Missing Records

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':

  • Check the spelling of the name.
  • Edit the record and check as active:
  • Click 'View All' to make sure all records are present:
  • Sort the name column by clicking on the column header:

    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.

  • If on a network, make sure the remote computer is seeing the database on the host computer.

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

For our purposes:

  • Pawners and sellers are 'clients' (adding inventory).
  • 'Buyers' are customers making purchases (removing inventory).
  • Buying merchandise from individuals is 'resale' or 'buy outright'.
  • Buying merchandise from companies (suppliers, wholesalers, manufacturers - not individuals) is 'retail'.
  • The Client List is sorted by the name appearing first. When adding new clients consider entering last name, a space, then first name to make names sort uniformly and correctly.
  • The Client ID can start with part of or all of a client's last name (and not numbers) to make sorting logical and item ownership apparent (when viewing price labels, lists and reports). Of course numbers can be used if preferred but don't use punctuation (especially hyphens) or line breaks.
  • Double click a record to edit it or RIGHT-click on a record for several options.
  • IDs should be short so they fit properly on labels and in report columns.
  • Don't use hyphens in Client IDs (Smith-B). Just use something like SmithB or use numbers. Why? Item IDs will be in the format of SmithB-1 (for Smith's first item in inventory). An item ID like Smith-B-1 might cause issues.

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

New-Client Records

Warning Do not use quotations marks or hyphens in any data-entry fields in the program.

  1. To add a new client record, press F5 or select New Client in the Clients Menu:
  2. Enter contact information. The city and state names and zip code entered in Program Setup > Clients will appear in those fields and can be changed.
  3. Select Race, Eye and Hair Colors and enter Height and Weight. Check Male or Female. Complete any other information required.
  4. Use the drop-down menus to select ID Types and enter the ID numbers in the spaces provided.
  5. Enter as much information as desired. Enter a birth date and check Send Mailings, Is Bad Guy, Is Consignor Too and Payment Reminders if applicable. (Flag a person as a 'bad guy' to give others working in the store a heads up on people who might be dangerous, dishonest, etc.)
  6. Add a picture. Check with local authorities to see if this is required.
  7. Click the Employer tab to enter that information if required. This can be left blank.
  8. Click on the tabs at the top for Notes and enter comments (for shop eyes only).
  9. Click OK to save the current entries and quit, or press F5 to save current entries and add another client.

If the client is active military, it will be necessary to comply with Military Lending Act which includes features in PPSS for the military.

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.

User Text

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

  1. Create a new-client record and save it using Save/Exit.
  2. Right click on the new record in the list of clients.
  3. Select Edit Client.
  4. Select the green Employer button.
  5. Employee ID is the person's ID at work.
  6. Name is the name of the employer.
  7. The remaining information pertains to the employer.
  8. When all information has been entered, click on Add New Employer.
  9. To save the record and close the screen, use Save All Changes and Exit.

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).

PPSS reads fingerprints (for pawn records) using the SecuGen Hamster IV fingerprint reader.

How to Use the Fingerprint Reader with PPSS 24k -

  1. Access the reader functions from the New or Edit-Client windows.
  2. Click on 'Open Finger' to connect to the device.
  3. A pop-up window will open. Click 'Enroll' and have the customer place his/her finger or thumb on the reader.
  4. For payment or redemption, edit the client record to open it, click 'Verify Finger Print Match' and have the customer place his/her finger or thumb on the reader.
    • When 'Enroll' or 'Verify Finger Print Match' are selected, instructions will appear as reminders of how to proceed.
    • The customer should, as nearly as possible, place the finger the same way for verifying as they did for enrolling.
    • Error 515 when verifying means that the finger is not placed correctly.
    • Always scan the same finger or thumb for everyone.

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:

  • Allegedly GA and TX don't allow anyone but police to scan licenses. Please verify with the state that GA licenses can be scanned.
  • The information embedded in the barcodes varies.
  • The format of entries varies. (One state might output height has 75 inches while another will output the same height as 6-3.)

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

Duplicate ID

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:

  1. Sort the ID column.
  2. Note the highest number.
  3. Open the New-Client Screen
  4. Enter the next-higher number for the ID.

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

  1. Create a handy shortcut to
  2. Select Single Record Request or Multiple Record Requests
  3. Enter the last name, social security number and birth date.
  4. Click Submit.
  5. Follow the instructions to complete the verification.

Pawnbroker Pawn Shop Software Procedures

  1. Create a shortcut on the desktop to the search function on the DMDC website using as the path and DMDC for the shortcut name (or create some other convenient way of opening that webpage).
  2. Press F5 to open a new-client record (or click on Client New at the top).
  3. Complete required information.
  4. If the client is NOT military, remove the check:
  5. If the client IS military, leave the box checked and conduct a search at the DMDC website
  6. Open the PDF returned by DMDC and copy/paste the DMDC Certificate ID in the box on the new-client screen:
  7. Complete other fields as needed and follow the procedure for recording client and pawn information.

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.

Client Pictures

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 -

  1. Pictures should be saved on an external storage device to avoid losing them to a hard-drive failure. The device can be a USB (stick, flash drive, pen drive, etc) or an external hard drive. Plug an external storage device into a USB port. Windows will assign a 'drive letter' to the drive, something like 'E:'. (If the drive is ever removed and plugged back in, be sure to use the same USB port.)
    1. If the drive is not showing, go to the Desktop and double click on 'This PC' (or Computer or My Computer).
    2. Open the external drive by double clicking on it.
    3. In the window, right click in the white area and select New then Folder.
    4. Give the folder a name like 'images'.
    5. Press Enter.
    6. Close the drive window.
  2. Press F5 to open the New-Client Screen.
  3. Enter as much information as desired.
  4. Click Take Pic.
  5. Click Preview.
  6. Enter file name. Suggestion: last-first-ID -
  7. Choose directory to save the file in.
  8. Click Snapshot.
  9. Close the Web Cam interface.
  10. Click Show Picture.

Add a Picture for an Existing Client

  1. Click on Clients in the Work-Areas Menu.
  2. Double click on a client listing to open its edit screen.
  3. Follow the procedures above to add the picture.
  4. Use Show Picture to view a picture that has been assigned.

Change Picture

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.

Client Reports

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:

  1. Check 'Active Only'.
  2. Check 'On Mailing List'.
  3. Check 'Pawns Outstanding'. Boxes must be checked for settings to apply.
  4. Enter 0 and 500 in the From and To fields.

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.

Sort Output

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

Print Reports

Selecting Print the Report -

will present the Report is a print-preview screen:

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

View the Report in the Main Table

Selecting View the Report

will present the information in the PPSS Main Table.

The columns may be sorted by clicking on the column headers (red arrows).

The small grey arrow indicates the sort order (ascending or descending):

Time Filters

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

Quick Links

PPSS is divided into Work Areas. They are:

Each Work Area has its own set of Quick Links.

In the Clients Work Area, select a Client and use Quick Links to:

  • View account history
  • Convert items to Buy Status
  • View Current Items
  • Forfeit a Pawn
  • Group Update Pawns
  • Enter a New Pawn
  • Redeem a Pawn
  • Undelete previously-deleted items

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.

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

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:

  1. Click in the Search Box:
  2. Enter the first letter of the name. The list will be shortened to only those names starting with that letter.
  3. If necessary enter the second letter of the name to narrow the list.

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.

Search Options

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.