CyberMatrix Point of Sale Help

Contents

About CyberMatrix Point of Sale
Installing CyberMatrix Point Of Sale
Getting started
Understanding point of sale data
Setting program options
Using CyberMatrix Point of Sale
Frequently Asked Questions
Multi Language Support
Purchase Information

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, cash tray, pole display and credit card swipe are optional.

CPOS can be used by businesses that sell goods, services or a combination of the two.

Getting started

Click on each link below to learn how use the point of sale software.

Installing CyberMatrix Point Of Sale

Understanding point of sale data
Setting up your data
Setting program options
Using CyberMatrix Point of Sale
Frequently Asked Questions

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. You can 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 these fields:

EmployeeID - unique 15 character string
Name - 20 character string
Commission - float

Inventory Types

The Inventory Types table lists 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. Note that it is important that the InventoryType 0 should always denote the on the actual hand quantity. This is the type used when subtracting from and adding to inventory.

Messaging

The Messaging table keeps track of all the recurring text messages to send to your customers. This table consists of these fields:

CustID - integer
StartDate - Date
DaysBefore - unsigned integer
Frequency - unsigned integer
MessageType - unsigned integer
LastSent - timestamp

The CustID field links to the CustID field in the Customers table. The StartDate field indicates on what date when the first message is sent out. The DaysBefore field indicates how many days before the expire date the text message should be sent. The frequency field can have a value from 0 to 6. Here are what the frequency values denote:
0 - daily
1- weekly
2 - bi-weekly
3 - monthly
4 - bi-monthly
5 - quarterly
6 - yearly

The MessageType indicates which type of message to send The MessageType field links to the MessageType field in the Messages table.

Messages

The Messages table list all the different types of text messages that can be sent. This table consists of these fields:

MessageType - unique unsigned integer
Message - 250 character string

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
Picture - graphic

The payment types are shown with the smallest ID at the top and the largest at the bottom. The payment ID value 9999 is reserved for layaways.

Note that on the Sales screen the Cash Tendered and Change fields become active when an item called Cash is selected. The Check # field becomes active when a field called Check or Cheque is selected.

The Picture field is used to store a graphic that is used on the Touch Sale payment screen.

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
StoreID - 10 character string
UnitOfMeasure - 4 character string
UnitOfOrder - unsigned integer
PurchasePrice - currency
SellingPrice - currency
UnitOfSelling - unsigned integer
SupplierID - 10 character string
MaximumInStock - integer
MinimumInStock - integer
Inventory - boolean
EnvHandling - boolean
Active - boolean
TaxExempt - boolean
StateTaxExempt - 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 StoreID field links to the StoreID field of the Stores table. Only products that have the same StoreID as entered in the Options screen will be available in the sales screens. 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 Inventory field indicates whether the product is classified as inventory as opposed to a labor charge for example. 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. The TaxExempt field indicates whether the product should be taxed or not.

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

Text Providers

The TextProviders table holds the details of all possible companies that provide text services for your customers. This table consists of these fields:

TextProviderID - unique 15 character string
TextProviderName - 15 character string
TextDomain - 30 character string

The TextDomain field consists of the part of the email after the @ sign the text provider used to send texts by email.

Touch Sale Products

The TouchSaleProducts table holds the details of all your touch sale products. This table consists of these fields:

ProductID - unique 15 character string
Caption - 20 character string
Picture - graphic
Group - 10 character string
Position - unsigned integer
Active - boolean

The ProductID field links to the ProductID field of the Products table. The caption field indicates what is seen on the button of the touch sale screen. The Picture field is used to store a graphic that is used on the Touch Sale screen. The group field is used to classify which touch sale group the product belongs to. Entries without a group entered are considered to be the actual groups themselves. The Position field can be used to place the products in a particular sort order. The Active field is unchecked (or False) if the product has been discontinued.

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:

StoreID - 10 character string
RegisterID - 10 character string
CountDate - date
X100 - integer
X50 - integer
X20 - integer
X10 - integer
X5 - integer
X2 - integer
X1 - integer
X25c - integer
X20c - integer
X10c - integer
X5c - integer
X2c - integer
X1c - integer
Roll2 - integer
Roll1 - integer
Roll25c - integer
Roll20c - integer
Roll10c - integer
Roll5c - integer
Roll2c - integer
Roll1c - integer
CashCount - currency

The StoreID field links to the StoreID field of the Stores table. The RegisterID field indicates for which register the cash count is for. 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. Some countries have 20 cent and 2 cent coins. 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
TextProviderID - integer
EMail - 25 character string
Gender - integer
Notes - 250 character string
Discount - float
Modified - boolean
Deleted - boolean

The Discount field stores the default discount rate for each customer. The TextProviderID field links to the TextProviderID in the TextProviders table.

Employee Hours

The Employee Hours table stores all the hours your employees have worked. This table consists of the following fields:

EmployeeID - 15 character string
WorkDate - date
Hours - float

The EmployeeID field links to the EmployeeID field in the Employee table.

Employee Time

The Employee Time table stores all the times your employees have punched in and out. This table consists of the following fields:

EmployeeID - 15 character string
StartTime - timestamp
EndTime - timestamp

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
Check - 10 character string
Visa - currency
MC - currency
Amex - currency
Debit - currency
Disc - currency
Diners - currency
Cash - currency

Expenses

The Expenses table keeps track of all the day to day business expenses of your operation. This table consists of the following fields:

ExpenseID - Unique auto increment
ExpenseName - 20 character string
ExpenseType - 10 character string
ExpenseDate - date
Amount - currency

The ExpenseDate field is optional. If no ExpenseDate is entered the expense will be assumed to be a recurring monthly expense.

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.

Layaway Payments

The LayawayPayments table stores all layaway transactions. This table consists of the following fields:

Invoice - 10 character string
PaymentDate - date
Amount - currency
PaymentType - unsigned integer
CheckNo - 10 character string

The Invoice field links to the Invoice field in the Sales table.

Open Sale Items

The OpenSaleItems table stores all open sale item transactions. This table consists of the following fields:

StoreID - 10 character string
Invoice - 10 character string
Quantity - integer
Refunded - integer
Description - 250 character string
SellingPrice - currency

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.

Paid Outs

The PaidOuts table stores details of all cash pay out transactions. This table consists of the following fields:

DateTime - timestamp
Amount - currency
Description - 10 character string
EmployeeID - 15 character string
CustID - integer
PaymentType - unsigned integer

The EmployeeID field links to the EmployeeID field in the Employee table. The CustID field links to the CustID field in the Customers 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 - 15 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
SerialNumber - 25 character string
Quantity - integer
Refunded - integer
SellingPrice - currency

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. The SellingPrice is used for price overrides of individual sale items.

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
CheckNo - 10 character string
ReferenceID - 8 character string

WorkInProgress - boolean
PrePaid - boolean
Printed - boolean
AddTo - boolean
WorkType - 10 character string 10
WorkDesc - 20 character string
DayOfWeek - integer
TimeRequired - time
Notes - 250 character string
EmployeeID - 15 character string
Premium - boolean
EnvHandling - boolean
Modified - boolean
Deleted - boolean
File - 250 character string

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. Contrary to its name, the NetSale field indicates the amount of the sale before tax and any discounts are applied. The ReferenceID and AuthCode fields are only used for credit card processing. The DayOfWeek field indicated the day of week to item is to be picked up: 0 is Sunday and 6 is Saturday. The EmployeeID field links to the EmployeeID field in the Employee table. The File field stores the path to a file attached to a work order.

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
Importing and Exporting Data in CSV Format

Getting to know the Data Manager

To view the Data Manager click the Data Manager button on the Administration screen. The following screen should appear:

Note that the Data Manager is a special screen that can be kept running in the background while you use other screens. This is useful for example if you are entering product data in between sales.

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 "2010-03-09" And "2010-03-04"
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. There is also some documentation on the supported SQL calls in the database engine manual. To read this manual choose Help | DB Engine Manual from the Data Manager menu.

Execute SQL File
Allows you to choose an existing SQL file and execute that query.

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:

ElevateDB Error #601 The table Sales is corrupt (Invalid index page number specified for retrieval from cache)

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 which 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.
Cut Record - Copies the selected record into the Windows clipboard for pasting later and then deletes the record.
Copy Record - Copies the selected record into the Windows clipboard for pasting later.
Paste Record - Pastes the record contained in the Windows clipboard into a new record.
Backup Data - Makes a time-stamped backup file of all tables. (not available in client/server mode)
Restore Data - Replaces your existing data with the tables from a previous data backup. (not available in client/server mode)

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 fourth 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 the Point of Sale software 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.

Note that when running in client/server mode you only have to worry about the server machine shutting down improperly. In client/server mode the client software does not access any of the data files directly.

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.

Importing and Exporting Data in CSV Format

Importing Data

CyberMatrix Point Of Sale can import data in the form of comma-separated CSV files. If you have existing data from another application, this data can be imported into CyberMatrix Point Of Sale 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. That is, if you look at a table in the detail view of the Data Manager you will notice the order of the fields in the table. This is the same order that your CSV file must be in. Most spreadsheet programs like Microsoft Excel allow you to easily load in CSV file and move columns around.

See the section Understanding point of sale data for more details on field types and sizes.

To import a CSV file choose File | Import From CSV from the Data Manager menu. A wizard will guide you through importing the CSV file.

Note that when running the wizard, your import time format string must be exactly the same as what is in the CSV file. Most people leave in the .zzz in the import format string when their CSV data does not have microseconds. The import is not smart enough to determine what date/time formats you are using. You have to tell it. If the first row of your CSV file contains the field names, the field names in the header must exactly match the field names in the table you are importing into. Any boolean fields must contain True or False. They cannot be Null or empty.

Exporting Data

Data can also be exported in CSV file format from CyberMatrix Point Of Sale. This data can be imported into other applications that can handle CSV imports.

To export a CSV file first select the table to export from the Data Manager. Then choose File | Export To CSV from the menu. A file select dialog will allow you to select the CSV file to export.

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 Options button of the Administration screen. The configuration screen consists of seven tabs.

The General tab
The Sales tab
The Store tab
The E-Mail tab
The Reporting tab
The Hardware tab
The Advanced tab
The Merchant 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

General Options

Show Tips on Start Up
If this option is checked helpful tips will be seen when the software first runs.

Font
Indicates the font used through out the software. Languages using special characters (Unicode) should change the font to one that supports these characters.

Register ID
This value is a unique ID for the machine's register. If you must do cash counts for several different registers, each workstation must enter their own unique register ID in this field.

Data Location
This is the path where the POS data files reside.

Background Image Location
This is the path to a bitmap file that will be used as the background image for the main screen.

Sales Options

Tax Rate
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.

State Tax Rate
The State Tax rate field is an additional rate for state or provincial tax on goods and services sold. This field is in decimal format. That is, 7% would be entered as 0.07.

Float
The Float is the amount of cash with which the store will start the day.

Precision
The Precision field is used to determine how many decimal places to use when displaying costs. For example, a Precision of 2 would display $4.56.

Open PLU Code
The Open PLU Code indicates the code number used for open PLU's.

User Serial Numbers
If checked a serial number field will be seen on the sale screens. This field can be clicked on to bring up a dialog where a serial number can be entered for the current item.

Hide Print Dialog
If checked, sales reports will no longer show a print dialog on printing.

Traffic Light on Main Screen
If checked a traffic light showing how sales compare with expenses for the current day.

Text After Receipt
If checked a text will be sent to the customer's cell phone number after printing a sales receipt. The text message to be sent can be entered in the memo field below.

Store Options

Store 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 Store location field can accommodate multiple lines to include state and postal code as well as a phone number.

Note that if you enter a Store ID then only products that have the same StoreID as entered in the Options screen will be available in the sales screens. Entering other products will result in a "There is no product ID or PLU number" message.

E-Mail options

This is what the E-mail configuration tab looks like.

SMTP Server Options

Use MAPI to Send E-Mails
If checked all e-mail will be sent using your default MAPI compliant mail program.

Use Password Authentication
Check this box if your mail server requires password notification before sending mail.

Authentication Login ID
Enter your SMTP authentication loginID here.

Authentication Password
Enter your SMTP authentication password here.

SMTP Mail Host
This is the SMTP mail host used on your network. Usually it is mail, but enter whatever you enter for configuring other mail programs. If this option is not entered correctly, the e-mail features will not work.

SMTP Port
This is the SMTP port used to send email on your network. Usually it is 25 but you can enter another port number to get around port 25 blocking.

Default From E-Mail Address
The e-mail address here will show by default in the from field of any e-mails sent to clients or others.

End Of Week Address
The e-mail address here will be sent the End Of Week Report by email when it is printed.

You can test that the email setting are correct by pressing the Test Email button. This will allow you to enter an email address to send a test email.

Note that this software does not support servers like GMail, that use TLS SSH encryption.

Reporting Options

This is what the E-mail configuration tab looks like.

Print Preview
If the Print preview option is sent, all reports will be previewed first. Otherwise, they will be automatically sent to the printer.

Reports Location
This value indicates the path where the reports folder is located. To change the path, click on the open folder icon to the right and select a new path. Ordinarily, the Report Location field will be blank. When the Report Location field is blank, the report location will default to the Reports folder off the data folder.

Automatic Reporting Options

Time To Send
The time the report will be automatically emailed. Note that the software must be running to automatically send emails.

Report Location
This is the path to the report file that will be automatically sent. Leave blank to not send a report.

EMail Addresses
The e-mail addresses where the report will be emailed to. Multiple emails must be separated with commas. Leave blank to not send a report.

Hardware options

This is what the Hardware configuration tab looks like.

Customer Display Options

Use customer display
If checked sale information will be sent to an additional attached display for the customer's viewing.

Display Port
The Display Port is the port to which the customer display (pole display) is connected.

Position Top/Left Code
The Position Top/Left Code is the code sequence used to position the write position of the display to the top/left or home position. The code sequence is a series of hexadecimal numbers, decimal numbers or ASCII characters separated by spaces. The position top/left codes can be found in your printer manual. For example, the position top/left code for the IBM SurePOS 500 is ESC 1B 5B 48 27.

Display Rows
The Display Rows is the number of rows which the customer display can display.

Display Columns
The Display Columns is the number of columns which the customer display can display.

End of Line Code
The End of Line Code is the code sequence used to position the write position of the display to the first column of the next line. The code sequence is a series of hexadecimal numbers, decimal numbers or ASCII characters separated by spaces. The End of Line codes can be found in your printer manual. For example, the end of line code for the IBM SurePOS 500 is 0A.

Cash Drawer Options

Drawer Open Code
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.

Advanced options

This is what the Advanced options configuration tab looks like.

Use Inventory Tracking
The Use inventory tracking option when set will turn on inventory tracking. See also: Inventory tracking

Enable Security
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. It is important to write down your new password and store it in a secure location such as the company safe.

Force Employee Log in for all Sales Transactions
When set this option will force the operator to login prior to entering sale transactions including work orders and refunds.

Force Employee Sign in for all Sales Transactions
This option when set will force the operator to enter their employee code prior to entering sale transactions including work orders and refunds.

Network Options

The Network options are used to set the IP address used by the POS server application. To set the IP address, merely enter the IP address of the machine on which the server is running, into the IP Address field.

It is very important to set the correct IP address. If the wrong IP address is used, the client applications will not be able to connect to the server.

Connect With Server
If checked the software will function as a client/server application. Before checking this make sure the server software has been installed and started.

IP Address
This is the IP address of the back end server connects at.

Server Port
This is the port number the back end server connects at. Leave it at 0 or 12010 to connect at the database server's default connection port.

Merchant Options

The Merchant options tab is used for those merchants wishing to use the MerchantWARE� payment system. This is what the Merchant options configuration tab looks like. If you would like to use credit card processing with CyberMatrix Point of Sale please contact us so we can set you up with MerchantWARE�.

Name/DBA
Your company name.

SiteID
Your MerchantWARE site ID.

Key
Your MerchantWARE key.

If you are not using the MerchantWARE� payment system be sure keep all these fields blank.

Using CyberMatrix Point of Sale

Getting to know the main screen
Making a touch sale
Making a quick sale
Making a customer sale
Layaways
Entering a work order
Viewing work in progress
Picking up a work order
Issuing a refund
Issuing a paid out
Voiding a Sale
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
Text Messaging
Tracking Expenses
Multi-language support

Getting to know the main screen

When the point of sale program is started, the following screen will appear:

The main form is a control panel for the point of sale application. The main form consists of two parts: a menu and a set of visual controls.

Menu

Below you will find an explanation of all the menu items.

File

Open registration key file
This item is only seen in the non-trial software. Choosing this menu item allows you to import a registration key file to properly register the software.

Language
If you have created other language files, these language files will show up as sub-items of the Language menu. Selecting a new language will cause Employee Project Clock to translate its program text to that language. See also: Multi-language support

Exit
Closes the program.

POS

This sections lists all the main POS functions as well and the login functions.

Login
Allows you to login to the system. See also: security.

Logout
Allows you to logout.

The Login and Logout menu items are only seen when security has been enabled.

Change Password
Brings up the change password dialog that allows you to change your login password.

Tools

Reports
Brings up the Time Reporting screen where several different reports may be viewed. See also: Printing Reports.

Data Manager
Brings up the Data Manager screen. The Data Manager is used to administer the data used in Project Clock. See also: Getting to know the Data Manager.

Options
Brings up the Options screen where the different configuration options may be set. See also: Setting configuration options.

Sync with Windows Mobile
Transfers data between CyberMatrix Point Of Sale and the Windows Mobile edition of CyberMatrix Point Of Sale CE. This function will only work if you have a PocketPC or Windows Mobile device connected to your machine. The synchronization process moves all your sale records from Point Of Sale CE into Point Of Sale for Windows. The sale records on Point Of Sale CE are then deleted. Finally, the Product list on Point Of Sale CE is replaced by those on Point Of Sale for Windows. Note that users will need file create privileges on the data folder. Also note that all software must be installed in the default folders or the sync process will not work. Point Of Sale CE must be installed in \Program Files\CPOS\ and the NSBasic runtime must be installed in \Program Files\nsbasic\. Firewalls can prevent proper syncing. If you have connection problems ensure this application has an exception in your firewall.

Making a touch sale

See also: Making a quick sale, Picking up a work order, Making a customer sale.

A touch sale is a sale entered using only a touch screen.

To do a touch sale click the Touch Sale button on the main screen. The following screen will pop up:

If touch sale groups have been entered, the first step is to touch the group desired. The Next and Previous buttons allow you to navigate through all the group pages. After clicking a group all item in that group will be listed. Touch the item desired. At this point you can touch a number to indicate how many of the item is being purchased. Now touch any other items. To change the quantity of an item touch the Quantity field of that item in the item list. Touch the Backspace key to delete and the number keys to change the number. Entire line items can be removed by touching the Description field of the line item and pressing the Backspace button.

Sale items can also be entered by manually entering PLU and bar code numbers. To enter a sale item by code touch the Enter Code button. The Enter Code button caption will change to the text Save Code. Now you can tough the number keys to enter the code and then press the Save Code button to add the item. Note that if you have set the Store ID setting but have not assigned Store IDs to products, no products will be available.

After entering items touch the Pay Now button to finalize the sale. At this point the item buttons will change to payment options. Touch the payment option to use. If the Cash option is touched you must touch the Cash Tendered field and enter the amount of cash given by touching the number keys. Then press the pay Now button again to print the receipt and complete the sale.

If you need to enter additional items before the receipt is printed you can press the Home button.

Making a quick sale

See also: Making a touch sale, Picking up a work order, Making a customer sale.

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. Many 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 use PLU codes they can be entered into the Item column as well. The Product ID can also be typed in. Note that you can't just type a few letters, you must type the entire product ID, PLU or bar code. If the price and description do not appear this means an invalid code has been 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 Description field where you can enter a note regarding the item. After entering the quantity you should also enter a price for the open PLU.

Sales Overrides

Administrators and superusers can override the item price by right clicking on the price and entering the new price. Note that once a line item's price is overridden it will remain overridden even if the item is changed to a different product. The only way to remove the overridden line item is to delete it.

Inventory Search

Administrators and superusers can conduct an inventory search for the current item by right clicking on the item and choosing Inventory Search.

Serial Numbers

Certain operation need to track serial numbers of certain devices sold. If the Use Serial Numbers option has been set in the Sales tab of the Options screen, a fifth column call SN will be seen. A serial number for the current item can be entered by pressing the Ctrl + S key combination or by clicking the cell in the SN column. An input box will appear allowing entry of a serial number. After saving the serial number this cell will display an ellipses (...) showing that a serial number is associated with this item. The serial number can be viewed or edited by clicking the ellipses again.

Finalizing the Sale

When all the items have been entered, discount and coupon information can be entered if applicable. You can press the Ctrl+Tab key combination to move from the sale entry grid to the Discount pull-down list. 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. If the Text After Receipt option is set a text message will also be sent to the customer's cell phone.

Cash Drawer

If you have a cash drawer and you have set the correct Cash Drawer Open Code in the program options, the cash drawer should open. To start a new sale press the new sale button (the button with the yellow +).

Printing a Second Receipt

It is possible to have a second report printed after the receipt report. This might be useful in a restaurant for example, to print a list of the food ordered. All that is needed to do is to create a report with a file name of rSale2.fr3. In the Examples folder there is one already made.

MerchantWare�

If you are using MerchantWare� with CyberMatrix Point of Sale to process credit card transactions the Credit Card Swipe screen will appear after pressing the printer button on the toolbar:

Swipe the credit card in the credit card reader. If the swipe is successful the Swiped Sale Form will appear:

If you want to manually enter the card information press the Manual Override button and the Keyed Sale Form will appear with the required fields enabled allowing you to type them in.

Press the Process button to put the sale through. If the sale is successful the Sale Result screen will show:

Re-printing a Receipt

Sometimes you may want to re-print a receipt, such as when a customer has lost their receipt and wants a new one. To re-print a receipt choose Sale | Reprint Receipt from the menu. A dialog will appear prompting for the receipt number. After pressing OK the receipt will be reprinted.

Opening the Cash Drawer Without a Sale

The open the cash drawer without making a sale press the No Sale button on the toolbar.

Making a customer sale

See also: Making a touch sale, Making a quick sale, Manage Customer Screen.

A customer sale is simply a quick sale in which the customer's name is entered along with the sale.

To do a customer sale click the Customer 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 customer ID and name appear to the right of the invoice number after choosing or entering a customer from the Manage Customer screen. Click the button to the right to bring up the Manage Customer screen.

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 use PLU codes they can be entered into the Item column as well.

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 Description field where you can enter a note regarding the item. After entering the quantity you should also enter a price for the open PLU.

Administrators and superusers can override the item price by right clicking on the price and entering the new price. Note that once a line item's price is overridden it will remain overridden even if the item is changed to a different product. The only way to remove the overridden line item is to delete it.

Serial Numbers

Certain operation need to track serial numbers of certain devices sold. If the Use Serial Numbers option has been set in the Sales tab of the Options screen, a fifth column call SN will be seen. A serial number for the current item can be entered by pressing the Ctrl + S key combination or by clicking the cell in the SN column. An input box will appear allowing entry of a serial number. After saving the serial number this cell will display an ellipses (...) showing that a serial number is associated with this item. The serial number can be viewed or edited by clicking the ellipses again.

Finalizing the Sale

When all the items have been entered, discount and coupon information can be entered if applicable. You can press the Ctrl+Tab key combination to move from the sale entry grid to the Discount pull-down list. 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 +).

It is possible to have a second report printed after the receipt report. This might be useful in a restaurant for example, to print a list of the food ordered. All that is needed to do is to create a report with a file name of rSale2.fr3. In the Examples folder there is one already made.

MerchantWare�

If you are using MerchantWare� with CyberMatrix Point of Sale to process credit card transactions the Credit Card Swipe screen will appear after pressing the printer button on the toolbar:

Swipe the credit card in the credit card reader. If the swipe is successful the Swiped Sale Form will appear:

Layaways

See also: Making a customer sale.

Layaways provide a way for a customer to make a partial payment on a sale. To perform a layaway enter a customer sale but before printing, enter the amount the customer is paying in the Layaway Amount field near the bottom of the form. On printing the receipt, the receipt will show how much the customer paid and the balance left on the account.

To make another payment bring up the Customer Sale screen again and enter the invoice in the Invoice Number field to bring up the invoice. Enter the amount the customer is paying in the Layaway Amount field near the bottom of the form.

Manage customer screen

See also: Making a customer sale.

To select a customer click the Manage Customer button on the Customer Sales screen. The following screen will pop up:

This screen will allow you to view information on each customer. You can also use this form to search for a customer and add or edit customer information. To search for a customer enter text in the First Name, Last Name or Home Phone fields then press the Search button. If any customers are found that match the criteria you have entered they will show up in the customer grid at the bottom of this screen. Double clicking on any row of this grid will show the customer information in the fields above.

To view information on a customer select the customer from the customer pull-down list. To edit information on the currently listed customer press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new customer , press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new customer.

Fields Explained

The Customer ID field is a unique identifier for the customer. Every different customer must have it's own ID. The Name field is a descriptive name for the customer. The Modified field indicates whether this customer has been modified since the last synchronization with the server data. The Deleted field indicates whether this customer has been deleted since the last synchronization with the server data.

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 use PLU codes they can be entered into the Item column as well.

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 Description field where you can enter a note regarding the item. After entering the quantity you should also enter a price for the open PLU.You can press the Ctrl+Tab key combination to move from the sale entry grid to the Comments field at the bottom of the screen.

Serial Numbers

Certain operation need to track serial numbers of certain devices sold. If the Use Serial Numbers option has been set in the Sales tab of the Options screen, a fifth column call SN will be seen. A serial number for the current item can be entered by clicking the cell in the SN column. An input box will appear allowing entry of a serial number. After saving the serial number this cell will display an ellipses (...) showing that a serial number is associated with this item. The serial number can be viewed or edited by clicking the ellipses again.

Finalizing the Sale

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).

It is possible to have a second report printed after the work order report. This might be useful in a restaurant for example, to print a list of the food ordered. All that is needed to do is to create a report with a file name of rWorkOrder2.fr3. In the Examples folder there is one already made.

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. Otherwise the Pick Up screen will appear with the current work order.

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 use PLU codes they can be entered into the Item column as well.

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 Description 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 +).

MerchantWare�

If you are using MerchantWare� with CyberMatrix Point of Sale to process credit card transactions the Credit Card Swipe screen will appear after pressing the printer button on the toolbar:

Swipe the credit card in the credit card reader. If the swipe is successful the Swiped Sale Form will appear:

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. Receipts can be selected from a list by clicking the ellipsis button on the right. 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 +).

Note that only the invoices that are not a work in progress (the WorkInProgress field is set to FALSE) show up in this form.

MerchantWare�

If you are using MerchantWare� with CyberMatrix Point of Sale to process credit card transactions the Credit Card Swipe screen will appear after pressing the printer button on the toolbar:

Swipe the credit card in the credit card reader. If the swipe is successful the Swiped Sale Form will appear:

If you want to manually enter the card information press the Manual Override button at the Credit Card Swipe screen. After pressing the printer button the Keyed Refund Form will appear with the required fields enabled allowing you to type them in.

Press the printer button to put the refund through. If the sale is successful the Refund Result screen will show:

Issuing a paid out

Paid outs are situations in which money from the days sales is used to pay for some item of expense. Eg. casual wages for an employee, buying store supplies, etc. There are times when payment is required immediately ( e.g.. a COD purchase) where the people in the store have to use the cash in the till to pay these items. In the end of day cash balancing, the Paid Outs are deducted from the gross sales as they represent a use of cash.

To issue a paid out press the Paid Out button on the refund screen. The following screen will appear:

This screen will allow you to view information on each paid out record. You can also use this form to add or edit paid out records. Double clicking on any row of the paid out grid at the bottom of this screen will show the paid out information in the fields above.

To edit information on the currently listed paid out record press the Edit button. The fields will now allow changes to them and the Save button will become enabled. After making your changes press the Save button. To add a new paid out record, press the New button. All the fields will become blank allowing you to enter new information. When you are finished entering information press the Save button to add the new customer.

Fields Explained

The DateTime field is a unique record for the paid out record. It is the exact date and time that the record was created. The Amount field is the amount of the paid out. The Description field is used to enter a note regarding the paid out record. The Employee ID field indicates which employee the paid out was for. The Customer ID field indicates the customer the paid was for, if any. The Payment Type denotes how the paid out was paid.

Voiding a Sale

If you are using MerchantWare� with CyberMatrix Point of Sale to process credit card transaction you can void a previously entered sale by pressing the Void button on the main screen. The following dialog will pop up allowing you to enter the transaction reference number of the sale you want to void:

After entering the transaction reference number of the sale and pressing OK the Credit Card Swipe screen will appear:

Swipe the credit card in the credit card reader. If the swipe is successful the Void Form will appear.

If you want to manually enter the card information press the Manual Override button and the Void Form will appear with the required fields enabled allowing you to type them in.

Press the Process button to put the sale through. If the sale is successful the Void Result screen will show:

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).

International Notes

Businesses in European countries will want to use the special Euro cash count report. To use this report you will have to copy the rCashCountEuro.fr3 to rCashCount.fr3 replacing the old report. Then when you print the cash count it will show the special Euro coinage.

End of day functions

The End of day screen is used to balance up the money 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).

If you have only cash sales for the day you must still save the end of day by pressing the save button. If not the report will be blank.

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). The hours will not appear on the time sheet report until they are saved.

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 also be typed in manually. You can use shorthand for entering time manually. For example, typing 8 will be interpreted as 8:00 AM. Typing 8p will be interpreted as 8:00 PM.

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.

Note that the Purchase Date field will default to 0 or blank. The software interprets a blank date as 1899-12-30.

For convenience, product UPC codes can be scanned into the Product ID field. PLU numbers can also be typed into the Product ID field.

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. To add new fields you will need to modify the SQL variable to include those fields. The SQL variable is explained below.

Adding new fields to reports
To add new fields to a report all you need to do is modify the report SQL to include the two fields and then add the two field boxes to the report.

Modifying the SQL variable:
First start the report designer by editing a report as explained above. Now modify the SQL variable to include the new fields. From the menu choose Report | Variables. Click on the SQL variable. You will see the existing report SQL. Add the new fields to the end of the SELECT clause. Click OK to save the changed variable.

Now add the new fields to the report:

See the Creating Reports section below on how to add the new fields to the report.

Special Reports

Note that the software uses several special reports for printing things like invoices and receipts. These reports all start with the letter r and will not be seen on the Report Screen. If you want to modify these reports they must have the exact same name as the original report or you will not see your changes when these reports are run. Reports that begin with em will be found in the Employee report section on the Report Screen. Reports that begin with in will be found in the Inventory report section. Reports that begin with sa will be found in the Sales report section.

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.

Next assign the datasets
Datasets are assigned in the Data tab to the right. Double click where it says No data available. In the selection dialog check frxDBDataset1. You will see the available data fields appear.

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.fr3 report has this step completed for you already.

Now add bands to the report:

Click on the Insert Band button (the button with the three squares and plus sign).

A list of band types will appear.

Click on Report Title, Page Header, Master Data (select the frxDataset1 Dataset) and Page Footer bands.

Now add fields to the report:

In the Data tab to the right select the fields of the query you want to see on your report and drag them onto the Master Detail band positioning them where you want them. The Master Detail band is the long rectangle in the middle of the report with the blue heading.

Note that the fields available may not match what you have added to the SQL variable. If that is the case you will have to save the report (if you haven't already), close the report designer and reopen it. This will update the query to use the SQL the report is based on.

Now add field labels to the report:

Click on the Text Object button (the button with the ab on it).

No click on the Page Header band where you want the first field caption to appear.

A dialog will pop up allowing you to type the text for the field label. Type the text and press the green check mark to save.

Repeat this for all other field labels.

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.

Other Variables

There are several other variables that you can use to customize your reports. See a description of each variable below:

varSystemDate - prints out the current date

varSystemTime - prints out the current time

varSystemDateTime - prints out the current date and time

varCurrencyStr - prints out the currency character used on your machine

varStoreName - prints out the store name

varStoreLocation - prints out the store address

varDateFrom - prints out the report start date filter

varDateTo - prints out the report end date filter

varStateSalesTaxTotal - prints out State Tax on receipts

varCustomerName - prints out customer name on receipts

varCashTendered - the amount of cash the customer paid with

Report Functions

There are several report functions that can be used to format data and output special values.

FormatTime() - formats a time field based on your system time format.
FormatDate() - formats a date field based on your system date format.
FormatCurr() - formats decimal numbers based on your system currency format.
FormatDec() - formats decimal numbers based on your system currency format.

Here is an example as to how to use these functions in a report memo field:
[FormatDate(<frxDBDataset1."StartTime">)]

Converting Old .frf Custom Reports to the New .fr3 Format

If you have created custom reports in the old .frf format they will need to be converted to the new .fr3 format. If you still have the old version of the software you can save the frf reports to the fr3 format. To do this open the old report in the Report Designer. Choose File | Save As from the menu. In the Save as type pull-down list choose FastReport3 form (*.fr3). Alternatively you can download the report converter program. You can download the converter from:

http://www.cybermatrix.com/download/fr2x-fr3converter.zip

Unzip the file to a folder somewhere. Run the fr3convert.exe program and click on the Select Report Files tab. Click the Open Folder icon and locate the reports folder containing the .frf files. Click the button with the green arrow to convert the reports.

Each report must be tweaked manually to fully convert it. Here are some guidelines:

set designer to free bands placement - in designer choose View | Options and set the Free bands placement option

open report

assign datasets - choose Report | Data - select frxDBDataset1 and frxDBDataset2 if your report uses a sub report.

set master detail band dataset to frxDBDataset1

all fields must be preceded by the dataset and enclosed in quotes. Eg. [frxDBDataset1."WeekStart"]

fields referenced in expressions must be surrounded by <> not [] i.e. [FormatDec(<frxDBDataset1."Total">)]

set group conditions in this format Eg. frxDBDataset1."WeekStart"

for summing numbers in string fields must use StrToFloat or Int function i.e. [FormatDec(Sum(StrToFloat(<frxDBDataset1."Total">)))]

variables referenced in code must be surrounded by <> not []

any report variables will need to be recreated as they will not convert over

Additional Help

See the UserManual-en.pdf help file for more details on report design (choose Help | Report Designer from the Reporting Screen menu).

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:

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 12010.

See also: Running the Server As A Service

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.

Running the Server As A Service

It is possible to run the database server as an NT service. There are several advantages of running the server as a service: you can ensure it restarts if the machine reboots unexpectedly for any reason; you can take actions if the service crashes; and you can run the service as a specified user fairly easily. To install the edbsrvr.exe database server as a service enter the following command at a command line prompt or from the Run Menu:

edbsrvr.exe /install

To install the database server so that it does not interact with the desktop at all, which is required in instances where the current user will be logged out of the system, then you should use the /nointeract flag along with the /install command-line switch:

edbsrvr.exe /install /nointeract

This will install the service as a non-interactive service and the database server will not display a user interface when it is started.
To start the edbsrvr.exe database server as a service enter the following command at a command line prompt or from the Run Menu:
net start edbsrvr.exe

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.

Security Levels
There are four security levels: User, SuperUser, manager and Administrator. Superusers can do all the user can do as well as issue refunds and voids. Managers can do all the Superusers can do as well as perform Cash Count, End of Day, Batch Close, End Of Week, Hours Worked and Inventory functions. Administrators can do all the Managers can do as well as access the Data Manager and program Options.

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 Manager enter an M. To make a person a Superuser enter an S.

Text Messaging

CyberMatrix Point of Sale can use text messaging in several ways. Texts are sent using email to text. Provider domains must be setup in the TextProviders table for each text provider your customers could use.

Text After Receipt

If the Text After Receipt option is checked in the Sales tab of the Options screen, a text message will be sent out to the customer after printing a sales receipt.

Automatic Messaging

Text messages can automatically be sent out to customers at regular intervals by populating the Messaging table. The different types of text are entered in the Messages table.

Messages are checked at program start and every 24 hours thereafter. When messages are checked only those messages that have not been sent or that have not been sent today will be checked. Of those messages only those messages where the next send date is today will be sent. For example, suppose you have a message set to send out every week and you set the StartDate to today. The message would not be sent out until next week.

Tracking Expenses

Expenses for a retail operation can be entered by clicking the Expenses button on the main screen. The following screen will appear:

All expense records that have been entered for the operation on the current day will show up in the grid at the bottom. Each expense record can include the following:

a description of the expense

the type of expense

the amount of the expense

To add a new expense record, press the New button. If you check the Clear Fields On New Record check box, all the fields will clear allowing you to enter a new record. To save the new record, press the Save button. If the New Record After Save check box has been checked, the fields will be cleared after saving a record.

To edit a previously entered expense record, first double click on the record in the grid at the bottom. The expense detail will appear in the fields above. Make the changes you want and then press the Save button. To delete the current expense record press the Delete button.

Tracking Profit/Loss

The traffic light graphic to the right indicates the profit or loss status of the operation during the current day. If revenue exceeds expenses a green light will be shown. If expenses exceed revenue a red light will be seen. A yellow light indicates the operation is breaking even.

Frequently Asked Questions

Questions for users new to computers and the Internet
Questions about CyberMatrix Software
Questions about CyberMatrix Software Licensing
Database/Multi-user questions
Client/Server questions
Questions about Point of Sale

Questions about Point of Sale

Q. Which printers will work with CyberMatrix Point Of Sale?

A. Any printer should work with CyberMatrix POS.

Q. Which bar code scanners will work with CyberMatrix POS?

A. Any scanner that generates output as keyboard keystrokes will work with CyberMatrix POS.

Multi Language Support

This program can be configured to support almost any language. Currently only English is officially supported. However, we make available machine translations of several popular languages. Users of this software may also easily create support for their own language. Before undertaking a translation contact us first as we may be able to give you a machine translation of your language that could save you some time.

This software uses language files to store all its internal text strings. These files end with the .lng extension. All language files are located in a folder called Languages inside the Data folder e.g. C:\Documents and Settings\All Users\Shared Documents\CyberMatrix\CPOS\Languages. To create a language file for your language do the following:

Simply open the existing English.lng file with any text editor such as Notepad.

You will see that the language file is split into two sections [Translations] and [Messages]. To convert to your language replace all the strings to the right of the equal sign (=) with your language's equivalent. Do not translate the text to the left of the equal sign. You do not have to convert lines starting with ; as these are comment lines and are ignored by the translator. You should not convert any text between square brackets [] as these are very important to the translator.

Note that menu captions use the ampersand (&) to enable a hot key on the character following it.

Finally, save the modified text file to the name of your language, E.g. Francais.lng.

To try out your language file select File | Language from the main menu and select your language.

Please be sure to send us your translations so we can allow everyone else to use your language with this software as well. Contributors will be noted on this page.

Report Translations

The report list used in the program is generated from all the report files in the Reports folder. To translate the report names you will have to changes the report names to your language's equivalents.

Installing CyberMatrix Point Of Sale

There are four ways CyberMatrix Point Of Sale can be installed:

On a single user's machine.

On a shared network location where the program and data is accessed by all users.

On every user's machine with only the data stored on the network.

Client/Server.

Note: if installing this software for use by multiple people, all people must have read/write access to the Data folder on the shared drive.

Installing CyberMatrix Point Of Sale on a single user's machine

Use the setup program to make the initial install on a local drive for a single-user. When prompted for an installation type, choose the first option, Standard. The data will be stored in the shared documents\CyberMatrix\CPOS folder. E.g. C:\Users\Public\Documents\CyberMatrix\CPOS on Windows Vista/7/8 or C:\Documents and Settings\All Users\Shared Documents\CyberMatrix\CPOS on XP. If you want to use a data folder in another location, you should choose the Client Only option when at the installation type selection screen. Otherwise, you will have to change the Data Path setting in the configuration screen. The DataPath setting is stored in a text file called CPOS.ini. This file can be found in the shared documents\CyberMatrix folder. E.g. C:\Users\Public\Documents\CyberMatrix\CPOS.Ini.

Installing CyberMatrix Point Of Sale on one or more machines with network-shared data

There are two ways CyberMatrix Point Of Sale can be installed in order to share data with multiple people: fully shared and shared data only. In a fully shared setup, the program and all data are installed on a shared network location. Users will use icons to access the software. To tell the program where the shared data is located you will need to either:

1) Enter the data path when you see the file missing message after trying to run the software on each client or
2) Copy over a CPOS.ini file containing the DataPath setting to each client's C:\Users\Public\Documents\CyberMatrix\ folder or
3) Install the shared data folder in a folder called "Data" off the shared program folder. That is, if you installed CyberMatrix Point Of Sale into a folder called I:\Shared\CPOS, just install the data to I:\Shared\CPOS\Data.

In a shared data only setup, just the data resides on a shared network location. The software and other support files reside on the user's own computer. Installing CyberMatrix Point Of Sale in this way will generally be faster since the program executable will not always be pulled down through the network. However, installation and applying updates will involve significantly more work.

To install only the data on the network and install CyberMatrix Point Of Sale on one or more machines with network-shared data do the following:

Run the setup program on a single machine.

Choose the Data Only option, when at the installation type selection screen.

After installing the data, run the setup program again to install CyberMatrix Point Of Sale on all the machines that need to use the software. If you are sharing the entire application on the network, just install to this machine.

Choose the Client Only option, when at the installation type selection screen.

At the "Enter Network Data Location" prompt screen, enter the network data folder location where you installed the data previously.

Setting up the User's Workstations

In a fully shared multi-user setup, the CyberMatrix Point Of Sale program files and data will reside in a common directory on the network. You will need to manually setup icons for your users.

Client/Server

In a client/server setup, the CyberMatrix Point Of Sale program will connect over the intranet or Internet to a separate server program on the network.

There are two steps involved in installing CyberMatrix Point Of Sale in Client/Server mode: Installing the database server and installing the client software.

Installing the server

To install CyberMatrix Point Of Sale in Client/Server do the following:

Download and install the CyberMatrix Point Of Sale server software on a machine that will store the data. Make note of the IP address of this machine. If you don't know the IP address of the server, enter IPConfig at a command prompt. To get a command prompt, from the Start menu choose Run then type cmd and press OK.

It is very important to get the correct IP address. You need to get the IP address the server software will be listening on. If you are testing on one machine only (very unlikely) it is OK to use 127.0.0.1 or localhost. If you are using this software on your network only, you can use the network IP address of the server machine. If however, you want to connect remotely over the Internet, you must use the Internet IP address.

Note that the server should not be installed in the Program Files folder. This is because by default, ordinary users do not have permission to write to this folder. It's best to install the server software in a network folder or a folder off the root drive e.g. C:\CyberMatrix Point Of Sale Server.

At the end of the setup make sure the option is checked to start the server software. You will notice an orange icon in your system tray. This is the database server, edbsrvr.exe. The edbsrvr.exe database server application must be running at all times. If this application is not running, the client applications will not work. If you are using a router or firewall, you may need to open the Port this software uses. The default Port number is 12010.

Installing the client

Download and run the CyberMatrix Point Of Sale setup software. When prompted for an installation type, choose the last option, Client/Server. At the Enter Network Data Location prompt screen, enter the IP address of the machine that is hosting the shared data and server and continue with the rest of the setup.

The client gets the IP Address from the CPOS.ini file. If the client can't read a valid IP Address, it will not run. The CPOS.ini file can be found in the shared documents\CyberMatrix. E.g. C:\Users\Public\Documents\CyberMatrix\CPOS.Ini..

Running the Server As A Service

It is possible to run the database server as an NT service. There are several advantages of running the server as a service: you can ensure it restarts if the machine reboots unexpectedly for any reason; you can take actions if the service crashes; and you can run the service as a specified user fairly easily. To install the edbsrvr.exe database server as a service enter the following command at a command line prompt or from the Run Menu:

edbsrvr.exe /install

To install the database server so that it does not interact with the desktop at all, which is required in instances where the current user will be logged out of the system, then you should use the /nointeract flag along with the /install command-line switch:

edbsrvr.exe /install /nointeract

This will install the service as a non-interactive service and the database server will not display a user interface when it is started.

To start the edbsrvr.exe database server as a service enter the following command at a command line prompt or from the Run Menu:

net start edbsrvr
Note that if you start the server as a service, you can't also open the server as a regular Windows application. If you do you will see the error: "Only one usage of each socket address (protocol/network address/port) is normally permitted".

To uninstall the service first stop it and then type:

edbsrvr.exe /uninstall

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 toll free 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/store.html

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 toll free 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

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.

Chain license (unlimited) $25,000.

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

CyberMatrix Point of Sale Order Form

Remit To:
CyberMatrix Corporation, Inc.
3104-30th Ave
Suite #224
Vernon, B.C.   V1T 9M9
Canada
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.]

___________ Single seat license $100.
___________ 10 seats $900.
___________ 25 seats $2000.
___________ 50 seats $3500.
___________ 100 seats $5,000.
___________ Unlimited chain license $10,000.

___________ SubTotal

___________ Internet download - FREE (make sure to include e-mail address).
___________ Send program on CD by postal mail - $10.
___________ Send program on CD by registered mail - $15.
___________ Send program on CD by courier - $45 ($95 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:

________________________________________________________________

Contact information

Please feel free to contact CyberMatrix at any time regarding what you did or did not like about the product.* Is anything missing, broken or can something be improved? The greatest effort possible will be made to timely incorporate customer suggestions into future versions of this product.

Customizations unique to your company's requirements can be performed for a negotiated fee. If you require certain features to be added to our software and cannot wait for a future version, you can pay to have the new features added immediately. Contact us for details.

Please email any comments or suggested improvements to CyberMatrix at support@cybermatrix.com

Technical Support

Technical support by e-mail is free of charge for all existing and potential CyberMatrix customers* for the most recent version of this software. Technical support by telephone during business hours is free of charge** for all existing and potential CyberMatrix customers for the most recent version of this software. 24-hour emergency phone support is available for a $25 (US) per incident fee. Visit this web page for details:
http://www.cybermatrix.com/contacts.html

Please be sure you have searched the help and the CyberMatrix web site first before requesting support.

Customers with outdated versions of this software must purchase a yearly support contract for $100 or upgrade their software to the current version to continue with free email and non-emergency phone support.

Please send any support requests to CyberMatrix support@cybermatrix.com

* Please assign a single representative of your company to contact CyberMatrix regarding support issues. Feedback is welcomed from anyone but only the designated support representative will be guaranteed a response. No e-mail support is available for CyberMatrix freeware although bug reports are welcomed and may be responded to.

** May be subject to change in the future. No free phone support is available for CyberMatrix freeware.

Product license

BY RUNNING THIS SOFTWARE, YOU ARE CONSENTING TO BE BOUND BY AND ARE BECOMING A PARTY TO THIS AGREEMENT. IF YOU DO NOT AGREE TO ALL OF THE TERMS OF THIS AGREEMENT, DO NOT EXECUTE IT.

LICENSE GRANT.
CyberMatrix Corporation grants you a non-exclusive license to use the Software free of charge for evaluation and trial purposes only for a limited time. THE TRIAL EDITION OF THIS SOFTWARE CONTAINS CODE THAT DISABLES MOST OF ITS FEATURES AFTER IT HAS BEEN EXECUTED A PREDETERMINED NUMBER OF DAYS. This License does not entitle you to hard-copy documentation, support or telephone assistance.

DISCLAIMER OF WARRANTY.
The Software is provided on an AS IS basis, without warranty of any kind, including without limitation the warranties that the Software is merchantable, fit for a particular purpose or non-infringing. The entire risk as to the quality and performance of the Software is borne by you. Should the Software prove defective in any respect, you and not CyberMatrix Corporation or its suppliers assume the entire cost of any service and repair. In addition, the security mechanisms implemented by the Software have inherent limitations, and you must determine that the Software sufficiently meets your requirements. This disclaimer of warranty constitutes an essential part of the agreement. No use of the Software is authorized hereunder except under this Disclaimer.

TERMINATION.
The license granted will terminate after you have executed the program not more than thirty times unless you register the software. The license will terminate automatically if you fail to comply with the limitations described herein. You must destroy all copies of the Software upon termination.

TERMS APPLICABLE WHEN LICENSE FEES PAID:

LICENSE GRANT.
Subject to payment of applicable license fees, Licensor grants to you a non-exclusive license to use the Software and accompanying documentation ("Documentation") in the manner described below under "SCOPE OF LICENSE GRANT".

LIMITED WARRANTY.
Licensor warrants that for a period of ninety (90) days from the date of acquisition, the Software, if operated as directed, will substantially achieve the functionality described in the Documentation. Licensor does not warrant, however, that your use of the Software will be uninterrupted or that the operation of the Software will be error-free or secure. In addition, the security mechanisms implemented by the Software have inherent limitations, and you must determine that the Software sufficiently meets your requirements. Licensor also warrants that the media containing the Software, if provided by Licensor, is free from defects in material and workmanship and will so remain for ninety (90) days from the date you acquired the Software. Licensor's sole liability for any breach of this warranty shall be, in Licensor's sole discretion: (i) to replace your defective media or Software; or (ii) to advise you how to achieve substantially the same functionality with the Software as described in the Documentation through a procedure different from that set forth in the Documentation; or (iii) if the above remedies are impracticable, to refund the license fee you paid for the Software. Repaired, corrected, or replaced Software and Documentation shall be covered by this limited warranty for the period remaining under the warranty that covered the original Software, or if longer, for thirty (30) days after the date (a) of delivery to you of the repaired or replaced Software, or (b) Licensor advised you how to operate the Software so as to achieve substantially the same functionality described in the Documentation.

Only if you inform Licensor of your problem with the Software during the applicable warranty period and provide evidence of the date you purchased a license to the Software will Licensor be obliged to honor this warranty. Licensor will use reasonable commercial efforts to repair, replace, advise or, for individual consumers, refund pursuant to the foregoing warranty within thirty (30) days of being so notified.

If any modifications are made to the Software by you during the warranty period; if the media is subjected to accident, abuse, or improper use; or if you violate the terms of this Agreement, then this warranty shall immediately terminate. Moreover, this warranty shall not apply if the Software is used on or in conjunction with hardware or software other than the unmodified version of hardware and software with which the Software was designed to be used as described in the Documentation.

THIS IS A LIMITED WARRANTY, AND IT IS THE ONLY WARRANTY MADE BY LICENSOR OR ITS SUPPLIERS. LICENSOR MAKES NO OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NONINFRINGEMENT OF THIRD PARTIES' RIGHTS. YOU MAY HAVE OTHER STATUTORY RIGHTS. HOWEVER, TO THE FULL EXTENT PERMITTED BY LAW, THE DURATION OF STATUTORILY REQUIRED WARRANTIES, IF ANY, SHALL BE LIMITED TO THE ABOVE LIMITED WARRANTY PERIOD. MOREOVER, IN NO EVENT WILL WARRANTIES PROVIDED BY LAW, IF ANY, APPLY UNLESS THEY ARE REQUIRED TO APPLY BY STATUTE NOTWITHSTANDING THEIR EXCLUSION BY CONTRACT. NO DEALER, AGENT, OR EMPLOYEE OF LICENSOR IS AUTHORIZED TO MAKE ANY MODIFICATIONS, EXTENSIONS, OR ADDITIONS TO THIS LIMITED WARRANTY.

TERMS APPLICABLE TO ALL LICENSE GRANTS

SCOPE OF LICENSE GRANT.

You may:

Use the Software on any single computer;

Use the Software on a network, provided that a licensed copy of the Software has been acquired for each machine permitted to access the Software through the network;

Copy the Software for archival purposes, provided any copy must contain all of the original Software's proprietary notices; or

If you have purchased a Right to Copy license for multiple copies of the Software, make the number of copies of Software (but not the Documentation) stated on the packing slip or invoice, provided any copy must contain all of the original Software's proprietary notices. The number of copies on the invoice is the total number of copies that may be made. Additional copies of Documentation may be purchased from Licensor.

You may not:

Permit other individuals to use the Software except under the terms listed above;

Permit concurrent use of the Software;

Modify, translate, reverse engineer, decompile, disassemble (except and solely to the extent an applicable statute expressly and specifically prohibits such restrictions), or create derivative works based on the Software;

Copy the Software other than as specified above;

Rent, lease, grant a security interest in, or otherwise transfer rights to the Software; or

Remove any proprietary notices or labels on the Software.

TITLE.

Title, ownership rights, and intellectual property rights in the Software shall remain in CyberMatrix Corporation and/or its suppliers. The Software is protected by copyright and other intellectual property laws and by international treaties. Title and related rights in the content accessed through the Software is the property of the applicable content owner and is protected by applicable law. The license granted under this Agreement gives you no rights to such content.

TERMINATION.

This Agreement and the license granted hereunder will terminate automatically if you fail to comply with the limitations described herein. Upon termination, you must destroy all copies of the Software and Documentation.

LIMITATION OF LIABILITY.

UNDER NO CIRCUMSTANCES AND UNDER NO LEGAL THEORY, TORT, CONTRACT, OR OTHERWISE, SHALL LICENSOR OR ITS SUPPLIERS OR RESELLERS BE LIABLE TO YOU OR ANY OTHER PERSON FOR ANY INDIRECT, SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES OF ANY CHARACTER INCLUDING, WITHOUT LIMITATION, DAMAGES FOR LOSS OF GOODWILL, WORK STOPPAGE, COMPUTER FAILURE OR MALFUNCTION, OR ANY AND ALL OTHER COMMERCIAL DAMAGES OR LOSSES. IN NO EVENT WILL LICENSOR BE LIABLE FOR ANY DAMAGES IN EXCESS OF THE AMOUNT LICENSOR RECEIVED FROM YOU FOR A LICENSE TO THE SOFTWARE, EVEN IF LICENSOR SHALL HAVE BEEN INFORMED OF THE POSSIBILITY OF SUCH DAMAGES, OR FOR ANY CLAIM BY ANY THIRD PARTY. THIS LIMITATION OF LIABILITY SHALL NOT APPLY TO LIABILITY FOR DEATH OR PERSONAL INJURY RESULTING FROM LICENSOR'S NEGLIGENCE TO THE EXTENT APPLICABLE LAW PROHIBITS SUCH LIMITATION. SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF INCIDENTAL OR CONSEQUENTIAL DAMAGES, SO THIS EXCLUSION AND LIMITATION MAY NOT APPLY TO YOU.

HIGH RISK ACTIVITIES.

The Software is not fault-tolerant and is not designed, manufactured or intended for use or resale as on-line control equipment in hazardous environments requiring fail-safe performance, such as in the operation of nuclear facilities, aircraft navigation or communication systems, air traffic control, direct life support machines, or weapons systems, in which the failure of the Software could lead directly to death, personal injury, or severe physical or environmental damage ("High Risk Activities"). Accordingly, Licensor and its suppliers specifically disclaim any express or implied warranty of fitness for High Risk Activities.

MISCELLANEOUS.

This Agreement represents the complete agreement concerning the license granted hereunder and may be amended only by a writing executed by both parties. THE ACCEPTANCE OF ANY PURCHASE ORDER PLACED BY YOU IS EXPRESSLY MADE CONDITIONAL ON YOUR ASSENT TO THE TERMS SET FORTH HEREIN, AND NOT THOSE IN YOUR PURCHASE ORDER. If any provision of this Agreement is held to be unenforceable, such provision shall be reformed only to the extent necessary to make it enforceable. This Agreement shall be governed by Alberta law, excluding conflict of law provisions (except to the extent applicable law, if any, provides otherwise). The application of the United Nations Convention of Contracts for the International Sale of Goods is expressly excluded.

Other CyberMatrix software

Pro Schedule

Meeting Manager

Project Clock

Timesheets

Employee Project Clock

Reminder

The latest [trial] edition of all programs can be obtained from http://www.cybermatrix.com/

Pro Schedule

CyberMatrix Pro Schedule is an easy to use single or multi-user appointment scheduling calendar. Pro Schedule is ideal for doctors, dentists, nurses, health care workers, lawyers, veterinarians, driving instructors or any other professionals who are often scheduling appointments. Pro Schedule can be used in clinics, hospitals, beauty salons, office buildings, driving schools or anywhere else requiring personnel appointment scheduling.

There are four different editions of Pro Schedule: Pro Schedule Standard, Pro Schedule Client/Server, Pro Schedule Enterprise and Pro Schedule Web. Additional software allows Pro Schedule appointments to be synchronized with the PalmOS and Pocket PC calendar applications.

Pro Schedule runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 64 MB RAM, 20 MB HD.

For Pro Schedule Client/Server we recommend a dedicated XP, 2003, Vista, 2008 or Windows 7 server with 500 MB RAM and power backup to host the Pro Schedule server application.

For Pro Schedule Web a dedicated Windows XP, 2003, Vista, 2008 or Windows 7 server is recommended. The clients require only a web browser.

Pro Schedule Enterprise requires a database server such as Microsoft SQL server, MySQL or PostgreSQL.

The Pro Schedule PocketPC synchronization utility requires a PocketPC device running Windows Mobile with .Net support or Windows CE.

Pro Schedule Standard costs $100 for a single license, Client/Server is $200, Enterprise is $200 and Web is $100. Affordable multiple-user license packs are also available.

Meeting Manager

CyberMatrix Meeting Manager is an easy to use group calendar application for scheduling meeting rooms, reserving meeting rooms and scheduling resources.

Use Meeting Manager to schedule conference rooms, schedule board meetings, reserve rooms, schedule resources, schedule A/V equipment, schedule classrooms, schedule church events, schedule rental cars, schedule driving instructors and even schedule tennis courts and squash courts. Meeting Manager can handle all your meeting scheduling needs.

There are four different editions of Meeting Manager: Meeting Manager Standard, Meeting Manager Client/Server, Meeting Manager Enterprise and Meeting Manager Web.

CyberMatrix Meeting Manager runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 64 MB RAM, 20 MB HD.

For Meeting Manager Client/Server we recommend a dedicated XP, 2003, Vista, 2008 or Windows 7 server with 500 MB RAM and power backup to host the Meeting Manager server application.

For Meeting Manager Web a dedicated Windows XP, 2003, Vista, 2008 or Windows 7 server is recommended. The clients require only a web browser.

Meeting Manager Enterprise requires a database server such as Microsoft SQL server, MySQL or PostgreSQL.

CyberMatrix Meeting Manager Standard costs $100 for a single license, Client/Server is $200, Enterprise is $200 and Web is $100. Affordable multiple-user license packs are also available.

Class Scheduler

CyberMatrix Class Scheduler is an easy to use single or multi-user application for scheduling students classes. The software is ideal for schools and other educational institutions that need to quickly schedule classes.
Class Scheduler runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 512 MB RAM, 20 MB hard disk space.
Class Scheduler costs $100 (US) for a single license. Other license packages are available.

Project Clock

Project Clock is a project time entry system. Project Clock is useful for consultants, lawyers, engineers, contractors, project managers or anyone else who must record time billed to different projects.

Project Clock Pro can be accessed over a network and has custom reporting and timesheet entry features. Project Clock Client/Server can access data over an Internet connection. Project Clock Web can be accessed from any web browser. Project Clock Palm runs on hand held computers using PalmOS and can sync data with Project Clock for Windows. Project Clock CE runs on Pocket PC hand held computers using Windows CE and can sync data with Project Clock for Windows.

Project Clock runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 64 MB RAM, 20 MB HD.

For Project Clock Client/Server and Project Clock Web we recommend a dedicated XP, 2003, Vista, 2008 or Windows 7 server with 500 MB RAM and power backup to host the Project Clock server application.

For Project Clock Web the clients require only a web browser.

Project Clock Palm requires an Palm device running PalmOS v3.5 or higher.

Project Clock CE requires an PocketPC device running Windows CE or Windows Mobile.

Project Clock Standard and Web costs $35 for a single-user license, Project Clock Pro costs $55 for a single-user license, Project Clock Client/Server costs $75 for a single-user license. Project Clock Palm costs $20 for a single-user license or $10 for existing Project Clock customers. Network and site licenses are available.

Reminder

CyberMatrix Reminder is a free software program that allows you to enter upcoming events that you need to be reminded of. When the event approached a reminder notice will pop up to remind you of the event.

CyberMatrix Reminder is free and runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 32 MB RAM and 10 MB hard disk space.

Timesheets

CyberMatrix Timesheets is an easy to use Windows-based multi-user timesheet entry software application. Timesheets features simple, intuitive employee time entry by client, project and task. The custom reporting features allow existing reports to be changed and new reports to be added. CyberMatrix Timesheets is an ideal solution for those companies wishing to replace their old-fashioned paper-based timesheet entry.

CyberMatrix Timesheets was designed to provide an effortless transition for those accustomed to the traditional paper-based timesheet entry. The timesheet entry screen looks like a standard timesheet entry form. Unlike traditional timesheets though, managers can validate and edit their employees time immediately from their own computers without having to pore over scores of timesheet reports.

Timesheets has four different editions to accommodate the needs of various customer types. Timesheets comes in Standard, Client/Server, Enterprise and Web editions. The Standard, Client/Server and Enterprise editions have a simple intuitive graphical interface. While the Standard edition can be used with multiple users over a network, the Client/Server and Enterprise editions are better suited for large numbers of users. Only the Enterprise edition can be scaled up to handle massive user loads. The Client/Server, Enterprise and Web editions can be used with multiple users accessing employee time data over the company intranet or even the Internet.

CyberMatrix Timesheets runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 256 MB RAM 20 MB HD

For Timesheets Client/Server and Timesheets Web we recommend a dedicated XP, 2003, Vista, 2008 or Windows 7 server with 500 MB RAM and power backup to host the Timesheets server application.

For Timesheets Web the clients require only a web browser.

Timesheets Enterprise requires a database server such as Oracle, Microsoft SQL server, MySQL or PostgreSQL.

CyberMatrix Timesheets Standard and Web costs $55 for a single license. CyberMatrix Timesheets Client/Server and Enterprise costs $75 for a single license. Network and site licenses are available.

Employee Project Clock

Employee Project Clock is an employee time tracking system. This software package is useful for companies that must keep track of their employee's time.

Employee Project Clock can be used by multiple people over a network. Employee Project Clock Pro also contains a powerful custom reporting feature. With the custom reporting tool, those who need additional reports can easily build their own.

Employee Project Clock is easy to use. Employees simply choose their name and optionally choose a project or job code. To start billing time punch in by pressing the In button. To stop billing, enter an optional comment and press the Out button to punch out. The time data is safely stored in the database for later reporting purposes.

Employee Project Clock runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 512 MB RAM and 30 MB hard disk space.

Employee Project Clock costs $75 for a single-user license. Network and site licenses are available.

Employee Scheduler

Employee Scheduler is an easy to use single or multi-user software application for creating and managing employee schedules. Employee schedule administrators can save time by using Employee Scheduler to automatically generate optimal schedules for their employees. Employees can be assigned into categories, have their day/time availability and scheduling priority entered in order to affect the generated schedules. After automatic scheduling takes place, the manual scheduling features can be used to easily adjust the schedules graphically. The schedule exception features allow for managing holidays, leave and sick days. The time clock options allows the software to act as a time clock that records when employees arrive and leave for the day.

Employee Scheduler sports an attractive intuitive display of your employee schedules. Use the schedule view to view by single employee, by all employees, by week and by employees in week. Filter by day, or employee. Employee Scheduler is multi-user ready, you can share schedule data over your network for all your employees. Exchange schedule data with other programs via the CSV import/export feature. Access data from other database applications using the separate ODBC driver.

CyberMatrix Employee Scheduler will run on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 512 MB RAM, 30 MB HD.

Employee Scheduler costs $100 for a single-user license. Network and site licenses are available.

In Out Scheduler

CyberMatrix In Out Scheduler is a multi-user attendance tracking application that visually indicates which employees are out of the office and at what time and date they will return. It is an ideal solution for those companies wishing to replace their old-fashioned In/Out scheduling board.

In Out Scheduler was designed to provide an effortless transition for those accustomed to the traditional scheduling boards. To this effect, the software looks a lot like an actual scheduling board. Virtual pins are used to designate which employees are in, which are out and when they will return. Unlike the traditional scheduling boards, In Out Scheduler can be accessed by all employees from the comfort of their own computers.

CyberMatrix In Out Scheduler runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 64 MB RAM 20 MB HD

In Out Scheduler costs $64 for a single-user license. Network and site licenses are available.

Point Of Sale

CyberMatrix Point of Sale 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.

CyberMatrix Point of Sale 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.

CyberMatrix Point of Sale runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 512 MB RAM and 20 MB hard disk space. The server application requires at least 1 GB RAM.

The CyberMatrix Point of Sale client costs $300 for a single-user license. Affordable multi-license packages are also available.

Clipboard Magic

Clipboard Magic is a free Windows Clipboard extender. If you spend a lot of time cutting and pasting repetitive text Clipboard Magic can greatly improve your productivity.

By default, any text copied to the Windows Clipboard is automatically stored in Clipboard Magic. The text can range from a single line to several pages. At the click of the mouse, any item is automatically copied back to the Windows Clipboard allowing you to paste the text in any Windows compatible document.

The automatic clipboard archiving can be turned off. This feature is useful when manually editing the clipboard list. Another very handy feature of Clipboard Magic is that clipboard lists can be saved to external files for reloading later.

Clipboard Magic is small, fast and unobtrusive. By default, the program runs from the Windows System tray allowing quick and easy access. Clipboard Magic can be configured to automatically start when Windows starts and to start minimized.

Clipboard Magic is free and runs on Windows ME, XP, 2003 Server, Vista, 2008 Server and 7. System requirements: 256 MB RAM and 10 MB hard disk space.

Questions for users new to computers and the Internet

Q. What is Try Before You Buy or Trialware software?

A. Trialware is software that you can try out or demo first. If you decide you like the software, you can then purchase it. When you purchase the program you will either be sent a separate fully functional program and/or you will be sent a registration key file or code with instructions on how to apply the key to your program.

Q. I already have program X installed but I downloaded a new version. Should I install to the same location as the older version?

A. The proper way to upgrade to a new version is to backup any important Program X data files first, uninstall Program X and then install the new version of Program X in the same folder. However, many people simply reinstall right over the old version to save time. Make sure Program X is not running when you do this though.

Q. How do I uninstall program X?

A. Click the Start button to bring up the Start Menu. Then choose Settings and then Control Panel. Double click on the Add/Remove Programs icon. Select the program you wish to remove and then click the Add/Remove button. According to Windows development guidelines, no data files created by the user are to be automatically deleted during the uninstall. Therefore, there may be a few "crumbs" (files) left in the program directory. Therefore, if you uninstalled Program X, the folder C:\Program Files\Program X may contain a few data files. You will have to delete these manually.

Q. I downloaded one of your programs called program.zip how can I run it?

A. Files ending in .Zip are compressed files. To open these files in Windows usually you just have to double-click it and it will open as a folder. If you use an older version of Windows you will need an unzip program such as WinZip. You can find WinZip here: http://www.winzip.com/. Once you have installed an unzip program like WinZip, when you double-click on a .zip file, you will see the contents of the zipped file. Then you can unzip the contents of the zipped file to a temporary file location such as C:\Temp.

Q. OK I figured out how to unzip the file, but how do I install the program?

A. To install the program double-click on the installer file usually called SETUP.EXE or INSTALL.EXE. This will start the installation process.

Q. What is the "system tray"?

A. The Windows system tray is the area to the right or the Windows task bar. Certain programs, including Project Clock and Clipboard Magic, will have small icons here.

Questions about CyberMatrix Software

Q. I have downloaded and installed your trial edition. Now I want to purchase. Will the purchased edition overwrite my data?

A. No. Our business software was designed to leave existing data intact when upgrading the software. However, as a precaution you should always backup your data prior to upgrading. Any report files you have modified will be overwritten though. When you change a report you should save it with a new file name to prevent it being overwritten

Q. I have downloaded and installed your trial edition. Now I want to purchase. After purchase do I just enter a key to unlock the trial edition?
A. No. After purchase you will have to install the full software. But you can install right over the trial edition and it will still use your old data. As a precaution always backup your data before upgrading.

Q. I purchased Program X version 2.00. I notice now that version 2.10 is out. If I upgrade, will I lose the data I have been working with?
A. No, the setup software leaves your existing data alone. Just install the new version in the same manner as you installed the old version and your old data will remain intact.

Q. We really like your software but desperately need a feature added. Can you add it right now?

A. All customer feature requests are put on a ToDo list but we can't guarantee with certainty when or if the feature will ever be added. If you need a new feature immediately, you can pay to have it added. We charge out at $75 US per hour. Contact us for a quote including as much detail as possible about how you want the software changed.

Q. We really like your software but would like to talk to some of your customers. Can you refer us to some of your customers in our area?

A. Due to privacy concerns we never give out customer information. You can look on the software's testimonial page for actual customer testimonials. We also have fully functional time-limited trial editions of our software you can try out to see how you like it before ordering.

Q. I tried to create a new report but hen I select the frxDBDataset1, no fields appear. How can I access the fields?

A. You need to add the report's SQL, save, close and then re-open to see the fields. You can choose Help | Getting Started With Custom Reports from the report screen to learn more about creating your own reports.

Q. I tried to customize one of your reports. Now the report no longer works. How can I restore the original report?

A. You can just delete the bad report and reinstall the software to restore the original.

Q. Why do I see the error "There is no default printer selected" when I try to print?

A. You probably have not set a default printer in the 'Control panel - Printers' window.

Q. I purchased Program X version 1.00 several years ago. I got a new machine and tried to reinstall using the download directions I got when I purchased the software. However the link no longer works. What am I doing wrong?

A. We don't maintain downloads for outdated versions on the web site. Existing customers can upgrade to the latest version at a 50% discount though.

Q. What are your support fees?

A. Support by email is free. Phone support during business hours is free. 24 hour paid emergency support is available for a $25 fee per incident. For outdated software, a yearly $100 contract option is available.

Q. What is the time frame for a return email to help get an issue resolved if one arises?

A. It depends on the severity. Urgent issues get a response almost immediately during business hours. Non-urgent issues should get a response within two business days.

Q. I downloaded the trial edition of program X using Internet Explorer but when I tried to run the software I received a message that the setup files were corrupt and to obtain another copy of the software. What am I doing wrong?

A. This is most likely a bug in Internet Explorer. Try downloading the file instead of trying to run it. Save the file to a folder like My Documents not your desktop. We can always email you the file if need be.

Q. I tried to download program X but it said it was not a valid archive. What am I doing wrong?

A. Nothing. Large Zip archives sometimes become corrupted during the download process. Try emptying your browser cache and try downloading again. If you still can't download, send an e-mail and a trial edition setup file can be e-mailed to you as an attachment.

Q. I tried your X program and like it. Do you have a version that does Z or runs on Y?

A. All CyberMatrix software is listed at the main web site. If you don't see it, we don't carry it. If you have a feature request for a particular program feel free to send in an e-mail.

Q. My program shows the wrong date format. How can I make the software use the system date format we use?

A. This is probably due to a bug in Windows. Try these steps:

1) choose Start/Configuration/Regional settings
2) on the first tab select a different country, e.g. Germany, and press [APPLY]
3) set the country back to what it should be and press [OK]
4) Now the software will behave again as expected.

Q. Is it possible to do a silent install of your software?

A. Yes like this:

Setup.exe /SP- /silent /noicons "/dir=c:\Program Files\My Program"

Just change Setup.exe to the name of the setup file you want to install and My Program to the folder you want the software installed to. Note that in software with multiple install options, the first option will always be chosen with this technique. In this case you can use the /Type parameter like so:

Setup.exe /SP- /silent /noicons "/dir=c:\Program Files\My Program" "/Type=Client Only"

Q. I downloaded Program X and now my anti-virus software says the file is infected with a virus. When are you going to address this?

A. No CyberMatrix software has ever been verified to contain a virus. Most likely, you are seeing a false detection. If this happens send us an e-mail detailing the anti-virus software you use, the program claimed to contain a virus, it's version and where you obtained (downloaded) it.

Questions about CyberMatrix Software Licensing

Q. I notice you offer a 10 seat license for your software. What do you mean by a seat?

A1. A seat means one machine that is used to access the software. If you have 10 machines that will access the software (even if the software is installed on the server) you will need a 10 seat license.

A2. For our Web software we basically use what is called concurrent licensing. For concurrent licensing you just have to determine the maximum number of people that will be using the software at one time. That is the number of licenses you need.

Q. Are your license fees annual fees?

A. Our license fees are one-time fess for the current version. When we release a major new version you have the option of upgrading at a 50% discount.

Q. We want to buy your software. We will have one person making changes to the data and eight people that will only be viewing the data. Do I need a single seat license or a 9 seat license?

A. Since 9 people will have access to the software you will need a 9 seat license.

Q. What is the difference between your trial edition and the full edition?

A. The only difference between our time-limited software and the full editions is that the time-limited software stops working after a certain number of days.

Q. What is a site license?

A. A site license allows the unlimited use of the software on any number of machines in up to 10 different sites (or buildings/locations) of a company.

Q. I have already purchased version 1.1 of your program Z. If I download version 1.2 do I have to purchase the program again?

A. No. CyberMatrix has a policy of providing all minor version changes free of charge to existing customers.

Q. I purchased version 1.0 of program X four months ago. I notice you now have version 2.0 available. Do I have to pay the full price again.

A. No. CyberMatrix has a policy of providing major version changes free of charge to existing customers if the program has been purchased within the last six months of the year that the new version was released. If you have purchased the program more than six months ago, the new version will be available for upgrade, usually at a 50% discount.

Q. We had a hard drive crash. I re-installed the software. Now we are getting a message saying we have exceeded our licensing. How do I correct this?

A. You need to import the license key as explained in the download instructions. The download instructions were emailed to you after your purchased or upgraded the software.

Q. I just updated our software to a new minor version. Why does the software now say it is an evaluation copy?

A. You must install the full software not the trial software. The full software download link was emailed to you after you purchased or upgraded the software.

Q. We had a hard drive crash. I re-installed the software. Now we are getting a message saying we have exceeded our licensing. The registration key has been imported as explained in the registration instructions. How do I get rid of this message?

A. Check the Users table for ghost users. Ghost users are those users who are listed as still using the program even they no longer are. If there are any ghost users, delete those records.

Database/Multi-user questions

Q. I upgraded an old version of your software to a newer version. Why can I no longer see any of my old data?

A1. If you upgraded from Employee Project Clock v6 or lower, Project Clock v8 or lower, Timesheets v3 or lower, Meeting Manager v7 or lower or Pro Schedule v6 or lower you must upgrade your data to the new format. Step by step instructions to upgrade your data are seen during installation right after the license agreement. After installation you can read these instructions by clicking the "Installation Instructions" shortcut on the program's start menu.

A2. Possibly you installed the data into a different folder using the Data only install. You'll need to find out where the old data folder was an set the data folder option setting to this path.

Q. Why am I getting strange errors like this one below?

ElevateDB Error #600 File manager error (Cannot delete the file C:\DOCUME~1\fullerm\LOCALS~1\Temp\CM1S29083572PC45.EDBTbl (OS Error: The process cannot access the file because it is being used by another process. )).

A. This is probably due to your anti-virus software interfering with our software's database files. Try configuring it to not scan the data folder of our software.

Q. How can we share data amongst several people with the Standard edition?

A. To share data with multiple users over a network you should install the data on a network shared folder then install the software on each computer. To do this run the setup program and select the Data only installation option. The Select Destination Location screen will appear. This will be where the program data will be placed. Complete the setup for the data. Then run the setup file from each of the client machines, choosing the Client only installation for each one. When asked for the data folder enter the folder where you installed the data earlier.

Q. I installed the Standard edition on only one machine. How can I setup another machine to use the same data?

A. You need to either share the current data folder so the other machines can access it or move the data folder to a shared location and then setup each machine to use that data.

Q. I want to share data amongst several people. Can I use the Standard edition or do I need to purchase the Client/Server edition?

A. The Standard editions of our software (as well as Class Scheduler, Employee Project Clock, Employee Scheduler, In Out Scheduler and Project Clock Pro) all use a local database. A local database can share data with multiple users over a network. However, shared local databases are more likely to require database re-indexing especially in networks with unstable machines or inexperienced users. A general rule of thumb is not to use the local database edition with more than 10 simultaneous users. With 10 or more simultaneous users the Client/Server edition will perform better.

Q1. When I Start Program X why does the following error message appear: <br><br>
ElevateDB Error #601 The table Users is corrupt
Q2. When I Start Program X why does the following error message comes up:
DBISAM Engine Error #9217 Error reading From Data File C:\Program Files\Cyber App\data\ATable.dat

A. This is a corruption error. Several CyberMatrix programs use a local database to store their 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.) Newer versions of our software will re-index (repair) tables automatically if all users close the software and a single person restarts it. To re-index the table manually, first close down all instances of the software except one. Then select the problem table in the Detail tab of the Data Manager screen and then choose File | Re-index table (or File | Repair table).
Last Resort
If after trying all these solutions you still have problems, you can zip up the data files and e-mail them to CyberMatrix.

Q. When I try to start your software a Data Missing box appears and says that I need to attempt re-installation or enter new data folder location. What does this mean and what do I need to do?

A. The software cannot find the data. Possibly the drive it was on is no longer available. You should verify that the machine where the data is stored is functioning properly and that no changes have been made relating to the data folder, e.g. drive mapping changes.

Q. When I try to re-index a table I get the error "Re-Index failed". How do I fix this?

A. Get everyone off the system (shutdown their machines if necessary) and try re-indexing again.

Q. What is the purpose of the Users table?

A. The Users table merely keeps a running log of which users are believed to be logged into the system.

Q. What is the maximum size of a single table?

A. The maximum size of a table (.EDBTbl, .DAT), index file (.EDBIdx, .IDX), or BLOB file (.EDBBlb, .BLB) is 4 gigabytes.

Q. Performance seems very slow. How can we make it faster?

A. Turn off anti-virus software, or configure it to NOT scan *.EDB* files on newer software and .DAT, .IDX, .BLB files on older software (or simply your entire database folder).

Q. How can I import data from another program into your software?

A. Export the data from the other program into CSV format. Then in the Data Manager screen of our software select View | Data Manager from the main menu. Select the table then choose File | Import CSV File.

Q. How can I export table data into Excel?

A. Export the table into CSV format in the Data Manager screen: select View | Data Manager from the main menu. Select the table then choose File | Export to CSV. Load the saved file into Excel.

Q. How can I use your file-server (local, standard) software with two different data folders on the same machine?
A. You could install the software in two different folders on the same machine each having separate data. The trick is that the data files must reside in a folder called Data inside the program's folder.

Q. Which database engine is used in your software?

A. We use Elevate DB and the DBISAM database engine for all our non-Enterprise Windows business applications. Meeting Manager, Pro Schedule, Project Clock, Employee Project Clock, Timesheets and Point of Sale now use the Elevate DB engine.

Q. Can your database tables be accessed from Crystal Reports or other common database software?
A1. For newer non-enterprise editions of our software (Class Scheduler v3+, CyberMatrix Office, Employee Project Clock v2.20+, Employee Scheduler, In Out Scheduler, Meeting Manager v4+, Phone Lister, Point Of Sale, Project Clock v5.10+, Pro Schedule v3+, Timesheets) we have an ODBC driver available. See:
http://www.cybermatrix.com/odbc.html

A2. For older versions of our software there is an ODBC driver available that others have used to access database tables from Crystal Reports. You can get it here:
http://www.cybermatrix.com/download/odbc.zip

We do not offer any support for this older driver.

Q. Where can I learn how to use SQL?

A. Try these links: http://sqlcourse.com/, http://sqlcourse2.com/, http://www.w3schools.com/sql/sql_intro.asp

Q. I have a single license for Program X. I logged in as someone else, and then I had a crash. Now when I try to start Program X again it says "The number of users have exceeded your license. Contact CyberMatrix to purchase additional licenses." What do I do to use the software again?

A. Login as the other person, shut down Program X and then login as yourself.

Q. I want to move Program X to a new machine but keep all my data. What is the best way to do this?

A. You could over your program and data folder over to the new machine but then there would be no shortcuts in your start menu. The best way is to install the software on the new machine. Then on the old machine do a backup from Program X's Data Manager, copy that backup file to the new machine, and then restore the backup file on the new machine using Program X's Data Manager.

Q. I exported a table to CSV. Why is it when I try to import that same CSV file it says there is an "Invalid data value in import data."?

A. When running the CSV import wizard, your time format must be exactly the same as what is in the CSV file. Most people leave in the .zzz part in the import format string when their CSV data does not have microseconds. The import is not always sophisticated enough to determine what date/time formats you are using. You have to tell it.

Q. We are using version 1 of your software. Is it possible to install the V2 trial of the software on the same machine so that both versions can be run side by side.

A. Yes. For the Client/Server edition the V2 server would have to run on a different server machine but V1 and V2 of the client can be installed into different folders. However you would have to log in as another user for V2. For the Web edition you would just install V2 in another folder. For the Standard edition you would have to do a Data Only and Client only install of V2. The data would have to be installed in a folder called Data just off the program folder i.e.: C:\ProgramX\Data. The software would have to be installed in the C:\ProgramX folder. Then you should run V1 and make sure it is still using the old data folder. Alternatively you could just run V2 under a different user account i.e. log in as another user for V2.

Client/Server software questions

Q. What does Client/Server mean?

A. Client/server applications have a client and a server component. The client only talks to the server and only the server has direct access to the data. File server applications have no server component and they can directly access the data.

Q. What is the advantage of Client/Server over File/Server?

A. Client/server applications will be faster on slow networks like wireless networks because only the data packets required are sent down the network. With File/Server every table in a query will be sent down the network. Client/Server application will be less susceptible to database corruption because there is no direct access to the data. Only the server machine directly writes to the data files.

Q. We are using the Client/Server edition of program X. Why will the clients not connect to the server?

A. There are only three possibilities for this problem. Either the server is not running, the IP address is entered incorrectly or something like a firewall is blocking access to the server.

Sometimes the server software will not be listening to the correct IP address. Click the following link to watch a Flash demo of how to change the server IP. https://www.youtube.com/watch?v=7c0LSOgov2M.

Q. We are using the Client/Server edition of program X. Why are we getting a windows socket error (10065) on API connect on one of the client stations?

A. This is probably a firewall issue. You need to open a port. All our newer server software runs by default on port 12010. All our older server software runs on port 9000.

Q. We are very interested in the Client/Server edition of your software. However, we want the server application to run as a service. Is this possible?

A. Yes it is possible to run the database server as an NT service. There are several advantages of running the server as a service: you can ensure it restarts if the machine reboots unexpectedly for any reason; you can take actions if the service crashes; and you can run the service as a specified user fairly easily. To install the edbsrvr.exe database server as a service enter the following command at a command line prompt or from the Run Menu:

edbsrvr.exe /install

To install the database server so that it does not interact with the desktop at all, which is required in instances where the current user will be logged out of the system, then you should use the /nointeract flag along with the /install command-line switch:

edbsrvr.exe /install /nointeract

This will install the service as a non-interactive service and the database server will not display a user interface when it is started.
To start the edbsrvr.exe database server as a service enter the following command at a command line prompt or from the Run Menu:

net start edbsrvr.exe

Q. I installed the server as a service and the service is running. When I try to run the server as a regular Windows application why do I see the error: "Only one usage of each socket address (protocol/network address/port) is normally permitted"?

A. Only one application can listen exclusively on a port at one time. You can't therefore run two instances of the server application at one time.

Q. We use the Client/Server edition of your software. We want to install the latest version on a new server. What is the best way to upgrade and still use our old data?

A. You can either copy over your entire old server folder over to the new server machine and then install the new server software into this folder or install the new server software on the new machine and then copy over the database files. The database files are those with the *.EDB* extensions for newer software and .Blb, .Dat and .Idx extensions for older software.

Q. We are using version 1 of your software. Is it possible to install the V2 trial of the software on the same machine so that both versions can be run side by side.

A. Yes. For the Client/Server edition the V2 server would have to run on a different server machine but V1 and V2 of the client can be installed into different folders. However you would have to log in as another user for V2. For the Web edition you would just install V2 in another folder. For the Standard edition (or Project Clock Pro) you would have to do a Data Only and Client only install of V2. The data would have to be installed in a folder called Data just off the program folder i.e.: C:\Program\Data. The software would have to be installed in the C:\Program\ folder. Then you should run V1 and make sure it is still using the old data folder. Alternatively you could just run V2 under a different user account i.e. log in as another user for V2.

Enterprise software questions

Q. We're using your Enterprise software with Microsoft SQL Server. On some of the client machines when we try to connect why do we get a Ntwdblib.dll not found error?

A. Each client needs special connectivity libraries installed. If these libraries are not installed the clients will not be able to connect to the database server. These libraries are available from the vendor of the database server you are planning to use.

For MS SQL Server 2005 and higher you should connect using ADO instead of MSSQL. The following video shows how to setup ADO to work our software: MS SQL ADO Setup http://www.youtube.com/watch?v=_r6IXjo7fug.

For older versions of Microsoft SQL Server you can just install the MS SQL client software or just copy the Ntwdblib.dll file to the Windows System folder (\winnt\system32 on XP).

Q. I'm using Microsoft SQL server with your Enterprise edition software. I'm having a problem and want to send you our data so you can try to reproduce it and fix it. How can I send you our data?

A. Unlike other large database servers, MS SQL Server does not have a function to backup data to a SQL INSERT script. You will need to use a third party utility to backup the data to a SQL script. Alternatively you could export each table to CSV format. Sending in a MS SQL Server backup file will not work.

Q. I'm trying to use your Enterprise edition with MySQL version 5. When trying to connect I get the error: "SQL Error: Client does not accept authentication protocol requested by server. Consider upgrading MySQL client". Does your software not work with MySQL v5?
A. This software will run on MySQL v5. However, it connects as a v4 client. This means you will have to convert the connection password to the older style. You can do this with a query like the following:

SET PASSWORD FOR 'root'@'localhost' = OLD_PASSWORD('magic');

Q. What permissions should be given to the Database Server Account for the clients?

A. The user needs SELECT, INSERT, UPDATE and possibly CREATE_TMP_TABLE privileges.