If your data files are sent to tech support for an update or repair, don't add or change data in the program.
Inactive Records won't be included in lists and reports if individual records as tagged as 'inactive' and 'Include Inactives in Lists' in Program Setup (Clients tab) is not checked.
If a Record is 'missing':
In older versions of the software the database sorted all lower-case names first then first-letter-cap names next. Scroll through the entire list to see all possible variations of the name.
Individuals pawn with you (pawners), sell to you (sellers), and buy (and rent) from you (buyers).
For our purposes:
Things to Know about Clients in PPSS
Pawners pledged their property as collateral for loans granted to them by pawn-shop owners. Each pawner's identification and contact information is stored in the program for record keeping, reports (for the shop and authorities), pawn tickets and pawn-due reminders as well as future reference.
Client records are kept in one database stored on the computer. The pawn-store owner is responsible for the safekeeping of records and should have procedures for making daily copies of the data. The program includes a forced daily backup but law enforcement places responsibility for data preservation on the store owner.
Add a New Client Record
Do not use quotations marks or hyphens in any data-entry fields in the program.
For Height: Use any of these formats: 5 9 or 5,9 or 5-9. Do not use quotation marks. Check with local law enforcement and L.E.A.D.S. for formats if you are required to report to either agency. For Mecklenburg County the format must be 509 - no spaces or punctuation.
Identifying Marks are body markings like scars, tattoos, etc.
Any 'string of characters' may be entered as 'User Text' to uniquely identify and later find or group Clients.
For example, enter 'best' in this field for your 'best customers'. Later on create a Report and use the User-Text as the search parameter, entering 'best' (without quotes) as the 'search criteria'.
Add Employer Information
Edit an Existing Client Record
Batch Edit is for editing item records, not client records.
Double click on a Client Record to open its Edit Screen.
Change any information or add Notes then click OK to save changes. Note that a Client may be marked as Inactive (by removing the check from 'Client is Inactive'). When grouping customers later on (for printing address labels, for example) Inactive Clients will be excluded by choosing to include Active Clients only (on the Report Screen).
How to Use the Fingerprint Reader with PPSS 24k -
The enroll function reads the same finger twice. If there's a mismatch, click back to the reader-interface window rather than attempt to continue from the input window.
Instructions are included with the scanner describing correct positioning of the finger or thumb on the reader. This is important for both enrolling and verifying a fingerprint. Shop employees should try this to see how sensitive this is, and to verify that they can get a Verify Match reading when it is done right.
The component will read any of the ten fingers. Specify which you want to read in the reader-interface window. PPSS will record only the last fingerprint read.
(Available with PPSS 24karat edition)
Drivers License Scanning
States are gradually transitioning from magnetic strips to 2D codes on the back of drivers licenses.
With 50 states involved, there are plenty of variables:
With several million people involved, the scan results vary widely. Of course fake and damaged IDs won't scan and stolen IDs won't record correct information about the person in front of you.
Populate the New-Client Screen in PPSS 24k Edition by Scanning Drivers Licenses.
State licenses with a magnetic strip on the back can be scanned with a magnetic-strip reader to populate the new-client screen with the client's information. With the New-Client Screen open, select 'Magnetic' then click in the Drivers-License Box to the right -
...and scan a drivers license to auto enter the client's name, address, DOB and license #. Other information may be available depending upon the information each state includes in the magnetic strip.
States are replacing the magnetic strip with '2-D Barcodes' (two dimensional) requiring a 2D barcode scanner. With the New-Client Screen open, select '2D Barcode' and click in the Drivers-License Box to the right -
...and scan a drivers license to auto enter the client's name, address, DOB and license #. Other information may be available depending upon the information each state includes in the barcode.
Types of Scanners
These are the scanners that work with PPSS. Other scanners 'might work' but used scanners and scanners purchased elsewhere are not recommended or supported by PPSS.
POS-X XM95 Magnetic Stripe Reader ($179)
The XM95 is a 3-track MSR designed to read magnetically-encoded drivers licenses bi-directionally. It has a 'plug n play' USB interface - Just plug it in and scan to enter clients' identifying information in PPSS. Velcro or Screw mounting options. 3-year Advance Replacement Protection. POS-X Support
POS-X 2D Scanner ($399)
2D codes require a special scanner that is capable of reading 2D (2-dimensional) barcodes. Successful scanning may require support's help with configuration. (5-Year Warranty. 2-Day Advance Replacement Protection. Overnight fee-based Replacement Service.) POS-X Support
A change was made to allow the Client ID to be edited. This added flexibility and control and it also added the possibility of duplicate Client IDs, causing the program to issue a warning about duplication. Fix the issue:
Pawnbroker Pawn Shop Software Configuration
In the program click on File then Program Setup. On the Pawn Etc. page check 'Fulfill Requirements of the MLA'.
Military Status Verification
Pawnbroker Pawn Shop Software Procedures
This is the information included in the PDF document returned by DMDC:
Based on the information you provided, DMDC possess information indicating that the individual is either on active duty for more than 30 days or a family member of a service member on active duty for more than 30 days based on the Status Inquiry Date.
Upon searching the data banks of the Department of Defense Manpower Data Center, based on the information that you provided, the above is the status of the individual on the Status Inquiry Date as to the following branches: Army, Navy, Marine Corps, Air Force, and Coast Guard.
This inquiry system has been designed to support identification of borrowers covered by 32 C.F.R. Part 232, which legally protects covered military personnel and their family members from excessive interest rates. This Federal regulation, which implements 10 U.S.C. 987, defines covered borrowers as: (1) A regular or reserve member of the Army, Navy, Marine Corps, Air Force, or Coast Guard, serving on active duty under a call or order that does not specify a period of 30 days or less, or such a member serving on Active Guard and Reserve duty as that term is defined in 10 U.S.C. 101(d)(6), (2) the member's spouse, (3) the member's child defined in 38 USC 101(4), or (4) an individual for whom the member provided more than one-half of the individual's support for 180 days immediately preceding an extension of consumer credit covered by 32 C.F.R. Part 232.
This inquiry system checks the enrollment of individuals in the centralized database of identity, military medical eligibility and enrollment, and benefits verification data on members of the DoD Components, members of the Uniformed Services, and other personnel as designated by the Department of Defense, and their eligible family members (called the Defense Enrollment and Eligibility Reporting System (DEERS) database).
The Defense Manpower Data Center (DMDC) is the Department of Defense organization that maintains the DEERS database. The data in DEERS is sent to DMDC from the Uniformed Services and DoD Components. The data is as current as the information received. The DEERS database can consistently identify most individuals included in the definition of covered borrowers with the exception of (4) above: an individual for whom the member provided more than one-half of the individual's support for 180 days immediately preceding an extension of consumer credit covered by 32 C.F.R. Part 232. Some covered borrowers in this category may not be included in the database.
This certificate was provided based on information provided by the requester. Providing an erroneous last name or SSN or date of birth will cause an erroneous certificate to be provided.
One picture (no larger than 620 x 700 pixels) may be added when the client's record is being created or edited.
Add a Picture for a New Client -
Add a Picture for an Existing Client
Using PPSS, take another picture to replace the existing picture. It is possible to click on Picture File to switch back to a previous picture.
Using any picture-taking device, take a new picture and save it to the images folder, using the same filename for the picture that is being corrected. The image size should be no larger than 620 x 700 pixels.
A 'Client Report' is basically the result of a 'search' of the PPSS database for specific Clients - like a Google search with an important difference: A PPSS Report will only include the desired Clients and not 'close matches'.
Select Reports from the Main Menu, then Clients:
Settings tell PPSS which Clients to include in the Report.
For example, to create a list of Clients who are Active, who are on the Mailing List and who have pawns outstanding between $0 and $500, make these settings:
Note: In the example above, if 0 and 500 are entered in the From and To fields and the box 'Pawns Outstanding' is NOT checked, the filter will not apply. All pawns outstanding for any amount will be included.
Clients may be included in a Report based upon Birthday and Birth Month, Dates of Last New Item, Sale or Settlement, User Date - User Text, Active/Inactive status, Unsold Items Disposition, House Accounts Only, On Mailing List, To Receive Sales Reports and/or With Inventory Only.
The content of the report may be sorted by ID, Name, New-Item Date, Settlement Date. Check one:
Selecting Print the Report -
will present the Report is a print-preview screen:
The Report may be printed by pressing the printer icon (yellow arrow).
View the Report in the Main Table
Selecting View the Report
will present the information in the PPSS Main Table.
The columns may be sorted by clicking on the column headers (red arrows).
The small grey arrow indicates the sort order (ascending or descending):
Click on these buttons...
...to view records in the Main Table that have been added or edited today, last 7 days, last 30 days, etc. Click View All to see all records again.
PPSS is divided into Work Areas. They are:
Each Work Area has its own set of Quick Links.
In the Clients Work Area, select a Client and use Quick Links to:
Individual Client Information
Select a Client in the Main Table then view information about him or her in the Details Area at the bottom:
Click on the colored tabs at the bottom to view different screens of information (Details, General, Items, Loans/Checks, Pawns, Notes):
Sort Columns in the Main Table (version 6.0.516 and later)
Sort client records (and other records) in the main table by clicking on the headers for ID and Name.
The small grey arrow indicates the sort order (ascending or descending):
Click on the header again to reverse the sort order.
It may be necessary to move the vertical scroll bar (on the right of the main table) up or down to find the record sought.
Search for a Client Record
By default the program will search by Name in the Pawn, Client, Employee and Buyers Work Areas. To find a record by Name:
See the next section for configuring the search function to behave in other ways, like finding all names that contain the letters entered or searching by first letter only.
Click on File then User Interface to select search options.
Searches for Buyers, Pawns, Clients and Employees can be by either ID or Name but not both. Select one for each. 'Name' is suggested and is the default setting.
Disbursements can be searched by 'Paid By' or 'Paid To'.
Inventory by ID1, ID2 or Description.
Sales by Invoice # or Name.
On the same screen, check 'Search by first letter/number only' to exclude any records that include the letter or number anywhere in the record. If this option is NOT checked, entering a search like 'ike' will find Ike Eisenhower and Mike Martin. If the option IS checked, entering 'ike' will only find Ike Eisenhower (because 'Mike Martin' doesn't start with 'ike').
Records can also be found by using Reports.