User manual ROYAL ALPHA583CX

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 Setting the Date And Time.............................................................................................................................. 7 Programming the Sales Tax ............................................................................................................................ 8 Programming Department Keys ................................................................................................................... 9 3 Getting To Know the Cash Register Opening and Closing the Customer Display ..........................................................................................10 Using the Mode Key Area ..............................................................................................................................12 Using the Keyboard .........................................................................................................................................13 Using the Cash Drawer ...................................................................................................................................14 Using the Accessory Drawer .........................................................................................................................15 Contents 4 Setting Up Your Cash Register - the Basics Using the Displays ........................................................................................................................................... 16 The Clerk Display ........................................................................................................................................... 17 Setting Alphanumeric Descriptions .......................................................................................................... 17 Alphanumeric Code Chart ......................................................................................................................... 18 Using Single Width Characters................................................................................................................. 20 About Programming Numbers in Logo Messages............................................................................ 20 Using Double Wide Characters ................................................................................................................ 20 Programming a Store Logo or a Commercial Message................................................................... 21 Setting the Commercial Message in the Footer................................................................................. 24 Setting Clerk Numbers and Names ........................................................................................................... 25 Using the Clerk System ............................................................................................................................... 27 Setting the Machine Number ...................................................................................................................... 27 Setting X and Manager Passwords ............................................................................................................ 28 Printing the Quick Start Program Confirmation Report..................................................................... 29 Before Going to Register Mode................................................................................................................... 30 Error Codes ......................................................................................................................................................... 31 Clearing an Error............................................................................................................................................ 31 5 Setting Up Your Cash Register - Advanced Programming Department Keys................................................................................................................. 34 Setting Standard and Gallonage Mode................................................................................................. 36 Programming Multiple and Single Items ............................................................................................. 36 Programming High Digit Lock-out (HDLO).......................................................................................... 36 Programming Tax Status ............................................................................................................................ 37 Programming Department Preset Price ............................................................................................... 38 Assigning Department Number Keys .................................................................................................... 38 Programming Department Names......................................................................................................... 39 Programming Scrolling Messages ............................................................................................................. 42 Programming Scrolling Message Display Times................................................................................... 43 Setting the Off Message ............................................................................................................................. 43 Setting the Mode Message........................................................................................................................ 44 Setting the Sales Message Start and Stop Times............................................................................... 44 Setting the Idle Messages .......................................................................................................................... 45 Setting the Amount of Time Letters Appear in the Display........................................................... 46 ii Alpha 583cx User's Guide Contents Programming the Credit Keys......................................................................................................................46 Programming PLU Descriptions..................................................................................................................48 Programming PLUs without a Barcode Reader ..................................................................................48 Programming PLUs with the Barcode Reader.....................................................................................49 Setting the Decimal Points............................................................................................................................50 Setting the Rounding Rates ..........................................................................................................................51 Programming Discounts ................................................................................................................................51 Programming Minus Percentage Discounts ........................................................................................51 Programming Coupon Discounts ............................................................................................................52 Programming Plus Percentage Add-ons...............................................................................................55 Programming Flag Options...........................................................................................................................56 6 Ringing up Sales and Using Training Mode Ringing up Sales................................................................................................................................................62 Ringing up Sales with the Barcode Reader...........................................................................................64 Using Training Mode .......................................................................................................................................64 7 Programming Complex Tax Rates Setting the Tax Rates.......................................................................................................................................67 8 Running Reports Running the Program Confirmation Report ...........................................................................................70 Running the Department Confirmation Report ....................................................................................72 Running the PLU Confirmation Report.....................................................................................................72 Running the Department Sales Report.....................................................................................................73 Running Management Reports ...................................................................................................................73 About X Readings ..........................................................................................................................................74 About Z Readings ..........................................................................................................................................74 About Management Reports.....................................................................................................................75 Running a Cash-In-Drawer Report...........................................................................................................75 Running a Clerk Report................................................................................................................................76 Running a Financial Report ........................................................................................................................76 Financial Report Example ...........................................................................................................................77 Running an Hourly Report..........................................................................................................................79 Running PLU Reports....................................................................................................................................80 Alpha 583cx User's Guide iii Contents 9 Maintenance and Options Optional Accessories....................................................................................................................................... 82 Installing a New Paper Roll ........................................................................................................................... 82 Using the Battery System .............................................................................................................................. 83 Ordering Accessories ...................................................................................................................................... 85 10 Troubleshooting Error Codes ......................................................................................................................................................... 86 I Hear an Error Beep...................................................................................................................................... 86 Sec code error appears in PRG, X OR Z modes ................................................................................... 87 If Clerk E12 Displays In REG 1 or REG 2 Modes.................................................................................... 87 PE Printer Error .................................................................................................................................................. 87 The Register Does Not Work at All ............................................................................................................. 88 Opening the Drawer When There is no Power...................................................................................... 88 Half System Clear ............................................................................................................................................. 89 Full System Clear .............................................................................................................................................. 89 If Nothing Helps................................................................................................................................................ 89 11 Examples Sample Receipt .............................................................................................................................................. 92 Transaction Codes ........................................................................................................................................... 93 Adding Tax to a Non-Taxable Department............................................................................................. 94 Cash Sale With Tendering Change ............................................................................................................ 94 Cash Sale Without Tendering Change...................................................................................................... 95 Charge Sale......................................................................................................................................................... 95 Coupon Discount Sale.................................................................................................................................... 96 Credit Return...................................................................................................................................................... 97 Credit Sale........................................................................................................................................................... 97 Dept Shift Key.................................................................................................................................................... 97 Exempting Tax On An Item........................................................................................................................... 98 Exempting Tax on the Entire Sale .............................................................................................................. 98 Gallonage Sales Transaction ........................................................................................................................ 99 Minus Percentage Discount Sale................................................................................................................ 99 Multiplication of a Department Unit Price............................................................................................100 Multiplication Sale .........................................................................................................................................100 Multiplying By A Fraction............................................................................................................................101 iv Alpha 583cx User's Guide Contents No-Sale Function............................................................................................................................................ 101 Overriding a PLU Sale................................................................................................................................... 102 Paid-Out Sale ................................................................................................................................................... 102 PLU Sale............................................................................................................................................................. 102 PLU Sale With PLU Description ................................................................................................................. 103 Plus Percentage Sale..................................................................................................................................... 103 Received-On-Account Sale......................................................................................................................... 104 Registering A Department Unit Price ..................................................................................................... 104 Registering A Reference Number ............................................................................................................ 104 Return Sale ....................................................................................................................................................... 105 Split Tendering Sale ...................................................................................................................................... 105 Temporarily Overriding a PLU Price........................................................................................................ 106 Use the Error-Correct /Void Key................................................................................................................ 106 Voiding A Coupon Sale................................................................................................................................ 107 Voiding a Department Preset Price......................................................................................................... 107 Voiding a Department Preset with a Coupon Discount .................................................................. 108 Voiding a Department Preset with a Minus Percentage Discount .............................................. 108 Voiding A Minus Percentage Discount Sale......................................................................................... 109 Voiding a Multiplication of a Department Preset Price.................................................................... 109 Voiding A Multiplication Sale .................................................................................................................... 110 Voiding a PLU Multiplication Sale............................................................................................................ 110 Voiding a PLU Sale......................................................................................................................................... 111 Voiding a PLU Sale with a Coupon Discount ....................................................................................... 111 Voiding a Plu Sale with a Minus Percentage Discount..................................................................... 112 Voiding a PLU Sale with a Plus Percentage Rate ................................................................................ 112 Voiding a Plus Percentage Sale................................................................................................................. 113 Voiding A Sale ................................................................................................................................................. 113 A Calculating State Tax Table Codes .............................................................. 114 Calculating Your Tax..................................................................................................................................... 114 Example Tax Chart...................................................................................................................................... 118 The Worksheet ............................................................................................................................................. 119 Programming the State Tax ....................................................................................................................... 120 Alpha 583cx User's Guide v Contents B GST/PST System for Canada..........................................................................121 Canadian Tax Programming Example ....................................................................................................121 C Product Information ......................................................................................124 Specifications and Safety ............................................................................................................................124 Safety Notice....................................................................................................................................................125 Limited Warranty............................................................................................................................................126 Description Tables .........................................................................................................................................127 Index ....................................................................................................................130 vi Alpha 583cx 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 583cx 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). The black Journal spindle in the packing material. 4 standard AA (1.5 volt) batteries for the memory back-up system. 1 set of keys, consisting of: · 2 Cash Drawer/Journal Lock 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 Accessories on page 85. 2 Alpha 583cx 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 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 10 and the chapter called Setting Up Your Cash Register - the Basics, starting on page 16 for more information about your cash register. Plugging in and Putting in the Batteries 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. Alpha 583cx User's Guide Chapter 2: Getting Started 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 back of the Journal Compartment Cover. 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. Unlock the compartment cover with the Cash Drawer/Journal Lock key #515. Grip the left side of the journal cover and gently pull upward. Remove the cover and put it aside. · Remove the battery cover, located in the rear left section of the compartment. Press the indentation at the bottom of the cover and slide up. See the graphic to the right for details. · 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 by sliding it back down into position. 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. 4 Alpha 583cx User's Guide Press here and slide up Installing the Paper Roll Installing the Paper Roll Your cash register has a thermal printer that prints receipts for the customer or a journal tape. You can 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. 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: Handle Alpha 583cx User's Guide 5 Chapter 2: Getting Started · 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: Put the customer receipt paper in the receipt window of the Journal Compartment Cover. Make sure you get the paper in the little guides in the window. Use the Cash Drawer/Journal Lock key #515 to lock it. Installing the Barcode Reader Your cash register optionally 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. If you want to order the barcode reader, contact Royal. The barcode reader plugs into the port on the lower right side of 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. 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 barcode reader so that you can scan UPC symbols to ring up items. For specifics, see Programming PLUs with the Barcode Reader on page 49. 6 Alpha 583cx 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 56. 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 56. 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 56. 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, 2002 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 583cx User's Guide 7 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 66. 8 Alpha 583cx User's Guide Programming Department Keys 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 16 and Setting Up Your Cash Register - Advanced on page 33. 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 34. Alpha 583cx User's Guide 9 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. Opening and Closing the Customer Display You can open and rotate the 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 1 display line: · 1 line that shows letters and numbers (Alphanumeric) The Alphanumeric display shows 10 digits for character descriptions in both register and programming modes. It also shows numbers. To open and close the display 1 To open the rear customer display, pull up and rotate to view from any direction. 2 To close, turn the display to face the rear of the machine and press down. The following codes can appear in the display: Alpha 583cx User's Guide Opening and Closing the Customer 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 ERROR NO SALE NON TAX P PE 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. * 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. 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. 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. Alpha 583cx User's Guide 11 Chapter 3: Getting To Know the Cash Register Using the Mode Key Area The Mode key area allows you to do the following. Table 3 Mode key settings This setting... · · · · · PRG OFF REG1 REG2 X 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. Prints just receipts, does not print a journal tape in the cash register. All keys do this. Prints just a journal tape in the cash register, does not print a receipt. All keys do this. 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. · 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 16 and Setting Up Your Cash Register - Advanced on page 33. For more information about using the cash register to ring up sales, see Ringing up Sales and Using Training Mode on page 62. For more information about running reports, see Running Reports on page 70. · · 12 Alpha 583cx User's Guide Using the Keyboard 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 62. 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 16 and Setting Up Your Cash Register - Advanced on page 33. · Alpha 583cx User's Guide 13 Chapter 3: Getting To Know the Cash Register 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. 14 Alpha 583cx User's Guide