Clients, Buyers, Employees, Sellers

Clients

Individuals pawn with you (clients), sell to you (sellers), and buy (and rent) from you (buyers).

For our purposes:

  • Clients and sellers are 'clients' (adding inventory).
  • 'Buyers' are customers making purchases (removing inventory).
  • Buying merchandise from individuals is 'resale' or 'buy outright'.
  • Buying merchandise from companies (suppliers, wholesalers, manufacturers - not individuals) is 'retail'.

Buyers: Customers Purchasing Inventory

Important! In Program Setup (Sales), 'Show Buyers Work Area' must be checked to display the Buyers Work Area. Also, 'Check this box...' must be checked to present a list of Buyers when the Sales Invoice is opened.

Watch this video on how to hide the buyer's list at POS.

In most types of stores recording information (name and contact information) builds a 'customer database' used primarily for 'advertising' - alerting those who have made purchases at your store to specials, events, sales, offers, etc. 'Buyers' are those who purchase merchandise from you. Clients can be buyers but some buyers may not be clients, so the program has provision for keeping track of both (separately).

Buyer Records are comprehensive yet easy to use. Each record can include a number of identifiers and notes, making buyer management easy, precise and thorough.

Under Utilities in PPSS use 'Export Buyers' to make buyer information available in a spreadsheet - useful for handy reference, for using other programs to communicate with patrons and to make global changes in PPSS.

Access the Buyers Work Area by selecting 'Buyers' under the Work-Areas Menu:

(The Buyers Work Area is not available in PPSS Intro and Deluxe.)

Selecting Buyers from the Work-Areas Menu displays the Buyers Menu at the bottom left:

Buyers are listed by ID and Name. Click on the headers named ID and Name to sort the list. Click again to reverse the sort. Use the scroll bar on the right (not shown) to locate a Buyer:

(Note: Buyer names should be 'last-name-first' for sorting and locating names.)

Click these options on the Time Sort Bar to view Buyers Records which have been added or edited today, in the last 7 days, last month or last year:

Click 'View All' to see all Buyer Records.

Search for a buyer by clicking in the search box...

...and pressing the first few letters of the name.

Select a Buyer Record by clicking on the Record once. (The background color will turn dark blue.)

The Details Area at the bottom shows contact information:

The Demographics tab shows possible descriptors for the Buyer. (Demographics are 'labels' (like Income, Employer, etc.) that can be assigned to any Buyer, then reports may be generated based upon Demographics.)

The History tab lists purchase history.

Notes are additional information for shop eyes only.

(Note: Information cannot be edited on the Details screen. Scroll down to 'Edit a Buyer Record.)

Add or Edit a Buyer Record

Import Buyer Data - Records for Buyers may be created or edited in PPSS in batch by importing data from a spreadsheet.

Add a New Buyer

Select New Buyer in the Buyers Menu:

This screen opens:

The next available Buyer ID # is auto-entered.

Enter as much information as desired. Enter a birth date and check Send Mailings if applicable.

Check 'No Credit-Card Fee' if the buyer is to be exempt from paying extra for purchasing with a credit card.

Click the Demographics tab to enter that information or click OK to save the Record.

The last field on the Demographics screen is 'User Text'. ('User' simply means that the person using PPSS determines or 'defines' what the text will be, hence, 'User Text'.)

Any 'string of characters' may be entered as 'User Text' to uniquely identify a Buyer or Buyers, then in reports Buyers may be grouped or singled out by the User Text.

For example, enter 'best' in this field for your 'best Buyers'. Later on create a Report and use the User-Text as the search parameter (or report filter), entering 'best' (without quotes).

Delete a Record

Select a Buyer Record from the List and click Delete Buyer in the Buyer Menu. Some records cannot be deleted if they are tied to active transactions.

Edit an Existing Record

Double click on a Buyer Record to open its Edit Screen.

Change any information or add Notes then click OK to save changes. Note that a Buyer may be marked as Inactive at any time. This is useful for excluding 'Inactive Buyers' from buyer lists.

Buyer Notes

Two notes may be added to any Buyer Record - Shop Notes and Invoice Notes.

Notes can only be added to an existing Buyer Record. They cannot be added when first creating a Buyer Record.

Shop Notes are for 'shop eyes only'. They are convenient reminders and a great way to share information with all Employees, from 'Don't accept credit card payment' to 'Had a baby girl in January'. Several notes may be recorded.

Personal Invoice Notes appear on the Buyer's Invoice and can be anything, like 'Thanks for shopping with us Mary!' - up to 60 characters.

Add a Shop Note

In the Buyers Work Area, click on a Buyer Record the click on Edit Buyer (lower-left menu) to open the Edit-Buyer screen:

Enter a note of any length in the large box (not shown). Click OK to save.

Add a Special Message to Any Buyer's Invoice

Enter any message of up to 60 characters in the small box (not shown). This message will appear when an invoice is prepared for this Buyer and will be printed on the invoice when the invoice is printed.

Open a New Sale (F7)

Select a Buyer then press F7 (or click New Sale in the Buyers Menu, or New Sale in the Quick Links Menu). The Sales Invoice will open with the Buyer's information pre-entered.

IF the Buyer was not selected prior to choosing one of the three options, the Sales Invoice will be preceded by list of Buyers. Select one to proceed.)

Sales Tax #

Edit a Buyer's record to add a Sales Tax # in the Tax Exempt ID Field.

Credit Memo

To Return or Not Return

It might seem like good store policy to allow items to be returned, but consider:

  • How many returns might there be in a year's time? Just a handful?
  • Store patrons know they are purchasing used merchandise and they are aware that they have the opportunity to inspect those items prior to purchase. A store policy of 'no returns' is widely accepted if not expected.
  • If buyers are made aware of a no-return policy, is there really any risk of business lost or alienation?
  • The concepts and procedures of 'Credit memos' and 'store credit' are major sources of confusion which can be avoided by not allowing returns.

Accounting for Returned Items

A credit cannot be processed for an item that has been deleted from inventory. It's advisable not to delete inventory items for a lengthy period of time, and/or limit the time after purchase for returns.

Full Refund (Item is returned and the purchase price plus tax (if any) is refunded)

  1. Select Credit Memo from the Sales Menu.

  2. Select the buyer from the list.
  3. The option named 'Return' will be selected and highlighted in blue:

  4. Enter the Item # and press the Retrieve Item Info button, or press the Item List Button to select the item from the list, or click in the bar-code field and scan the barcode. (If the item has been deleted from inventory, it will not appear in the list. If the item had been sent to Storage, it may be retrieved.)
  5. Return the amount shown in the 'Due' field to the Buyer.
  6. Press 'Save, Preview, Print' to print the Memo or click 'Save' to save the Memo without printing it.

The total purchase price is refunded. The item is returned to Inventory and the shop and client's balances are adjusted.

Partial Refund (Buyer will keep the item and receive a partial refund)

  1. Select Credit Memo from the Sales Menu.

  2. Select the buyer from the list.
  3. The option named 'Return' will be selected and highlighted in blue:

  4. Complete as much Buyer information as desired on the Credit Memo screen and check Discount.
  5. Enter the item # or press the Item List button and select the item from the list. (If the item has been deleted from inventory, it will not appear in the list. If the item had been sent to Storage, it may be retrieved.)
  6. Change the unit price to reflect the amount of credit.
  7. If more than one item is involved change the quantity. (Taxes will be computed automatically.)
  8. Return the amount shown in the 'Due' field to the Buyer.
  9. Press 'Save, Preview, Print' to print the Memo or click 'Save' to save the Memo without printing it.

Employee Commissions

Commissions paid will not be changed in either case. The Employee Work Area provides ways to adjust account balances if necessary. It is also possible to void an invoice and have commission also corrected (if the Employee has not been paid commission for the items on the invoice).

Buyer Reports

A 'Buyer Report' is basically the result of a 'search' of the PPSS database for Buyers - like a Google search with an important difference: A PPSS Report will only include desired Buyers and not 'close matches'.

Click Reports on the Main Menu, then Buyers:

Determine Report Content

Settings on the Report Screen tell PPSS which Buyers to include in the Report.

For example, to create a list of Buyers who are Active, who are on the Mailing List and who purchased during 9/1/09 through 9/11/09:

1. Check "Active Only'.

2. Check 'On Mailing List'.

3. Check 'Last Purchase' and enter 9/1/2009 in the From field and 9/11/09 in the To field.

Boxes must be checked for settings to apply.

Buyers may be included in the Report based upon Active/Inactive status, User Text, Bad Checks Only, Birthday, On Mailing List, To Receive Sales Reports and/or With Purchases Only.

Sort Output

The content of the report may be sorted by Name, Dollar Volume, Last-Purchase Date or Zip Code. Check one:

Print the Report

Selecting Print the Report -

will present the Report is a Print-Preview Screen:

The report may be printed by pressing the printer icon (yellow arrow).

Selecting View the Report

will present the information in the PPSS Main Table.

Time Filters

Click on these buttons:

to view records in the Main Table that have been added or edited today, last 7 days, last 30 days, etc. Click View All to see all records again.

Quick Links

PPSS is divided into Work Areas. They are:

Each Work Area has its own set of Quick Links. These are the Quick Links for Buyers:

$ Volume - View $ Volume of Purchases in print preview.

$ Volume (table) - View Buyers in the Main Table sorted by $ Volume

Last Purchase (table) - View Buyers in the Main Table sorted by date of last purchase.

New Sale - Select a Buyer and open a New-Sale Invoice with the Buyer's information entered

New Wish - Select a Buyer and open the Buyer's Wish List

# Purchases - View a list of buyers sorted by their # of purchases

Purchased Today/Week - View Sales for Today and the Last 7 Days

Individual Buyer Information

Select a Buyer in the Main Table then view information about the Buyer in the Details Area at the bottom:

Click on the colored tabs at the bottom to view different screens of information (Demographics, General, History, Notes).

Employees

(This feature is available in PPSS Diamond and 24k.)

Employees can be entered into the system and assigned usernames and passwords. Each can:

  • have a different commission schedule
  • be granted or denied access to any information or function
  • make purchases by layaway, account receivables or a debits against future commissions.
  • manage his or her own cash drawer
  • have detailed reports of sales and commissions
  • be terminated and reinstated

Each person should have his or her own cash drawer and only make sales when logged in. By doing so each person's transactions are kept separate and can be audited during and at the end of each shift. At any time, the amount in the drawer should match the 'Deposit' total shown on the Shift Report.

PPSS tracks each employee so if an employee makes sales from different computers in the store network, the correct totals will be provided for the employee, even if the audit or close out is done from yet another computer.


Employee Credit Purchases

Employees may make purchases. The purchases can be layaways or a debits against earned and future commissions (Employee Credit Purchase.


Employee Permissions

Grant or deny each Employee access to Point of Sale, Back Office and Management Areas (or specific sections within those Areas).


Things to Know about Employees

  • Names entered 'last name first' make lists easier to navigate.
  • At least one Commission Schedule needs to be created before assigning a schedule to an employee.
  • Commission Schedule % may be changed at any time.
  • Select an employee in the Main Table then RIGHT-click on the selected record for a menu of functions like edit, delete, etc.
  • Double click on an Employee Record to edit it.

    PPSS Employee Data Includes:

  • Cash-Drawer Balance anytime
  • Hire and termination dates
  • Last commission prints
  • Last update, last and current sales, balance
  • Name, employee number, inventory sold, Client, item#
  • Sold inventory, commission %, bonuses and subtractions

    Employee Account Setup

    1. Select Employees in the Work Areas Menu:

    2. Select New Employee in the Employees Menu:

    3. Enter information on the Add-New-Employee Screen:

      • A Username and Password may be assigned to allow access to specific areas in PPSS and to perform a number of functions. See Employee Permissions for defining those areas and functions.
      • If a Flat Commission is entered, enter the amount without the dollar sign.
      • Enter the Commission Rate in decimal form (.1 = 10% for example).
      • Use the drop-down menus to change Hire Date and to select Commission Schedule and Schedule Level. (A different Commission Schedule may be assigned to each Employee. Commission Schedules will not appear until at least one Schedule is defined. Create at least one Commission Schedule before attempting to assign a Schedule to an employee.)

    Edit an Employee Record

    In the Employee Table, double click on an Employee Record to open the edit screen. Make changes and click OK to save the changes.


    (This feature is available in PPSS Diamond and 24k. In Deluxe there is only one clerk which is assumed to be the store owner.)

    Using Cash Drawers

    Each owner and employee can be granted or denied access to the cash drawer (in the Diamond and Virtual editions using the Employee-Access feature).

    Each person with access can have his or her own drawer (till) and log in and out of the software to process sales.

    If this feature is not used, there will be one cash drawer for the shop for all to use. 'Store Owner' will be displayed as the sales person when tracking sales. Nothing will be displayed when sales are not being tracked.

    Cash Drawer Balance

    The Cash-Drawer-Balance feature records a starting balance and all payments received 'in real time' during the day (or shift). The amount of money in the drawer (cash and checks) should be the day's starting balance plus cash and check payments received.

    The Cash-Drawer-Balance feature can also track each salesperson's cash-drawer balance in real time and determine how much money should be in the till at any time.

    PPSS tracks each employee, so if an employee makes sales from different computers in the store, PPSS will provide the correct totals for the employee, even if the audit or close out is done from yet another computer (on the network).

    It is possible to do a close out at a POS for one employee if only one employee transacted sales at that POS station.


    Things To Know

    To simplify accounting, reserve the till for sales only and make settlement payments by check or with money not from the till. There is no way to know from whose till a payment was made other than to deny employee access to settlements and not pay settlements from tills.

    Do not use sales reports to balance the cash drawer. Sales reports include finalized transactions only. Layaways aren't finalized until the last payment is made or until they are abandoned and closed out, so they will not be included in sales reports until they are finalized. Layaway payments will be included in the cash-drawer balance.


    Employee Cash-Drawer Management

    Each employee to be tracked must:

    • Sign in at the start of his/her shift.
    • Port his/her drawer from station to station.

    • Sign out when leaving a station (to avoid entries being made by others using the employee's account).
    • Secure the contents of the drawer.

    Employee Log In and Auditing

    1. Click on Start/End Shift on the Sales Menu.

    2. Enter the starting amount.
    3. Process sales.
    4. Any time during the day, count the drawer amount and return to this screen.
      • 'Ending Till' is all sales receipts including cash, checks, credit cards, PayPal and gift certificates.
      • 'Deposit' should be the 'Ending Till' minus 'Starting Till' minus credit cards, PayPal and gift certificates.
      • 'Deposit' should equal cash + checks.
      • The drawer contents should match 'Deposit'.

    At the end of the day -

    • Each clerk must log in and close out his/her till. (There is no 'group close out'.)
    • Each clerk will get a till report showing only his/her finalized sales.
    • Separate totals are available for each employee when logged in.
    • Totals for an employee will not show when that employee is not logged in.

    A summary of the Till may be printed at day's end.


    Multiple Employees

    Multiple employees can process sales, either from the same computer or from multiple POS stations. Either way the Cash-Drawer-Balance feature will compute real-time totals for each employee.

    Transacting on Different Computers

    If each employee has a separate work station, he or she can log in (and out) on that computer (or remain logged in - with the risk that another clerk can make transactions in his/her name).

    Transacting on the Same Computer

    If multiple employees work from the same computer, they can log in separately and start separate tills.

    When an employee (not logged in) needs to process a transaction, he/she clicks on Utilities and selects Change User and makes the appropriate entries of username and password.

    The 'On Shift' drop-down box shows which Employees are being tracked.

    At the end of the day, each clerk must log in and close out his/her till. (There is no 'group close out'.) Each clerk will get a till report showing only the sales he/she processed.


    Employee Commission Adjustments

    At any time an employee's commission balance may be adjusted up or down.

    Select the Employee Work Area.

    Click on

    in the Quick Links Menu.

    Select the employee from the list.

    If the employee is not listed, adjustments must wait until there is activity in the account.

    Select the employee. Enter an amount in Additions or Deductions and Save.


    Paying Commissions to Employees

    Select Employees from the Work-Areas Menu:

    Click on an Employee in the List.

    Select Commission Payment from the Quick Links Menu:

    The ensuing New-Employee-Commission screen lists eligible sales.

    Uncheck a sale to exclude it from commission payment.

    Use the Check None and Check All Buttons to select no or all entries:

     

    Enter amounts for Additional Payment and/or for Deduction if applicable.

    Enter an amount to pay and choose a Payment Method.

    Choose Credit to collect payment for In-House Purchases, if any


    Finalizing Commission Payments

    When all settings are correct, click OK.  PPSS makes these adjustments:

    • Commissions are processed.
    • A check is prepared for each Employee (eligible for payment) and is viewable is the Disbursements Work Area.

    Print Checks

    Select Disbursements from the Work-Areas Menu:

    Click on the check to be printed.

    A pop-up window will appear for check position. Select the position and close the window.

    A Print-Preview Screen will open showing how the check will be printed. If it appears to be correct, click the printer icon on the toolbar to print.

    When printing for the first time, print a check on a white sheet of paper and hold the printed sheet and a sheet of checks together, one over the other, up to light to verify that the print aligns with the check spaces.


    Employee Commission Schedules

    Any number of Commission Schedules may be created in PPSS.

    Each Schedule can have up to 4 Sales Levels.

    Each Sale Level can have Percent or Flat Commissions or both.

    Select Employees in the Work-Areas Menu

    then Commission Schedule in Quick Links:

    Enter the maximum Sales Amount (numbers only, no dollar sign or punctuation) for each Sales Level.

    Enter a Commission Percentage and/or a Flat Commission for each Sales Level.

    Enter a Name for the Commission Schedule in the 'Edit Name Here' box and click Create New Schedule to save the Schedule by the chosen name.

    Select Create New Schedule. The Schedule Name will appear in the Choose a Schedule to View field.

    Click Close to end the session.

    In the future -

    • Edit an existing Schedule by selecting it from the 'Choose a Schedule to View' drop-down menu. Make changes and click 'Save Changes to Old Schedule'.
    • Delete an existing Schedule by selecting it in Choose a Schedule to View then select Delete.

    Assign a Commission Schedule to an Employee

    When adding or editing an Employee Record, use the drop-down menus under Commission Schedule and Schedule Level to assign the selected Schedule and Level to the Employee. Click OK to save the entries.


    Employee Credit Purchase

    Employees may make purchases by layaway, account receivables or debits against future commissions. (The Employee Account Balance will be negative if purchases exceed commissions earned.)

    Employees may also be entered as Buyers for layaway purchases.

    While layaway and accounts receivable share the similarity of installment payments, layaways differ in two respects:

    1. No interest is charged on the unpaid balance.
    2. Goods are not delivered until all installment payments have been made.

    Processing an Employee Credit Purchase

    Select Employees from the Work-Areas Menu:

    Select an Employee from the List of Employees:

    Select Employee Credit Sale from the Employees Menu:

    The New-Sale Screen opens with the Employee as Purchaser.

    Enter items to be purchased using the Select from Item List option

    or add an item or items manually using the Enter Unlisted Item option:

    Note that Employee Sale appears in the first Payment Field:

    The amount entered here is the amount that will be charged against the Employee's Commission Balance. This amount may be all or part of the total purchase price.

    If the total purchase price is not paid at the point of sale, enter future payment types and amounts in the subsequent fields. Be sure to check each Payment Box:


    Discounts

    Any discounts to be awarded can be entered as a percentage or dollar amount: If % is entered, $ amount will be calculated and auto-entered in the Discount field.


    Employee Quick Links Reports

    PPSS is divided into Work Areas. They are:

    Each Work Area has its own set of Quick Links. These are the Quick Links for Employees:


    Commission Payment - Make payments to employees.


    Commission Schedule - Add/edit commission schedules.


    Daily Sales/Month and Year and Daily Sales/Month and Year/Category - View employee performance


    Employee Access - Allow/deny access to areas and information in PPSS.


    Sales Today - See what sales were made for the current day and by whom.


    Individual Employee Information

    Select an Employee from the Main Table and view information about him/her in the Details Area at the bottom of the screen:

    Click on the colored tabs at the bottom for more information about the Employee.


    Time Filters

    Click on these buttons...

    ...to view records in the Main Table that have been added or edited today, last 7 days, last 30 days, etc. Click View All to see all records again.


    Sales Recap

    A 'Sales Recap' can be produced for any period of time showing names, number of sales and sales amount.

    To produce the report:

    1. Click on Reports on the Main Menu.
    2. Click on Sales.
    3. Check the box to the left of 'Invoice Date' and enter 'Date From' and 'Date To' (to define the time period of the report).
    4. Click on the 'Sales Recap' button at the bottom.
    5. If other reports (Invoice List, Payment Recap and Shop Totals) aren't wanted, uncheck their boxes.
    6. Click on 'Preview/Print' to view a print preview of the report.
    7. To print the report click on the printer icon (upper left).

    Salesperson Recap should always agree with the Invoice Total.

    The Sales Recap is not intended to give shift totals. Use employee login and start/end shift for that.

    When the payments recap doesn't agree with the invoices total, incorrect payment was collected. View individual invoices to see what actually happened.

    Shift Close Out

    Please refer to Audit Till for details on how to track each employee's daily sales.

    The Sales List cannot be reconciled to the Shift Close Out because the Sales List includes all sales for a time period (usually daily) and the Shift Close Out covers only the time each employee had his/her till turned on during a day (Start/End Shift) and only includes sales for that employee.


    Terminate an Employee

    Go to Employee Permissions and remove all permissions prior to notifying an employee of termination.

    Select Employees from the Work-Areas Menu:

    Select the Employee from the List of Employees

    then select Terminate from the Employees Menu:

    The termination date will appear on the Account Status screen of the Employee Record.


    Reinstate an Employee

    Double click on the Employee Listing to open the Edit-Employee screen. Check Currently Employed.

    The Termination Date will be removed from the Account Status screen.

  • Sellers - Buy Outright or Resale

    Sellers are individuals (as opposed to companies) from whom purchases are made (usually for resale).

    Things to Know

    • The Client List is sorted by the name appearing first. When adding new Clients consider entering last-name-first, a space, then the first name.
    • The Client ID can start with part of or all of a client's last name (and not numbers) to make sorting logical and item ownership apparent (when viewing price labels, lists and reports). Of course numbers can be used if preferred but don't use punctuation, (especially hyphens) or line breaks.
    • Double click a record to edit it or RIGHT-click on a record for several options.

    Things to Know about ID's

    In PPSS clients are identified by a (short) string of letters and/or numbers (Client ID). Some stores use numbers (for anonymity) while others prefer to use part of the last name and first initial (for identification).

    • IDs should be short so they fit properly on labels and in reports.
    • PPSS recognizes a 'two-part' Item ID with the first part being the Client ID, so a Client ID like Smith-B might cause confusion if the Item ID for B. Smith is Smith-B-1. (Don't use hyphens in Client IDs).

    Using part of the last name (and initials if necessary) makes finding a client in a list or report easier, and it makes ownership of inventory items easier to determine when viewing price labels and reports.

    • If part of the last name is used, the Client ID on the new-client screen will be blank.
    • If numbers are used, the Client ID on the new-client screen will be the next number in sequence.
    • Either way, the Client ID on the new-client screen can be entered or edited.

    Buy Outright

    Completing Program Setup will prepare the program for most of the settings needed to make purchases from individuals.

    In Program Setup:

    1. On the Pawn Etc. page, make sure the path to the buy-outright ticket is set. The default location is c:\ppss\buyoutright.txt.
    2. It may be necessary for tech support to assist with editing the buy-outright ticket.

    Add a New Client

    To add a new client, select 'New Client' from the Client's Menu (or press F2).

    Hate typing? Not so good at it? With PPSS 24k scan your new clients' drivers licenses to auto fill the fields on the new-client screen with name, address, license #, height and weight, etc.

    Part or all of the Client's last name (and initials if necessary) can be used for the Client ID (to make sorting of Client Records logical and to make ownership of inventory items easy to determine when viewing price labels and reports). Any combination of letters/numbers can be used for the Client ID. (Hyphens in the Client ID should be avoided.)

    Complete as much information as desired.

    Check whether to send mailings and/or sales reports. These settings and many others may be used later to generate specific lists of clients for address labels, reports, etc.

    If entering more than one client, press F5 or press 'Save and Continue' to save the current entry and open a new screen:

    User Text

    Any 'string of characters' may be entered as 'User Text' to uniquely identify (and later find and group) clients. Spaces are ok but commas and apostrophes will be removed by the program.

    For example, enter 'best' in the User-Text field for your 'best clients'. Later on create a Report and use 'best' as the 'search word' or 'report filter'.

    Only one 'string of characters' may be used per record.

    User Date

    Enter a date in the Client Record and use the date in the same way to tag (flag, mark) buyers' records. For example, if you want to contact 6 people on 8/7/2009, enter that date in the User-Date field in each clients' record then create a report on or before that date using 8/7/2009 in the user-date search.

    Once all information has been entered, these are the options:

    1. If items won't be entered now and no agreement is needed:

    2. If purchased items are to be entered now, opt for 'Save and Add New Items' which will provide an opportunity to print the agreement:


    Edit a Client Record

    Double-click on a Client to open the edit screen. Make changes and click OK to save changes and exit, or click Save and Continue to save changes and continue editing the same record.


    Enter Items Purchased

    Choosing 'Save and Add New Items' opens the enter screen for buy outright populated with next Item Number for the seller:

    1. Adjust the screen size if necessary.

      The page will be populated with the Client ID, the Default Category (if set in Program Setup), Quantity (of 1), a barcode and the current date (Pawn Date) and the Due Date.

    2. Enter a description. The field is limited to 20 characters (to fit on the smallest labels).
    3. Select a category if appropriate. (Press the first letter of the name of the category. Use the down arrow to select the category. Press Enter to record the category and move to the next field.)
    4. Details are not required. Details only appear in Detailed Reports and on larger price labels.
    5. Check 'Buy This Item Outright':

    6. Enter Sell Price if labels will be printed from this screen. Otherwise they can be entered later. (Sell Price will be on price labels but not on buy-outright tickets.)
    7. Enter Buy Price. (They will be printed on the buy-outright tickets but not on price labels. They will be displayed on sales invoices as 'Last Item Cost' when the item is added to the invoice):

      Last Item Cost

    8. Change the quantity if necessary.
    9. 'Location' refers to the physical location where the item can be found (bin #, shelf ID, department, etc.).
    10. The program will have assigned a barcode and must not be changed. (There is an option in Program Setup on the Printers page for not printing barcodes on price labels.)
    11. The date the item was purchased (Date In) can be changed.
    12. Pictures of items can be taken, stored on a drive (or website) and paths to the pictures can be entered then recalled at POS to verify the item's identity.
    13. Notes about items can be entered (for shop eyes only).
    14. Use the down arrow to the right of 'Amount Is Paid By' to change how the seller is paid, or leave 'Cash' if correct.
    15. If another item is to be added to the same ticket, use F4 or press Another Item.
    16. When all information has been entered for the transaction, use:
      • 'Save/Close' to save the transaction and print nothing.
      • 'Cancel' to cancel all entries.
      • 'Save, Print Bar Codes' to print labels for the items purchased.
      • 'Save, Preview, Print Ticket' to preview the ticket on screen and have the option to print it. Click on the printer icon to print the page:

        icon


    Buy Outright Reports

    A Report on Sellers

    A 'report' is basically the result of a 'search' of the PPSS database for specific information - like a Google search with an important difference: Based upon your 'search criteria' a report will include only the desired information and not 'close matches'.


    Create a Client Report

    Select Reports from the Main Menu:

    Select Clients:

    Settings on this screen tell PPSS which Clients are to be included in the Report.

    For example, to create a list of Clients who are Active and on the Mailing List, make these settings:

    1. Check 'Active Only'.

    2. Check 'On Mailing List'.


    Parameters

    Clients may be included in the Report based upon Birthday, Birth Month, Date of Last New Item, Date of Sale or Date of Settlement, User Date or User Text, Active/Inactive status, Unsold Items Disposition, Transfer Accounts Only, On Mailing List, To Receive Sales Reports and/or With Inventory Only.

    Sort Output

    The content of the report may be sorted by ID, Name, New-Item Date, Settlement Date. Check one:

    Print Reports

    Selecting Print the Report -

    will present the Report is a Print-Preview Screen:

    The Report may be printed by pressing the printer icon (yellow arrow).


    View the Report in the Main Table

    Selecting View the Report

    will present the information in the PPSS Main Table.


    Time Filters

    Click on these buttons:

    to view records in the Main Table that have been added or edited today, last 7 days, last 30 days, etc. Click View All to see all records again.


    Quick Links

    PPSS is divided into Work Areas. They are:

    Each Work Area has its own set of Quick Links. These are the Quick Links for Clients:

    With Quick Links, select a Client and easily:

    • View account history
    • View current items
    • Transfer items to the shop's Transfer Account
    • Print one or more copies of the pre-filled Client Agreement
    • Return items
    • View the current settlement due
    • Undelete items (return them to inventory)

    Individual Client Information

    Select a Client in the Main Table then view information about the Client in the Details Area at the bottom.

    Click on the colored tabs at the bottom to view different screens of information (Details, General, Items, Notes, Settlements).

    Search and Sort Records

    Note: Columns containing both letters and numbers is sorted (in databases) as text so numbers will appear in order of 1,10,2, not 1,2,10. Due to a limitation of the component used in the program, numbers also sort as text in reports and in lists of labels.


    When looking for records currently added or edited, click on the time-period buttons to display records for the time period selected:

    Click on View All to restore all records.

    If a record doesn't appear after it's been added, click on View All.


    Sort Columns in the Main Table (version 6.0.516 and later)

    In any Work Area, click on the table header to sort the column alphabetically or numerically:

    Click on the header again to reverse the sort order.

    The triangle on the right of the column header indicates the sort order:

    It may be necessary to move the vertical scroll bar (on the right of the main table) up or down to find a record.

    Please note:

    • If every record (ID, Name, etc.) has letters only or numbers only, the sort will be A-Z or 1-10.
    • If records have a mix of letters and numbers (like Client IDs SmithJ and 125), the sort will be alphabetical so the sort of numbers in such a list will be 1,10,2, not 1,2,10.

    Finding a Record

    In November, 2013 (version 6.0.850) the search box was moved under the center table:

    Search Options

    Click on File then User Interface to select search options.

    In Buyers, Clients, Employees and Settlements, searches can be by either ID or Name but not both.

    In Disbursement searches can be by 'Paid By' or 'Paid To'.

    In Inventory searches can be by ID1, ID2 or Description.

    Sales searches can be by Invoice # or Name.

    On the same screen, check 'Search by first letter/number only' to exclude any records that might include the search anywhere in the record. If this option is NOT checked, entering a search like 'ike' will find Ike Eisenhower and Mike Martin. To search type the first number or letter of the ID, name, description or invoice #. If that doesn't find the correct listing or reduce the number of listings to a few, type the next number or letter of the name or ID.

    Records can also be found by using Reports.

    Watch a video.

    The Buy Outright Agreement

    The program reads a text file located in C:\PPSS named buyoutright.txt. Changes are made to the buy-outright ticket by editing the content of that file.


    Buy-Outright Inventory Reports

    A 'Report' is basically the results of a 'search' of the PPSS database for information - just like a search in Google. A big difference is that a PPSS Report will only include the information asked for and not 'close matches'.

    Select Reports on the Main Menu (not shown) then Inventory:


    Select Report Content

    Settings on this screen tell PPSS which inventory items to include in the Report.

    For example, to include only items in inventory in the range of items from 22 through 40 for Dale Earnhardt:

    1. Check 'Quantity greater than 0'.

    2. Select 'Earnhardt' from the Client drop-down menu.

    3. Check 'Items # Range' and enter 22 in the From Field and 40 in the To Field.

    Any Box (Date In, Date Discounted, Last Sale, Items # Range) must be checked for ranges to apply.


    Sort Output

    The content of the report may be sorted by any of these:


    Print the Report

    Selecting Print Detailed List

    will display a print preview of items matching the search criteria with ID, Category, Original Price, Quantity, Discount Date, Date In, Description, Client, Current Price, Discount, Last-Sale Date and Barcode.

    Selecting Bar Code Report

    will display a print preview of items matching the search criteria with:

    Selecting Print Brief List

    will present ID, Description, Category, Client, Price, Quantity and Date In.

    The report may be printed by pressing the printer icon (yellow arrow).:


    View the Report in the Main Table

    Selecting View the Report

    displays items matching the search criteria in the Main Table.


    Time Filters

    Click on these buttons:

    to view records in the Main Table that have been added or edited today, last 7 days, last 30 days, etc. Click View All to see all records again.


    Quick Links

    PPSS is divided into Work Areas. They are:

    Each Work Area has its own set of Quick Links.These are the Quick Links for Inventory:

    Apply Discounts - Click this option to manually force due discounts.

    Batch Delete - Opens the Batch-Delete Screen.

    Choose Labels to Print - Opens the Label Print Screen.

    Current Items - Shows current items in inventory.

    Discounted Items - Show all discounted items.

    Item to Invoice - Select an item from the Table and click this button to add the item to a New-Sale Invoice.

    New Today - Display in the Main Table all items added to inventory today.

    Sold Items - Display only items sold today.


    Function Key

    Press F8 for a quick report on inventory items entered for the current day.


    Inventory Item Reports

    Select an item in the Main Table and view information about the item in the Details Area at the bottom of the screen.

    Click the colored tabs at the bottom to view screens with various information (Details, General, Notes).


    Buy-Outright Sales Reports

    There are a variety of sales reports and a several ways to produce them.

    1.Quick Links - 'One-Click Reports' in the Sales Work Area for immediate access to pre-defined information: Layaways, Sales and Voids for the Day, Past 7 Days or Past 30 Days (displayed in the Main Table):


    2. Details Area: In the Sales Work Area, select a sale in the Main Table and view information about the sale at the bottom - Bad Check, Buyer, Date, Discount, In-House Sale (yes or no), Layaway (yes or no), Salesperson, Status (On Hold, Voided, Finalized), Pay Method, Total Paid:


    3. List of Sales

    The list of sales in the Sales Work Area is a 'report' of sorts. The columns can be sorted by clicking on the column headers and records can be found by clicking in the search box...

    ...and typing an invoice number or name. (Go to File > User Interface to set a search preference for search by invoice or search by name.)


    3a. Time Filters

    Click on these buttons:

    time filters

    to view only Records (in the list of sales) that have been added or edited today, Past 7 Days, Past 30 Days, etc. Click View All to see all records again.


    4. Function Key F10 - Items Sold Today

    Press F10 for a quick report on items sold for the current day.


    5. Items Sold This Month for 1 Client

    In the Clients Work Area, select the consignor from the table and press 'Items Sold Month' on the right.


    6. Create a Detailed Sales Report using these 'filters':

    Bad Checks

    Buyer

    Category

    Client

    Credit Memos

    Inventory Location

    Invoice Date

    Invoice List

    Invoice Total

    Item Number

    Items Sold

    Layaways Excluded

    Layaways Open (Current)

    Payment Method

    Sales on Hold

    Sales Recap

    Sales Today

    Salesperson

    User-Defined Groups (4)

    Voids

    Begin by selecting Reports on the Main Menu:

    main menu

    then select Sales:

    Make Report Settings

    Check options and enter ranges to include/exclude sales from the report.

    For example to include only sales which are not layaways, sold by salesperson Mandell for October 3rd and 4th:

    1. Check 'Not Current Layaways' (to exclude layaways from the report).

    2. Select 'MandH' from the Seller drop-down menu (to only include sales made by that salesperson).

    3. Check 'Invoice Date' and enter the date range (to include only sales made during the specified time period).

    Note that check boxes must be checked for ranges to apply. If the From and To fields are completed but the check box is not checked (like Invoice Date in this example), the From and To range (the 'filter') will not apply.

    Sort Report Output

    1. Client Reports can be sorted by ID, Name, New-Item Date or Settlement Date.
    2. Buyers Reports (Diamond and 24k) can be sorted by Name, Dollar Volume, Last Purchase Date or Zip Code.
    3. Disbursement Reports can be sorted by Date or Payee.
    4. Inventory Reports can be sorted by Category, Client, Date In, Discount Date, Item ID, Price, Quantity or % Share.
    5. Sales Reports can be sorted by Buyer, Category, Client, Invoice Date or Salesperson.

    Important: For Sales Reports select 'Sort by Client' only when using the Item-Sold List. Other Sales Reports are based upon invoices (which often have more than one consignor). If other Sales Reports are sorted by consignor, invoices may be counted more than once in computing totals.


    Print the Report

    Selecting Print Invoice List -

    will display the report in a Print-Preview Screen.

    Print the Report by clicking on the print button (yellow arrow).


    View the Report in the Main Table

    Selecting View the Report

    sales report

    will display the report in the PPSS Main Table.

    sales listed

    Click on any Sale to view details about it in the Details Area at the bottom:

    sales report


    Shop Sold List

    items sold

    Pressing Shop Sold List (at the bottom of the Sales Report Screen) will present a report showing Item ID, Description, Category, Price, Quantity, Date Sold, Invoice # (and 'Sold By' in PPSS Diamond and 24k) for each item sold for the current day (if no date filter is set). Click the printer icon at the top of the report window to print the report.


    Consignments-Sold List

    consignment sold

    This report includes Item ID, Description, Category, Price, Quantity, Date Sold, Invoice # and Payment Method for consignments sold.


    Buy-Sold List

    buy sold

    This report includes Item ID, Description, Category, Original Price, Quantity, Sale Price, Buy Price and Profit for shop-owned items.


    Sales Recap

    Pressing the Sales Recap Button will present a list of sections (not shown) for Invoice List, Salesperson Recap (in PPSS Diamond and 24k), Payment Recap and Shop Totals. Uncheck sections to be excluded from the Sales Recap Report. Press the Preview/Print Button to preview the report. Click the printer icon at the top of the report window to print the report.

    This is the information displayed in each Recap. (Buyer and employee information appear in Diamond and 24k only.)

    • Invoice List: Date, Invoice #, Buyer, Sale Amount, Tax, Sale Total, Pay Method
    • Salesperson Recap: Salesperson, # of Sales, Amount
    • Payment Recap: Type of Payment, # of Payments, Total
    • Shop Totals:

      Sales (before tax): Gross sales receipts including consignor/vendor and shop-owned inventory plus finalized layaway sales.

      Clients' %: Clients' share of sales proceeds

      Buy-Outright Cost: Total paid for inventory purchased by the shop

      Employee's %: Commissions payable to employees

      Other Payments: Any payments entered as disbursements in the program

      Pawns Paid Out: Total amount lent against pawned items

      Pawns Forfeited - Total dollar amount of pawns forfeited

      Profit/Loss: Sales minus above costs

      Buyer Fees: Total reductions before settlement

      Tax(es) (split if 2): State and local sales tax amounts. If sales tax changed during the report period, all taxes charged are listed.

      Non-Taxable Sales: Total of sales not subject to sales tax

    Sales Recap 'Errors'

    Account History is an explanation of a consignor's account balance. The person in charge of 'the books' at the store must have a thorough understanding of the concepts of accounting as they apply to the consignment/resale business.

    Payment Recap is a total of recorded amounts received. The other sections of the Sales Recap are based on prices of items sold. Go through invoices for the period in question and look for differences between payments and prices.


    Profit/Loss Breakdown

    Profit/Loss Breakdown on the Sales Report Screen generates a list of sold items showing costs related to each item including client share, employee share, promotional discount, buy-outright share and retail cost with totals by client and grant totals. A net profit/loss appears last and takes bills paid (Disbursements WA) into account. On the sales report screen, check the Invoice-Date Box and enter a date range, then press Profit/Loss Breakdown.


    Common Mistakes

    • Changing an employee ID
    • Assigning buy outrights to the House Account