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

Free POS-X Barcode Scanner Support: 800-790-8657, or live chat at

Barcodes on Price Labels and Hang Tags

Barcodes can be printed on price labels and hang tags using ink printers and sheet labels but they may be or become unreadable. (Ink fades and smears where thermal print does not.) Barcodes printed on thermal labels are more clear and durable.

Changing Barcodes

It is possible to change a barcode # manually but doing so can result in duplicate barcodes. Let the program remove duplicate barcodes by using 'Remove Duplicate Barcodes' under Inventory.

Use any of the options to print (reprint) price labels or click Save. Either way the items will be saved to inventory with new barcode numbers and codes.

To change a barcode, open the new-item screen and observe the next barcode # offered by the program. Edit the item record and use that number for the item.

Barcodes Are Optional

In Program Setup on the Printers screen, remove the check from 'Check this box to include barcodes on price labels' to NOT print barcodes on price labels and hang tags. If barcodes are not printed, more information about items can be printed by checking options in Program Setup > Inventory Tab.

Barcode Numbers

The program will know about items that have been entered into inventory. It will not know about barcodes that were printed elsewhere.

Non-PPSS barcodes can be read but don't use them. If a non-PPSS barcode is scanned, the New-Inventory Screen will open and the item could be entered with the existing barcode. This is not advisable as the program will assign the next barcode number based upon the last barcode # assigned.

PPSS reads UPC-A barcodes which have 12 digits but it only uses the first 11 numbers so it may be necessary to scan a code to 'cut' the 12th 'check digit'.

The 'Check Digit' and 'Cut Check Digit' barcodes on that page are for POS-X and Unitech scanners. It may be necessary to print the page then scan the code. Please refer to your scanner's manual if you're using a different make.

Find an Item by Scanning a Barcode

Go to the Inventory Work Area.

To the right of View All, click in the barcode field (where it says 'Enter Barcode') and scan a barcode to locate an item.


If the item is in the database with a correct barcode number, the item will be selected (highlighted) in the Inventory Table.

Add Items at POS by Scanning Barcodes

Each time the New-Sale Screen is opened (and after each completed sale) the cursor will appear in the barcode field, ready for a scan. Before scanning any item make sure the cursor is in the barcode field.

If a bar code is read that does not exist in inventory, the new-inventory-item window opens. Choose the provider of the item. After the new item is entered, read the bar code again to enter the item on the New-Sale Screen.

If it is necessary to press the Enter Key after a barcode has been read, please refer to the scanner manual for instructions on how to add a line feed. (POS-X free support: 800-790-8657)

Manually Enter Barcodes at POS

If a barcode fails to scan properly, enter it manually from the keyboard. Use the numbers on the keyboard that are below the function keys.


Do not use the numeric keypad.


Press enter when you have finished entering the bar code.

Assign Barcodes

A barcode is auto-assigned to every item entered into inventory. It's not possible to know all of the reasons why an item doesn't have a barcode but it is handy to be able to assign barcodes to items that don't have barcodes.

If one item doesn't have a barcode:

  1. Open the New-Item Screen and write down or remember the next barcode number offered by the program. It must be 11 digits.
  2. Edit the record of the item in question and type in the barcode number.
  3. Click Save.

The program will assign the next-available number to the next item added to inventory.

If several items don't have barcodes:

  1. Click on Inventory on the Main Menu.
  2. Select Assign Barcodes.
  3. A message will appear stating how many new barcodes have been assigned.

Print 'unused barcodes' on price labels and attach them to inventory items and add the items to inventory.

('Unused barcodes' are barcode numbers next in sequence that haven't been applied to inventory items.)

  1. Click on Labels on the Main Menu.
  2. Select the Inventory tab.
  3. For Label Style, choose Barcodes on Avery Stock.
  4. On the next screen, click on Print Open Barcodes.
  5. Make any necessary settings.
  6. The box named 'Barcode Quantity = Inventory Quantity' can be checked or unchecked.
  7. Click on Test Print.
  8. If the labels appear to be correct, click the printer icon on the window menu bar to print.
  9. Attach labels to items.
  10. Enter the items in PPSS and record the barcode for each item.

Assign Barcodes to an Individual or Entity

If you sell several small items that can be grouped, create an inventory record for the items as a group and scan the barcode at POS. Enter the amount of the sale without itemizing items.

Avoid Duplicate Barcodes

If inventory is being entered on multiple computers on a network, please read Computer Locations for correct configuration of PPSS for use on networks.

An alternative: If more than one person is entering inventory, have one person use the Batch-Enter function in PPSS and have others enter inventory on spreadsheets (to be imported into PPSS later).

Prior to printing barcode labels, use the 'Assign Barcodes' feature in the Inventory Work Area to assure that a barcode has been assigned to each item.

Remove Duplicate Barcodes

Duplicate barcodes can be replaced using the 'Remove-Duplicate-Bar-Codes' function:

  1. Click on Inventory on the Main Menu:
    Inventory on the Main Menu
  2. Click on 'Assign Barcodes' to assure that a barcode has been assigned to each inventory item. (The program will report the number of codes assigned or state that no codes have been assigned.)
  3. Click on Inventory on the Main Menu again and select 'Remove Duplicate Barcodes'.

  4. A list of items with duplicate barcodes will be presented.
  5. Use any of the options to print (reprint) price labels or click Save. Either way the items will be saved to inventory with new barcode numbers and codes.

Printing Labels and Tags with Barcodes

  1. In Program Setup (Printers tab, bottom center), this box must be checked:


  2. Click on Labels then Inventory -


  3. With Quantity Greater Than 0' checked, labels will be printed only for items in inventory:

  4. Check 'Label Quantity = Item Quantity' to print labels equal to the quantity in stock:

  5. The Disposal Code, Date In and Discount Schedule can be turned off/on in Program Setup (Inventory).

Bar-Codes on 8.5" x 11" Sheet Labels

Barcodes may be printed on adhesive medium labels or non-adhesive hang tags using a standard ink printer. There isn't enough room to print them on small price labels or detailed labels.

Medium Adhesive Price Labels with Barcodes

Below is an image of a Medium Label (actual size: 2 5/8" x 1") showing (from top to bottom) the optional Disposal Code ('re' for Return), the Barcode, the Bar-Code Number, Description (A Children's Item), Price and Client ID-Item # (Client TempleG - Item 1).

Medium Adhesive Price Labels

The labels are '3 across on the sheet and 10 down' - Avery #5160 (laser), #8460 (ink/bubble jet), #4144 (dot matrix) available from office supply stores.

Non-Adhesive Hang Tags with Barcodes (actual size 4 1/4" x 1"):

Non-Adhesive Hang Tags

This example includes:

  • Client ID-Item ID (WinfO-1: Client Winfred and her first item)
  • Disposal Code (re)
  • Category (Fiction)
  • Details (Life and Times)
  • Description (A Book Entry)
  • Date In (11/26)
  • Discount Schedule ($40, $36, $34, $32 with the first price being the original price)
  • One User-Defined Group (Author is the 'Group'. Rowling is the 'Group Member'.)
  • Barcode and the Bar-Code #

Determine Which Labels to Print

The method for determining which labels to print is the same for all labels:

1. Select Labels on the Main Menu:

2. Select Inventory:

At the bottom of the page, check 'Barcodes on Sheets':

Click the Print-Price-Labels Button:

price labels

The next screen will present a list of print options:


  1. Print Open Barcodes (barcodes not yet assigned to inventory items) - Print unused barcodes. Attach them to items then add items into inventory (including barcodes).
  2. Manually Enter Barcodes to Print - Type barcode numbers in the Bar-Code Fields
  3. Print Barcodes With Filters - 'Filters' refers to settings made on the Price Labels and Tags screen for selecting items for barcode labels. (See Price Labels for how to set filters.)
  4. Manually Enter Item ID to Reprint - Type Item IDs in the Item ID fields
  5. Select Barcodes to Print - Select barcodes from a list of barcodes

Print Settings

After completing any of the 5 options above, a Print Settings screen will present options for Page Layout (in inches).


The Print Settings window is only for the barcode labels which have different requirements for labels/tags without barcodes. It takes measurements in inches and computes row space. It also computes whether the number of columns specified works with the margins.

The default settings are correct for most ink printers.

  • Top Margin .1
  • Bottom Margin .5
  • Rows 10
  • Row Space 1
  • Left Margin .3
  • Right Margin .5
  • Columns 3  (This setting should be changed to '2' for 2-across hang tags.)

If label do not print correctly, make adjustments as needed. See Adjust Print Position.

Test Print

Selecting Test Print will present the labels selected in a Print-Preview Screen. If labels are missing or undesirable labels are present, go back and add or delete labels by changing settings or entries made. If the labels are correct, press the Print Button to Proceed.

When the labels are correct, first print one sheet of labels on a white sheet of paper. Place the printed page over a sheet of blank labels. Square them and hold both up to light to verify that the print aligns with the labels.

Windows Print Setup

The next screen is Windows Print Setup. (It should not be necessary to change settings under 'Setup' on this screen.)

The settings should be:

  • Name: The correct printer name should appear here.
  • Size: Letter
  • Page range: Current page (or All)
  • Orientation: Portrait (Never 'As Preview')
  • Number of copies: Normally 1

When settings are correct, press OK to start printing.

Existing Barcodes

PPSS recognizes barcodes not in the PPSS database but it is not connected to any database that would provide information about other items. The same barcode can be used but information about scanned items would need to be keyed in.

Note that PPSS recognizes 7-digit and 11-digit barcodes. It may be necessary to configure the scanner to 'cut' the 12th digit from a 12-digit barcode. See the barcode configuration instructions.

There are two ways to enter a barcode at POS:

1.  Scan a Barcode

When the New-Sale Screen opens and after each sale is saved, the cursor will be in the barcode field ready for a scan.

new sale

Scan the barcode. If a barcode is read that does not exist in inventory, the New-Inventory-Item will open displaying the next barcode #. Write it down and enter information about the item.

After the new item is entered, enter the barcode on the New-Sale Screen.

Issue: After scanning a barcode, it's necessary to press Enter to complete the scan. Solution: Scan a barcode from the manual that adds a 'carriage return' (line feed). For the POS-X 2D scanner, the code is named 'VSUFCR' on page 4-3 in the users guide,

Try to scan the code (below) on your monitor but usually it's necessary to print the code and scan from the printed page.


2.  Manually Enter a Barcode

If the barcode reader is unable to read a barcode -

  1. Click in the Bar-Code-Entry Box on the New-Sale Screen and start to enter the barcode (using number keys at the top of the keyboard).
  2. Enter the barcode and press Enter.
  3. The pop-up window disappears and processing proceeds as if a barcode had been read with the reader.

Existing Barcodes

PPSS recognizes barcodes not in the PPSS database but it is not connected to any database that would provide information about other items. The same barcode can be used but information about scanned items would need to be keyed in.

Note that PPSS recognizes 7-digit and 11-digit barcodes. It may be necessary to configure the scanner to 'cut' the 12th digit from a 12-digit barcode. See the barcode configuration instructions.

Barcode Numbers in Reports

Bar-code numbers may be displayed on screen and/or printed for a specific item or a range of items.

Please note: In order for a barcode to be viewable or printable, a barcode must have been assigned to the inventory item. See Assign Barcodes.

View the Barcode for One Inventory Item

After a barcode has been assigned, go to the Inventory Work Area:

Select the item from the list of inventory items in the table:


View the barcode in the Bar-Code Field at the bottom of the screen:


View and Print Barcode Reports (See Barcode Labels for printing price labels and hang tags with barcodes.)

Click on Reports on the Main Menu and select Inventory:

Once the inventory items have been selected (by making settings on the Report Screen), click the button named Print Detailed List:


View barcodes on the Print-Preview Screen:


Use the print button to print the report:

Find An Item By Barcode

In the Inventory Work Area Click in the barcode field:

find barcode

Scan the code. The matching item will be highlighted in the list.

Free POS-X Barcode Scanner Support: 800-790-8657, or chat or complete a service request at

PPSS is compatible with most scanners and has been configured for the POS-X Scanners and the Unitech MS210 Barcode Reader.

Generally scanners can be used 'out of the box' like keyboards - plug them into a USB (Uniform Serial Bus) port and Windows will recognize the new hardware.

Test Any Scanner Prior to Use with PPSS:

  1. Open NotePad. (Type notepad in the search box to the right of the Start Button.)
  2. Scan any barcode.
  3. The barcode should appear in NotePad.

If the barcode does not appear in Notepad, try another cable, another USB port and/or try another barcode. See the scanner manual for scanner setup and configuration. If there's still a problem, contact the provider of the scanner. It's possible that the scanner is defective. (POS-X Support: 800-790-8657)

Test the Scanner with PPSS:

  1. In PPSS, press F7 for New Sale.
  2. The cursor should be in the barcode field (upper right) ready for a scan. If it is not, click in that field.

  3. Scan a barcode that was created by the program.

The barcode should appear in the barcode box and the item scanned should appear as a line entry.

If the scan did not work, open Notepad and scan the item again. If the barcode appears in Notepad, the scanner is working.

Issue: After scanning a barcode, it's necessary to press Enter to complete the scan. Solution: Scan a barcode from the manual that adds a 'carriage return' (line feed). For the POS-X 2D scanner, the code is named 'VSUFCR' on page 4-3 in the users guide,

Try to scan the code (below) on your monitor but usually it's necessary to print the code and scan from the printed page.

Scanner Settings

PPSS reads 12-digit (UPC-A) barcodes. When setting up the scanner, scan these barcodes for UPC-E or UPC-A:


It may be necessary to print this page and scan the code from the printed page.

Some barcodes may have 12 digits with the 12th digit being a 'check digit'. PPSS treats 12-digit codes as 'invalid' so when setting up the POS-X scanner, put the scanner in Program Mode and scan this code to 'turn the check digit off' or 'cut check digit':


PPSS can read 7-digit (UPC-E codes but they are not used.

POS-X Bar-Code Scanners

These scanners are compatible with PPSS. They were chosen for their reliability (3-5 Year Warranties) and affordability. Each scanner is shipped with a users guide and (cable and power supply where applicable). Shipping is free in the lower 48 states. Additional shipping charges only apply outside the U.S continent.


ION Short Range Barcode Scanner ($129)

The ION is an inexpensive tethered scanner which connects to the PC with a 6.5' USB cable. It has a 4-inch read range, 4.7" read width and can read 200 barcodes per second. It reads all popular barcode symbologies. This scanner is included in PPSS Specials. 3-Yr Warranty (Warranty) (Support/Repair Requests)


EVO Laser Scanner ($149, Hand-Free Stand $20)

The Laser Scanner is a shock-resistant tethered scanner with a reading distance of up to 14 inches. The hands-free stand is a nice convenience at busy POS stations. Also included are the configuration software, a manual and USB cable. This scanner is available as an upgrade (from the PXI model) in PPSS Special Offers for $56. (5-Year Warranty. 2-Day Advance Replacement Protection. Overnight fee-based Replacement Service.)


ION Linear Wireless Mid-Range Scanner ($282, Stand $20)

The ION Linear scanner is wireless with a range up to 328 feet and a reading distance up to 14 inches. It is shatter resistant. The scanner is rechargeable with a battery life up to 50,000 scans. This scanner is available as an upgrade in the PPSS Special Offers for $183. Ships with 3-Yr Warranty, User's Guide, Connection Guide, Bluetooth Charging Base, Interface Cable, AC Power Supply and Driver Disk (Configuration Utility) (Warranty) (Support/Repair Requests)


EVO 2D Scanner ($399 w/stand)

2D Scanners are '2-dimensional' making them capable of reading the 2-D barcodes on driver licenses. The EVO 2D corded USB imager reads common 1D and 2D codes as well as postal, stacked and composite codes like PDF417. Built to withstand multiple drops onto concrete...


The primary reasons for scanner inoperability are:

  1. Incorrect Interface Connection: POS-X scanners connect via the USB port and are shipped with USB cables. No other connection should be attempted.
  2. Incorrect Configuration Setup: PPSS reads 11-digit barcodes. Count the number of digits in the barcode. If it is 12, configure the scanner to cut (drop, not read) the 12th digit by scanning the Scanner Settings (or refer to page 46 of the POS-X manual).
  3. Poor Bar-Code Quality: Older printers and some inkjet or bubblejet printers may not produce enough clarity in the actual barcode to make them readable. LaserJet printers are better, as are Hewlett-Packard models. All-In-One printers might produce inferior label quality.

Scanner enters lead character @c

Please see Scanner Settings on how to configure scanners by scanning factory-provided barcodes.

Bar codes are duplicated | Scanning brings up wrong item | Codes not read by scanner


  1. On the Main Menu select Inventory.
  2. Click 'Remove Duplicate Barcodes'. A window will open with a list of items with new barcodes.
  3. Select Save to save the new barcodes or select a print option to print labels with the new barcodes.
  4. The Bar-Code Layout Window will open. Make settings for margins and/or row spacing if necessary.
  5. Labels for the newly-assigned codes will be auto-printed when the window is closed.
  6. If there are only a few barcodes, remove all of them, reassign codes and try scanning again.

Bar codes print in mirror image.

This is usually caused by having too many printer drivers installed. Go to Control Panel, Printers and remove any drivers for printers that are not being used. It is best to have only one ink printer and one receipt printer.

Intuit's driver for QuickBooks has been known to cause problems.

Print another document to assure that the printer is working properly.

I don't have an installation CD. Where can I find the drivers?

Scanners do not require drivers. The POS-X Scanner Configuration Manager can be download from In the search box type 'configuration' plus the scanner model to more quickly locate relevant listings.

The Configuration Manager includes:

  • Scanner settings
  • User interface
  • Bar-code definition
  • Data edit
  • Update scanner program
  • Test scanner read state

These settings can also be accessed in Control Panel > Devices and Printers (XP: Control Panel > Devices and Printers). Right click on the scanner and select Properties. Click on tabs to access various screens.

Why won't my scanner read some barcodes?

The barcode symbologies might need to be enabled. By default Codabar, MSI, and Code11 are not enabled. Bar codes must also be clearly printed. They can't be faded, torn or crumpled.

What are “M”, “A”, or “K” in front of all my scans?

Those are Code IDs. For POS-X: In the manual see page 30, Group 14, Codabar. For the MS210: Scan the NO barcode of Code ID on page A.2.

What is the maximum length for a USB cable?

A single cable can be 5 meters. Cascading 5-meter cables between USB hubs can achieve a maximum distance of 30 meters.

Troubleshooting Barcode Printing

Labels Not Positioned Correctly on Sheet Labels -

1. Turn the printer off to stop printing and clear the printer queue.

2. Turn the printer back on and clear the paper.

3. Change Print Settings (on the Label Screen) to correct print position by changing the values for Top and Left Margin, row Space on the Labels Screen:


If labels are not printing on the last row, decrease the value for Row Space.

No Barcodes on Labels

1. Make sure the item with a missing barcode has a barcode assigned.

2. Turn barcodes on in Program Setup, Printers tab. Select 'Check this box to include barcodes on price labels'.

If Setup opens with that box checked, remove the check. Save and Exit. Reopen Setup. Replace the check and Save/Exit again for a reset.

Types of Inventory

There a 5 types of inventory in PPSS:

  • Consignment:

    Consignments are items belonging to others being sold by the shop for a percentage of the sales proceeds. The percentage can be different for each client, each item and each inventory category. Clients are paid after items sell. (optional module, $395)

  • Buy Outright:

    'BOR' items are purchases from individuals for resale. Payment is made up front and the purchased items become property of the shop upon payment.

  • Retail:

    Retail is merchandise purchased for resale from non-individuals like suppliers, wholesalers, manufacturers.

  • Shop-Owned:

    Shop-owned items (whose origins don't need to be recorded) can be sold using the 'House Account'. All sales proceeds will go the 'shop' or 'house' account.

    For items that require a history of origin, create an account for the owner and enter the items as buy outright transactions.

    For instance, if the owner wanted to sell his gun through the shop, enter him as a client and do a buy outright for the gun. Set zero payout if the shop is to get the total sales proceeds. That establishes a clear source to display on the gun log.

    For multiple shop owners selling individually-owned merchandise, use separate accounts (not House Accounts) with 100% payout to the owner of each item.

  • Rentals:

    Items for rent are mostly shop-owned items that are rented for a period of time for a fee. Payment is made to the shop upon taking possession of the rented items.

Inventory Notes

Create a Client Record before entering inventory. Do not use punctuation at all.

Entering inventory prior to POS creates a record for each item (optionally with a picture), and makes the following functions available:

  • Batch delete, categorize, track, find, sort, label/barcode.
  • Delete, edit, tax, report and print labels by category.
  • Track ownership, location, current status, and price history including current, original and lowest prices
  • Create detailed reports showing Quantity, Client, Category, Sales Location, Date In, Item ID, Description and Details
  • Scan barcodes at POS for fast check out.
  • Recall a picture of the item to avoid tag switching.
  • Delete inventory or move it to storage (and back).

Add One New Inventory Item for an Existing Client (F4)

Select the client and press F4. The New-Item Screen will open with the Client's ID, Item #, Barcode and Date auto-entered. Quantity will be entered as 1 and may be changed.

  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 price 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. Enter the amount of the loan in 'Item Loan Amount'.
  6. Change the quantity if necessary.
  7. 'Location' refers to the physical location where the item can be found (bin #, shelf ID, department, etc.).
  8. 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.)
  9. The date the item was purchased (Date In) can be changed.
  10. The Due Date is the last day of the loan period.
  11. 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.
  12. Notes about items can be entered (for shop eyes only).
  13. If another item is to be added to the same ticket, use F4 or press Another Item.
  14. 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:


Add Inventory at POS

  1. Press F7 to open the new-sale screen.
  2. Click Enter Unlisted Item:

    The Item ID will be generated and entered by PPSS when the Client ID is selected. (step 5 below)

  3. Click in the box under 'Description' and enter up to 20 characters to describe the item.
  4. Enter Price and Quantity.
  5. Click in the Client ID box and use the drop-down menu to select the client. (A client record must exist for the person to appear in the list. If missing, close the sales screen, create a record for the person and return to the sales screen.)
  6. Follow the procedures for completing a sale.

Batch Inventory Delete

1. Batch delete will only delete records of items sold with a quantity of zero.
2. Make a backup of your data before using this function.

To delete all inventory prior to a given Last-Sold Date or by Client or by Inventory Category, select Batch Delete from the Inventory Menu to view this screen:

Items may be deleted for individual clients, individual categories, or all items with quantity = 0 if 'All Clients' or 'All Inventory' are selected.

Set a date. No item will be deleted if its 'In Date' is after the date set for this function.

Select a category 'And/or From This Inventory Category' or accept 'All Categories'.

Press OK. All items in the deleted category with In Dates prior to the date set on the Batch Delete screen will be deleted.

Inventory Categories - Organizing Merchandise

Categories group inventory items.

Well-organized inventory avoids confusion, mistakes and frustration. Items are easier to locate in the store and useful reports can be generated about inventory on hand, sold, returned, donated, transferred to shop ownership etc.

Assigning a category to an item helps to describe and identify it.

PPSS Category Features

  • A default category set in program setup (Inventory tab) will appear for every new item entered and avoid some repetitious data entry. (The category can be changed before entering items.)
  • Inventory can be entered in spreadsheets which can be sent to the store for import. The Excel-Fill feature can be used to autofill fields for category.
  • Set a specific sales tax for a category or make the category tax-free.
  • Set a sales-tax rate for items in a category priced above a given amount.
  • Specific categories can be included in promotional sales.
  • Items can be isolated for price-label printing or reprinting.

Create Categories in PPSS

Select Categories from the Inventory Menu:

To add one category, enter the name of the category in the box at the bottom:

and press 'Create New Category'.

Repeat for other categories and click 'Save Changes':

To add multiple categories at once, type or copy/paste a list of categories separated by commas - no space after the commas - example: beds,chairs,sofas - (Enter up to 500 characters). Press Create New Category to enter all categories at once.

and press 'Create New Category'.

The Default Discount Schedule (set in Program Setup, Inventory) will apply to each category entered and items in the category will be taxable unless the 'Tax-Free' box is checked.

A dollar amount may be entered in the 'Tax Above' column. Any item sold below that amount would not be subject to sales tax. The Tax-Free box must remain unchecked. (One application of this feature is that clothing is not taxable below stipulated amounts in some jurisdictions.

Edit a Category Name

Before changing a category name, run an inventory report using 'category' as the report filter to see which items have been assigned to the category. Change the name of the category then change the category assignment for each item.

To change the name of a category, select the category by clicking on it. Its name will appear in the Name Box.

Make desired changes to the name and select Save Edited Category.

When finished editing or adding Categories, select Saves Changes and Exit.

Deleted Categories

PPSS will continue to track items which were assigned to a category if the category name is deleted.

Using Categories on the New-Item Screen

On the New-Item Screen (F4), the default category set in setup will appear for the category.

Select a category from the drop-down menu if different from the default:

If User-Defined Groups have been assigned to the chosen category, the group names will appear...

...and a member from each group can be selected to describe the item in more detail:

Click 'Save and Exit' to save the record or 'Save, Print a Thermal Label' to save the record and print a thermal (not sheet) label.

Using Categories on the Batch-Enter Screens

Columns not needed on batch-enter screens can be removed. Please contact support for this option ($39).

  1. In the Clients Work Area select the owner of the items to be entered.
  2. From the lower-left menu choose Batch Consignment or Batch Buy Outright.
  3. Enter a description (20 characters max) and press Enter.
  4. The default category set in setup (Program Setup > Inventory) will appear for the category. Press Enter to accept the category and move to the next field.
  5. To select a category other than the default category, press the first letter of the desired category and use the mouse or down arrow to select the category:

  6. Press Enter to save the category and move to the next field.
  7. If User-Defined Groups have been assigned to the chosen category, the group names will appear further to the right on the screen:

    It may be necessary to widen the screen and/or to scroll to the right. If no group names appear, Groups have not been assigned to the category chosen.)

  8. Click in the box under the Group Name (red arrow above) and choose a member of the group.

When all items have been entered:

  • Click Save to save the record and close the input screen, or
  • Click Cancel to close the screen and not save entries, or
  • Click on any of the label options under 'Use thee buttons for sheet labels only' IF USING AN INK PRINTER AND SHEET LABELS. DO NOT CLICK ON THESE OPTIONS FOR THERMAL LABELS.
  • To print thermal labels, click on 'Thermal'.
  • Close the message window and click on Thermal again.
  • Alternatively, click 'Print Agreement and Item List'.
  • If a number of labels are to be printed matching the quantity of an item, check ''Label Qty = Item Qty'.
  • If a row after the last item row had been clicked, enter the row # of the last item here to avoid printing blank labels:

Use Categories for Label Printing

Categories can be used as a 'filter' when selecting items for label printing.

  1. Click on Labels on the Main Menu.
  2. Make sure you're on the Inventory page.

    Various settings can be made on this page to isolate or define for which items labels should be printed. One of the 'filters' (to 'filter out' unwanted items) is Categories.

  3. Use the drop-down menu to select the category of the item(s).
  4. If all of the items belong to the same person, select the person using the drop-down to the right of 'Client'.
  5. If you know that all of the items were entered into inventory during the same time period, check 'Date In' and set the From and To dates.
  6. The labels can be sorted by any of these parameters:

  7. All of the options under Style are for SHEET LABELS except 'Thermal Labels'.

  8. 'Thermal Labels' must be selected if printing thermal labels.
  9. Press 'Print Price Labels' to proceed.
  10. Press 'Select Labels to Print' to select specific items for labels.

Use Categories for Reports

  1. Click on Reports on the Main Menu.
  2. Select Inventory.
  3. Use the drop-down menu to the right of 'Category' to choose the category.
  4. Make any other settings on the page to filter out unwanted information.

    For example, check 'Price Range' and set the From and To values to only include in the report those items with prices falling within the range set.

  5. Choose a sort option and select one of the options represented by the buttons at the lower right.

    'View the Report' will display the results of the report in the main table in the program.

Categories in Promotional Sales

Specific categories can be included in a promotional sale:

  1. Click on Sales on the Main Menu:

  2. Select Sales Promotions.
  3. Enter the date range of the sale.
  4. Enter appropriate discounts under 'Discount by Invoice Total' if appropriate.
  5. Under 'Discount by Item Category' use drop-down menus to select categories and set the amount price of items in the selected category are to be discounted by.
  6. Click OK to save changes or Cancel to close the screen and not save changes.

    Note that sales-promotion discounts are absorbed by the store. There are 5 ways to discount in PPSS.

Delete One Inventory Item


In the Clients Work Area select the client and select Items at the bottom of the screen. Select the item and use 'Delete Item' at the left.

In the Inventory Work Area, select an item from the table. Right click on the item and choose Delete (or select the item and choose Delete Item in the lower-left menu).

Discounting the Entire Invoice at the Point of Sale

Press F7 to open a new sales invoice.

Process a New Sale.

The discount may be entered as a dollar amount and/or as a percentage:

dollar amount

The percentage discount is not absorbed by the store. It applies to the consignor's share and the store's share.

The dollar discount IS absorbed by the store. It does not apply to the consignor's share; therefore, the full sales price will appear on the consignor's settlement.

Finalizing the Invoice

After the last item is entered, remove any items by selecting the item and selecting the Remove-Item button.

If applicable, check Non-Taxable and select COD, Net 30 or Prepaid from the Terms field.

Select Payment Method under Enter Payment Below and enter Amount Paid. Change due to the Buyer, if any, will appear at the bottom if the field named 'Due'.

If applicable, check 'Send Mailings' and/or select an Employee in the 'Sold by' field.

Select 'Preview, Print, Save' to print preview and print a copy of the invoice.

Select 'Save' to save the sale.

Once the Invoice is saved, it may be located in the Sales Work Area List.

Employee Commission Adjustments (PPSS Diamond and 24k)

A Discount of the Total Sale and a promotional discount do not reduce the commission.

A Dollar-Amount Line Item Discount and a Percentage Discount do reduce the commission.

Edit One Inventory Record

Go to the Inventory Work Area Menu:

Click on the Item to be edited. The line will turn dark blue to indicate that the item has been selected.

Select Edit Item from the Inventory Menu:

(Alternatively, to open the Inventory Edit Screen, just double click on an Inventory Record.)

Click on the Notes Tab at the top to add notes if desired.

Inventory Pictures

One picture of each inventory item can be stored on the computer, an external driver or online and recalled for identification. This is often done for more expensive items to help avoid tag switching. Clerks at POS can click on 'View Item Picture' for visual confirmation.

To add a picture of the item on the new-item or edit-item screens click

then navigate to the location of the picture and select the file. (If the computer is connected to the Internet, the location of the images can be an online destination. Copy/paste the URL.) When the next picture is added for another item, PPSS will return to the same location on the PC. The default folder location for inventory pictures can be set in Program Setup > Inventory.

Make any changes and click OK to saves changes.

Edit Multiple Inventory Records for One Client

  1. Select the client in the Clients Work Area.
  2. Choose Batch Edit Items of Batch Edit Buy Outright in the lower-left menu.
  3. Check 'Print' if a label is to be printed for the item.
  4. Check 'Retail' if the item was purchased from a business (not an individual).
  5. Check 'Rental' if the status of the item is to be changed accordingly.
  6. Make any other changes.
  7. Press a sheet-label or thermal option to print labels for items with a check in 'Print'.
  8. Click Save to save changes.

Adhesive Price Labels and Non-Adhesive Hang Tags

With all editions of PPSS labels and tags can be printed on 8.5 x 11 sheets using a standard black/white ink printer.

With Diamond and 24k labels and tags can be printed from rolls of labels using a thermal label printer (which only prints labels and tags, not print receipts).

Sheet Labels

These are instructions for printing adhesive sheet labels and non-adhesive hang tags.

See Thermal Labels for using labels and tags on rolls.

Refer to Adjust Label Print Position to see how to adjust margins and row height on sheet price labels.

Sheet Labels for PPSS

A variety of labels may be printed with standard ink or dot-matrix printers:

Label Label Size Printer Where to Buy
Address Labels
2 5/8" x 1"
30 per sheet
Dot Matrix
Office Supply Store
LaserJet: Avery #5160
Inkjet: Avery #8460
Dot Matrix: #4144
Detailed Price Labels
2 5/8" x 1"
30 per sheet
Dot Matrix
Office Supply Store
LaserJet: Avery #5160
Inkjet: Avery #8460
Dot Matrix: #4144
Hang Tags
Non-Adhesive Perforated
17 colors
4-1/4" x 1"
20 per sheet
$15-$17 per 2000
Laser Forms Plus
Medium Price Labels
2 5/8" x 1"
30 per sheet
Dot Matrix
Office Supply Store
LaserJet: Avery #5160
Inkjet: Avery #8460
Dot Matrix: #4144
Small Price Labels
1-3/4" x 1/2"
80 per sheet
Dot Matrix
Office Supply Store
LaserJet Avery #5167
Inkjet Avery #8167

Sheet-Label Options

In Program Setup > Inventory Tab, check boxes to determine the information to be included on price labels and hang tags:


  • The small label (1-3/4 x 1/2) is too small for a bar code and can only include Item ID, Price and Description, or Item ID, Date In, Discount Schedule, Description and disposal code.
  • Printing bar codes on labels leaves less room for other information.

Detailed Price Labels

This is the Detailed Label (actual size 2 5/8" x 1") with all available options (Item ID (CannS-1), Disposal Code (re), Category (Memorabilia), Details (First Script), Description (Buy Outright Example), Date In (07/07/2016), and Discount Schedule):

Toggle these options on/off in Program Setup on the Inventory tab.

Detailed Labels are printed with ink printers and Avery # 5160 labels, or inkjet printers and Avery Label # 8460, or dot matrix printers and Avery Label # 4144 - 3 across - 10 down - 30 labels per sheet. Labels are available from most office supply stores.

To select this label in PPSS, on the Inventory Labels Screen, for Style, select 'Detailed Labels on Avery Sheets'.

Medium Price Labels

- actual size: 2 5/8" x 1. With the barcode included there is less space for other information. This label includes Item ID, Description, Discount Schedule, Disposal Code ('re' for return) bar code and barcode number:

Without the Discount Schedule the label would include Item ID, Disposal Code, Description, Date In, Price, Store Name bar code and barcode number:

Toggle the Discount Schedule and Disposal Code on/off in Program Setup on the Inventory tab. Toggle the Barcode on/off on the Printers tab.

Medium Labels are printed with ink printers and Avery # 5160 labels, or inkjet printers and Avery Label # 8460, or dot matrix printers and Avery Label # 4144 - 3 across - 10 down - 30 labels per sheet. Labels are available from most office supply stores.

To select this label in PPSS, on the Inventory Labels Screen, for Style, select 'Medium Labels on Avery Stock'.

Variations of the Medium Label: (In this example 're' is the Disposal Code and stand for 'Return' (the unsold item to the Client).

Barcode off, Discount Schedule and Disposal Code on:

Barcode on, Discount Schedule and Disposal Code off:

Barcode and Schedule off, Disposal Code on:

Small Labels

Because of their size (1.75" x .5"), Small Labels have less room for printed information. At a minimum Small Labels will have Item ID, Current Price and Description

            (actual size)

Optionally Date In, the Discount Schedule (replaces Current Price) and Disposal Codes ('re' in this example) can be printed:

These options can be activated in Program Setup on the Inventory tab.

  1. In PPSS click on File (upper-left corner).
  2. Select Program Setup.
  3. Click on the Inventory tab.
  4. Check desired options.

Small Labels are printed with laser printers and Avery # 5167 labels, or inkjet printers and Avery Label # 8167 - on sheet labels, 4 across 20 down - 80 labels per sheet. Small Labels may be printed with a dot matrix printer if the labels are tractor feed, 4 labels across, 20 rows down.

To select this label in PPSS, on the Inventory Labels Screen, for Style, select 'Small Labels on Sheets'.

Hang Tags

Please note that the company (MarkAT) is no longer in business. Contact Forms Plus at 800-241-2319. Tags are available with colored borders.

User-Defined Groups can be printed on hang tags.

Hang Tags are non-adhesive labels on perforated 8.5" x 11" sheets (2 across, 10 down, 20 labels per sheet). They are available with colored borders.

(actual size)

Hang Tags Label Size Printer Supplier
17 border colors
4-1/4" x 1"
20 per sheet
'2 Across'
(No Dot Matrix)
Forms Plus

Label Alternatives

  • Most ink, bubble, laser, dot matrix printers can be used. Because printers are made by different manufacturers, it is often necessary to use adjustment print position in PPSS.
  • Print labels using plain (colored) sheets of heavier stock (28-32 lb) and cut the labels out (using a paper cutter). Attach the labels with a tagging gun.
  • Print adhesive labels and attach them to custom hang tags.

Label Print Options

Different Styles of labels are available on the Labels Screen to determine the type of label to be used:

Small Labels on Sheets pertains to the 1 3/4 x 1/2 label.

Barcodes on Sheets, Detailed and Medium Labels use the 2 5/8 x 1 label.

Barcodes include the barcode number and the scanable barcode, leaving less room for other information (like the Discount Schedule which itself requires a fair amount of room). Medium and Detailed labels don't have barcodes so there's room for more information.

Barcodes will be printed on price labels by default. If barcodes are not desired, uncheck 'Check this box in Program Setup > Printers Tab:

Hang Tags with Barcodes are for printing non-adhesive hang tags.

Thermal Labels is for thermal price labels and cannot be used for sheet labels.

Date In, Discount Schedules and Disposal Codes can be printed on small and medium price labels and hang tags. Make selections in Program Setup, Inventory:

If User-Defined Groups are being used, they will be printed on hang tags.

Multiple labels may be printed for the same inventory item. To print a number of labels equal to the quantity in stock, check this option on the labels screen:

Unsold Merchandise

Secret Disposal Codes may be printed on labels so employees will know what to do with unsold items (but buyers won't). The codes can be changed periodically to avoid discovery.

General Label Instructions

Group Clients or Buyers for address labels. Group inventory items for price labels.

Test Print

When printing for the first time, print labels on a white sheet of paper and place the printed sheet over a blank sheet of labels and hold them up to light (squared) to verify that the print aligns with the labels. If so, print only one sheet of labels for a second verification. If that's OK, add more sheets of labels to the printer tray and finish printing. Still, it's advisable to print no more than 30 labels (full sheet of adhesive labels) at a time to avoid problems with out-of-ink runs, paper jams, etc.

If labels are not printing correctly, check settings in Program Setup (Printers) and check Left and Right Margin Settings on the Labels Screens (Main Menu, Labels). Most ink printers use margin settings (Left) 350 and (Top) 800. For 'All-in-One' fax/printer/copier/scanners, try settings of (Left) 350 and (Top) in the 1900 to 2100 range. For the Hewlett-Packard All-in-One: 1500

If the last column of labels is cropped with a left-margin setting of zero, try a (large) negative number. Big changes in number values are necessary to see significant movement of print position.

Partial Sheet of Labels

If a partial sheet of labels is being used, count the number of used labels on the sheet and set Print Labels from # (on the Labels Screens) to the next number. PPSS will skip the first used label locations and start printing on the first available label on the sheet. Remember to feed the partial sheet of labels with the used section first. Printers with dry feed rollers might have a problem with the slick paper surface.

Avoid Wasting Labels

Print enough labels to use the entire sheet (30 or 80 labels), or

Print enough labels to use full rows, then next time, reverse feed the partially-used sheet and print the remaining rows. Reverse feeding will also help to avoid paper jams and wasted labels, especially when using older printers whose paper feeds may have become inefficient.

Using Colored Labels for Discounting Aged Inventory

Printing price labels on labels with colored borders helps everyone know how long an item has been in inventory, how much each item has been discounted, and when an item is to be returned to the client (or donated, destroyed or transferred to shop ownership). (For example, labels for all items coming into the store during July might be printed on labels/tags with a blue border. Next month August items might be printed on labels with a green border. In August everyone would know that items with blue tags came into the store last month (July) and are discounted by the amount set by the store for items older than 30 days (or the length of time set by the store for the first discount). After the holding period, employees would know which item to dispose of by the tag color. e.g., after 90 days (October) remove all items with a blue tag.)

Labels with colored borders are available for hang tags. Adhesive labels can be different solid colors.

With PPSS, use the date of the first of the coming month to tag items coming in during the current month. For example, make the 'In Date' July 1 for items added to inventory during (early) July and print price labels with the color for July. During late July and early August, print labels with the color for August.

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

Free TSC Printer Support: Please contact Josef for TSC printers at 657-220-7995, or Any printer must complete a self test before it can be used with PPSS.

Free Thermal Labels Support: Please contact Aaron Karan, Kenco Labels, 800-537-3336.

Save money: Before contacting PPSS or a technician for assistance with print problems, make sure the printer can pass a self test then view the list of causes of most print problems.

Recommended: Use the TSC TDP 244 printer. Other printers and printers purchased elsewhere are not recommended or supported.

In additional to sheet labels, PPSS Diamond and 24k are configured to print adhesive and non-adhesive thermal price labels on rolls.

The TSC TDP-244 with its 4"-wide print mouth allows more label flexibility, including configurable price-label fonts. It's about 70% faster than the Zebra 2844 or ZDesigner GC420d, has a 2-year warranty (vs. Zebra's 1-year), and is $30 less. Unlike Zebra printers, TSC printers are nearly trouble free.

If labels will be printed from more than one computer in the store, the TSC printer is available with an Ethernet connection for use with a dual-band router (on a network) at a slightly higher cost.

The TSC TDP-225 and the Zebra 2824 have a 2"-wide print mouth. They can be used to print on the following labels only and they are not recommended or supported:

  1. 2"-wide adhesive labels in lengths of 1" and 2"
  2. 2.25" x 1.25" adhesive label (but not the non-adhesive in this size)
  3. 2.25" x .5" jewelry label

Please note that while these printers 'work' with PPSS, they are neither recommended or supported (because of the variations between models over time). Used printers are also not recommended or supported. The recommended printer is the TSC 244.

Printing Thermal Price Labels

  1. In Program Setup on the Printers tab choose the correct printer for Thermal Price Labels:

    If the printer is NOT listed in the dropdown menu, close PPSS and install the printer.

  2. Load the labels into the printer and calibrate the printer.
  3. Click on Labels on the Main Menu:

  4. Select 'Thermal Labels' as the label style.

  5. Make absolutely certain that the size and type (adhesive or nonadhesive) of the label loaded in the printer matches exactly the size and type of label designated on the Labels Screen.

    Those settings also appear in Program Setup.

    Each time the label is changed in the printer and in PPSS, close PPSS and restart it.

  6. Print 2-3 labels to test. Repeat if alignment is off. If the print is not as expected, go to Program Setup > Printers and try different font sizes.

Most Common Causes of Unexpected Results

Reset the Printer and PPSS After Changing Labels

  1. Change the label in the printer.
  2. Change the label selection in PPSS (Printers tab).
  3. Click Save/Exit.
  4. Close PPSS and reopen it.

It should not be necessary to make changes in printer settings when changing labels but if labels are not printing correctly, watch the Calibration Video, or use the TSC Diagnostic Tool to 'calibrate' the printer.

Nothing Prints:

  • The printer isn't installed.
  • The printer can't complete a self test.
  • The printer isn't set in Program Setup.
  • Print jobs are stuck in print queue. (Turn the printer off and back on to clear.)

Print isn't aligned correctly:

  • The size/type of label loaded doesn't match the size/type setting in the program.
  • See printer instructions for calibrating the printer. (video)

Information is Missing on the Label

  • Check print settings in Program Setup on the Inventory tab. (Older versions of the program will have a different arrangement of the options.)

PPSS does not send print commands directly to the printer. Print commands are sent to Windows which relays the print instructions to the printer. The Windows/printer combination gets confused fairly easily. When issues arise, turn the computer and printer off and try again. Sometimes the quickest solution to a problem is to access printer properties and reset all values to default settings. When all else fails, uninstall and reinstall the printer driver (software).

Print Thermal Price Labels with or without Barcodes

Bar codes may be turned off (not printed on labels). In Program Setup, Printers, uncheck 'Check this box to include barcodes on appropriate price tag widths'. All thermal labels now have barcodes. The jewelry butterfly label will have the barcode on one side.

Print Thermal Price Labels with Batch-Inventory Entry

Print Buttons have been added to the Batch-Enter Screen for Thermal Price Labels. Please see Batch Enter Inventory

Print Thermal Price Labels with Discount Schedules

Discount Schedules may be printed on thermal labels greater than 1.5" in height. If the Discount Schedule is not printed, the Current Price will be printed.

Finding a Record

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

Search Options

Click on File then User Interface to select search options.

In Buyers, Clients, Employees and Pawns, 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. If ID1 is sorted, hold the shift key down and sort ID2. The sort of ID1 will remain and ID2 will be sorted by ID1.

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.

Restore a Deleted Item to Inventory

Select Clients in the Work-Areas Menu

Choose the owner of the Inventory Item from the List of Clients. (The background color of the row selected will turn dark blue.)

Select Undelete Items in Quick Links:

Under 'Undelete?' check the item or items to be restored to the Inventory Record.

If it's helpful, use the Check All and Check None options:

Click Record, Exit. Selected items will be returned to the Inventory Record.

Verify Restoration

Select the client from the Main Table and click on Items at the bottom:

Verify that the item has been reinstated.