About CyberMatrix Point of Sale
CyberMatrix Point of Sale (CPOS) is a software application for retail sales management. It is designed to run on an ordinary Windows PC with a receipt printer. A keyboard intercept bar code scanner and cash tray are optional.
CPOS can be used by businesses that sell goods, services or a combination of the two. For retail store chains, a server application can be setup to allow data sharing and synchronization between the different stores.
Getting started
Click on each link below to learn how use the point of sale software.
Understanding point of sale data
Setting up your data
Setting program options
Understanding point of sale data
All point of sale data is stored in database tables. Tables are made up of records. Each record contains one or more fields.
There are two types of tables used in the point of sale (POS) system. The first type of tables are those that you must populate yourself. The second type of tables are used by the program and normally will not be edited. Click the links below to familiarize yourself with the two different types of tables.
Tables you populate
Tables the program populates
Tables you populate
The following tables are those that you must populate yourself.
Employees
If you wish to use the software to keep track of the time your employees work, you should populate the Employees table. This table consists of two fields:
EmployeeID - unique 10 character string
Name - 20 character string
Inventory Types
The Inventory Types table list all the different types of inventory you might have. This table consists of these fields:
InventoryType - unique SmallInt
Description - 10 character string
The InventoryType field links to the InventoryType field of the InventoryAmounts table.
Payment Types
If you wish the payment types to be displayed in an order different from the default of Cash, Debit, Visa, Amex and MC then you should edit the Payment Types table. This table consists of two fields:
ID - unique SmallInt
PaymentType - 10 character string
The payment types are shown with the smallest ID at the top and the largest at the bottom.
Products
The Products table is probably the most important table. This table holds the details of all your products. This table consists of these fields:
ProductID - unique 15 character string
Description - 250 character string
UPCCode - 20 character string
PLU - 12 character string
Group - 10 character string
Category - unsigned integer
Department - unsigned integer
UnitOfMeasure - 4 character string
UnitOfOrder - unsigned integer
PurchasePrice - currency
SellingPrice - currency
UnitOfSelling - unsigned integer
SupplierID - 10 character string
MaximumInStock - integer
MinimumInStock - integer
EnvHandling - boolean
Active - boolean
Most of the fields in this table are optional. You should populate the Description and SellingPrice fields though. If you wish to use a bar code scanner with this software, you should enter the UPC code or bar code into the UPCCode field for all your products. The SupplierID field links to the SupplierID field of the Suppliers table. The MaximumInStock and MinimumInStock fields are used for the inventory tracking features. The EnvHandling field is checked (or True) if the product carries with it an environmental handling fee. The Active field is unchecked (or False) if the product has been discontinued.
Security
This table keeps track of all the user names and passwords used for the security features. Here are the field sizes and descriptions:
LoginID - String - 30
Password - String 10
Level - String - 1
Stores
The Stores table list all details of your different stores if any. This table consists of these fields:
StoreID - 10 character string
Name - 25 character string
Status - unsigned integer
The Status field indicates the status of the store.
Suppliers
The Suppliers table lists all your different suppliers. This table consists of these fields:
SupplierID - 10 character string
Name - 30 character string
Tables the program populates
The following tables are used by the program and normally will not be edited.
Cash Count
The Cash Count table lists the details of all the cash on hand for each closing date. This table consists of the following fields:
CountDate - date
X100 - integer
X50 - integer
X20 - integer
X10 - integer
X5 - integer
X2 - integer
X1 - integer
X25c - integer
X10c - integer
X5c - integer
X1c - integer
Roll2 - integer
Roll1 - integer
Roll25c - integer
Roll10c - integer
Roll5c - integer
Roll1c - integer
CashCount - currency
CountDate is the closing date. X100 indicates the number of $100 bills on hand on that date. Similarly for X50, X20, X10, X5, X2 and X1. X25c indicates the number of quarters on hand on that date. Similarly for dimes, nickels and pennies. Roll2 indicates the number of $2 rolls on hand on that date. Similarly for $1 rolls, quarters, dimes, nickels, and pennies. CashCount is the total cash counted for that day.
Customers
The Customers table stores all your customer details. This table consists of the following fields:
CustID - Unique auto increment
FirstName - 20 character string
LastName - 20 character string
Address1 - 20 character string
Address2 - 20 character string
City - 10 character string
State - 10 character string
Postal - 10 character string
HomePhone - 10 character string
WorkPhone - 10 character string
CellPhone - 10 character string
EMail - 25 character string
Gender - integer
Notes - 250 character string
Modified - boolean
Deleted - boolean
Employee Hours
The Employee Hours table stores all the hours your employees have worked. This table consists of the following fields:
EmployeeID - 10 character string
WorkDate - date
Hours - float
The EmployeeID field links to the EmployeeID field in the Employee table.
End of Day
The End of Day table stores the details of all the money collected on any given day. This table consists of the following fields:
Date - date
HostNet - currency
Cash - currency
Check - 10 character string
Visa - currency
MC - currency
Amex - currency
Debit - currency
Disc - currency
Diners - currency
Inventory
The Inventory table stores all inventory summary information about your products. This table consists of the following fields:
StoreID - 10 character string
SupplierID - 10 character string
ProductID - 15 character string
PurchaseDate - date
PurchasePrice - currency
SellingPrice - currency
Modified - boolean
Deleted - boolean
The StoreID field links to the StoreID field of the Stores table. The SupplierID field links to the SupplierID field of the Suppliers table. The ProductID field links to the ProductID field in the Products table.
InventoryAmounts
The InventoryAmounts table stores all inventory quantity information about your products. This table consists of the following fields:
StoreID - 10 character string
SupplierID - 10 character string
ProductID - 15 character string
PurchaseDate - date
InventoryType - unsigned integer
Quantity - integer
The StoreID field links to the StoreID field of the Inventory table. The SupplierID field links to the SupplierID field of the Inventory table. The ProductID field links to the ProductID field in the Inventory table. The InventoryType field links to the InventoryType field of the InventoryTypes table.
Refunds
The Refunds table stores details of all refund transactions. This table consists of the following fields:
StoreID - 10 character string
RefundID - unique auto increment
Invoice - 10 character string
DateTime - timestamp
Amount - currency
Tax - currency
Reason - 250 character string
EmployeeID - 10 character string
Modified - boolean
Deleted - boolean
The StoreID field links to the StoreID field of the Sales table. The Invoice field links to the Invoice field in the Sales table. The EmployeeID field links to the EmployeeID field in the Employee table.
Sales Items
The Sale Items table stores details of all the items purchased by customers. This table consists of the following fields:
StoreID - 10 character string
Invoice - 10 character string
ProductID - 15 character string
Quantity - integer
Refunded - integer
The StoreID field links to the StoreID field of the Sales table. The Invoice field links to the Invoice field in the Sales table. The ProductID field links to the ProductID field in the Products table. The Refunded field indicates the number of items that have been refunded.
Sales
The Sales table stores details of each purchase. This table consists of the following fields:
StoreID - 10 character string
Invoice - 10 character string
CustID - integer
DateTime - timestamp
Coupon - currency
Discount - float
DiscountType - 10 character string
Tax - currency
NetSale - currency
PaymentType - unsigned integer
WorkInProgress - boolean
PrePaid - boolean
Printed - boolean
AddTo - boolean
WorkType - 10 character string 10
WorkDesc - 20 character string
DayOfWeek - integer
Time - time
Notes - 250 character string
EmployeeID - 10 character string
Premium - boolean
EnvHandling - boolean
Modified - boolean
Deleted - boolean
The StoreID field links to the StoreID field of the Stores table. The CustID field links to the CustID field in the Customers table. The Coupon field stores the value of any coupons the customer used when paying for their purchases. Coupon amounts are stored in the coupons.txt file that can be edited with any text editor.
Setting up your data
All point of sale data is stored in database tables. These tables can be viewed, edited and otherwise manipulated by using the Data Manager.
Getting to know the Data Manager
Adding your data
Getting to know the Data Manager
To view the Data Manager first click the Administration button on the main screen. Then click the Data Manager button on the Administration screen. The following screen should appear:
The Data Manager screen consists of the menu bar, the data navigator bar and the data tabs.
The Menu Bar
The menu bar has four sections: File, Search, Records and Help.
File
The File section contains the following functions:
Export to CSV file
Data can be exported in CSV file format from the Data Manager. This data can be imported into other applications that can import CSV data.
To export a CSV file first select the table to export from the Data Manger. Then choose File | Export To CSV from the menu. A file select dialog will allow you to select the CSV file to export.
Import CSV file
Data can be imported into a table in the form of CSV files. If you have existing data from another application, this data can be imported into the table provided it is saved in the right format. CSV files used for importing must follow the exact same format as the table into which they will be imported.
See the section Understanding point of sale data for more details on field types and sizes.
To import a CSV file first select the table you want to import into from the Data Manager. Then choose File | Import From CSV from the Data Manager menu. A file select dialog will allow you to select the CSV file to import.
New SQL file
It is possible to view the results of simple SQL statements stored in external text files. SQL stands for Structured Query Language; it is a way to communicate with databases using English-like commands.
To create a new SQL file either create one using any text editor or choose File | New SQL File from the menu. Save the SQL file to a folder, usually the Program Data folder.
Edit SQL file
To edit a previously saved SQL file choose File | edit SQL File from the menu. A file select dialog will pop up allowing you to choose a SQL file.
Open SQL file
To open a previously saved SQL file choose File | Open SQL File from the menu. A file select dialog will pop up allowing you to choose a SQL file. After selecting a file, you should see the results of the query in the data grid.
Note that currently only simple SQL Select queries are supported. Here is an example:
SELECT [Sales], [DateTime]
FROM Sales
WHERE [CustID] = 342 And [DateTime] Between "2004-03-09" And "2004-03-04"
ORDER BY DateTime
This query shows all sales, sorted by DateTime for the customer ID 342 between March 09 and April 03.
Note that when using the Order By and Group By clauses you must assign a name to the grouped by fields using the As token. Naming fields in this ways also gives the data grid columns a descriptive name.
For more information on SQL, consult a good introductory database textbook.
Re-index table
Over time, one of your tables may require re-indexing. See the section Avoiding Data Problems to learn more about table corruption. Usually when a table requires re-indexing you will see an error message such as:
DBISAM Engine Error #9217 Error reading From Data File C:\Program Files\CPOS\data\Sales.dat
Re-indexing the table is simple. Just select the affected table and then choose File | Re-index Table from the Data Views menu. It does no harm to re-index a non-corrupt table.
Search
The Search section allows you to find records when in the detail tab view. To search for a record you must first click in or tab over to the field into whcih you want to search. Then choose Find from the Search menu. In the dialog that pops up, enter the text you want to search for and then press the Find Next button. To find the next occurrence of that text press the Find Next button again.
Records
The Records section contains the following functions:
Insert Record - Inserts a record above the current record.
Delete Selected Records - Delete all the selected records.
Delete All Records - Deletes all the records in the current table.
Backup Data - Makes a time-stamped backup file of all tables.
Restore Data - Replaces your existing data with the tables from a previous data backup.
Synchronize with Server - Pushes store data to the server and pulls common data to the client. Not seen in the Data Manager of the server application. See also: Sharing data with multiple stores
The Data navigator Bar
The bar at the top is the data navigator. The data navigator is for navigating the records of the current table. The first button |< will move to the first record of the current table. The second button < will move to the previous record. The third button > will move to the next record. The fifth button >| will move to the last record. The + button will add a new record. The - button will delete the current record. The button with the check mark will save changes made to the current record. The x button will cancel any changes made to an unsaved record. The last button refreshes the current table to show the latest changes made to it.
The Data Tabs
The Data Manager consists of several data tabs. The data tabs show all the tables used in the program and allow you to view and edit the data in them. The first tab shows a list of all the tables used in the point of sale system. Clicking on a table will show the contents of that table in list form. Clicking on the last item on the list will allow you to view the results of a SQL query. This way of viewing tables is called list view. List view is good for quickly searching through records.
The other tabs in the Data Manager show each table one record at a time. This way of viewing tables is called form view. Form view is good for showing an entire record in one glance.
Avoiding data problems
This software uses a local database to store its data. Unfortunately, local databases are susceptible to indexing problems (also known as corruption) if the computer is shut down abnormally. Indexing problems can occur if the program is in the middle of writing to the database and the program is prevented from completing the write. For this reason, you should always perform proper shutdowns. You should never shut off the computer or reset it while Windows is still running. Perform a proper shutdown by choosing Shut Down and either Restart or Shutdown from the start menu. If your system starts to act abnormally, try to exit Class Scheduler first and then perform a proper shutdown.
If your system appears frozen first try hitting the Ctrl + Alt + Delete key combination. This should bring up a task list. You may be able to end the task that is no longer responding. Sometimes the system will crash so hard that you cannot even bring up the task list. If this happens reset the machine and re-index any corrupted tables if necessary.
Adding your data
The most important table to setup first is the Products table. With the Data Manager open click on the Products tab. With a new install, the table should be empty. If you do see data in any of the fields just press the + button on the data navigator bar. This will add a new record to the table. Fill in all the applicable fields for your first product and then press the check mark button on the data navigator. This will save your changes to the database. Note that for the UPC code field you can actually just scan the code in instead of manually typing it. To do this you must first ensure the cursor is in this field before scanning.
At this time, you may also wish to enter your employee data. To enter employee data click on the Employees tab of the Data Manager.
Setting program options
The point of sale system contains several configurable options that allow you to customize the software to meet your needs. To change program options bring up the configuration screen by clicking the Configuration button of the Administration screen. The configuration screen consists of two tabs.
The General tab
The Advanced tab
When you have finished changing the program options, press the OK button to save your new configuration or press the Cancel button to resume with the previous options.
General options
The Store ID field is a unique identifier for your store. The Store name and Store location fields will show up on receipts and work orders.
The Tax rate field is for those locales that must charge tax on goods and services sold. This field is in decimal format. That is, 7% would be entered as 0.07.
The Float is the amount of cash with which the store will start the day.
The Open PLU Code indicates the code number used for open PLU's.
The "Prompt employee on new work order" option when set will force the operator to enter their employee code prior to entering a sale.
Advanced options
If the Print preview option is sent, all reports will be previewed first. Otherwise, they will be automatically sent to the printer.
The Use inventory tracking option when set will turn on inventory tracking. See also: Inventory tracking
The Enable security option when set forces employees to login as an Administrator before they can access the administrative features of the software. See also: Security overview
Note that when security is enabled for the first time the Administrator uses the default password of "magic". You should change this password if you want to prevent every user from being able to view and edit other user's data. Write down your new password and store it in a secure location such as a safe.
The IP address option is for entering the IP address of the POS server computer. This setting is used only when sharing data between multiple stores. See also: Sharing data with multiple stores
The Drawer Open Code is the code sequence used to open a parallel cash drawer. The code sequence is a series of decimal numbers separated by commas. The printer codes can be found in your printer manual. For example, the code for the Epson (RJ-11) would be 27,112,0,25, 250.
The Drawer Port is the port to which the cash drawer is connected. The LPT1 (the printer port) port is the most common use.
Using CyberMatrix Point of Sale
When the point of sale program is started, the following screen will appear:
Making a quick sale
Entering a work order
Viewing work in progress
Picking up a work order
Issuing a refund
Performing the cash count
End of day functions
End of week report
Entering employee hours worked
Using the employee time clock
Administrative functions
Inventory tracking
Reports
Sharing data with multiple stores
Security overview
Making a quick sale
See also: Picking up a work order
A quick sale is simply a sale in which a customer comes in pays for an item and takes it with them when they leave. Non quick sales will involve a customer bringing in an item and picking it up later. Some businesses, like convenience stores will only do quick sales.
To do a quick sale click the Quick Sale button on the main screen. The following screen will pop up:
The invoice number (or receipt number) will be shown in the top left corner. The first two digits will represent the current year and the second two digits will represent the current month. The last six digits will simply be a running counter of the number of sales in the current month. The UPC code can be scanned or typed into the Item column. Pressing the tab key will move to the Quantity field that can be changed for entering multiple items. Pressing tab again will move you back to the Item field in which another item can be entered.
If you have set a code for open PLUs you can also enter that code in the first column. Pressing the tab key will move to the Desciption field where you can enter a note regarding the item. After entering the quantity you should also enter a price for the open PLU.
When all the items have been entered, discount and coupon information can be entered if applicable. A payment method must be chosen by clicking the appropriate method in the Payment method radio box in the lower right. For cash sales, the cash tendered and change fields will be enabled. The cash the customer gives is entered into the cash tendered field and on tabbing out of this field the change is calculated in the change field. To void the sale, press the cancel button on the toolbar (the button with the red x). To complete the sale, press the printer button on the toolbar to print the receipt. To start a new sale press the new sale button (the button with the yellow +).
Entering a work order
To enter a work order press the Work order button on the main screen. The following screen will appear:
To start a new work order you must first enter the customer's telephone number. The telephone number should contain numbers only, no spaces or dashes. On tabbing out of the Telephone field if the number entered is not in the customer database the cursor will be placed on the Last name field. Enter the name, gender, pickup day and time if required. If the telephone number is already in the database on tabbing out the Customer pull-down list will open allowing you to choose a name from the list. After selecting a name it will be shown in the First and Last name fields.
Items can be entered by typing the product ID numbers or by scanning in the UPC code. Pressing the tab key will move to the Quantity field that can be changed for entering multiple items. Pressing tab again will move you back to the Item field in which another item can be entered.
If you have set a code for open PLUs you can also enter that code in the first column. Pressing the tab key will move to the Desciption field where you can enter a note regarding the item. After entering the quantity you should also enter a price for the open PLU.
To void the work order, press the cancel button on the toolbar (the button with the red x). To save the work order, press the printer button on the toolbar to print out the work order. To start a new work order, press the new work order button (the button with the yellow +). To see the previous sales history of the current customer press the customer history button (the button with the curved green arrow on it).
See also: Customer history
Viewing work in progress
To view work orders that are currently being worked on, press the Work In Progress button on the main screen. The following screen will appear:
If you open the Work In Progress screen from the Pick Up screen, you can double click a work order to place it in the Work Order field of the Pick Up screen.
Customer history
The customer history screen allows you to view the previous sales history of a customer. To see a customer's sales history press the customer history button on the Work order screen (the button with the curved green arrow on it). The following screen will appear:
The current customer's details will be shown. In the grid in the middle of the screen all the customers previous sales will be shown. Other customers can be shown by entering their last name in the Last name field or by entering their phone number in the Telephone field.
Picking up a work order
To process a completed work order press the Pick Up button on the main screen. The following screen will appear:
Enter the invoice number in the Invoice field in the top left corner. If the invoice number is a valid one the details will be shown in the detail section. You can also populate the Invoice field by using the Work In Progress feature. To bring up the Work In Progress feature, choose Sale | Work in progress from the menu. Locate the invoice you want and double click it to place it in the Pick Up screen Invoice field.
Any additional products can be entered at this time as well. The UPC code can be scanned or typed into the Item column. Pressing the tab key will move to the Quantity field that can be changed for entering multiple items. Pressing tab again will move you back to the Item field in which another item can be entered.
If you have set a code for open PLUs you can also enter that code in the first column. Pressing the tab key will move to the Desciption field where you can enter a note regarding the item. After entering the quantity you should also enter a price for the open PLU.
When all the items have been entered discount and coupon information can be entered if applicable. A payment method must be chosen by clicking the appropriate method in the Payment method radio box in the lower right. For cash sales the cash tendered and change fields will be enabled. The cash the customer gives is entered into the cash tendered field and on tabbing out of this field, the change is calculated in the change field. To void the sale, press the cancel button on the toolbar (the button with the red x). To complete the sale, press the printer button on the toolbar to print the receipt. To start a new pick up, press the new sale button (the button with the yellow +).
Issuing a refund
To issue a refund press the Refund button on the main screen. The following screen will appear:
Enter the invoice number choose your name from the Employee pull-down list and enter the reason for the refund. To void the refund, press the cancel button on the toolbar (the button with the red x). To complete the refund press the printer button on the toolbar to print the refund receipt. To start a new refund press the new refund button (the button with the yellow +).
Performing the cash count
At the end of the day, a cash count is done to tally up all the cash in the cash register. The total from the cash count will be used when performing the End of Day function. To perform the cash count press Cash count from the main screen. The following screen will appear:
The column on the left is for entering the number of bills and coins on hand. The column on the right is for entering the number of coin rolls on hand. To clear the cash count and start again press the clear fields button (the button with the picture of an eraser on the toolbar). To save the cash count press the save button (the button with the picture of a floppy disk).
End of day functions
The End of day screen is used to balance up the monies in the till with the cash count and the credit card terminal numbers.
Before performing the end of day functions, the cash count should be completed. To perform end of day functions press the End of day button on the main screen. The following screen will appear:
To use this screen you need to manually count the credit card and debit card totals for the day and enter them in the appropriate fields. To save the end of day totals press the save button (the button with the picture of a floppy disk).
End of week report
The end of week report shows the sales totals, number of customers and number of items sold during the last week. To perform the end of week report press the End of week button on the main screen. The following screen will appear:
To print the end of day report press the print button (the button with the picture of a printer).
Entering employee hours worked
The hours your employees work can be recorded with the point of sale program. To bring up the hours worked screen press the Hours Worked button on the main screen. The following screen will pop up:
All the employee names will appear in the first column. Enter the hours each person has worked in the column under the appropriate day. To save the hour totals press the save button (the button with the picture of a floppy disk).
Using the employee time clock
The attendance of your employees work can be recorded with the point of sale program. To bring up the in/out time clock screen press the Punch In/Out button on the main screen. The following screen will pop up:
All the employee names will appear in the pull-down lost at the top. Click the In button to punch in at the current time. Click the Out button to punch out at the current time. Time can alose be typed in manually.
Administrative functions
The point of sale system contains two screens used to administer the program: the configuration screen and the data manager screen. The configuration screen is used to set program options. The data manager screen is used to administer the data used in the program.
Setting program options
Administering your data
Inventory tracking
CyberMatrix Point of Sale comes with powerful inventory tracking features. The amount of stock you have on hand will be stored in the Inventory table. When a sale is made the items will be deducted from the Inventory in a First In First Out (FIFO) manner. That is, suppose you had two boxes of Product A in your storeroom. The first box was received six months ago and the second box was received last month. When a sale is made for Product A, it will be deducted from the first box. For refunds, the item will be placed back into the last shipment received for that product. Each product can be assigned minimum and maximum quantities to keep on hand. At the end of day or any other time the inventory report can be run to show which products require reordering and the quantities needed to maintain inventory.
When you click the inventory button on the main control panel, the following screen will appear:
Entering Inventory
To enter inventory records simply fill out the fields and press the Save button. Press the new button to clear out all the fields.
Searching Your Inventory
To search the inventory, enter any combination of Store ID, Product ID or Supplier ID and press the Search button. You will be switched to the search results tab like this one:
Double click on the appropriate row to see it in the Inventory Entry tab. Here you can make any changes and save the results.
Reports
See also: Custom Reporting
Press the Reports button on the main control panel the Reporting Screen will appear. The reporting screen consists of several reports organized into a tree structure. To run a report first open the appropriate category by double clicking the category name or by clicking the + icon to the left of the category name. Click on the report you wish and then choose either the Print Preview or Print button. The Print Preview button will show you how the report will look before you send it to the printer.
Date Filter
To filter a report on a range of dates simply select that date range in the Filters section to the right of the reporting screen. For example, suppose you wanted to see a report for the entire month of January. To do this enter Jan 1 in the From date field and enter Jan 31 in the To date field.
Custom Reporting
CyberMatrix Point Of Sale comes with a powerful report designer feature. With the report designer, you can create your own unique time reports or edit existing ones.
Editing an Existing Report
The easiest way to create a new report is to edit an existing one. CyberMatrix Point Of Sale comes with several pre-built reports. To edit one of these select Custom Reports | Edit from the Report Selector menu. A file select dialog will pop up allowing you to choose a report. After selecting a report, the report designer will appear. In the report designer you can add graphics and text to the report or even move fields around or add new ones. See the report designer help file for more details.
Creating Reports
There are several steps to create your own reports.
First create the report:
Start the report designer by selecting Custom Reports | New from the Report Selector menu.
Now create the SQL variable:
From the menu choose File | Data dictionary.
Click on the New Category button (the button with a glinting yellow folder icon). This will create a new category.
Name the category something like ReportVariables.
Click the New Variable button (the button with the three glinting shapes).
Call the new variable SQL.
Click on the Expression check box so that it is now checked.
Underneath the Expression check box enter your SQL query. For example: SELECT * FROM EmployeeTime.
Click OK to save the new variable.
Note that the existing template.frf report has this step completed for you already.
Now add fields to the report:
Click on the "Insert DB fields" icon on the top toolbar (or choose Tools | Insert DB fields from the main menu).
In the Insert fields dialog box choose the DM.qryReports dataset from the "Available Tables" pull-down list.
Select the fields of the query you want to see on your report. Select multiple fields by holding down the Ctrl key. If the fields you want are not listed, you will have to add them manually later.
Press OK.
Your report should now work. Save the report. Press the Close button to return to the Reporting Screen. Choose Custom Reports | Preview Report from the menu. Select your new report and press OK to see what your report will look like when printed.
Note that choosing File | Preview from the report designer menu may not work depending on what fields you've added to the report. To get the report to preview correctly from the report designer you will need to save the report (if you haven't already), close the report designer and the preview the report from the report selector screen. This will update the query to use the SQL the report is based on.
Additional Help
See the Fruser.hlp help file for more details on report design.
Sharing data with multiple stores
For retail store chains, a server application can be setup to allow data sharing and synchronization between the different stores.
Setting up the server and clients
To setup data sharing in this way you first need to designate a machine to act as the server. The server machine will store all the common data as well as data from each of your stores. To setup the server simply install the Cybermatrix POS server application and then run it. When you run the server application, it will minimize to the task bar. Click on it to restore it. It will look something like this:
Just like in the client POS software, the server software allows you to change settings and access the Data Manager for the shared server data. Choose View | Configuration from the menu to bring up the configuration screen. In the IP address field enter the Internet IP address of the server machine. This IP address should also be entered in a similar way on all your client machines. It is vital that the IP address is the correct one as the clients will not be able to connect to the server if the IP address is invalid.
The IP Address will be stored in the CPOS.Ini file. The client gets the IP Address from the CPOS.Ini file. If the client can't read a valid IP Address, it will not be able to communicate with the server. The client CPOS.Ini file will be stored in the user Application Data\CyberMatrix folder. E.g. C:\Documents and Settings\Administrator\Application Data\CyberMatrix\CPOS.Ini.
The server application must be running at all times. If the server application is not running, your stores will not be able to synchronize data with the server.
If you are using a router, you may need to know the Port number this software uses. The Port number is 9000.
Synchronizing data
Synchronizing the data is simple. Your stores can synchronize their data by selecting the Synchronize with server item from the Records menu in the Data Manager. This will push all the store-specific data onto the server and pull all common data onto the store machine. Make the synchronization part of the stores routine by running it every end of day or end of week.
Security overview
By default, there is no security in place for Point Of Sale. This means that in a multi-user environment, any user will be able to access raw data and change configuration settings. To prevent this you can implement the security option (see the Advanced options screen). When security has been enabled, users must login to the system as administrator before they can access the administrative features of this software.
The default password for all security levels is "magic". To ensure you have a secure system change the passwords immediately. Write down the new passwords and store them in a secure location such as the company safe.
You can change passwords by choosing POS | Change Password from the main screen menu.
When security is enabled, a login dialog box will pop up when you try to access any of the administrative features:
To login as administrator type "Administrator" in the LoginID field and "magic" in the password field. Note that login IDs and passwords are case-sensitive. They must be entered exactly as they appear in the Security table.
Assigning Security Levels to Users
Security levels can be assigned to users by editing the Security table using the Data Manager. To make a user an Administrator simply enter an uppercase A in the level field for that user. To make a person a Superuser enter an S.
Frequently Asked Questions
Questions for users new to computers and the Internet
Questions about CyberMatrix Software
Database/Multi-user questions
Questions about Point of Sale
Questions about Point of Sale
Q. When I Start Point of Sale the following error message comes up:
DBISAM Engine Error #9217 Error reading From Data File C:\Program Files\Point of Sale\data\Employees.dat
A. This is a corruption error. Point of Sale uses a local database to store its data. Corruption can happen in any local database when a system is shut down abnormally. You should never shut down or restart a Windows machine without doing a proper Windows shutdown first (i.e., choosing Shut Down from the Start menu.) To repair the table, select the corrupted table, in this case the Time History table, in the Data Manager screen and then choose File | Repair table.
DBSys
If you are unable to open the application to do a repair you can get the DBSys utility. DBSys is a utility from Elevate Software, the makers of the database engine used in Point of Sale. Use this program to repair the affected table.
Last Resort
If after trying all these solutions you still have problems, you can zip up the files and e-mail them to UNCONVERTED WINHELP MACRO:! ExecProgram("support@cybermatrix.com",)CyberMatrix support.
Q. I have setup Point of Sale on an NT 4.0 station. When only one person access the program, everything is fine. When other machines use Point of Sale, everything slows to a crawl. What's going on?
A. This is an NT4 issue, and most likely related to opportunistic locking settings and the SP level. Due to bugs in early versions of NT4 a lot of servers had opportunistic locks turned off, but since this has been fixed they haven't turned them back on. The other thing that can cause slowdown problems is using NetBeui in conjunction with TCP/IP. It is recommended that you get an NT server administrator to look at the server and make sure that it's configured properly.
Purchase Information
You may freely evaluate the trial version Point of Sale without any cost for a period of 30 days. If you wish to continue using the program after 30 days, you must purchase it from CyberMatrix. If you do not wish to purchase the program after 30 days, you must uninstall it from your computer.
After 30 non-consecutive days from the time of installation, the software will cease functioning.
Non-profit Discount
Not for profit agencies are entitled to a 10% discount when software is purchased directly from CyberMatrix.
There are several ways to purchase Point of Sale:
All CyberMatrix software can be purchased directly from CyberMatrix by secure web form, fax, phone, funds transfer, purchase order or by regular postal (snail) mail. Note that all prices are in U.S. dollars.
Fax
For fax orders click here to fill out the order form and fax to 1-866-425-2670.
Internet Secure Server
The full commercial version of this program can be purchased immediately on the Internet by credit card via an Internet secure link. Please go to:
http://www.cybermatrix.com/
Phone
For phone orders using a Visa or American Express credit card you may call CyberMatrix directly at (250)503-1009.
Toll Free
For phone orders by Visa, MasterCard, Discover or American Express credit cards, call toll free in Canada and the U.S.: 1-888-664-0383.
Funds Transfer
Funds may be transferred directly from your bank account to ours. Contact us for account information. There is an additional $10 charge for orders under $300 when using this option.
Snail Mail
You can also purchase Point of Sale by printing and filling out the order form and sending it by regular postal mail.
Purchase Order
Companies and government agencies may purchase this software by way of purchase orders. Standard credit references are required before PO's may be processed. This information may be faxed to 1-866-425-2670.
After Purchasing
After you have purchased Point of Sale, you will receive from CyberMatrix the full commercial version of Point of Sale and instructions on registering the software. The commercial version can be sent out on disk for an extra fee or downloaded from the Internet for free.
If you have chosen not to receive the software on disk, when your order and payment has been received you will promptly be e-mailed a registration key. It is therefore important to include a valid e-mail address when you place your order. Instructions will be provided on how to use the registration key with the program.
Upgrade Information
All registered users of Point of Sale are guaranteed all future product revisions, both major and minor will be provided free of charge for a minimum of three months after the date of purchase.
Any major revisions after three months may accompany an upgrade fee that will be not more than 50% of the suggested retail price for said revision.
All upgrades will be made available for electronic download.
See also: Order Form, Multi-User Licenses
Multi-user Licenses
The following rates apply to multiple license purchases of Point of Sale:
[All prices in US dollars.]
Point of Sale
server license $1000
single seat license $300
10 seats $2500 or $250 / seat
25 seats $5000 or $200 / seat
50 seats $7500 or $150 / seat
100 seats $10,000 or $100 / seat
500 seats $37,500 or $75 / seat
1000 seats $50,000 or $50 / seat
Examples:
3 seat license: 3 X $300= $900
37 seat license: $7500 + $2500 + (2 X $300) = $10,600
See also: Order Form, Purchasing Point of Sale
Order Form
Remit To:
P.O. Box 76081
240 70 Shawville Blvd SW
Calgary, AB T2Y 2Z0
Fax: 1-866-425-2670
Name: _________________________________________
Company: _________________________________________
Address: _________________________________________
_________________________________________
_________________________________________
Ship To: _________________________________________
_________________________________________
_________________________________________
(For credit card orders, the name and address must be exactly the same as they appear on your credit card and statement.)
Phone: _________________________________________
E-mail: _________________________________________
[All prices in U.S. Dollars.]
CyberMatrix Point of Sale
server license $1000
single seat license $300
10 seats $2500 or $250 / seat
25 seats $5000 or $200 / seat
50 seats $7500 or $150 / seat
100 seats $10,000 or $100 / seat
500 seats $37,500 or $75 / seat
1000 seats $50,000 or $50 / seat
___________ single seat license $300
___________ server license $1000
___________ 10 seats $2500
___________ 25 seats $5000
___________ 50 seats $7500
___________ 100 seats $10,000
___________ 500 seats $37,500
___________ 1000 seats $50,000
___________ SubTotal
___________ Internet download - FREE (Make sure to include e-mail address.)
___________ Send program on CD by postal mail - $5
___________ Send program on CD by registered mail - $10
___________ Send program on CD by courier - $25 ($50 outside North America)
___________ Total
Payment method
[ ] Check
[ ] Money Order
[ ] Visa - Credit Card Number: ________________________________ Expire Date: ___________
[ ] MC - Credit Card Number: ________________________________ Expire Date: ___________
[ ] Discover - Credit Card Number: ________________________________ Expire Date: ___________
[ ] Amex - Card #: ________________________________ CID #:___________ Expire Date:___________
[ ] Purchase Order: ______________________
(For P.O.'s please fax your standard credit references form to 1-866-425-2670.)
Where did you hear about CyberMatrix Point of Sale:
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