Your SlideShare is downloading. ×
PayGo Saas Go! Guide
PayGo Saas Go! Guide
PayGo Saas Go! Guide
PayGo Saas Go! Guide
PayGo Saas Go! Guide
PayGo Saas Go! Guide
PayGo Saas Go! Guide
PayGo Saas Go! Guide
PayGo Saas Go! Guide
PayGo Saas Go! Guide
PayGo Saas Go! Guide
PayGo Saas Go! Guide
PayGo Saas Go! Guide
PayGo Saas Go! Guide
PayGo Saas Go! Guide
PayGo Saas Go! Guide
PayGo Saas Go! Guide
PayGo Saas Go! Guide
PayGo Saas Go! Guide
PayGo Saas Go! Guide
Upcoming SlideShare
Loading in...5
×

Thanks for flagging this SlideShare!

Oops! An error has occurred.

×
Saving this for later? Get the SlideShare app to save on your phone or tablet. Read anywhere, anytime – even offline.
Text the download link to your phone
Standard text messaging rates apply

PayGo Saas Go! Guide

273

Published on

Published in: Technology, Business
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total Views
273
On Slideshare
0
From Embeds
0
Number of Embeds
1
Actions
Shares
0
Downloads
3
Comments
0
Likes
0
Embeds 0
No embeds

Report content
Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
No notes for slide

Transcript

  • 1. PayGo Saas Go! Guide Installing and Setting Up Your PayGo Saas System Christian James, Inc. Copyright © 2002 - 2008
  • 2. Table of Contents PayGo Overview .................................................................................... 3 Section One: Configuring Hardware ...................................................... 3 Star Receipt Printer - Mac OS X Instructions ...................................... 3 Star Receipt Printer - Instructions..................................................... 4 Zebra Label Printer ......................................................................... 5 Barcode Scanner – Mac OS X Instructions ......................................... 5 Barcode Scanner – Windows Instructions .......................................... 7 Cash Drawer Cable ......................................................................... 8 Section Two: Initializing PayGo On Your Computer .............................. 8 Getting Started With PayGo ........................................................... 10 Naming Your Workstation .............................................................. 11 Setting A Till Record...................................................................... 11 Using A Touchscreen ..................................................................... 12 Setting Invoice Format .................................................................. 12 Defining Login Options .................................................................. 13 Defining Posting Options................................................................ 13 Specifying Your Return Policy ......................................................... 13 Selecting Your Receipt Printer ........................................................ 14 Selecting Your Full-Page Printer...................................................... 14 Selecting Your Barcode Printer ....................................................... 14 Specifying Change-Due Options...................................................... 14 Section Three: Using PayGo For The First Time................................... 16 Defining Workstation Type:............................................................ 16 Defining Employees....................................................................... 16 Defining Department and Class ...................................................... 17 Inventory Basics:.......................................................................... 18 Step 1: Adding a New Vendor to PayGo ................................. 18 Step 2: Creating a New Purchase Order ................................. 18 Step 3: Creating New Inventory to Add to Your PO ................. 19 Adding Inventory Via “New Inventory” Screen ................................. 19 Invoicing Basics............................................................................ 19 Creating A New Invoice ................................................................. 19 Customer Basics ........................................................................... 20 Adding a Customer From the Invoice Screen .......................... 20 Adding a Customer From The Main Menu ............................... 20 Finding An Existing Customer From An Invoice Screen............. 20 Performing Finds From The Main Menu ............................................ 20 Conclusion ...............................................................................21 2
  • 3. PayGo SAAS Overview PayGo SAAS is a comprehensive, powerful and scalable solution that allows you to track your business. The PayGo Saas service is comprised of several databases running on the Amazon Computing Cloud. These databases contain all of the data about your business and your customers. The PayGo SAAS service utilizes the PayGo Smart Client, which is a java-based solution. The PayGo Client is designed with an application called Servoy. So you may see that name from time-to-time. The PayGo Smart Client interacts with the PayGo Saas database server to interact with your data. It may seem a bit much, but we understand it and we've worked hard to make it seamless for you. The PayGo Saas service can be used in one of two configurations. These are: PayGo Saas CH (Community Host), PayGo Saas DH (Designated Host). PayGo Saas CH In this configuration, your data is stored on our central servers much like a bank stores all of its data on centralized servers. All of your workstations will make a secure connection to the servers to access and store all of your business information. This method is the most economical as you share resources with other users. Don't worry. We've taken industry standard measures to protect your data from others. PayGo Saas DH For customers using PayGo DH, all of your data is stored on its own dedicated server on the Amazon Elastic Computing Cloud. The benefit to this configuration is that the server is dedicated to your business only, which provides better performance for you. Of course, this method is the more expensive route to take. Section One: Installing and Configuring Your PayGo Saas Hardware Installing the Star Receipt Printer - Mac OS X Instructions PayGo Saas uses the Star Receipt Printer. The printer will connect to your computer via a USB port. Follow these instructions to connect your printer: NOTE: The following steps should only be performed by an individual who is comfortable installing hardware and software onto Mac OS X-based systems. 1. Remove printer from the box. Find and connect the power cable to the back of the printer. Do not turn on your printer. 2. An "A/B" style USB cable (Item #112920) is included in the box. This is a grey colored cable that is about 6 feet long. Each end has a different kind of connector. Match up the corresponding end to your printer and connect the other end to an open USB port on your computer or a powered USB hub. 3. Turn on the printer using the switch on the side of the unit. 4. Run the Star Printer driver installer found on the CD shipped with your receipt printer. 3
  • 4. 5. Open the Computer's "Macintosh HD", then the "Applications" folder, then the "Utilities" folder. Double click on the "Printer Setup Utility." 6. In the "Print Setup" application, click "Add" - on the window that comes up, near the top, there is a drop-down menu. You will have a "Default Browser" view in which you should see a USB printer labeled with "TSP" as part of the name. If you do not, check your connections and make sure that you have installed the printer driver from step 3, and try again. 7. Click the "TSP" printer, and click "Add." The computer will add the printer to the system. We recommend setting your receipt printer to be your default printer. 8. To make sure that PayGo is "pointing" to the right printer, set your receipt printer name to the Star TSP printer in step 9 of the initial setup screen. Installing the Star Receipt Printer - Microsoft Windows Instructions PayGo Saas uses the Star Receipt Printer. The printer will connect to your computer via a USB port. Follow these instructions to connect your printer: NOTE: The following steps should only be performed by an individual who is comfortable installing hardware and software onto Microsoft Windows systems. 1. Remove printer from the box. Find and connect the power cable to the back of the printer. Do not turn on your printer. 2. An “A/B” style USB cable (Item #112920) will be shipped with your order to connect the receipt printer. This is a putty/gray colored cable that is about 6 feet long. Each end has a different type of connector. Simply match up the proper ends for your computer and the receipt printer and connect it to an open USB port on your computer or a powered USB hub that is connected to your computer. 3. Turn the Printer ON. 4. Windows should start to auto-detect the printer and bring up a “Found New Hardware” Wizard. 5. The wizard may ask “Can windows connect to Windows Update to search for software?” Say “No” if you see this prompt and click “Next”. 6. Now it’s time to install the Star Printer’s software driver. Run the Star Printer driver installer found on the CD shipped with your receipt printer. 7. In the printer setup dialog, select the “Search for removable media” and “Include this location in the search” checkboxes, and then click the “Browse” button. Browse the CD to the “Printer Drivers” folder, then to the “Star” folder - click the “Open” button. 8. Click “Next” to start the search for the driver. When the search is complete, a window should appear with the list of drivers matching the printer connected. 9. From the list, select “Star TSP100 Raster Printer with status monitor” or similar and choose the “Next” button. 10. The Driver will begin to install. You may get a warning about the driver not being digitally signed. Select “Continue Anyway”. The printer driver should now install. If you receive any prompts asking for more driver files, simply point them to the same folder on the CD you found earlier (usually D:Printer DriversStar) 11. After the installation is complete, Go to your “Start” menu, then “Settings” then select “Printers and Faxes”. 12. Your new printer should be listed here. Right click on it using your mouse and go to “Properties”. 4
  • 5. 13. On the printer properties page, select the “Raster Print Options” tab. Under the “Drawer 1” dropdown box, select “Document Top”. Click OK. 14. To make sure that PayGo is "pointing" to the right printer, set your receipt printer name to the Star TSP printer in step 9 of the initial setup screen. 15. Your receipt printer is now available for use in PayGo. Installing the Zebra Barcode Label Printer PayGo uses the Zebra Barcode Label Printer. This device will need to be specially configured by a PayGo Support Technician because of licensing restrictions. For help installing your Zebra Barcode Label Printer, please submit a Support Request in the Customer Mecca System. Installing the Barcode Scanner and Credit Card Swiper (Mac) NOTE: Do not plug the scanner into a non-powered USB port (such as an Apple Keyboard) or a USB hub that does not have its own AC power adapter; it does not have enough power to operate the scanner properly. Plug the scanner’s USB connection into an open USB port on your computer or your USB hub. 1. Unpackage the scanner/swiper. 2. Plug into a powered USB. (You should hear a beep if done correctly) 3. You will then see the following figure (If you do not, go into System Preferences, click on Keyboard & Mouse. Under the keyboard tab, click on “change keyboard type.” 5
  • 6. 4. Click Continue and you will see this screen: 5. Scan a barcode for the scanner, or swipe a credit card for the CC swiper (this WILL NOT record any credit card information). After it beeps, you will see this screen: 6
  • 7. 6. The above figure shows that the Mac will always default to Japanese, DO NOT CLICK DONE. Choose "ANSI (United States and others) 7. Click "Done". You are now complete with this install process. The scanner needs to be programmed to work correctly with PayGo. Using either the programming sheet sent with the scanner (if applicable), or by downloading the programming sheet from the Christian James, Inc. Website (www.christianjames.net/downloads.html), follow the directions from the sheet to program the barcode scanner. Installing the Barcode Scanner and Credit Card Swiper (Windows) To set up your scanner you will need to locate the scanner and the scanner USB connection cable. NOTE: Do not plug the scanner into a non-powered USB port (such as an Apple Keyboard) or a USB hub that does not have its own AC power adapter; it does not have enough power to operate the scanner properly. Plug the scanner’s USB connection into an open USB port on your computer or your USB hub. The scanner needs to be programmed to work correctly with PayGo. Using either the programming sheet sent with the scanner (if applicable), or by downloading the programming sheet from the Christian James, Inc. Website (www.christianjames.net/downloads.html), follow the directions from the sheet to 7
  • 8. program the barcode scanner. Installing the Cash Drawer Cable The cash drawer cable (included in your cash drawer box) goes from the back of your cash drawer to the back of your receipt printer. It will look similar to a phone cable. Connect the drawer cable to the back of your receipt printer and to the cash drawer. Installation Finished! We hope that your PayGo installation goes well. We realize that for even the veteran computer user, installations can sometimes be tricky. We strive to keep the unexpected from occurring. You should now read on to the next part of the document to get started in PayGo! Section Two: Initializing PayGo on Your Computer Regardless of which PayGo Saas version you use, you will need to install the PayGo client on all of the workstations that you want to run PayGo. 1. Point your internet browser to: http://ch.us1.paygosaas.com:8080 You should see the following screen: 8
  • 9. 2. Click the "Launch PayGo Client" button in the center. The installer will download to your desktop. Double click on it to start the install. Next, you will see this screen: 3. Click "Trust" to continue. The next screen will prompt for an activation code: 9
  • 10. 4. Enter in your activation code, as provided by your Sales Consultant. If you are using the demo, please enter the code that you were e-mailed for your demo. 5. Next, you will be prompted for a login and a password: Since this is the first time you are using PayGo, your User Name will be "paygo" and your Password will also be "paygo". You will be able to change this later. Getting Started with PayGo You will then be presented with several screens asking you for information about your business and preferences for running PayGo. We will go through each screen to help you set up PayGo for the first time. 1. Enter in your Company Name, Street Addres, City, State, Zip Code, Country, Address Type, and Phone Number. If you have more than one location, you can enter Site information here as well. If you only have one location, just copy over the information from the company information section. You can also upload your Company Logo. Windows users: Right click on the white space where your logo would be. Select Load media. This will bring up a box where you can select an image to use as your Company Logo. Mac User: Command+Click on the white space where your logo would be. (Windows User: Right click) This will bring up a box where you can select an image to use as your Company Logo. 10
  • 11. 2. Give each workstation a name here, such as "PayGo1" or "Office." 3. Specify whether or not you want PayGo to use till records. If you select yes, PayGo will keep a separate till for each workstation and day. Each morning, PayGo will prompt you to create a new till to start the day. This step is optional, and you will still be able to track payments by date if you decide not to track payments by till. 11
  • 12. 4. Specify whether or not you are using a touch screen. 5. Specify how you want copies of your invoices to be made. If you select custom, you will be prompted for each invoice to select the output type. If you select email, PayGo e-mails a copy of each invoice to the e-mail address you have specified for each customer. If you select full page, PayGo will use the full page printer set up on that workstation to print off your invoice. If you select pdf, PayGo will save a .PDF file of each invoice to your desktop. If you select receipt, PayGo will print off a receipt on the receipt printer that is installed on that workstation. 12
  • 13. 6. Specify what you want PayGo to do after you have logged in. You can either go to the main Menu, go to a New invoice, go to all Open Invoices, or go to all Invoices that have been created by the user that is currently logged in. 7. Specify what you want PayGo to do after an invoice has been posted. You can have PayGo Logout, start a New Invoice, Show all Open Invoices, or View the specific Invoice that you have just created. 8. Enter in your return policy here. Whatever you type here will show up on all invoices and receipts that you create. 13
  • 14. 9. Select your receipt printer. Whenever you want your cash drawer to pop, your computer will send a message through your receipt printer to your cash drawer. For more information on installing your receipt printer, see the previous section. 10. Select your full page printer. For more information on installing your full-page printer, see section (....) 11. Select your barcode printer. 14
  • 15. 12. Specify whether or not you want a change due window to pop up after an invoice has been posted. 13. When you are satisfied with Steps 1 through 12, click the "Start Using PayGo Now!" button on the right side of this screen. NOTE: If you ever need to edit any of these settings again, you may do so by clicking on the "Settings" button from the Main Menu. Then click on the magnifying glass next to the name of the workstation you are currently using. You will be presented with a list of editable options. We recommend that you only change these settings if you are sure of what you are editing. If you are unsure, contact PayGo Support. 15
  • 16. Section Three: Using PayGo For the First Time The first time you use PayGo Saas, it is a good idea to configure all of your Settings. To do so, click on the "Settings" button on the Main Screen. You will then need to select the workstation you are currently on. Select the magnifying glass next to the workstation. You will see a screen with five tabs: Invoice Settings, Credit Card, Preferences, Purchase Order, and Printing. Many of these settings will depend on your own preferences. Invoice Settings: Here you will find some general settings about how PayGo Saas presents invoice information to you. Credit Card: If you are using PayGo Saas' internal credit card processing, you will need to enter all of your verification information here. Preferences: These are some general settings associated with logging in and out and searching for things in PayGo. Purchase Order: Configure how PayGo processes Purchase Orders here. Printing: Specify the names and locations of your receipt, barcode, and fullpage printers here. Defining Workstation Type PayGo invoices can be presented to you in two ways: Retail OneShot and Café. Retail – Oneshot: This type is the default invoice screen for PayGo SP. It contains both the items on the sale and the payment buttons on one screen. Café: This setting changes your invoices to suit a Café style store, where only a few items are on the menu and you want them to be immediately accessible without searching for them. To define the workstation type, select "Settings" and then click on the magnifying glass of the workstation you are editing. Select the Invoice Settings tab, and then scroll to number 8. Specify here either Retail - OneShot or Café. Defining Employees To use PayGo, you and your employees must have an individual employee record (a login and password). Without a unique login and password, your employees will not be able to login to PayGo. It is important to assign each of your employees their own employee record. PayGo lets you restrict certain areas of the program for certain people. For example, you can prevent certain employees from entering the purchase order or inventory screens. It is also important that each employee have their own employee record and access code for tracking purposes. PayGo can track a user's activity in the program by recording who made changes to forms and other information in many places in the program. 16
  • 17. To establish employee user accounts, do the following: 1. From the Menu screen, Click on “User Security.” 2. A list of Security Groups should appear. Here, you can sort employees into special designations. For example, if you want all of your managers to have a different set of privileges than cashiers, you can create two separate security groups so that your cashiers do not have the same access privileges as your managers. To start, click the green plus sign to create a new Security Group. 3. Enter in the name of the Group. 4. Enter in at least one employee, along with a user name and password for that user. 5. Click on the Privileges tab. Check the various parts of PayGo you would like that Security Group to have access to. When finished, you can change the password, enter a swipe ID (used for card swipers), and change the Security Group a particular employee is assigned to. Defining Department and Class To help you track your inventory, PayGo Saas allows you to define your own departments, classes and categories. Many reports break down and summarize data with the values you've defined in these three fields. The department field in particular is extremely important to use in your inventory and can save immense amounts of time later if set up in advance. To create or edit a department, you must do the following: 1. From the Menu Screen, Click on "Departments.” A Department Setup window will appear. 2. From the Department Setup screen click on New Department. 3. Enter a Department Name. Another important reason to define your departments is that it helps with consistency. Each department holds “default” values that are automatically populated on the inventory record. Any time you define a Department value on an inventory item, PayGo looks to the Department’s default values and then uses those values to auto-enter data into the corresponding fields in the inventory record. The remaining fields on the department screen are optional and are explained below: Tax Code: Select the tax code you would like to apply to this department. (If you haven't already done so, you can set tax information by selecting the Tax Codes button on the main menu.) Accounting Code: Default Use Qty Popup: By checking this box, PayGo will ask for the quantity in a pop-up box whenever an item from this department is scanned to sell on an Invoice, otherwise it will assume a quantity of 1. Most users leave this unchecked. The unit is the unit of measure for the items in the department. Max Count / Min Count: You can define default Maximum and Minimum counts to 17
  • 18. have in stock that will be used on related inventory records. Default Label: Select which size label you want to print to when printing labels for items in this department. Touch Sort: Defines the sort order if you are using the Cafe workstation type. You can also add subcategories to each department, called Classes. To add a class, click the green plus sign under the "Classes" header. Type in the name of the Class you want to add. Inventory Basics Adding Inventory to PayGo Overview To properly track and sell your inventory, you must first have an inventory record for each item. Inventory may be entered through either the New Inventory button from the Main Menu, or from the Create New Inventory and Order it button from the Purchase Order Screen. Step 1: Adding a New Vendor to PayGo A vendor name is required to create Purchase Orders. The first thing you should do is enter a vendor into PayGo. To do so: 1. From the Menu Screen, Click on “New Vendor”. A blank Vendor Entry Screen will appear. 2. Enter your vendor information in the screen that pops up, including company name and address, as well as the names of individual contacts at that company (if necessary). Click the “Home” button when you are finished. When complete, you will be able to use Vendor on your Purchase Orders to start adding inventory to your system. Step 2: Creating New Inventory In PayGo Inventory may be created and added to the PO using the “New Inventory” button, located on the top of the Purchase Order screen. Using this feature allows you to immediately create an item on the fly and add it to the current PO. To use this feature, follow these instructions: 1. From the main menu, click on the “New Inventory” button. An Inventory Item Quick Entry Inventory Window will appear. 2. Enter data into available fields on the screen. IMPORTANT: We HIGHLY recommend at the minimum to fill in “Item Name”, “Department”, “Vendor SKU”, “Cost” and “Our Retail”. These fields will give you all the information required to complete the purchase order. 3. Click on “Close & Save” when you are finished. 4. PayGo will automatically create a record in the Inventory database to store your new item. You can also quickly add item to inventory from the following areas of PayGo: - From the Menu Screen: Click on “New Inventory”. A new record will be created and the Inventory Screen will appear. Fill out the available fields required and click 18
  • 19. “Close & Save”. - From the Inventory View Screen: Click on the “New Inventory” button. A blank record will appear. Fill out the available fields required and click “Close & Save”. - From the Purchase Order Screen: Click the green “New Inventory” button. When you are finished, click the green “Add Item To Transaction” button and the new item will also be added to Purchase Order you are currently creating. Step 3: Creating a New Purchase Order The Purchase Order does many inventory management tasks for you. When receiving items placed on a PO, PayGo automatically updates the On Hand totals in the inventory database. When closing a PO, PayGo updates Last and Average Costs in the inventory database. If you choose not to use purchase orders, you will need to keep your inventory records up to date manually. To create a new PO, do the following: From the Menu Screen, click the “New Purchase Order” button. A new Purchase Order screen will appear. In the search field on the left, enter the name of the vendor. Once selected, all of the vendor's information will be filled in automatically. You may also create a new vendor on the fly by clicking the New Vendor Button, and filling in the desired information. You can then select which inventory items you would like to order from this vendor, as well as specify the quantity and price of the items you are ordering. Invoicing Basics Creating a New Invoice Here are the most common steps to starting and posting an invoice: 1. From the Menu screen, click on “New Invoice”. If you have configured PayGo to use tills, the till creation screen will pop up if this is the first time a new invoice has been made that day. If it does, review the information and then click close. A new invoice screen will then appear. 2. Scan your item's barcode or type in its Item ID “Search Item” field. A quantity window will popup asking you to enter in the quanity. 3. Repeat the previous step for each item being purchased. 4. Click the method of payment. The program will place the Amount Due into the “Amount” field as a default. Enter the amount received from the customer. 5. Click on “Post and Print”. PayGo will post the invoice and print out a receipt. (If you are using integrated credit card processing and you select a credit card payment method and Post, a credit card swipe screen will appear for you to swipe the customer’s credit card.) Customer Basics 19
  • 20. Adding a customer from the Invoice screen 1. Next to the “Customer” field, click the “New” button. 2. Enter your customer information. We recommend entering at least the customer’s first and last name, or if a company, the company name. 3. Press the “Add to Invoice” button and the new customer will be placed on the current sale. Adding a customer from the Main Menu 1. Click the “New Customer” button. This will start a new record and bring up the Customer Entry Screen. 2. Enter your customer information. We recommend inputting at least the customer’s first and last name, or if a company, the company name. 3. Click “Home” when finished, or click “New Customer” to enter in another customer. Finding an existing customer from an Invoice screen NOTE: The customer must already exist in the customer database. 1. On the invoice screen, Click on the “Customer Search” field. 2. Type in all (or part) of the customer’s first name, last name, company name or entire telephone number in the fields provided. 3. Press the Enter key to execute the find. Click on the desired customer from the list, and the customer will be placed on current invoice. Performing Finds from the Main Menu You can perform quick finds for Customers, Inventory, Invoices, Orders, and Vendors right from the bottom of the Main Menu Screen. To do this, select the category that you would like to search, and enter in some text that you would like PayGo to search. Conclusion - Support For PayGo This guide covers only the basics of PayGo and we encourage you to use the online help at our website, http://www.paygosaas.com/ - click the “Support” link on the title bar of the web to find our searchable web answers database and help ticket system options. Subscription to PayGo Saas also includes access to our Tech Support team. You can access this by visiting the above website as well. 20

×