact group

NOTE : Createcustomercontactgroupsandspecifyadefaultemailprogram Beforesendinggroupemails
youneedtohavecreatedcustomercontactgroups.Formoreinformation,seeCustomercontactgroupson
page 227.Ifyouhavemorethanoneemailprograminstalledonyourcomputer,youalsoneedtospecifythe
programyouwanttousetoemailyourcustomercontactgroups.Formoreinformation,seeCustomising
MYOBRetailManageronpage 21.
GototheContactManagementmenuandchooseEmailContacts.TheEmailContactswindow
appears.
ClicktheEmailtoGroupstab.
FromtheContactGrouplist,selectthecontactgroupsyouwanttoemail.Thecustomersinthese
groupsappearinthegrid.
Customerswhoareexcludedfromcontactgroupemailsaredeselectedyoucannotselectthese
customers.FormoreinformationseeExcludingcustomersfromcontactgroupemailson
page 236.Ifyouwanttoincludecustomerswhoyouhaveexcludedfromgroupemails,youneedto
deselecttheExcludecustomerfromgroupemailsoptioninthecustomersrecord.Youthenneed
torecreatetheemail.
Ifyoudontwanttoexcludecustomerswithinvalidemailaddresses,deselecttheExclude
customerswithinvalidemailaddressesoption.
AnemailaddressisinvalidiftheEmailaddressfield(inthecustomerscard)hasbeenleft
blankoriftheaddresshasbeenenteredinaformatotherthanx@y.z.
NOTE :
Ifrequired,changethecustomersemailaddressbytypinganewemailaddressinthegrid.A
questionwindowappearsaskingifyouwanttoupdatethecustomersrecord:
ClickYestochangethecustomersstoredemailaddress.
ClickNoifthisisatemporarychange.
DeselectanycustomersinthegridbyclickingintheIncludecolumnnexttothecustomersname.
Toenterareason,clickReason.Fromthelistthatappears,selectareasonandclickOK.
Ifyouhaveexcludedacustomerfromgroupemailsandyouwanttoseethereasonwhy,pointto
theredtriangleinthecorneroftheIncludecolumn.AReasonwindowappears.
234
C H A P T E R 6
CUSTOMERS
Typeasubjectandmessagefortheemail.
Deleteanyemailtagsthatyoudontwanttouse.Toinsertanemailtag,rightclickwhereyouwant
thetagtoappearandfromthemenuthatappears,selectInsertpersonalisedtags.Thenselectthe
tagyouwanttouse.
Ifyouwanttoattachadocumenttotheemail:
a ClickSelectAttachment.TheAttachwindowappears.
b SelectthefiletobeattachedandclickOpen.
Todeletetheattachment,doubleclickit.Inthewindowthatappears,clickRemove.Whena
confirmationmessageappears,clickYes.
ClickSendEmail.Theemailmessagesarecreatedinyourdefaultemailprogrammedsent.
IftheStatuscolumndisplays
Then
atick(
theemailwascreatedinyourdefaultemailprogram.
anexclamationmark(
agreydash(
therewasaproblemcreatingtheemail.
youdidnotselecttoemailthiscustomer.
Aquestionwindowappears.
10
Ifyouwanttoclearthelist,clickYes.TheEmailtoGroupstabreappearsandthecustomersare
clearedfromthegrid.IfyouclickNo,theEmailtoGroupstabreappearswiththecustomersinthe
grid.
11
ClickCanceltoclosetheEmailContactswindow.
Emailssenttoyourcustomercontactgroupscanbeviewedinthegroupemailaudit.Formore
information,seeViewingthegroupemailauditonpage 237.
2 3 5
Excluding customers from contact group emails

Whenyouexcludeacustomerfromcontactgroupemails,youareexcludingthemfromallemailssent
tothecontactgroupstheybelongto.Whenyoudothis,youcanspecifyareasonforexcludingthe
customer(forexample,requestedbythecustomer).Then,whenyouemailyourcustomercontact
groups,youcanviewthereasonwhyyouexcludedthecustomerintheEmailContactswindow.
NOTE : Emailingtransactiondocumentsandstatements Whenyouexcludeacustomerfromgroupemails,
youcanstillemailtransactiondocumentsandcustomerstatementstothecustomer.Formoreinformation,
seeEmailingtransactionsonpage 261andCustomerstatementsonpage 238.
To exclude a customer from contact group emails

1
appears.
EnterthecustomernumberintheCustomerfieldandpressENTERorTAB.
ClicktheGroupstab.
SelecttheExcludefromcustomercontactgroupemailsoption.
Ifyouwant,selectareasonfromtheReasonforexclusionlist.
Ifyouwanttoaddareason,selectAdd/EditReasons.Inthewindowthatappears,typeareason
inthegrid,pressTABandthenclickSave.
Ifyouwanttodeleteareason,selectAdd/EditReasons.Inthewindowthatappears,selectthe
reasonandthenclickDelete.Whenaconfirmationwindowappears,clickYesandthenclick
Cancel.
TheCustomerswindowreappears.
236
ClickCommit F10orpressF10tocommittheinformation.Ifaconfirmationwindowappears,click
Yes.
C H A P T E R 6
CUSTOMERS
Viewing the group email audit

Emailssenttoyourcustomercontactgroupscanbeviewedinthegroupemailaudit.
To view the group email audit

1
GototheContactManagementmenuandchooseEmailAudit.TheEmailAuditwindowappears.
ClicktheGroupEmailAudittab.
FromtheContactGrouplist,selectthecustomercontactgroup.Theemailsyousenttothisgroup
appearinthegrid.
Ifyouwant,filterthislistbyspecifyingadaterange.Todothis,clickthedownarrownexttothe
SentDateandTofield.Fromthecalendarthatappears,selecttherequireddate.
Ifyouwanttoviewthedetailsofanemail,selecttheemailandclickViewDetails.TheGroupEmail
AuditDetailswindowappears.
Whenyouarefinished,clickClose.TheEmailAuditwindowreappears.
Ifyouwanttodeleteanemail,selecttheemailandclickDelete.Whenaconfirmationmessage
appears,clickYes.TheEmailAuditwindowreappears.
ClickClose.
2 3 7
Customer statements
NOTE : Beforeyoubegin Ifyouwanttoprintstatements,youneedtohaveareportprinterspecified.For
moreinformation,seeCustomisingMYOBRetailManageronpage 21.Ifyouareprintingandmailing
customerstatements,youcanalsoprintmailinglabels.Formoreinformation,seeToprintcustomermailing
labelsonpage 245.Ifyouhavemorethanoneemailprograminstalledonyourcomputer,youneedtoselect
theprogramyouwanttousetoemailyourcustomers.Youcanalsospecifythedefaulttextyouwanttousein
theemail.Formoreinformation,seeEmailoptionsonpage 51.
InMYOBRetailManager,youcanprintandemailstatementstoyouraccountcustomers.Statements
showthecustomersinvoicesandthedetailsofpaymentsmadeagainsteachinvoice,includingthe
amountpaid,discounts,outstandingamountandduedate.Youcanalsoincludethecustomerscredit
limit,remainingcreditandpaymentterms.
Printingandemailingcustomerstatementsbelow
Viewingthecustomerstatementemailauditonpage 243.
Printing and emailing customer statements

YouprintandemailstatementsintheCustomerStatementswindow.
Inthiswindow,youselecttheaccountcustomerstosendstatementstoandspecifythestatement
cutoffdate.Invoicesandpaymentsmadeonorbeforethecutoffdatewillbelistedonthestatement.
Youcanchoosetoincludeallinvoicesonthestatementorjustoutstandinginvoices.Ifyouchoose
outstandinginvoices,youcanincludepaidinvoiceswithinaspecifiedperiod(forexample,thelast30
days).
NOTE : Print/Emailcolumn ThePrint/EmailcolumnintheCustomerStatementswindow,defaultstothe
selectionyoumadeinthetransactiondocumentsandstatementsfieldinthecustomersrecord.Whenyou
emailcustomerstatements,youcanchangethisselectionifyouwant.
Theemailmessage Thedefaultemailmessagetextincludesemailtags.Youcanusethesetagsto
personalisetheemailmessage.Forexample,tostartyouremailwithDearMrsJones,usethe
[Salutation]and[Surname]tags.Notethatyoucandeleteanytagsthatyoudontwanttouse(if
required,youcanaddthembackin).
CustomiseStatementswindow Youcancustomisethestatementbyaddingitemssuchasa
statementtitle,creditlimitandagingdetails.
238
C H A P T E R 6
CUSTOMERS
To print and email customer statements

NOTE :
Youmusthaveareportprinterspecified.Formoreinformation,seeReportsonpage 265.
GototheContactManagementmenuandchoosePrint/EmailCustomerStatements.The
CustomerStatementswindowappears.
FromtheCustomerTypelist,selecttheaccountcustomersyouwanttosendstatementsto.The
customersinthesegroupsappearinthegrid.Forinformationaboutstatuscustomers,seeCustom
optionsonpage 39.
Ifrequired,changethecutoffdateintheAsatdatefield.Youcanclickthearrownexttothisfield
andselectadatefromthecalendarthatappears.
Selectwhetheryouwanttoincludeallinvoicesoronlyoutstandinginvoicesonthestatement.
Ifyouselectonlyoutstandinginvoices,butyouwanttoincludeinvoicespaidwithinacertain
numberofdays,typethenumberofdaysintheadjacentfield.Ifyoudontwanttoincludepaid
invoicesonthestatement,type0inthisfield.
Ifrequired,excludeacustomerbydeselectingtheIncludeoptionnexttotheirname.
Ifrequired,changethecustomersemailaddressbytypinginthegrid.Aquestionwindowappears,
askingifyouwanttoupdatethecustomersrecord:
Ifyouwanttochangethecustomersstoredemailaddress,clickYes.
Ifthisisatemporarychange,clickNo.
InthePrint/Emailcolumn,selectwhetheryouwanttoprint,email,orprintandemailthe
customerstatement.
Ifyouchangethedefaultselection,aquestionwindowappears:
ClickYesifyouwanttoupdatethecustomersrecord.Thetransactiondocumentsand
statementsselectioninthecustomersrecordisupdated.
ClickNoifthisisatemporarychangethatappliestothisemailonly.
Ifyouwant,changethedefaultsubjectandmessagefortheemail.
CUSTOMERSTATEMENTS
2 3 9
Deleteanyemailtagsthatyoudontwanttouse.Toinsertanemailtag,rightclickwhereyouwant
thetagtoappearand,fromthemenuthatappears,selectInsertpersonalisedtags.Thenselectthe
tagyouwanttouse.
ClickCustomise.TheCustomiseStatementswindowappears.
10
IntheStatementdetaillevelsection,selecttheformatofthestatement:
Ifyouwanttoinclude
Select
invoiceandadjustmentamountsandatotalstatementbalance.
option1
anoverdueprompt
invoicesandadjustmentamounts,groupedtogetherwithsubtotalsandaseparatebalance
foreachinvoice.
option2
anoverdueprompt
itemisedinvoiceandadjustmentamounts,groupedtogetherwithsubtotalsandaseparate
balanceforeachinvoice
decimalquantitiestothreedecimalplaces,extendeddescriptionsandtaxonsaleitems.
option3
11
Specifytheremainingoptionsinthiswindow,andthenclickClose.TheCustomerStatements
windowreappears.
Previewingstatements Ifyouwanttopreviewthestatements,clickPreview.Youcanprintthe
customerstatementsinthePreviewwindowbyclickingtheprinticon.
NOTE :
240
12
Toprintthestatement,clickPrint.Statementsareprintedtoyourreportprinter.
13
Toemailcustomerstatements,clickSendEmail.
C H A P T E R 6
CUSTOMERS
Theemailmessagesarecreatedinyourdefaultemailprogram,thensenttothecustomer.The
CustomerStatementswindowreappears.
IftheEmailStatuscolumndisplays
Then
atick(
anexclamationmark(
agreydash(
anorangedash(
14
youdidnotselecttoemailthistransaction.
anemailwasnotcreatedasastatementcouldnotbe
generated.
ClickCancel.
Emailedcustomerstatementscanbeviewedinthestatementsemailaudit.Formoreinformation,
seeToviewthecustomerstatementemailauditonpage 243.
CUSTOMERSTATEMENTS
2 4 1
To print customer statements in the Debtor Payments window

1
GototheTransactionmenuandchooseDebtorPayments,orpressSHIFT+F6.TheDebtor
Paymentswindowappears.
Enterthestaffnumberandcustomernumberintheappropriatefields.Thecustomersaccount
appears.
ClickPrintStatement.Acustomerstatementisprintedonyourreportprinter.
Customer reports
Accountsreports Inadditiontothecustomerstatement,therearefivereportsthatdirectlyrelateto
customeraccounts.Theyare:
Debtorsreport
DebtorsDetailedreport
AgedDebtorsreport
AgedDebtorsDetailedreport
AccountSalesreport.
SeeReportsonpage 265formoreinformationongeneratingareport.
242
C H A P T E R 6
CUSTOMERS
Viewing the customer statement email audit

To view the customer statement email audit
1
ClicktheStatementsEmailAudittab.
FromtheCustomerlist,selectthecustomer.Thestatementsyouemailedtothiscustomerappear
inthegrid.
Ifyouwanttodeleteanemail,selectitandclickDelete.Whenaconfirmationmessageappears,
clickYes.TheEmailAuditwindowreappears.
ClickClose.
Customer bar code labels and mailing labels

InMYOBRetailManager,youcanuseyourcustomercontactgroupstoprintcustomerbarcodelabels
andmailinglabels.
CustomerbarcodelabelsandmailinglabelsareprintedonAveryDL33labelstothereportprinteryou
specifiedinyoursetupoptions.Formoreinformation,seePrintingoptionsonpage 31.
CUSTOMERBARCODELABELSANDMAILINGLABELS
2 4 3
Printing customer bar code labels and mailing labels

NOTE : Createcustomercontactgroups Beforeprintingcustomerbarcodelabelsandmailinglabels,you
needtohavecreatedcustomercontactgroups.Formoreinformation,seeCustomercontactgroupson
page 227.
To print customer bar code labels

1
GototheContactManagementmenuandchoosePrintCustomerBarCodes.ThePrintCustomer
BarCodeswindowappears.
Selectthecontactgroupyouwanttoprintbarcodelabelsfor.Thecustomersinthisgroupappear
inthegrid.
Customerswhoyouhavealreadyprintedbarcodelabelsforwillbedeselected.Ifyouwantto
includethesecustomers,deselecttheOnlyincludecustomerlabelsnotalreadyprintedoption.
Thesecustomerswillthenbeselected.
SelectordeselectanycustomersinthegridbyclickingintheIncludecolumnnexttothe
customersname.
IntheSelectStartingLabelsection,clickthelabelyouwanttostartprintingfrom.Youcanselect
anylabelinthegrid.
Ifyouwanttopreviewthelabels,clickPreview.Youcanprintbarcodelabelsinthepreview
windowbyclickingPrint.
ClickClosetoclosethepreviewwindow.ThePrintCustomerBarCodeswindowreappears.
ClickPrint.Whenaconfirmationmessageappears,clickYes.
Thebarcodelabelsareprintedtoyourreportprinter.Aquestionwindowappears.
Ifyouwanttomarkthatyouhaveprintedthesebarcodes,clickYes.
Theserecordswillnotbeautomaticallyselectednexttimeyouprintbarcodelabels(iftheOnly
includecustomerlabelsnotalreadyprintedoptionisselected).ThePrintCustomerBarcodes
windowreappears.
244
ClickCancel.
C H A P T E R 6
CUSTOMERS
To print customer mailing labels

1
GototheContactManagementmenuandchoosePrintMailingLabels.ThePrintMailingLabels
windowappears.
Selectthecustomercontactgroupyouwanttoprintmailinglabelsfor.Thecustomersinthisgroup
appearinthegrid.
Ifyouwant,selecttheOnlyincludecustomerswithcompleteaddressesoption.Whenyoudothis,
labelswillonlybeprintedforcustomerswithdetailsenteredintheaddress,suburbandpostcode
fieldsintheircustomerrecord.
Ifyouwanttoexcludecustomerswhohaveavalidemailaddress,selecttheExcludecustomers
withvalidemailaddressesoption.Youmaydothisforexample,ifyouwanttoemailthese
customersinsteadofmailingthem.
IntheSelectStartingLabelsection,clickthelabelyouwanttostartprintingfrom.Youcanselect
anylabelinthegrid.
SelectordeselectanycustomersinthegridbyclickingintheIncludecolumnnexttothe
customersname.
Ifyouwanttopreviewthelabels,clickPreview.Youcanprintmailinglabelsinthepreviewwindow
byclickingPrint.
ClickClosetoclosethepreviewwindow.ThePrintMailingLabelswindowreappears.
ClickPrint.Whenaconfirmationmessageappears,clickYes.
Themailinglabelsareprintedtoyourreportprinter.ThePrintMailingLabelswindowreappears.
ClickCancel.
CUSTOMERBARCODELABELSANDMAILINGLABELS
2 4 5
246
C H A P T E R 6
CUSTOMERS
7 Cashing up
Cashingupisanimportantpartofthedayformostretailbusinesses.MYOBRetailManagerhasreports
thatprovidemoreinformationthanthemostadvanceddedicatedtill.
Asabusyretaileryoumightwanttofindoutthetillbalanceandhowsalesaregoingatanytimeduring
agivenday.YoucanusethetillbalanceandsalessummaryfeaturesofRetailManagertomeetthese
needs.Thischapterdescribesthesefeaturesindetail.
Overview
Tillbalance Thetillbalancegivesyouarunningtotalsincethelastcashup/endofsessionforthat
cashdraweronlyandisprintedoutontheprinteryouspecifiedforcashup.
Formoreinformationaboutthetillbalance,seeTillbalanceonpage 248.
Salessummary Thesalessummaryprovidesmoredetailedinformationabouthowsalesaregoing
eitherforthedayorforthespecifieddateperiod.Thisincludesinformationsuchassalesandprofit
totalsperstaffmember,Sales,CostofGoodsSoldandCurrentStockValueforthewholestore,and
variousgraphoptionsfortotals.
Formoreinformationaboutthesalessummary,seeSalessummaryonpage 248.
Tillfloat Youcanaddafloatamounttoyourtillbalance,andeithersubtractthisamountwhen
cashingup,orleaveitaspartofyourtillbalance.
Formoreinformationabouttillfloats,seeManagingtillfloatsonpage 253.
Cashingup CashingupattheendofthedayinvolvesenteringthetakingsinRetailManagerandthen
runningtheCashupreportsasrequired.
Formoreinformationaboutcashingup,seeCashingupforthedayonpage 254andCashingupona
networkonpage 257.
247
Till balance
Thetillbalancetellsyouwhatyoushouldcurrentlyhaveinyourtill;thisincludesatotalforeach
paymenttypeandtotalexpected.Thisshouldmatchtheactualphysicalcountofthetillcontents.
Youshouldprintafinaltillbalancebeforeyouendthesessionandenteryourtakingsaspartofthe
Cashingupforthedayprocedure.
Moreaboutyourcashupprinter SeePrintingoptionsonpage 31formoreinformationon
specifyingyourprinterforcashup.
NOTE :
To view the till balance

1
GototheReconciliationmenuandchoosePrintTillBalance.TheTillBalancereportappearsinthe
RetailManagerreportviewer.
Printthetillbalance.Ifyouareprinting:
toanA4printer,clicktheprinticon(
)inthetopleftcornerofthewindow.
toyourdocketprinter,clickPrint F4orpressF4.
Sales summary
TheSalesSummarywindowdisplaysinformationabouttheperformanceoftheshopsincemidnight,
orforaspecifiedperiodoftime.Thesalessummarydiffersfromthetillbalanceinthatitincludesall
clientcomputersonanetwork,whereasthetillbalanceisonlyrunforasinglecomputer/till.Youcan
runthesalessummaryatanytimeduringthedayforasummaryofthedaysbusiness.
Aggregatedsalessummary Ifyouarerunninganetwork,thesalessummaryincludessalesfromall
clientcomputersinyourstore.
NOTE :
InadditiontoviewingandprintingouttheSalesSummaryreportfromthiswindow,youcanalsoview
yourstaffinanumberofdifferentways,viewyoursalesonaperdepartmentorstorewidebasis,and
bycategory.
248
C H A P T E R 7
C A S H I N G U P
To view the sales summary

1
GototheReconciliationmenuandchooseSalesSummary.TheSalesSummarywindowappears.
Toviewasummaryofsalesfor:
today,clicktheTodaysSalesbutton.
aselecteddaterange,chooseSelectbyDatefromtheSalesoverPerioddropdownlist.Enter
therequireddaterangeintheadjacentfieldsandclickRefreshorpressENTER.Youcanalsopress
F2orusethesearchicon(
)tousethecalendarfordateselection.
adocketnumberrange,chooseSelectbyDocketfromtheSalesoverPerioddropdownlist.
EntertherequireddocketnumberrangeintheadjacentfieldsandclickRefreshorpressENTER.
Asummaryofsales,includinginvoice,salesorderandlaybypayments,salesorderandlaybyspaid
out,andcreditissuedandredeemedaredisplayedforthespecifiedperiodordocketrange.Usethe
Refreshbuttonwhenyouchangeyourdateordocketrangeinthiswindow.Thegridalsodisplays
thecurrentstockvalueforyourselections.
Toviewsalesforaspecificdepartment,choosethedepartmentfromtheDepartmentdropdown
listandpresstheRefreshbuttonnexttothelist.Thegriddisplaysthecurrentvalueofyour
inventoryforeachcategorycombination.
ClickoneofthePreview/Printbuttons(CategorySales,CustomSalesorSalesSummary)toview
thereportintheRetailManagerreportviewer.
SALESSUMMARY
2 4 9
To view staff sales information

1
GototheReconciliationmenuandchooseSalesSummary.
Toviewstaffsalesinformationfor:
ClicktheStaffSalesInformationtab.Yourstaffsalesfortheselecteddateordocketrangeare
displayedinatable.
ClickRefresh.
Thetotalnumberandamountofsales,theestimatedgrossprofitasanamountandasa
percentagearedisplayedforeachlistedstaffmember,forthespecifieddateordocketrange.
To view staff sales in graphs
250
Toviewstaffsalesinformationingraphformatfor:
ClicktheStaffSalesGraphtab.Yourstaffsalesfortheselecteddateordocketrangearedisplayed
asagraph.
SelecteithertheNumberofSales,SaleandeGP$oreGP%optionsfortherequiredgraphview.
C H A P T E R 7
C A S H I N G U P
TheNumberofSalespiechartdisplaysthepercentageofsalesmadeperstaffmember.
TheSale&eGP$graphdisplaysthetotalsalesamountandestimatedgrossprofitamountper
staffmember.
TheeGP%displaystheestimatedgrossprofitmadeperstaffmemberasapercentageofthe
overallprofit.
SALESSUMMARY
2 5 1
To view category and custom sales information

1
Toviewstaffsalesinformationingraphformatfor:
ClicktheCategory/CustomSalesInfotab.Twogridsaredisplayed.
252
Thetophalfofthegridcontainssalesinformationforeachcategoryforthespecifieddateor
docketrange.Categoriesarelistedintheleftcolumnandcategoryvaluesarelistedinthetop
rowofthegrid.
Thebottomhalfofthegridcontainssalesinformationforeachofthestockcustomfields
(Custom1andCustom2),forthespecifieddateanddocketrange.Custom1listingsaredisplayed
intheleftcolumn,andCustom2listingsinthetoprowofthegrid.TotalsforCustom1onlyare
displayedintheTotalSalescolumn,withoutanytotalsappearingintheCustom2columnsto
theright.TotalsforCustom2onlyaredisplayedintheTotalSalescolumn,withblankcellsinthe
Custom1/Custom2column,indicatingthereisnoCustom1value.
Usethehorizontalandverticalscrollbarstoviewtherequiredtotals.Clicktochangedocketand
daterangesinthiswindow.
C H A P T E R 7
C A S H I N G U P
Managing till floats

WithMYOBRetailManager,youcanaddafloatamounttoyourtillbalance.Youcanthensubtractthis
floatamountwhencashingup,orleavethefloatamountaspartofyourtillbalanceifyouusea
perpetualfloat.
ThefollowingproceduresshowyouhowtoaddorsubtractafloatamountusingtheFloatIn/Out
window,accessedfromtheReconciliationmenu.YoucanalsodisplaytheFloatIn/Outwindowfrom
theEndOfSessionReconciliationwindowwhenyouperformcashupandendofdayprocedures.
To add a till float amount

1
GototheReconciliationmenuandchooseFloatIn/Out(oruseALT+C+F).Ifyouhavesetpassword
protectionforFloatIn/OutintheSecurityOptionswindow,youwillbepromptedtoenteryour
staffnumberandpassword.TheFloatIn/Outwindowappears.
SelectthestaffmemberintheStafffield.
IntheFloatAmountIn/Outfield,entertheamountofthefloatthatyouareadding.
Enteracommentinthecommentsfieldifyouwanttorecordinformationaboutthefloat.
NOTE : ViewingFloatIn/Outcomments Toviewcommentsthathavebeenrecordedwithafloat,use
theLookupwindow.FormoreinformationabouttheLookupwindowseeUsingtheLookupTransactions
windowonpage 71.
ClickCommit F10orpressF10tocommitthefloatamountforthistill.
ClickYesthenOKtotheconfirmationmessages.
To subtract a till float amount

1
GototheReconciliationmenuandchooseFloatIn/Out.TheFloatIn/Outwindowappears.
IntheFloatAmountIn/Outfield,enterthenegativeamountofthefloatthatyouaresubtracting
fromthetill.
MANAGINGTILLFLOATS
2 5 3
Forexample,ifyouhaveacurrentfloatamountof$65,enter65intheFloatAmountIn/Out
field.
4
ClickCommittocommitthefloatamountforthistill.
Cashing up for the day

Thecashupprocedureconsistsoftwosteps:
Enteringyourtakingsbelow
Printingcashupreportsonpage 256.
NOTE :
Cashinguponanetwork Ifyouarerunninganetwork,seeCashinguponanetworkonpage 257.
Duringyourdailycashupprocedure,MYOBRetailManagerbacksupyourdatabaseautomatically.A
separatebackupoftherecent.mdb,archive.mdbandoffline.mdbdatabasefilesiscreatedandisstored
inafoldernamedDrawerA,B,etc.(thenameofyourcashdrawer).Thisfolderisthenstoredinafolder
namedMondayBackup,TuesdayBackup,andsoonaseparatefolderforeachofthesevendaysof
theweek.Thesefoldersarestoredinyourshopfrontfolder(thedefaultlocationisC:\RetailM\<your
shopname>).MondaysbackupwillbeoverwrittenonlybythefollowingMondaysbackupduring
cashup,TuesdaysbythefollowingTuesdays,andsoon.Thismeansthatatanygiventime,youhavea
fullweeksworthofbackupfilesforeachcashdraweryouhavecashedup.
ThebackupfileisdifferentfromthedatabasethatRetailManageropenseveryday,recent.mdb.
SeeRestoringyourshopfrontfromabackupfileonpage 279forinformationabouthowtorestore
yourdatabasefromabackupfile.
Youcanpasswordprotectthecashupfunctionality.SeeSettingyoursecurityoptionsonpage 284for
moreinformation.
Entering your takings

Thefirststageofcashingupforthedayiscountingthetakingsinthetillandenteringtheamountsin
MYOBRetailManager.
Printingafinaltillbalance Ifyouwanttoprintafinaltillbalance,youmustdothisbeforeyouend
thesessionandenteryourtakings.Afinaltillbalancedisplaystheexpectedamountforeachpaymenttype.
NOTE :
To enter your takings

1
GototheReconciliationmenuandchooseCashup/EndofDay.
IfyouhavesetpasswordprotectionforCashupintheSecurityOptionswindow,youwillbe
promptedtoenteryourstaffnumberandpassword.
Youarepromptedtoconfirmifyouwanttoclosethecurrentsession.
254
ClickYes.Thesessionisclosed,andyourdatabaseisbackedupautomatically.ARetailManager
windowappears,askingyoutocountyourtakingsandentertheminthefollowingwindow.
C H A P T E R 7
C A S H I N G U P
ClickOK.TheEndofSessionReconciliationwindowappears.
Countyourtakings.
Ifyouhavepreviouslysetafloatamountforthistill,youcanchoosetoeitherkeepthefloat
amountaspartofyourcashup,oryoucanchoosetodeductthefloatamountfromthetillbalance.
ClickFloatIn/Outandenterthenegativeamountofthefloatthatyouaresubtractingfromthetill.
Forexample,ifyouhaveacurrentfloatamountof$65,enter65intheFloatAmountIn/Out
field.SeeManagingtillfloatsonpage 253formoreinformation.
EnterthetakingsforeachpaymenttypeinthePaymentDetailsframebychoosingtherequired
paymenttype,enteringtheamountintheAmountCountedfield,andthenclickingAdd.Arunning
totalisdisplayedintheTotalfield.
PressF3todisplaytheCommentsfieldandenteranycommentsyoumayhaveaboutthecashup.
ThesecommentswillappearinthePrintCashupReportswindowwhenyouhighlightthissession
inthelistofPreviousSessions.SeePrintingcashupreportsonpage 256formoreinformation.
Whenyouhaveenteredallyourdaystakings,clickCommit F10orpressF10tocommitthe
information.Amessageappears,promptingyoutocheckthetotalsyouhaveentered.
10
ClickOK.
ThesecondstepofthecashupprocedureisPrintingcashupreportsonpage 256.
CASHINGUPFORTHEDAY
2 5 5
Printing cashup reports

Thesecondstageofcashingupattheendofthedayisprintingcashupreports.Beforeyoudothis,
makesureyouhavecompletedthefirststepofthecashupprocedure,Enteringyourtakingson
page 254.
YourcashupreportsareprintedtotheprinteryouspecifiedforcashupinthePrintingOptionswindow.
To print cashup reports

1
GototheReconciliationmenuandchoosePrintCashupReports.ThePrintCashupReports
windowappears.
IfyouhavepasswordprotectedCashupintheSecurityOptionswindow,enteryourpasswordin
thewindow.
2
SelecttherequiredcashupsessionfromthePreviousSessionslist.Themostrecentcashup
appearsatthetopofthelistandishighlighted.Alistofcashupreportsappearsontheright.
Moreaboutreports seeReportsonpage 265formoreinformationonthefunctionsavailable
intheReportswindow.
NOTE :
ClickViewnexttoareporttoviewthereportintheReportswindow.
NOTE : PrintingcashupreportsfromtheReportswindow Youcanprintthedisplayedreportfromthis
windowbyclickingtheprinticon(
).However,thereportwillbeprintedtotheprinteryouspecifiedin
thePrintingOptionswindowforreports,andnottheprinteryouspecifiedforcashup.
256
Selectthereportsyouwanttoprintinthereconciliationbyselectingthecheckboxoftherequired
options.
TheCashSummaryreportlistsforeachpaymenttype,theexpectedtakingsasanamountand
asapercentage,thecountedtakingsandthediscrepancy(ifany).Thereisacolumnonthe
printedreportforanycommentsyoumightwanttorecord.
TheTransactionSummaryreportlistseachindividualtransactionforthesession,givingthe
totalandgrossprofitforeachasanamountandasapercentage,togetherwiththedate,docket
number,staffname,transactiontype,methodandpaymenttype.
TheSalesSummaryreportgroupssalesbystaffmemberandforeachstaffmember,displaysthe
numberofsales,totalsalevalue,grossprofitasanamountandasapercentageandany
discountsgiven.Thisreportliststhetotalcostofgoodssold,totaltaxonsales,andtotalgross
profitasanamount.Italsoliststhetotalsforinvoice,salesorderandlaybypayments,sales
orderandlaybyspaidout,andcreditissuedandredeemed.
C H A P T E R 7
C A S H I N G U P
TheDetailedTransactionSummaryreportlistseachindividualtransactionforthesession,
givingthetotalandgrossprofitforeachasanamountandasapercentage,togetherwiththe
paymenttype(account,giftvoucher,etc.),paymentmethod(cash,creditcard)andtheamount
paid.
NOTE : UseanA4printertoprinttheDetailedTransactionSummaryreport Youcanonlyprintthe
DetailedTransactionSummaryreporttoanA4printer.Ifyouspecifyyourdocketprinter,thisreport
willbegreyedoutinthePrintCashupReportswindow.
ClickPrintSelectedReports F10orpressF10.
YourcashupreportswillbeprintedtotheprinteryouspecifiedforcashupinthePrintingOptions
window.
Cashing up on a network
IfyouarerunningRetailManageronanetwork,howyoucashupattheendofthedaydependsonhow
youhavesetupyourcashdrawers.
Ifyouarecashinguponyourserver,anytillthathasthesamecashdraweridentifierastheserver
willalsobecashedup.
Ifyouwanteachtilltobecashedupindividually,makesureyouspecifyadifferentcashdrawer
identifierforeachtill.
SeeSettingupaRetailManagernetworkonpage 393formoreinformationaboutrunning
RetailManageronanetwork.
CASHINGUPFORTHEDAY
2 5 7
258
C H A P T E R 7
C A S H I N G U P
8 Administration
Certainadministrationfunctions,suchasmerginganddeletingstaffandcustomerrecords,shouldbeperformed
whennoothertransactionsarebeingprocessed,particularlyifyouhaveanumberofterminalsoperatingonthe
sameshopfront.
Administrationtasksmayrequireexclusiveuseofyourshopfront Werecommendthatyou
performadministrationfunctionseitherbeforestartofbusinessoraftercloseofbusinessfortheday.
CAUTION :
Print and Email Options window

ThePrintandEmailOptionswindowisavailablefromanytransactionwindow(exceptforGoods
ReceivedandReturnedGoods).Youcanusethiswindowtochangewhetheryouprintoremailyour
transactiondocuments.Youcanalsousethiswindowtochangetheprinteryouwanttoprintyour
transactiondocumentsto.Forexample,youmaywanttoprintatransactiondocumenttoyourA4
printerinsteadofyourdocketprinter.
FortransactionsmadeintheSales,InvoiceandLaybyPaymentwindows,youcanalsousethis
windowtoprintpackingslips.
Printersettings Theprintersettingsinthiswindowdefaulttotheselectionsyoumadeinyoursetup
options(seePrintingoptionsonpage 31).Ifyouchangethesesettings,thechangesonlyapplytothe
currenttransaction.Ifyoucreateanewtransaction,thewindowwilldisplayyourdefaultsettings.
Printandemailsettings Theprintandemailsettingsinthiswindowdefaulttotheselectionsyou
madeinthecustomerorsupplierrecord.Ifyouchangethesesettings,thechangesonlyapplytothe
currenttransaction.Ifyoucreateanewtransaction,thewindowwilldisplaythedefaultsettings.
Forcashcustomers,thedefaultsettingistoprinttransactiondocuments.
Emailingtransactiondocuments Whenyouselecttoemailatransactiondocument,theemailis
placedintheEmailingTransactionstaboftheEmailContactswindow.Youthenneedtosendthe
emailfromthiswindow.Formoreinformation,seeEmailingtransactionsonpage 261.
259
To change your print and email options from a transaction window

1
Whileinthetransactionwindow,clickthePrint/EmailOptionsbutton.ThePrintandEmail
Selectwhetheryouwanttoprint,email,orprintandemailthetransactiondocument.
Selectwhetheryouwanttouseyourstreetaddressorpostaladdressforthistransaction.
Ifrequired,changeyourPrinteroptions.
260
Printeroptions
Description
UseDefaultSettings
Selectthisoptionifyouwanttoprinttransactiondocumentstotheprinteryouset
inthePrintingviewoftheOptionswindow(accessedfromtheSetupmenu).
CustomiseSettingsfor
thisWindow:
Selectthisoptionifyouwanttochangeanyoftheprintsettingslistedbelow.
Docket(40col)
Selectthisoptiontoprintthetransactiondocumenttothedocketprinter.
Report(A4)
Selectthisoptiontoprintthetransactiondocumenttothereportprinter.
KeepCustomised
Settingsforthis
Window
Selectthisoptionifyouwanttousetheprinteryouhavespecifiedforallfuture
Qty
Typethenumberoftransactiondocumentsyouwanttoprint.Ifyouwant,clickthe
boxnexttothisfieldandselectthenumberfromthevirtualkeypad.
Ifrequired,selectyourpackingslipoptions.ThisoptiononlyappearsforSales,InvoicesandLayby
Paymenttransactions.
PackingSlipoptions
Description
UseDefaultSettings
Selectthisoptionifyouwanttoprintapackingsliptotheprinteryou
specifiedinthePrintingviewoftheOptionswindow(accessedfromthe
Setupmenu).
CustomiseSettingsforthis
Window:
Selectthisoptionifyouwanttochangeanyofthepackingslipoptions
listedbelow.
DoNOTPrintPackingSlip
Selectthisoptionifyoudontwanttoprintapackingslip.
OnlyPrintPackingSlip
Selectthisoptionifyouwanttoprintapackingslipbutnotareceipt.
C H A P T E R 8
ADMINISTRATION
PackingSlipoptions
Description
PrintPackingSlipwithReceipt
Selectthisoptionifyouwanttoprintapackingslipandareceipt.
KeepCustomisedSettingsfor
thisWindow
Selectthisoptionifyouwanttousethesepackingslipoptionsforall
futuretransactionsfromthiswindow.
Ifyouwanttopreviewthetransactiondocument,selectthePreviewTransactionoption.
ClickOK.
Whenyoucommitthetransaction:
Ifyouselectedtoprintthetransactiondocument,thedocumentisprintedtotheprinteryou
specified.
Ifyouselectedtoemailthetransactiondocument,theemailisplacedintheEmailTransactions
tabintheEmailContactswindow.YouthenneedtosendtheemailfromtheEmailContacts
window.SeeEmailingtransactionsbelow.
Emailing transactions
YoucreateandsendemailsfromtheEmailContactswindow.
Therearetwotabsinthiswindow:
TheEmailTransactionstabisforemailingtransactiondocuments,suchasinvoicesandpayments,
toindividualcustomers.SeeEmailTransactionstabonpage 262.
TheEmailtoGroupstabisforemailingyourcustomercontactgroups.SeeEmailtoGroupstabon
page 233.
NOTE : Specifydefaultemailsettings Ifyouhavemorethanoneemailprograminstalledonyour
computer,youneedtospecifytheprogramyouwanttousetoemailtransactiondocuments.Foreach
typeoftransactiondocument,youcanalsospecifythedefaulttextyouwanttouseintheemail.For
moreinformation,seeEmailoptionsonpage 51.
EMAILINGTRANSACTIONS
2 6 1
Email Transactions tab

Inthistab,youselectthetransactiondocumentsyouwanttoemail.Youcanalsochangetheemail
message.
Thedefaultemailmessage Thedefaultemailmessagetextincludesemailtags.Youcanusethese
tagstopersonalisetheemail.Forexample,ifyouwanttostartyouremailwithDearMrsJones,use
the[Salutation]and[Surname]tags.Notethatyoucandeleteanytagsthatyoudontwanttouseand
thenaddthembackinifrequired.
To email a transaction document
262
GototheContactManagementmenuandchooseEmailContacts.TheEmailContactswindow
appears,withtheEmailTransactionstabdisplayed.
FromtheTransactionDocumentlist,selectthetransactiontypesyouwanttoemail.The
transactionsappearinthegrid.
Ifyoudontwanttoexcludecustomerswithinvalidemailaddresses,deselecttheExclude
customerswithinvalidemailaddressesoption.
C H A P T E R 8
ADMINISTRATION
Makeanychangesyourequire:
Ifyouwantto
Dothis
changethedefault
emailsubjectand
messagetext
ClickEmailDefaults.TheEmailDefaultswindowappears.
MakeanychangesandthenclickSave.Formoreinformation,seeEmailoptions
onpage 51.
Toupdateyouremailmessagewithyourchanges,selectagain,fromthe
TransactionDocumentlist,thetransactionsyouwanttoemail.Theemail
messageisupdated.
changetheemail
subjectandmessage
textforthisemail
only
TypeyourchangesintheSubjectandMessagefields.
Deleteanyemailtagsthatyoudontwanttouse.Toinsertanemailtag,rightclick
whereyouwantthetagtoappear,andfromthemenuthatappears,selectInsert
personalisedtags.Thenselectthetagyouwanttouse.
changethedefault
emailaddress
Typeanewemailaddressinthegrid.Aquestionwindowappears,askingifyouwantto
updatethecustomersrecord:
ClickYestochangethecustomersstoredemailaddress.
ClickNo ifthisisatemporarychange.
deletearecordinthe
grid
SelecttherecordandclickDelete.Whenaconfirmationmessageappears,clickYes.
SelectthetransactiondocumentsyouwanttoemailbyclickingintheIncludecolumnnexttothe
record.Toselectallrecordsinthegrid,clicktheIncludecolumnheading.
Whenyouarefinished,clickSendEmail.Theemailmessagesarecreatedinyourdefaultemail
program.Youthenneedtosendtheemailsasyouwouldnormally.
IftheStatus columndisplays
Then
atick(
anexclamationmark(
adash(
youdidnotselecttoemailthistransaction.
Aquestionwindowappears.
EMAILINGTRANSACTIONS
2 6 3
Ifyouwanttoclearthelist,clickYes.TheEmailTransactionstabreappearsandthecustomersare
clearedfromthegrid.IfyouclickNo,theEmailTransactionstabreappearswiththecustomersin
thegrid.
ClickCanceltoclosetheEmailContactswindow.
Emailedtransactiondocumentscanbeviewedintheemailtransactionaudit.Formore
information,seeViewingtheemailtransactionauditbelow.
Viewing the email transaction audit

Emailedtransactiondocumentscanbeviewedintheemailtransactionaudit.
To view the email transaction audit
264
ClicktheTransactionEmailAudittab.
FromtheTransactionDocumentlist,selectthetransactiontype.Emailsofthistypeappearinthe
grid.
Ifyouwanttodeleteanemail,selectitandclickDelete.Whenaconfirmationmessageappears,
clickYes.TheEmailAuditwindowreappears.
ClickClose.
C H A P T E R 8
ADMINISTRATION
Reports
MYOBRetailManagerreportsaredisplayedintheReportsIndexwindow,whichcanbeaccessedby
pressingCTRL+RorbyselectingReportingfromtheToolsmenu.
Previewingreports
viewareportonscreen.
NOTE :
YouneedtohaveanA4printerdriverinstalledonyourcomputertobeableto
Ifyouhaveturnedonsecurityforreports,youwillhavetoenteryourpasswordtorunareport.See
Workingwithpasswordsonpage 292formoreinformation.
ForinformationaboutusingtheRetailManagerreportviewertopreviewreports,seeUsingtheMYOB
RetailManagerreportviewer,onpage 266.
Reportfilters Reportfilters,whicharedisplayedontherighthandsideoftheReportsIndexwindow,
giveyoucontroloverthecontentofyourreports.Thenumberoffiltersthatwillbeavailablevaries
fromreporttoreport.
Formoreinformationonreportfilters,refertotheRetailManagerHelp.
To display a report
1
GototheToolsmenuandchooseReportingorpressCTRL+R.TheReportsIndexwindowappears.
Selectthereportcategoryfromthedisplayedlistofcategories.Theselectedcategoryexpandsto
displayalistofindividualreports.
Selectthereportfromthedisplayedlistofreports.Thefiltersthatapplytoyourselectedreportare
highlightedincolour.
Specifythereportfilters.
ClickPreviewtoviewthereportorclickPrinttoprintthereportwithoutviewing.
REPORTS
2 6 5
Using the MYOB RetailManager report viewer

Whenyoupreviewareport,thereportappearsintheMYOBRetailManagerreportviewer.Youcanuse
thereportviewerto:
viewareport
searchfortextinareport
printareport
exportareport.
To view a report
Zoominonadisplayedreportbyselectingazoompercentage(
Usetheleftandrightarrows(
Usethefirstpagearrow( )togotothefirstpageofthereportandthelastpagearrow (
gotothelastpageofthereport.
)atthetopofthewindow.
)tomovebetweenpagesinthereport.
)to
To search for text in a report

TheRetailManagerreportviewerhastextsearchcapability.Tosearchforavaluesuchasaname,
amountordateinadisplayedreport:
1
Clickthesearchicon(
Searchtext
ofthetext.
NOTE :
)andenterthetextyouwanttosearchforintheFindwhattextbox.
Whenenteringtextinthesearchfield,youcanentereitherthewholetextorpart
ClickFindNext.RetailManagerwillsearchforthefirstoccurrenceofthesearchtextanddisplaya
framearoundit.ClickingFindNextagainwillmovetheframetothenextoccurrenceofthesearch
text.
To print a report
ReportscanbeprintedonastandardA4printer.Beforeyouprintareport,youneedtosetupyourA4
printerandspecifyitasyourreportprinterinRetailManager.SeePrintingoptionsonpage 31for
moreinformation.
1
Clicktheprinticon(
).ThePrintwindowappears.
Specifythepagerange,requirednumberofcopies,etc.andclickOK.
Thereportisprintedtoyourreportprinter.
To export a report
YoucanexportaRetailManagerreporttoseveralwordprocessorandspreadsheetformats,suchas
MicrosoftWordandMicrosoftExcel,aswellastoHTML,ODBCandcommondatainterchangeformats
suchastextandrichtext.
Youcansaveareporttodiskorexportittoanapplicationinaspecificformat.Reportscanalsobemade
availabletootherusersthroughLotusNotesandMicrosoftOutlookifyouhavetheseprograms
installedonyourcomputer.
266
C H A P T E R 8
ADMINISTRATION
Clicktheexporticon(
).TheExportwindowappears.
SpecifytheformatofthereportbyclickingintheFormatfieldandmakingaselectionfromthe
dropdownlist.
Reportformat Whenyouexportareport,youwillbepromptedforformattingdetails,
dependingonthereportformatyouspecified.
NOTE :
SpecifythedestinationofthereportbyclickingintheDestinationfieldandmakingaselection
fromthedropdownlist.Ifyouselect:
Application,thereportwillbesavedtoatempfileandthenopenedintheappropriate
application.
Diskfile,youcansavethereportonyourharddriveinthelocationyouspecifyortoanexternal
storagedevicesuchasafloppydiskorzipdisk.
Exchangefolder,youcanexportyourreporttoanexchangefolderintheformatyouspecified.
LotusNotesDatabase,youcanlistthereportintheLotusNotesDesktopfromwhereother
userscanaccessit.
MicrosoftMail(MAPI),youcanemailthereportasanattachmentintheformatyouspecified.
Onceyouhaveselectedyourdestinationandformat,clickOK.
To exit the report viewer

YoucanexittheReportswindowbyclickingthecloseicon(
Reportswindow.
REPORTS
)intheupperrightcornerofthe
2 6 7
Graphs
MYOBRetailManagersgraphingcapabilityisavaluablewayofillustratingyoursalesresults.Anumber
ofselectioncriteriaareavailable.Thegraphthatisdisplayedisdeterminedbyyourselectioncriteria.
Whenyouhavemadetheseselections,youcanchangeanyofthecriteria,andclickDisplay F10or
pressF10toviewthegraphincorporatingthenewcriteria.
To display a graph
1
GototheToolsmenuandchooseGraphing,orpressCTRL+G.TheGraphicalAnalysiswindow
appears.
Specifywhetheryouwantthegraphtodisplaythedataforaday,week,monthoryearbyclicking
intheDataGroupingfieldandchoosingtherequiredoptionfromthedropdownlist.
HoursbyDaywillbreakdownthedataforthedayperhour,DaysbyWeekthedatafortheweek
perday,andsoon.
EnterthestartandenddatesofthedateperiodyouwanttouseforthegraphinthePeriodfields.
Ifthedateperiodyouhavespecifiedisgreaterthantherangeyouhavespecifiedforyourgraph,
thegraphwillaveragetheduplicatedvalues.Forexample,ifyouspecifiedarangeof3weeks,and
selectedDaysbyWeekforyourgraph,RetailManagerwilldisplaytheaverageforthe3Mondays,
the3Tuesdays,andsoon.
268
Selectthetypeofdatayouwantthegraphtodisplay.Youcanviewyournumberofsales,turnover
andgrossprofitingraphicalformatseparately,ortogether,byclickingintheappropriatefield(s)
andselectingthetypeofgraphyouwantfromthedropdownlist.
C H A P T E R 8
ADMINISTRATION
Example:Toviewyournumberofsalesandgrossprofitasabargraph,clickintheNoofSalesand
GrossProfit$fieldsandselectBarGraph.MakesuretheTurnover$fielddisplays<None>.
Specifythecolourforthegraph(s),byclickinginthecolourboxnexttothegraphfield(s)and
selectingacolourfromthepalette.
Specifywhetheryouwantthegraphtodisplaythesequential,averageorcomparisonrateof
growthbyclickingtheappropriateoption.
SelecttheCumulativeoptionifyouwantthegraphtodisplaythecumulativetotalfor
hour/day/week/monthforthespecifiedtimeperiod.
SelecttheShow3DGraphoptiontoviewthegraphin3D.
SelecttheShowLegendoptiontodisplaythelegendforthegraph,indicatingwhatthegraph
shows,accordingtoyourselectioncriteria.
10
ClickDisplay F10orpressF10todisplaythegraph.
To change the graph view
Clickthesinglearrowbuttonsatthebottomofthewindowtoscrollthroughthegraphhorizontally.
Clickthedoublearrowbuttonstogotothebeginningortheendofthegraph.
Clickthesliderbarmarkeratthebottomofthewindow.Anumberwillbedisplayed.Dragthe
markertotheleftorrighttospecifyhowmanyhours/days/weeks/monthsyouwantdisplayedon
thehorizontalaxisofthegraph.
ClickResettoreturntotheoriginaldisplayarea.
Youcanmovethegraphhorizontally,verticallyanddiagonallyonthewindowusingthemouse.To
dothis,positionthecursoroverthegraph,rightclickthemouse,andwhileholdingthebutton
down,movethecursoraround.
To print a graph
Toprintthegraph,clickPrint F4,orpressF4.Thegraphwillbeprintedtoyourreportprinter.
GRAPHS
2 6 9
Reversing debtor payments

MYOBRetailManagergivesyoutheoptiontoreverseadebtorpayment.Thisisuseful,forexample,ifa
customerschequebouncedorifyoumadeamistakeenteringthepaymentinRetailManageryou
enteredthewrongamountorthepaymentwasallocatedtothewrongcustomer.Oncethepaymentis
reversed,youcanreturntotheDebtorPaymentswindowandrecordthepaymentcorrectly.
Security TheReversalofDebtorPaymentsfunctionispasswordprotectedwhenyouselectthe
AdminSecurityoptionintheSecurityOptionswindow.
NOTE :
To reverse a debtor payment

1
GototheAdminmenuandchooseReverseDebtorPayments.TheReversalofDebtorPayments
windowappears.
IfyouhavepasswordprotectedtheAdministrationfunctionsintheSecurityOptionswindow,you
willneedtoenteryourpasswordbeforeyoucanproceed.
Enteryourstaffnumberandtherequiredcustomernumber.
Alistofpaymentsmadebythecustomerappearsinthegrid.
Highlightthepaymentyouwanttoreverse.TabtotheCommentsfieldandenterthereasonforthe
reversal.
NotethatRetailManagerwillnotpermityoutocommitthetransactionuntilyouentersometextin
theCommentsfield.
ClickCommit F10orpressF10tocommitthetransaction.
YoucannowgototheDebtorPaymentswindowandreenterthecustomerspaymentcorrectly.
Formoreinformation,seeCustomerstatementsonpage 238.
Cancelling orders
InMYOBRetailManageryouhavetheflexibilitytocanceleitheranentireoutstandingpurchaseorder,
asingleitemonorderoracustomerspecialorder.
Tocancelapurchaseorderonpage 271
Tocancelanindividualitem/orderlineonpage 271
Tocancelacustomerspecialorderonpage 271.
Security TheCancelOrdersfunctionispasswordprotectedwhenyouselecttheAdminSecurity
optionintheSecurityOptionswindow.
NOTE :
270
C H A P T E R 8
ADMINISTRATION
To cancel a purchase order

TheoutstandingpurchaseordersaredisplayedinthePurchaseOrderstaboftheCancellationof
OutstandingOrderswindow.Fromthistab,youcandeletepurchaseorderswithallitemsthatareyet
tobereceived.
NOTE : Costcolumnhidden TheCostcolumnmaybehiddenifyoubelongtoastaffgroupwithrestricted
accessprivileges.Formoredetailsaboutsettingupaccessprivileges,seeSettingyoursecurityoptionson
page 284.
Formoreinformationaboutcancellingapurchaseorder,seeTocancelanoutstandingpurchaseorder
onpage 129.
To cancel an individual item/orderline

Theindividualitemsorderlinesthathavebeenorderedbutnotreceivedaredisplayedinthe
IndividualItemstaboftheCancellationofOutstandingOrderswindow.
1
EnterthesuppliernumberintheSupplierfieldtodisplayordersforonlythatsupplier.
UsethearrowkeystofindtheorderlineyouwanttocancelandpressEnter.Youwillbeprompted
toconfirmthatyouwanttocanceltheorderline.SelectYes.
To cancel a customer special order

ThespecialordersassignedtoasupplierandcurrentlyonorderaredisplayedintheSpecialOrderstab
oftheCancellationofOutstandingOrderswindow.
Rememberthatifyoucancelaspecialorder,youmayalsoneedtocancelthepurchaseorderyou
createdforthatspecialordereditem.
NOTE :
EnterthesuppliernumberintheSupplierfieldtodisplayordersforonlythatsupplier.
UsethearrowkeystofindthespecialorderyouwanttocancelandpressEnter.Youwillbe
promptedtoconfirmthatyouwanttocancelthespecialorder.SelectYes.
CANCELLINGORDERS
2 7 1
Maintaining staff, customer and supplier

records
Thereareanumberofadministrativetaskstohelpyoumaintainyourstaff,customerandsupplier
records.Thefollowingtasksareincludedinthissection.
Mergingstaff,customerorsupplierrecordsbelow
Deletingstafforcustomerrecordsonpage 273
Reallocatingstaff,customerorsupplierIDsonpage 275.
Merging staff, customer or supplier records

NOTE :
Mergingstockitems SeeMergingstockitemsonpage 120fordetailsaboutmergingstockitems.
Mergingrecordsisausefultooltocorrecttheaccidentalduplicationofastaff,customerorsupplier
record.Whenyoumergetworecords,theinformationcontainedintheoldrecordismergedwiththe
newrecord.
Mergestaff,customerorsupplierrecordswhenyouhavetwoexistingrecords.Ifyouwanttochangea
staffmembers,customersorsuppliersnumber,youneedtoreallocatethenumber.SeeReallocating
staff,customerorsupplierIDsonpage 275formoreinformation.
NOTE : Security TheMerge/DeleteRecordsfunctioncanbepasswordprotectedbyselectingtheAdmin
SecurityoptionintheSecurityOptionswindow.Youcanalsopasswordprotectthisfeaturebyselectingthe
appropriateStaff,Stock,SupplierorCustomerDetailscheckboxintheSecurityOptionswindow.Ifpassword
protected,youwillbepromptedforapasswordwhenyouattempttoselectarecordfromtheMerge/Delete
Recordswindow.SeeSecurityonpage 283formoreinformationaboutsecurityandpasswords.
To merge staff, customer or supplier records

CAUTION : Mergingrecordswillcloseyourshopfront Whenyouhavecompletedamerge,RetailManager
closesyourshopfronttocompletetheoperation.Ensurethatallotherconnectionstoyourshopfrontare
closedbeforecompletingarecordmerge.
272
GotoAdminmenuandchooseMerge/DeleteRecords.TheMerge/DeleteRecordswindow
appears.
C H A P T E R 8
ADMINISTRATION
ClickintheSelectrecordsfromfieldandchoosethetypeofrecordyouwanttomerge:staff,
customerorsupplier.
EnterthenumberoftheoldrecordintheOldNofieldandpressENTER.Alternatively,clickthe
searchicon(
)andchoosetherecordfromthedisplayedlist.
EnterthenumberofthenewrecordintheNewNofield.
ClickMerge F10orpressF10tocommittheinformation.
Continuetomergeotherrecords,orclickthecloseicon(
Recordswindow.
)orpressESCtoclosetheMerge/Delete
Aninformationwindowappears,informingyouthatRetailManagerwillcloseandreopenyour
shopfront.
7
ClickOK.
Yourshopfrontclosesandthestaff,supplierorcustomerrecordsaremerged.Ifyouhaveasingle
shopfront,RetailManagerwillreopenyourshopfront.Ifyouhavemultipleshopfronts,selectthe
shopfrontyouwanttoopen.
Onceyouhavemergedthetworecords,theoldnumberisclearedandcanbeassignedtoanother
customer,staffmemberorsupplier.
Deleting staff or customer records

NOTE :
Deletingstockitems
seeDeletingstockitemsonpage 121forinformationaboutdeletingstock
items.
TheDeleteRecordsfunctionisusefulfordeletingstafforcustomerrecordsthathavebeenenteredin
MYOBRetailManagerbymistakeorthatyounolongerrequireinthesystem.
RetailManagercreatesarecordcalled<Deleted>thefirsttimeyoudeletearecord,andmergesyour
recordintothisrecord.Allrecordsthatyoudeletesubsequentlyaremergedintothe<Deleted>record.
NOTE : Security TheMerge/DeleteRecordsfunctioncanbepasswordprotectedbyselectingtheAdmin
SecurityoptionintheSecurityOptionswindow.Youcanalsopasswordprotectthisfeaturebyselectingthe
appropriateStafforCustomerDetailscheckboxintheSecurityOptionswindow.Ifpasswordprotected,you
willbepromptedforapasswordwhenyouattempttoselectarecordfromtheMerge/DeleteRecords
window.SeeSecurityonpage 283formoreinformationaboutsecurityandpasswords.
Notethatyoucannotdeleteacustomerrecordifthecustomerhasanyoutstandinginvoices,laybys,
creditnotes,giftvouchers,deposits,orspecialorders.
NotealsothatyoucannotdeletesupplierrecordsinRetailManager.Youcan,however,hiderecords
thatyoudontwanttoappearwhensearchingorgeneratingreports.Formoreinformation,seeHiding
recordsinsearchesandreportsonpage 73.
Deletingrecords Whenyoudeletearecorditispermanentlyremovedfromthesystem.Make
sureyoudeletethecorrectrecord.
CAUTION :
MAINTAININGSTAFF,CUSTOMERANDSUPPLIERRECORDS
2 7 3
To delete staff or customer records

NOTE : Deletingrecordswillcloseyourshopfront Whenyouhavecompletedadelete,RetailManager
closesyourshopfronttocompletetheoperation.Ensurethatallotherconnectionstoyourshopfrontare
closedbeforecompletingarecorddelete.
GototheAdminmenuandchooseMerge/DeleteRecords.TheMerge/DeleteRecordswindow
appears.
ClickthedownarrownexttotheSelectrecordsfromfieldandchoosethetypeofrecordyouwant
todelete:stafforcustomer.
EnterthestafforcustomernumberintheOldNofieldandpressENTER.Alternatively,clickthe
searchicon(
)andchoosetherequiredrecordfromthedisplayedlist.
ClickDeleteRecord.Youwillbepromptedtoconfirmthatyouwanttodeletetherecord.ClickYes.
Continuetodeleteotherrecords,orclickthecloseicon( )orpressESCtoclosetheMerge/Delete
Recordswindow.Aninformationwindowappears,informingyouthatRetailManagerwillcloseand
reopenyourshopfront.
ClickOK.
Yourshopfrontclosesandthestafforcustomerrecordispermanentlydeletedfrom
RetailManager.Youcanusethisrecordnumberforanewrecord.Ifyouhaveasingleshopfront,
RetailManagerwillreopenyourshopfront.Ifyouhavemultipleshopfronts,selecttheshopfront
youwanttoopen.
274
C H A P T E R 8
ADMINISTRATION
Reallocating staff, customer or supplier IDs

Ifyouwanttochangeacustomers,suppliers,orstaffmembersnumbertoanewnumber,youcan
reallocatethenumber.Thiswouldbeuseful,forexample,ifyoumadeamistakewhencreatingan
number.
NOTE :
Stock
SeeBarcodesonpage 150forinformationaboutreallocatingastockitemnumber.
To reallocate staff, customer, or supplier IDs

1
GototheAdminmenuandchooseReallocateNumbers.
ClickthedownarrownexttotheSelectrecordsfromfieldandchoosethetypeofrecordyouwant
toreallocate:customer,stafforsupplier.
Entertheoldstaff,customerorsuppliernumberintheOldIdfieldandpressENTER.Alternatively
clickthesearchicon(
)andchoosetherequirednumberfromthelist.
Enterthenewstaff,customerorsuppliernumberintheNewIdfield.Thismustbeanewnumber.
IfyouwantRetailManagertoassignanewnumber,pressF5,andthenewstaff,customeror
suppliernumberisdisplayed.
ClickReallocate F10orpressF10tocommittheinformation.
Onceyouhavereallocatedthestaff,customerorsuppliernumber,theoldnumberisclearedand
canbeassignedtoanewstaffmember,customerorsupplier.
MAINTAININGSTAFF,CUSTOMERANDSUPPLIERRECORDS
2 7 5
Maintaining your shopfront database

ItisimportanttomaintainyourMYOBRetailManagershopfrontdatabasebymakingregularbackups,
andkeepingitcompactforgoodperformance.
YoucanperformallofyourshopfrontmaintenancetasksfromtheShopfrontConfigurationwindow.
However,somemaintenancetaskscanalsobeinitiatedfromtheFilemenu.Ifyouwantyoucanalso
activateabackupfromtheautomaticbackupprompt.SeeTobackupfromtheautomaticprompton
TherearesixshopfrontmaintenanceoptionsintheMaintenancetaboftheShopfrontConfiguration
window.Theseareoutlinedinthefollowingsections.
Shopfrontmaintenance
option
See
Backup
Performingabackupbelow
Rebuild/Compact
Rebuildingandcompactingyourshopfrontdatabaseonpage 279
Restore
Restoringyourshopfrontfromabackupfileonpage 279
Archive
Archivingyourshopfrontdatabaseonpage 281
StoreOffline
Storingdataofflineonpage 282
MergeOffline
Mergingofflinedataonpage 282
Performing a backup
Thebackupprocessincludescompressionofyourshopfronttoreducethespacerequiredforstoring
yourbackupfiles,aswellasallowingyoutobackuptodifferentmediaandcreatingabackupthatwill
spananumberofdisksifthebackupfileislarge.
ThefollowingthreeMYOBRetailManagerfilesarebackedup:
recent.mdb
archive.mdb
offline.mdb
Ifyouneedtorestoreyourshopfront,youcanuseyourlatestbackupfile.Itisimportanttomake
regularbackupfilesofyourdatabasethemoreregularyourbackups,thelessdatayouwillloseinthe
eventoftherebeingaproblemwithyourcomputerordatabasefile.
ItisparticularlyimportantthatyoubackupyourRetailManagershopfrontafterinstallationandsetup,
butbeforeupgrading.
Thereareseveralwaysinwhichyoucanstartthebackupprocess:
276
Fromtheautomaticbackupprompt.Seepage 277.
ManuallyfromtheShopfrontConfigurationwindow.Seepage 277.
ManuallyfromtheFilemenu.Seepage 278.
C H A P T E R 8
ADMINISTRATION
To back up from the automatic prompt

WhenyouinstallRetailManager,thebackupreminderquestionissettoautomaticallydisplay.
YoucandisabletheautomaticdisplayofthispromptbyselectingtheInfuture,donotdisplaythis
messageagainoption.
Reactivatingthebackupreminderquestion Toreactivatetheautomaticreminder,gototheSetup
menuandchooseOptions.SelectAlertsfromtheOptionsmenu.SelecteitherorbothofthePromptfordata
backupwhenclosingorPromptfordatabackupwhenopeningoptions.
NOTE :
ClickYestobeginthebackupprocess.TheSaveaswindowappears.
ClickSavetosaveyourbackuptotheRetailManagerdefaultdirectory.
TheRetailManagerdefaultfolderforbackupfilesisBackup,locatedinyourshopfrontfolder.You
canchoosetousethedefaultfolder,oryoucannavigatetoanotherlocationtostoreyourbackup
files.
Werecommendyoustoreyourbackupfilesonremovablemedia,suchasaportableharddriveor
CDR/Wdrive.
ThebackupprocessiscompletedbyRetailManager.Whenthebackupprocesshasfinished,a
confirmationmessageappears.
ClickOKtoacceptthismessage.Yourbackupiscomplete.
To back up manually from the Shopfront Configuration window

RetailManageronanetwork IfyouareusingRetailManageronanetwork,shutdownanyother
linkedRetailManagersessionsfirst,beforebackingupyourdatabase.
NOTE :
RetailManagerprovidesyouwiththeoptiontoperformamanualbackupatanytime.Youcanusethe
BackupoptionintheShopfrontConfigurationwindow,oryoucaninitiateabackupfromtheFile
menu.
1
GototheFilemenuandchooseConfiguration.
Ifyouhaveyourshopfrontopen,amessageappearsaskingifyouwanttocloseyourcurrent
shopfront.ClickYes.
TheShopfrontConfigurationwindowappears.
Ifyouhavemultipleshopfronts,makesureyouhighlighttheshopfrontyouwanttobackup.
MAINTAININGYOURSHOPFRONTDATABASE
2 7 7
ClicktheMaintenancetab.TheMaintenanceviewappears.
ClickBackup.
files.
CDR/Wdrive.
ClickOKtoacceptthismessage.
Yourbackupiscomplete.
To back up manually from the File menu

1
GototheFilemenuandchooseBackup.Ifyouhaveyourshopfrontopen,amessageappears
askingifyouwanttocloseyourcurrentshopfront.ClickYes.
files.
CDR/Wdrive.
ClickOKtoacceptthismessage.Yourbackupiscomplete.
NOTE : Backingupyourshopfrontdatabaseatcashup RetailManageralsobacksupyourdatabase
automaticallyaspartofyourdailycashupprocedure.SeeCashingupforthedayonpage 254formore
information.
278
C H A P T E R 8
ADMINISTRATION
Rebuilding and compacting your shopfront database

Whenthisoptionisselected,MYOBRetailManagerbothrebuildsandcompactsyourshopfront
database.
Yourshopfrontmayneedtoberebuiltintheeventofunforeseenaccidentssuchaspowerfailure,
whereRetailManagerhasnotbeenexitedproperly,theshopfrontfilehasbeencorrupted,orsomeone
hasinterferedwithit.RetailManagercanfixmostproblemsbyrebuildingtheshopfrontdatabase;
howeverifthisfailsyoumayhavetorestorefromyourbackupdatabasefiles.Whenyoucompactyour
shopfront,youoptimisethesizeoftheshopfrontdatabase,sothatoverallsystemperformanceis
enhanced.Youshouldcompactyourshopfrontdatabaseeveryweek.
To rebuild and compact your database

linkedRetailManagersessionsfirst,beforecompactingyourdatabase.
NOTE :
GototheFilemenuandchooseConfiguration.SelectYestoclosedownyourcurrentshopfront.
TheShopfrontConfigurationwindowappears.
Ifyouhavemultipleshopfronts,makesureyouhighlighttheshopfrontyouwanttorebuildor
compact.
ClicktheMaintenancetab.
ClickRebuild/CompactDatabase.ClickYestorebuildandcompactyourshopfrontdatabase.
Yourshopfrontdatabasewillbecompactedandrebuilt.Iftherebuildisnotsuccessful,anerror
messagewillbedisplayed,andyouwillhavetorestoreyourdatafromabackupfile.SeeRestoring
yourshopfrontfromabackupfilebelow.
Restoring your shopfront from a backup file

Itisimportanttomakeregularbackupsofyourshopfrontdatabasethemoreregularyourbackups,
thelessdatayouwillloseintheeventoftherebeingaproblemwithyourcomputerorshopfrontdata.
Ifyouneedtorestoreyourshopfrontdatabaseyoucanuseyourlatestbackupfile.
Threerestoreproceduresareprovidedforyoutorestoreyourshopfrontfromabackupfile:
Procedure 1Create a new shopfront using restored data
Thisprocesscreatesanewshopfrontforyouinafolderseparatefromyourcurrentshopfront.The
newshopfrontisautomaticallynamedusinginformationfromthenameofthebackupfile.
RetailManagerwillautomaticallyconnecttothisnewshopfront,allowingyoutoopenandcheck
thedatayouhavesavedinyourbackupfile.
Werecommendthatwhenrestoring,youusethisprocessfirst,asyoucancheckthedatainyour
shopfronttomakesurethatthebackupfileistheoptimumonetoreplacetheshopfrontwith
whichyouarehavingproblems.
Procedure 2Restore your shopfront to a new folder
Thisprocessletsyouchooseafoldertowhichyouwanttorestoreyourshopfront.
However,thisprocessdoesnotconnectyourrestoredshopfrontandisonlyrecommendedifyou
haveagoodknowledgeofhowRetailManagerusesthedatabasefilesthatmakeupashopfront.
2 7 9
Procedure 3Restore your shopfront to its original folder automatically

Thisprocesswillrestoreyourshopfronttoitsoriginalfolder,effectivelyoverwritingandreplacing
yourcurrentproblemshopfront.Usethisprocessifyouarecertainthatthebackupfilefromwhich
youarerestoringisthelatestcleanversionofyourshopfront.
WerecommendthatyoufirstuseProcedure1Createanewshopfrontusingrestoreddata,above
tomakesuretheshopfrontyouarerestoringistheoneyouwanttocontinuetouse.
Werecommendthatyoufirstcreateanewshopfrontusingrestoreddata,checkthenewshopfrontfor
correctnessandmakesureitisthemostrecentbackupavailable,thenrestoreyourshopfrontusing
Procedure3Restoreyourshopfronttoitsoriginalfolderautomatically,above,therebyreplacingyour
shopfrontwiththebestbackupyouhaveavailable.
Analternativeprocedureistorenametherestoredshopfrontwithyouroriginalshopfrontname,once
youaresatisfiedthattherestoreddataisthemostvalidofyourbackupstoreplaceyourshopfront.
To restore your shopfront
280
GototheFilemenuandchooseConfiguration.Amessageappearsstatingthatyourshopfrontwill
havetobeclosed.
ClickYes.TheShopfrontConfigurationwindowappears.
ClicktheMaintenancetab.TheMaintenanceviewappears.
ClickRestore.TheSelectFiletoRestorewindowappears.
C H A P T E R 8
ADMINISTRATION
Selectthebackupfilefromwhichyouwanttorestore.Generally,youwouldwanttorestorefrom
themostrecentbackupfile.
ClickOpen.
TheSelectRestoreProcedurewindowappears.
TheSelectRestoreProcedurewindowprovidesyouwiththreechoicesofrestoreprocedure.Make
sureyouarefamiliarwitheachoption.RefertoRestoringyourshopfrontfromabackupfileon
NOTE : Recommendedprocedure WerecommendyoufirstuseProcedure1Createanewshopfront
usingrestoreddataonpage 279.Thencheckthattheshopfrontcreatedfromthisprocedureistheone
youwanttorestoreto,andperformtheentireprocedureagain,thistimeusingProcedure3Restore
yourshopfronttoitsoriginalfolderautomaticallyonpage 280.Thiswillreplaceyourdamagedshopfront
withanolderversionthatyouhavecheckedforcorrectness.
SelectthedesiredprocedureandclickOK.
NOTE : Shopfrontpassword Ifyourshopfrontispasswordprotected,andyouhavechosenanoption
thatwillreplaceanexistingshopfront(thatisifyouchoseProcedure2Restoreyourshopfronttoanew
folderonpage 279orProcedure3Restoreyourshopfronttoitsoriginalfolderautomaticallyon
page 280),theShopfrontPasswordwindowappears.Tocontinuewiththisoperationyoumustenter
yourpassword.
Therestorationprocedureyouselectedcompletesautomatically,andyourshopfrontisrestored.A
windowappearsstatingthattheshopfrontisrestoredtotheselectedfolder.
10
ClickOKtocompletethisprocedure.
Archiving your shopfront database

Asyouentertransactionsdaily,yourshopfrontdatabasefilecangrowconsiderablyinsize.Thiscan
affecttheefficiencywithwhichMYOBRetailManagerworks.Archivingyourshopfrontdatabase
improvesitsperformancesignificantly.Werecommendthatyouarchiveatleastonceaweek.
NotethattheArchiveDatabasefunctionimprovestheperformanceofyourshopfrontdatabase.It
doesnotremoveanydatafromyoursystemoraffectyourdatainanyway.
To archive your database

linkedRetailManagersessionsfirst,beforearchivingyourdatabase.
NOTE :
GototheFilemenuandchooseConfiguration.ClickYestoclosedownyourcurrentshopfront.The
ShopfrontConfigurationwindowappears.
2 8 1
Ifyouhavemultipleshopfronts,makesureyouhighlighttheshopfrontyouwanttoarchive.
ClickArchive.Confirmthatyouwanttoarchivethedatabase.
RetailManagerbacksup,archives,rebuildsandcompactsyourdatabase.
Storing data offline

Ifyouhavelargeamountsofolddata,youcanimprovetheperformanceofyourshopfrontdatabaseby
storingthisdataoffline.WhenyouselecttheStoreOfflineoption,MYOBRetailManagerremoves
recordspriortothespecifiedcutoffdatefromthedatabaseandstorestheminaseparatefile
(offline.mdb).Thismakesyourdatabasesmallerandconsequentlyfaster.Ifyouneedtoaccessthedata
youstoredoffline,youcanmergeitwithyourdatabase.
Whenyoustoredataoffline,allfinalisedtransactionsbeforethespecifiedcutoffdatewillberemoved
fromthesystem.Thesetransactionswillnolongerappearinsearches,lookups,drilldownsorreports.
To store data offline

1
GototheFilemenuandchooseConfiguration.ClickYestocloseyourcurrentshopfront.The
Ifyouhavemultipleshopfronts,makesureyouhighlighttheshopfrontwanttostoreoffline.
ClickStoreOffline.TheOfflineArchivewindowappears.
EnterthecutoffdatefortheofflinearchiveintheDatefield.Allfinalisedtransactionsmadebefore
thisdatewillbestoredoffline.
Unfinalisedtransactions Laybys,creditnotes,quotes,salesorders,purchaseordersand
customerspecialordersthathavenotbeenfinalisedwillnotbestoredoffline.
NOTE :
ClickContinue.Datapriortothecutoffdateisremovedandstoredoffline.
Merging offline data

TheMergeOfflineoptionmergesdatayoustoredoffline,backintothesystem.Thisisareversalofthe
StoreOfflineoptiondescribedintheprevioussection.Theofflinedataismergedwithyourcurrent
dataandappearsinsearches,drilldowns,lookupsandreports.
To merge offline data

1
GototheFilemenuandchooseConfiguration.ClickYestoclosedownyourcurrentshopfront.The
Ifyouhavemultipleshopfronts,makesureyouhighlighttheshopfrontyouwanttomergedata
into.
ClickMergeOffline.
Theofflinedataismergedbackintothesystem.
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Security
MYOBRetailManagersecurityallowsyoutocontrolyourstaffsaccesstocertainareasandfunctions
withinRetailManager.
Settingupandadministeringsecurityisastraightforwardprocess,detailedinthissection.Information
ispresentedinasequencedesignedtoassistyouinthesetupofRetailManagersecurity.
HowRetailManagersecurityworks Securitysettingsoraccessrestrictionsareassignedviastaff
groupsthatyoucreate.Asecuritystaffgroupallowsyoutosetaccessprivilegesthatcanbeassignedto
anumberofstaffmembers.Inthiswayyoucangroupstaffbythelevelofaccessyoumightwantthem
tohave.
Forexample,youmightwantonlyoneadministratorwhocanhavefullaccesstoallpartsof
RetailManager,agroupofstoremanagerswhohaveaccesstomostareas,andastaffgroupthatmight
bespecificallysetupforstaffwhosedutiesonlyincludePOSoperations.Creatingstaffgroupsand
assigningdifferentaccessprivilegestoeachoneisasimpleandeffectivemeansofcreatinga
hierarchicalsecuritysysteminRetailManager.
HowyourstaffinteractwithRetailManagersecurity WhenastaffmemberaccessesRetailManager
withsecurityenabled,theymustsignontogainaccesstotheRetailManagershopfront.
Theymayfirsthavetochoosethesignonmethod,dependingonwhetheryouhavechosentodisplay
thesignonmethodwindowwhenRetailManagerstarts.(SeeSettingthesignonmethodon
page 286formoreinformationabouttheSignonMethodwindow.)
Onceasignonmethodhasbeenchosenorifthesignonmethodisalreadyset,theSignonwindow
appears.
AstaffmembermustentertheirstaffnumberandpasswordtogainaccesstotheRetailManager
shopfront.
Onceastaffmemberhassignedon,theycanthenuseRetailManagerwithaccessrestrictionsbasedon
thestaffgroup(s)towhichtheybelong.SeeRestrictingstaffgroupprivilegesonpage 290formore
informationaboutrestrictingaccesstoareasofRetailManager.
SECURITY
2 8 3
AccessingarestrictedareaofRetailManager
areasofRetailManager.
Usingsecuritysettings,yourestrictaccesstocertain
IfastaffmemberattemptstoaccessanareaorfunctionofRetailManagerfromwhichtheiraccessis
restricted,theSecurityOverridewindowappears.
Togainaccesstotherestrictedareaorfunction,anotherstaffmemberwhohasappropriateprivileges
mustentertheirstaffnumberandpasswordintheSecurityOverridewindow.
Oncearestrictedfunctionorareahasbeenused,securityoncemorerevertstothelevelofrestriction
ofthestaffgroupoftheoriginalsignedonstaffmember.Furtherattemptstoaccessrestricted
functionswillcausetheSecurityOverridewindowtoappear.
IfyoudonotwanttousesecurityinRetailManager Ifyoudonotwanttousethesecurityfeature
inyourdaytodayoperations,youdonothavetodoanything.Whenyouinstallorupgrade
RetailManager,securityisnotenabled.
NOTE : IfyouareupgradingfromapreviousversionofRetailManager Ifyouusedsecurityfeaturesin
yourpreviousversionofRetailManager,yourshopfrontpasswordwillstillapplyandisusedtopassword
protecttheSecuritywindowaswellasyourshopfront.SeeyourRetailManagerupgradeinstructionsformore
information.
FordetailedinformationaboutsettingsecurityoptionsinRetailManager,seeSettingyoursecurity
optionsbelow.
Setting your security options

SettingupMYOBRetailManagersecurityinvolvesthefollowingsteps:
Ste
p
284
Description
Enablingsecurityon
page 285
WithRetailManageryouhavetheoptiontonotusethesecurityfeatures.If
youchoosetouseRetailManagersecurityyoumustenableitfirst.
Settingthesignon
methodonpage 286
Thesignonmethodinfluencesthewaythatstaffsignontoanduse
RetailManagerfromaparticularcomputer.Youcanchangethesignon
methodatanytime.Settingthesignonmethodasyoursecondstepto
settingupsecurityhelpsguideyouinthewayyouwanttousesecurity.
Maintainingstaff
groupsonpage 288
Staffgroupsareusedtoapplyaccessrightsandrestrictions.Restrictionsto
certainareasorfunctionsofRetailManagerareappliedtoastaffgroup,and
thenastaffmemberisassignedtothegroup.
C H A P T E R 8
ADMINISTRATION
Ste
p
Description
Restrictingstaffgroup
privilegesonpage 290
Whenastaffgroupiscreated,therearenorestrictionstoareasorfunctionsof
RetailManager.Youapplyrestrictionssoyoucanlimittheareasandfunctions
ofRetailManagerthatareavailabletostaff.
Assigningstafftostaff
groupsonpage 291
Whenyouassignastaffmembertoastaffgroup,thestaffmemberhasaccess
rightsandrestrictionsthataresetforthestaffgroup.
NOTE : Youcannotperformsalesduringsecuritysetup Youmustcloseallwindowsinyourshopfront

whensettingupsecurity.ItisrecommendedthatyousetupsecurityatatimewhenyourRetailManager
computerisnotbeingusedforPOSoperations.
Enabling security
IfyouusedasecuritypasswordinyourpreviousversionofMYOBRetailManager,yourpasswordis
requiredtoopentheSecuritywindowandisalsousedtopasswordprotectyourshopfront.
WhenyoufirstopentheSecuritywindow,oneortwostaffgroupswillbepredefined;theOldSecurity
staffgroupandtheAdministratorstaffgroup.
TheOldSecuritystaffgroup TheOldSecuritystaffgroupiscreatedifyouhadsecuritysettingsina
previousversionofRetailManagerandyouhaveupgradedtoRetailManagerv11.Thesesecurity
settingshavebeensavedandconvertedtoastaffgrouptoreducethetimerequiredforyoutosetup
securityinyournewversionofRetailManager.
TheAdministratorstaffgroup TheAdministratorstaffgroupisautomaticallycreatedandcannotbe
editedordeleted.Usersassignedtothisgrouphavefullaccesstoallwindowsandfunctionswithin
RetailManager.
ToenablesecurityyoumustassignatleastonestaffmembertotheAdministratorstaffgroup.
SETTINGYOURSECURITYOPTIONS
2 8 5
To assign a staff member to the Administrator staff group

AssigningastaffmembertotheAdministratorgroupmeansthatyouareenablingsecurity.
1
GototheSetupmenuandchooseSecurity.TheSecuritywindowappears.
ClicktheAssignStafftoStaffGroupstab.TheAssignStafftoStaffGroupsviewappears.
SelecttheAdministratorstaffgroupbyclickingAdministratorintheStaffGroupslist.
Selectthecheckbox(inthefirstcolumn)ofthestaffmember(s)youwanttoincludeinthe
Administratorstaffgroup.
ClickApplytorecordyourselections.
ClickOKtoclosetheSecuritywindow.
Whenyouhaveenabledsecurity,youmaywanttocontinuesettingyoursecurityoptionsbysettingthe
signonmethod.Formoreinformation,seeSettingthesignonmethodbelow.
Setting the sign-on method

Whenyouhavesecurityenabled(seeEnablingsecurityonpage 285formoreinformation),youcan
choosebetweentwomethodsofsigningon.
ThesetwomethodsinfluencehowthesecurityworkswithaparticularsessionofMYOB
RetailManager.Thesignonmethodthatyouchooseisonlyrelevanttothecomputeryouareworking
on.IfyouarerunningRetailManageronanetwork,youneedtosetthesignonmethodfromeach
computeronthenetwork.ThetwosignonmethodsareStaffGroupandIndividual.
Usingthestaffgroupsignonmethod Thestaffgroupsignonmethodallowsanymemberofa
chosenstaffgrouptosignonandperformRetailManagerfunctionswithoutreopeningtheshopfront.
Usingthestaffgroupmethodofsigningon,anumberofstaffmembersareabletosignontouseone
computerrunningaRetailManagershopfront.
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Usingtheindividualsignonmethod Theindividualstaffsignonmethodallowsonlyonestaff
membertosignontotheshopfront.Thestaffnumberandnamefieldsontransactionscreensare
automaticallypopulatedwiththeindividualstaffmembersinformationandarelocked.Thestaff
memberwillhavetheirnamerecordedagainstalltransactions.
NOTE : Accessingsecureareas AreasorfunctionsofRetailManagerunavailableduetosecuritystaffgroup
restrictionscanonlybeaccessedbyastaffmemberwhoispartofanotherstaffgrouptowhichtherestriction
doesnotapply.
To set the sign-on method for a shopfront

1
YousetthesignonmethodforashopfrontusingtheSignonMethodwindow.Whenyoufirst
enablesecurity,theSignonMethodwindowautomaticallyappearswhenyouopenyour
shopfront.
FromtheSignonMethodwindow,selecteitherStaffGrouporIndividualStaffasyoursignon
methodforthisshopfront.
NOTE : Settingupsecurityforthefirsttime Ifthisisthefirsttimeyouaresettingupsecurity,you
mightwanttosignonasanindividualstaffmemberandperformothersecurityadministrationtaskssuch
ascreatingstaffgroups,applyingrestrictionstostaffgroups,andassigningstaffmemberstothegroups.
IfyouchooseStaffGroupasyoursignonmethod,theStaffGroupdropdownlistbecomesactive.
Selectthestaffgroupthatyouwanttousetodefinesecurityforthisshopfrontfromthedropdown
list.
IfyouchooseIndividualStaffasyoursignonmethod,theStaffGroupdropdowndoesnotapply
andcannotbeused.
ClickOKtorecordyourchanges.
To set the sign-on method window to not display

WhentheInfuture,donotdisplaythiswindowoptionisselected,thesignonmethodwill
automaticallyapplytothisshopfrontthenexttimeitisopened.Thatis,onlytheSignonwindow
appears.
Ifyouwanttoregularlychangeyoursignonmethod,leavethisoptiondeselected.Whenyouleavethe
Infuture,donotdisplaythiswindowoptiondeselected,theSignonMethodwindowappearseach
timetheshopfrontisopened.
2 8 7
To redisplay the sign-on method window

IfyouhavepreviouslychosentonotdisplaytheSignonMethodwindow,butnowwanttochangethe
signonmethod,performthefollowingprocedure:
1
MakesureGeneralisselectedinthesidemenu,andclicktheOthertab.
IntheMiscellaneousgroupoftheOthertab,selecttheDisplaySignonMethodwindowoption.
Thenexttimeyoucloseandopenyourshopfront,theSignonMethodwindowappearsandyou
areabletochangeyoursignonmethod.
Whenyouhavesetthesignonmethod,youmaywanttocontinuesettingyoursecurityoptionsby
maintainingstaffgroups.Formoreinformation,seeMaintainingstaffgroupsbelow.
Maintaining staff groups

Thissectionprovidesinformationandprocedurestoguideyouintheprocessofcreating,editingand
deletingstaffgroups.
To create staff groups
288
ClicktheCreate/EditStaffGroupstab.
ClickCreate.TheCreateStaffGroupwindowappears.
IntheNamefield,typethenameyouwanttouseforthisstaffgroupandpressTAB.Thecursor
automaticallymovestotheAbbrev.field.AsuggestedabbreviationisdisplayedintheAbbrev.
field.
C H A P T E R 8
ADMINISTRATION
PressTABtoaccepttheabbreviationortypeanabbreviationofyourown.
NOTE :
Abbreviationforstaffgroups
Youcanenteranabbreviationuptofivecharacterslong.
IntheDescriptiontextbox,enteradescriptionofthestaffgroupyouarecreating,forexample
POSonly.
WhenyouhavecompletedthefieldswithintheCreateStaffGroupswindow,clickOK.Thenew
staffgroupisaddedtothelistofstaffgroupsintheCreate/EditStaffGroupsview.
To edit staff groups

Youcaneditthename,abbreviationanddescriptionofastaffgroupyouhavecreatedfromthe
Create/EditStaffGroupsview.
1
Highlightthestaffgroupyouwanttoedit.
ClickEdit.TheEditStaffGroupwindowappears.
NOTE :
Administratorstaffgroup
YoucannotedittheAdministratorstaffgroup.
FromtheEditStaffGroupwindowyoucanchangethestaffgroupname,abbreviationand
description.Tochangethesedetailsclickortabtotheappropriatefieldsandenterthenewdetails.
To delete staff groups

1
Highlightthestaffgroupyouwanttodelete.
ClickDelete.
NOTE :
Administratorstaffgroup
YoucannotdeletetheAdministratorstaffgroup.
Awarningmessageappears.ClickYesifyouarecertainyouwanttodeletethespecifiedstaff
group.
ClickApplytosaveyourchanges.
Whenyouhavecreatedstaffgroups,youmaywanttocontinuesettingyoursecurityoptionsby
restrictingstaffgroupprivileges.Formoreinformation,seeRestrictingstaffgroupprivilegeson
page 290.
2 8 9
Restricting staff group privileges

Onceyouhavecreatedastaffgroup(SeeMaintainingstaffgroupsonpage 288),thenextstepisto
applyaccessrestrictionstothestaffgroup.
Whenyoufirstcreateastaffgroup,norestrictionsareapplied.Amemberofthisstaffgrouphasthe
sameaccesstoMYOBRetailManagerasamemberoftheAdministratorstaffgroup,exceptforsome
securityspecificsettings.
To display staff group privileges

1
GototheSetupmenuandchooseSecurity.
ClicktheRestrictStaffGroupPrivilegestab.TheRestrictStaffGroupPrivilegesviewappears.
TheRestrictStaffPrivilegesviewisdisplayedasagridwithtwomainareasthePrivilegesarea
andtheStaffGroupsarea.
ThePrivilegesareadisplaysatreestructurewithheadingsthatcorrespondtoeach
RetailManagermenuandsublevelsforeachmenuitemorfeature.Youcanexpandeach
headingtolistthemenuitemsbeneathit.
TheStaffGroupsareadisplaysthestaffgroupsyouhavecreated.Ifyoucannotseeallthestaff
groupsyouhavecreated,usethescrollbaratthebottomofthegridtoscrollhorizontally.
To restrict group access to a particular menu item or feature

1
InthePrivilegescolumn,locateandclickthemenuitemfromwhichyouwanttorestrictthisstaff
group.
Locatethestaffgroupwhoseaccesstoaparticularmenuitemorfeatureyouwanttorestrict.
SelecttheStaffGroupoptioninthehighlightedline.
Whenyouhaveselectedallthosemenuitemsorfeaturestowhichyouwanttorestrictaccessfor
thestaffgroup,clickApplytorecordyourchanges.
NOTE : Linkedmenuitemsorfeatures CertainmenuitemsandfeaturesinRetailManagerarelinkedin
awaythatrestrictingaccesstooneofthemwillalsorestrictaccesstotheothers.Ifyouselectitemssuch
astheStockwindow(underInformation)orHideCost/Profit,awarningmessageappearslistingthe
otheritemsorfeaturesthatwillalsoberestricted.
ClickYestocontinue.Thelinkedmenuitemswillbeselectedautomatically.
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Whenyouhaverestrictedstaffgroupprivileges,youmaywanttocontinuesettingyoursecurity
optionsbyassigningstafftostaffgroups.Formoreinformation,seeAssigningstafftostaffgroups
below.
Assigning staff to staff groups

YouassignstafftoeithertheAdministratorstaffgrouporstaffgroupsyouhavecreatedandtowhich
youhaveappliedrestrictions(seeRestrictingstaffgroupprivilegesonpage 290).Youcanassignastaff
membertoanumberofstaffgroups.
To assign staff to staff groups

1
GototheSetupmenuandselectSecurity.TheSecuritywindowappears.
SelectthestaffgrouptowhichyouwanttoassignstaffbyclickingthestaffgroupnameintheStaff
Groupscolumn.
Selecttheoption(inthefirstcolumn)ofthestaffmember(s)youwanttoincludeintheselected
staffgroup.
ClickApplytorecordyourselections.
2 9 1
Working with passwords

Animportantfeatureofsecurityistheuseofpasswords,bothforindividualstaffmembersandforyour
shopfront.TherearetwotypesofpasswordsusedinMYOBRetailManager:
Staffpasswords(seeSettingyourstaffpassword,page 293),and
Shopfrontpasswords(seeSettingyourshopfrontpassword,page 295).
NOTE : Rememberingpasswords PasswordsthatbelongtomembersoftheAdministratorstaffgroup,
andtheshopfrontpassword,canonlyberecoveredbyMYOBtechnicalsupport.Itisimportantthatyou
donotforgetthesepasswords.ForinformationaboutrecoveringthesepasswordsseeRecoveringa
forgottenpasswordonpage 293.StaffmemberswhoarenotpartoftheAdministratorstaffgroupcan
havetheirpasswordsresetbyanadministrator.
Using the password reminder feature

ApasswordreminderfeaturehasbeenincludedaspartofthepasswordfeatureofMYOB
RetailManager.
Thepasswordreminderfeatureletsyoucreateaquestiontowhichonlyyoushouldknowtheanswer.
Ifyouforgetyourpassword,clickthereminderquestionbuttonwhenyougotosignon,andthe
reminderquestionyouhavepreviouslycreatedappears.Whenyoucorrectlyanswerthereminder
question,RetailManagerrespondswithyourpasswordandyoucanproceedwithsigningon.
Tipsandcautionsaboutreminderquestions Theanswertoareminderquestionisasimportantas
yourpasswordandshouldbesecureaspossible.Ifsomeoneotherthanyourselfknowstheanswerto
yourpasswordreminderquestion,thentheywillbeabletofindoutyourRetailManagerpassword.
Areminderquestion:
shouldnotcontainorrelatetoyourpasswordaspartofthereminderquestionoranswer.
shouldnotcontaininformationthatwillhelpsomeoneelseguessyourpassword.
shouldonlybeeasilyanswerablebythepersonwhocreatedit.Forexample,yourownbirthday
wouldnotbeagoodreminderquestionasanumberofpeopleincludingworkcolleaguescould
knowyourbirthday.
Someexamplesofgoodreminderquestionsmightbe:
thenameofyourfirstpet
thenameofateacher
themanufacturerofyourfirstcar
yourmothersmaidenname.
Onceyouansweryourreminderquestioncorrectly,RetailManagerthendisplaysyourpasswordand
youcanproceedwithsigningontoRetailManager.
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Recovering a forgotten password

IfyouforgetapasswordthatbelongstomembersoftheAdministratorstaffgroup,oryourshopfront
password,youcanusetheSecurityExportfeaturetocreateanexportfilethatcontainsthepassword.
YoucanthensendthisencryptedtextfiletoMYOBtechnicalsupport,whocanextractthepassword
andsenditbacktoyou.
Recoveringpasswordsbelongingtomembersofotherstaffgroups Staffmemberswhoarenot
partoftheAdministratorstaffgroupcanhaveforgottenpasswordsresetbyanadministrator.
NOTE :
To recover a forgotten password

1
GototheFilemenuandchooseSecurityExport.TheSaveAswindowappears.
Specifythelocationwhereyouwanttosavethefileand,ifrequired,changethenameofthefilein
theFilenamefield.Donotchangethe.txtfileextension.
ClickSave.TheExportCompletemessageappears.
ClickOK.
SendthefiletoMYOBtechnicalsupportforpasswordextraction.Fortechnicalsupportcontact
detailsseeTechnicalsupportphonenumbersandchargesonpage 10.
Setting your staff password

AstaffpasswordisapasswordthatisusedbyastaffmembertosignontoMYOBRetailManager.The
signonprocessdeterminesthestaffgroup(s)towhichthestaffmemberisassignedandthe
restrictionsthat,therefore,applytothatstaffmember.
To set your staff password

AstaffmembersetstheirpasswordthefirsttimethattheysignontoRetailManageraftersecurityhas
beenset,oraftertheirpasswordhasbeendeletedbyamemberoftheAdministratorstaffgroup.
1
StartRetailManager,andifrequiredchoosetheStartupmethod.TheSignonwindowappears.
FromtheSignonwindow,enteryourstaffnumberandpressENTER.
WORKINGWITHPASSWORDS
2 9 3
LeavethePasswordfieldblank.TheSetPasswordwindowappears.
TypeyourpasswordintheNewPasswordfield.
TypeyourpasswordintheConfirmPasswordfield.
NOTE : Passwordsarecasesensitive Whenyoufirstsetyourpassword,itisimportanttomakenoteof
whetheryouusecapitalletters,lowercaselettersoracombinationofboth.Whenenteringyour
password,youmustusethesamecaseaswhenyousetit.
TypeareminderquestionintheReminderQuestiontextbox.(SeeUsingthepasswordreminder
featureonpage 292formoreinformationaboutthereminderquestionfeature.)
TypetheanswertothereminderquestionintheAnswerfield.
ClickOK.
YourpasswordinformationisrecordedandyouaresignedontoRetailManager.
To delete the password of a staff member who is not part of the Administrator
staff group
Occasionally,astaffmembermightforgettheirpasswordormightwanttochangetheirpasswordfor
somereason.Tochangeastaffmemberpassword,youdeletethecurrentpassword,andthestaff
membercanthensetanewonewhentheynextsignon.
1
Highlightthestaffmemberforwhomyouwanttochangethepassword.TheDeleteStaffPassword
button(bottomrighthandsideoftheSecuritywindow)isactive.
ClickDeleteStaffPassword.
Awarningmessageappears.ClickYesifyouwanttodeletethestaffmemberpassword.
Thestaffmemberspasswordisdeleted.
Nexttimethestaffmembersignson,theywillbepromptedtoenteranewpassword.
To change the password of an Administrator staff group member

TheprocessofchangingapasswordforastaffmemberwhoisamemberoftheAdministratorstaff
groupisslightlydifferent.
294
ClicktheAssignStafftoStaffGroupstab.
C H A P T E R 8
ADMINISTRATION
Highlightthestaffmemberforwhomyouwanttochangethepassword.TheSetStaffPassword
buttonisactive.
ClickSetStaffPassword.TheChangePasswordwindowappears.
EnterthenewpasswordintheNewPasswordfield.
EnterthepasswordagainintheConfirmPasswordfield.
TypeapromptintheReminderQuestiontextboxtoserveasareminderforthepassword.(See
Usingthepasswordreminderfeatureonpage 292formoreinformation.)
ClickOKtoapplyyourchangesandclosetheChangePasswordwindow.
Setting your shopfront password

Youusetheshopfrontpasswordtoconfirmauthoritytoperformimportandexportfunctionsandto
provideinitialsecuritywhenashopfrontisnetworked.Usingtheshopfrontpassword,youcanmake
sureusersdonotperformtransactionsinashopfronttowhichtheyshouldnothaveaccess.
To set the shopfront password

1
WORKINGWITHPASSWORDS
2 9 5
ClickSetShopfrontPassword.TheChangeShopfrontPasswordwindowappears.
TypethepasswordyouwanttocreateforthisshopfrontintheNewPasswordfield.
TypethepasswordagainintheConfirmPasswordfield.
ClickOK.
Using security in your day-to-day operations

OncesecurityhasbeensetupinMYOBRetailManager,youandyourstaffwillfindusingsecurityin
daytodayoperationsissimple.Youandyourstaffwillneedtosignonandsignoffregularlyand
wherestaffrestrictionsareappliedviayoursecurityscheme,yoursupervisorsandotherpeoplewith
authoritywillneedtosignontoenablestaffaccesstonormallyrestrictedareas.
Thissectionprovidesyouwiththeproceduresyouandyourstaffmightneedintheirdaytodayuseof
RetailManagerwithsecurityenabled.
Signingonbelow
Signingoffonpage 297
Enteringarestrictedarea,andtheSecurityOverridewindowonpage 298.
Signing-on
To sign-on to RetailManager while RetailManager is still running
IfyouaresigningontoRetailManagerdirectlyafteranotherstaffmemberhassignedoff:
1
GototheFilemenuandchooseSignon.TheSignonwindowappears.
EnteryourstaffnumberintheStaffNo.field.
EnteryourpasswordinthePasswordfield.
Ifyouhaveforgottenyourpassword,clickRemindMetobepromptedwithyourreminder
question.
4
296
ClickOKtocompletethesignonprocess.
C H A P T E R 8
ADMINISTRATION
To sign-on to RetailManager when you start RetailManager

1
StartRetailManagerandopenyourshopfront.
IftheSignonMethodwindowappears,choosethesignonmethod.TheSignonwindowappears.
EnteryourstaffnumberintheStaffNo.field.
EnteryourpasswordinthePasswordfield.
Ifyouhaveforgottenyourpassword,clickRemindMetobepromptedwithyourreminder
question.
5
ClickOKtocompletethesignonprocess.
Signing-off
Tomaintainyoursecurity,itisimportanttosignoffwhenyouhavefinishedusingRetailManager.
To sign-off from RetailManager

1
GototheFilemenuandchooseSignoff.
IfyouareusingtheIndividualsignonmethod,oryouareusingtheStaffGroupsignonmethod
andonlyonestaffmemberissignedon,apromptappearsinformingyouthatallopenwindowswill
beclosed.
ClickOK.YouaresignedofffromRetailManager.
IfyouareusingtheStaffGroupsignonmethod,andanumberofstaffmembersarecurrently
signedontotheshopfront,theSignoffwindowappears.
Tosignoffstaff,dooneofthefollowing:
ClickStaffMemberandchoosethestaffmemberyouwanttosignoff.
ClickAllStafftosignoffallstaffmemberscurrentlysignedon.
ClickOK.
USINGSECURITYINYOURDAYTODAYOPERATIONS
2 9 7
Entering a restricted area, and the Security Override window

IfastaffmemberattemptstoaccessanareaorfunctionofMYOBRetailManagerfromwhichtheir
accessisrestricted,theSecurityOverridewindowappears.
Togainaccesstotherestrictedareaorfunction,anotherstaffmemberwhohasappropriateprivileges
mustentertheirstaffnumberandpasswordintheSecurityOverridewindow.
OncearestrictedfunctionorareaofRetailManagerhasbeenused,securityoncemorerevertstothe
levelofrestrictionofthestaffgroupoftheoriginalsignedonstaffmember.Furtherattemptstoaccess
restrictedRetailManagerfunctionswillcausetheSecurityOverridewindowtoappearoncemore.
Exporting data from RetailManager

ExportingRetailManagerdatabelow
ExportingRetailManageraccountingdatatoyourMYOBbusinessmanagementsoftwareon
page 301.
Exporting RetailManager data

UsingtheMYOBRetailManager Import & Export Wizard,youcanexportdatafromyourMYOB
RetailManagershopfrontdatabaseinanumberoffileformats,includingtabdelimited,HTML,
MicrosoftExcel,Lotus123,andParadox.
Youcanexportyourdockets,cashupsessions,taxcodes,cashupshortages,payments,laybys,and
muchmorefromyourRetailManagerdatabase.
Exportingaccountingdata Forinformationaboutexportingaccountingdata,seeExporting
RetailManageraccountingdatatoyourMYOBbusinessmanagementsoftwareonpage 301.
NOTE :
To export RetailManager data

1
GototheFilemenuandchooseImport&Export.
Ifyouhaveanopenshopfrontyouwillbeaskedtoclosetheconnectiontoyourshopfrontandback
upyourshopfrontdatabase.
Ifyouwanttoproceedwithoutbackingup,clickContinue.
Or,ifyouwanttobackupyourdatabase,clickBackup.Inthewindowthatappears,choosea
locationforthebackupfileandclickSave.
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Theshopfrontconnectionisclosed,andStep1(Welcome)ofthe MYOB
RetailManager Import & Export Wizardappears.
ClickExportDataandclickNext.Step2(ExportDatabaseSelection)appears,showingthedatabase
fromwhichdatawillbeexported.
IfyouarerunningtheExportwizardforasecondconsecutivetimeorifnodatabaseisdisplayed,
youmayneedtospecifythedatabase:
a ClickBrowse.TheSelectDatabasewindowappears.
b Opentherequiredshopfrontdatabasefolder,selecttherecent.mdbfileandclickOpen.The
nameofthedatabasefileyouselectedisdisplayed.
EXPORTINGDATAFROMRETAILMANAGER
2 9 9
ClickNext.Step3(ExportTableSelection)appears.
SelectthetablenameofthedatayouwanttoexportfromtheSelect a table to exportlist.

NOTE : StockTable IfyouselecttoexportStocktableinformation,youhavetheoptiontoexporta
subsetofyourstockinformation.SelectspecificstockinformationusingtheSupplier,Department,
Category1,Category2,Category3,CustomField1,andCustomField2fields.
YousetthesefieldsusingtheRetailManagerStockwindow.IfyouwanttoexporttheentireStocktable,
leaveallotherfieldsas<NOSELECTION>.
YoucanalsospecifywhetheryouwanttoexportthecostandsellpricesasTaxExclusiveorTaxInclusive
byselectingeitheroftheseoptions.
ClickExport.Step4(ExportViewer)appears,listingthefieldsthatwillbeincludedintheexport.
ClickExport.TheSaveTablewindowappears.
Specifythelocationandfilenamefortheexport:
a Specifythefolderinwhichyouwanttosavetheexportshopfrontdatabase.
b TypethenameforthefileintheFilenametextbox,orusethedefaultnamesupplied.
c UsetheSaveastypelisttoselecttheformatinwhichyouwanttosavetheexporteddata.
d ClickSave.
Amessageappearsindicatingthattheexportwassuccessful.
300
Ifyouhavefinishedexportingdata,clickFinish.Or,ifyouwanttoexportotherdata,clickExport
Againtorunthewizardagain.
C H A P T E R 8
ADMINISTRATION
Exporting RetailManager accounting data to your MYOB

business management software
TheMYOBRetailManageraccountingexportfunctioneliminatestheneedtoenterdataseparatelyinto
Theinformationthatyouneedtoexportwillusuallyincludechangesinstockvalue,amountsowedby
debtors,anddetailsoflaybysandothertransactions.
EverytransactionrecordedinRetailManageriscondensedintoajournalentryand,onceacashupis
performed,asessionincludingalljournalentriesfromthatdayiscreatedbyRetailManager.This
sessioncanthenbeexportedtoyourMYOBbusinessmanagementsoftware.
Beforeyoustart
BeforeyouruntheexportfromRetailManager,makesureyouhave:
setupyourExportAccounts(includingyourtaxonsalesaccount)
setupyourExportGroups
backedupyourshopfrontdatabase.
SeeSettingupRetailManagertoexporttoyourbusinessmanagementsoftwareonpage 42for
informationaboutsettingupexportaccounts,exportgroupsandotheraccountingexportoptions.If
youwanttoexportthecurrentdaystransactions,endyourcurrentsessionandcashupbeforeyourun
theexport.
ToenableyourMYOBbusinessmanagementsoftwaretoimportfromRetailManager,youneedtoset
apreferenceinthePreferenceswindow,sothatyourMYOBbusinessmanagementsoftwarelooksfor
aRetailManagerimportfileonstartup.SeeTosetapreferenceinyourbusinessmanagement
softwarebelow.
To set a preference in your business management software

1
StartyourMYOBbusinessmanagementsoftware.
GototheSetupmenuandchoosePreferences.TheSystemtabappears.
SelecttheIUseMYOBRetailManageroption.
EXPORTINGDATAFROMRETAILMANAGER
3 0 1
ClickOK.
ContinuewithToexportRetailManageraccountingdatabelow.
To export RetailManager accounting data

1
GototheFilemenuandchooseAccountingExport.Theexportwindowappears,displayingthe
nameoftheaccountingpackageyouspecifiedintheAccountingOptionswindow(seeSettingup
RetailManagertoexporttoyourbusinessmanagementsoftwareonpage 42formore
information).
Theexportwindowlistseverysessionyouverunperdatepertill,giving:
thestartdateandtimeofeachsession
theenddateandtimeofeachsession
thetransactionnumberatthestartandendofeachsession
thestatusofeachsession.
ThestatusofthesessionisdisplayedintheCommentscolumnandwilldisplayeither:
Exported(meaningthesessionhasalreadybeenexported)
WillbeExported(meaningthesessionwillbepartoftheexport),or
NotReconciled(meaningacashuphasbeencompletedwithoutenteringtakings).
OnlythosesessionswiththeWillbeexportedstatuswillbeexported.
2
ClickExport F10orpressF10.
Onsuccessfulcompletion,awindowappearsstatingthenumberofsuppliers,purchasesand
sessionsexported.AllareexportedtogetherinasinglefilecalledRetail.txt.Formoredetailsabout
thisfile,seeAbouttheRetail.txtfileonpage 339.
Whenanaccountingexportiscarriedout,theRetail.txtfileisautomaticallybackedup.Formore
details,seeAutomaticbackupoftheRetail.txtfileonpage 303.
302
ClickOK.
C H A P T E R 8
ADMINISTRATION
To import RetailManager accounting data into your MYOB business management

software
1
StartupyourMYOBbusinessmanagementsoftware.Awindowappearsaskingwhetheryouwant
toimporttheRetail.txtfile.
Prompttoimport YourMYOBbusinessmanagementsoftwarewillonlypromptyoutoimport
theRetail.txtfileifthefileisinyourbusinessmanagementsoftwarefolder.
NOTE :
IfyourMYOBbusinessmanagementsoftwareisalreadyrunning,youwillneedtogototheFile
menuandchooseImportData,andthenchooseRetailManager.
2
ClickYes.
Automatic backup of the Retail.txt file

Whenanaccountingexportiscarriedout,twotextfilesarecreatedinyourMYOBbusiness
managementsoftwarefolder(forexample,C:\MYOB105).ThetwofilescreatedarecalledRetail.txt
andRMCopy.txt.TheRMCopy.txtfileisanexactcopyoftheRetail.txtfileandiscreatedsothatifthe
Retail.txtfileiscorruptedordeleted,thereisstillapossibilityofretrievingthedata.
ForanysubsequentexportsofdatafromMYOBRetailManager,theexistingtextfilesarerenamedwith
a.bakextension,andnewRetail.txtandRMCopy.txtfilesarecreated.
To replace the Retail.txt file with the RMCopy.txt file

IftheRetail.txtfileiseitherdeletedorcorrupted,usetheRMCopy.txtfiletoimportthedata.
1
InWindowsExplorer,renametheRetail.txtfileasOldRetail.txt(ifitstillexists).
RenameRMCopy.txtasRetail.txt.
Importintoyourbusinessmanagementsoftwareasexplainedintheprevioussection.
Importing data into RetailManager

UsingtheMYOBRetailManager Import & Export Wizard,youcanimportinformationaboutyour
customers,suppliers,stockitemsandstaffmembersintoyourRetailManagershopfrontdatabase.In
additiontoimportingnewrecordsintoRetailManager,youcanalsoupdateyourexisting
RetailManagerrecords.
NOTE : ImportingdatafromMYOBRetailBasics Fordetailsabouthowtoimportdatafrom
MYOB RetailBasicsintoRetailManager,seeImportingdatafromMYOBRetailBasicsintoRetailManageron
page 311.
IMPORTINGDATAINTORETAILMANAGER
3 0 3
Import data in sequence

WhenyouruntheRetailManagerImportandExportWizard,youwillbeaskedtochoosethetypeof
data(stock,supplier,customerorstaff)thatyouareimporting.Ifyouwanttoimportmorethanone
typeofdata,youwillneedtorunthewizardmorethanonce.
Forexample,ifyouwanttoimportbothsupplierandstockdata,youwillneedtorunthe
RetailManagerImportandExportWizardtwiceonceforimportingsuppliersandthesecondtimefor
importingstock.
Further,youmustimportthedatainaparticularsequence.Thisistoensurethatanylinksbetween
recordsareretained.Forexample,ifchocolatesarealwayssuppliedbyasuppliercalledCoccoTrading,
thestockrecordsforchocolateswillhavethiscompanyasthedefaultsupplier.Toretainthis
information,youmustfirstimportthesuppliersandthenthestock.Ifyouimportthestockfirst,the
systemwillnotfindarecordforCoccoTradingandthechocolateswillnotbelinkedtoasupplier.
Followthissequencewhenimportingmorethanonetypeofdata:
1
ImportStaff
ImportSuppliers
ImportCustomers
ImportStock.
To import data into RetailManager

1
GototheFilemenuandchooseImport&Export.Ifyouareconnectedtoashopfront,amessage
appearsaskingyoutoperformabackupbeforeproceeding.
Theshopfrontconnectionisclosed,andStep1(Welcome)ofthe MYOB
RetailManager Import & Export Wizardappears.
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ClickImportDataandclickNext.Step2(DataSelection)appears.
Specifythefileyouwanttoimportdatafrom:
a ClickBrowsenexttotheImportfilefromfield.TheLocateFilewindowappears.
b Locateandselectthefileyouwanttoimport,andclickOpen.Thenameofthetextfileyou
selectedisdisplayed.
Specifyorchangethedatabaseyouwanttoimportthedatainto:
a ClickBrowsenexttotheSavetofield.TheSelectDatabasewindowappears.
3 0 5
b Opentherequiredshopfrontdatabasefolder,selecttherecent.mdbfileandclickOpen.The
nameofthedatabasefileyouselectedisdisplayed.
ClickNext.Step3(ImportFileOptions)appears.
SelectthetypeofdatayouwanttoimportStock,Customer,SupplierorStaff.
Specifyifthefirstline(orrecord)intheimportfilecontainsaLabeloractualData.Inmostcases
thefirstrecordinanimporttextfileisalabel,andnotactualimportdata.
DetermineandselectthetypeoffieldseparatorCommaorTabusedintheimportfile.
Switchingbetweenthecommaandtaboptionswillcausethegridontherighttodisplayalistof
fieldnames.Ifyouselectthewrongformat,thegridwillonlyhaveonefieldnameappearingon
oneline.Ifthishappens,simplyselecttheotherformat.
FieldSeparator Aseparatoristhecharacterusedtoseparateonefieldelementfromanother
inatextfilerecord.
NOTE :
10
ClickNext.YouwillbepresentedwithdifferentImportOptionswindowsdependingonthetypeof
datayouchoseintheearlierstep.YouwillneedtospecifywhethertoAddorUpdaterecords,and
alsochooseotheroptions.
Seethefollowingsectionsformoreinformation:
ImportOptionsforStafforSuppliersonpage 308
ImportOptionsforCustomersonpage 309
ImportOptionsforStockonpage 310.
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11
Whenyouhavefinishedsettingtheimportoptions,clickNext.Step5(FieldMatching)appears.
12
MatchtherequiredImportfieldstotheRetailManagerfields:
Todothis
Dothis
Tomatchfieldsoneatatime
ClicktherequiredfieldintheImportGridonce.Thefieldishighlightedanda
frameappearsoverit.Thisframeisnowattachedtoyourmousepointer.
Movethemousepointerandframetothecorrespondingfieldinthe
RetailManagerGridandclickonce.
TheimportfieldnameisdisplayedintheRetailManagerGridMatching
ImportFieldcolumn,andanarrowisdisplayednexttothefieldnameinthe
ImportGridAvailableFieldscolumn.
Tomatchfieldsthathavethe
samename
ClickMatchAllbyName.OnlyfieldswithintheImportGridthathaveexactly
thesamenameasthoseintheRetailManagerGridwillbematched.
Tomatchfieldsintheorder
thattheyappear
ClickMatchAll.FieldsdisplayedintheImportGridAvailableFieldscolumn
willbematchedwiththefieldsintheRetailManagerGridFieldDescription
column,intheorderthattheyaredisplayed.
Toremoveasinglematched
fieldfromtheRetailManager
Grid
DoubleclickthefieldnameintheMatchingImportFieldcolumn.
Toreplaceamatchedfield
withanotherimportfield
SelectthenewimportfieldfromtheImportGridandclickthefieldyouwant
toreplaceintheRetailManagerGrid.
Tounmatchallpreviously
matchedfields
ClickReset.
13
Whenyouhavefinishedmatchingthefields,clickImport.Amessageappearswithdetailsofthe
import,includinginformationabouthowmanyrecordswereaddedandhowmanywererejected.
14
Ifyouhavefinishedimportingdata,clickFinish.Or,ifyouwanttoimportotherdata,clickImport
Againtorunthewizardagain.
3 0 7
Import Options for Staff or Suppliers

Step4(ImportOptions)oftheRetailManagerImportandExportWizardforsuppliersorstaffletsyou
choosethefollowingimportoptions:
A
B
308
SpecifywhetheryouwanttoAddorUpdatesupplierorstaffrecords:
IfyouselectAdd,suppliersorstaffwillbeaddedtothedatabaseexceptincaseswherethesupplierorstaff
numberfieldmatchesthatofanexistingrecord.
IfyouselectUpdate,anyexistingrecordthathasamatchingsupplierorstaffnumberfield(tothatofan
importrecord)willbeupdatedwiththeimportrecord.Anyimportrecordsthatdonotfindsuchmatcheswill
berejected.
AutomaticallycreatestaffnumberIfyouwantasupplierorstaffnumbertobeautomaticallygeneratedfornew
records,selectthisoption.
C H A P T E R 8
ADMINISTRATION
Import Options for Customers

Step4(ImportOptions)windowoftheRetailManagerImportandExportWizardforcustomersletsyou
choosethefollowingimportoptions:
A
B
CC
SpecifywhetheryouwanttoAddorUpdatecustomerrecords:
IfyouselectAdd,customerswillbeaddedtothedatabaseexceptincaseswherethecustomernumberfield
matchesthatofanexistingrecord.
IfyouselectUpdate,anyexistingrecordthathasamatchingcustomernumberfield(tothatofanimport
record)willbeupdatedwiththeimportrecord.Anyimportrecordsthatdonotfindsuchmatcheswillbe
rejected.
DefaultcustomeraccountmanagerIfyouwanttosetadefaultaccountmanagerforcustomersintheimportfile
whodonothaveanaccountmanagerspecified,selectamanagerfromthislist.
AutomaticallycreatecustomernumberIfyouwantacustomernumbertobeautomaticallygeneratedfornew
records,selectthisoption.
3 0 9
Import Options for Stock

Step4(ImportOptions)oftheRetailManagerImportandExportWizardforstockletsyouchoosethe
followingimportoptions:
C
B
D
310
SpecifywhetheryouwanttoAddorUpdatestock:
IfyouselectAdd,stockwillbeaddedtothedatabaseexceptincaseswherethebarcodeanddescriptionfields
matchthatofanexistingrecord.
IfyouselectUpdate,anyexistingrecordthathasamatchingbarcodeanddescriptionfield(tothatofanimport
record)willbeupdatedwiththeimportrecord.Anyimportrecordsthatdonotfindsuchmatcheswillbe
rejected.
SelectthedefaultsupplierforstockitemsIfyouwanttosetthedefaultsupplierforstockitemsthatdonothave
asupplierspecified,selectasupplierfromthislist.
Thisoptionisonlyavailableifyouchosetoaddstock.
DefaulttaxcodeforstockitemsIfyouwanttochangethedefaulttaxcodeforstockitemsthatdonot haveatax
codespecified,selectataxcodefromthislist.
Thisoptionisonlyavailableifyouchosetoaddstock.
OnlyimportstockwherethesupplierisIfyouwanttorestrictyourimporttoitemsfromaspecificsupplier,
selectthesupplierfromthislist.
Thisoptionisonlyavailableifyouchosetoupdatestock.
ExcludeduplicatebarcodesIfyouwanttorejectanyimportrecordsthathavethesamebarcodeasrecords
alreadyexistinginyourdatabase,selectthisoption.
ExcludeifDepartmentnameistoolongIfyouwanttorejectanyimportrecordsthathaveadepartmentname
longerthan10characters,selectthisoption.
Ifyoudonotselectthisoption,longdepartmentnameswillbetruncatedto10characters.
ExcludeifCategoryValueistoolongIfyouwanttorejectanyimportrecordsthathaveacategoryvaluelonger
than6characters,selectthisoption.
Ifyoudonotselectthisoption,longcategoryvalueswillbetruncatedto6characters.
ImportedcostandsellpricesareSpecifywhetherthecostandsalepricesintheimportrecordsareTax Exclusive
orTax Inclusivebyselectingeitheroftheseoptions.
C H A P T E R 8
ADMINISTRATION
Importing data from MYOB RetailBasics into

RetailManager
TheRetailBasicsImporterletsyouimportstock,staffandcustomerrecordsfromMYOB RetailBasics
intoMYOBRetailManager.Toaccesstheimporter,gototheFilemenuandchooseRetailBasics
Importer.
WhataboutmyotherRetailBasicssettings? YoucannotimportRetailBasicssettingssuchas
preferences,hardwaresetuporstaffsecuritysettings.Youwillneedtosettheseupagainin
RetailManager.Transactionrecordsandactivelaybysarealsonotbroughtover.
CAUTION : IfyouintendtostopusingRetailBasics IfyouintendtostopusingRetailBasicsandstartusing
RetailManagerinstead,youwillneedtothinkabout:
howyouwillhandleoutstandinglaybys
howyouwillrecordthetaxcollectedfortransactionsmadeinRetailBasics.
Onceyouhaveclearedanyoutstandinglaybys,youmaywanttoruntheTaxCollectedreportinRetailBasics
andprintacopyofitforyourrecords.Youwillneedtotakethisamountintoaccountwhenyoureportyour
taxcollectionstothetaxationoffice.Ifyouareunsureabouthowtohandlethis,checkwithyouraccountant.
IfyouhaveotherquestionsabouttheprocessofmovingfromRetailBasicstoRetailManager,pleasecontact
MYOBtechnicalsupport.
HowRetailBasicsandRetailManagerdataarematchedbelow
ToimportdatafromRetailBasicsonpage 312.
How RetailBasics and RetailManager data are matched

TheimporterwillmatchthefieldsinyourRetailBasicsrecordswiththeequivalentfieldsin
RetailManager,eveniftheyarelabelleddifferently.Forexample,ifyouimportcustomerrecords,any
datathatwasintheCommentsfieldofRetailBasicswillbeimportedintotheCustomerNotesfieldof
RetailManager.
However,therearealsoafewfieldsinRetailBasicsthatdonothaveaRetailManagerequivalent.Data
insuchfieldsmaybeignoredortreateddifferently,asexplainedbelow:
StaffrecordstheStartDateandtheStatuswillnotbeimported.
CustomerrecordstheStatuswillnotbeimported.
Stockrecordstheremaybeachangetothefollowingdetails:
UnitofMeasureRetailManagerdoesnothaveunitsthatmeasurelength(feet,centimetres,
metres).Therefore,stockitemsthatusetheseunitswillbeimportedintoRetailManagerwiththe
defaultEachunit.
DepartmentBecausedepartmentsinRetailManagerarelinkedtocategories,theitemwillalso
beassignedcategoryvalues.
IfthedepartmentalreadyexistsinRetailManager,thenthestockitemwillbeassignedcategory
valuesofN/Aforeverycategorythatexists.
IfthedepartmentdoesnotexistinRetailManager,thedepartmentwillbecreatedwithtwoempty
categories.ThestockitemisassignedcategoryvaluesofN/AforCategory1andCategory2.
IMPORTINGDATAFROMMYOBRETAILBASICSINTORETAILMANAGER
3 1 1
StockStatusRetailManagerdoesnothaveastatusfieldforstock.However,stockitemswitha
statusofInactivewillhavetheHideinSearches/Reportsoptionselectedwhentheycomeinto
RetailManager.Thismeansthattheywillnotappearwhenyousearchforstock,orrunreports.
To import data from RetailBasics

Step
See
RuntheRetailBasicsimporter
below
CompletetheRetailManagersetup
page 314
Task 1: Run the RetailBasics importer

1
GototheFilemenuandchooseRetailBasicsImporter.
IfanyRetailManagerwindowsareopen,amessageappearsinformingyouthatallopenwindows
willbeclosed.ClickOK.
Ifyouareconnectedtoashopfront,amessageappearsaskingyoutoperformabackupbefore
proceeding.
Aninformationmessageappears.
ReadtheinformationandclickOK.TheRetailBasicsImporterwindowappears.
SelectthelocationofyourRetailBasicsdata:
IfyouwanttoimportfromtheRetailBasicsdatafolder,selecttheSelect RetailBasics data folder
option.ClickBrowseandselectthedatafolder.
IfyouwanttoimportfromaRetailBasicsbackupfile,selecttheSelect RetailBasics backup file
option.ClickBrowseandselectthebackupfile.
Anerrormessageappearsifthefolderorfileyouselecteddoesnotcontainvaliddata.
ChoosethetypeofdatayouwanttoimportStock,Customersand/orStaff.
IfyouselectStock,taxcodesandstockpictureswillalsobeimported.
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ClickAdvanced.TheAdvancedOptionswindowappears.
Choosethetypesofrecordsyouwanttoexclude.
Toexcludetheserecords
Choosethisoption
Anystockrecordsthathavethesamestock
codeasaRetailManagerstockitem
ExcludeifRetailBasicsStockcodematches
aRetailManagerBarcode
AnycustomerrecordsthathavethesameID
asaRetailManagercustomerrecord
ExcludeifCustomerIDalreadyexists
AnystaffrecordsthathavethesameIDasa
RetailManagerstaffrecord
ExcludeifStaffIDalreadyexists
ClickOK.TheRetailBasicsImporterwindowreappears.
ClickImport.Thedataisimported.
10
Ifthereisadifferenceintherateofaparticulartaxcode,amessageappearsstatingthatthetax
codeyouareimportinghasadifferentrateinRetailManager.Choosewhetheryouwanttousethe
taxrateasdefinedinRetailManagerorRetailBasicsandthenclickOK.
Taxinclusiveprices TaxinclusivepriceswillberecalculatedinRetailManagerusingthetax
exclusivepriceandthetaxrate.
NOTE :
3 1 3
11
Whentheimportiscomplete,theRetailBasicsImportSummarywindowappears.Thewindow
showsthestatusoftheimport(thenumberofrecordsthatwereread,addedandrejected,andthe
numberofwarnings).Itwillalsolistthelocationoftheimportlogfile.
Rejectedrecords Ifanyofyourrecordsarerejected,opentheimportlogfiletofindoutthe
reasonsfortherejection.Thelogfilewilllistthereasons.
NOTE :
12
ClickOK.TheGettingStartedwithRetailManagerwindowappears.
13
ReadtheinformationandclickClose.Youhavenowfinishedimportingrecords.
14
YouwillnowneedtocompletetherestoftheRetailManagersetup.GotoTask 2: Completethe
RetailManagersetupnext.
Task 2: Complete the RetailManager setup

AfteryoucompletetheimportfromRetailBasics,youneedtocompletecertainRetailManagersetup
tasks.Usethetablebelowasaguide.
WhydoIneedtodotheseadditionaltasks? Theseadditionaltasksarenecessarybecause
RetailBasicsisdesigneddifferentlyfromRetailManager.Forexample,RetailBasicsdoesnothavethe
abilitytotrackinventoryorstoresupplierrecords.StockitemsinRetailBasicsdonothavedetailsofthe
costprice.
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Youwill,therefore,needtoentersuchadditionaldetails.Youwillalsoneedtoreenterprogram
preferencessuchasthehardwaresetupandlaybypreferences.
Step
Details
Setupyourretail
pointofsale
hardware
YouwillneedtosetupyourhardwareinRetailManager.YourRetailBasicssettingsarenot
automaticallybroughtovertoRetailManager.
hardware,includingdocketprinters,barcodescanners,cashdrawers,EFTPOSterminals
andpoledisplays.
Setup
RetailManager
options
RetailManagerhasanumberofoptionsandsetupcommandswhichsignificantlyaffect
thewayyouwilluseRetailManagerinyourbusiness.
ThesemayincludepreferencessuchasthosefoundintheCustomise Settingsand
Setup and MaintenancewindowsofRetailBasics.Forexample,youmaywanttosetin
RetailManagertheroundingrulesandlaybypreferencesyouhadsetinRetailBasics.You
mayalsoneedtocreatethesamepaymenttypes.
Tosettheseoptions,gototheSetupmenuandchooseOptions.Reviewandseteach
optionasrequired.SeeCustomisingMYOBRetailManageronpage 21forinstructions.
Createsupplier
recordsin
RetailManager
TousethepurchasetrackingfeaturesofRetailManager,youwillneedtocreatesupplier
records.
SeeMaintainingsupplierdetailsonpage 88forinstructionsoncreatingyoursupplier
records.
NOTE :
Ifyouexportaccountinginformation(includingdetailedpurchases)
toyourMYOBbusinessmanagementsoftware,thenameofeachsupplierin
yourMYOBbusinessmanagementsoftwaremustmatchthenamein
RetailManagerexactlyincludingthesamecapitalisationandcase.
Editdepartments
andcreate
categories
RetailManagerallowsthreecategoryclassificationsforitemswithinadepartment.Using
Ifnecessary,editthedepartmentsthathavebeenimportedfromRetailBasics,andcreate
categoriesandcategoryvalues.SeeStockonpage 85formoreinformation.
Assignstock
itemsto
departmentsand
categories
Assignyourstockitemstotheappropriatedepartmentsandcategoriesusingthe
Reassign Stock Itemsfeature.
SeeReassigningstockitemsonpage 102formoreinformation.
Edittheimported
stockitems
EditeachstockitemusingtheGoodsReceivedorStockwindowinRetailManager.For
eachstockitemimportedfromRetailBasics,werecommendthatyou:
entercostpricedetailsinthePurchases(Cost)fields
selectthesupplierfortheitem
settheminimumandmaximumquantitiesthatyouwanttohaveonhand.
SeeUpdatingstockitemdetailsonpage 116formoreinformation.
Setupstaff
security
RecreatethestaffsecurityoptionsyouhadinRetailBasics.SeeSecurityonpage 283.
3 1 5
Performing administrative tasks from another

computer
Inaretailbusiness,youmightnothavethetimeortheappropriateenvironmenttoperformyour
administrationtasks,suchasrunningreportsandanalysingyourbusinessperformance.Frequently,
ownerschoosetoruntheirreports,processGoodsReceivedinvoices,anddosomeofthebusiness
paperworkinanotherlocationoronadifferentcomputertotheonetheyuseforPOStransactions.
PurchasinganadditionalMYOBRetailManagerRemoteSiteLicenceallowsyoutoworkonyour
shopfrontdatabasefromasecondcomputer.
ARetailManagerRemoteSiteLicenceincorporatesallthefunctionsofRetailManager,withoutthePOS
transactions.
WorkingawayfromyourRetailManagerPOScomputerbecomesasimplematteroftransporting
copiesofyourdatabasefilesbetweenthetwocomputers,andkeepingeachdatabaseuptodate.
CAUTION : Synchronisingdatabases Itisimportantthatyoudonottrytoupdateonecopyofthedatabase
whentheotherisstillbeingused,oryourdatabaseswontbesynchronised.Youshouldonlyupdateyour
databaseonyourremotecomputeroutsideworkhours,orwhentheshopdatabaseisnotbeingused(and
viceversa).Afteryouhaveupdatedyourremotedatabase,makesureyourestorethedatabaseatworkbefore
youmakeanytransactions.
General maintenance
Improving the performance of RetailManager
ThereareanumberofstepsyoucantaketomakesureMYOBRetailManagerisrunningatoptimal
speed.ThefollowingisalistofwaystoimprovetheperformanceofRetailManager,includingstepsfor
optimisingbothhardwareandsoftwareperformance.
General Yourcomputermayneedrebooting.Restartyourcomputer.Also,checkthatyourprinter,
cashdrawer,poledisplayandotherhardwaredevicesareworkingandhavebeensetupcorrectly.For
informationaboutsettingupyourhardwaredevices,seeA: Settinguphardwareonpage 369.
Shopfrontdatabaselocation IfyouuseRetailManageronmorethanonecomputer,storeyour
shopfrontdatabaseonthecomputeronwhichRetailManagerismostfrequentlyused.
Harddiskspace Asaguide,yourharddiskshouldhave30%ormoreofitscapacityavailable.For
example,witha100GBharddisk,keepatleast30GBavailable.
YoucanreclaimspaceonyourharddiskbyusingtheMicrosoftDiskCleanuputility.
316
GototheStartmenuandchooseAllPrograms,thenAccessories,thenSystemToolsandthenDisk
Cleanup.
[WindowsVista]TheDiskCleanupOptionswindowappears,andasksyoutochoosetocleanup
eitherMyfilesonlyorFilesfromallusersonthiscomputer.Chooseanoption,andtheDisk
C H A P T E R 8
ADMINISTRATION
Cleanup:DriveSelectionwindowthenappears,andasksyoutochoosethedriveyouwanttoclean
up.ChooseanoptionandclickOK.
3
TheDiskCleanupwindowappears,andcalculateshowmuchspaceyouwillbeabletofreeonyour
(C:)drive.TheDiskCleanupfor(C:)windowthenappears,showingalistoffilesthatcanbe
deleted.
ClickOKtodeletethefiles.
Diskfragmentation Fragmentationiscausedbycreatinganddeletingfilesandfolders,installingnew
software,anddownloadingfilesfromtheInternet.Filesandfoldersarenotnecessarilysavedina
singlespaceonadisk;theyresavedinthefirstavailablespace.Afteralargeportionofadiskhasbeen
used,mostofthesubsequentfilesandfoldersaresavedinpiecesacrossthedisk.
Whenyoudeletefilesorfolders,theemptyspacesleftbehindarefilledinrandomlyasyousavenew
ones.Thisishowfragmentationoccurs.Themorefragmentedthediskis,thesloweryourcomputers
performancewillbe.
YoucandefragmentyourharddiskbyusingtheMicrosoftDiskDefragmenterutility.
Lengthofdefragmentation Defragmentingyourharddiskmaytakesometime.Youmaywantto
runthedefragmentationoutsideofbusinesshours.
NOTE :
GototheStartmenuandchooseAllPrograms,thenAccessories,thenSystemToolsandthenDisk
Defragmenter.TheDiskDefragmenterwindowappears.
ClickDefragment.
Filestoragesystemonharddisk Powersurges,powerfailuresandharddiskproblemscaninterrupt
theprocessofwritinginformationtotheharddisk.Suchinterruptionscorruptthedataonthedisk.
InWindowsVistaandXP,runningtheMicrosoftErrorcheckingutilityfrequentlywillcorrectsuch
problems.
Errorcheckinganddatadestruction Theerrorcheckingutilitymaydestroydata.Westrongly
recommendthatyoucontactyoursystemornetworkadministratorbeforeusingit.
CAUTION :
[WindowsVista]GototheStartmenuandchooseComputer.
[WindowsXP]GototheStartmenuandchooseMyComputer.
RightclickLocalDisk(C:)andchooseProperties.TheLocalDisk(C:)Propertieswindowappears.
ClickontheToolstab,andthenintheErrorcheckingareaclickCheckNow.
NOTE : EarlierversionsofWindows InearlierversionsofWindows,theerrorcheckingutilityiscalled
Scandisk,andisfoundbygoingtotheStartmenu,choosingAllPrograms,thenAccessories,thenSystem
ToolsandthenScandisk.
Serverload Ifyourserverstoresotherdatabasesinadditiontoyourshopfrontdatabase,
RetailManagermightnotrunatoptimalspeed.IftheperformanceofRetailManageriscausing
problems,youcouldconsiderstoringthedatabaseonaseparateserver.
IfyouuseRetailManageronanetwork,closingRetailManagerononecomputerwhenyouarenot
usingitwillimprovetheperformanceofothercomputers.
GENERALMAINTENANCE
3 1 7
Systemspeed Althoughyourshopfrontdatabaseisstoredononecomputer,dataisprocessedbyall
computersinyournetwork.Thefasterthecomputer,thequickerthedatabeingsentandreceived
betweennetworkedcomputerswillbeprocessed.
Youcanimprovecomputerspeedbyincreasing:
RAMByincreasingtheamountofRAMinyourcomputer,lesstemporaryinformationwillbe
storedonyourharddisk,andyourcomputerspeedwillimprovesignificantly.TheRetailManager
GettingStartedguideprovidesyouwiththeminimumandrecommendedamountsofRAMneeded
torunRetailManager.
ProcessorspeedIncreasingthespeedofyourcomputerprocessorwillimprovetheperformance
ofRetailManager.
Operatingsystem IfyouareusingWindows,makesureallcomputersinyournetworkusethesame
versionandnetworksetup,asthiswillimprovetheperformanceofRetailManager.Formore
informationaboutsystemrequirementsseeyourRetailManagerGettingStartedguide.
ItisimportanttoupdateyourcomputersinaccordancewithanyMicrosoftWindowsupdates.These
areavailablefordownloadfromtheMicrosoftwebsiteorthroughtheWindowsUpdatefunction
installedwithWindows.
Networkspeed TogetthebestperformancefromRetailManager,makesurethatyournetworkis
runningat100MBpsorhigher.Networkhardwarethatrunsat1000 MBpsand10000MBpsisnow
available.
Wirelessnetworksarebecomingmorepopular,butcurrentlytheyareslowerandlessreliablethan
cablenetworks.
Accessingyourshopfrontdatabaseoveranetworkisalwaysslowerthanaccessingitonyourlocalhard
disk.Toimproveperformance,makesurethecomputerthatyoustoreyourshopfrontdatabaseonis
thefastestcomputerinyournetwork.
Softwareconflicts Additionalutilitiesareinstalledbysomeprogramstoimprovetheirown
performance,buttheseutilitiesmayslowdownRetailManager.Suchprogramsmaybesettostartup
whenyouturnonyourcomputer,andtostayrunningcontinuouslyinthebackground.Youmaywant
todisabletheseprogramsfromstartingwhenyouturnonyourcomputer.
Disablingprograms Beforedisablingsuchprograms,contactyoursystemornetworkadministrator
tomakesurethatthesettingsarechangedcorrectly.
NOTE :
RetailManagerdatabasemaintenance Performingthemaintenancefunctionsprovidedby
RetailManagerfrequently(usuallyonceaweek)willalsomakesurethatthedatabaseisrunningat
optimalspeed.SeeRebuildingandcompactingyourshopfrontdatabaseonpage 279andArchiving
yourshopfrontdatabaseonpage 281.
318
C H A P T E R 8
ADMINISTRATION
Migrating to a new computer

ThissectionprovidesadviceonmigratingRetailManageranditsassociatedfilestoanewcomputer.
Thestepsformigratingtoanewstandalonecomputeroranewnetworkcomputeroranewserver
computerarethesame.Someadditionalnotesformigratingtoanewservercomputerwithout
disruptiontoyournetworkarealsoprovided.
Before you start

1
MakeanoteofallyoursettingsandoptionswithinRetailManager.
Lookupyourlastsaleandnotethedocketnumber,dateandtime.
a GototheToolsmenuandchooseLookup.TheLookupTransactionswindowappears.
b ClickShowLastSale.TheSalewindowappears.
c Makeanoteofthedocketnumber,dateandtime.
3
MakesureallusersareloggedoutofRetailManager.
GENERALMAINTENANCE
3 1 9
To migrate to a new stand-alone, network or server computer

Onyouroldcomputer Beforeremovingyouroldcomputer,therearecertainfilesthatwe
recommendyousavesothatyoucantransferthemtoyournewcomputer.
File
Location
Yourshopfrontfolder
C:\RetailM\<your_shopfront_name>(forexampleC:\RetailM\ClearwaterPtyLtd).
Youdonotneedtosavethisfolderifyouaremigratingtoanewnetwork
computer.
config.mdb
C:\RetailM\config.mdb
Customlabel.def
C:\RetailM\Customlabel.def.Thisfileholdsanycustomisedbarcodelabelsthat
youhavesetupinRetailManager.
Anycustomisedreports
IntheReportsfolderatC:\RetailM\Reports.
Anycustomisedinvoices
IntheDocketsfolderatC:\RetailM\Dockets.
Ifyoucanaccessthenewcomputeroveranetwork,youcancopythefilesdirectlytoyournew
computer.Otherwise,youwillneedtocopythefilestoaCDorotherstoragedevice.
NOTE : Deselectingthereadonlyoption IfyoucopythesefilestoaCD,makesurethataftertheyare
copiedtoyournewcomputer,thereadonlyoptionisdeselected.Todothis,gotoC:\RetailM,rightclickeach
fileandchooseProperties.ThePropertieswindowappears.IntheGeneraltab,deselecttheReadonly
option,clickApplyandthenclickOK.
Onyournewcomputer
320
Followthesestepsonyournewcomputer:
LogintoWindowsasanAdministrator.
InstallthelatestversionofRetailManagerthatyouhave,evenifyouwereusingapreviousversion
onyouroldcomputer.
Copyyourshopfrontfolder(s)intoC:\RetailM.Youdonotneedtocopythisfolderifyouare
migratingtoanewnetworkcomputer.
Copytheconfig.mdbandCustomlabel.deffilesintoC:\RetailM.
CopyanycustomisedreportsandinvoicesintoC:\RetailM\ReportsandC:\RetailM\Dockets
respectively.
C H A P T E R 8
ADMINISTRATION
OpenRetailManager.WhenaskedifyouwanttotransfertheRetailManagerlicence,clickYes.
GototheFilemenuandchooseConfiguration.TheShopfrontConfigurationwindowappears.
SelectyourShopNamefromthelist,clicktheMaintenancetabandthenclickRebuild/Compact.
TheRebuild/Compactprocessstartstorun.
WhentheRebuild/Compacthasfinished,closethewindowandopenyourshopfrontdatabase.Go
totheToolsmenuandchooseLookup.TheLookupTransactionswindowappears.
10
IntheSalestab,clickShowLastSaleandmakesurethelastsaledetailsmatchthoseyounoted
earlier.
11
Resetallthesettingsandoptionsyounotedearlier.
UninstallRetailManagerfromyouroldcomputer WhenyouhavesetupRetailManageron
yournewcomputer,youcanuninstallitfromyouroldcomputer.
NOTE :
Additional notes for migrating to a new server computer

Tominimisedisruptiontoyournetwork,makesureyournewservercomputerhasthesamecomputer
nameasyouroldone.Ifyourcomputernameremainsthesame,thenetworklicense(s)willfindyour
shopfrontwithouthavingtoreconnect.
TosharetheRetailMfolderontheserversothatitcanbeaccessedbyallnetworkcomputers,see
SettingupaRetailManagernetworkonpage 393.
GENERALMAINTENANCE
3 2 1
322
C H A P T E R 8
ADMINISTRATION
9 Troubleshooting
OccasionallyyoumightcomeacrossdifficultieswithhardwareandgeneralWindowsissuesthataffect
theoperationofMYOBRetailManager.Thischapterdelvesintosomeoftheseissuesandexplainshow
youcanidentifyandresolvethem.
TheTroubleshootingchapteralsoprovidesyouwithsomesolutionstocommonquestionsabouthow
toperformmorecomplextasksinmostareasofRetailManager.
Common solutions
IfyouarehavingtechnicalissueswithMYOBRetailManager,asimpleWindowsremedycanoftenhelp
solvetheproblem:
Rebootyourcomputerandprinters.ClickStart,thenShutDown,thenShutDownorShutDown
Computer.Onceyouhaveshutdownyourcomputer,turnoffyourprinters.Whenyourcomputer
andprintersareallturnedoff,wait30seconds,andthenstartupyourprintersagain,andthenyour
computer.RestartRetailManager.
Defragmentyourharddisk.ClickStart,gotoProgramsorAllPrograms,thenAccessories,then
SystemTools,andselectDiskDefragmenter.SeeWindowsHelpformoreinformation.
Deletethefilesinyourtempfolder.UseWindowsExplorertogotoyourtempfolder
(C:\DocumentsandSettings\<username>\LocalSettings\temp).Whenyoulocateyourtemp
folder,deleteallthefilesinit.Makesureyouhavenootherprogramsrunninginthebackground
whenyoudothis.
Checkyourcomputerforviruses.Todothisyouwillneedaviruscheckerprogram.Checkwithyour
retailer.
Maintainyourdatabase.Ifyouarehavingproblemswithyourdatabase,seeMaintainingyour
shopfrontdatabaseonpage 276formoreinformationaboutmanagingyourdatabase,andwhat
optionsareavailableforfixingit.
Restartyourcomputeragainaftertheabovemeasures.Iftheyhaventbeensuccessful,youshould
contactyourMYOBRetailManagerProfessionalorRetailManagertechnicalsupport.
323
Common hardware solutions
Cannotuseapointofsalehardwaredevicesuchasadocketprinter,barcodescanner,cash
drawer,orpoledisplay.Makesurethatdriversforthesehardwareitemsarenot
installedRetailManagerworkswiththesedevicesdirectly.Ifadriverisinstalled,itcaninterfere
withtheoperationofthehardwarewhenusingRetailManager.
Cannotuseallmyserialdevicesatthesametime.WithsomemodelsofIBMcompatiblePCs,
therearetwoserialportsbuiltin.Thesetwoportshaveinterruptsettings(IRQs)allocatedtothem.
Ifyouhaveaddedaserialcardtoprovideadditionalserialports,youmustensurethatany
additionalportseachhaveauniqueIRQ.Some(inexpensive)modelsofserialportcardsdonotuse
additionalIRQs,andthesemodelswillnotworkproperlywithRetailManagerandextraserial
devices.
Restartyourcomputeraftertheabovemeasures.Iftheyarenotsuccessful,youshouldcontactyour
MYOBRetailManagerProfessionalorRetailManagertechnicalsupport.
Cash drawers
The cash drawer will not open
324
Checkthatthecashdrawerispluggedintotheportonyourcomputer(orprinter)andthepoweris
switchedon.
Checkthatthecashdrawerisnotlockedandcanopenwithoutobstruction.
MakesureyouhaveselectedtheUseCashDraweroptionintheCashDrawerwindow.
Checkthatyouhaveenteredthecorrectcontrolcoderequiredtoopenthecashdrawerinthe
Triggerfield.Refertothecashdrawerdocumentationorspeaktothesupplierofthecashdrawer
forthissetting.Checkthatyouhaveconvertedthecontrolcodecorrectlytotheformatusedin
RetailManager.
Ifyourcashdrawerisconnectedtoyourdocketprinter:
a Makesurethereispaperintheprinter,thattheprinteristurnedonandthatitisonline.
b MakesureyouhaveselectedthecorrectprintermodelfromthePrinterTypeselectionlistinthe
CashDrawerwindow.
c Ifyourprinterhasmorethanonecashdrawerconnection,makesureitispluggedintothe
correctoneontheprinter.
Ifthecashdrawerispluggeddirectlyintoaportonyourcomputer(andnotthedocketprinter):
a CheckthatthecorrectportisspecifiedintheCashDrawerwindow.
b Ifyouareusingaserialcashdrawer,checkthatthemultiplierrequiredtoopenthecashdrawer
issetcorrectly.Youmayneedtospeaktothesupplierofthecashdrawerforthissetting.The
defaultdisplayedintheMultiplierfieldis1.Tryincreasingthisnumberbyfiveandtestingthe
cashdraweruntilitopens.
C H A P T E R 9
TROUBLESHOOTING
c Ifyouareusingaserialcashdrawer,makesurethattheIRQ(InterruptRequest)yourserialport
isusingisnotsharedbyanotherserialportonyourprinter.Oftenathirdorfourthserialport
mayshareitsIRQwithportsoneandtwo.AninternalmodemmayalsobesharingthesameIRQ.
TocheckwhichIRQyourserialportuses,dothefollowing:
Ifyouareusing
Dothis
WindowsVista
GototheStartmenu,rightclickComputerandchooseProperties.The
Systemwindowappears.
ChooseDeviceManagerfromtheleftpaneofthewindow.TheDevice
Managerwindowappears.
Onyourdesktop,rightclickMyComputerandchooseProperties.The
SystemPropertieswindowappears.
ClicktheHardwaretabandthenclickDeviceManager.TheDevice
Managerwindowappears.
WindowsXP
IntheDeviceManagerwindow,selectPorts(COM&LPT),rightclicktheportthatyouwantto
checkthesettingsforandchooseProperties.TheCommunicationsPort(COMx)Properties
windowappears.
ClicktheResourcestabandmakeanoteofwhichIRQyourserialportuses.ThenclickOK.
d FollowthesestepstocheckthattheotherserialportsyouareusingdontusethesameIRQ.
e Ifyouareusingaserialcashdrawer,checkthattheportsettingsyouenteredarecorrect.On
someserialcashdrawersyouneedtolowerthebaudrateoftheserialportto300.Thisis
achievedbychangingthepropertiesoftheportintheSettingswindow(clickSettingsinthe
CashDrawerwindow).
CASHDRAWERS
3 2 5
Docket printers
Issue
See
HowdoIprintadocketprinterselftest?
below
Thedocketprinterisnotprintingorisprintingillegibletext
below
Onlypartofthedocketisprinting
page 327
Thepapercutterisnotfunctioning
page 327
Thedocketiscutbeforeprintingiscompleteorthefulldocketisnotprinting
page 328
Thedocketisnotprintinginasecondcolour
page 328
Theentiredocketisprintinginred
page 328
Thedocketisnotprintingindoublewidth
page 328
Thedocketisprintingindoublewidth
page 329
Thelastfewcharactersonalineprintontoanewlineofthedocket
page 329
Mycompanynameprintsinalargefont.HowcanIprintitinasmallfont?
page 329
MyprinterrespondstoatestintheHardwareoptions,butwillnotprintasalesdocket
page 330
Adocketprintsforeverysale.Ionlywanttoprintadocketforselectedsales
page 330
Onlythefirstpartofthesalesdocketisprinting.Itstopsafteracertainamountofcharactersare
printed
page 330
Whatisthewidthoftheprinterpaperroll?
page 330
EachtimeIprint,theprintererrorlightappears
page 331
WhydoesthePaperOutlightappearbeforethepaperrollisfinished?
page 331
MyPosiflexPP8000USBthermaldocketprinterdoesnotworkinRetailManager
page 331
Error:DocketPrinter(40Column)isnotsetpleasecheckyourHardware
page 332
How do I print a docket printer self-test?

1
Turntheprinteroff.
HolddowntheFeedbutton,andwhiledoingsoswitchtheprinteron.Atestpagewillprint.
Asuccessfuldocketprinterselftestwillprintdetailsoftheprintersettingssuchastheconnection
typeandbufferlevel.Makeanoteofthesedetails.
Iftheselftestdidnotprintorcontainedillegibletext,theprintermaybefaulty.Consultyour
printervendor.
The docket printer is not printing or is printing illegible text
326
Makesuretheprinterissetup,andtheSelecttoPrintoptionsareselectedintheSettingstabof
thePrintingOptionswindow(seePrintingoptionsonpage 31formoreinformation).
Makesuretheprinterisswitchedon,connectedandhaspaper.
C H A P T E R 9
TROUBLESHOOTING
MakesuretheUseDocketPrinteroptionisselectedintheDocketPrintertaboftheMYOB
RetailManagerHardwarewindow(seeTosetupyourdocketprinteronpage 372formore
information).
Makesurethe40coloptionisselectedintheSetuptabofthePrintingOptionswindow(see
Printingoptionsonpage 31formoreinformation).
Performaprinterselftest.IftheselftestisOK,continuewiththenextstep.
PrintatestpageinWindows.
Ifthetestpagecontainsillegibletext,theremaybeaproblemwiththeprinter,theportitis
connectedtoorthecableusedtoconnectit.
Iftheprinterisconnectedviaaserial(COM)port,makesuretheportsettingsarecorrect:
GototheSetupmenuandchooseHardware.TheMYOBRetailManagerHardwarewindow
appears.
ClicktheDocketPrintertabandthenSettings.TheSettingsforSerialCashDrawerwindow
appears.
Makesurethesettingsarecorrect.Forinformationonthecorrectsettings,seeyourprinter
documentation.
ChecktheportsettingsinWindowsDeviceManager.Makesureyouareusingthecablesupplied
orrecommendedbyyourprintervendor.
Ifthedocketprinterisstillnotprintingorisprintingillegibletext,tryconnectingittoadifferent
portwithanothercable,ortryconnectingittoanothercomputer.
TestvariousbuffersizesintheDocketPrintertaboftheMYOBRetailManagerHardwarewindow.
RefreshthePrintingandHardwareoptions.
Iftheprinterstilldoesnotprintsuccessfully,itislikelytobefaulty.Pleaseconsultyourprintervendor.
Printerswitchboxes Donotuseaprinterswitchbox,asmostmodernprinterscontinuouslysend
andreceivedatatothecomputerevenwhenitisnotprinting.Itisalwaysbesttoinstallasecondprinterport.
NOTE :
Only part of the docket is printing

1
MakesureyouhaveselectedtheportthatyourdocketprinterispluggedintofromthePortlistin
theDocketPrintertaboftheMYOBRetailManagerHardwarewindow.
Ifyouareprintingtoadocketprinterconnectedtoanothercomputer,makesureyouselectthe
Generic/TextOnlyprinterforthatcomputer,andnotyourownGeneric/TextOnlyprinter.Select
theprinterfromthePortlistintheDocketPrintertaboftheMYOBRetailManagerHardware
window.FormoreinformationseeSharingdocketprinters(serialprintersonly)onpage 374.
The paper cutter is not functioning

1
Makesureyourdocketprinterhasapapercutterinstalled.
Checkthatyouhaveenteredthecorrectsettingsforyourpapercutter:
a GototheSetupmenuandchooseHardware.TheMYOBRetailManagerHardwarewindow
appears.
b ClicktheDocketPrintertab.
c MakesureyouhaveselectedthecorrectprintermodelintheModelfield.
d Ifnotalreadyselected,selecttheActivateoptioninthePaperCuttersection.
e MakesureyouhaveenteredthecorrectcontrolcodesintheHalfCutorCutfields.Thesecodes
arerequiredtoactivatetheprintercutter.SeeControlcodesonpage 370.
DOCKETPRINTERS
3 2 7
Makesureyouhaveselectedtheappropriatecutoptionforyourprinter:HalfCutorCut.
g ClickApplyandthenTest.
Ifyourpapercutterstilldoesnotwork,youmayhaveenteredtheincorrectcontrolcodesforyour
printer.Forthecorrectcontrolcodes,seeyourprinterdocumentation.
The docket is cut before printing is complete or the full docket is not printing
1
appears.
ClicktheDocketPrintertab.IncreasethenumberintheLinestoadvancebeforecutfield.
ClickTest.Iftheproblemreoccurs,continueincreasingthenumberuntilanadequatenumberof
linesadvancebeforethecut.
The docket is not printing in a second colour

1
Makesureyourdocketprintersupportssecondcolourprinting.
Makesureyouareusingadoublecolourribboninyourprinter.
appears.
ClicktheDocketPrintertab.MakesureyouhaveenteredthecorrectcontrolcodeintheSecond
ColourOnfield.Thiscodeisrequiredtoactivatesecondcolourprinting.SeeControlcodeson
page 370.
ClearalltextfromtheSecondColourOfffield.
ClickApplyandthenTest.
The entire docket is printing in red

Youcantryturningoffsecondcolourprinting.SomeprintersrequireaSecondColourOffsettingtodo
this.
1
appears.
ClicktheDocketPrintertab.MakesureyouhaveenteredthecorrectcontrolcodeintheSecond
ColourOfffield.Thiscodeisrequiredtodeactivatesecondcolourprinting.SeeControlcodeson
page 370.
ClearalltextfromtheSecondColourOnfield.
The docket is not printing in double-width
328
appears.
ClicktheDocketPrintertab.MakesureyouhaveenteredthecorrectcontrolcodeintheDouble
WidthOnfield.SeeControlcodesonpage 370.
C H A P T E R 9
TROUBLESHOOTING
The docket is printing in double-width

SomeprintersrequireaDoubleWidthOffsettingtoturnoffdoublewidthprinting.
1
appears.
WidthOfffield.SeeControlcodesonpage 370.
The last few characters on a line print onto a new line of the docket
Thismaybebecausethebuffersizehasbeensetincorrectly.Checkyourprinterdocumentationor
printaprinterselftesttofindoutthecorrectbuffersizeforyourprinter.Ifthisinformationis
unavailable,youcanincreasethebuffersizebytrialanderror.Thedefaultbuffersizesettingof4will
workformostprinters,butitcanbesettoanynumberbetween1and99.
1
appears.
ClicktheDocketPrintertab.IncreasethevalueintheBufferSizefieldandclickTest.
Ifyouareusingaserial(COM)portdocketprinter,theerrormaybeduetoincorrectserialportsettings.
3
Tocheckthesesettings,dothefollowing:
Ifyouareusing
Dothis
WindowsVista
GototheStartmenu,rightclickComputerandchooseProperties.TheSystem
windowappears.
ChooseDeviceManagerfromtheleftpaneofthewindow.TheDeviceManager
windowappears.
Onyourdesktop,rightclickMyComputerandchooseProperties.TheSystem
Propertieswindowappears.
ClicktheHardwaretabandthenclickDeviceManager.TheDeviceManager
windowappears.
WindowsXP
IntheDeviceManagerwindow,selectPorts(COM&LPT),rightclicktheportthatyouwantto
checkthesettingsforandchooseProperties.TheCommunicationsPort(COMx)Properties
windowappears.
ClickthePortSettingstabandmakesuretheportsettingsmatchthesettingslistedinyourprinter
documentationorprinterselftest,thenclickOK.
RetesttheprinterinRetailManager.
My company name prints in a large font. How can I print it in a small font?
ThisisbecausetheDoubleWidthoptionhasbeenselected.
ToswitchDoubleWidthoff:
1
appears.
WidthOfffield.Thiscodeisrequiredtodeactivatedoublewidthprinting.
ClearalltextfromtheDoubleWidthOnfield.
DOCKETPRINTERS
3 2 9
ToswitchDoubleWidthOn:
5
appears.
ClicktheDocketPrintertab.CheckthatyouhaveenteredthecorrectcontrolcodeintheDouble
WidthOnfield.Thiscodeisrequiredtoactivatedoublewidthprinting.
ClearalltextfromtheDoubleWidthOfffield.
My printer responds to a test in the Hardware options, but will not print a sales
docket
ThismaybebecauseeithertheHardwareorthePrintingoptionshavenotbeenappliedby
RetailManager.Often,ifyourefreshthesettings,theprinterwillwork.
1
Switchtheprinteroffandthenswitchitonagain.
CloseandthenrestartRetailManager.
Turnoffandthenrestartyourcomputer.
appears.
ClicktheDocketPrintertab,deselecttheUseDocketPrinteroptionandclickApply.Thenreselect
theUseDocketPrinteroptionandclickApplyagain.
GototheSetupmenu,chooseOptionsandthenPrinting.SelecttheA4optionforDocketsand
clickApply.Thenselectthe40coloptionforDocketsandclickApplyagain.
A docket prints for every sale. I only want to print a docket for selected sales
1
ChoosePrintingandthenclicktheSettingstab.
IntheSelecttoPrintfield,deselecttheSalesDocketsoption.Thiswillpreventdocketsfrom
printingforsales.
ToprintasalesdocketforselectedsaleswhentheSalesDocketsoptionisdeselected,reprintthelast
sale:
GototheToolsmenu,chooseReprintandthenchooseLastSalesDocket.
Only the first part of the sales docket is printing. It stops after a certain amount
of characters are printed
Thismaybebecausethebuffersizehasbeensetincorrectly.FollowthestepsforThelastfew
charactersonalineprintontoanewlineofthedocketonpage 329.
What is the width of the printer paper roll?

RetailManagerissetuptoprinttodocketprintersthatusepaperrolls80mmwide.Ifyourdocket
printerusespaperrollsofanotherwidth,docketsprintedbyRetailManagermaynotbealigned
correctly.
330
C H A P T E R 9
TROUBLESHOOTING
Each time I print, the printer error light appears

Doaprinterselftest(seeHowdoIprintadocketprinterselftest?onpage 326formoreinformation).
Iftheerrorlightstillappears,thewidthofthepaperrollyouareusingmaybetoonarrowforthe
printer(lessthan80ml).Ifyoureceivedasmallplasticstopperwiththepurchaseofyourprinter,place
thestopperbetweenthepaperrollandthesideofprinter.
Why does the Paper Out light appear before the paper roll is finished?
Asaprecaution,somepaperisleftunusedattheendofeachroll.Thispreventsdamagetotheprinter
rollers.
My Posiflex PP 8000 USB thermal docket printer does not work in RetailManager
1
Checkthatyouhaveenteredthecorrectsettingsforyourdocketprinter.
a GototheSetupmenuandchooseHardware.TheMYOBRetailManagerHardwarewindow
appears.
b ClicktheDocketPrintertab.MakesureyouhaveselectedPosiflexPP8000intheModelfield.
c MakesureyouhaveselectedthecorrectCOMPort.
d ClickSettings.TheSettingsforSerialDocketPrinterwindowappears.
e Makesureyouhaveselectedthefollowingsettings:
MakesuretheWindowsportsettingsmatchthoseshownabove.
a Onyourdesktop,rightclickMyComputerandchooseProperties.TheSystemProperties
windowappears.
b ClicktheHardwaretabandthenDeviceManager.TheDeviceManagerwindowappears.
c SelectPorts(COM&LPT),rightclicktheappropriateportandchooseProperties.The
CommunicationsPort(COMx)Propertieswindowappears.
d ClickthePortSettingstabandmakesuretheportsettingsmatch.
Makesureyouhaveconnectedyourprinterproperly.
a Performaprinterselftest(seeHowdoIprintadocketprinterselftest?onpage 326formore
information).
b TurnyourprinterOffandthenOn.
c Makesureyouhavepluggedinyourprintercorrectly.
d CheckthePaperOutandErrorlightsonyourprinter.
e Installagenerictextonlyprinterdriverandprintatestpage.
f Connectyourprintertoanotherport.
g RemoveanyotherprinterdriversinWindowsthatareconnectedtothatport.
DOCKETPRINTERS
3 3 1
Ifyourprinterisstillnotworking,tryuninstallingandthenreinstallingyourprinterandCOMport
fromWindowsDeviceManager.
a Onyourdesktop,rightclickMyComputerandchooseProperties.TheSystemProperties
windowappears.
b ClicktheHardwaretabthenclickDeviceManager.TheDeviceManagerwindowappears.
c SelectPorts(COM&LPT),rightclicktheappropriateportandchooseProperties.The
CommunicationsPort(COMx)Propertieswindowappears.
d ClickthePortSettingstabandmakesuretheportsettingsarecorrect.
e Touninstallyourprinter,selectPorts(COM&LPT),singleclickPosiflexPP8000IIUSBThermal
PrinterandclickDelete.ClickOKtoconfirmtheremoval.
f TouninstalltheCOMport,selectUniversalSerialBuscontrollers,singleclickUSBHighSpeed
SerialConverterandclickDelete.ClickOKtoconfirmtheremoval.
g Oncethecomponentshavebeenremoved,unplugyourprinterfromyourcomputer,restart
yourcomputerandplugyourprinterbackin.
h ReinstallyourprinterandCOMport.SeeSettingupadocketprinteronpage 371andon
page 392.
i Ifthehardwareisnotinstalledcorrectly,theFoundNewHardwarewindowmayappearinthe
systemtraywiththefollowingmessage:Aproblemoccurredduringhardwareinstallation.Your
newhardwaremightnotworkproperly.Unplugyourprinter,restartyourcomputerandthen
restarttheinstallation.
j ThenextCOMportnumbernotcurrentlyinusebyWindowsorassignedtoanotherdevicewill
automaticallybeassignedtoyourprinterbyWindows.
k Whenyourprinterisswitchedofforunplugged,itwillnotappearasanactiveCOMportthrough
DeviceManagerorRetailManager.
Error: Docket Printer (40 Column) is not set - please check your Hardware
Thiserroroccursifthe40coloptionisselectedintheSetupviewoftheOptionswindow,buttheUse
DocketprinteroptionisnotselectedintheDocketPrintertaboftheMYOBRetailManagerHardware
window.SeeTosetupyourdocketprinteronpage 372.
Scanners
My scanner does not work
Ifyouhaveaserialscanner,makesurethatyouhaveenteredthecorrectserialportsettings.
1
appears.
ClicktheScannertabandmakesureyouhaveenteredthecorrectportsettings.
Ifyouhaveakeyboardwedgescanner,makesurethatitispluggedintoyourkeyboardproperly.
IfyouscananiteminRetailManagerandgetnoresponse,tryscanningitinanotherprogramsuchas
MicrosoftNotepad.Ifyoudonotgetaresponse,yourscannermaybefaulty.
332
C H A P T E R 9
TROUBLESHOOTING
When I scan items that have a factory bar code on them, RetailManager reads
them correctly; however, none of the stickers I print seem to scan properly. Why?
Therearetwopossiblereasonsforthis:
1
Yourprinterorpapermaybepoorquality.WerecommendthatyouuseaLaserJetprinter,asthey
producehigherqualitybarcodesthanDeskJetorInkJetprinters.
YoumaynothaveconfiguredyourscannertoreadCode128barcodes.Consultyourbarcode
documentationtofindouthowtoconfigureyourscannertoreadCode128barcodes,aswellas
EAN13barcodes(whicharetypicallyprintedonfactorybarcodes).
Also,checkthatyourscannerhasbeensetupcorrectly.SeeTosetupyourbarcodescanneron
Bar codes
Changing printers to print bar codes
Thestorecomputeronlyhasasinglecommunications/printerport,andsotheprinterhastobe
changedmanuallywhilethecomputerisrunning.
AvoidchanginghardwarewhileWindowsisrunning.Makesureyoushutdownyourcomputerwhen
youchangeaprinter.
Thebestsolutionwouldbetopurchaseanotherprinterport.
I forgot to put the bar code stickers into the printer when I pressed Print after
doing a multiple item Goods Received. Do I now have to enter each item
manually in the bar code window?
No.Youcan:
UsethePrintCustomBarCodeswindowtoprintthebarcodelabelsyouneed.ClickLoadOptions.
IntheLoadLabelListOptionswindowthatappears,clicktheGoodsReceivedtransactionyouwant
toreprint,loaditintothePrintCustomBarCodeswindowandprintthemout.
GototheToolsmenu,selectReprintandthenLastGoodsReceived.
LocateanddisplaytheoriginalGoodsReceivedforthestockitemintheAudittaboftheStock
windowandpressReprintF4.
FindtheoriginalGoodsReceivedtransactionintheLookupwindowandclickReprint.
I get a Printer Error when I attempt to print bar codes

ChecktheprinteryouhavespecifiedforbarcodesinthePrintingOptionswindow.
Why does the bar code printing leave out the last row of labels?
Therearethreepossiblereasonsforthis:
Youhavethelabelsupsidedown.
ThelabelsarenotthesizeyouspecifiedinthePrintingOptionswindow.
BARCODES
3 3 3
Thelabelsarenotoneofthefollowingtypes:AveryDL33orAvery65.
TrycustomisingyourbarcodelabelsintheCustomBarCodeswindow.GototheToolsmenuand
chooseCustomBarCodes,orpressCTRL+M.
NOTE : Incorrectlyalignedbarcodes Ifyourbarcodesarenotalignedcorrectlyonthesheetoflabels,you
mayneedtosetyourownuserdefineddimensions.Formoreinformationoncustomisinglabels,goto
myob.com.au/supportnotesandviewsupportnote9524.
Pole displays
The pole display is not working
1
Makesurethatthepoledisplayisconnectedproperlytotheserialportonyourcomputer.
CheckthatyouhaveselectedtheUsePoleDisplayoptioninthePoleDisplaywindow.
CheckthatyouhaveselectedthecorrectbrandofpoledisplayinthePoleDisplaywindow.
The pole display is displaying incorrect characters

CheckthattheportsettingsyouenteredintheSettingswindowarecorrect(clickSettingsinthePole
Displaywindow).Checkyourpoledisplaydocumentationorspeaktothesupplierforthecorrect
settings.
The display does not clear properly, or displays text out of line
CheckthatthecontrolcodesyouhaveenteredintheClearDisplayandResetCursorfieldsarecorrect.
Refertoyourpoledisplaydocumentationorspeaktoyoursuppliertofindoutthecorrectvalues.Make
sureyouhaveconvertedthesevaluescorrectlytotheformatusedinRetailManager.
Printers
FollowthesestepsifyouarehavingtroubleusingaprinterwithRetailManager.Additionalinformation
isalsoprovidedspecificallyfordocketprinters.SeeDocketprintersonpage 326.
1
Turnoffthecomputerandcheckthatalltheconnectionsarecorrect,andthatyouarenotoutof
paper.
Turnonthecomputeragain,andcheckthatthepropertiesoftheprinterarecorrect:
334
Ifyouareusing
Dothis
WindowsVista
ClickStart,gotoControlPanelandthenclickPrinters.
WindowsXP
ClickStartandthenclickPrintersandFaxes.
RightclicktheprintericonandselectProperties.
C H A P T E R 9
TROUBLESHOOTING
StartupMYOBRetailManager,andcheckthattheprintingoptionsarecorrect.SeePrinting
optionsonpage 31formoreinformation.CheckthatyouhaventselectedtheDontprintany
docketsoption,forexample.
CheckifyoucanprintfromanotherapplicationapartfromRetailManager.Forexample,startup
Notepad,typesomethingandprintit,ortryprintingthetestpage.
TrydeletingtheprinterfromtheWindowsPrintersorPrintersandFaxeswindow,andthenaddthe
printeragain.See Windowshelpformoreinformation.
Ifyouareusinganetwork,checkthattherearenoproblemswiththenetwork.
File management/configuration
When I try to rename my shop or change the password, I keep getting the
message Database in Use, please shut down RetailManager on all computers
IfthereisaproblemonthenetworkasMYOBRetailManagerisclosing,alockfilecanbeleftonthe
serversharddisk.Thesefileshavean.ldbextension.Thelockfileswillbecalledrecent.ldb,offline.ldb
andarchive.ldb.IfyouviewthesefileswithWindowsNotepad,youmaybeabletolocatethesuspect
computer(ornetworkcard,hub,etc.).Toresolvetheimmediateproblem,deletethesefilesandrestart
RetailManager.Youcanalsotryrestartingthesuspectcomputer.
Thisproblemislikelytorecuruntilyoulocatethenetworkproblem.
How do I restore from a backup?

YoucanrestoreyourshopfrontfromthebackupfilebygoingtotheFilemenuandchoosing
Configuration.ClickYestothemessagethatappears.TheShopfrontConfigurationwindowappears.
ClicktheMaintenancetab,andclickRestore.SeeRestoringyourshopfrontfromabackupfileon
Alternatively,youcandoamanualrestorefromthebackupsthatRetailManagercreatestheseare
storedinfolderscalledMondayBackup\DrawerA,TuesdayBackup\DrawerA,andsoon.Follow
thesestepstodoamanualrestore:
1
CloseRetailManager.IfyouareusingRetailManageronanetwork,closeitonallcomputers.
Openyourshopfrontfolder(thedefaultlocationisC:\RetailM\<your_shop_name>)andrename
therecent.mdb,offline.mdbandarchive.mdbfiles.
Youcanrenamethemtoanamethatindicatesthecurrentdatesuchasrecent_April15.mdb,
offline_April15.mdbandarchive_April15.mdb.
Openthelastbackupfolder(thelocationwillbesimilarto
C:\RetailM\<your_shop_name>\MondayBackup\DrawerA)andcopytherecent.mdb,offline.mdb
andarchive.mdbfilesintoyourshopfrontfolder.
What if I forget my password?

SeeRecoveringaforgottenpasswordabove.
FILEMANAGEMENT/CONFIGURATION
3 3 5
When I started RetailManager it asked me to create a new database. What

happened to my database?
WhenRetailManagercannotfindthedatabasefortheshopfront,itassumesyouwanttocreateone.
Themostlikelycauseforthisproblemisthenetworkhaseitherfailedorthelocationofthedatabase
haschanged.GototheShopfrontConfigurationwindowinRetailManager,checkthelocationofyour
database,andthenuseWindowsExplorertoconfirmthelocation.
Accounting Export/Import
Thissectionisdividedintothreeparts:
1
ErrorsexperiencedduringexportfromRetailManagerbelow
ErrorsexperiencedduringimportintoyourMYOBbusinessmanagementsoftwareonpage 338
WarningsexperiencedduringimportintoMYOBbusinessmanagementsoftwareonpage 348.
WhenperforminganaccountingexporttoexportfromMYOBRetailManagerorimportintoyourMYOB
businessmanagementsoftware,youmayexperienceerrors.Theerrormessagesmayappearon
screen,oryoumaybedirectedtoviewtheMYOBLOG.TXTorMYOBPLOG.TXTfilesforfurther
information.Followingisalistofaccountingexporterrors,warningsandrelatedissues,alongwith
directionsfortroubleshooting.
Errors experienced during export from RetailManager

Issue
See
Pleasecheckyourtaxcodesalesexportaccounts
below
PleasecheckyourMYOBaccountnumbers
page 337
Exportdirectorydoesnotexist.Pleasecheckyouraccountingexportoptions(foundunder
SetupOptions)
page 337
ErroroccurredretrievingexportdirectoryinCExport:FileDirbadfilenameornumber
page 337
ErroroccurredexportingvarianceinCExport:JournalVariance.TheMicrosoftjetdatabase
enginestoppedtheprocess
page 337
Please check your tax code sales export accounts

ThiserroroccurswhenanaccountforoneormoretaxcodesisnotsetintheRetailManagerTaxCodes
List.SeeExportingtaxinformationonpage 55.
Onceallrequiredtaxcodeshaveanaccountnumberassignedtothem,retrytheexport.
336
C H A P T E R 9
TROUBLESHOOTING
Please check your MYOB account numbers

ThiserroroccurswhenyouhavenotenteredafivedigitMYOBaccountnumberintooneormoreofthe
fieldsintheRetailManagerChartofAccounts.Youalsomayhaveenteredanaccountnumberwithan
invalidcharactersuchasadash[]symbol.Formoreinformationonassigningaccountnumbers,see
TheChartofAccountstabonpage 44.
Onceallaccountnumbershavebeenenteredandnoblankfieldsareleft,retrytheexport.
Export directory does not exist. Please check your accounting export options
(found under SetupOptions)
ThiserroroccurswhentheExportPathspecifiedinRetailManagerisnonexistent.Thetargetfolder
mayhavebeenmisspelt,renamedordeleted.SeeTheExporttabonpage 43.
Ifyoucannotbrowsetothecomputerorfolder,checkthatthecomputerisswitchedonandtheexport
pathexists.
Ifyoucontinuetoexperienceproblemslocatingtheexportpath,contactyournetworkadministrator
orITconsultantforfurtherassistance.
Error occurred retrieving export directory in CExport: FileDir bad file name or
number
ThiserroroccurswhentheExportPathspecifiedinRetailManagerisnotaccessibleatthetimeofthe
accountingexport.
Ifyourexportpathisanetworkpath,checkyournetworkconnections.
Alsomakesureyourexportfolderallowsfullcontrolpermissions:
1
RightclicktheexportfolderandchooseProperties.ThePropertieswindowappears.
ClicktheSharingtab.
[WindowsVista]ClickAdvancedSharing(youwillneedtoeitherbeloggedinasAdministratoror
havetheAdministratorpasswordtoproceed).TheAdvancedSharingwindowappears.
MakesuretheSharethisfolderoptionisselected.
ClickPermissions.ThePermissionswindowappears.
MakesureFullControlpermissionisallowedforallrequiredusers.
ClickApplyandretrytheexport.
Formoredetailedadviceonnetworkconnectionsandsharing,contactyourITconsultantornetwork
administrator.
Error occurred exporting variance in CExport: JournalVariance. The Microsoft jet

database engine stopped the process
Thiserroroccurswhenthereisaninternalproblemwiththedatabase.Thedatayouaretryingto
exportmayhavebeencorrupted.TryperformingaRebuild/Compactonyourshopfrontdatabase.See
Rebuildingandcompactingyourshopfrontdatabaseonpage 279.
Ifthisdoesnotsolvetheproblem,youwillneedtosubmityourdatabasetoMYOBforanalysisand
repair.SeeSendingyourshopfrontdatabaseusingFTPonpage 354orcontactMYOBretailtechnical
supportformoreinformation.
ACCOUNTINGEXPORT/IMPORT
3 3 7
Errors experienced during import into your MYOB business

management software
Issue
See
AbouttheRetail.txtfile
page 339
OpeningtheRetail.txtfileinExcel
page 340
ReexportingsessionsfromRetailManager
page 341
Error10:Invaliddate
page 341
Error11:Transactionsdatedbeforethebeginningofyourfinancialyearmaynotbeimported
page 342
Error13:Transactionsdatedbeforeyourpostingcompletedatemaynotbeimported
page 342
Error14:Invalidaccount
page 342
Error15:Accountnumbernotfoundinlistofpostableaccounts
page 343
Error16:Invaliddebitamount
page 343
Error17:Invalidcreditamount
page 343
Error19:Unbalancedtransaction
page 343
Error26:Cardnotfound
page 344
Error36:Freightamountinvalid
page 345
Error38:Defaultaccountforfreightchargesnotspecified
page 345
Error81:Taxcodelinkedaccountismissing
page 346
Error84:Foreigncurrencylinkedaccountismissing
page 346
Error87:Invalidtaxcodeforthistransaction
page 346
Error121:Thetaxcodeisinvalid:Importingcancelled
page 347
Error122:Mandatoryinctaxamountisinvalidorblank
page 347
Error127:Transactiondatedbeforeyourlockperioddatemaynotbeimported:Importingcancelled
page 348
Error169:Jobnotfoundinlistofdetailjobs
page 348
MosterrorsthatoccurduringanimportwilldirectyoutoviewtheMYOBLOG.TXTfile(ifusingMYOB
AccountingorMYOBAccountingPlus),ortheMYOBPLOG.TXTfile(ifusingMYOBPremierorMYOB
PremierEnterprise).
338
C H A P T E R 9
TROUBLESHOOTING
TheMYOBLOG.TXTorMYOBPLOG.TXTfileislocatedinthesamefolderasyourshopfrontdatabase.The
lastlineprovidesacodeanddescriptionfortheerrororwarning.Thislineisusedforthetitleofthe
errororwarning.
ErrorsexperiencedduringanAccountingImportusuallyindicatethatdataintheRetail.txtfileis
incorrectandautomaticadjustmentscannotbemadebyyourMYOBbusinessmanagementsoftware.
Theimportwillstopandnodatawillbeimported.Youmayneedtoreexportthesessionin
RetailManager,editdataintheRetail.txtfileorchangesettingsinRetailManageroryourMYOB
About the Retail.txt file

TheRetail.txtfileiscreatedbyRetailManagerwhenyouperformanaccountingexport.Itcontainsthe
taxcodes,newsuppliers,purchasesandjournalentriesthatwillbeimportedintoyourMYOBbusiness
managementsoftwarecompanyfile.
ThefirstlineshowsthedateofexportandwhetherthefilehasbeenexportedfromRetailManager
only,orimportedintoyourMYOBbusinessmanagementsoftwareaswell.Theinformationbelowthe
firstlineisdividedintofoursections:
Taxcodeslinesbeginningwiththenumberzero.ThesewillbematchedagainsttheTaxCodesList
inyourMYOBbusinessmanagementsoftware.
Newsuppliercardslinesbeginningwiththenumberone.Thesewillbeimportedasnewsupplier
cards.
3 3 9
Purchases(GoodsReceived)linesbeginningwiththenumbertwo.Thesewillbeimportedas
ServicetypeBills.Purchaselinesmaycontainasecondorthirdlinenotbeginningwiththenumber
two;thisoccurswhenthepurchasecontainsitemswithdifferenttaxcodes.
Journalentrieslinesbeginningwiththenumberthree.ThesewillbeimportedintoyourMYOB
businessmanagementsoftwaretransactionjournal,debitingandcreditingthenominated
accounts.Notethatthefirstlineofeachjournalentryisindentedtotheright.
CaremustbetakenwheneditingtheRetail.txtfiletoresolveerrors.Itisimportantnottochangethe
structureofthefileasthiscouldresultinalignmentissuesandpotentiallygeneratemoreerrorswhen
retryingtheimport.WerecommendusingaprogramsuchasExceltoviewandeditthefilemoreeasily.
SeeOpeningtheRetail.txtfileinExcelbelow.
Opening the Retail.txt file in Excel

1
OpenExcel,gototheFilemenuandselectOpen.TheOpenwindowappears.
SelectTextFilesfromtheFilesoftypelist.FindtheRetail.txtfile(usuallyinyourMYOBbusiness
managementsoftwarefolder)andclickOpen.TheTextImportWizardappears.
ClickFinish.TheRetail.txtfileopens.Ifyouwant,youcanexpandsomeofthecolumnwidthstosee
alltheinformation.
TosavetheRetail.txtfile:
340
GototheFilemenuandselectSave.ApromptwillappearaskingifyouwanttokeeptheRetail.txt
fileinthecurrentformat.ClickYes.
CloseExcel.Anotherpromptmayappearaskingifyouwanttosavethechangesyoumade.Click
No.
C H A P T E R 9
TROUBLESHOOTING
Reexporting sessions from RetailManager

YoucanoftencorrectalignmenterrorsintheRetail.txtfilebyreexportingsessionsfrom
RetailManager,resultinginasuccessfulimportintoyourMYOBbusinessmanagementsoftware.
ToreexportaRetailManagersession:
1
GototheFilemenuandchooseAccountingExport.Awindowappearslistingyourcurrent
sessions.
IftheMYOBRetailManagerInformationwindowappearstellingyouthereisnothingtoexport,
clickOK.
2
SelectthesessionyouwanttoreexportbydoubleclickingthesessionnumberintheSessionNo.
column.TheMYOBRetailManagerQuestionwindowappears,askingifyouwanttocontinuewith
thereexport.
ClickYes.TheMYOBRetailManagerQuestionwindowappearsagain,askingifyouwanttoinclude
purchasesandreturnsinthereexport.
Ifyouwanttoreexportgoodsreceivedtransactions,goodsreturnedtransactionsandnew
suppliersfromthissessionclickYes;ifyouonlywanttoreexportjournalentriesclickNo.The
CommentsforthereexportedsessionchangefromExportedtoWillbeExported,andthe
SupplierstobeExportedandPurchases/ReturnstobeExportedfieldschangeaccordingly.
Repeatstep 1tostep 4forothersessionsyouwanttoreexportandthenclickExport.TheMYOB

RetailManagerQuestionwindowmayappearagain,askingifyouwanttooverwritetheprevious
exportsession.
Ifyounolongerneedtoexporttheprevioussession,clickYes.Ifyoudoneedthatsession,clickNo
tostoptheexport.TheMYOBRetailManagerInformationwindowwillappear,withdetailsofthe
reexport.
ClickOK.
Error 10: Invalid date

ThiserroroccurswhenthedateformatintheRetail.txtfileisdifferenttothedateformatinyourMYOB
1
OpentheRetail.txtfileandmakesurethedatesinthefileareinthedd/mm/yyyyformat.
IfthedateformatintheRetail.txtfileis:
3 4 1
incorrect,thentheaccountingexporthasbeenperformedonacomputerwithanincorrectdate
format.Checkyourregionalsettings(seeSettingyourregionalsettingsonpage 11formore
information),thenretrytheaccountingexport.
correct,makesurethedateformatofthecomputerwhereyouareperformingtheAccounting
Importissettodd/mm/yyyy.Ifitisincorrect,checkyourregionalsettings(seeSettingyour
regionalsettingsonpage 11formoreinformation).
Iftheaccountingexportstilldoesnotwork,youmayhaveenteredanincorrectdateintheInvoiceDate
fieldofaGoodsReceivedtransactioninRetailManager.OpentheRetail.txtfileinExcelandfindand
adjustanyincorrectdates.SaveandClosethefileandretrytheimport.
Error 11: Transactions dated before the beginning of your financial year may not
be imported
ThiserroroccurswhenoneormoreofyourRetailManagertransactionsaredatedbeforethecurrent
financialyear.YoumayhaveenteredanincorrectdateintheInvoiceDatefieldofaGoodsReceived
transaction,oryoumaybeexportingdatafromthepreviousfinancialyear.
1
OpentheRetail.txtfileandfindanydatespriortothecurrentfinancialyearinthegoodsreceived
section(linesbeginningwiththenumbertwo)orjournalentriessection(linesbeginningwiththe
numberthree).
Eitheradjustthedatessotheyfallwithinthecurrentfinancialyearordeletethetransactionsfrom
thefile.
SaveandClosethefileandretrytheimport.
Error 13: Transactions dated before your posting complete date may not be
imported
ThiserroroccurswhenyouhaveselectedtheLockPeriodsoptioninyourMYOBbusinessmanagement
softwareandyouaretryingtoimportdatadatedwithinthelockedperiod.
1
InyourMYOBbusinessmanagementsoftware,gototheSetupmenuandchoosePreferences.The
Preferenceswindowappears.
ClicktheSecuritytab.IftheLockPeriodsoptionisselected,deselectitandclickOK.
Retrytheimport.RemembertoreselecttheLockPeriodsoptionaftertheimport.
Error 14: Invalid account

ThiserroroccurswhenanaccountnumberinRetailManagereitherhasnotbeenspecifiedorisa
headeraccountinyourMYOBbusinessmanagementsoftware.
342
InyourMYOBbusinessmanagementsoftware,gototheAccountscommandcentreandclick
AccountsList.TheAccountsListwindowappears.
ClickPrint.TheAccountsListwillprint.
OpentheRetail.txtfileandcomparetheprintedAccountsListagainstallaccountnumbersinthe
file.Makesurethatallaccountnumbersmatch.
MakesurethatallrelevantaccountsinyourMYOBbusinessmanagementsoftwarearedetail
accountsratherthanheaderaccounts,asyoucannotposttransactionstoheaderaccounts.Header
accountsappearinboldtype.Eitherchangetherelevantheaderaccountstodetailaccountsin
yourMYOBbusinessmanagementsoftware,orchangetherelevantheaderaccountnumbersto
detailaccountnumbersintheRetail.txtfile.
C H A P T E R 9
TROUBLESHOOTING
YoumayalsoneedtocorrecttheaccountnumbersinRetailManagertopreventtheerrorfrom
occurringinfuture.
a InRetailManager,gototheSetupmenuandchooseOptions.TheOptionswindowappears.
b SelectAccountingthenclicktheChartofAccountstab.Correcttherelevantaccountnumbers
andclickApplythenOK.Retrytheimport.
Error 15: Account number not found in list of postable accounts

ThiserrorissimilartoError14.Tosolve,repeatstep 1tostep 5forError14:Invalidaccounton
page 342.
Error 16: Invalid debit amount

ThiserrorusuallymeansthatabarcodewasscannedintotheSellpricefieldonasalereversalin
RetailManager.Thisaffectsoneormoreoftheexporteddebitamounts.
1
OpentheRetail.txtfileandlocatetheincorrectamounts.
UsetheRetailManagerLookuporReportingwindowtofindthecorrectamounts.SeeUsingthe
LookupTransactionswindowonpage 71orReportsonpage 265.
CorrecttheamountsintheRetail.txtfile.
Error 17: Invalid credit amount

ThiserrorissimilartoError16,onlytheincorrectamountswereexportedascredits.Tosolve,follow
thestepsforError16:Invaliddebitamountabove.
Error 19: Unbalanced transaction

ThiserrorcanoccurifyouhavechangedthedataintheRetail.txtfilewhileopenedinExcel.Itcanbe
causedbyeitherenteringanincorrectamount,orenteringanamountintheincorrectcolumn.Such
errorscancauseunbalancedtransactions,whichwillnotbeimportedbyyourMYOBbusiness
managementsoftware.
Beforeyoucontinue Thiserrorcanbedifficulttosolve.Unlessyouarecertainthatyoucanfix
it,werecommendthatyoucontactMYOBretailtechnicalsupporton1300 555 115.
CAUTION :
ReexportyoursessionsfromRetailManager(seeReexportingsessionsfromRetailManageron
page 341formoreinformation).
RetrytheimportintoyourMYOBbusinessmanagementsoftware.
InthePrintCashupReportswindow,printtheCashSummaryandSalesSummarytofindthe
missingdatathatisthecauseoftheunbalancedjournalentries(seePrintingcashupreportson
page 256formoreinformation).
OpentheRetail.txtfileinExcel(seeOpeningtheRetail.txtfileinExcelonpage 340formore
information).
Makesurethedebitsandcreditsbalanceforeachjournalentry.InExcel,thedebitsareshownin
columnEandthecreditsincolumnF,exceptforthefirstamount(eithercreditordebit)foreach
3 4 3
journalentry,whichisindentedonecolumntotheright.Inthetwojournalentriesshownbelow,
thedebitsarehighlightedbyborders,andthecreditsarehighlightedbyshadedboxes.
Eachjournalentrywillbalancewhenthetotaldebitamountequalsthetotalcreditamount,andall
amountsareinthecorrectcolumns.
6
Error 26: Card not found

Thiserroroccurswhenthesupplierofapurchase(GoodsReceived)inRetailManagerdoesnothavea
correspondingcardinyourMYOBbusinessmanagementsoftware.Alternatively,thesuppliername
mayhavebeenspeltincorrectly,ormaybelongerthan30characters.
NewsuppliernamesareexportedtothenewsuppliercardssectionoftheRetail.txtfile(thelines
beginningwiththenumberone).Theyretaintheirfullnames.
Purchasesuppliernamesareexportedtothepurchases(goodsreceived)sectionoftheRetail.txtfile
(thelinesbeginningwiththenumbertwo).Theyaretruncatedto30characters.Tofixthis,youcanedit
yoursuppliernamesinRetailManagerto30charactersorfewer.
344
OpentheRetail.txtfileandcheckallsuppliernamesinthepurchases(goodsreceived)section(the
linesbeginningwiththenumbertwo).ComparethemwiththesupplierdetailsinRetailManager,
checkingfortruncatedsuppliernames.
Ifthereareanysuppliernamesthatweretoolongandweretruncatedbytheexport:
a ShortenthesuppliernamesinRetailManagerto30charactersorfewer.SeeToeditasupplier
recordonpage 90.
b Reexportthesession(includingpurchasesandreturns)andretrytheimport.
IfthesuppliernamesintheRetail.txtfilematchthoseinRetailManager:
a CheckthesuppliercardsinyourMYOBbusinessmanagementsoftwarebygoingtotheCardFile
commandcentreandselectingCardsList.TheCardsListwindowappears.
b SelecttherelevantsuppliersandmakesurethenamesmatchthoseintheRetail.txtfile.
c IfasuppliernameinRetailManagerisspeltdifferentlytothenameintheRetail.txtfile,change
itsothatthenamesmatch.SeeToeditasupplierrecordonpage 90.
d IfyoucannotfindasupplierwiththatnameinRetailManager,createanewone,makingsure
thenameexactlymatchesthatintheRetail.txtfile.SeeToeditasupplierrecordonpage 90.
e ClosetheRetail.txtfilewithoutsavingchanges,andretrytheimport.
C H A P T E R 9
TROUBLESHOOTING
Error 36: Freight amount invalid

Thiserroroccurswhenafreightamountistoolargetoimport.Itcanbecausedbyscanningabarcode
intotheFreightfieldofaGoodsReceivedorGoodsReturnedtransactioninRetailManager.
1
information).Findtheincorrectfreightamountsinthepurchases(goodsreceived)section(the
linesbeginningwiththenumbertwo).Therewillbelargenumbersinthreecolumns:columnZ(for
extaxfreight),columnAA(forinctaxfreight)andcolumnAD(fortaxonfreight).Thesenumbers
arehighlightedbybordersbelow.
Replacethethreeincorrectfreightamountswiththecorrectamounts,makingsureyoueditonly
theamountsandnottheformattingofthecell.
SaveandClosetheRetail.txtfileandretrytheimport.
IfyourecordedaGoodsReceivedorGoodsReturnedtransactionwithanincorrectfreightamountin
RetailManager,youwillneedtorecordareversal:
4
Calculatethefreightamounttobereversedbysubtractingtheincorrectfreightamountfromthe
correctfreightamount.Thiswillresultinalargenegativevalue.
RecordaGoodsReceivedorGoodsReturnedtransactionwithoutenteringanyitems.Inthe
Freightfield,enterthecalculatednegativefreightamount.
IntheRetail.txtfile,replacetheincorrectfreightamountsinthepurchases(goodsreceived)
sectionwiththenumberzero.
Error 38: Default account for freight charges not specified

ThiserroroccurswhenalinkedaccountforfreightisnotspecifiedinyourMYOBbusinessmanagement
software.
1
InyourMYOBbusinessmanagementsoftware,gototheSetupmenu,chooseLinkedAccountsand
thenchooseSalesAccounts.TheSalesLinkedAccountswindowappears.
MakesureyouhaveselectedtheIchargefreightonsalesoptionandspecifiedanaccountinthe
IncomeAccountforFreightfield.
GototheSetupmenu,chooseLinkedAccountsandthenchoosePurchasesAccounts.The
PurchasesLinkedAccountswindowappears.
MakesureyouhaveselectedtheIpayfreightonpurchasesoptionandspecifiedanaccountinthe
ExpenseorCostofSalesAccountforFreightfield.
Retrytheimport.
3 4 5
Error 81: Tax code linked account is missing

ThiserroroccurswhenataxcodelinkedaccountisnotspecifiedinyourMYOBbusinessmanagement
software.
1
InyourMYOBbusinessmanagementsoftware,gototheListsmenuandchooseTaxCodes.TheTax
CodesListwindowappears.
ClickthearrownexttothetaxcodespecifiedintheMYOBLOG.TXTorMYOBPLOG.TXT file.TheTax
CodeInformationwindowappears.
IntheLinkedAccountforTaxCollectedandLinkedAccountforTaxPaidfields,selecttheaccounts
youwanttouse.
ClickOKandretrytheimport.
Error 84: Foreign currency linked account is missing

ThiserroroccurswhenamulticurrencylinkedaccountisnotspecifiedinyourMYOBbusiness
managementsoftware.Italsocanoccurwhenalinkedaccountforsalesandpurchasesortaxcodesis
notspecifiedinyourMYOBbusinessmanagementsoftware.
1
Tocheckyourforeigncurrencylinkedaccounts:
a GototheListsmenuandchooseCurrencies.TheCurrenciesListwindowappears.
b Clickthezoomarrownexttothecurrencyyouwanttocheck.TheCurrencyInformationwindow
appears.
c ClickthePayableAccountstab.Makesureyouhavespecifiedlinkedaccountsforallrequired
fields.
d Repeatstep 1atostep 1 cforeachforeigncurrency.
Tocheckyoursalesandpurchaseslinkedaccounts,followthestepsforError38:Defaultaccount
forfreightchargesnotspecifiedonpage 345.
Tocheckyourtaxcodelinkedaccounts,followstep 1tostep 3forError81:Taxcodelinkedaccount

ismissingabove.
Retrytheimport.
Error 87: Invalid tax code for this transaction

ThiserroroccurswhenanonsalestaxcodesuchasINPorGNRislistedunderasalestransaction
(journalentry)intheRetail.txtfile.Notethatsalestransactionswillnotbecommittedby
RetailManageriftheycontainanonsalestaxcode.Anonsalestaxcodewillonlyappearunderasales
transactionintheRetail.txtfileifyouhavemanuallyeditedthefile.
346
IntheRetail.txtfile,findanynonsalestaxcodesinthejournalentries(linesbeginningwiththe
numberthree),andchangethemtosalestaxcodes.
C H A P T E R 9
TROUBLESHOOTING
Error 121: The tax code is invalid: Importing cancelled

ThiserroroccurswhenataxcodespecifiedinRetailManagerisnotspecifiedinyourMYOBbusiness
managementsoftware.TheerrorwillbenotedintheMYOBLOG.TXTorMYOBPLOG.TXTfile.
1
ComparethetaxcodesintheRetail.txtfilewiththetaxcodesinyourMYOBbusinessmanagement
software.LocatethetaxcodethatisintheRetail.txtfilebutnotinyourMYOBbusiness
managementsoftware.
InyourMYOBbusinessmanagementsoftware,gototheListsmenuandchooseTaxCodes.TheTax
CodesListwindowappears.
ClickNew.TheTaxCodeInformationwindowappears.
Enterthenameofthetaxcodefoundinstep 1andspecifyallrequiredfields,includingtheLinked
AccountforTaxCollectedandtheLinkedAccountforTaxPaidfields.
ClickOKtosavethenewtaxcode.
Retrytheimport.
Error 122: Mandatory inc-tax amount is invalid or blank

Thiserroroccurswhenapurchaseamountistoolargetoimport.Itcanbecausedbyscanningabar
codeintotheUnitCostfieldofaGoodsReceivedorGoodsReturnedtransactioninRetailManager.
Beforeyoucontinue IfyouhaverecordedSales,GoodsReceivedorGoodsReturned
transactionsforanitematincorrectunitcost,orifyoudonotoperateonanAverageCoststockcostingbasis,
thiserrorcanhaveextensiveimplications.Unlessyouarecertainthatyoucanfixit,westronglyrecommend
thatyoucontactMYOBretailtechnicalsupporton1300 555 115.
CAUTION :
information).Findtheincorrecttaxamountinthepurchases(goodsreceived)section(thelines
beginningwiththenumbertwo).ThetaxamountwillbeincolumnQ.
Replacetheincorrectamountinthepurchases(goodsreceived)sectionwithzero,makingsureyou
editonlytheamountandnottheformattingofthefile.
SaveandClosetheRetail.txtfileandretrytheimport.Thepurchasewillbeimportedintoyour
MYOBbusinessmanagementsoftwareasaclosedbillwithaservicelayout.Noactionisrequired
onthisbill.
IfyourecordedaGoodsReceivedorGoodsReturnedtransactionwithanincorrectunitcostin
RetailManager,youwillneedtorecordareversalfollowedbythecorrecttransaction:
4
RecordaGoodsReceivedorGoodsReturnedtransaction.IntheUnitCostfield,entertheoriginal
amount,butasanegativevalue.
RecordanotherGoodsReceivedorGoodsReturnedtransaction.IntheUnitCostfield,enterthe
correctamount,andchecktheTotal(inc)beforeclickingCommit F10orpressingF10tocommit
theinformation.
Whenyounextperformanaccountingexport,repeatstep 1tostep 2tochangetheincorrect

negativeamounttozero.
3 4 7
Error 127: Transaction dated before your lock period date may not be imported:
Importing cancelled
ThiserrorissimilartoError13.Tosolve,repeatstep 1tostep 3forError13:Transactionsdatedbefore
yourpostingcompletedatemaynotbeimportedonpage 342.
Error 169: Job not found in list of detail jobs

ThiserroroccurswhenthejobnumberspecifiedforashopfrontinRetailManagereitherhasnotbeen
specifiedorisaheaderjobinyourMYOBbusinessmanagementsoftware.
InRetailManager:
1
SelectAccountingandclicktheExporttab.MakesureyouhavespecifiedthecorrectJobNumber.
InyourMYOBbusinessmanagementsoftware:
3
GototheListsmenuandchooseJobs.TheJobsListwindowappears.
MakesurethejobnumberfortheRetailManagershopfrontyouaretryingtoimportisspecified.If
thejobnumberisnotspecified,createanewone:
a ClickNew.TheNewJobwindowappears.
b CompletetheJobInformationfieldsandclickOK.
Ifthejobnumberisalreadyspecified,makesureitisadetailjobratherthanaheaderjob,asyou
cannotposttransactionstoheaderjobs.Headerjobsappearinboldtype.
Retrytheimport.
Warnings experienced during import into MYOB business

management software
Issue
See
Warning92:Phoneorfaxnumbertoolong:Truncated
below
Warning138:Amountiszero:Lineignored
page 349
Warning251:Foreigncurrencytransactionmustspecifyanexchangeratecurrentexchangerate
substituted
page 349
Warning595:Invaliddeliverystatus;currentdeliverystatussubstituted
page 349
NOTE : WarningsduringanAccountingImport WarningsexperiencedduringanAccountingImport

indicatethatcertainnoncriticaldatahadtobemodifiedtoimport.Awarningwillnotstoptheimportandin
mostcaseswillnotrequireanyaction.
Warning 92: Phone or fax number too long: Truncated

ThiswarningoccurswhenaphoneorfaxnumberforasupplierinRetailManagerhastoomany
characterstobeimportedintoyourMYOBbusinessmanagementsoftware,andhasbeenshortened.
Thenumbercanbeadjustedaftertheimport.
348
C H A P T E R 9
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Warning 138: Amount is zero: Line ignored

ThiswarningoccurswhenthereisaLastCostvarianceofzerointheRetail.txtfile.Thislinewillbe
ignoredbyyourMYOBbusinessmanagementsoftware.
Warning 251: Foreign currency transaction must specify an exchange rate current
exchange rate substituted
ThiswarningoccursonlyifyouusetheMulticurrencyoptioninPremier.Youcanignorethewarning,as
thecurrentexchangeratewillbespecifiedinthetransactionbyPremier.
Warning 595: Invalid delivery status; current delivery status substituted

FromthereleaseofAccountingv15,AccountingPlusv15andPremierv9,thewayyouaccesstheBill
DeliveryStatusfieldchanged.Thestatusoptionsare:
PTobePrinted
ETobeEmailed
BTobePrintedandEmailed
AAlreadyPrintedorSent.
ThereisnoBillDeliveryStatusfieldinRetailManager,soGoodsReceivedtransactionsarenotmarked
withadeliverystatuswhenexported.
WhenyouimportGoodsReceivedfromRetailManagerintoyourMYOBbusinessmanagement
software,thedeliverystatuswilldefaulttoPTobePrinted.
TochangethedefaultdeliverystatusofthesupplierinyourMYOBbusinessmanagementsoftware:
1
GototheCardFilecommandcentreandchooseCardsList.TheCardsListwindowappears.
ClicktheSuppliertabandselectthesupplierforwhomyouwanttochangethedefaultdelivery
status.TheCardInformationwindowappears.
ClicktheBuyingDetailstabandinthePurchaseOrderDeliveryfield,selecttherequireddefault
deliverystatus.
ClickOK.
3 4 9
RetailManager database corruptions

ThereareanumberofreasonswhyanMYOBRetailManagershopfrontdatabasemaybecorrupted.
Thissectionexplainsthemostcommoncausesofcorruptionandtheactionsthatyoucantaketo
reduceoreliminaterisks.
Corruptionmessagesbelow
Causesofcorruptiononpage 351
Resolvingcorruptionsonpage 353.
Corruption messages
SomemessagesandscenariosindicateadefinitecorruptionofyourRetailManagerdatabase.These
include:
Unrecognizeddatabaseformat
Notavalidbookmark
IllegibletextdisplayedwhenviewinginformationinRetailManager.
SomemessagesandscenariosindicateapossiblecorruptionofyourRetailManagerdatabase,
althoughtheydonotalwaysindicatecorruption.Theseinclude:
Erroroccurredcheckingforexclusiveuse
TheMicrosoftjetdatabaseendingstoppedtheprocessbecauseyouandanotheruserare
attemptingtochangethesamedataatthesametime
isntanindexinthistable
DBErr#xxxx(wherexxxxisafourdigitnumber)
Noreadpermissions
Inconsistentinformation,forexampleifitemsinasalestransactionaddupto$40,butthedocket
forthetransactionshowsatotalof$50.
Therearealsoscenarioswhichmayappeartobecorruptions,butarenot.Theseinclude:
350
Incorrectdatesrecordedontransactionsafteryouhavechangedthesystemdate.
Incorrectdatarecordedonreportsafteryouhavechangedthesystemdate.
IncorrectdatarecordedbyRetailManager.
EditingthedatainMicrosoftAccess.
C H A P T E R 9
TROUBLESHOOTING
Causes of corruption
CorruptionofyourRetailManagershopfrontdatabasecanoccurforanumberofreasons.Themost
commoncausesarelistedbelow.
Shutting down and restarting the computer

Ifthecomputerthatstoresyourshopfrontdatabaseisshutdownorrestartedwhilesomeoneislogged
intoRetailManagerfromanothercomputer,acorruptioncanoccur.Thisisparticularlylikelyif
informationwasbeingcommittedinRetailManageratthetime.
WerecommendshuttingdownRetailManagerwhenitisnotinuse,includingovernight.Anovernight
powerfailurecanhavethesameeffectasanincorrectshutdown.Ifyoumustleaveyourcomputers
runningovernight,westillrecommendclosingRetailManager.
Environmental issues
Powersupplyfluctuations Adroporsurgeinthepowersupplytoyourcomputerscanimpactyour
dataasitistransferredfrommemorytodisk.
Ifyouareaffectedbysuchissues,youmaywanttoaskyourhardwaresupplieraboutpurchasingan
UninterruptiblePowerSupply(UPS).AUPSwillprovideeachconnectedcomputerwithafewminutes
worthofpowerinthecaseofapowerfailure,andwillpossiblyevenoutthesupplyofpowertothe
connectedcomputers.
Ifyouareunsurewhetheryouexperiencesuchissues,speaktoyourhardwaresupplierorelectrician
forassistance.
Powerfailures Apowerfailurewillcauseallyourcomputerstoshutdown,andcancausea
corruption.ThisisparticularlylikelyifinformationwasbeingcommittedinRetailManageratthetime.
YoumaywanttoaskyourhardwaresupplieraboutpurchasinganUninterruptiblePowerSupply(UPS),
whichwillprovideeachconnectedcomputerwithafewminutesworthofpowerinthecaseofa
powerfailure.
Corrosivematerials Materialssuchaschlorineandotherchemicalsstoredandusedatshopscan
corrodeordamageinternalcomponentsofyourcomputers.Overtime,suchdamagewillimpactyour
dataasitistransferredfrommemorytodisk.
Ifyoustorechemicalsorothermaterialsharmfultocomputerhardware,makesurethatyoumake
regularshopfrontdatabasebackups,whichmayincludemakingoneormorebackupsduringtheday,
orprintingtwocopiesofeachtransactionasentered.Youshouldalsomakesurethatyoucompletethe
RetailManagershopfrontdatabasemaintenanceproceduresregularly.SeeMaintainingyour
shopfrontdatabaseonpage 276.
Youmayalsowanttoconsultyourhardwaresupplierforsuggestionsonminimisingoreliminating
damagetoyourcomputers.
Dust Ifyoustoreyourcomputersinalocationpronetodust,overtimethedustmayinterferewith
theinternalcomponents.
Youmaywanttoconsultyourhardwaresupplierforsuggestionsonfindingabetterlocationforyour
computersthatwillminimiseoreliminatethecollectionofdustinandonyourcomputers.
RETAILMANAGERDATABASECORRUPTIONS
3 5 1
Computer system and hardware issues

Wirelessnetworks Wirelessnetworksoperateonradiowaves,whicharemoresusceptibletoerrors
duetointerferencefromoutsidesourcesandnetworkhardwareconfiguration.
AlthoughRetailManagercanrunoverawirelessnetwork,itisslower,anddatabasecorruptionsare
morelikelytooccur.Werecommendyouusea100MBpsnetworkwithCategory5cablesorlater.
Networkcablesandhardware Theremaybeissueswiththecablesthatconnectyournetworked
computers.Suchissuesincludeelectricalinterference(suchasthecablesrunningtoocloseto
fluorescentlights)orfailure.Thehub,routerorswitchusedtoconnectnetworkedcomputerscanalso
causenetworkissues.
Contactyourhardwaresuppliertoassistinlocatingandresolvingnetworkrelatedissues.
Faultysystemhardware Theremaybefaultyhardwareinoneormoreofyourcomputers.Hardware
issuesareexperiencedmostcommonlyinthefollowingcomponents:
RAM
CPU
Networkcard.
Contactyourhardwaresuppliertoassistinlocatingandresolvinghardwarerelatedissues.
Antivirussoftware Yourantivirussoftwarewillbeset,bydefault,toscanalldatareadfromand
writtentodisk,alongwithdatasentandreceivedoverthenetwork.Thisdefaultsettingmaycausedata
flowissues.Reconfiguringyourantivirussoftwaremayresolvetheissue.
Viruses Virusesmaycausecorruptions,asanumberofvirusesareintendedtocausedamagetofiles
storedonyourdiskorwithinWindows.Westronglyrecommendthatyoumakesureyourvirus
definitionsareuptodate.
Serverharddiskconfiguration Issuesmayoccurifthecomputerthatstoresyourshopfront
databaseisconfiguredtouseyourharddisksasaRAIDarray,particularlyifitisconfiguredtousethe
stripingtechnique.Thismethodenablesmultipleharddiskstobelogicallycombinedintoonedisk.
Whendataiswrittentothedisk,itissplitevenlyacrossthenumberofdrivesused.Thismaycause
corruptionwhendataislocatedbythedatabasesinternalpointers.
IftheRAIDarrayisconfiguredtousethemirroringtechnique,onediskisanexactcopyofthemain
diskatalltimes,enablingthebackupdisktotakeovershouldthemaindiskfail.Thisshouldnotcause
issueswiththedatabaseasthedataisnotbeingsplitovermorethanonedisk.
Ifyourequireanychangestothediskconfigurationoftheserver,contactyournetworkorsystems
administratorforfurtherinformation.
Opportunisticlocking ThisisthedefaultsettingusedforserversrunningWindowsVista,NT,XP,
2000andServer2003toimproveperformanceforfileoperations.Itdoesnotaffectserversthatare
runningWindowsME,98or95.
OpportunisticlockingcanresultinissuesforMicrosoftAccessdatabasesthatarestoredonservers
withthesettingenabled.BecauseaMicrosoftAccessdatabaseisusedbyRetailManagertostore
information,switchingthissettingoffmayhelppreventshopfrontdatabasecorruption.
CAUTION : Turningoffopportunisticlocking Toturnofftheopportunisticlockingsetting,youneedtoedit
theserversregistry.Ifeditedincorrectly,theservermaynolongerbeusable.Westronglyrecommend
speakingtoyoursystemornetworkadministratortoassistinmakingthischange.Formoreinformationon
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howtoswitchoffopportunisticlocking,gotohttp://support.microsoft.com/andsearchforConfiguring
opportunisticlockinginWindows(articleID#296264).
Resolving corruptions
ThereareanumberofstepsthatyoucantaketoresolvecorruptionsinyourRetailManagerdatabase.
Whereverpossible,youshouldperformthesestepsonyourserver,asthisismorereliablethan
workingoveranetwork.Ifyourequireanyassistance,contactRetailManagertechnicalsupport.
Rebuildandcompactyourshopfrontdatabase Torebuildandcompactyourshopfrontdatabase,
seeRebuildingandcompactingyourshopfrontdatabaseonpage 279.
Upgradeyourshopfrontdatabase Toupgradeyourshopfrontdatabase,usetheMYOB
RetailManagerUpgrader,locatedatC:\RetailM\RMUpgrader.exe.
AfterusingtheMYOBRetailManagerUpgrader,allstructuralinformationinyourshopfrontdatabaseis
corrected,andanymissingstructuralinformationisrecreated.Alogfilethatassistsinresolving
databasecorruptionsisalsoproduced,andcanbereadonlybyMYOB.Youcanupgradeyourshopfront
databaseevenifyouhaveupgradeditpreviously.
Restoreyourshopfrontdatabasefromabackupfile Torestoreyourshopfrontdatabasefroma
backupfile,seeRestoringyourshopfrontfromabackupfileonpage 279.
CAUTION : Informationlossandcorruptionwhenrestoringyourshopfrontdatabasefromabackupfile
Whenrestoringyourshopfrontdatabasefromabackupfile,youwillloseanyinformationenteredin
RetailManagerbetweenthetimeofinitialbackupandthetimeofthecorruption.Tocheckyourrestored
shopfrontdatabaseforcorruption,runtheRebuild/Compactfunctiononitpriortousetomakesurethatthe
backupitselfisnotcorrupted.
SubmityourshopfrontdatabasetoMYOB TosubmityourshopfrontdatabasetoMYOBforrepair,
youwillneedtocompleteaDatabaseSubmissionRequestform.Youcanobtainacopyfrom
RetailManagertechnicalsupport.
RETAILMANAGERDATABASECORRUPTIONS
3 5 3
Sending your shopfront database using FTP

Forsupportissuesthatinvolvedatabaseanalysisandrepair,MYOBmayrequireacopyofyour
shopfrontdatabase.FileTransferProtocol(FTP)isaneffectivewayoftransferringyourshopfront
databaseacrosstheInternet.IfyouareaskedtosendyourshopfrontdatabasetoMYOBusingFTP,use
thefollowinginstructions.
Requesting an FTP account

InordertoaccesstheMYOBFTPserver,youwillneedanFTPaccount.Youcanrequestonebyemailing
rmdatafiles@myob.com.auwithyourMYOBRetailManagerserialnumberinthesubjectline.Make
suretoincludeyourcompanydetails.YouwillreceiveaconfirmationemailfromMYOBwhenyour
accounthasbeencreated.
NOTE : Filesecurity AlthoughauniqueaccountiscreatedforeachFTPuser,foradditionalsecurityitis
importantthatyouplaceapasswordonyourshopfrontdatabase.Tosetapasswordforyourshopfront
databasegototheSetupmenu,chooseSecurity,clicktheAssignStafftoStaffGroupstabandthenclickSet
ShopfrontPassword.
Uploading your shopfront database to the MYOB FTP server

Shopfrontdatabasebackup Westronglyrecommendthatyoubackupyourshopfrontdatabase
beforeuploadingit.Thiswillreducethesizeofthefileandincreasethespeedoftheupload.
NOTE :
OpenyourInternetbrowserandgotoftp://datafiles.myob.com.au/
IfyouhaveFTPsoftwareinstalledandsetuponyourcomputer:
a LoginusingyourRetailManagerserialnumberasyourusernameandpassword.
IfyoudonothaveFTPsoftwareinstalledandsetuponyourcomputer:
a LoginusingyourRetailManagerserialnumberasyourusernameandpassword,andthen
minimiseyourInternetbrowser.
b OpenWindowsExplorerandselecttheshopfrontdatabaseyouwanttoupload.
c RightclickthedatabaseiconandchooseCopy.
d InyourInternetbrowser,gototheEditmenuandchoosePaste.Thefileyouselectedshould
begintoupload.Astatusboxwillshowtheprogressoftheupload.
e Repeatthesestepsforanyotherfilesyouwanttoupload.Thefile(s)willnowbegintoupload
fromyourcomputertothenewfolderyoucreatedontheMYOBFTPserver.
Onceyouhaveuploadedyourdatabase,emailrmdatafiles@myob.com.autoconfirmyouhave
uploadedyourdatabase.IntheemailpleaseincludeyourRetailManagerserialnumber,your
companydetails,thenameofyouruploadeddatabaseandabriefdescriptionofwhyyouhavesent
yourdatabase.Thisemailwilldetermineyourplaceinthefilerepairqueue.
FTPsoftwareandconnectionissues DuetorestrictionsfromISPs(Internetserviceproviders),
internalfirewallsandInternetsecuritysettings,wecannotguaranteethatyouwillbeabletoaccessthe
FTPserver.MYOBisunabletoprovidesupportforFTPsoftwareorconnectionissues.Formoredetailed
instructionsonusingyourFTPsoftware,refertoyourFTPsoftwaredocumentation.
NOTE :
354
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Making sure your shopfront database has uploaded properly

Tomakesureyourdatabasehasuploadedproperly,comparethesizeofthedatabaseonyourhard
driveandtheuploadeddatabaseontheFTPserver.InWindowsExplorer,rightclickyourdatabaseand
choosePropertiestofindthefilesizeinKBs.Then,ontheMYOBFTPserver,rightclickonyour
uploadeddatabaseandchoosePropertiestofindtheuploadedfilesizeinMBs(thereare1024KBsper
MB).Thefilesizesshouldmatch.Youcanalsodownloadandtestthedatabasestomakesuretheyhave
uploadedproperly.
Difficulties using FTP to submit your shopfront database

Itmaytakeconsiderabletimetouploadordownloadfilesdependingontheirsize,yourconnection
speedandtheamountoftrafficontheInternet.Ifthetransferisgoingtotakelongerthan30minutes
itmaytimeoutandyouwillhavetostartagain.Thisisespeciallythecasefordialupmodem
connections.Ifthesizeofyourdatabaseisover10MBandyouarerunningdialupInternetyoumay
havedifficultiesusingFTPtosubmityourdatabase.Ifyouarehavingdifficultiessubmittingyour
database,werecommendthatyoupostacopyofittoustominimisefurtherdelays.
Restoringyourrepairedshopfrontdatabase Forinformationonrestoringyourrepairedshopfront
database,gotomyob.com.au/supportnotesandviewsupportnote9199onrestoringarepaireddatafile.
NOTE :
SENDINGYOURSHOPFRONTDATABASEUSINGFTP
3 5 5
Sales, lay-bys, credit notes, and gift vouchers
356
Issue
See
Acustomerwantsarefundforaproduct
page 357
Acustomerwantstoexchangeaproduct
page 357
IusedthewrongStaff(orCustomer)Noforasale.HowdoIcorrect it?
page 357
Acustomerwantstocanceloneofthreeitemsonlayby
page 357
AcustomercancelledalaybyandIwanttorefundthelaybyadminfee
page 357
Acustomerpurchasesa$200itemandwanttopayhalfincashandputhalfontheiraccount
page 357
Acustomerlostthedocketfromapurchase10monthsagoandneedsacopyofitfortaxorwarranty
purposes
page 358
AcustomerreturnssomegoodsandIwanttogivethemacreditratherthanacashrefund
page 358
Iwanttoverifyareturnedsalewithoutareceipt
page 358
Iwanttoissuefreegiftvoucherstomailinglistcustomers
page 358
Iamrequiredtoenteracustomernumberforcreditnotes,giftvouchersandlaybys,butthe
customerdoesnotwanttogivetheirdetails
page 358
Ihave5000preprintedandnumberedcustomercards.CanIusethem?
page 358
Iwanttogivethewindowcleaner$10.00outofthetill.Willmytillbalancelater?
page 359
IwanttopreventmystafffromseeingmycostpricesinthesearchwindoworintheProfitDetails
frameintheSalesandLaybyPaymentswindows
page 359
IwanttosellanhourlyMechanicsLabourchargefor$65.00perhourforwhichwearecharged
$48.00perhour
page 359
Ihave5000stockitemsandIneedtosellaGalvanised30mmFlatheadNail,butthebarcodeis
missing.DoIhavetosearchthoughtheentirelistwithF2?
page 359
Someofmyproductsaretoolargetocarrytothescanner.DoIhavetorememberthe15digitbar
code?
page 359
Iallocateda$25saletoVisainsteadofCash.HowdoIcorrectit?
page 359
HowcanIdisplaydiscountsgivenonspecificitemsoncustomerdockets?
page 359
HowcanIworkouta12%discountoffoneiteminamultiitemsale?
page 359
Iusuallyhavealltheskipfieldsset,butoccasionallyIneedtoenteraCustomerNumberora
Discount.HowdoIaccessthesefieldswithoutchangingmyoptions?
page 360
DoIhavetoentermystaffnumberbeforeeachsale?
page 360
HowcanIpreventstafffromadjustingthesellpriceofitemsduringasale?
page 360
Acustomerwantstobuy$40worthoffruitthatIsellfor$1.50perkilogram.HowdoIcalculatethis
quantityeasily?
page 360
IusuallyhaveScanIndividualQuantityset.HowcanInotskipQtywhenacustomerwantsto
returnanitem?
page 360
C H A P T E R 9
TROUBLESHOOTING
A customer wants a refund for a product

Performasaleasusualbutmakethequantitysoldanegativequantity,forexample1insteadof1.
Makesureyourefundusingthesamepaymenttype.DonotusetheReturnedGoodswindowasthisis
forreturnstosuppliersonly.
A customer wants to exchange a product

Selltheitemthecustomerwantsintheusualway.Enterthedetailsoftheproductbeingreturnedasif
youweresellingitagain,butenterthequantityoftheproductbeingreturnedasanegativequantity.
Ifthepriceofthereturnedproductdiffersfromthepriceoftheinitialpurchase,youmayhaveto
refund(bycashorcreditnote)thedifference,orthecustomermayhavetopaythedifference.
I used the wrong Staff (or Customer) No for a sale. How do I correct it?
RefundthesaleusingthesameStaff(orCustomer)number,thatis,reenterthesalewithanegative
quantityintheQtycolumn,andreenteritwiththecorrectdetails.Forsecurityreasons,MYOB
RetailManagerlocksalltransactionsoncetheyhavebeencommitted.
A customer wants to cancel one of three items on lay-by

IfyouareusingtheSalesPeriod(inc.Laybys)report,youshouldnoteditlaybysasthiscancausethe
reporttoshowinvaliddata.Youshouldcanceltheexistinglayby,refundanypaymentsmade,and
recreatethelaybyforthetwoitems.
IfyoudontusetheSalesPeriod(inc.Laybys)report,makesuretheDontAllowEditingofLaybys
optionintheGeneralOptionswindowisdeselected.Toeditthelayby,gototheLaybyPayments
windowandselectthelayby.HighlighttheitemyouwanttoremoveandpressENTER.Theitemwill
appearatthetopofthegrid.PressDELETEtoremovetheitem.Makesureyouusethelaybypayment
type.Ifthecustomeronlyhasasinglestockitemonlayby,youwillhavetocancelthelayby,and
refundanypaymentsthathavebeenmade.
SeeTocancelorrefundalaybyonpage 209formoreinformation.
A customer cancelled a lay-by and I want to refund the lay-by admin fee
Ifyourstorechargesanadministrationfeeforlaybys,forexample$5,ifacustomercancelsthelayby
youwillhavetorefundthisfee.
YoucandothisbycreatingastockitemcalledAdminFee,withapriceof$5andastaticquantity.Sell
thisstockitemwhenyoumaketheoriginallaybysale.Thenwhenthelaybyiscancelled,refundthe
laybyandthenrefundtheAdminfeesale.
A customer purchases a $200 item and want to pay half in cash and put half on
their account
Ringupthesaleasnormal,selecttheCashpaymentmethodandenter$100andthenselectthe
Accountpaymentmethod.MYOBRetailManagerwillputtheentiresaleonaccountandthenlistan
invoicepaymentof$100.
SALES,LAYBYS,CREDITNOTES,ANDGIFTVOUCHERS
3 5 7
A customer lost the docket from a purchase 10 months ago and needs a copy of it
for tax or warranty purposes
Ifyouhavestoredyourolddataofflineforthisperiod,youwillneedtomergeitbackintothesystem
beforeyoucanlocatethedocket.Therearethreewaysoflocatingthedocket:
PressCTRL+LtoviewtheLookupTransactionswindowandselectthecriteria.Whenyoufindthe
docket,pressF4toreprintit.
Viewtheproductsaudittrail(fromtheAudittabintheStockwindow),locatethesaleandpressF4
toreprintthedocket.
Viewthecustomerspurchasehistory(fromthePurchasestabintheCustomerswindow),locate
thetransactionandpressF4toreprintit.
A customer returns some goods and I want to give them a credit rather than a
cash refund
SeeTorefundbycreditnoteonpage 198.
I want to verify a returned sale without a receipt

Goodsareoftenreturnedbycustomersbecausetheydontfit,arethewrongcolour,andsoon.They
haveoftenlostthereceipt,sotheproblemishowtocheckthattheyactuallypurchasedthegoodsfrom
thestore.
TheAudittabintheStockwindowgivesyouacompletehistoryofanystockitem.Fromthislistyoucan
viewanyindividualsalemadeofthestockitem.Thisshouldhopefullyprovidesufficientinformationto
confirmthatthesalewasmadeatyourstore.
I want to issue free gift vouchers to mailing list customers

CreateapaymenttypecalledMarketing.Thenissuea$20giftvouchertoeachcustomeronthe
mailinglist,usingtheMarketingpaymenttypetopayforit.
Thismeansthatwhenyoucashup,thesetransactionsusingtheMarketingpaymenttypewillbeeasy
toisolate.
Youcanalsocreateabankinggrouptoaccountforthesemarketingexpensescorrectlyinyourbusiness
managementsoftwarepackage.SeeSettingupRetailManagertoexporttoyourbusiness
I am required to enter a customer number for credit notes, gift vouchers and
lay-bys, but the customer does not want to give their details
Createageneraldefaultcustomer,i.e.acustomeryoucanuseforcustomersthatdonotwanttogive
theirdetails.Youwouldalsousethiscustomerrecordforcustomerswhoareredeeminggiftvouchers.
I have 5000 pre-printed and numbered customer cards. Can I use them?
Yes,whenissuingacard,enterthenumberintheSaleswindoworCustomerswindowandyouwillbe
promptedtoenterthecustomersdetails.Forthistoworkthecustomercardsnumbermustnothave
alreadybeenusedinRetailManager.
Ifthecustomercardnumberhasbeenusedalready,youcanreallocatetheexistingcustomernumber.
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I want to give the window cleaner $10.00 out of the till. Will my till balance later?
Yes.Todothis,youshouldcreateapaymentmethodinthePaymentTypeviewoftheOptionswindow
calledCashOut,PettyCash,orsimilar.ThenintheSaleswindow,selecttheCashpaymentmethod
andenter10.00andthenselectCashOut.Itwouldbeadvisabletoputthereceiptinthetillsoasto
balancewhenyoucashupattheendoftheday.
Youcanalsocreateabankinggrouptoaccountforthesemarketingexpensescorrectlyinyourbusiness
managementsoftwarepackage.SeeSettingupRetailManagertoexporttoyourbusiness
I want to prevent my staff from seeing my cost prices in the search window or in
the Profit Details frame in the Sales and Lay-by Payments windows
ActivatesecurityonCostPricingintheSecurityOptionswindow.
I want to sell an hourly Mechanics Labour charge for $65.00 per hour for which
we are charged $48.00 per hour
CreateaproductintheStockwindowandcallitMechanicsHourlyCharge.Setthecostto$48.00and
thesellto$65.00.
MakesureyouselecttheStaticQuantityoptionintheStockwindowforthestockitem.Thismeans
thatwheneveryouselloneoftheseproducts,theQtyfieldalwaysremainsthesame.
I have 5000 stock items and I need to sell a Galvanised 30mm Flathead Nail, but
the bar code is missing. Do I have to search though the entire list with F2?
No,whereyouwouldnormallyscantheproduct,type=gal*30*nailandpressENTER.
RetailManagerwilldisplayallproductsthatstartwithgal,have30inthedescriptionandendswith
nail.
Some of my products are too large to carry to the scanner. Do I have to remember
the 15-digit bar code?
No.InsteadofenteringtheproductcodeintheBarcodefield,enterthe=sign,thenapartofthe
productdescriptionandpressENTER.
I allocated a $25 sale to Visa instead of Cash. How do I correct it?

IntheSaleswindow,movedowntoPaymentdetailswithoutenteringanystockitems,selectCashand
enter$25.00,thenselectVisaandRetailManagerwilldisplay$25.Ifyouwant,pressF3toentera
commentthatexplainswhatyouaredoing.Committhisandyourtillhasbeencorrected.
How can I display discounts given on specific items on customer dockets?

IntheGeneralOptionswindow,deselecttheUseShortenedSalesDocketoption.Thestandarddocket
printstheRRPandtheactualinthiscasediscountedsellprice.
How can I work out a 12% discount off one item in a multi-item sale?
WhenintheSellfieldintheitemline,typeS-12%andpressENTER.
SALES,LAYBYS,CREDITNOTES,ANDGIFTVOUCHERS
3 5 9
I usually have all the skip fields set, but occasionally I need to enter a Customer
Number or a Discount. How do I access these fields without changing my
options?
IfyoupressF12orSHIFT+TABfromanyfield,thecursorwillmovetothepreviousfield,evenifyouhave
selectedtheSkipfieldoption.
Do I have to enter my staff number before each sale?

No.IntheSecurityOptionswindow,makeyourstaffnumbertheDefaultstaffnumber.RetailManager
willdisplayyourstaffnumberintheSales,LaybyPaymentsandDebtorPaymentswindows.
How can I prevent staff from adjusting the sell price of items during a sale?
IntheSecurityOptionswindow,activatetheLockSellPriceoption.TheSellfieldbecomesdisplayonly
andcannotbeedited.
A customer wants to buy $40 worth of fruit that I sell for $1.50 per kilogram. How
do I calculate this quantity easily?
MakesurethattheAllowfractionalquantitiesisselectedforthisitemintheStockwindow.
IntheQtyfield,typeT40(where40istheamountthecustomerwantstospend).
RetailManagerwilldisplay26.66(kilograms)intheQtyfield,beingthequantityyoucansellfor$40.
Thesamemethodcanbeusedforsellingfuel.
I usually have Scan Individual Quantity set. How can I not skip Qty when a
customer wants to return an item?
IntheSaleswindow,pressC TRL+I.
Purchase and customer special orders

A customer placed three items on special order, but cancelled one of the items
GototheAdminmenu,chooseCancelOrders/Orderlines/CSOandclicktheSpecialOrderstab.
HighlighttheproductthecustomerdoesnotwantandpressENTER.
Ifyouhaveallocatedthisitemtoasupplier,MYOBRetailManagerautomaticallyremovestheitemfrom
thependinglistintheAllocationofCustomerSpecialOrderswindow.
The supplier sent me part of my order 10 days ago and I entered the goods in
Goods Received. I have now received the rest of the goods but cant locate my
purchase order
YouprobablyhavesetRetailManagertorejectbackordersfromthissupplier.Displaythesuppliers
recordintheSupplierswindowanddeselectthisoptionifyouplantoacceptbackordereditemsfrom
thissupplierinthefuture.
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I ordered 20 bags of rose fertiliser from my supplier and received 24, as well as a
bag of lawn feeder which I didnt order. If I want to keep them all, how do I enter
them in RetailManager?
DisplayyourpurchaseorderintheGoodsReceivedwindowandchangetherosefertiliserquantity
from20to24.
Inaseparateline,entertheproductcodeforthelawnfeederandcreatetheitemeitherintheGoods
ReceivedorCreateNewStockItemwindow.
How can I find out the status of a customer special order?

GototheLookupTransactionwindowandclicktheSpecialtab.Findtheorderbyenteringthe
appropriatesearchcriteria.TheStatuscolumnwilldisplaystatusofthespecialorderaseither
Pending,OnOrder,ReceivedorCollected.
Debtor payments and invoices

I accidentally paid off Customer As account invoice with a cheque received from
Customer B. How do I fix it?
1
IntheReverseDebtorPaymentswindow,enterCustomerAscustomernumber,andselectthe
paymentfromthegrid.
EnterthereasonforthereversalintheCommentsfieldandcommitthetransaction.Thiswill
correctCustomerAsaccount.
PayoffCustomerBsaccountintheDebtorPaymentswindowasnormal.
How do I customise my invoices?

TocustomiseinvoicesyouwillneedtouseCrystalReportsfromSeagateSoftware.ContactyourMYOB
RetailManagerProfessionalformoreinformation.
How can I prevent my staff from selling items on account to customers who have
overdue invoices?
SelecttheAccountSecurityoptionintheSecurityOptionswindowandenterapassword.Whenever
anoverdueorovercredittermsaccountisbeingused,thispasswordmustbeentered.SeeTaxcodes
How do I give a customer a discount when they pay off their account?
YoucandothisintheDebtorPaymentswindow.Itwillalsogenerateanothertransactiontoreflectthe
lossofprofit,astheprofitshownontheoriginalsalewouldhavebeenoverstated.SeeCustomer
statementsonpage 238formoreinformation.
DEBTORPAYMENTSANDINVOICES
3 6 1
How do I write off a bad debt or record a petty cash transaction?

RetailManagerdoesallowyoutorecordbaddebtandpettycashtransactionsandhavethemcorrectly
accountedforinyourMYOBbusinessmanagementsoftware.
Theprocessinvolvescreatinganewbaddebtorpettycashpaymenttype,linkingittoanexportgroup,
recordingthetransactioninRetailManager,andthenaccountingforthetransactionwhenyoucashup.
1
Createanewpaymenttype.
Todothis,gototheSetupmenuandchooseOptions.TheGeneralOptionswindowappears.
ChoosePaymenttypes.ThePaymentTypewindowappears.ClickAddandenteranameforthe
paymenttype,forexamplebaddebtsorpettycash.ClickOKandthenApply.
SeePaymentTypeoptionsonpage 28formoreinformationaboutpaymenttypes.
Createanexportgroup.
Todothis,choosetheAccountingOptionswindow,andenterthenameoftheaccount,for
examplePettyCashorBadDebtsintheExportGroup&A/Ccodefield.Enteranexpense
accountthathasalreadybeensetupinyourMYOBbusinessmanagementsoftwaretodealwith
baddebtsorpettycash.SeeSettingupRetailManagertoexporttoyourbusinessmanagement
softwareonpage 42formoreinformationaboutsettingupexportgroups.
RecordthepettycashorbaddebttransactioninRetailManager.
Ifyouare:
writingoffabaddebt,gototheDebtorPaymentswindow.Enteryourstaffnumberandselect
therequiredcustomer.Selectthecustomersinvoiceandentertheamounttobewrittenoffin
thePayingfield.ChoosetheBadDebtspaymenttypeyoucreatedinthePaymentDetailslist
andcommitthetransaction.
writingoffpettycash,gototheSaleswindow.Enteryourstaffnumber.HighlighttheCash
paymenttypeinthePaymentDetailslist,andentertheamountofpettycashyouarewritingoff
asanegativeamount.ThenhighlightthePettyCashpaymenttypeandentertheamountof
pettycashyouarewritingoffasapositiveamount.Committhetransaction.
AccountforthePettyCashorBadDebttransactionwhencashingup.
Whenyoucashup,youneedtorecordthetotalamountofthepettycashorbaddebttransaction
againstthePettyCashorBadDebtpaymenttype.
SeeCashinguponpage 247formoreinformationaboutcashingup.
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Goods received and returned goods

After I commit my Goods Received, the Bar Code window doesnt display
GototheGeneralOptionswindowandselectthePrintBarcodeswithGoodsReceivedoption.Goto
theToolsmenu,chooseReprint,andLastGoodsReceived.
IfyouhavealreadycommittedyourGoodsReceived,andyoudidnthavethisoptionchecked,youcan
alwaysgototheCustomBarCodeswindowintheToolsmenu,clickLoadOptions,andthenclickthe
GoodsReceivedtab.InthiswindowyoucanprintbarcodesforanyGoodsReceivedtransactionyou
havealreadycommitted.
How do I receive several invoices before printing my bar codes?

AftereachGoodsReceived,ALT+TABbacktotheGoodsReceivedwindow,leavingthePrintBarcodes
inthebackground.Thebarcodeprintinggridwillkeepaccumulatingitemsuntilyoueitherprintthem
orclosethewindow.
I usually round cash transactions to the nearest dollar and but dont want to
round account transactions. How do I set the rounding rule?
Ifcashtransactionsaremorecommoninyourbusiness,youcansettheroundingruletothenearest
dollarfortheCashpaymenttype.
Tochangetheroundingforthepaymenttype,gototheSetupmenuandchooseOptions.TheGeneral
Optionswindowappears.ChoosePaymentType.ThePaymentTypewindowappears.SelecttheCash
paymenttypeandclickEdit.SettheRoundtonearestoptionto$1.00andclickOK.
Whenasaleismade,RetailManagerwilldisplaytheroundingamountintheDiscountfield.Ifyoudont
wanttoroundthetotal,simplydeletetheamountintheDiscountfieldandprocessthesaleasnormal.
I need to sell a new item which has just arrived, but it is part of a delivery of
237 items. Do I have to receive all the items prior to selling the one I need now?
No.AssoonasyouhavecreatedastockitemintheGoodsReceivedorStockwindow,youcangotothe
Saleswindowandsellit.However,thequantityofthestockitemwillnotbeincreaseduntilyoucommit
theGoodsReceived.
When recording a Goods Returned transaction, no invoice number appears when I

enter the stock item bar code
Thismeansthatthestockitemthatyouarereturninghasneverbeenreceivedfromthatsupplier.
Whats the fastest way to receive 4 pairs of jeans in 3 different sizes into stock?
YoucanclicktheDuplicateStockbuttonintheGoodsReceivedwindowtoquicklycreateoneormore
duplicatesofanitem.Fordetails,seeToaddduplicatestockitemsintheGoodsReceivedwindowon
page 134.
Creatingduplicatesisevensimplerifyouhavealreadysetupadepartmentwithappropriatecategories
(size,forexample).YoucanusetheDepartments&CategoriesAssistanttosetupdepartmentsand
categories.Fordetails,seeMaintainingstockitemsonpage 91.
GOODSRECEIVEDANDRETURNEDGOODS
3 6 3
How do I work out the most profitable product mix for the store?
UsetheProfitreports,particularlytheProfitbySupplierreport,whichanalysestheturnoverand
profitabilityofeachsupplier.Thisinformationcanbeofmoreusethanknowingthesalesperformance
ofaspecificstockitemoveraperiodoftime.
I have received a part quantity of an item8 1/2 kilos of birdseed. How do I enter
it in RetailManager?
Ifthisis:
anewproduct,andyouarereceivingitthroughGoodsReceived,choosetheextendedstock
creationoptionandselecttheAllowFractionalQuantitiesoption(intheCreateNewStockItem
window).Thenenter8.5intheQtyfieldintheGoodsReceivedwindow.
anexistingproduct,bringuptheitemrecordintheStockwindow,andselecttheAllowFractional
Quantitiesoption.Thenenter8.5intheQtyfieldintheGoodsReceivedwindow.
Stocktake
I committed the stocktake by accident and now I have zeroed all my stock
quantities. How can I recover them?
Justbeforeyoucommitastocktake,MYOBRetailManagermakesabackupofyourrecent.mdb,
offline.mdbandarchive.mdbfilesintheStocktakeBackupfolderwithinyourshopfrontfolder.Restore
thesefiles.SeeMaintainingyourshopfrontdatabaseonpage 276formoreinformation.
After committing the stocktake, I noticed that some products were not counted.
Do I have to do another complete stocktake?
No.YoucanmakesingleitemadjustmentsusingtheSingleItemStocktakefunction.Formore
informationseeAdjustingstocklevelsofasingleitemonpage 175.
What do I do if I entered a count of 90 when I should have entered only 9?

Ifyouhaventalreadycommittedthestocktake,clicktheincorrectlineinthestocktakegridandenter
thecorrectcount.
Ifyouhavealreadycommittedthestocktake,youwillneedtomakeasingleitemadjustment.Formore
informationseeAdjustingstocklevelsofasingleitemonpage 175.
Each stock item is located in many places in my shophow can I see if I have
double-counted an item?
ByclickingontheDescriptioncolumnheaderinthestocktakegrid,thegridwillbesortedby
description.Youwillnowbeabletoviewallthecountsofaparticularstockitem.
How do I monitor stock shrinkage through shoplifting?

Youcanmonitorstockshrinkagebyregularlyrunningpartialstocktakesfortherelevantdepartmentor
category.Thisisamucheasierandfasteroptionthanrunningacompletestocktake.
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YoucanalsoruntheShortagesreport.Thisreportdisplaysanyshortagesinstockquantitiesforthe
selectedcategoryorcustomfields.SeeReportsbelowformoreinformation.
How can I remove stock from inventory without creating a sale?

YoucanmakeasingleitemadjustmentusingtheSingleItemStocktakefunction.Formoreinformation
seeAdjustingstocklevelsofasingleitemonpage 175.
Stock window
The Audit tab of the Stock window shows that I have sold 3 of an item but I still
have 3 in stock when I should have zero
TheStaticQuantityfieldmayhavebeensetwhenthesalesweremade.Tocorrectyourstocklevels,
makeanadjustmentintheSingleItemStocktakewindow.FormoreinformationseeAdjustingstock
levelsofasingleitemonpage 175.
When I scanned an item in the Sales window, RetailManager told me that the item
could not be found
Youhaveeitherdeletedtheitemoroptedtohideitinsearchesandreports.Entertheitembarcodein
theStockwindow.Iftheitemwasnotdeleted,theitemdetailswillbedisplayed.DeselecttheHidein
Searches/Reportsoption.
We have a code 345 which is used for BIC Black Pen and another staff member
created code 784 for exactly the same item. How can I move all the data from one
into another?
YoucandothisintheMerge/DeleteRecordswindow.FormoreinformationseeMergingstockitems
onpage 120.
The supplier has changed the product code of an existing item, so when I
attempted to receive it, RetailManager told me that it was a new item. How can I
change this products code so I dont end up with two?
YoucandothisintheReallocateNumberswindow.FormoreinformationseeReallocatingbarcodes
onpage 150.
How can I change the quantity of a product in the Stock window?

YoucantchangethequantityofastockitemdirectlyintheStockwindow.Stockitemquantities
changeinresponsetoSales,GoodsReceivedandGoodsReturnedtransactions,orwhenyoudoa
stocktake(seeStocktakingandstockadjustmentonpage 165)ormergestockitems(seeMerging
stockitemsonpage 120).
STOCKWINDOW
3 6 5
When viewing the Audit tab in the Stock window, I want to see all of the Goods
Received together
ClicktheTrn(Transaction)headerandthegridwillbesortedinalphabeticorderofTrn.ThusallSales,
GoodsReceived,andsoon,willbegroupedtogether.Thissortmethodworksinothergridstoo.By
default,thegridissortedbydate.
How can I delete a category heading?

Youcannotdeleteacategoryheading.Youcan,however,renametheheading,removeitfroma
department,orchangethevaluesthatbelongtoit.
Can I have Supplier A as my default supplier for a product, and also receive the
product occasionally from Suppliers B and C?
Yes.RetailManagerallowsyoutoreceiveproductsfromsuppliersotherthanyourdefaultsupplier.
Whentheproductisreceivedfromadifferentsupplier,analertmessageappearstomakeyouawareof
this.SimplyclickOKtocontinue.
I sell books and want to record the publisher of each book. I dont want to enter it
as part of the Description
IntheSecurityOptionswindow,labeloneoftheStockCustomfieldsPublisher.ThePublisherfield
appearsintheStockandCreateNewStockItemwindows.Recordthepublisherofeachbookhere.
How do I sell a hat, overcoat, and a pair of gloves as a package?

CreateastockitemusingadescriptivenamesuchasClothingPackage,andselectthePackageoption
toflagthisitemasapackage.Formoreinformationaboutgroupingstockitemsasapackage,see
Packagesonpage 113.
I want to remove a component from a package and add another

SeeToupdatepackagedetailsonpage 115.
I receive a product from several suppliers. How can I find out who gives me the
best deal?
TheSuppliertabintheStockwindowlistsallthesuppliersyouhavereceivedtheproductfrom,
togetherwiththecostoftheproduct.
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Reports
When viewing reports, the date is too small to read
IncreasethezoompercentageintheZoomfield(
)locatedatthetopoftheReportswindow.
FormoreinformationseeUsingtheMYOBRetailManagerreportvieweronpage 266.
I am viewing the Whats in Stock report. I have over a thousand products in

inventory. How do I find a particular item in the list?
Clickthesearchicon( )atthetopoftheReportswindow.FormoreinformationseeUsingthe
MYOBRetailManagerreportvieweronpage 266.
How do I open a report in Excel?

Clicktheexporticon( )atthetopoftheReportswindowandselectExcelastheexportformat.
SelectApplicationintheDestinationfieldandclickOK.ThereportwillopeninExcel.Formore
informationseeUsingtheMYOBRetailManagerreportvieweronpage 266.
Can I conduct a customer survey using RetailManager?

Yes.LabeltheCustomfieldintheSaleswindowSurvey(seeCustomoptionsonpage 39)andenter
thecustomerssurveyresponsesinthisfieldduringasale.RuntheSurveyreporttoviewthecountfor
eachsurveyresponse.
My system slows down when I run a report. How can I improve the speed?
Youcanimprovethespeedbystoringyourolddataoffline.SeeStoringdataofflineonpage 282for
moreinformation.AlsoseeImprovingtheperformanceofRetailManageronpage 316forgeneral
informationaboutrunningRetailManageratoptimalspeed.
General
My system slows down when I commit a transaction. How can I improve the
speed?
Youcanimprovethespeedbystoringyourolddataoffline.SeeStoringdataofflineonpage 282for
moreinformation.AlsoseeImprovingtheperformanceofRetailManageronpage 316forgeneral
informationaboutrunningRetailManageratoptimalspeed.
When I do a cashup the expected takings dont equal my sales

Theexpectedtakingsincludealllaybysanddebtorpayments.Asthesearenotregardedassalesin
RetailManager(laybysarenotregardedassalesuntilthelaybyhasbeenfullypaidoffandthegoods
takenbythecustomer),thetakingswillnotequalsales.Accountsalesaretreatedassalesbutno
REPORTS
3 6 7
moneyistaken,thussalesmaynotequalexpectedtakingswheneverlaybys,debtorpaymentsor
accountsalesareinvolved.
When I do a cashup, where are the backups that are created stored?
RetailManagercreatesseparatebackupsforeachcashdrawerandputsthebackupsintofolderscalled
MondayBackup\DrawerA,TuesdayBackup\DrawerA,andsoononeforeachdayoftheweek.
ThesearelocatedwithinyourShopfrontfolderintheRetailManagerprogramfolder,andare
overwritteneachweek.
I get a Unrecognised Database Format error message

Ifthepowercableisdisconnectedfromyourcomputerwhileyouarecommittingastocktake,youwill
receivetheUnrecognisedDatabaseFormaterrormessagewhenRetailManagerisrestarted.
Rebuildandcompactyourdatabase(seeRebuildingandcompactingyourshopfrontdatabaseon
page 279).Ifthisdoesnotwork,youwillneedtorestorefromabackup(seeRestoringyourshopfront
fromabackupfileonpage 279),orcontactyourMYOBRetailManagerProfessionalortechnical
support.
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A: Setting up
hardware
Thissectiondescribeshowtosetupyourhardwaredevicesdocketprinter,cashdrawer,poledisplay,
terminal,scalesandbarcodescanner.
WerecommendthatyouseekassistancefromanMYOBRetailManagerProfessionalorspecialist
reseller,tomakesurethatyourretailsystemissetupandconfiguredproperlytobestmeetyourneeds.
Wehaveendeavouredtoincludeasmuchinformationaspossibleaboutconfiguringyourhardwarefor
MYOBRetailManager.Thisinformationshouldbeusedinconjunctionwiththedocumentation
suppliedwithyourhardware,andanyadviceobtainedfromyourMYOBRetailManagerProfessionalor
specialistreseller.
Beforeyousetupyourhardware Toensurethatyourhardwaredevicesareidentifiedand
configuredcorrectlyinRetailManager,connectthemtoyourcomputerandturnthemon.
NOTE : CommunicationportsandUSBports Manyoftheretailhardwaredevicesthatyoucanconnectto
yourRetailManagercomputerrequireadedicatedcommunicationport(COMport)oraUSBport.Ensureyour
computerhasenoughCOMportsandUSBportstosupportthehardwareyourequire.
Topic
See
Controlcodes
page 370
Settingupadocketprinter
page 371
Settingupacashdrawer
page 377
Settingupapoledisplay
page 380
Settingupabarcodescanner
page 382
SettingupaconnectedEFTPOSterminal
page 383
Settingupscales
page 385
Convertingtocontrolcodes
page 387
Workingwithadditionalhardware
page 391
Workingwithprogrammablekeyboarddevices
page 392
369
Control codes
[ComPortsandParallelportsonly]Hardwaredevicessuchascashdrawers,docketprinters,scalesand
poledisplaysrequireasignaltobesentfromthecomputer(towhichtheyareconnected),inorderto
performaspecifictask.Forexample,thedocketprinterrequiresonesignalfromthecomputerto
activatethepapercutter,andanothersignaltoprintinasecondcolour.
Thesesignalsaresentfromyourcomputertoyourdocketprinterintheformofcontrolcodes.Your
printerdocumentationwillpresentthesecontrolcodesinoneofthefollowingformats:ashexvalues,
asdecimalvalues,orascontrolcharacters.
YouwillneedtoenterthesecontrolcodesinRetailManageraspartoftheprocessofconfiguringyour
docketprinter.
ControlcodescanonlybeenteredascontrolcharactersinRetailManager:
Ifyourhardwaredocumentationpresentscontrolcodesascontrolcharacters,youcanenterthem
directlyinRetailManager.
Ifthedocumentationpresentsthemashexordecimalvalues,youwillfirstneedtoconvertthese
valuestocontrolcharactersbeforeenteringtheminRetailManager.
Forexample,yourcashdrawermanualstatesthatthecodetoopenthecashdraweris12H
(whereHindicatesHex).Thishexvalue,whenconvertedtoacontrolcharacter,isCTRL+R,whichis
thevalueyouneedtoenterinRetailManager.
Wehavetriedtomakethisprocessassimpleaspossible.Thecontrolcodesforsomecommonbrands
ofhardwaredeviceswillappearautomaticallyintheMYOBRetailManagerHardwarewindow.We
havealsoprovidedaconversionchartinthissectiontohelpyouconverthexanddecimalvaluestothe
formatusedinRetailManager.Fortheconversionchart,alongwithfullinstructionsonhowtoconvert
tocontrolcodesandentertheminRetailManager,seeConvertingtocontrolcodesonpage 387.
Notethatwhilethecontrolcodeswehaveprovidedwereaccurateatthetimeofwriting,thesevalues
aresubjecttochangebymanufacturers.Werecommendthatyoucheckwithyourhardware
documentationorhardwaresupplier.
Notealsothatduetodifferencesbetweenindividualcomputersandoperatingsystems,special
charactersmaynotbedisplayedcorrectlyonyourmachinewhenyouenterthemintherequiredfield
oftheMYOBRetailManagerHardwarewindow.Thisdoesnotmeanthatthecodeyouhaveenteredis
incorrect,onlythatitisnotbeingdisplayedcorrectlyonyourmachine.RetailManagerrecordsthecode
asyoutypeit,notnecessarilyasitisdisplayedonscreen.
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Setting up a docket printer

MYOBRetailManagerworkswiththemajorityofdocketprinters.RetailManagersupportstwodocket
widths:40columnandA4(80column).Amaximumof40characterscanbeprintedonasinglelineina
40columndocket.
Inadditiontoyoursalesdockets,youcanalsoprintyourlaybydockets,invoices,payments,goods
receivedandreturned,andordersonyourdocketprinter.
NOTE :
Troubleshootingdocketprinters
SeeDocketprintersonpage 326fortroubleshootingtips.
Serialandparallelportprinters Youcanconnectadocketprintertoyourcomputerusingeithera
serial(COM)portoraparallel(LPT)port.Thenumberofprintersyoucanconnectdependsonthe
numberofportsyouhaveavailableonyourcomputer.Forexample,youwillneedtwoparallelportsto
runareportprinterandadocketprinterusingparallelports.
Ifyouareusingaserialprinter,makesuretheserialcablesuppliedcomesfromtheprinter
manufacturer,asotherserialcablesmaynotwork.
Ifyouareusingeitheraserialorparallelport,donotinstallanydriversincludedwithyour
printerRetailManagercommunicateswiththeprinterdirectly.
Ifyourdocketprinterhasacashdrawerconnectedtoit,youmustselectthesameportforboth.For
example,ifyouconnectyourdocketprintertoaserialport,youmustselectthisserialportin
RetailManagerforbothyourdocketprinterandcashdrawer.
USBPrinter IfyouareusingaUSBdocketprinter,youneedtoinstallthedriversoftwaresupplied
withyourdocketprinter.Followtheinstructionsfromyourmanufacturertoinstallthedriversoftware.
DocketprinterfeaturessupportedbyRetailManager
printerfeatures:
RetailManagersupportsthefollowingdocket
papercutterRetailManagersupportsbothperforatedcutandfullcut.
normalwidthanddoublewidthprinting.
blackinkandredink(secondcolourprinting).
Notethefollowingpointsaboutthesefeatures:
Noteveryfeatureissupportedbyeverydocketprinter.
ThesefeaturesareactivatedbyenteringasetofcontrolcodesinRetailManager(seeControl
codesonpage 370andConvertingtocontrolcodesonpage 387formoreinformation).
Thesecodesvaryfromprintertoprinterandshouldhavebeensuppliedwithyourdocketprinter.
Forsomecommondocketprintermodels,RetailManagerprovidesthecontrolcodesinthe
appropriatefields.Refertoyourprinterdocumentationandcheckthatthesevaluesarecorrect.
MostdocketprintersrequireyoutoenteranOncontrolcodetoactivateafeature(forexample,
doublewidthprinting)andanOffcontrolcodetoturnoffthefeature.
SETTINGUPADOCKETPRINTER
3 7 1
IfyourprinterrequiresbothOnandOffvalues,entertheminthefieldsprovided.Someprinters
requireonlytheOncontrolcode(thefeatureisturnedoffautomatically).Inthiscase,youwould
enteronlytheOnvalueinRetailManagerandleavetheOfffieldblank.
Ifyoudontrequireasupportedfeature,simplydeletethecontrolcodesdisplayedinthefields.
To set up your docket printer

NOTE : TosetupaPosiflexPP8000USBthermaldocketprinter ForinformationonsettingupaPosiflexPP
8000USBthermaldocketprinter,gotomyob.com.au/supportnotesandviewsupportnote9374.For
troubleshootingseeMyPosiflexPP8000USBthermaldocketprinterdoesnotworkinRetailManageron
page 331.
[USBdocketprintersonly]Installthedriversoftwaresuppliedwithyourprinter.Followthe
instructionsfromyourmanufacturertoinstallthedriversoftware.
appears.
ClickontheDocketPrintertab.TheDocketPrinterwindowappears.
372
SelecttheUseDocketPrinteroption.
C H A P T E R A
Fromthedropdownlist,selecteithertheSerial/ParallelPrinterorUSBPrinteroption.
Ifyouselectedthis...
Dothis...
Serial/ParallelPrinter
ClickintheModel fieldandselectyourdocketprintermodelfromthelist.
Ifyourprintermodelisnotlisted,selectOther.
Ifyourprintersupportssecondcolourprinting,doublewidthprintingora
papercutter,thecontrolcodesrequiredtoactivatethesefeaturesare
displayedintheappropriatefields.
ClickinthePrinterPortfieldandselecttheportfromthelist.
Ifyouwanttoautomaticallysearchforyourdocketprinter,clickSearch.
RetailManagersearchesforprintersphysicallyconnectedtoyourcomputer
and,ifyouareusingaLocalAreaNetwork(LAN),printersavailableoverthe
network.Whenthesearchiscomplete,selectyourprinterfromthePort
list.
Ifyourdocketprinterisconnectedtoyourserialport,clickSettingsand
completetheBaudRate,DataBits,Parity,StopBitsandFlowControl
fields.Then,clickApply.Youcanfindthevaluesforthesefieldsinyour
printerdocumentation.
Separateport IfyouareusingotherRetailManager
hardware(suchasapoledisplayorEFTPOSterminal)thatusesthe
sametypeofportasyourdocketprinter,makesureyouhave
separateportsavailableforyourotherhardware.
NOTE :
USBPrinter
ClickintheModelfieldandselectyourdocketprinterfromthelist.
Ifyourprintersupportssecondcolourprinting,doublewidthprintingorapaper
cutter,thecontrolcodesrequiredtoactivatethesefeaturesaredisplayedinthe
appropriatefields.
SelecttheActivateoptionandselecteitherHalfCutorCuttoactivatethepapercutter.
NOTE :
Nopapercutter
DeselecttheActivateoptionifyourprinterdoesnothaveapapercutter.
RetailManagerdisplaysthePaperCuttercontrolcodesforyourselectedprinter.Checkthatthese
valuesarecorrectandchangethemifrequired.
[SerialandParallelportprintersonly]IfyouselectedOtherasyourprintermodel,enterthe
correctcontrolcodesinthePaperCutterfields.Refertoyourprinterdocumentationforthese
values.
IntheLinestoadvancebeforecutfield,enterthenumberoflinesyouwantthedockettoadvance
beforeitiscut.Therecommendednumberoflinesis10.
ClickTesttomakesureyourpapercutterisfunctioningcorrectlyasperyourspecifications.
7
RetailManagerdisplaysthedoublewidthprintingcontrolcodesintheDoubleWidthOnandOff
fieldsforyourselectedprinter.Checkthatthesevaluesarecorrectandchangethemifrequired.
[Serialandparallelportprintersonly]IfyouspecifiedOtherasyourprintermodel,findthese
codesinyourprinterdocumentationandenterthemintheappropriatefields.
ClickTesttomakesureyourprinterisprintingdoublewidth.Onthedocketthatisprinted,thefirst
lineDoubleWidthOnshouldbeprintedindoublewidth,andthesecondlineDoubleWidthOff
shouldbeprintedinnormalwidth.
3 7 3
Doublewidthprinting Ifyoudonotrequiredoublewidthprinting,deletethevaluesinthe
DoubleWidthOnandOfffields.
NOTE :
RetailManagerdisplaysthesecondcolourprintingcontrolcodesintheSecondColourOn/Off
fieldsforyourselectedprinter.Checkthatthesevaluesarecorrectandchangethemifrequired.
[Serialandparallelportprintersonly]IfyouspecifiedOtherasyourprintermodel,findthese
codesinyourprinterdocumentationandenterthemintheappropriatefields.
10
ClickTesttomakesureyourprinterisprintinginasecondcolour.Onthedocketthatisprinted,the
firstlineSecondColourOnshouldbeprintedinthesecondcolouravailable,andthesecondline
SecondColourOffshouldbeprintedinblack.
NOTE : Secondcolourprinting Ifyoudonotrequiresecondcolourprintingoryouareusingasingle
colourribbon,deletethevaluesintheSecondColourOn/Offfields.Ifyourprintercannotprintintwo
colours,donotenteranyvaluesintheSecondColourOn/Offfields.
11
ClickApplytosaveyourchangesandClosetoclosethewindow.
12
Specifythetypeofdocketsyouwanttoprinttoyourdocketprinter.Formoreinformation,seethe
followingsection.
Setting up printing options

Onceyouhavesetupyourhardwaresettingsforyourdocketprinter,youneedtospecifythetypeof
docketsyouwanttoprinttoitsalesdockets,invoices,orders,payments,etc.Thisisdonebyselecting
theDocket(40column)optionforeachdockettypeinthePrintingOptionswindow.Forfull
instructionsonsettingupyourprintingoptions,seePrintingoptionsonpage 31.
Sharing docket printers (serial printers only)

Youmaywanttoshareadocketprinterbetweentwoormoretills.MYOBRetailManagerallowsyouto
sharebothdocketandreportprintersbetweentills.
Whenyoushareadocketprinterbetweentills,theprinterfeaturesneedtobeactivatedlocallyineach
computer.Notethatyoudonothavetospecifythesamesettingsforeachcomputer.Forexample,
ComputerAcanopttoturnoffsecondcolourprintingandselectaperforatedcut,whileComputerB
canprintinsecondcolourandselectafullcut.Formoreinformationonactivatingthesedocketprinter
features,seeSettingupadocketprinteronpage 371.
Toshareadocketprinterbetweentwotillsinstalledondifferentcomputersforexample,Computer A
andComputer Byouneedtodothefollowing:
Step1Installthegenericprinterdriveronthecomputerthedocketprinterispluggedinto
(ComputerA).MaketheGeneric/TextOnlyprinterasharedprinter,andgrantComputerB
permissiontoprinttoit.
SeeInstallagenericprinterdriverandsharetheprinteronpage 375.
Step2OnComputerB,startupRetailManagerandselectthesharedGeneric/TextOnlyprinter
thatyousetuponComputerA.
SeeTask 2: SelectthesharedprinterinRetailManageronpage 376.
374
C H A P T E R A
Task 1: Install a generic printer driver and share the printer

Windows Vista
1
ClicktheWindowsStartbuttonatthebottomleftcornerofthewindowandthenclickControl
Panel.TheControlPanelwindowappears.
ClickHardwareandSoundandthenclickPrinters.ThePrinterswindowappears.
IfthereisaniconinthiswindowcalledGeneric/TextOnly,thenyourGeneric/TextOnlyprinter
isalreadysetup.Readstep 4tomakesurethatyouhavethecorrectsettings,thengotostep 5.
IfthereisnoGeneric/TextOnlyicon,thenyouwillneedtocreateit.Continuewiththis
procedure.
NOTE : Shareddevicemustbeinthesamenetworkdomain Youneedtomakesurethatthe
computerthedocketprinterisconnectedtoisinthesamedomainasthecomputersthatwillbe
sharingtheprinter.
ChooseAddaprinter.TheAddPrinterwindowappears.
CompleteeachstepintheAddPrinterwindow.
Generally,thefollowingsettingsshouldbechosenwhendefiningtheprinter.NotethattheAdd
PrinterwindowmayrequesttheWindowsCDROMduringinstallation.
a ChooseAddalocalprinter.
b Selecttheporttheprinterisconnectedto.
c SelectGenericintheManufacturerlist.Generic/TextOnlyshouldbehighlightedinthePrinters
list.
d Confirmtheprintername.
e WhenyouclickFinish,theGeneric/TextOnlyiconshoulddisplayedinthePrinterswindow.
Maketheprintersharedbydoingthefollowing:
a HighlighttheGeneric/TextOnlyicon,rightclickandchooseProperties.
b ClicktheSharingtabandthenclickChangeSharingOptions.Ifyouarenotloggedinas
Administrator,youwillbepromptedtoentertheAdministratorpassword.
c ClicktheSharethisprinteroptionandenteraSharename.Thisnamewillappearastheprinter
nameonthenetwork.Makesureyouenteranamethatalluserscanidentifyeasily.Donotuse
anyapostrophesorspaceswhenenteringasharename.
ClickApply.
ClickOKtoclosetheprintersPropertieswindow.
Windows XP
1
ClicktheWindowsStartbuttonatthebottomleftcornerofthewindowandthenclickPrintersand
Faxes.ThePrintersandFaxeswindowappears.
IfthereisaniconinthiswindowcalledGeneric/TextOnly,thenyourGeneric/TextOnlyprinter
isalreadysetup.Readstep 3tomakesurethatyouhavethecorrectsettings,thengotostep 4.
IfthereisnoGeneric/TextOnlyicon,thenyouwillneedtocreateit.
NOTE : Shareddevicemustbeinthesamenetworkdomain Youneedtomakesurethatthe
computerthedocketprinterisconnectedtoisinthesamedomainasthecomputersthatwillbe
sharingtheprinter.
3 7 5
GototheFilemenuandchooseAddPrinter.TheAddPrinterWizardstarts.
CompleteeachstepoftheAddPrinterWizard.
Generally,thefollowingsettingsshouldbechosenwhendefiningtheprinter.NotethattheAdd
PrinterWizardmayrequesttheWindowsCDROMduringinstallation.
a ChooseLocalprinterattachedtothiscomputer.
b UsethearrowkeystoselectGenericintheManufacturerlist.Generic/TextOnlyshouldbe
highlightedinthePrinterslist.
c Selecttheporttheprinterisconnectedto.
d Confirmtheprintername.
e WhenyouclickFinish,theGeneric/TextOnlyiconappearsinthePrintersandFaxeswindow.
Maketheprintersharedbydoingthefollowing:
a HighlighttheGeneric/TextOnlyicon,gototheFilemenuandchooseProperties.
b ClicktheSharingtab,clicktheSharethisprinteroptionandenteraSharename.Thisnamewill
appearastheprinternameonthenetwork.Makesureyouenteranamethatalluserscan
identifyeasily.Donotuseanyapostrophesorspaceswhenenteringasharename.
ClickApply.
ClickOKtoclosetheprintersPropertieswindow.
Task 2: Select the shared printer in RetailManager

Youhaveinstalledthegenericprinterdriveronthecomputerthedocketprinterisconnectedto,made
theprintershared,andgrantedpermissiontootheruserstoprinttoit.Thenextstepistoselectthe
sharedprinterineachcomputerthatwillbesharingit.
To select the shared printer

1
appears.
SelecttheSerial/ParallelPrinteroption
ClicktheDocketPrintertabandselecttheUseDocketPrinteroption.
SelectyourprintermodelfromtheModeldropdownlist.
ClickinthePrinterPortfieldandselectthesharedprinterfromthedisplayedlist.Theprintername
willappearas,forexample,\\Jupiter\GenericText,whereJupiteristhenameofthecomputer
thedocketprinterisconnectedtoandGenericTextisthenameofthesharedprinter.
Selectingcorrectprinter MakesureyouselecttheSHAREDprinter.Thisprintershouldnotbe
confusedwiththelocalGeneric/TextOnlyprinterthatyoumayhavesetuponyourcomputer.
NOTE :
Completetheotherfieldsinthiswindowasrequired.SeeSettingupadocketprinteronpage 371.
PrintingOptions Youneedtosetprintingoptionsindividuallyforeachcomputer.Formore
information,seePrintingoptionsonpage 31.
NOTE :
376
C H A P T E R A
Setting up a cash drawer

MYOBRetailManagersupportstwotypesofcashdrawers:
cashdrawersconnectedtothedocketprinter(seeCashdrawersconnectedtoadocketprinteron
page 378)
cashdrawersconnecteddirectlytoaportofyourcomputer(seeCashdrawersconnectedtoa
serialorparallelportonpage 379).
Werecommendacashdrawerconnectedviaadocketprinter,becausethiswayyouwouldhaveone
lessdeviceconnectedtothecomputer.
WhensettingupacashdrawerinRetailManager,youneedtospecifythecontrolcodesrequiredto
openthecashdrawer.Formoreinformation,seeControlcodesonpage 370.Forfullinstructionson
howtoentercontrolcodesinRetailManager,seeConvertingtocontrolcodesonpage 387.
NOTE :
Troubleshootingcashdrawers
SeeCashdrawersonpage 324fortroubleshootingtips.
Serialcashdrawers Cashdrawersrelyonreceivingasignalfromthecomputerandusethissignalto
activatethedrawer.Mostcashdrawersrequirethesignaltobesentonlyonceinordertoopen.Some
serialcashdrawers,however,requirethesignaltobesentrepeatedly,thenumberofrepeatsvarying
fromcashdrawertocashdrawer.
Cashdrawersrequiringmultiplesignals
multiplesignals,forusewithRetailManager.
NOTE :
Wedonotrecommendserialcashdrawersthatrequire
WhensettingupyourcashdrawerinRetailManager,ifyourcashdrawerdoesnotrespondtoasingle
signal,wesuggestthatyouincreasethevalueintheMultiplierfield.TheMultiplierfielddisplaysthe
numberoftimesasignalissentfromthecomputertothecashdrawer.Ifthereisnoresponse,
incrementthevaluebyfiveeachtimeuntilyouestablishthecorrectnumberofsignalsrequiredto
openyourcashdrawer.
Cashdrawersinanetwork RetailManagerallowsyoutocashupallyourcashdrawerseither
togetherorseparately.
IfyouarerunningRetailManageronanetwork,howyoucashupyourclientcomputersdependson
whatcashdraweryouspecifyforeachclientcomputer:
Specifyingthesamecashdraweridentifierforanyorallofyourclientcomputersallowsyoutocash
upthesecomputerstogetherattheendoftheday.Youcandothisfromanyoneofthecomputers
thatsharethesamecashdrawer.
Evenifyourserverdoesnthaveacashdrawerattached,youcanstillcashupotherclient
computersfromtheserverbyspecifyingacashdrawerinRetailManagerfortheserver.
Specifyingadifferentcashdraweridentifierforeachclientcomputer,suchasCashDrawerA,B,C,
andsoon,allowseachclientcomputertobecashedupseparately.
SETTINGUPACASHDRAWER
3 7 7
Cash drawers connected to a docket printer

Yourcashdrawercanbeconnectedtoaserialprinter,aparallelprinteroraUSBprinter.
NOTE :
Checkconnections Makesureyourcashdrawerispluggedintoyourdocketprinter.
To set up a cash drawer connected to a serial printer

1
appears.
MakesuretheCashDrawertabisselected.
SelecttheUseCashDraweroption.
IntheCashDrawerModelfieldselectCashDrawerConnectedtoSerialPrinter.
ClickinthePrinterPortfieldandchoosetheserialportyourdocketprinterisconnectedto,from
thedropdownlist.
ClickSettings.Theportpropertiesaredisplayed.RetailManagerusestheWindowsdefaultport
properties.However,insomecases,thedefaultbitpersecond(orbaud)rateof9600maynot
work;ifthishappens,try4800or2400.Refertoyourcashdrawerdocumentationformore
information.
ChoosethedocketprintermodelfromtheModeldropdownlist.Ifyourprinterisnotlisted,select
Other.
TheTriggerfielddisplaysthecontrolcodesrequiredtoopenthecashdrawer.Refertoyourcash
drawerdocumentationandcheckthatthesevaluesarecorrect.Changethevaluesifrequired.
IfyouselectedOtherasyourprintermodel,enterthecontrolcodestoactivateyourcashdrawer
intheTriggerfield.Refertoyourcashdrawerdocumentationforthissetting.
ClickTest.Ifallsettingshavebeenenteredcorrectly,thecashdrawerwillopen.
ClickApplytosaveyoursettingsandclosethewindow.
To set up a cash drawer connected to a parallel printer

1
appears.
IntheCashDrawerModelfieldselectCashDrawerConnectedtoParallelPrinter.
ClickinthePrinterPortfieldandchoosetheparallelportyourdocketprinterisconnectedto,from
thedropdownlist.
ChoosethedocketprintermodelfromtheModellist.Ifyourprinterisnotlisted,selectOther.
drawerdocumentationandcheckthatthesevaluesarecorrect.
IfyouselectedOtherasyourprintertype,enterthecontrolcodesintheTriggerfieldtoactivate
yourcashdrawer.Refertoyourcashdrawerdocumentationforthissetting.
378
ClickTest.Ifallvalueshavebeenenteredcorrectly,thecashdrawershouldopen.
ClickApplytosaveyoursettings,andclosethewindow.
C H A P T E R A
To set up a cash drawer connected to a USB printer

Beforesettingupyourcashdrawer,makesureyourUSBdocketprinterhasbeensetup.SeeTosetup
yourdocketprinteronpage 372.
1
appears.
IntheCashDrawerModelfieldselectCashDrawerConnectedtoUSBPrinter.
YourUSBdocketprinterappearsintheUSBPrinterfield.
drawerdocumentationandcheckthatthesevaluesarecorrect.
ClickTest.Ifallvalueshavebeenenteredcorrectly,thecashdrawershouldopen.
Cash drawers connected to a serial or parallel port

Yourcashdrawercanbeconnecteddirectlytoaserialorparallelportonyourcomputer.
To set up a cash drawer connected directly to a port

1
appears.
SelecttheCashDrawertab.TheCashDrawerviewappears.
IntheCashDrawerModelfield,select:
ParallelPortCashDrawer,ifthecashdrawerisconnecteddirectlytoaparallelport.Clickinthe
ParallelPortfieldandselecttheportthecashdrawerispluggedinto.Gotostep 7.
SerialPortCashDrawer,ifthecashdrawerisconnecteddirectlytoaserialport.Clickinthe
SerialPortfieldandselecttheportthecashdrawerispluggedinto.
SETTINGUPACASHDRAWER
3 7 9
Ifyouareusingaserialportcashdrawer,clickSettingsandentertheBaudRate,DataBits,Parity,
StopBitsandFlowControldetails.Then,clickApply.Refertoyourcashdrawerdocumentationfor
thesesettings.
TheTriggerfielddisplaysthecontrolcodestoactivatethecashdrawer.Refertoyourcashdrawer
documentationandcheckthatthesevaluesarecorrect.
Ifyouareusingaserialportcashdrawer,enterthemultiplierintheMultiplierfield.Themultiplier
isthenumberoftimesasignalneedstobesentfromthecomputertoopenthecashdrawer.
ClickTest.Ifallsettingshavebeenenteredcorrectlythecashdrawerwillopen.
ClickApplytosavethesettings,andclosethewindow.
Setting up a pole display

Apoledisplaydisplaystheproductdescription,currentprice,total,changedue,etc.tothecustomer
whileasaleisinprogress.
MYOBRetailManagersupportspoledisplayswithtworowsof20characterseachatotalof
40 alphanumericcharacters.
Mostpoledisplayshaveanautomatictextwrapfeaturethatiswhenthelastcharacterisenteredon
Line2ofthedisplay,thecursorautomaticallymovestothebeginningofthefirstlineandclearsitfor
newtext.Somepoledisplays,however,requireasetofcontrolcodestobeenteredinRetailManager
toenablethisfeature.Checkyourpoledisplaydocumentationforthesevalues.Formoreinformation
oncontrolcodes,seeControlcodesonpage 370.Forfullinstructionsonenteringcontrolcodesin
RetailManager,seeConvertingtocontrolcodesonpage 387.
DonotinstallanydriversincludedwithyourpoledisplayRetailManagercommunicateswith
compatiblepoledisplaysdirectly.Ifyoudohaveapoledisplaydriverinstalled,thisdrivermayinterfere
withtheoperationofthepoledisplaywhenusingit.
NOTE :
Troubleshootingpoledisplays SeePoledisplaysonpage 334fortroubleshootingtips.
Poledisplayscanonlybeconnectedtoaserialportonyourcomputer.
To set up the pole display

1
380
appears.
C H A P T E R A
ClickthePoleDisplaytab.ThePoleDisplayviewappears.
SelecttheUsePoleDisplayoption.
SelectyourpoledisplaymodelfromthePoleModellist.Ifyourpolemodelisnotlisted,select
Other.
SelecttheportyourpoledisplayisconnectedtofromtheSerialPortlist.
NOTE : Separateport IfyouareusingotherRetailManagerhardwarethatusesthesametypeofport
asyourpoledisplay(suchasadocketprinterorEFTPOSterminal),ensureyouhaveseparateports
availableforyourotherhardware.
ClickSettings.CompletetheBaudRate,DataBits,Parity,StopBitsandFlowControlfieldswiththe
settingsprovidedwiththepoledisplayandclickApply.
Ifyourpoledisplaydoesnothavetheautomatictextwrapfeature,entertheappropriatecontrol
charactersintheClearDisplayandResetCursorfields.
RetailManagerdisplaysthecontrolcodesforthepoledisplaymodelsonthelist.Refertoyourpole
displaydocumentationandcheckthatthesevaluesarecorrect.
SelecttheEnableoptionintheIdletimedisplaymessageframetoenableyourpoledisplayto
showamessageduringidletime.
Enterthenumberofsecondsthatthemessageshouldbedelayedbeforebeingdisplayed(setby
defaulttotheminimumtimeof10seconds.)
10
TypethedisplaymessageintheLine1andLine2fields.
11
Onceyouhaveenteredthecorrectsettings,clickTesttotestyourpoledisplay.Thetextappearing
intheTestInputfieldshouldappearinyourdisplay.Youcantypeanytextyouwantinthisfieldto
testwhetheritappearsonthepoledisplay.
12
ClickApplytosaveyoursettings,thenclosethewindow.
SETTINGUPAPOLEDISPLAY
3 8 1
Setting up a bar code scanner

Barcodescannerscanbeconnectedtoyourserialport,aUSBportorpluggedintothekeyboardport
ofyourcomputerasakeyboardwedgedevice(aconnectionwherethescannerisconnectedtothe
computerthroughthekeyboard).
DonotinstallanydriversincludedwithyourscannerMYOBRetailManagercommunicateswiththe
barcodescannerdirectly.
NOTE :
Troubleshootingbarcodescanners SeeScannersonpage 332fortroubleshootingtips.
To set up your bar code scanner
382
appears.
ClicktheScannertab.TheScannerviewappears.
Selectyourscannertype.ClickintheScannerTypefieldandchoose:
KeyboardWedgeifyourbarcodescannerispluggedintoyourkeyboard.
Gotostep 7.
SerialScannerifyourbarcodescannerisconnectedtoaserialport.
USBScannerifyourbarcodescannerisconnectedtoaUSBport.
[SerialScanneronly]SelectyourscannerModelfromtheScannerModeldropdownlist.
[SerialScanneronly]SelecttheserialportyourscannerispluggedintofromtheSerialPort
dropdownlist.
[SerialScanneronly]ClickSettingsandcompletetheBaudRate,DataBits,Parity,StopBitsand
FlowControlfieldswiththesettingssuppliedwithyourscannerandclickApply.
Testyourscannerbyscanningseveralbarcodes.ThebarcodevaluesshouldappearintheTest
Inputfield.ClickCleartocleartheTestInputfield.
ClickApplytosaveyoursettings,andthenclosethewindow.
C H A P T E R A
Setting up a connected EFTPOS terminal

MYOBRetailManagersupportsthefollowingtypesofEFTPOSterminals:
ANZPOSPlus
CBAPremiumPlus
DPSPaymentExpressIntegratedEFTPOS
MYOBEFTPOS
NABIntegratedviaPCEFTPOS
PCEFTPOS
StGeorgeIntegratedPOSSolution
StGeorge/BankSA(twoways)
TyroIPEFTPOS
Westpac(oneway)
Westpac(twoways)
TheseterminalsconnecttothecomputerfromwhichyourunRetailManagerviaaserialcableand
port.Theterminal,connectorsandsoftwarearesuppliedbyyourfinancialinstitutionandyoushould
contactthemforinformationaboutconnectingtheterminal.
IfyouareusingaDPSPaymentExpressIntegratedEFTPOSterminal IfyouareusingaDPS
PaymentExpressIntegratedEFTPOSterminal,youwillneedtopurchaseanUninterruptiblePower
Supply(UPS)touseinconjunctionwiththeterminalandRetailManager.TheUPSwillprovideeach
connectedcomputerwithafewminutesworthofpowerinthecaseofapowerfailure.Formore
informationaboutpurchasingandusingaUPS,contactyourhardwaresupplier.
YouwillalsoneedtodefineaprinternamedReceiptinMicrosoftWindows.Todothis,eitheradda
newdocketorA4printerinWindows,orrenameanexistingprinterasReceipt.
NotethatyoucannotpreviewDPSPaymentExpressIntegratedEFTPOStransactions.
To set up your EFTPOS terminal

1
GototheSetupmenuandchooseHardware.
SETTINGUPACONNECTEDEFTPOSTERMINAL
3 8 3
ClickontheEFTPOStab.TheEFTPOSviewappears.
FromtheInstitution/Modellist,selecttheterminalmodel.
FromtheSerialPortlist,selecttheportyourterminalispluggedinto.
asyourEFTPOSterminal(suchasapoledisplay),ensureyouhaveseparateportsavailableforyourother
hardware.
Additional settings for Ingenico PC-EFTPOS, DPS Payment

Express - Integrated EFTPOS and Tyro - IP EFTPOS
terminals
IfyouhaveanIngenicoPCEFTPOSorTyroIPEFTPOSterminalandadocketprinter,youcanchooseto
printyoursignatureslipsonthisdocketprinterinsteadofthedefaultdocketprinterspecifiedinthe
SetuptabofthePrintingviewoftheOptionswindow.Todothis,choosetheUseDocketPrinterfor
SignatureSlipoptionintheSettingstabofthePrintingviewoftheOptionswindow.SeePrinting
IfyouhaveanIngenicoPCEFTPOS,DPSPaymentExpressIntegratedEFTPOSorTyroIPEFTPOS
terminal,youcanrestrictstafffromprocessingrefundsontheseterminalsbychoosingtheLock
PCEFTPOS/DPSPaymentExpressIntegratedEFTPOS/TyroIPEFTPOSRefundsoptionintheSecurity
window.SeeRestrictingstaffgroupprivilegesonpage 290forinformationaboutchoosingwhich
functionsandwindowsyourstaffcanaccess.
384
C H A P T E R A
Setting up scales
MYOBRetailManagersupportsanumberofdifferentscalemodels,includingmodelsfrom
Wedderburn,ToledoandMagellan.
Before you begin

Youwillneedtorefertothemanualprovidedwithyourscales.Ifyourequireassistancesettingup
yourscale,contactthevendorofyourscaleoranMYOBRetailManagerProfessional.
NOTE :
Identifytheinterface(alsoreferredtoasprotocol)yourscaleuses Theinterfacereferstothe
methodyourscaleusestocommunicatewithyourcomputer.Youneedtoidentifythetypeofinterface
yourscaleuses.Youcandothisbycheckingthesettingsonyourscaleandthenreferringtothemanual
providedwithyourscale.
CheckthedefaultinterfaceusedinRetailManager Thetablebelowshowsthedefaultinterface
usedinRetailManagerandtheWeightRequestCodethatcorrespondstothisinterface.Forexample,in
RetailManager,theMagellanmodelhasbeenconfiguredtotheMettlerToledo8213interface,which
correspondstoWeightRequestCodeW.
Ifyourscaleisconfiguredtoadifferenttypeofinterfacethantheonelistedinthetable,youneedtodo
oneofthefollowing:
reconfigureyourscalestomatchthedefaultinterfaceusedinRetailManager,or
changethedefaultinterfaceinRetailManagertomatchtheinterfaceusedbyyourscale.
NOTE :
Ifyouwanttochangethedefaultinterface,youmustchooseaninterfacethatmatchesthe
WeightResponseDataFormatsusedinRetailManager.Refertothetablebelowforalistofdataformats
usedinRetailManager.
TochangethedefaultinterfaceinRetailManager,youneedtospecifyadifferentWeightRequest
Code.YouwillfindalistofWeightRequestCodestomatchtheinterfacesyoucanusewithyour
scaleinyourscalemanual.NotethatWeightRequestCodesmaybereferredtoasASCIIvalues.In
RetailManager,ASCIIvaluesareenteredaskeyboardcommands(forexample,W).
Methodof
Communication
RS232
Protocol/Interface
WeightRequestCode
(Thiscolumnshowsthe
ASCIIcodeofthe
keyboardcommand.)
WeightResponse
DataFormat
MettlerToledo
8217
MettlerToledo8213
UppercaseW(ASCII87)
STXWW.WWWCR
Magellan
MettlerToledo8213
UppercaseW(ASCII87)
STXWW.WWWCR
WedderburnDS
770/772
ICL(Actual)
CTL+q(ASCII17)
ENQ(ASCII5)
STXIDWWWWWBCC
Model
SETTINGUPSCALES
3 8 5
Model
Methodof
Communication
RS232
Protocol/Interface
WeightRequestCode
(Thiscolumnshowsthe
ASCIIcodeofthe
keyboardcommand.)
WeightResponse
DataFormat
ACOMPC100
MettlerToledo8213
UppercaseW(ASCII87)
STXWW.WWWCR
CASPDII
ECRType3
UppercaseW(ASCII87)
STXXXXXXCR
To set up scales
1
appears.
ClickontheScaletab.TheScaleviewappears.
SelecttheUseScalesoption.
FromtheSerialPortlist,selecttheportyouhaveconnectedyourscalesto.
asyourscales(suchasapoledisplayorEFTPOSterminal),ensureyouhaveseparateportsavailablefor
yourotherhardware.
386
SelectthemodelofyourscalesfromtheScaleModellist.
IftheinterfaceyouwanttouserequiresanENQ(ASCII5)command,selecttheSendENQUIRE
commandtoinitiatecommunicationoption.Forexample,ifyouareusingtheWedderburnDS
770/772model,youwillneedtoselectthisoption.
Ifrequired,typeadifferentvalueintheWeightRequestCodefield.
Ifrequired,typeadifferentvalueintheReceivedWeightFormatfield.Theformatyoutypeshould
matchthedisplayonyourscales.Forexample,ifyourscalesshows0.000,type0.000inthisfield.
ClickSettings.CompletetheBaudRate,DataBits,Parity,StopBitsandFlowControlfieldswiththe
settingsprovidedwithyourscalesandclickApply.
10
ClickTesttotestyourscales.ThevaluereturnedbythescalesisdisplayedintheTestWeight
Receivedfield.
11
ClickApplytosaveyoursettings.
12
ClickClose.
C H A P T E R A
Converting to control codes

WhensettingupyourhardwaredevicesinMYOBRetailManager,usetheASCIIorcontrolcode
conversioncharttoconverthexcodesordecimalvaluestocontrolcharactersbeforeenteringthemin
RetailManager.Thefollowingsectionsprovideinformationaboutconvertingtocontrolcodes:
Controlcodeconversionchartonpage 388
Convertinghexcodestocontrolcharactersonpage 389
Convertingdecimalvaluestocontrolcharactersonpage 390.
Onceyouhaveconvertedthecodestocontrolcharacters,refertoEnteringcontrolcharactersin
RetailManageronpage 391formoreinformation.
Ifyourhardwaredocumentationpresentscontrolcodesascontrolcharacters,youcanenterthem
directlyinRetailManager.SeeEnteringcontrolcharactersinRetailManageronpage 391formore
information.
Formoreinformationaboutcontrolcodes,seeControlcodesonpage 370.
CONVERTINGTOCONTROLCODES
3 8 7
Control code conversion chart

388
C H A P T E R A
Converting hex codes to control characters

Anexampleofahexcodesequenceis1BH45H,whereHindicatesHex.
Withrelationtohexcodes,theControlcodeconversionchartonpage 388canbedividedintothree
sections:
hexvaluesbetween00Hand1FH
hexvaluesbetween20Hand7EH
hexvaluesabove7EH.
Themethodyouusetoconverthexvaluestocontrolcharactersdependsonwhichofthesesections
yourhexvaluefallsinto.Readtheappropriatesetofinstructionsbelowtoconvertyourhexvalueto
controlcharacters.
If the hex value is between OOH and 1FH

UsingtheControlcodeconversionchartonpage 388:
1
FindtherequiredhexvalueintheHexcolumn.
FindthecorrespondingvalueintheCtrlcolumn.
Example ToconvertOBHfindOBintheHexcolumn.FindthecorrespondingvalueintheCtrlcolumn
whichis^K(^indicatestheCtrlkey).PressCTRL+KinRetailManagerbyholdingdowntheCTRLkeyand
pressingK.
If the hex value is between 20H and 7EH

1
FindthecorrespondingvalueintheCharcolumn.Thisisthecharacteryouwillenterin
RetailManager.
Example Toconvert35H,find35intheHexcolumn.ThecorrespondingcharacterintheCharcolumn
is5.Simplytype5intheappropriatefieldinRetailManager.
If the hex value is greater than 7EH

Notethatonsomeoperatingsystems,thespecialcharactersthatyouenterwillnotappeardifferently
fromcharactersinthecontrolcodechart.
Hexvaluesabove7EHhavecorrespondingspecialcharactersintheCharactercolumn.Thesespecial
charactersforexample,,,,donthaveacorrespondingkeyonthekeyboardandneedtobe
enteredusingacombinationofkeys.
1
FindthecorrespondingdecimalvalueintheDeccolumn.
Onyourkeyboard,setnumberlockonbypressingNUMLOCK.
HolddownALTonyourkeyboard.
Usingthenumerickeypad,typeinthedecimalvalueintheRetailManagerfield.
ReleaseALT.Yourspecialcharactervalueshouldnowbedisplayedinthefield.
CONVERTINGTOCONTROLCODES
3 8 9
Example TokeyinACH(thecharacter),findACintheHexcolumn.Findthecorrespondingdecimal
valueintheDeccolumnwhichis172.TurnNUMLOCKon.HolddowntheALTkeyand,usingthenumeric
keypad,enter172.ReleasetheALTkey.Thecharacterisdisplayedinthefield.
Converting decimal values to control characters

Anexampleofadecimalcodesequenceis27D77D,whereDindicatesdecimal.
Withrelationtodecimalvalues,thecontrolcodechartcanbedividedintothreesections:
decimalvaluesbetween0and31
decimalvaluesbetween32and126
decimalvaluesabove126.
Themethodyouusetoconvertdecimalvaluestocontrolcharactersdependsonwhichofthese
sectionsyourdecimalvaluefallsinto.Readtheappropriatesetofinstructionsbelowforconverting
yourdecimalvaluetocontrolcharacters.
If the decimal value is between O and 31

1
FindtherequireddecimalvalueintheDeccolumn.
FindthecorrespondingvalueintheCtrlcolumn.Thisisthecontrolcharacteryouwillenterin
RetailManager.
Example: Toconvert16,find16intheDeccolumn.ThecorrespondingvalueintheCTRLcolumnis^P
(where^indicatestheCTRLkey).EnterthisinRetailManagerbyholdingdownCTRLandpressingP.
If the decimal value is between 32 and 126

1
FindthecorrespondingvalueintheCharcolumn.Thisisthecharacteryouwillenterin
RetailManager.
Example: Toconvert35,find35intheDeccolumn.ThecorrespondingcharacterintheCharcolumn
is#(hash).Simplytype#intheappropriatefieldinRetailManager.
If the decimal value is greater than 126

Decimalvaluesabove126havecorrespondingspecialcharactersintheCharactercolumn.These
specialcharactersforexample,,,,donthaveacorrespondingkeyonthekeyboardandneed
tobeenteredusingacombinationofkeys.
390
Onyourkeyboard,setnumlockonbypressingNUMLOCK.
HolddowntheALTkeyonyourkeyboard.
Usingthenumerickeypad,typeinthedecimalvalueintheRetailManagerfield.
ReleasetheALTkey.Yourspecialcharactervaluearenowbedisplayedinthefield.
C H A P T E R A
Notethatsomecomputersmaynotdisplaythecharactersastheyappearonthechart.Theymay
appearasadifferentcharacter,ablacksquare,orblank.
Example Todisplaythecharacter(bykeyingin172),turnNUMLOCKon.HolddowntheALTkey,and
usingthenumerickeypadenter172.ReleasetheALTkey.Thecharacterisdisplayedinthefield.
Entering control characters in RetailManager

AnexampleofacontrolcharactersequenceisEscd0.
Ifyourhardwaredocumentationhasgivenyouthecontrolcodesascontrolcharacters,youcanenter
themdirectlyintheappropriateRetailManagerfield.
NotethefollowingaboutenteringcontrolcharactersinRetailManager:
Ctrl.WhereyouseeaCtrl+(character)thatmeansholddowntheControlkeyandpressthe
characterkey.Forexample,CTRL+NmeansholddownCTRLandpresstheNkey.
The^symbolindicatestheCTRLkey.^Kis,therefore,thesameasCTRL+K;toenter^Kin
RetailManager,holddownCTRLandpresstheKkey.
<Space>Whereyousee<Space>,presstheSPACEBARonce.
Esc.WhereyouseeEsc,presstheESCkeyonce.TheEscapekeyisusuallyfoundatthetoplefthand
cornerofthekeyboard.
CTRL+<Enter>.WhereyouseeCTRL+<Enter>,holddowntheCTRLkeyandpresstheJkey.
CTRL+<Enter>willappearinthefield.
NULL.WhereyouseeNULL,holddownboththeCTRLkeyandtheSHIFTkeyandtype2.
Working with additional hardware

Adding additional serial ports
ItisquitepossiblethatwhenyoustartaddingadditionalhardwaretoyourMYOBRetailManagersetup,
thatyoufindyouhaverunoutofserialports.Thisverymuchdependsonhowmanyserialportsyour
computerhas,andwhetherornothardwareitemssuchasyourmousealreadyuseoneofyourserial
ports.
Thefollowinghardwareitemscommonlyuseaserialport:
EFTPOSteminals
poledisplays
scales
externalmodems
WithmostmodelsofIBMcompatiblePCs,thereareoneortwoserialportsbuiltin.Theseportshave
interruptsettings(IRQ)allocatedtothem.
Ifyouhaveaddedaserialcardtoprovideadditionalserialports,youmustensurethatanyadditional
portseachhaveauniqueIRQ.Somelessexpensivemodelsofserialportcardsdonotuseadditional
IRQs,andthesemodelswillnotworkproperlywithRetailManagerandextraserialdevices.
WORKINGWITHADDITIONALHARDWARE
3 9 1
Compact and custom retail displays

Specialiseddisplaysareavailablethataredesignedforretailoperation.Thesedisplaysareoften
highresolution,compactdisplayswhichintegrateintoastreamlinedretailhardwaresystem.Typical
optionsincludesupersharpSVGA10inchdisplaysandflatpanelLCDdisplays.
KeepinmindthatRetailManagersupportsonlytwolinedisplayswith20charactersperline.
YourRetailManagerresellercanprovidemoreinformation.
Other options
Otheroptionsincludetouchscreens,multipledisplaysandspecialisedcomputersystemsdesignedfor
retailinstallation.
YourRetailManagerresellercanprovidemoreinformation.
Working with programmable keyboard devices

Programmablekeyboarddevicesarecommonlyusedinavarietyofretailsituations.
Programmablekeyboarddevicesareusedtoreducethenumberofkeystrokesrequiredtomakea
transaction.Theyworkinthreebasicways:
Youcanprogramasinglekeyusingmacrostomakeacompletesale.Forexample,youmight
programthe#1keytobeasaleofasinglecupofcoffeepaidforbycashasfollows:Staffnumber
+<Enter>+productcodeforcupofcoffee+<Enter>+<Enter>+<Enter>,andsoon.
ThemacroyousetdependsontheskipfieldsoptionsyouhavesetintheOptionswindow.
YoucanprogramasinglekeyusingmacrostoenteraproductintheSaleswindow.Forexample,
youmightprogramthe#21keytobeB.L.A.T.sandwichasfollows:ProductcodeofB.L.A.T.
sandwich+<Enter>.
Youcanprogramasinglekeytoperformamenucommand.Forexample,youmightprogramthe
#68keytoprintthetillbalanceasfollows:Alt+C+down+<Enter>.
Membranekeyboardsarekeyboardscommonlyusedinwetordustyareastheyhavenomoving
parts.Alargevarietyofenhancedretailkeyboardsarealsoavailable.Thesehaveupto300ormore
keyswhichcanbeprogrammed.
WerecommendthatyouconsultyourRetailManagerresellerorconsultantforfurtheradviceabout
programmablekeyboarddevices,andaboutchoosingthedevicethatwillbestsuityourbusiness
needs.NotethatnoteverykeyboardiscompatiblewithRetailManager.
392
C H A P T E R A
B: Networking
Ifyouhavemultipletillsinyourretailbusinessandwanttomaintainandupdateasingledatabase,youneedtorun
MYOBRetailManageronanetwork.
Database Thetermdatabasereferscollectivelytofourfiles:recent.mdb,archive.mdb,mirror.mdb
andoffline.mdb.Thesefilesarestoredtogetherinyourshopfrontfolder.
NOTE :
Setting up a RetailManager network

Yourmainshopfront(ordatabase)islocatedonthecomputeryoudesignateasyourserver.Yourserver
canbeanycomputeryoudesignate;youcanalsochoosetouseyourserverasatillorkeepitasan
officecomputer(inwhichcaseyoudontneedtohaveacashdrawerordocketprinterattached).You
dontevenneedtoinstallMYOBRetailManageronyourserver;theserverissimplythecomputeron
whichtheshopfrontdatabaseislocated.
Yourclientcomputerseachoftheothertillsintheshoparethenconnectedtothatshopfront.
Whenyoustartupyourclientcomputersinthemorning,theyareautomaticallyconnectedtothe
shopfrontonyourserver.Theclientcomputersallupdatethesingleshopfrontdatabase.Whenyou
cashupintheevening,dependingonhowyourcashdrawersaresetup,youhavetheoptionofcashing
upallyourclientcomputersfromtheserver,orcashingupyourclientcomputersindividually.
Setupsummary
ThesetwostepssummarisetheprocedureforsettingupaRetailManagernetwork:
SharingtheRetailManagerprogramfolderontheserveronpage 394
Connectingtoanexternalshopfrontonpage 395.
Configuringhardware Allhardware,suchasdocketprinters,scannersandcashdrawers,must
beconfiguredindividuallyforeachclientcomputer.
NOTE :
Therearealsoanumberofglobalandworkstationoptionsfromwhichyoucanchoose.Formore
informationseeShopfrontoptionsonpage 396.
Licences IfyouarerunningRetailManageronanetwork,youwillneedtopurchaseadditional
licencesforthemaximumnumberofcomputersfromwhichyouintendtooperatetheRetailManager
database.Forexample,ifyouhavetwolicencesandfourcomputers,youcanonlyoperate
RetailManagerfromthecomputersinstalledwithRetailManagerandregisteredwithuniqueunlock
codes.Eachlicenceentitlesyoutoasingle,uniqueunlockcode.
IfyouattempttoaccessthedatabasewithathirdmachineinstalledwithRetailManagerusingan
unlockcodealreadyinuse,awarningwillbedisplayed,andyouwillbeunabletoconnecttothe
database.
393
Youhavetheoptionoftransferringfromonecomputeronyournetworktoanother,however,oncethe
licenceistransferredtoanothercomputerRetailManagerwillnotallowdatabaseaccessfromany
othercomputeronthenetworkusingthetransferredunlockcode.ToaccessRetailManagerfromall
fourcomputersonthenetworkwouldrequirefouruniqueregistrationsandunlockcodes.
Installationandregistration SeetheRetailManagerGettingStartedguideforfullinstallationand
registrationinstructions.
NOTE :
Sharing the RetailManager program folder on the server

1
Decidewhichcomputerwillbetheserver(theservercanalsooperateasatill).Inalargerretail
business,thiswilloftenbetheofficecomputer,fromwhichallyourreportsarerun.
InstallMYOBRetailManagerontheservercomputer,andregisterit.SeetheRetailManagerGetting
Startedguideformoreinformation.
Createanewshopfrontforyourretailbusinessontheserver.SeeCreatinganewshopfronton
page 17forinstructions.
GototheRetailManagerprogramfolderontheserverandhighlightit.
GototheFilemenu,selectPropertiesandthenclickontheSharingtab.Thetabmaylookdifferent
dependingontheversionofWindowsyouareusing.
Forexample,ifyouareusingWindows7,thefollowingSharingwindowisdisplayed.
ClicktheShare,SharethisfolderorSharedAsoption(thenameoftheoptiondependsonthe
versionofWindowsyouareusing).ThesharenamedefaultstoRetailM.
Ifyouwanttochangethesharename,makesurethenameyouenteriseightcharactersorfewer.
Someworkstationsmaynotbeabletoaccessthefolderifthesharenamehasmorethaneight
characters.
394
C H A P T E R B
NETWORKING
MakesurethattheserversRetailManagerfolderhasfullsharedaccess:
Ifyouareusing
Dothis
Windows7
ClickAdvancedSharing,thenclickPermissionsandselecttheFullcontroloptionin
theAllowcolumn.
WindowsVista
ClicktheSecuritytabandselecttheFullcontroloptionintheAllowcolumn.
WindowsXP
ClickPermissionsandselecttheFullControloptionintheAllowcolumn.
ClickApplyandthenOK.TheRetailManagerfolderwillnowbedisplayedinWindowsExplorerwith
ahandbeneaththefolder,indicatingthatthefolderisshared.
YoucannowconnecttheclientcomputertotheexternalserverRetailManagershopfront.
Connecting to an external shopfront

InMYOBRetailManageryoucaneitherconnecttoanexternalshopfrontduringinstallationoratalater
timewhenyouhaveanothershopfrontopen(suchastheClearwatershopfront).
Beforeyoubegin
Beforeyoucanconnecttoanexternaldatabase,youmustalreadyhave:
sharedtheRetailManagerprogramfolderonyourserver.SeeSharingtheRetailManagerprogram
folderontheserveronpage 394.
installedandregisteredRetailManagerontheclientcomputer.SeetheRetailManagerGetting
Startedguideformoreinformation.
To connect to the server shopfront

1
GototheFilemenuandselectConfiguration.Youcandothiswhileyouarerunning
RetailManager,usinganotherdatabaseortheClearwaterdatabase.Anywindowsyoucurrently
haveopenwillbeclosed,andtheShopfrontConfigurationwindowisdisplayed.
MakesuretheShopfrontstabisselected,andclickNetworkTo.TheSelectShopfrontPathwindow
appears.
LocatetheRetailManagershopfrontyouwanttoconnecttoonthenetwork.Todothis,clickinthe
Lookinfield,gotoNetworkNeighbourhood,anddoubleclicktheserver.Doubleclicktheshared
RetailManagerprogramfolder.Thecontentsofthesharedfolderaredisplayed.Doubleclickthe
shopfrontyouwanttoconnecttoandclickOpen.
SETTINGUPARETAILMANAGERNETWORK
3 9 5
Disconnectingashopfront Disconnectingashopfrontdoesnotdeleteashopfront,butsimply
removestheshopfrontasanoptioninthiswindow.
NOTE :
Whenaskedforconfirmationthatyouwanttoconnecttothespecifiedshopfront,clickYes.The
specifiedshopfrontisdisplayedinthelist.
ClosetheShopfrontConfigurationwindow.InRetailManager,youarenowconnectedtothe
serverdatabaseonyourclientcomputer.Youwillbeautomaticallyconnectedtothisserver
shopfrontthenexttimeyoustartupRetailManager.
Repeatthisprocedureforeveryclientcomputeryouwanttoconnecttotheshopfrontonthe
RetailManagerserver.
Shopfront options
InMYOBRetailManagersomeoftheoptionsyousetintheOptionswindowareworkstationoptions,
whichapplyonlytoasingleworkstationonwhichacopyofRetailManagerhasbeeninstalled.Other
optionsapplygloballytotheshopfront,andapplytoallworkstationsconnectedtotheshopfront.
Someoptionsaresetoncefromanyworkstationandapplytotheshopfront.Thesearecalledglobal
options.Globaloptionsaresavedwiththeshopfront,andapplytoanyuserwhoconnectstothe
shopfrontfromanyworkstation.
Global options
ThefollowingareglobaloptionsinRetailManager.
Window
Option
GeneralOptions
IntheOthertabview,theUseAverageCostoptionandalloptionsintheLaybyOptions
groupandQuoteOptionsgroupareglobal.
GSTOptions
AllGSToptionsareglobal.
MessageOptions
Allmessageoptionsareglobal.
CustomOptions
AllsettingsintheCustomFieldLabelsgroupandtheCapitalsgroupareglobal.
AccountingOptions
Allaccountingoptionsareglobal.
SerialNumber
Options
Allserialnumberoptionsareglobal.
EmailDefaults
Allemaildefaultsareglobal.
Settingoptions Formoreinformationaboutsettingtheseoptions,seeCustomisingMYOB
RetailManageronpage 21.
NOTE :
Workstation options
AllotherRetailManageroptionsareworkstationoptions,andonlyapplytoasingleworkstation.They
aresavedwiththecopyofRetailManagerinstalledontheworkstation,andapplywheneverthatcopy
ofRetailManagerisinuse.
396
C H A P T E R B
NETWORKING
Index
A
ABN
enteringin
customerrecords 59221
223
RetailManager 37
supplierrecords 6088
suppliernotregisteredfor
GST 37
Accountsalespaymenttypes,
turningonoroff 28
Accountingexport 301
accountnumbers 44
directory 43
options 41
taxcodes 55
troubleshooting 336
Accounts
SeeCustomeraccounts
ACN,enteringin
RetailManager 37
Alerts,settingyouroptions 51
Archiveshopfront
database 281
performinga 276
whencashingup 278
Barcodelabels 151
customlabeloptions 155
printingforcustomers 244
setdefault 31
Barcodescanner
settingup 382
troubleshooting 332
Barcodes
duplicatesof 110
labelsforcustomers 244
labelsforgoodsreceived 135
merging 120
multiplestockonasinglebar
code 110
printing 151
loadinggoodsreceivedbar
codes 154
loadingstockbar
codes 153
reallocating 150
troubleshooting 333
Breakages,adjustingstock
for 175
Bulkpriceupdates 148
Bulkstockdeleting 122
ASCIIchart 388
Categories 91
advantagesofusing 93
asreportfilter 94
creating 95
deleting
headings 100
values 100
editing
headings 99
values 99
headingsandvalues 93
reassigning 102
Categorypricing
deleting 139
editing 139
setting 138
Centralisedupdates 176
Checkboxes 64
customising 39
Commissions
bonusperstockitem 107
viewingaccruedstaff 80
C
Calculator 66
Backup
fromtheautomatic
prompt 277
fromtheFilemenu 278
fromtheShopfront
Configuration
window 277
Cashup 254
entertakings 254
onanetwork 257
printingcashupreports 256
takingsnotequalling
sales 367
Closingwindows 66
Assistance
seeTechnicalsupport
settingupserialcash
drawer 377 379
troubleshooting 324
Calendar 67
Capitalisation 41
Cashdrawer
connectedtodocket
printer 378
inanetwork 377
settingup 377
settingupparallelcash
drawer 379
397
Compactingyourdatabase 279
Components
chargeGSTatcomponent
rate 113
deletingfromapackage 116
Connectingtomultiple
shopfronts 20
Contactgroups
SeeCustomercontactgroups
Controlcodes 370
conversionchart 388
convertingdecimalvaluesto
control
characters 390391
convertinghexvaluesto
control
characters 389390
convertingto 387
enteringcontrolcharactersin
RetailManager 391
Converting
quotes 216
salesorders 214
Costinformation,displayingin
Saleswindow 181
Creditnotes
lookup 71
paymenttypes,turningonor
off 28
redeeming 199
refundingby 198
troubleshooting 356
Currentvalueslist,using 71
Custom
fields 39
options 39
Capitalisation 41
CustomFieldLabels 39
MiscellaneousColours 40
setting 39
Customeraccounts 221
creating 224
findingoutdetails 194
givingadiscountwhen
paid 361
makinganenquiryduring
sale 194
makinginactive 192
makingpayments 195
reversingpayments 270
saleson 192
Customercontactgroups
creating 228
deleting 231
editing 230
emailing,SeeEmailing
customercontactgroups
Groupstabincustomer
records 226
makingagroupinactive 232
printing
barcodelabelsfor 244
groupreportsfor 231
mailinglabelsfor 244
398
CustomerIDs 222
reallocating 275
purchases 226
quotes 226
salesorderdeposits 226
salesorders 226
specialorders 226
Customerinformation,
displayinginSales
window 180
Customerrecords 221
creating 222
deleting 273
editing 222
hidinginsearchesand
reports 73
merging 272
reallocatingIDs 275
Customerspecialorders
allocatingorderto
supplier 204
cancelling 271
creating 202
lookup 71
makingpaymenttype
inactive 202
off 28
recordingdepositfor 203
sellingaspecialordered
item 205
troubleshooting 360
Customerstatements
emailing 239
printing 239
printingintheDebtor
Paymentswindow 242
viewingtheemailaudit 243
Customers
emailing
contactgroups,See
Emailingcustomer
contactgroups
transactions,SeeEmailing
transactions
invoicepayment,
reversing 270
overseas 221223
printing
barcodelabelsfor 244
mailinglabelsfor 245
registeredforGST
enteringABN 59 221 223
enteringGSTNumber 223
viewingdetailsof
contactgroups 226
credit 226
invoicepayments 226
invoices 226
laybypayments 226
laybys 226
D
Damages,adjustingstock
for 175
Data
mergingoffline 282
storingoffline 282
Dataentryfields 62
Database
archiving 281
backingup 276
compacting 279
rebuilding 279
Debtorpayments
makingdebtorfunction
inactive 192
reversing 270
troubleshooting 361
Defaultsupplier 86
Defaulttaxcodes,settingup 54
Deleting
categoryheadings 100
categoryvalues 100
customercontactgroups 231
departments 100
exportgroups 48
promotions 147
staffandcustomer
records 273
staffgroups 289
stockitems 121
stockitemsinbulk 122
taxcodes 58
Deliveryaddress
enteringinSaleswindow 183
printingoninvoiceor
docket 183
Deliverydetailswindow 183
Departments 91
creating 95
deleting 100
editing 99
reassigning 102
INDEX
Departmentsandcategories 91
advantagesofusing 93
asreportfilter 94
assistantfor 95
partialstocktakefor 94
Deposits
onsalesorders,viewing 226
paymenttype,turnonoroff 28
takingforcustomerspecial
orders 203
Directory,choosingforaccounting
export 43
Discounts
calculatingon
goodsreceived 135
sales 179187
whencustomerpays
account 361
Docketprinter
doublewidthprinting 373
secondcolourprinting 374
selectinginRetailManager 31
settingup 371
settingyourprinting
options 31
sharingbetweentills 374
troubleshooting 326
Dockets
contentsofshortened
docket 35
dontprint 31
specifynumberofcopiesto
print 31
Doublewidthprinting,settingfor
docketprinter 373
DPSPaymentExpressIntegrated
EFTPOS
SeePaymentExpress
IntegratedEFTPOS
Dropdownlist 64
Duplicate
barcodes 110
stockitems 104
creatingfromGoods
Receivedwindow 134
DuplicateStockwindow 104
EFTPOS
additionalsettingsfor
IngenicoPCEFTPOS 384
PaymentExpressIntegrated
EFTPOS 384
TyroIPEFTPOS 384
gettingcashout 190
settingupconnected
terminal 383
Fields
customising 39
statusoptioninSupplierand
Customerwindow 39
Electronicpayments,approving
manually 189
Emailingcustomercontact
groups 234
emaildefaults 51
removecustomerfromemail
list 236
viewingthegroupemail
audit 237
Emailingtransactions 261
emaildefaults 51
PrintandEmailOptions
window 183260
viewingtheemailtransaction
audit 264
Filemanagementand
configuration,
troubleshooting 335
Float
addingtotillbalance 253
managing 253
subtractingfromtill
balance 253255
Fractionalquantities
selling 105178
troubleshootingexample 360
364
Freight 178
settingupafreightitem 112
settingupdefaulttaxcodes
for 54
Fuel,troubleshootingsales
of 360
Entertakings,notequalling
cashup 367
Enteringcontrolcharactersin
RetailManager 391
Exportfile,automatic
backup 303
Exportgroups
associatingpaymenttypes
with 48
creating 47
deleting 48
Exportsales 221223
settinguptaxcodefor 56
Exporting
RetailManager
information 298
SeealsoAccountingExport
SeealsoExportgroups
supplierinformation 49
G
Generaloptions,setting 22
Generic/TextOnlyprinter,
creating 375
GettingStartedguide 15
Giftvouchers
issuing 199
makinggiftvoucherpayment
typeinactive 200
paymenttype
turnonoroff 28
redeeming 200
troubleshooting 356
Globalpricing
deleting 138
editing 138
setting 137
Goodsreceived 129
lookup 71
printingbarcodesfor 135
receivinggoodsonorder 130
troubleshooting 363
Gradesinasale 181
INDEX
399
Graphs 268
displaying 268
printing 269
viewing 269
Grid 64
GST
assigningtaxcodeto
package 113
creatinganewtaxcode 56
customerregisteredfor 59
enteringcustomers
ABN 59221223
GSTNumber 223
exportingtaxinformationto
accountingpackage 55
sellinggoodstooverseas
customers 56221223
settingoptions 36
settingupdefaulttax
codes 54
suppliernotregisteredfor 37
supplierregisteredfor 6088
taxonfreight 112
taxonsalesaccount 56
GSTNumber
enteringin
customerrecords 223
H
Hardware
controlcodes 370387
settingup
barcodescanners 382
cashdrawers 377
connectedEFTPOS
terminals 383
docketprinters 371
poledisplays 380
scales 385
workingwithadditional
hardware 391
Hidingrecordsinsearchesand
reports 73
ImportandExportwizard 298
304
Manualelectronicpayment
approvals 189
Importing
dataintoRetailManager 304
RetailBasicsdatainto
RetailManager 311
Merging
offlinedata 282
records 272
stockitems 120
IngenicoPCEFTPOS
additionalsettings 384
lockingrefunds 384
reprintinglastreceipt 219
settingup 383
usingadocketprinterfor
signatureslips 34384
usingkeypadtoentercard
details 189
Messagebars 63
Invoices,troubleshooting 361
J
Jobnumber,assigningtoan
export 43
L
Laybys
cancelling 209
creating 206
lookup 71
makingapayment 208
makinglaybyfunction
inactive 206
off 28
refunding 209
troubleshooting 356
updating 208
Licences
additional 393
remote 316
LimitSelectionwindow 172
Lookupwindow 71
400
Message,settingyour
options 38
Movingbetweenwindows 66
Multiplestock
creating
fromGoodsReceived
window 133
fromPurchaseOrders
window 126
onsinglebarcode 110
MYOBbusinessmanagement
software
accountnumbers 45
exportingto 49
settingupforimport 49
MYOBRetailBasics,importing
datafrom 311
MYOBRetailManager
Professionals 10
N
NavigatinginRetailManager
62
Networkingwith
RetailManager 393
purchasingadditional
licences 393
O
Opentilldrawer 66
Options
accounting 41
alerts 51
custom 39
email 51
INDEX
general 22
global 396
GST 36
message 38
paymenttype 28
printing 31
serialnumber 50
Orderlines,cancelling 271
Orders,cancelling 271
Overseascustomers 221223
P
Packages
assigningtaxcodeto 113
creating 113
Packingslips,settingoptions
for 34
Papercutters
advancedocketbeforecut 373
notfunctioning,
troubleshooting 327
settingfordocketprinter 373
Partialstocktake 94
Passwords
recoveringforgotten
passwords 293
reminderfeature 292
shopfront
setting 295
staff
deleting 294
setting 293
workingwith 292
PaymentExpressIntegrated
EFTPOS
lockingrefunds 384
settingup 383
UninterruptiblePowerSupply
(UPS) 383
details 189
Paymenttypes
creating 28
editing 29
options 28
promotinganddemoting 30
resetting 31
INDEX
Payments
lookup 71
makingdebtorpayments 195
onlaybys 208
Pictures,addingtostock
items 109
Poledisplay
settingup 380385
troubleshooting 334
Pricing
category 138
global 137
grades 135
promotional 141
singleitem 139
PrintandEmailOptions
window 183
Q
Quantities,sellingfractional 178
Quotes
cancelling 217
converting 216
lookup 71
making 215
makingquotefunction
inactive 215
off 28
updating 216
viewingdetailsforstock
item 119
viewingpercustomer 226
Printer,A4
selectinginRetailManager 33
Printers,troubleshooting 334
Printing
barcodes 151333
barcodesforcustomers 244
barcodesforgoods
received 135
settingyouroptions 31
Professionalassistance 10
Profitinformation,displayingin
Saleswindow 181
Promotionalpricing,
creating 142
Promotions
creating 142
deleting 147
editing 146
includingstockin 143
selectingstockfor 143
viewing 146
PromotionsPerformanceActivity
report 147
Purchaseorders 124
cancelling 128
creating 124
customerspecialorder 124
editing 128
lookup 71
receivinggoodsonorder 130
standardshoporders 124
troubleshooting 360
Purchases,settingupdefaulttax
codes 54
R
Reallocating
barcodes 150
staff,customerorsupplier
IDs 275
Reassignstockitems 102
Rebuildingyourdatabase 279
Receivinggoods 129
duringstocktake 169
recordingsuppliersABN 129
Reconciliation
enteringtakings 254
printingcashupreports 256
viewing
currenttillbalance 248
salessummary 248
Records
activatinghidden 73
deleting
customer 273
staff 273
hidinginsearchesand
reports 73
merging
customer 272
staff 272
supplier 272
Redeemingcreditnotes 199
Refunds
refundingasale 197
whenScanIndividualUnitsis
selected 197
401
Regionalsettings 12
RemoteSiteLicence 316
Reportfilters 265
Reportviewer
exiting 267
using 266
Reports 265
AccountSalesreport 194
CashSummaryreport 256
Cashupreports 256
Commissionreports 62
CreditNotesOutstanding
report 198199
CustomerGroupsreports 231
CustomerListreport 222
Customerreports 94
Debtorsreports 242
Discrepancyreport 168173
174
exportingtodifferent
format 266
GoodsReceivedreport 133
HiddenRecordsreport 73
IndentOrderreport 124
Laybyreports 207
PricesByGradereport 137
printing 266
Profitreports 94364
PromotionsPerformance
Activityreport 147
Quotereports 216
SalesOrderreports 211
SalesPeriod(inc.Laybys)
report 208357
SalesPeriodreport 80
Salesreports 94
SalesSummaryreport 248
256
savingtodisk 267
searchingfortextin 266
Shortagesreport 365
Stockreports 94
Stocktakereport 174
TaxCodesreport 57
TillBalancereport 248
TransactionSummary
reports 256257
troubleshooting 367
viewing 266
WhatNeedsOrdering
report 106124
WhatsInStockreports 166
367
WhatsOnOrderreport 124
Reprinting,transactions 218
Restoring
yourdatabase,
troubleshooting 335
yourshopfront 279
Retail.txtfile
about 339
automaticbackupof 303
openinginExcel 340
RetailBasicsImporter 311
RetailBasics,importingdata
from 311
Returnauthorisation 157
Returnedgoods 156
advicenote 158
lookup 71
troubleshooting 363
Roundingrule 179
Saleswindow
displaying
customerinformation 180
salescostandprofit
information 181
taxinformation 182
entering
deliveryaddress 183
serialnumbersforastock
item 183
Scales,settingup 386
ScanIndividualUnits 182
forfractionalquantities 25
178
howtorefundasalewhen
selected 197
Scanner
barcode,
troubleshooting 332
Searchforwindow,using 70
S
Salequantity 178
Sales
account 192
calculations 179
chargingfreightonsales 112
export 221223
makingasale 185
makingsalesduring
stocktake 169
refundingasale 197
settingupdefaulttax
codes 54
summary 248
transactionexamples 190
troubleshooting 356
Salescomments,enteringin
Saleswindow 182
Salesorders
cancellingorrefunding 213
converting 214
creating 210
lookup 71
makingsalesorderfunction
inactive 210
off 28
updating 212
viewingdetailsforstock
item 119
viewingpercustomer 226
Searching 68
usingsearchcriteriaina
field 69
usingtheLookupTransactions
window 71
Secondcolourprinting,setting
fordocketprinter 374
Security
accessingarestricted
area 284
enabling 285
overview 283
settingyouroptions 284
SecurityExport 293
Sellingfractionalquantitiesof
items 105178
Serialnumbers 158
enteringinSaleswindow 183
options 50
Setpricing 87
deleting
Categorypricing 139
Globalpricing 138
Singleitempricing 141
editing
Categorypricing 139
Globalpricing 138
setting
Categorypricing 138
Globalpricing 137
SalesScreenMessagefield 223
402
INDEX
Settingup,professionalassistance
for 10
returnedgoods 84
salesorders 84
Sharingdocketprinter 374
Standardshoporder 124
Shopfront
backingup 276
connectingtomultiple
shopfronts 20
creatinganew 17
maintainingyourdatabase 276
restoring 279
settingoptionsfor 396
Stockadjustment
procedures 165
Shorteneddockets,contents
of 35
ShowMeHowbutton 63
Signingoff 297
Signingon 296
Signonmethod
individual 287
setting 286
staffgroup 286
windowfor 288
Singleitempricing
deleting 141
editing 141
setting 139
Solutions,forcommon
problems 323
Staffcommissions
bonusperstockitem 107
viewingaccrued 80
Staffgroups
administrator 285
assigningstaffto 291
creating 288
deleting 289
editing 289
oldsecurity 285
restrictingprivileges 290
Staffrecords
creating 80
deleting 273
editing 80
hidinginsearchesand
reports 73
merging 272
reallocatingIDs 275
viewingdetailsof 83
customerspecialorders 84
goodsreceived 83
laybys 83
orders 84
payments 84
quotes 84
INDEX
Stockitems
andmaximumquantity 106
andminimumquantity 106
andstaticquantity 105
assigningtaxcodesto 105106
creating 104
deleting 121
duplicatesof,inGoodsReceived
window 134
duplicating 104
merging 120
multiplesof,inGoodsReceived
window 133
multiplesof,inPurchaseOrders
window 126
naming 107
pictures,addingto 109
reassigning 102
sellingwhennoquantityin
stock 363
staffcommissionsonsales
of 107
updating 116
viewingdetailsof
accounts 118
components 118
customerspecialorders 119
packages 118
pictures 118
pricing 118
purchaseorders 119
quotes 119
sales 118
salesorders 119
serialnumbers 119
suppliercodes 119
suppliers 119
transactionhistory 118
Stock,troubleshooting 365
Stocktake 165
completingastocktake 175
displayingshortages 174
enteringmanualresults 170
makingsales/receivinggoods
during 169
manual 169
partialstocktakesand
categories 94
printingmanualstocktake
sheets 169
runninga
completestocktake 166
partialstocktake 171
singleitemstocktake 175
Stocktakereport 174
troubleshooting 364
Storingdataoffline 282
Suppliercodes 124
Supplierrecords
adding 88
editing 88
hidinginsearchesand
reports 73
merging 272
reallocatingIDs 275
Suppliers
default 86
notregisteredforGST 37
registeredforGST 60 88
T
Tabs 64
Takings 367
Tareweight,setting 106
Taxcodes
creating 56
deleting 58
detailedlistoftaxcodes 53
editing 57
settingup 53
default 5487
forexport 4955
item 58
Taxinformation,displayingin
Saleswindow 182
Technicalsupport 9
notes 11
phonenumbersand
charges 10
plan 10
Textfields 63
Theft,adjustingstockfor 175
Tillbalance,viewingcurrent 248
Tilldrawer,opening 66
Touchscreens 74
enabling 74
layoutandfeatures 74
layoutsoftransaction
windows 75
403
Transactions
emailing 261
lookup 71
reprinting 218
Troubleshooting
barcodes 333
cashdrawer 324
commonsolutions 323
creditnotes 356
debtorpayments 361
docketprinter 326
filemanagementand
configuration 335
general 367
gettingcashoutby
EFTPOS 190
giftvouchers 356
goodsreceivedand
returned 363
invoices 361
laybys 356
poledisplay 334
printers 334
reports 367
restoringadatabasefrom
backup 335
sales 356
scanner 332
Stockwindow 365
stocktake 364
TyroIPEFTPOS
lockingrefunds 384
settingup 383
usingadocketprinterfor
signatureslips 34384
details 189
404
U
Unitofmeasure
assigning 108
changing 108
usingEach 108
V
Viewing
reports 266
thelasttransaction 72
Virtualkeyboard 76
W
Wildcards,using 69
Windows
closing 66
movingbetween 66
Wizard,forimportand
export 304
INDEX

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User Guide

MYOB Australia Pty Ltd

Limited Warranty and Disclaimer

Technical support phone numbers and charges

1300 555 115

1300 555 128

Support plan for MYOB RetailManager

MYOB RetailManager Professionals

Send us your feedback

Implementing MYOB RetailManager

Setting your regional settings

To set your regional settings

ClickRegional and Language Options.

Steps to implement MYOB RetailManager

Steps to implement MYOB RetailManager if you previously

Creating a new shopfront

To create a new shopfront

NOTE : WanttoimportstaffrecordsfromMYOBRetailBasics? IfyoupreviouslyusedMYOB

To connect to more than one shopfront

Customising MYOB RetailManager

To display the General options tabs

The Transaction Windows tab

Transaction Windows tab options

The Sales tab

Sales tab options

The Other tab

Other tab options

Payment Type options

To create a payment type

To edit a payment type

To promote or demote a payment type

To reset payment types

To display the Printing options tabs

The Setup tab

The Settings tab

Settings tab options

The Address tab

To display the GST options

To create and modify a message

To display the custom options

To customise a custom field

Setting up RetailManager to export to your business management software

To display the Accounting options tabs

The Export tab

The Chart of Accounts tab

Chart of Accounts tab options

The Banking Export tab

Export groups explained

To create an export group

To associate a payment type with a new export group

To delete an export group

To set up tax codes for export

Setting up your MYOB business management software to

Serial number options

To display the serial number options

To set your default email program

Setting up default tax codes

To set up default tax codes

Exporting tax information

To set up export information

Creating tax codes

To create a new tax code

Editing tax codes