User manual ROYAL ALPHA 601SC - INSTRUCTION MANUAL

Contents 1 Welcome Before Starting ..................................................................................................................................................... 1 What is in the Box? ............................................................................................................................................. 2 Important Phone Numbers ............................................................................................................................. 2 2 Getting Started Plugging in and Putting in the Batteries .................................................................................................... 3 Installing the Paper Roll.................................................................................................................................... 5 Installing the Barcode Reader ..................................................................................................................... 6 PC-Based Software ............................................................................................................................................. 7 Setting the Language........................................................................................................................................ 8 Setting the Date And Time.............................................................................................................................. 9 Programming the Sales Tax ..........................................................................................................................10 Programming Department Keys .................................................................................................................10 3 Getting To Know the Cash Register About the Displays ...........................................................................................................................................12 Opening and Closing the Customer Display........................................................................................12 About the Numeric Display........................................................................................................................14 Using the Mode Key Area ..............................................................................................................................14 Using the Keyboard .........................................................................................................................................16 Using the Cash Drawer ...................................................................................................................................17 Contents Using the Accessory Drawer ........................................................................................................................ 18 Using the Counterfeit Detector Feature .................................................................................................. 18 About Paper Money ..................................................................................................................................... 19 Detecting Suspicious Money .................................................................................................................... 19 Programming the UV Light........................................................................................................................ 21 4 Setting Up Your Cash Register - the Basics Using the Displays ........................................................................................................................................... 22 The Clerk Display ........................................................................................................................................... 23 Setting Alphanumeric Descriptions .......................................................................................................... 23 Alphanumeric Code Chart ......................................................................................................................... 24 Using Single Width Characters................................................................................................................. 26 Programming Blank Lines or Restoring Factory Default Messages ............................................ 26 About Programming Numbers in Header Messages ....................................................................... 27 Using Double Wide Characters ................................................................................................................ 27 Programming a Header Message............................................................................................................ 28 Setting the Footer Message ...................................................................................................................... 30 Setting Clerk Numbers and Names ........................................................................................................... 32 Using the Clerk System ............................................................................................................................... 34 Setting the Machine Number ...................................................................................................................... 34 Setting X and Manager Passwords ............................................................................................................ 35 Printing the Quick Start Program Confirmation Report..................................................................... 36 Before Going to Register Mode................................................................................................................... 37 Error Codes ......................................................................................................................................................... 38 Clearing an Error............................................................................................................................................ 38 5 Setting Up Your Cash Register - Advanced Programming Department Keys................................................................................................................. 41 Setting Standard and Gallonage Mode................................................................................................. 43 Programming Multiple and Single Items ............................................................................................. 43 Programming High Digit Lock-out (HDLO).......................................................................................... 44 Programming Tax Status ............................................................................................................................ 44 Programming Department Preset Price ............................................................................................... 45 Assigning Department Number Keys .................................................................................................... 46 Programming Department Names......................................................................................................... 46 ii Alpha 600/601 User's Guide Contents Scrolling Messages ...........................................................................................................................................50 Types of Scrolling Messages ......................................................................................................................50 Scrolling Message Length...........................................................................................................................50 Default Scrolling Messages ........................................................................................................................51 Programming Scrolling Messages ...........................................................................................................51 Sample Scrolling Messages ........................................................................................................................51 Programming Scrolling Message Display Times ...................................................................................52 Setting the Off Message Start Time.........................................................................................................52 Setting the Mode Message Start Time ...................................................................................................52 Setting the Sales Message Start and Stop Times................................................................................53 Setting the Idle Messages Start Time .....................................................................................................53 Setting the Amount of Time Message Letters Appear in the Display.........................................54 Programming the Credit Keys......................................................................................................................55 Programming PLU Descriptions..................................................................................................................56 Programming PLUs without a Barcode Reader ..................................................................................57 Programming PLUs with the Barcode Reader.....................................................................................58 Setting the Decimal Points............................................................................................................................59 Setting the Rounding Rates ..........................................................................................................................60 Programming Discounts ................................................................................................................................60 Programming Minus Percentage Discounts ........................................................................................60 Programming Coupon Discounts ............................................................................................................61 Programming Plus Percentage Add-ons...............................................................................................64 Programming Flag Options...........................................................................................................................65 6 Ringing up Sales and Using Training Mode Ringing up Sales................................................................................................................................................71 Ringing up Sales with the Barcode Reader...........................................................................................73 Printing Receipts ...............................................................................................................................................73 Using Training Mode .......................................................................................................................................75 7 Programming Complex Tax Rates Setting the Tax Rates.......................................................................................................................................77 8 Running Reports Running the Program Confirmation Report ...........................................................................................80 Running the Department Confirmation Report ....................................................................................82 Alpha 600/601 User's Guide iii Contents Running the PLU Confirmation Report .................................................................................................... 82 Running the Department Sales Report .................................................................................................... 83 Running Management Reports................................................................................................................... 83 About X Readings.......................................................................................................................................... 84 About Z Readings.......................................................................................................................................... 84 About Management Reports .................................................................................................................... 85 Running a Cash-In-Drawer Report .......................................................................................................... 85 Running a Clerk Report ............................................................................................................................... 86 Running a Financial Report ....................................................................................................................... 86 Financial Report Example........................................................................................................................... 87 Running an Hourly Report ......................................................................................................................... 89 Running PLU Reports................................................................................................................................... 90 Running an Electronic Journal Reports ................................................................................................. 91 9 Maintenance and Options Installing a New Paper Roll ........................................................................................................................... 94 Using the Battery System .............................................................................................................................. 95 About the Serial Port....................................................................................................................................... 97 10 Troubleshooting Error Codes ......................................................................................................................................................... 98 I Hear an Error Beep...................................................................................................................................... 98 Sec code error appears in PRG, X OR Z modes ................................................................................... 99 If Clerk E12 Displays In REG 1 or REG 2 Modes.................................................................................... 99 PE Printer Error or Paper End ....................................................................................................................... 99 EJ -FULL Error...................................................................................................................................................100 The Register Does Not Work at All ...........................................................................................................101 Opening the Drawer When There is no Power....................................................................................101 Half System Clear ...........................................................................................................................................102 Partial Reset......................................................................................................................................................102 Full System Clear ............................................................................................................................................103 If Nothing Helps..............................................................................................................................................103 11 Examples Sample Receipt ............................................................................................................................................106 Transaction Codes .........................................................................................................................................106 iv Alpha 600/601 User's Guide Contents Adding Tax to a Non-Taxable Department .......................................................................................... 108 Cash Sale With Tendering Change .......................................................................................................... 108 Cash Sale Without Tendering Change ................................................................................................... 108 Charge Sale ...................................................................................................................................................... 109 Charge Return ................................................................................................................................................. 109 Coupon Discount Sale.................................................................................................................................. 109 Credit Return ................................................................................................................................................... 110 Credit Sale......................................................................................................................................................... 110 Dept Shift Key.................................................................................................................................................. 111 Exempting Tax On An Item ........................................................................................................................ 111 Exempting Tax on the Entire Sale ............................................................................................................ 112 Gallonage Sales Transaction...................................................................................................................... 112 Minus Percentage Discount Sale.............................................................................................................. 112 Multiplication of a Department Unit Price............................................................................................ 113 Multiplication Sale......................................................................................................................................... 113 Multiplying By A Fraction............................................................................................................................ 114 No-Sale Function............................................................................................................................................ 114 Overriding a PLU Sale................................................................................................................................... 114 Paid-Out Sale ................................................................................................................................................... 115 PLU Sale............................................................................................................................................................. 115 PLU Sale With PLU Description ................................................................................................................. 115 Plus Percentage Sale..................................................................................................................................... 115 Received-On-Account Sale......................................................................................................................... 116 Registering A Department Unit Price ..................................................................................................... 116 Registering A Reference Number ............................................................................................................ 117 Return Sale ....................................................................................................................................................... 117 Split Tendering Sale ...................................................................................................................................... 118 Temporarily Overriding a PLU Price........................................................................................................ 118 Use the Error-Correct /Void Key................................................................................................................ 118 Voiding A Coupon Sale................................................................................................................................ 119 Voiding a Department Preset Price......................................................................................................... 119 Voiding a Department Preset with a Coupon Discount .................................................................. 119 Voiding a Department Preset with a Minus Percentage Discount .............................................. 120 Voiding A Minus Percentage Discount Sale......................................................................................... 120 Alpha 600/601 User's Guide v Contents Voiding a Multiplication of a Department Preset Price....................................................................121 Voiding A Multiplication Sale ....................................................................................................................121 Voiding a PLU Multiplication Sale ............................................................................................................122 Voiding a PLU Sale .........................................................................................................................................122 Voiding a PLU Sale with a Coupon Discount .......................................................................................122 Voiding a Plu Sale with a Minus Percentage Discount .....................................................................123 Voiding a PLU Sale with a Plus Percentage Rate.................................................................................123 Voiding a Plus Percentage Sale.................................................................................................................124 Voiding A Sale .................................................................................................................................................124 A Calculating State Tax Table Codes ...............................................................125 Calculating Your Tax .....................................................................................................................................125 Example Tax Chart ......................................................................................................................................129 The Worksheet .............................................................................................................................................130 Programming the State Tax .......................................................................................................................131 B Programming Tax in Canada ........................................................................132 Setting Flag Options .....................................................................................................................................132 Setting Tax Percentage Rates ....................................................................................................................133 Linking Tax Rate(s) To Each Department...............................................................................................134 C Product Information ......................................................................................135 Specifications and Safety ............................................................................................................................135 Safety and Legal Notices .............................................................................................................................136 Limited Warranty............................................................................................................................................137 Software Licensing Agreement.................................................................................................................138 D Settings Tables ..............................................................................................139 Alphanumeric Code Chart ..........................................................................................................................139 Flags....................................................................................................................................................................141 Language Table ..............................................................................................................................................146 Transaction Codes .........................................................................................................................................151 US Tax Status Numbers................................................................................................................................152 Ordering Supplies and Accessories...................................................................153 Index ....................................................................................................................155 vi Alpha 600/601 User's Guide CHAPTER 1 Welcome Congratulations on purchasing your new Royal cash register! This register is designed to be easy to use, helping you to focus on running your business. Before Starting Before you start using this manual to set up and customize your cash register, you should know the following. When you need to press a key, you see a picture of the key you need to press and the name of the key is in another font. For example: 1 If you are prompted for a Manager Password, type the password number and then press the Check key. If you did not program a Manager Password, go to the next step. If you need to type something in the round Number keys area, what you need to type is shown in a special font. For example: 2 Using the round Number keys, press 444444 and then press the Amount Tend Total key. Alpha 600/601 User's Guide Chapter 1: Welcome What is in the Box? Look for and unwrap the following: · · · · · · Cash Register 1 starter roll of standard thermal paper, Royal Reorder Number 013127 (57.5mm). Journal Spindle, installed in the printer compartment Barcode reader located in a small box RegisterLinkTM software 1 set of keys, consisting of: · 2 Cash Drawer keys (515). · 2 PRG Program keys (427-023). · 2 REG Register keys (427-024). · 2 Z keys (427-012). Important Phone Numbers If you need help or want to order additional supplies, use the following contact information. Customer Service: Ordering Supplies: Website: 1-800-272-6229 (USA) 1-888-266-9380 (Canada) 1-888-261-4555 www.royal.com To order items, see Ordering Supplies and Accessories on page 153. 2 Alpha 600/601 User's Guide CHAPTER 2 Getting Started Setting up your cash register consists of the following steps: · · · · · · Plugging in and Putting in the Batteries Installing the Paper Roll Setting the Language Setting the Date And Time Programming the Sales Tax Setting at least 2 Department Keys Do all the steps to make sure you have your cash register set up correctly. When you are done with this chapter, see the chapter called Getting To Know the Cash Register, starting on page 12 and the chapter called Setting Up Your Cash Register - the Basics, starting on page 22 for more information about your cash register. Plugging in and Putting in the Batteries Your cash register needs 3 AA 1.5 volt batteries for the memory backup system. These batteries did not come with your cash register and you must purchase them additionally. You should purchase these batteries before you start this section or as soon as possible after setting up the cash register. Alpha 600/601 User's Guide Chapter 2: Getting Started Make sure that you plug the cash register into the electrical outlet before you put in the batteries. Caution If you put the batteries in first, they can damage the cash register. Do not use this cash register outdoors in the rain or near any source of liquid. To get the cash register ready to use 1 Remove the cash register and the parts from the box. Store the box and packing material in a safe, dry place. If you need to move the register in the future, you can put it back in the box. 2 Remove the tape holding the parts of the cash register in place. For example, there may be tape on the Journal Compartment Cover. Make sure you remove the tape on the black Journal Tape spindle inside the printer compartment of the cash register. 3 Put the register on a hard, level surface, away from rain and spilled drinks. A hard level surface makes it easier for the cash drawer to go in and out smoothly. Do not put the register on a porous surface. Depending on the surface or any cleaning solution used on the surface, the rubber feet may leave marks on the surface. Do not place the register on any valuable surface, such as antique or fine wood tables, desks, and so on. 4 Plug the cash register into a standard three-hole electrical wall outlet. (115-120 volt, 60 hertz). Make sure the electrical cord is not going to get tripped over or accidentally pulled from the electrical outlet. Put the cash register on an electrical circuit with no other electrical device or appliance. Other appliances can overload the circuit or cause electrical interference with the cash register. It is best that you use a circuit without other appliances already on it. 5 Install the memory backup batteries. · Open the Journal Compartment cover. Remove the cover and put it aside. · Move the paper roller bar up and out of the way. Grab the small handle on the right of the print roller bar. Push the little handle towards the back of the cash register and raise the paper roller bar up. You see a slope down to the paper compartment. The battery cover is located under the print roller bar, on the slope. · Remove the battery cover. Press the edge at the top of the cover and push to the back. The cover pops off. 4 Alpha 600/601 User's Guide Installing the Paper Roll · Put the batteries in the slots. Make sure that the positive and negative ends are in the right place. The batteries have a little plus (positive) and minus (negative) sign on each end to help you. · Replace the battery cover. Slide the bottom tabs into the long slit in the bottom position and it snap the cover into place. Do not put the tabs in the 2 holes in the bottom of the compartment. The cover will not close and you will break the tabs. 6 Now you are ready to put the paper in the cash register and set the time and the date. See the next section for more information. Installing the Paper Roll Your cash register has a thermal printer that prints receipts for the customer or a journal tape. Use 2¼ inch (57.5 mm) wide standard thermal register paper. To install the paper roll 1 Insert the PRG key and turn it to either REG1 or REG2. · If you need a customer receipt, turn the Mode key to the REG1 position. · If you do not need a customer receipt, turn the mode key to the REG2 position. 2 Unlock and open the Journal Compartment Cover. Grip the left side of the cover and gently pull upward. Remove the Journal Compartment Cover and set aside. 3 Remove the Journal Takeup spindle. Place the paper roll in the little round area at the bottom of the compartment. Make sure the paper feeds out from the bottom of the roll, towards the front of the cash register. Alpha 600/601 User's Guide 5 Chapter 2: Getting Started 4 Grab the small handle on the right of the print roller. Push the little handle towards the back of the cash register and raise the roller bar up. 5 Lay the end of the paper across the printer as shown. Move the print roller down onto the paper and snap into place. Make sure both sides are snapped down. · Press the Feed key until the paper catches and moves through the printer. 6 Do one of the following: · If you do not need to print receipts: Place the black plastic Journal Takeup spindle on its grooves above the Battery compartment. The spindle sits above the paper roll. Press the Feed key to move the paper through the printer about 10-12 inches. Push the paper through one of the narrow openings in the center of the Journal Takeup spindle. Press the Feed key until the paper catches and begins to wind securely around the Journal Takeup spindle. Replace the Journal Compartment Cover. · If you want to print receipts: Lay the customer receipt paper over the receipt slot and close the Journal Compartment Cover. Handle Installing the Barcode Reader Your cash register comes with a barcode reader. It allows you to scan items with a UPC symbols, instead of using the keyboard to type the PLU number. The barcode reader plugs into the port on the lower right side of the cash register. You don't need to do anything special to make it work after you plug it into the cash register. Use the directions below to install it. To install and program the barcode reader 1 Unpack the reader from the box. 2 Turn the Mode key to OFF. 6 Alpha 600/601 User's Guide PC-Based Software 3 Locate the port for the scanner on the lower right side of the cash register. Plug the reader into the port. 4 Now you can program the cash register so that you can scan UPC symbols to ring up items. For specifics, see Programming PLUs with the Barcode Reader on page 58. PC-Based Software Your cash register includes: · RegisterLink PC-based software. · This software allows you to connect the cash register to your PC to download your sales information and transfer it to QuickBooks® Pro 2002 or later or Peachtree® 7.0 or later accounting software. For instructions about using the software, see the RegisterLink manual. · Back-Up and Restore - Whether you programmed your cash register data on the cash register or on your PC, you can back-up that programming and store the data on your PC. Should you lose the memory in your cash register, you can simply restore the data from your PC back to the cash register without having to reprogram all the PLU's, Departments and other data. · Additional Registers - When you buy additional cash registers, you can use the back-up-and-restore feature with multiple registers of the same model number. Just program one register, back-up the data to your PC, and then restore or download the data from your PC to the other registers, as long as they are all the same model number. This saves you the time of having to program each register individually. Check the Royal web site for any new features and upgrades to RegisterLink. Using the RegisterLink software requires connecting your computer to the cash register using the serial port. To connect your computer to the serial port, you need a null-modem serial cable that may or may not be included. If necessary, you can purchase this cable directly from Royal or at any computer supply store. For technical details about the serial connection, see About the Serial Port on page 97. The RegisterLink software is on a CD. Please install the software from this CD. Then check for updates on the Royal web site (www.royal.com). If a later version of the RegisterLink software is available on the web site, download it from the web site and install it on your PC. It is important that Alpha 600/601 User's Guide 7 Chapter 2: Getting Started the CD version of the software is already installed on your PC before you download and install any upgrades. RegisterLink software instructions are separate from this manual. The RegisterLink instruction manual is on the CD that contains the software. An updated and revised version of the instruction manual accompanies any newer version of the software that is downloaded from our web site. Please refer to the RegisterLink instruction manual for all software related operational instructions and assistance. Setting the Language Before you program the cash register, you need to specify a language if you do not want to use English. You can select English, Spanish, French, or German. Changing the language changes the words you and the customer see on the display. For more information about the prompts that appear, see Language Table on page 146. Note If you start programming the cash register and then set the language, you will lose all your programming changes. To set the language 1 Put the PRG key in the Mode key slot and turn it to the PRG position. 2 Using the round Number keys, press 19. Press the round Number key to select the language you want. The options are: English Spanish French German 0 1 2 3 3 Press the Void key. The language your cash register shows on the display is set. 4 If you want to the cash register to show a language other than English, see Programming Flag Options on page 65 to specify the language you want. If you set the language after you program more options, all the custom programing you add is erased. You are ready to start programming the cash register. Note Before you continue, see page 65 for other settings you may want to use. 8 Alpha 600/601 User's Guide Setting the Date And Time Setting the Date And Time The date changes every day and prints in the month-day-year format. You can prevent the date from printing on the transaction receipts. The date format can also be changed to print day-month-year. For more information, see Programming Flag Options on page 65. You can set the cash register so that it does not print the time on receipts. For more information, see Programming Flag Options on page 65. The time can print in either the 12 or 24 hour (military time) format. The default setting is to print in the 12 hour format, which is normally used. To change to the 24 hour format, see Programming Flag Options on page 65. Reminder When you set the time, you need to type the time in a 24 hour format. To convert the current time to a 24 hour format, add the number 12 to every hour after 12 noon. For example: 1:15 P.M. programs as 1315. 8:20 A.M. programs as 0820. To set the date Example 1: To program June 30, 2004 1 Put the PRG key in the Mode key slot and turn it to the PRG position. 2 In the round Number keys area, press 063002 and then press the #/ST/NS key. To set the time Example 2: To program 9:45 P.M. 1 Put the PRG key in the Mode key slot and turn it to the PRG position. 2 In the round Number keys area, press 2145 and then press the Qty/Date key. Alpha 600/601 User's Guide 9 Chapter 2: Getting Started Programming the Sales Tax Now you need to program the sales tax for your area. If you do not know your sales tax rate, contact your local government office. Tip You must press at least 4 digits in step 4. Note If you make a mistake or you hear an error beep, press Clear and start over with Step 3. Example 3: To program a sales tax rate of 6% 1 Find your sales tax rate. You may need to contact your local government office. 2 Put the PRG key in the Mode key slot and turn it to the PRG position. 3 In the round Number keys area, press 1 and then press the Tax 1 key. 4 Press 6000 and press the Amount Tend Total key. Your sales tax is programmed. To program other tax rates, in Step 4, press the following: Table 1 Additional tax rate programming For this tax rate... 7.75% 5.5% 10.5% Press these keys... 7750 5500 10500 For more advanced tax rate programming, see Programming Complex Tax Rates on page 76. Programming Department Keys You are done with the basic programming of your cash register. After you program at least 2 department keys, you are ready to use the cash register, if you do not want to use any of the other features. For more information about the other features of your cash register, see Setting Up Your Cash Register - the Basics on page 22 and Setting Up Your Cash Register - Advanced on page 40. 10 Alpha 600/601 User's Guide Programming Department Keys To program Department 1 as taxable with no preset price and no description 1 Using the round Number keys, press 00001 and press the Subtotal/w/Tax key. 2 Using the round Number keys, press 0 and press the Dept 1 key. 3 Press the Amount Tend/Total key. The department information is saved in the cash register. To program Department 2 as non-taxable with no preset price and no description 1 Using the round Number keys, press 00000 and press the Subtotal/w/Tax key. 2 Using the round Number keys, press 0 and press the Dept 2 key. 3 Press the Amount Tend/Total key. The department information is saved in the cash register. For more information about programming department keys, see Programming Department Keys on page 41. Alpha 600/601 User's Guide 11 CHAPTER 3 Getting To Know the Cash Register This chapter shows you the basics of using your cash register after you set it up. If you have not yet set up your cash register, see the Quick Start sheet that came in the box with your cash register or Getting Started on page 3. About the Displays Your cash register has 2 displays. Customer Display You can lift, tilt, and rotate customer display so customers can see what is happening. When you move the register or store it, close the display so it doesn't get damaged. Your cash register has a 1 line customer display · 1 line that shows letters and numbers (alphanumeric) The alphanumeric display shows 10 digits for descriptions, scrolling text messages, and sales dollar amounts. Opening and Closing the Customer Display You can open and close the customer display so that customers can easily see what is happening. To open and close the customer display 1 To open the rear customer display, pull up, tilt, and rotate to view from any direction. 2 To close, turn the display to face the rear of the machine and press down. Alpha 600/601 User's Guide About the Displays Operator Display Your cash register also has a 2 line display for the operator. Both lines shows letters and numbers (alphanumeric). The following codes can appear in the display: Table 2 Codes and words that can appear in the display This code... : = ADD ON CASH CHANGE or C CHARGE CHECK CLERK ERR or CLERK E12 COUPON DISCOUNT E.J FULL ERROR NO SALE NON TAX P PE PAPER END P-O R-A REFUND SEC CODE SUBTTL TAX 1/TAX 2 VOID/CORR Appears when... the -%/RA key registers a percent discount amount. Also appears in the Customer Display. the Charge, Check, Amount Tend Total keys are pressed. Also appears in the Customer Display. the +%/PO key registers a plus percentage amount. * the Amount Tend Total key finalizes a cash sale. * change is due. * the Charge key finalizes a sale. * the Check key finalizes a sale. * clerk numbers have been programmed and the clerk system is active. When this appears, the clerk number must be entered. the -/CPN key is pressed. * the -%/RA key registers a percent discount amount. * the Electronic Journal memory is full. Run the electronic journal report to clear the memory. See EJ -FULL Error on page 100. an incorrect key is pressed. Press the Clear key to clear. the #/ST/NS key is pressed. * the Non Tax key is pressed. you are in the middle of a programming step. Also appears in the Customer Display. if an error is detected in the printer. there may be a printer error. the +%/PO key is used for a paid out function. * the -%/RA key is used for a received on account function. * the Return key is pressed. * a manager password is programmed. When this appears, you must enter the password. the Subtotal w/Tax or #ST/NS key is pressed. * the TAX 1 or TAX 2 key is pressed. the Void key is operated. * * also prints on the receipt or journal tape. Alpha 600/601 User's Guide 13 Chapter 3: Getting To Know the Cash Register When ringing up sales, the department number or PLU number can also appear. If a description or name has been programmed, this description also appears. About the Numeric Display The following codes can appear in the Numeric Display: Table 3 Codes that can appear in the Numeric Display This code... PE P Cr CH CA C Appears when... an error is detected in the printer. you are in the middle of a programming step. Also appears in the Customer Display. the Charge key is pressed. Also appears in the Customer Display. the Check key is pressed. Also appears in the Customer Display. the Amt Tend/Total key is pressed. Also appears in the Customer Display. change is due. Also appears in the Customer Display. Using the Mode Key Area The Mode key area allows you to do the following. Table 4 Mode key settings This setting... · · · PRG OFF REG1 Does this... Programs the cash register and sets the cash register to Training mode. Use the key marked PRG. Turns the cash register off. It also electronically locks the cash drawer. All keys do this. Turns the cash register ON for all normal sales transactions. All features of the cash register are activated as programmed. A customer receipt is printed for every transaction. 14 Alpha 600/601 User's Guide Using the Mode Key Area Table 4 Mode key settings This setting... · REG2 Does this... Turns ON the cash register and allows all normal sales transactions just like REG1 mode. However, the built-in printer is turned-off so that customer receipts are not automatically printed. This option allows you to control the amount of receipt paper used by not printing a receipt for every transaction and only printing a receipt for those transactions where one is required. Lets you read all transaction totals without clearing any totals. This is useful for mid day reports. Use the key marked Z. Lets you read all transaction totals and clears all transaction totals to zero, except the end of day, or close of day, totals. Use the key marked Z. · X · Z If you need to keep the register plugged in when you are not using it, turn the Mode key to the OFF position. The keyboard will not work and the cash drawer is electronically locked. A small amount of power maintains the program and transaction data totals. · For more information about programming the cash register, see Setting Up Your Cash Register - the Basics on page 22 and Setting Up Your Cash Register - Advanced on page 40. For more information about using the cash register to ring up sales, see Ringing up Sales and Using Training Mode on page 71. For more information about running reports, see Running Reports on page 80. · · Alpha 600/601 User's Guide 15 Chapter 3: Getting To Know the Cash Register Using the Keyboard The keyboard on your cash register looks like the following: Mode key area Round number keys Department keys and letters for programming Total key opens cash drawer To use the keyboard, do the following: · To use the cash register, put the key marked REG in the Mode key hole and turn to Reg1 or Reg 2. Now you can press the round Number keys and Department keys to ring up a sale. For more information about ringing up sales, see Ringing up Sales and Using Training Mode on page 71. To program the cash register, put the key marked PRG in the Mode key slot and turn to PRG. For more information about programming the cash register, see Setting Up Your Cash Register - the Basics on page 22 and Setting Up Your Cash Register Advanced on page 40. · 16 Alpha 600/601 User's Guide Using the Cash Drawer Using the Cash Drawer The cash drawer is where you put the money after you ring up a sale. The cash drawer has slots for putting paper bills and a tray for coins. You can store paper items such as checks and charge slips under the removable coin tray. When you ring up a sale, the cash drawer automatically opens so you can make change and put money away. You can also open the cash drawer without making a sale. This is handy if you need to make change for someone or forgot to put something away. The cash drawer locks in 2 different ways. Locking the cash drawer is a good idea if you need to leave the cash register. · The cash drawer automatically locks electronically when you move the register key to the Off position. Remember to take the register key out if you are leaving the register. The emergency open lever will still open the cash drawer when it is electronically locked. You can also use the 515 key to mechanically lock the cash drawer. If you lock the cash drawer this way, you must have the key to open it again. Even the emergency open lever will not open the cash drawer. when it is locked with the key. · Important If the cash drawer will not open, see if the lock on the cash drawer is turned to the right. If it is, the drawer is locked with the 515 key. You need the key to unlock the cash drawer. If the key is lost or locked in the cash drawer, contact Royal. To open the cash drawer after a sale 1 When you are done ringing up a sale, press the Amount Tend Total key at the bottom right of the keyboard. The cash drawer opens. You can make change and put the money in the drawer. 2 When you are done, push the cash drawer closed. To open the cash drawer without making a sale 1 Press the #/ST/NS key at the bottom right of the keyboard. The cash drawer opens and a No Sale receipt prints. 2 When you are done, push the cash drawer closed. To lock and unlock the cash drawer using the key 1 Using the small key labeled 515, put the key in the lock in the front of the cash drawer. Alpha 600/601 User's Guide 17 Chapter 3: Getting To Know the Cash Register 2 To lock the cash drawer, turn the key to the right and remove the key from the lock. 3 To unlock the cash drawer, turn the key to the left and remove the key from the lock. To open the cash drawer using the emergency lever 1 With your hands on the cash drawer, carefully tip the front of the register up. Underneath the cash register, toward the back of the register, you see a small lever. 2 Push the lever in the only direction it will move. The cash drawer opens. If the cash drawer will not open, make sure it is not locked with the 515 Drawer key. Using the Accessory Drawer Your cash register has a small drawer above the cash drawer. The Accessory drawer can be opened at any time by anyone. It is a good place to put things like pens, pencils, and note pads. Because anyone can open the drawer, it is not a good idea to put checks or charge slips in it. You should put those in the cash drawer, under the coin drawer. Make sure that you never put anything valuable in the Accessory drawer. Using the Counterfeit Detector Feature Protected by U.S. Patent D477,836. Other U.S. and Foreign Patents Pending. Your cash register comes with a handy Counterfeit detector feature that helps you decide if the money is possibly counterfeit or fraudulent. All new style American paper money, except for the $1 bill, have a strip that glows under ultra-violet (UV) light. The Counterfeit detector feature lets you see that strip before you accept the paper money. 18 Alpha 600/601 User's Guide Using the Counterfeit Detector Feature About Paper Money Just because the Counterfeit detector feature shows a glowing strip does not always mean the paper money is real. A clever forger may include this strip in a fake bill. Always use multiple methods to decide if you want to accept a bill as valid. Each bill amount has a strip that glows a different color. The location of the UV markings in US and Canadian currency is shown below: Table 5 US paper currency UV mark locations US $ bill... $5 $ 10 $ 20 $ 50 $100 Has this color... Blue Orange Green Yellow Red Located here... Left edge of bill Right of Hamilton's head Left edge of bill Right of Grant's head Left of Franklin's head Canadian Paper Currency: UV sensitive dots are placed in a random pattern throughout the bill. These dots glow blue. Newer Canadian bills may have different UV-sensitive markings. See your bank or local government office for help on what UV-sensitive markings to look for in a genuine bill. Detecting Suspicious Money Always use multiple counterfeit detection methods to guard against fraudulent paper currency. Some of the more common methods for detecting valid US currency are: · · Look for blue and red threads in the fabric. Hold the bill up to a light source and check for the watermark - which should be the face of the same President pictured on the front of that denomination bill. Hold the bill up to a normal light source (not a UV light) and look for the UV sensitive strip, the characters USA and the numeric denomination of the bill (either in numeric form or spelled out). Mark the bill using a Universal Counterfeit Detector Pen, which uses special ink that reacts to counterfeit paper currency. · · For other currency, such as Canadian money, see your bank or local government office for help. Alpha 600/601 User's Guide 19 Chapter 3: Getting To Know the Cash Register To use the counterfeit detector feature 1 Put the paper money in the slot in the front of the cash register. 2 UV light button 3 Look in window 1 Insert paper bill 2 Press the UV light button. The UV light turns on. 3 Look thru the small window on the front of the cash register. If the bill has the strip, you see a strip that glows as a color. See the table above for the correct color. If the bill is Canadian, you see blue dots. 4 When you are done, remove the bill from the slot. Press the UV button again. The UV light turns off. Things to Remember The counterfeit detector feature in the cash register uses ultra-violet light (UV light) technology and only works on new style US paper currency. This currency has the large portrait of a US president, off-center on the front of the bill. Old style U.S. bills, printed before 1996 and all $1 bills do not have any fluorescent markings. These bills do not react to UV light and the counterfeit detector in cash register does not show any fluorescent markings on these bills, even though they may be valid US bills and not counterfeit. Keep in mind that any one method of counterfeit detection, including the UV light mechanism built-in to the cash register, is not fool-proof and only suggests suspicious paper currency. Using this counterfeit detection feature is open to user interpretation of the reading of the currency under the UV-light. If no fluorescent markings are seen on a US bill, then consider the bill suspicious. This may not mean that the bill is definitely counterfeit. Use other counterfeit detection methods to further examine the suspicious bill. If the US dollar bill fails multiple counterfeit detection methods, then the bill may be counterfeit and you must decide whether to accept the bill or not. You should also contact local law enforcement authorities regarding suspicious or counterfeit bills. The opposite may also apply, when a US dollar bill may show fluorescent markings under UV-light, but there is still a slight chance that the bill is a very sophisticated counterfeit bill. There are no absolute guarantees to the 20 Alpha 600/601 User's Guide Using the Counterfeit Detector Feature authenticity of a US dollar bill without the use of very high-end, sophisticated testing methods and devices. Programming the UV Light You can program the UV light to stay on for a certain number of seconds while you view the currency. You can use the default which is pre-programed to "00" seconds and works according to the previous instructions. You can also program a number from "01" to "99" that represents the number of seconds the light stays "on" after you press the UV light button. Then the light automatically turns itself off after the programmed amount of time. To program the UV light 1 Put the key marked PRG in the Mode key slot and turn to PRG. For more information about programming the cash register, see Setting Up Your Cash Register - the Basics on page 22 and Setting Up Your Cash Register - Advanced on page 40. 2 Using the round number keys, enter the number of seconds (from 01 to 99) you would like the light to stay on. 3 To save your setting, press the #ST/NS key. The button now only works to turn the light on. It does not work to turn the light off. If the button is pressed when the light is off, then the light turns-on for the number of seconds that you have set. If the button is pressed again while the light is on, the light timer resets, and the light stays on for the full number of programmed seconds. Alpha 600/601 User's Guide 21 CHAPTER 4 Setting Up Your Cash Register - the Basics This chapter includes explanations for setting: · · · · · Messages on the display and on receipts Setting clerk numbers Setting machine numbers Setting clerk and manager passwords Clearing error codes Using the Displays Your cash register includes two displays: 1 for the clerk and 1 for the customer. The displays feature large, easy to read fluorescent digits for easy viewing. Alpha 600/601 User's Guide Setting Alphanumeric Descriptions The Clerk Display When ringing up sales, you see the department number or PLU number on the clerk display. If a description or name is programmed, this description appears. For information about all the messages that can appear on the display and how to open and close the display, see Opening and Closing the Customer Display on page 12. Setting Alphanumeric Descriptions You can program custom header and footer messages, clerk names, departments, and item descriptions. These text messages and descriptions appear on the receipt and on the display. When you are programming the alpha descriptions for Departments, PLUs, Clerks, the Header and Footer messages, use the Alpha Keyboard. Note Only capital letters of the alphabet are on the Alpha Keyboard. You can use lower case letters. See Alphanumeric Code Chart on page 24. The department keys are clearly labeled with all the letters needed to program these descriptions. When you are programming alpha descriptions, use the department keys to spell out the words you want. To use the letters in the white part of the Department keys, simply press the Department key. To use the letters in the lower green area of the keys, press the Dept Shift key and then press the key with the letter you want. You might need certain symbols or lower case characters that are not found on the Alpha Keyboard. For example, if you require a space between words, or if you need the / symbol, or the - symbol, see the Alphanumeric Code Chart shown in the next section. Important If you enter the wrong character, press the Void key to backspace and delete that character. Now you can continue. Alpha 600/601 User's Guide 23 Chapter 4: Setting Up Your Cash Register - the Basics Alphanumeric Code Chart Other characters are also available. Use the tables in this section to help you find the ones you need. Use this table for lower case letters and numbers. Table 6 Letters and numbers Character Space Wide Character a b c d e f g h i j k l m n o p q r Code Number 00 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 Character s t u v w x y z Numbers 0 1 2 3 4 5 6 7 8 9 Code Number 20 21 22 23 24 25 26 27 30 31 32 33 34 35 36 37 38 39 24 Alpha 600/601 User's Guide Setting Alphanumeric Descriptions Use this table for punctuation and foreign characters. Table 7 Special Characters and Punctuation Character ¡ ¿ á é í ó ú Ä Ü Ö Ï ü Ñ ñ Code Number 80 81 82 83 84 85 86 93 94 95 96 97 98 99 Character ? ! @ / : # & % $ , (comma) ( ) * + . (period) ; (semi colon) > ` (apostrophe) " < = Code Number 28 29 40 67 68 69 70 71 72 73 74 75 76 77 78 79 87 88 89 90 91 92 Alpha 600/601 User's Guide 25 Chapter 4: Setting Up Your Cash Register - the Basics Using Single Width Characters The following describes the maximum number of characters that can be programmed for each item description in single width. · · · · Department PLU Clerk Name Header and Footer message 12 Characters 12 Characters 24 Characters 5 Lines (24 characters each) To make a space to separate words, press the round Number 0 key twice or press the round Number 00 key one time. · · · · For double wide characters, see Using Double Wide Characters. For programming department keys, see Programming Department Keys on page 41. For programming PLUs, see Programming PLU Descriptions on page 56. For programming Clerk names and numbers, see Setting Clerk Numbers and Names on page 32. Programming Blank Lines or Restoring Factory Default Messages You can customize the header and footer message based on Flag settings for flag numbers: 33, 37, 38, and 39. · Flag # 33 and 37: You can now individually select whether to turn on and print or turn off and skip the header or the footer messages entirely. This can save paper when you are printing. Or you can leave the factory default phrases and settings. Flag # 38: You can print a blank line or to just skip a blank line. For example, you can program 3 of the five footer lines as blank lines and then select not to print the blank lines to save paper. This prints only the 2 programmed lines for your footer message. Or you can select to leave the blank lines in for spacing so in the final result is 2 lines of print and 3 blank lines with no print, but all 5 lines print and are accounted for. Flag #39: You can program a blank line or program the factory default line by entering a 0 (zero) when you are programming an individual header or footer message line. · · For more details about using flag settings, see Programming Flag Options on page 65. For example, for a blank line to print for the 1st line of the header message: 26 Alpha 600/601 User's Guide Setting Alphanumeric Descriptions 1 Put the PRG key in the Mode key slot and turn it to the PRG position. 2 If you are prompted for a Manager Password, type the password number and then press the Check key. If you did not program a Manager Password, go to the next step. 3 To set Flag #39 to 0, enter 390 and press the Void key. 4 For the first line of the header message, press 31. 5 Press Return. 6 Press 0. 7 Press the Check key. About Programming Numbers in Header Messages If you need to print numbers, you must enter the numbers using the Alphanumeric Code Chart. For example, for the telephone number 999-555-1212, the number 9 is programmed using the character code 39, the number 5 is programmed using the code 35, and so on. Using Double Wide Characters For extra emphasis, you can program double wide characters for a specific character or a line of characters. Normal Size Double Wide If you use double wide characters, the maximum number of characters you can use is cut in half. · · · · · Department PLU Clerk Name Header Message Footer Message 6 characters 6 characters 12 characters 5 lines, 12 characters each 5 lines, 12 characters each Alpha 600/601 User's Guide 27 Chapter 4: Setting Up Your Cash Register - the Basics To make a character print extra wide, you must use the double width code 01 before each character as you type in the description. Programming a Header Message You can specify a header message to print on customer receipts. The header message can be a maximum of 5 lines. Each line can have 24 characters in single width or 12 characters in double width. YOUR RECEIPT THANK YOU is the default printout for the header message. You can set Flag #33 to print the Header message or skip the Header message completely (none of the 5-lines print). Make a copy of the blank Worksheet below for future changes or revisions to your header message. Header Message Worksheet Use this worksheet to make your header message. Make a copy of the blank worksheet before you start, in case you make a mistake or change your mind. Line 1 Line 2 Line 3 Line 4 Line 5 Note If you enter the wrong character, press the Void key to backspace and delete that character and then continue. Before programming your header message 1 Write out your store name and the header message you want to program. 2 After writing out your message, count the number of characters on each line. The following example shows a message and the letter count, including spaces. INTERNATIONAL COFFEES 999-555-1212 28 21 12 Alpha 600/601 User's Guide Setting Alphanumeric Descriptions INTERNATIONAL COFFEES 222 EAST MAIN STREET OPEN 7AM TO 6PM COFFEES OF THE WORLD 21 20 15 20 3 Complete the chart, filling in extra unused characters with blank spaces. Line 1 Line 2 Line 3 Line 4 Line 5 I N T E R 9 N 9 A E E A 9 S N S T T I 5 O 5 M N 5 A M A I L 1 N T O E 2 C 1 S O 2 T 6 W F F E E 2 2 2 O E P E R P O E M R E T 7 O A F C O F F T H L D In the example, blank spaces are added at the beginning and end of each line so the message is centered. Remember, you can make the characters double width but you can only use half the total number of characters if you do this. For example, if you want Coffee to be double wide, you need 12 spaces. For more information about double wide characters, see Using Double Wide Characters on page 27. You can also use characters other than those on the Department keys, such as numbers, punctuation, and international letters. See the Alphanumeric Code Chart on page 24. This is an example of a programmed header message: INTERNATIONAL COFFEES 999-555-1212 222 EAST MAIN STREET OPEN 7AM TO 6PM COFFEES OF THE WORLD To make a space to separate words, press the 0 key twice or press the 00 key one time. Note If you enter the wrong character, press the Void key to backspace and delete that character and then continue. To program your header message 1 Put the PRG key in the Mode key slot and turn it to the PRG position. Alpha 600/601 User's Guide 29 Chapter 4: Setting Up Your Cash Register - the Basics 2 If you are prompted for a Manager Password, type the password number and then press the Check key. If you did not program a Manager Password, go to the next step. 3 For the 1st line, do the following: · Using the round Number keys area, press 31. · Press the Return key. The header line 1 appears on the display. · Enter the 1st line of the header, up to 24 characters and then press the Check key. 4 If you want a 2nd line, do the following: · Using the round Number keys area, press 32. · Press the Return key. Header line 2 appears on the display. · Enter the 2nd line of the header, up to 24 characters and then press the Check key. 5 If you want a 3rd line, do the following: · Using the round Number keys area, press 33. · Press the Return key. Header line 3 appears on the display. · Enter the 3rd line of the header, up to 24 characters and then press the Check key. 6 If you want a 4th line, do the following: · Using the round Number keys area, press 34. · Press the Return key. Header line 4 appears on the display. · Enter the 4th line of the header, up to 24 characters and then press the Check key. 7 If you want a 5th line, do the following: · Using the round Number keys area, press 35. · Press the Return key. Header line 5 appears on the display. · Enter the 5th line of the header, up to 24 characters and then press the Check key. 8 When you are done, turn the Mode key to Off. Setting the Footer Message You can also program a message that automatically prints at the bottom of the receipt. For example, you can list your hours of operation, return policy, or a special promotion at the bottom of every receipt. You can set Flag #37 to print the Footer message or skip the Footer message completely (none of the 5-lines print) 30 Alpha 600/601 User's Guide Setting Alphanumeric Descriptions The Footer message can have up to 5 lines. Each line can have 24 characters in single width or 12 characters in double width. For more information about double-width messages, see Using Double Wide Characters on page 27. For example, the message at the bottom of the receipt can say: TUESDAY IS 10% OFF DAY! STOCK UP AND SAVE Use the worksheet on page 28 to plan your message before you start. Note If you enter the wrong character, press the Void key to backspace and delete that character and then continue. To program your footer message 1 Put the PRG key in the Mode key slot and turn it to the PRG position. 2 If you are prompted for a Manager Password, type the password number and then press the Check key. If you did not program a Manager Password, go to the next step. 3 For the 1st line, do the following: · Using the round Number keys area, press 71. · Press the Return key. The Footer line 1 appears on the display. · Enter the 1st line of the footer, up to 24 characters and then press the Check key. 4 If you want a 2nd line, do the following: · Using the round Number keys area, press 72. · Press the Return key. Footer line 2 appears on the display. · Enter the 2nd line of the footer, up to 24 characters and then press the Check key. 5 If you want a 3rd line, do the following: · Using the round Number keys area, press 73. · Press the Return key. Footer line 3 appears on the display. · Enter the 3rd line of the footer, up to 24 characters and then press the Check key. 6 If you want a 4th line, do the following: · Using the round Number keys area, press 74. · Press the Return key. Footer line 4 appears on the display. · Enter the 4th line of the footer, up to 24 characters and then press the Check key. 7 If you want a 5th line, do the following: · Using the round Number keys area, press 75. Alpha 600/601 User's Guide 31 Chapter 4: Setting Up Your Cash Register - the Basics · Press the Return key. Footer line 5 appears on the display. · Enter the 5th line of the footer, up to 24 characters and then press the Check key. 8 When you are done, turn the Mode key to Off. Setting Clerk Numbers and Names You can program and assign up to 26 Clerk Numbers so you can monitor sales by individual employees. Each clerk number can also be assigned a 24 character name. The Clerk Numbers are used in the register modes REG1 and REG2 only. To see the sales totals for each clerk, a Clerk Report is available in both the X and Z modes. You can spell names by using department keys. For more information, see Setting Alphanumeric Descriptions on page 23. Note When entering the clerk passwords, they appear as asterisks **** on the displays for extra security. After you specify Clerk Number and Names, you must set a flag option so that clerks must enter their clerk number before every transaction. For more information, see Programming Flag Options on page 65. If you do not set the flag option to turn on Clerk Numbers, all transactions listed on reports and receipts will appear under Clerk 1. After you are done programming clerk numbers, you can check your results. See Printing the Quick Start Program Confirmation Report on page 36. Note If you make a mistake while you are programming the Clerk Numbers, press the Clear key and begin again with Step 3. To set clerk numbers Example 4: For Clerk #1, Security number is 234 1 Put the PRG key in the Mode key slot and turn it to the PRG position. 2 If you are prompted for a Manager Password, type the password number and then press the Check key. If you did not program a Manager Password, go to the next step. 3 Using the round Number keys, press 444444 and then press the Amount Tend Total key. The letter C appears in the Customer Display and Clerk Pass appears in the clerk display until Step 6 is complete. 32 Alpha 600/601 User's Guide Setting Clerk Numbers and Names 4 Using the round Number keys, press 1 for Clerk #1 and then press 234 for the Security number and press the Clerk key. 5 Repeat Step 4 for adding Clerks 2 through 26. 6 When you are done programming Clerk Numbers, press the Clear key. 7 Before you can use Clerk Numbers, you must activate the Clerk System by selecting Option #1 on Flag 12. Do the following: Press 121 and then press the Void key. To program a clerk name Example 5: For Clerk #1, program name as Sally Smith 1 Put the PRG key in the Mode key slot and turn it to the PRG position. 2 If you are prompted for a Manager Password, type the password number and then press the Check key. If you did not program a Manager Password, go to the next step. 3 Using the round Number keys, press 1 for Clerk #1 and then press the Return key. 4 To program a name, press the Department keys or the Alphanumeric Code Chart, as needed. For an explanation of how to use the Department keys to spell words, see Setting Alphanumeric Descriptions on page 23. Remember, the Department Shift key lets you use the letters in the lower green section on the Department keys. To make a space to separate words, press the 0 key twice or press the 00 key one time. 5 Press the Check key when you are done. To use clerk numbers Example 6: Clerk #1 has a passcode of 234 1 Put the PRG key in the Mode key slot and turn it to either the REG1 or REG2 position. 2 Using the round Number keys, press 1, then press the Clerk key. Press 234 and then press the Check key. 3 The first 2 digits of the display show the Clerk Number when entered and the display shows the Clerk Name. The cash register is now ready for operation. Alpha 600/601 User's Guide 33 Chapter 4: Setting Up Your Cash Register - the Basics Using the Clerk System If you see the message CLERK E12, RE-CLERK#, or CLERK ERR in the display and you hear the error beep, clerk numbers are programmed and the clerk system is active. To use the Clerk System 1 Press the Clear key to clear the error condition and then enter a clerk number and press Clerk. 2 If you programmed a clerk security code, enter the clerk number and then press the Clerk key. Using the round Number keys, press the three digit security code and then press the Check key. Setting the Machine Number You can assign your cash register its own number. This is useful if you have several cash registers and want to track which one creates which receipts and transactions. The machine number prints on all receipts/journal records, and management reports. The machine number can be up to 4 digits long. After you are done programming the machine number, you can check your results. See Printing the Quick Start Program Confirmation Report on page 36. To set the machine number Example 7: Program the cash register number to 1234 1 Put the PRG key in the Mode key slot and turn it to the PRG position. 2 If you are prompted for a Manager Password, type the password number and then press the Check key. If you did not program a Manager Password, go to the next step. 3 Using the round Number keys, press 1234 and then press the +%/PO key. 34 Alpha 600/601 User's Guide Setting X and Manager Passwords Setting X and Manager Passwords Two Manager Passwords are available for added security: · · one password to go to the PRG and Z modes one password to go to the X mode. Important The Manager Password cannot be 0000 (zeros). The cash register will not accept this password. Caution Write your passwords down in a safe place. If you forget the passwords, you must do a Full System Clear procedure. A Full System Clear erases all transaction information and programming. For details on the Full System Clear, see Full System Clear on page 103. After you program a password, you must use it every time you go to the program mode or before every X or Z readings, depending on which you set the password for. When you enter a password, it appears as asterisks **** on the displays for extra security. To set manager passwords Example 8: To set the X password as 1212 1 Put the PRG key in the Mode key slot and turn it to the PRG position. 2 Using the round Number keys, press 222222, and then press the Amount Tend Total key. The X PASS prompt and the letter P appears until you complete step 3. 3 Using the round Number keys, press 1212 and then press the Non Tax key. Example 9: If the PRG/Z password is 1313 1 Put the PRG key in the Mode key slot and turn it to the PRG position. 2 Using the round Number keys, press 111111 and press the Amount Tend Total key. The PASS prompt and the letter P appears until you complete step 3. 3 Using the round Number keys, press 1313 and press the Non Tax key. To use manager passwords Example 10: Go to the X mode, using the Manager Password 1212 1 Put the PRG key in the Mode key slot and turn it to the X position. Alpha 600/601 User's Guide 35 Chapter 4: Setting Up Your Cash Register - the Basics 2 Using the round Number keys, press 1212 and then press the Check key. 3 You are now ready to run an X Report. Example 11: Go to the PRG or Z modes, using the Manager Password 1313 1 Put the PRG key in the Mode key slot and turn it to the PRG or Z position. 2 Using the round Number keys, press 1313 and then press the Check key. 3 You are now ready to program or take any reports based on your selection in the first step. Printing the Quick Start Program Confirmation Report Now that basic programming is complete, check your results with a Quick Start Program Confirmation Report. If you made a mistake during programming, repeat only the step you made the mistake in. For example, if only the tax rate is incorrect, just re-program the tax--you do not need to re-set the time, date, and so on. To print the Quick Start Program Confirmation Report 1 Put the PRG key in the Mode key slot and turn it to the PRG position. 2 Using the round Number keys, press 999999 and then press the Amount Tend Total key. 3 After the Program Confirmation Report prints, press the Feed key to advance the complete report out of the cash register. See the next page for an example of this report. 36 Alpha 600/601 User's Guide Before Going to Register Mode Your tape looks similar to the example Program Confirmation Report shown below. The Date, Time, Tax Rate and Department Status shows the information based upon your input. For more details of the symbols printed in the Program Confirmation Report, see Running Reports on page 80. Before Going to Register Mode Your cash register offers many other features not covered in this chapter. Other options are covered in the chapter called Setting Up Your Cash Register - Advanced, starting on page 40. We also provide examples to help you learn how to use your cash register. For information about the examples, see Examples on page 104. Alpha 600/601 User's Guide 37 Chapter 4: Setting Up Your Cash Register - the Basics Error Codes Your cash register makes beeps as well as shows you messages in the display. Some beeps and messages let you know everything is working and others let you know you need to do something. Table 8 Common errors This error... Register Beep Means this... The cash register makes a short beep each time a key is pressed. This is normal and not a cause for concern. When using your cash register, you must perform all operations in the correct order. If you press the wrong key at the wrong time, an alarm beep sounds and you see a message on the display. The keyboard also locks. Press the Clear key to continue. When a transaction is started in the REG1 or REG2 position, you must complete the sale before moving the Mode key to another position. When an operation is started but not finished in the REG1 or REG2 positions, turning the Mode key to another position makes an alarm beep and you see an error message on the display. Press the Clear key to continue. Entry Error Beep Printer Error or Paper End If a PE appears in the display, check if you are out of paper. Check for a paper jam. For more information about other solutions, see PE Printer Error or Paper End on page 99. Clearing an Error The Clear key stops an alarm beep that happened because a key was pressed that was not correct for that operation. The Clear key does not erase a transaction that was registered by an operating key and printed on the register tape. To erase an entry after you press a key that printed the entry on the tape, use the Void key to correct the error. If the cash register makes a loud error beep, press the Clear key to stop it. 38 Alpha 600/601 User's Guide Error Codes If your cash register will not stop making a beeping sound after you press the Clear key, you can do three more things. Half System Clear If you pressed the Clear key and the error beep does not stop, you can do a Half System Clear. For more information about a Half System Clear, see Half System Clear on page 102. Partial Reset A Partial Reset can help if the Half System clear did not help. For more information, see Partial Reset on page 102. Full System Clear If you did a Half System Clear and a Partial Clear and the error beep still does not stop, as a last resort, you can do a Full System Clear. For more information about the Full System Clear, see Full System Clear on page 103. Alpha 600/601 User's Guide 39 CHAPTER 5 Setting Up Your Cash Register Advanced This chapter shows you more advanced programming for your cash register. This chapter covers: · · · · · · Programming Department Keys Programming PLU Descriptions Setting the Decimal Points Setting the Rounding Rates Programming Discounts Programming Flag Options When you are done programming your cash register, you can run the Programming Report to see your results. See Running the Program Confirmation Report on page 80. Note While you are programming, the letter P often appears in the display. Alpha 600/601 User's Guide Programming Department Keys Programming Department Keys Departments are a category of merchandise. For example, Department 1 can be Housewares, Department 2 can be Food, Department 3 can be Womens Clothing, and so on. This helps you track what you are selling. Each department can be programmed as taxable or non-taxable, so that if an item needs to be taxed, it is added automatically when you ring up an item in a taxable department. You can have as many as 99 departments on your cash register. If you have many departments, you may want to make a list so other people who use the cash register can properly use the department keys. Programming departments includes up to 6 steps. Not all steps listed below may apply to your specific needs, but you must specify a value for each, even if you do not plan to use that feature. 1 Setting Standard and Gallonage Mode 2 Programming Multiple and Single Items 3 Programming High Digit Lock-out (HDLO) 4 Programming Tax Status - If you are using the cash register in Canada, refer to Programming Tax in Canada on page 132 during this step. 5 Programming Department Preset Price 6 Programming Department Names For specific information about each of the items above, see the next sections. After you are done, you can check your results. See Running the Department Sales Report on page 83. To program department keys 1 Put the PRG key in the Mode key slot and turn it to the PRG position. 2 If you are prompted for a Manager Password, type the password number and then press the Check key. If you did not program a Manager Password, go to the next step. 3 Press the following, in this order: Press this... 0 or 1 0 or 1 0 to 6 Alpha 600/601 User's Guide To specify this... Standard or gallonage Multiple or single items HDLO See this page... 43 43 44 41 Chapter 5: Setting Up Your Cash Register - Advanced Press this... 00 to 15 and then 0 or up to a 7 digit price A department key To specify this... Tax status See this page... 44 Department preset value The department key for this department 45 Note If you do not want to program a department name, press the Amount Tend/Total key. Skip the next steps. You are done with this department. The alphanumeric keys to spell the department name. The department name 46 The information is saved in the cash register 4 To add another department, do step 3 again. To program Department 1 as taxable with no preset price and no description 1 Put the PRG key in the Mode key slot and turn it to the PRG position. 2 If you are prompted for a Manager Password, type the password number and then press the Check key. If you did not program a Manager Password, go to the next step. 3 Using the round Number keys, press 00001 and then press the Subtotal/w/Tax key. 4 Using the round Number keys, press 0 and then press the Dept 1 key. 5 Press the Amount Tend/Total key. Skip this step if you are going to enter a description. The department information is saved in the cash register. To program Department 2 as non-taxable with no preset price and no description 1 Put the PRG key in the Mode key slot and turn it to the PRG position. 2 If you are prompted for a Manager Password, type the password number and then press the Check key. If you did not program a Manager Password, go to the next step. 42 Alpha 600/601 User's Guide Programming Department Keys 3 Using the round Number keys, press 00000 and then press the Subtotal/w/Tax key. 4 Using the round Number keys, press 0 and then press the Dept 2 key. 5 Press the Amount Tend/Total key. Skip this step if you are going to enter a description. The department information is saved in the cash register. Setting Standard and Gallonage Mode A department can be set for either Standard Mode or Gallonage Mode. Gallonage Mode allows entering a price with 3 decimal places, representing the cost per gallon, pound, kilogram, yard, meter, or other unit of measurement. For example, $1.499 per gallon. Standard Mode enters the price using the normal 2 decimal place setting. Table 9 Standard/Gallonage Mode This number... 0 1 Means this... Standard Mode Gallonage Mode Programming Multiple and Single Items Multiple Item Entry allows you to ring up two or more items into a department. For example, if you want to ring up 5 of the same items, you can tell the cash register to multiply the one price by the number of items. Single Item Entry allows you to ring up only one item in a department. For example, if you want to ring up 5 of the same items, you must ring each one up individually. Table 10 Multiple / single item This number... 0 1 Means this... Multiple Item Sale Single Item Sale Alpha 600/601 User's Guide 43 Chapter 5: Setting Up Your Cash Register - Advanced Programming High Digit Lock-out (HDLO) You can specify the most number of digits that can be rung up in an entry. This feature helps to prevent against large over-rings. If too many digits are entered, the error beep sounds and the keypad locks up. For example, to limit ring ups of more than $99.99, set the HDLO to 4. Table 11 High digit lock out (HDLO) values This number... 0 1 2 3 4 5 6 From this... $ .01 .01 .01 .01 .01 .01 .01 to this... $ 99,999.99 (Standard setting) .09 .99 9.99 99.99 999.99 9,999.99 Programming Tax Status Some items must have tax collected by law. You can program your cash register to automatically assign the right amount of tax, based on the department the item is assigned to. Note If you are using the cash register in Canada, your instructions are in Programming Tax in Canada on page 132. You can link no tax, a single tax rate (Tax 1), or multiple tax rates (Tax 2, 3 or 4) to a department key. 44 Alpha 600/601 User's Guide