(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.

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 function keys).
  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.

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.

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.

  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 up to 20 characters for a description to be printed on price labels.
  3. Choose a category if appropriate.
  4. Details can be up to 100 characters and only appear on larger labels and in detailed reports.
  5. Enter the amount of the loan in 'Item Loan Amount'.
  6. Quantity can be changed.
  7. Enter the '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.

Organizing Merchandise

When a new item is entered in Inventory, it can be described and classified (categorized) using one or more of these:

  • Category - a grouping of similar items - Categories can be very broad (Furniture, Clothing, Cars) or they can be more specific (Beds, Chairs, Sofas).
  • Description - What is the item? (Jacket, Pants, Sofa). The Description appears on the Price Tag so it is limited to 20 characters.
  • Details (describing the item) - 'Details' appear on Detailed Price Labels and Inventory Reports (up to 100 characters)
  • User-Defined Groups - The User of the software 'defines' the Groups by giving the Groups names and assigning Members (classifiers) to the Groups. Group: Color; Members: Blue, Green, Red, then using Groups and Members to describe items in detail. See UDG.


Categories group inventory items type or merchandise.

Well-organized inventory avoids confusion, mistakes and frustration. Items are easier to locate in the store and useful reports can be generated about inventory bought, on hand, sold, returned, forfeited, 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.)
  • A specific sales tax can be assigned to a category.
  • A category can be flagged as tax-free.
  • A sales-tax rate can be assigned to a category for sales above a given amount. (In NY for example clothing is tax-free below $50 and taxed at some % above $50.)
  • Any category can be assigned a loan interest (different from the default rate).
  • Two label printers can be used with different labels loaded in each one. Either printer can be assigned to a category.
  • 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'.

To add multiple categories, enter names separated by commas, like - guns,furniture,equipment (no spaces) then press 'Create New Category').

After entering one category or multiple categories, click 'Save Changes':

For each category:

  • Check 'Tax Free' if applicable.
  • Enter a dollar amount above which the sales-tax rate set in program setup will apply. Sales below the dollar amount will be tax free.
  • Enter a loan interest rate (different from the default set in program setup) to be applied to the category. Use decimal format. (.25 = 25% for example)
  • Set a tax rate different from the default tax rate.
  • Select a printer (other than the default) for price labels or hang tags AND designate the label or tag at the bottom of the screen.
  • Check boxes for User-Defined Groups if applicable. Use the 'roll buttons' to bring other UDGs into view.
  • Use 'Save Changes' when all settings have been completed.

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, then Exit.

Deleted Categories

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

Using Categories with New Inventory Entry

Items are added to inventory in the program via new pawns, purchases from individuals (buy outright or resale) and retail (purchases from other businesses (suppliers, wholesalers, manufacturers) for shop-owned inventory.

Categorizing Pawn and Buy Outright

The New-Item Screen (F4) is used for adding new pawns and new purchases from individuals (buy outright).

The default category set in program setup will appear for the category.

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

(Several categories? Option: Click on the down arrow in the category box. Click in the box at the bottom named 'Filter For' and type the first letter of the category name to see a list of category names starting with that letter then select the appropriate one.)

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

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

Click 'Save/Close' to save the record or 'Save, Preview, Print Ticket' to save the record and preview the ticket, or 'Save, Print Thermal Label' ('Save, Print Bar Codes' in older software versions) to print a thermal (not sheet) label.

Categorizing Batch Retail

  1. In the Inventory Work Area select 'Batch Retail' in the lower-left menu.
  2. Enter a description (20 characters max) and press Enter.
  3. 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.
  4. 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. In this example pressing 'm' presents a list of 4 matches:

  5. Press Enter to save the category and move to the next field.
  6. 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.)

  7. 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'. By design, labels will not print. Because several labels may be printed, the user should follow the next step to confirm that labels should in fact be printed (to avoid wasting labels on incorrect print instructions).
  • Close the message window and click on 'Thermal' again.
  • 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.
  3. Make settings on this page to determine labels to print. One of the 'filters' (to 'filter out' unwanted items) is Category. By selecting one category, no labels will be printed for any items in other categories. With only a category chosen, labels/tags would be printed for all items in the selected category so more settings would be needed to only print those needed.

  4. Use the drop-down menu to select the category of the item(s).
  5. If all of the items belong to the same person, select the person using the drop-down to the right of 'Client'. With these two 'filters' chosen (category and client) labels would be printed for all items in the selected category belonging to the selected client. More filters may be needed to further limit the labels to print.
  6. If items were entered into inventory during the same time period, check 'Date In' (or 'Pawn Date' in older software versions) and set the From and To dates.
  7. Other 'filters': Items # Range, Value Range and Loan Amount Range. A box must be checked for the set range to be applied by the program.
  8. The labels can be sorted by the parameters shown (Category, Client, etc.)
  9. All of the options under Style are for SHEET LABELS except 'Thermal Labels'.
  10. 'Thermal Labels' must be selected if printing thermal labels.
  11. Press 'Print Thermal Labels' or 'Print Sheet Labels' to print.
  12. 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.

User-Defined Groups

User-Defined Groups and their Members provide more detailed and accurate classification. Inventory reports can be generated to only include one category and filters for that category's groups.

Groups and Members also add uniformity to item description throughout the store by giving multiple software users suggestions for descriptors.

An inventory category can have 26 sub-categories (called 'User-Defined Groups') for more specific categorization of items.

('User Defined' means that the user of the software will determine the names of groups and group members.)

Each Group could have a number of 'Members'. The Group 'Color' for example could have Members like Black, Blue, Green, Red, Yellow, etc.

When an Inventory Record is added or edited, and a Category is selected, the program presents the Groups (if the Category was 'associated' with Groups, see below) and presents Members of each Group in drop-down menus for selection.

For example, if the category is 'Clothing' and the groups are Color, Style, Fabric and Designer, selecting Clothing as the category will display on the one-item entry screen like this:

Because of the limited space on inventory-entry screens, only the first 4 UDGs will appear on entry screens. Suggestion: Make the first 4 UDGs the most commonly-used for your business.

On batch screens UDGs look like this:

A Member may then be selected from each Group using the drop-down menus.

Setting Up User-Defined Groups

On the Main Menu, select Inventory then User-Defined Groups:

...then select Group 1 or any existing group.

In the field to the right of 'Enter one Group Name (like Color) here:', enter a name for Group 1. For example, type the word Color.

In the field below that, type in names of Members (separated by commas, no spaces - like: red,blue,green - or copy/paste a list). It is very important not to enter spaces or periods.

Note: For some Groups, you may wish to use abbreviations for Member Names to save time and space. For example, enter BF,PO,ZF for Button Front, Pullover, Zip Front.

Click on Create New Member(s)...

...then click on Save Changes Locally.

'Save Locally' save changes and the screen remains open for more editing. 'Save Globally' saves changes made on all UDG Screens without closing the UDG Screen.

It is not necessary to complete all 4 Groups, but if more Groups are desired -

Click on the button for Group 2:

Enter a name for the Group and enter Member Names (separated by commas, no spaces) and click Save Changes Locally.

Repeat these steps for Groups 3 and 4 if desired and when finished, select Save Changes Globally and click Exit.

On the Main Menu, select Inventory then User-Defined Groups then Group 1. Confirm that the entries are correct for Group 1. Repeat these steps for each Group.

Editing Group Names

To change a Group Name, select the Group:

Replace the existing name with the desired name and click the Save Edited Group Name Button:

The new name will be saved. The new name will appear on Add, Edit and Report Screens. The program must be restarted for the change to show under Inventory > User-Defined Groups.

Application - How to Use User-Defined Groups

Once Groups and Members are defined, one or more of the Groups can be associated with any Category. Then, when adding or editing an Inventory Record and selecting a Category, the Group(s) will be presented and Members may be selected (for Categories that have been associated with one or more Groups).

Associating Groups with Categories

PPSS needs to know which Groups to present for any Category selected, so Groups must by 'associated' with Categories.

Select Categories from the Inventory Menu:

Select a Category by clicking on it. (The row's background color will change to blue to signify that it has been selected.)

Check one or more Groups to 'associate' Groups with the Category. For example, checking Color associates the Group (Color) with the Category (Clothing).

One or more Groups may be associated with any Category. It is not necessary to assign any Groups or more than one Group.

If User-Defined Groups haven't been 'defined', the Groups will appear as above, 'User Defined Group 2', etc.

Click Save Changes.

To verify that the settings are correct, select a different Category (on this same screen) then select the Category that was associated with Groups again to confirm that the settings are correct and have been saved.

Click Exit when finished.

Test Settings

Press F3 to add a new inventory item and select a Consignor for the item. Note that the entry for Category is None. The User-Defined Fields are named 'Inventory Group 1', etc. because no Category has been selected. The names will remain the same if a Category is selected that has not been associated with Groups.

Select a Category that has been associated with Groups. In our example, Clothing is associated with Groups:

When the Category of Clothing is selected, the names of the User-Defined Fields change to the names of the Groups. For example, 'Inventory Group 1' changes to 'Color'.

Click on the blue arrow to the right of Color to select a color:

If desired, make selections from Groups 2, 3 and/or 4 to further describe the item.

Click OK to save changes.

Practical Application

Items in inventory can be grouped or isolated using User-Defined Groups and their Members.

For example, using the Clothing example, a list can be made of all items in inventory that are blue in color.

  1. Click on Reports on the Main Menu and select Inventory.
  2. Select the color Blue:

  3. Click 'View the Report' to view the list on screen or choose either of the print options (Print Detailed List, Print Brief List) to print preview and/or print the list. Only those items blue in color which have been associated with the color Blue will be in the list.

See Reports for details.

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.

Inventory Locations

'Location' refers an item;s whereabouts - in a warehouse, on a shelf, in a bin, etc. Each location can be named and assigned to an inventory item.

  1. In the program go to File, Program Setup, Networks.
  2. Select Manage Locations.
  3. In the box under name, enter a name for a location like bin 2, shelf 41, etc.
  4. The Location ID for the first item is 1. Number subsequent entries sequentially.
  5. No other information is needed.
  6. When the last line is used, click OK and reopen Manage Locations for more blank lines.
  7. Use Save/Exit to save entries and exit setup.
  8. When adding an item or editing its record, use the drop-down menu for 'Location' to select.

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:

See Search Options

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.