Aims I Help Manual

Accounting and Inventory Management systems integration
AIMsi AIMsi Help Manual

Tri-Technical Systems
INNOVATION & INTEGRATION

About AIMsi
What is AIMsi?
AIMsi (Accounting and Inventory Management systems integration) is a completely
integrated point of sale and business software solution for the retail and
consignment/resale industries. AIMsi operates in "real time" and all modules are
interactive with each other. For example, accounting is automatically updated each time
you complete a transaction, such as a new sale.
The AIMsi modules

AIMsi is a module-based POS software tool. This means that you can use and implement
only the parts, or modules, that make sense for your business. Some modules are part of
the "base" package and others are available as add-ons that you can purchase and
implement when you're ready for them. Each module integrates seamlessly with the other
modules and can greatly enhance your AIMsi experience. For information about the add-on
modules, and how to purchase them, contact your Tri-Tech Sales representative.
Included in the base package: point of sale (POS), inventory management, accounts
receivable (A/R), barcode label printing, gift and loyalty card processing, employee time
clock, and security.
Available add-on modules: email capabilities, contact management, short-term rentals,
accounts payable and general ledger (AP/GL), purchase orders (PO), lesson/appointment
scheduling and billing, repair and service tracking, and long-term rental and sales
contracts.
Benefiting from Active-e

For those of you who want or need an Internet presence, AIMsi is fully integrated with Tri-
Tech's Active-e product. Active-e is our e-commerce software solution and features a
shopping cart, business-to-business (B2B), and consumer-to-business (C2B) components.
Document overview
This document is intended for use by new AIMsi customers who need to install and
complete the initial setup of AIMsi. It includes general information on installing AIMsi,
setting up environment variables on your computers, and required setup steps. Feel free to
follow the instructions on your own, or wait for the Install Navigator's call (see page 50 for
more information about the Install Navigator). You may also contact the Install Navigator
directly or call Tri-Tech Support for assistance (see Contacting Tri-Tech on the facing page
for more information).
2 | Document Information
Contacting Tri-Tech
Office hours
Our office hours are Monday through Friday, 8:00 A.M. to 5:00 P.M. Central Time (UTC-5).
After-hours support is available for customers with premium support. After-hours support
is available Monday through Friday from 5:00 P.M. to 8:00 P.M. Central Time and
Saturdays from 9:00 A.M. to 4:00 P.M. Central Time.
We are closed on the following US holidays: New Year's Day, Memorial Day, Independence
Day, Labor Day, Thanksgiving Day, and Christmas Day.
Find us online
online at: http://www.technology4retailers.com
Sales and Administration
by phone: (563) 556-3556, ext. 1
by email: sales@technology4retailers.com
Training
by phone: (563) 556-3556, ext. 118
by email: training@technology4retailers.com
Technical Support
by phone: (563) 556-3556, ext. 2
You will be prompted for your 4-digit support access code; find this code on
your certificate of purchase.
by email: Rather than emailing our support staff, we recommend that you call or visit
the user forums when you need support. This is because of the possibility of
email messages going to the email server's spam folder, miscommunication,
and so forth.
Install Navigator
by phone: (563) 556-3556, ext. 151
by email: in@technology4retailers.com
Document Information | 3
Additional options for customers with support plans
Member Portal
Go to the Member Portal (https://www.technology.com/t-MemberPortal.aspx) to take
advantage of these features:
l A Support area with access to your Tri-Tech call history.

l A Passport Forum where you can post questions to the AIMsi community and respond
to questions posted by other Forum members. Tri-Tech Support staff monitors the
forums and responds when needed.
l A Downloads area with support documents, training videos, ancillary file downloads,
and AIMsi software updates.
l Access to your account history and the ability to make payments on outstanding
invoices.
Training options
Tri-Tech offers several different training options to aid you in learning AIMsi. One is
training videos, available online in the Member Portal area of the Tri-Tech website. Once
you are signed in to the Member Portal click the Passport Forum link, then click the
Training Videos link. Visit https://www.technology4retailers.com/t-training.aspx for
more information on the other training options.
AIMsi online user documentation
To access the online user documentation, or help, after AIMsi is installed, point to the Help
menu on the AIMsi main menu bar and click AIMsi Help. You can also access the AIMsi
help by entering the following address into a web browser:
https://www.technology4retailers.com/AIMsiHelp/index.html.
Table of contents
About AIMsi 2
Contacting Tri-Tech 3
Additional options for customers with support plans 4
Tips and tricks 43

2.1 Components of the AIMsi workspace 44
2.2 Keyboard shortcuts 46
Getting started 49
3.1 Install Navigation 50
3.2 Installing AIMsi 50
3.2.1 Install the server copy of AIMsi 51
3.2.2 Access AIMsi from networked workstations 54
3.2.3 Set the environment variables 57
3.2.4 Install the PDF file converter 60
3.2.5 Install any AIMsi updates 60
3.3 AIMsi Setup 63
3.3.1 Use the Setup Wizard 64
3.3.2 Create permission groups 66
3.3.3 Set up employees 67
3.3.4 Establish your inventory categories 68
3.3.5 What's next? 69
3.4 Put the kibosh on data loss 70
3.4.1 Create a test environment 70
3.4.2 Back up AIMsi 74
3.5 Industry-specific setup - Firearms 74
Administration 77
4.1 Reverse Transactions 77
4.2 Run Off Menu Program 77
4.3 Change Password 77
4.4 Database Maintenance 78
4.4.1 Re-Index 78
4.5 Table Repair 79
4.6 Employee/Security 79
4.6.1 Employee/Group Administration 79
4.6.1.1 Employee/Groups - Securable Items 81
4.6.1.2 Employee/Groups - Adding a Group 81
4.6.1.2.1 Viewing/Changing the Properties of a Group 83
4.6.1.2.2 Assigning/Removing Group Members 83
4.6.1.2.3 Assigning Group Permissions by Secured Item 84
4.6.1.2.4 Deleting a Group 85
4.6.1.3 Adding an Employee 85
4.6.1.3.1 Changing an Employee 89
4.6.1.3.2 Assigning Employees to Groups 89
4.6.1.3.3 Deleting an Employee 90
4.6.2 Employee Login History 90
4.6.2.1 Logout Types 91
4.6.2.2 Purging Login History 91
4.6.3 System Lockout 91
4.6.4 Employee Details 92
4.6.4.1 Employee Details Data Fields 93
4.6.5 Salary Payroll Expense 94
4.6.6 Repair Security 95
4.7 Change Activation Code 95
4.8 Enable Program 95
4.9 Establish Inventory Categories 95
4.10 Data Archive 98
4.11 Create Acquisition/Disposition Records 98
4.11.1 Windows 99
4.11.1.1 Create Acquisition Disposition Records window 99
4.11.2 Reports 100
4.11.2.1 Serial Acquisition and Disposition report 100
Maintenance 101
5.1 General Maintenance 101
5.1.1 System Variables 101
5.1.1.1 System Variables Defined 101
5.1.1.2 Changing a System Variable Setting 131
5.1.1.3 System Variable Data Fields 131
5.1.1.4 System variables by module 131
5.1.1.4.1 Approval system variables 132
5.1.1.4.2 Consignment & Purchase system variables 136
5.1.1.4.3 Layaway system variables 146
5.1.1.4.4 Proposal system variables 148
5.1.2 Locations 149
5.1.2.1 Adding a Location 149
5.1.2.2 Changing a Location 149
5.1.2.3 Location Data Fields 150
5.1.3 Tax Authorities 151
5.1.3.1 Adding a Tax Authority 151
5.1.3.2 Changing a Tax Authority 152
5.1.3.3 Tax Authority Data Fields 152
5.1.4 Workstations 153
5.1.4.1 Adding a Workstation 153
5.1.4.2 Changing a Workstation 154
5.1.4.3 Cloning a Workstation 154
5.1.4.4 Workstation Data Fields 154
5.1.4.4.1 Work Station window - Details tab data fields 154
5.1.4.4.2 Work Station window - POS tab data fields 155
5.1.4.4.2.1 Work Station window - POS tab - Options subtab data fields 156
5.1.4.4.2.2 Work Station window - POS tab - Devices subtab data fields 159
5.1.4.4.3 Work Station window - PO tab data fields 161
5.1.4.4.3.1 Work Station window - PO tab - Receiving PO Options subtab
data fields 161
5.1.4.4.3.2 Work Station window - PO tab - Printing PO Options subtab data
fields 163
5.1.4.4.4 Misc tab 164
5.1.4.4.4.1 Work Station window - Misc Tab - Misc Page 1 subtab data fields 164
5.1.4.4.4.2 Work Station window - Misc Tab - Misc Page 2 subtab data fields 168
5.1.4.4.5 Work Station window - Communications tab data fields 171
5.1.4.4.6 Work Station window - CC tab data fields 173
5.1.4.4.7 Work Station window - Toolbar tab data fields 173
5.1.4.4.8 Work Station window - Files tab data fields 175
5.1.5 Store Accounts 175
5.1.5.1 Adding a Store Account 175
5.1.5.2 Changing a Store Account 175
5.1.5.3 Store Account Data Fields 176
5.1.6 System Comments 177
5.1.6.1 Adding/Changing System Comments 178
5.1.7 Maintain Receipt Printers 179
5.1.7.1 Adding a Receipt Printer 179
5.1.7.2 Changing a Receipt Printer 179
5.1.7.3 Receipt Printer Data Fields 180
5.1.8 Maintain Word Templates 181
5.1.8.1 Adding a Template 182
5.1.8.2 Changing a Template 182
5.1.8.3 Word Template Data Fields 182
5.1.9 HTML Email 184
5.1.9.1 Adding an HTML Email 184
5.1.9.2 Changing an HTML Email 184
5.1.9.3 HTML Email Data Fields 184
5.1.10 Comment Catalog 185
5.1.10.1 Adding a Comment 185
5.1.10.2 Changing a Comment 185
5.1.10.3 Comment Data Fields 185
5.1.11 Regions 185
5.1.11.1 Adding a Region 186
5.1.11.2 Changing a Region 186
5.1.12 Touchscreen Menus 186
5.1.12.1 Adding a Touchscreen Menu 187
5.1.12.2 Changing a Touchscreen Menu 187
5.1.12.3 Button Options tab 187
5.1.12.3.1 Adding a Button 187
5.1.12.3.2 Modifying a Button 188
5.1.12.3.3 Deleting a Button 188
5.1.12.3.4 Button Options tab Data Fields 188
5.1.12.4 Paint Buttons tab 190
5.1.12.5 Generate tab 191
5.1.12.5.1 Generate tab Data Fields 191
5.1.13 Maintain report favorites 192
5.1.13.1 Windows 192
5.1.13.1.1 Configure Custom Reports window 193
5.1.13.1.2 Choose Report window 195
5.2 Customer Maintenance 196
5.2.1 Ship to Addresses 196
5.2.1.1 Adding a Ship to Address 196
5.2.1.2 Changing a Ship to Address 197
5.2.2 Customer Defaults 197
5.2.2.1 Adding a Default - customer default 197
5.2.2.2 Changing a Default 197
5.2.2.3 Customer Default Data Fields 198
5.2.3 Add/Change Zip Codes 202
5.2.3.1 Adding a Zip Code 202
5.2.3.2 Changing a Zip Code 202
5.2.3.3 Zip Code Data Fields 202
5.2.4 Add/Change Action Groups 203
5.2.4.1 Adding an Action Group 204
5.2.4.2 Changing an Action Group 204
5.2.5 Add/Change Actions 204
5.2.5.1 Adding an Action 204
5.2.5.2 Changing an Action 204
5.2.5.3 Actions Data Fields 204
5.2.6 Mail Codes 205
5.2.6.1 Adding a Mail Code 205
5.2.6.2 Changing a Mail Code 205
5.2.7 Term Descriptions 205
5.2.7.1 Adding a Term Description 205
5.2.7.2 Changing a Term Description 206
5.2.8 Add/Change Advertisements 206
5.2.8.1 Adding an Advertisement Option 206
5.2.8.2 Changing an Advertisement Option 207
5.2.8.3 Advertisement Options Data Fields 207
5.2.9 Add/Change Return Reasons 208
5.2.9.1 Adding a Return Reason 208
5.2.9.2 Changing a Return Reason 208
5.2.9.3 Return Reason Data Fields 209
5.3 Inventory Maintenance 209
5.3.1 Maintain Inventory Categories 209
5.3.1.1 Adding a Category 210
5.3.1.2 Changing a Category 210
5.3.1.3 Data Fields for Inventory Categories 210
5.3.2 Maintain Sub Categories 213
5.3.2.1 Adding a Sub Category 213
5.3.2.2 Changing a Sub Category 213
5.3.2.3 Setup tab 213
5.3.2.4 Matrix tab 216
5.3.2.5 Inventory Management tab 216
5.3.2.6 Add-On tab 217
5.3.2.7 Weighted Cost tab 218
5.3.3 Selection Codes 219
5.3.3.1 Adding a Selection Code 219
5.3.3.2 Changing a Selection Code 219
5.3.3.3 Selection Code Data Fields 219
5.3.4 Depreciation Schedules 219
5.3.4.1 Adding a Depreciation Schedule 220
5.3.4.2 Changing a Depreciation Schedule 220
5.3.4.3 Schedule Details tab 220
5.3.5 Manufacturers/Publishers 222
5.3.5.1 Adding a Manufacturer/Publisher 222
5.3.5.2 Changing a Manufacturer/Publisher 222
5.3.5.3 Manufacturer/Publisher Data Fields 223
5.3.6 Display Inventory Columns 223
5.3.6.1 Adding an Inventory Column 223
5.3.6.2 Changing an Inventory Column 223
5.3.6.3 Display Inventory Column Data Fields 224
5.3.7 Maintain Sale Parameters 224
5.3.7.1 Applying a Filter 225
5.3.7.2 Adding a Sale Item 226
5.3.7.3 Changing a Sale Item 226
5.3.7.4 Deleting a Sale Item 226
5.3.7.5 Maintain Sale Parameter Data Fields 226
5.3.8 Setup Inventory Seasons 229
5.3.8.1 Adding a Season 229
5.3.8.2 Changing a Season 229
5.3.8.3 Inventory Season Data Fields 229
5.3.9 Package Deals 229
5.3.9.1 Adding a Package 230
5.3.9.2 Changing a Package 230
5.3.9.3 Package Deals Data Fields 230
5.3.10 Recreate Keywords 232
5.3.11 Physical Inventory 232
5.3.12 Volume Discount/Pricing 232
5.3.12.1 Adding a Volume Discount 233
5.3.12.2 Changing a Volume Discount 233
5.3.12.3 Deleting a Volume Discount 233
5.3.12.4 Volume Discount Data Fields 234
5.3.13 Maintain Breakdown Skus 234
5.3.13.1 Adding a Breakdown Sku 235
5.3.13.2 Changing a Breakdown Sku 235
5.3.13.3 Breakdown Sku Data Fields 235
5.3.13.4 Auto Replenishment Sku Sales Invoice Popup 237
5.3.14 Setup Containers 237
5.3.14.1 Adding a Container 238
5.3.14.2 Changing a Container 238
5.3.14.3 Container Data Fields 238
5.3.15 Setup Container Links 238
5.3.15.1 Adding a Container Link 238
5.3.15.2 Changing a Container Link 239
5.3.16 Consignment & Purchase maintenance functions 239
5.3.16.1 Establish buyer fees 241
5.3.16.2 Establish return codes 242
5.3.16.3 Manage Consignment & Purchase grid columns 243
5.3.16.4 Establish consignment discounts 243
5.3.16.5 Windows 245
5.3.16.5.1 Consignment Buyer Fees window 245
5.3.16.5.2 Consignment Return Codes window 248
5.3.16.5.3 Consignment/Purchase Inventory Column Properties window 249
5.3.16.5.4 Consignment Discounts window 251
5.3.17 Barcodes and barcode labels 253
5.3.17.1 Barcode labels 254
5.3.17.1.1 Create Barcode Blaster label printer defaults 254
5.3.17.1.2 Manage your label printer styles 255
5.3.17.1.3 Create label printer defaults 255
5.3.17.1.4 Field Name values for barcodes 257
5.3.17.1.5 Windows 261
5.3.17.1.5.1 Setup Barcode Blaster Defaults window 261
5.3.17.1.5.2 Add/Change Label Styles window 264
5.3.17.1.5.3 Setup Barcode Defaults window 266
5.3.17.2 Barcodes 268
5.3.17.2.1 Maintain your SKU barcodes 269
5.3.17.2.2 Windows 269
5.3.17.2.2.1 Maintain Barcodes window 270
5.3.17.2.2.2 Alternate Barcodes window 271
5.3.18 Set up Gunbook programs 272
5.3.18.1 Windows 273
5.3.18.1.1 Setup Acquisition - Disposition System window 273
5.3.18.2 Reports 275
5.3.18.2.1 Serial Acquisition and Disposition report 275
5.4 Rental Maintenance 276
5.4.1 Rental Defaults 276
5.4.1.1 Types of Rentals 277
5.4.1.2 Adding a Default 277
5.4.1.3 Changing a Default 277
5.4.1.4 Rental Default Data Fields 278
5.4.2 Rental Payoff Formulas 282
5.4.2.1 Adding a Payoff Formula 283
5.4.2.2 Changing a Payoff Formula 283
5.4.2.3 Payoff Formula Data Fields 283
5.4.3 Schools 284
5.4.3.1 Adding a School 284
5.4.3.2 Changing a School 284
5.4.3.3 School Data Fields 284
5.5 Service Maintenance 284
5.5.1 Service Table 284
5.5.1.1 Adding a Repair 285
5.5.1.2 Changing a Repair 285
5.5.1.3 Repair Table Data Fields 286
5.5.2 Service Status Codes 288
5.5.2.1 Adding a Repair Status Code 289
5.5.2.2 Changing a Repair Status Code 289
5.5.2.3 Repair Status Code Data Fields 289
5.6 Accounts Payable Maintenance 289
5.6.1 Last Check Number 290
5.6.1.1 Adding a Check Number 290
5.6.1.2 Changing a Check Number 290
5.6.1.3 Last Check Number Data Fields 290
5.7 Ledger Maintenance 290
5.7.1 System Categories 291
5.7.1.1 System Categories Defined 291
5.7.1.2 Viewing the Ledger Accounts 294
5.7.1.3 Modifying the Ledger Accounts 294
5.7.2 Payment Categories 294
5.7.2.1 Adding a Payment Category 295
5.7.2.2 Changing a Payment Category 295
5.7.2.3 Data Fields for Payment Categories 295
5.7.3 Return Categories 296
5.7.3.1 Adding a Return Payment Category 296
5.7.3.2 Changing a Return Payment Category 296
5.7.3.3 Data Fields for Return Payment Categories 296
5.7.4 Non Inventory Categories 297
5.7.4.1 Adding a Non Inventory Sales Category 297
5.7.4.2 Changing a Non Inventory Sales Category 298
5.7.4.3 Data Fields for Non-Inventory Sales Categories 298
5.7.5 System Category Header 298
5.7.5.1 Adding a System Category Header 299
5.7.5.2 Changing a System Category Header 299
5.7.5.3 System Category Header Data Fields 299
5.7.6 Chart of Accounts 299
5.7.6.1 Adding a Ledger Account 300
5.7.6.2 Changing a Ledger Account 300
5.7.6.3 Ledger Account Data Fields 300
5.7.7 Chart of Account Types 301
5.7.7.1 Adding a Type/Sub Type 301
5.7.7.2 Changing a Type/Sub Type 301
5.7.7.3 Chart of Account Type Data Field 302
5.7.8 Chart of Account Grouping 302
5.7.8.1 Adding a Grouping 302
5.7.8.2 Changing a Grouping 302
5.7.8.3 Chart of Account Grouping Data Fields 303
5.7.9 Departments 303
5.7.9.1 Adding a Department 303
5.7.9.2 Changing a Department 303
5.7.10 Order Maintenance 303
5.7.10.1 Problem Codes 303
5.7.10.1.1 Adding a Problem Code 304
5.7.10.1.2 Changing a Problem Code 304
5.7.10.1.3 Problem Code Data Fields 304
5.7.10.2 Shipping Codes 305
5.7.10.2.1 Adding a Shipping Code 305
5.7.10.2.2 Changing a Shipping Code 305
5.7.10.2.3 Shipping Code Data Fields 306
5.7.10.3 Ordering Quantities 306
5.7.10.3.1 Adding an Ordering Quantity 307
5.7.10.3.2 Changing an Ordering Quantity 307
5.7.10.3.3 Ordering Quantity Data Fields 307
5.8 Short Term Rental Maintenance 307
5.8.1 Rental Rates 307
5.8.1.1 Adding Short Term Rental Rates 308
5.8.1.2 Changing a Short Term Rental Rate 308
5.8.1.3 Short Term Rental Rate Data Fields 309
5.9 Lesson Maintenance 309
5.9.1 Areas 309
5.9.1.1 Adding an Area 309
5.9.1.2 Changing an Area 310
5.9.1.3 Deleting an Area 310
5.9.1.4 Area Data Fields 310
5.9.2 Instructor Fees 310
5.9.2.1 Adding an Instructor Fee 311
5.9.2.2 Changing an Instructor Fee 312
5.9.2.3 Deleting an Instructor Fee 312
5.9.2.4 Instructor Fee Data Fields 312
5.9.3 Absence 313
5.9.3.1 Adding an Absence 313
5.9.3.2 Changing an Absence 314
5.9.3.3 Deleting an Absence 314
5.9.3.4 Absence Data Fields 314
5.9.4 Lesson Type 314
5.9.4.1 Adding a Lesson Type 315
5.9.4.2 Changing a Lesson Type 315
5.9.4.3 Deleting a Lesson Type 315
5.9.4.4 Lesson Type Data Fields 316
5.9.5 Groups 316
5.9.5.1 Adding a Group 316
5.9.5.2 Changing a Group 316
5.9.5.3 Deleting a Group 317
5.9.5.4 Groups Data Fields 317
5.9.6 Mark Students Inactive 320
5.9.6.1 Cancel a Group Lesson 321
5.9.6.2 Cancel a Student Lesson 322
Reports 323
6.1 Report Catalog 323
6.1.1 Use the Report Catalog 324
6.1.2 Save your report settings 325
6.1.3 Select your report output 326
6.1.4 Windows 326
6.1.4.1 Report Catalog window 326
6.1.4.2 Select Output Destination window 328
6.1.4.3 Enter Report Settings window 329
6.2 Use Report Favorites to generate reports 330
6.2.1 Windows 331
6.2.1.1 Report Favorites window 331
6.3 Report Wizard 332
Inventory 337
7.1 Using Inventory for the First Time 337
7.2 Add/Change Inventory 337
7.2.1 New Sku 337
7.2.1.1 Adding a New Sku 338
7.2.1.2 Changing a Sku 338
7.2.1.3 Description tab 338
7.2.1.3.1 Calculating Price Based on Desired Margin or Percentage of Retail 349
7.2.1.3.2 Volume Pricing 349
7.2.1.3.2.1 Adding Volume Pricing 350
7.2.1.3.2.2 Changing Volume Pricing 350
7.2.1.3.2.3 Deleting Volume Pricing 350
7.2.1.3.2.4 Volume Pricing Data Fields 350
7.2.1.3.3 Multiple Vendors 350
7.2.1.3.4 Attaching an Image - New SKU 351
7.2.1.3.5 Add-On Sales 352
7.2.1.4 Matrix tab 353
7.2.1.5 Active-e tab 355
7.2.1.6 Print Barcode Label 355
7.2.1.7 Retain Info 355
7.2.1.8 Saving the Sku 356
7.2.2 New Catalog 356
7.2.2.1 Adding a New Title 356
7.2.2.2 Changing a Title 356
7.2.2.3 Description tab 356
7.2.2.4 TOC tab 364
7.2.2.5 Active-e tab 365
7.2.2.6 Print Barcode Label 365
7.2.2.7 Retain Info 365
7.2.2.8 Saving the Title 365
7.2.3 Receive Inventory 365
7.2.3.1 Receive Serialized 367
7.2.3.1.1 Flooring 371
7.2.3.2 Receive Accessory 371
7.2.3.3 Receive Title 374
7.2.3.4 Viewing Detail 377
7.2.3.5 Saving the Inventory Received 377
7.2.4 Receive Inventory Import 378
7.2.5 Receive Trade-In 378
7.2.5.1 Receive Trade-In Data Fields 379
7.2.5.2 Listing Trade-Ins 380
7.2.6 Receive E-Card 380
7.2.7 SA Maintenance 381
7.2.7.1 Description Info tab 382
7.2.7.1.1 Adding a Sku Record to the Description Info tab 383
7.2.7.1.2 Changing Information on an Inventory Item 383
7.2.7.1.3 Attaching an Image 383
7.2.7.2 Detail Info tab 384
7.2.7.2.1 Adding a Sku Record to the Detail Info tab 385
7.2.7.2.2 Changing a Sku Record on the Detail Info tab 385
7.2.7.2.3 Viewing Inventory Detail by Sku 385
7.2.7.2.3.1 Viewing Sales History by Sku 386
7.2.7.2.3.2 Viewing Receive History by Sku 387
7.2.7.2.3.3 Viewing Volume Discount Pricing 387
7.2.7.2.3.4 Viewing Order History by Sku 387
7.2.7.2.3.5 Viewing Quantity of Sku by Location 388
7.2.7.2.3.6 Viewing Vendor Quantities of the Sku 388
7.2.7.3 Serial Info tab 388
7.2.7.3.1 Adding a Serial Number to the Serial Info tab 389
7.2.7.3.2 Changing a Serialized Record on the Serial Info tab 389
7.2.7.3.3 Viewing Inventory Detail by Serial Number 390
7.2.7.4 Vendor Info tab 390
7.2.7.4.1 Adding a Vendor to the Vendor Info tab 390
7.2.7.4.2 Changing a Vendor Record on the Vendor Info tab 391
7.2.7.4.3 Vendor Info tab Data Fields 391
7.2.8 Titles Maintenance 392
7.2.8.1 Description Info tab 392
7.2.8.1.1 Adding a Catalog Record to the Description Info tab 393
7.2.8.1.2 Changing Information on a Catalog Record 393
7.2.8.1.3 Attaching an Image 394
7.2.8.2 Detail Info tab 394
7.2.8.2.1 Adding a Location Record to the Detail Info tab 395
7.2.8.2.2 Changing a Location Record on the Detail Info tab 395
7.2.8.2.3 Viewing Inventory Detail by Catalog 395
7.2.8.3 Vendor Info tab 396
7.2.8.3.1 Adding a Vendor to the Vendor Info tab 396
7.2.8.3.2 Changing a Vendor Record on the Vendor Info tab 396
7.2.8.3.3 Vendor Info tab Data Fields 396
7.2.8.4 TOC tab 397
7.2.8.4.1 Adding a Title to the TOC tab 398
7.2.8.4.2 Changing a Title on the TOC tab 398
7.2.8.4.3 Deleting a Title from the TOC tab 398
7.2.9 E-Card Maintenance 398
7.2.10 Change Sku/Catalog 398
7.2.11 Create New Serial Number 399
7.2.12 Assemble Kits 401
7.2.13 Assemble Serial Number 402
7.2.14 Open Accessory Package 403
7.3 Display Inventory 404
7.3.1 Display Serialized & Accessories 404
7.3.1.1 Selection Criteria tab 404
7.3.1.2 Display Inventory tab 406
7.3.1.2.1 Viewing Image 408
7.3.1.2.2 Viewing Detail 408
7.3.1.2.3 Viewing Sales History 408
7.3.1.2.4 Viewing Inventory History 408
7.3.1.2.5 Viewing Order History 408
7.3.1.2.6 Viewing Receive History 409
7.3.1.2.7 Viewing Quantity by Location 409
7.3.1.3 Color/Size Matrix tab 409
7.3.1.4 Individual Serial #'s 409
7.3.2 Display Inventory tab 410
7.3.2.2.2 Viewing Contained Titles 414
7.3.2.2.3 Viewing Detail 414
7.3.2.2.4 Viewing Sales History 415
7.3.2.2.5 Viewing Inventory History 415
7.3.2.2.6 Viewing Order History 415
7.3.2.2.7 Viewing Receive History 415
7.3.2.2.8 Viewing Quantity by Location 415
7.3.3 Display Package Deals 415
7.3.3.2.2 Viewing Package 417
7.3.4 Search Inventory for Sku, Serial or Barcode Number 417
7.3.4.2 Sku/Serial tab 418
7.3.5 Search Inventory for Vendor Item Number 419
7.3.6 Search Inventory for Manufacturer Part Number 420
7.3.7 Search Inventory for Active-e Web Number 422
7.4 Search Serialized Inventory 423
7.4.1 Selection Options 424
7.4.2 Viewing Results of Search 425
7.5 Inventory History 426
7.5.1 Selection Options and Search Results 426
7.6 Print labels on demand 428
7.6.1 Print labels for inventory based on received date 429
7.6.2 Print labels for a single inventory item 429
7.6.3 Print labels for any in-stock inventory 430
7.6.4 Print labels for leased inventory returns 431
7.6.5 Print labels for inventory with Active-e pricing updates 432
7.6.6 Print labels for inventory items on sale 432
7.6.7 Print labels for SKU and catalog numbers in a spreadsheet 433
7.6.8 Print labels for inventory returns 433
7.6.9 Print labels for consigned inventory 434
7.6.10 Windows 434
7.6.10.1 Print Barcode Labels window 434
7.7 Print hang tags 441
7.7.1 Print hang tags for specific inventory 442
7.7.2 Print hang tags for a sale 443
7.7.3 Windows 444
7.7.3.1 Print Inventory Hang Tags window 444
7.8 Sales Exceptions 446
7.8.1 Sales Exceptions - Selection Criteria 447
7.8.2 Changing the Sku/Catalog/Serial Number on a Sales Exception 447
7.8.3 Matching Exceptions 448
7.8.4 Removing Exceptions 448
7.9 Establish Sale Parameters 448
7.9.1 Configure Sale Times 449
7.9.2 Select Items and Establish Sale 450
7.9.3 Remove Previous Sales Data 453
7.10 Consignment & Purchase general overview 454
7.10.1 Entering and receiving consignments 455
7.10.1.1 Batch mode 455
7.10.1.1.1 Enter consignments in batch mode 456
7.10.1.1.2 Enter consignments - quick complete 457
7.10.1.1.3 Enter consigned item details 458
7.10.1.2 Legacy mode 459
7.10.1.2.1 Enter consignments 459
7.10.1.3 Windows 460
7.10.1.3.1 Enter Consignment (Batch Mode) window 460
7.10.1.3.2 Enter Consignment window 464
7.10.1.3.3 Item Details window 467
7.10.1.3.4 Select SKU window 470
7.10.2 Entering and receiving purchases 472
7.10.2.1 Batch mode 472
7.10.2.1.1 Enter purchases in batch mode 473
7.10.2.1.2 Enter purchases - quick complete 474
7.10.2.1.3 Enter payments for purchases, refunds, or other transactions 475
7.10.2.2.1 Enter purchases 475
7.10.2.3 Windows 477
7.10.2.3.1 Enter Purchase (Batch Mode) window 477
7.10.2.3.2 Enter Purchase window 480
7.10.2.3.3 Return Payments window 484
7.10.3 Settling consignments 486
7.10.3.1 Batch mode 486
7.10.3.1.1 Settle consignments in batch mode 486
7.10.3.1.2 Settle consignments - quick complete 487
7.10.3.2.1 Settle consignments 488
7.10.3.3 Windows 489
7.10.3.3.1 Settle Consignment (Batch Mode) window 489
7.10.3.3.2 Settle Consignment window 492
7.10.4 Editing consignments 496
7.10.4.1 Edit consignments 496
7.10.4.2 Windows 496
7.10.4.2.1 Change Consignment Price window 496
7.10.5 Uploading consignments 498
7.10.5.1 Upload consignments 499
7.10.5.2 Log in to myconsignorlogin 499
7.10.5.3 Windows 500
7.10.5.3.1 Export Consignor Files window 501
7.10.6 Transferring consignments 501
7.10.6.1 Transfer consignments 502
7.10.6.2 Windows 502
7.10.6.2.1 Transfer Consignment Account window 502
7.10.6.2.2 Select Consignment window 504
7.10.7 Refunding deposits and credits on accounts 505
7.10.7.1 Refund deposits and credits on accounts 505
7.10.7.2 Enter payments for purchases, refunds, or other transactions 506
7.10.7.3 Windows 507
7.10.7.3.1 Refund Deposit/Credit window 507
7.10.8 Consignment & Purchase reports 510
7.10.8.1 Inventory Consignment Listing report 511
7.10.8.2 Consignment Disposition report 512
7.10.8.3 Balance to Drawer report 512
7.10.8.4 Sales Management report 513
7.10.8.5 Inventory by Category report 514
7.10.8.6 Serial Inventory report 515
7.10.8.7 Tax report 516
7.11 Flooring Options 517
7.11.1 Edit Floored Items 517
7.11.2 Pay Floored Items 518
7.11.3 List Floored Items 519
7.12 Inventory Transfer Options 519
7.12.1 Store to Store Transfers 519
7.12.1.1 Store to Store Transfers Data Fields 520
7.12.1.2 Adding Comments to the Transfer 521
7.12.1.3 Changing an Item on the Transfer 521
7.12.1.4 Deleting an Item from the Transfer 521
7.12.1.5 Import Text File 521
7.12.1.6 Pull in Transfer Requests 522
7.12.1.7 Saving the Transfer 522
7.12.1.8 List Store to Store Transfers 522
7.12.2 Receive Store Transfers 523
7.12.2.1 Selecting an Item to Receive 523
7.12.2.2 Adding Comments to the Receive Transfer 525
7.12.2.3 Saving the Receive Store Transfer 525
7.12.3 Transfer Request 525
7.12.3.1 Transfer Request Data Fields 525
7.12.3.2 Adding Comments to the Transfer Request 526
7.12.3.3 Changing an Item on the Transfer Request 527
7.12.3.4 Deleting an Item from the Transfer Request 527
7.12.3.6 Saving the Transfer Request 527
7.12.4 View Transfer Requests 527
7.12.5 Transfer Inventory Out 528
7.12.5.1 Transfer Inventory Out Data Fields 528
7.12.5.2 Adding Comments to the Transfer Out 530
7.12.5.3 Changing an Item on the Transfer Out 530
7.12.5.4 Deleting an Item from the Transfer Out 530
7.12.5.6 Saving the Transfer Out 531
7.12.5.7 List Inventory Transferred Out 531
7.12.6 Transfer Inventory In 531
7.12.6.1 Changing the Transfer In Date 532
7.12.6.2 Selecting an Item to Transfer In 532
7.12.6.3 Adding Comments to the Transfer In 532
7.12.6.4 Saving the Transfer In 532
7.12.6.5 List Inventory Transferred In 532
7.12.7 Edit Transfer Out 532
7.13 Inventory Management 533
7.13.1 Inventory Management Setup 533
7.13.1.1 Variables 534
7.13.1.2 Seasons 534
7.13.1.3 MM Code 534
7.13.1.4 Status Levels 535
7.13.2 Establish/Reset Min/Max 536
7.13.2.1 Selection Criteria – Establish/Reset Min/Max 536
7.13.2.2 Viewing Results - Establish/Reset Min/Max 537
7.13.3 Establish Min/Max for Seasonal 538
7.13.3.1 Selection Criteria – Establish Min/Max for Seasonal 538
7.13.4 Establish Min/Max for Stock Orders 539
7.13.4.1 Selection Criteria – Establish Min/Max for stock orders 540
7.13.5 Remove Inventory Marked for Deletion 540
7.13.5.1 Viewing Results – Remove Inventory Marked for Deletion 541
7.13.6 Change Inventory Inactive Status 541
7.13.6.1 Selection Criteria – Change inventory inactive status 542
7.13.6.2 Viewing Results – Change inventory inactive status 543
7.13.7 Analyze Special Order/New Issue 544
7.13.7.1 Viewing Results – Analyze special order/new issue 544
7.13.8 Exempt Sales 545
7.13.8.1 Selection Criteria – Exempt sales 545
7.13.8.2 Viewing Results – Exempt sales 546
7.14 Physical Inventory 546
7.14.1 Prepare for Physical 548
7.14.1.1 Selection Options – Prepare for physical 548
7.14.1.2 Physical Inventory Already in Progress Warning 549
7.14.2 Enter Physical Count Manually 550
7.14.2.1 Data Fields – Enter physical count manually 550
7.14.3 Default Quantity for Items Not Counted 551
7.14.4 Import Physical Count 552
7.14.4.1 Data Fields – Import physical count 552
7.14.5 Update Non-Serialized Qtys 553
7.14.5.1 Data Fields – Update non-serialized qtys 554
7.14.6 Physical Inventory Spot Check 554
7.14.6.1 Data Fields – Physical Inventory Spot Check 555
7.14.7 Review Physical Inventory File 556
7.14.8 Physical Inventory Reports 557
7.14.8.1 List Physical Inventory for Manual Count 557
7.14.8.2 List Physical Inventory for Review 559
7.14.8.3 List Physical Inventory Counted but Not in Inventory 560
7.14.8.4 List Physical Inventory Not Counted 560
7.15 Stolen Items 561
7.15.1 Enter Stolen Items 561
7.15.1.1 Data Fields – Enter stolen items 562
7.15.2 View Stolen Items 563
7.16 Average Inventory 563
7.16.1 Data Fields – Average Inventory 564
7.17 Inventory Analysis 564
7.17.1 Selection Options – Inventory Analysis 565
7.18 Depreciate Inventory 566
7.18.1 Data Fields – Depreciate Inventory 567
7.18.2 List Book Depreciation 567
7.18.3 List Tax Depreciation 568
7.19 Vendor Information 569
7.20 Utilities 569
7.20.1 Change Sku Details 569
7.20.2 Serialized Qty Synch 570
7.20.3 Merge Skus 570
7.20.4 Change Manufacturer/Publisher 571
7.20.5 Create Skus at New Location 571
7.20.6 Change Inventory Pricing 572
7.20.7 Move Serial# to New Sku 575
7.20.8 Price Check 575
7.20.9 Transfer Vendor Inventory 576
7.20.10 Update Loyalty Exempt 577
7.20.11 Vendor Import 577
7.20.12 Receive All Store to Store Transfers 578
7.20.13 Add Layaway Serials 578
7.20.14 Inventory Export/Import 579
7.20.14.1 Export 584
7.20.14.2 Import 585
7.20.15 Delete Inventory 586
7.20.16 Create Matrix 588
7.20.17 Change Serial Details 589
7.20.18 Change Sku Type 589
7.20.19 Breakdown Skus 590
7.20.20 Manage Acquisition/Disposition Records 591
7.20.20.1 Windows 591
7.20.20.1.1 Edit Acquisition/Disposition Entries window 592
7.20.20.1.2 Gunbook Entry window 594
Customers 601
8.1 Add/Change Customer 601
8.1.1 Balance 601
8.1.2 Adding a Customer Record 602
8.1.3 Finding a Customer Record 602
8.1.4 Name tab 602
8.1.5 Personal tab 605
8.1.6 Billing tab 607
8.1.7 Notes tab 609
8.1.8 Mailing tab 610
8.1.9 Active-e tab 610
8.1.10 Image tab 610
8.1.11 Saving a Customer Record 611
8.2 Customer History 611
8.2.1 Outstanding Invoices 611
8.2.1.1 Viewing Customer Address 612
8.2.2 Selecting a Transaction Type to View 612
8.3 Contact Management 615
8.3.1 Maintaining Contacts 615
8.3.1.1 Adding a Contact Record 616
8.3.1.2 Changing a Contact Record 616
8.3.1.3 Printing a Contact Record 616
8.3.1.4 Contact Management Data Fields 617
8.3.2 Contact Management – Open Issues 618
8.3.2.1 Sorting Open Issues by Employee 618
8.3.2.2 Sorting Open Issues by Action Group 619
8.3.2.3 Sorting Open Issues by Action 619
8.3.2.4 Editing an Open Issue 619
8.4 Calculate Finance Charge/Aging 619
8.4.1 Calculate Finance Charge/Aging Data Fields 620
8.5 Post Late Charges 620
8.5.1 Post Late Charges Data Fields 620
8.5.2 Selecting Accounts to Post a Late Charge to 620
8.6 PO Spending Limit 621
8.6.1 Adding a PO Spending Limit 621
8.6.2 Changing a PO Spending Limit 621
8.6.3 PO Spending Limit Data Fields 621
8.7 Change Invoice PO 622
8.7.1 Selecting the Invoice 622
8.7.2 Changing the Purchase Order Number 623
8.8 Transfer Invoice 623
8.9 Transfer History 623
8.10 Email Maintenance 623
8.11 Loyalty Cards 625
8.11.1 Setup 625
8.11.2 Usage 625
8.12 Customer Account Reports and Statement Printing 626
8.12.1 List Accounts Receivable with Aging 626
8.12.2 Print Open Account Statements 627
Point of Sale 629

9.1 No Sale 630
9.2 Quick Sale 631
9.3 Point of Sale button bar 631
9.4 Sales Invoice general overview 634
9.4.1 Create a sales invoice 635
9.4.1.1 Assign a shipping address 636
9.4.1.2 Assign a Bill To account 637
9.4.1.3 Change the tax exemption 638
9.4.1.4 Assign multiple staff to the sale 639
9.4.1.5 Assign a purchase order number 639
9.4.1.5.1 Select a PO with a spending limit 639
9.4.1.6 Add items to the invoice 640
9.4.1.6.1 Use a serialized SKU to add items to an invoice 641
9.4.1.7 Charge the invoice to the customer's account 642
9.4.1.8 Manage comments 642
9.4.1.9 Applying credits to a sales invoice 643
9.4.1.9.1 Use trade-in credit 643
9.4.1.9.2 Use contract credit 644
9.4.1.9.3 Use loyalty points 645
9.4.1.10 Pulling previous transactions into current sales invoice 645
9.4.1.10.1 Pull in a proposal 645
9.4.1.10.2 Pull in an approval 646
9.4.1.10.3 Pull in an order 647
9.4.1.10.4 Pull in a suspended sale 648
9.4.1.10.5 Add service letters to the invoice 648
9.4.1.11 Managing sales item details 649
9.4.1.11.1 Change invoice item details 649
9.4.1.11.2 Delete items on the invoice 649
9.4.1.11.3 View inventory details 650
9.4.1.11.4 Add notes to an invoice item 650
9.4.1.11.5 Set up a delivery date and time 651
9.4.1.12 Managing sales invoice details 651
9.4.1.12.1 Change the invoice total 652
9.4.1.12.2 Apply a blanket discount 652
9.4.1.12.3 Use Freight+ for your shipping 653
9.4.2 Getting started with accounts receivable - beginning balance invoices 653
9.4.2.1 Create a beginning balance on the customer account 654
9.4.3 Windows 655
9.4.3.1 Sales Invoice window 655
9.4.3.2 Split Sale window 661
9.4.3.3 Select Terms window 662
9.4.3.4 Select PO window 663
9.4.3.5 Select Serial Numbers window 665
9.4.3.6 Select Comment window 666
9.4.3.7 Notes window 667
9.4.3.8 Freight Plus window 668
9.4.3.9 Trade-In window 669
9.4.3.10 Back Into Total window 670
9.4.3.11 Blanket Discount window 671
9.4.3.12 Contract Credit Amount window 672
9.4.3.13 Loyalty Points window 673
9.4.3.14 Delivery Ticket window 674
9.4.3.15 Select Proposal window 676
9.4.3.16 Select Approval window 677
9.4.3.17 Select Orders window 678
9.4.3.18 Select Suspended Sale window 679
9.4.3.19 Service Letters window 680
9.4.4 Sales reports 682
9.4.4.1 Sales Management report 683
9.4.4.2 Sales Staff Performance Analysis report 684
9.4.4.3 Daily Activity report 685
9.4.4.4 Tax report 685
9.4.4.5 List Sold Inventory by Category report 686
9.5 Open Account (O/A) Payments 687
9.5.1 Manage customer payments 687
9.5.1.1 Select invoices to pay 688
9.5.1.2 Apply credit to an invoice 689
9.5.1.3 Reprint an invoice 690
9.5.2 Windows 690
9.5.2.1 Customer Payments window 690
9.5.2.4 Accept Deposit window 696
9.5.2.5 Post Credit window 697
9.5.2.6 Master Ticket window 697
9.5.3 Open Account Payment reports 698
9.5.3.1 List Open Account Payments report 698
9.5.3.2 Customer O/A Payment Analysis report 699
9.6 Layaway general overview 700
9.6.1 Create a layaway 700
9.6.1.3 Change the tax exemption 703
9.6.1.7 Charge the invoice to the customer's account 706
9.6.1.9 Applying credits to a layaway 708
9.6.1.10 Pulling previous transactions into current layaway 709
9.6.1.11 Managing layaway item details 711
9.6.1.12 Managing layaway invoice details 713
9.6.2 Windows 714
9.6.2.1 Layaway window 715
9.6.3 Layaway reports 730
9.6.3.1 Layaway report 731
9.6.3.2 List Invoices report 731
9.7 Approval general overview 732
9.7.1 Create an approval 733
9.7.1.7 Pulling previous transactions into current approval 739
9.7.1.8 Managing approval item details 741
9.7.1.9 Managing approval details 743
9.7.1.9.2 Change the deposit amount 744
9.7.2 Pull in an approval 744
9.7.3 Windows 744
9.7.3.1 Approval window 745
9.7.3.9 Accept Deposit window 758
9.7.4 Approval reports 760
9.7.4.1 Approval report 760
9.7.4.2 List Invoices report 761
9.8 Proposal general overview 762
9.8.1 Create a proposal 762
9.8.1.7 Applying credits to a proposal 768
9.8.1.8 Pull in a proposal 770
9.8.1.9 Managing proposal item details 771
9.8.1.10 Managing proposal invoice details 773
9.8.2 Pull in a proposal 774
9.8.3 Modify a proposal 775
9.8.4 Windows 776
9.8.4.1 Proposal window 776
9.8.5 Proposal reports 788
9.8.5.1 List Proposals report 788
9.9 Saving the POS Transaction 789
9.9.1 Adding a Payment 790
9.9.2 Applying a Credit 792
9.9.3 Deleting a Payment from the Payments Grid 792
9.9.4 Interfacing with ICVerify for Credit Card Payment 793
9.9.5 Posting the Payment 794
9.9.6 Windows 794
9.9.6.1 Enter Payments window 794
9.9.6.2 Select an Invoice window 796
9.10 Delayed Delivery 798
9.10.1 Viewing Customer Address 798
9.10.2 Changing the Reference Number 799
9.10.3 Changing the Delivery Date 799
9.10.4 Selecting an Item to Assign a Serial Number to 799
9.11 Paid out of Drawer 799
9.11.1 Changing the Store Location 800
9.11.3 Changing the Date 800
9.11.4 Changing the Cash Out Account 801
9.11.5 Data Fields for Paid Out of Drawer 801
9.11.5.1 Expensing the Paid Out 801
9.12 Reversals 802
9.12.1 Reverse an invoice 802
9.12.2 Reverse an open account payment 802
9.12.3 Windows 803
9.12.3.1 Reverse Individual Invoice window 803
9.12.3.2 Reverse O/A Payment window 805
Purchase Orders 807

10.1 Customer Orders 808
10.1.1 Viewing Customer Address on Purchase Orders 809
10.1.2 Assigning a Shipping Address on Purchase Orders 809
10.1.3 Assigning a Bill To Account on Purchase Orders 810
10.1.4 The Order Number 810
10.1.5 Changing the Order Location on Purchase Orders 811
10.1.6 Changing the Tax Authority on Purchase Orders 811
10.1.7 Changing the Date on Purchase Orders 811
10.1.8 Assigning a Purchase Order Number 811
10.1.9 Entering Merchandise on the Order 811
10.1.9.1 Data Fields on Enter Uncommitted Order 811
10.1.10 Enter Detailed Information for SA Item 814
10.1.11 Enter Detailed Info for Title 815
10.1.12 Viewing/Changing Detailed Information for an Item 816
10.1.13 Adding an Item to the Inventory File 816
10.1.14 Adding an Estimated Delivery Date and Order Comments 816
10.1.15 Deleting an Item from the Order 816
10.1.16 Transferring Items from Another Order to This Order 817
10.1.17 Taking a Deposit for a Purchase Order 817
10.1.18 Saving the Customer Order - Purchase Orders 818
10.1.19 Changing a Customer Order - Purchase Orders 818
10.2 Stock Orders 819
10.2.1 Saving the Stock Order with an Uncommitted Status 820
10.2.2 Saving the Stock Order with a Committed Status 821
10.2.3 Changing a Stock Order 821
10.3 Create Purchase Orders 822
10.3.1 Items to Order tab - Create Purchase Orders 823
10.3.1.1 Data Fields on Items to Order tab 823
10.3.1.2 Selecting the Items to Order 824
10.3.2 Printing Options tab - Create Purchase Orders 824
10.4 Receive Purchase Orders 824
10.4.1 Purchase Order List tab - Receive Purchase Orders 824
10.4.2 Items on Purchase Order tab - Receive Purchase Orders 825
10.4.2.1 Receiving Options 826
10.4.2.2 Adding Serial Numbers 828
10.4.2.3 Modifying Cost, Pricing and Other Information on an Item 829
10.4.3 Receiving Options tab - Receive Purchase Orders 830
10.4.4 Saving the Purchase Order 830
10.5 Purchase Order Reports 830
10.5.1 Items Received but not Invoiced 831
10.5.1.1 Selection Options for List Items Received but not Invoiced 831
10.5.2 Order Status Report 831
10.5.2.1 Selection Options for the Order Status Report 832
Accounts Payable Overview 833

11.1 Add/Change Vendor 833
11.1.1 Balance 833
11.1.2 Name tab – Add/Change Vendor 833
11.1.3 Details tab – Add/Change Vendor 834
11.1.3.1 Data Fields on the Details tab – Add/Change Vendor 834
11.1.4 Ledger tab – Add/Change Vendor 835
11.1.4.1 Data Fields on the Ledger tab – Add/Change Vendor 836
11.1.5 Ordering tab – Add/Change Vendor 837
11.1.5.1 Data Fields on the Ordering tab – Add/Change Vendor 837
11.1.6 Return tab – Add/Change Vendor 837
11.1.6.1 Data Fields on the Return tab – Add/Change Vendor 838
11.2 Vendor History 838
11.2.1 Totals tab – Vendor History 838
11.2.1.1 Data Fields on the Totals tab – Vendor History 838
11.2.2 Invoices tab – Vendor History 839
11.2.2.1 Data Fields on the Invoices tab – Vendor History 840
11.2.3 Payments tab – Vendor History 841
11.2.3.1 Data Fields on the Payments tab – Vendor History 841
11.2.4 Ordering tab – Vendor History 842
11.2.4.1 Data Fields on the Ordering tab – Vendor History 842
11.2.5 Return tab – Vendor History 842
11.2.5.1 Data Fields on the Return tab – Vendor History 842
11.3 Enter Accounts Payable Invoice 842
11.3.1 Invoice tab – Enter A/P Invoice 843
11.3.1.1 Data Fields on the Invoice tab – Enter A/P Invoice 844
11.3.1.2 Credit Memo 846
11.3.1.3 Invoice was Paid COD 846
11.3.1.4 Updating the Inventory Cost 847
11.3.1.5 Installment 849
11.3.2 Expense tab – Enter A/P Invoice 851
11.3.2.1 Data Fields on the Expense tab – Enter A/P Invoice 852
11.3.2.2 Adding a Ledger Account to Expense - Enter A/P Invoice 852
11.3.2.3 Deleting a Ledger Account - Enter A/P Invoice 853
11.3.2.4 Saving the Invoice - Enter A/P Invoice 853
11.4 Check Disbursements 854
11.4.1 Data Fields on Check Disbursements 854
11.4.2 Selecting All Invoices to Pay – Check Disbursements 855
11.4.3 Selecting Invoices to Pay One by One – Check Disbursements 856
11.4.4 Clearing Invoices Selected to Pay – Check Disbursements 857
11.5 Select Invoices by Vendor 857
11.5.1 Data Fields on Select Invoices by Vendor 858
11.5.2 Selecting All Invoices to Pay – Select Invoices by Vendor 858
11.5.3 Selecting Invoices to Pay One by One – Select Invoices by Vendor 859
11.5.4 Saving Invoices Selected to Pay – Select Invoices by Vendor 860
11.5.5 Clearing Invoices Selected to Pay – Select Invoices by Vendor 860
11.5.6 Listing Invoices Selected to Pay – Select Invoices by Vendor 860
11.6 Select Invoices by Date 861
11.6.1 Selection Criteria for Select Invoices by Date 861
11.6.2 Saving Invoices Selected to Pay – Select Invoices by Date 862
11.6.3 Listing Invoices Selected to Pay – Select Invoices by Date 863
11.6.4 Printing the Checks – Select Invoices by Date 863
11.7 Transfer Invoice from Vendor to Vendor 863
11.7.1 Data Fields on Vendor Transferring From 864
11.7.2 Data Fields on Vendor Transferring To 864
11.7.3 Saving the Transfer – Transfer Invoice from Vendor to Vendor 864
11.8 Transfer Credits to Invoices 865
11.8.1 Data Fields on Credit Invoice 865
11.8.2 Data Fields on Invoice to Transfer Against 866
11.8.3 Saving the Transfer – Transfer Credits to Invoice 866
11.9 Fall/Winter Dating 866
11.9.1 Data Fields on Fall/Winter Dating 867
11.9.2 Invoices tab – Fall Winter Dating 867
11.9.2.1 Selecting the Invoices – Fall Winter Dating 868
11.9.3 Installments tab – Fall winter Dating 868
11.9.3.1 Data Fields on the Installments tab – Fall Winter Dating 869
11.9.3.2 Clearing the Installments tab – Fall Winter Dating 871
11.9.3.3 Saving the Invoice Installments – Fall Winter Dating 871
11.10 Post COD Checks to Invoices 871
11.10.1 Data Fields on Post COD Checks to Invoices 872
11.10.2 Selecting the Invoices – Post COD Checks to Invoices 872
11.10.3 Saving the Invoice Selection – Post COD Checks to Invoices 873
11.11 Accounts Payable Reports & Check Printing 873
11.11.1 List A/P Check Register 874
11.11.1.1 Selection Options for List A/P Check Register 874
11.11.2 List A/P Invoices by Date 875
11.11.2.1 Selection Options for List A/P Invoices by Date 875
11.11.3 List A/P Invoices with Aging 876
11.11.3.1 Selection Options for List A/P Invoices with Aging 876
11.11.4 List COD Checks Not Posted 877
11.11.5 List Invoices Selected to Pay 877
11.11.5.1 Selection Options for List Invoices Selected to Pay 878
11.11.6 Print Checks Selected 878
11.11.6.1 Selection Options for Print Checks Selected 878
11.11.6.2 Updating Accounting - Print Checks Selected 879
11.11.7 Print Individual Check 880
11.11.7.1 Data Fields for Print Individual Check 881
11.11.7.2 Adding a Ledger Account to Expense – Print Individual Check 883
11.11.7.3 Deleting a Ledger Account – Print Individual Check 884
11.11.7.4 Printing the Check – Print Individual Check 884
11.11.7.5 Updating Accounting – Print Individual Check 884
General Ledger Overview 887

12.1 Using General Ledger for the First Time 887
12.2 Daily Deposit 888
12.2.3 Changing the Workstation# 889
12.2.4 Printing a Daily Balance Report 890
12.2.5 Changing an Amount to Deposit 890
12.2.6 Clearing the Deposit Amounts 890
12.2.7 Saving the Deposit 890
12.3 General Journal Entry 891
12.3.1 General Journal Entry Data Fields 891
12.3.2 Deleting a Journal Entry 893
12.3.3 Saving the General Journal Entry 893
12.4 Check Disbursement Journal 893
12.4.1 Check Disbursement Journal Data Fields 894
12.4.2 Expensing the Check 895
12.4.3 Saving the Check 896
12.5 Payroll Disbursement 896
12.5.1 Payroll Disbursement Data Fields 897
12.5.2 Expensing the Payroll Check 898
12.6 Void Check - AP or GL 898
12.6.1 Entering Check to Void 899
12.6.1.1 Check Not Found 899
12.6.1.2 Multiple Checks Found 899
12.6.1.3 Ledger Entries Not Found 900
12.6.1.4 Saving the Voided Check 901
Short Term Rentals Overview 903

13.1 Short Term Rental/Reservation 903
13.1.2 Changing the Invoice Number 904
13.1.4 Changing the Tax Authority 905
13.1.6 Assigning a Pick Up Date 905
13.1.7 Assigning a Return Date 905
13.1.8 Making a Reservation 905
13.1.9 Entering Merchandise on the Reservation/Rental 905
13.1.9.1 Data Fields on Reservation/Rental 905
13.1.10 Adding Comments to the Rental/Reservation 907
13.1.11 Changing an Item on the Rental/Reservation 907
13.1.12 Deleting an Item from the Rental/Reservation 907
13.1.13 Viewing Inventory Detail 908
13.1.14 Taking a Deposit on the Reservation 908
13.1.15 Turning a Reservation into a Short Term Rental 908
13.1.16 Taxable Status of Short Term Rentals 909
13.1.17 Saving the Rental/Reservation and Printing a Receipt 909
13.1.18 Applying a Deposit to the Short Term Rental 909
13.2 View Reservations 909
13.2.1 Changing the Location 910
13.2.3 Reservations tab 910
13.2.4 Detail tab 910
13.3 Return Short Term Rentals 911
13.3.5 Selecting Item(s) to Return 912
13.3.6 Refunding Money 913
13.3.7 Collecting Money 913
13.4 Short Term Rental Reports 913
13.4.1 List Items out on Short Term Rental 913
13.4.2 List Invoices by Date 914
Rent & Sales Contracts Overview 915

14.1 Enter New Rental 915
14.1.5 Changing the Contract Reference Number 916
14.1.6 Changing the Employee 917
14.1.7 Split Sale on Sales Contract 917
14.1.7.1 Assigning the Sales People to the Split Sale 917
14.1.8 Inventory tab 918
14.1.8.1 Inventory tab Data Fields 918
14.1.8.2 Displaying Inventory 919
14.1.8.3 Adding the Item to Inventory 919
14.1.8.4 Deleting an Item from the Contract 920
14.1.8.5 Taking a Trade-In 920
14.1.9 Details tab 920
14.1.9.1 Rent to Rent Contract Data Fields 920
14.1.9.2 Rent to Own, Sales Contract, Simple Interest Data Fields 923
14.1.9.3 Extended Warranty Data Fields 926
14.1.10 Notes tab 928
14.1.11 Defaults tab 928
14.1.12 Saving the New Contract and Printing a Receipt 928
14.2 Rental Payment 928
14.2.4 Payment Reference Number 930
14.2.5 Rental Payment Data Fields 930
14.2.6 Assessing an Other Charge 931
14.2.7 Assessing a Late Charge 931
14.2.8 Forgiving a Late/Other Charge 931
14.2.9 Saving the Rental Payment and Printing a Receipt 931
14.3 View Rental History 932
14.3.3 Total Rental to Date 933
14.3.4 Total Payoff 933
14.3.5 Viewing Contracted Items 933
14.3.6 Viewing Contract Notes 933
14.3.7 Viewing Original Contract Information 933
14.3.8 Viewing Contract Payments 934
14.3.9 Print History 935
14.4 Rental Full Edit 935
14.5 Delinquency Routine 935
14.5.1 Delinquency Routine Overview 935
14.5.2 Update Contracts for Notices 936
14.5.2.1 Dunn Numbers 937
14.5.2.2 Update Contracts for Notices Data Fields 938
14.5.3 Print Delinquency Notices 938
14.5.3.1 Print Delinquency Notices Data Fields 938
14.6 Early Payoff 938
14.6.5 Early Payoff Data Fields 940
14.6.6 Saving the Rental Payment and Printing a Receipt 940
14.7 Collection 940
14.7.1 Selecting the Type of Collection 941
14.8 Exchange Inventory 941
14.8.1 Exchange Inventory Data Fields 942
14.8.2 Saving the Exchange 942
14.9 Rental Return 942
14.9.4 Adding Comments to the Rental Return 943
14.9.5 Returning the Contract 943
14.9.6 Returning a Contract with a Balance Due 943
14.9.7 Returning a Contract Paid Ahead 944
14.10 Printing Rental Coupons/Statements/Reports 944
14.10.1 Coupons 945
14.10.1.1 Selection Options for Coupons 945
14.10.2 Statements 948
14.10.2.1 Selection Options for Statements 948
14.10.3 A/R Listing for Installment Contracts 949
14.10.3.1 Selection Options for A/R Listing for Installment Contracts 949
14.10.4 A/R Listing for Monthly Contracts 949
14.10.4.1 Selection Options for A/R Listing for Monthly Contracts 950
14.10.5 Contracts Aging Report 950
14.10.5.1 Selection Options for Contracts Aging Report 950
14.10.6 List Contract Payments 951
14.10.6.1 Selection Options for List Contract Payments 951
14.10.7 List New Contracts Added 952
14.10.7.1 Selection Options for List New Contracts Added 952
14.10.8 List Rented Inventory 953
14.10.8.1 Selection Options for List Rented Inventory 953
14.11 Print Rental Letters 954
14.11.1 Print Rental Letters Data Fields 954
Repair and Service Overview 957

15.1 New Service Ticket 957
15.1.2 Assigning a Shipping Address 958
15.1.3 Assigning a Bill To Account 958
15.1.6 Changing the Repair Ticket Number 959
15.1.7 Assigning a Return Authorization Number 959
15.1.8 Assigning a Purchase Order Number 959
15.1.9 Changing the Ticket Date 960
15.1.10 Changing the Promise Completion Date 960
15.1.11 Changing the Completion Date 960
15.1.12 Changing the Billing Date 960
15.1.13 Assigning the Repair Status 960
15.1.14 Adding Another Ticket 961
15.1.15 Entering Item to be Repaired 961
15.1.15.1 Data Fields on Repair Ticket 961
15.1.16 Viewing Repair History of Item being Repaired 961
15.1.17 Adding Services to the Repair Ticket 962
15.1.17.1 Data Fields on Service 962
15.1.18 Modifying a Service on the Repair Ticket 964
15.1.19 Deleting a Service 964
15.1.20 Adding Comments to the Repair Ticket 964
15.1.21 Adding Parts to the Repair Ticket 964
15.1.21.1 Data Fields on Parts 965
15.1.22 Modifying a Part on the Repair Ticket 966
15.1.23 Deleting a Part 966
15.1.24 Taking a Deposit 966
15.1.25 Saving the Repair Ticket 967
15.1.26 Viewing Status of Repair 967
15.2 Modify Service Ticket 967
15.3 Repair and Service Reports 967
15.3.1 List Completed Repairs 968
15.3.1.1 Selection Options for List Completed Repairs 968
15.3.2 List Outstanding Repairs 969
15.3.2.1 Selection Options for List Outstanding Repairs 969
Lesson Scheduling & Billing Overview 971

16.1 Getting Started 971
16.1.1 Step by Step Instructions 971
16.2 Add/Change Student 973
16.2.1 Adding a Student Record 974
16.2.2 Changing a Student Record 975
16.2.3 Student Record Data Fields 975
16.2.3.1 Student tab 976
16.2.3.2 Schedule tab 979
16.2.3.3 Billing tab 982
16.2.3.4 Notes tab 984
16.2.4 Reactivating a Student Account 985
16.3 Student History 985
16.4 Attendance 985
16.4.1 Marking Attendance 986
16.4.2 Marking a Student as Absent 987
16.4.3 Saving Attendance 987
16.5 Add/Change Instructor 987
16.5.1 Adding an Instructor Record 987
16.5.2 Changing an Instructor Record 988
16.5.3 Instructor Record Data Fields 988
16.5.3.1 Details tab 988
16.5.3.2 Available tab 990
16.5.3.3 Lesson Types tab 990
16.5.3.4 Notes tab 991
16.6 Instructor History 991
16.7 Pay Instructors 992
16.7.1 Flagging Invoices to Pay 993
16.8 View Schedule 993
16.8.1 View Details 994
16.8.1.1 Student Details 994
16.8.1.2 Group Details 995
16.8.2 View Schedule Notes 995
16.8.3 View Conflict 996
16.9 Credit Lesson 997
16.9.1 Flagging Invoices/Billing Records to Credit 998
16.10 Update Scheduling & Billing 998
16.11 Create Invoices from Billing Records 999
16.11.1 Viewing a Lesson Invoice 1001
16.11.2 Paying a Lesson Invoice 1001
16.12 Lesson Scheduling & Billing Reports 1001
16.12.1 Attendance Sheet by Instructor 1001
16.12.2 Instructor Schedule by Week 1001
16.12.3 List Absence Codes 1002
16.12.4 List Areas 1002
16.12.5 List Instructor Absences 1002
16.12.6 List Instructor Fees 1002
16.12.7 List Instructors 1002
16.12.8 List Student Balance by Instructor 1002
16.12.9 List Students by Instructor/Group Code 1002
16.12.10 List Unpaid Instructor Invoices 1002
Returns general overview 1003

17.1 Merchandise Return 1003
17.1.5 Selecting the Type of Items to Display 1005
17.1.6 Selecting Item(s) to Return 1005
17.1.7 Inserting an Item to Return 1006
17.1.8 Automatically Reduce Invoice Balance 1006
17.1.9 Adding Comments to the Merchandise Return Receipt 1007
17.1.10 Adding a Restocking Fee 1007
17.1.11 Saving the Return 1007
17.1.11.1 Adding a Return Payment 1008
17.1.11.2 Creating a Credit Invoice 1009
17.1.11.3 Refunding by Check 1009
17.1.11.4 Deleting a Refund Payment from the Payments Grid 1010
17.1.11.5 Interfacing with ICVerify for Credit Card Refunds 1010
17.1.11.6 Posting the Return 1011
17.1.12 Listing Merchandise Returns 1011
17.2 Return approvals 1011
17.3 Return layaways 1012
17.4 Return a consignment 1013
17.5 Return consignments - batch mode 1013
17.6 Return proposals 1014
17.7 Refund deposits and credits on accounts 1014
17.8 Enter payments for purchases, refunds, or other transactions 1015
17.9 Windows 1016
17.9.1 Return Approval window 1016
17.9.2 Layaway Return window 1018
17.9.3 Return Consignment window 1020
17.9.4 Return Consignment (Batch) window 1022
17.9.5 Return Proposal window 1024
17.9.6 Refund Deposit/Credit window 1025
17.9.7 Return Payments window 1027
17.10 Returns Reports 1029
17.10.1 List Invoices report 1029
Employee/Messaging 1031
18.1 Currently Logged-In Users 1031
Credit Card Processing 1033

19.1 PCCharge 1033
19.1.1 General Setup 1033
19.1.2 SSL Setup 1035
19.1.3 Payment by Credit/Debit Card 1035
19.2 PPI PayMover 1036
19.2.2 Credit Card Enrollment 1038
19.2.4 Return by Credit Card 1041
19.3 Mercury 1042
19.3.2 Credit Card Enrollment 1043
19.3.4 Return by Credit Card 1046
19.4 Payment Category Setup 1047
19.5 Return Category Setup 1048
19.6 Order ID 1048
19.7 Charge Credit Card 1048
Device Setup 1051

20.1 Scale Setup 1051
20.1.2 System Variable Setup 1051
20.1.3 Scale Setup 1052
20.1.4 Container Setup 1052
20.1.5 Weighing Items 1052
Troubleshooting 1053
21.1 Errors when opening Report Wizard 1053
21.1.1 Disabling UAC in Windows Vista 1053
21.1.2 Disabling UAC in Windows 7 1054
21.2 Unable to Email a Letter to Customers set up with Email Type PDF 1055
Copyright and publication details 1057
Chapter 2
Tips and tricks
Tips and tricks
This section outlines various keyboard shortcuts and other techniques that you can use to
make using AIMsi a little easier.
Alt, Ctrl, and Function keys

Alt, Ctrl, and Function keys are important aspects of navigating through AIMsi without
the use of a mouse. Depending on the keystroke sequence, combination, or function, you
can access various menus and windows, search boxes, and buttons. These three options
are described in more detail in Keyboard shortcuts on page 46.
Right mouse clicks

Often in AIMsi, right-clicking with your mouse on a window or box will yield additional
options on a pop-up menu. For example, you may right-click to clear a selection in a drop-
down box or copy a customer's email address to your clipboard. You can right-click in a
grid to select from a variety of functions for the grid items, such as selecting them all.
Right-clicking on a Report Catalog report setup window allows you to save those report
preferences for use later.
Escape key
Press the Esc key on your keyboard to close the active window in AIMsi.
Tab key
Press the Tab key to move your cursor between items on AIMsi windows. Press Tab to
move to the next box in sequence on a window and press Shift+Tab to move backward.
Date boxes
To quickly enter dates in date boxes you can do any of the following.
l Press F6 to open a calendar to select a date.

l Press T to populate the box with today's date.
l Press the En Dash (—) key (or the Minus Sign (-) key on your keyboard's number
pad) to shift the date back by one day.
l Press the Equal Sign (=) key (or the Plus Sign (+) key on your keyboard's number
pad) to shift the date forward by one day.
l Press Page Up to shift the date back by one month.
l Press Page Down to shift the date forward by one month.
List boxes
List boxes are windows you can use to search for various types of information. They
display automatically, such as when you enter consignment inventory, or on-demand, such
as when you press F6 in the Ledger box on the General Journal Entry window. The
titles of list boxes, such as the Pick Customer window, may or may not be consistent.
Chapter 2 - Tips and tricks | 43

Often the title of the window will be relevant to the function. For example, if you start a
sales invoice, the title of the Pick Customer window is Sales Invoice. If you start a
layaway, the same window will display Layaway in the title bar.
Grids
Grids, or tables, display on many windows in AIMsi. Grids throughout AIMsi have several
features in common.
l Grid column labels that are in bold font can be sorted. For example, on the Pick
Customer window, you can click the Acct# column heading to sort the grid in order
of account numbers.
l The column the grid is currently sorted on includes a Greater Than Sign (>) or
Less Than Sign (<). For example, if a grid is currently sorted in ascending order on
Acct#, the column heading is >Acct#. If it is sorted in descending order on Acct#,
the column heading is <Acct#.
2.1 Components of the AIMsi workspace

The AIMsi screen, or workspace, contains the following:
l Title bar: The title bar is at the very top of the screen. Near the center of the title
bar is the name of the employee currently logged in (Default Employee if
PASSWORD was entered as the password when you signed in to AIMsi). On the very
right are Minimize, Maximize, and Close buttons.
l Menu bar: The menu bar is second from the top and includes these options: File,
Edit, Modules, Reports, Maintenance, Admin, and Help. Each of these is
described in detail throughout the online help.
l Button bar: The main button bar is third from the top and contains the buttons
outlined on the facing page. The main button bar is your primary navigation tool for
AIMsi and provides quick access to a variety of different features. Some of these
buttons display based on system variable settings and some can be secured based on
user permissions.
l Workspace: The workspace is the area below the Button bar where the AIMsi
windows display when open.
44 | AIMsi Help Manual

The Main button bar buttons
The table below describes the buttons available to you, with the appropriate user setup, on
the Main button bar.
Button Description
Standard buttons
New POS Click to open the Point of Sale button bar where you can begin a point
Transaction of sale transaction that includes a new sale, service tickets and
contracts, approvals and demos, proposals, short and long-term
rentals, layaways and special orders, loaners, and E-cards.
Quick Cash Click to open the Sales Invoice window where you can complete a
Sale "quick" sale, or a sale that is not for a specific customer account.
Tri-Tech News Click to see what's new at Tri-Technical Systems. The Tri-Tech
website opens up on the News page
(https://www.technology4retailers.com/news.aspx).
AIMsi Help Click to access the online help for AIMsi
(https://www.technology4retailers.com/AIMsiHelp/index.html).
Report Click to open the Report Catalog window and generate reports
Catalog detailing your inventory, general ledger, purchase orders, accounts
payable, and more. You can also generate service and letter
reminders.
Log Out Signs the current user out of AIMsi but leaves AIMsi open for another
user to sign in.

Button Description
Caution: Tri-Tech strongly recommends that employees log out of

AIMsi if they walk away from the workstation so that it remains
secured and individuals who are not approved for access cannot
gain access to your store information.
Exit AIMsi Signs the current user out of AIMsi and closes AIMsi.
Other optional buttons

Receive Batch Click to open the Enter Consignment (Batch Mode) window
Consignment where you can enter your consignment inventory without manually
assigning SKU and serial numbers.
The system variable must be set to Consignment to include this
button on the Main button bar.
Receive Batch Click to open the Enter Purchase (Batch Mode) window where
Purchase you can enter inventory you've purchased outright from a customer
without manually assigning SKU and serial numbers.
The system variable IndustryType must be set to Consignment to
include this button on the Main button bar.
Settle Batch Click to open the Settle Consignment (Batch Mode) window
Consignment where you can settle with one or more consignors at a time for
merchandise sold.
Refund Click to open the Refund Deposit/Credit window where you can
Deposit/Credit refund a credit with cash, check, or other form of payment.
2.2 Keyboard shortcuts

Keyboard shortcuts are ways to access information in AIMsi using only your keyboard.
These can include function keys (F1-F12) or keystroke sequences and combinations with
the Alt and Ctrl keys.
Function keys
Function keys open various AIMsi functions or perform various actions. For example, F11
will display the workstation number and description, current user, location, and tax
authority for a workstation.

Common Function keys:
F5 Opens the Point of Sale menu bar.
F6 F6 in AIMsi in a date or list box will open any relevant search windows. For
example, pressing F6 in Date boxes opens a calendar where you can select
the date, in Vendor boxes it opens a list of vendors, and in boxes needing a
ledger number it allows you to select from a list of ledger numbers.
F6 is a very common function key in AIMsi and can be used to search for
information or dates on many of the windows.
F7 Opens the cash drawer.
F12 Saves the current transaction.
Alt key
Keyboard shortcuts that use the Alt key are performed in a sequence or may be a
combination. These keystroke sequences and combinations open menu items or complete
a command (such as "clicking" a button).
If a keyboard shortcut is documented with commas between the keystrokes, it is a
sequence shortcut. For example, Alt, Q (press Alt, then press Q) opens a Quick Sale.
If a keyboard shortcut is documented with plus signs between the keystrokes, it is a
combination shortcut. For example, Alt+E (press Alt and E at the same time) closes
various windows throughout AIMsi.
Alt key sequences and combinations can be visually identified in AIMsi by locating, then
typing, the underlined letters. For example, to open the Modules menu, press Alt, M. To
open the Sales Invoice, you would use the menus Modules > Daily Posting > Sales
Invoice or press Alt, M, D, I. To close the Sales Invoice, press Alt+C.
Common Alt key sequences are:
Alt, Q Opens the Quick Sale function.
Alt, L Signs the current employee out of AIMsi.
Alt, X Closes all open windows in AIMsi and closes AIMsi.
Alt, R, C Opens the Report Catalog.
Alt, M, I, A, Opens the Enter New Inventory window where you can enter a new SKU.
S
Ctrl key
Keyboard shortcuts that use the Ctrl key are performed in a combination. These keystroke
combinations open menu items or complete a command (such as "clicking" a button). Ctrl
key combinations are primarily used in the Point of Sale module, with the exception of
merchandise returns.
Common Ctrl key combinations:
Ctrl+I Opens the sales invoice.
Ctrl+O Opens open account (OA) payments.
Ctrl+Y Opens layaways.

Ctrl+P Opens proposals.
Ctrl+M Opens merchandise returns.

Chapter 3
Getting started
Getting started
What do I do first?
After purchasing AIMsi, you will be assigned an Install Navigator who will help you begin
your installation and will ensure that the transition to AIMsi is a smooth one.
After the software is shipped and delivered, your Install Navigator will contact you to
discuss your setup process. After that, we recommend you set up and complete a training
session with our training staff. Typically this will occur roughly two days after your initial
contact with the Install Navigator. This to allow yourself some time to become a little more
familiar with AIMsi before your training session.
You can begin installing and setting up your AIMsi software at any point by referring to the
Getting Started section of the online help. If you have any questions along the way, don't
hesitate to contact Tri-Tech Technical Support. Otherwise, you are also welcome to wait for
help from our knowledgeable support staff.
How long will it take?
You can use AIMsi almost immediately after completing the install and initial setup outlined
in the Getting Started section of the online help. However, without complete inventory
entered, you will be unable to run reports tracking sales, stock, and other relevant
information. We recommend that you begin by entering your serialized inventory as this is
typically larger inventory items that you would want to track. For accessory and title
inventory types you might choose to enter them as you receive them in your store, but
that's completely up to you.
Tri-Tech cannot guarantee that your installation and setup process will take any certain
amount of time. However, all of the following factors contribute to the length of time it will
take to have your store up and running. As a general rule, though, you should allow
yourself enough time to get going and do not expect to have everything set up and running
at 100% within the week.
l How much inventory do you have? And how many types? Is it a few hundred or a few
thousand? The more inventory you have, the longer it will take to be up-to-speed in
AIMsi.
l What are your hardware and workstation needs? Do you have multiple stores with
multiple workstations per store? Or are you a small store with just one or two
workstations?
l Are you converting existing software to AIMsi? If you opt to have Tri-Tech convert
your existing data to AIMsi, allot yourself enough time to provide Tri-Tech with the
information needed to convert to AIMsi, for Tri-Tech to write and complete the
conversion, and then for you to begin using AIMsi once it is converted.
For more information about what to expect, contact your sales representative.
Chapter 3 - Getting started | 49

3.1 Install Navigation
Program to Succeed
Tri-Tech's Program to Succeed ensures that all new AIMsi customers start off with a
positive AIMsi experience.
Install Navigator
The technological expertise of each customer varies greatly. Some customers feel
comfortable following a set of instructions to install and complete the initial setup of AIMsi
unassisted. Some customers prefer to do some steps of the installation and initial setup
unassisted and have Tri-Tech Support staff help with the remaining steps. Still others
prefer Tri-Tech Support staff to complete the full installation and initial setup of AIMsi.
Regardless of your particular comfort level, we are here to help! In fact, we assign each
customer an Install Navigator who will be your guide through the process of installation,
initial setup, and on through to training. Your Install Navigator will call you within a few
days of your scheduled delivery of AIMsi software.
Your Install Navigator will:
l Confirm that you have received the software.

l Determine how much and what parts of the installation and setup you're comfortable
tackling.
l Schedule an Install Consult call with a support technician. During this call the support
tech will install AIMsi and set up the necessary maintenance requirements based on
your individual business needs. If you have already completed these steps, the
support tech will go through the setup and verify that everything looks correct. We
recommend familiarizing yourself with AIMsi for several days after your setup prior
to taking training.
l Make sure you receive the training you need. We have found that familiarizing
yourself with AIMsi allows you to have the most successful training experience with
in-depth questions about your specific business needs.
3.2 Installing AIMsi

This is a basic overview of the steps you will need to complete to fully install your new
AIMsi software.
Throughout this document, the machine where you install AIMsi will be referred to as your
"server" because it is the machine that is "serving" your AIMsi software. It is not required
that you install AIMsi on an actual server machine or that it be running server software.
Feel free to contact Tri-Tech Support for assistance if needed.
1. Complete the steps in Install the server copy of AIMsi on the facing page. All
customers must complete these steps.
2. Complete the steps in Access AIMsi from networked workstations on page 54 to
install a "local copy" of AIMsi on each workstation that will access it. These steps
need to be completed on all workstations that will access AIMsi across a network.
3. Complete the steps in Set the environment variables on page 57 for each workstation
that will access AIMsi. The steps you follow in this section depend on your
computer's operating system.

3.2.1 Install the server copy of AIMsi
Follow the steps below to install AIMsi on a stand-alone workstation or network server. The
computer where you complete these steps will be considered your server; you may also
choose to run AIMsi locally on this computer. For information about hardware and system
requirements, refer to the Tri-Tech website (http://www.technology4retailers.com/t-
aimsisystemreq.aspx) or contact your Sales representative.
1. Insert the AIMsi CD in your computer's CD or DVD drive. A window automatically

opens and displays the contents of the disc. If it does not, access Windows Explorer
and open the CD or DVD drive.
2. Open the AIMsi folder.
3. Click or double-click setup.exe. The Installation Wizard opens and begins the
installation process.
4. Click Next. The Installation Wizard - Destination Folder window opens.

5. If desired, click Change to browse to a new folder location. Otherwise, accept the
default location and click Next. The Installation Wizard - Ready to Install
window opens.
6. Click Install. The Installation Wizard - Installing AIMsi window opens.
7. When the installation is complete, click Next. The Installation Wizard -

InstallShield Wizard Completed window opens.

8. Click Finish.
9. In Windows Explorer, navigate to the location where you installed the software in
step 4 (by default, C:\AIMsi).
10. Click or double-click AIMsi.exe to start AIMsi.
11. At the password prompt, type PASSWORD, in all uppercase.
12. On the registration window that displays, enter your name and company, and the
serial number, activation code, and series number found on the AIMsi CD envelope.
Enter the information exactly as it appears on the label.
13. Click Save.

14. Click OK on the message that displays indicating that you should restart AIMsi.

15. Continue to Access AIMsi from networked workstations below.
3.2.2 Access AIMsi from networked workstations

Follow the steps below to access AIMsi from any ancillary computers networked to your
server. These computers must be mapped to your server before you complete this
procedure.
Note: You are not actually installing AIMsi on these workstations. Instead, you are
installing the files necessary to access the installed copy that resides on your server.
Prerequisites: You must complete the steps in Install the server

copy of AIMsi on page 51 before you complete the following steps.
1. Insert the AIMsi CD in your computer's CD or DVD drive. A

window automatically opens and displays the contents of the
disc. If it does not, access Windows Explorer and open the CD
or DVD drive.
2. Open the AIMsiRuntime folder.
3. Click or double-click setup.exe. The Installation Wizard
opens and begins the copy process.
4. Click Next. The Installation Wizard - Destination Folder window opens.

5. If desired, click Change to browse to a new folder location. Otherwise, accept the
default location and click Next. The Installation Wizard - Ready to Install
window opens.
6. Click Install. The Installation Wizard - Installing AIMsi window opens.

7. When the installation is complete, click Next. The Installation Wizard -
InstallShield Wizard Completed window opens.
8. Click Finish.
9. Create a shortcut to AIMsi on the desktop. To do so:
a. Right-click on your computer desktop, point to New, and click Shortcut.

b. On the Create Shortcut window, click Browse.
c. Navigate to the location where you installed AIMsi in Install the server copy of
AIMsi on page 51 (the default location is C:\AIMsi).
d. Select aimsi.exe and click OK.
e. Click Next.
f. Enter a name for the shortcut and click Finish. The AIMsi shortcut is added to
your desktop.
10. Continue to Set the environment variables below.
3.2.3 Set the environment variables

Each workstation that will access the AIMsi data files must be set up with an environment
variable. Simply put, this is the identifying number for each individual workstation and
each must be unique. The variables you create will be entered when you run the Setup
Wizard on each workstation that will use AIMsi. Follow the steps below to create the
environment variable on the workstations.
Windows 2000 and Windows XP operating systems

Set the environment variable (workstation number) in the Environment Variables
properties on each workstation. Each computer on a network must have a unique
workstation number, regardless of physical location. The server must be workstation 1 if
you are also using it as a workstation. Otherwise your first workstation or your stand-alone
computer must be 1.
1. Close AIMsi if it is currently open.

2. Open the Start menu on your computer's desktop.
3. Right-click on My Computer and click Properties.
4. On the System Properties window, click the Advanced tab.

5. Click Environment Variables. The Environment Variables window opens.
6. Click New in the User Variables section.
7. Type User# in the Variable name box.
8. Type the unique workstation number in the Variable value box and click OK.
9. Repeat steps 1-8 for each workstation, making sure to increment the workstation
number by one (1) each time.
10. Continue to AIMsi Setup on page 63.

Windows 7, Windows 8, and Windows Vista operating systems
Set the environment variable (workstation number) in the Environment Variables
properties on each computer. Each computer on a network must have a unique workstation
number, regardless of physical location. The server must be workstation 1 if you are also
using it as a workstation. Otherwise your first workstation or your stand-alone computer
must be 1.
1. Close AIMsi if it is currently open.

2. Open the Start menu on your computer's desktop.
3. Right-click on Computer and click Properties.
4. On the System window, click Advanced system settings. The System

Properties window opens.
5. Click the Advanced tab.
6. Click Environment Variables. The Environment Variables window opens.
7. Click New in the User Variables section.
8. Type User# in the Variable name box.
9. Type the unique workstation number in the Variable value box and click OK.

10. Repeat steps 1-9 for each workstation, making sure to increment the workstation
number by one (1) each time.
11. Continue to AIMsi Setup on page 63.
3.2.4 Install the PDF file converter

Follow the steps below if you plan to email your customers using the secure, standard
portable document format (PDF). If you do, you must install Tri-TechPDF.exe on each
computer that uses AIMsi. If you do not plan to email your customers using PDF, skip these
steps and continue to Set the environment variables on page 57.
1. Navigate to the CD or DVD drive and the AIMsi Installation CD.

2. In the Drivers folder, open the PDF folder then click or double-click the Tri-
TechPDF.exe file.
3. A WinZip Extractor window opens and installs the Tri-Tech PDF Converter.
4. The window closes automatically when the extraction is complete.
Caution: Do not remove or rename the PDF driver file. Doing so will result in a loss of
functionality.
3.2.5 Install any AIMsi updates

Follow the steps below to install any AIMsi updates that may have been posted since you
purchased your software. Each update includes changes made in prior updates for the
version so you only need to run the most recent update for your version of AIMsi, unless
otherwise noted.
You can check for updates by following steps 1-7 below and looking at the update dates in
the Description column. Applicable version numbers display in the VER column.
Updates only need to be applied to the server or machine where you installed AIMsi in
Install the server copy of AIMsi on page 51. If you also have a test system, you can apply
the updates to that system by following the steps below or you can copy your live system,
with the updates, to the location of your test system.
Prerequisites: If you have any data in your AIMsi system that you do not want to lose,
make a backup before completing the following steps. You should also make sure that no
one is currently using AIMsi.
1. Log in to AIMsi.
2. On the Help menu, click About AIMsi and note the date in the Last Updated box.
3. Log in to the Tri-Tech member portal here: https://www.technology4retailers.com/t-

MemberPortal.aspx. Contact Tri-Tech Support if you have any trouble logging in.
4. Click the Updates, Documentation link in the Downloads section.
5. Select Program Updates (it is selected by default) and click Display Files.
6. The page refreshes and displays relevant information. Note the date of the most
recent update. If it is more recent than the date from step 2, continue to step 7.
Otherwise, you do not need to complete the remaining steps.
7. Click the link in the Filename column for the update you want to install. Click the
link in the Description column to view the release notes (a brief description of all
the changes in an update) for that update.

8. On the message that displays, choose to download the file to your desktop.
9. If a security message displays, click to allow the download. Then, on the message
that displays, click OK.
10. Locate the file on your desktop and click or double-click to open it.
11. On the WinZip Self-Extractor, verify that the Unzip To Folder location is the same as
the location where you installed AIMsi and click Unzip.
12. The files are unzipped and AIMsi automatically opens. Enter your password and click
Run on the Update message.
13. The update completes. You and your staff can access AIMsi.

Note: If you receive a message stating "can't create output file ... aimsi.exe," someone
else is currently accessing AIMsi. Verify everyone is out of AIMsi and then retry the
update.
If you receive a message stating "scvars.dbf does not exist," the path you entered in on
the WinZip Self Extractor was incorrect. Verify the path and try again.
3.3 AIMsi Setup

After installing AIMsi (on page 50) and setting your environment variables (on page 57),
you are ready to begin your basic setup. Each employee must be given access to AIMsi
with a unique password and specific permission to various areas of AIMsi. You also need to
set up various maintenance options to suit the needs of your business.
AIMsi is installed with a default user that enables you to log in and establish your
employees, groups, store locations, and so on. The default user has access to every
function in AIMsi. Tri-Tech strongly recommends that you create new employee records for
each employee who will use AIMsi.
Guidelines for setting up group permissions
Tri-Tech recommends that you create permission groups (see page 66) for your employees
that allow access to specific functions in AIMsi, but deny access to others. For example,
you might allow all users to start a sales transaction, but only some can reverse a
transaction or open the cash drawer outside of a sale. For a complete list of secured
functions in AIMsi, run the Employee Securable Items report. (On the Reports menu,
click Catalog. Then click the Miscellaneous tab and select Employee Securable
Items. Click Run, select an output destination, and click OK.)
Guidelines for setting up employee credentials
The default employee and password for AIMsi is PASSWORD, in all uppercase. Use this
password to log in to AIMsi and establish your employee log in credentials and permissions
(see page 67). Tri-Tech recommends setting up your employee passwords as follows:
l Always maintain at least one administrator account with full access to AIMsi.
l Create a unique employee account and password for each employee. This is
important to track usage throughout AIMsi (for example, to track a user who
reversed an invoice) and to use the employee time clock module.
l Keep the default AIMsi user but change the password from PASSWORD to
something more secure as the default user has full access to AIMsi functions. You
will be able to log in to AIMsi as the default user in the event that your user account
becomes locked.
Guidelines for setting up inventory categories and subcategories

Inventory categories and subcategories classify the various types of inventory you stock.
Setting up these classifications (on page 68) allows you to run inventory and sales reports
that help you gauge how much of something you have in stock and how well certain
categories are selling. Tri-Tech recommends that you take a look at your store's layout and
consider how you organize your store and which items sell the best before you start
creating new inventory categories.

Converting to AIMsi
If you are converting to AIMsi, Tri-Tech can write conversion scripts
that will transfer your inventory, customers, and other data from
your existing software into your new AIMsi software. For more
information, contact Tri-Tech Support.
General steps for setting up AIMsi
The following steps are a basic overview of the steps you will need
to follow to complete the initial setup of your new AIMsi software.
Feel free to contact Tri-Tech Support for assistance if needed.
1. Complete the steps in Use the Setup Wizard below to finish your initial setup.
2. Complete the steps in Create permission groups on page 66 and Set up employees on
page 67 to assign your staff access to AIMsi.
3. Complete the steps in Establish your inventory categories on page 68 to complete the
first, and most important, steps to get started with your inventory.
3.3.1 Use the Setup Wizard

Follow the steps below to begin the initial setup of your AIMsi software. The Setup Wizard
will take you through the steps to identify location-specific information for each
workstation, the workstation ID (environment variable), and more. It is important to note
that the Setup Wizard will only help you complete the most basic setup information. The
Setup Wizard automatically opens each time you log in to AIMsi until the information has
been completed.
1. Log in to AIMsi as the default AIMsi user. The password is PASSWORD, in all
uppercase. (You will change this password and create new user passwords later, in
Set up employees on page 67.)
2. The AIMsi Setup Wizard automatically displays. Select the industry that most closely
matches your store.

3. Click Next.
4. Enter your store information.
5. Click Next to enter setup information for an additional store location. Otherwise,
click Finish. You must enter information for as many locations as you purchased
licenses for and the Wizard will continue to display the Next button until they are all
entered. Once complete, the Finish button is available.
6. Continue to Create permission groups on the next page.
What's done for you?

All of the following items are set up for you when you complete the Setup Wizard. Any
additional setup for these items is completely optional.
l Your store locations are set up with store location codes. To add more details, point
to General Maintenance on the Maintenance menu and click Locations.
l Your tax authorities and tax codes are created. To add more details, point to
General Maintenance on the Maintenance menu and click Tax Authorities.

l Your workstations are assigned unique IDs, a store location, and a tax authority. To
review, point to General Maintenance on the Maintenance menu and click Work
Stations. Tri-Tech recommends that you specifically review these options and make
sure everything is set up as desired (such as printers).
l A default Cash Sale customer type is created. To create additional customer default
types, point to Customer Maintenance on the Maintenance menu and click
Customer Defaults.
l A default Cash Sale store account is created with an associated store location, tax
authority, and customer type (Cash Sale). To create additional store account types,
point to General Maintenance on the Maintenance menu and click Store
Accounts.
All of the following items are installed with default values when you install AIMsi. Tri-Tech
recommends that you review the defaults and determine if changes are needed for your
business, however, changes are not necessary to successfully use your AIMsi software.
l Payment categories. To review, point to Ledger Maintenance on the Maintenance

menu and click Payment Categories.
l Return payment categories. To review, point to Ledger Maintenance on the
Maintenance menu and click Return Categories.
l Non-inventory categories. To review, point to Ledger Maintenance on the
Maintenance menu and click Non Inventory Categories.
3.3.2 Create permission groups

Follow the steps below to create your permission groups and assign them to employees.
AIMsi is installed with three permission groups: Administrators, Sales People, and
Supervisors. You can choose to assign these groups to your staff, but be aware that these
groups initially have access to all AIMsi components. You can either change the access
levels as you need or create new groups.
1. On the AIMsi main menu bar, click Admin, then point to Employee/Security and
click Employee/Groups. The Employee/Group Administration window opens.
2. Click New Group. The Group Properties – Add Group window opens.
3. Enter a group name, such as Accounting, in the Group box.
4. Enter a description for the group in the Description box.
5. Use the Access column in the grid to allow or deny access to each secured item.

6. Click Save.
7. Click Add to create a new group. Otherwise, click OK.
8. Continue to Set up employees below.
3.3.3 Set up employees

Follow the steps below to assign a user name, password, and permissions to an employee.
Prerequisites: You must have at least one permission group to be able to create and save a
new employee record.
1. On the AIMsi main menu bar, click Admin, then point to Employee/Security and
click Employee/Groups. The Employee/Group Administration window opens.
2. Click New User. The Employee Properties – Add User window opens.
3. Enter, at a minimum, the first and last names, a user name, and a password.
4. Select the group you want to assign the employee to in the Available Groups box.
Ctrl-click to select more than one.
5. Click Add or Add All.

6. Click Save.
7. Click Add to create a new employee. Otherwise, click OK.
8. Continue to Establish your inventory categories below.
3.3.4 Establish your inventory categories

Follow the steps below to create inventory categories and subcategories for your business.
WARNING This is a one-time procedure. Once you've established your

inventory categories or entered inventory into AIMsi, changes to your
categories and subcategories MUST be made from the Maintenance menu in
Maintain Inventory Categories and Maintain Sub Categories. Tri-Tech
strongly recommends that once you've completed this procedure, you deny
access to this function in the Permission Groups. You will lose data if you
complete this procedure after you make changes to your inventory elsewhere in
AIMsi.
AIMsi is installed with several basic category and subcategory definitions based on your
industry type. These will be loaded for you based on the industry you choose on the
Establish Inventory Categories window.
1. On the Admin menu, click Establish Inventory Categories. The Establish

Inventory Categories window displays.
2. Select the industry that most closely matches yours from the buttons on the right.
Relevant categories populate the grid.
3. Edit any categories as necessary directly in the grid. You may also choose to add or
delete inventory categories based on your business needs.
Note: Any category you add must have at least 1, but no more than 99, associated
subcategories.
4. Click a category and then click the Sub Categories tab to edit that category's
subcategories as needed.

5. Click Save. Once you click save you will be unable to edit your new categories and
subcategories from this window. Instead, you will need to update your categories
and subcategories using the Maintain Categories and Maintain Sub Categories
options on the Maintenance > Inventory Maintenance menu. Ledger accounts
associated with each category are added to the chart of accounts; these accounts are
cost of inventory, sales of inventory, and cost of goods sold.
3.3.5 What's next?

Now that you have the maintenance options established according to your individual
requirements, you might be asking 'What now?'. The order in which you do things really
depends on what areas of your business you want to computerize or 'get up and running'
first. The following outlines briefly the steps we recommend you take to start tracking
inventory and sales. This may be easily modified according to your needs and additional
information about each can be found in the online help.
1. We recommend entering your serialized inventory first. Accessory and Title records
may be created in AIMsi as the inventory is received at your store. You can start
posting sales without having your entire store's inventory in the software.
2. Establish your customer accounts, including those with outstanding balances.
3. From the time you started entering your serialized inventory records to the time you
finished, some of the items entered will have sold. You should sell those items in
POS.
4. You're ready to start using POS! Refer to Point of Sale in the online help for
information on all of the Point of Sale features, such as entering sales, proposals,
layaways, posting customer payments, and more.
Additional considerations
Depending on your business needs and the AIMsi modules you have purchased, you may
also wish to complete some or all of the following. All of these things can be completed
from the Maintenance menu.
1. Prior to using the Service module, you must set up the service table and service
status codes.

2. Prior to using the Purchase Order module, you must set up the problem codes and
shipping codes.
3. Prior to using the General Ledger module, you must verify that the system tables,
categories and chart of accounts are set up properly.
4. Prior to using the Rent and Sales Contract module, you must set up the rental
defaults.
5. Prior to using the Lesson/Appointment Scheduling & Billing module, you must set up
the items on the Lesson Maintenance menu.
6. If you are a consignment or resale store, complete the consignment options
available on the Maintenance > Inventory Maintenance menu. Refer to the
online help for details about this setup.
How can we help?

Don't hesitate to take advantage of our technical support and training options. Our training
and support are designed to ensure that you get started on the right foot and have the help
you need. We want you to be thrilled with your software and are here to help in any way
possible!
3.4 Put the kibosh on data loss

There are two important tasks that you should complete to safeguard against loss of
information in your AIMsi software: create and use a test environment (below) and
perform daily backups of the software (on page 74) . Doing both of these things will ensure
that your everyday copy of AIMsi stays error free and current.
A test environment allows you to train new employees, test new features, and other
similar functions without affecting your "live" AIMsi software.
Backing up your software regularly ensures that, should a loss of data occur, you will be
able to restore your information with little to no frustration.
3.4.1 Create a test environment

Tri-Tech recommends creating a copy of your AIMsi software to use as a test system. You
can use this copy to train new employees, learn new modules, or simply test how certain
transactions affect various records in AIMsi — all without affecting your live data.
It is simplest to create a test environment on your server and point to it from the other
networked workstations. In this way, when you apply AIMsi updates, you only need to do it
once.
Prerequisites: Close AIMsi on all of your workstations before beginning this procedure.
Then, complete these steps on your AIMsi server (refer to Install the server copy of AIMsi
on page 51 for additional information; the default location is C:\AIMsi).
1. Access Windows Explorer and navigate to the location where you installed AIMsi in
Install the server copy of AIMsi on page 51. (Right-click on your desktop shortcut to
view the Target shortcut properties.)
2. Right-click on the AIMsi folder and click Copy.

3. Right-click on the folder where you want the test system and click Paste.
4. Right-click on the AIMsi-Copy folder and click Rename.

5. Give the folder a meaningful name, such as AIMsi - Test.
6. Open the AIMsi - Test folder.
7. Right-click the AIMsi.exe file and point to Send to then click Desktop (create
shortcut).
8. On your desktop, right-click your new shortcut and click Rename.

9. Enter a new, meaningful name for the shortcut, such as AIMsi - Test.
10. Open your test AIMsi and log in.
11. On the main menu bar, click Maintenance, then point to General Maintenance
and click System Variables.
12. Set the value for TrainingSystem to Y; this will change the AIMsi workspace from
white to blue as a visual indicator that this is a test system.

13. Turn off credit card processing. To do so, complete the following steps.
a. On the main menu bar, click Maintenance, then point to General
Maintenance and click Work Stations.
b. On the Work Station window, click the CC tab.
c. Right click in the POS Gateway and Auto/Web Pay Gateway boxes and
click Remove Authorization Type POS and Remove Authorization Type
Autopay, respectively.
d. Click Save.
14. Create a desktop shortcut to the test environment on each networked workstation
that should have a test environment.
15. Repeat steps 1-14 to create test environments on any server where AIMsi is
installed. Then, continue to Back up AIMsi on the next page.
Note: You will need to update this test system each time you apply AIMsi software
updates to your live system.

WARNING Be sure to turn off credit card processing (steps 13.a-d) in all test
systems on all workstations. Failure to do so may result in false credit card
charges being sent to your credit card processor. You must do this every time
you copy your Live system to create a new Test system.
3.4.2 Back up AIMsi
Important! Tri-Tech strongly recommends backing up your AIMsi system daily.
AIMsi contains invaluable information, the loss of which will create a hardship for your
business and it is imperative you back up AIMsi daily. We recommend that you keep your
backup media offsite to prevent against fire or other unexpected
damage or loss of your backups.
We also recommend that you test the backups on a weekly basis to
verify the media is still good and the backups are actually working.
How to back up your software

Back up the entire AIMsi folder on the server where AIMsi was
installed (Install the server copy of AIMsi on page 51); be sure to
include all of the subfolders. If you are unsure what backing up
entails or the media to use, contact your local computer consultant for assistance.
ALWAYS make sure AIMsi is closed on ALL workstations before you begin a system
backup.
What you use to back up your software is entirely your choice. One option is using an
online data backup and recovery service. Tri-Tech has partnered with Divinsa in order to
help make the backup process more automated and secure for you. The benefit to using an
online service such as Divinsa is that it eliminates the hands-on task of completing a
backup. For more information on Divinsa, please visit their website at www.divinsa.com or
contact Tri-Tech Sales.
3.5 Industry-specific setup - Firearms

When to use this procedure
All firearm stores or stores that sell firearms must follow this procedure to ensure your full
firearm inventory is included in AIMsi's electronic gun book file and Acquisition and
Disposition (A&D) report. If you are a new AIMsi customer, you must also review and
complete the other sections of the Getting Started section in the online help.
Steps to complete
1. Enter the Federal Firearms License (FFL) number for your store, for each vendor,
and for each customer, where appropriate.
2. Set up your Firearms subcategories to instruct AIMsi to create new and future
reports for the gun book file. To do so, select the Gunbook option for each Firearms
subcategory on the Edit Sub Categories window. Transactions for inventory in any
of these subcategories will be automatically included in your gunbook records.

3. Set up AIMsi to display a warning for multiple handgun sales within a specified
number of days. This will alert you to multiple sales for the same customer to
complete additional paperwork for the ATF (Bureau of Alcohol, Tobacco, Firearms
and Explosives). To do so, select the Mult. Sale Rest. option for each Handgun
subcategory on the Edit Sub Categories window. Then enter the number of days
for the multiple sale restriction warning in the MultipleSaleRestrictionDays
system variable. The federal requirement is 5 days, but some states may have
stricter regulations; check with your local ATF office for your requirements.
4. Create a new A&D report. For customers already using AIMsi's Serial Acquisition
and Disposition report, the current report remains in the AIMsi database, and all
new data is added to the new A&D report. To create the new report, on the Create
Acquisition/Disposition Records window, indicate that you have read the
disclaimer and click Create. Once this is complete, any time you enter gunbook-
eligible firearms inventory into AIMsi your bound book records are automatically
updated. They are also updated any time you sell or transfer inventory. It is
important that your customer and vendor details are accurate, including FFL# and
other details that are relevant for firearm sales as these are automatically included
as part of the A&D record. If they are not, you can correct the record at any time
(see #6, below) and update the vendor or customer record for future transactions.
5. Optionally, set up AIMsi to display a pop-up window where you can view and, if
necessary, edit transaction details for various acquisitions and dispositions. For
example, you may want to record the NICS Transaction number or the 4473 number.
The record will be updated exactly as the information displays on the Gunbook
Entry pop-up window. The A&D record updates regardless of how you set up AIMsi
to display this pop-up. Set up the pop-up options on the Setup Acquisition -
Disposition System window.
6. Optionally, manage and enter acquisition and disposition records from the Edit
Acquisition/Disposition Entries window. If your store performs service and
maintenance on firearms, use this window to track those transactions in the gunbook
records without affecting your inventory.
7. Run your A&D report from the Inventory tab in the Report Catalog. Once you've
completed steps 1-4, and optionally 5-6, all new records will be added to the Serial
Acquisition and Disposition report. For customers who have used the A&D report
prior to AIMsi version 10, you may continue to access the Serial Acquisition and
Disposition (Old) report but it will not be updated.

Chapter 4
Administration
Administration
The Administration menu contains reverse transaction options, database repair utilities,
employee set up and security functions within AIMsi. It is advised that the Administration
menu be made accessible to upper management only. The security permissions for this can
be set in Employee/Groups.
4.1 Reverse Transactions

From the menu bar, click Admin > Reverse or press b on the keyboard.
The Reverse menu provides options that will enable you to reverse transactions, in effect,
canceling the transaction as if it had not taken place. You will have a record of all
transactions that are reversed. General Ledger will show the original entries as well as the
reversed entries. By default, the reversed entries will be shown on the date the original
transaction was entered and not on the day of the reversal.
4.2 Run Off Menu Program

From the menu bar, click Admin > Run Off Menu Program or press Alt A P on the
keyboard.
"Run Off Menu Program" is used to run an AIMsi program that is not accessible on the
menu. Typically this would be a custom program written specifically for your company by
Tri-Tech. A Tri-Tech support technician will provide you with instructions if it is necessary
to run an off-menu program.
4.3 Change Password

From the menu bar, click Admin > Change Password or press Alt A C on the keyboard.
"Change Password" is used to change the
password for the person currently logged into
AIMsi. Employee passwords can also be changed
in "Employee/Groups" on the Employee/Security
menu. Refer to Changing an Employee for more
information on using "Employee/Groups" to
modify passwords.
Current Password
Type the password of the employee currently
logged in. If the password is entered correctly,
the 'New Password' and 'Confirm New Password'
boxes will be available. If the password is not entered correctly, a message will appear
stating that the password does not exist. You may not continue until the correct password
is entered.
New Password
Type the new password for the employee.
Chapter 4 - Administration | 77
Note: Passwords may be alpha/numeric and must satisfy the following criteria: a) must
contain more than one character 2) must differ from the 'user name' and 3) cannot be a
combination of like characters (i.e. mmm or 22).
Note: Passwords are case sensitive. This means that if the New Password is typed in
UPPERCASE, each time the employee logs in to AIMsi the password must be typed in
UPPERCASE in order to gain access to the software.
Confirm New Password

Type the new password for the employee again to confirm that it was entered properly.
Once the new password is entered and confirmed, the OK button will be available. Click OK
to save the new password.
4.4 Database Maintenance

From the menu bar, click Admin > Database Maintenance or press Alt A D on the
keyboard.
"Database Maintenance" is primarily used to re-index the AIMsi database. The re-index and
pack should be run quarterly, or when you feel AIMsi is running slow.
The and options should only be run if directed to do so by a

Tri-Tech support technician.
Note: Be certain to have a working backup prior to proceeding.
4.4.1 Re-Index
Note: Be certain to have a working backup prior to proceeding. Also, prior to proceeding

everyone should be logged out of AIMsi except for the administrator running the re-index.
A re-index of the AIMsi database will rebuild the database indexes stored in the
tables. When the Pack option is selected with the re-index, the deleted records will be
removed from the tables. Tri-Tech recommends the re-index and pack be performed on a
quarterly basis, or sooner if you feel that AIMsi is running slow. The time the re-index
takes depends upon database size and server speeds.
To open the Re-Index options, click the button on the "Database

Maintenance" screen.

You may choose to
re-index a single
table or multiple
tables by checking
the boxes next to
the table
names. This may
be necessary if
recommended to
do so by a Tri-Tech
support technician.
If you are re-
indexing the tables
on a maintenance basis, you would typically re-index all the tables by checking the 'All
Tables' option. To remove the deleted records as well (recommended on a maintenance
basis), check the 'Pack' box.
When you are ready to begin the re-index, click the Reindex button. You will see the
reindex working and when it is complete you will be taken back to the "Database
Maintenance" screen.
4.5 Table Repair

From the menu bar, click Admin > Table Repair or press Alt A T on the keyboard.
"Table Repair" should only be run if directed to do so by a Tri-Tech support technician.
4.6 Employee/Security
The security features within AIMsi enable you to establish the employees that will have
access to the software and define the menu selections and various functions that each
employee has access to.
4.6.1 Employee/Group Administration

From the menu bar, click Admin > Employee/Security > Employee/Groups or press
Alt A E E on the keyboard.
"Employee/Groups" is used to
create/modify security groups as
well as to set up all employees who
will be using AIMsi.
The white box on the upper half of
the "Employee/Group
Administration" window contains a
listing of all employees who are
currently set up to use AIMsi. This
listing defaults to show all employees
including both active and those
marked inactive. To display only
active employees, click the 'Active
Users Only' option and to display
only inactive employees, click the
'Inactive Users Only' option.
The white box on the bottom half of
the 'Employee/Group Administration' window contains a listing of all employee groups
currently set up.
When first setting up the software, it is recommended that you begin with setting up your
employee groups. Employee groups determine what employees have access to what
functions within AIMsi. The default groups that are shipped with AIMsi are Administrators,
Sales People and Supervisors. These groups have full access to every function in AIMsi, so
you will need to modify permissions as applicable.
You may modify or make additions to the groups as you deem necessary. You may wish to
change the group names to describe the various modules within AIMsi and assign the
members according to who has access to each particular module. For example, you may
have a group entitled Accounting and assign members to the Accounting group according to
who has access to the Accounts Payable and General Ledger functions. Another group may
be called Sales. This group would have as its members the sales people and they may have
access to POS, Customers, Inventory, Rentals and Repairs. One employee may have
access to more than one group. For example, owners and top management would have
access to all groups. Bookkeepers might have access to all groups except the group that
has access to the Administration menu.
If the person logged in does not have access to a certain function, they will not see the
function on the menu or window.
Example: Members of the Sales group might not have access to deleting inventory or the
Admin menu. If someone that is assigned to the Sales group is logged in, the Delete button
will not appear in Inventory Maintenance and Admin will not appear on the menu bar. If an
administrator or supervisor is logged in, the Delete button and Admin option will appear.
Note: As you can see, the security functions may be set up in a number of different ways.
When modifying groups and members, be certain that at all times at least one person has
full access to the Admin menu. For a hard copy listing of all the secured items in AIMsi,
run the report "Employee Securable Items" found on the Miscellaneous tab of the Report
Catalog.

4.6.1.1 Employee/Groups - Securable Items
When setting up groups and employees in "Employee/Groups" you will be setting the
permissions for the groups and employees. For a hard copy listing of the securable items in
AIMsi, run the report "Employee Securable Items" found on the Miscellaneous tab of the
Report Catalog. The hard copy listing is a duplicate of the secured items listed in
"Employee/Groups", but it might be easier to read and take notes on.
There are four different types of securable items, described below:
1. Process: A securable item of the type Process is a function performed in AIMsi (i.e.
allowing an item to be sold for an amount that is below the minimum selling price).
If a securable item of the type Process is set to access "None", that function cannot
be performed by that employee or group of employees.
2. Control: A securable item of the type Control is typically a button (i.e. Delete
button used to delete inventory in "SA Maintenance") or tab (i.e. Billing tab used to
change billing information for customers in "Add/Change Customer") on one of the
programs in AIMsi. If a securable item of the type Control is set to access "None",
the control item (button or tab) will not appear in AIMsi for that employee, or group
of employees.
3. Menu Selection: A securable item of the type Menu Selection is a menu option (i.e.
"SA Maintenance" on the Modules, Inventory, Add/Change Inventory menu). The
"Employee Securable Items" report will provide you with the exact location of the
menu item. If a securable item of the type Menu Selection is set to access "None",
the menu option will not appear in AIMsi for that employee, or group of employees.
4. Report: A securable item of the type Report is a report (i.e. Income Statement)
found on one of the tabs in the Report Catalog. The "Employee Securable Items"
report will provide you with the exact tab in the Report Catalog the report can be
found on. If a securable item of the type Report is set to access "None" for an
employee or group, the report will not appear in the Report Catalog for that
employee or group of employees.
4.6.1.2 Employee/Groups - Adding a Group

You may add a new group in the following two ways:
1. Click the button on the "Employee/Groups Administration" window.

2. Click the button under the group box on the "Employee/Groups
Administration" window and click .

Both of the above methods will produce the same 'Group Properties' window, as pictured
here:
.
Group Properties Data Fields

Group
The name of the new group.
Description
A word or phrase describing the group.
Set Access for All Secured Items to
l Full: If the new group being established has full access to the majority of secured
functions, click the Full button.
l None: If the new group being established does not have full access to the majority
of the secured functions, click the None button.
Note: You should not mark access to None for an entire menu unless the group or
employee should not have access to any item on the menu. For example, if access is
marked to None for the Inventory menu for your Sales group, the members of that group
will not have access to any item on the Inventory menu, EVEN IF the access is set to full
for an individual item on the Inventory menu.
After clicking the Full or None buttons, go through the secured options on the grid and
change the access permission as applicable. To change the access, click the down arrow in
the Access column next to the items needing to be changed and select the applicable
option.
To display in the grid only secured items of a specific type, click in the Display Secured
Items of this Type field and select the applicable type from the drop down list box. For a
brief description of the securable types, refer to "Securable Items".
Click the Save button when you are ready to save the new group.

4.6.1.2.1 Viewing/Changing the Properties of a Group
To view or change any part of a group, including its name, security permissions or
members, highlight the group on the "Employee/Group Administration" window and click
the button. The "Group Properties" window opens. Refer to 'Group Properties
Data Fields' under "Adding a Group" for information on this window.
Saving Group Changes

Once a change has been made to the group properties, the Save button will appear. Click
the Save button to save all changes to the group.
Scrolling through the Groups

To view or make changes to the properties of another group from the "Group Properties"
window, click one of the arrows on the bottom left of the 'Group Properties' window
described as follows:
To view/change the properties of the first group (the groups are saved in alphabetical
order), click this button.
To view/change the properties of the group that is next in order to the current group
on the Group Properties window, click this button.
To view/change the properties of the group that falls last in alphabetical order, click
this button.
To view/change the properties of the group that is previous in order to the current
group on the Group Properties window, click this button.
Printing a Group Members Report
To print a report by group showing the group members, click the button. The report
selection box will appear. Determine the information you would like to see on the report
and select the options that meet your requirements. Click the Run button.
4.6.1.2.2 Assigning/Removing Group Members

You may make all changes to a group membership in the following three ways:
1. Click the group name in the "Employee/Group Administration" window and click the
button.
2. Click the group name in the "Employee/Group Administration" window, click the
button under the group box and then click .

3. Click the button, click the group name in the grid containing the groups
and click .
All three of the above methods will produce the same Members window, as pictured here.
The white box on the left side of
the Members window contains all
of the employees that are not
members of the group selected.
The white box on the right side of
the Members window contains all
of the employees that are
members of the group selected.
Adding members
l If all people that are currently
listed in the 'All Users' box are to
be members of the group
selected, click the

button. All names will be
removed from the 'All Users' box and added to the group members box.
l To add one person to the group, either click the person's name in the 'All Users' box
in order to highlight it and click or double click the person's name in the
Users/Groups box. The person's name will then be removed from the Users/Groups
box and added to the group members box.
Removing members
l If all people that are currently listed in the group members box are to be removed
from the group, click . All names will be removed from the group
members box and added to the Users/Groups box.
l To remove one person from the group, either click the person's name in the group
members box in order to highlight it and click or double click the

person's name in the group members box. The person's name will then be removed
from the group members box and added to the 'All Users' box.
Saving member changes

Once a change has been made to the group members, the Save button will appear. Click
the Save button to save all changes to the members of the group selected.
4.6.1.2.3 Assigning Group Permissions by Secured Item
To assign access security by secured item, click the button on the

"Employee/Group Administration" window. The "Group Permissions to Secured Items"
window will appear, as pictured here:

.
Each of the secured items are listed in the
table on the top half of the window and the
groups are listed in the table on the bottom
half of the window.
Set Access for All Groups to
l Full: If the majority of groups should
have full access to the secured item
selected, click the Full button.
l None: If the majority of the groups
should not have access to the secured
item selected, click the None button.
After clicking the Full or None buttons, go

through the secured items on the grid and
change the access permission for each
group as applicable. To change the access,
click the down arrow in the Access column next to the group needing to be changed and
select the applicable option.
To display in the grid only secured items of a specific type, click in the Display Secured
Items of this Type field and select the applicable type from the drop down list box. For a
brief description of the securable types, refer to "Securable Items".
Saving Group Permissions

Once a change has been made to the group permissions, the Save button will appear. Click
the Save button to save all changes.
4.6.1.2.4 Deleting a Group

You may delete a group in the following two ways:
1. Click the group name on the "Employee/Group Administration" window and click
.
2. Click the group name on the "Employee/Group Administration" window and click the
button located under the box containing the group names. The Group
Properties window will open for the group selected. Click .

Both of the above methods will produce the same 'Confirm' deletion window. Click Yes to
delete the group or click No to cancel the deletion.
4.6.1.3 Adding an Employee

You may add a new employee in the following two ways:
1. Click the button on the "Employee/Group Administration" window.
2. Click the button under the employee box on the "Employee/Group
Administration" window and click .

Both of the above methods will produce the same "Employee Properties" window, as
pictured here:
Properties tab
The fields highlighted in red are
required fields.
First Name
The employee's first name.
Middle Initial
The employee's middle initial.
Last Name
The employee's last name.
Active
If the employee is an active
employee, be certain the Active
box is checked. If you are changing the employee's record and the employee is no longer
an active employee, deselect the Active box by clicking in the box or by pressing the space
bar while on the Active field.
User Name
The User Name will automatically appear as the first initial of the first name, the middle
initial (an X will represent the middle initial if a middle initial was not entered) followed by
the last name or the first six characters of the last name. The user name may be changed
to any unique alpha-numeric code with a maximum length of eight characters.
Password
The Password may be alpha/numeric and must satisfy the following criteria: 1) must be
unique; 2) must contain more than one character; 3) must differ from the 'user name'; 4)
cannot be a combination of like characters (i.e. mmm or 22); and 5) cannot contain
spaces/blanks.
Note: Passwords are case sensitive. This means that if the Password is typed in
UPPERCASE, each time the employee logs in the password must be typed in UPPERCASE in
order to gain access to the software.
Last Login
The date and time the employee most recently logged into the software. If you are setting
up a new employee, the Last Login will read (none).
Group Membership
The box on the left contains a listing of the available groups. The box on the right contains
a listing of the groups the employee has been assigned a member of (if any). The
employee must be assigned to at least one group in order to save the employee record.

Assigning the Employee to a Group
l If the employee should be assigned as a member to all available groups, click
. All groups will be removed from the 'Available groups' box and added
to the 'Member of' box.
l To add the employee to one or multiple groups but not all, either click the group
name in the 'Available groups' box in order to highlight it and click or

double click the group name in the 'Available groups' box. The group name will then
be removed from the 'Available groups' box and added to the 'Member of' box.
Removing the Employee from a Group

l If the employee should be removed from all the groups listed in the 'Member of'
box, click . All group names will be removed from the 'Member of' box
and added to the 'Available groups' box. Please remember the employee does need
to be a member of at least one group prior to saving the employee record.
l To remove the employee from one group, either click the group name in the
'Member of' box in order to highlight it and click or double click the
group name in the 'Member of' box. The group name will then be removed from the
'Member of' box and added to the 'Available groups' box.
Permission Exceptions tab

The "Permissions
Exceptions" tab is used to
modify access the
employee has to specific
secured items the group(s)
the employee is assigned to
may or may not have
access to.
Example: Andrew Garcia
was added to the group
Sales. Members of the
Sales group are not able to
reverse invoices or run the
sales management report
for employees other than
themselves. However, Andrew is an assistant manager and has these capabilities, so his
access needs to be set to Full for these securable items.
Note: If an entire menu was marked with no access for a particular group, an individual
employee in that group cannot be given access to an item on that menu. For example, if
the Sales group does not have access to the Reverse menu, Andrew Garcia cannot be
given access to the Reverse Individual Invoice item because the main menu permissions
has precedence. So, instead of marking access to None for the Reverse Menu for the
Sales group, you mark the access as Full for the Reverse Menu and set the access to None
for all the individual options on that menu. You can then assign the permission exceptions
to Full for Reverse Individual Invoice for Andrew Garcia.
If changes do not have to be made to the access permissions the employee has, the
"Permission Exceptions" tab should remain blank.
Adding Access Permission to a Secured Item
1. Click the button.

2. Select the secured item to modify in the 'Secured Items' table.
3. Select the applicable access status in the Access column.
Deleting a Secured Item from the Permissions Exceptions tab
1. Highlight the secured item on the table you wish to delete.

3. Confirm the deletion.
Notes tab
The Notes tab may be used as a place to type any comments or notes regarding the
employee.
Saving the Employee

Click the Save button to save the new employee record. If an existing employee was
selected to change, once a change has been made the Save button will appear. Click the
Save button to save all changes to the employee record.
Scrolling through the Employees

To view or make changes to the properties of another employee from the "Employee
Properties" window, click one of the arrows on the bottom left of the "Employee Properties"
window described as follows:
To view/change the properties of the first employee (the employees are saved in
alphabetical order by last name), click this button.
To view/change the properties of the employee that is next in order to the current
employee on the "Employee Properties" window, click this button.
To view/change the properties of the employee that is previous in order to the
current employee on the "Employee Properties" window, click this button.
To view/change the properties of the employee that is previous in order to the
current employee on the "Employee Properties" window, click this button.
Printing an Employee Report
To print a report by employee, showing the user names or group membership, click .
Determine the information you would like to see on the report and select the options that
meet your requirements. Click the Run button.

4.6.1.3.1 Changing an Employee
To change the properties associated with an employee, click the employee's name on the
"Employee/Group Administration" window and click the button. The

"Employee Properties" window will open for the selected employee. Refer to "Adding an
Employee" for more information on modifying the properties.
4.6.1.3.2 Assigning Employees to Groups

You may make all changes to an employee's group membership in the following two ways:
1. Click the employee's name in the "Employee/Group Administration" window and click
the button.
2. Click the employee's name in the "Employee/Group Administration" window and click
the button. Refer to "Adding an Employee" for information regarding

assigning group membership on the "Employee Properties" window.
Note: Changes to group membership may also be done through the Group section of
"Employee/Group Administration". Refer to 'Assigning/ Removing Group Members' for
more information.
Clicking the button will produce the "Groups belonging to" window, as
pictured here.
The 'Available groups' box on the

left side of the window contains a
listing of the groups the employee
is not a member of. The 'Member
of' box on the right side of the
window contains a listing of the
groups the employee is a member
of.
Assigning the Employee

to a Group
l If the employee should be assigned as a member to all available groups, click
. All groups will

l To add the employee to one or multiple groups but not all, either click the group
name in the 'Available groups' box in order to highlight it and click or

double click the group name in the 'Available groups' box. The group name will then
Removing the Employee from a Group
l If the employee should be removed from all the groups listed in the 'Member of' box,
click . All group names will be removed from the 'Member of' box and
added to the 'Available groups' box. Please remember the employee does need to be
a member of at least one group prior to saving the employee record.
l To remove the employee from one group, either click the group name in the 'Member
of' box in order to highlight it and click or double click the group name in
the 'Member of' box. The group name will then be removed from the 'Member of' box
and added to the 'Available groups' box.
Saving Member Changes

Once a change has been made to a group membership, the Save button will appear. Click
the Save button to save all changes to the group member for the employee selected.
4.6.1.3.3 Deleting an Employee

You may delete an employee in the following two ways:
1. Click the employee name on the "Employee/Group Administration" window and click
.
2. Click the employee name on the "Employee/Group Administration" window and click
the button located under the box containing the employee names. The
"Employee Properties" window will open for the employee selected. Click
.
Both of the above methods will produce the same 'Confirm' deletion box. Click Yes to
delete the employee or click No to cancel the deletion.
4.6.2 Employee Login History

From the menu bar, click Admin > Employee/Security > Employee Login History or
press Alt A E H on the keyboard.
"Employee Login History" will provide you with a listing of all employees who logged in and
logged out within a specified time period. From "Employee Login History", you may
manually purge the login history by date or you may set the days to purge history in order
for it to be automatic.
Login History Starting Date
The date to begin the history will default to one week prior to the system date. If you would
like to display the history from that date forward, click . If you wish to
change the date, do so prior to clicking the Apply/Refresh button. The history will be
displayed in the table in salesperson and date order.

4.6.2.1 Logout Types
The logout type determines whether or not the employee logged out successfully.
Note: The employee is successfully logged out when closing AIMsi by clicking File and
Exit or by clicking either , or .
The three logout types are described as follows:
l Normal: A logout type of 'Normal' tells you that the employee successfully logged
out.
l Unknown: A logout type of 'Unknown' tells you that the employee did not log out.
Either the employee remains logged in at the time the login history is viewed or the
software closed improperly. An improper close could have been caused by a
workstation or server lockup and the computer had to be turned off in order to
reboot. The 'Unknown' error is not caused by errors within the software. An error of
logout type 'Unknown' is easily discernable in that the row is highlighted in yellow.
l Logged Error: A logout type of 'Logged error' tells you that the employee received
an error within AIMsi and AIMsi shut down without allowing the employee to log out.
An error of logout type 'Logged error' is easily discernable in that the row is
highlighted in red.
4.6.2.2 Purging Login History

The employee login history can be purged in two ways:
l Automatically: The login history should be set to be automatically purged after a

certain number of days. You need to determine how many days you wish to keep the
history so it may be viewed and set the number of days to purge history accordingly.
l Manually: You may also purge the history manually by clicking the
button. The 'Purge information prior to this date' dialog box will appear. Enter the
date to delete the login history PRIOR TO and click OK.
4.6.3 System Lockout

From the menu bar, click Admin > Employee/Security > System Lockout or press Alt
A E L on the keyboard.
"System Lockout" is used to shut down and lockout AIMsi for all non-administrative
employees. This would be necessary if you are performing database maintenance or a
backup.
In order to have the ability to set a time for a system lockout, the application timer must
first be set on the Misc tab of "Workstations" on the General Maintenance menu. Refer to
"Misc tab" for information on setting the application timer.
When "System Lockout" is opened, you will set the date and time of the lockout, as well as
additional text that you would like to appear for the employee to see when they are notified
of the lockout. When it is time for the lockout, AIMsi will automatically close for all non-
administrative employees and they cannot log back in until the lockout has been released
by an administrator. An administrator can release the lockout by opening "System
Lockout" and selecting the option to 'Release Lock'. This option will only appear once a
lockout has been set.
4.6.4 Employee Details

From the menu bar, click Admin > Employee/Security > Employee Details or press
Alt A E M on the keyboard.
"Employee Details" is referred to in "Payroll Disbursement" when checks are printed for
employees. If you would like the employee's address to print on the check, the address
information must be added here. The employee's wage and number of exemptions may
also be added to the details in order to appear in "Payroll Disbursements". You might
choose to create a details record even if you are not using "Payroll Disbursement" in AIMsi,
as it provides quick access to phone and address information.
Adding a Details Record

Click the Add button to add a new details record for an employee. The 'Pick Employee' list
box will open. Select the employee you wish to add a details record for. The fields on the
screen will clear of information. Type the information pertaining to the employee referring
to "Employee Details Data Fields" for assistance. Click the Save button when complete.
Changing a Details Record

When a new employee details record is saved, the employee name will appear in the table
on the left side of the "Employee Details" window. To make changes to an existing details
record, click in the row on the table that contains the employee name. Make all necessary
changes and click the Save button when ready to save.
Deleting a Details Record

To delete an employee details record, click in the row on the table that contains the
employee name and click the Delete button. Confirm the deletion.

4.6.4.1 Employee Details Data Fields
Address, City, State, Zip
The employee's address should be typed in these boxes.
Email
The employee's email address.
Department
If you are using departments for accounting purposes, select the department this
employee belongs to, if applicable.
Phone/Ext
The employee's phone number and direct extension if applicable.
Cell Phone
The employee's cell phone number.
Start Date
The employee's start date.
Wage
The employee's hourly rate if paid hourly or pay period wages if paid salary. The amount
entered here will appear for viewing only in "Payroll Disbursement".
Exemptions
The number of exemptions the employee is claiming.
SS#
The employee's social security number.
3rd Party ID
If you use an outside accounting firm that references this employee by an additional
number or code, you may enter that number here.
Required to be Clocked In
If the employee must be clocked into the time clock program prior to posting anything in
AIMsi, check this box. If checked and the employee attempts to post a sale, payment, etc.
without first clocking in, a warning message will appear reminding him/her to clock in in
order to continue.
Hourly/Salary
Check the hourly box if the employee gets paid hourly, or salary box if the employee is
paid a salary.
Use Touchscreen Button Colors
If using the touchscreen POS and Tab feature, you may choose to color code the Tab
buttons by employee so they can be quickly found. If you want to take advantage of this
feature, check the Use Touchscreen Button Colors box and click Pick button in order to
select the color for this employee.
Click the Save button when you are ready to save the employee details record.
4.6.5 Salary Payroll Expense
From the menu bar, click Admin > Employee/Security > Salary Payroll Expense or
press Alt A E S on the keyboard.
"Salary Payroll Expense" may be used to establish an expense table for those employees
with a set salary each payroll period. This enables you to quickly expense the payroll
check and subsequently print it.
Example: Andrew Garcia's gross wage is $1230.77 every two weeks. The deductions are
$135.00 (Federal), $94.16 (FICA), $51.00 (State) and $32 (Medical). You may establish a
payroll expense table for Andrew Garcia that holds this information. When Andrew Garcia
is then selected in "Payroll Disbursement" the information will be filled in for you
automatically, enabling you to print and save the check information with as few keystrokes
as possible. Refer to "Payroll Disbursement" for more information.
Upon selecting "Salary Payroll Expense", the 'Pick Employee' list box opens. You must first
select the applicable employee from the 'Pick Employee' list box.
Adding a Payroll Expense Record

Click the Add button to add a new expense record for the employee. Click in the Expense
box. Select the expense to establish for the selected employee and enter the applicable
amount in the Amount box. Click the Save button. Continue adding expenses as needed.
Note: The expenses that appear in the drop down list are taken from system categories
1880 'Gross Payroll', 1881 'Payroll Disbursement', 1882 'Payroll Disbursement' and 1883
'Payroll Disbursement'. If your drop down list is empty or incomplete, you must establish
these system categories. Refer to 'System Categories' under Ledger Maintenance for
more information.
Changing a Salary Payroll Expense Record

If it is necessary to change an employee's payroll expense table, first select the employee
from the 'Pick Employee' list box. The expenses for the selected employee will appear in
the white box on the left side of the 'Salary Amounts' window. Click on an expense that

needs to be changed and make the necessary change to the amount. If an item needs to
be deleted, highlight the expense and click the Delete button. Don't forget to click the Save
button to save all changes.
4.6.6 Repair Security

From the menu bar, click Admin > Employee/Security > Repair Security or press Alt
A E R on the keyboard.
"Repair Security" should only be run if directed to do so by a Tri-Tech support technician.
4.7 Change Activation Code

From the menu bar, click Admin > Change Activation Code or press Alt A A on the
keyboard.
"Change Activation Code" would be used if additional users, locations or modules were
purchased from Tri-Tech. The new activation code and series number will be provided to
you by a Tri-Tech representative, and must be typed exactly as stated. The activation code
and series number are case sensitive.
Click the Save button to save the new activation code and series number entered.
4.8 Enable Program

From the menu bar, click Admin > Enable Program or press Alt A G on the keyboard.
If a program that interfaces with AIMsi is purchased from Tri-Tech, "Enable Program" is
used to enter a code provided by Tri-Tech in order to activate the program and/or
interface. The program code must be typed exactly as stated.
Examples of programs that AIMsi integrates with are as follows:
l Active-e: Provides a direct connection from your website to AIMsi for shopping cart,
B2B and C2B capabilities.
l BankAccount: Export rental data to a .xls file for 3rd party to create coupon books.
l Pensoft: Payroll software.
l Freight Plus: Freight and shipping software.
l QuickBooks: Accounting software.
Once the program code has been entered, click the Save button to save the changes.
4.9 Establish Inventory Categories

From the menu bar, click Admin > Establish Inventory Categories or press Alt A S on
the keyboard.
"Establish Inventory Categories" should be used to designate your inventory categories and
sub categories. Inventory categories are used to classify the various types of inventory
you stock. You have the ability to load one of four sets of default categories which are 1)
Music Store, 2) Bike/Fitness, 3) Sewing/Vacuum and 4) Golf. You may then make any
needed changes to the defaults. The ledger accounts associated with each category will
automatically be added to the chart of accounts once the Save button is clicked. The three
ledger accounts that will be added for each category include: cost of inventory, sales of
inventory and cost of goods sold.
Note: You should not attempt to use "Establish Inventory Categories" if you have already
entered inventory into AIMsi. To make changes to categories, use "Maintain Inventory
Categories" on the Inventory Maintenance menu.
Note: Once the inventory categories are established you should review the default
information set up with each category and make any changes in "Maintain Inventory
Categories" on the Inventory Maintenance menu. You may make changes to the sub
categories assigned to each inventory category in "Maintain Sub Categories" on the
Inventory Maintenance menu.
Loading Sample Defaults

To load a sample set of categories designed for the Music retailer, click the Music Store
button. To load a sample set of categories designed for the Bicycle or Fitness Equipment
retailer, click the Bike/Fitness button. To load a sample set of categories designed for the
Sewing and/or Vacuum retailer, click the Sewing/Vacuum button. To load a sample set of
categories designed for the Golf retailer, click the Golf button. If your retail store does not
fit one of these categories, you may still choose to load a set of defaults and modify the
descriptions. Once a button has been clicked, the categories will appear on the screen.
Any changes should be made to the categories as you deem necessary prior to clicking the
Save button.
Changing a Category
To change information pertaining to a category, click in the box that needs to be changed
and make the necessary change. You should be certain to make any needed changes to the
sub category at all. To view or change sub categories assigned to a category, first click in
the box containing the category on the Categories tab and click the Sub Categories tab.
Once all changes have been made, click the Save button. Refer to ‘Adding a Category’
Adding a Category
below for information on each of the columns in the ‘Establish Inventory Categories’ table.
To add a category, click in the Description box next to the category number you wish to add
and type the description of the category.

If the category pertains to inventory in the Titles file, click in the Type box and select Titles
from the drop down list. If the category pertains to inventory in the Serialized and
Accessory file, click in the Type box and select SA Inventory from the drop down list.
If you wish to assign the inventory category to a department, click in the Department box
and select the applicable department from the drop down list. The department will not
actually be assigned to the category, rather it will be assigned to the ‘inventory sales’ and
‘cost of goods sold’ ledger numbers associated with the category.
Example: Ledger number 411-1 represents sales of inventory with category 1 and 412-1
represents cost of sales of inventory with category 1. If category 1 is assigned to a
department, that department will be automatically assigned to 411-1 and 412-1.
The department table is established in ‘Departments’ on the Ledger Maintenance menu.

Refer to ‘Departments’ and ‘Chart of Accounts’ in the Ledger Maintenance portion of the
Maintenance chapter or AIMsi Help for more information.
Deleting a Category
To delete a category, click in the Description box of the category you wish to delete and
blank out the description of the category. Any category without a description will not be
saved when the Save button is clicked.
Viewing/Modifying Sub Categories

Sub Categories are used to further define your inventory for displaying and reporting
purposes. Each inventory category must have at least one sub category and may have up
to 99. To view or to make changes to the sub categories associated with a category, first
click the category on the Categories tab and then click the Sub Categories tab. If you
added a new category, the sub category listing will be blank.
To change the description of a sub category, click in the row containing the sub category
and make the necessary change.
To add a new sub category, click the button. A new row will open on the sub
category table where you should type the sub category number in the first column and sub
category description in the second column.
To delete a sub category, click the button. Confirm the deletion in the ‘Please
Confirm’ dialog box.
Saving the Categories and Sub Categories

To save the categories and the sub categories you have established, click the Save button.
At this time the categories will be saved to the categories table and the applicable ledger
numbers will be added to the chart of accounts.
Note: Modifications to the categories should be made in ‘Maintain Inventory Categories’

on the Inventory Maintenance menu. Modifications to the sub categories should be made
in ‘Maintain Sub Categories’ on the Inventory Maintenance menu. Modifications to the
chart of accounts should be made in ‘Chart of Accounts’ on the Ledger Maintenance menu.
Modifications to the categories cannot be made in ‘Establish Inventory Categories’ once
inventory has been added to AIMsi.
4.10 Data Archive
From the menu bar, click Admin > Data Archive or press Alt A H on the keyboard.
All history will remain in AIMsi and is accessible to you until you choose to archive it.
"Data Archive" is used to remove the history in the database prior to a specified date. Your
accountant or auditor might have a recommended time period for you to archive. This
program does not provide a hard copy of deleted records.
Note: It is highly recommended that you create and keep in a safe place a complete
backup of AIMsi prior to running "Data Archive".
When opening "Data Archive" a list of available archiving options will appear. Select the
information you would like to remove from AIMsi. In the 'History prior to this date will be
deleted' box type the applicable date to archive up to (i.e. to remove all history prior to
January 1st, 2005 type 01/01/2005 in the date box).
Click the Proceed button to begin the archive process. You will be notified when it is
complete. It is recommended that you run a re-index and pack of the database upon
archive completion. For information on re-indexing, refer to "Re-Index" under "Database
Maintenance".
4.11 Create Acquisition/Disposition Records

What are Acquisition/Disposition records?
Federal firearms licensees and importers are required to keep detailed records of the
acquisition and disposition of firearms. These records must be maintained in a timely
fashion in a bound book or, with ATF approval, in computerized form. For more information
about the ATF's specific requirements, contact your local ATF field division or visit
www.atf.gov.

Use this procedure to tell AIMsi to include inventory on the A&D reports created though the
Report Catalog. Only serialized inventory where the associated subcategory is identified
for the Gunbook, or items not found in inventory, are included on A&D reports.
Steps to complete
Prerequisites: Be sure to create a backup of AIMsi before completing this procedure.
1. On the Create Acquisition/Disposition Records window, read the message and

select the check box indicating that you have read and understand the program
instructions.
2. Click Create.
3. If a message displays indicating that there are already records in the bound book
table, click Yes.
4. Click OK on the message that displays indicating the new records have been created.

4.11.1 Windows
The following topics describe the windows that are specifically related to the topics and
procedures discussed in the previous section(s).
4.11.1.1 Create Acquisition Disposition Records window

Purpose
Use this window to tell AIMsi to include inventory on the A&D reports created though the
Report Catalog. Only serialized inventory where the associated subcategory is identified
for the Gunbook, or items not found in inventory, are included on A&D reports.
To access this window

On the Admin menu, click Create Acquisition/Disposition Records.
Diagram
The following diagram illustrates the Create Acquisition/Disposition Records window.
Item descriptions
Fields and boxes
Item Description
I have read and understand Select this check box after you have read the information
the program instructions in the box above.
Buttons
Item Description
Create Click to create the new records in the bound book table.
Exit Closes the window without creating new records.
4.11.2 Reports
The following topics describe the reports that are specifically related to the topics and
4.11.2.1 Serial Acquisition and Disposition report

About the report
This report details all firearm acquisition and disposition (A&D) activity during a specific
date range. When an ATF officer comes in for an inspection, he or she will want to review
your bound book records for a specific date range; you will need to run this report to
provide them the information they need.
Run the report

1. On the Report Catalog window - Inventory tab, select Serial Acquisition and
Disposition.
2. Click Run. The Serial Acquisition and Disposition window displays.
3. Enter a range of dates in the Date box.
4. Select options to further narrow the report results, such as to report on only those
A&D records marked for review.
Hint: To save your report settings, right-click on the window and

select Save New Report Preferences. The next time you run the
report, you can right-click on the window and select the saved
preferences without re-entering all of the report criteria.
5. Click OK. The Select Output Destination window displays.

6. Select your desired output destination and click OK. The report is sent to print
preview, a printer, a file location, or email, depending on your report output
selections.
Did you know? To quickly enter today's date in any Date boxes,
press T on your keyboard. To quickly back-date or forward-date by
one day, use the Hyphen key (-) and Equal key (=) on your
keyboard (alternatively, use the Minus Sign and Plus Sign keys on
your keyboard number pad). To quickly back-date or forward-date by
one month, use the Page Up and Page Down keys on your
keyboard. Press F6 to display a calendar and select a date.

Chapter 5
Maintenance
Maintenance
The Maintenance menu contains the AIMsi application defaults. These defaults control
aspects such as tax rates, store name and address information, workstation information,
accounting tables, inventory categories and much more. As the majority of the programs
within AIMsi refer to these defaults it is imperative that they be properly set up. If you are
unclear as to the purpose or information required, please contact Tri-Tech's Technical
Support. This could save you hours of trial and error processing.
5.1 General Maintenance

The General Maintenance menu pertain to the general use of AIMsi and contains the setup
of workstations, store locations, tax authorities, receipt printers and more.
5.1.1 System Variables

From the menu bar, click Maintenance > General Maintenance > System Variables
or press Alt N G S on the keyboard.
"System Variables" contains numerous customizable settings that various programs within
AIMsi refer to.
5.1.1.1 System Variables Defined

The System Variables are described in the followed table:
Chapter 5 - Maintenance | 101

Variable Description
3PartyShipping This variable controls integration with third party shipping
software such as UPS WorldShip and may be ignored if not
applicable to you.
Position 1 of 'Value' triggers the order or invoice program
to update the sc3ptyshp table. This table will contain the
shipping address info that is accessed by the shipping
software. Enter 1 to update from the Order Program, enter
2 to update from the Invoice Program or enter 0 to not
update this table.
Position 2 of 'Value' controls how this shipping amount is
pulled into the invoice. Enter 1 to always pull the shipping
amount in, enter 2 to only pull web orders, enter 3 to only
pull non web orders or enter 0 to not pull the shipping
amount in.
Separate the two positions with the pipe character. (i.e.
1|1) If you update the sc3ptyshp table from the invoice
program you will not be able to pull in the calculated
shipping amount or tracking info from your shipping
software. Setup info can be found on the Tri-Tech Account
Passport.
Hint: The pipe is on the same key as backslash

(Shift + Backslash).
3PartyShippingText This variable controls integration with third party shipping

software such as UPS WorldShip and may be ignored if not
applicable to you.
'Value' should contain the text to print in front of the
tracking number (i.e. UPS Tracking: ).
ActiveColumns 'Value' should contain a Y if you would like the two columns
headed 'O/A' and 'RNT' to appear on the 'Pick Customer' list
box. These two columns are used to denote whether the
customer has an outstanding balance on their account (an *
will appear in the 'O/A' column) or an active long-term
rental contract (an * will appear in the 'RNT' column).
AddressCheckPrompt 'Value' should contain a 2 if you would like the employees
to be prompted to verify the customer's email address
every time a customer is selected from the 'Pick Customer'
list box. 'Value' should contain a 1 if you would like the
email verification prompt to appear only if the customer
does not have an email address on file. 'Value' should
contain a 0 if you would like the email verification prompt
to not appear at all.
AdvertiseHeading You have the option to set up an advertisement table that
would appear on screen upon completing a sale. This
advertisement table would prompt the sales person to ask
the customer how that customer heard about your

business. You then have the ability to print a report
showing you sales by advertisement selection in order to
better track your advertising dollars. The advertisement
table is optional and is set up to appear by workstation.
Refer to "POS tab" of "Workstations" for more information
on the advertisement table.
'Value' should contain the description for the table to
appear as it's heading. By default, the heading on the
advertisement table will read 'How did you hear about us?'.
AgeVerification This variable pertains to those businesses that sell items
that have a minimum age requirement, and may be ignored
if not applicable to you.
'Value' should contain the text to appear on receipts next to
the minimum age date. The default text is 'Born on or
Before'.
If you do not want the minimum age date to print on
receipts, 'Value' should be blank.
AllowConflicts This variable is used with the Lesson Scheduling & Billing
module and may be ignored if you are not using this portion
of AIMsi.
'Value' should contain a Y if you would like to allow for
schedule conflicts. If the Value contains a Y, when a
student is added to the schedule and a schedule conflict is
found, you will be notified of the conflict and you will be
given the option to continue or cancel. If the Value contains
a Y, all schedule conflicts will be highlighted in yellow on
the schedule and you may view the type of conflict
(instructor or area).
'Value' should contain an N if you do not want to allow for
schedule conflicts. If the Value contains an N, when a
student is added to the schedule and a schedule conflict is
found, you will be notified of the conflict and you will be
unable to continue.
APCostDate This variable is used with the Accounts Payable module and
may be ignored if you are not using this portion of AIMsi.
When reconciling an AP invoice, if you would like cost
adjustments to post on the date the inventory was
received, 'Value' should contain a 1 (this is the default).
'Value' should contain a 2 if you would like the cost
adjustments to post on the invoice date.
Approval variables Approval system variables
AuthorizationRef 'Value' should contain the reference number that is to be
assigned to the next credit card authorization transaction.
This number will automatically be incremented as credit
cards are processed.
The variables beginning ‘AutoPay’ pertain to the use of automatic credit card

authorization/payment posting of rental contracts and/or lessons. If you do not use the
'AutoPay' features of AIMsi, these variables may be ignored.
AutoPayPartyCat 'Value' should contain the 900-999 payment category
number for 3rd party posted autopays. This does not apply
if you are using PPI for credit card authorization.
AutoPayAMEXCat 'Value' should contain the 900-999 payment category
number of your American Express payment category.
AutoPayBankCat 'Value' should contain the 900-999 payment category
number of your Bank Debit or ACH payment category.
AutoPayBankFileName 'Value' should contain the path to the ACH export file which
gets sent to Treasury Software. The file extention must be
XLS or CSV (i.e. f:\AIMsi\ACHExport.xls or
f:\AIMsi\ACHExport.csv).
AutoPayDSCVRCat 'Value' should contain the 900-999 payment category
number of your Discover Card payment category.
AutoPayIgnoreDiscPayoff 'Value' should be set to N if contracts that are set up for
autopay are eligible for a discounted early payoff and you
would like them flagged as such. They will then need to be
paid off with the "Early Payoff" program. If 'Value' is set to
Y, the early payoff discount will be ignored and the
contracts will be flagged as normal.
AutoPayLateFee 'Value' should contain an N if you do not want to add a late
charge to those rentals set up on automatic payments only
if late.
'Value' should contain a Y if you do want to add a late
charge to those rentals set up on automatic payments only
if late.
AutoPayLsnReceipt 'Value' should contain a Y if you would like lesson autopay
customers to be emailed a payment receipt.
AutoPayMCARDCat 'Value' should contain the 900-999 payment category
number of your MasterCard payment category.
AutoPayRentReceipt 'Value' should contain a Y if you would like rental autopay
customers to be emailed a payment receipt.
AutoPayUpdate 'Value' will automatically populate with the date/time that
autopay records have been most recently updated.
AutoPayVISACat 'Value' should contain the 900-999 payment category
number of your Visa payment category.
End of the AutoPay variables.
AutoPrice When inventory is received into AIMsi, the various pricing
levels may be automatically calculated on either the
desired Margin Percentage of Cost, Percentage of Retail,
desired Margin Percentage of Weighted Cost, Percentage of
Our Price. The pricing levels are Minimum Price, Price A,
Price B, Price C and Our Price.

The first position of 'Value' should contain a 1 if you would
like the pricing levels to be calculated on margin
percentage of cost desired. The 1 should be followed by the
percentages to use in the calculation in this order:
Minimum Price, Price A, Price B, Price C and Our Price. The
percentages should be typed in decimal format with each
one separated by the pipe symbol (|), i.e.
1|.30|.30|.35|.40|.45.
like the pricing levels to be calculated on a percentage of
the retail price. The 2 should be followed by the
percentages to use in the calculation in the same order as
above, i.e. 2|.75|.75|.80|.85|.90.
like the pricing levels to be calculated on margin
percentage of weighted cost desired. The 3 should be
followed by the percentages to use in the calculation in the
same order as above.
like the pricing levels to be calculated on a percentage of
our price. The 2 should be followed by the percentages to
use in the calculation in the same order as above
'Value' should be blank if you do not want the pricing levels
to be automatically calculated for you as inventory is
received.

AutoSetSingleTemplate This variable pertains to the Rent and Sales Contracts

module and may be ignored if it is not applicable to you.
When entering a rental contract in "Enter New Rental" if you
have only a single contract template that matches the
inventory on the contract do you want it to automatically be
set as the active template when you first select the Details
tab? If yes, 'Value' should contain a Y. If no, 'Value' should
contain a N.
BarcodeLabelMfg This variable pertains to the Barcode Labeling module and
may be ignored if it is not applicable to you.
'Value' should contain a Y if when printing barcode labels
you would like the default to be set to print barcode labels
for all inventory items, including those that are received
with a manufacturer barcode.
‘Value’ should contain an N if when printing barcode labels
you would like the default to be set to print barcode labels
only for those items that are received without a
manufacturer barcode.

The default may be changed when printing barcode labels in
"Print Blaster Labels".
BeginTime This variable is used with the Lesson Scheduling & Billing
of AIMsi.
'Value' should contain the earliest time on any day of the
week that lessons begin. The time should be entered in
military time format with no punctuation. For example, if
the earliest lesson begins at 8:00 am, you would enter 800
as the Value. If the earliest lesson begins at 1:00 pm, you
would enter 1300 as the Value.
BelowMinimum 'Value' should contain a Y if you would like the Sales
Invoice program, Store to Store Transfer and Transfer
Inventory Out to warn the employee if the (Qty Available +
Qty on Order for Stock - Qty being Sold or Transferred) of
the item being sold or transferred falls below the minimum
reorder quantity. This will notify the employee that the
item should be ordered.
'Value' should contain an N if you would not like this check
performed.
BelowQtyAvailable 'Value' should contain a Y if you would like the Sales
Invoice program and Store to Store Transfer warn the
employee if the quantity available of the item being sold or
transferred is below 0.
performed.
BlankPOWarn 'Value' should contain a Y if you would like a warning to
appear if the PO field is left blank when receiving
inventory.
performed.
CancelInvoiceReason Every time an invoice or payment window is opened, a
reference number is generated. The number is saved in an
'Invoice Log' file. The invoice log captures the date and
time, sales person, workstation number, reference
number, the window that was opened (i.e. Sales Invoice,
Customer Payment) and how the window was closed (i.e.
escaped out of). If you would like the sales person to be
required to enter a reason every time a sale or payment is
canceled, 'Value' should contain a Y. If you do not care to
capture this information, 'Value' should contain an N.
CheckDateFormat This variable pertains to businesses in Canada that print
checks from AIMsi.
'Value' should contain a Y if you would like DDMMYYYY to
print under the date on your checks. 'Value' should contain
an N if this is already pre-printed on your checks.

CheckName This variable pertains to printing checks from AIMsi and
may be ignored if this feature is not being used.
'Value' should contain the text SCCHK for businesses
located in the United States. 'Value' should contain the text
SCCHKC for businesses located in Canada. customers
should use 'SCCHK'.
CheckPrintNum This variable pertains to printing checks from AIMsi and
may be ignored if this feature is not being used.
'Value' should contain a Y if you would like "Print Individual
Check" and "Print Checks Selected" to default to printing
the check number on the checks.
'Value' should contain an N if you would like the default to
be set to not print the check number on the checks.
'Value' should contain an S if you would like the default to
be set to only print the check number on the bottom stub.
CombineSameSku If the same sku is entered on a sale multiple times as
separate line items, do you want the program to
automatically combine them into one line item? The first
position of 'Value' should contain a Y to automatically
combine the line items to one line and increment the
quantity accordingly. The second position of 'Value' should
contain an N to keep the sku as separate line items.
Note: Items pulled in from other sources (i.e. orders,

proposals) will not be combined, regardless if the 'Value'
is set to Y.
Note: If the first position of 'Value' is set to Y and the

price is changed when the sku is added to the sale, the
price each will reflect the changed price. If the price is
not changed, the price will be recalculated each time an
item is added to see if a volume discount level applies.
The second position of 'Value' should contain a Y if you

would like a check box to appear on the Sales Invoice
program enabling you to toggle the Combine option on or
off for individual sales. The second position of 'Value'
should contain an N if you do not want the check box to
appear on the Sales Invoice program.
Each of the values should be separated by the pipe symbol,
i.e. Y|Y.

Consignment variables Consignment & Purchase system variables

CorContactReq 'Value' should contain a Y if a contact name is required
when entering a contact record in Contact Management.

'Value' should contain an N if a contact name is not required
when entering a contact record in Contact Management.
CouponMICR This variable pertains to printing coupons for the Rent &
Sales Contracts module and/or the Lesson Scheduling &
Billing module. This variable may be ignored if you do not
print coupons from AIMsi.
'Value' should contain an N if it is not necessary to have the
account number and coupon amount MICR encoded on the
coupon.
'Value' should contain a Y to have the account number and
coupon amount MICR encoded on the coupon. If the 'Value'
is set to Y, the CouponType variable must be set to 2. You
will also need to install the GNUMicr font on each computer
that will be printing coupons. This font and additional
documentation (MICRCouponDoc.doc) can be downloaded
from the Downloads section of the Member Portal area of
the Tri-Tech website.
CouponType This variable pertains to printing coupons for the Rent &
Sales Contracts module and/or the Lesson Scheduling &
Billing module. This variable may be ignored if you do not
print coupons from AIMsi.
'Value' should contain a 1 to have the customer return the
smaller portion of the coupon.
'Value' should contain a 2 to have the customer return the
larger portion of the coupon.
CreditCardExp 'Value' should contain the number of days to warn an
employee when a customer's credit card is set to expire
(i.e. you want employees to be notified when the credit
card is going to expire in 30 days, 'Value' should be set to
30). The warning will appear when the customer is
selected for a transaction.
'Value' should contain a 0 if you would like the warning to
occur only after the credit card has expired.
'Value' should be blank if you do not want the credit card
expiration date to be checked.
CreditEncryption This variable controls the type of encryption used to
encrypt credit check reports and may be ignored if not
applicable to you.
'Value' should be set to 0 if you have any Windows 2K or
below workstations (2K, 98, 95). 'Value' should be set to 1
if you have all XP or above workstations (XP, Vista,
Windows 7). The default setting is 1.
If you are having problems with certain workstations not
being able to view certain credit reports, set the 'Value' to 0
and download and extract the file 'CredRptFix.zip' in the
Downloads/Other Files section of the Member Portal area of

the Tri-Tech website for a more in-depth explanation as to
how to update your existing credit reports so they can be
viewed on all workstations.
CreditPayInst This variable is used with the Lesson Scheduling & Billing
of AIMsi.
'Value' should contain a Y if you would like "Credit Billed
Lesson Invoice by Inst" to default to paying the instructor
for the student lesson that is credited.
'Value' should contain an N if you would like "Credit Billed
Lesson Invoice by Inst" to default to not paying the
instructor for the student lesson that is credited.
Note: Whether or not you are going to pay the instructor

for a student lesson that is credited may be changed in
"Credit Billed Lesson Invoice by Inst".
CustDupCheck This variable controls how AIMsi checks for duplicates as

new customers are added.
'Value' should be left blank to not perform a check for
duplicates.
'Value' should be set to 1 to check by customer ID (first
four letters of the customer last name plus first six letters
of address). 'Value' should be set to 2 to check by
customer home phone. 'Value' should be set to 3 to check
by email. You may choose to check for duplicate customers
using 2 or 3 of the criteria. Combine multiple values with
the pipe symbol. The default is set to check for duplicates
by checking each of the 3 criteria so the 'Value' is 1|2|3.

DailyDeposit If you would like certain ledger numbers to post together in

ledger when making your deposit in "Daily Deposit", 'Value'
should contain the ledger numbers to combine separated by
a comma. If you have multiple groupings of ledger
numbers to post together, separate the groupings with the
pipe symbol. For example, if you want to post together the
Cash Clearing (109-1) and Check Clearing (109-2) and then
separately post the Visa/MC Clearing (109-3), Discover
Clearing (109-4) and American Express Clearing (109-5)
together, 'Value' would contain 109-1, 109-2|109-3, 109-4,
109-5. If you only wanted to post together in the daily
deposit the cash clearing and check clearing accounts,
'Value' would contain 109-1, 109-2. This means that cash
and checks would be posted together but each of the credit
cards will be posted in ledger separately. Note: This
variable pertains to how the entries are posted to ledger.

The "Daily Deposit" program will always list each of the
payment clearing accounts separately.
Tri-Tech recommends that each of the payment clearing
accounts be posted separately in "Daily Deposit" in order to
make it easier for you to balance your bank statement each
month. In this case, 'Value' would be blank.
DateCheck This variable will give a warning if a date entered is
unreasonable. 'Value' should contain the number of months
plus or minus the current date to be checked. For example,
if 'Value' contains 12 and an employee enters a date that is
12 months after or 12 months prior to the current date a
warning will appear on screen.
'Value' should contain a 0 if you do not want the date check
to be performed.
DefaultInv 'Value' should contain a 1 if you would like "Display
Inventory" to default to Serialized and Accessory inventory.
'Value' should contain a 2 if you would like "Display
Inventory" to default to Titles/Catalog inventory.
DefaultQty 'Value' should contain a 1 if you would like the quantity of
each item being sold in POS to default to 1. The quantity
can be changed when necessary.
'Value' should be blank if you would like the quantity of
each item being sold in POS to default to 0. The quantity
must then be input on each item being sold.
DefaultQtySt2StTrn 'Value' should contain a 1 if you would like the quantity of
each item being transferred in "Store to Store Transfer" to
default to 1. The quantity can be changed when necessary.
'Value' should be blank if you would like the quantity of
each item being transferred in "Store to Store Transfer" to
default to 0. The quantity must then be input on each item
being transferred.
DefaultReportTimes This variable applies only to those businesses that are open
past 12:00 am (midnight), and should be left blank if not
applicable to you.
Enter the default begin and end times for your business'
hours in military format with no punctuations for reporting
purposes. This is so AIMsi won't assume your business day
is from 12:00 am to 11:59 pm and will gather the data for
reports accordingly. The begin and end times should be
separated by the pipe symbol. For example, if your
business is open from 8:00 am to 2:00 am the following
day, 'Value' would appear as 800|200.


DefaultServiceStatus This variable pertains to the Service module and may be
ignored if you are not using this portion of AIMsi.
'Value' should contain the service status code new Service
tickets should default to. For example, if you would like
new service tickets to default to Work Order, 'Value' might
appear as WO. The service codes may be set up and
viewed in "Service Status Codes" on the Service
Maintenance menu.
DefaultShipping This variable pertains to the Purchase Order module and
If you would like the "Enter Order" programs to default to a
certain method of shipping, 'Value' should contain the
shipping code to use as the default. The shipping codes can
be changed as needed when entering orders. The shipping
codes may be set up and viewed in "Shipping Codes" on the
Order Maintenance menu.
DelayedSale 'Value' should contain a 1 if Delayed Deliveries are to be
considered sales at the time the delayed delivery is
entered.
'Value' should contain a 2 if Delayed Deliveries are not to
be considered sales until the time the merchandise is
delivered.
Note: Delayed Deliveries are those transactions in which

the customer purchases an item that will be delivered or
picked up at a later date. Generally, you do not know the
serial number until the item is delivered.
Note: The 'Value' of this variable should not be modified if

you have pending delayed deliveries.
DelayedSaleDate If 'Value' is left blank, the sales person must enter the date
of delivery when the Delayed Delivery is entered in POS. If
you would prefer text to print on the invoice as opposed to
an actual date, type the text in the 'Value' box. For
example, you might want wording such as this to print:
"Item(s) will be delivered within 7-10 days. We will call
you to schedule a time.".
DelayedSaleTrade This variable controls how trade-ins are posted in delayed
deliveries. This only applies if your delayed deliveries are
setup to be sales at the time of delivery (the DelayedSale
system variable would be set to 2) .
'Value' should be set to 0 to post the trade-in to ledger at
the time of entering the delayed delivery. 'Value' should be
set to 1 to post at the time of delivery.
DelivTicPrices 'Value' should be set to Y if you would like item pricing to
print on delayed delivery tickets. 'Value' should be set to N
if you do not want the item pricing to print.

DescDelimiter This variable pertains to the Receipt Description override
feature in "Maintain Inventory Categories" and "Maintain
Sub Categories". By default, only the description of the
item will print on receipts; however, in "Maintain Inventory
Categories" and "Maintain Sub Categories" you have the
ability to establish other fields to appear as the Description
on sales receipts. The 'DescDelimiter' variable will let you
add a character to print between the various fields.
The first position of 'Value' pertains to Serialized and
Accessory inventory and the second position pertains to
Titles inventory. Separate the positions with the pipe
symbol, and enclose the values with quotation marks.
Example: You might have set up the receipt description for
your Guitar category to be Manufacturer, Model and
Description and for a titles category the receipt description
was set up as Publisher and Title. You would like a dash to
separate each of values in the receipt description. So, for
the Guitar category the Receipt Description for a sold guitar
might appear as Alvarez - MC761 - Classical Guitar. For a
sold title, the Receipt Description might print as Kjos - All
for Strings Book 2.
In the above example, the 'Value' for the DescDelimiter
variable would be set to " - "|" - ". The 'Value' may be left
blank if you do not want a delimiter to print.

DiscountType This variable determines what prints in the Discount column

next to each item sold with a discount on printed receipts.
'Value' should contain 'DISCOUNTEDAMT' if you would like
the discount each to print. This would be the discount
calculated on price each.
'Value' should contain 'TOTALDISCOUNT' if you would like
the total extended discount to print. This would be the
discount calculated on price each x quantity sold.
DisplayBlankSearchWarn Do you want the "Display Inventory" program to display a
warning if no search criteria is selected? 'Value' should
contain a Y to display a warning. 'Value' should contain an
N if you do not want the check to be performed and warning
displayed.
Note: The warning would be beneficial to those stores

with a very large inventory file that takes a while to
display when displaying all.
DisplaySAOrder This variable pertains to the default sort order of Serialized

and Accessories inventory in "Display Inventory".

'Value' should contain a 1 to list the results in Sku order; a
2 to list the results in Description order; a 3 to list the
results in Manufacturer order; a 4 to list the results in
Model order; a 5 to list the results in Quantity order; a 6 to
list the results in Our Price order; a 7 to list the results in
Type order; an 8 to list the results in Selection Code order;
a 9 to list the results in Category order; a 10 to list the
results in Sub Category order; an 11 to list the results in
Category Description order; or a 12 to list the results in Sub
Category Description order.
DisplayTTOrder This variable pertains to the default sort order of Titles
inventory in "Display Inventory".
'Value' should contain a 1 to list the results in Catalog
number order; a 2 to list the results in Title order; a 3 to list
the results in Composer order; a 4 to list the results in
Artist order; a 5 to list the results in Publisher order; a 6 to
list the results in Quantity order; a 7 to list the results in
Our Price order; an 8 to list the results in Voicing order; a 9
to list the results in Arranger order; a 10 to list the results
in Selection Code order; an 11 to list the results in Category
order; a 12 to list the results in Sub Category order; a 13 to
list the results in Category Description order; or a 14 to list
the results in Sub Category Description order.
DuplicateSerial If a new Serial/Sku/Catalog number being entered into
inventory is found in the sold inventory file, do you want
the new Serial/Sku/Catalog number being entered to be
allowed or not?
The first position of 'Value' should contain a 0 to always
allow the new entry; a 1 to give a warning; or a 2 to not
allow the new entry.
After the first position of 'Value' enter an A to perform the
duplicate check on new Accessories being added; an S to
check new Serial Numbers; and a C to check new Catalogs.
For example, a 'Value' of 1ASC means that you want the
employee to be warned if the sku, serial number or catalog
number being entered into inventory is found in the sold
inventory file, and you want the check to be performed for
accessories, serialized inventory and titles inventory.
DutyFreeLocation This variable does not apply businesses in the United
States.
'Value' should contain the store location code(s) for your
duty free location(s). Separate multiple location codes with
the pipe symbol (|). If you are unsure of the exact code,
refer to "Locations" on the General Maintenance menu.


EditRainCheck 'Value' should be set to Y if you would like the ability to edit
the message to print on the rain check prior to printing it.
'Value' should contain an N to disable this feature.
EndTime This variable is used with the Lesson Scheduling & Billing
of AIMsi.
'Value' should contain the latest time on any day of the
week that lessons end. The time should be entered in
military time format with no punctuation. For example, if
the latest lesson ends at 9:00 pm, you would enter 2100 as
the 'Value'.
EntityCat This variable is used with the T-Scheduler and may be
This variable is referred to when checking people in and
paying from the T-Scheduler. It alerts the invoice program
that this category is the one used for keeping track of
usage. Separate multiple categories with a pipe symbol
(i.e. 210|220).

EntityCatPick This variable is used with the T-Scheduler and may be

If this variable is set to Y, when you are selling the non
inventory category as setup in the EntityCat variable, you
will be forced to select a customer account that should get
credit for the event. If this variable is set to N, the
customer on the invoice will get all the credit.
EntityName This variable is used with the T-Scheduler and may be
'Value' should be set to the description of the entity you are
using in the T-Scheduler programs. This will affect the text
in certain programs in the T-Scheduler. Examples would
include Course if you are scheduling tee times for golf
courses, Chair if you are scheduling hair appointments or
Studio if you are renting out studios for lessons.
ExceptionCatSA This variable pertains to selling accessory items on
exception in the touchscreen POS program and can be
'Value' should contain the inventory category to default to
when selling accessories on exception (the item is not in
your Serialized & Accessory inventory file).
ExceptionCatTT This variable pertains to selling catalog items on exception
in the touchscreen POS program and can be ignored if you
are not using this portion of AIMsi.

'Value' should contain the inventory category to default to
when selling titles on exception (the item is not in your
Titles inventory file).
ExcludePastDueEW This variable pertains to the Rent & Sales Contracts module
and may be ignored if you are not using this portion of
AIMsi.
'Value' should be set to Y if you would like to exclude
printing statements for past due Extended Warranty (EW)
contracts. 'Value' should contain an N to print statements
for past due EW contracts.
ExportMemoLength Exporting data that has memo fields (unlimited text fields)
can sometimes cause an error if the memo field has a lot of
data. 'Value' should contain the number of characters that
your version of MS Excel can support. This is probably a
trial and error process to figure out your magic number. In
testing, we have found that Excel 2007 works with 8023
characters and Excel 2003 works with 911 characters.
However, your version may differ.
FinChrgType This variable pertains to the finance charge calculated on
accounts receivable. If you do not use the accounts
receivable portion of AIMsi or do not charge a finance
charge, this variable may be ignored.
'Value' should contain a 1 if the finance charge should be
calculated on the average daily balance.
'Value' should contain a 2 if the finance charge should be
calculated on the unpaid invoices only.
Example: A customer has an unpaid invoice that is dated
August 2 and the outstanding balance is $400.00. The
customer finally pays off the $400.00 on November 23rd.
It is currently November 24th and you are getting ready to
calculate interest prior to sending out the statements. If
the finance charge is to be calculated on the average daily
balance, the $400 would be included in the calculation
because it would have been part of the average daily
balance. If the finance charge is to be calculated on the
unpaid invoices only, it would not be included in the
calculation because it is paid at the time the finance charge
is calculated.
FirstAvgDate 'Value' will contain the date "Average Inventory" was run
for the first time, and will be updated automatically.
Refer to "Average Inventory" for more information.
ForceToDisk Only change this variable if directed to do so by a Tri-Tech
Support Technician.
FutureOrderDays Enter the minimum number of days into the future that a
stock order is estimated to be received. If this stock order
is estimated to be recieved (a field on page 3 of Enter

Orders) into the future by at least this value, these line
items will no longer be considered when determining the
qty to order. ??
GiftRcptAddress Do you want gift receipts to print the customer address
information? 'Value' should be set to Y if you would like the
address to print on the receipt. 'Value' should be set to N to
not print the address. The default is N.
HoldMenuDelay This variable pertains to the touchscreen POS program and
can be ignored if you are not using this portion of AIMsi.
'Value' should contain the time in seconds you have to hold
a touch on a text field before letting up that will trigger a
keyboard or number pad to appear onscreen. The default is
1 second.
HoldToolBarDelay This variable pertains to the touchscreen POS program and
'Value' should contain the time in seconds you have to hold
a touch on AIMsi's background before letting up that will
trigger the larger toolbar menu to appear onscreen. The
default is 1 second.
IgnoreMinimumForSale This variable will allow the sale of an item that is on sale
for below the minimum price without requiring the user to
have permission to sell below minimum price. 'Value'
should be set to Y to enable, 'N' to disable.
IncomeLocationAR This variable pertains to businesses with multiple locations
and can be ignored if not applicable to you.
If 'Value' is set to Y, ledger entries for open account
payments will post to the invoice location regardless of
posting location, and balancing inter store clearing entries
will be made. Also balancing inter store clearing entries
will be made for credits and deposits that are applied at a
location that differs from where they were created. If set
to Y, make sure you have system category 1918 'A/R
System Clearing' set up.
If 'Value' is set to N, ledger entries for open account
payments will post to the location the payments are posted
at. This is the default.
InventoryLocations This variable pertains to businesses with multiple locations
and may be ignored if not applicable to you.
'Value' should contain the location codes to not save
inventory to when creating new inventory records in "New
Sku", "New Catalog", "SA Maintenance" or "Titles
Maintenance". If you enter multiple locations, each
location should be separated with a pipe (|). This may be
necessary if you have established locations in the Store
Locations file that do not represent actual physical store
locations (i.e. vans or rental satellite stores).


InventorySearch In programs that ask for a sku, serial number or catalog

number you have the ability to press the F6 key to search
your inventory file for the item. This variable controls the
F6 search inventory behavior.
'Value' should be set to 0 in order to always use the default
behavior for the program you are in when F6 is pressed
(i.e. sometimes this would be Display Inventory, other
times Select Inventory by Description.
'Value' should be set to 1 to always open "Display
Inventory" when F6 is pressed to search for inventory.
'Value' should be set to 2 to always open "Select Inventory
by Description" when F6 is pressed to search for inventory.
InventorySearchZero Any time AIMsi searches for a sku/barcode and the sku
cannot be found and the inputted sku/barcode has a leading
zero, AIMsi will attempt the search again without the
leading zero. 'Value' should be set to Y to enable this
behavior or N to disable this behavior.
InventoryTable This variable controls the description value of the inventory
table tag (<<Inventory_Table>> in the
\aimsi\Templates\Tax Index.doc file. If you would like the
Description to include the Manufacturer, 'Value' should
contain a 1. If you would like the Description to include the
Model, 'Value' should contain a 2. Separate values with a
pipe (|). For example, to include both Manufacturer and
Model in the item description, 'Value' should be set to 1|2.
'Value' should be set to 0 to disable and not include either
Manufacturer or Model. 0 is the default.

InvoiceBackOrder This variable pertains to the Purchase Order module and

If a customer places an order and only partially of it is
received and invoiced because items were marked as being
on backorder, would you like the backordered items to be
noted on the sales invoice? If yes, 'Value' should should be
set to Y. If no, 'Value' should be set to N.
InvoiceHistory 'Value' should be set to the number of days of invoice
history to display for your cash sale accounts. 'Value'
should be set to 0 to display a complete history.
InvoiceMargin This variable determines whether or not the margin
percentage should be displayed at the top of the sales
invoice, proposal, layaway, delayed delivery, order and

inventory detail programs. The margin is for the
employee's information and would not be identifiable to the
customer.
'Value' should be set to 0 if you do not want the margin
displayed. 'Value' should be set to 1 to display the margin
based on cost. 'Value' should be set to 2 to display margin
based on weighted cost.
InvoiceOpenDrawerZero This variable controls whether or not to open the cash
drawer if a sales invoice is saved with no money to collect.
'Value' should be set to Y to open the cash drawer. 'Value'
should be set to N to not open the cash drawer. The default
is N.
InvoiceReceiptOrder This variable determines the order in which to print line
items sold on a sales receipt. 'Value' should be set to 1 to
order line items on the sales receipt as they were entered.
'Value' should be set to 2 to order them in alphabetical
order, first by Serialized & Accessory inventory followed by
Titles.
InvoiceReprintRDate When reprinting a sales invoice and the 'Current Invoice'
option is selected, this variable controls the printing of the
details line under Returns. 'Value' should contain a Y to
print that line (this may be useful for reprinting invoices to
give to schools). 'Value' should contain an N to hide it.
InvoiceSerialCust 'Value' should contain a Y if you would like to allow sales
people to sell serialized items to store accounts.
'Value' should contain an N if you do not want sales people
to be allowed to sell serialized items to store accounts.
InvoiceSerialOption How do you want to handle selling a serialized item that has
a different location code than the current location of the
workstation the sale is being posted on? 'Value' should be
set to 1 to automatically create a store to store transfer
record and sell the item normally. 'Value' should be set to
2 to treat the item as a sales exception. Refer to "Sales
Exceptions" for more information on sales exceptions.
InvoiceSkuDrop This variable will determine if a sku is automatically
dropped to the grid on a sale, bypassing the Price and
Discount fields. This saves on keystrokes and would only
happen if the item was found in the inventory file. You
would have the option to edit line items if the sku dropped,
by you need to modify the price and/or discount.
'Value' should be set to 1 if you would like "Quick Sale" to
automatically drop the sku.
'Value' should be set to 2 if you would like the sku to be
automatically dropped to the grid in "Quick Sale", "Sales
Invoice", "Layaway", "Delayed Delivery", "Proposal" and
"Approval" programs.

'Value' should be set to 0 if you do not want the sku to
automatically drop to the grid. This will force the cursor to
stop at the Price and Discount fields.
InvoiceSwapAcc This variable will determine whether or not a sales person
can sell an accessory item at a negative quantity. For
example, a customer is buying a bicycle but wants a
different seat than the one that comes with the bike. If this
variable is set to Y, the sales person can enter on the sales
invoice the seat that came with the bike at a -1 quantity and
sell the replacement seat with a 1 quantity. This would
increase the quantity in inventory of the existing bike seat
and decrease the quantity in inventory of the replacement.
'Value' should be set to Y to allow the sales person to sell
an accessory item at a negative quantity. 'Value' should be
set to N to not allow this.
KeyWordRemoveSpecialChar When AIMsi creates keywords for "Display Inventory"
searches, would you like special characters to be removed
automatically? Special characters include: ( ) / \ - & ' ''.
'Value' should be set to Y to remove the special characters
automatically. 'Value' should be set to N to disable this
feature.
Note: If you change this value from N to Y, all existing

keywords will remain as is until you run "Recreate
Keywords" on the Inventory Maintenance menu.
Note: Keywords are created automatically when new skus

and title records are added in "New Sku", "New Catalog",
"SA Maintenance" and "Titles Maintenance".
LastAvgDate 'Value' will contain the date Average Inventory was most
recently run, and will be updated automatically.
Refer to "Average Inventory" for more information.
LastDepreciationDate 'Value' will contain the date Depreciate Inventory was most
recently run, and will be updated automatically.
LastFinanceCharge 'Value' will contain the date finance charges were last
calculated on your accounts receivable. The date should be
typed in mm/dd/yyyy format. When finance charges are
calculated, this variable will be updated automatically.
LastFinanceChargePeriod 'Value' will contain the number of days that were used in
the most recent calculation of A/R finance charges. When
finance charges are calculated, this variable will be updated
automatically.
LastOALateCharge 'Value' will contain the most recent date that "Post Late
Charges" on the Customer menu was run, and will be
updated automatically.
LastStatement 'Value' will contain the most recent date that customer
statements were printed, and will be updated

automatically.
LastUpdate 'Value' will contain the date of the most recently installed
AIMsi update, and will be updated automatically.
Note: This is not the date the update was installed, but
the actual date of the update set by Tri-Tech.
Layaway variables Layaway system variables

LayawayPayDate 'Value' should contain the number of days the layaway paid
in full date should automatically advance to when entering
a layaway. For example, if layaways must be paid in full
within 60 days, 60 should be entered as the 'Value'.
LayawaySerial If a serialized sku is entered on a layaway, do you want the
sales person to be required to select a serial number?
'Value' should be set to Y to require a serial number or 'N'
to not require a serial number (in which case the serial
number would be assigned when the layaway is paid off).
LeaseAnalysis 'Value' should be set to 1 if you want to exclude lease pool
serial numbers from the "Inventory Analysis" report. This
setting will also force the "Average Inventory" program to
exclude lease pool serial numbers. 'Value' should be set to
0 if you want to include lease pool serial numbers in the
"Average Inventory" routine and "Inventory Analysis"
report. The default is 0.
LeaseInventoryAvailable When determining the quantity available on inventory, do
you want lease items to be included for reorder purposes?
'Value' should be set to Y to include lease items in quantity
available. 'Value' should be set to N to not include lease
items.
LineItemDiscount If you would like line item discounts to print on small
receipts, 'Value' should contain the text you wish to appear
next to the discount amount.
'Value' should be left blank if you do not want the line item
discounts to print on small receipts.
LoanerReturnDate This variable pertains to loaning inventory to customers,
and may be ignored if not applicable to you.
'Value' should be set to the number of days to automatically
advance the return date on loans.
LocationColumn 'Value' should be set to Y if you would like a Location
column to appear in the 'Pick Customer' list box. The
Location column will show the store location the customer
account was created at. 'Value' should be set to N if you do
not want the Location to appear on the 'Pick Customer' list
box.
LogoStatement This variable pertains to printing customer statements, and
may ignored if you do not print statements from AIMsi.

'Value' should be set to Y if your store name and address
information is pre-printed on your statement paper.
'Value' should be set to N if you would like your store name
and address to print on the statement as statements are
printed.
LoyaltyColor This variable pertains to customer loyalty programs, and if
you would like those customers who are part of your loyalty
program to appear in a different color in the 'Pick
Customer' list box.
This variable controls the color of the text for customers in
the 'Pick Customer' list box who have a loyalty number.
This is a RGB (Red,Green,Blue) value and should be three
numbers between 0 and 255. The numbers should be
separated by commas. The default is 0,0,0 which is black.
A few examples of RGB codes would be 255,0,0 for Red;
255,255,0 for Yellow; 0,192,0 for Green. This web page
provides an RGB color chart: http://www.web-
source.net/216_color_chart.htm.
LoyaltyPointsAccount This variable pertains to customer loyalty programs, and
how to save the points to the customer account.
'Value' should be set to 1 to save loyalty points to the sold
to account.
'Value' should be set to 2 to save loyalty points to the bill to
account.
'Value' should be set to 3 to save loyalty points to a third
party account. This option will prompt you to select the
customer account when saving an invoice.
'Value' should be set to 4 to save loyalty points to both the
sold to account and a third party account. This option will
prompt you to select the customer account when saving the
invoice.
LoyaltyReceiptLabel This variable pertains to customer loyalty programs, and
how to label the points on sales receipts. 'Value' should
contain the text to appear next to the total points on the
customer sales receipt (i.e. Points: ).
LoyPointsOnStatement This variable pertains to customer loyalty programs, and
whether or not you want the loyalty points accumulated to
print on customer statements.
'Value' should be set to Y to print the points on customer
statements. 'Value' should be set to N to not print the
points on customer statements.
MailLabelFontSize This variable is referenced when printing customer address
labels on the Barcode Blaster printer, and may be ignored if
not applicable to you.
This variable controls the Barcode Blaster font size to use

when printing customer mailing labels, as well as the
number of characters that will print per line. Separate
values with a pipe (|). Valid fonts are 3X5, 5X7, 8X8,
9X12,12X16 and 18X23. The number of characters to print
should not exceed 30, but will vary by font size. The
default 'Value' is 8X8|23.

MarginCheck 'Value' should be set to the acceptable margin range for

inventory as it is received. The first position of 'Value'
should contain the low value of the range and the second
position of 'Value' should contain the high value. The
values should be separated with a pipe (|). For example, if
the acceptable margin range is 20% to 50%, 'Value' would
be set to 20|50. A warning message will be displayed when
creating new skus or catalog records, or receiving new
inventory if the margin falls outside of this range. This is
useful to prevent employees from accidentally scanning a
barcode number in the cost field. You can enter 0 in either
the high value, low value or both to bypass the checks.
MatrixOrder This variable controls the order of the color-size matrix in
"Display Inventory", and can be ignored if not applicable to
you. 'Value' should be set to 1 if you would like the sizes to
be columns and the colors rows. 'Value' should be set to 2
if you would like the colors to be columns and the sizes
rows. The default 'Value' is 1.
MaximumQty If an inventory quantity is entered that is greater than this
variable's value a warning message will be displayed. This
is to prevent someone from accidentally scanning a
barcode number into the quantity field. 'Value' should
contain the quantity that would prompt the warning to
appear. 'Value' should contain a 0 if you would like to
bypass this check.
MinDaysFactor This variable pertains to the "Establish/Reset Min/Max"
program, and may be ignored if you are not using the
Inventory Management portion of AIMsi.
Items will show in red in the "Establish/Reset Min/Max"
program if the first activity date is less than the days for
min. If your days for min is 30, an item will show in red
until there has been 30 days of history. If you would like
the item to show in red longer you can enter a factor that
will be multiplied by the days for min. For example, if you
enter 3 as the 'Value' and your days for min is set to 30,
items will appear in red for 90 days (30 x 3). The default
'Value' is 1.
MinFinChrg This variable may be ignored if you do not calculate interest
on unpaid balances in Accounts Receivable.

'Value' should contain the minimum finance charge dollar
amount to create an interest invoice for. If the finance
charge is calculated to be a dollar amount less than the
amount entered here, an interest invoice will not be saved
to the customer’s account.
MinMaxTermDefault This variable pertains to the Inventory Management
features of AIMsi and may be ignored if you are not using
this portion of AIMsi.
The values assigned to this variable will be the default
when new sub categories are established in "Maintain Sub
Categories" on the Inventory Maintenance menu. The
values should be separated with a pipe (|). Position 1 of
'Value' should be set to Days For History; position 2 of
'Value' should be set to Days For Min; position 3 of 'Value'
should be set to Days For Max; and position 4 of 'Value'
should be set to Status Interval Days. The default 'Value' is
180|30|60|180. For an explanation of these terms, refer to
'Inventory Management tab' of "Maintain Sub Categories".
MultipleSaleRestrictionDays By federal law, additional paperwork must be filed with the
ATF when a customer purchases a handgun and then
purchases a second handgun within 5 days of purchasing
the first. Some states may have tighter restrictions. Check
with your local ATF officials for clarification.
This variable, combined with the Mult. Sale. Rest. check
box on the Edit Sub Categories window, will cause a
warning message to display to the sales clerk if a
subsequent handgun sale is made to the same customer
with in the number of days specified here.
'Value' should contain the number of days after which a
warning will not display if the same customer makes a
second handgun purchase.
NextAcct 'Value' should contain the account number that is to be
assigned to the next customer. This number will
automatically be incremented as new customers are
entered.
Note: Customer account numbers should begin with the

number 201 or greater. Account numbers less than 201
are considered store accounts and will not appear in the
customer selection boxes. 'Value' should never contain a
number lower than 201.
NextCorRef 'Value' should contain the reference number that is to be

assigned to the next contact record entered in "Contact
Management". This number will automatically be
incremented as contact records are entered.
NextInvoice 'Value' should contain the reference number that is to be
assigned to the next POS transaction. This number will

automatically be incremented as POS transactions are
posted.
NextISINumber 'Value' should contain the number to be assigned to the
next 'in store item'. The ISI numbers may be assigned
when receiving into inventory serialized items in which the
serial number is unknown.
NextLoyalty 'Value' should contain the number to be assigned to the
next customer account added to the loyalty program. This
number will automatically be incremented.
NextTrnRef 'Value' should contain the number that is to be assigned to
the next inventory transfer (transfer store to store or
transfer out of inventory). This number will automatically
be incremented as inventory transfers occur.
NICatAddTax This variable pertains to you if you have non-inventory
categories pertaining to a principal amount and you'd like
to enter the principal amount into the invoice program and
have the system automatically apply the current tax rate
and change the amount to include this tax calculation. If
you have multiple categories you would like to behave in
this way in POS, enter them in 'Value' and separate the
categories with a pipe (|). This variable is ideal if you have
a tax exempt non-inventory category for 'Rental Initial Pay'
(which requires the amount to be entered including tax) and
you want to be able to enter the principal portion of the
down payment and have the invoice program do the
calculation for you.

NoSaleReason 'Value' should contain a Y if you would like the employee to

be prompted to enter a brief description of the purpose for
doing a no sale (this means that the employee is pressing a
function key to open the cash drawer as opposed to the
cash drawer opening automatically when a sale or payment
is entered). The employee's reason will print on the listing
of 'No Sales'.
'Value' should contain an N if you do not find it necessary
for the employee to enter a reason for doing a no sale.
NumberReceipts 'Value' should contain the number of receipts to default to
print when entering sales, payments, etc. The number of
receipts can be changed on individual transactions.
NumberReceiptsCharge 'Value' should contain the number of receipts to default to
when charging an amount to the customer's account. The
number of receipts can be changed on individual
transactions.
NumberReceiptsTransfer 'Value' should contain the default number of receipts for

transfers. Enter number of receipts for Store to Store
Transfer, Receive Store Transfer, Transfer Out, Transfer
In, in this order and separate each value with a pipe (|),
(i.e. 2|1|2|1).

OAStatementDueDate 'Value' should be set to 1 if you would like the due date to
print at the top and bottom of the statement. 'Value' should
be set to 2 to not print a due date at the top and bottom. An
individual due date will appear next to each invoice item.
OneOffAnalysis 'Value' should be set to 1 if you would like one-offs to be
excluded from the Inventory Analysis Report. This setting
will also force the "Average Inventory" program to exclude
one-offs. 'Value' should be set to 0 if you would like one-
offs to be included in the "Average Inventory" routine and
"Inventory Analysis" report. The default is 0.
PayCatOrder This variable pertains to the touchscreen POS program and
By default, the order of the payment options on the
touchscreen payment screen will default to the order they
were set up (i.e. 900 first, 901 second, 902 third, etc). If
you would like this to remain the order, 'Value' should
remain blank. If you would like the payment options to
appear in a different order, 'Value' should contain the
payment category numbers in the order you would like for
them to appear. Separate the categories with a pipe (|),
(i.e. 902|903|901|902|904|905|906). The first nine
payment categories will have their own buttons on the
touchscreen payment screen. If you have more than nine
payment categories, they will be grouped under a button
named 'Other'.
Refer to "Payment Categories" on the Ledger Maintenance
menu for the category numbers.

PoleTiming This variable pertains to using a pole display at POS and

may be ignored if not applicable to you.
This variable introduces a delay between opening / closing
a com port and writing to a pole display. Increase the
'Value' number if your pole display is becoming offset
during the day. This value is in hundredths of a second (1 =
.01 seconds, 10 = .1 seconds).
PriceEmbeddedBarcode This variable pertains to printing barcode labels and may be

'Value' should be set to Y if you are using price embedded
barcode labels. The two formats that are supported are
2IIIIICPPPPC and 2IIIIIICPPPPC. I represents the Sku, P
represents the price and C represents check digits.
PrintSku 'Value' should contain a Y if you would like to include the
sku/serial number on small sale receipts.
'Value' should contain an N if you would not like to include
the sku/serial number on small sale receipts.
Proposal variables Proposal system variables
ReceiptAddress 'Value' should contain a Y if you would like receipts printed
on a small receipt printer to print the customer address.
'Value' should contain an N if you do not want the customer
address to print on small receipts.
ReceiptBarcode Would you like to print barcodes on large (8½ x 11)
receipts? The barcode contains the invoice number and
speeds the process of pulling up the invoice to do a return if
necessary. 'Value' should be set to Y to print the barcode.
If 'Value' is set to Y, you will need to install the FREE3OF9
barcode font on each computer that will be printing 8½ X 11
receipts. This font can be found in the Font folder on the
AIMsi install cd or can be downloaded from the Member
Portal on the Tri-Tech website.
'Value' should be set to N to not print the barcode on
receipts.
ReceiptEmailAcct When printing receipts do you want the email address to
default to the sold to or billing account? 'Value' should be
set to 1 to default to the sold to account. 'Value' should be
set to 2 to default to the billing account.
ReceiptExtraInfoLg Large receipts have two lines available for extra
information. This variable controls the data that appears
on each line. The values entered should be separated by
pipes (|). The first two positions appear on the first line,
the last two appear on the second line.
For example, if you would like the customer's home phone
on line one and their email address on line two, you would
enter 1|0|4|0.
The possible values are as follows: 1 = Home Phone, 2 =
Work Phone, 3 = Cell Phone, 4 = Email Address.
'Value' should be 0|0|0|0 to not print anything on these two
extra lines.

ReceiptExtraInfoSm Small receipts have four lines available for extra

information. This variable controls the data that appears

on each line. The values entered should be separated by
pipes (|).
For example, if you would like the customer's home phone
on line one and their email address on line two, you would
enter 1|4|0|0.
The possible values are as follows: 1 = Home Phone, 2 =
Work Phone, 3 = Cell Phone, 4 = Email Address.
'Value' should be 0|0|0|0 to not print anything on these four
extra lines.

ReceiptShipping The 'ReceiptShipping' variable is used to determine the

placement of shipping charges on the printed receipt.
'Value' should be blank if you would like the shipping
charges to appear as a line item on the receipt.
If you would like the shipping charges to appear in the total
section of the receipt (i.e. Subtotal $100.00, Tax $6.00,
Shipping $15.00, Total $121.00), 'Value' should contain the
description for the shipping charges that you would like to
print. Next to the description you should add a pipe (|),
followed by the non-inventory category number you have
established for shipping. For example, if you would like the
description that prints on the receipt to read 'Shipping' and
the category for shipping charges is 35, you would type as
the value Shipping|35. If you have multiple categories
established for shipping charges, you would add a pipe
separating each category, i.e. Shipping|35|36. If only one
category listed in 'Value' is sold on an invoice the
description of the category will be used instead of the
description assigned here. If more than one category is
listed in 'Value' and sold on an invoice, the amounts will be
totaled together and the description will be the description
that was entered in this variable.

ReceiveWCost The first position of 'Value' should contain a Y if you would

like weighted cost to automatically be calculated when cost
on inventory is changed, or N if you do not want this to
happen. If 'Value' is set to N the second and third positions
do not matter.
The second position of 'Value' should contain an A to use
the Average Cost when calculating weighted cost or an N to
use the Normal Vendor Cost (primary cost) when
calculating weighted cost. The third position of 'Value'

should contain a Y to include the freight amount when
calculating weighted cost or an N to not include freight. The
values should be separated with a pipe (|) (i.e. Y|A|Y).
RecSt2StTranOrder This variable controls the order of the items in "Receive
Store Transfers", and can be ignored if you have just one
store location.
'Value' should be set to S to list in order scanned (default
value) or A to list in alphabetical order.
ReduceMemoryUsage If 'Value' is set to Y AIMsi will release as many pages of
memory as possible every time a program is exited. The
default 'Value' is N.
RequireLoyaltyCard 'Value' should be set to Y to require that a loyalty card be
scanned in order for a customer to receive loyalty points.
'Value' should be set to N to allow the points to be received
whether a card is scanned or not.
RequireReturnReason 'Value' should be set to Y to require a return reason for a
sale or rental return. 'Value' should be set to N if no reason
is required.
ReStockPrcAmt 'Value' should contain the percentage (in decimal format)
or dollar amount to be automatically calculated as the
restocking fee in "Merchandise Return".
ReturnDays 'Value' should contain the number of days of history to
display in merchandise return for cash sale accounts.
SaleQtyDelay This variable pertains to the touchscreen POS program and
This controls how long you have to enter a quantity in the
touchscreen invoice program before the next button press
will no longer add to the current quantity and instead will
overwrite it. For instance, if 'Value' is set to 1 and you
want to enter a quantity of 12, you have 1 second between
the pressing of the 1 and 2 keys before the system will
interpret that as a 1 and a 2 instead of 12. The default is 1
second.
ShowSalesAfter This variable pertains to the touchscreen POS program and
If this variable has a valid date, a new field will appear on
the touchscreen invoice screen that will show the current
customer's sales total from the date assigned to 'Value'
through today. The date format should be MM/DD/YYYY. If
'Value' is left blank this field will not show.
StnAllowCashAcct This variable pertains to the touchscreen POS program and
'Value' should be set to Y if you would like the POS stations
to be checked out to your store's cash account. 'Value'
should be set to N if you require a customer account to be
selected.

StnBoxHeight This variable pertains to the touchscreen POS program and
This variable controls the height, in pixels, of the boxes on
the screen that appears after a 'station' type button is
clicked in the touchscreen POS program. A good value to
use for this will be something that divides 525 up into fairly
even pieces. Recommended values include 105, 87, 75 or
65.
StnBoxWidth This variable pertains to the touchscreen POS program and
This variable controls the width, in pixels, of the boxes on
the screen that appears after a 'station' type button is
clicked in the touchscreen POS program. A good value to
use for this will be something that divides 900 up into fairly
even pieces. Recommended values include 225, 180, 150,
128 or 112.
StnNotePrompt This variable pertains to the touchscreen POS program and
'Value' should be set to Y if you would like a note box to
pop-up for entering customer information when checking
out a station. 'Value' should be set to N to disable this
feature.
StnRefreshFreq This variable pertains to the touchscreen POS program and
This variable controls how often, in seconds, the
touchscreen POS program refreshes the elapsed time. Set
'Value' to 0 to disable this feature.
TSchedBoxHeight This variable pertains to the T-Scheduler program and can
be ignored if you are not using this portion of AIMsi.
This variable scales the the T-Scheduler box height. 'Value'
should be set to 1 for normal sized boxes, 2 for double
height boxes, 3 for triple height boxes, and so on.
TSchedCusDefault This variable pertains to the T-Scheduler program and can
'Value' should contain the customer default number to be
used when creating a new customer record from the T-
Scheduler program. The available customer defaults can
be found in "Customer Defaults" on the Customer
Maintenance menu.
TSchedEmailTime This variable pertains to the T-Scheduler program and can
This variable controls automatic email confirmation of T-
Scheduler appointments. If the appointment is made for
more than this many minutes after the current time, the
customer will get an email confirmation. For example, if

'Value' is set to 60, an email confirmation will not be sent to
the customer if the appointment is scheduled within 60
minutes of the current time. 'Value' should contain either
the number of minutes to use, a 0 to always send an email
regardless of when the appointment is scheduled or a -1 to
disable this feature.
TSchedHeight This variable pertains to the T-Scheduler program and can
This variable controls the number of boxes that will be
drawn vertically in the T-Scheduler program. By default
with a TSchedHeight of 1, the T-Scheduler will have 20
boxes. If you have a higher resolution monitor, this may
be changed to show more time slots.
TSchedMaxSlots This variable pertains to the T-Scheduler program and can
'Value' should be set to the maximum number of people
that can be scheduled for one time slot. The default is 4
and the maximum is 8.
TSchedRefresh This variable pertains to the T-Scheduler program and can
This variable controls the length of time, in seconds,
between T-Scheduler screen updates. The default is 60.
TSIndustry This variable pertains to the T-Scheduler program and can
This variable will enable / disable a few industry specific
options. 'Value' should be set to G for the golf industry or
left blank for all others.
TSPayDefToZero This variable pertains to the T-Scheduler program and can
'Value' should be set to Y if you would like the touchscreen
payment window to default to 0. 'Value' should be set to N
if you would like it to default to the amount to collect.
TSTabEmployee This variable pertains to the T-Scheduler program and can
'Value' should be set to 1 to retain the original employee
that started the tab. 'Value' should be set to 2 to change
the employee of the tab to the current employee when
modifying the tab.
UsedAnalysis 'Value' should be set to 1 if you would like to exclude used
inventory items from the "Inventory Analysis" report. This
setting will also force the "Average Inventory" program to
exclude used items. 'Value' should be set to 0 if you would
like to include used items in the "Average Inventory"
routine and "Inventory Analysis" report. The default for
this variable is 0.

5.1.1.2 Changing a System Variable Setting
The variables appear in the grid on the left side of the "Application Variables" window. To
make a change to one of the variable settings you may either:
1. Scroll through the grid to search for the variable, clicking in the row to select it once
found.
2. Type all or part of that variable in the Look For field and press Enter or Tab. The row
containing the closest match to the search criteria entered will be highlighted. If this
is not the variable you are looking for, scroll through the grid. Click in the row
containing the variable to select it.
3. Click in the Filter field and select the type of variable you are looking for. Only
variables pertaining to the type selected will appear in the grid. Scroll through the
list and click in the row containing the variable you are wanting to change once
found.
Once selected, the information pertaining to the variable will appear in the applicable
fields. Make the needed change to 'Value' and click the Save button to save the changes.
5.1.1.3 System Variable Data Fields

Configuration Item
The system variable. The Configuration Item may not be changed.
Data Type
The Data Type describes whether the Value requires a number (N) or is alpha/numeric
(C). The Data Type may not be changed.
Value
The Value the system variable is set to. Refer to "System Variables Defined" for more
information.
Description
A definition of the system variable.
5.1.1.4 System variables by module

Topics in this section include:
Approval system variables
Consignment & Purchase system variables
Layaway system variables
Proposal system variables

5.1.1.4.1 Approval system variables
Valid
Variable name values Description
ApprovalReturnDate Positive Determines the default number of days after which an
numeric approval should be returned to the store. This number is
values added to the date in the Date box on the Approval window
to create the default value in the Rtn Date box.
If you do not release inventory on approval or demo, you
can ignore this variable.
Module(s) used in:
Point of Sale > Approvals
Item(s) affected:
Rtn Date box on the Approval window

Additional related variables
Variable name Valid values Description
DeleteAutoReturn 0 - Remain Indicates if items deleted from a recalled suspended
suspended sale, an approval, or a proposal are returned to
1 - Return to inventory or if they remain suspended. Enter 0 so that
inventory the deleted items remain suspended (this is the
default) or enter 1 to return the deleted items to
inventory.
Module(s) used in:
Point of Sale > Sales Invoice
Point of Sale > Approval
Point of Sale > Proposal
Item(s) affected:
Available inventory
InvoiceSkuDrop 0 - do not Determines if the selected SKU will automatically
automatically populate the grid without requiring you to enter a price
drop the SKU and discount. The saves time manually entering
1 - drop the information and only works if the item is found in the
SKU for quick inventory file. Should you need to modify the price or
sales only discount after it has dropped to the grid, you can do so
by selecting the item and clicking Change.
2 - drop the
SKU for quick Module(s) used in:
sales, sales Point of Sale. Specifically for:
invoices,
l Quick Sale
layaways,
l Sales Invoice
delayed
l Layaway
deliveries,
proposals, and l Delayed Delivery
approvals l Proposals
l Approval
Item(s) affected:
The grids on the Sales Invoice window, Layaway
window, Delayed Delivery window, Proposal
window, and Approval window.
OrderNotes Y- Indicate if you want order notes to be automatically
Automatically included on your sales invoice or approval when you
pull any order pull in an order.
notes into the Module(s) used in:
sales invoice
and/or Point of Sale > Sales Invoice
approval Point of Sale > Approval
N - Do not Item(s) affected:
automatically
Notes box on the Sales Invoice window and
pull any order
Approval window.
notes into the

sales invoice
and/or
approval
ReturnLabel Position 1 This four-position variable determines how you want
values: AIMsi to print Barcode Blaster return address labels
0 - Never print for sales invoices, approvals, and repair tickets. Each
position is separated by the pipe (|) character.
1 - Print only if
a shipping l The first position indicates when you want to
address is print return address labels for invoices,

selected approvals, and repair tickets.
l Position 2 determines how many return address
2 - Always
labels you want to print for invoices.
print l Position 3 determines how many return address
Positions 2-4 labels you want to print for approvals.

values: l Position 4 determines how many return address
labels you want to print for repair tickets.

Any positive
numeric value Positions 2-4 will be ignored of position 1 includes a 0.
For example, if this variable is set to 1|1|1|2, and
you selected a shipping address, AIMsi will print 1
barcode blaster return label if you're working with a
sales invoice, 1 if you're working with an approval,
and 2 if you're working with repair tickets.
Module(s) used in:
Point of Sale > Service Ticket
Item(s) affected:
Ship To box on the Sales Invoice window and
Approval window and the Ship box on the New
Service Ticket window.
SerialMarkUsed Y - Mark the This three-position variable determines if a serial
serial number number is marked as used if it is returned through the
as used approval, loaner, or short term rental modules.
N - Do not l Position 1 marks serial numbers used for
mark the serial approval returns.
number as l Position 2 marks serial numbers used for loaner
used returns.
l Position 3 marks serial numbers used for short
term rental returns.
Module(s) used in:
Returns > Approval
Returns > Short Term Rental
Returns > Loaner

Item(s) affected:
Serial numbers for returned approvals, loaners, and
short term rentals.
ShipLabel Position 1 This four-position variable determines how you want
values: AIMsi to print Barcode Blaster shipping address labels
0 - Never print for sales invoices, approvals, and repair tickets. Each
position is separated by the pipe (|) character.
1 - Print only if
a shipping l The first position indicates when you want to
address is print shipping address labels for invoices,

selected approvals, and repair tickets.
l Position 2 determines how many shipping
2 - Always
address labels you want to print for invoices.
print l Position 3 determines how many shipping
Positions 2-4 address labels you want to print for approvals.

values: l Position 4 determines how many shipping
address labels you want to print for repair

Any positive
tickets.
numeric value
Positions 2-4 will be ignored of position 1 includes a 0.
For example, if this variable is set to 1|1|1|2, and
you selected a shipping address, AIMsi will print 1
barcode blaster shipping label if you're working with a
sales invoice, 1 if you're working with an approval,
and 2 if you're working with repair tickets.
Module(s) used in:
Point of Sale > Service Ticket
Item(s) affected:
Ship To box on the Sales Invoice window and
Approval window and the Ship box on the New
Service Ticket window.

5.1.1.4.2 Consignment & Purchase system variables
Valid
Variable name Values Description
ConsignmentAddDetail Y - yes Automatically opens the Item Details
N - no window when you enter batch consignments
or batch purchases. This is a two-position
Y/N variable separated with a pipe character
(|). The first position controls the selection
for batch consignments. The second position
controls the selection for batch purchases.
For example, if you set this variable to N|Y,
the Item Details window only
automatically opens for batch purchases.
Module(s) used in:
Inventory, Consignment & Purchase
Item(s) affected:
Pop Details Window During Add check
box on the Enter Consignment (Batch
Mode) window and the Enter Purchase
(Batch Mode) window.
ConsignmentAnalysis 0 - include If set to 0, AIMsi includes consigned
1 - exclude inventory on the Inventory Analysis
report and your Average Inventory records.
This is the default value.
If set to 1, AIMsi excludes consigned
inventory from the Inventory Analysis
report and your Average Inventory records.
Module(s) used in:
Item(s) affected:
l Inventory Analysis report counts
l Average Inventory record counts
ConsignmentAutoSelectSerial Y - yes If set to Y (yes), AIMsi automatically
N - no assigns a serial number when you receive
consignments or purchases into your
inventory.
Module(s) used in:
Item(s) affected:
Serial# check box on the Enter
Consignment window and the Enter
Purchase window.
ConsignmentBuyerFeeCat Positive Identifies the non-inventory category for

Valid
numeric buyer fees. This category is set up on the
values Non Inventory Categories window. By
default, this value is 170. If you use general
ledger, the Ledger# associated with this
category will reflect any buyer fees.
Module(s) used in:
Consignment & Purchase, General Ledger
Item(s) affected:
Buyer Fees
ConsignmentDefaultExpireDa Positive Determines the default number of days after
ys numeric which a consigned item expires (will be
values returned, donated, disposed of, or remain
on the floor). A 0 value prevents items from
ever expiring.
To determine the default number of days
after which an item is considered expired,
AIMsi looks first at the Consign Exp Days
box on the Add/Change Customer window
- Billing tab. If that is not set up, AIMsi
uses the value set up for this system
variable.
Module(s) used in:
Item(s) affected:
Exp Date box on the Enter Consignment
(Batch Mode) window and the Enter
Purchase (Batch Mode) window.
ConsignmentDefaultMfg Any text Determines the default manufacturer
combination, selected for consignments and purchases.
such as Not This is useful if, for example, you do not
Applicable. want to track manufacturers for your
consignments.
If you want staff to be required to select a
manufacturer, leave this variable blank.
Note: If you enter a manufacturer here it

must match a manufacturer on the
Establish Manufacturers and
Publishers window.
Module(s) used in:

Item(s) affected:
Mfg box on the Enter Consignment

Valid
(Batch Mode) window and the Enter
ConsignmentDefaultPayment CHK - print Determines if the default selection for
checks settlement on the Settle Consignment
CRD - credit (Batch Mode) window is a Check
invoice Category or a Credit Category for any
consignor who doesn't have a category
selected in the Consign Payment box on
the Add/Change Customer window -
Billing tab. Enter CHK to make printed
checks the default selection or enter CRD to
make credit invoices the default selection.
Return categories are set up on the Return
Payment Categories window. If more
than one of a type is set up, AIMsi
automatically selects the first category
found matching the type indicated here (for
customers without an overriding return
payment type). You can select a different
type from the drop down Check Category
or Credit Category box during settlement
if necessary.
Module(s) used in:
Item(s) affected:
Check Category and Credit Category
boxes on the Settle Consignment (Batch
Mode) window.
ConsignmentDefaultReturnCo Any valid Determines the default return code to use
de letter code when consignment items expire. AIMsi is
created on delivered with the following four return
the codes. You can change or add to these as
Consignme necessary.
nt Return
Codes l Dispose
window. l Donate
l Retain
l Return (this is the default code
selected for this variable)
To determine the default return code for
consigned items, AIMsi looks first at the
Consign Rtn Code box on the
Add/Change Customer window - Billing
tab. If that is not set up, AIMsi uses the
value set up for this system variable.
Module(s) used in:

Valid
Item(s) affected:
Return Code box on the Enter
Consignment (Batch Mode) window and
the Enter Purchase (Batch Mode)
window.
ConsignmentDesc Y - yes Determines if the subcategory description
N - no populates the Description when receiving
inventory. Y populates the description with
the subcategory description and N leaves
the description blank, requiring staff
members to manually enter it.
Module(s) used in:
Item(s) affected:
Description column in the Consigned Items
grid on the Enter Consignment (Batch
Mode) window and the Purchased Items
grid on the Enter Purchase (Batch Mode)
window.
ConsignmentPrcAmt Positive This is the amount to pay a consignor for a
numeric sold item. AIMsi assumes any value less
values, than 1 (such as 0.99 or 0.30) is a percent
including and any value that equals 1 or greater is a
decimals dollar amount.
l If you set up this variable as a percent
this percentage of the sale will go to
the consignor and the remainder will
go to the store. For example, if this
variable is set to 0.75, and the item
sells for $30.00, the consignor
receives $22.50 and your store keeps
$7.50. If the item sells for $23.00,
the consignor receives $17.25 and
your store keeps $5.75.
l If you set up this variable as a flat fee
(dollar amount) this will be the
amount that goes to the consignor
regardless of the selling amount. For
example, if this variable is set to
20.00, and the item sells for $30.00,
the consignor receives $20.00 and
your store keeps $10.00. If the item
sells for $23.00, the consignor
receives $20.00 and your store keeps
$3.00.

Valid
To determine the default consignor
percentage or flat rate, AIMsi looks first at
the Consign Percent box on the
Add/Change Customer window - Billing
tab. If that is not set up, AIMsi uses the
value set up for this system variable.
Module(s) used in:
Item(s) affected:
Consignor % and or Fixed Fee on the
Enter Consignment (Batch Mode)
window and the Consign Amt boxes on the
Enter Consignment window.
ConsignmentPrintSelling Y - print If set to Y (yes), AIMsi will print on small
selling price and large consignment receipts the price
N - do not you entered as the selling price (Our Price)
print selling on the Enter Consignment (Batch Mode)
price window or Enter Consignment window.
Module(s) used in:
Item(s) affected:
Small and large receive consignment
receipts.
ConsignmentProcessFeeCats 100-499 - This two-position variable determines how
non- you want AIMsi to calculate processing fees
inventory as you settle with consignors.
category for
the l The first position indicates the non-
processing inventory category to use for
fee consignment settlement processing
fee (100-499).
900-997 - l The second position indicates the
payment payment category to use for the
category for consignment settlement processing
the fee (900-997).
processing
fee Module(s) used in:
Consignment & Purchase
Item(s) affected:
Processing Fee column on the Settle
Consignment (Batch Mode) window.
ConsignmentWebsiteUserIDs Alpha- This two-position variable enables you to
numeric upload your consigned inventory information
values are to the myconsignorlogin website (
supported. http://myconsignorlogin.com/account/login.

Valid
php). Separate multiple stores the pipe (|)
character.
l The first position is your (up to) three-
character store location ID. If your
location ID is fewer than three
characters, type spaces to equal three
characters.
l The second position is the
myconsignorlogin user ID provided to
you by Tri-Tech.
For example, if your location ID is D, and
your myconsignorlogin user ID is 1234,
enter D__1234 (where the __ equals two
spaces). If you have two additional stores
where the location IDs are VT and MON,
enter D__1234|VT_1234|MON1234.
Module(s) used in:
Item(s) affected:
Pop Details Window During Add check
box on the Enter Consignment (Batch
Mode) window and the Enter Purchase
(Batch Mode) window.


Variable
name Valid values Description
AutoPrice 1 - calculate price This six-position variable determines how you
based on margin want AIMsi to automatically calculate prices as
percentage of you receive or enter inventory. Each position is
desired cost separated by the pipe (|) character.
2 - calculate price l The first position indicates how you want
based on percentage price calculated (1, 2, 3, or 4, see Valid
of Retail value values).
3 - calculate price l Positions 2-6 are the percentage of cost
based on margin AIMsi will use to calculate each cost type (in
percentage of this order): Min Price, Price A, Price B, Price
desired weighted C, Our Price. These values must be entered
cost as decimals.
4 - calculate price For example, if this variable is set to
based on percentage 1|.30|.30|.35|.40|.45, AIMsi would calculate
of Our Price value Min Price at 30% of the desired cost, Price A at
30% of the desired cost, Price B at 35% of the
desired cost, Price C at 40% of the desired cost,
and Our Price at 45% of the desired cost. If the
desired cost is $20.00, the calculated prices would
be: $28.57, $28.57, $30.77, $33.33, and $36.36.
If you do not wish to automatically calculate
pricing levels as you receive or enter inventory,
leave this variable blank.
Module(s) used in:
Item(s) affected:
Ourprice, Min Price, Price A, Price B, Price C
boxes on the Enter Consignment window.
IndustryType Shaded values are You must close and reopen AIMsi for your
for future use. selection to take effect.
l Appliance Applies industry-specific defaults throughout
l Bike/Fitness AIMsi. For example, if you enter Consignment as
l Clothing the value for this system variable, four
consignment-specific buttons are added to the
l Consignment
main button bar.
l Convenience
l Electronics Module(s) used in:
l Fabric Currently used in the Consignment & Purchase
l Golf module only.
l Gun/Archery Item(s) affected:
l Hardware
l Hobby Currently adds buttons to the Main button bar for
the following windows:
l Liquor
l Music l Enter Consignment (Batch Mode)
l Other window

Variable
l Resale l Enter Purchase (Batch Mode) window
l Sewing l Settle Consignment (Batch Mode)
l Specialty window
l Vacuum l Refund Deposit/Credit window
NextInvoice Positive numeric

Caution: This variable should only be changed
values
by Tri-Tech staff.
Automatically assigns the next available number

to a sales invoice, consignment invoice, or
purchase invoice.
When AIMsi is initially installed, this is set to 1000.
As you create invoices and enter consignments
and purchases, this number automatically
increases by 1.
Module(s) used in:
l Point of Sale
l Consignment & Purchase
Item(s) affected:
l Ref# box on the Sales Invoice window.
l Ref box on the Enter Consignment
(Batch Mode) window and Enter
NextISINumber Positive numeric Automatically assigns the next available in-store
values item number to a SKU. ISI numbers use this
format: ISI999999999999, but may not use all 12
available numeric positions.
When AIMsi is initially installed, this is set to 1000.
As you use the ISI buttons throughout AIMsi, this
value assigned to this variable automatically
increases.
Module(s) used in:
Item(s) affected:
Serial # box on the following windows.
l Enter Consignment window
l Enter Purchase window
l Enter Consignment (Batch Mode)
window
l Enter Purchase (Batch Mode) window
l Item Details window
ReceiveWCost Y - Yes This three-position variable determines how you
N - No want AIMsi to automatically calculate weighted

Variable
A - use average cost costs. Each position is separated by the pipe (|)
N -use normal character.
vendor cost l The first position indicates if the weighted
cost is automatically calculated if the cost is
changed (Y or N). If you set the first
position to N, the second and third positions
are ignored.
l The second position indicates if the average
cost (A) or the normal vendor cost (N) is
used to calculate weighted cost.
l The third position indicates if freight cost is
included in weighted cost (Y or N).
For example, if this variable is set to the default
value of Y|A|Y, weighted cost is automatically
calculated when the cost changes, is based on the
average cost, and includes freight costs.
Module(s) used in:
Item(s) affected:
Wghtd Cost box on the Enter Consignment
window and the WCost box on the Enter
Purchase window.

5.1.1.4.3 Layaway system variables
Valid
LayawayDownPayBehavior 0 - no This two-position variable determines if a down
warning payment is required before a layaway can be
1- completed and it determines what percentage of the
warning total must be taken as a down payment. Separate
values with the pipe (|) character.
2-
required l The fist position tells AIMsi how to handle
down payments on the layaway. Enter a 0, 1,

or 2, as outlined in Valid values.
l The second position determines what
percentage of the total sale should be

collected as a down payment. Enter this value
as a decimal. For example, to require 20%
down, enter 0.20.
For example, to require a 10% down payment, enter
2|0.1.
Module(s) used in:
Point of Sale > Layaways
Item(s) affected:
Down Payment box on the Layaway window.
LayawayPayDate positive Determines the default number of days after which
numeric a layaway should be paid in full. This number is
values added to the date in the Date box on the
Layaway window to create the default value in the
Paid In Full box on the Layaway window.
Module(s) used in:
Point of Sale > Layaways
Item(s) affected:
Paid In Full box on the Layaway window
LayawaySerial Y - yes Determines if employees are required to select a
N - no serial number on the layaway if a serialized SKU is
added to the layaway. If set to Y, the Select Serial
Numbers window displays when you leave the
Sku# box on the Layaway window. Employees
must select a serial number before completing the
layaway. If set to N, a serial number is assigned to
the item once it is paid in full.
Module(s) used in:
Point of Sale > Layaway
Item(s) affected:
Sku# box on the Layaway window

Variable
2 - drop the
invoices,
l Quick Sale
layaways,
l Sales Invoice
delayed
l Layaway
deliveries,
l Approval
Item(s) affected:
ReStockPrcAmt Positive This is the amount to deduct from a customer's total
numeric return. AIMsi assumes any value less than 1 (such as
values, 0.99 or 0.30) is a percent and any value that equals 1 or
including greater is a dollar amount.
decimals
l If you set up this variable as a percent this
percentage of the return will be kept by the store
and not returned to the customer. For example, if
this variable is set to 0.25, and the return total is
$30, the customer receives $22.50 and your
store keeps $7.50. If the return total is $23, the
customer receives $17.25 and your store keeps
$5.75.
l If you set up this variable as a flat fee (dollar
amount) this will be the amount deducted from
the return regardless of the return total. For
example, if this variable is set to 10.00, and the
item sells for $30, the customer receives $20 and
your store keeps $10. If the item sells for $23,
the customer receives $13 and your store keeps
$10.
Module(s) used in:
Inventory > Returns
Item(s) affected:
Restock Fee box on the Layaway Return window.

5.1.1.4.4 Proposal system variables
Valid
ProposalExpireDate Positive Determines the default number of days after which a
numeric proposal expires. This number is added to the date in the
values Date box on the Proposal window to create the default
value in the Expire Date box.
Module(s) used in:
Point of Sale > Proposals
Item(s) affected:
Expire Date box on the Proposal window
ProposalLinePrice Y - Show Indicate if you want individual item prices to be
the pricing automatically included on your proposal invoices in
of each addition to the total cost of the proposal. If this variable
item on a is set to Y, the Show Line Item Pricing check box on
proposal the Proposal window is automatically selected.
N - Show Module(s) used in:
only the Point of Sale > Proposals
total price
of all items Item(s) affected:
on a Show Line Item Pricing check box on the Proposal
proposal window

Variable
2 - drop the
invoices,
l Quick Sale
layaways,
l Sales Invoice
delayed
l Layaway
deliveries,
l Approval
Item(s) affected:
5.1.2 Locations
From the menu bar, click Maintenance > General Maintenance > Locations or press
Alt N G L on the keyboard.
A location code must be established for each store location using AIMsi. A minimum of one
store location record must be added.
5.1.2.1 Adding a Location

Click the Add button to add a new store location record. The fields on the screen will clear
of information. Type the information pertaining to the new location as specified in 'Location
Data Fields' and upon completion, click the Save button to save the new location record.
5.1.2.2 Changing a Location

When a new location record is saved, the location code and description will appear in the
grid on the left side of the Location window. To make changes to an existing location
record, click the code on the grid and make the necessary changes. Click the Save button
to save the changes.

5.1.2.3 Location Data Fields
Location Code
May be a maximum of 3 alpha-
numeric characters. This is a
required field and must be unique.
Name
Represents the city or other
identifying factor for the store
location.
Quick Sale Cash Acct
Each store location will have a
unique account established for
those quick cash sales that are not
entered under a specific customer's
account. The store accounts should
be pre-established in "Store
Accounts" on the General Maintenance menu. Click in the 'Quick Cash Sale Acct' field and
select the applicable account from the drop down list box. You might have multiple store
accounts set up and you should select the one to use as the default. The store account can
be changed when doing a quick sale.
Stock Order Acct
Each store location will have a unique account established for use in the Purchase Order
module when entering stock orders. The store accounts should be pre-established in "Store
Accounts" on the General Maintenance menu. Click in the Stock Order Acct field and select
the applicable account from the drop down list box. You might have multiple store
accounts set up and you should select the one to use as the default. The store account can
be changed when doing a stock order.
Region
If you are using Regions to define your store locations, click in the Region field and select
from the drop down list the Region that this store location is part of. The regions should be
pre-established in "Regions" on the General Maintenance menu.
Trade-In Tax Code
For trade-ins posted at this store location, should the sales tax be calculated on the total
price of the item being sold or the difference between the price of the item being sold and
the item being traded-in? And, should tax rate 1 or 2 or both be applied (tax rate 2
typically does not pertain to stores in the United States)? Your options are: 1) Tax on
Total; 2) Tax Rate 1 on Difference; 3) Tax Rate 2 on Difference; 4) Tax Rate 1 on
Difference/Tax Rate 2.

Example: A customer is buying an item with a price of $500. The customer is trading in
an item and the value you are giving the customer for it is $100. If the sales tax should be
calculated on the $500, you would select 'Tax on Total' from the drop down list. If the
sales tax should be calculated on the $400, you would select 'Tax Rate 1 on Difference'
from the drop down list.
Default Workstation
If using the Purchase Order module, you should select the workstation number to use as
the default when generating purchase orders at this store location. This is primarily to
decide location name, address, etc.
FFL
If you have a Federal Firearms License (FFL) to purchase, sell, transfer, and/or service
firearms, enter the license number here.
Last Year End
When running the "Year End Close" for General Ledger for this store location, this field will
automatically be updated with the date.
Transfer From
If this location is not an actual physical store location (i.e. you are setting up a van as a
location) and you would want sales posted from this location to deplete inventory from a
physical store location or a warehouse, type the location to automatically deplete the
inventory from here. In effect, the items will be automatically transferred from the
location entered in the 'Transfer From' field and transferred to the location being
established, then sold. This enables you to track sales from the van and not have to go
through the process of manually transferring the items.
Warehouse Location
Is the location being established a warehouse, used to house inventory only? If yes, check
the 'Warehouse Location' box.
Include Store Transfers in Inventory Management
Do you want inventory items that are transferred from store to store to be included in the
inventory management routines? If yes, check this option.
5.1.3 Tax Authorities

From the menu bar, click Maintenance > General Maintenance > Tax Authorities or
press Alt N G T on the keyboard.
A tax authority code must be established for each tax authority that you sell in. Tax rates
may vary from one city to the next and if you have multiple stores a tax authority must be
established for each of the varying rates. It may also be necessary to establish various tax
authorities if you do mail orders and the tax rate varies depending upon where the
customer lives.
5.1.3.1 Adding a Tax Authority

Click the Add button to add a new tax authority record. The fields on the screen will clear of
information. Type the information pertaining to the new authority as specified in "Tax
Authority Data Fields" and upon completion, click the Save button to save the new tax

authority record.
5.1.3.2 Changing a Tax Authority

When a new tax authority record is saved, the authority code and description will appear in
the grid on the left side of the Tax Authority window. To make changes to an existing
authority record, click the code on the grid and make the necessary changes. Click the
Save button to save the changes.
5.1.3.3 Tax Authority Data Fields

Tax Code
May be a maximum of
3 alpha-numeric
characters. This is a
required field and must
be unique.
Tax Authority
Name
Represents the city or
other identifying factor
of the tax authority.
Tax Rate 1
The tax rate, in
decimal form.
Example: If the tax rate is 6%, .06 should be entered as Tax Rate 1.
Tax1 Receipt Desc

The description you would like to be printed on sales receipts next to the sales tax amount
(i.e. Tax).
Surtax Cap
The surtax is applicable to retailers in those states that offer a reduced sales tax on an
amount that surpasses the set cap.
Example: For merchandise priced higher than $1600, the normal sales tax rate is charged
on the amount up to $1600 and the reduced sales tax rate is charged on the amount over
$1600.
The Surtax Cap should represent the maximum amount to charge the normal sales tax
rate.
Surtax Rate
The Surtax Rate should represent the difference between the regular sales tax and lowered
sales tax to charge over the cap amount.

Example: If the normal tax rate is 8% and the reduced tax rate is 6%, the difference is
2% so the rate that would appear here is .02.
Note: The surtax applies to individual line items on a sale and not the entire sale itself.
Tax Rate 2
The secondary tax, in decimal form. The secondary tax is generally not applicable to
retailers in the United States.
Tax2 Receipt Desc
The description you would like to be printed on sales receipts next to the secondary tax
amount.
Charge Tax 2 on Subtotal Plus Tax 1
Typically, the secondary tax would be calculated on the Subtotal. If the secondary tax
should be calculated on the Subtotal + Tax Rate 1, check this box.
5.1.4 Workstations
From the menu bar, click Maintenance > General Maintenance > Work Stations or
press Alt N G W on the keyboard.
There are specific defaults that must be established for each workstation accessing AIMsi.
The "Workstation" menu option is used for this purpose. If you are running the software on
a stand alone computer, you will just have one workstation record. If you have eight
computers on the network, you will have eight workstation records. If you have multiple
store locations that are on line, those remote computers are workstations and each one
will need to have a workstation record.
All of the workstation records may be established from just one computer. It is not
necessary to physically go to each individual computer to set up the workstation record in
AIMsi as it was when setting up the user number variable in the autoexec.bat file. It is
important, however, that the workstation number match the user number variable for each
computer. If you are uncertain as to the user number established for a workstation, on
that computer, click Help and About AIMsi. The user number variable will appear in the
'WrkStn' box.
Example: The computer that has 2 as the user number variable in the autoexec.bat file
should have a workstation record 2 and the information entered should pertain to that
computer.
5.1.4.1 Adding a Workstation

Click the Add button to add a new workstation record. The fields on the screen will clear of
information. Type the information pertaining to the new workstation as specified in
'Workstation Data Fields' and upon completion, click the Save button to save the new
workstation record.

5.1.4.2 Changing a Workstation
When a new workstation record is saved, the workstation number will appear in the grid on
the left side of the Workstation window. To make changes to an existing workstation
record, click the workstation number on the grid and make the necessary changes. Don't
forget to click the Save button to save all changes.
5.1.4.3 Cloning a Workstation

If multiple workstations will be set up the same, you may clone a workstation in order to
prevent you from having to manually set up each one. Once a workstation is set up how
you want it to be and has been saved, make sure it is highlighted in the Workstations list
and click the button.
The 'Clone Workstation' window will

appear, as pictured here.
Type the new workstation number and
description in the appropriate boxes and
click the Save button. You will then see
the new workstation number added to the
list.
5.1.4.4 Workstation Data Fields

"Workstations" consists of the following 8 tabs:
1. Details: General location information of the workstation

2. POS: Information pertaining to POS, including options and devices
3. PO: Information pertaining to purchase orders, including receiving and printing
4. Misc: Miscellaneous options
5. Communications: Information pertaining to email and ftp
6. CC: Information pertaining to processing credit cards
7. Toolbar: Create a custom toolbar
8. Files: Set direct paths to open when a file must be selected in various programs
5.1.4.4.1 Work Station window - Details tab data fields

The Details tab consists of information pertaining to the store location of the workstation.
Workstation#
Refers to the number of the workstation being established or changed. This number must
correlate with the number established in the Environment Variables for that particular
workstation. If you are uncertain as to the Workstation number for a particular computer,
open AIMsi on that computer and click Help and About AIMsi. The Workstation number will
appear in the 'WrkStn' box.
Description
A brief description of the workstation being established, i.e. "Counter 1" or "Accounting" or
"Dave's computer".

Location
Refers to the store location the workstation can be found at. Click in the Location field and
select the applicable location from the drop down list box.
Tax Authority
Refers to the tax authority that applies to the location the workstation can be found. Click
in the Tax Authority field and select the applicable tax authority from the drop down list
box.
Store Name
Refers to the name of the store the workstation is at. The Store Name that appears here
will print in the return address on receipts, statements and letters printed from the
workstation being established.
Address, City, State, Zip and Country
Refers to the address of the store the workstation is at. The Address that appears here will
print in the return address on receipts, statements and letters printed from the workstation
being established.
Note: There are two lines that may be used for the street address.
Note: Zip Code is before City and State in the tab order. Once the zip code has been
entered a search will be performed for the zip code in the Zip Code Table and if the zip
code has been previously entered, the city and state will automatically appear on screen
for you. This saves you keystrokes in typing this information.
Phone1
Refers to the phone number of the store the workstation is at.
Phone2
Refers to a secondary phone number.
5.1.4.4.2 Work Station window - POS tab data fields

The POS tab pertains to sales transactions posted at the workstation and consists of two
tabs. The first tab 'Options' contains numerous options pertaining to posting sales at this
workstation. The second tab 'Devices' contains information pertaining to POS hardware
attached to the workstation (pole display, receipt printer, cash drawer, etc).
Note: If the workstation being established will not be used for entering sales
transactions, it is not necessary to complete the information requested on the Point of
Sale tabs.

5.1.4.4.2.1 Work Station window - POS tab - Options subtab
data fields
Warn if Duplicate Inventory on Invoice

If you would like the sales people to be warned if an item is entered on a sales invoice that
already exists on the invoice, check this option to select it.
Entering duplicate items on an invoice might become a problem if the sales person is
entering a sale that consists of numerous items. The sales person might duplicate an item
in error.
Suppress POS Reminders
AIMsi offers the ability to establish POS Reminder notes on your inventory items (in "New
Sku", "New Catalog", "SA Maintenance" and "Titles Maintenance), triggering the notes to
automatically appear in POS when the items are sold. If you do not want the POS
Reminders to appear on this workstation in POS, click this option to select it.
Do Not Print Touchscreen Receipts
If you are using the Touchscreen POS and do not want receipts to print at POS, check this
option to select it. The printer dialog box will not appear and therefore you will not have
the ability to override this and print a receipt on a particular sale if necessary.
Small Receipt has Pre-Printed Logo
If you will be printing sales and payment receipts/invoices on a small receipt printer that
was loaded with your logo in order for it to automatically print on receipts, check this box.
AIMsi will then know not to print the store return address information on the receipts.
8 1/2 x 11 Receipt has Pre-Printed Logo
If you will be printing sales and payment receipts/invoices on 8 1/2 x 11 receipt paper that
has your store name and address pre-printed on the paper, check this box. AIMsi will then
know not to print the store return address information on the receipts.

Use Retail Price at POS
Each inventory item has a Retail Price and Our Price. By default, the inventory Our Price
will appear as the selling price in POS. If the workstation being established should use
Retail Price at POS, click Use Retail Price at POS.
If this option is selected, in POS the inventory item's Retail Price will then appear as Price
Ea, the difference between Retail Price and Our Price will appear as Discount and Our Price
will be the final selling price.
Advertisement Options
If you would like the advertisement table to be displayed on this workstation when a sale is
entered, click this box in order to select it. If this option is not selected, the advertisement
table will not be displayed on this workstation. Refer to "Add/Change Advertisements" on
the Customer Maintenance menu for more information on the advertisement table.
Only ask Advertisements for New Customers
If you would like the advertisement table to only be displayed when a sales transaction is
posted for a new customer added at POS, check this option to select it.
Create 3-Party Shipping Record in the Invoice Program
This pertains to integration with third party shipping software such as UPS WorldShip.
Refer to the '3PartyShipping' system variable for more information.
Force the Cashier to Select the Employee Getting Credit for a Sale in the
Invoice, Layaway, PO, Rental and Service Ticket Programs
By default, the employee to get credit for a transaction is the employee who posts the
transaction. If you want the employee posting the transaction on this workstation to
require selecting the employee to get credit, check this option in order to select it.
Auto Ship
A shipping charge may be attached to inventory items when received into inventory. The
shipping charge will then be automatically applied to sales of those items. If you wish to
use this feature at this workstation, you must designate the shipping category to expense
the shipping charge to. Click in the Auto Shipping Charge Category box and select the non-
inventory category that applies. If a non-inventory category has not yet been established,
this must be done first. Refer to "Non Inventory Categories" on the Ledger Maintenance
menu for more information.
Gratuity Cat
Gratuity can be used in the Touchscreen POS and, when activated, will print Tip and Total
lines on credit card or charge to balance transactions posted on this workstation. Gratuity
Cat should be left blank if this is not applicable to your business, or not applicable to the
workstation being set up.
If you want Tip and Total lines to print on credit card or charge to balance transactions
posted on this workstation, click in the Gratuity box and select the non-inventory category
established for Gratuity. If a non-inventory category has not yet been established, this
must be done first. Refer to "Non Inventory Categories" on the Ledger Maintenance menu
for more information.
Note: The tip and total lines will only print on small receipts, and not 8 1/2 x 11 receipts.

Home Menu
If you are using the Touchscreen POS at this workstation you must select the menu that
should be used by default when the touchscreen POS is opened. The menus are established
in "Touchscreen Menus" on the General Maintenance menu.
Price Level
Each inventory item has three different pricing levels (in addition to Minimum Price, Retail
Price and Our Price) which are Price A, Price B and Price C. Normally, the price used at POS
is the Our Price or Retail Price. If the workstation being established is to use Price A, B or
C, Minimum Price or Retail Price instead of Our Price at POS, click in the Price Level field
and select the applicable price from the drop down list box.
Example: A situation in which you may want a specific workstation to use one of the
inventory price levels is as follows: You have a store front set up on the internet. Inventory
sold at your e-commerce store is priced differently than inventory sold in your store. You
establish the internet pricing as Price A on applicable inventory. You have one workstation
devoted to invoicing e-commerce sales. This workstation would then be set up to use price
level A in POS.
Note: If the Price Level selected has a higher price than Our Price, in POS the inventory
item's Price Level price will then appear as Price Ea, the difference between Price Level
price and Our Price will appear as Discount and Our Price will be the final selling price.
Our Price will always be the final selling price if the Price Level selected is higher than Our
Price.
Note: If 'Use Retail Price at POS' is checked and a Price Level is selected, the Retail Price
will appear as the Price Ea in POS, the difference between Retail Price and Price Level
price will appear as Discount and Price Level price will be the final selling price (provided
it is lower than Our Price, see note above).
Number of CC Receipts
If you would like more than 1 receipt to print when a credit card is selected as the type of
payment from this workstation, increase the Number of CC Receipts as necessary.
Signature Threshold
The signature line will always print if a credit card is selected as the type of payment from
this workstation, unless you enter an amount here and the total transaction is less than
that amount. In most cases this would be blank, unless your business does not require a
signature if the sale is less than a certain amount.
Threshold Rcpt# Override
This determines the number of receipts to print for credit card transactions under the
signature threshold. Select 0 to use the default assigned to the payment category.
Print Consolidated CC Receipt
If more than one transaction is posted at POS for the same customer (i.e. a sale + a rental
payment) a separate receipt will print for each transaction. If the customer pays by credit
card, AIMsi offers the option to print the transaction receipts as normal; however, print the
credit card receipt with the total just once. This allows the customer to sign just one
receipt as opposed to signing each receipt separately.

Back Date Deposit
If a transaction such as a sale or payment is back dated (date is changed to a date prior to
today) on this workstation, this option will determine how to handle the transaction in the
daily deposit. AIMsi offers 3 options: 1) Do not mark back dated entries as deposited (will
be included in today's deposit); 2) Ask if back dated entry was deposited; 3) Automatically
mark back dated entries as deposited (will not be included in today's deposit). Click in the
box and select the option that works best for you.
Default Tax Authority
If a customer transaction is posted and the tax authority assigned to the customer differs
from the tax authority assigned to the workstation (i.e. customer account was created at
one store location but is purchasing something at a different store location which has a
different tax rate), this option will determine the tax authority to use. AIMsi offers 3
options: 1) Default to Workstation tax authority; 2) Default to Customer tax authority; 3)
Ask if customer and workstation tax authorities differ. Click in the box and select the
option that works best for you. The option selected will be the default; however, the tax
authority can be changed when needed on a transaction.
Default Location
If a customer transaction is posted and the store location assigned to the customer differs
from the store location assigned to the workstation (i.e. customer account was created at
one store location but is purchasing something at a different store location), this option will
determine the store location to post the transaction to. AIMsi offers 3 options: 1) Default
to Workstation location; 2) Default to Customer location; 3) Ask if customer and
workstation locations differ. Click in the box and select the option that works best for you.
The option selected will be the default; however, the location can be changed when needed
on a transaction.
5.1.4.4.2.2 Work Station window - POS tab - Devices subtab

data fields

Pole Display Line 1/Line 2
If you are using a pole display at this workstation, you have the ability to set up 1 or 2 lines
of text to appear on the pole display when not in use. For example, you might say
"Welcome to My Store" in Line 1 and "Check out Daily Deals at www.mystore.com".
Pole Display Comm Port
If you are using a pole display at this workstation select the serial port the pole display was
installed on.
Hold Port Open
Selecting this option will hold the pole display port open while AIMsi is running. This would
typically be checked for workstations running AIMsi inside a terminal services session.
Scale Port
If you are using a scale at this workstation, select the serial port the scale was installed on.
Scale Control Code
The control code the scale requires to send a reading, found in the scale's documentation.
Code Format
The control format the scale requires to send a reading (either Binary or ASCII), found in
the scale's documentation.
Default Touchscreen Printer
If this workstation will be using the Touchscreen POS program, click in the box and select
the default receipt printer to automatically print receipts to.
Additional Printer A/Printer B
When setting up non-inventory sub categories (if applicable to you), you might have
selected to print sales of certain sub categories to Printer A or Printer B. This is where you
assign what those printers are. Click in the Additional Printer A field and select the receipt
printer you want assigned as Printer A. Click in the Additional Printer B field and select the
receipt printer you want assigned as Printer B.
Cash Drawer Information
If the workstation being established is a POS terminal that has a cash drawer, select one of
the following options:
l MMF Attached to Parallel Port: If you are using a cash drawer that is attached to a
parallel port printer such as an inkjet or laser printer, select this option. Upon
clicking this option, the string sent to the MMF cash drawer in order to open it will
appear in the Code box. Do not change this string unless instructed to do so by a Tri-
Tech support technician.
l MMF Attached to Star Rcpt Printer: If you are using a cash drawer programmed for
the Star SP300 series receipt printer, select this option. Upon clicking this option, the
string sent to the cash drawer to open it will appear in the Code box. Do not change
this string unless instructed to do so by a Tri-Tech support technician.
l MMF Attached to Epson Rcpt Printer: If you are using a cash drawer programmed for
the Epson thermal receipt printer, select this option. Upon clicking this option, the
string sent to the cash drawer to open it will appear in the Code box. Do not change
this string unless instructed to do so by a Tri-Tech support technician.
l Other: If you are using a cash drawer other than one described above, select this
option. You must manually type the string that is sent to open the drawer in the Code

box. You may have to refer to the manual of the cash drawer or call the tech support
department of the manufacturer of the cash drawer to get this information.
Port
The path to the drawer or printer the drawer is attached to.
Printer Check
When selected, a check will be performed when AIMsi is opened on this workstation to see
if any printers are available. If no printers are available, a warning will appear. This can
be helpful for Citrix or Terminal Services environments.
5.1.4.4.3 Work Station window - PO tab data fields

The PO tab pertains to purchase orders created, printed and received at this workstation
and consists of two tabs. The first tab 'Receiving PO Options' contains numerous options
pertaining to receiving purchase orders at this workstation. The second tab 'Printing PO
Options' contains information pertaining to printing purchase orders from this workstation.
Note: If you have not implemented the Purchase Order module, or will not be printing or
receiving purchase orders from the workstation being established, it is not necessary to
complete the information requested on the Purchase Order tabs.
5.1.4.4.3.1 Work Station window - PO tab - Receiving PO

Options subtab data fields
Location to use when Receiving

The store location to use when receiving purchase orders pertains to retailers with multiple
store locations. AIMsi offers the 3 options described below. Check the option that best
describes the location to use when inventory on purchase orders is received.
1. Receive at Location Ordered: The inventory items being received on a purchase

order will be received at the location the items were ordered for.

2. Receive at Current Location: The inventory items being received on a purchase
order will be received at the location of the workstation being received on.
3. Receive at Current Location and Transfer to Ordered Location: The inventory items
being received on a purchase order will be received at the location of the workstation
being received on, and automatically transferred to the location the items were
ordered for. A Store to Store Transfer record will automatically be created, and
should be received at the location transferred to.
Quantity to use for Receiving
AIMsi offers the 3 options described below. Check the option that best describes the
quantity to use when inventory on purchase orders is received.
1. Default to 1 when Receiving: The quantity will default to 1 each time a barcode is
scanned in "Receive Purchase Orders". You will want to select this option if you
would prefer to scan the barcode of each item being received and would like the
quantity received to automatically increment by one each time. This applies to
accessories and titles.
2. Ask for Qty when Receiving: You will be prompted to enter the quantity each time a
barcode is scanned in "Receive Purchase Orders". You will want to select this option
if you would prefer to scan the bar code once and then type in the quantity received.
This applies to accessories and titles.
3. Do Not Update Qty: Each time a barcode is scanned in "Receive Purchase Orders",
the item scanned will be highlighted. From that point you can opt to press a function
key to enter the quantity received, assign a problem code, change cost, etc.
PO Worksheet
This pertains to retailers with multiple store locations. When printing the PO Worksheet,
you have two options:
1. Print separate PO for each location: If selected, this option will print PO worksheets
for each store location.
2. Print consolidated PO using current location's PO address: If selected, this option
will print just one PO worksheet with items to order from all locations combined.
Print Barcode Labels as Received
Check this option if you would like barcode labels to automatically print as inventory is
received on purchase orders. A label will print for each item that is received, i.e. if you
receive 12 boxes of the same model of reed, 12 barcode labels will print.
Note: By default, barcode labels will ONLY print for those items not marked as being pre-
barcoded from the manufacturer. If you would like barcode labels to print for all items,
including those that are pre-barcoded, set the ‘BarcodeLabelMfg’ system variable to Y.
Refer to "System Variables Defined" more information on this variable.

5.1.4.4.3.2 Work Station window - PO tab - Printing PO
Options subtab data fields
The 'Printing PO Options' tab consists of information printed on purchase orders from the
workstation being established. This information can easily be changed when printing
individual purchase orders. For this reason, we recommend completing the information
according to what is most common and changing it on an individual basis when necessary.
Shipping Info
Shipping Info consists of your preferred method of shipping. Click in the Shipping Info field
and select the shipping method from the drop down list box. The options that appear in this
list box are established in "Shipping Codes" on the Order Maintenance menu. Refer to
"Shipping Codes" for more information.
The printed purchase order has a field titled 'Ship Via' and this will contain the shipping
method selected. If you normally let the vendor decide how to ship and therefore, do not
wish to select a specific shipping method, leave the Shipping Info field blank.
Contact Name
The name of the person at your store that the vendor should contact with any questions
regarding the order.
The printed purchase order has a field titled 'Buyer' and this will contain the name of the
contact.
Contact Phone
The phone number the person listed as Contact Name may be reached at.
The Contact Phone will print next to the Contact Name on the printed purchase order.
Printing Cost/Retail Information on the Purchase Order
Click Print Cost on PO to print the cost of each item being ordered.
Click Print Retail on PO to print the retail price of each item being ordered.
Click Print Neither on PO to print neither the cost nor the retail price on the purchase order.

Accept Backorders
Check this option if you accept backorders from vendors.
The printed purchase order has a field titled 'Backorder' and this will contain a Yes or No,
depending upon whether or not Accept Backorders is selected.
Billing Information
The store name and address that is to be billed for the order should be entered in the Bill
Name and Address fields. This information will appear in the 'Bill To' section of the printed
purchase order. This information is required, even if you have just one store location.
Shipping Information
The store name and address that the order should be shipped to should be entered in the
Ship Name and Address fields. This information will appear in the 'Ship To' section of the
printed purchase order. This information is required, even if you have just one store
location.
Message
A message that you would like printed on purchase orders.
Example: You would like to be contacted in confirmation that the PO has been received, so
you might add the message "Please call to confirm order".
5.1.4.4.4 Misc tab

The Misc tab contains general workstation settings and options and consists of two tabs,
Misc Page 1 and Misc Page 2.
5.1.4.4.4.1 Work Station window - Misc Tab - Misc Page 1

subtab data fields

Port for Printing Barcodes
If you are using the barcode printing module to print barcodes, enter the port to the
barcode printer this workstation should print to.
Laser Checks
If you are using the Accounts Payable and/or General Ledger modules and are printing
checks to a laser printer, click Laser Checks in order to select it.
Dot Matrix Checks
If you are using the Accounts Payable and/or General Ledger modules and are printing
checks to a dot matrix printer, click Dot Matrix Checks in order to select it.
Note: The checks must either be purchased by Tri-Tech or formatted similarly to the
checks Tri-Tech sells.
Popup Calendar Starting Day

On all date fields in AIMsi you can press the F6 key in order to open a calendar. By default,
the starting day for each week on the calendar is Monday; however, you may change this if
you would prefer to start the week with a different day. 1=Monday, 2=Tuesday,
3=Wednesday, 4=Thursday, 5=Friday, 6=Saturday, 7=Sunday
Table Refresh Rate
The Table Refresh Rate determines how often to refresh all tables in AIMsi on the
workstation you are setting up.
Example: If the Table Refresh Rate is set to 5, on this workstation AIMsi will refresh its
tables every five seconds. This means that the maximum amount of time that this
particular workstation will recognize the activity that occurred on another workstation is
five seconds. So, if an inventory item was received into inventory on a different
workstation, this workstation may not see the item for five seconds. Please note that this
will not cause duplication of account numbers, reference numbers, etc. because the system
variable that holds this data is always updated immediately.
Note: The default is 0 and most likely would not need to be changed on newer operating
systems. However, if you are experiencing issues of data not coming across the network
right away (i.e. a sale is posted on one workstation and doesn't appear on a sales report
on another workstation moments later), we would recommend you set the Table Refresh
Rate to 5.
Application Timer
Application Timer refers to the frequency with which the workstation should check for a
forced exit, system lockout or employee messages. The number entered is in minutes.
Refer to "System Lockout" in Administration for information on scheduling a lockout.
Force App Exit at
If you would like to force AIMsi to close on this workstation every day at a specific time,
enter that time in military format here. This would be beneficial if you have automatic
daily backups scheduled for a certain time every day and you want to be sure no posting
occurs during the time of the backup.
Note: You must set the Application Timer in order for the Force App Exit to work.

Note: If you set a time in the Force App Exit field, after saving you must close AIMsi and
re-open in order to refresh AIMsi for it to work.
TS Tab Refresh
The TS Tab Refresh refers to using tabs (i.e. bar tabs) in the touchscreen POS program,
and this option determines the frequency of refreshing the items on the tab, in seconds.
Auto Reduce Invoice Balance in Merchandise Return
When returning merchandise that was charged on account and the invoice remains
outstanding at the time of the return, you have the option to automatically reduce the
original invoice balance by the amount of the return by checking Auto Reduce Invoice
Balance in Merchandise Return.
This flag may be set or unselected on an individual basis in "Merchandise Return".
Amounts Entered in the Rental Program include Tax
If you are using the Long Term Rent and Sales Contracts module and the amounts that will
be entered on new contracts have tax added, check this option. The tax portion of the
payment will then be broken out of the amount entered. If the amounts that will be entered
on new contracts do not have tax added, make sure this box is not selected. If not
selected, tax will be calculated on the amounts entered on new contracts (when
applicable).
Example: If you are entering the monthly rental payment (excluding maintenance) on the
contract to be $25.00, does this amount include tax? If the answer is Yes and this option is
selected, when $25.00 is entered as the payment amount the tax portion will be
automatically broken out of the $25.00 and entered as the tax portion and the remaining
amount will be the principal. If the answer is No and this option is not selected, when
$25.00 is entered as the payment amount the tax will be calculated on the $25.00 and
automatically entered as the tax portion of the payment. The $25.00 will then appear as
the principal.
Show Contract Date in Rental Program

If you are using the Long Term Rent & Sales Contracts module, and would like the Contract
Date to be a required field for entry when entering a new rental, check this option. If this
option remains unchecked, the contract date will default to today's date; however, it may
be changed when needed.
Employee Messaging/Contact Mgmt Popups on Timer
If you would like AIMsi to search for messages and contact management popups for the
logged in employee on this workstation and display them when found, check this option.
The Application Timer must be set and should represent the frequency (in minutes) that
you would like AIMsi to perform the search.
If this option is not checked, the only times AIMsi will search for and display messages for
employees are when the employee logs into AIMsi or when the employee clocks in or out
using the Time Clock feature.
Disable the Clock In/Out Program on this Workstation
If you do not want this workstation to be used by employees to clock in or out, check this
option. When this option is selected, the "Clock In/Out" program on the
"Employee/Messaging" menu will not be visible.

Note: If you disable the Clock In/Out program on this workstation, after saving you must
close AIMsi and re-open in order to refresh AIMsi for it to work.
Touchscreen Invoice Quick Start

If you are using the Touchscreen POS and would like to open the touchscreen POS program
simply by touching the AIMsi background, check this option. This saves you from having to
use the menu to open the touchscreen POS.
New Posting Logon
If the workstation being established is a POS workstation and you would like the sales
person to be automatically logged out after each POS and Return transaction, click this
option in order to select it. If selected, after each POS transaction and return the sales
person logged in will be automatically logged out. AIMsi will be inaccessible until someone
logs back in.
Skip Messages
If 'New Posting Logon' is checked, and you do not want employee messages to appear each
time the employee logs in to this workstation to post a new transaction, check 'Skip
Messages'. The employee messages will then only appear when the employee opens
AIMsi.
Enable Sound
If you would like to enable sound in AIMsi on this workstation, check this option. A brief
sound will be played when AIMsi is opened and closed, when a sale/payment transaction is
posted and when autopays are run.
256 Color
If AIMsi is being accessed remotely, you might want to check this option in order to lower
the colors so it does not take as long to send across.
Default Word Template Printer
When printing letters, notices, etc. by using the Word Template feature in AIMsi, the
printer assigned here will be the default one used. Click in the box and select the printer to
use as the default from the drop down list.

5.1.4.4.4.2 Work Station window - Misc Tab - Misc Page 2
subtab data fields
Cust History
"Customer History" on the Customer modules menu has an option for each type of
customer transaction that may be viewed. The option you would like "Customer History" to
default to should be selected from the drop down list that appears when clicking in the Cust
History field.
Cust Type
When entering a new customer account in AIMsi, you must select the customer type that
best fits the customer. The customer types are established in "Customer Defaults" on the
Customer Maintenance menu. If you would like new customers being added on this
workstation to default to a particular customer type, click in the Cust Type field and select
the type from the drop down list. The type may be changed when adding new customer
accounts as needed.
Default Bank Acct
If you are using the General Ledger module and more specifically "Bank Reconciliation" on
the General Ledger Modules menu, you may select your bank account that you would like
"Bank Reconciliation" to default to. Click in this field and select the applicable account
from the drop down list. The bank accounts that appear on the drop down list are taken
from system category 1818.
Cust Selection Loc
By default, the 'Pick Customer' list box does not have a way to filter the customers by store
location. If you have multiple store locations and would like the ability to filter by location,
type Y in this field. Next add a pipe (|), and then type ALL if you want the default to list
customers at all locations or LOCAL if you want the default to list customers at the location
of the workstation only.

Example: If this field is set to Y|ALL, the 'Pick Customer' list box will contain a Location
field to filter by, and by default customers from all locations will list.
Hint: The pipe is on the same key as backslash (Shift + Backslash).
Email Prompt Setting

In addition to the system variable 'AddressCheckPrompt', this section of "Workstations"
will determine whether or not the employee is prompted to ask for a customer email
address when transactions are posted in AIMsi.
Note: If the system variable 'AddressCheckPrompt' is set to 0, the employee will never
be prompted to check the customer's email address on file, regardless of the settings
selected here. Refer to 'AddressCheckPrompt' in "System Variables" on the General
Maintenance menu for more information.
Prompt for Email/Do Not Prompt

If you want employees to be prompted to verify the customer's email address, check the
Prompt for Email option. Please note that the system variable 'AddressCheckPrompt' must
be set to a 1 or a 2.
If the 'AddressCheckPrompt' system variable is set to a 1 or a 2, but on this workstation
you do not want employees to be prompted to verify the customer's email address, check
the Do Not Prompt option.
Email Prompt Override
If you have the Prompt for Email option turned on, but you do not want the prompt to occur
when employees are posting rental payments on this workstation, type 1 in the Override
box. If you have Prompt for Email turned on, but you do not want the prompt to occur
when employees are posting open account payments on this workstation, type 2 in the
Override box. If you have Prompt for Email turned on, but you do not want the prompt to
occur when employees are posting either rental payments or open account payments on
this workstation, type 1|2 in the Override box. The pipe (|) separates the two values.
Deposit - Workstations
By default, "Daily Deposit" on the Daily Posting menu will show the total money collected
at all workstations allowing you to make one deposit to the bank. However, you could
choose to run the daily deposit for each workstation separately, or combine multiple
workstations together. The 'Display' and 'Selected' fields allow you to do this.
Display
By default, in "Daily Deposit" all workstations will be displayed, enabling you to view/post
the deposit together or separately by workstation. From the workstation being
established, if you only want certain workstations, but not all, to be available to post the
deposit for, in the Display field type each workstation number separated by a pipe (|), i.e.
1|2|5|7|10.

Selected
By default, in "Daily Deposit" all workstations (or just those specified in 'Display') will be
selected to be included in the deposit. From the workstation being established, if you only
want certain workstations, but not all, to be automatically selected to be included in the
deposit, in the Selected field type each workstation number separated by a pipe (|), i.e.
1|5|7.
Change Due Display

When a sale or payment transaction is posted in AIMsi, the Change Due is visible on the
payment screen until the Post button is clicked, at which point the Change Due appears on
the very bottom left of the AIMsi screen, in fairly small text. On this workstation, if you
would like the Change Due to display in a more prominent place on either the AIMsi
background or in a separate form, and in larger text, you should complete the 'Change Due
Display' section.
Font
Select the font that you want the Change Due to appear in.
Size
Set the font size you want the Change Due to appear in.
Top
This will determine how far to the right you want the Change Due to appear. The number
pertains to pixels.
Left
This will determine how far down you want the Change Due to appear. The number
pertains to pixels.
RGB
Click the Color button and select a color you want the Change Due to appear in. Once a
color is selected, the RGB values will be filled in for you. Or, you can assign your own color
by manually setting the RGB values.
Display on Screen/Display on Form
The Change Due can either appear on the AIMsi background, or on a separate form, or
both. When Display on Form is selected, a separate form will appear with the Change Due
and an Exit button must be clicked to remove the form from the screen.
As an example, these settings

will result in the Change Due appearing on the AIMsi background as pictured here:
If Display on Form is selected, the form that appears would look like this.
Note: When selecting Display on Form, you must close AIMsi and re-open it in order to
activate this setting.
5.1.4.4.5 Work Station window - Communications tab data

fields
The Communications tab pertains to sending emails from AIMsi. The 'Email Capabilities'
add-on must have been purchased in order to send emails from AIMsi.
Email Method
When emailing from AIMsi, the correspondence can be in the form of HTML in the body of
the email message, in the form of a Microsoft Word file attachment or in the form of an
Adobe PDF file attachment. Select the option you prefer from the Email Method drop down
box list.
Note: This primarily pertains to emailing reports and other non-customer related items
as you assign the customer preferred email method on the customer account.
Mail Server
Enter your mail server address here.

If you do not have your own email server or your ISP doesn't provide one, there are many
email services to choose from, such as Yahoo, Gmail, Hotmail and more. Be aware that
there is probably an email limit unless you subscribe to their service, typically for a
nominal fee.
Sender Email
The Sender Email field should contain the email address that you would like to appear as
the 'From' email on outgoing messages.
User Name
Enter the user name established for the email address.
Password
Enter the password established for the email address.
Note: The User Name & Password are required if the mail server requires authentication.
Out Mail Port

If left at 0, the port will automatically default to 25 when an email is sent. Only change this
if your email service provider uses a port other than 25 to send emails.
Email Type
AIMsi provides two options for the Email Type: 1) WestWind which is the default and 2)
CDO which is SSL Enabled. Select the type that applies to sending emails from your email
server.
Enable SSL
This option only appears if CDO (SSL Enabled) is selected as the Email Type. Check this
box if your outgoing email server requires SSL encryption.
Internet Validation Method
Internet validation should only be set if you are using Active-e (B2B or C2B) on this
computer. If you turn it on then you must download and install Microsoft SoapToolkit3.0
either from our site or from Microsoft. Be certain to install as Administrator. AIMsi
provides three options for the Internet Validation Method: 1) Wininet.dll which is the
default; 2) lphlpapi.dll; and 3) No Internet Check.
Temp Folder
The Temp Folder is a place to hold data as AIMsi converts a report to the proper format for
emailing. This can be any folder on your computer, such as c:\Temp or you may create a
new folder for this purpose.
FTP Type
The FTP Type pertains to you if Active-e is being used on this workstation, and may be
ignored if not applicable. AIMsi provides two options for the FTP Type: 1) WestWind which
is the default and 2) FTP 2 which is Secure Enabled. The default should not be changed
unless you run into problems with uploading images.
If FTP 2 (Secure Enabled) is selected as the FTP Type, 3 options appear for FTP
Authentication. These options are Standard, TLS or SSL. Select the option that meets your
requirements.
If the FTP site is behind a NAT router you may have trouble connecting and selecting the
NAT Compatibility option might help.

Email Address to Send Test to
To confirm that your email settings have been set up properly and emails will be
successfully sent from AIMsi, type your email address in this box and click the Test Email
button. This will attempt to send a test email to the address entered. If you receive an
error message that the message could not be sent to the SMTP server or Authentication
failed, either the User Name, Password or Email Type might be incorrect. If you receive a
message that states 'Email Sent', then the settings are correct and the email was
successfully sent.
5.1.4.4.6 Work Station window - CC tab data fields

AIMsi v9.0 interfaces with three credit/debit card processing software: 1) PCCharge; 2)
PPI and 3) Mercury. PPI and Mercury not only provide the software interface but are the
processor as well. PCCharge is software only. If you need to store credit card information
in AIMsi, i.e. for autopays (Rentals and/or Lessons) or 'card on file' customers, or you
process Active-e C2B web payments, the two software/processor options are PPI and
Mercury. You cannot store credit card information in AIMsi with PCCharge.
For assistance with completing the 'CC' tab in "Workstations", refer to "Credit Card
Processing".
5.1.4.4.7 Work Station window - Toolbar tab data fields

AIMsi offers the ability to
create a custom toolbar by
workstation. This allows you to
create shortcuts to the
programs and/or reports that
are most often used on each
workstation. You can decide
the placement of the toolbar
and AIMsi will remember the
placement so each time AIMsi
is opened on the workstation
the toolbar appears in the same
place.
The custom toolbar pictured to the left contains icons that when clicked
will open the All Sales Management report, Clock In/Out program and
the Contact Management program, as established on the 'Toolbar' tab
for this workstation. Hovering your mouse over each icon will show you what the icon
represents (i.e. "All Sales Management") as well as a keyboard shortcut that can be used
to open the report/program (i.e. Alt 1).

For those using a touchscreen, you
have the ability to open a large
custom toolbar by touching the
screen for a certain amount of time
(i.e. 1 second) and letting go. The
time you must press the screen
depends upon the value assigned to
the 'HoldToolBarDelay' system
variable. Refer to "System
Variables Defined" for more information on setting this variable. Continuing with the
example above, the toolbar to the right will open when touching the screen.
Note: When creating or editing a custom toolbar, AIMsi must be closed on the
workstation and re-opened in order for the new/modified toolbar to appear.
Adding a Toolbar Option
To add a new program or report to the custom toolbar, click the small button on the
Toolbar tab. When you are finished, click the small Save button to save your changes.
Program
Click in the Program field and select from the drop down list the program or report you are
adding to the custom toolbar.
Icon Path
Click the Browse button and select the path to the icon that you would like to use on the
button. This is optional. If you do not have an icon, the Icon Path can be left blank and
AIMsi will assign a number to the generic button.
Program Name
This will appear grayed out unless Custom Program was selected in the Program field.
Type the name of the custom program you are adding to the toolbar.
Security
This will appear grayed out unless Custom Program was selected in the Program field.
ToolTip
This will appear grayed out unless Custom Program was selected in the Program field. If
you would like text to appear when the mouse is hovered over this custom toolbar option,
type the applicable text.
Caption
If you are using a touchscreen and therefore will open the enlarged custom toolbar, type
the caption to appear on the buttons. If you are not using a touchscreen, you may leave
the Caption field blank.
Changing a Toolbar Option

To make a change to a program/report already added to the custom toolbar, highlight the
option to change and click the button. Make the needed changes and be sure to
click the small Save button to save your changes.

Deleting a Toolbar Option
To delete a program/report from the custom toolbar, highlight the option to delete and
click the small button.
5.1.4.4.8 Work Station window - Files tab data fields

When in certain programs or reports in AIMsi a Browse or Find button may be clicked in
order for a file to be selected (i.e. Inventory Export/Import). On the Files tab in
Workstations, you may set a specific folder to open when the Browse or Find button is
clicked from certain workstations. If a path is entered, the employee who has AIMsi open
on this workstation can only select a file in that particular folder. If the path is left blank,
the common Windows 'Select File' dialog box will open. For some stores, this poses a
security concern because employees may be able to edit, delete or rename files or
navigate to other areas on your network.
The Program column contains the names of the menu options or reports that have a
Browse or Find button. If you want only a specific folder to open when the button is clicked
on a particular workstation, click the Program to highlight it and then click the
button. Browse to to the folder and select it. Finally, click the button. You will
then notice that the path will appear in the Folder column for that program.
5.1.5 Store Accounts

From the menu bar, click Maintenance > General Maintenance > Store Accounts or
press Alt N G A on the keyboard.
"Store Accounts" is used to establish, for each store location, a store account to be used for
quick sales and stock orders. One store account may be used for both quick sales and stock
orders; however, you may establish one for each if you so wish. For sales, the Store
Account is only referenced when you use the Quick Sale feature of AIMsi. Quick Sales
pertain to small item sales that you do not wish to create a customer account for.
5.1.5.1 Adding a Store Account

Click the Add button to add a new store account record. The fields on the screen will clear
of information. Type the information pertaining to the new account as specified in "Store
Account Data Fields" and upon completion, click the Save button to save the new store
account record.
5.1.5.2 Changing a Store Account

If information pertaining to a store account needs to be changed, scroll through the Store
Account file by clicking the Next, Previous, Top or Bottom buttons. Once the correct
account is on the screen, change the information as needed. The Save button will appear
once a field has been changed. Click the Save button to change all changes.

5.1.5.3 Store Account Data Fields
Name
A word or description that identifies the store account being established (i.e. Store
Account, Quick Sale, Stock Order). When you press Tab or Enter after typing the Name,
the 'Short Name' will automatically appear in the box directly below. The 'Short Name' is
used in account searches, and can be changed if necessary.
Location
The store location the store account is being established for. There must be at least one
store account per location. Click in the Location field and select the applicable location from
the drop down list box.
Tax Auth
The tax authority to be used when the store account being established is used for quick
sales. Click in the Tax Auth field and select the applicable tax authority from the drop down
list box.
Cust Type
The customer default to be referred to when a quick sale is entered. Customer defaults are
established in "Customer Defaults" on the Customer Maintenance menu. You should be
certain to have a customer default established for 'Cash Only' customers (as opposed to
customers that can charge to account). This would most likely be the customer type to
assign to the store account. Click in the Cust Type box and select the applicable customer
default from the drop down list.
Tax Exempt
If you are establishing a store account for your cash only, tax exempt customers, be
certain the Tax Exempt box is selected.
Exemption Code
If you flagged this store account as being tax exempt, be certain to select the type of
exemption. Click in the Exemption Code box and select the exemption type from the drop
down list. The tax exemptions appearing in the drop down list are taken from system
categories 1804-1810. Refer to "System Categories Header" and "System Categories" for
more information.

5.1.6 System Comments
From the menu bar, click Maintenance > General Maintenance > System Comments
or press Alt N G C on the keyboard.
"System Comments" is used to specify the comments to automatically print on receipts, as
well as the verbiage to appear in the body of emails when correspondence is emailed to
customers.
You may add a comment to print on receipts or be included in emails for the following
receipt/correspondence types:
Active-e C2B Access Delayed Delivery Long Term Rental Early Proposal
Email Return Payoff
Active-e C2B Delivery Long Term Rental Refund
Packing Slip Exchange Credit/Deposit
Approval Delivery Ticket Long Term Rental Reservation
Payment
Approval - Hold E-Card Long Term Rental Sales Contract
Payment Return Return
Approval Return Finance Charge Long Term Rental Return Sales Invoice
Committed Order Gift Receipt Long Term Rental Service
Statements
Consignment Instructor Payment Long Term Warranty Short Term Rental
Contract
Consignment Inventory Purchase Loyalty Adjustment Short Term Rental
Payment Return
Consignment Return Layaway Loyalty Redemption Station Receipt
Contact Layaway Payoff Mailing/Letters Store to Store
Management Transfer
Contract Payoff Layaway Return Master Ticket Suspended Sale
Credit Card Lesson Invoice Merchandise Return T-Scheduler
Authorization Confirmation
Credit Card Receipt Lesson Invoice O/A Payment Touchscreen
Autopay Invoice Tab
Credit Check Loaner O/A Statements Uncommitted Order
Approved
Credit Check Denial Loaner Return Packing Slip Warranty Contract
Return
Credit Check Manual Long Term Rental Paid out of Drawer
Delayed Delivery Long Term Rental Print History (Rental)
Autopay

5.1.6.1 Adding/Changing System Comments
To add or make changes to the wording of one of the receipt types listed, select the
'Receipt Type' and make the necessary changes. Click the Save button to save your
changes.
Receipt Header
For Receipts, the wording in this box will appear at the top of the receipt.
If the 'Receipt Header' field appears grayed out, it is not applicable to the selected 'Receipt
Type'.
Email Subject
For correspondence that might be emailed, the wording in this box will appear as the
subject of the email.
If the 'Email Subject' field appears grayed out, it is not applicable to the selected 'Receipt
Type'.
Receipt Note
The wording in this box will automatically appear on all receipts of the selected 'Receipt
Type'.
If the 'Receipt Note' box appears grayed out, it is not applicable to the selected 'Receipt
Type'.
Email HTML Body Notes
If the customer who is being emailed correspondence is set up to receive emails in the
format of 'HTML in Body', the wording in this box will appear at the top of the email, before
the correspondence.
If the 'Email HTML Body Notes' box appears grayed out, it is not applicable to the selected
'Receipt Type'.
Email Word Body Notes
format of 'Microsoft Word as Attachment', the wording in this box will appear in the body of
the email.

If the 'Email Word Body Notes' box appears grayed out, it is not applicable to the selected
'Receipt Type'.
Email PDF Body Notes
format of 'Adobe PDF Attachment', the wording in this box will appear in the body of the
email.
If the 'Email PDF Body Notes' box appears grayed out, it is not applicable to the selected
'Receipt Type'.
5.1.7 Maintain Receipt Printers

From the menu bar, click Maintenance > General Maintenance > Maintain Receipt
Printers or press Alt N G M on the keyboard.
"Maintain Receipt Printers" is used to name the receipt printers that will be used when
printing receipts in AIMsi. You may have multiple receipt printers, i.e. one POS workstation
might use an Epson thermal receipt printer and another POS workstation might use a Star
receipt printer.
Note: "Maintain Receipt Printers" is only used to setup small, 40 column receipt printers.
Do not setup your 8.5 x 11 printers here.
When a receipt is printed in AIMsi, the printer selected to print the receipt on will be
compared to the printers named in the "Maintain Receipt Printers" table. If the printer is
found, AIMsi knows to format the information to be printed on the 40 column receipt. If
the printer is not found, AIMsi will assume you are printing on 8.5 x 11 paper and will
format the information accordingly.
5.1.7.1 Adding a Receipt Printer

Click the Add button to add a new receipt printer. The fields on the screen will clear of
information. Type the information pertaining to the new printer as specified in "Receipt
Printer Data Fields" and upon completion, click the Save button to save the new printer.
5.1.7.2 Changing a Receipt Printer

When a new receipt printer is saved, the description will appear in the grid on the left side
of the "Maintain Receipt Printers" window. By default, only printers set up for the current
workstation will appear in the list. To view all receipt printers, click the 'All Workstations'
option. To make changes to an existing printer, click the description on the grid and make
the necessary changes. Click the Save button to save the changes.

5.1.7.3 Receipt Printer Data Fields
Available Printers (at this terminal)

Clicking in this field will produce a drop down list of all printers installed in Windows on this
computer. If you are establishing a receipt printer for this workstation, select the
applicable printer from the list and click the button. This copies the printer
name to the 'Printer Name' field.
If you are establishing a receipt printer for a different workstation, this field can be
ignored.
Printer Name
The Printer Name must exactly match a valid printer name installed in Windows on the
workstation the receipt printer is being set up for. If you are setting up a receipt printer
for the current workstation, it would have been selected in the 'Available Printers' field and
the Set Printer button would have been clicked. This automatically adds the printer name
here, and it should not be changed.
If you are establishing a receipt printer for a different workstation, type the printer name
here exactly as it appears in the list of printers in Windows on that workstation.
Printer Port
The printer port or share name for the receipt printer. It is important that the port or share
name be set up correctly as AIMsi copies the information to print directly to the port as
named here.
Paper Cut
If you are using the Epson TM-T88II thermal receipt printer, click the button in
order to insert the code for the paper cut feature. If you are using a receipt printer other
than the Epson TM-T88II and the printer has a paper cut feature, manually type the code in
the Paper Cut box. The code can most likely be found in the printer's manual or by calling
the manufacturer.

Logo Code
If you have uploaded a logo to the printer in order to print on receipts, first select the
number slot the image is stored on in the printer. If you are using the Epson TM-T88II
thermal receipt printer, click the button in order to insert the code for the logo
feature. If you are using a receipt printer other than the Epson TM-T88II and the printer
has a logo feature, manually type the code in the Logo Code box. The code can most likely
be found in the printer's manual or by calling the manufacturer.
Other Printer/Epson TM-T88II
If you are setting up a receipt printer other than the Epson TM-T88II, click the Other Printer
option.
Workstation
The Workstation will default to the current workstation. If the printer being set up is going
to be used on a different workstation, type the workstation number here. You can have
multiple printers for each workstation, and one printer for multiple workstations.
5.1.8 Maintain Word Templates

From the menu bar, click Maintenance > General Maintenance > Maintain Word
Templates or press Alt N G P on the keyboard.
"Maintain Word Templates" is used to assign Word document templates to certain functions
within AIMsi. Examples of situations that use the templates are printing rental delinquency
notices, purchase option letters, short term rental letters, proposal letters, recommended
next service letters, and more. When the function is performed (i.e. delinquency notices
are printed/emailed), AIMsi needs to know what template to use in order to insert the
correct information. "Maintain Word Templates" is where this is specified.
AIMsi comes with default templates that must be copied and renamed, as the default
templates may be overwritten in future updates. The new file would then be the one that
you would customize to meet your company's needs. The default templates are found in
the \aimsi\templates folder. Any new templates you create must be saved to this folder as
well.
Example: If you are using the Rent & Sales Contract module and will be sending
delinquency notices, you will open \aimsi\templates\dtNotice1.dot in Microsoft Word,
select Save As on the File menu and give the template a new name, such as DelinqNotice1.
You have the option to save the file as a template (.dot or .dotx) or as a document (.doc or
.docx). Be certain to save the new file in the \aimsi\templates folder. Another option is to
open the \aimsi\templates folder, copy dtNotice1.dot and paste the copy in the same
folder. Then, rename the copy to DelinqNotice1.dot. The DelinqNotice1.dot file is now the
one you would customize and add to "Maintain Word Templates".
You may also add Word documents or templates to the "Maintain Word Templates" listing if
you have general documents that you would like to send to customers in your database
that are not automatically generated. In other words, you specify the letter to send, and
who to send it you. For example, you have a standard template that you use to send to
customers who pay with a check that is returned for insufficient funds.
Note: For a small fee, Tri-Tech will create any template for you according to the wording
you provide. Contact Tri-Tech support for more information.

When creating or modifying templates in Word, refer to the file \aimsi\templates\Tag
Index.doc for the list of fields that can be inserted in order for a mail/merge to occur at the
time of printing or emailing the letters.
5.1.8.1 Adding a Template

Click the Add button to add a new Word template to the "Maintain Word Templates" table.
The fields on the screen will clear of information. Type the information pertaining to the
new template as specified in "Word Template Data Fields" and upon completion, click the
Save button to save the new template.
5.1.8.2 Changing a Template

When a new template is saved to the "Maintain Word Templates" table, the description will
appear in the 'Template Descriptions' grid. To make changes to an existing template, click
the description on the grid and make the necessary changes. Click the Save button to save
the changes.
5.1.8.3 Word Template Data Fields

Template Description
A word or phrase describing the template or document being added.
Email Subject
The wording to appear as the subject of the email, if the template or document will be
emailed to customers.
Template File Name
The file name of the template or document. Click the button to select the file. The
file must reside in the \aimsi\templates folder, so the path to the file is not needed.
Auto Generated Code
Click in the Auto Generated Code box for your list of options. If the letter is to be
automatically generated by AIMsi when performing a certain function (i.e. printing
delinquency notices), select the applicable type to associate the template with. If the letter
is not automatically generated within AIMsi and you must 'tell' the software what letter to
print and whom to print it to (i.e. a template you have established to print when a check is
returned for NSF), select Not Auto Generated from the drop down list.
The list of available auto generated codes include:
Code Generated from Default template
1st, 2nd, "Delinquency Notices" on the Rentals tab of the dtNotice1.dot,
3rd, 4th Report Catalog dtNotice2.dot,
Delinquency dtNotice3.dot,
Notices dtNotice4.dot
Adverse "Credit Check Adverse Action Letters" on the dtAdverseAction.dot
Action Letter Customer tab of the Report Catalog
Approval "Approval" on the Daily Posting or POS menu dtAppr.dot
Doc

Credit Check "Credit Check" on the Customer menu (when the
Denial customer is denied on the credit check)
Document
Customer A custom program generates this letter. dtMemberCard.dot
Card
E Card Doc "E Card" on the Daily Posting or POS menu (when an dtecard.dot
e-card is sold)
Inventory "Print Hang Tags" on the Inventory menu dtInvHangTag.dot
Hang Tag
Layaway "Layaway" on the Daily Posting or POS menu dtlywy.dot
Doc
Layaway "O/A Payment" on the Daily Posting or POS menu dtlywyp.dot
Payoff Doc (posting the final payment that pays off the layaway)
Lesson Doc "Add/Change Student" on the Lesson Billing &
Scheduling menu (when a student is added)
Long Term "Active-e Post C2B Rental" on the XML/EDI Services
Rental C2B menu
Long Term "Enter New Rental" on the Rental (Long Term) or POS
Rental Doc menu
Long Term "Early Payoff" on the Rental (Long Term) menu and dtpayoff.dot
Rental "Rental Payment" on the Rental (Long Term) and POS
Payoff Doc menu (when the final payment is made paying off the
contract)
Long Term "Rental Return (Long Term)" on the Returns menu
Rental
Return
New Service "New Service Ticket" on the Service or POS menu dtrepair.dot
Doc
Not Auto "Mailing/Letters" on the Customer tab of the Report
Generated Catalog
O/A "O/A Delinquency Notices" on the Customer tab of the dtOADelinquency.dot
Delinquency Report Catalog
Notice
Proposal Doc "Proposal" on the Daily Posting or POS menu
Receive "Receive Consignment" on the Add/Change Inventory
Consignment menu
Reservation "Reservation" on the Short Term Rental and POS dtresv.dot
Doc menu
Service An auto generated code of 'Service Ticket doc' will dtrepservice.dot
Ticket Doc tell AIMsi that this is a next service letter and it will
then appear in the 'Letter' drop down in "Service
Letter" on the Service Maintenance menu. You can
have multiple service templates with this code.
Short Term "Short Term Rental" on the Short Term Rental and dtstr.dot

Rental Doc POS menu
Short Term An auto generated code of 'Short Term Rental
Rental Inventory' will tell AIMsi that this is a letter that will
Inventory be assigned to models/skus of inventory that may be
rented on a short term basis. Templates with this
code will appear in the 'Word Document' drop down in
"Inventory Word Templates" on the Short Term
Rental Maintenance menu. The letter will then print
when the sku/model of inventory is entered on a
short term rental.
Trade-In "Sales Invoice" on the Daily Posting or POS menu
Doc (when a trade-in is included on a sale)
5.1.9 HTML Email

From the menu bar, click Maintenance > General Maintenance > HTML Email or
press Alt N G H on the keyboard.
"HTML Email" is used to store the code for various html emails you would like to send to
your customers in AIMsi. HTML emails work great for marketing promotions as you can
use images, color, different fonts and formatting styles. "HTML Email" is not an html editor
so you would want to use a separate application for creating the email, then copy/paste the
source here in order to enable you to send the email to contacts in your AIMsi database.
Once the emails are added to "HTML Email", you may use "Mailing/Letters" on the
Customer tab of the Report Catalog to select the customer and hmtl email to send.
5.1.9.1 Adding an HTML Email

Click the Add button to add a new HTML email to the "HTML Emails" table. The fields on the
screen will clear of information. Type the information pertaining to the new email as
specified in "HMTL Email Data Fields" and upon completion, click the Save button to save
the new email.
5.1.9.2 Changing an HTML Email

When a new email is saved to the "HTML Email" table, the description will appear in the
'Description' grid. To make changes to an existing email, click the description on the grid
and make the necessary changes. Click the Save button to save the changes.
5.1.9.3 HTML Email Data Fields

Subject
A word or phrase describing the html email being added.
Email Source
The large box under 'Subject' will contain the source of the html email. If you have
created the email in an html editor, copy and paste the source here.

5.1.10 Comment Catalog
From the menu bar, click Maintenance > General Maintenance > Comment Catalog
or press Alt N G O on the keyboard.
"Comment Catalog" is used to store an unlimited number of comments or notes that you
could insert onto sale invoices, layaways, service tickets, contact management records,
payments, inventory, etc. On any program in AIMsi that offers a field for comments, you
could press the F6 key in that field in order to select a comment or note from the catalog.
This is a real time saving feature in that if you have common comments or notes for
certain transactions that you would like to appear on the receipt, invoice or ticket, you can
set them up in the catalog and insert when needed.
Note: The difference between the "Comment Catalog" and "System Comments" is that if
a receipt note is added to a receipt type in "System Comments", the comment will
automatically be included on the receipt, and it cannot be changed on individual
transactions. Comments added to the "Comment Catalog" must be manually inserted into
the comments box on sales, payments, etc, and can be changed on individual
transactions. You might have both a system comment and comment from the comment
catalog print on the transaction receipt.
5.1.10.1 Adding a Comment

Click the Add button to add a new comment to the "Comments" table. The fields on the
screen will clear of information. Type the information pertaining to the new comment as
specified in "Comment Data Fields" and upon completion, click the Save button to save the
new comment.
5.1.10.2 Changing a Comment

When a new comment is saved to the "Comments" table, the description will appear in the
'Description' grid. To make changes to an existing comment, click the description on the
grid and make the necessary changes. Click the Save button to save the changes.
5.1.10.3 Comment Data Fields

Desc
A word or phrase describing the comment or note being added.
Comment
Type the comment or note in the large box under 'Desc'.
5.1.11 Regions
From the menu bar, click Maintenance > General Maintenance > Regions or press Alt
N G R on the keyboard.

If you have multiple store locations and define locations according to the region they are
in, you may establish the necessary regions in "Regions". Then, in "Locations" you can
assign each store location to the applicable region. The region is primarily used for
reporting purposes, and is a selection option on many reports in the Report Catalog.
5.1.11.1 Adding a Region

Click the Add button to add a new region to the "Regions" table. Type the region description
in the Desc box and click the Save button.
5.1.11.2 Changing a Region

When a new region is saved to the "Regions" table, the description will appear in the
'Description' grid. To make changes to an existing region, click the description on the grid
and make the necessary changes. Click the Save button to save the changes.
5.1.12 Touchscreen Menus

"Touchscreen Menus" is used to create a personalized touchscreen menu system that
meets the requirements of your business. The touchscreen menus created are used in
"Touchscreen POS" on the Daily Posting menu.
"Touchscreen Menus" consists of a sample POS touchscreen for you to place buttons on
during the setup process. The buttons should be placed on the left side of this screen only.
The right side of the POS screen contains the standard payment information and cannot be
modified. The 'Configure Menus' window should be positioned over the right side of the
screen in order to hide it, and give you full access to the left side.
Note: Please note that you may create the touchscreen menus on a touchscreen terminal
or with keyboard and mouse. The documentation might say 'click' which can also be
interpreted as 'press' if using a touchscreen.

5.1.12.1 Adding a Touchscreen Menu
To create a new touchscreen menu by copying an existing menu and modifying the copy,
click the button. In the 'Copy Menu' box that opens, click in the Source Menu
field and select the menu to copy from the drop down list. Type the name to save the new
menu as in the Destination Menu field and click the Copy button. You should then click the
Change button and select the new menu from those listed. The menu name will appear in
the 'Current Menu' field, representing the menu being modified.
To create a new touchscreen menu from scratch, click the button at the bottom
of the 'Configure Menus' screen. Type the name you would like to give the menu in the
'Current Menu' field.
Note: At any time you can click the Save button to save the menu you are working on. To
continue modifying the menu after it's been saved, click the Change button and select the
menu from those listed. Refer to "Changing a Touchscreen Menu" for more information.
If you have an idea of the approximate number of buttons you will need on the menu, the
quickest way to begin would be to use the 'Generate' tab to create a template that can then
be modified. Refer to "Generate tab" for more information.
To create the menu by adding one button at a time, use the 'Button Options' tab to begin.
5.1.12.2 Changing a Touchscreen Menu
To make modifications to an existing menu, click the button. Select the menu
to change in the 'Select Menu' list box that appears. Once the menu name has been
selected, the touchscreen menu will appear in the 'Sample Touchscreen' area. Be certain
to click the Save button once the modifications have been made to the menu.
5.1.12.3 Button Options tab

The 'Button Options' tab is used to add or modify buttons, setting the color, position and
properties. You can use this tab to change everything about a button and add or delete
buttons.
Note: When assigning fonts to the menu buttons, be sure to use fonts that you know
every computer has. If you create a menu button using a font that doesn't exist on a
computer a very plain looking font will be used instead.
5.1.12.3.1 Adding a Button

There are a couple of ways to add a new button to the selected menu, as specified below.
1. Complete the 'Button Options' tab with the characteristics of the new button, and
click the button.
2. If buttons already exist on the menu selected, click on a button that is similar in
characteristics to the button you are adding. Modify the information as it pertains to
the new button, and click the button.

5.1.12.3.2 Modifying a Button
To modify an existing button on the selected menu, click on the button to select it and
make the changes as needed. Once complete, click the button in order to save
the changes to the button.
5.1.12.3.3 Deleting a Button

To delete a button from the touchscreen menu, click the button to select it and click the
button.
5.1.12.3.4 Button Options tab Data Fields

Type
Represents the type of button. There are 19 button types, described below.
l Credit Info: Displays the invoice and credit invoice totals for the selected customer,
and includes the overall balance.
l Edit Tab: Activates the edit tab function, in order to split a tab or enroll a credit card
on a tab.
l Gift Receipt: Activates a gift receipt to print at the same time the sale receipt is
printed.
l Jump Back: Takes you back a menu.
l Jump Home: Takes you to the home menu.
l Jump to Menu: Takes you to the menu assigned to the button.
l No Sale: Activates the no sale feature by opening the cash drawer. Works as the
same as pressing the F7 key.
l Paid out of Drawer: Activates the "Paid out of Drawer" program in order to record
cash taken out of the cash drawer. Refer to "Paid out of Drawer" for more
information.
l Print Tab: Prints the selected bar/restaurant tab.
l Rain Check: Issues a rain check ticket for paid green fees to be used at a later date.
The rain checks and associated wording are set up in "Rain Checks" on the T-
Scheduler Maintenance menu.
l Recall Sale: Recalls a sale that has been suspended.
l Redeem Points: Redeem loyalty points as a discount on the sale.
l Refresh Tabs: Refreshes outstanding tabs. The tabs are updated automatically on
all terminals but prior to giving a customer a tab total, it can be helpful to refresh it
in order to make certain items that may have been just added on a different terminal
are included in the total.
l Sell E-Card: Sell an electronic gift card.
l Sell NI Cat: Sell a non-inventory category item.
l Sell Sku: Sell an inventory item.
l Station: Activates the station check-in/check-out screen.
l Suspend Sale: Suspends a sale in order to be finalized at a later time. Requires a
Recall Sale button in order to pull in the sale to finalize.
l Tab: Allows you to run a tab for a customer.

The Button Options tab will look a little different based on the type of button you are
adding.
Menu
The 'Menu' box will be visible only if the Button Type selected is 'Jump To Menu'. Select
the menu that should be displayed when the button is pressed.
Category and Sub Category
The 'Category' and 'Sub Cat' box will be visible only if the Button Type selected is 'Sell NI
Cat'. Select the non-inventory category the button should be assigned with. If the
category selected has sub categories associated with it, select the applicable sub-category.
Sku
The 'Sku' box will be visible only if the Button Type selected is 'Sell Sku'. Enter the sku
that should be associated with the button.
Hint: Press the button to search for the Sku and select it.
Qty
The 'Qty' box will be visible only if the Button Type selected is 'Sell NI Cat' or 'Sell Sku'.
Enter a non-zero, positive quantity that the non-inventory category or sku should default to
when sold.
Price Ea
The 'Price Ea' box will be visible only if the Button Type selected is 'Sell NI Cat' or 'Sell
Sku'. If there is a price associated with the selected non-inventory category or sku it will
automatically appear under the price each, next to 'Default Price'. Optionally you can
enter a price each, if the price the item is sold at differs from the default price. If you do
not enter a price each for a sku the system will pull the proper price based on the typical
way AIMsi figures out pricing. Refer to Description tab in "New Sku" for more information.
If the item is a non inventory category that does not have a price attached to it and you do
not enter a price the item will ring up for zero. Typically the only time you would leave the
price at zero for a non inventory item would be when adding a membership check non-
inventory category or a value pack redemption non-inventory button.
Caption
This is the wording that you would like to appear on the button.
Top, Left, Height, Width
The top and left fields represent the button's placement, and represent the number of
pixels the button will be placed from the top and left side of the screen. The height and
width fields control the button's size, and represent the number of pixels tall and wide a
button will be.
Help Text
The help text is the text that appears in a pop up window that opens when a mouse is
hovered over the button.
Security
When a security level is assigned to a button, you then have the ability of securing that
from groups of employees or individual employees based on the secured items: 'The ability
to use a Level 1 Touchscreen Button', 'The ability to use a Level 2 Touchscreen Button',

etc. Refer to "Employee/Security" for more information on setting employee or group
permissions on secured items.
Font Options
The controls in the upper half of the right side of the 'Button Options' tab are used to
control the button's visual look. The font, font size, and the four checkboxes under the font
size box control the font that will be used on the button's caption. The block of controls
under that control the button's font color and background color. To change the color of the
text on the button, click the button. To change the color of the background of the
button, click the button. Alternatively, you may manually set the RGB values by
typing the numbers in the Red, Green Blue boxes.
The 'Paint Buttons' tab can also be used to modify the appearance of a button.
Image
To assign an image to a button, click the button and select the file once found.
Return To
The 'Return To' field will only appear if the button type is something other than 'Jump
Back', 'Jump Home' or 'Jump To Menu'.
By default, when a button is pressed on the touchscreen POS screen, the employee will
remain on the current menu. If a different menu should open when the button being set up
is pressed, select the applicable menu.
Button Placement
There are two ways to control a button's placement. The first is to make sure a button is
set as active by selecting it and then clicking the U, D, L or R buttons. The value in the
middle of that set of controls is the value that the button will be moved in pixels, and
clicking each button will move the button that many pixels in the indicated direction. The
second way to move a button is trickier but faster. If you left click a button to select it you
can then use the arrow keys plus the Shift and Ctrl keys to move a button. The arrow keys
alone move a button 5 pixels, Ctrl + arrows moves the button in larger increments and
Shift + arrows moves the button a pixel at a time. This, however, only works if the button
actually has focus, so if you click anything else after you left click the button the arrows
will work normally and not move the button.
When snap to grid is enabled, the grid you set almost seems magnetic; when you move a
button, the grid points appear to pull on it when it approaches. This is useful for accurate
placement of buttons.
5.1.12.4 Paint Buttons tab

The 'Paint Buttons' tab is used to 'paint' a set of attributes to certain buttons. This can be
used to quickly change the sizing and coloration of a group of buttons. Left clicking a
button will copy it's attributes to the program and set the sample button up. You can then
change any of the coloring and font options. The changes will be reflected in the sample
button so you can see what it will look like. When you are done, simply right click any
button that has already been placed in the 'Sample Touchscreen' area to apply the
changes.

5.1.12.5 Generate tab
The 'Generate' tab can be used to quickly generate a touchscreen menu template that can
then be fine tuned by using the 'Button Options' tab. A menu full of jump home buttons will
be created which can then be modified to fit your needs. The top portion of the 'Generate'
tab screen contains the buttons' coloring and font options. The bottom portion of the
screen is used to establish the buttons' sizing and layout.
5.1.12.5.1 Generate tab Data Fields

Font Options
The controls in the upper half of the right side of the 'Button Options' tab are used to
control the button's visual look. The font, font size, and the four checkboxes under the font
size box control the font that will be used on the button's caption. The block of controls on
the right control the button's font color and background color. To change the color of the
text on the button, click the button. To change the color of the background of the
button, click the button. Alternatively, you may manually set the RGB values by
typing the numbers in the Red, Green Blue boxes.
Number of Buttons
This should be set to the maximum number of buttons that should be created on the menu.
If this number is set too high, any buttons that don't fit will not be created.
Note: Individual buttons can easily be added or removed as necessary. Refer to "Button
Options tab" for information on how to add a single button, or delete a button.
Button Width/Height
The height and width fields control the button's size, and represent the number of pixels
tall and wide a button will be. The default is 75 for the Width and 50 for the Height.
Starting Top/Left Value
The top and left fields represent the button's placement, and represent the number of
pixels the button will be placed from the top and left side of the screen. The default is 10
for both the Starting Top and Left values. Buttons will be created from left to right, top to
bottom until the number of buttons is reached or until there is no more room on the menu.
Space Between Buttons
The Space Between Buttons value is the number of pixels between rows and columns of
buttons. The default is 10.
New Row Starts At
The New Rows Start At lets you indent the starting position of the first column of buttons.
The default is 10.
Click the button to create the menu template according to the specifications
entered.

5.1.13 Maintain report favorites
Use this procedure to identify certain preloaded reports as favorites. This makes them
quick and easy to access from the Report Catalog when you want to generate one.
Steps to complete
Select from the options below to maintain your report favorites.
Adding a new report favorite
1. On the Configure Custom Reports window, click Add. The Choose Report
window displays.
2. Select the group from which you want to add a report as a favorite, or override the
description, in the Type box.
3. Highlight the report and click Select. The Configure Custom Reports window
redisplays.
4. Select Report exists as a favorite or Only override description to indicate if
you want to create the report as a favorite on the Report Favorites window or if
you want to only override the description for the report on the Report Catalog
window.
5. If you chose Report exists as a favorite in step 4, optionally enter a new Name,
Group, and/or Description for the report to display on the Report Favorites
window. Otherwise, enter only a new description for the report.
6. Click Save.
Editing a report favorite
1. On the Configure Custom Reports window, highlight the report you want to edit.
2. Select Report exists as a favorite or b to change the selected report to list as a
favorite or as an override only, if desired.
3. If you chose Report exists as a favorite in step 2, optionally enter a new Name,
Group, and/or Description for the report to display on the Report Favorites
window. Otherwise, enter only a new description for the report.
4. Click Save.
Deleting a report favorite
1. On the Configure Custom Reports window, highlight the report you want to
delete.
2. Click Delete.
3. Click Yes on the message that displays confirming the deletion.
5.1.13.1 Windows

5.1.13.1.1 Configure Custom Reports window
Purpose
Use this window to identify certain preloaded reports as favorites or to override the
description that displays for a report on the Report Catalog window. Adding reports as
favorites makes them quick and easy to access from the Report Catalog when you want to
generate one.
This window does not create custom reports where you are able to add or remove various
fields and data sets from a report. To create basic custom reports, you can use the Report
Wizard tool bundled with AIMsi. To create fully customizable reports, contact Tri-Tech
Technical Support for assistance. In most cases, we can create a custom report for you for
a nominal charge.

Complete one of the following to access this window.
l On the Maintenance menu, point to General Maintenance and click Maintain

Report Favorites.
l Use keyboard shortcut Alt, N, G, F.
Diagram
The following diagram illustrates the Configure Custom Reports window.
Item descriptions
Fields and boxes

Item Description
Look for Name Enter a specific report name. The grid automatically moves to reports
matching the value as you type.
Favorite Reports grid
Name Displays the names of any reports you've identified as favorites.
Group Displays the group to which you have assigned the report.
Index Displays the AIMsi index number of the report. Tri-Tech support uses
this number to identify reports in the event that you have given the
report a custom name.
Index Displays the AIMsi index number of the selected report.
Options for adding report as a favorite
l Report Indicate if you want to add the selected report to the Report
exists as a Favorites window or if you want to only update the report description
favorite that displays on the Report Catalog window for the report.
l Only
Choosing to override the description only updates the description that
override
displays for a report in the gray box toward the bottom of the Report
description
Catalog window.
Name enter a name for the report in this box, if desired. This box only applies
to reports you are adding as favorites.
Group If you selected to add this report as a favorite, enter a group for the
report in this box, if desired. This report only applies to reports you are
adding as favorites.
Description Enter a description for the report. This box apply to reports added as
favorites and reports where you only override the description.
If you are overriding the report description, this only affects the text in
the gray box at the bottom of the Report Catalog window when you
select the report.
Buttons
Item Description
Save Saves the changes you've made to the report.
Cancel Cancels any changes you've made to a report.
Delete Removes the selected report from the Report Favorites window or resets the
report description on the Report Catalog window, depending on how it was set
up.
Add Opens the Choose Report window where you can select a report to add as a
favorite or override its description.
Exit Closes the window.

5.1.13.1.2 Choose Report window
Purpose
Use this window to select reports to add to the Report Favorites window or reports for
which you'd like to update the description that displays for it on the Report Catalog
window.

On the Configure Custom Reports window, click Add.
Diagram
The following diagram illustrates the Choose Report window.
Item descriptions
Fields and boxes
Item Description
Options for displaying reports
l Custom Indicate if you want to display only those reports still available to select to
Reports add as a favorite or as a description override or to display all reports,
l All regardless of their availability.
Reports
Type Select the report grouping (same as the tabs on the Report Catalog
window) where the report is assigned.
Report Displays the reports that are part of the Type report group you selected.
Once a report has been selected and added to the Configure Custom
Reports window, it does not list in this box unless you select the All
Reports option above.
Buttons

Item Description
Select Adds the highlighted report to the Configure Custom Reports window where
you can add it as a favorite or override the report description.
Cancel Returns to the previous window.
5.2 Customer Maintenance

The Customer Maintenance menu options pertain to the setup of the Customer and Contact
Management portion of AIMsi, and includes setting up and maintaining customer defaults,
actions, shipping addresses, mail codes and more.
When you are ready to begin entering customers into AIMsi, you will want to first setup at
least one customer defaults as it is required.
5.2.1 Ship to Addresses

From the menu bar, click Maintenance > Customer Maintenance > Ship To
Addresses or press Alt N C S on the keyboard.
"Ship to Addresses" is used to maintain customer shipping addresses. When setting up a
customer record, the main address on the account is considered the customer billing
address which may differ from the shipping address, for customers you ship or deliver to.
Note: The shipping address will default to the billing address on sales and orders. It is not
necessary to establish a 'ship to address' that is the same as the billing address.
5.2.1.1 Adding a Ship to Address

Upon opening "Ship to Addresses",
the 'Pick Customer' list box will
appear. Select the customer
account you would like to add a
shipping address to or modify an
existing address on. The selected
customer account number and
name will then appear on the List
tab. If the incorrect account was
selected, click the

button and select the correct
account. Click the Add button to add
a new shipping address. The Details
tab then opens. Type the
information pertaining to the new
shipping address, referring to
"Add/Change Customer" for assistance. Click the Save button to save the new address
record.

5.2.1.2 Changing a Ship to Address
Upon opening "Ship to Addresses", the 'Pick Customer' list box will appear. Select the
customer account you would like to add a shipping address to or modify an existing
address on. The selected customer account number and name will then appear on the List
tab. If the incorrect account was selected, click the button and select the
correct account. When a new shipping address is saved, the information will appear in the
grid on the List tab. To make changes to an existing shipping address record, click in the
line on the grid containing the address in order to select it and then click the Details tab.
Make the necessary changes and click the Save button to save the changes.
5.2.2 Customer Defaults

From the menu bar, click Maintenance > Customer Maintenance > Customer
Defaults or press Alt N C C on the keyboard.
"Customer Defaults" is used to maintain specific defaults by type of customer. When a new
customer account is established, the type of account the customer belongs to is selected
and the information pertaining to the type of account is automatically inserted in the
applicable fields on the customer record. Most of the information may be changed
individually by customer.
Customer reports can be sorted on customer default. Examples of customer defaults might
include: Cash Only, Charge, Teacher, School.
5.2.2.1 Adding a Default - customer default

Click the Add button to add a new customer default record. The fields on the screen will
clear of information. Type the information pertaining to the new customer default as
specified in "Customer Default Data Fields" and upon completion, click the Save button to
save the new customer default record.
5.2.2.2 Changing a Default

When a new customer default is saved, the code and description will appear in the grid on
the left side of the "Customer Default" window. To make changes to an existing customer
default, click in the row on the grid that contains the applicable code and make the
necessary changes. Don't forget to click the Save button in order to save all changes.

5.2.2.3 Customer Default Data Fields
Code
A user-defined numeral with a maximum length of two digits.
Description
A word or phrase that describes the type of customer being established.
Bill Type
Refers to how you would like to show outstanding invoices on statements, for charge
customers. The following Bill Type options are available:
l Balance Forward: Statements will show all outstanding invoices from the current
period listed individually with a balance forward for any outstanding invoices from a
prior period.
l Open Item: Statements will show all outstanding invoices listed individually,
regardless of the invoice date.
l Open Item PO Required: Sales to customers with this billing type are required a
purchase order number from the customer. This means that at POS, the sales person
will be unable to complete a sale with the PO field blank. Statements will show all
outstanding invoices listed individually, regardless of the invoice date.
l Min Payment % of Balance: Statements will show as being due either a flat rate
minimum payment or a minimum payment which is calculated as a percentage of the
remaining balance. If selecting this option, the Minimum Payment box must be
checked and either the dollar amount or the percentage to calculate as minimum
payment due must be entered. Refer to the Minimum Payments field for more
information.
Bill Cycle
The Billing Cycle refers to when you do your billing (mail your statements). Some retailers
might mail statements to certain customers during the first part of the month and the
remaining statements the second part of the month. The following Billing Cycle options are
available:

l Cycle A: Statements get mailed the first ten (10) days of the month. This option
should also be selected if statements are all printed at the same time.
l Cycle B: Statements get mailed the second ten (10) days of the month.
l Cycle C: Statements get mailed the third ten (10) days of the month.
Note: Bill Type & Bill Cycle are required even if you are setting up a default for 'Cash
Only' customers. If invoices are never charged to a customer, the Bill Type & Bill Cycle
will not be referred to; however, there may be an occasional exception where a cash only
customer is allowed to charge. In that case you want to be certain that customer gets a
statement.
Stop at Last when Entering New Customers

The customer record has a separate field for Last name which, for individuals, is the
customer's last name followed by the first initial of the first name. This field is used to
make customer searches by last name more efficient.
If this field is not selected, when adding new customers the Last Name field will
automatically be updated after typing the full customer name with the last name of the
customer followed by the first initial of the first name. The Last name field may be changed
individually by customer as necessary. You would not want to select this option if you are
establishing a customer type for individual customers.
If 'Stop at Last when Entering New Customers' is selected, you must manually type what
you want to appear as the Last name. You would want to select this option if you are
establishing a customer type for businesses or institutions (such as schools and churches).
Charge Customer
If the customer is allowed to charge on account, click the Charge Customer box in order to
select it.
Print Invoices with Statements
If you would like all outstanding invoices to automatically print when statements are
printed for this type of customer, click in the Print Invoices with Statements box. This is
beneficial for school and church accounts as they usually like to see the merchandise
purchased on the invoices that remain unpaid.
Balance on Invoices and Tickets
If you would like the outstanding customer balance to print on invoices and service tickets
for this type of customer, you must select click the 'Balance on Invoices and Tickets' box in
order to select it.
Balance to Show
If the 'Balance on Invoices and Tickets' option was selected, you must choose which
account's balance to appear on the invoices/service tickets when the Bill To and Sold To
accounts differ. The options are the Sold To customer's balance or the Bill To customer's
balance.
Minimum Payment Percentage
If 'Min Payment % of Balance' was checked as the 'Bill Type' option to use, and you would
like the minimum payment due to be calculated as a percentage of the balance, enter the
percentage in decimal format.

Minimum Dollar Amount
If 'Min Payment % of Balance' was checked as the 'Bill Type' option to use, and you would
like the minimum payment due to be a set amount each month (i.e. $25), enter the
amount. If the outstanding balance is less than the minimum payment amount, the
balance will appear as being due on statements.
Note: The 'Minimum Payment Percentage' and 'Minimum Dollar Amount' fields will only
be visible if 'Min Payment % of Balance' was checked as the 'Bill Type' option to use.
Loyalty Rate
If you have a loyalty program, and this type of customer will be part of the loyalty
program, enter the percentage to be used in the calculation of loyalty points (sold dollars x
%).
Loyalty Dollar Rate
The percentage to be used in the calculation of loyalty dollars (loyalty points x %).
Terms
The term refers to the number of days the customer has before outstanding invoices must
be paid. If the customer is charged interest on unpaid invoices, the number entered here is
the number of days of 'free' interest. For example, if you sell net 30, 30 should be entered
as the terms.
APR
If the customer is allowed to charge on account and is to be charged interest on
outstanding balances, enter the annual percentage rate in decimal form.
Credit Limit
If the customer has a limit as to what can be charged on account, enter that limit here. If a
sale goes over the credit limit, the sales person will be warned and a password must be
entered to override it.
Acc Disc
If the customer is to receive a discount on every purchase of an accessory item, enter that
discount in decimal form here. The calculated discount can be changed in POS when
necessary.
Serial Disc
If the customer is to receive a discount on every purchase of a serialized item, enter that
discount in decimal form here. The calculated discount can be changed in POS when
necessary.
Titles Disc
If the customer is to receive a discount on every purchase of a title, enter that discount in
decimal form here. The calculated discount can be changed in POS when necessary.
Non-Inv Disc
If the customer is to receive a discount on every purchase of a non-inventory item, enter
that discount in decimal form here. The calculated discount can be changed in POS when
necessary.

STR Disc
If the customer is to receive a discount on every short term rental, enter that discount in
decimal form here. The calculated discount can be changed on the short term rental when
necessary.
Price Level
Each inventory item has three different pricing levels (in addition to Minimum Price, Retail
Price and Our Price) which are Price A, Price B and Price C. If the type of customer being
established is to use one of the price levels, click in the Price Level field and select the
applicable price from the drop down list box.
Example: A situation in which you may want a specific customer type to use one of the
inventory price levels is as follows. Your teacher customers are charged a price that
differs from the price you charge your other customers. You may establish on your
inventory items Price B to represent the price charged to your teacher customers. You
should then have a separate customer type set up for your teachers and Price B should be
selected as the Price Level.
Tax Exempt
If the customer is not to be charged sales tax, click Tax Exempt in order to select it.
Exemption Type
If the tax exempt box is checked, select the applicable type of exemption. Separating your
tax exempt customers by type of exemption enables you to run reports showing the
breakdown of sales for each type of exemption. The exemption types are established in
system categories 1804 – 1810. Refer to "System Categories Defined" under "System
Categories" in Ledger Maintenance for more information.
Auto Charge
If sales to customers with the customer type being established are to default to open
account charges in POS, click the Auto Charge box in order to select it. If the Auto Charge
box is selected and a customer decides to pay an invoice in full at the time of the sale, this
feature may easily be overridden in POS.
Force the cashier to select the employee getting credit for the sale in the
sales invoice program
For sales to this type of customer, if you want the employee entering the sale at POS to be
required to select the employee to get credit for the sale, check this option.
Receipt Notes tab

You have the ability to establish, by customer type, comments to print on the bottom of
sales receipts. The comments can be changed as often as you wish. This is a good way to
thank the customer for their business, remind the customer of your merchandise return
policy, notify the customer of an upcoming sale or event, remind them of your website
address, etc.
Message to Print on the bottom of Charge Receipts
The comments that are typed here will appear on sales receipts of the selected customer
type when the sale or a partial amount of the sale is charged on account. You might want to
mention the terms or penalties involved if the invoice is not paid on time.

Message to Print on the bottom of Cash Receipts
The comments that are typed here will appear on sales receipts of the selected customer
type when the sale is not charged on account (i.e. paid by cash, credit card, gift
certificate).
5.2.3 Add/Change Zip Codes

From the menu bar, click Maintenance > Customer Maintenance > Add/Change Zip
Codes or press Alt N C Z on the keyboard.
"Add/Change Zip Codes" is used to maintain the zip codes table. When entering addresses
throughout AIMsi, the zip code is prior to city and state in the tab order. Each time a new
zip code is entered, the zip code and associated city and state will be saved to the zip code
table. The next time the zip code is entered, the city and state will automatically be
brought forward for you. This saves you keystrokes and therefore time when entering
addresses. If an incorrect city and/or state is saved with the zip code, the zip code table
must be changed to reflect the correct city and state.
5.2.3.1 Adding a Zip Code

Click the Add button to add a new zip code record. The fields on the screen will clear of
information. Type the information pertaining to the new zip code as specified in "Zip Code
Data Fields" and upon completion, click the Save button to save the new zip code record.
Note: It is not necessary to add zip codes directly through "Add/Change Zip Codes". Each
time a new zip code is entered on an address the zip code table is automatically updated
with the zip code, city and state.
5.2.3.2 Changing a Zip Code

When a new zip code record is saved, the zip code and city will appear in the grid on the
left side of the "Add/Change Zip Codes" window. To make changes to an existing zip code,
click in the row on the grid that contains the applicable code. If you do not wish to scroll
through the grid to find the zip code you wish to change, type the zip code in the Look For
box and press Enter or Tab. If the zip code is found, the row containing the zip code will be
highlighted. Make all necessary changes and click the Save button when ready to save all
changes.
5.2.3.3 Zip Code Data Fields

Zip Code
The zip code being added or changed.
City
The city associated with the zip code. If more than one city shares the same zip code, the
city associated with the zip code should be the most common city.
State
The state associated with the zip code.

Country
The country associated with the zip code.
Tax Codes
Up to 5 tax authority codes may be established by zip code. When this zip code is then
entered on a customer address record, the tax authority will automatically fill in according
to what is found here. If multiple tax authorities are assigned to the zip code, the
employee adding the customer address record must select the applicable tax authority
code from the list that will pop up. Separate each tax authority with a pipe (|).
5.2.4 Add/Change Action Groups

From the menu bar, click Maintenance > Customer Maintenance > Add/Change
Action Groups or press Alt N C G on the keyboard.
Action Groups are used in the Contact Management portion of AIMsi. You may establish
different customer or prospect groups to be used when sorting contact records and the
associated actions or follow-ups. Each time an action record is established, the applicable
action group must be selected.
Examples of action groups and actions are below:
Action groups Actions
Lesson Billing Exception
Waiting List
O/A Billing Exception
Collections
Rental Billing Exception
Collections
Monitor Monthly
Returning Item
Sales Follow-Up
Request for Quote
Service Hold for Estimate Approval
Hold for Part
Off-Site Repair
Each time a contact record is added, an action is assigned to the record so you can quickly
determine what the contact pertains to. Assigning actions also allows for quick sorting and
filtering of contact records.
Refer to "Contact Management" for more information on this feature of AIMsi.

5.2.4.1 Adding an Action Group
Click the Add button to add a new action group. Type the Description of the action group
and click the Save button to save the new action group record.
5.2.4.2 Changing an Action Group

When a new action group is saved, the description will appear in the grid on the left side of
the "Add/Change Action Groups" window. To make changes to an existing action group,
click in the row on the grid that contains the applicable description. If you do not wish to
scroll through the grid to find the action group you wish to change, type the group
description in the Look For box and press Enter or Tab. If the group is found, the row
containing the group will be highlighted. Make the necessary change and click the Save
button to save the changes.
5.2.5 Add/Change Actions

Actions or press Alt N C A on the keyboard.
Actions are used in the Contact Management portion of AIMsi. You may establish actions
for the various action groups set up in "Add/Change Action Groups". Refer to "Add/Change
Action Groups" for more information on action groups/actions.
5.2.5.1 Adding an Action

Click the Add button to add a new action. The fields on the screen will clear of information.
Type the information pertaining to the new action as specified in "Actions Data Fields" and
upon completion, click the Save button to save the new action record.
5.2.5.2 Changing an Action

When a new action is saved, the description will appear in the grid on the left side of the
Actions window. To make changes to an existing action, click in the row on the grid that
contains the applicable description. If you do not wish to scroll through the grid to find the
action you wish to change, type the action description in the Look For box and press Enter
or Tab. If the action is found, the row containing the action will be highlighted. Make all
necessary changes and click the Save button when ready to save all changes.
5.2.5.3 Actions Data Fields

Description
The description of the action being established, i.e. Follow-Up Call.
Closed
If the description denotes an action that has been resolved or closed, click the Closed box
in order to select it. The action will then not be available for selection when adding a new
contact record. An example of when this might be used is if you set up an Action described
as 'Call About the Anniversary Sale'. This Action would be closed once the sale is over.

It is important that you close actions as opposed to deleting them if the action has been
assigned to contact records.
Group
Click in the Group box and select the action group this particular action applies to.
5.2.6 Mail Codes

From the menu bar, click Maintenance > Customer Maintenance > Mail Codes or
press Alt N C M on the keyboard.
"Mail Codes" may be assigned to customers in order to group customers together for
mailings. Mail codes are optional as there are a number of other selection options available
when printing mailing labels.
5.2.6.1 Adding a Mail Code

Click the Add button to add a new mail code. Type the description of the mail code in the
Customer Mailing Code box. Click the Save button to save the code.
5.2.6.2 Changing a Mail Code

When a new mail code is saved, the description will appear in the grid on the left side of
the "Add/Change Customer Mailing Codes" window. To change the description of an
existing mail code, click in the row on the grid that contains the applicable description. If
you do not wish to scroll through the grid to find the mail code you wish to change, type the
description in the Look For box and press Enter or Tab. If the mail code is found, the row
containing the code will be highlighted. Make the necessary change and click the Save
button when ready to save.
5.2.7 Term Descriptions

From the menu bar, click Maintenance > Customer Maintenance > Term
Descriptions or press Alt N C T on the keyboard.
"Term Descriptions" may be established in order to print in the Terms section on applicable
sales invoices. Term Descriptions are optional.
Example: If invoices that must be paid in full within 30 days are offered a 1% discount if
paid within 10 days, you may want 1% 10-net 30 to print on the invoices. If a term
description is added with terms 30, any time an invoice is printed with terms 30 the
description that is added here will print in the Terms box on the invoice.
5.2.7.1 Adding a Term Description

Click the Add button to add a new term description. Type the Terms the term description
applies to, and type the Description to print on sales invoices. Click the Save button to
save the term description.

5.2.7.2 Changing a Term Description
When a new term description is saved, the term and description will appear in the grid on
the left side of the "Add/Change Term Descriptions" window. To change the description of
an existing term, click in the row on the grid that contains the applicable description. If you
do not wish to scroll through the grid to find the term description you wish to change, type
the term in the Look For box and press Enter or Tab. If the term is found, the row
containing the term and description will be highlighted. Make the necessary change and
click the Save button when ready to save.
5.2.8 Add/Change Advertisements

Advertisements or press Alt N C D on the keyboard.
You have the ability to set up an advertisement table that

would appear on the screen upon completing a sale. This
advertisement table would prompt the sales person to ask
the customer how that customer heard about your store, or
what brought that customer in to shop that day. The
advertisement table might consist of the following
selections: Yellow Pages, Friend/Family, Newspaper Ad,
Direct Mailing, etc. You may opt to include specific
advertisements such as 'Ad placed in TH 10/6/11'. You then
have the ability to print a report showing you the sales by
advertisement selection in order to better track your
advertising dollars.
The advertisement table is optional and is set up to appear
by workstation. Refer to "POS tab" under "Workstations" for
more information on flagging the workstation to display the
advertisement table.
A sample advertisement table as it would be displayed for the sales person upon the
completion of a sale is pictured to the right.
The sales person may select from the table or add a new advertisement option as
applicable.
System Variables: The heading that you would like to appear on the
Advertisement Table (i.e. “How did you hear about us?”) should be assigned to
the ‘AdvertiseHeading’ system variable.
Report: "Sales by Advertisement" on the Customer tab of the Report Catalog.
5.2.8.1 Adding an Advertisement Option

Click the Add button to add a new advertisement option. The fields on the screen will clear
of information. Type the information pertaining to the new form of advertisement as
specified in 'Advertisement Options Data Fields' and upon completion, click the Save button
to save the new advertisement record.

5.2.8.2 Changing an Advertisement Option
When a new advertisement option is saved, the description will appear in the grid on the
left side of the Advertisement window. To make changes to an existing advertisement,
click in the row on the grid that contains the applicable description. If you do not wish to
scroll through the grid to find the advertisement you wish to change, type the description in
the Look For box and press Enter or Tab. If the description is found, the row containing the
advertisement will be highlighted. Make all necessary changes and click the Save button
when ready to save all changes.
5.2.8.3 Advertisement Options Data Fields
Advertisement
The description of the form of advertisement being established, i.e. Friend/Family.
Certain Locations Only
If this advertisement option is applicable to certain store locations only, type those location
codes in this field, separated by a pipe (|). The advertisement will not appear in the
advertisement list at the other store locations.
Leave this field blank if the advertisement option applies to all stores.
Active
If the form of advertisement is active and should therefore appear in the advertisement
table upon the completion of a sale, be certain to click the Active box in order to select it.
If the form of advertisement is inactive and should therefore not appear in the
advertisement table, be certain the Active box is not selected. It will be necessary to
inactivate a form of advertisement if the advertisement is specific to a particular ad or
mailing that would no longer be valid.

5.2.9 Add/Change Return Reasons
Return Reasons or press Alt N C R on the keyboard.
You have the ability to set up

a 'reason for return' table that
would appear on the screen
upon completing a
merchandise or rental return.
This table would prompt the
sales person to ask the
customer why they are
returning the item(s). You
then have the ability to print a
report showing you the
returns by reason.
A sample reason for return
table as it would be displayed
for the sales person upon the
completion of a merchandise or rental return is pictured here.
The sales person may select from the table or add a new return reason option as
applicable.
System Variables: The reason for return table is optional. If you would like the
table to appear when completing a merchandise or rental return, the system
variable 'RequireReturnReason' must be set to Y.
Report: "Return by Reasons" on the Customer tab of the Report Catalog.
5.2.9.1 Adding a Return Reason

Click the Add button to add a new reason for return option. The fields on the screen will
clear of information. Type the information pertaining to the new return reason as specified
in 'Return Reason Data Fields' and upon completion, click the Save button to save the new
record.
5.2.9.2 Changing a Return Reason

When a new reason for return option is saved, the description will appear in the grid on the
left side of the Return Reasons window. To make changes to an existing option, click in the
row on the grid that contains the applicable description. If you do not wish to scroll
through the grid to find the return reason you wish to change, type the description in the
Look For box and press Enter or Tab. If the description is found, the row containing the
return reason will be highlighted. Make all necessary changes and click the Save button
when ready to save all changes.

5.2.9.3 Return Reason Data Fields
Reason
The description of the return reason being established.
Type
If the return reason applies to Sales and should appear when doing a Merchandise Return,
select Sales from the drop down list. If the return reason applies to Rentals and should
appear when doing a Rental (Long Term) Return, select Rental from the drop down list. If
the reason is applicable to both, you must set it up twice, once for each type.
5.3 Inventory Maintenance

The Inventory Maintenance menu options pertain to the setup of the Inventory portion of
AIMsi, and includes setting up and maintaining inventory categories and sub categories,
manufacturers and publishers, depreciation schedules, volume pricing and much more.
When you are ready to begin using AIMsi Inventory, you will want to first setup your
categories, sub categories and manufacturers and/or publishers as they are required when
entering inventory.
5.3.1 Maintain Inventory Categories

From the menu bar, click Maintenance > Inventory Maintenance > Maintain
Inventory Categories or press Alt N I M on the keyboard.
"Maintain Inventory Categories" should be used to add, modify or delete your inventory
categories. Inventory categories are used to classify the various types of inventory you
stock. Classifying your inventory aids when displaying and reporting. Inventory categories
are required to be established before inventory is entered.

Note: "Establish Inventory Categories" on the Admin menu should be used to first
establish your categories and sub categories, prior to entering inventory. Once the
categories have been established and if it is necessary to modify them, use "Maintain
Inventory Categories" to do so. It is not recommended that you change a category
description or remove a category once inventory has been entered into AIMsi and
assigned to the category.
The inventory category table also holds accounting information that is referred to any time
a transaction is made involving an inventory category, for example, when receiving,
selling and returning inventory. Tri-Tech highly recommends establishing the proper
accounting information even if you are not using the accounting portion of AIMsi.
5.3.1.1 Adding a Category

Click the Add button to add a new category record. The fields on the screen will clear of
information. Type the information pertaining to the new category as specified in 'Data
Fields for Inventory Categories' and upon completion, click the Save button to save the
new category record.
5.3.1.2 Changing a Category

When a new category is saved, the category number and description will appear in the grid
on the left side of the Inventory Categories window. To make changes to an existing
category, click in the row on the grid that contains the applicable category and make the
necessary changes. Click the Save button to save the category changes.
5.3.1.3 Data Fields for Inventory Categories
Category#
A user-defined numeral with a maximum length of two digits numbered between 1 and 99.
Description
A word or phrase describing the category being established.

Type
Click in the Type box and select Serialized/Accessories if the category being established
pertains to inventory found in the SA file. Click in the Type box and select Titles if the
category being established pertains to inventory found in the Titles file.
Tax Code
The tax code determines whether or not the category being established is taxable or non-
taxable. Click the down arrow to the right of the box for your options. These options are
l Tax Exempt: Select tax code Tax Exempt if the category is non-taxable.
l Tax Rate 1: If the category is taxable and the tax rate 1 established in Tax
Authorities should be used when calculating the sales tax on sales of this category,
select Tax Rate 1. Refer to 'Tax Authorities' under General Maintenance for more
information.
l Tax Rate 2: If the category is taxable, your business is located outside of the United
States where a two tier tax structure is in place and the tax rate 2 established in the
Tax Authorities should be used when calculating the sales tax on sales of this
category, select Tax Rate 2. Refer to 'Tax Authorities' under General Maintenance for
more information.
l Tax Rate 1 & 2: If the category is taxable, your business is located outside of the
United States where a two tier tax structure is in place and both tax rates 1 and 2
established in the Tax Authorities should be used when calculating the sales tax on
sales of this category, select Tax Rate 1 & 2. Refer to 'Tax Authorities' under General
Maintenance for more information.
Cost %
Enter as the Cost Percentage the approximate percent of retail that should be used when
calculating cost of sales of inventory with this category, in decimal format. The Cost
Percentage will only be used when sales are made of merchandise not found in your
inventory file. At POS, the sales person must select the category of inventory for those
sku, serial numbers and catalog numbers not found in the inventory file. The category table
will be referenced to determine the percentage to apply against the selling price to
determine the estimated cost for accounting and sales reporting purposes.
Note: If the merchandise being sold is found in your inventory file, the actual cost will be
used for accounting and sales reporting purposes. The Cost Percentage will not be
referred to.
Example: If the margin on a type of inventory is typically about 35%, the Cost Percentage
would be .65.
Ledger# to Credit for Inventory
Enter the ledger number to credit for this inventory category. This would generally be an
asset account. The default will be 120-(inventory category). The description of the ledger
account will appear under the phrase 'Ledger# to Credit for Inventory'. If the ledger
number is not found in the chart of accounts, 'Ledger Not Found' will appear.
Hint: Press F6 in order to select the ledger number from your chart of accounts or
to add the ledger number to your chart of accounts.

Ledger# to Credit for Income
Enter the ledger number to credit for this inventory or non-inventory category. This would
generally be an income account. The default will be 411-(inventory category). The
description of the ledger account will appear under the phrase 'Ledger# to Credit for
Income'. If the ledger number is not found in the chart of accounts, 'Ledger Not Found' will
appear.
Ledger# to Debit for Cost of Goods

Enter the ledger number to debit for this inventory category. This would generally be an
income account. The default will be 412-(inventory category). The description of the ledger
account will appear under the phrase 'Ledger# to Debit for Cost of Goods'. If the ledger
number is not found in the chart of accounts, 'Ledger Not Found' will appear.
Allow Discounts
Click the Allow Discounts box if the category is discountable. If a sales person attempts to
discount a non-discountable category, a warning will appear and the discount cannot be
given.
Price Includes Tax
Check the Price Includes Tax box if the price entered in POS for sales of this category
includes tax, and the tax should therefore be broken out of the price.
Receipt Description
By default, the description that will print on receipts when inventory is sold is the
description of the inventory item if found in AIMsi, or the description of the category for
those items sold that are not found in AIMsi. If you would like a more detailed description
to print on receipts for certain categories, you may specify the fields to include in the
Receipt Description box. If the category is for a serialized or accessory inventory item,
you may include the following fields: Manufacturer, Model, Description, Color, Size,
Category Description and Sub Category Description. If the category is for a music
inventory item, you may include the following fields: Publisher, Title, Composer,
Arranger, Artist, Voicing, Level, Category Description and Sub Category Description.
Example: For a certain category you would like for Manufacturer, Model, Description,
Color and Size to print on the receipt when a sale is made of an item with this category.
You would type 1|2|3|4|5 in the Receipt Description box for this category.
Hint: The pipe character | that is used to separate the numbers is on the same
key with the backslash \.
Min Age
If the product in this category requires a minimum age for purchase, enter the age in this
box. Entering a value in this box will trigger an age verification check when an item in this
category is sold.

5.3.2 Maintain Sub Categories
From the menu bar, click Maintenance > Inventory Maintenance > Maintain Sub
Categories or press Alt N I S on the keyboard.
Sub Categories are used to further define your inventory for displaying and reporting
purposes. Each inventory category must have at least one sub category and may have up
to 99.
Note: "Establish Inventory Categories" on the Admin menu should be used to first
establish your categories and sub categories, prior to entering inventory. Once the
categories and sub categories have been established and if it is necessary to modify
them, use "Maintain Inventory Categories" and "Maintain Sub Categories" to do so. It is
not recommended that you change a sub category description or remove a sub category
once inventory has been entered into AIMsi and assigned to the sub category.
5.3.2.1 Adding a Sub Category

Click the Add button to add a new sub category record. The fields on the screen will clear of
information. Type the information pertaining to the new sub category as specified in 'Sub
Category Data Fields' and upon completion, click the Save button to save the new sub
category record.
5.3.2.2 Changing a Sub Category

When a new sub category is saved, the category number, sub category number and
description will appear in the grid on the left side of the Sub Categories window. To make
changes to an existing sub category, click in the row on the grid that contains the
applicable sub category and make the necessary changes. Don't forget to click the Save
5.3.2.3 Setup tab

Category
The category you are assigning a sub category to. If a category was selected as the
Category Filter, the Category number cannot be changed. If All Categories was selected as
the Category Filter, click the down arrow next to the Category box and select the category
you are adding a sub category to.
Sub Category
A user-defined numeral with a maximum length of two digits.
Description
A word or phrase describing the sub category being established.
Barcode
Select the barcode label template that you would like used when barcode labels are printed
for inventory with this sub category. The barcode templates are set up in "Setup Barcode
Blaster Defaults" on the Inventory Maintenance menu.
Note: The Barcode field is only applicable if you print barcode labels from AIMsi. If you
do not print barcode labels from AIMsi, leave the Barcode field blank.
Hang tag
If a template has been established for an inventory hang tag, and you would like that
template to be associated with the sub category being established, select the applicable
hang tag description from the drop down list. Hang tags are set up as MS Word document
templates, and assigned in "Maintain Word Templates" on the General Maintenance menu.
Refer to "Maintain Word Templates" for more information on hang tags.
Active-e Cat
This option applies only if you are using the B2B and/or e-Commerce portions of Active-e.
Refer to the Active-e documentation for more information.
Add. Printer
This option allows for an additional printer to print a receipt when an item under this sub
category is sold. AIMsi offers the ability to establish two additional printers, Printer A and
Printer B. Refer to "Devices" on the POS tab of "Work Stations" on the General
Maintenance menu for more information on the additional printer setup.
Example: When a customer purchases a bicycle, you might want the receipt to not only
print at the sales counter but a duplicate receipt to print at the service desk in order for the
tech to assemble the bicycle for customer pick-up.
Loyalty Exempt
If checked, when creating a new sku with this sub category the item will automatically be
marked as being exempt from your customer loyalty program. This is a default option,
which you may override in "New Sku".
Healthcare
marked as being a healthcare item. At the checkout process, any healthcare items will
total separately allowing the sales clerk to see what can be paid with an HSA card. This is
a default option, which you may override in "New Sku".

Allow Fractional Qty's
If checked, when selling an item with this sub category the quantity sold can be entered in
decimal format to accommodate fractional quantities. This may be necessary when selling
items such as wire, cable and fabric.
Food Stamp
marked as being a food stamp item. At the checkout process, any food stamp items will
total separately allowing the sales clerk to see what can be paid with a food stamp card.
This is a default option, which you may override in "New Sku".
Gunbook
If checked, when creating a new sku with this sub category the item will be automatically
included in the A&D gun book reports. This selection only applies to those retailers who
purchase,sell or transfer firearms.
Mult. Sale Rest.
If checked, when creating a new sku with this sub category the item will be automatically
flagged for multiple sale restrictions within a specified number of days. By federal law,
additional paperwork must be filed to the ATF when a customer purchases more than one
handgun within 5 days. If this check box is selected, and the system variable
MultipleSaleRestrictionDays is set up (to 5), staff members will be alerted with a pop-
up message if a customer tries to purchase a handgun within 5 days of another handgun
purchase. If the system variable is set to 4, you will receive the message for purchases
within 4 days. This selection only applies to those retailers who sell or transfer firearms.
Category Description Override
What is entered here will determine the description to print on receipts when an item with
this inventory sub category is sold. The receipt description should have been established
for the category. If you would like a different receipt description to print for a particular
sub category, select the applicable fields to print. For example, for category 1 you set the
Receipt Description to print Manufacturer, Model and Description but you would like
category 1, sub category 3 to print Manufacturer, Model, Description and Color, then it
would be necessary to enter the fields 1|2|3|4 as the Category Description Override for
category 1, sub category 3. For the other sub categories under category 1, Category
Description Override would be blank.

5.3.2.4 Matrix tab
The Matrix tab applies to sub categories of inventory that
have color and/or size options. AIMsi requires each color
and/or size option to have a separate sku in inventory. The
Matrix tab enables you to create a table of suffixes that can
automatically be added on to the sku when new skus are
added to inventory with this sub category.
Example: You are creating a sub category for apparel, t-
shirts. T-shirts can come in sizes XS, S, M, L, XL, XXL and
the possibility of colors are black, teal, navy blue, royal
blue, purple, yellow, white and pink. You might want B, T,
NB, RB, PU, Y, W and P to be added on the end of the sku
when new skus of t-shirts are added to inventory. You might
also want XS, S, M, L, XL and XXL to be automatically added
to the end of the sku to represent the sizes. Let's say you
add a new sku to inventory which is NK123 and you choose
to automatically create new skus for each of the color/size
options based on the sub category. The new sku for a
medium royal blue shirt would be NK123RBM.
To add a new sku suffix to the Color matrix, type the color and suffix in the empty white
boxes under the Color table and press the Enter key when complete. You will then see that
information added to the table. To delete a color from the Color table, highlight the row
you wish to delete and click the Delete button.
To add a new sku suffix to the Size matrix, type the size and suffix in the empty white
boxes under the Size table and press the Enter key when complete. You will then see that
information added to the table. To delete a size from the Size table, highlight the row you
wish to delete and click the Delete button.
5.3.2.5 Inventory Management tab

The information on the Inv Mgt tab is used when AIMsi calculates inventory reorder
quantities which is part of the Inventory Management routines. Refer to "Inventory
Management" for more information.
The values that automatically appear in the boxes on this tab are taken from the
'MinMaxTermDefault' system variable. Refer to "System Variables" for more information.
Make any needed changes for the sub category being established, and click the Save button
to save your changes.

Days of History to go back for Min/Max Analysis
Determines the number of days the system will go back for
analyzing sales history during the calculation of the minimum
and maximum order quantities. To analyze about six months
worth of sales, put 180 here. If it is a sub category for a big
ticket item that typically doesn't sell frequently, you might
want to analyze sales within a larger period of time.
Days of Stock for Min
Determines the number of days worth of stock to use in the
calculation of the minimum order quantity. If you typically
order inventory with this sub category monthly, you might
put 30 here. If it is weekly, you might put 7.
Days of Stock for Max
Determines the number of days worth of stock to use in the
calculation of the maximum order quantity. If you typically
order inventory with this sub category monthly, you might put 60 here. If it is weekly, you
might put 14.
Status Interval in Days
Determines the number of days to use in the calculation of the status levels. For more
information on status levels, refer to "Status Levels" in Inventory Management.
5.3.2.6 Add-On tab

The Add-On tab of "Maintain Sub Categories" is used to create a table of add-on sales or
sales reminders to pop-up in the sales invoice program, when skus or titles with this
particular sub category are sold. This offers an excellent guide for sales people, as it will
remind them of those small 'add-on' items that will increase the total sale amount.
Example: When an acoustic guitar is sold, you would like the sales person to recommend a
bag to the customer. You have three styles of bags - a higher priced, medium priced and
lower priced. You can add each of the skus for the bags to the add-on table for the sub
category Acoustic Guitar. This acts as a reminder to the sales person to up-sell a bag, and
the bag the customer chooses can be quickly added to the sale.
The POS Reminder box is also a great place to add special instructions or other information
that the sales person should relay to the customer regarding the item.
Note: The POS Reminder comments and table may also be established or modified by
sku/title in "New Sku", "New Catalog", "SA Maintenance" and "Titles Maintenance".

To add or change information on the add-on
table, click the button. The "POS
Reminder Setup" box will open, as pictured
below. When you have completed making
changes to the add-on table, don't forget to
click the Save button to save your changes,
and remove it from your screen.
Adding Notes
Type any reminder notes for sales people in
the Reminder Notes box.
Adding Skus
Enter Skus in the Sku box, or press the F6
button to display inventory in order to select
the applicable skus. Click the Add button to
drop the sku to the Sku table below.
Note: It is best to add the "suggestive sales" skus or non-inventory categories to the
table as opposed to the "Reminder Notes" box because if they are in the table, the sales
person can quickly select the appropriate sku or category if the customer decides to
purchase an additional item. This cannot be done from the notes box.
Adding Non-Inventory Items

If you are adding a non-inventory item to the add-on table, leave the Sku blank and select
the applicable category in the Category box and type the amount in the Cat Price box. Click
the Add button to drop the item to the Sku table below.
Deleting Skus
To delete a sku from the Sku table, highlight the sku and click the Delete button.
5.3.2.7 Weighted Cost tab

The Weighted Cost tab of Maintain Sub Categories enables you to set up a percentage to
automatically add on to the weighted cost for all items with this particular sub category.
System Variable: The 'ReceiveWCost' system variable must be set up with a Y

to automatically calculate weighted cost in order for the additional amount
specified here to be added on.
Type the percentage, in decimal form, to add on to the weighted cost. To automatically
add this amount to your inventory with this sub category, click the Recalculate button. For
new inventory added to AIMsi with this sub category, this percentage will automatically be
added on to the Weighted Cost when the Cost is entered.

Example: You would like to add 5% of the inventory cost to the weighted cost to account
for overhead for use when factoring sales commissions. You would then type .05 to the
Percentage box in order for 5% of the cost to be added on to the Weighted Cost amount
automatically.
Note: The weighted cost is used for informational and reporting purposes only and does
not affect accounting.
5.3.3 Selection Codes

From the menu bar, click Maintenance > Inventory Maintenance > Selection Codes
or press Alt N I L on the keyboard.
Inventory may be further defined by assigning selection codes to individual inventory
items. Selection Codes are not required and are used for informational and reporting
purposes only.
5.3.3.1 Adding a Selection Code

Click the Add button to add a new inventory selection code record. The fields on the screen
will clear of information. Type the information pertaining to the new selection code as
specified in 'Selection Code Data Fields' and upon completion, click the Save button to save
the new selection code record.
5.3.3.2 Changing a Selection Code

When a new selection code is saved, the selection code and description will appear in the
grid on the left side of the Selection Codes window. To make changes to an existing
selection code, click in the row on the grid that contains the applicable code and make the
necessary changes.
5.3.3.3 Selection Code Data Fields

Selection Code
A user-defined alpha/numeric code with a maximum length of two characters.
Description
A word or phrase describing the selection code being established.
5.3.4 Depreciation Schedules

From the menu bar, click Maintenance > Inventory Maintenance > Depreciation
Schedules or press Alt N I R on the keyboard.
Depreciation Schedules should be used to establish the methods for depreciating your
inventory that are required by your accountant. For each inventory item that should be
depreciated you will assign the appropriate schedule. The method of depreciation may
either be 1) Book, in which case General Ledger will be affected when the depreciation
calculation is run or 2) Tax, in which case the amount depreciated will appear in report
format only and will not affect General Ledger.

5.3.4.1 Adding a Depreciation Schedule
Click the Add Item button to add a new depreciation schedule. The first available row will
open on the Depreciation Schedules table. Type a brief description of the schedule in the
Depreciation Name box. Select the applicable Depreciation Type from the drop down list.
Click Save to save the depreciation schedule name. It will then be necessary to designate
the schedule on the Schedule Details tab. Refer to "Schedule Details tab" for more
information.
5.3.4.2 Changing a Depreciation Schedule

To make changes to a depreciation schedule, click the applicable schedule name on the
Depreciation Name tab and then click the Schedule Details tab. Refer to "Schedule Details
tab" for more information.
5.3.4.3 Schedule Details tab

The Schedule Details tab is used to specify the percentage to depreciate each month for the
selected schedule.

Adding Same Percentage for Multiple Months
If the depreciation schedule consists of the same depreciation percentage for multiple
months, follow the steps outlined below.
1. Enter the beginning month in the Beg Period box.

2. Enter the ending month in the End Period box.
3. Enter the percentage (in decimal format) to depreciate the specified months in the
Percentage box.
For example, you are establishing a 3-Year Straight Line Depreciation schedule. You would
like the inventory that is to be depreciated using this method to have a depreciable value
that is no less than ten percent (10%) of the original cost of the inventory. In this
scenario, you will enter 1 in the Beg Period box, 36 in the End Period box and .025000 in
the Percentage box. The calculation that arrived at .025000 is as follows: 1/36 = .027778
x .90 (we wish to depreciate the inventory 90%, leaving a salvage value of 10%). Once
the Add Multiple button is clicked the month and monthly percentage will display in the
Schedule Details box. The Salvage Percentage should be 0.000000 if the inventory that is
to be depreciated using this schedule has no salvage value. If the inventory does have a
salvage value, be certain the Salvage Percentage accurately represents the percentage to
depreciate the inventory down to.
Adding a Percentage Individually by Month

If the depreciation schedule consists of a depreciation percentage that varies from month
to month, follow the steps outlined below.

2. A row will open on the Schedule Details table. Type the applicable month in the
Month box. Type the applicable percentage (in decimal format) in the Percentage
box.
You will notice that the Salvage Value will change as the percentages are entered. When
all of the monthly percentages have been entered, the Salvage Percentage should be

0.000000 if the inventory that is to be depreciated using this schedule has no salvage
value. If the inventory does have a salvage value, be certain the Salvage Percentage
accurately represents the percentage to depreciate the inventory down to.
Saving the Schedule Details

Once the depreciation schedule has been established as necessary, be certain to click the
button.
Assigning a Depreciation Schedule to Inventory

Serialized inventory that is to be depreciated is assigned the schedule in ‘Enter New Sku’ or
‘SA Maintenance’. These selections can both be found on the Inventory menu.
Calculating Depreciation
For those inventory items that are assigned to a book depreciation schedule, depreciation
is calculated using ‘Depreciate Inventory’ on the Inventory menu. Refer to ‘Depreciate
Inventory’ in the Inventory chapter or AIMsi help for more information. The report to list
the depreciated items and amounts is named ‘List Book Depreciation’ and can be found on
the Inventory tab of the Report Catalog.
For those inventory items that are assigned to a tax depreciation schedule, the report ‘List
Tax Depreciation’ can be run to list the depreciated items and amounts. ‘List Tax
Depreciation’ can be found on the Inventory tab of the Report Catalog.
5.3.5 Manufacturers/Publishers
From the menu bar, click Maintenance > Inventory Maintenance >
Manufacturer/Publisher Table or press Alt N I N on the keyboard.
The Manufacturer/Publisher table contains your inventory manufacturers and publishers.
The table will be selected from when entering new inventory. This will minimize user-error
such as different spellings of the same name and using abbreviations, thereby increasing
the accuracy of inventory and sales reports sorted by manufacturer or publisher. When
entering new inventory, if the manufacturer/publisher is not found in the table, it may be
added at that point.
5.3.5.1 Adding a Manufacturer/Publisher

Click the Add button to add a new manufacturer or publisher record. The fields on the
screen will clear of information. Type the information pertaining to the new record as
specified in 'Manufacturer/Publisher Data Fields' and upon completion, click the Save
button to save the new manufacturer or publisher.
5.3.5.2 Changing a Manufacturer/Publisher

When a new manufacturer or publisher is saved, the name will appear in the grid on the
left side of the Manufacturer/Publisher window. To make changes to an existing
manufacturer or publisher, click in the row on the grid that contains the applicable name
and make the necessary changes.

5.3.5.3 Manufacturer/Publisher Data Fields
Manufacturer/Publisher
The name of the company or individual being added to the table.
5.3.6 Display Inventory Columns

From the menu bar, click Maintenance > Inventory Maintenance > Display
Inventory Columns or press Alt N I D on the keyboard.
Display Inventory Columns determines the fields to be shown when displaying inventory as
well as printing inventory from Display Inventory.
5.3.6.1 Adding an Inventory Column

If you are adding inventory
columns to Display Inventory
for Serialized & Accessory
inventory, first select
Serialized & Accessories
located in the upper right
portion of "Display Inventory
Column Properties". If you are
adding inventory columns to
Display Inventory for Print
inventory, first select Titles.
Next, click the Add button to
add a new inventory column.
The fields on the screen will
clear of information. Type the
information pertaining to the
new record as specified in
'Display Inventory Column Data Fields' and upon completion, click the Save button to save
the new column.
5.3.6.2 Changing an Inventory Column

When a new inventory column is saved, the column description will appear in the grid on
the left side of the Display Inventory Column window. If you are changing inventory
columns to Display Inventory for Serialized & Accessory inventory, first select Serialized &
Accessories located in the upper right portion of "Display Inventory Column Properties". If
you are changing inventory columns to Display Inventory for Print inventory, first select
Titles. To change an existing column, click in the row on the grid that contains the
applicable description and make the necessary changes. Don't forget to click the Save

5.3.6.3 Display Inventory Column Data Fields
Inventory Field
The available display inventory column fields will appear in the drop down list box when
clicking in this field. Select the inventory column from the drop-down list as applicable.
Column#
The number of the column the selected field should be displayed in.
Width
The width of the column. This number is set by pixels and not characters. This number may
be increased or decreased as required. The number of characters that appear may be
different for everyone, as it depends upon the font type and the font size set up for your
display.
Header
The word or phrase to appear as the heading of the column.
Print Order
The number of the column the selected field should print when the Print button is clicked in
Display Inventory.
Print Width
The width of the column when it prints. This number is set by pixels and not characters.
This number may be increased or decreased as required. The number of characters that
appear may be different for everyone, as it depends upon your printer. The maximum
print width for all fields combined ranges between 115-120.
Print Header
The word or phrase to appear as the heading of the column when printed.
5.3.7 Maintain Sale Parameters

From the menu bar, click Maintenance > Inventory Maintenance > Maintain Sale
Parameters or press Alt N I P on the keyboard.

POS refers to the sale parameters to determine if the item(s) being sold are to be
discounted. The sale criteria should first be set up in "Establish Sale Parameters" on the
Inventory module menu. In "Establish Sale Parameters" you will select the inventory
and/or non-inventory items that are on sale and selection may be made by inventory type,
category and sub category, by manufacturer or publisher and by store location. You specify
the dates of the sale as well as the discount to apply and the pricing level to use when
discounting.
Once the sale criteria is established, you may view in "Maintain Sale Parameters" the items
that matched the criteria selected. You may remove items to be excluded from the sale
and you may add additional items that did not meet the criteria requirements. In "Maintain
Sale Parameters" you may also modify the discount percent on those special items that
receive a greater discount or lower the discount on others.
The columns in the "Maintain Sale Parameters" table are as follows:
l Beginning date and time of the sale

l Ending date and time of the sale
l The sku number if the item on sale is a serialized or accessory inventory item or the
catalog number if the item on sale is a title. The Sku column will be blank for non-
inventory sale items.
l The sale item's description
l The item's location
l The discount percent in decimal format. When setting up the sales parameters if you
chose to use a pricing level as the sales price, or manually enter a price, the discount
percent will be 0.
l The pricing level to calculate the discount on. The various pricing levels are R for
Retail Price, O for Our Price, A for Pricing Level A, B for Pricing Level B, C for Pricing
Level C and X for customer calculated price. When setting up the sales parameters if
you chose to use a pricing level as the sales price, or manually enter a price, this
pricing level will be blank.
l The pricing level to use as the sales price. The various pricing levels are R for Retail
Price, O for Our Price, A for Pricing Level A, B for Pricing Level B or C for Pricing
Level C. This pricing level will be blank unless you chose to use a pricing level as the
sales price in "Establish Sales Parameters".
l The price to use as the sales price. The Price column will show 0.00 unless you chose
to manually enter a sales price in "Establish Sale Parameters".
l The account number of the customer to receive the discount. The Account column
will show 0 unless you entered a specific account number to apply the discount to.
This means only the selected customer account should receive the discount.
5.3.7.1 Applying a Filter

You have the ability in "Maintain Sale Parameters" to view on the table only those sale
items with a particular category, category and sub category, or a particular sku.
Sku
To apply a filter based on sku, type the sku in the Sku box and click the button.
Only that sku will then appear in the grid below, provided it was found.

Category
To apply a filter based on category, select the applicable category from the drop down list
in the Cat box and click the button. Only items with that category will then
appear in the grid below.
Category and Sub Category

To apply a filter based on category and sub category, select the applicable category from
the drop down list in the Cat box, select the applicable sub category from the down list in
the SubCat box and click the button. Only items with the selected category and
sub category will then appear in the grid below.
Removing a Filter
To remove a filter in order to view all sale items, clear the Sku, Cat and SubCat boxes and
click the button.
Hint: To clear the Cat and SubCat boxes, right click in the box and choose Clear
Category or Clear Sub Category.
5.3.7.2 Adding a Sale Item

Click the Add button to add a new inventory or non-inventory item to the sale. The fields on
the screen will clear of information. Type the information pertaining to the new record as
specified in "Maintain Sale Parameter Data Fields" and upon completion, click the Save
button to save the new sale item.
5.3.7.3 Changing a Sale Item

To change an existing sale item, click in the row on the table that contains the applicable
item and make the necessary changes in the fields below the table. Refer to "Maintain Sale
Parameter Data Fields" for an explanation of the fields. Don't forget to click the Save
5.3.7.4 Deleting a Sale Item

To remove an item from the sale, click in the row on the table that contains the applicable
item and click the Delete button. The 'Confirm Deletion' dialog box will appear. Click Yes to
remove the item from the sale.
5.3.7.5 Maintain Sale Parameter Data Fields

Inventory/Non-Inventory
The Inventory/Non-Inventory options will only be visible if the Add button is clicked. If the
item being added is an inventory item, click the Inventory option. If a non-inventory item
is being added to the sale, click the Non-Inventory option.

Location
The Location field will only be visible if the Add button is clicked and Inventory is selected.
The location will default to the store location of the workstation. If the sku or catalog item
is being added for a different location, select the applicable location.
Sku/Catalog
The Sku/Catalog field will only be visible if the Add button is clicked and Inventory is
selected. Type the sku number if the item being added to the sale is a serialized or
accessory inventory item or type the catalog number if the item being added to the sale is
a title. The item's description will appear in the aqua box next to the Sku/Catalog field.
Note: The item must exist in your inventory file in order to be added to the sale.
Category
The Category field will only be visible if the Add button is clicked and Non-Inventory is
selected. Select the category to add to the sale.
Sub Category
The Sub Category field will only be visible if the Add button is clicked and Non-Inventory is
selected. Select the sub category to add to the sale, if applicable.
Single Sale
If the sale is a one-time sale falling between a specific date range, select the 'Single Sale'
option and enter the beginning date and time and ending date and time of the sale. The
times must be entered in military format. If the begin time is left blank, the time will
default to 00:00 (12:00 am). If the end time is left blank, the time will default to 23:59
(11:59 pm).
Hint: Press the F6 key to select the dates from a calendar.
Recurring Sale
If the sale pertains to specific times on certain days, click the Recurring Sale option and
first enter the beginning date and ending date of the sale.
Next, select the days of the week the discount applies, and enter the times on those days.
The time should be entered in military time format.
Note: For inventory items, AIMsi allows for three different options to base a sale on for
inventory items. These are 1) apply a discount to a pricing level; 2) use a pricing level as
the sales price; 3) manually enter a price. If the sale price is to be calculated based on a
discount to a pricing level, leave the Sale Price Level and Manual Price blank. If you
choose to use a pricing level as the sales price, leave the Price to Base Disc Calculation,
Disc Percentage and Manual Price boxes blank. If you choose to manually enter the sales
price, leave the Price to Base Disc Calculation, Disc Percentage and Sale Price Level
boxes blank.
Price to Base Discount Calculation

This option will not appear if the sale item is non-inventory.

If the sale is to be calculated as a discount off the price, select the pricing level to base the
discount calculation on. Clicking in the field will show the drop down list box with the
following options:
l Retail Price: The discount will be calculated on the inventory item's retail price.
l Our Price: The discount will be calculated on the inventory item's our price.
l Price Level A: The discount will be calculated on the inventory item's price level A.
l Price Level B: The discount will be calculated on the inventory item's price level B.
l Price Level C: The discount will be calculated on the inventory item's price level C.
l Customer Calculated Price: The discount will be calculated on the inventory price
level on the customer account. If the customer is not assigned a specific inventory
price level, the discount will be calculated on the inventory item's "our price".
Note: The price the discount calculation will be based on is the price that will appear in
the Price field in POS. If the price that normally appears in POS is Our Price but you have
the Retail Price selected to base the discount calculation on, then during the time of the
sale the Retail Price will appear in POS as the price and the discount will be calculated
accordingly.
Discount Percentage
If the sale is to be calculated as a discount off the price, the discount percentage to use
when calculating the sale price during the sale should be entered in decimal format.
Sale Price Level
This option will not appear if the sale item is non-inventory.
If the sale price is based on an inventory pricing level, as opposed to being calculated,
select the applicable level from the drop down list. Clicking in the field will show the drop
down list box with the following options:
l Retail Price: The discount will be calculated on the inventory item's retail price.
l Our Price: The discount will be calculated on the inventory item's our price.
l Price Level A: The discount will be calculated on the inventory item's price level A.
l Price Level B: The discount will be calculated on the inventory item's price level B.
l Price Level C: The discount will be calculated on the inventory item's price level C.
Example: When setting up your inventory in AIMsi you used four different pricing levels.
Retail Price represents the item's manufacturer's suggested price, Our Price represents the
item's normal selling price, Price Level A represents a lower price than Our Price and Price
Level B represents an even lower price. For a particular sale you might want to use Price
Level B as the sales price.
Manual Price
If you would like to manually enter a sales price to use in POS during the sale, enter the
price to use in the Manual Price box.
Account#
If the sale is to be applied to a particular customer account only, enter the applicable
account number in the Account# box. If the sale is to be applied to all customers, leave
the Account# box at 0.

5.3.8 Setup Inventory Seasons
From the menu bar, click Maintenance > Inventory Maintenance > Setup Inventory
Seasons or press Alt N I U on the keyboard.
Inventory Seasons are used in the Inventory Management procedures for calculating
minimum and maximum order quantities. The inventory seasons table may be selected
from when adding or modifying inventory records. Refer to "Seasons" in the "Inventory
Management" portion of the Inventory chapter for more information on inventory seasons
and how they are used.
5.3.8.1 Adding a Season

Click the Add button to add a new season. The fields on the screen will clear of information.
Type the information pertaining to the new season as specified in "Inventory Season Data
Fields" and upon completion, click the Save button to save the new season.
5.3.8.2 Changing a Season

When a new season is saved, the description will appear in the grid on the "Add/Change
Seasons" screen. To make changes to an existing inventory season record, click in the line
on the grid containing the season in order to select it and make the necessary changes.
Don't forget to click the Save button to save the changes.
5.3.8.3 Inventory Season Data Fields

Season
The description of the season being added.
Season Date Range
The beginning and ending dates that pertain to the season being added.
5.3.9 Package Deals

From the menu bar, click Maintenance > Inventory Maintenance > Package Deals
or press Alt N I G on the keyboard.
Package Deals is used to establish inventory sku’s for those items that are sold as a
package. When a package is then sold, the inventory in the package is removed from
inventory just as if the items were sold individually. It is a time-saving feature in that the
sales person can simply enter the sku for the package and all items in the package will be
brought forward to the sales or rental screen, thereby eliminating the need to enter each
item individually. You may view packages in Display Inventory, sell packages in POS and
rent packages in Short Term Rental or Long Term Rental.
Note: If serialized items are a part of the package you will attach the serialized model to
the package in Package Deals. When the package is then sold or rented you will assign
the individual serial numbers.

5.3.9.1 Adding a Package
Click the Add button to add a new package. The fields on the screen will clear of
information. Type the information pertaining to the new package as specified in "Package
Deals Data Fields" and upon completion click the Save button to save the new package.
5.3.9.2 Changing a Package
To make changes to an existing package deal, click the button. The 'Select
Package' list box will open. Find the package that needs to be changed and click the Select
button when it is highlighted. The information will be brought forward to the Package Deals
screen. Make the needed changes and click the Save button to save the changes.
5.3.9.3 Package Deals Data Fields

Type
The two options for type are: 1) Short Term Rental or 2) Sales/Long Term Rental. If the
package is being established for a short term rental, click in the Type box and click Short
Term Rental. If the package is being established for sale or long term rental, click in the
Type box and click Sales/Long Term Rental. If the package may be rented on a short term
basis, long term basis or sold, you must set the package up twice with two different skus.
Note: If the Package Deal is for short term rental, you may establish rental rates for the
package in "Rental Rates" on the Short Term Rental Maintenance menu.
Package Sku
The sku that will be used to identify the package. The sku must be unique.
Description
The description of the package.
Rental Income
This box will only be visible if the type selected is Short Term Rental.
The amount of rental income that has accumulated for this package up to this point. The
Rental Income on the package deal will be updated automatically each time the package is
rented. Entering the Rental Income is optional.
Qty
This box will only be visible if the type selected is Short Term Rental.
The quantity on hand of the package you are establishing. The quantity is shown in
Reservations, so you can determine how many you have available to rent.
Show Line Items and Total Price for Package
On the receipt, if you want to show each line item followed by the total price (or rental
rate) of the package, select this option.
Show Line Items with Price for Each Item
This option will only be visible if the type selected is Sales/Long Term Rental.

On the receipt, if you want to show each item in the package followed by the price for each
item, select this option.
Show Package Only – No Line Items
On the receipt, if you want to show the package sku and description only followed by the
price (or rental rate) of the package, select this option. No line items will print.
Adding an Inventory Item to the Package
1. To add an inventory item to the package, click the button under the white
box. An empty line will then be highlighted in the line item grid.
2. Type the quantity of the item to add to the package in the Qty column.
3. Type the sku or catalog number of the item in the Model/Catalog column. Please
note that you cannot add a serial number to the package; for serialized items you
must add the serialized sku (usually the model number). You will assign the serial
number when the package is sold or rented.
Hint: Press F6 in the Model/Catalog box in order to Display Inventory.
4. The description will automatically appear in the Description column once the sku or
catalog number is entered.
5. If the package deal is being established for sale or long term rental, enter the price
of the item in the Amount Ea column. Note that this is Price Each.
Removing an Inventory Item from the Package

1. To remove an inventory item from the package, first click the item in order to
highlight it.
2. Click the button under the line item grid and confirm the deletion.
Adding a Non-Inventory Item to the Package
1. To add a non-inventory item to the package, click the button under the
line item grid.
2. The 'Select Non-Inventory Category/Sub Category' list box will appear. Select the
applicable category and sub category (if applicable) and click the button.
The item will be brought forward to the line item grid.
3. Type the quantity of the item to add to the package in the Qty column.
4. If the package deal is being established for sale or long term rental, enter the price
of the item in the Amount Ea column. Note that this is Price Each.
Attaching an Image to the Package

To attach an image of the package to the package deal record, click the button. A
‘Picture’ box will open similar to the one pictured here:

To attach an image, click the Edit button.
Find the path to the image in the ‘Open
Picture’ window and click OK. The image
will then appear in the ‘Picture’ box. Be
certain to click Save in order to complete
the attachment. Once the image is
attached to the item, the Image button on
the Package Deals window will appear
bold. This notifies you that an image is
attached. You may not only view the
image in "Package Deals" but also in
"Display Inventory".
Clearing an Attached Image

from the Package
To clear an image currently attached to a package deal, click the button. The
‘Picture’ box will open. Click the Clear button in order to un-attach the image from the
package. Be certain to click Save in order to complete the un-attachment.
5.3.10 Recreate Keywords

From the menu bar, click Maintenance > Inventory Maintenance > Recreate
Keywords or press Alt N I K on the keyboard.
Each time a new inventory item is added to inventory, keywords are created for the item
automatically in order to perform keyword searches in Display Inventory. It may be
necessary to recreate the keywords, but should only be done so on the recommendation of
a Tri-Tech Support Technician.
5.3.11 Physical Inventory

From the menu bar, click Maintenance > Inventory Maintenance > Physical
Inventory or press Alt N I Y on the keyboard.
Physical Inventory in Inventory Maintenance contains a mirror image file that was created
when "Prepare for Physical" was run. This feature allows you to edit the quantity counted
values for specific skus.
Search for the sku to edit by typing it in the 'Look for Sku' box or scrolling through the list.
Click the sku in order to select it once found. Enter the quantity in the Qty Counted box and
click the Save button to save your changes.
5.3.12 Volume Discount/Pricing

From the menu bar, click Maintenance > Inventory Maintenance > Volume
Discount/Pricing or press Alt N I V on the keyboard.
Volume Discount/Pricing is used to set up and maintain volume discount pricing for those
skus that may be sold in bulk. Volume Pricing may also be established when setting up
new skus in "New Sku".

Example: If a customer buys 6 of a product, a discount will be given. If a customer buys
12 of the same product, a larger discount will be given.
5.3.12.1 Adding a Volume Discount

To add a volume discount for a particular sku, first type the Sku in the Find Sku box.
Hint: Press F6 to Display Inventory in order to search for the sku.
Once the sku has been entered, the description and pricing information for that sku will
appear. Type the discount information as specified in "Volume Discount Data Fields" and
upon completion, click the Add button to add the volume discount/pricing to the discount
table. Continue adding volume discounts for the selected sku if applicable. Click the Save
button to save your changes.
5.3.12.2 Changing a Volume Discount

To make changes to an existing volume discount item, type the Sku in the Find Sku box.
Once the sku has been entered, if volume discounts have already been set up for that sku
the information will be brought forward to the "Volume Discount/Pricing" screen. Make any
needed changes and click the Save button to save the changes.
5.3.12.3 Deleting a Volume Discount

To make changes to an existing volume discount item, type the Sku in the Find Sku box.
Once the sku has been entered, if volume discounts have already been set up for that sku
the information will be brought forward to the "Volume Discount/Pricing" screen. Highlight
the discount to remove and click the Delete button. Continue deleting as needed and click
the Save button to save your changes.

5.3.12.4 Volume Discount Data Fields
Location
If you have multiple store locations and are setting up volume discounts for one location
only, select the location from the drop down list.
Find Sku
Type the sku that you are setting up volume discounts for and press Enter. If found, the
description and pricing for that sku will appear.
Qty
Type the quantity of the item that the customer must purchase in order to receive a
discount.
Percent Off
If the discount is to be a percentage off the normal selling price, select the Percent Off
option and enter the discount in decimal format.
Price Each
If the discount is to be a lower price each of the item, select the Price Each option and
enter the discounted price.
Price Level
If the item has a pricing level established with discounted pricing and you would like to use
one of the levels to reflect the volume discounted price, select Price Level and choose the
applicable level from the drop down list.
5.3.13 Maintain Breakdown Skus

"Maintain Breakdown Skus" is used to designate those items in your inventory that could be
broken down into smaller units.

Example: You sell 24 packs and 12 packs of soda which could both be broken down into
singles when the singles of that soda sell out. When a single is sold and it depletes your
inventory of singles, a window will automatically appear showing your options to break
down larger packages to the singles. This will only happen if "Maintain Breakdown Skus" is
used to set this up.
Prior to setting up the breakdown skus, the skus must exist in inventory. Refer to "New
Sku" for assistance.
In "Maintain Breakdown Skus" you must set up not only the skus that will be broken down
into smaller units, but also the sku for the smallest unit.
5.3.13.1 Adding a Breakdown Sku

Click the Add button to add a new breakdown sku. The fields on the screen will clear of
information. Type the information pertaining to the breakdown sku as specified in
"Breakdown Sku Data Fields" and upon completion click the Save button to save the new
breakdown sku.
5.3.13.2 Changing a Breakdown Sku

When a new breakdown sku is saved, the description will appear in the grid on the "Enter
Breakdown Skus" screen. To make changes to an existing record, click in the line on the
grid containing the breakdown sku in order to select it and make the necessary changes.
5.3.13.3 Breakdown Sku Data Fields

Sku
The sku of the item that will be broken down into smaller units. You must also establish
the sku that is the smallest unit.

Example: If both 24 packs and 12 packs might be broken down into singles, you would set
up three breakdown skus, the sku for 24 pack, 12 pack and single.
Base Sku
The sku of the smallest item in the inventory chain being broken down. In the example
above, this would be the sku for the single item.
Base Units
The quantity of the sku that will be broken down. In the example above, this would be 24
when setting up the 24 pack sku, 12 when setting up the 12 pack sku and 1 when setting up
the single sku.
Auto Replenishment Sku
When setting up the breakdown sku for the smallest

unit, assign the smallest sku here to automatically
replenish it. In the example above, if the 12 pack
should automatically be broken down to the single
items, the sku for the 12 pack should be entered in
the 'Auto Replenishment Sku' box when setting up the
single sku. The "Maintain Breakdown Skus" might
look something like the image to the left.
Note: If you do not use 'Auto Replenishment Sku'

you must replenish the stock manually by using
"Breakdown Skus" on the Inventory Utilities menu.
Refer to "Breakdown Skus" for more information.
Breakdown SKU Sales Invoice Popup (Auto Replenishment SKU)

If you ever run out of stock of an item during a sale you will get a popup with the following
Breakdown SKU Window. In this example the Breakdown SKU option is asking if you would
like to break down 1 Pack of the Mountain Dew 12 Packs (SKU 00123456789) into the single
cans (SKU 00123456).

Suppress Notification During Autosku Breakdown
You will be notified automatically at POS when the breakdown occurs, unless the 'Suppress
Notification During Autosku Breakdown' box is checked. In this case, the breakdown will
automatically occur but you will not be notified.
5.3.13.4 Auto Replenishment Sku Sales Invoice Popup

If an Auto Replenishment Sku is assigned to the base unit sku in "Maintain Breakdown
Skus", when you run out of stock of the item during a sale you will get a popup similar to
the one pictured below. In this example the Breakdown Sku option is asking if you would
like to break down 1 pack of the Mountain Dew 12 Packs (sku 12PK) into the single cans
(sku SINGLE). Click the Save button to proceed with the breakdown and complete the sale.
Please note that this popup will not appear if the 'Suppress Notification During Autosku
Breakdown' is checked in "Maintain Breakdown Skus".
5.3.14 Setup Containers

"Setup Containers" only applies to those businesses that interface AIMsi with a scale in
order to determine the weight and price of an item. If your scaleable items are weighed in
containers, the container weight is assigned here. AIMsi will then reduce the total weight
of the item by the weight of the container in order to determine the price.
Example: Your business is a deli and you sell potato salad. The price of the potato salad
is determined by its weight. You do not want the weight of the container used to be
included in the total weight, so you establish the weights in "Setup Containers". AIMsi then
will reduce the total weight of the potato salad by the weight of the container at POS.
Note: If you intend to tare the scale to the weight of the container before you add
product, you do not need to setup any containers. If there are no containers setup, AIMsi
will simply use the scale weight when calculating the total charge.

5.3.14.1 Adding a Container
Click the Add button to add a new container and its weight. The fields on the screen will
clear of information. Type the information pertaining to the new container as specified in
"Container Data Fields" and upon completion click the Save button to save the new
container.
5.3.14.2 Changing a Container

When a new container is saved, the description will appear in the grid on the "Setup
Containers" screen. To make changes to an existing container record, click in the line on
the grid containing the container in order to select it and make the necessary changes.
5.3.14.3 Container Data Fields

Description
The description of the container being established.
Weight
The weight of the container. The weight should be in terms of the unit you intend to use
when selling the scaleable items.
5.3.15 Setup Container Links

"Setup Container Links" enables you to link skus, categories or sub categories to
containers. This step is optional, but acts as a filtering mechanism. For instance if you
know a certain sku will always be sold in a certain container, you can make that
association here so that when that sku is sold, you will only be presented with that
container when weighing the item. This filtering can be done at the category and sub
category level as well.
Note: Containers must first be established in "Setup Containers" before links can be
created.
To add a link hit the add button. You will need to select a container then you will need to
either enter a sku, or select a category and/or a subcategory. You cannot enter both a sku
and a category. When items are sold they will be matched to their containers by category
subcategory first, then sku.
5.3.15.1 Adding a Container Link

Click the Add button to add a new container link. In the Container box, select the container
you are adding links for. Then you will need to either enter a sku, or select a category
and/or a sub category. You cannot enter both a sku and a category. When items are sold
they will be matched to their containers by category and sub category first, then sku.

Hint: Press F6 in the Sku box in order to open "Display Inventory" and select the
applicable sku.
Click the Save button to save the new container link.
5.3.15.2 Changing a Container Link

When a new container link is saved, the description will appear in the grid on the "Setup
Container Links" screen. To make changes to an existing container link record, click in the
line on the grid containing the link in order to select it and make the necessary changes.
5.3.16 Consignment & Purchase maintenance functions

Getting started
Before you begin using Consignment and Purchase for the first time, make sure all of the
following steps are completed.
1. Verify the consignment system variables and the IndustryType system variable are
set up appropriately for your store.
2. Set up or verify your inventory categories and subcategories. Only if you do not
have any current inventory categories, set them up on the Establish Inventory
Categories window and select the option on the right that most closely describes
your business. If you have already entered or imported inventory categories, verify
or set up your consignment inventory categories and subcategories on the
Inventory Categories window and Edit Sub Categories window. It is very
important that you do not use the Establish Inventory Categories window if you
have existing information.
3. Set up your manufacturers and publishers on the Establish Manufacturers and
Publishers window.
4. Determine if you want to use buyer fees at your store. If you do, create and maintain
them on the Consignment Buyer Fees window and, if desired, update the
ConsignmentBuyerFeeCat system variable with your non-inventory category for
buyer fees (the system variable is automatically set to 170).
5. Set up your return codes on the Consignment Return Codes window for items that
do not sell during a specified time period.
6. Determine if the grid columns on the Enter Consignment (Batch Mode) window
and the Enter Purchase (Batch Mode) window work as effectively as possible for
your store.
7. Determine if you want to use automatic discounts for your consigned inventory at
your store. If you do, create and maintain them on the Consignment Discounts
window.
System variables
System variables are system-wide settings. The consignment and purchase features have
their own set of variables that control everything from your default return codes to the
consignment upload website access. AIMsi is installed with defaults for all system
variables, but it is recommended that you review your consignment variables to be sure
they are set up in a way that works best for your store.

In addition to the consignment variables, the IndustryType system variable is an
important factor in setting up AIMsi for your consignment or resale store. If you function
primarily as a consignment and resale store, Tri-Tech recommends setting this variable to
Consignment. This will add buttons to the Main button bar for quick access to
consignment and purchase functions.
Inventory categories and subcategories

All stores must set up inventory categories and subcategories to classify the various types
of inventory you stock. You may set up as many categories and subcategories as you need.
Following are some examples of categories and subcategories for a youth consignment
store.
Example 1: Categories: Clothing, Toys, Books, Games, Furniture | Subcategories for
Clothing: Tops, Bottoms, Dresses, Shoes, Coats
Example 2: Categories: Tops, Bottoms, Dresses, Shoes, Coats | Subcategories for
Tops: Sweaters, Short sleeves, Long sleeves
Example 3: Categories: Tops Girls, Tops Boys, Bottoms Girls, Bottoms Boys |
Subcategories for Tops Girls: infant, 2T, 3T, 4T, 4-6x
For new customers: On the Establish Inventory Categories window, select industry
type that most closely describes your business, such as Consignment Children. Some
common categories will be automatically created for you.
For existing AIMsi or Consignment Ease/Success customers: manage your categories and
subcategories on the Inventory Categories window and the Edit Sub Categories
window.
Manufacturers and publishers

Manufacturers and publishers are required when you enter inventory, however, how you
use manufacturers and publishers is up to you and creating more than one is optional. You
may find it useful to set some up so that you can search your inventory for a certain
manufacturer or publisher. For example, if you sell youth clothing, a customer may call
and ask if you have any Janie and Jack items. If you track manufacturers, you can run a
quick report of all inventory items for that manufacturer. If you do not wish to track a
manufacturer or publisher, create a generic entry, such as Not Applicable. When you are
entering your inventory, select this generic manufacturer. Set up the
ConsignmentDefaultMfg system variable with this generic manufacturer to
automatically select that value as the default when you are entering your consigned
inventory.
Buyer fees
Buyer fees are automatic fees added to an item's selling price to cover administrative
costs and are set up on the Consignment Buyer Fees window. They can be a flat rate or
a percentage of the selling price and can, when necessary, be overridden when you are
entering your inventory. When you use buyer fees, your inventory tags will automatically
print the selling price plus the buyer fee. For example, if an item's selling price is $5.00
with a buyer fee of $0.50, the inventory tag will say $5.50. When a customer purchases the
item, he or she will pay $5.50 and that will be the amount shown on the receipt. However,
the selling price will be recorded in AIMsi as $5.00 with a separate entry for the $0.50
buyer fee. Any consignment fees will be calculated based on the recorded selling price of
$5.00.

In addition to setting up buyer fees for your inventory categories, you must also have a
non-inventory category for buyer fees and assign that non-inventory category number to
the ConsignmentBuyerFeeCat system variable. AIMsi is installed with a non-inventory
category for buyer fees (170) and the variable is already set to that value. You only need to
change them if you wish to use a different value.
Return codes
Return codes are a way to identify how consigned inventory should be dealt with after it
has reached the expiration date assigned to it. You may choose to set up as many return
codes as you need. Examples of return codes are: Return to Consignor, Dispose,
Donate, and Retain. Return codes are assigned when you enter items into your consigned
inventory. Set up the ConsignmentDefaultReturnCode system variable with one of your
return codes to automatically select that return code for all new consignment entries. You
can change it as needed as you enter your inventory.
Organize your grid columns

The Consigned Items and Purchased Items grids on the Enter Consignment (Batch
Mode) and Enter Purchase (Batch Mode) windows can be customized to suit the needs
of your store. You can reorganize and resize the columns or hide them from displaying. Do
so on the Consignment/Purchase Inventory Column Properties window. Changes
you make will effect both windows. Tri-Tech recommends using the default values before
changing them to gain a better understanding of how you will use them most effectively.
Automatic discounts
Automatic discounts are set up and then applied to your inventory categories. If you
choose to use them, set up as many as you need on the Consignment Discounts window.
Discounts can be set up to begin after a certain number of days or months after you enter
the inventory item. You can also control how many times a discount is applied, how
frequently it is applied, and how much of a discount is applied. For example, you could
create a discount to drop the price of an item by 10% every 30 days.
5.3.16.1 Establish buyer fees

Use this procedure to maintain buyer fees for items sold on consignment. Buyer fees are
set up for categories and may be a flat rate or a percentage of the sale price. The amount
you enter for a category here will be added to the sales price of the item. The default buyer
fee for the category may be overridden as you enter your consignment inventory.
If you choose to use buyer fees, you must set up system variable
ConsignmentBuyerFeeCat with the non-inventory category you've assigned on the Non
Inventory Categories window. By default, this value is set to 170 and the system
variable is set up accordingly.
Example of use
You set up a standard fee of $0.50 for your clothing categories. A customer comes in with a
nice jacket to which you want to apply a higher buyer fee. As you enter the jacket in your
consigned inventory, the buyer fee automatically defaults to $0.50 based on the category
you selected. You can choose to override that value when you enter the jacket and apply a

$0.75 fee.
Steps to complete
Creating your consignment buyer fees
1. On the Consignment Buyer Fees window, click Add.

2. In the Category box, select the category for which you want to set up a buyer fee.
3. In the Price Range boxes enter minimum and maximum price values for which to
apply a buyer fee. For example, if you don't want to apply buyer fees to items less
than $2.00, enter 2.00 in the first box and a higher number in the second.
4. Use the table below for your next step.
If you want your

buyer fees to be
a... Then enter...
set amount for this that value in the Buyer Fee box. For example, enter
category, 0.50 to automatically apply a $0.50 fee to sales prices.
percentage of the the desired percentage as a decimal in the Buyer Fee
sales price, % box.
5. If you are setting up a fee based on percentage and want your buyer fees to always
end in an even amount, enter that amount in the Round To box. For example, enter
0.05 to always round the buyer fee to the nearest 5 cents.
6. If you want your buyer fees to always end in a certain number, such as 9, enter a
value in the Add Amt box. The value you enter here depends on the value you enter
in step 6. For example, if you entered 0.10 in step 5 (round to nearest 10), you
would enter -0.01 in this box so that AIMsi rounds to the nearest 10 then subtracts 1.
7. Select an option for how AIMsi should round the value in step 6: Round (to nearest),
always Round Up, or always Round Down.
8. Click Save.
Editing your consignment buyer fees
1. On the Consignment Buyer Fees window, highlight the buyer fee you want to
change or remove in the Buyer Fees grid.
2. Edit the details about the buyer fee as necessary and click Save or click Delete to
remove it.
5.3.16.2 Establish return codes

Use this procedure to create and manage your consignment return codes. These codes are
used to determine the appropriate action to take with items consigned at your store after
the selling period has expired. You may establish as many return codes as necessary.
AIMsi is installed with the following default return codes: Dispose, Donate, Retain, and
Return.
Steps to complete
Creating your consignment return codes

1. On the Consignment Return Codes window, click Add.
2. Enter a single-character code for your new return code in the Code box.
3. Enter up to 30 characters describing the return code in the Description box. This is
how the return code will display as you enter your consignments.
4. To indicate that your store retains ownership of unsold items, select the Store
Retains Ownership check box.
5. Click Save.
Editing your consignment return codes
1. On the Consignment Return Codes window, highlight the return code you want to
change or remove in the Description grid.
2. Edit the details about the return code as necessary and click Save or click Delete to
remove it.
5.3.16.3 Manage Consignment & Purchase grid columns

Use this procedure to organize and manipulate the columns that display in the Consigned
Items grid on the Enter Consignment (Batch Mode) window and in the Purchased Items
grid on the Enter Purchase (Batch Mode) window. For example, move one column into
a new position and hide another.
Steps to complete
1. On the Consignment/Purchase Inventory Column Properties window, select
the column you want to edit in the Column grid.
2. Use the table below for your next steps.
To... Do this...
change the displayed name of enter a new name in the Header box.
the column heading,
change the order in which the enter a new number in the Column # box.
columns display, Column 1 is the left-most column.
change the width of a column, enter the number of characters you want to
display in the Width box.
hide a column from the grids, clear the Visible check box.
3. Click Save.
5.3.16.4 Establish consignment discounts

Use this procedure to create automatic discounts to apply to your consigned inventory
based on the inventory category. You may create as many discount levels as are
necessary.
Example of use -when to use discounts
You have a consignment store that deals mainly with household furniture and accessories.

In order to move inventory, you want to implement a regular discount process for certain
items. To do so, you might create a consignment discount that automatically applies a
10%, 20%, or 40% discount to items that have been unsold for 30 day increments. You can
apply this discount to any category, such as dining sets. After 30 days, a 10% discount is
automatically applied to the selling price, after 60 days, a 20% discount is applied, and
after 90 days, a 40% discount is applied. The discount level and frequency is completely up
to you and you can create as many discounts as you need. You might create separate
discounts for bedroom sets, living room sets, and accessories, each discounting at a
different rate.
Example of use -using the discount days and levels
The number(s) you enter in the Level 1 -4 Days/Months boxes begins after the Number
of Days Before Discounts Start value is met. For example, assume the following is
true: Discounts Start On Day is set to 1, Discount Periods Are is set to Day, Number
of Days Before Discounts Start is set to 45, and Level 1 Days/Months is set to 30. If
you receive an item on January 15, 45 days later is March 1. Because the value for
Discount Start on Day is 1 (the first day of the month), Level 1 discounts begin on March
1. However, if you receive the inventory on January 16, the 45 days expires on March 2
which is after the value for Discounts Start On Day. In this case, the Level 1 discounts
will begin during the next discount period on April 1.
Steps to complete
Creating your consignment discounts
1. On the Consignment Discounts window, click Add.

2. Enter a description for your discount level (up to 20 characters).
If discounts should be
automatically applied to
consigned items based
on... Then... And...
a specific day of the week or enter the day of week (1-7) or select Week
month, day of the month (1-31) in the or Month in
Discounts Start On Day box the Of The
box.
how long it has been in your enter 0 in the Discounts Start ignore the Of
consigned inventory, On Day box The box.
4. In the Discount Periods Are box, select Day to indicate you want discount levels
calculated every X number of days or select Month to indicate you want discount
levels calculated every X number of months.
5. In the Number Of Days Before Discount Start box, enter the number of days the
item should be in your consigned inventory before discounts are applied.
6. In the Level 1 - Days/Months box, enter the number of days or months, based on
your selection in step 5, after which discounts should begin.
7. In the Level 1 - Percent Discount box, enter the percentage of discount to apply to
your consigned items after the specified number of days or months. Enter values as
a decimal.
8. Repeat steps 6 and 7 up to three more times, if desired.
9. Click Save.

10. Repeat steps 1-9 as many times as necessary.
11. On the Maintenance menu, point to Inventory Maintenance and click Maintain
Inventory Categories. The Inventory Categories window displays.
12. In the Category grid, select a category to which you want to assign a consignment
discount (when you enter consigned items with this category, the discount will be
automatically applied).
13. In the Consignment Discount box, select the discount you want to apply to the
category.
14. Click Save.
Editing your consignment discounts
1. On the Consignment Discounts window, select the consignment discount you want
to change or remove in the Description grid.
2. Edit the details about the discount as necessary and click Save or click Delete to
remove it.
5.3.16.5 Windows
5.3.16.5.1 Consignment Buyer Fees window

Purpose
Use this window to establish additional fees you want buyers to pay for consigned items to
cover your administrative costs. These fees are paid by the person buying the consigned
item, not by the consignor.
Buyer fees are typically small fees. They can be set at the category level, on this window,
and can be overridden as you enter inventory. If you choose to use buyer fees, AIMsi
automatically adds the fee onto the price when you create inventory tags. For example, if
your price for a shirt is $5.00 and the category of the shirt has a buyer fee of $0.50, the
price on the inventory tag is $5.50 and the price the buyer pays is $5.50. Reports will show
a sale price of $5.00 with a separate line for buyer fees ($.50). Consignment fees are
calculated on the base price ($5.00) not the selling price ($5.50).

l On the Maintenance menu, point to Inventory Maintenance and click

Consignment Buyer Fees.
l Use the keyboard shortcut Alt, N, I, F.
Diagram
The following diagram illustrates the Consignment Buyer Fees window.

Item descriptions
Fields and boxes
Item Description
Buyer Fees grid
Cat Displays the category number set up for buyer fees.
Begin Price Displays the beginning (lowest) price entered for the buyer fee price
range.
End Price Displays the ending (highest) price entered for the buyer fee price
range.
Category Select a category for which to establish buyer fees.
Available categories are created on the Inventory Categories
window.
Price Range Enter the lowest and highest prices at which you want to apply buyer
fees to items in this category. For example, if you want to waive
buyer fees for items less than $1.00, enter 1.00 in the first box. If
you want to waive buyer fees for more expensive items, such as
$1,000.00, enter 1000.00 in the second box. Only items with a
selling price between $1.00 and $1,000.00 will include buyer fees.
Buyer Fee If you want to apply a certain dollar amount to items in this category,
such as $0.25, enter that value here.
You must enter a buyer fee or a buyer fee percentage, but not both.
Buyer Fee % If you want to calculate buyer fees based on a percentage of the item
selling price, enter that value, as a decimal, in this box. For example,
if you want to add 10% to an item's price for buyer fees, enter 0.10.
You must enter a buyer fee or a buyer fee percentage, but not both.
Round To If you want to round your item selling price, enter that value in this
box. For example, if you want to round to the nearest dollar, enter
1.00 here. This ensures that, after buyer fees are applied, your

Item Description
prices are consistent. For example, if after buyer fees an item is
$7.36, and you enter 1.00 in this box, AIMsi will automatically
calculate the item price as $7.00 or $8.00 depending on your
rounding selection.
Add Amt If you want your item price, with buyer fees, to always end in a
certain number, such as 9, add (or subtract) the appropriate number
here based on your value in the Round To box. For example, if you
entered 1.00 in the Round To box, but you want your item price to
end in a 9, enter -0.10 in this box. AIMsi will calculate the price as
follows.
Item cost with buyer fees $7.36
Rounded value (Round Up selected) +1.00
$8.00
Add amount -0.01
$7.99
Options for rounding
l Round Indicate if buyer fees should round to the nearest amount matching
l Round Up the value in the Round To box or if it should always round up or
l Round Down down. For example, if your buyer fee is $0.43 and you entered .05
(to the neared 5 cents) in the Round To box, AIMsi would calculate
the price as follows.
Round = $0.45
Round Up = $0.45
Round Down = $0.40
If the buyer fee was $0.42, the rounded values would be: $0.40,
$0.45, or $0.40.
Buttons
Item Description
Save Saves your changes. This button only displays if you are adding or editing buyer
fees.
Cancel Cancels your changes. This button only displays if you are adding or editing buyer
fees.
Delete Click this button to remove the highlighted category and buyer fees.
Add Click this button to add buyer fees for a category.
Exit Returns to the previous window.

5.3.16.5.2 Consignment Return Codes window
Purpose
Use this window to establish the return codes that will be used for consigned inventory that
does not sell within a certain amount of time. Set up as many return codes as you need;
AIMsi is installed with return codes to dispose of, donate, retain in the store, or return to
the owner unsold consigned items. Return codes are assigned when you enter your
consigned inventory.


Consignment Return Codes.
l Use the keyboard shortcut Alt, N, I, E.
Diagram
The following diagram illustrates the Consignment Return Codes window.
Item descriptions
Fields and boxes
Item Description
Look for Enter a specific return code description. The grid automatically moves to
Description return codes matching the value as you type.
Description Displays the descriptions of return codes you have set up for consigned
(grid) inventory. Click the column heading to sort the grid in ascending or
descending Description order.
Code Enter the 1-character identifier for this return code.

Item Description
Description Enter a description for the return code.
Store Select this check box to indicate that your store retains ownership of
Retains consigned items flagged with this return code. This would typically be
Ownership selected for most return codes except where the item will be returned to the
consignor.
Buttons
Item Description
Save Saves your changes. This button only displays if you are adding or editing return
codes.
Cancel Cancels your changes. This button only displays if you are adding or editing return
codes.
Delete Click to remove the highlighted return code.
Add Click to add a new return code.
5.3.16.5.3 Consignment/Purchase Inventory Column

Properties window
Purpose
Use this window to control how the columns display in the Consigned Items and Purchased
Items grids on the Enter Consignment (Batch Mode) window and the Enter Purchase
(Batch Mode) window. For example, you can move the position of columns or hide them
completely.


Consignment Columns.
l Use the keyboard shortcut Alt, N, I, I.
Diagram
The following diagram illustrates the Consignment/Purchase Inventory Column
Properties window.

Item descriptions
Fields and boxes
Item Description
Column grid items
Column Displays the number assigned to each column. Click the column heading to
# sort the grid in ascending or descending column number order.
Column Displays the AIMsi description for each column.
Desc
Desc Displays the AIMsi description of the column highlighted in the grid.
Header Enter a new heading for the column, if desired. You may enter up to 20
characters. Any text entered beyond 20 characters will be truncated to 20.
Column # Enter the position you want this column to display in. You can enter any
number you want in this box, but only 10 columns will display. The lowest
numbers will display in the left-most positions.
Width Enter the number of characters you want to display in the column.
Visible Select this check box to display the column when you enter your
consignments and purchases. If this check box is cleared, the column will not
be available when you enter your consignments and purchases.
Buttons
Item Description
Save Saves your changes. This button only displays if you are editing columns.
Cancel Cancels your changes. This button only displays if you are editing columns.

5.3.16.5.4 Consignment Discounts window
Purpose
Use this window to set up your consigned inventory discount policies.

On the Maintenance menu, point to Inventory Maintenance and click Consignment
Auto Discount.
Diagram
The following diagram illustrates the Consignment Discounts window.
Item descriptions
Fields and boxes
Item Description
Look For Enter a discount to find in the grid. The grid automatically moves to
columns matching the value as you type.
Description Displays the descriptions of your consignment discounts. Click the column
(grid) heading to sort the grid in ascending or descending Description order.
Description Enter up to 20 characters describing the discount.
Discounts If you want your discounts to begin on a certain day of the week or month,
Start On Day enter that number here. If you want your discounts to begin based on the
date you received the item into your consigned inventory, enter 0.
For days of the week, Monday is the first (1) day of the week.
If you enter a number in this box that is higher than the number of days for
the month, months with fewer than 31 days will start in the next month. For
example, if you enter 31 here, months with 30 days will start on the first
day of the next month and February will start on the second or third day of

Item Description
March (depending on if February has 28 or 29 days).
Of The If you want discounts to begin on a certain day of the week or month, select
Week or Month in this box. If you entered 0 in the Discounts Start On Day
box, this box is ignored.
Discount Indicate if your discount periods should be calculated as days (such as
Periods Are 30/60/90 days) or months (such as 1 month).
Number of Enter the number of days the item must be in stock before discounts are
Days Before applied.
Discounts
Start
Level - Enter the number of days or months, depending on your selection in the
Days/Months Discount Periods Are box, after which you want discount levels to begin.
You may enter between 1 and 4 discount levels. Levels 2, 3, and 4, start
that number of days or months after the prior level. In other words, if you
want to set up discounts for every 30 days, enter 30 in each box. Entering
30, 60, 90, and 120 will cause the second discount level to begin 60 days
after the first level, the third level to begin 90 days after the second level,
and the fourth to begin 120 days after the third level.
This number begins after the Number of Days Before Discounts Start
value is met. For example, assume the following is true: Discounts Start
On Day is set to 1, Discount Periods Are is set to Day, Number of
Days Before Discounts Start is set to 45, and this box is set to 30. If
you receive an item on January 15, 45 days later is March 1. Because the
value for Discount Start on Day is 1 (the first day of the month), Level 1
discounts begin on March 1. However, if you receive the inventory on
January 16, the 45 days expires on March 2 which is after the value for
Discounts Start On Day. In this case, the Level 1 discounts will begin
during the next discount period on April 1.
Level - Enter the discount percentage you want applied to items at each level. Enter
Percent values as a decimal. The discount percentage at each level is calculated
Discount separately from the level before it. For example, if you want to apply
discounts of 10%, 20%, 30%, and 40%, enter 0.10, 0.20, 0.30, and 0.40
in these boxes.
Buttons
Item Description
Save Saves your changes. This button only displays if you are adding or editing
consignment discounts.
Cancel Cancels your changes. This button only displays if you are adding or editing
consignment discounts.
Delete Click this button to remove the highlighted consignment discount.
Add Click this button to add a consignment discount.

5.3.17 Barcodes and barcode labels
Barcodes and barcode labels vs. hang tags
Barcodes are a visual representation of a set of information that uniquely identifies a
product. They are printed on labels or tags that are affixed to the product using an
adhesive, plastic fasteners, or string. During a point of sale transaction, the barcode can be
scanned or manually entered to retrieve all relevant information about that product for the
transaction.
Hang tags are typically larger tags (1-4 per 8.5 x 11" sheet) using a Microsoft Word
template. These tags are more commonly used to display detailed information about an
item and may include pictures of the item.
What can you use with AIMsi?

The label printers most commonly used by AIMsi customers are Cognitive Barcode Plaster
label printers and Zebra label printers however, all models of Windows-capable barcode
label printers are supported. AIMsi comes pre-loaded with label styles and defaults for
labels purchased through Tri-Tech. If you choose to use other labels, you may be able to
use these defaults or you can create custom settings.
Managing your barcodes

Barcodes are frequently printed on your inventory by the manufacturer. They are
automatically loaded into the Maintain Barcodes window when you receive your
inventory and scan or manually type in the barcode. If needed, you can update the SKU or
barcode or add additional barcodes for a SKU.
Setting up your barcode labels

Below are the basic steps to follow for setting up your barcode printer defaults and styles.
1. Install your barcode label printer following the manufacturer's instructions.

2. If you are using a label printer of any brand other than Barcode Blaster, set up your
label printer styles on the Add/Change Label Styles window.
3. Create your label printer defaults.
l For Barcode Blaster printers, do this on the Setup Barcode Blaster

Defaults window.
l For other brand label printers, do this on the Setup Barcode Defaults
window.
4. Set up your workstations to look for the appropriate label printer.
l For Barcode Blaster printers, do this in the Port for Printing Barcodes
box on the Work Station window, Misc tab, Misc Page 1 tab.
l For other brand label printers, do this in the Barcode Printer and Label
Style boxes on the Work Station window, Misc tab, Misc Page 2 tab.
5. Establish the barcodes for your inventory subcategories. If you did not select to
apply a default to all subcategories when you created your defaults, assign a barcode
to each of your subcategories in the Barcode box on the Edit Sub Categories
window, Setup tab. Right-click in that box to apply the selected barcode to all

subcategories with the same category. Subcategories must have barcodes set up to
print labels.
Printing barcode labels

Barcode labels can be printed as you receive new inventory, consignments, and purchases.
You can also print barcodes on demand for date ranges, sales ranges, returns, and more on
demand using the Print Barcode Labels window.
5.3.17.1 Barcode labels

Setup for Barcode Blaster label printers
Setup for other brand label styles
Setup for other brand label printers
Field name values for barcodes
5.3.17.1.1 Create Barcode Blaster label printer defaults

Use this procedure to set up your barcode label styles for your Barcode Blaster label
printer. Once created, you can assign the defaults to your inventory subcategories.
Note: For consignment stores that set up automatic discounts, you may choose to add the
discount periods and levels to your barcode labels (for example, $20.00 Jan 1 -Feb 1,
$17.00 Feb 2 - March 1, and so on) or you may choose to reprint labels as discounts
apply.
Steps to complete
1. On the Setup Barcode Blaster Defaults window, click Add (the larger button at
the bottom of the window).
2. Enter a label for your new defaults in the Description box.
3. Indicate if this default is for your serialized and accessories inventory or for your
titles inventory.
4. Click Default. Common default values are filled into the grid.
Steps 5-10 are optional steps.
5. Select a value in the Barcode Font Override box if you want to override the
default font size of the barcode (Inventory Number).
6. Click in any row and make updates as needed.
7. If you want to add an item to your labels, click Add (the smaller button below the
grid) and complete the columns as desired.
8. If you don't want a certain item to print on labels, highlight that row and click Delete
(the smaller button below the grid).
9. Enter a SKU in the Sku for Test Label box to print a test label when you click Save.
10. Click Save. On the message that displays, click Yes to apply this default set to any
subcategory that does not have a current Barcode Blaster default, or click No to
continue without applying the new default to subcategories.

11. Repeat steps 1-10 as many times as you'd like, creating as many sets of barcode
defaults as you need.
12. To apply your new default to specific inventory subcategories, do so by selecting this
label default in the Barcode box on the Edit Sub Categories window.
5.3.17.1.2 Manage your label printer styles

Use this procedure to establish and update the label styles for any barcode label printer
other than Barcode Blaster printers. You must set up label styles before you can set up
your label defaults on the Setup Barcode Defaults window.
apply.
Steps to complete
1. On the Add/Change Label Styles window, click Load Defaults. Seven default
label styles are created for you. These label styles are available through Tri-Tech.
2. Review the details of each style and complete any of the following optional steps.
3. Update the label description. This description displays when you set up your label
defaults on the Setup Barcode Defaults window and when you set up your barcode
defaults for your subcategories on the Edit Sub Categories window.
4. Define the page size (the actual size of the media roll) in the Page Width and Page
Height boxes.
5. Define the actual size of the individual labels on your media in the Label Width and
Label Height boxes.
6. Define the margins for your printed labels in the Margin Top, Margin Bottom,
Margin Left, and Margin Right boxes.
7. To print more than one barcode label from left to right on your media, enter the
number of columns in the # of Columns box and enter the position of each column
in the Col Positions box (separated by semi-colons).
8. Enter the amount of vertical padding between labels in the Row Spacing box.
9. If you want to print on both sides of the labels, select either Horizontal or Vertical
in the Duplex options. Only use this option if your label media is double-sided.
10. If you want to print your labels using the short side of the label paper, select
Portrait in the Orientation options; otherwise, select Landscape.
11. Click Save.
12. Click Add and repeat steps 3-11 if you want to create new styles. You may define as
many label styles as you need.
5.3.17.1.3 Create label printer defaults

Use this procedure to set up your barcode label styles for your label printer. Once created,
you can assign the defaults to your inventory subcategories.

apply.
Steps to complete
Default labels are automatically created when you create label styles using the system
defaults. This procedure is only necessary if you want to create your own custom labels
from scratch. It may be useful to use a ruler to determine the exact position of each item
on your custom label.
Prerequisites: You must have established label styles before completing this procedure.
1. On the Setup Barcode Defaults window, click Add (the larger button at the bottom
of the window).
2. Enter a label for your new defaults in the Description box.
3. Select a label style in the Label Style box.
4. Indicate if this default is for your serialized and accessories inventory or for your
titles inventory.
5. Indicate if the label text should print left to right, right to left, bottom to top, or top to
bottom.
6. Select a barcode type appropriate to your label printer. Tri-Tech recommends
selecting Code 39, Code 128, or None (no barcode) if you are building a custom
default.
7. Create margins for your labels using the Barcode Left Pos and Barcode Top Pos
boxes. Enter values in inches and fractions of inches.
8. Enter the width of the barcode in the Barcode Bar Width box. This value
determines the width between each line of the barcode. Tri-Tech recommends no
less than 0.0075 inches.
9. Click Add (the smaller button below the grid). This adds a new, editable row to the
grid.
10. Click in the Field Name column and select the first item you want to print on your
label. Items print in the order they appear in the grid. The What will Print, Lgth,
Code, Rtl, Font, and FSize columns will automatically populate with values for that
Field Name. Change them as necessary by typing directly into the grid.
11. Enter the distance from the left and top label edges in inches in the Left Pos and
Top Pos columns. Each item on your label should use a different value in these
columns to avoid overlap.
12. Repeat steps 9-11 for each item you want to print on the labels.
13. Enter a SKU in the Sku for Test Label box to print a test label when you click Save.
14. Click Save. On the message that displays, click Yes to apply this default set to any
subcategory that does not have a current barcode label default, or click No to
continue without applying the new default to subcategories.
15. Repeat steps 2-13 as many times as you'd like, creating as many sets of barcode
defaults as you need.
16. To apply your new default to specific inventory subcategories, do so by selecting this
label default in the Barcode box for that subcategory on the Edit Sub Categories
window.

5.3.17.1.4 Field Name values for barcodes
Inventory fields
The following table defines the Field Name options when you are creating your barcode
label printer defaults. The Available for... column indicates if that Field Name is
available for barcodes for SA inventory, Titles inventory, or both. The Description column
describes where the information for that Field Name is found in AIMsi.
Available
Field name for... Description
SA Titles
Arranger Y Arranger box on the Enter New Catalog window,
Description tab.
Artist Y Artist box on the Enter New Catalog window, Description
tab.
Catalog Y Notes box on the Enter New Catalog window, Description
Notes tab.
Catalog# Y Catalog box on the Enter New Catalog window,
Description tab.
Category Y Y SA inventory Category box on the following windows,
depending on how the item was received into inventory:
l Enter New Inventory window, Description tab.
l Enter Consignment (Batch Mode) window.
l Enter Purchase (Batch Mode) window.
Titles inventory Category box on the Enter New Catalog

window, Description tab.
Color Y Color box on the following windows, depending on how the
item was received into inventory:
l Item Details window when entering consignments or
purchases in batch mode.
Composer Y Composer box on the Enter New Catalog window,
Description tab.
Consign Acct Y Consignor account selected when the consignment was
entered.
Consign Y Based on the date the consignment was entered into
Discount inventory and the discounts set up on the Consignment
Date 1-4 Discounts window.
Consign Y Based on the price of the consigned item when it was entered
Discount into inventory and the discounts set up on the Consignment
Price 1-4 Discounts window.
Cost Code Y Y A combination of the last received date and cost of the item
using the following format: MMDD#CCYY (where MM is the
month of the last received date, DD is the dollars, CC is the

Available
SA Titles
cents, and YY is the year). For example, 0335#6913 means
the item was last received in March of 2013 and the cost is
$35.69.
Date Y Y The most recent date the item was received.
Received
Description Y Desc box on the following windows, depending on how the
inventory was received into inventory:
Encrypted Y Y A combination of the month and year the date was received in
Date the following format: Y1MY2 (where Y1 is the first number
of the year, M is the alphabetic equivalent of the numeric
month, and Y2 is the second number in the year). For
example, if the item was received in March of 2013, the
encrypted date is 1C3 (C is the 3rd letter of the alphabet and
March is the 3rd month).
Inventory Y Y SA inventory Barcode box on the Enter New Inventory
Number window, Description tab.
Titles inventory Barcode box on the Enter New Catalog
Inventory Y C = Consignment
Source B = Inventory Purchase from Customer
I = Trade-In
Lease Code Y Lease Pool check box (True or False) on the SA Inventory
Maintenance window, Serial Info tab.
Level Y Level box on the Enter New Catalog window, Description
tab.
Location Y Y SA inventory Loc or Location box on the following
windows, depending on how the item was received into
inventory:
l Enter New Inventory window, Matrix tab.
Titles inventory Loc box on the Enter New Catalog

Locator Y Y SA inventory Locator box on the Enter New Inventory
Titles inventory Locator box on the Enter New Catalog
Manufacturer Y Mfg box on the following windows, depending on how the

Available
SA Titles
Minimum Y Min box on the Enter New Catalog window, Description
Price tab.
Minimum Y Min box on the following windows, depending on how the
Retail item was received into inventory:
Model Y Model box on the following windows, depending on how the
New/Used Y Code box on the SA Inventory Maintenance window,
Code Serial Info tab.
OurPrice Y Y SA inventory Ourprice box on the following windows
Titles inventory Ourprice box on the Enter New Catalog
OurPrice + Y Y The Ourprice value plus the tax rate for your location.
Tax
Price Code A Y Y An encrypted price using the following format: PP$$$$SS,
-C where $$$$ is the price of the item, including cents, in
reverse. For example, if the price of the item is $3.25, the
price code is PP523SS. If the price of the item is $850.00,
the price code is PP00058SS.
PriceA- Y Y SA inventory Price A, Price B, and Price C values for the
PriceC item from the Enter New Inventory window, Description
tab.
Titles inventory Price A, Price B, and Price C values for
the item from the Enter New Catalog window, Description
tab.
Publisher Y Publisher box on the Enter New Catalog window,
Description tab.

Available
SA Titles
Rental Y Contract Amt box on the SA Inventory Maintenance
Income window, Serial Info tab. This is the amount of rental income
collected over time for this item.
Retail Y Y SA inventory Retail box on the following windows
Titles inventory Retail box on the Enter New Catalog
Sales Price Y Y Based on any parameters you have set up for your sale on the
Establish Upcoming Sale Parameters window.
Selcode Y Y Description box on the Enter Selection Codes window for
Description the selection code associated with the item.
Selection Y Y SA inventory Sel Code box on the following windows,
Code depending on how the item was received into inventory:
Titles inventory Sel Code box on the Enter New Catalog
Serial# Y Left Notes box at the bottom of the SA Inventory
Notes Maintenance window, Serial Info tab.
Size Y Size box on the Enter New Inventory window,
Description tab.
Sku Notes Y Notes box (Notes selected) on the SA Inventory
Maintenance window, Description Info tab.
Sku# Y Sku box on the Enter New Inventory window, Description
tab.
Stock# Y Stock# box on the SA Inventory Maintenance window,
Serial Info tab.
Sub Y Sub Cat box on the following windows, depending on how the
Category item was received into inventory:
Tax on Y Y Amount of tax, based on your location, to apply to the item
OurPrice based on its Ourprice value.
Type Your Y Y Enter any text to print on the label, such as your store name.
Own Text

Available
SA Titles
Units Y Unit box on the SA Inventory Maintenance window,
Description Info tab.
Vendor Y Y SA inventory Prim Vend box on the Enter New
Inventory window, Description tab.
Titles inventory Prim Vend box on the Enter New
Catalog window, Description tab.
Voicing Y Voicing box on the Enter New Catalog window,
Description tab.
Warranty Y Warranty box on the Enter New Inventory window,
Months Description tab.
5.3.17.1.5 Windows
5.3.17.1.5.1 Setup Barcode Blaster Defaults window

Purpose
Use this window to create the default values for your Barcode Blaster label printers. For all
other label printer brands, use the Setup Barcode Defaults window.

l On the Maintenance menu, point to Inventory Maintenance and click Setup

Barcode Blaster Defaults.
l Use the keyboard shortcut Alt, N, I, T.
Diagram
The following diagram illustrates the Setup Barcode Blaster Defaults window.

Item descriptions
Fields and boxes
Item Description
Description Enter a description for the Barcode Blaster label default you are creating.
Header Enter the position of the header. Refer to your Barcode Blaster
documentation for details on how you should set this up.
l SA Select an option to indicate if this default is for your serialized and
Inventory accessories inventory or for your titles inventory.
l Titles
Inventory
Pitch Enter the desired pitch for this label default. Refer to your Barcode
Blaster documentation for details about the pitch requirements.
Note: Tri-Tech recommends only changing this value under the

guidance of technical support.
Feed Type Enter the feed type information indicated by your Barcode Blaster
documentation.
Note: Tri-Tech recommends only changing this value under the

guidance of technical support.
Barcode Font If you want to override the default font size of the barcode, select the
Override override value in this box.
Label defaults grid
Field Name Click in the grid and select the AIMsi field you want the Barcode Blaster
to reference when creating an item on your label.
Click here for a description of each Field Name and if it is used for SA
Inventory, Titles Inventory, or both.
What will Displays a description of the field that will print on the label. If you
Print selected Type Your Own Text in the Field Name column, you can

Item Description
enter the text you want to print on the label in this column.
Format Enter the format you want to use for this item on the label. Keep in mind
that you will want each row in this grid in a different location on the
label.
The BARCODE value indicates the position and size of the barcode on the
label. Only one field should use this value.
The STRING value indicates the font size and placement of each field on
the label. The first number is the font size (3X5, 8X8, and so on). The
second and third numbers determine the position on the label (0 0, 10
17, 125 30, and so on). The second is the distance from the left edge of
the label and the third number is the distance from the top of the label. If
you set a field to 10 17, that item will display 10 positions from the left
and 17 from the top of the label.
Refer to your Barcode Blaster documentation for details on how you
should set this up.
Lgth Enter the character length of each field on the label.
Code Enter the type of information that should print on the label. Enter B for
the barcodes, C for character fields, and $ for currency fields.
Rtl This determines when the field should print on the label based on the
item's Retail and Ourprice values.
l Select Y to print the print the field on the label when the item's
Ourprice value is less than its Retail value.
l Select N to prevent the field from printing on the label when the
item's Ourprice value is equal to or greater than its Retail value.
Most often, only the Retail field would be excluded from the printed label
when the Ourprice value is equal to or greater than the Retail value.
Sku for Test Enter a SKU here and press Enter to print a test label using the current
Label settings.
Buttons
Item Description
Top Displays the first label default you have set up.
Next Displays the first label default after the one you are currently viewing.
Previous Displays one label default before the one you are currently viewing.
Bottom Displays the last label default you have set up.
Buttons for use with the Label Defaults grid
Default Click to create populate the grid with a preset group of default values.
Delete Click to delete the current row from the label defaults.
Add Click to add a new row to the label defaults.
Save Click to save any of your changes to the label defaults. This button only
displays after you make edits to the grid items.
Cancel Cancels any changes you've made since saving the label defaults. This

Item Description
button only displays after you make edits to the grid items.
Buttons for use with the label default set
Delete Click to delete the enter set of label defaults displayed in the grid.
Add Click to add a new set of label defaults.
5.3.17.1.5.2 Add/Change Label Styles window

Purpose
Use this window to create the label styles you will use to create your barcode label defaults
for all label printer brands except Barcode Blaster.

On the Maintenance window, point to Inventory Maintenance and click Setup Other
Label Styles.
Diagram
The following diagram illustrates the Add/Change Label Styles window.
Item descriptions
Fields and boxes

Item Description
Look for Label Style Enter a label style to look for. The grid automatically moves to
matching label styles as you type.
Label Style grid Displays any label styles set up in AIMsi. Click one to populate the
boxes on the right with information.
Description Enter a description for the label style. You can enter up to 40
characters here.
Label dimension options Take measurements of your labels in inches and convert the
inches to decimals for the following boxes. For example, if you have a measurement of 1-
2/16 inches, enter 1.125.
Page Width Enter the width of your roll of media.
Page Height Enter the height of your roll of media.
Label Width Enter the width of an individual label/tag.
Label height Enter the height of an individual label/tag.
Margin Top Enter the amount of white space to leave at the top of each label.
Margin Bottom Enter the amount of white space to leave at the bottom of each label.
Margin Left Enter the amount of white space to leave on the left of each label.
Margin Right Enter the amount of white space to leave on the right of each label.
# of Columns Enter the number of columns to print horizontally across the label.
Col Positions If the # of Columns is greater than 1, enter the starting position, in
inches, of each column on the label. Separate entries with a semi-
colon. For example, 0;1.125.
Row Spacing Enter the amount of vertical space between each label.
Options for duplexing
l None Select None unless you are using double-sided media. If you are
l Horizontal using double-sided media, indicate if you want to duplex horizontally
l Vertical or vertically.
Options for paper orientation
l Portrait Indicate if you want to print labels in a portrait or landscape layout.
l Landscape Landscape will print labels using the long side of your media.
Typically you will select Portrait here.
Ask for Skipped Select to force AIMsi to prompt you for a starting label number when
Labels When you're printing labels. You might use this if, for example, you're
Printing printing on an 8.5" x 11" sheet of Avery labels and you've used 5 of
the labels on the sheet. This allows you to start printing at a specific
label without wasting the remaining blank labels for subsequent
printings.
Buttons

Item Description
Load Click to load the seven default label styles supported by Tri-Tech. These label
Defaults styles match up with labels and tags you can purchase directly from Tri-Tech.
Save Saves any changes you've made to the label style. This button only displays if
you've added or edited a label style.
Cancel Cancels any changes you've made to the label style. This button only displays if
you've added or edited a label style.
Delete Deletes the highlighted label style.
Add Clears the window so you can add a new label style.
5.3.17.1.5.3 Setup Barcode Defaults window

Purpose
Use this window to create the default values for your label printers. Use this window for
any brand of label printer other than Barcode Blaster. For Barcode Blaster label printers,
use the Setup Barcode Blaster Defaults window.

On the Maintenance menu, point to Inventory Maintenance and click Setup Other
Label Defaults.
Diagram
The following diagram illustrates the Setup Barcode Defaults window.
Item descriptions
Fields and boxes

Item Description
Description Enter a description for the label default you are creating.
Label Style Select a label style for your default. Label styles are set up on the
Add/Chang Label Styles window.
Options for inventory
l SA Select an option to indicate if this default is for your serialized and
Inventory accessories inventory or for your titles inventory.
l Titles
Inventory
Options for text direction
l L to R Select an option to indicate if the text should print n the labels left to
l R to L right, right to left, bottom to top, or top to bottom.
l B to T
l T to B
Barcode Type Select a barcode type for this label default. Refer to your printer
documentation for additional information on barcode types.
Barcode Left Indicate, in inches, how far from the left edge of the label the barcode
Pos should start.
Barcode Top Indicate, in inches, how far from the top edge of the label the barcode
Pos should start.
Barcode Bar Indicate, in inches, the maximum width of the barcode on the label.
Width
Label defaults grid
Field Name Click in the grid and select the AIMsi field you want the label printer to
reference when creating an item on your label.
Click here for a description of each Field Name and if it is used for SA
Inventory, Titles Inventory, or both.
What will Displays a description of the field that will print on the label. If you
Print selected Type Your Own Text in the Field Name column, you can
enter the text you want to print on the label in this column.
Left Pos Indicate, in inches, how far from the left the field should print.
Top Pos Indicate, in inches, how far from the top the field should print.
Lgth Enter the character length of each field on the label.
Code Enter the type of information that should print on the label. Enter B for
the barcodes, C for character fields, $ for currency fields, and L for
logical fields.
Rtl This determines when the field should print on the label based on the
item's Retail and Ourprice values.
l Select Y to print the print the field on the label when the item's
Ourprice value is less than its Retail value.
l Select N to prevent the field from printing on the label when the
item's Ourprice value is equal to or greater than its Retail value.
Most often, only the Retail field would be excluded from the printed label

Item Description
when the Ourprice value is equal to or greater than the Retail value.
Font Enter the font family you want to use for your labels, such as Verdana,
Arial, or Times New Roman. Valid fonts are any supported by your label
printer. Refer to the user manual for your label printer for a list of
options.
For bold font, enter the font family name followed by the word Bold. For
example, Verdana Bold.
FSize Enter the size of the font to use on the label.
Angle Control the pitch, or angle, of your text. Enter any number between 0
and 359. To print text in italics, enter 45. To print text vertically, enter a
value between 90 and 270.
Sku for Test Enter a SKU here and press Enter to print a test label using the current
Label settings.
Number of Enter the number of test labels to print.
labels
Buttons
Item Description
Top Displays the first label default you have set up.
Previous Displays one label default before the one you are currently viewing.
Next Displays the first label default after the one you are currently viewing.
Bottom Displays the last label default you have set up.
Buttons for use with the Label Defaults grid
Delete Click to delete the current row from the label defaults.
Add Click to add a new row to the label defaults.
Save Click to save any of your changes to the label defaults. This button only
displays after you make edits to the grid items.
Cancel Cancels any changes you've made since saving the label defaults. This
button only displays after you make edits to the grid items.
Buttons for use with the label default set
Delete Click to delete the enter set of label defaults displayed in the grid.
Add Click to add a new set of label defaults.
5.3.17.2 Barcodes
Maintain your SKU barcodes

5.3.17.2.1 Maintain your SKU barcodes
Use this procedure to edit, delete, or add barcodes for specific SKUs. These barcodes are
typically added as you receive pre-barcoded inventory by either scanning or manually
entering the manufacturer's barcode. This automatically associates a barcode with a SKU
so that you can scan or enter that barcode during a POS transaction and all associated
information is automatically pulled into the transaction.
Steps to complete
Select from the options below to manage your SKU barcodes.
SKU has one barcode
1. On the Maintain Barcodes window, enter the SKU you are looking for in the Look
for Sku box.
Is the SKU found

in the grid? Then...
Yes highlight it in the grid and update the SKU number,
barcode, or inventory type as necessary.
No click Add and enter the SKU, barcode, and inventory
type.
3. Click Save.
SKU has additional barcodes
1. On the Alternate Barcodes window, enter the SKU you are looking for in the Look
for Sku box.
Is the SKU found
in the grid? Then...
Yes highlight it in the grid and update the SKU number,
barcode, or inventory type as necessary.
No click Add and enter the SKU, barcode, and inventory
type.
3. Click Save.
5.3.17.2.2 Windows

5.3.17.2.2.1 Maintain Barcodes window
Purpose
Use this window to add, delete, or update barcodes by SKU number. The barcodes on this
window were either scanned or manually entered when pre-barcoded inventory was
received.

l On the Maintenance menu, point to Inventory Maintenance and click Bar Code
Reference Table.
l Use the keyboard shortcut Alt, N, I, B.
Diagram
The following diagram illustrates the Maintain Barcodes window.
Item descriptions
Fields and boxes
Item Description
Look for Sku Enter a SKU number to look for. The grid automatically moves to matching
SKU numbers as you type.
Barcode grid
Sku Displays the SKUs associated with pre-barcoded inventory.
Barcode Displays the barcode associated with each SKU.
Type Displays the type of inventory for this SKU. Valid options are A
(accessories), H (header record for serialized inventory), S (serial
inventory), and T (title).

Item Description
Sku Update the SKU number for the barcode and click Save, or click Add and
create a new SKU-barcode association.
Barcode Scan or enter a barcode number for the SKU.
Type Indicate if the inventory is of type A (accessories), H (header record for
serialized inventory), S (serial inventory), or T (title).
Buttons
Item Description
Save Saves your changes the Sku, Barcode, and/or Type boxes. This button only
displays if you've added or edited a SKU.
Cancel Cancels any changes you've made to the Sku, Barcode, and/or Type boxes. This
button only displays if you've added or edited a SKU.
Delete Deletes the highlighted SKU/Barcode.
Add Clears the window so you can add a new SKU and barcode.
5.3.17.2.2.2 Alternate Barcodes window

Purpose
Use this window to maintain the barcodes of SKUs with more than one barcode, such as
when a manufacturer provides more than one barcode per SKU.

l On the Maintenance menu, point to Inventory Maintenance and click Alternate

Barcode.
l Use the keyboard shortcut Alt, N, I, A.
Diagram
The following thumbnail illustrates the Alternate Barcodes window. Click the thumbnail
to view a full-size image.

Item descriptions
Fields and boxes
Item Descriptoin
Look for Sku Enter a SKU number to look for. The grid automatically moves to matching
SKU numbers as you type.
Barcode grid
Sku Displays the SKUs associated with pre-barcoded inventory.
Barcode Displays the barcode associated with each SKU.
Sku Update the SKU number for the barcode and click Save, or click Add and
create a new SKU-barcode association.
Barcode Scan or enter a barcode number for the SKU.
Buttons
Item Description
Save Saves your changes the Sku, Barcode, and/or Type boxes. This button only
displays if you've added or edited a SKU.
Cancel Cancels any changes you've made to the Sku, Barcode, and/or Type boxes. This
button only displays if you've added or edited a SKU.
Delete Deletes the highlighted SKU/barcode.
Add Clears the window so you can add a new SKU and barcode.
5.3.18 Set up Gunbook programs

Use this procedure to automatically pop-up the Gunbook Entry window and review the
Acquisition or Disposition record for any of the following transactions involving firearms.

l Receive from vendor
l Transfer in or out and to or from another location
l Purchase
l Merchandise return
l Consignment received or returned to consignor
l Trade-in
l Sale
From the Gunbook Entry window, you can edit the transaction details. If you choose not
to automatically pop-up the Gunbook Entry window and review the A&D record, the
record is still saved to the gunbook, but without any edits you might make.
Steps to complete
1. On the Setup Acquisition - Disposition System window, select check boxes for
the acquisition and disposition transactions for which you want to automatically
display the Gunbook Entry window.
2. Click Exit.
5.3.18.1 Windows
5.3.18.1.1 Setup Acquisition - Disposition System window

Purpose
Use this window to select the transaction types where you want AIMsi to automatically
pop-up the Gunbook Entry window. This allows you to review the gunbook entry, and
modify it if necessary, before it is saved to the gunbook. Gunbook-eligible transactions are
recorded in the gunbook regardless of your selections here.

On the Maintenance menu, point to Inventory Maintenance and click Setup Gunbook
Programs.
Diagram
The following diagram illustrates the Setup Acquisition - Disposition System window.

Item descriptions
Fields and boxes
Item Description
Acquisition options
Received From Vendor Select this option to display the Gunbook Entry window
when you receive Gunbook-eligible inventory from a
vendor.
Merchandise Return Select this option to display the Gunbook Entry window
when a customer returns Gunbook-eligible inventory to
your store.
Consignment Select this option to display the Gunbook Entry window
when a customer consigns Gunbook-eligible inventory to
your store.
Received Transfer From Other Select this option to display the Gunbook Entry window
Location when you receive Gunbook-eligible inventory from
another location.
Purchase Select this option to display the Gunbook Entry window
when you purchase Gunbook-eligible inventory.
Trade-In Select this option to display the Gunbook Entry window
when a customer trades Gunbook-eligible inventory at
your store.
Transfer In Select this option to display the Gunbook Entry window
when Gunbook-eligible inventory is transferred to your
store.
Disposition options
Transfer To Another Location Select this option to display the Gunbook Entry window
when you transfer Gunbook-eligible inventory to another
location.
Return Consignment Select this option to display the Gunbook Entry window

Item Description
when you return Gunbook-eligible inventory to a
consignor.
Transfer Out Select this option to display the Gunbook Entry window
when Gunbook-eligible inventory is transferred out of
your store.
Sale Select this option to display the Gunbook Entry window
when you sell Gunbook-eligible inventory.
Buttons
Item Description
Exit Accepts any changes and closes the window.
5.3.18.2 Reports
The following topics describe the reports that are specifically related to the topics and
5.3.18.2.1 Serial Acquisition and Disposition report

About the report
This report details all firearm acquisition and disposition (A&D) activity during a specific
date range. When an ATF officer comes in for an inspection, he or she will want to review
your bound book records for a specific date range; you will need to run this report to
provide them the information they need.
Run the report

1. On the Report Catalog window - Inventory tab, select Serial Acquisition and
Disposition.
2. Click Run. The Serial Acquisition and Disposition window displays.
3. Enter a range of dates in the Date box.
4. Select options to further narrow the report results, such as to report on only those
A&D records marked for review.


selections.

5.4 Rental Maintenance

The Rental Maintenance selections are for use with the Rent and Sales Contracts module
only.
More:
Rental Defaults
Rental Payoff Formulas
Schools
5.4.1 Rental Defaults

From the menu bar, click Maintenance, click Rental Maintenance and click
Add/Change Rental Defaults or press Alt N R D on the keyboard.
Rental Defaults is used to maintain specific defaults by type of rental. When a new rent
or sales contract is established, the rental default that applies may then be selected and
the information pertaining to the type of rental is automatically inserted in the applicable
fields on the contract record.
More:
Types of Rentals
Adding a Default
Changing a Default
Rental Default Data Fields

5.4.1.1 Types of Rentals
The types of rentals that may be established are described below.
Rent to Rent (RO): Rent to Rent contracts are rent month to month contracts that may or
may not pay off. There is no set term. A certain percentage of rental payments made may
or may not accumulate as rent credit.
Rent to Own (RF): Rent to Own contracts have a set term to pay off. These rent to own
contracts may or may not have a finance charge. If there is a finance charge, the finance
charge is based on a fixed interest, declining rate. The interest disclosed at the time of
contract issue is all the interest that can be collected on the contract. Contracts of this type
usually have provisions for late charges to be collected if payments are late. If the contract
is paid off early, the interest will be rebated off the balance (like most installment
contracts). Rent to Own contracts may also be considered Lease Purchase rentals. Lease
Purchase contracts would not have a finance charge but may instead have a lease fee that
is an even amount calculated into each payment.
Sales Contracts (SF): Sales contracts are similar to Rent to Purchase contracts with the
exception being on a Sales contract the inventory is considered sold at the time of contract
issue as opposed to the time the contract is paid off.
Simple Interest – Rent (RV): Simple Interest Rent contracts are rent to own contracts
with a set term to pay off. These contracts do have a finance charge and the finance charge
is based on a simple interest rate. Simple interest contracts calculate interest due on the
principal from the time the last payment was made to the time of the current payment. For
this reason, the amount of interest actually collected on the contract may be more than
what was disclosed on the contract at the time of contract issue.
Simple Interest – Sales (SV): Simple Interest Sales contracts are similar to Simple
Interest Rent contracts with the exception being on a Simple Interest Sales contract the
inventory is considered sold at the time of contract issue as opposed to the time the
contract is paid off.
Extended Warranty (EW): Extended Warranty contracts are service contracts.
Note: State laws typically determine the time of interest to use on rental and sales
contracts, as well as the amount of interest and late charges you can collect.
5.4.1.2 Adding a Default

Click the Add button to add a new rental default record. The fields on the screen will clear
of information. Type the information pertaining to the new rental default as specified in
'Rental Default Data Fields' and upon completion, click the Save button to save the new
rental default record.
5.4.1.3 Changing a Default

When a new rental default is saved, the description will appear in the grid on the left side
of the Rental Default window. To make changes to an existing rental default, click in the
row on the grid that contains the applicable description and make the necessary changes.
Don't forget to click the Save button in order to save all changes.

5.4.1.4 Rental Default Data Fields
Page 1 tab
Active
Rental defaults should never be deleted if rental contracts under the default remain
outstanding. If a rental default becomes obsolete, pull up the applicable rental default and
click the Active box in order to deselect it. The outstanding contracts will continue to refer
to the default but the inactive default may no longer be selected when entering new
contracts.
Rental Default
A word or phrase that describes the type of rental being established.
Rental Type
Click in the Rental Type box and select the type applicable to the rental default you are
establishing. A description of the available contract types are described under 'Types of
Rentals'.
Principle Tax Code
If the principle portion of the rent is taxable, click the Tax Code box next to Principle and
select Tax Rate 1 if the tax rate associated with Tax Rate 1 in Tax Authorities applies to
the default being established.
If rent is taxable, click the Tax Code box and select Tax Rate 2 if the tax rate associated
with Tax Rate 2 in Tax Authorities applies to the default being established. The 'Tax Rate 2'
option does not apply if you are located in the United States.
If rent is taxable, click the Tax Code box and select Both Tax Rates if the tax rate
associated with both Tax Rate 1 and Tax Rate 2 in Tax Authorities applies to the default
being established. The 'Both Tax Rates' option does not apply if you are located in the
United States.
If rent is not taxable or you are setting up a contract default for your tax exempt rentals
(i.e. schools or churches), click the Tax Code box and select Tax Exempt from the drop
down list.

Maintenance Tax Code
If the type of contract being established has a maintenance or insurance option and
maintenance is taxable, click in the Tax Code box next to Maintenance and select Tax
Rate 1 if the tax rate associated with Tax Rate 1 in Tax Authorities applies.
If maintenance is taxable, click the Tax Code box and select Tax Rate 2 if the tax rate
associated with Tax Rate 2 in Tax Authorities applies. The 'Tax Rate 2' option does not
apply if you are located in the United States.
If maintenance is taxable, click the Tax Code box and select Both Tax Rates if the tax
rate associated with both Tax Rate 1 and Tax Rate 2 in Tax Authorities applies. The 'Both
Tax Rates' option does not apply if you are located in the United States.
If maintenance is not taxable or you are setting up a contract default for your tax exempt
rentals (i.e. schools or churches), click the Tax Code box and select Tax Exempt from
the drop down list.
Note: The Maintenance Tax Code is unavailable if the Rental Type selected is 'Extended
Warranty'. If maintenance is not taxable in your state, you should have selected 'Tax
Exempt' in the Principle Tax Code box as the principle on Extended Warranty contracts is
maintenance.
Late Fee Tax Code

If late fees are taxable in your state, click in the Tax Code box next to Late Fee and select
Tax Rate 1 if the tax rate associated with Tax Rate 1 in Tax Authorities applies.
If late fees are taxable, click the Tax Code box and select Tax Rate 2 if the tax rate
If late fees are taxable, click the Tax Code box and select Both Tax Rates if the tax rate
associated with both Tax Rate 1 and Tax Rate 2 in Tax Authorities applies. The 'Both Tax
Rates' option does not apply if you are located in the United States.
If late fees are not taxable or you are setting up a contract default for your tax exempt
the drop down list.
Lease Services Tax Code
If the type of contract being established has an even lease or rental fee to be calculated
into each payment and the fee is taxable, click in the Tax Code box next to Lease Services
and select Tax Rate 1 if the tax rate associated with Tax Rate 1 in Tax Authorities applies.
If the lease fee is taxable, click the Tax Code box and select Tax Rate 2 if the tax rate
If the lease fee is taxable, click the Tax Code box and select Both Tax Rates if the tax
rate associated with both Tax Rate 1 and Tax Rate 2 in Tax Authorities applies. The 'Both
Tax Rates' option does not apply if you are located in the United States.
If the lease fee is not taxable or you are setting up a contract default for your tax exempt
the drop down list.

Payoff Formula
If the Rental Type selected is 'Rent to Rent', the Payoff Formula box will be available. The
Payoff Formulas are established in 'Add/Change Payoff Formulas' under Rental
Maintenance. Refer to 'Rental Payoff Formulas' for more information.
Click in the Payoff Formula box and select the payoff formula that applies to the rent to
rent contract default being established.
Interest Rate
If the Rental Type selected is either 'Rent to Purchase', 'Sales Contract', 'Simple Interest –
Rent' or 'Simple Interest – Sales' the Interest Rate box will be available.
If the type of rental being established is to be charged interest, type the interest rate in
decimal form, i.e. .169 for 16.9%.
Free Months
If the Rental Type selected is either 'Simple Interest – Rent' or 'Simple Interest – Sales',
the Free Months box will be available.
If the type of contract being established is to have a certain number of months where
interest should not be charged, enter the number of months 'free' here.
Page 2 tab
Auto Pay
If contracts entered under the rental default being established are to be set up on an
automatic payment plan with credit card or bank debit, click the Auto Pay box in order to
select it. This option may be changed individually by contract.
Type
If the Auto Pay option is selected, the auto pay type must be selected in the Type box. The
options include Credit Card-Icverify or Bank Debit.
Only If Payment is Late By __ Days
If the credit card or bank debit is to only take effect if the customer is late on a payment,
click the Only if Payment is Late box and enter the number of days the customer has
before the credit card is charged or bank account is debited.

Payment Frequency
Click in the Payment Frequency box and select the payment frequency of the contract.
Example: Select 1 if the customer is to make monthly payments, select 3 if the customer is
to make quarterly payments, select 12 if the customer is to make yearly payments.
If the rental payments are not based on a regular schedule, select 1 as the Payment
Frequency.
Irregular Payment Schedule
If the rental payments are not based on a regular schedule, click Irregular Payment
Schedule in order to select it. For those contracts set up on an irregular payment
schedule, the next payment due date and next payment due amount must be entered each
time a payment is made on the contract.
Example: An Irregular Payment Schedule may apply if your rentals are based on a school
semester session and summer session.
Tax Depr
The Tax Depr box will not be available if the Rental Type is Extended Warranty, Sales
Contract or Simple Interest – Sales.
If the inventory that goes out on rent under the default being established should be
depreciated using a tax depreciation schedule, click in the Tax Depr box and select the
applicable tax depreciation schedule from the drop down list. The tax depreciation
schedules are established in 'Depreciation Schedules' on the Inventory Maintenance menu.
Book Depr
The Book Depr box will not be available if the Rental Type is Extended Warranty, Sales
Contract or Simple Interest – Sales.
If the inventory that goes out on rent under the default being established should be
depreciated using a book depreciation schedule, click in the Book Depr box and select the
book depreciation schedule from the drop down list. The book depreciation schedules are
established in 'Depreciation Schedules' on the Inventory Maintenance menu.
Late Charge
If your customers must pay a late charge when rental payments are not made on time,
type the late charge amount or percentage of payment to calculate as the late charge in the
b box. If the amount entered is under 1.00, it will be assumed that the number is a
percentage.
Grace Period
The Grace Period box should contain the number of days from the time a payment is due
to the time the late charge should be assessed.
Note: The late charge will automatically be assessed; however, a late charge may be
easily be 'forgiven' on individual contracts.
Payment Required Every Month

The Payment Required Every Month option is only available if the Rental Type is 'Simple
Interest – Rent' or 'Simple Interest – Sale'.
If the customer must make a payment every month, regardless if multiple payments are
made at once, click the b box. Any 'extra' payments are applied towards the principle.

Ask for Student and School
If you would like the Student and School boxes to appear when entering contracts under
the default being established, click the Ask for Student and School box in order to select
it.
The Student and School information on rental contracts is often useful for those stores that
want to track rentals by school (i.e. music stores that do a large quantity of instrument
band rentals). This enables you to track the item by student name and also enables you to
run reports showing how well your rental business is doing by school.
5.4.2 Rental Payoff Formulas

Add/Change Payoff Formulas or press Alt N R F on the keyboard.
Payoff Formulas apply to rent month to month contracts only. The formula determines
what percentage (if any) of each payment applies towards the purchase of the contracted
item.
Note: The Maintenance portion of payments will not be used when calculating rent credit.
The payoff formula highlighted in the screen shot above states the following:
l 100% of payments made in the first six months applies towards the purchase,
l 80% of subsequent payments applies towards the purchase,
l if a payment is late, you will still give the customer credit for the payment,
l once the accumulated rent credit reaches the purchase price of the item being
rented, the contract will payoff.
Note: When posting the final payment, you will see a note on the screen stating the
contract is paying off.
More:
Adding a Payoff Formula
Changing a Payoff Formula

Payoff Formula Data Fields
5.4.2.1 Adding a Payoff Formula

Click the Add button to add a new payoff formula record. The fields on the screen will clear
of information. Type the information pertaining to the new payoff formula as specified in
'Payoff Formula Data Fields' and upon completion, click the Save button to save the new
rental payoff formula record.
5.4.2.2 Changing a Payoff Formula

When a new payoff formula is saved, the description will appear in the grid on the left side
of the Payoff Formula window. To make changes to an existing rental payoff formula, click
in the row on the grid that contains the applicable description and make the necessary
changes. Don't forget to click the Save button in order to save all changes.
5.4.2.3 Payoff Formula Data Fields

Payoff Formula
A word or phrase that describes the payoff formula being established.
1st Level __% Credit for __ Months
For the first level of the payment formula, enter the percentage of payment to apply
towards the purchase. The percentage must be typed in decimal format, i.e. 100% =
1.0000.
Enter the number of months the percentage of credit applies to. If the percentage entered
is to be applied to all payments to calculate rent credit, enter 99 as the Months.
2nd Level __% Credit for __ Months
Enter the percentage of payment to apply towards the purchase. The percentage must be
typed in decimal format, i.e. 80% = .8000.
Enter the number of months the percentage of credit applies to. If the percentage entered
is to be applied to all payments to calculate rent credit, enter 99 as the Months.
Examples: 1) If 100% of payments made in the first six months applies towards the
purchase, the 1st level payment formula should appear as: 1.0000% Credit for 6 Months. If
80% of all remaining payments applies towards the purchase, the 2nd level payment
formula should appear as .8000% Credit for 99 Months. 2) If no payments apply, both
payment levels should read as .0000% Credit for 0 Months. 3) If all payments apply
towards the purchase, the 1st level payment formula should appear as 1.0000% Credit for
99 Months. The 2nd level payment formula should be left blank.
Do you wish to give credit for late payments?
If you will give the customer credit for a payment that was made late, click this box in
order to select it. If you do not give credit for payments that are made late, be certain this
box is deselected.
Payoff contract if credit exceeds purchase price?
If the contract is to pay off once the rent credit accumulated has reached the price of the
item being rented, click this box in order to select it. If the contract is not to pay off, be
certain this box is deselected.

5.4.3 Schools
Add/Change Schools or press Alt N R S on the keyboard.
The School table contains the schools that may be selected from when entering new rental
contracts. Entering the schools that the students attend enables you to list rental activity by
school. If this is unimportant to you, establishing the school table is not necessary.
More:
Adding a School
Changing a School
School Data Fields
5.4.3.1 Adding a School

Click the Add button to add a new school record. The fields on the screen will clear of
information. Type the information pertaining to the new record as specified in 'School Data
Fields' and upon completion, click the Save button to save the new school.
5.4.3.2 Changing a School

When a new school is saved, the name will appear in the grid on the left side of the School
window. To make changes to an existing school, click in the row on the grid that contains
the applicable name and make the necessary changes.
5.4.3.3 School Data Fields

School
The name of the school being added to the table.
5.5 Service Maintenance

Repair Maintenance
The Repair Maintenance selections are for use with the Repair and Service module.
More:
Repair Table
Repair Status Codes
5.5.1 Service Table

From the menu bar, click Maintenance, click Repair Maintenance and click Repair
Table or press Alt N P R on the keyboard.

The Repair Table is used to establish common repairs that may be selected from when
entering a repair ticket. This results in easier and more efficient entry of repair tickets.
A repair table should be established for each category and sub category of inventory that is
repaired in your repair shop. When a serial number is entered on a repair ticket, the repair
table established for the item's category may be selected from. Any repair selected from
the repair table may be changed on individual repair tickets.
More:
Adding a Repair
Changing a Repair
Repair Table Data Fields
5.5.1.1 Adding a Repair

Click the Add button to add a new repair record. The Description tab will open and the
fields on the screen will clear of information. Type the information pertaining to the new
record as specified in 'Repair Table Data Fields'. If you are tracking parts in your inventory
file and parts are to be assigned to the repair, add the parts to the Parts tab. Refer to
'Repair Table Data Fields' for more information. Upon completion, click the Save button on
the bottom left of the tab to save the new repair to the table.
5.5.1.2 Changing a Repair

When a new repair is saved, the category, sub category, code, description and rate will
appear in the grid on the Table tab. To make changes to an existing repair, click in the row
on the grid that contains the applicable repair and make the changes on the Description tab
and Parts tab as applicable.

5.5.1.3 Repair Table Data Fields
Description tab
Category
The Category of inventory you are establishing a repair for. Click the down arrow to the
right of the Category box and select the applicable category. If a new category needs to
be established, click Maintenance on the menu bar, click Inventory Maintenance and
click Categories. For information pertaining to adding a new category, refer to 'Maintain
Inventory Categories' .
Sub Category
The Sub Category of inventory you are establishing a repair for. Click the down arrow to
the right of the Sub Category box and select the applicable sub category. If a new sub
category needs to be established, click Maintenance on the menu bar, click Inventory
Maintenance and click Sub Categories. For information pertaining to adding a new sub
category, refer to 'Maintain Sub Categories'.
Category to Charge
The category to use when the repair is billed. Click the down arrow to the right of the
Category box and select the applicable category. The categories that appear in the drop
down list are those categories established with a 'non inventory' type. If a new category
needs to be established for the item, click Maintenance on the menu bar, click Inventory
Maintenance and click Categories. For information pertaining to adding a new category,
refer to 'Maintain Inventory Categories' .
Note: The default categories established for repairs are 30 for Repair Parts and 31 for
Repair Labor.
If the repair being added to the table has both labor and parts associated with it, there are
two methods available for denoting the portion that is labor and the portion that is parts.
1. If you are tracking parts in your inventory file, you will want to assign the parts to
the repair on the Parts tab. The category to charge should be your Repair Labor
category because the parts portion will be billed according to the price associated
with the parts on the Parts tab. The Rate that appears in the following field should be
the total amount of the repair, including both Labor and Parts. Once the parts are
assigned on the Parts tab, the Labor portion and Parts portion will be broken out
accordingly and only the Labor portion will be billed using the category entered as
the Category to Charge.
Example: The total rate on a Complete Repad (Student) Clarinet may be

$125.00. The Labor portion is $100.00 and the Parts portion is $25.00. You are
tracking the parts in inventory so will be assigning the parts to the repair on
the Parts tab. On the Description tab you will want to select your Repair Labor
category for the Category to Charge and enter $125.00 as the Rate. Once the
Parts are assigned on the Parts tab, the Labor portion of the repair will be
$100.00 and the Parts portion will be $25.00. For accounting purposes, the
$100.00 will be expensed to the ledger number assigned to your repair labor
category and the $25.00 will be expensed according to the ledger numbers
assigned to the category of the parts.

2. If you are not tracking parts in your inventory file, you will want to establish one
repair in the repair table for your labor portion, entering your repair labor category
as the category to charge. You should then have another repair established in the
repair table for your parts portion.
Example: The total rate on a Complete Repad (Student) Clarinet may be $125.00. The
Labor portion is $100.00 and the Parts portion is $25.00. You are not tracking the parts in
inventory so you should have two separate repairs set up in the table for this one repair.
The Labor portion of $100.00 should be assigned your repair labor category as the
Category to Charge and Rate will be $100.00. For the Parts portion, you may want a
generic repair established in the table for each category and sub category of inventory you
repair. In this example, Clarinets are category 1 and sub category 3. You may want a
repair called Parts, assigned with your parts category (i.e. category 30) as the Category to
Charge and with a 0.00 rate. The rate will then be changed when you actually enter or bill
the repair.
Repair Code
The repair code is automatically incremented according to the number of the repair being
established for the category and sub category selected.
Example: If this is the first repair being added to the table for category 1 and sub
category 3, the Repair Code will appear as 1. If this repair is saved and another repair is
added for category 1 and sub category 3, the Repair Code will automatically increment to
2, etc. This number may be changed.
Description
The description of the repair.
Rate
The total rate of the repair. Refer to the prior field Category to Charge for examples.
Parts tab
If parts are to be assigned to the repair being added to the table, click the Parts tab.
Qty
The quantity of the part being added to the repair.
Sku
The sku number of the repair. If the item was found in inventory as a Part, the category,
description and price will appear in the applicable fields. If the item was not found in
inventory, the category, description and price fields must be tabbed to and completed.
Category
The inventory Category of the part. Click the down arrow to the right of the Category box
and select the applicable category. If a new category needs to be established, click
Maintenance on the menu bar, click Inventory Maintenance and click Categories. For
information pertaining to adding a new category, refer to 'Maintain Inventory Categories'.
Description
The description of the part.
Price
The price each of the part.

Upon clicking the Save button the part will appear in the Parts grid. The Labor portion of
the total repair rate entered on the Description tab will be reduced by the total amount of
the part added and the Parts portion will increase by the total amount of the part added.
Continue assigning the parts to the repair as applicable. Don't forget to click the Save
button the bottom left side of the main 'Add/Change Repair Table' window in order to save
the repair to the repair table.
Deleting a Part
To delete a part that was saved to the Parts grid, click in the row of the grid containing the
part in order to select it and click the Delete button. The Labor portion of the repair will
increase by the total amount of the repair deleted and the Parts portion of the repair will
decrease by the amount.
5.5.2 Service Status Codes

Repair Status Codes
From the menu bar, click Maintenance, click Repair Maintenance and click Repair
Status Codes or press Alt N P S on the keyboard.
Repair Status Codes are selected from when entering a new repair ticket, changing a repair
ticket, completing the repair and billing the repair. The status code table is referred to in
order to determine what wording is to appear on the ticket (i.e. Invoice when Billed,
Estimate when first entered, Repair Ticket when updated), notes to appear on the receipt
and the status of the repair for reporting and accounting purposes. You should have at least
three codes established, one for incomplete, a second to mark the repair as completed and
a third for billed.
The repair status code that new repair tickets default to is set up in 'System Variables' on
the General Maintenance menu. The variable the status code is assigned to is
'RepairStatus'. Refer to 'System Variables Defined' for more information.
More:
Adding a Repair Status Code
Changing a Repair Status Code

Repair Status Code Data Fields
5.5.2.1 Adding a Repair Status Code

Click the Add button to add a new repair status code record. The fields on the screen will
clear of information. Type the information pertaining to the new record as specified in
'Repair Status Code Data Fields'. Upon completion, click the Save button to save the new
status code to the table.
5.5.2.2 Changing a Repair Status Code

When a new repair status code is saved, the status, description and code will appear in the
grid on the left side of the Repair Status Codes window. To make changes to an existing
code, click in the row on the grid that contains the applicable status code and make the
changes as applicable. Don't forget to click the Save button to save all changes.
5.5.2.3 Repair Status Code Data Fields

Status
A user defined alpha-numeric code with a maximum length of four characters.
Code
Click in the Code field for a list of your options. Following is a description of each of the
status codes that is listed in the drop down list box.
l Bill Repair: When a repair code with the status of Bill Repair is selected on the
repair ticket, the POS invoice window will automatically run so the sales person can
bill the repair.
l Repair Completed: When a repair code with the status of Repair Completed is
selected on the repair ticket, the repair will be marked as completed and cannot be
changed.
l Repair Not Completed: When a repair code with the status of Repair Not
Completed is selected on the repair ticket, the repair will be marked as incomplete.
The ticket may be pulled up again and changed.
Description
The description of the status code being established.
Receipt Header
The heading to appear on the repair ticket when it is printed.
Receipt Notes
The notes to appear on the bottom of the repair ticket when it is printed.
5.6 Accounts Payable Maintenance

The Accounts Payable Maintenance selections are for use with the Accounts Payable and
General Ledger modules.
More:
Last Check Number

5.6.1 Last Check Number
From the menu bar, click Maintenance, click Accounts Payable and click Last Check
Number or press Alt N A L on the keyboard.
Each time a check is printed in Print Individual Check or Print Checks Selected or a check is
manually posted in Check Disbursements on both the General Ledger and Accounts Payable
menus, the check number will automatically be incremented to the next number in order
by checking account selected. If the check number to be incremented needs to be changed
or a check number needs to be added (i.e. you open a new checking account), use Last
Check Number on the Accounts Payable Maintenance menu to modify the check number.
More:
Adding a Check Number
Changing a Check Number
Last Check Number Data Fields
5.6.1.1 Adding a Check Number

Click the Add button to add a new checking account check number record. The fields on the
screen will clear of information. Type the information pertaining to the new record as
specified in 'Last Check Number Data Fields'. Upon completion, click the Save button to
save the new checking account check number to the table.
5.6.1.2 Changing a Check Number

When a new check number is saved, the ledger number, description of the ledger account
and last check number will appear in the grid on the left side of the Last Check Number
window. To make changes to an existing checking account check number, click in the row
on the grid that contains the applicable check number and make the changes as applicable.
Don't forget to click the Save button to save all changes.
5.6.1.3 Last Check Number Data Fields

Check Acct
The checking account that applies to the check number being established. Click in the
Check Acct box and select the applicable checking account from the drop down list. The
checking account descriptions that appear in the Check Acct drop down list are taken from
the system category 1818 'Checking Accounts'. For more information on system category
1818, refer to 'System Categories' .
Check#
The last check that was written for the checking account selected. The next time you print
checks or post manually written checks, the number that appears here will be incremented
by one. So, if the next check is numbered 1000, you should enter 999 here.
5.7 Ledger Maintenance

The Ledger Maintenance selections are for use with the General Ledger module.

More:
System Categories
Payment Categories
Return Categories
Non Inventory Categories
System Category Header
Chart of Accounts
Chart of Account Types
Chart of Account Grouping
Departments
5.7.1 System Categories

From the menu bar, click Maintenance, click Ledger Maintenance and click System
Categories or press Alt N L S on the keyboard.
The System Categories consist of the ledger accounts to debit and credit when any posting
transaction is made in AIMsi. For this reason, it is of utmost importance that the categories
are set up properly if you are relying on AIMsi for your accounting reports. The software
comes with the system categories already established for you; however, you may make
modifications as you deem necessary. If any changes are made to the chart of accounts,
the system categories should be referenced and changed as applicable.
Example: The ledger account set up for Sales Tax Payable is 211-1. If this ledger account is
changed, the system category that is referenced when sales tax is affected (category
1801) should also be changed to reflect the new ledger number assigned to sales tax
payable.
The ledger accounts discussed in this section will be those that were sent as the default.
More:
System Categories Defined
Viewing the Ledger Accounts
Modifying the Ledger Accounts
5.7.1.1 System Categories Defined

There are a total of eight (8) system categories, as described below.
Note: The first six system categories all pertain to the Rent and Sales Contract module of
AIMsi. If you are not using the Rent and Sales Contract module, these categories may be
ignored. The rental categories include: EW, RO, RF, SF, RV and SV.
Note: You will notice ledger accounts described below with a sub number of 0. These
ledger accounts primarily pertain to inventory and the 0 will be replaced with the category
of inventory when ledger is updated. For example, system category 1601 'Inventory Cost
Received' affects 120-0. When an item is received into inventory that belongs to category
1, the sub number of 0 will be replaced with 1. You should not have any ledger
numbers in your chart of accounts with a sub number of 0.

Note: You will also notice a ledger account numbered 999-0 in various system categories.
These system categories are referenced when sales and payments are entered. When
ledger is updated, the 999-0 will be replaced with the ledger account assigned to the
payment category selected. For example, system category 5109 affects 999-0. When a
rental payment is entered and category 900 'Paid by Cash' is selected, the 999-0 will be
replaced with 109-1.
EW – Extended Warranty
The EW categories are numbered between 5000 and 5099 and are referenced when rental
contracts of type EW are entered, paid and returned. Extended Warranty contracts are
service contracts.
Categories numbered 5001 thru 5019 are related to the amounts entered on the initial
Extended Warranty contract.
Categories numbered 5041 thru 5059 are related to the payments entered on the Extended
Warranty contract.
Categories numbered 5060 thru 5090 are related to the return of Extended Warranty
contracts.
RO – Rent to Rent
The RO categories are numbered between 5100 and 5199 and are referenced when rental
contracts of type RO are entered, paid and returned. Rent Only contracts are rent month to
month contracts that may or may not pay off. There is no set term.
Categories numbered 5101 thru 5119 are related to the amounts entered on the initial Rent
to Rent contract.
Categories numbered 5141 thru 5159 are related to the payments entered on the Rent to
Rent contract.
Categories numbered 5160 thru 5190 are related to the return of Rent to Rent contracts.
RF – Rent to Own
The RF categories are numbered between 5200 and 5299 and are referenced when rental
contracts of type RF are entered, paid and returned. RF contracts are rent to own with a set
term to pay off. These rent to own contracts may or may not have a finance charge. If
there is a finance charge, the finance charge is based on a fixed interest, declining rate.
The interest disclosed at the time of contract issue is all the interest that can be collected
on the contract. Contracts of this type usually have provisions for late charges to be
collected if payments are late. If the contract is paid off early, the interest will be rebated
off the balance (like most installment contracts).
Categories numbered 5201 thru 5219 are related to the amounts entered on the initial Rent
to Own contract.
Categories numbered 5241 thru 5259 are related to the payments entered on the Rent to
Own contract.
Categories numbered 5260 thru 5290 are related to the return of Rent to Own contracts.

SF – Sales Contract
The SF categories are numbered between 5300 and 5399 and are referenced when
contracts of type SF are entered, paid and returned. SF contracts are similar to RF
contracts with the exception that SF contracts are sales contracts, that is, the inventory is
considered sold at the time of contract issue as opposed to the time the contract is paid off.
Sales Contract.
Categories numbered 5341 thru 5359 are related to the payments entered on the Sales
Contract.
Categories numbered 5360 thru 5390 are related to the return of Sales Contracts.
RV – Simple Interest Rent

The RV categories are numbered between 5400 and 5499 and are referenced when
contracts of type RV are entered, paid and returned. RV contracts are rent to own contracts
with a set term to pay off. RV contracts do have a finance charge and the finance charge is
based on a simple interest rate. Simple interest contracts calculate interest due on the
principal from the time the last payment was made to the time of the current payment. For
this reason, the amount of interest actually collected on the contract may be more than
what was disclosed on the contract at the time of contract issue.
Simple Interest Rent contract.
Categories numbered 5441 thru 5459 are related to the payments entered on the Simple
Interest Rent contract.
Categories numbered 5460 thru 5490 are related to the return of Simple Interest Rent
contracts.
SV – Simple Interest Sales

The SV categories are numbered between 5600 and 5699 and are referenced when
contracts of type SV are entered, paid and returned. SV contracts are similar to RV
contracts with the exception that SV contracts are sales contracts, that is, the inventory is
considered sold at the time of contract issue as opposed to the time the contract is paid off.
Simple Interest Sales contract.
Categories numbered 5641 thru 5659 are related to the payments entered on the Simple
Interest Sales contract.
Categories numbered 5660 thru 5690 are related to the return of Simple Interest Sales
contracts.
Ledger References (Inventory)

The Inventory categories are numbered between 1600 and 1699 and are referenced in the
Inventory and Purchase Order modules when inventory is received, when inventory cost is
changed and when inventory is removed from inventory.

Ledger References (General)
The General categories are numbered between 1800 and 1899 and are referenced within all
of the modules of the software.
5.7.1.2 Viewing the Ledger Accounts

In order to view the ledger accounts assigned to a system category, click the category on
the Filter Options tab and then click the List tab.
To view the ledger accounts assigned to all system categories, click List All Categories
on the Filter Options tab and then click the List tab. If you wish to go directly to a specific
category, on the List tab type the category in the Look For box. If the category entered
exists, the category will be highlighted on the screen.
Note: To view a description of a category listed on the List tab, click the category in order
to select it and click the Details tab.
5.7.1.3 Modifying the Ledger Accounts

In order to add or change ledger accounts assigned to a system category, click the
category on the List tab in order to select it and then click the Details tab.
The ledger numbers to be affected by the category should be assigned to the reference
number boxes. If you are unsure of the ledger number, press the F6 key on your keyboard
and select the ledger number from the 'Pick Ledger Number' list box. If the ledger number
does not exist, click the Add button on the 'Pick Ledger Number' list box. Refer to 'Chart of
Accounts' for information on adding a new ledger number. Once the ledger numbers have
been assigned as required, click the Save button.
5.7.2 Payment Categories

From the menu bar, click Maintenance, click Ledger Maintenance and click Payment
Categories or press Alt N L P on the keyboard.
Payment Categories should be used to add, modify or delete categories established for
your various payment options. Classifying your types of payment aids when balancing with
your cash drawer and reporting. The payment categories will be selected from any time a
transaction is made between a customer and the store that involves payment.
TTS highly recommends establishing the proper accounting information even if you are not
using the accounting portion of AIMsi.
More:
Adding a Payment Category
Changing a Payment Category
Data Fields for Payment Categories

5.7.2.1 Adding a Payment Category
Fields for Payment Categories' and upon completion, click the Save button to save the new
category record.
5.7.2.2 Changing a Payment Category

on the left side of the Payment Categories window. To make changes to an existing
category, click in the row on the grid that contains the applicable category and make the
necessary changes.
5.7.2.3 Data Fields for Payment Categories

Category#
A user-defined numeral with a maximum length of three digits numbered between 900 and
999.
Description
A word or phrase describing the category being established (such as Cash).
Type
Click the down arrow to the right of the Type box for your options. These options are as
follows:
Regular Payment: If the category being established is to be used as a method of
payment that is not to go through the ICVerify credit card authorization software, select
type Regular Payment. Examples of this type would be Paid by Cash, Paid by Check and
Paid by Visa/MC, American Express or Discover (if you are not using ICVerify for credit
card authorization).
ICVerify Payment: If the category being established is to be used as a method of
payment that will go through the ICVerify credit card authorization software, select type
ICVerify Payment. Examples of this type would be Paid by Visa/MC, American Express or
Discover.
Ledger# to Debit for Payment/Credit
Enter the ledger number to debit for this payment type. This would generally be an asset
account.
Open Cash Drawer

Click the Open Cash Drawer box if the payment category being established should open
the cash drawer. Instances where you may not want the cash drawer to open would be if
the customer paid by check or credit card and the drawer has a media slot that you may
slide the check/receipt through.

5.7.3 Return Categories
From the menu bar, click Maintenance, click Ledger Maintenance and click Return
Categories or press Alt N L R on the keyboard.
Return Categories should be used to add, modify or delete categories established for your
various return payment options. Classifying your types of return payment aids when
balancing with your cash drawer and reporting. The return payment categories will be
selected from any time a transaction is made between a customer and the store that
involves a return of payment to the customer.
More:
Adding a Return Payment Category
Changing a Return Payment Category
Data Fields for Return Payment Categories
5.7.3.1 Adding a Return Payment Category

Click the Add button to add a new return payment category record. The fields on the
screen will clear of information. Type the information pertaining to the new category as
specified in 'Data Fields for Return Payment Categories' and upon completion, click the
Save button to save the new category record.
5.7.3.2 Changing a Return Payment Category

When a new return payment category is saved, the category number and description will
appear in the grid on the left side of the Return Payment Categories window. To make
changes to an existing category, click in the row on the grid that contains the applicable
category and make the necessary changes.
5.7.3.3 Data Fields for Return Payment Categories

Category#
A user-defined numeral with a maximum length of three digits numbered between 800 and
899.
Description
Type
Click the down arrow to the right of the Type box for your options. These options are as
follows:
Regular Return: If the category being established is to be used as a refunding option that
affects your cash drawer and is not to go through the ICVerify credit card authorization
software, select type Regular Return. Examples of this type would be Cash Return, Check
Return and Visa/MC, American Express or Discover Return (if you are not using ICVerify
for credit card authorization).

ICVerify Return: If the category being established is to be used as a refunding option
that will go through the ICVerify credit card authorization software, select type ICVerify
Return. Examples of this type would be Refund by Visa/MC, American Express or
Discover.
Create Credit Invoice: If the category being established is to be used to create a credit
invoice on the customer's account, select type Create Credit Invoice.
Ledger# to Credit for Return
Enter the ledger number to credit for this return. This would generally be an asset account.
Note: This would be the ledger number to credit for the refunding of the payment. The
ledger numbers assigned to the category of the merchandise being returned will be
referenced for that portion of the ledger entry.
Open Cash Drawer

Click the Open Cash Drawer box if the refund category being established should open the
cash drawer. Instances where you may not want the cash drawer to open would be if you
are writing the customer a check or if you are creating a credit invoice on the customer's
account.
5.7.4 Non Inventory Categories

Non Inventory Categories
From the menu bar, click Maintenance, click Ledger Maintenance and click Non
Inventory Categories or press Alt N L N on the keyboard.
Non Inventory Categories should be used to add, modify or delete categories established
for non-inventory types of sales transactions. Examples of these types of transactions
would include shipping, delivery charges and return check charges.
More:
Adding a Non Inventory Sales Category
Changing a Non Inventory Sales Category
Data Fields for Non-Inventory Sales Categories
5.7.4.1 Adding a Non Inventory Sales Category

Fields for Non-Inventory Sales Categories' and upon completion, click the Save button to
save the new category record.

5.7.4.2 Changing a Non Inventory Sales Category
on the left side of the Categories window. To make changes to an existing category, click in
the row on the grid that contains the applicable category and make the necessary changes.
5.7.4.3 Data Fields for Non-Inventory Sales Categories

Category#
A user-defined numeral with a maximum length of two digits numbered between 1 and 99.
Description
Tax Code
The tax code determines whether or not the category being established is taxable or non-
taxable. Click the down arrow to the right of the box for your options. These options are
0 – Tax Exempt: Select tax code 0 if the category is non-taxable.
1 – Tax Rate 1: If the category is taxable and your business is located in the United
States, select tax code 1. Tax rate 1 means that the tax rate 1 established in the Tax
Authorities will be used when calculating the sales tax on sales of this category. Refer to
'Tax Authorities' under General Maintenance for more information.
2 – Tax Rate 2: If the category is taxable, your business is located outside of the United
States where a two tier tax structure is in place and the tax rate 2 established in the Tax
Authorities should be used when calculating the sales tax on sales of this category, select
tax code 2. Refer to 'Tax Authorities' under General Maintenance for more information.
3 – Tax Rate 1 & 2: If the category is taxable, your business is located outside of the
United States where a two tier tax structure is in place and both tax rates 1 and 2
established in the Tax Authorities should be used when calculating the sales tax on sales of
this category, select tax code 3. Refer to 'Tax Authorities' under General Maintenance for
more information.
Ledger# to Credit for Income
Enter the ledger number to credit for this non-inventory sales category. This would
generally be an income account.
to add the ledger number to your chart of accounts..
5.7.5 System Category Header

From the menu bar, click Maintenance, click Ledger Maintenance and click System
Category Header or press Alt N L Y on the keyboard.
System Category Header is used to establish the system category and description
information. It would not be necessary to add a category header or change the description
of a category header unless instructed to do so within the documentation or by a TTS
representative.

More:
Adding a System Category Header
Changing a System Category Header
System Category Header Data Fields
5.7.5.1 Adding a System Category Header

Click the Add button to add a new system category header record. The fields on the screen
will clear of information. Type the information pertaining to the new header as specified in
'System Category Header Data Fields' and upon completion, click the Save button to save
the new header record. Once the header has been saved, use System Categories on the
Ledger Maintenance menu to assign the applicable ledger numbers to the new system
category. Refer to 'System Categories' for more information.
5.7.5.2 Changing a System Category Header

When a new system category is saved, the category and description will appear in the grid
on the left side of the System Category Headers window. To make changes to an existing
system category, click in the row on the grid that contains the applicable category and
make the necessary changes. Don't forget to click the Save button to save your changes.
5.7.5.3 System Category Header Data Fields

Category
A numeric code with a required length of four digits.
Description
A word or phrase describing the system category being established.
5.7.6 Chart of Accounts

From the menu bar, click Maintenance, click Ledger Maintenance and click Chart of
Accounts or press Alt N L C on the keyboard.
A default chart of accounts is sent with AIMsi. Each ledger account is assigned to the
appropriate type, sub type and group. It should not be necessary to change the ledger
numbers to match ledger numbers that you may have used in a previous ledger system as
you will create more work for yourself than is necessary. Any time it is necessary to assign
a ledger number to a category or select a ledger number to report on, you may select the
ledger number from your chart of accounts. The financial statements will show you the
description of the ledger account and not the number. You may decide to change the
description of a ledger number and as long as you don't change what the ledger number
represents, you will not have to change categories or system tables.
Example: Ledger number 108-1 reads 'CheckingAcct # 1' which you might want to change
to the bank name, i.e. B of A Checking.

Note: If you do decide to modify the chart of accounts, it is very important that you
reference 'Maintain Inventory Categories' on the Inventory Maintenance menu and
'System Categories', 'Payment Categories', 'Return Categories' and 'Non Inventory
Categories' on the Ledger Maintenance menu in order to make needed changes to those
files as well. Once the new ledger number is added to the chart of accounts you may use
'Change Ledger Number' on the Ledger Maintenance menu to change the ledger number
assigned to categories.
Example: You will notice that the 120 asset accounts refer to inventory. If you wish to
change the 120 ledger numbers to 150, not only must you change the chart of accounts but
you must also change all categories and system categories that currently have 120 as the
ledger account to 150.
More:
Adding a Ledger Account
Changing a Ledger Account
Ledger Account Data Fields
5.7.6.1 Adding a Ledger Account

Click the Add button to add a new ledger account. The fields on the screen will clear of
information. Type the information pertaining to the new ledger account as specified in
'Ledger Account Data Fields' and upon completion, click the Save button to save the new
ledger account.
5.7.6.2 Changing a Ledger Account

When a new ledger account is saved, the ledger number, description and department will
appear in the grid on the left side of the Chart of Accounts window. To make changes to an
existing ledger account, click in the row on the grid that contains the applicable ledger
account and make the necessary changes. Don't forget to click the Save button to save
your changes.
5.7.6.3 Ledger Account Data Fields

Ledger#
A numeral with a required length of three digits.
Sub#
The general ledger sub number correlating with the ledger number assigned in the Ledger#
field. The sub number must be a numeral with a maximum length of two digits.
Note: A number other than zero (0) must be assigned as the sub number.
Description
A word or phrase describing the ledger account being established.

Grouping
Grouping refers to the placement of the ledger account on accounting reports. Click in the
Grouping box and select the applicable grouping from the drop down list. If the grouping
does not appear in the drop down list, click the Show All Groupings box at the top of the
Chart of Accounts window. Refer to 'Chart of Account Grouping' for more information on
groupings.
Once the grouping is selected the associated Type and Sub Type will appear.
Department
The Department list box will be available for selection if the ledger number selected or
being added is greater or equal to the ledger number assigned in the system variable
'LedgerIncome'. Departments are assigned to your income and expense accounts. Refer to
'System Variables Defined' for more information.
If the ledger number being established is assigned to a specific department within your
store, select the applicable department from the drop down list. Refer to 'Departments' for
more information on departments.
5.7.7 Chart of Account Types

Account Types or press Alt N L H on the keyboard.
Chart of Account Types is used to define the types of your ledger accounts, such as Asset,
Liability, Equity, Income, Expense or Non-Operating. A minimum of one sub type must be
assigned to each type. The sub type further defines the type of ledger account. For
example, the type Asset will have sub types called Current and Fixed.
More:
Adding a Type/Sub Type
Changing a Type/Sub Type
Chart of Account Type Data Fields
5.7.7.1 Adding a Type/Sub Type

Click the Add button to add a new sub type. The fields on the screen will clear of
information. Type the information pertaining to the new sub type as specified in 'Chart of
Account Type Data Fields' and upon completion, click the Save button to save the new
ledger account.
5.7.7.2 Changing a Type/Sub Type

When a new chart of account sub type is saved, the type and sub type will appear in the
grid on the left side of the Chart of Account Type window. To make changes to an existing
type, click in the row on the grid that contains the applicable ledger account and make the
necessary changes. Don't forget to click the Save button to save your changes.

5.7.7.3 Chart of Account Type Data Field
Type
The applicable type must be selected from the drop down list box.
Sub Type
A word or phrase describing the sub type being established.
5.7.8 Chart of Account Grouping

Account Group or press Alt N L A on the keyboard.
Groupings further defines the type of ledger account and determines the placement of the
ledger account on the accounting reports. The groupings should be listed in the order you
want them to appear on the financial statements.
Example: under type Asset and sub type Current Assets you might have the groupings
'Cash on Hand & Bank', 'Accounts Receivable', 'Inventory', 'Investments' and 'Prepaid
Expenses'. If you want the 'Cash on Hand & Bank' to list first on your balance sheet under
the heading Current Assets, 'Cash on Hand & Bank' should list first in the Chart of Account
Grouping table.
Note: It is recommended that groups sent with the software not be deleted. If a group is
not used (ledger accounts not assigned to the group) it will not appear on the financial
statements.
More:
Adding a Grouping
Changing a Grouping
Chart of Account Grouping Data Fields
5.7.8.1 Adding a Grouping

Click the Add button to add a new grouping. The fields on the screen will clear of
information. Type the information pertaining to the new grouping as specified in 'Chart of
Account Grouping Data Fields' and upon completion, click the Save button to save the new
grouping.
5.7.8.2 Changing a Grouping

When a new chart of account grouping is saved, the type, sub type and grouping will
appear in the grid on the Chart of Account Grouping window. To make changes to an
existing account grouping, click in the row on the grid that contains the applicable grouping
and make the necessary changes. Don't forget to click the Save button to save your
changes.

5.7.8.3 Chart of Account Grouping Data Fields
Sub Type
Select the sub type from the drop down list box. The sub types are established in 'Chart of
Account Types'.
Group
A word or phrase describing the group being established.
5.7.9 Departments
From the menu bar, click Maintenance, click Ledger Maintenance and click
Departments or press Alt N L D on the keyboard.
If your store separates accounting reports by department, you will want to establish
departments to be assigned to income and expense accounts in 'Chart of Accounts'.
More:
Adding a Department
Changing a Department
5.7.9.1 Adding a Department

Click the Add button to add a new department. Type the description of the department in
the Description box. Click the Save button to save the new department.
5.7.9.2 Changing a Department

When a new department is saved, the description will appear in the grid on the left side of
the Departments window. To change the description of an existing department, click in the
row on the grid that contains the description and make the necessary change. Don't forget
to click the Save button upon completion.
5.7.10 Order Maintenance

Problem Codes
Shipping Codes
Ordering Quantities
5.7.10.1 Problem Codes

From the menu bar, click Maintenance, click Order Maintenance and click Problem
Codes or press Alt N O P on the keyboard.

If you are using the Purchase Order module, problem codes must be established. The
problem codes are used when receiving a purchase order in which not all of the items
ordered were received. Each item not received is assigned a problem code that is assigned
one of three pending flags: 1) an item not received is to remain on the purchase order,
leaving the purchase order open; 2) an item not received is to be canceled, closing the
purchase order or; 3) an item not received is to be placed in the reorder pool for the next
order, closing the current purchase order.
More:
Adding a Problem Code
Changing a Problem Code
Problem Code Data Fields
5.7.10.1.1 Adding a Problem Code

Click the Add button to add a new problem code. The fields on the screen will clear of
information. Type the information pertaining to the new problem code as specified in
'Problem Code Data Fields' and upon completion, click the Save button to save the new
problem code.
5.7.10.1.2 Changing a Problem Code

When a new problem code is saved, the problem code, description and pending flag will
appear in the grid on the left side of the Problem Codes window. To make changes to an
existing problem code, click the code on the grid and make the necessary changes. Click
the Save button to save the changes.
5.7.10.1.3 Problem Code Data Fields

Problem Code
A user-defined alpha-numeric code with a maximum length of two characters.

Description
A word or phrase describing the problem code being established.
Pending Flag
The pending flag determines what to do with the inventory item not received on the
purchase order. The following pending flags are available:
l Hold PO Open – This pending flag will hold the purchase order open until the item
is received or until a problem code is assigned that closes the purchase order.
l Reorder Line Item – This pending flag will put the item not received into the
reorder pool for the next time an order is entered. The current purchase order will
be closed.
l Cancel Item – This pending flag will cancel the order of the item not received. The
purchase order will be closed.
5.7.10.2 Shipping Codes

From the menu bar, click Maintenance, click Order Maintenance and click Shipping
Codes or press Alt N O S on the keyboard.
If you are using the Purchase Order module, shipping codes must be established. The
shipping codes are used when entering customer orders and when creating purchase
orders. For customer orders, the shipping code represents how you are going to ship the
merchandise ordered to the customer when you receive it. For purchase orders, the
shipping code represents how you would like the order shipped from the vendor to you.
Example: Sample shipping codes might be CP for Customer Pick-Up, UG for UPS Ground,
UR for UPS Red Label, UB for UPS Blue Label, U3 for UPS 3-day, FP for Federal Express
Priority Overnight, etc.
More:
Adding a Shipping Code
Changing a Shipping Code
Shipping Code Data Fields
5.7.10.2.1 Adding a Shipping Code

Click the Add button to add a new shipping code. The fields on the screen will clear of
information. Type the information pertaining to the new shipping code as specified in
'Shipping Code Data Fields' below and upon completion, click the Save button to save the
new shipping code.
5.7.10.2.2 Changing a Shipping Code

When a new shipping code is saved, the shipping code and description will appear in the
grid on the left side of the Shipping Codes window. To make changes to an existing
shipping code, click the code on the grid and make the necessary changes. Click the Save

5.7.10.2.3 Shipping Code Data Fields
Shipping Code
A user-defined alpha-numeric code with a maximum length of two characters.
Description
A word or phrase describing the shipping code being established.
5.7.10.3 Ordering Quantities

Ordering Quantities
From the menu bar, click Maintenance, click Order Maintenance and click Ordering
Qtys or press Alt N O O on the keyboard.
Ordering Qtys is used to establish those items in which the ordering quantity differs from
the inventoried quantity.
Example: You must order item 123 in 'boxes' that contain 12 each of item 123. You stock
and sell item 123 individually, not in boxes of 12. You must establish an ordering quantity
specifying that item 123 gets ordered by the box and there are 12 in a box. If someone
then tries to order just 2 of item 123, a message will appear stating you must order in
quantities of 12. If you order 24 of item 123, the quantity ordered that actually prints on
the purchase order for 123 is 2 boxes.
More:
Adding an Ordering Quantity
Changing an Ordering Quantity
Ordering Quantity Data Fields

5.7.10.3.1 Adding an Ordering Quantity
Click the Add button to add a new ordering quantity. The fields on the screen will clear of
information. Type the information pertaining to the new ordering quantity as specified in
'Ordering Quantity Data Fields' below and upon completion, click the Save button to save
the new ordering quantity.
5.7.10.3.2 Changing an Ordering Quantity

When a new ordering quantity is saved, the sku number, minimum quantity, order quantity
and description will appear in the grid on the left side of the Order Quantities window. To
make changes to an existing order quantity, click the row on the grid that contains the item
and make the necessary changes. If you do not wish to scroll through the grid to find the
item you wish to change, type the sku number in the Look For box and press Enter or
Tab. If the item is found, the row containing the item will be highlighted. Don't forget to
click the Save button to save all changes.
5.7.10.3.3 Ordering Quantity Data Fields

Sku
The sku number of the item an ordering quantity is being established for.
Minimum Qty
The minimum quantity the item must be ordered in. In the example of item 123 above, 12
would be the Minimum Qty.
Order Qty
The quantity that represents the minimum quantity stated in Minimum Qty. In the example
of item 123 above, 1 would be the Order Qty.
Description
A word or phrase describing the order quantity. In the example of item 123 above, box
would be the order description; 1 box = 12 each.
5.8 Short Term Rental Maintenance

Page intentionally left blank.
5.8.1 Rental Rates

From the menu bar, click Maintenance, click Inventory Maintenance and click Short
Term Rental Rates or press Alt N I H on the keyboard.

If you are using the Short Term Rental module, it will be very beneficial to pre-establish
rental rates by inventory sku number. When an item is then rented the rate table may be
selected from, saving the sales person time from having to look up the rate and type the
information.
Note: Short term rentals are daily, weekend or weekly rentals. Rates for long term rental
contracts should not be entered here.
More:
Adding Short Term Rental Rates
Changing a Short Term Rental Rate
Short Term Rental Rate Data Fields
5.8.1.1 Adding Short Term Rental Rates

In order to add rates for an item, first type the inventory sku or catalog number in the
Sku/Catalog box. The Location will default to the location of the workstation. If you have
multiple store locations and you are establishing rates for an item at a location other than
the location of the workstation, click in the Location box and select the applicable location
from the drop down list. If the item was found at the location specified, the item's
description will appear beneath the Location.
If rates exist for the item selected, the description and rate will appear in the grid on the
left side of the Short Term Rental Rates window. Click the Add button to add a new rate for
the item. The fields on the screen will clear of information. Type the information pertaining
to the new record as specified in 'Short Term Rental Rates Data Fields' and upon
completion, click the Save button to save the new rate.
5.8.1.2 Changing a Short Term Rental Rate

When a new rental rate is saved, the description and rate will appear in the grid on the left
side of the Short Term Rental Rate window. To make changes to an existing rate, click in
the row on the grid that contains the applicable rate and make the necessary changes.

Note: The inventory item must be selected before the item's associated rates will appear
in the grid.
5.8.1.3 Short Term Rental Rate Data Fields

Description
A word or phrase that describes the rate being added, i.e. 1-day, 2-day, 3-day, weekly.
Rate
The rate being added.
5.9 Lesson Maintenance

Areas
Instructor Fees
Absence
Lesson Type
Groups
Mark Students Inactive
5.9.1 Areas
From the menu bar, click Maintenance, click Lesson Maintenance and click Areas or
press Alt N S A on the keyboard.
Areas contains the rooms or areas the lessons will take place in.
The area listing may be selected from when adding students. If just one area is
established, the area description will automatically appear as the area the lesson is to take
place in when adding new students.
Note: A minimum of one area is required.
More:
Adding an Area
Changing an Area
Deleting an Area
Area Data Fields
5.9.1.1 Adding an Area

Complete the following steps to add a new area.
1. If the Areas window is not already open, click Maintenance on the menu bar, click
Lesson Maintenance and click Areas.
2. Click the Add button.
3. Type the information pertaining to the new area as specified in 'Area Data Fields' .
4. Click the Save button to save the new area.

5.9.1.2 Changing an Area
To make changes to an existing area record, complete the following steps.
2. Click the row on the grid that contains the applicable area.
If you have numerous areas set up and you do not wish to scroll through the
grid looking for the applicable area, type the area description in the Look For
box. The area that best matches the description entered will be highlighted on
the grid. If the highlighted area is not the area you wish to change, use the
scroll bar to search for the correct area.
3. Make the necessary changes. Refer to 'Area Data Fields' for guidance.
4. Click the Save button to save the changes.
Note: Changing the description of an area automatically changes the description of the
area if it is assigned to student records.
5.9.1.3 Deleting an Area

Before deleting an area, be certain the area is not assigned to student records.
Complete the following steps to delete an area.
2. Click the row on the grid that contains the applicable area.
3. Click the Delete button.
5.9.1.4 Area Data Fields

Description
A brief description defining the area, i.e. Studio 1 might appear here.
5.9.2 Instructor Fees

From the menu bar, click Maintenance, click Lesson Maintenance and click Instructor
Fees or press Alt N S I on the keyboard.

Instructor Fees contains the fee code(s) set up to denote the portion of the student rate
that is to go to the instructor. The fee code(s) can be based on a flat dollar amount or
percentage.
Example: If an instructor is to receive $15 of every student rate, a dollar amount would be
used. If an instructor is to receive 75% of every student rate, a percentage rate would be
used.
If an instructor gives lessons to students at different levels, i.e. beginning, intermediate
and advanced, and the instructor portion of the student rate is different at each level, it will
be necessary to set up multiple instructor fee codes.
If all instructors receive the same portion of every student rate, just one instructor fee
code is necessary.
Note: A minimum of one instructor fee code is required.
More:
Adding an Instructor Fee
Changing an Instructor Fee
Deleting an Instructor Fee
Instructor Fee Data Fields
5.9.2.1 Adding an Instructor Fee

Complete the following steps to add a new instructor fee code.
1. If the Instructor Fees window is not already open, click Maintenance on the menu
bar, click Lesson Maintenance and click Instructor Fees.
3. Type the information pertaining to the new instructor fee as specified in 'Instructor
Fee Data Fields'.
4. Click the Save button to save the new instructor fee.

5.9.2.2 Changing an Instructor Fee
To make changes to an existing instructor fee record, complete the following steps.
2. Click the row on the grid that contains the applicable instructor fee.
If you have numerous instructor fees set up and you do not wish to scroll
through the grid looking for the applicable instructor fee, type the instructor
fee description in the Look For box. The instructor fee that best matches the
description entered will be highlighted on the grid. If the highlighted instructor
fee is not the one you wish to change, use the scroll bar to search for the
correct one.
3. Make the necessary changes. Refer to 'Instructor Fees Data Fields' for guidance.
5.9.2.3 Deleting an Instructor Fee

Before deleting an instructor fee, be certain the fee code is not assigned to student
records.
Complete the following steps to delete an instructor fee code.
2. Click the row on the grid that contains the applicable instructor fee.
5.9.2.4 Instructor Fee Data Fields

Instructor Fee Description
This is a brief description defining the instructor fee code being established, i.e. Jesse's
Beginning Guitar or Frank's Advanced Group.
Instructor Portion of Student Payment

Dollar Amount
If the instructor is to receive a flat dollar amount for each student rate, enter the dollar
amount here. Keep in mind that this should be the portion of each student rate as opposed
to each student lesson.
Example: The instructor gives each student one lesson per week. The student pays a
monthly rate. The Instructor Fee would be the portion s/he is to receive of the student rate
for the month.
If the instructor rate is a percentage of the student payment the Dollar Amount box should
be blank.

Percentage
If the instructor rate is a percentage of the student rate, enter the percentage in decimal
form here.
Example: If the instructor is to receive 85% of each student rate .85 should appear in this
window. If the instructor receives 100% of the student rate, 1.00 should appear here.
If the instructor rate is a flat dollar amount the Percentage box should be blank.
5.9.3 Absence
From the menu bar, click Maintenance, click Lesson Maintenance and click Absence
or press Alt N S A on the keyboard.
Absence Codes contains the various reasons for student absences. The absence may be
assigned an excused (lesson will be credited) or unexcused (student must pay for missed
lesson) status.
The absence listing may be selected from when marking students absent.
Note: A minimum of one absence code is required.
More:
Adding an Absence
Changing an Absence
Deleting an Absence
Absence Data Fields
5.9.3.1 Adding an Absence

Complete the following steps to add a new absence code.
1. If the Absence Codes window is not already open, click Maintenance on the menu
bar, click Lesson Maintenance and click Absence.

3. Type the information pertaining to the new absence as specified in 'Absence Data
Fields' .
4. Click the Save button to save the new absence.
5.9.3.2 Changing an Absence

To make changes to an existing absence record, complete the following steps.
2. Click the row on the grid that contains the applicable absence.
If you have numerous absence codes set up and you do not wish to scroll
through the grid looking for the applicable absence, type the absence
description in the Look For box. The absence that best matches the
description entered will be highlighted on the grid. If the highlighted absence is
not the absence you wish to change, use the scroll bar to search for the correct
absence.
3. Make the necessary changes. Refer to 'Absence Data Fields' for guidance.
5.9.3.3 Deleting an Absence

Complete the following steps to delete an absence.
2. Click the row on the grid that contains the applicable absence.
5.9.3.4 Absence Data Fields

Absence Description
A brief description defining the absence, i.e. Sick might appear here.
Excused Absence
If the absence is to be considered excused, click the Excused Absence box in order to
select it.
If the absence is to be considered unexcused, and the student must therefore pay for the
missed lesson, be certain the Excused Absence box is not selected.
5.9.4 Lesson Type

From the menu bar, click Maintenance, click Lesson Maintenance and click Lesson
Types or press Alt N S A on the keyboard.
Lesson Types is used to create a table of types of lessons that are taught, for example,
piano, voice, guitar, etc. The table is accessed when instructor accounts are established
and when students are added to the schedule.

Note: Setting up lesson types is optional.
More:
Adding a Lesson Type
Changing a Lesson Type
Deleting a Lesson Type
Lesson Type Data Fields
5.9.4.1 Adding a Lesson Type

Complete the following steps to add a new lesson type.
1. If the Lesson Types window is not already open, click Maintenance on the menu
bar, click Lesson Maintenance and click Lesson Types.
3. Type the information pertaining to the new lesson type as specified in 'Lesson Type
Data Fields' .
4. Click the Save button to save the new lesson type.
5.9.4.2 Changing a Lesson Type

To make changes to an existing lesson type record, complete the following steps.
bar, click Lesson Maintenance and click Lesson Types.
2. Click the row on the grid that contains the applicable lesson type.
If you have numerous lesson types set up and you do not wish to scroll through
the grid looking for the applicable lesson type, type the description in the Look
For box. The lesson type that best matches the description entered will be
highlighted on the grid. If the highlighted lesson type is not the lesson type you
wish to change, use the scroll bar to search for the correct lesson type.
3. Make the necessary changes. Refer to 'Lesson Type Data Fields' for guidance.
Note: Changing the description of a lesson type automatically changes the description of
the lesson type if it is assigned to student records.
5.9.4.3 Deleting a Lesson Type

Complete the following steps to delete an lesson type.
bar, click Lesson Maintenance and click b.
2. Click the row on the grid that contains the applicable lesson type.

5.9.4.4 Lesson Type Data Fields
Lesson Type
A brief description defining the lesson type, i.e. Piano might appear here.
5.9.5 Groups
From the menu bar, click Maintenance, click Lesson Maintenance and click Groups or
press Alt N S G on the keyboard.
Groups is used to establish lessons in which multiple students are scheduled with one
instructor at the same time. Once the group is set up, it will be necessary to assign the
students that will be a part of the group. You will use 'Add/Change Student' to do this. Refer
to 'Add/Change Student' for more information.
More:
Adding a Group
Changing a Group
Deleting a Group
Groups Data Fields
5.9.5.1 Adding a Group

Complete the following steps to add a new group.
1. If the Groups window is not already open, click Maintenance on the menu bar,
click Lesson Maintenance and click Groups.
3. Type the information pertaining to the new group as specified in 'Groups Data
Fields' .
4. Click the Save button to save the new group.
5.9.5.2 Changing a Group

To make changes to an existing group record, complete the following steps.
2. Click the row on the grid that contains the applicable group.
If you have numerous groups set up and you do not wish to scroll through the
grid looking for the applicable group, type the description in the Look For box.
The group that best matches the description entered will be highlighted on the
grid. If the highlighted group is not the group you wish to change, use the scroll
bar to search for the correct group.
3. Make the necessary changes. Refer to 'Groups Data Fields' for guidance.

5.9.5.3 Deleting a Group
Prior to deleting a group you will want to be certain to first remove the students that are a
part of the group. To do this, click Maintenance on the menu bar, click Lesson
Maintenance and click Mark Students Inactive. Refer to 'Mark Students Inactive' for
more information.
1. Complete the following steps to delete a group.

3. Click the row on the grid that contains the applicable group.
5.9.5.4 Groups Data Fields

List tab
Description
This is a brief description defining the group lesson, i.e. 'Grace's Tuesday Beginning Piano'.
Rate
The rate each student within the group will pay. The rate entered here is determined by
how often the student pays for the lessons. Following are examples of billing situations that
may occur (there are numerous other possibilities and the Lesson Scheduling & Billing
module was designed with flexibility to handle any situation).
1. The student pays every week. The weekly rate should be entered as the Rate.
2. The student pays at the beginning of the month for each lesson s/he will be taking
that month. In this scenario the number of weeks in the month is taken into account
and you should therefore enter the weekly rate as the Rate.
3. The student pays a flat rate every month, regardless of how many weeks are in the
month. The monthly rate should be entered as the Rate.

4. The student pays at the beginning of each quarter. The quarterly rate should be
entered as the Rate.
5. The student pays semi-annually. The semi-annual rate should be entered as the
Rate.
6. You do your billing by a specified term (i.e. September – November, December –
February, March – May, summers off). The term rate should be entered as the Rate.
Note: The rate may vary by student. When adding the student to the group you may
change the rate as necessary.
Instr
The name of the instructor who will be giving the group lesson. Click in the Instr box and
select the instructor name from the drop down list. If the instructor name isn't found in the
list, you must add the instructor by clicking Modules on the menu bar, clicking Lesson
Billing & Scheduling and clicking Add/Change Instructors. Refer to 'Add/Change
Instructors' for more information.
Fee
The fee code that represents the portion of each student's rate within the group that is to
go to the instructor. Click in the Fee box and select the fee from the drop down list. If the
fee isn't found in the list, you must add the fee by clicking Maintenance on the menu bar,
clicking Lesson Maintenance and clicking Instructor Fees. Refer to 'Instructor Fees'
Area
The area that the group lesson will take place in, i.e. Studio 1. Click in the Area box and
select the area from the drop down list. If the area isn't found in the list, you must add the
area by clicking Maintenance on the menu bar, clicking Lesson Maintenance and
clicking Areas. Refer to 'Areas' for more information.
Day
The day of the week the group will have its lesson. Click in the Day box and select the day
Bgn Time
The time the group lesson will begin. Click in the Bgn Time box and select the time from
the drop down list.
End Time
The time the group lesson will end. Click in the End Time box and select the time from the
drop down list.
Note: If the beginning or ending time of the lesson falls outside the time range that
appears in the drop down list box, you must change either the 'BeginTime' or 'EndTime'
system variables. Refer to 'System Variables Defined' for more information.
Bgn Date
The date the group lesson will begin.
End Date
The date the group lesson will end. If you are uncertain as to the date the group lesson will
end, you should leave the End Date blank.

Note: It is important that you leave the End Date blank unless you are certain the group
lesson is going to end on a certain date. The group will be removed from the schedule as
of the End Date and the students within the group will be removed from the group.
Scheduling
Scheduling represents the frequency with which the group will be taking lessons. If the
group will be taking lessons once a week, click in the Scheduling box and click Weekly
Lesson. If the group will be taking lessons either more or less than once a week, click in
the Scheduling box and click Other.
Billing
Billing represents the frequency with which each student within the group will be billed the
rate entered in the Rate box. If the rate entered was a weekly rate, click in the Billing box
and click Weekly Billing. If the rate entered was a monthly rate, click in the Billing box
and click Monthly Billing. If the rate entered was a term rate (i.e. quarterly, tertiary,
semi-annually, annually), click in the Billing box and click Other.
If Monthly Billing is selected, select the day of the month the monthly rate should be
charged to each student within the group. For example, if you would like the rate to be
charged the 1st of every month, select 1 as the day.
Note: The group will not be added to the schedule until the schedule records are added
and saved on the Schedule tab.
Note: When adding students to the group, the billing information will default to what is
entered here; however, it may be changed individually by student. The billing records for
each student must be added on the Billing tab in 'Add/Change Student'.
Schedule tab
Instructor
The Instructor will default to the instructor selected on the List tab. If you are adding a
group lesson to the schedule and the group is going to be scheduled with a different
instructor, click in the Instructor box and select the instructor from the drop down list
box.

Area
The Area will default to the area selected on the List tab. If you are adding a group lesson
to the schedule and the group is going to be scheduled in a different area, click in the Area
box and select the area from the drop down list box.
Day
The Day will default to the day selected on the List tab. If you are adding a group lesson to
the schedule and the group is going to be scheduled on a different day, click in the Day box
and select the day from the drop down list box.
Bgn Time
The Bgn Time will default to the beginning lesson time selected on the List tab. If you are
adding a group lesson to the schedule and the group is going to be scheduled at a different
time, click in the Bgn Time box and select the beginning time from the drop down list box.
End Time
The End Time will default to the ending lesson time selected on the List tab. If you are
adding a group lesson to the schedule and the group is going to be scheduled at a different
time, click in the End Time box and select the ending time from the drop down list box.
1 Lesson per Week for Date Range
If you are adding the group to the schedule for each week on the day and times selected,
click the 1 Lesson per Week for Date Range option. The date range will default to the
beginning and ending date range entered on the List tab. If the ending date was left blank
on the List tab, the ending date that appears here is taken from the 'LastScheduleDate'
variable in 'System Variables'. Refer to 'System Variables Defined' for more information.
If the date range looks correct, click the Add button in order to create the schedule records
for specific dates. If you wish to add the group to the schedule for each week within a
different date range, change the beginning and ending dates as necessary and click the
Add button. The schedule records for the group will be added to the schedule box.
Note: If an End Date was entered on the List tab you will not be allowed to schedule
lesson records after the End Date.
Note: If the group is scheduled for two lessons per week, first add the schedule records
for the first day. Next, change the day to represent the second day during the week the
group is going to be scheduled and change the instructor, area and times as necessary.
Click the Add button. The group will then be scheduled to take lessons twice a week.
Enter 1 Lesson for Specified Date

If you are adding the group to the schedule on one particular date, perhaps the usually
scheduled lesson was canceled and you are scheduling a group make-up lesson or the
group is taking an extra lesson one week, click the Enter 1 Lesson for Specified Date
option. Type the lesson date in the date box and click the Add button. The schedule record
for the group will be added to the schedule box.
5.9.6 Mark Students Inactive

Mark Students Inactive
From the menu bar, click Maintenance, click Lesson Maintenance and click Mark
Students Inactive or press Alt N S M on the keyboard.

Mark Students Inactive is used to perform two functions: 1) cancel a group lesson and
2) cancel an individual student lesson.
More:
Cancel a Group Lesson
Cancel a Student Lesson
5.9.6.1 Cancel a Group Lesson
If you wish to cancel a group lesson, thereby removing the group from the schedule and
removing the students from the group, click Select Group and complete the steps outlined
below.
1. The date that appears in the Date box reflects the beginning date to remove all
scheduling and billing records from student accounts within the group being
canceled. This date will default to the system date of the workstation. If you would
like to remove scheduling and billing records from the student accounts beginning
with a date other than the system date, click in the Date box and change the date as
necessary.
The Date will be saved as the End Date on all student records that are
members of the group. The group will be removed from the schedule as of this
date and the students will be marked inactive as of this date. Refer to
'Add/Change Student' for more information on the End Date.
Example: In the screen shot pictured above, the date stated is 09/20/2000.
When Save is clicked, the group lesson will be removed from the schedule as
of September 20, 2000 and the students will be removed from the group
lesson. All scheduling and billing records on the student accounts dated
September 20, 2000 and later will be removed from the student accounts.
2. Click in the Group box and select the group you wish to cancel from the drop down
list.
3. Click the Save button.

Note: The students who were a part of the canceled group will remain in the software.
They will simply be removed from the schedule.
5.9.6.2 Cancel a Student Lesson
If you wish to cancel a student lesson, thereby removing the student from the schedule,
click Select Single Account and complete the steps outlined below.
1. The date that appears in the Date box reflects the beginning date to remove all
scheduling and billing records from the student's account. This date will default to the
system date of the workstation. If you would like to remove scheduling and billing
records from the student's account beginning with a date other than the system date,
click in the Date box and change the date as necessary.
The Date will be saved as the End Date on the student's account. The student
will then be removed from the schedule on this date and will be marked
inactive. Refer to 'Add/Change Student' for more information on the End Date.
2. Type the student's account number in the first white box next to Acct#. Type the
student's sub account number in the second white box next to Acct#.
If you are unsure of the student's account number, press F6 while in the Acct#
box. Select the applicable customer from the Pick Customer list box. If the
customer has more than one student account, select the applicable student
from the Pick Student list box. The student's name will then appear in the
Student box.
Note: The student record will remain in the software. S/he will simply be removed from
the schedule.

Chapter 6
Reports
Reports
What is the Reports menu?

The Reports menu is your tool for generating countless reports for everything from
drawer balances and employee check-ins to mailing labels and inventory depreciation.
Most functions in AIMsi can be reported on and the reports can be used to make your
business more efficient. For example, you can report on your inventory stock, seeing what
is and is not selling, and modify your buying as necessary to keep your store stocked only
with those items that sell.
Report Catalog
The Report Catalog is over 150 AIMsi reports for you to use by quickly entering a few
details. All you need to do to generate a comprehensive report of information is select the
report you want, click Run, and enter your report criteria. The report output can be
printed, emailed, saved to your computer, and/or simply viewed on your computer
monitor.
Report Favorites
The Report Favorites is a grouping of reports you have marked as "favorites" that you use
frequently. Adding reports to your favorites simplifies your reporting needs by reducing the
number of reports available to select. You can also select from the complete set of AIMsi
reports in the Report Catalog if you wish to print a "non-favorite" report.
Report Wizard - simple custom reports

The Report Wizard is a 3rd party reporting tool bundled with AIMsi that enables you to
create simple reports. For example, if you want to print a list of manufacturers, you would
use the Report Wizard and select the appropriate tables of information based on the Data
Dictionary. You can find the Download Dictionary on Tri-Tech's Downloads page through
the Member Portal.
Complex custom reports

If you need to create complex custom reports, contact Tri-Tech Technical support for
assistance. In most cases, we can create a custom report for you for a nominal charge.
6.1 Report Catalog

What is the Report Catalog?
The Report Catalog is your source for over 200 preloaded reports that cover all aspects of
AIMsi. From here you can also access any custom reports you created using the Report
Wizard.
Reports on the Report Catalog are grouped by type and each type has a tab that lists all
relevant reports. These tabs are described below.
Chapter 6 - Reports | 323

Customer tab
This tab includes any report that details information about your customers, such as any
open accounts, mailing labels, or loyalty points.
Inventory tab
This tab includes any report detailing your inventory, such as inventory changes through
Active-e, inventory aging, or inventory sold below minimum price.
Contracts tab
This tab includes any report relevant to your contracts, such as delinquency notices for
delinquent contracts, new contracts, or a 12-month cash flow forecast for all active
contracts.
GL tab
This tab includes any reports detailing your general ledger information, such as a daily
balance sheet, a ledger audit, or payroll history.
Accts Payable tab
This tab includes any reports detailing your accounts payable, such as accounts payable
invoices by date, printing checks, or lost discounts.
Purchase Order tab
This tab includes any reports detailing your orders, such as inventory on order, order on
hold, or uncommitted orders.
Service tab
This tab includes any reports detailing your service tickets, such as services by status,
services by technician, or service letters.
RePrints tab
Use this tab to reprint any receipts or invoices, such as a gift receipt, a consignment
receipt, or a delayed delivery receipt.
Miscellaneous tab
This tab includes any reporting options that don't fit neatly into one of the other 8 tabs,
such as time clock entries, AIMsi update notes, and security exceptions.
Lesson tab
This tab includes any reports relevant to lesson and appointment scheduling, such as
attendance sheets, student absences, and schedules.
6.1.1 Use the Report Catalog

Use this procedure as the basis for generating your reports and letters. For specific steps
to generate each preloaded report, refer to the documentation for that report. An
alphabetical listing of documented reports can be found here: Preloaded reports,
alphabetical listing

Steps to complete
1. On the Report Catalog window, determine if you want to generate a preloaded
report or one you have created as a favorite. Use the table below for your next
steps.
What type of report are you

generating? Then complete these steps...
Preloaded a. Select a report tab.
b. Highlight the report you want to
generate.
Favorites a. Click Favorites. The Report
Favorites window displays.
b. Select the report type in the Type
box.
c. Highlight the report you want to
generate.
2. Click Run. The appropriate window for that report displays.

3. Enter your report criteria and click OK. The Select Output Destination window
displays (in most cases).
4. Select your report output and click Ok.
6.1.2 Save your report settings

Use this procedure if you commonly use the same criteria to generate a report and want to
be able to save and select that specific report setup without re-entering it each time.
Example of use
You like to run the Sales Staff Performance Analysis report monthly. You usually
create one report, per location, with high-level totals per employee group and one report,
per location, with detailed totals sorted by individual employee. This means that each
month you access the Sales Staff Performance Analysis window and set up the criteria
for at least two reports per store location. By saving your report settings, you can access
the Sales Staff Performance Analysis window, right-click, and select your saved
criteria for each report without having to select the location, groups, employees, and other
reporting options.
Steps to complete
1. From the Report Catalog window, select a report and click Run. The setup window
associated with the report displays.
2. Enter your report criteria.
3. Right-click and select Save New Report Preferences. The Enter Report
Settings window displays.
4. Enter a description for your report.
5. Select one or more employees who can run the report using these preferences and
click Add (or Add All). This set of report preferences will only be available to these

employees.
6. Click Save.
Note: You can also follow the above steps to update existing report settings or to delete a
set of report settings.
6.1.3 Select your report output

Use this procedure to select your report output.
Steps to complete
1. On the Select Output Destination window, select an output destination according
to the table below.
To... Select...
preview the Screen. The report will display in a Report Preview window
report before when you click Ok. The size of the print preview is based on the
you print it printer you select in the Printer box.
print the a printer in the Printer box and then select Printer. The
report report is sent to that printer when you click Ok.
save the File. Then select a file type and location to save the file. The
report report is saved to the selected file location when you click Ok.
directly to a
file
cancel the None.
report
email a copy Select Email and enter an email address in Enter Email.
of the report Enter as many email addresses as necessary. You may also
route the report to print preview, a printer, or a file. A PDF
(Portable Document Format) of the report is sent to the email
address(es) when you click Ok.
2. Enter the number of copies you need in the Copies box.

3. Click Ok. The report is sent to print preview, a printer, a file location, or email,
depending on your selections in step 1.
6.1.4 Windows
6.1.4.1 Report Catalog window

Purpose
Use this window to select and generate any of the reports built into the AIMsi program.

l In the Main button bar, click the Report Catalog button.

l On the Reports menu, click Catalog.
l Use the keyboard shortcut Alt, R, C.
Diagram
The following diagram illustrates the Report Catalog window.
Item descriptions
Fields and boxes
Item Description
tabs Each tab includes reports associated with that type of activity in AIMsi. For
example, the Inventory tab includes reports that allow you to track your inventory
stock and sales and the Lesson tab includes reports that allow you to view lesson
schedule and attendance. For descriptions of each tab, refer to the Report Catalog
general overview.
When you highlight a report on a tab, the gray box below the report list displays a
description for the report. This may be a standard description or it may be a
custom description created on the Configure Custom Reports window.
Buttons
Item Description
Run Displays the report setup window for the selected report.
Favorites Displays the Report Favorites window where you can select from a list of
reports you have established as favorites on the Configure Custom Reports
window.

6.1.4.2 Select Output Destination window
Purpose
Use this window to view, print, save, and/or email a report.

Click OK on any of the report setup windows accessed from the Report Catalog.
Diagram
The following diagram illustrates the Select Output Destination window.
Item descriptions
Fields and boxes
Item Description
Printer Select a printer to send the report to.
Options for output Select one.
Screen Sends the report to a preview screen.
Printer Prints the report to the printer selected in the Printer box.
File Select this option to display and select one of the available file types and browse
to the location where you want to save the report.
None Select this option and click OK to exit the window without generating a report.
Email Select this check box to send the report to one or more email recipients. You can
choose to send an email and send the report to the screen, printer, or file.

Item Description
Enter Enter the email address(es) to send the report to.
Email
Copies Enter the number of copies of the report to generate.
Edit Highlight an email address in the text box and select this check box to edit the
Email selected email address.
Buttons
Item Description
Ok Generates the report based on your selections.
Cancel Print Returns to the previous window.
6.1.4.3 Enter Report Settings window

Purpose
Use this window to save your report criteria as a right-click quick selection on the report
setup window. For example, if you commonly create the Sales Management report using
specific settings, you might save those settings so that when you generate the report you
can simply right-click on the All Sales Management window and select that setup. You
can create as many preferences for as many employees as you need or want.

Right-click on any report setup window (accessed by selecting a report from the Report
Catalog and clicking Run) and select Save New Report Preferences.
Diagram
The following diagram illustrates the Enter Report Settings window.

Item descriptions
Fields and boxes
Item Description
Description Enter the description for your custom settings.
Available Select the employee(s) who can select and generate a report using these
Items settings. These preferences are only available to select by the employees
in the Selected Items list.
Right-click in this box to add items to the Selected Items list.
Selected Items Lists the employees who can uses these report preferences to generate a
report. Click and drag a box preceding a name to move it up or down in
the Selected Items list.
Right-click in this box to remove items from the Selected Items list.
Buttons
Item Description
Add Add the selected item in the Available Items list to the Selected
Items list.
Add All Adds all of the items in the Available Items list to the Selected Items
list.
Remove Removes the selected item from the Selected Items list.
Remove All Removes all of the items from the Selected Items list.
Save Saves your report preferences. The next time an employee in the
Selected Items list accesses the report setup window, he or she can
right-click and select this report to automatically select this report setup.
6.2 Use Report Favorites to generate reports

Use this procedure to quickly generate reports that have been created as favorites on the
Configure Custom Reports window.
Favorite reports can also be generated by clicking Favorites on the Report Catalog
window.
Steps to complete
1. On the Report Favorites window, select the report type in the Type box.
2. Highlight the report you want to generate.
3. Click Run. The appropriate window for that report displays.
4. Enter your report criteria and click OK. The Select Output Destination window
displays (in most cases).
5. Select your report output and click Ok.

6.2.1 Windows
6.2.1.1 Report Favorites window

Purpose
Use this window to generate reports that you have set up as favorites on the Configure
Custom Reports window.

l On the Reports menu, click Report Favorites.

l On the Report Catalog window, click Favorites.
l Use the keyboard shortcut Alt, R, F.
Diagram
The following diagram illustrates the Report Favorites window.
Item descriptions
Fields and boxes

Item Description
Type Select the group of reports where the report you want to generate is
located. Only groups where you have identified a report as a favorite are
available in this box.
Report Displays the reports you have selected as favorites for the report group in
the Type box.
(description) Displays the description of the highlighted report in the Report box.
Buttons
Item Description
Run Displays the report setup window for the selected report.
Cancel Closes the window.
6.3 Report Wizard

The Report Wizard is your tool to create simple custom reports. For example, you might
choose to use the Report Wizard to create a listing of manufacturers. To do this, refer to
the Data Dictionary on Tri-Tech's Downloads page through the Member Portal for the
appropriate manufacturer information to include on the report. If you need to create more
complex custom reports, contact Tri-Tech Technical Support for assistance. In most cases,
we can create a custom report for you for a nominal charge.
Report Wizard
From the menu bar, click Reports and click Report Wizard or press Alt R R on the
keyboard.
The Report Wizard is a utility that enables you to create your own reports. You specify the
requirements used to select the information, the information to appear on the report and
the order the information should appear in. Once the report is established you may run the
report at any time.
At this time, the Report Wizard may only be used to create a report from data in one file.
These instructions will be updated as soon as the capability to create reports based on
associations in multiple files is available.
In order to give you an idea of how to create a report in the Report Wizard, I will walk you
through setting up a simple report to list inventory categories and associated sub
categories.
1. Click Reports on the menu bar.

2. Click Report Wizard. The window pictured below will appear:

3. Click the New button.
4. Type Inventory Categories and Sub Categories as the Report name, as in the
picture shown below:
5. Click Next.
6. Click in the Table box and select Scsub.
7. In the Available fields box click Sub Cat and click , click Sub Sub and click
and click Sub Desc and click . The window should appear as pictured
below:

8. Click Next.
9. Click Next (there is no filter).
10. We would like the report sorted first by category and then sub category so first click
Sub Cat and click . Next, click Sub Sub and click . We want to list the
report in ascending numerical order so be certain the button is depressed. The

window should appear as pictured below:
11. Click Next.

12. As the Header, type Inventory Categories and Sub Categories (this is the
header that will print at the top of the report). The window should appear as pictured
below:

13. Click Finish.
You are now back to Step 1 - Select a report. The new report we just created will appear
in the box under 'Reports'. To view the new report on screen, click Inventory Categories
and Sub Categories and click Preview. To print the new report, click Inventory
Categories and Sub Categories and click Print.
Let's say you have viewed the report and would like to make the following changes:
l Change the font style and size

l Change the category and sub category to red
l Change the descriptions of the columns to Category, Sub Category and Description
l Move the left margin to the right a bit.
Follow the steps below to make these changes.
1. Click Reports on the menu bar.

2. Click Report Wizard.
3. Click Inventory Categories and Sub Categories and click Edit.
4. We are not making changes here so click Next.
5. In the Selected fields for this report box, click Sub Cat and click Field
Properties. The window pictured below will appear:

To change the font style and size, click the Font button. I am going to change the
font to Verdana and the size to 11. Click OK.
To change the font color, click the Color button. I am going to change the color to
red. Click OK.
To change the heading of the category column, click in the Heading box. I am going
to change the heading to Category. Click OK.
6. You will now be back at the Step 2 – Data selection window. In the Selected
fields for this report box, click Sub Sub and click Field Properties.
I am going to click the Font button in order to change the font to Verdana and size to
11. Click OK.
I am going to click the Color button in order to change the color to red. Click OK.
I am going to click in the Heading box and change the heading to Sub Category.
Click OK.
7. You will now be back at the Step 2 – Data selection window. In the Selected
fields for this report box, click Sub Desc and click Field Properties.
I am going to click the Font button in order to change the font to Verdana and size to
11. Click OK.
I am going to keep the color black.
I am going to click in the Heading box and change the heading to Description. Click
OK.
8. You will now be back at the Step 2 – Data selection window. Click Next.
9. Click Next (we are not adding a filter).
10. Click Next (we are not changing the sort options).
11. Increase the Next Margin to 3 and click Finish.
You are now back to Step 1 – Select a report. To view on screen the changes we made,
click Inventory Categories and Sub Categories and click Preview. To print the
report, click Inventory Categories and Sub Categories and click Print.

Chapter 7
Inventory
Inventory
The Inventory Module enables you to have instant access to available inventory. From
POS, sales staff can quickly view inventory and determine what is available and at what
location. When viewing inventory, sales staff can determine the number of days the item
has been in stock, maximum discounts, pricing levels and other pertinent information that
will facilitate the sale. Inventory can be searched by the type of inventory and by keywords
in the primary inventory fields.
Inventory is completely interactive with all other modules. Your inventory is 'current' as
the last transaction was made. Accounting audit trails are established to track
consignments, trade-ins, off-the-street buys, floored inventory, inventory sold on
exception and inventory transfers from store to store for multiple store chains.
7.1 Using Inventory for the First Time

The two available files for inventory are 1) SA Inventory which is further separated into a)
Serialized and b) Accessories and 2) Titles Inventory which is used for sheet music, books,
cd's and videos. Inventory can be first entered into the system by using 'New Sku' or 'New
Catalog'. Once the inventory record is created and you receive new quantities, use
'Receive Inventory' to update the quantity, cost and pricing information. Once you begin
using the Purchase Order module, than you will be receiving inventory through 'Receive
Purchase Orders'.
7.2 Add/Change Inventory

The Add/Change Inventory menu contains options related to creating new inventory
records, receiving inventory and modifying inventory.
7.2.1 New Sku

From the menu bar, click Modules > Inventory > Add/Change Inventory > New Sku
or press Alt M I A S on the keyboard.
New Sku should be used to create new Serialized and Accessory inventory records. Once
the inventory record is created, serial numbers for serialized inventory and quantities for
accessories should be entered into "Receive Inventory". When you begin using the
Purchase Order module of AIMsi, you will be receiving inventory by using "Receive
Purchase Order". "SA Maintenance" should be used to make changes to existing serialized
and accessory inventory.
New Sku consists of the following three tabs:
1. Description: The Description tab contains the primary information on serialized and
accessory inventory. For serialized inventory, the information on the Description
tab pertains to the model of inventory.
2. Matrix: The Matrix tab is used to establish different sku numbers for the various
sizes and colors of the inventory item, if applicable.
Chapter 7 - Inventory | 337

3. Active-e: The Active-e tab applies to inventory that is sold in your online shopping
cart using the Active-e technology.
7.2.1.1 Adding a New Sku

To add a new sku record simply start typing. The record will not be saved until you click
the Save button. You should add information to all applicable tabs prior to clicking Save.
Refer to "Description tab" for an explanation of the fields on the main 'Description tab' of
"New Sku".
7.2.1.2 Changing a Sku

Once a new sku has been saved, you will use "SA Maintenance" on the "Add/Change
Inventory" menu to make changes to the sku record.
7.2.1.3 Description tab

The Description tab of "New Sku" contains the primary information on the serialized or
accessory item. You will use "Receive Inventory" to specify the serial numbers you have in
stock for serialized inventory and quantities for accessories (if you have multiple store
locations); however, the primary sku record must be established in "New Sku" first.
The information on the "Description" tab that is required is: Type, Category, Sub Category,
Manufacturer, Model and Sku. The Sku will default to Model but may be changed.
Description tab data fields

Type
The two types of SA Inventory are 1) Accessories and 2) Serialized. Click the down arrow
next to the Type box and select the type of inventory you are entering.

Category
The inventory category of the item. Click the down arrow to the right of the Category box
and select the applicable category. The categories appearing in the drop down list are
those categories with type ‘Serialized/Accessories’. If a new category needs to be
established for the item, click Maintenance > Inventory Maintenance > Maintain Inventory
Categories. For information pertaining to adding a new category, refer to ‘Maintain
Inventory Categories’.
Sub Cat
The inventory sub category of the item. Click the down arrow to the right of the Sub
Category box and select the applicable sub category. If a new sub category needs to be
established for the item, click Maintenance > Inventory Maintenance > Maintain Sub
Categories. For information pertaining to adding a new sub category, refer to ‘Maintain Sub
Categories’.
Mfg
The manufacturer of the item. Click the down arrow to the right of the Mfg box and select
the applicable manufacturer. If a new manufacturer needs to be established for the item,
click Maintenance > Inventory Maintenance > Manufacturer/Publisher Table. For
information pertaining to adding a new manufacturer, refer to ‘Manufacturer/Publisher
Table’.
Model
The Model of the item. You may not use spaces in the Model field.
Note: We recommend leaving out all non-alpha/numeric characters such as dashes,

slashes, asterisks, etc. We have found that if you make it a rule to only use the
alpha/numeric characters in the model number, sku number and serial number fields you
will decrease the amount of user input errors and therefore the problems that arise from
such errors. For example, one employee who receives inventory may interpret a model
PW-300 as PW-300, another may interpret it as PW300, another may interpret it as PW
300 and still another may interpret it as PW/300. If you tell all employees to only type the
alpha and numeric characters with no spaces, they all should interpret PW-300 as PW300.
Once the Model has been entered, you will notice that the MPN and Sku will default to the
model. These may be changed if necessary.
Loc
If you have multiple store locations, the location will default to ‘All Locations’. This will
create an inventory record for each location. If this inventory item is not stocked at all
locations, select the appropriate location from the down down list.
If you have just one store location, the location will automatically appear in the Location
box.
Sku
The sku of the inventory record being added. This will automatically default to the model
previously entered.
You must have at least one sku assigned to the item and the sku may be the same as the
model.

If the model entered has multiple items under it that differ in characteristics, such as color
or size, you must have a different sku that represents each specific item. These skus would
be assigned on the Matrix tab. The sku on the Description tab should then remain the model
number.

the errors. For example, one employee who receives inventory may interpret a sku P123-
RS as P123-RS, another may interpret it as P123RS, another may interpret it as P123 RS
and still another may interpret it as P123/RS. If you tell all employees to only type the
alpha and numeric characters with no spaces, they all should interpret P123-RS as
P123RS.
Color
If the item has a color associated with it, type the color in the Color box.
Size
If the item has a size associated with it, type the size in the Size box.
Note: The Color and Size on the Description tab will not be a part of a color/size matrix
and should only be used if the model being entered does not have multiple items under it
that vary in color and/or size. If the model represents multiple items with varying
characteristics (i.e. clothing), the color and size on the Description tab should be left
blank. The Matrix tab should then be used to assign different skus representing each item.
Qty
The Qty box will only be available if the inventory type is ‘Accessories’ and you have just
one store location. Enter the quantity on hand of the inventory item in the Qty box.
If you have multiple store locations, you must specify the quantity on hand of the item at
each location in "Receive Inventory".
Desc
The description of the item. This will default to the description associated with the sub
category selected, but may be changed if necessary.
Unit
A term describing the quantity of the item when sold. If a unit description is entered, when
the item is sold the unit description will print on sales receipts next to the quantity sold.
Example: If the item is sold individually or in a box, you might want to create two different
skus – one for EACH and one for BOX.
Weight
The weight of the item. Weight is for your reference only and may be useful to know when
shipping. This weight value will also be used if the item is pushed up to your e-commerce
website (applicable to those using the Active-e e-Commerce package).
Locator
A user-defined alphanumeric code with a maximum length of five characters. The Locator
specifies where in your store the item can be found. If you have a stock room or
warehouse, the Locator code can be very useful when determining where in the stock room

or warehouse the item can be found.
Example: A Locator code might be ‘SRS3’ which means the item can be found on the third
shelf of the stock room.
Lease Pool
The Lease Pool box will only be available if the inventory type is ‘Serialized’.
If the item is to be considered part of your lease pool inventory, click the Lease Pool box.
Note: If the Lease Pool box is checked, any time a serialized item is received with the
model number entered it will default to being part of your lease pool. This may be
changed when receiving the serialized inventory; however, if you do not want the status
to default to ‘Lease Pool’ you should leave the Lease Pool box unchecked. You may assign
the lease status on individual serial numbers when received.
One-Off
The 'One-Off' box will only be available if the inventory type is 'Serialized'.
One-Off can be used for any product that you do not want to maintain a sku for because
you may not carry it again. This is especially beneficial if you accept trade-ins, sell items
on consignment or buy products from customers. The idea is you could create x number of
skus (say 10) at one time in "New Sku". It doesn't matter at all what you use for category,
sub category, description, model, price, etc. because every time you receive a one-off you
can change all of these fields to match the product you are receiving. The other important
thing to note regarding one-offs is that a one-off sku can have one, and only one, serial
number associated with it. Once you sell that serial number that particular one-off sku is
now available to be re-used.
Example: Let's say you created 10 one-off skus. None of them have a serial number
associated yet. When you are ready to receive a product, whether by purchase,
consignment or trade-in, you would press F6 in the Sku field and then select the option
"Show one-offs with a 0 qty". All 10 of the skus would show. You would choose one of them
and select Edit to change the appropriate fields on the sku to match this item. The next
time we go to look at one offs with 0 qty, only 9 would show (unless of course you sold the
first one off and then 10 would show again).
The One-Off feature is extremely helpful for pushing this one item to the web. Since it has
it's own "one-off" sku, you can associate specific pictures for this one item as well.
Note: If you are creating a one-off sku, none of the information will be known on the item
so simply select anything in the fields that are required (category, sub category,
manufacturer and location) and leave the remaining information blank (such as cost,
price, etc). When an item is received and this one-off sku is used you will then have the
ability to assign the correct information to it.
Requires Serial
The 'Requires Serial' box will only be available if the inventory type is 'Accessories';
however, this feature pertains to serialized inventory.
For serialized inventory, if you would prefer to track the serial numbers as they sell, as
opposed to as they are received into inventory, you have the ability to do so by creating
the model record using type Accessories instead of Serialized. If the 'Requires Serial' box
is checked, when this particular model is sold the sales person will be asked to enter the
serial number at that time. This enables you to track the serial numbers for warranty
information and sales history.

Note: If you print barcode labels, the serial number will not appear on the label as it
would be unknown to AIMsi. Also, since you are not inputting the serial numbers as they
are received, you do not have the ability to scan the barcode for those items that come
pre-barcoded. For this reason, the sales person will need to find the serial number on the
product and manually enter it at POS. This not only slows down the POS process, but also
increases the chance of user input errors.
Tri-Tech recommends you track serialized inventory as it is received.

Tax Depr
The Tax Depr box will only be available if the inventory type is ‘Serialized’ and the 'Lease
Pool' box is checked.
If the item is to be depreciated using a tax depreciation schedule, click in the Tax Depr box
and select the applicable schedule from the drop down list. Refer to "Depreciation
Schedules" under "Inventory Maintenance" in the Maintenance chapter or AIMsi help for
information on setting up tax depreciation schedules.
Book Depr
The Book Depr box will only be available if the inventory type is ‘Serialized’ and the 'Lease
Pool' box is checked.
If the item is to be depreciated using a book depreciation schedule, click in the Book Depr
box and select the applicable schedule from the drop down list. Refer to "Depreciation
information on setting up book depreciation schedules.
Cost
The cost of the item. For accessories, the cost will be averaged as new quantities are
received at different costs.
Freight
The amount of freight that should be added to the cost for determining weighted cost. The
freight entered here is for informational purposes only and does not affect accounting. The
amount of freight charged on your invoice from the vendor is expensed through Accounts
Payable.
WCost
The weighted cost of the inventory item.
The weighted cost will automatically be calculated if the 'ReceiveWCost' system variable
is set to Yes. The weighted cost will be the Cost plus Freight. Additional amounts may be
added to weighted cost automatically if a percentage to add on to the weighted cost was
entered on the "WCost" tab of "Maintain Sub Categories" for the sub category selected.
Retail
The manufacturer’s suggested retail price for the item.
Ourprice
The store’s selling price of the inventory item.

Hint: To calculate the Our Price according to a desired margin or percentage of
retail, press the F6 key on your keyboard. Refer to "Calculating Price based on
Desired Margin or Percentage of Retail" for more information.
The Our Price will appear as the selling price in POS unless one of the following scenarios
applies to the POS workstation:
l The workstation is set to use the suggested retail price as the selling price and the
our price as the discounted price. The difference between the suggested retail price
and our price will appear as the discount amount. To set the pricing to use
Suggested Retail as the selling price and Our Price as the discounted price, click
Maintenance on the menu bar, click General Maintenance and click Workstations.
‘Use Retail Price at POS’ should be selected on the "POS" tab for each of the POS
workstations. Refer to the "Point of Sale tab" under "Workstations" in the
Maintenance chapter or AIMsi help for more information.
Example: An inventory item has a suggested retail price of $250.00 and an our price of
$229.95. If the suggested retail price is to be used as the selling price and the our price as
the discounted price, when this item is sold the price on the invoice will be $250.00, the
discount will be $20.05 and the final selling price will be $229.95.
l The POS workstation is set to use Price A, Price B, Price C or Minimum Price. Refer
to the "POS tab" under "Workstations" in the Maintenance chapter or AIMsi help for
more information.
l The customer account selected in POS is set to use Price A, Price B, Price C,
Minimum Price or Retail Price. Refer to "Billing tab" under "Add/Change Customer"
in the Customers chapter or AIMsi help for more information.
l Sale parameters are established for specific dates and the sale price to use or price
to base the discount calculation on in POS is either Retail Price, Price A, Price B or
Price C. Refer to "Maintain Sale Parameters" under "Inventory Maintenance" in the
Min Price
The minimum price the sales people can sell this item for. In POS, if the sale price falls
below the minimum retail price a warning will appear. In order to allow the price to fall
below the Min Price, a password must be entered of a user who has the security to override
this secured item.
Hint: To calculate the Minimum Price according to a desired margin or percentage

of retail, press the F6 key on your keyboard. Refer to "Calculating Price based on
Price A, Price B and Price C

Each inventory item has three different prices, in addition to the Retail Price, Our Price and
Minimum Price. These additional prices are labeled Price A, Price B and Price C. Prices A, B
and C may be for your reference only and may represent various pricing structures
according to your store’s requirements. Prices A, B and C may also be used as the selling
price in POS according to the workstation or customer assignment. Refer to Our Price
above for more information.

sold over the Internet is priced differently than inventory sold in your store. You establish
the Internet pricing as Price A on applicable inventory. You have one workstation devoted
to invoicing Internet sales. This workstation would then be set up to use price level A in
POS.
Hint: To calculate the Price A, B or C according to a desired margin or percentage

AutoPrice
If the 'AutoPrice' system variable is set up to automatically calculate the Minimum Price,
Price A, Price B, Price C and Our Price according to margin percentage of cost or weighted
cost, percentage of retail or percentage of our price, click the button to have the
prices automatically calculated accordingly.
Active-e
Active-e represents the price of the item as it should appear in your online shopping cart, if
using the Active-e technology.
Ship Charge
This is the shipping charge for the item. The invoice program will add a new line to the
invoice for the shipping amount automatically when this sku is sold. In order for this to
happen, the workstation setting 'Auto Ship Charge' must be set up with the category to use
for shipping charges.
Note: Even if a shipping charge is entered here, it would only be automatically added to
sales invoices on those workstations that the 'Auto Ship Charge' has been selected on the
"POS tab" in "Workstations" on the "General Maintenance" menu.
Example: You might have a workstation designated for online sales. In this case, it would
speed up the POS transactions to automatically add the shipping charges to the invoice so it
does not need to be done manually.
Spiff
Spiff represents an additional commission incentive for sales people to sell the item. When
the item is sold the Spiff amount will appear on sales reports in order for you to calculate
commission accordingly.
Volume Pricing
If this sku may be sold in bulk, and volume discounts are offered, click the
button in order to set up the volume discount pricing. Refer to "Volume Pricing" for more
information.
Barcode
Barcode is the manufacturer's barcode assigned for this sku. Scan or manually type the
barcode number in the Barcode box. The barcode and associated sku will be saved to the
barcode reference table. If the barcode was typed incorrectly, you must change the

barcode in the barcode reference table by clicking Maintenance on the menu bar, Inventory
Maintenance and Barcode Reference Table. Refer to the "Barcode Reference Table" for
more information.
If the sku is not pre-barcoded from the manufacturer, the item’s sku number will
automatically be saved as the barcode number in the barcode reference table.
Primary Vendor#
The account number of the primary vendor from whom you receive the item.
Hint: Press the F6 key on your keyboard in order to select the vendor from the
Pick Vendor list box.
If you receive the item from multiple vendors, assign the primary vendor here and click
the button in order to add the other vendor information. Refer to "Multiple Vendors"
Primary Vend Item#
The unique number assigned by the primary vendor to the item to be used when ordering.
When entering an order for this item, the sku number is used; however, the Item# will
actually print on the purchase order. The Item# is only used in the purchase order module.
If the item number is the same as the sku number, it is not necessary to type the item
number here.
N/L Cost
The vendor has two costs associated with it, Normal Cost (first box) and Last Cost (second
box). The normal cost is what the item will normally cost, and will remain the normal cost
until it is changed. The last cost will always represent the cost you last received the item
at from the vendor. These two costs might differ if you received a special price on the item
the last time it was ordered.
You have the ability to choose which cost to use when ordering the item by changing the
system variable 'POCost'. Refer to "System Variables" on the "General Maintenance" menu
MPN
The MPN represents the manufacturer part number and will default to the sku. If the MPN
differs from the sku, change as needed.
Min/Max
The first box represents the minimum quantity of the item that should be on hand. The
second box represents the maximum quantity of the item that should be on hand. If you
choose to use The Inventory Management Routines (which we strongly recommend) these
fields will be adjusted automatically based on parameters you establish ahead of time
based on sales history. The third box comes into play when using Inventory Management.
This field represents the minimum quantity that you want on hand regardless of previous
sales history. Refer to "Inventory Management" for more information regarding the
automatic generation of minimum and maximum reorder quantities.
Example: Let's say that you always want at least 3 of this item in stock so you assign a 3
in this third "lowest minimum" box. When you run "Establish/Reset Min/Max" AIMsi
calculates the minimum quantity to be 2. Since you have already established that you
always want 3 on hand, the calculation that AIMsi came up with will be ignored and the
minimum quantity will be set to 3.

MM Code
Inventory items that should be not be included in the standard calculations of minimum and
maximum reorder quantities should be assigned an 'MM Code'. The available MM Codes are
defined below.
1. Exempt. Inventory with an MM code of exempt might consist of those items that are
not only stocked and sold to customers but also purchased for in store use (such as
repair parts). For these items, you want to manually assign the minimum and
maximum order quantities as you will probably want the quantities to be greater
than what would be calculated.
2. New Issue. Inventory that is considered a new issue should not be included in the
analysis.
3. Seasonal Product. Inventory that is stocked for a particular season only and
therefore should not be included in the calculation of minimum and maximum order
quantities for stock orders.
4. Seasonal/Stock. Inventory that is stocked year round but increased during a
particular season. Sales of the item during the season assigned to these inventory
items will not be included in the calculations of the minimum and maximum order
5. Special Order. Inventory that was received as a special order for one of your
customers that you do not wish to stock on a regular basis.
Refer to "Inventory Management" for more information regarding the automatic generation
of the minimum and maximum reorder quantities and how the MM code is used.
Season
A season should be assigned to inventory that is ordered only for a particular season or
more of the item is ordered for that season. Seasons are referred to when calculating the
minimum and maximum order quantities to be used when ordering stock for an upcoming
season. Seasons are also exempt from the calculations of minimum and maximum order
Example: If a season is defined as 11/1 through 12/31 and that date range falls within the
DaysForMin and/or DaysForMax, that date range will be ignored and the days prior to 11/1
will be used in the calculations instead. If this did not happen, the minimum and maximum
order quantities would be skewed because of the increase in sales during that time period.
Note that this would only apply to those inventory items assigned to the season.
Seasons are established in "Setup Inventory Seasons" on the Inventory Maintenance
menu.
of the minimum and maximum reorder quantities and how Seasons are used.
Model Yr
Model Yr represents the year this model was introduced.
Warranty
The warranty period for the item, entered in months.
Created
Created represents the date the inventory record was first created in AIMsi. This will
default to today's date; however, you may change as needed.
# Labels
The '# Labels' field will only display if the inventory type is "Accessories".

If you have purchased the Barcode Labeling module of AIMsi and would like to print
barcode labels for this item when it is received in "Receive Inventory" or "Receive
Purchase Order", select the option you would like the Receiving programs to default to.
The options are 'Print Qty Received' or 'Print 1 Label' (regardless of the quantity received).
If you do not want barcode labels to print when this item is received, select the option 'Do
Not Print Labels'.
Discontinued
If the sku being established is a replacement sku for an item that has been discontinued,
enter the sku for the discontinued item here.
Sel Code
The selection code may be used to further identify the inventory item and is for your
information only. Click the down arrow to the right of the Sel Code box and select the
applicable code, if applicable.
Selection Codes are established in "Selection Codes" on the Inventory Maintenance menu.
Tax Code
The tax code will default to the tax code that your workstation is set up to. If this inventory
item is to be charged a different tax code or is tax exempt, click in the Tax Code box and
select the applicable option. At POS, this tax code will override the workstation tax code.
Refer to "Tax Authorities" on the General Maintenance menu for more information on tax
codes.
Sku Link
If another sku should be linked to this one so they both appear in POS when this item is
sold, enter the sku to link.
Example: If your state requires a deposit on bottles and cans of beverages (i.e. soda,
beer, water), you would want to link the deposit sku to the beverage sku, causing the
deposit to automatically be sold with the beverage.
Hint: Press the F6 key on your keyboard in order to select the sku from Display
Inventory.
Scaleable
The Scaleable box will only appear if the inventory type is 'Accessories'.
If this inventory item is sold by weight and you have a scale set up that interfaces with
AIMsi, check the Scaleable box. When this item is sold, communications will begin
between AIMsi and the scale automatically.
For more information on scales, and how they work in AIMsi, refer to "Scale Setup" under
"Device Setup".
Healthcare
If checked, this item will automatically be marked as being a healthcare item. At the
checkout process, any healthcare items will total separately allowing the sales clerk to see
what can be paid with an HSA card. This is a default option which may initially have been
set up in "Maintain Sub Categories", but you may override here.

Food Stamp
If checked, this item will automatically be marked as being a food stamp item. At the
checkout process, any food stamp items will total separately allowing the sales clerk to see
what can be paid with a food stamp card. This is a default option which may initially have
been set up in "Maintain Sub Categories", but you may override here.
Loyalty Exempt
If checked, this item will automatically be marked as being exempt from your customer
loyalty program. This is a default option which may initially have been set up in "Maintain
Sub Categories", but you may override here.
Image
To attach an image to this sku, click the button. Refer to "Attaching an Image" for
more information.
Add-On
To add to or modify the add-on sales table for this sku, click the button. Refer to
"Add-On Sales" for more information.
Notes tab
The "Notes" tab may be used to add comments about this particular sku. The notes may be
viewed/modified in "SA Maintenance", "Receive Inventory" and "Display Inventory". These
notes are for your information only and will not be seen by customers.
Hint: Press F6 to insert a note from the Comment Catalog.
POS Reminder tab

If the button was clicked and information was added to the "POS Reminder" box,
that information will appear on the POS Reminder tab. You may also type directly on the
"POS Reminder" tab; however, it is best to add suggestive sales skus to the table by
clicking the Add-On button. That way, when the sales person makes a suggestion to the
customer and the customer decides to purchase an item that was suggested, the sales
person can select the appropriate sku from the table and it will be quickly added to the
invoice. Refer to "Add-On Sales" for more information.
Invoices Notes tab

If there are notes pertaining to this particular sku that you would like printed on the receipt
when the sku is sold, type those notes on the "Invoice Notes" tab. Anything added here can
be viewed or modified in "SA Maintenance" and by clicking the "Notes" button in the invoice
program.
Invoice Coupon tab

If you would like a coupon to print when this item is sold, type the text to appear on the
coupon on the "Invoice Coupon" tab. Examples of coupon text might be "Bring in this
coupon for a free lesson", "Save 20% on your next bicycle tune-up", "Buy one package of

guitar strings, get another free".
7.2.1.3.1 Calculating Price Based on Desired Margin or

Percentage of Retail
To calculate the Our Price, Minimum Price, Price A, Price B or Price C according to a desired
margin or a percentage of the Retail Price, press the F6 key on your keyboard in the
applicable box. The Calculate New Price box as pictured here will open:
To base the price on a desired margin, enter the
percentage of margin in decimal format in the
'Based on Desired Margin' box. The "Calculate
New Price" box will then close and the calculated
price will appear in the applicable price field.
To base the price on a percentage of retail, enter
the percentage in decimal format in the 'Based on
Percent of Retail' box. The "Calculate New Price"
box will then close and the calculated price will
appear in the applicable price field.
To remove the "Calculate New Price" box from
the screen, press the Esc key on your keyboard.
7.2.1.3.2 Volume Pricing

When the Vol Price button is clicked in order to set up volume discounts, a window similar
to the one pictured here will appear.

7.2.1.3.2.1 Adding Volume Pricing
Type the discount information as specified in "Volume Pricing Data Fields" and upon
completion, click the Add button to add the volume discount/pricing to the discount table.
Continue adding volume discounts for the selected sku if applicable. Click the Exit button
to save your changes and remove the "Volume Discount/Pricing" window from your screen.
7.2.1.3.2.2 Changing Volume Pricing

The volume/discount pricing that has previously been established for this sku will appear in
the volume/discount pricing table. Highlight the volume pricing you would like to change
and click the Change button. Make the necessary changes, referring to "Volume Pricing
Data Fields" for assistance. Click the Exit button to save your changes and remove the
"Volume Discount/Pricing" window from your screen.
7.2.1.3.2.3 Deleting Volume Pricing

The volume/discount pricing that has previously been established for this sku will appear in
the volume/discount pricing table. Highlight the volume pricing you would like to delete
and click the Delete button. Click the Exit button to save your changes and remove the
"Volume Discount/Pricing" window from your screen.
7.2.1.3.2.4 Volume Pricing Data Fields

Location
If you have multiple store locations and are setting up volume discounts for one location
only, select the location from the drop down list.
Qty
Type the quantity of the item that the customer must purchase in order to receive a
discount.
Disc
If the discount is to be a percentage off the normal selling price, enter the discount in
decimal format in the Disc box.
Price
If the discount is to be a lower price each of the item, enter the discounted price in the
Price box.
Price Level
If the item has a pricing level established with discounted pricing and you would like to use
one of the levels to reflect the volume discounted price, choose the applicable level from
the drop down list in the Price Level box.
7.2.1.3.3 Multiple Vendors

If you receive the sku from multiple vendors, click the button. A box similar to the
one pictured here will appear.

The primary vendor will be
listed on the vendor grid with a
check in the 'Primary' box.
Adding a Vendor
Type the Vendor#, Item# (if
different from the Sku),
Normal Cost, Last Cost and
Last Received Date. Click the
Add button to add the new
vendor to the vendor grid.
Hint: Press the F6 key on

your keyboard in order to select the vendor from the Pick Vendor list box.
Continue adding vendors as needed. When you have finished, click the Exit button to
remove the Vendors box from the screen.
Deleting a Vendor
To remove a vendor from the vendor grid, click on the vendor to highlight it and click the
Delete button.
7.2.1.3.4 Attaching an Image - New SKU

To attach an image to the inventory record, click the
button. A ‘Picture’ box will open similar to the
one pictured here.
To attach an image, click the Edit button. Find the
path to the image in the "Open Picture" dialog box and
click OK. The image will then appear in the "Picture"
box. Be certain to click Save in order to complete the
attachment. Once the image is attached to the item,
the Image button will appear bold. This notifies you
that an image is attached.
You may add/view images in "New Sku", "New
Catalog", "SA Maintenance", "Titles Maintenance" and "Display Inventory".
Clearing an Attached Image from the Inventory Item
To clear an image currently attached to an inventory record, click the button. The
"Picture" box will open. Click the Clear button in order to detach the image from the item.
Be certain to click Save in order to complete the detachment.

7.2.1.3.5 Add-On Sales
The POS Reminder box may be used to add comments about the inventory item that will
pop up in POS when the specified sku is sold. The POS Reminder box is an ideal place to
add ‘suggestive sale’ items associated with the sku. This is an excellent guide for sales
people, as it will remind them of those small ‘add-on’ items that will increase the total sale
amount.
Example: When an acoustic guitar is sold, you would like the sales person to recommend a
bag to the customer. You have three styles of bags - a higher priced, medium priced and
lower priced. You can add each of the skus for the bags to the add-on table for the sub
category Acoustic Guitar. This acts as a reminder to the sales person to up-sell a bag, and
the bag the customer chooses can be quickly added to the sale.
The POS Reminder box is also a great place to add special instructions or other information
that the sales person should relay to the customer regarding the item.
Note: The POS Reminder comments and table may be established by sub category in
"Maintain Sub Categories", on the Add-On tab. If this was done for the sub category of
the sku being added, that information will automatically appear in the "POS Reminder"
box. You may make any changes that are necessary for this particular sku. Changes
made to the "POS Reminder" box for a specific sku will not affect the sub category.
Note: The POS Reminder comments and table may be modified in "SA Maintenance".
To add or change information on the add-on table, click the button. The "POS
Reminder Setup" box will open, as pictured below. When you have completed making
changes to the add-on table, don't forget to click the Save button to save your changes,
and remove it from your screen.
Adding Notes
Type any reminder notes for sales people in the Reminder Notes box.

Note: It is best to add the "suggestive sales" skus or non-inventory categories to the
table as opposed to the "Reminder Notes" box because if they are in the table, the sales
person can quickly select the appropriate sku or category if the customer decides to
purchase an additional item. This cannot be done from the notes box.
Adding Skus
Enter Skus in the Sku box, or press the F6 button to display inventory in order to select the
applicable skus. Click the Add button to drop the sku to the Sku table below.
Adding Non-Inventory Items

If you are adding a non-inventory item to the add-on table, leave the Sku blank and select
the applicable category in the Category box and type the amount in the Cat Price box. Click
the Add button to drop the item to the Sku table below.
Deleting Skus
To delete a sku from the Sku table, highlight the sku and click the Delete button.
7.2.1.4 Matrix tab

If the sku being added has various colors and/or sizes available, the Matrix tab is used to
create skus for each individual item that is stocked under the model entered on the
"Description" tab.
Example: You may have a particular model of t-shirt and you stock various colors and
sizes of that t-shirt. The model will have been entered on the Description tab and each
color and size combination must be assigned a unique sku on the Matrix tab.
Automatically Create the Matrix

To automatically create the matrix, click the button. If a Matrix was set up for the sub
category assigned to this sku, the information established for the sub category will appear
in the "Color/Size" box that opens, as pictured here.

In this example, the main sku is TEE with the various color suffixes, then size suffixes. You
may make any needed changes to the Color/Size matrix, making sure you click Save to
save your changes. If no changes are needed, you may click Cancel or simply close the
"Color/Size" matrix box.
If the Color/Size box is empty, and you would like to automatically generate the matrix
skus, add the various colors and/or sizes as applicable, referring to "Matrix tab" under
"Maintain Sub Categories" for assistance.
Once the "Color/Size" matrix box has been closed, if a matrix was found the information
will automatically be brought forward to the "Matrix" tab and you may make changes to
individual skus as needed (i.e. add quantity, modify pricing, etc).
Matrix tab data fields

Loc
create an inventory sku record for each location. Since the quantity will differ from store
to store, the Qty box will not be available if ‘All Locations’ is selected in the Location box.
After saving the record for all locations you will add the quantity on hand for each sku, for
each location in "Receive Inventory".
box.
Sku
The sku of the item being added to the color/size matrix. This will automatically default to
the model entered on the "Description" tab but must be changed to a unique alpha/numeric
code.

the errors. For example, one employee who receives inventory may interpret a sku
P123-RS as P123-RS, another may interpret it as P123RS, another may interpret it as
P123 RS and still another may interpret it as P123/RS. If you tell all employees to only
type the alpha and numeric characters with no spaces, they all should interpret P123-RS
as P123RS.
Barcode
more information.
Color
If the item has a color associated with it, type the color in the Color box.

Size
If the item has a size associated with it, type the size in the Size box.
Adding an Item to the Matrix

Click the button in order to add the new sku to the matrix.
Deleting an Item from the Matrix

To delete an item from the matrix, click on the sku in the matrix box in order to select it
Changing the Information on an Item on the Matrix

To change the cost, pricing or other information on any item in the matrix, click the item in
order to select it. You will notice that the previously grayed out boxes are now white.
Make the changes as needed, referring to "Description tab" for information on the available
fields.
Assigning the Quantity to an Item on the Matrix

To assign the quantity on hand to an item on the matrix, click the item in order to select it.
Change the amount in the Qty column to the current quantity on hand.
7.2.1.5 Active-e tab

Refer to the Active-e documentation for information pertaining to the "Active-e" tab of
"New Sku".
7.2.1.6 Print Barcode Label

If you have purchased the Barcode Labeling module of AIMsi, and wish to print a barcode
label upon saving the new sku, check the box, which is
located next to the Save button of "New Sku". If you have multiple store locations and
therefore were not able to enter a quantity on hand for the sku, you will be asked for the
number of labels to print.
The format of the labels is determined by the label defaults established in "Setup Barcode
Barcode labels may also be printed from "Print Blaster Labels" and "Receive Inventory".
7.2.1.7 Retain Info

If you would like to retain all the information in "New Sku" when the Save button is clicked,
click the box which is located by the Save button. Choosing this option will
keep all the information on the screen except Sku, Model and MPN. This is especially
helpful if you are adding multiple skus that are similar, saving you from retyping all the
information each time.

7.2.1.8 Saving the Sku
Once the information pertaining to the new sku has been entered and you are ready to save
it to your inventory file, click the button.
Note: If modifications need to be made to the sku after it has been saved, you may use
"SA Maintenance" on the "Add/Change Inventory" menu to make the necessary changes.
7.2.2 New Catalog

From the menu bar, click Modules > Inventory > Add/Change Inventory > New
Catalog or press Alt M I A C on the keyboard.
New Catalog should be used to create new titles inventory records (i.e. print music, cd’s,
books). If you have multiple store locations, once the inventory record is created,
quantities should be entered into "Receive Inventory". When you begin using the Purchase
Order module of AIMsi, you will be receiving inventory by using "Receive Purchase Order".
"Titles Maintenance" should be used to make changes to existing titles inventory records.
New Catalog consists of the following three tabs:
1. Description: The Description tab contains the primary information on titles

inventory..
2. TOC: The TOC (Table of Contents) tab contains the individual titles on the book or cd
(if applicable). The individual titles will be included in ‘keyword’ searches in
Display Inventory.
3. Active-e: The Active-e tab applies to inventory that is sold in your online shopping
cart using the Active-e technology.
7.2.2.1 Adding a New Title

To add a new titles record simply start typing. The record will not be saved until you click
the Save button. You should add information to all applicable tabs prior to clicking Save.
Refer to "Description tab" for an explanation of the fields on the main 'Description tab' of
"New Catalog".
7.2.2.2 Changing a Title

Once a new title has been saved, you will use "Titles Maintenance" on the "Add/Change
Inventory" menu to make changes to the titles record.
7.2.2.3 Description tab

The Description tab of "New Catalog" contains the primary information on the catalog
item. The information on the Description tab that is required is: Catalog, Category, Sub
Category and Publisher.

Description Tab Data Fields
Catalog
The catalog number of the item.

alpha/numeric characters in the catalog number field you will decrease the amount of
user input errors and therefore the problems that arise from such errors. For example,
one employee who receives inventory may interpret a catalog number HL12345678 as
HL12345678, another may interpret it as HL-12345678 and another may interpret it as HL
12345678. If you tell all employees to only type the alpha and numeric characters with no
spaces, they all should interpret HL12345678 as HL12345678.
Category
The inventory category of the item. Click the down arrow to the right of the Category box
and select the applicable category. The categories appearing in the drop down list are
those categories with type 'Titles'. If a new category needs to be established for the item,
click Maintenance > Inventory Maintenance > Maintain Inventory Categories. For
information pertaining to adding a new category, refer to ‘Maintain Inventory Categories’.
Sub Cat
The inventory sub category of the item. Click the down arrow to the right of the Sub
Category box and select the applicable sub category. If a new sub category needs to be
established for the item, click Maintenance > Inventory Maintenance > Maintain Sub
Categories. For information pertaining to adding a new sub category, refer to ‘Maintain Sub
Categories’.
Mfg
The manufacturer of the item. Click the down arrow to the right of the Mfg box and select
the applicable manufacturer. If a new manufacturer needs to be established for the item,
click Maintenance > Inventory Maintenance > Manufacturer/Publisher Table. For
information pertaining to adding a new manufacturer, refer to ‘Manufacturer/Publisher
Table’.
Publisher
The publisher of the title. Click the down arrow to the right of the Publisher box and select
the applicable publisher. If a new publisher needs to be established for the item, click
Maintenance > Inventory Maintenance > Manufacturer/Publisher Table. For information
pertaining to adding a new publisher, refer to ‘Manufacturer/Publisher Table’.
Composer
The composer of the item.
Loc
create an inventory record for each location. If this inventory item is not stocked at all
locations, select the appropriate location from the down down list.
box.

Title
The title of the item. The title will default to the description of the sub category selected,
but may be changed.
Artist
The artist of the item.
Arranger
The arranger of the item.
Voicing
The voicing of the item.
Level
The performance level of the item.
Weight
The weight of the item. Weight is for your reference only and may be useful to know when
shipping. This weight value will also be used if the item is pushed up to your e-commerce
website (applicable to those using the Active-e e-Commerce package).
Locator
A user-defined alphanumeric code with a maximum length of five characters. The Locator
specifies where in your store the item can be found. If you stock your titles in bins, the
Locator code can be very useful when determining the bin the title can be found.
Example: A Locator code might be ‘R2B5’ which means the item can be found in the fifth
bin of the second row.
Pages
Pages refers to the number of pages within the catalog item.
Cost
The cost of the item. For catalogs, the cost will be averaged as new quantities are received
at different costs.
Freight
The amount of freight that should be added to the cost for determining weighted cost. The
freight entered here is for informational purposes only and does not affect accounting. The
amount of freight charged on your invoice from the vendor is expensed through Accounts
Payable.
WCost
The weighted cost will automatically be calculated if the "ReceiveWCost" system variable
Retail

Ourprice
The store’s selling price of the inventory item.

The Our Price will appear as the selling price in POS unless one of the following scenarios
applies to the POS workstation:
l The workstation is set to use the suggested retail price as the selling price and the
our price as the discounted price. The difference between the suggested retail price
and our price will appear as the discount amount. To set the pricing to use
Suggested Retail as the selling price and Our Price as the discounted price, click
Maintenance on the menu bar, click General Maintenance and click Workstations.
‘Use Retail Price at POS’ should be selected on the "POS" tab for each of the POS
workstations. Refer to the "Point of Sale tab" under "Workstations" in the
Example: An inventory item has a suggested retail price of $250.00 and an our price of
$229.95. If the suggested retail price is to be used as the selling price and the our
price as the discounted price, when this item is sold the price on the invoice will be
$250.00, the discount will be $20.05 and the final selling price will be $229.95.
l The POS workstation is set to use Price A, Price B, Price C or Minimum Price. Refer
to the "POS tab" under "Workstations" in the Maintenance chapter or AIMsi help for
more information.
l The customer account selected in POS is set to use Price A, Price B, Price C,
Minimum Price or Retail Price. Refer to "Billing tab" under "Add/Change Customer"
in the Customers chapter or AIMsi help for more information.
l Sale parameters are established for specific dates and the sale price to use or price
to base the discount calculation on in POS is either Retail Price, Price A, Price B or
Price C. Refer to "Maintain Sale Parameters" under "Inventory Maintenance" in the
Min Price
this secured item.

Price A, Price B and Price C

Each inventory item has three different prices, in addition to the Retail Price, Our Price and
Minimum Price. These additional prices are labeled Price A, Price B and Price C. Prices A, B
and C may be for your reference only and may represent various pricing structures

according to your store’s requirements. Prices A, B and C may also be used as the selling
price in POS according to the workstation or customer assignment. Refer to Our Price
above for more information.
sold over the Internet is priced differently than inventory sold in your store. You establish
the Internet pricing as Price A on applicable inventory. You have one workstation devoted
to invoicing Internet sales. This workstation would then be set up to use price level A in
POS.

AutoPrice
If the "AutoPrice" system variable is set up to automatically calculate the Minimum Price,
Active-e
Active-e represents the price of the item as it should appear in your online shopping cart, if
using the Active-e technology.
Ship Charge
This is the shipping charge for the item. The invoice program will add a new line to the
invoice for the shipping amount automatically when this catalog item is sold. In order for
this to happen, the workstation setting 'Auto Ship Charge' must be set up with the category
to use for shipping charges.
Note: Even if a shipping charge is entered here, it would only be automatically added to
sales invoices on those workstations that the 'Auto Ship Charge' has been selected on the
"POS tab" in "Workstations" on the "General Maintenance" menu.
Example: You might have a workstation designated for online sales. In this case, it would
speed up the POS transactions to automatically add the shipping charges to the invoice so it
does not need to be done manually.
Spiff
Volume Pricing
If this catalog item may be sold in bulk, and volume discounts are offered, click the
button in order to set up the volume discount pricing. Refer to "Volume Pricing"
Barcode
Barcode is the publisher's barcode assigned for this title. Scan or manually type the
barcode number in the Barcode box. The barcode and associated catalog number will be
saved to the barcode reference table. If the barcode was typed incorrectly, you must

change the barcode in the barcode reference table by clicking Maintenance on the menu
bar, Inventory Maintenance and Barcode Reference Table. Refer to the "Barcode Reference
Table" for more information.
If the title is not pre-barcoded from the publisher, the item’s catalog number will
Primary Vendor#
The account number of the primary vendor from whom you receive the item.
If you receive the item from multiple vendors, assign the primary vendor here and click
the button in order to add the other vendor information. Refer to "Multiple Vendors"
Primary Vend Item#
The unique number assigned by the primary vendor to the item to be used when ordering.
When entering an order for this item, the catalog number is used; however, the Item# will
If the item number is the same as the catalog number, it is not necessary to type the item
number here.
N/L Cost
The first box represents the Normal Cost of the item from the primary vendor. The second
box represents the Last Cost the item was received at from the primary vendor. These two
costs might be the same.
Tax Code
The tax code will default to the tax code that your workstation is set up to. If this inventory
item is to be charged a different tax code or is tax exempt, click in the Tax Code box and
select the applicable option. At POS, this tax code will override the workstation tax code.
Refer to "Tax Authorities" on the General Maintenance menu for more information on tax
codes.
Min/Max
The first box represents the minimum quantity of the item that should be on hand. The
second box represents the maximum quantity of the item that should be on hand. If you
choose to use The Inventory Management Routines (which we strongly recommend) these
fields will be adjusted automatically based on parameters you establish ahead of time
based on sales history. The third box comes into play when using Inventory Management.
This field represents the minimum quantity that you want on hand regardless of previous
sales history. Refer to "Inventory Management" for more information regarding the
automatic generation of minimum and maximum reorder quantities.
Example: Let's say that you always want at least 3 of this item in stock so you assign a 3
in this third "lowest minimum" box. When you run "Establish/Reset Min/Max" AIMsi
calculates the minimum quantity to be 2. Since you have already established that you
always want 3 on hand, the calculation that AIMsi came up with will be ignored and the
minimum quantity will be set to 3.

MM Code
maximum reorder quantities should be assigned an 'MM Code'. The available MM Codes are
defined below.
1. Exempt. Inventory with an MM code of exempt might consist of those items that are
not only stocked and sold to customers but also purchased for in store use (such as
repair parts). For these items, you want to manually assign the minimum and
than what would be calculated.
analysis.
4. Seasonal/Stock. Inventory that is stocked year round but increased during a
of the minimum and maximum reorder quantities and how the MM code is used.
Season
A season should be assigned to inventory that is ordered only for a particular season or
more of the item is ordered for that season. Seasons are referred to when calculating the
minimum and maximum order quantities to be used when ordering stock for an upcoming
season. Seasons are also exempt from the calculations of minimum and maximum order
Seasons are established in "Setup Inventory Seasons" on the Inventory Maintenance
menu.
of the minimum and maximum reorder quantities and how Seasons are used.
Created
Created represents the date the inventory record was first created in AIMsi. This will
default to today's date; however, you may change as needed.
Discontinued
If the title being established is a replacement title for an item that has been discontinued,
enter the catalog number for the discontinued item here.

Sel Code
information only. Click the down arrow to the right of the Sel Code box and select the
applicable code, if applicable.
Selection Codes are established in "Selection Codes" on the Inventory Maintenance menu.
# Labels
If you have purchased the Barcode Labeling module of AIMsi and would like to print
barcode labels for this item when it is received in "Receive Inventory" or "Receive
Purchase Order", select the option you would like the Receiving programs to default to.
The options are 'Print Qty Received' or 'Print 1 Label' (regardless of the quantity received).
If you do not want barcode labels to print when this item is received, select the option 'Do
Not Print Labels'.
ISBN
The ISBN number for the title.
MPN
The MPN represents the manufacturer part number and will default to the catalog number.
If the MPN differs from the catalog number, change as needed.
Sku Link
If another sku should be linked to this one so they both appear in POS when this item is
sold, enter the sku to link.
Example: If your state requires a deposit on bottles and cans of beverages (i.e. soda,
beer, water), you would want to link the deposit sku to the beverage sku, causing the
deposit to automatically be sold with the beverage.
Hint: Press the F6 key on your keyboard in order to select the sku from Display
Inventory.
Loyalty Exempt
If checked, this item will automatically be marked as being exempt from your customer
loyalty program. This is a default option which may initially have been set up in "Maintain
Sub Categories", but you may override here.
Image
To attach an image to this title, click the button. Refer to "Attaching an Image" for
more information.
Add-On
To add to or modify the add-on sales table for this title, click the button. Refer to
"Add-On Sales" for more information.
Notes tab
The "Notes" tab may be used to add comments about this particular title. The notes may
be viewed/modified in "Titles Maintenance", "Receive Inventory" and "Display Inventory".

POS Reminder tab
If the button was clicked and information was added to the "POS Reminder" box,
that information will appear on the POS Reminder tab. You may also type directly on the
"POS Reminder" tab; however, it is best to add suggestive sales skus to the table by
clicking the Add-On button. That way, when the sales person makes a suggestion to the
customer and the customer decides to purchase an item that was suggested, the sales
person can select the appropriate sku or catalog number from the table and it will be
quickly added to the invoice. Refer to "Add-On Sales" for more information.
Invoices Notes tab

If there are notes pertaining to this particular title that you would like printed on the
receipt when the title is sold, type those notes on the "Invoice Notes" tab. Anything added
here can be viewed or modified in "Titles Maintenance" and by clicking the "Notes" button
in the invoice program.
Invoice Coupon tab

If you would like a coupon to print when this item is sold, type the text to appear on the
coupon on the "Invoice Coupon" tab.
7.2.2.4 TOC tab

If the title inventory record being established is a book or cd that contains multiple
individual titles, the individual titles should be added to the TOC tab. These titles will be
included in searches performed in "Display Inventory".
Adding a Title to the TOC tab

To assign a title to the catalog item, click the small button (located on the bottom
right of the TOC tab). Type the title in the highlighted row that opened in the "Titles" box.
Continue adding the individual titles as necessary.
Changing a Title on the TOC tab

To make changes to an existing title, click the row in the "Titles" box that contains the title
Deleting a Title from the TOC tab

To delete an existing title, click the row in the "Titles" box that contains the title and click
the button.

7.2.2.5 Active-e tab
Refer to the Active-e documentation for information pertaining to the "Active-e" tab of
"New Catalog".
7.2.2.6 Print Barcode Label

If you have purchased the Barcode Labeling module of AIMsi, and wish to print a barcode
label upon saving the new title, check the box, which is
located next to the Save button of "New Catalog". If you have multiple store locations and
therefore were not able to enter a quantity on hand for the title, you will be asked for the
number of labels to print.
The format of the labels is determined by the label defaults established in "Setup Barcode
Barcode labels may also be printed from "Print Blaster Labels" and "Receive Inventory".
7.2.2.7 Retain Info

If you would like to retain all the information in "New Catalog" when the Save button is
clicked, click the box which is located by the Save button. Choosing this
option will keep all the information on the screen except Catalog, ISBN and MPN. This is
especially helpful if you are adding multiple catalog items that are similar, saving you
from retyping all the information each time.
7.2.2.8 Saving the Title

Once the information pertaining to the new catalog item has been entered and you are
ready to save it to your inventory file, click the button.
Note: If modifications need to be made to the catalog item after it has been saved, you
may use "Titles Maintenance" on the "Add/Change Inventory" menu to make the
necessary changes.
7.2.3 Receive Inventory

From the menu bar, click Modules > Inventory > Add/Change Inventory > Receive
Inventory or press Alt M I A I on the keyboard.
"Receive Inventory" is used to update new quantities of accessories and titles and to
receive new serialized inventory. The inventory record must be pre-established prior to
receiving inventory through "Receive Inventory". If you are receiving an item that is new
to your store and therefore does not have an inventory record created, you should create
the inventory record in "New Sku" for serialized and accessories or "New Catalog" for
titles. Once the inventory record is saved, you should use "Receive Inventory" to update
the quantities for accessories and titles and receive serialized inventory.

Note: If the inventory being received was ordered through the Purchase Order module,
you should use "Receive Purchase Orders" to receive the inventory in order to close out
the purchase order.
Date Recvd
The date received will default to the system date of the workstation. If you are receiving
inventory into the system that was received on a prior date, click in the Date Recvd box
and change the date as necessary.
The date received is the date the item is to be accounted for in inventory as well as general
ledger.
Location
The location will default to the store location of the workstation. If the inventory is
received at a different location, click in the Location box and select the applicable location
The store locations are established in ‘Locations’ on the General Maintenance menu. Refer
to ‘Locations’ under General Maintenance in the Maintenance chapter or AIMsi help for
more information.
Sku/Catalog
The sku or catalog number of the item being received. If the item is barcoded, you may
scan the barcode here.
Hint: If you are unsure of the sku or catalog number of the item being received,
from the Sku/Catalog box press the F6 key on your keyboard in order to display
your inventory. If the item is found in "Display Inventory", you may click on the
row to select it and click the Select button in order to bring the record back to
Receive Inventory.
Serialized
If the sku is found as having inventory type ‘Serialized’, the following information will
appear in the boxes to the right of the 'Serial#' box: Last Received Cost and Last Vendor
received from. The following information will appear in the boxes on the bottom of
"Receive Inventory": Sku, Description, Manufacturer, Model, Color and Size. Refer to
"Receive Serialized" for assistance with receiving serialized inventory.
Accessory
If the sku is found as having inventory type ‘Accessories’, the following information will
appear in the boxes to the right of the 'Qty Recvd' box: Last Received Cost and Last Vendor
"Receive Inventory": Sku, Description, Manufacturer, Model, Color, Size, New Quantity on
Hand (previous quantity + quantity received), Previous Averaged Cost and New Averaged
Cost. Refer to "Receive Accessory" for assistance with receiving accessory inventory.
Title
If the catalog number is found in the 'Titles' inventory file, the following information will
appear in the boxes to the right of the 'Qty Recvd' box: Last Received Cost and Last Vendor
"Receive Inventory": Catalog Number, Title, Publisher, Artist, Previous Quantity on Hand,

New Quantity on Hand (previous quantity + quantity received), Previous Averaged Cost
and New Averaged Cost. Refer to "Receive Title" for assistance with receiving titles
inventory.
Note: If the sku/catalog is not found in either of the inventory files, you will be unable to
continue until a valid sku or catalog number is entered.
7.2.3.1 Receive Serialized

If the Sku entered in the 'Sku/Catalog' box is a serialized sku, "Receive Inventory" will
appear something like this:
.
Serial#
Type the serial number of the item you are receiving in the Serial# box.
Note: We recommend leaving out of the serial number all non-alpha/numeric characters
such as dashes, slashes, asterisks, spaces, etc. We have found that if you make it a rule
to only use the alpha/numeric characters in the model number, sku number and serial
number fields you will decrease the amount of user input errors and therefore the
problems that arise from the errors.
Generating an In Store Item Number

If you would like AIMsi to generate an in store item number to use as the serial number,
click the button. The serial number will begin with ‘ISI’ and will be followed by the
next available ISI number, which is taken from the ‘NextISINumber’ system variable.
It is not recommended that you generate an ISI number unless you are unable to
determine the actual serial number of the item.
Selection Code
information only. Click the down arrow to the right of the Selection Code box and select
the applicable code, if applicable. Selection Codes are established in "Selection Codes" on
the Inventory Maintenance menu.

Code
Select the applicable code for the item, New or Used.
Rec Cost
Rec Cost and Cost Ea will default to either the Normal Cost or Last Received Cost,
depending upon how the 'POCost' system variable is set up. If the serialized item was
received at a different cost, enter the new cost. If you are unsure of the cost, let it default
to the cost that automatically appears here. The actual cost can be changed when you
receive the invoice from the vendor.
Cost Ea
The cost of the item. This will default to either the Normal Cost or Last Received Cost,
depending upon how the 'POCost' system variable is set up.
Freight
Freight refers to the dollar amount of freight for the item, if applicable. Freight is for
reference only and will not affect general ledger. The actual freight amount will be
expensed when entering the invoice through accounts payable.
Wgtd Cost
Reserve
This is any additional cost that applies to the item, i.e. a serialized item might take time to
unpack or set up. You could add that additional cost into the Reserve box. The reserve
amount plus the cost will affect ledger for the cost of goods sold when the item is sold.
Retail
Ourprice
The store’s selling price of the inventory item. For a more in-depth description of
Ourprice, refer to 'Ourprice' on the "Description tab" of "New Sku".

Price A, Price B, Price C

Additional pricing levels for the item. For a more in-depth description of Prices A, B and C,
refer to 'Price A, Price B, Price C' on the "Description tab" of "New Sku".

Hint: To calculate Price A, Price B or Price C according to a desired margin or
percentage of retail, press the F6 key on your keyboard. Refer to "Calculating
Price based on Desired Margin or Percentage of Retail" for more information.
Min Price
this secured item.

AutoPrice
Update Pricing for Sku
If the Cost and Pricing was modified for this particular serialized item, you may or may not
choose to also modify the cost and pricing information for the serialized sku. You have the
following options, which appear at the top of "Receive Inventory":
Update Pricing At Current Location: Selecting this option will update the pricing of the sku
at the store location you are receiving the serialized item at only.
Update Pricing At All Locations: Selecting this option will update the pricing of the sku at all
store locations.
Do Not Update Pricing: Selecting this option will not update the pricing of the sku at any
location. In this case, if the cost and pricing is modified it will only affect the individual
serialized item being received.
Vendor
The Vendor will default to the number of the primary vendor assigned to the item. If you
received the item from a different vendor, enter the appropriate vendor number.
N Cost
The vendor has two costs associated with it, Normal Cost and Last Cost. The normal cost is
what the item will normally cost, and will remain the normal cost until it is changed. The
last cost will always represent the cost you last received the item at from the vendor.
These two costs might differ if you received a special price on the item the last time it was
ordered.

Invoice
The invoice number for this inventory, if known. The invoice number will most often not be
known unless you do not receive inventory into AIMsi until you receive the invoice from the
vendor.
PO
The number of the purchase order the inventory was received on.
It is important to enter the purchase order number here if you gave the vendor a purchase
order number when placing the order and if you are using the Accounts Payable module.
When the AP invoice is entered, you will have the opportunity to not only view the
inventory that was received on the purchase order but also to make any necessary
inventory cost adjustments. Refer to "Updating the Inventory Cost" under "Enter Accounts
Payable Invoice" for more information.
Lease Pool
If the item is to be considered part of your lease pool inventory, click the Lease Pool box.
Note: If the Lease Pool box was checked when setting up the serialized sku, any time a
serialized item is received with that sku it will default to being part of your lease pool.
This may be changed when receiving individual serial numbers.
Tax Depr
The Tax Depr box will only be available if the 'Lease Pool' box is checked.
If the item is to be depreciated using a tax depreciation schedule, click in the Tax Depr box
and select the applicable schedule from the drop down list. Refer to "Depreciation
information on setting up tax depreciation schedules.
Book Depr
The Book Depr box will only be available if the 'Lease Pool' box is checked.
If the item is to be depreciated using a book depreciation schedule, click in the Book Depr
box and select the applicable schedule from the drop down list. Refer to "Depreciation
information on setting up book depreciation schedules.
Retain Information
If you are receiving multiple serial numbers that belong to the same sku, click the
box. Selecting this option will keep all of the information on the screen
except the serial number each time a serial number is saved. This makes receiving
inventory much more efficient in that you do not have to re-type the cost, pricing, invoice
and purchase order number each time.

7.2.3.1.1 Flooring
If the serialized item is being received on a floor plan
and you would like to track the flooring information in
AIMsi, click the button after inputting the
Serial#. A "Flooring" box similar to the one pictured
here will open.
Type the Institution, Note, Floor Amount, Interest Rate,
Months to Mature and Terms as applicable. Click the
Save button to save the flooring information.
Floored inventory may be edited in "Edit Floored Items"
on the Inventory > Flooring Options menu. Floored
items may be paid for by using "Pay Floored Items" on
the Inventory > Flooring Options menu. Reports listing
floored inventory can be found on the "Inventory" tab of
the Report Catalog.
7.2.3.2 Receive Accessory

If the Sku entered in the 'Sku/Catalog' box is an accessory sku, "Receive Inventory" will
appear something like this.
Qty Recvd
Type the quantity you are receiving of the accessory item in the Qty Recvd box.
Rec Cost
depending upon how the 'POCost' system variable is set up. If the accessory item was
received at a different cost each, enter the new cost. If you are unsure of the cost, let it
default to the cost that automatically appears here. The actual cost can be changed when
you receive the invoice from the vendor.

Cost Ea
The cost each of the item. This will default to either the Normal Cost or Last Received
Cost, depending upon how the 'POCost' system variable is set up.
Freight
Wgtd Cost
Extend Cost
Extended cost is the Quantity Received x Cost Each and is calculated automatically.
Extended Cost cannot be changed.
Actual Cost
Actual Cost is the cost amount that will affect ledger, which might be different than the cost
each.
Example. A box of 100 widgets costs $32.75. The cost each field would be $.33, making
the Extended Cost $33. The actual cost for those 100 widgets would be $32.75.
For most items, the actual cost will be the same as the extended cost field.
Retail
Ourprice




Min Price
this secured item.

AutoPrice
If the Cost and Pricing was modified for this particular accessory item, you may choose to
modify the cost and pricing information for this sku at your location or all store locations.
You have the following options, which appear at the top of "Receive Inventory":
at the store location you are receiving the accessory item at only.
store locations.
Do Not Update Pricing: This option only applies to serialized skus.
Vendor
N Cost
ordered.
Invoice
vendor.

PO
Barcode
more information.
Note: If the barcode was scanned when setting up the sku in "New Sku", it will
automatically appear in the Barcode box.
Retain Information
If you are receiving the same sku for each store location and would therefore like to keep
the information on the screen upon saving, click the box. Selecting this
option will keep all of the information on the screen each time the sku is saved. This
makes receiving inventory much more efficient in that you do not have to re-type the cost,
pricing, invoice and purchase order number each time.
7.2.3.3 Receive Title

If a Catalog number was entered in the 'Sku/Catalog' box, "Receive Inventory" will appear
something like this.

Qty Recvd
Type the quantity you are receiving of the title in the Qty Recvd box.
Rec Cost
depending upon how the 'POCost' system variable is set up. If the title was received at a
different cost each, enter the new cost. If you are unsure of the cost, let it default to the
cost that automatically appears here. The actual cost can be changed when you receive
the invoice from the vendor.
Cost Ea
The cost each of the item. This will default to either the Normal Cost or Last Received
Cost, depending upon how the 'POCost' system variable is set up.
Freight
Wgtd Cost
Extend Cost
Extended cost is the Quantity Received x Cost Each and is calculated automatically.
Extended Cost cannot be changed.
Actual Cost
Actual Cost is the cost amount that will affect ledger, which might be different than the cost
each.
Example. A box of 100 widgets costs $32.75. The cost each field would be $.33, making
the Extended Cost $33. The actual cost for those 100 widgets would be $32.75.
For most items, the actual cost will be the same as the extended cost field.
Retail
Ourprice



Min Price
this secured item.

AutoPrice
If the Cost and Pricing was modified for this particular accessory item, you may choose to
modify the cost and pricing information for this sku at your location or all store locations.
You have the following options, which appear at the top of "Receive Inventory":
at the store location you are receiving the accessory item at only.
store locations.
Do Not Update Pricing: This option only applies to serialized skus.
Vendor
N Cost
ordered.

Invoice
vendor.
PO
Barcode
Barcode is the manufacturer's barcode assigned for this title. Scan or manually type the
barcode number in the Barcode box. The barcode and associated catalog number will be
saved to the barcode reference table. If the barcode was typed incorrectly, you must
change the barcode in the barcode reference table by clicking Maintenance on the menu
bar, Inventory Maintenance and Barcode Reference Table. Refer to the "Barcode Reference
Table" for more information.
If the catalog item is not pre-barcoded from the manufacturer, the item’s catalog number
will automatically be saved as the barcode number in the barcode reference table.
Note: If the barcode was scanned when setting up the sku in "New Catalog", it will
automatically appear in the Barcode box.
7.2.3.4 Viewing Detail
To display detailed information for the inventory you are receiving, click the
button. The detailed information is for viewing only and cannot be changed here. If any
changes do need to be made, use "SA Maintenance" for serialized and accessories or
"Titles Maintenance" for titles inventory. Both of these Maintenance options can be found
on the "Add/Change Inventory" menu.
7.2.3.5 Saving the Inventory Received
When you are ready to save the inventory just received, click the button. If
you checked the Retain Information box prior to clicking the Save button, the information
will remain on the screen except the serial number if you are receiving serialized
inventory. If the Retain Information box was not checked, the fields will clear of
information when Save is clicked, and you are ready to receive more inventory.
When you have finished receiving inventory, click the button.

7.2.4 Receive Inventory Import
"Receive Inventory Import" is used to receive into inventory updated quantities of skus
that you have designated in a file.
Example: A distributor has just restocked a convenience store's shelves and supplied a file
containing the items restocked. You can import that file into AIMsi in order to update
quantities.
Note: The sku or barcode number must be found in AIMsi as an accessory or title or it will
be ignored. The quantity in the file will be added to the quantity already in AIMsi.
The file being imported must be in the format of Sku or UPC, Quantity, Cost Each, Vendor
Number. If you aren't sure of the vendor number, you should look up the vendor in
"Add/Change Vendor" on the Accounts Payable menu.
7.2.5 Receive Trade-In

Trade-In or press Alt M I A T on the keyboard.
"Receive Trade-In" is used to receive into inventory any items taken in as a trade-in. The
trade-in function must first be used on the Sales Invoice window in order to decrease the
amount of the total sale by the value of the item(s) traded-in. Refer to "Taking a Trade-In"
Upon selecting the customer who brought the item in as a trade-in, the 'Select Trade-In'
list box will open. This list box contains all items the customer has brought in as trade-ins
that have been applied to a sales invoice but have not yet been received into inventory.
Select the item you are currently receiving into inventory.
The next window that opens is the 'Select Sku' box which contains a listing of serialized
skus. In order for the item to be received into inventory, the serialized sku must exist at
the location the item was received at. If you wish to use a one off sku, you have the ability
to view only one off skus by selecting that option on the bottom of the 'Select Sku' box. If
a one off sku is going to be used, you may need to edit it first to make certain the correct
category, sub category and manufacturer are assigned to the sku, as applicable to the item
being received. To edit the sku, highlight the sku to select it and click the Edit button.
Note: If the serialized sku is not found and you do not have one-off skus created or
available, you must create the serialized sku record before proceeding. You may do this
by clicking the Add button which appears on the bottom of the 'Select Sku' box. Refer to
"Receive Inventory" for information on creating an inventory record.
Once the applicable serialized sku has been selected, the Trade-In window similar to the
one pictured below opens.

7.2.5.1 Receive Trade-In Data Fields
Serial#

Code
Stock#
If you have an additional identification system for your serialized inventory and would like
to continue to use these identification codes, enter the code as the Stock#. The stock
number is for your reference only.
Selection Code

Spiff
Warranty
The warranty period for the item, entered in months.
Notes
The "Notes" box may be used to add comments about this particular item. The notes may
be viewed/modified in "SA Maintenance", "Receive Inventory" and "Display Inventory".
Lease Pool
Cost
The cost that appears here is the value given to the item on the sales invoice. You may
change this amount to reflect the value you wish the item to have in inventory. The
difference between the value given on the sales invoice and the value entered here will go
to the 'Trade Difference' box. This amount will go to cost of goods sold in general ledger.
The freight, weighted cost and price fields will default to the cost and prices established on
the selected sku record. Any of the amounts may be changed here as applicable to the
individual item being received. Refer to "Receive Serialized" for information on the cost
and price fields.
Click the Save button when you are ready to save the item in your inventory file.
7.2.5.2 Listing Trade-Ins

To list trade-ins that have been applied in POS but not received into inventory, select "List
Trade-Ins Not Received" on the Inventory tab of the Report Catalog.
To list items that have been received as a trade-ins, select "List Trade-Ins/Purchases" on
7.2.6 Receive E-Card

E-Card or press Alt M I A E on the keyboard.
"Receive E-Card" should be used to receive electronic gift/renewable cards that were
purchased from Tri-Tech. The cards must be received prior to selling them.

Starting Number
Scan or manually type the number on the first card being received. AIMsi will recognize by
the number if you are receiving gift cards or renewable cards. The e-cards should have 15
digits. If you are manually typing the number, you must add at the beginning of the
number ECG if the cards are electronic gift cards or ERC if the cards are renewable cards
as these values do not appear on the back of the card.
Number of Cards
Enter the number of cards you are receiving.
Purchase Category
Select the non-inventory category that has been established for electronic gift cards. This
category will then be referred to for accounting purposes when the gift cards are sold, and
used as the method of payment.
Click the button when you are ready to save the receiving of electronic gift
cards.
7.2.7 SA Maintenance
From the menu bar, click Modules > Inventory > Add/Change Inventory > SA
Maintenance or press Alt M I A A on the keyboard.
"SA Maintenance" should be used when it is necessary to modify the information on an
accessory or serialized inventory record.
Note: You may also use "SA Maintenance" to create inventory records for serialized and
accessory inventory; however, it is highly recommended that you use "New Sku" to
create the sku record and "Receive Inventory" to receive serialized inventory and new
quantities of accessories or "Receive PO" if you are using the Purchase Order module.
Note: To finalize a save on all changes and additions to all tabs, the Save button on the
lower left of the "SA Maintenance" tab must be clicked.
Note: All quantity and cost adjustments made in "SA Maintenance" will affect General
Ledger; however, if it best to change cost when receiving inventory in "Receive
Inventory" rather than modifying it in "SA Maintenance". It is also best to transfer out
quantities using "Transfer Inventory Out" rather than manually changing the quantity in
"SA Maintenance" as a more accurate record is then kept in the inventory history.

"SA Maintenance" consists of the following five tabs:
l Description Info: The 'Description Info' tab contains the primary information on
serialized and accessory inventory. There is just one description record for each
model of inventory, regardless of how many store locations you have or how many
different sizes and colors. The fields that appear on the 'Description Info' tab are
the same that appear in "New Sku". Refer to "New Sku" for an explanation of these
fields.
l Detail Info: The 'Detail Info' tab contains the information that is location specific,
such as quantity, reorder quantities, cost and pricing information. The 'Detail Info'
tab also contains the different skus for the various sizes and colors of the inventory
item, if applicable. The fields that appear on the 'Detail Info' tab are the same that
appear in "New Sku". Refer to "New Sku" for an explanation of these fields.
l Serial Info: The 'Serial Info' tab contains the serial numbers under the sku for
each store location. The 'Serial Info' tab is only available if the inventory type
selected on the 'Description Info' tab is Serialized. The fields that appear on the
'Serial Info' tab are the same that appear in "Receive Inventory". Refer to "Receive
Inventory" for an explanation of these fields.
l Vendor Info: The 'Vendor Info' tab contains the vendor information for each
vendor you receive the inventory item from.
l Active-e: The 'Active-e' tab contains information that pertains to the Active-e
technology. If you are using Active-e, refer to the Active-e documentation for the
information found on this tab.
7.2.7.1 Description Info tab

The 'Description Info' tab of "SA Maintenance" contains the primary information on SA
inventory. There is just one description record for each model of inventory, regardless of
how many store locations you have or how many different sizes and colors.
Note: It is important that you always come back to the Description Info tab and click the
Save button in order to finalize the save of information added or changed on all tabs in
"SA Maintenance".

7.2.7.1.1 Adding a Sku Record to the Description Info tab
Click the button to add a new sku record to the 'Description Info' tab. The
item, referring to "New Sku" for an explanation of the fields. You may add information to
all the necessary tabs prior to clicking Save on the 'Description Info' tab.
Note: It is recommended that you create new skus by using "New Sku" as it was
designed for this purpose.
7.2.7.1.2 Changing Information on an Inventory Item

To pull up a specific inventory record in order to modify or view it, either scan the item's
barcode or type the Model, Sku or Serial Number in the Search box,
, on the 'Description Info' tab and press Enter. If the item is

found, the applicable tab will open up and the item will be highlighted.
If you are unsure of the barcode, model, sku or serial number of the inventory record you
wish to work with, press the F6 key on your keyboard in order to display your inventory. If
the item is found in Display Inventory, you may click on the row to select it and click the
Select button in order to bring the record back to "SA Maintenance". Refer to "Display
Inventory" for more information.
If changes are made to any of the tabs in "SA Maintenance", you must click the Save button
on the tab, as well as click the Save button on the 'Description Info' tab.
The fields that appear on the 'Description Info' tab are the same that appear in "New Sku".
Refer to "New Sku" for an explanation of these fields.
7.2.7.1.3 Attaching an Image

To attach an image to the inventory record, click the button located on the
'Description Info' tab of "SA Maintenance". A ‘Picture’ box will open similar to the one
pictured here:

Note: Images may be added in "New Sku", "New

Catalog", "SA Maintenance" and "Titles Maintenance"
and can be viewed in "Display Inventory".

To clear an image currently attached to an inventory record, click the button. The
7.2.7.2 Detail Info tab

The Detail Info tab contains the information that is location specific, such as quantity,
reorder quantities, cost and pricing information. The Detail Info tab is also used to
establish different sku numbers for the various sizes and colors of the inventory item, if
applicable.
You must have at least one sku number assigned to the item on the Detail Info tab. This
sku number may be the same as the model number on the Description Info tab. It is this
sku number that is used when receiving new serial numbers or updating quantities in
'Receive Inventory'.
If you have multiple store locations and the item is stocked at more than one location, a
detail record must be added for each location. The same sku may be used for each
location.
If the model entered on the Description Info tab has items under it that differ in
characteristics, such as color or size, you must have a different sku number that
represents each specific item.
Example: You sell clothing. A model of a short sleeved shirt is P123. This model shirt has
various colors and sizes that you stock. Each color and size combination must have its own
sku number as the quantity and possibly pricing will vary. Sku P123RS may represent a
color red, size small shirt. Sku P123RM may represent a color red, size medium shirt. Sku
P123RL may represent a color red, size large shirt. Sku P123PS may represent a color
purple, size small shirt.

7.2.7.2.1 Adding a Sku Record to the Detail Info tab
Click the button to add a new sku record to the 'Detail Info' tab. The fields on the
screen will clear of information. Type the information pertaining to the new item, referring
to "New Sku" for an explanation of the fields. Click the button to save the new
Detail record.
7.2.7.2.2 Changing a Sku Record on the Detail Info tab

When a new sku record is saved, the sku number and store location code will appear in the
grid on the left side of the 'Detail Info' tab. To make changes to an existing sku record,
click the row on the grid that contains the record and make the necessary changes. Click
the button to save your changes.
The fields that appear on the 'Detail Info' tab are the same that appear in "New Sku".
Refer to "New Sku" for an explanation of these fields.
7.2.7.2.3 Viewing Inventory Detail by Sku

To view detailed information on a particular sku, click the item on the 'Detail Info' grid on
the 'Detail Info' tab and click the button. The inventory details box will open,
similar to the one pictured below.
The detail shows quantity on hand, quantity out (on rent, approval, layaway, loan), reorder
quantities, cost and pricing information, vendor information and more. All of the
information that appears in the detail is for your information only and cannot be changed.
If any of the information needs to be changed, use the tabs in "SA Maintenance" to do so.

Hint: Pressing F6 in the 'Qty Avl' and 'Qty Out' fields will display a pop up
showing how these quantities were arrived at.
Note: The cost will appear only if the person logged into AIMsi has the security to view
inventory cost.
7.2.7.2.3.1 Viewing Sales History by Sku

To view the sales history of the selected item, click the button located on the
inventory details box. The 'Inventory Sales History' box as shown below will open:
Location
If you have multiple store locations, select the location you would like to view the sales
history for.
Viewing Sales History by Month

Analysis Date
Enter the date to begin the analysis. The sales history will begin with this date and go back
the number of months stated in the Months field.
Months
Select the number of months to include in the sales analysis.
Click the button in order to calculate the monthly sales of the item for
the time period specified.
Viewing Sales History by Day

Begin Date
Enter the date to begin the daily sales analysis.

End Date
Enter the date to end the daily sales analysis.
Click the button in order to calculate the daily sales of the item for the
time period specified.
Printing the Sales History
To print the sales history, click the button after the monthly or daily sales
history has been calculated.
7.2.7.2.3.2 Viewing Receive History by Sku

To view the receive history for the selected item, click the button. The 'Receive
History by Sku' box will open, displaying the date received, quantity received, cost (if
employee has security to view the cost), invoice number, PO number, vendor number,
serial number (for serialized inventory) and employee who received the item, for each
time the sku was received into inventory.
7.2.7.2.3.3 Viewing Volume Discount Pricing

To view volume discount pricing that has been set up for this sku, click the button.
The volume discount pricing can be established for new skus in "New Sku" or for existing
skus in "Volume Discount/Pricing" on the Inventory Maintenance menu.
7.2.7.2.3.4 Viewing Order History by Sku

If you are using the AIMsi Purchase Order module, you have the ability to view the order
history in "SA Maintenance" by clicking the button located on the inventory details
box. The 'Order History by Sku' window will appear, similar to the one pictured below.

To view only open orders, click the 'Open Only' option. To view only closed orders, click
the 'Closed Only' option.
The order history will display the following information for each order: the customer who
ordered the item, store location, order number, purchase order number (when assigned to
a PO), date ordered and quantity ordered. When the item is received, you will also see the
date received, quantity received, quantity picked, problem code (if there was a problem
with the item from the vendor) and the approximate date you should be receiving it.
7.2.7.2.3.5 Viewing Quantity of Sku by Location

If you have multiple store locations and would like to view the quantity of the sku at each
location, click the button.
7.2.7.2.3.6 Viewing Vendor Quantities of the Sku

If you are using the Business to Business (B2B) feature of Active-e, you have the ability to
view electronically vendor quantities on hand of the sku. To do this, click the
button. The 'Vendor Quantities' box will open, similar to the one pictured below.
For more information pertaining to the EDI feature in AIMsi, refer to the Active-e
documentation.
7.2.7.3 Serial Info tab

The 'Serial Info' tab is unavailable if an Accessory inventory type was selected on the
'Description Info' tab.
The 'Serial Info' tab contains the serial numbers that have been received with the selected
Sku.

7.2.7.3.1 Adding a Serial Number to the Serial Info tab
Note: It is recommended that you receive serialized inventory by using "Receive

Inventory" as it was designed for this purpose.
If you do choose to add the serial numbers directly to the 'Serial Info' tab of "SA
Maintenance", first it is necessary to select the sku on the 'Detail Info' tab that the serial
number is being added to. To select the sku on the 'Detail Info' tab, click the 'Detail Info'
tab, click the applicable sku in the SKU grid and click the 'Serial Info' tab. You will see the
selected Sku, Location, Description, Manufacturer, Model, Color and Size in the boxes at
the top of the Serial Info tab.
Click the button to add a new serial number record to the 'Serial Info' tab. The
item, referring to "Receive Serialized" in "Receive Inventory" for an explanation of the
fields. Click the button in order to save the new serial number record.
7.2.7.3.2 Changing a Serialized Record on the Serial Info

tab
The serial numbers that have been received with the Sku selected on the 'Detail Info' tab
will appear in the grid on the left side of the 'Serial Info' tab. To make changes to an
existing serial number record, click the row on the grid that contains the record and make
the necessary changes. Click the button to save your changes.
The fields that appear on the 'Serial Info' tab are the same that appear in "Receive
Inventory". Refer to "Receive Serialized" for an explanation of these fields.

7.2.7.3.3 Viewing Inventory Detail by Serial Number
To view detailed information on a particular serial number, click the item on the 'Serial
Info' grid on the 'Serial Info' tab and click the button. The inventory details box
will open, similar to the one pictured in "Viewing Inventory Detail by Sku". Refer to
"Viewing Inventory Detail by Sku" for more information on the inventory details box.
7.2.7.4 Vendor Info tab

The 'Vendor Info' tab contains the vendor(s) that the sku is ordered and received from.
7.2.7.4.1 Adding a Vendor to the Vendor Info tab

First it is necessary to select the sku on the 'Detail Info' tab that the vendor is being
assigned to. If you are assigning a vendor to all skus on the 'Detail Info' tab, select any sku
on the 'Detail Info' tab. To select the sku, click the 'Detail Info' tab, click the applicable sku
in the Sku grid and click the 'Vendor Info' tab. You will see the selected Sku number,
Description, Manufacturer, Model, Color and Size in the boxes at the top of the Serial Info
tab.
Click the button to add a new vendor record to the 'Vendor Info' tab. The fields on
the screen will clear of information. Refer to "Vendor Info tab Data Fields" for an
explanation of the fields. Click the button to save this vendor record. Continue
adding vendors as needed.
Hint: In the 'Vend#' box, press the F6 key on your keyboard in order to select the
vendor from the Pick Vendor list box.

7.2.7.4.2 Changing a Vendor Record on the Vendor Info tab
The vendors that have been assigned to the sku will appear on the vendor grid on the
'Vendor Info' tab. To make changes to an existing vendor information record, click the row
on the grid that contains the record and make the necessary changes, referring to "Vendor
Info tab Data Fields" for an explanation of the fields. Click the button to save your
changes.
7.2.7.4.3 Vendor Info tab Data Fields

Save this Vendor to all Skus
If this vendor should be assigned to all skus on the 'Detail Info' tab, check the 'Save this
Vendor to all Skus' box.
Vend#
The account number of the vendor.
Primary
If the vendor being added is the primary vendor for the selected sku, check the 'Primary'
box.
Item#
The unique number assigned by the vendor to the item to be used when ordering. When
entering an order for this item, the sku number is used; however, the Item# will actually
print on the purchase order. The Item# is only used in the purchase order module. If the
item number is the same as the sku number, it is not necessary to type the item number
here.
Normal Cost & Last Cost
Last Date
Last Date refers to the date you last received the item from the vendor and will
automatically be updated as the sku is received through "Receive Inventory" or through
"Receive Purchase Order".

7.2.8 Titles Maintenance
From the menu bar, click Modules > Inventory > Add/Change Inventory > Titles
Maintenance or press Alt M I A L on the keyboard.
"Titles Maintenance" should be used when it is necessary to modify the information on a
title or catalog inventory record.
Note: You may also use "Titles Maintenance" to create new catalog inventory records;
however, it is highly recommended that you use "New Catalog" to create the catalog
record and "Receive Inventory" to receive new quantities or "Receive PO" if you are using
the Purchase Order module.
Note: To finalize a save on all changes and additions to all tabs, the Save button on the
lower left of the "Titles Maintenance" tab must be clicked.
Note: All quantity and cost adjustments made in "Titles Maintenance" will affect General
Ledger; however, if it best to change cost when receiving inventory in "Receive
Inventory" rather than modifying it in "Titles Maintenance". It is also best to transfer out
quantities using "Transfer Inventory Out" rather than manually changing the quantity in
"Titles Maintenance" as a more accurate record is then kept in the inventory history.
"Titles Maintenance" consists of the following five tabs:
l Description Info: The 'Description Info' tab contains the primary information on
titles or catalog inventory. There is just one description record for each catalog
number, regardless of how many store locations you have. The fields that appear
on the 'Description Info' tab are the same that appear in "New Catalog". Refer to
"New Catalog" for an explanation of these fields.
l Detail Info: The 'Detail Info' tab contains the information that is location specific,
such as quantity, reorder quantities, cost and pricing information. The fields that
appear on the 'Detail Info' tab are the same that appear in "New Catalog". Refer to
"New Catalog" for an explanation of these fields.
l Vendor Info: The 'Vendor Info' tab contains the vendor information for each
vendor you receive the inventory item from.
l TOC: The 'TOC tab' contains the individual titles if the inventory item being
established contains multiple individual titles. These titles will be included in
searches performed in "Display Inventory".
l Active-e: The 'Active-e' tab contains information that pertains to the Active-e
technology. If you are using Active-e, refer to the Active-e documentation for the
information found on this tab.
7.2.8.1 Description Info tab

The 'Description Info' tab of "Titles Maintenance" contains the primary information on titles
inventory. There is just one description record for each catalog number, regardless of how
many store locations you have.
Note: It is important that you always come back to the Description Info tab and click the
Save button in order to finalize the save of information added or changed on all tabs in
"Titles Maintenance".

7.2.8.1.1 Adding a Catalog Record to the Description Info
tab
Click the button to add a new catalog record to the 'Description Info' tab. The
item, referring to "New Catalog" for an explanation of the fields. You may add information
to all the necessary tabs prior to clicking Save on the 'Description Info' tab.
Note: It is recommended that you create new catalog records by using "New Catalog" as
it was designed for this purpose.
7.2.8.1.2 Changing Information on a Catalog Record

To pull up a specific titles record in order to modify or view it, either scan the item's
barcode or type the Catalog Number in the Search box, , on the

'Description Info' tab and press Enter. If the item is found, the applicable tab will open up
and the item will be highlighted.
If you are unsure of the barcode or catalog number of the inventory record you wish to
work with, press the F6 key on your keyboard in order to display your inventory. If the
item is found in Display Inventory, you may click on the row to select it and click the Select
button in order to bring the record back to "Titles Maintenance". Refer to "Display
Inventory" for more information.
If changes are made to any of the tabs in "Titles", you must click the Save button on the
tab, as well as click the Save button on the 'Description Info' tab.
The fields that appear on the 'Description Info' tab are the same that appear in "New
Catalog". Refer to "New Catalog" for an explanation of these fields.

7.2.8.1.3 Attaching an Image
To attach an image to the title record, click the button located on the 'Description
Info' tab of "Titles Maintenance". A ‘Picture’ box will open similar to the one pictured here.

Note: Images may be added in "New Sku", "New

Catalog", "SA Maintenance" and "Titles Maintenance"
and can be viewed in "Display Inventory".
To clear an image currently attached to a titles record, click the button. The
7.2.8.2 Detail Info tab

The Detail Info tab contains the information that is location specific, such as quantity,
reorder quantities, cost and pricing information. If you have multiple store locations and
the item is stocked at more than one location, a detail record must be added for each
location.

7.2.8.2.1 Adding a Location Record to the Detail Info tab
Click the button to add a new location record to the 'Detail Info' tab. The fields on
the screen will clear of information. Type the information pertaining to the new item,
referring to "New Catalog" for an explanation of the fields. Click the button in
order to save the new Detail record.
Note: It is recommended that you create new catalog records by using "New Catalog" as
it was designed for this purpose.
7.2.8.2.2 Changing a Location Record on the Detail Info tab

When a new location record is saved, the store location code will appear in the grid on the
left side of the Detail Info tab. To make changes to an existing location record, click the
row on the grid that contains the record and make the necessary changes. Click the
button to save your changes.
The fields that appear on the 'Detail Info' tab are the same that appear in "New Catalog".
Refer to "New Catalog" for an explanation of these fields.
7.2.8.2.3 Viewing Inventory Detail by Catalog

To view detailed information on a particular title, click the button located on the
'Detail Info' tab. The inventory details box will open, similar to the one pictured below.
The detail shows quantity on hand, quantity out (on approval, layaway), reorder quantities,
cost and pricing information, vendor information and more. All of the information that
appears in the detail is for your information only and cannot be changed. If any of the
information needs to be changed, use the tabs in "Titles Maintenance" to do so.
Note: The cost will appear only if the person logged into AIMsi has the security to view
inventory cost.

Refer to "Viewing Inventory Detail by Sku" for more information on the features found on
the inventory details box.
7.2.8.3 Vendor Info tab

The 'Vendor Info' tab contains the vendor(s) that the title is ordered and received from.
7.2.8.3.1 Adding a Vendor to the Vendor Info tab

Click the button to add a new vendor record to the 'Vendor Info' tab. The fields on
the screen will clear of information. Refer to "Vendor Info tab Data Fields" for an
explanation of the fields. Click the button to save this vendor record. Continue
adding vendors as needed.
Hint: In the 'Vend#' box, press the F6 key on your keyboard in order to select the
vendor from the Pick Vendor list box.
7.2.8.3.2 Changing a Vendor Record on the Vendor Info tab

The vendors that have been assigned to the catalog number will appear on the vendor grid
on the 'Vendor Info' tab. To make changes to an existing vendor information record, click
the row on the grid that contains the record and make the necessary changes, referring to
"Vendor Info tab Data Fields" for an explanation of the fields. Click the button to
save your changes.
7.2.8.3.3 Vendor Info tab Data Fields

Vend#
The account number of the vendor.

Primary
If the vendor being added is the primary vendor for the catalog item, check the 'Primary'
box.
Item#
The unique number assigned by the vendor to the item to be used when ordering. When
entering an order for this item, the catalog number is used; however, the Item# will
If the item number is the same as the catalog number, it is not necessary to type the item
number here.
Normal Cost & Last Cost
Last Date
Last Date refers to the date you last received the item from the vendor and will
automatically be updated as the item is received through "Receive Inventory" or through
"Receive Purchase Order".
7.2.8.4 TOC tab

If the title inventory record being established is a book or cd that contains multiple
individual titles, the individual titles should be added to the TOC tab. These titles will be
included in searches performed in "Display Inventory".

7.2.8.4.1 Adding a Title to the TOC tab
To assign a title to the catalog item, click the small button (located on the bottom
right of the TOC tab). Type the title in the highlighted row that opened in the "Titles" box.
Continue adding the individual titles as necessary.
7.2.8.4.2 Changing a Title on the TOC tab

To make changes to an existing title, click the row in the "Titles" box that contains the title
7.2.8.4.3 Deleting a Title from the TOC tab

To delete an existing title, click the row in the "Titles" box that contains the title and click
the button.
7.2.9 E-Card Maintenance

From the menu bar, click Modules > Inventory > Add/Change Inventory > E-Card
Maintenance or press Alt M I A R on the keyboard.
E-Card Maintenance is used to

check the balance on an E-Card.
When selecting this feature, a
window similar to the one
pictured here will open.
In the 'Look for Card#' box you
may scan or manually type the
number of the card you would
like to view. You may also scroll
through the card number list that
appears in the 'Card#' table.
Once you find the card you would
like to view, the information
associated with that card number
will appear on the right side of
the 'E-Card Maintenance'
window. If it is necessary to make a change, do so with caution. Be certain to click the
Save button to save your changes.
Note: It is recommended that you use "E-Card Look Up" to check balances. "E-Card Look
Up" can be found on the Modules > Customer > Utilities menu.
7.2.10 Change Sku/Catalog

From the menu bar, click Modules > Inventory > Add/Change Inventory > Change
Sku/Catalog or press Alt M I A H on the keyboard.

"Change Sku/Catalog" provides you with the ability to change a model, sku, serial number
or catalog number that was input in error. AIMsi will search all locations and data files for
the number being changed in order to change it everywhere found.
Example: If the item is found in the sales file, the model, sku, serial number or catalog
number will be changed to the new number.
Old Model/Sku/Catalog/Serial
Type the model, sku, serial or titles catalog number of the item that you wish to change. If
the item is found, the information pertaining to the item will appear in the boxes on the top
of the "Change Sku/Catalog" window.
New Sku/Catalog
Type the new model, sku, serial or titles catalog number of the item.
If the 'Old Model/Sku/Catalog/Serial' entered was found as both a model and sku, you have
the option to 'Change Model#' and/or 'Change Sku#'. Select the option that applies. You
may select to change both. If the 'Old Model/Sku/Catalog/Serial' was only found as a
model, sku, serial number or catalog number, you will not see the options for 'Change
Model#' or 'Change Sku#'.
If the 'Old Model/Sku/Catalog/Serial' was also found as a vendor item number, you have
the option to change it as well by checking the box 'Change Vendor Item# if it Matches
Sku'.
If you would like to print a blaster label for the changed model, sku, catalog or serial
number, select the barcode printing option that applies.
Click the button to save your changes.
7.2.11 Create New Serial Number

From the menu bar, click Modules > Inventory > Add/Change Inventory > Create
New Serial Number or press Alt M I A N on the keyboard.
"Create New Serial Number" is used to create a serialized inventory item using accessory
or serialized items from your inventory. Your inventory will be reduced by the quantity of
the parts and the new serialized item would be added to inventory.
Example: A bicycle shop might build a bicycle by using items in inventory such as a seat,
pedals, handlebar, etc.

Upon selecting "Create New Serial Number", the 'Select Sku' list box will open and the sku
that the new serialized item will belong to should be selected. If the sku is not found, it
may be added by clicking the button on the 'Select Sku' list box. For
assistance with creating the new sku, refer to "New Sku".
Once the sku has been selected, the "Create New Serial Number" window will open.
Serial#

Our Price
The store’s selling price of the inventory item. For a more in-depth description of Our
Price, refer to 'Ourprice' on the "Description tab" of "New Sku".
Cost
The cost of the item. This will default to the total cost of the accessory items that are used
to build the serialized item.
Code
Selection Code
Adding Accessories or Serialized Items
Click the button in order to add an accessory or serialized item from your
inventory that is going to be used to build the new serialized item. A new row will open on
the grid.
Qty
Type the quantity of the accessory being added. It a serial number is being added, the
quantity will be 1.
Sku
Type the sku of the accessory being added or type the serial number if adding a serialized
item. If adding a serialized item, you must add the actual serial number of the item and
not the serialized sku.

Hint: Press the F6 key to display inventory in order to find and select the
applicable sku or serial number.
Description
The Description will automatically appear once the Sku is selected, and cannot be changed.
Cost
The Cost will automatically be calculated according to the cost each of the sku or serialized
item added x the quantity. The Cost cannot be changed.
Continue adding the items being used to build the new serialized item.
Print Blaster Label on Save

To print a barcode label for the new serialized item, check the 'Print Blaster Label on Save'
box. When the Save button is clicked, the label will automatically print.
Saving the New Serial Number

When ready, click the Save button. At this point, inventory will be reduced by the
accessory items used to build the new serialized item, any serial numbers added will be
removed from inventory and the new serialized item will be added to inventory.
7.2.12 Assemble Kits

From the menu bar, click Modules > Inventory > Add/Change Inventory >
Assemble Kits or press Alt M I A K on the keyboard.
"Assemble Kits" is used to create a kit using accessory items from your inventory. Your
inventory will be reduced by the quantity of the accessories added to the kit and the
quantity of the kits created will be added to inventory.
Upon selecting "Assemble Kits", the 'Select Sku' list box will open and the sku of the kit
should be selected. If the sku is not found, it may be added by clicking the
button on the 'Select Sku' list box. For assistance with creating the new sku, refer to "New
Sku".
Once the sku has been selected, the "Assemble Kit" window will open.
Qty of Packages
Type the quantity of the kit you are creating.
Cost
The cost of the item. This will default to the total cost of the accessory items that are used
to build the serialized item.
Adding Accessories
Click the button in order to add an accessory item from your inventory that is
going to be put in the kit. A new row will open on the grid.
Qty
Type the quantity of the accessory being added.

Sku
Type the sku of the accessory being added.
applicable sku.
Description
The Description will automatically appear once the Sku is selected, and cannot be changed.
Cost
The Cost will automatically be calculated according to the cost each of the sku added x the
quantity. The Cost cannot be changed.
Continue adding the accessory items being placed in the kit.

To print a barcode label for the kit, check the 'Print Blaster Label on Save' box. When the
Save button is clicked, the label will automatically print.
Saving the Kit

When ready, click the Save button. At this point, inventory will be reduced by the
accessory items used in the kit(s) and the inventory will be increased by the quantity of the
kits created.
7.2.13 Assemble Serial Number

From the menu bar, click Modules > Inventory > Add/Change Inventory >
Assemble Serial Number or press Alt M I A M on the keyboard.
"Assemble Serial Number" is used to assign the correct serial number to an item that was
received, and the actual serial number was unknown until the item was assembled. The
item may have been received using a unique number imprinted on the box, which needs to
be changed as soon as the serial number is known. AIMsi will search all locations and data
files for the serial number being changed in order to change it where found.
Example: A bicycle store receives a bicycle in a box. The serial number will not be known
until the box is opened and parts removed. The person receiving the inventory has the
ability to receive the bicycle into inventory in AIMsi using a number on the box as the serial
number. Once the bicycle is assembled and serial number is known, the number received
with can be changed to the accurate serial number by using "Assemble Serial Number".
The date the item was assembled and person who assembled it will be tracked in AIMsi and
can be viewed in "SA Maintenance". For this reason, Tri-Tech advises using "Assemble
Serial Number" as opposed to "Change Sku/Catalog" to change the serial number.
Old Serial#
Type the number the item was received into inventory with.
applicable item.

The information pertaining to the item will appear in the boxes at the top of the "Assemble
Serial Number" window.
Assembly Date
The date the item was assembled will default to today's date. This may be changed if
necessary.
New Serial#
Type the actual serial number of the item.
Assembled By
The 'Assembled By' will default to the person currently logged into AIMsi. If the item was
assembled by a different employee, select the name from the drop down list.

To print a barcode label for the item, check the 'Print Blaster Label' box. When the Save
button is clicked, the label will automatically print.
Saving the New Serial Number

When ready, click the Save button. At this point, the serial number of the item will change
from the old number to the new number.
7.2.14 Open Accessory Package

From the menu bar, click Modules > Inventory > Add/Change Inventory > Open
Accessory Package or press Alt M I A Y on the keyboard.
"Open Accessory Package" is used for those inventory items that you receive and sell as a
package, but also sell individually. "Open Accessory Package" is used to reduce the
package in inventory by the number you are opening, and increase the quantity of the
individual item.
Example: You receive into inventory 6 packages of widgets. There are 12 widgets in each
package. You sell packages of the widgets, and you sell the widgets individually so you
have two separate skus for the widgets. You are running low on the individual widgets so
you open two packages. When using "Open Accessory Package" to track this in AIMsi
inventory, the quantity of the package sku will be decreased by 2 and the quantity of the
individual sku will be increased by 24.
Location
If you have multiple store locations, first select the location containing the package you are
opening.
Enter Package Sku
Type the sku for the package that you are opening.
applicable sku.
Enter Single Sku

Type the sku for the single item.

applicable sku.
Number of packages to break down

Type the number of packages being opened and broken down.
One package contains x single items
Type the number of individual items in one package.
Saving the Package Breakdown

When ready, click the Save button. At this point, the quantity of the packages will be
decreased and the quantity of the individual items will be increased.
7.3 Display Inventory

From the menu bar, click Modules > Inventory > Display Inventory or press Alt M I
D on the keyboard.
Display Inventory is a powerful search tool that enables you to not only search for
inventory by keywords in primary fields but also view specific information on any piece of
inventory found meeting the search criteria entered. Retailers with multiple store locations
have the option to display inventory at one location only or at all locations.
You have the ability to establish the inventory fields to appear and the order in which they
appear when the results of the search are listed. The inventory fields that are displayed for
each item and the size of the columns are set up in "Display Inventory Columns" under
Inventory Maintenance. The order in which the accessory and serialized inventory items
are displayed is established by the system variable 'DisplaySAOrder' and the order in
which titles are displayed is established by the system variable 'DisplayTTOrder'. Refer to
"System Variables" for more information.
7.3.1 Display Serialized & Accessories

Selection Criteria tab
Display Inventory tab
Color/Size Matrix tab
Individual Serial #'s
7.3.1.1 Selection Criteria tab

The Selection Criteria tab is used to specify the selection criteria to use when searching
your inventory file.

Selection Criteria tab Data Fields
Serialized & Accessories
Click Serialized & Accessories to display serialized and/or accessories inventory.
Location
The Location will default to the store location the workstation is set up with. If you have
multiple store locations and would like to include all locations in the search, click the down
arrow next to the Location box and select All Locations from the list box. If you would like
to include a location other than the default location in the search, click the down arrow next
to the Location box and select the applicable location from the list box.
Manufacturer
To display inventory from a certain manufacturer only, click in the Manufacturer box and
select the manufacturer from the drop down list.
Category
To display inventory within a certain category only, click in the Category box and select the
category from the drop down list.
Sub Category
To display inventory within a certain category AND sub category only, first select the
category in the Category box. Next, click in the Sub Category box and select the applicable
sub category from the drop down list.
Selection Code
To display inventory with a certain selection code only, click in the Selection Code box and
select the applicable selection code from the drop down list.
Description
To display inventory that matches exactly to a specific description, type the description in
the Description box. Only inventory that has a description matching exactly with the
description typed here will list. If you want to search by description but you are not sure of
the exact description and wish to use a wildcard search, you should leave the Description
box blank and perform a keyword search.

Keywords
The inventory fields that are searchable by keyword are Description and Model. Select the
field that you would like to search by and enter the keyword(s) in the box provided. An
asterisk (*) acts as a wildcard. Follow a portion of the keyword to search by with an * in
order to be thorough and catch misspellings, extended words, etc. If searching for
multiple keywords in the same field, separate the keywords with a space. The order of the
words is not important.
Example: To search for all inventory containing both the words electric and guitar, you
might type elec* guit* in the Description box, as shown here.
Searching for this...
will get you this...
Note: Display Inventory is not case sensitive.
When you are ready to perform the search according to the selection criteria entered, click
the button.
7.3.1.2 Display Inventory tab

The 'Display Inventory' tab will display the results of the search. If no inventory was found
meeting the criteria entered, you might try a more general search. If too many items were
found and you wish to narrow the search, enter more selection criteria on the 'Search
Criteria' tab.

If *MATRIX* appears as the Sku, the 'Color/Size Matrix' tab can be clicked to view the
information pertaining to each individual sku.
If the Sku has serialized inventory under it, the 'Individual Serial#'s' tab can be clicked to
view the serial numbers.
If 'All Locations' was selected on the 'Search Criteria' tab, the quantity on the 'Display
Inventory' tab represents the total quantity at all locations. Our Price represents the our
price at the current location which is the location assigned to the workstation.
Viewing Sale Price

If sale parameters have been established for any of the inventory found in the search and
the sale price applies today, the price will appear in the 'Sale Price' box at the bottom of
the 'Display Inventory' tab when the inventory item is highlighted.
Viewing Locator
If a locator code has been assigned to any of the inventory found in the search, the code
will appear in the 'Locator' box on the bottom of the 'Display Inventory' tab when the
inventory item is highlighted.
Changing the Fields Displayed

The fields shown for serialized and accessory inventory default to the following order: Sku,
Description, Manufacturer, Model, Qty, Our Price, Inventory Type and Selection Code. To
modify the order of the fields, you may drag and drop the captions to the positions you
want them displayed in. You may also modify the length of the display field by dragging
the outer limits of the caption in (make smaller) or out (make larger). Once the fields are
displayed as you want them, you may have AIMsi 'memorize' it by RIGHT clicking
anywhere in the Display Inventory table and choose 'Memorize Grid Positions' from the
menu that appears.
To reload the display field defaults, RIGHT click anywhere in the Display Inventory table
and choose 'Load Grid Position Defaults' from the menu that appears.
To add or modify the fields that are displayed, RIGHT click anywhere in the Display
Inventory table and choose 'Edit Grid Positions' from the menu that appears. Refer to
"Display Inventory Columns" for more assistance.

Changing the Order
The items will list in alphabetical order by Sku. If you would like to change the order in
which the inventory records are displayed, refer to the system variable 'DisplaySAOrder' in
"System Variables" on the General Maintenance menu.
Printing the History
To print the information appearing on the 'Display Inventory' tab, click the button.
7.3.1.2.1 Viewing Image

If an image exists for an inventory item listed on the 'Display Inventory' tab, when that
inventory item is highlighted the Image button will appear bold as pictured here: .
Click the button to view the image. To link an image, or modify an image already linked,
use "SA Maintenance" to do so. Refer to "Attaching an Image" for more information.
7.3.1.2.2 Viewing Detail

To view detailed information about any sku on the 'Display Inventory' tab, click the item to
highlight it and click the button. Refer to "Viewing Inventory Detail by Sku" under
"SA Maintenance" for more information on the 'Details' box.
7.3.1.2.3 Viewing Sales History

To view the sales history for any sku on the 'Display Inventory' tab, click the item to
highlight it and click the button. Refer to "Viewing Sales History by Sku" under
"SA Maintenance" for more information on the 'Sales History' box.
7.3.1.2.4 Viewing Inventory History

To view the history for any sku on the 'Display Inventory' tab, click the item to highlight it
and click the button. The history includes: layaway, approval, rental, sales, etc.
If the sku is a serialized sku, you will be shown the individual serial numbers.
From the inventory history box, you may also view Detail information, Sales history, Order
history and Receive history for any individual item listed. Simply click the item to highlight
it, and click the applicable button.
7.3.1.2.5 Viewing Order History

history in "Display Inventory" by clicking an item to highlight it and clicking the
button. Refer to "Viewing Order History by Sku" under "SA Maintenance" for more
information on the 'Order History' box.

7.3.1.2.6 Viewing Receive History
To view the receive history for any sku on the 'Display Inventory' tab, click the item to
highlight it and click the button. The 'Receive History by Sku' box will open,
displaying the date received, quantity received, cost (if employee has security to view the
cost), invoice number, PO number, vendor number, serial number (for serialized
inventory) and employee who received the item, for each time the sku was received into
inventory.
7.3.1.2.7 Viewing Quantity by Location

If you have multiple store locations and would like to view the quantity of the sku at each
location, while on the 'Display Inventory' tab click the item to highlight it and click the
button.
7.3.1.3 Color/Size Matrix tab

If *MATRIX* appears as the Sku on the 'Display Inventory' tab, the Color/Size Matrix tab
can be clicked to view the available colors and sizes of the item.
To view detailed
information
about any item
on the matrix,
click the row
containing the
item to highlight
it and click the
Details button.
Refer to
'Display
Inventory tab'
for information
regarding the
available button
features on the
'Color/Size
Matrix' tab.
7.3.1.4 Individual Serial #'s

The Individual Serial #’s tab is available if a serialized sku record on the Display Inventory
tab is selected and serialized inventory is found at the specified location under that
serialized sku.

By default, only the serial numbers that are in stock will list. You will be given the quantity
that is out on long term rental, short term rental ,delayed delivery, approval, on loan and
on layaway. If you would like to view the serial numbers that are attached to an account,
click the 'Include the Serial #’s' box. The serial numbers will then list and the text will be
red. You may view the account the serial number is attached to by clicking on the serial
number. The account number will appear under the grid.
To view detailed information about any item on the serial number grid, click the row
containing the item to highlight it and click the Details button. Refer to 'Display Inventory
tab' for information regarding the available button features on the 'Individual Serial#s'
tab.
7.3.2 Display Inventory tab

The Display Inventory tab will display the results of the search. If no inventory was found
found and you wish to narrow the search, enter more selection criteria on the Search
Criteria tab.

Viewing Sale Price

If sale parameters have been established for any of the titles found in the search and the
sale price applies today, the price will appear in the 'Sale Price' box at the bottom of the
'Display Inventory' tab when the item is highlighted.
Viewing Locator
If a locator code has been assigned to any of the titles found in the search, the code will
appear in the 'Locator' box on the bottom of the 'Display Inventory' tab when the item is
highlighted.

The fields shown for titles inventory default to the following order: Catalog, Title,
Composer, Artist, Publisher, Quantity, Our Price, Voicing, Arranger and Selection Code.
If you would like to change the fields or the length of the fields that are displayed, use
"Display Inventory Columns" on the 'Inventory Maintenance' menu.
Changing the Order

The items will list in alphabetical order by Catalog. If you would like to change the order in
which the inventory records are displayed, refer to the system variable 'DisplayTTOrder' in
"System Variables" on the 'General Maintenance' menu.


Titles
Click Titles to view inventory in the Titles file.
Location
Publisher
To display inventory from a certain publisher only, click in the Publisher box and select the
publisher from the drop down list.
Category
To display inventory within a certain category only, click in the Category box and select the
Sub Category
To display inventory within a certain category AND sub category only, first select the
Selection Code
To display inventory with a certain selection code only, click in the Selection Code box and
select the applicable selection code from the drop down list.
Title
To display inventory that matches exactly to a specific title, type the title in the Title box.
Only inventory that has a title matching exactly with the title typed here will list. If you
want to search by title but you are not sure of the exact title and wish to use a wildcard
search, you should leave the Title box blank and perform a keyword search.

Keywords
The inventory fields that are searchable by keyword are Title, Composer, Arranger, Artist,
Voicing, Catalog# and Level. Select the field(s) that you would like to search by and enter
the keyword(s) in the box provided. An asterisk (*) acts as a wildcard. Follow a portion of
the keyword to search by with an * in order to be thorough and catch misspellings,
extended words, etc. If searching for multiple keywords in the same field, separate the
keywords with a space. The order of the words is not important.
Example: To search for a title containing a form of the word rain (i.e. rain, rained, raining,
rains) by the artist Enya, you would type rain* in the Title box and Enya in the Artist box.
the button.

The Display Inventory tab will display the results of the search. If no inventory was found
found and you wish to narrow the search, enter more selection criteria on the Search
Criteria tab.
Viewing Sale Price

If sale parameters have been established for any of the titles found in the search and the
sale price applies today, the price will appear in the 'Sale Price' box at the bottom of the
'Display Inventory' tab when the item is highlighted.

Viewing Locator
If a locator code has been assigned to any of the titles found in the search, the code will
appear in the 'Locator' box on the bottom of the 'Display Inventory' tab when the item is
highlighted.

The fields shown for titles inventory default to the following order: Catalog, Title,
Composer, Artist, Publisher, Quantity, Our Price, Voicing, Arranger and Selection Code.
If you would like to change the fields or the length of the fields that are displayed, use
"Display Inventory Columns" on the 'Inventory Maintenance' menu.
Changing the Order

The items will list in alphabetical order by Catalog. If you would like to change the order in
which the inventory records are displayed, refer to the system variable 'DisplayTTOrder' in
"System Variables" on the 'General Maintenance' menu.

If an image exists for a title listed on the 'Display Inventory' tab, when that inventory item
is highlighted the Image button will appear bold as pictured here: . Click the
button to view the image. To link an image, or modify an image already linked, use "Titles
Maintenance" to do so. Refer to "Attaching an Image" for more information.
7.3.2.2.2 Viewing Contained Titles

If a title inventory record listed on the 'Display Inventory' tab is a book or cd that contains
multiple individual titles, the TOC button will appear bold when the item is highlighted.
Click the button in order to view the contained titles.
If contained titles need to be added or modified, use the 'TOC' tab in "Titles Maintenance"
to do so. Refer to "TOC tab" under "Titles Maintenance" for more information.
7.3.2.2.3 Viewing Detail

To view detailed information about any title on the 'Display Inventory' tab, click the item to
highlight it and click the button. Refer to "Viewing Inventory Detail by Catalog"
under "Titles Maintenance" for more information on the 'Details' box.

7.3.2.2.4 Viewing Sales History
To view the sales history for any title on the 'Display Inventory' tab, click the item to
highlight it and click the button. Refer to "Viewing Sales History by Sku" under
"SA Maintenance" for more information on the 'Sales History' box.
7.3.2.2.5 Viewing Inventory History

To view the history for any title on the 'Display Inventory' tab, click the item to highlight it
and click the button. The history includes: layaway, approval, sales, etc.
From the inventory history box, you may also view Detail information, Sales history, Order
history and Receive history for any individual item listed. Simply click the item to highlight
it, and click the applicable button.
7.3.2.2.6 Viewing Order History

history in "Display Inventory" by clicking an item to highlight it and clicking the
button. Refer to "Viewing Order History by Sku" under "SA Maintenance" for more
information on the 'Order History' box.
7.3.2.2.7 Viewing Receive History

To view the receive history for any title on the 'Display Inventory' tab, click the item to
highlight it and click the button. The 'Receive History' box will open, displaying the
date received, quantity received, cost (if employee has security to view the cost), invoice
number, PO number, vendor number and employee who received the item, for each time
the catalog was received into inventory.
7.3.2.2.8 Viewing Quantity by Location

If you have multiple store locations and would like to view the quantity of the title at each
location, while on the 'Display Inventory' tab click the item to highlight it and click the
button.
7.3.3 Display Package Deals

Selection Criteria tab
Display Inventory tab


Package Deals
Click Package Deals in order to search the package deals inventory file.
Location
Keywords
The package deals field that is searchable by keyword is Description. If you would like to
search for package deals containing certain keywords, enter the keyword(s) in the box
provided. An asterisk (*) acts as a wildcard. Follow a portion of the keyword to search by
with an * in order to be thorough and catch misspellings, extended words, etc. If searching
for multiple keywords, separate the keywords with a space. The order of the words is not
important.
To search for all package deals, leave the Description box blank.
the button.

The Display Inventory tab will display the results of the search. If no package deals were
found meeting the criteria entered, you might try a more general search. If too many
items were found and you wish to narrow the search, enter more selection criteria on the
Search Criteria tab.


If an image exists for a package deal listed on the 'Display Inventory' tab, when that item
is highlighted the Image button will appear bold as pictured here: . Click the
button to view the image. To link an image, or modify an image already linked, use
"Package Deals" to do so. Refer to "Package Deals Data Fields" for more information.
7.3.3.2.2 Viewing Package

To view the individual items in a package, first click the package sku in order to select it
and next click the button. A separate box will open showing the line items
assigned to the package. Click the Exit button to remove the package line item box from
your screen.
7.3.4 Search Inventory for Sku, Serial or Barcode Number

The Sku/Serial/Barcode option enables you to search for inventory by a portion of the sku,
serial number or barcode number. When entering the prefix to search by, you would type
an asterisk, *, after it and AIMsi will display all inventory with a sku, serial number or
barcode beginning with that prefix.
Example: To display all inventory items that have a sku beginning ‘RT’, you would choose
the Sku/Serial/Barcode option and type rt* in the Sku/Serial box.


Sku/Serial/Barcode
Click Sku/Serial/Barcode in order to search the inventory file by sku, serial number or
barcode number.
Location
Keywords
The field that is searchable by keyword is Sku, Serial number or Barcode number. Enter
the sku, serial number or barcode number to search for in the box provided. An asterisk
(*) acts as a wildcard. Follow the portion of the sku, serial or barcode number to search by
with an * if you aren't certain of the exact number.
the button.
7.3.4.2 Sku/Serial tab

The 'Sku/Serial' tab will display the results of the search. If no inventory was found
meeting the criteria entered, you might try a more general search.
AIMsi offers the ability to view detailed information for any item displayed on the
'Sku/Serial' tab, as well as Sales History, Inventory History, Order History, Receive

History and Quantity at each location. Refer to 'Display Inventory tab' under "Display
Serialized & Accessories" for information regarding the available button features on the
'Sku/Serial' tab.
7.3.5 Search Inventory for Vendor Item Number

The Vendor Item# option enables you to search for inventory by a portion of the vendor
item number. When entering the prefix to search by, you would type an asterisk, *, after it
and AIMsi will display all inventory with a vendor item number beginning with that prefix.
Example: To display all inventory items that have a vendor item number beginning ‘RT’,
you would choose the Vendor Item# option and type rt* in the Vendor Item# box.


Vendor Item#
Click Vendor Item# in order to search the inventory file by vendor item number.
Location

Keywords
The field that is searchable by keyword is Vendor Item number. Enter the vendor item
number to search for in the box provided. An asterisk (*) acts as a wildcard. Follow the
portion of the number to search by with an * if you aren't certain of the exact vendor item
number.
the button.

'Sku/Serial' tab.
7.3.6 Search Inventory for Manufacturer Part Number

The Manufacturer Part Number option enables you to search for inventory by a portion of
the manufacturer part number. When entering the prefix to search by, you would type an
asterisk, *, after it and AIMsi will display all inventory with an MPN beginning with that
prefix.
Example: To display all inventory items that have a manufacturer part number beginning
‘RT’, you would choose the Manufacturer Part Number option and type rt* in the Mfg Part#
box.


Manufacturer Part Number
Click Manufacturer Part Number in order to search the inventory file by manufacturer part
number.
Location
Keywords
The field that is searchable by keyword is Manufacturer Part Number. Enter the
manufacturer part number to search for in the box provided. An asterisk (*) acts as a
wildcard. Follow the portion of the number to search by with an * if you aren't certain of
the exact manufacturer part number.
the button.


'Sku/Serial' tab.
7.3.7 Search Inventory for Active-e Web Number

The Active-e Web Number option enables you to search for inventory by a portion of the
number assigned by AIMsi when inventory is pushed to your shopping cart when using the
Active-e technology. If you are not using Active-e, this option would not apply.
When entering the prefix to search by, you would type an asterisk, *, after it and AIMsi will
display all inventory with a web number beginning with that prefix.


Active-e Web Number
Click Active-e Web Number in order to search the inventory file by the Active-e web
number.
Location

Keywords
The field that is searchable by keyword is Active-e Web Number. Enter the number to
search for in the box provided. An asterisk (*) acts as a wildcard. Follow the portion of
the number to search by with an * if you aren't certain of the exact web number.
the button.

'Sku/Serial' tab.
7.4 Search Serialized Inventory

From the menu bar, click Modules > Inventory > Search Serialized Inventory or
press Alt M I S on the keyboard.
"Search Serialized Inventory" allows you to search for serialized inventory that meet
certain criteria. The difference between "Search Serialized Inventory" and "Display
Inventory" is that "Search Serialized Inventory" actually searches for individual serial
numbers as opposed to the serialized skus that "Display Inventory" searches for. Also,
"Search Serialized Inventory" offers the ability to search by price, notes, new or used only,
etc.
Example: You would like to find all used electric guitars that are between $200-$300.
When selecting this menu option, the following window will appear:

7.4.1 Selection Options
Normal Search or Color/Size Search
If you would like to search for serialized inventory with a specific color and/or size, select
the Color/Size Search option. Otherwise, select the Normal Search option.
Available Only
To include in the search only serialized inventory that is available, select the Available Only
option. If Available Only is not selected, inventory that meet the selection criteria that are
on layaway, approval, rental, etc will be included in the search results.
Category
Category will only appear if 'Normal Search' was selected.
To search for inventory within a certain category only, click in the Category box and select
the category from the drop down list.
Sub Category
Sub Category will only appear if 'Normal Search' was selected.
To search for inventory within a certain category AND sub category only, first select the
Color
Color will only appear if 'Color/Size Search' was selected.
To search for serialized items with a certain color only, click in the Color box and select the
color from the drop down list. The options that appear in the drop down list are taken from
the colors that have been assigned to items in your inventory.
Size
Size will only appear if 'Color/Size Search' was selected.
To search for serialized items with a certain size only, click in the Size box and select the
size from the drop down list. The options that appear in the drop down list are taken from
the sizes that have been assigned to items in your inventory.

Manufacturer
To search for inventory from a certain manufacturer only, click in the Manufacturer box
and select the manufacturer from the drop down list.
Selection Code
To search for inventory with a certain selection code only, click in the Selection Code box
and select the applicable selection code from the drop down list.
Location
If you have multiple store locations and would like to include a specific location only in the
search, click the down arrow next to the Location box and select the location from the list
box.
New/Used
To search for inventory that is coded as new or used only, click in the New/Used box and
select the application option from the drop down list.
Search Notes
To search inventory notes for a certain word or words, type the word or words in the
Search Notes box, separating each word with a space. You may search for part of a word
by typing just part of the word.
Price Range
To find items within a certain price range only, type the beginning price and ending price in
the boxes provided.
Price Field
If a price range was entered, the price field must be selected so AIMsi knows which price
field to search in. Click the down arrow next to the Price Field box and select the field from
the drop down list.
the button.
7.4.2 Viewing Results of Search

Once the selection criteria has been selected and Search button clicked, the serialized
items found meeting the criteria entered will be displayed in the grid. The Manufacturer,
Model, Sku, Location code, Description, Our Price, New/Used code and Serial number will
be shown for each item. When an item is clicked on the grid in order to highlight it, the
Notes, Spiff, Retail Price, Minimun Price, Color, Size and Date Received will display at the
bottom of the screen.
If the 'Available Only' box is unchecked, all serialized inventory will display, even those
assigned to a customer account. Those assigned to a customer account will display in red.
Viewing Image
If an image exists for the item highlighted the Image button will appear bold as pictured
here: . Click the button to view the image. To link an image, or modify an image
already linked, use "SA Maintenance" to do so. Refer to "Attaching an Image" for more
information.

Viewing Detail
To view detailed information on an item listed, click the item to highlight it and click the
button. Refer to "Viewing Inventory Detail by Sku" under "SA Maintenance" for
more information on the 'Details' box.

To print the information appearing on the 'Search Serialized Inventory' screen, click the
button.
7.5 Inventory History

From the menu bar, click Modules > Inventory > Inventory History or press Alt M I I
on the keyboard.
Inventory History enables you to view the history of a specific sku, catalog or serial
number. You have the option to display the following:
l Complete History
l Approvals
l Consignments
l Delayed Deliveries
l Layaways
l Loaners
l Purchases
l Rentals
l Sales
l Service
l Short Term Rentals
l Trade-Ins
l Transfers
7.5.1 Selection Options and Search Results

Location
The location will default to the location of the workstation. If you have multiple store
locations and wish to view the history at a location other than the location of the
workstation, click in the Location box and select the applicable location. Select All
Locations to view the history at all store locations.
Sku/Serial
Scan the barcode or manually enter the sku, serial number or catalog number of the item
you wish to view and press Enter on your keyboard.
An asterisk (*) acts as a wildcard. Follow a portion of the sku, serial number or catalog
number to search by with an * in order to generate a list to select from.
Example: To view a list of all skus beginning with RT, type rt* in the 'Sku/Serial' box. A
separate box will display similar to the one pictured here.

Double click on the line item you would like to view the history of.
By default, a complete history will be shown. To display a specific type of transaction only,
click in the box containing the word 'All' and select the type of history you wish to view.
The results in the grid will change accordingly.
Reprint Transaction Receipt

To reprint the transaction receipt for any history item listed, RIGHT click the item and
choose Reprint Receipt from the menu that appears.
Viewing Detail
To view detailed information on an item listed, click the item to highlight it and click the
button. Refer to "Viewing Inventory Detail by Sku" under "SA Maintenance" for
more information on the 'Details' box.
Viewing Sales History

To view the sales history on an item listed, click the item to highlight it and click the
button. Refer to "Viewing Sales History by Sku" under "SA Maintenance" for more
information on the 'Sales History' box.
Viewing Order History

history by clicking an item to highlight it and clicking the button. Refer to "Viewing
Order History by Sku" under "SA Maintenance" for more information on the 'Order History'
box.
Viewing Receive History

To view the receive history on an item listed, click the item to highlight it and click the
button. The 'Receive History by Sku' box will open, displaying the date received,
quantity received, cost (if employee has security to view the cost), invoice number, PO
number, vendor number, serial number (for serialized inventory) and employee who
received the item, for each time the sku was received into inventory.

To print the information appearing on the 'Search Serialized Inventory' screen, click the
button.
7.6 Print labels on demand

Use this procedure to print, or reprint, barcode labels for your inventory. You may choose
to print labels for groups of items, one item, returns and exchanges, price changes through
Active-e, items on sale, and consigned items.
Example of use
Your store is having a sale on all titles items, CDs, sheet music, books, and so on. After
establishing your sale parameters on the Establish Upcoming Sale Parameters
window, you access the Print Barcode Labels window and print new labels for the sale
items using Tab 6, Sale.
Other places where you can print barcode labels
You may also choose to print barcode labels as you receive your inventory, consigned
inventory, and purchases.
Address labels
You may want to print address labels using your Barcode Blaster label printer or other label
style printer. Do so using the Mailing/Letters report. From there you can print address
labels using your Barcode Blaster label printer or on full sheets of Avery labels. Labels can
be printed by very specifically defined groups of customers or vendors using the options
available to you on the Mailing/Letters window.
Steps to complete - overview steps

Prerequisites: You must have barcode label defaults set up and you must have a barcode
label printer set up for the workstation where you will print barcodes.
1. On the Print Barcode Labels window, determine which type of inventory you need
to print labels for and click that tab.
2. Complete the boxes on that tab as desired. For detailed steps to print a label or
labels for:
l inventory based on the received date, click here.
l a single inventory item, click here.
l in stock inventory regardless of received date, click here.
l leased inventory returns, click here.
l price changes through Active-e, click here.
l items that are part of a sale, click here.
l items in a Microsoft Excel spreadsheet, click here.
l inventory returns, click here.
l consigned items, click here.
3. Select Print Labels for MFG Barcoded Items if you want to print labels for
inventory items that are, and are not, pre-barcoded by the manufacturer.
4. Click Print.

7.6.1 Print labels for inventory based on received date
Use this procedure to print barcode labels for items received into your inventory during a
specified date range.
Steps to complete
1. On the Print Barcode Labels window, Inv Received tab, enter a range of dates in
the Enter Date Range Received to Select boxes to print labels for inventory
received during that time.
Steps 2-7 are optional.
2. To print labels for items received on a specific purchase order, enter the PO number
in the Enter PO to Select or leave blank for All box.
3. To print labels for items received on a specific invoice, enter the invoice number in
the Enter Invoice to Select or leave blank for All box.
4. To print labels for inventory received in a specific category or subcategory, select
them in the Select Category and Select Sub Category boxes.
5. To print labels for inventory received at a specific location, select the location in the
Location box.
6. Enter the number of labels you want to print for each serial number in the Number
of Labels for Serial Numbers box.
8. Click Print.
Did you know? To quickly enter today's date in any Date boxes, press T on your
keyboard. To quickly back-date or forward-date by one day, use the Hyphen key
(-) and Equal key (=) on your keyboard (alternatively, use the Minus Sign and
Plus Sign keys on your keyboard number pad). To quickly back-date or forward-
date by one month, use the Page Up and Page Down keys on your keyboard.
Press F6 to display a calendar and select a date.
7.6.2 Print labels for a single inventory item

Use this procedure to print a barcode label for a specific item in your inventory.
Steps to complete
1. On the Print Barcode Labels window, Single tab, select Existing Inventory,
Package Deal, or Non Inventory to indicate if the label is for an inventory item in

your existing inventory, for a package deal, or is for a non-inventory item.
If you are
printing a
label
for... Complete these steps
an item in a. Select a label printer default in the Choose Label
your Override box to use a different label style than the one set
existing up for the item's subcategory.
inventory, b. Select a location in the Location box to print a label for
inventory at a location other than your workstation default.
c. Enter the inventory item's SKU or serial number in the
Enter Sku/Serial to Print box.
a package a. Select a label printer default in the Choose Label Default
deal, box.
b. Enter the inventory item's SKU or serial number in the
Enter Sku/Serial to Print box.
a non- a. Select a label printer default in the Choose Label Default
inventory box.
item, b. Enter an alpha-numeric combination to use as the barcode
in the Translate to Barcode box if you want to print this
item as a barcode. If you do not want to print a barcode,
leave this box blank.
3. If necessary, click in the grid and update the values in the Field and Value columns.
4. Enter the number of labels to print for the item in the Qty to Print box.
6. Click Print.
Did you know? You can press F6 in the Enter Sku/Serial to Print and
Translate to Barcode boxes to select a SKU from a list of options. You can also
right-click in the label override boxes to clear your selection.
7.6.3 Print labels for any in-stock inventory

Use this procedure to print barcode labels for your inventory regardless of received date.
Use this procedure to filter inventory by manufacturer, selection code, model number, and
so on.
Steps to complete
1. On the Print Barcode Labels window, Exist Inv tab, select a location in the
Location box to print labels for inventory at that specific location.

2. To print labels for inventory in a specific category or subcategory, select them in the
Select Category and Select Sub Category boxes.
3. To print labels for inventory items with specific manufacturers or publishers, select
the manufacturer or publisher in the Mfg/Publisher box.
4. To print labels for items with a specific selection code, select the code in the
Selection Code box.
5. Select Print One Label Per Sku, Print Quantity On Hand, or Use SKU Setting
to indicate if labels should print one per SKU, for the quantity in stock, or based on
the SKU setup.
6. To print using different label defaults than are set up for the inventory item, select a
default style in the SA Label Override (serialized and accessories inventory)
and/or TT Label Override (titles inventory) boxes.
7. To print labels for items with a specific model number, enter that number in the
Enter Model# to Select box.
8. To print labels for items for a specific vendor, enter the vendor number in the
Vendor Number box.
10. Click Print.
Did you know? You can press F6 in the Vendor Number box to select your
vendor from a list of options. You can also right-click in the label override boxes
to clear your selection.
7.6.4 Print labels for leased inventory returns

Use this procedure to print labels for inventory that was leased, or rented, and has been
returned or exchanged.
Steps to complete
1. On the Print Barcode Labels window, Inv Received tab, enter a range of dates in
the Enter Date Range boxes to print labels for leased inventory that was returned
during that time.
2. To print labels for leased inventory at a specific location, select that location in the
Location box.
3. Select the Only Print Serial Inventory box to print labels for returned serialized
inventory.
4. Select the Include Rental Exchanges check box to print labels for leased
inventory that was returned and exchanged for different inventory.
6. Click Print.

7.6.5 Print labels for inventory with Active-e pricing

updates
Use this procedure to print labels for inventory that has had a pricing change through
Active-e.
Steps to complete
1. On the Print Barcode Labels window, active-e tab, enter a range of dates in the
Date Range boxes to print labels for Active-e inventory price changes during that
time.
2. To print labels for inventory at a specific location, select that location in the
Location box.
3. Select check boxes to print labels for inventory that had a change to that price type
(such as Ourprice or Price A) through Active-e.
4. Select the Text Field Changes check box to print labels for inventory items with
Active-e updates to the item description, composer, arranger, artist, or voicing.
5. Select the Include Serial Items check box to print labels for serialized items with
Active-e updates.
7. Click Print.
7.6.6 Print labels for inventory items on sale

Use this procedure to print labels for inventory that is part of a sale.

Steps to complete
1. On the Print Barcode Labels window, Sale tab, enter the date and time the sale is
scheduled to begin using the following format: MM/DD/YYYY HH:MM:SS. For
example, 03/01/2013 08:00:00.
2. Select label printer defaults to use for your serialized and accessories inventory and
titles inventory in the SA Default and TT Default boxes.
4. Click Print.
7.6.7 Print labels for SKU and catalog numbers in a

spreadsheet
Use this procedure to print labels for SKU and catalog numbers that are saved in a
Microsoft Excel spreadsheet. The spreadsheet must have two columns. Column A must be
the SKU or catalog number and Column B must be the location. AIMsi will print labels for
each SKU/catalog number in the spreadsheet.
Steps to complete
1. On the Print Barcode Labels window, File tab, click Browse and navigate to the
location on your computer where your Microsoft Excel file is saved.
2. Select Print One Label Per Sku or Print Quantity On Hand.
3. Select Exclude Zero Qty Items to print labels only for items with a quantity higher
than 0.
5. Click Print.
7.6.8 Print labels for inventory returns

Use this procedure to print labels for inventory that was returned to your store.
Steps to complete
1. On the Print Barcode Labels window, Inv Returns tab, enter a range of dates in
the Enter Date Range Returned to Select boxes to print labels for inventory
returned during that time.

2. To print labels for inventory items returned on a specific invoice, enter that number
in the Enter Invoice to Select or leave blank for All box.
3. To print using different label defaults than are set up for the inventory item, select a
default style in the SA Label Override (serialized and accessories inventory)
and/or TT Label Override (titles inventory) boxes.
5. Click Print.
7.6.9 Print labels for consigned inventory

Use this procedure to print labels for items in your store on consignment.
Steps to complete
1. On the Print Barcode Labels window, Consignment tab, click Account and select
a consignor for whom you want to print labels.
2. Click Consignment to select the invoice for which you want to print labels.
4. Click Print.
7.6.10 Windows
7.6.10.1 Print Barcode Labels window

Purpose
Use this window to print barcode labels for your inventory any time you need new
barcodes. You can print by group, individually, based on a sales range, based on updates
through Active-e, for rentals and returns, and for your consigned inventory.


l On the Modules menu, point to Inventory and click Print Barcode Labels.
l Use the keyboard shortcut Alt, M, I, P.
Diagram
The following diagram illustrates the Print Barcode Labels window.
Item descriptions
Fields and boxes
Jump to section:
Tab 1 - Inv Received
Tab 2 - Single
Tab 3 - Exist Inv
Tab 4 - Rent Returns
Tab 5 - active-e
Tab 6 - Sale
Tab 7 - File
Tab 8 - Inv Returns
Tab 9 - Consignment
Item Description
Print Labels for MFG Select this check box to print labels for inventory items that are
Barcoded Items pre-barcoded by the manufacturer.
Inv Received tab Use this tab to print labels for inventory that was received on a
certain day or for a certain date range and meets specific criteria such as purchase order
number, invoice, or category.
Enter Date Range Enter a range of dates to print labels for items received into
Received to Select inventory during that date range. These boxes are required.
To quickly enter today's date, press T on your keyboard. To
quickly back-date or forward-date by one day, use the Hyphen
key (-) and Equal key (=) on your keyboard (alternatively, use
the Minus Sign and Plus Sign keys on your keyboard number
pad). To quickly back-date or forward-date by one month, use the

Item Description
Page Up and Page Down keys on your keyboard.
This box supports F6 functionality; the Choose Date window
opens.
Enter PO to Select or Enter a PO number to print labels for items received on that
leave blank for All purchase order.
Enter Invoice to Select Enter an invoice number to print labels for items received on that
or leave blank for All invoice.
Select Category Select a category to print labels for any inventory received during
the specified date range matching this category. This box is
required if you select a subcategory in the Select Sub Category
box.
Select Sub Category Select a subcategory to print labels for any inventory received
during the specified date range matching this subcategory. If you
select a subcategory, you must also select a category in the
Select Category box.
Location Select a location to print labels for any inventory matching the
above criteria at this location, if different from the default location
for your workstation.
Number of Labels for Enter the number of labels to print for serialized inventory that
Serial Numbers meets the above criteria.
Single tab Use this tab to print a label for a specific inventory item or an item not in your
inventory file.
Options for inventory
l Existing Indicate the type of inventory for which you are printing a label.
Inventory Your selection here affects the three boxes that display to the
l Package Deal right.
l Non Inventory
Choose Label Override Select a label printer if you want to use a label default other than
the default set up for the item's subcategory. This box is available
for Existing Inventory.
Right-click in this box and click Remove Blaster Default to
clear your selection.
Choose Label Default Select a label printer default to use for this inventory. This box is
available for Package Deal and Non Inventory.
Right-click in this box and click Remove Blaster Default to
clear your selection.
Select Location Select a location if you want to print the label for inventory at a
location other than the default location for your workstation. This
box is available for Existing Inventory.
Enter Sku/Serial to Enter the SKU, serial, or catalog number of the item for which you
Print are printing a label. This box is available for Existing Inventory
and Package Deal.
This box supports F6 functionality; the Display Inventory
window opens.

Item Description
Translate to Barcode Enter an alpha-numeric code for the item to print on the label as
the barcode. If you do not wish to print a barcode number on the
label, leave this box blank. This box is available for Non
Inventory.
window opens.
Barcode grid The columns in the grid will auto-populate with information based on your
selections in the above boxes.
Field Displays the Field Name that will print on the barcode label based
on the label default or override selected above.
Value Displays the value that will print for that Field Name on the
barcode label.
Qty to Print Enter the number of labels to print. If you selected Existing
Inventory the value in this box defaults to the quantity in stock
at the specified location (for accessories and titles) or 1 (for serial
inventory). If you selected Package Deal or Non Inventory,
this box defaults to 1.
Exist Inv tab Use this tab to print barcode labels for all inventory that meets specific
criteria, regardless of receive date.
Location Select a location if you want to print labels for inventory at a
location other than the default location for your workstation.
Select Category Select a category to print labels for any inventory matching this
category. This box is required if you select a subcategory in the
Select Sub Category box.
Select Sub Category Select a subcategory to print labels for any inventory matching
this subcategory. If you select a subcategory, you must also
select a category.
Mfg/Publisher Select a manufacturer or publisher to print labels for any
inventory matching that manufacturer or publisher.
Selection Code Select a selection code to print labels for any inventory assigned
to that selection code.
Options for printing
l Print One Label Indicate if you want to print one label for each SKU, labels for the
Per Sku quantity in stock, or if you want to print the number of labels
l Print Quantity based on how the SKU is set up.
On Hand
l Use SKU Setting
SA label Override For serialized and accessories inventory, select a label printer if
you want to use a label default other than the default set up for
the item's subcategory. This box displays label printer defaults set
up for serialized and accessories inventory.
Right-click in this box and click Clear Override to clear your
selection.
TT Label Override For titles inventory, select a label printer if you want to use a

Item Description
label default other than the default set up for the item's
subcategory. This box displays label printer defaults set up for
titles inventory.
selection.
Enter Model# to Enter a model number to print barcode labels for any inventory
Select with that model number.
window opens.
Vendor Number Enter a vendor number to print barcode labels for any inventory
associated with that vendor.
This box supports F6 functionality; the Pick Vendor window
opens.
Include Zero Qty Select this check box to print barcode labels for inventory with an
Items in-stock quantity of 0.
Rent Returns tab Use this tab to print barcode labels for leased inventory that was
returned during a specified date range.
Return Date Range Enter a range of dates to print labels for leased inventory items
returned during that date range. These boxes are required.
opens.
Location Select a location if you want to print labels for inventory at a
location other than the default location for your workstation.
Only Print Serial Select this check box to exclude accessories inventory and only
Inventory print labels for your serialized inventory.
Include Rental Select this check box to print labels for items that were returned
Exchanges and exchanged for another item.
active-e tab Use this tab to print labels for price changes through Active-e.
Date Range Enter a range of dates to print labels for inventory with Active-e
price changes during that date range.
opens.

Item Description
Location Select a location if you want to print labels for inventory price
changes for inventory at a location other than the default location
for your workstation.
Retail Change Select this check box to print barcode labels for inventory that had
a Retail price change through Active-e during the specified date
range.
Our Price Change Select this check box to print barcode labels for inventory that had
an Ourprice price change through Active-e during the specified
date range.
Min Price Change Select this check box to print barcode labels for inventory that had
a Min Price price change through Active-e during the specified
date range.
Price A Change Select this check box to print barcode labels for inventory that had
a Price A price change through Active-e during the specified date
range.
Price B Change Select this check box to print barcode labels for inventory that had
a Price B price change through Active-e during the specified date
range.
Price C Change Select this check box to print barcode labels for inventory that had
a Price C price change through Active-e during the specified date
range.
Text Field Changes Select this check box to print barcode labels for inventory that had
a change to Description, Composer, Artist, Arranger, or Voicing
through Active-e during the specified date range.
Include Serial Items Select this check box to print labels for serialized items.
Sale tab Use this tab to print barcode labels for any inventory that is on sale for a given
date range.
Date/Time Enter the date and time the sale will begin in the following format:
MM/DD/YYYY HH:MM:SS, where MM, DD, and YYYY are the
month, date and 4-digit year, and HH, MM, and SS are the hour,
minute, and second.
SA Default Select a label printer default to use for the serialized and
accessories inventory in your sale.
TT Default Select a label printer default to use for the titles inventory in your
sale.
File tab Use this tab to print barcode labels for all inventory stored in a Microsoft Excel
spreadsheet. The spreadsheet must use two columns and now special formulas. Column A
must contain the SKU or catalog number and Column B must include the location.
Browse to Click the Browse button and navigate to the location on your
computer your SKU and catalog number spreadsheet is saved.
Options for label quantity
l Print One Label Indicate if you want to print one barcode label for each SKU or if
Per Sku you want to print barcode labels based on the quantity in stock.
l Print Quantity

Item Description
On Hand
Exclude Zero Qty Select this check box to not print barcode labels for inventory with
Items an in-stock quantity of 0.
Inv Returns tab Use this tab to print barcode labels for inventory returned during a
given date range.
Enter Date Range Enter a range of dates to print labels for inventory items returned
Returned to Select during that date range. These boxes are required.
opens.
Enter Invoice to Select Enter an invoice number to print labels for items returned on that
or leave blank for All invoice.
SA Label Override For serialized and accessories inventory, select a label printer if
you want to use a label default other than the default set up for
the item's subcategory. This box displays label printer defaults set
up for serialized and accessories inventory.
selection.
TT Label Override For titles inventory, select a label printer if you want to use a
label default other than the default set up for the item's
subcategory. This box displays label printer defaults set up for
titles inventory.
selection.
Consignment tab Use this tab to print barcode labels for items received into your
inventory on consignment.
Account Click Account to select the account for which you want to print
barcode labels. Once a consignor is selected, you can click in this
box to review the consignor's demographic information.
Consignment Click Consignment to select the consignment invoice number of
the items for which you want to print barcode labels.
Buttons

Item Description
General buttons
Print Prints the barcode labels based on your settings. You must have a barcode
label printer installed and established for your workstation on the Work
Station window either in the Port for Printing Barcodes box (Barcode
Blaster printers) or in the Barcode Printer and Label Style boxes (other
brand label printers).
File tab buttons
Browse Opens a search window where you can browse to and select the Microsoft
Excel file of SKU and catalog numbers to import and print barcode labels.
Consignment tab buttons
Account Opens the Pick Customer window where you can search for and select the
consignor for whom you want to print barcode labels.
Consignment Opens the Select Consignment window where you can search for and
select a consignment invoice to print labels for the inventory on that
invoice.
7.7 Print hang tags

Use this procedure to print hang tags for your inventory. Hang tags are larger than a
standard label and typically include more detailed information about the item, perhaps
even a picture of the item. You can print hang tags for individual SKU or serial numbers or
for all inventory received on a purchase order or for a received date range.
Example of use
Your store keeps higher priced items off the floor so that customers cannot come in and
test them without sales supervision. Instead, you print hang tags with a picture of the item
and all of the relevant details and post that in the store. When a serious customer comes
in, he or she can see that you have the item and ask for sales assistance to see the item.
Before you begin

Before you can print hang tags, you must complete the following steps.
1. If you will print barcodes, download the b file from the Member Portal Other Files
Download page. This is a font file that is required for printing barcodes on your hang
tags.
2. Create the hang tag templates in Microsoft Word.
You may create as many (or as few) templates with different layouts for each
category and subcategory as you need. Refer to Tag Index in the online help for
more information about the field tags available to use for hang tags. You can also
find the same information in the folder where AIMsi is installed on your computer:
\AIMsi\Templates\Tag Index.doc.

Note: Templates must be saved as a Word Template (*.dotx) or a Word 97-2003
Template (*.dot) and must be saved in the templates folder where AIMsi is installed on
your computer (for example, C:\AIMsi\Templates).
3. Add your hang tag templates to AIMsi on the Add/Change Word Template
Locations window.
a. Give each template a unique and identifiable name in the Template
Description box, such as Guitar Hang Tag or TaylorMade Ladies Hang
Tag. This name will be used to select that hang tag for the subcategory and for
printing hang tags.
b. Leave the Email Subject box blank.
c. Enter the file name of the .dot or .dotx file you created in step 1 in the
Template File Name box. You can optionally click Find to navigate to that
file on your computer.
d. Select Inventory Hang Tag in the Auto Generated Code box.
e. Indicate how many tags should print per page in the Tags Per Page box.
4. Assign a hang tag to your subcategories on the Edit Sub Categories window.
Right-click in the Hang Tag box to assign the hang tag to all subcategories or all
subcategories with the same category.
Steps to complete - overview steps

Prerequisites: You must complete the steps in Before you begin before you can print hang
tags.
1. On the Print Inventory Hang Tags window, determine if you want to print hang
tags for a specific SKU or serial number, for items received during a specific date
range or PO, or for a sale.
2. Complete the boxes as desired. For detailed steps to print a label or labels for:
l a specific SKU or serial number, click here.

l items received for a specific date range or on a specific PO, click here.
l items part of a sale, click here.
3. Click the Tag List tab. Change the # Tags and Hang Tag columns as necessary.
4. Click Print. The Printer Selection window displays.
5. Select a printer, enter the number of copies you want, and click Ok.
7.7.1 Print hang tags for specific inventory

Use this procedure when you want to print hang tags for inventory based on a specific SKU
or serial number, a received date, or a PO number.
Steps to complete
Prerequisites: You must have hang tags set up and assigned to subcategories before you
can complete this procedure. Refer to Printing hang tags for more information.

1. On the Print Inventory Hang Tags window, click the Inventory tab.
2. Select a location in the Loc box if you want to print hang tags for inventory at a
location other than your default location.
3. Indicate if you want to print tags for each serial number or one per serialized SKU.
If you want to
print hang
tags for items
based on... Then...
a SKU or serial Enter the SKU or serial number in the Enter Individual
number Sku/Serial to Tag List box and select Add all serial
numbers when entering Sku to print a hang tag for each
SKU within the serialized SKU.
received date or a. Enter the date range of items received or a PO
PO number number in the Date Rcvd or PO# boxes.
b. Optionally specify a category and subcategory.
c. Indicate if you want to print one tag for each item,
regardless of the received quantity or if you want to
print tags for the quantity received.
d. Click Get PO.
7.7.2 Print hang tags for a sale

Use this procedure when you want to print hang tags for inventory based on a sales date
and time.
Steps to complete
Prerequisites: You must have hang tags set up and assigned to subcategories before you
can complete this procedure. Refer to Printing hang tags for more information. You must
also have established your sale parameters.
1. On the Print Inventory Hang Tags window, click the On Sale tab.
2. Enter the date and time the sale is scheduled to begin in the Date / Time box using
the following format: MM/DD/YYYY HH:MM:SS. For example, 03/01/2013
08:00:00.
3. Click Get Sale. All items flagged for the sale starting on the date and time entered in
step 2 are added to the grid on the Tag List tab.

7.7.3 Windows
7.7.3.1 Print Inventory Hang Tags window

Purpose
Use this window to print hang tags for inventory items based on the criteria you enter.

l On the Modules menu, point to Inventory and click Print Hang Tags.
l Use the keyboard shortcut Alt, M, I, H.
Diagram
The following diagram illustrates the Print Inventory Hang Tags window.
Item descriptions
Fields and boxes

Jump to section:
Inventory tab
On Sale tab
Tag List tab
Item Description
Inventory tab Use this tab to select inventory by SKU, serial number, or purchase
order.
Loc Select the store location for which you want to print hang tags, if
different from the default.
Options for creating tags
l Create Indicate if you want to print a hang tag for each serial number or each
Tag for serialized SKU that meets the selection criteria.
Serial
Numbers
l Create
Tag for
Serialized
Sku
Print for a SKU or serial number
Enter Scan or manually type in the SKU or serial number of the item for which
Individual you want to print a hang tag. Press Enter to add the item to the grid on
Sku/Serial the Tag List tab. You can add as many SKUs or serial number as you
to Tag List like.
This box supports F6 functionality; the Display Inventory window
opens.
Add all Select this check box to print a tag for each serialized item within the
serial serialized SKU.
numbers
when
entering
Sku
Print by date received or purchase order number
Date Rcvd Enter a date range to print hang tags for items received into inventory
during that date range. You must enter a value in this box or in the PO#
box.
PO# Enter a purchase order number to print hang tags for the items received
on that purchase order. You must enter a value in this box or the Date
Rcvd box.
Cat Select a category to print hang tags only for those items in this category
that were received during the specified date range or on the specified
purchase order number.
Sub Select a subcategory to print hang tags only for those items in this
subcategory and category that were received during the specified date
range or on the specified purchase order number.
Options for number of tags
l One Tag Indicate if you want to print one hang tag per SKU, regardless of the

Item Description
Per Item quantity received or if you want to print hang tags for the quantity
l One Tag received.
Per Qty
Rcvd
On Sale tab
Date / Time Enter the date and time of a sale and click Get Sale to populate the grid
on the Tag List tab with items flagged for the sale.
Tag List tab
Sku Displays the SKU of each item you are printing a hang tag for.
Desc Displays the description of each item you are printing a hang tag for.
# Tags Displays the number of tags that will print for the item. Click in this grid
column to change the number of tags as necessary.
N/U Indicates if this is new or used inventory. Click in this gird column to
change the value as necessary.
Hang Tag Displays the type of tag that will print for the SKU. Click in this grid
column to select a different hang tag type.
Buttons
Item Description
Get Adds the items matching your selection criteria to the grid on the Tag List tab. This
PO button displays on the Inventory tab.
Get Adds the items matching your selection criteria to the grid on the Tag List tab. This
Sale button displays on the On Sale tab.
Print Displays the Printer Selection window where you can select a printer to print
hang tags for the items in the grid on the Tag List tab.
7.8 Sales Exceptions

From the menu bar, click Modules > Inventory > Sales Exceptions or press Alt M I E
on the keyboard.
An inventory item that is sold without being found in the inventory file is referred to as a
sales exception. In order to accurately report your sales, items sold on exception should be
received into inventory after the sale. You will then use 'Sales Exceptions' to match the
item found in the inventory file with the one found in the sold inventory file. When a match
is made, the item will be removed from the inventory file and the accurate information will
be saved to the item in the sold inventory file. Cost adjustments will be made to the
general ledger as necessary.
Instances in which a sales exception might occur are described as follows:
1. A sku, catalog or serial number was typed on the invoice in error and was therefore
not found in the inventory file.
2. An item's barcode was scanned. The barcode was never associated with the item and
was therefore not found in the inventory file.
3. An item was sold before it was received into the computer.

4. An item was sold at one location; however, it existed in your inventory file at a
different location and was therefore not found.
7.8.1 Sales Exceptions - Selection Criteria
The "Sales Exception" window will list all items that were sold on exception at the location
and during the date range specified.
Location
The location will default to the location of the workstation. If you have multiple store
locations and wish to match sales exceptions at a location other than the location of the
workstation, click in the Location box and select the applicable location.
Date Range
The date range will default to today's date. To view sales exceptions for a date or date
range other than today, change as needed.
Posting Date
The posting date will default to today's date. This is the date that the entries will post to
general ledger. Change the posting date as needed.
Match Serial#'s that exist at another location
For serialized inventory that was sold on exception, if you have multiple store locations do
you want all locations to be searched for the serial number during the matching process?
If yes, check this box.
7.8.2 Changing the Sku/Catalog/Serial Number on a Sales

Exception
If an exception listed contains a sku, catalog number or serial number that was typed in
error on the sales invoice, click in the Sku/Catalog/Serial box for the item and change it as
necessary.

Once all needed changes to the Sku/Catalog/Serial column have been made, click the
button. At this point, the line item(s) on the sales invoice(s) will be changed
to reflect the correct sku, catalog number or serial number.
Note: The Update button will not appear on the Sales Exceptions window unless a change
is made.
7.8.3 Matching Exceptions

When you are ready to match the sales exceptions listed with your inventory, click the
button.
If an accessory or title record is found with a sku or catalog number listed on the "Sales
Exceptions" window, the quantity in inventory will decrease by the quantity sold, the
pertinent information will be saved to the sold file and the item will be removed from the
"Sales Exceptions" window.
If a serialized item is found with a serial number listed on the "Sales Exceptions" window,
the item will be removed from the inventory file, the pertinent information will be saved to
the sold file and the item will be removed from the "Sales Exceptions" window.
A ledger entry will be made for each sales exception matched to account for the actual
cost. When an item is sold on exception the category associated with the item on the sales
invoice will be referred to in order to determine the 'Cost Percentage'. When an item is
sold on exception, the cost percentage will be calculated on the selling price to determine
the approximate cost of goods sold for the ledger entry of the sale. Refer to "Maintain
Inventory Categories" for more information on the 'Cost Percentage'. When the item is
received into inventory it will be assigned a cost. This cost will be the actual cost and will
therefore differ from the approximate cost saved to the sold record and general ledger.
When the sales exception is matched to the inventory record in "Sales Exceptions", the
sales record will be updated with the actual cost of the item and a ledger entry will be
made for the difference in order to accurately report your cost of sales.
7.8.4 Removing Exceptions

If you wish to remove a line item from the "Sales Exceptions" window, right click in the
row containing the item and select 'Unmark Line Item'. The status of 'sales exception' will
then be removed from the unmatched item and it will no longer list in "Sales Exceptions".
If you wish to remove all unmatched exceptions from the "Sales Exceptions" window, click
the button. A message will appear asking you to confirm the removal. Once
confirmed, the status of 'sales exception' will be removed from the unmatched items and
they will no longer list in "Sales Exceptions".
Note: You should not click the Unmark button until you are ready to remove the status of
'sales exception' from all items listed on the "Sales Exceptions" window.
7.9 Establish Sale Parameters

From the menu bar, click Modules > Inventory > Establish Sale Parameters or press
Alt M I T on the keyboard.

"Establish Sale Parameters" enables you to select inventory as well as non-inventory items
to be discounted during an upcoming sale. Once the sale criteria has been entered and the
Proceed button is clicked, each sku or catalog number selected to be discounted may be
viewed, changed or deleted (if excluded from the sale) in "Maintain Sale Parameters" on
Once a sale has been established and items selected for the sale, each time the item is sold
during the sale dates, the applicable discount will automatically be applied to the item.
When the sale is over, you will use the 'Remove Previous Sales Data' tab of "Establish Sale
Parameters" to clear the sale so the items no longer appear in "Maintain Sale Parameters".
7.9.1 Configure Sale Times

The 'Configure Sale Times' tab is used to specify the dates and times of the sale. The sale
can either be a one-time sale, or a recurring sale (i.e. happy hour specials in a bar).
Single Sale
If the sale is a one-time sale falling between a specific date range, select the 'Single Sale'
option and enter the beginning date and time and ending date and time of the sale.
Recurring Sale
If the sale pertains to specific times on certain days, click the Recurring Sale option and
first enter the beginning date and ending date of the sale.
Next, select the days of the week the discount applies, and enter the times on those days.
Example: For a happy hour in a bar, drink specials might be offered Monday thru Friday
from 4:00 pm to 6:00 pm. If the specials are anticipated to run for an extended period of

time, the ending date might be a year or more out. Monday, Tuesday, Wednesday,
Thursday and Friday would then be selected with a begin time of 4:00 pm and end time of
6:00 pm for each of those days.
7.9.2 Select Items and Establish Sale

The 'Select Items and Establish Sale' tab is used to specify the items to be automatically
discounted during the sale. If the sale encompasses different types, multiple categories
and/or sub categories, specific manufacturers and/or publishers, you must use the 'Select
Items and Establish Sale' tab as many times as needed to specify the sale items.
Select Items and Establish Sale Selection Criteria

Location
If you have multiple store locations and a specific store only is having the sale, click in the
box and select the applicable location from the drop down list.
Inventory Type
The type of inventory being discounted will default to SA Inventory (serialized and
accessory). If inventory in your Titles inventory file is to be discounted, click in the box and
choose Titles Inventory. If non-inventory categories are to be discounted, click in the box
and choose Non Inventory. If Non Inventory is selected, the only selection options
available will be Category, Sub Category and Account. The other options pertain to
inventory only.
Category
If a specific category is to be discounted, click in the Category box and select the
applicable category from the drop down list.
Sub Category
If a specific sub category under the category selected in the Category field is to be
discounted, click in the Sub Category box and select the applicable sub category from the
drop down list.

Account
If the sale applies to a particular customer account only, type the account number in the
box. The customer name associated with the account will then appear.
Hint: Press F6 to select the customer from the 'Pick Customer' list box.
Sku/Catalog
To assign an individual sku or catalog number to the sale, type the sku or catalog number
in the box. The description of the inventory item will then appear.
Hint: Press F6 to select the inventory item from "Display Inventory".
If inventory from a specific manufacturer or publisher is to be discounted, click in the box
and select the applicable manufacturer or publisher from the drop down list.
Selection Code
If inventory assigned a specific selection code is to be discounted, click in the box and
select the selection code from the drop down list.
MM Code
If inventory assigned a specific MM code is to be discounted, click in the box and select the
code from the drop down list.
Season
If the sale applies to seasonal inventory, click in the box and select the applicable season
from the drop down list. All inventory that is assigned this season and meets the other
selection criteria entered will be included in the sale.
In Stock Items Only
If the sale applies to inventory that is in stock only, check this box.
Discount Options
The discount may be assigned in the following 3 ways:
l the discount may be calculated as a discount percentage

l a pricing level may be used as the sale price
l a sale price may be manually set
Enter Discount Percentage

If the discount is to be calculated as a percentage of the price, check the 'Enter Discount
Percentage' option.
Price to Base Discount Calculation
This option will not appear if Non Inventory was selected as the type to discount.
Clicking in the box will show the drop down list box with the following options:
l Retail Price: The discount will be calculated on the inventory items' retail price.
l Our Price: The discount will be calculated on the inventory items' our price.

l Price Level A: The discount will be calculated on the inventory items' price level A.
l Price Level B: The discount will be calculated on the inventory items' price level B.
l Price Level C: The discount will be calculated on the inventory items' price level C.
l Customer Calculated Price: The discount will be calculated on the inventory price
level assigned to the customer account. If the customer is not assigned a specific
inventory price level, the discount will be calculated on the inventory items' our
price.
Note: The price the discount calculation will be based on is the price that will appear as
the Price in POS. If the price that normally appears in POS is Our Price but you have the
Retail Price selected to base the discount calculation on, then during the time of the sale
the Retail Price will appear in POS as the price and the discount will be calculated
accordingly.
Enter Discount Percentage for Calculating Sale Price

The discount percentage to use when calculating the sale price during the sale should be
entered in decimal format.
Select Sales Price Level
This option will not appear if Non Inventory was selected as the type to discount.
If the final sale price is to be based on a price level assigned to the inventory items, check
the 'Select Sales Price Level' option.
Select a Sales Price
Clicking in the box will show the drop down list box with the following options:
l Retail Price: The final sale price will be the Retail Price assigned to the inventory
items.
l Our Price: The final sale price will be the Our Price assigned to the inventory items.
l Price Level A: The final sale price will be the Price Level A assigned to the inventory
items.
l Price Level B: The final sale price will be the Price Level B assigned to the inventory
items.
l Price Level C: The final sale price will be the Price Level C assigned to the inventory
items.
Note: The price that will appear as the Price in POS is the normal price you have set to
appear (i.e. if Our Price always appears as the Price in POS, it will continue to appear).
The discount amount will then be the normal price less the price set at the pricing level
you selected as the sale price. The final sale price is the price set for the price level
selected for the sale.
Example: You typically have the Our Price appear as the selling price in POS. A gidget is
sold which has an Our Price of $25. A sale is going on which applies to the gidget. You
designated that Price Level A should be the sale price. Price Level A for a gidget is $19.95.
So, the regular price on the invoice for the gidget is $25. The discount is $5.05. The final
sales price is $19.95.
Enter Price
If you want to manually set the sale price for the item(s) on sale, check the 'Enter Price'
option.

Enter Price
Type the price you want to appear as the sale price in POS.
Note: The price that will appear as the Price in POS is the normal price you have set to
appear (i.e. if Our Price always appears as the Price in POS, it will continue to appear).
The discount amount will then be the normal price less the price set as the sale price. The
final sale price is the price set as the sale price.
Example: You typically have the Our Price appear as the selling price in POS. A gidget is
sold which has an Our Price of $25. A sale is going on which applies to the gidget. You
designated that the sale price should be $19.95. So, the regular price on the invoice for the
gidget is $25. The discount is $5.05. The final sales price is $19.95.
Proceed
Once the sale criteria has been selected, click the button in order flag the
applicable inventory. You will remain in "Establish Sale Parameters" allowing you to select
additional items for the sale, if necessary. Once you have completed selecting the items
for the sale, close the "Establish Sale Parameters" window.
If you wish to view the items selected for the sale, use "Maintain Sale Parameters" on the
Import
If you have a spreadsheet containing a list of the items to be marked for the sale, you may
import that spreadsheet to select the items. The items on the spreadsheet must be found
in your inventory file. The spreadsheet must contain two columns: column A must be the
sku or catalog number and column B must be the store location code. The first row of the
spreadsheet must contain the column headings, as this row will not be imported.
Prior to importing the spreadsheet, the sale date range and sale discount or sale price to
apply should be specified. When this has been done, click the button. You will
then select the spreadsheet to import and click the button. To verify that the
items on the spreadsheet were imported, use "Maintain Sale Parameters" on the Inventory
Maintenance menu.
Note: After importing the file you should not click the Proceed button or sales will be
established for the filters selected on the screen.
7.9.3 Remove Previous Sales Data

Once the sale is over, the 'Remove Previous Sales Data' tab should be used to clear the
sale file containing the items that were flagged to be discounted during the sale.
Type the applicable date in the 'Remove Previous Sales Data through, and including, this
Date' box. Click the button to continue with the removal. All sales data that is
marked with a sale date that is prior to or including this date will be removed from
"Maintain Sales Parameters" on the Inventory Maintenance menu.

7.10 Consignment & Purchase general overview
What is Consignment & Purchase?
Consignment & Purchase enables you to automate your consignment and resale business.
This includes managing: consigned items, purchased items, settlement with your
consignors, item returns, and more.
Entering and settling consignments and purchases

Batch mode
The batch consigning and batch purchasing options allow you to quickly and efficiently
receive into your inventory one or more items that you are consigning or purchasing
outright. For example, if a consignor drops off a bag of girls clothing, you can use the batch
function to add the entire bag at one time and automatically assign SKU numbers for the
items. You can then print labels for the items you added. Tri-Tech recommends using the
batch entry and purchase options if you are a consignment and resale store.
The batch settlement option allows you to quickly handle the settlement of multiple
consignor accounts at one time. You can then choose to print checks or apply credit to the
consignors' accounts for later purchases.
Legacy mode
AIMsi's legacy consignment and legacy purchase functions allow you to receive into your
inventory an item with an associated SKU and serial number. This is the traditional method
and preferred if, for example, you are a music store with established serial numbers for
specific items.
The legacy settlement option allows you to settle with one consignor at a time by entering
the consignor account number and printing a check, giving cash or a gift card, or applying
credit to the consignor's account for later purchases.
Editing and transferring consignments

Occasionally you may need to make changes to your consigned inventory or transfer
consigned inventory from one consignor to another. Both of these tasks are accomplished
with minimal steps in AIMsi.
Uploading your consignments

You may also take advantage of AIMsi's seamless integration with Active-e and upload
your consignment inventory to a website. From there your consignors can log in and view
the status of the inventory they have consigned with your store and their current balances.
Refunding consignment credits

In the event that you have settled with a consignor for store credit, and later the consignor
would like to receive that credit, or a partial amount of the credit, as cash, you can refund
the credit as cash, a check, or other form of payment.
Inventory categories
You can set up any number and type of inventory categories and subcategories that suit
your business needs. You will use these categories and subcategories to

l run inventory and sales reports,
l monitor your stock and how well certain categories are selling in your store(s), and
l perform searches of your inventory, for example, if a customer calls looking for a
certain brand or type of clothing.
You can also set up a list of common manufacturers, or brands, for your store that you can
select from when you receive inventory into AIMsi. This also allows you to easily search
AIMsi for certain items in your inventory, such as all Hanna Andersson dresses or all
Chicco toys.
Buyer fees
You can set up buyer fees to cover any administrative costs on the Consignment Buyer
Fees window. These fees are either a flat rate or percentage of the selling price added to
an item's selling price. For example, if you set up a flat rate buyer fee of $.50, and set the
price of a shirt at $5.00, the tag and receipt will show a price of $5.50 (to the buyer). In
AIMsi, the item's selling price is recorded as $5.00 with an additional buyer fee of $.50.
As you set up your buyer fees, you can determine if that number should be rounded up or
down, or always end in a specific number (for example, if you want all fees to end in 9,
such as $.49 or $.69). You can further define the fees by consignor, item type, and item
cost. If necessary, the established buyer fees can be overridden for individual items.
System variables for consignment

AIMsi uses system variables to determine how information is used and displayed.
Consignment & Purchase has a specific set of variables all beginning with the word
Consignment. Tri-Tech recommends reviewing these variables on the Application
Variables window and updating them as necessary for your business. Be sure to set up
the IndustryType variable (value Consignment) to include four consignment buttons on
the Main button bar for entering batch consignments, entering batch purchases, settling
consignments, and refunding deposits and credits.
7.10.1 Entering and receiving consignments

Enter consignments in batch mode
Enter consignments - quick complete
Enter consigned item details
Enter consignments (legacy mode)
7.10.1.1 Batch mode

Enter consignments in batch mode
Enter consignments - quick complete
Enter consigned item details

7.10.1.1.1 Enter consignments in batch mode
Use this procedure to receive one or more items into inventory on consignment without
manually assigning a SKU and serial number to the item. Tri-Technical Systems
recommends that consignment and resale stores always follow this procedure, regardless
of the number of items you are entering.
Refer to refer to Enter consignments - quick complete for abbreviated instructions on using
batch entry for your consignments.
Refer to Enter consignments for details on entering items into inventory with a SKU and
serial number using AIMsi's legacy consignment entry tool.
Example of use
One of your regular consignors comes into your store with a bag of girls clothing, some
toys, and several books. Rather than receiving them into inventory individually, you use
the batch mode to share certain details between items, such as the category or return
terms. This allows you to enter multiple items more efficiently by not re-entering common
information for each item.
Steps to complete
1. On the Modules menu, point to Inventory, then to Consignment & Purchase,
then click Enter Consignment (Batch Mode). The Pick Customer window
displays.
2. Search for or select a consignor and click Select. The Enter Consignment (Batch
Mode) window displays. If necessary, create a new consignor account.
3. Select a category and subcategory for the items in the Category and Sub
Category boxes.
4. Select a manufacturer in the Mfg box. This box is required. If you do not wish to
track a manufacturer, select Not Applicable.
Steps 5 - 10 are optional steps.
5. Verify and update the consignor fees in the Consignor % box or the or Fixed Fee
box if different from the default values.
6. Verify and update the expiration/return terms in the Return Code box.
7. Verify and update the expiration date, or date when the return terms will apply, in
the Exp Date box.
8. Verify and update the store location and consignor name in the Location and
Account boxes. Location must be changed before adding items to the Consigned
Items grid.
9. Verify and update the consignment date and reference number in the Date and Ref
boxes. Tri-Tech recommends you do not change the value in the Ref box.
10. Select the Pop Details Window During Add check box to display the Item
Details window for each item you add. Otherwise, items are added to the
Consigned Items grid without additional information.
11. Click Add. If the Item Details window displays (the check box is selected in step
10), enter applicable information and click Exit. The item is added to the Consigned
Items grid.

12. On the Enter Consignment (Batch Mode) window, repeat step 11 as many times
as needed. If changes are required to any of the information, repeat steps 3-11 as
needed.
At this point, you can save the consignment batch or complete one of the following.
13. Click View Details to view and update the item details of the highlighted item in
Consigned Items grid. You can also update item details directly in the grid.
14. Click Delete Item to remove a highlighted item in the Consigned Items grid.
Did you know? You can right-click in the Consigned Items grid to
display a menu of options applicable to steps 13 and 14 instead of
using the buttons.
To quickly enter today's date, press T on your keyboard. To quickly

back-date or forward-date by one day, use the Hyphen key (-) and
Equal key (=) on your keyboard (alternatively, use the Minus Sign
and Plus Sign keys on your keyboard number pad). To quickly back-
date or forward-date by one month, use the Page Up and Page
Down keys on your keyboard.
Save the consignment batch.
15. Optionally select the Print Labels when saved check box to print barcode
labels/inventory tags for the items in this batch.
16. Optionally select the Add Another Batch check box to remain on this window and
start a new batch, perhaps for a different consignor.
17. Click Save. The Select Output Destination window displays.
18. Select your desired output destination and click OK. The receipt is sent to print
selections.
7.10.1.1.2 Enter consignments - quick complete

Use this procedure to receive one or more items into inventory on consignment without
recommends that consignment and resale stores always follow this procedure, regardless
of the number of items you are entering.
Refer to Enter consignments in batch mode for more detailed instructions on using batch
entry for your consignments.
Refer to Enter consignments for details on entering items into inventory with a SKU and
serial number using AIMsi's legacy consignment entry tool.
Steps to complete
Prerequisites: Set the IndustryType system variable to Consignment. Set the
ConsignmentAddDetail system variable to N|N.
1. Click the Receive Batch Consignments button on the Main button bar. The Pick
Customer window displays.

2. Search for or select a consignor and click Select. The Enter Consignment (Batch
Mode) window displays.
3. Allow the boxes to default and click Add.
4. Add prices and change any other values as necessary directly in the Consigned
Items grid.
5. Select Print Labels When Saved.
6. Click Save.
7.10.1.1.3 Enter consigned item details

Use this procedure to add details about a consigned item you are entering into your
inventory, such as a size or manufacturer, on the Enter Consignment (Batch Mode)
window.
Steps to complete
Pop Details Use this procedure if you select the Pop Details Window During Add
check box on the Enter Consignment (Batch Mode) window.
1. On the Item Details window, select a category and subcategory in the Category
and Sub Cat boxes, if necessary.
2. Select a manufacturer in the Mfg box. This value is required.
3. Enter a description for the item in the Desc box.
4. Enter a model and serial number in the Model and Serial boxes, if necessary.
5. Enter the color and size information in the Color and Size boxes.
6. Select a selection code in the Sel Code box, if desired.
7. Enter the quantity you are receiving and indicate if the item is new or used in the
Qty/Code boxes.
8. Enter any applicable costs for the item(s) in the Cost, Freight, WCost, Retail,
Ourprice*, Min Price*, Price A, Price B, and Price C boxes.
*Values are required in the Ourprice and Min Price boxes.
9. If spiff will be applied to this item, enter that value in the Spiff box.
10. Enter the consignor percentage or fixed fee amount for the item in the Consignor %
and or Fixed Fee boxes.
11. Select the return method and item expiration date in the Rtn code box and Exp
Date box. This indicates what will happen to the merchandise if it does not sell after
the date indicated.
12. Enter any notes about the item in the Notes box. Press F6 to select a comment from
the comment catalog.
In the Consigned Items grid Use this procedure if you clear the Pop Details Window
During Add check box on the Enter Consignment (Batch Mode) window.
1. On the Enter Consignment (Batch Mode) window, click Add. A new line is added
to the Consigned Items grid.
2. Typing directly in the grid, enter the Quantity, Category and Subcategory,
Description, OurPrice and Min Price values, and the Manufacturer. These
values are required.
3. Optionally enter the Color, Size, and Serial number.

7.10.1.2 Legacy mode
Enter consignments (legacy mode)
7.10.1.2.1 Enter consignments

Use this procedure to receive an item into your consignment inventory with a SKU and
serial number (the item exists in your inventory).
Refer to Enter consignments in batch mode for instructions on entering one or more items
into your inventory without a SKU and serial number. Tri-Tech recommends that
consignment stores always use the batch method of consignment entry regardless of the
number of items you are entering.
Steps to complete
then click Enter Consignment. The Pick Customer window displays.
2. Search for or select a consignor and click Select. The Enter Consignment window
displays. If necessary, create a new consignor account.
3. Verify and update, if necessary, the consignor, store location, and consignment
date in the Account, Location, and Date boxes.
4. Enter a valid serialized SKU for this item in the SKU box. You can optionally press
F6 to search for and select a serialized SKU on the Select SKU window.
Note: You must use a serialized SKU to enter consignments and it may be a reusable
SKU. If a SKU is not already set up to use, create one on the Enter New Inventory
window.
5. Enter a serial number in the Serial# box or click ISI to automatically generate a
serial number.
6. Indicate if the item is new or used on the Code box.
7. If desired, enter a stock number and selection code in the Stock# and Sel Code
boxes. These values are for reference only.
8. Change any of the cost boxes, if necessary. These boxes automatically populate
with information based on the SKU you selected in step 5.
9. Update the commission amount for this item in the Spiff box, if necessary.
10. Select Percentage or Dollar and enter a consignor fee percentage or a consignor
fee flat rate in the Consign Amt boxes.
11. If this item has a warranty period, enter the number of months in the Warranty
box.
12. Select the Retain Info check box if you want to add additional items without
changing the values you've entered in steps 3-11.
13. Enter any notes for the consignment item in the Notes box to print on the
consignment receipt. You can optionally press F6 and select a catalog comment
from the Select Comment window.
14. Click Add.
15. Repeat steps 3-15 as necessary for each item you are receiving into your inventory.
If you selected the Retain Info check box in step 12, the majority of values you

entered in steps 3-11 are saved until you change them. If this is true, simply enter
a new serial number and repeat step 14 as many times as necessary.
16. Optionally select the Print Label When Saved check box to print barcode
labels/inventory tags for the items.
selections.
7.10.1.3 Windows
7.10.1.3.1 Enter Consignment (Batch Mode) window

Purpose
Use this window to receive one or more items into your consignment inventory without
recommends that consignment stores always follow this procedure, regardless of the
number of items you are entering.

l Click the Receive Batch Consignment button on the Main button bar (system
variable must be set to Consignment).
l On the Modules menu, point to Inventory, then to Consignment & Purchase,
then click Enter Consignment (Batch Mode).
l Use the keyboard shortcut Alt, M, I, C, C.
Diagram
The following diagram illustrates the Enter Consignment (Batch Mode) window.

Item descriptions
Fields and boxes
Item Description
Category Select a category for the item, such as furniture or toys.
You can right-click in this box and select Clear Category to clear
the selection in this box and the Sub Category box.
The options available in this box are set up on the Inventory
Categories window.
Sub Category Select a subcategory for the item, such as sofa or puzzle.
You can right-click in this box and select Clear Sub Category to
clear the selection in this box.
The options in this box are set up on the Edit Sub Categories
window.
Mfg Select a manufacturer for the item, such as Herman Miller or Fisher
Price. This box is required.
The options in this box are set up on the Establish Manufacturers
and Publishers window. If you do not wish to track a
manufacturer, set the default value to Not Applicable.
Consignor % Select a consignor fee percentage to apply to this inventory, if
different from the default value set up on the Consignment Buyer
Fees window. If a percentage and a fixed fee are entered, AIMsi
applies the fixed fee to the items in the batch.
or Fixed Fee Enter a fixed consignor fee to apply to this inventory, if different
from the default value set up on the Consignment Buyer Fees
window.
Pop Details Window Select this check box to display the Item Detail window for each
During Add item you enter in batch mode. The Item Detail window displays
when you click Add.

Item Description
This check box may be selected by default depending on system
variable ConsignmentAddDetail.
Return Code Select a return option to use if the item has not sold before the date
in the Exp Date box.
The options in this box are set up on the Consignment Return
Codes window.
Exp Date Enter the date when Return Code value will be applied to the item
if it has not sold.
and Plus Sign keys on your keyboard number pad). To quickly
back-date or forward-date by one month, use the Page Up and
Page Down keys on your keyboard.
This box supports F6 functionality; the Choose Date window opens.
(location) Select a location to apply to this consignment batch, if different from
the default. This box is unavailable once inventory is added to the
batch.
(account) Displays the customer name selected on the Pick Customer
window. Click to view the account name, address, and other
demographic information including phone numbers and email. Right-
click in this box to copy the email address information to the
clipboard.
Date Displays the current date. This value may be changed if necessary.
Ref Displays the automatically generated reference number based on
system variable NextInvoice. This number may be changed, but
must not duplicate any other reference number.
Note: Tri-Tech does not recommend changing this number.
Consigned Items grid To update information in the grid you can click directly into the
grid and make changes, highlight an item on the grid and click View Details, or highlight
an item then right click and click Item Details.
The columns in this grid can be added, removed, reordered, and resized on the
Consignment/Purchase Inventory Column Properties window.
Quantity Displays the number of this consignment item you are receiving into
inventory. Change this value as necessary by typing directly into the
grid.
Category Displays the category you selected for this consignment item.

Item Description
Change this value as necessary by clicking directly into the grid and
selecting a different category. This value is required.
Sub Category Displays the subcategory you selected for this consignment item.
selecting a different subcategory. This value is required.
Description Displays the description of the subcategory you selected for this
consignment item. Change this value as necessary by typing directly
into the grid. This value is required.
The default value here is determined by system variable
ConsignmentDesc.
Our Price Displays the selling price you entered for this consignment item on
the Item Detail window. Change this value as necessary by typing
directly into the grid. This value is required.
Min Price Displays the minimum price the item can be sold for as entered on
directly into the grid.
Color Displays the color you entered for the item on the Item Detail
window. Change this value as necessary by typing directly into the
grid.
Size Displays the size you entered for the item on the Item Detail
grid.
Manufacturer Displays the manufacturer you selected for this consignment item.
Change this value as necessary by typing directly into the grid. This
value is required.
Serial Displays the automatically generated serial number for the
consignment item.
Print Labels When Select this check box to automatically print labels for the items
Saved when you click Save.
Add Another Batch Select this check box to remain on this window and enter a new
batch of consignment inventory after you save the current batch.
Buttons
Item Description
Add Adds the consignment item to the Consigned Items grid. If the Pop Details
Window During Add check box is selected, the Item Detail window displays
first so that you can enter values for quantity, size, color, pricing, and so on,
before the item is added to the grid.
Save Saves your consignment batch.
View Highlight an item in the Consigned Items grid and click this button to display the
Details Item Detail window and view or change information about the item.
Delete Highlight an item in the Consigned Items grid and click this button to remove the
Item item from this consignment batch.

7.10.1.3.2 Enter Consignment window
Purpose
Use this window to receive an item into your consignment inventory with a SKU and serial
number.


then click Enter Consignment.
l Use the keyboard shortcut Alt, M, I, C, E.
Diagram
The following diagram illustrates the Enter Consignment window.
Item descriptions
Fields and boxes
Item Description
(account) Displays the customer name selected on the Pick Customer window.
Click to view the account name, address, and other demographic
information including phone numbers and email. Right-click in this box
to copy the email address information to the clipboard.
(location) Select a location to apply to this consignment item, if different from the
default. This box is unavailable once inventory is added.
system variable NextInvoice. This number may be changed, but must
not duplicate any other reference number.

Item Description
(date) Displays the current date. This value may be changed if necessary.
date or forward-date by one month, use the Page Up and Page Down
keys on your keyboard.
SKU Enter a valid serialized SKU for this item. SKUs are set up on the Enter
New Inventory window. This may be a unique SKU or a reusable SKU,
but must be serialized and must be valid for the selected location.
This box supports F6 functionality; the Select SKU window opens.
Serial# Enter the serial number for the item. This value will be automatically
entered if the system variable ConsignmentAutoSelectSerial is set to
Yes.
Serial numbers can include up to 15 alpha-numeric characters. If you
cannot identify a serial number, click ISI to create an in-store item
number.
Tri-Tech recommends using only standard alpha-numeric characters to
create serial numbers and not a mix of standard characters and special
characters (such as: -, / and \, *, and spaces).
Code Select a code to indicate if the item is new or used.
Stock# Enter any other identification number you use for your serialized
inventory. This value is not required and is for your reference only.
Sel Code Select a selection code to further identify your inventory. This value is
not required and is for your reference only. The options in this box are
set up on the Enter Selection Codes window.
Cost Enter the value you are assigning to the item.
Freight Enter the cost of freight for this item, if applicable. This value will be
automatically entered based on how the SKU is set up, but can be
changed as necessary.
Freight cost is for reference only and does not affect general ledger.
The actual freight cost of the item will be expensed through accounts
payable.
Wghtd Cost Enter the weighted cost of the item. This value will be automatically
entered (Cost + Freight) if the system variable ReceiveWCost is set
to Yes.
Weighted cost is for reference and reporting only and does not affect
accounting.
Retail Enter the manufacturer's suggested retail price for the item, if
applicable.
This value will be automatically entered based on how the SKU is set
up, but can be changed as necessary.
This box supports F6 functionality; the Calculate New Price window

Item Description
opens.
Ourprice Enter your selling price for the item. This value will be automatically
entered based on how the SKU is set up, but can be changed as
necessary. This value is the selling cost during a point of sale
transaction unless the workstation, customer account, or store sales
override this value.
opens.
Min Price Enter the minimum price the item can be sold for. This value will be
opens.
Price A Enter the Price A value for this item. This value will be automatically
necessary.
opens.
Price B Enter the Price B value for this item. This value will be automatically
necessary.
opens.
Price C Enter the Price C value for this item. This value will be automatically
necessary.
opens.
Spiff If the item has additional selling incentives associated with it, enter
that value here. This value is included in sales reports for you to
accurately calculate commission.
Options for consignor fees
l Percentage Select one of these options to indicate if the consignor fees in the
l Dollar Consign Amt boxes should be calculated based on a percentage or a
fixed dollar amount.
Consign Amt Enter the consignment fees for the item. If the fee is a percentage of
the selling cost, enter that value in the first box. If it the fee is a flat
rate, enter that value in the second box.
Warranty Enter the number of months this item will be under warranty.
Retain Info Select this check box to retain the information entered in the above
boxes and enter a new consignment item with a new serial number.
Consigned Item grid
Serial# Displays the serial number entered for the item in the Serial# box
above.

Item Description
Description Displays the description of the item from the Select SKU window.
Consign Amt Displays the amount assigned to this item in the Consign Amt boxes.
Notes Enter any notes about this item that will print on the receipt.
This box supports F6 functionality; the Select Comment window
opens.
Total Consign Displays the total consignor fee for the items added to the Consigned
Amt Item grid. This value increases as items are added.
Print Label When Select this check box to automatically print labels for the items when
Saved you click Save.
Buttons
Item Description
ISI Creates an in-store item number to use as the serial number. In-store item
numbers use the following format: ISI999999999999. The next available ISI
number is determined by system variable NextISINumber and all 12 numeric
positions may not display. For example, ISI1049.
Tri-Tech recommends generating an ISI number only when you are unable to
AutoPrice Uses system variable AutoPrice to calculate the Ourprice, Min Price, and
Price A/B/C values.
Save Saves the items as part of your inventory and generates the receipt(s) and
labels, if selected to print.
Add Adds the consignment item to the Consigned Item grid. As items are added, the
Total Consign Amt value increases.
Change Populates the boxes on the window with the information for the highlighted
item in the Consigned Item grid.
Delete Removes the highlighted item from the Consigned Item grid.
7.10.1.3.3 Item Details window

Purpose
Use this window to enter details about the consignment item(s) you are entering into your
inventory in batch mode.

On the Enter Consignment (Batch Mode) window, select the Pop Details Window
During Add check box and click Add.
Diagram
The following diagram illustrates the Item Details window.

Item descriptions
Fields and boxes
Item Description
The options available in this box are set up on the Inventory Categories
window.
Sub Cat Select a subcategory for the item, such as sofa or puzzle.
The options in this box are set up on the Edit Sub Categories window.
Mfg Select a manufacturer for the item, such as Herman Miller or Fisher Price. This
box is required.
The options in this box are set up on the Establish Manufacturers and
Publishers window. If you do not wish to track a manufacturer, set the
default value to Not Applicable.
Desc Displays the description of the subcategory you selected for this consignment
item. Change this value as necessary. This value is required.
The default value here is determined by system variable ConsignmentDesc.
Model Enter the alpha-numeric model of the consignment item.
Tri-Tech recommends using only standard alpha-numeric characters to create
model numbers and not a mix of standard characters and special characters
(such as: -, / and \, *, and spaces).
Serial Enter the serial number for the item. This value will be automatically entered if
the system variable ConsignmentAutoSelectSerial is set to Yes.
Serial numbers can include up to 15 alpha-numeric characters.
Tri-Tech recommends using only standard alpha-numeric characters to create
serial numbers and not a mix of standard characters and special characters
(such as: -, / and \, *, and spaces).
Color Enter the color of the item you are receiving into your consignment inventory,
if applicable.

Item Description
Size Enter the size of the item you are receiving into your consignment inventory, if
applicable.
Sel Code Select a selection code to further identify your inventory. This value is not
required and is for your reference only. The options in this box are set up on
the Enter Selection Codes window.
Qty/Code Enter the number of items you are receiving into your consignment inventory
in the first box. Select a code to indicate if the item is new or used in the
second box.
automatically entered based on how the SKU is set up, but can be changed as
necessary.
Freight cost is for reference only and does not affect general ledger. The actual
freight cost of the item will be expensed through accounts payable.
WCost Enter the weighted cost of the item. This value will be automatically entered
(Cost + Freight) if the system variable ReceiveWCost is set to Yes.
accounting.
Retail Enter the manufacturer's suggested retail price for the item, if applicable.
This box supports F6 functionality; the Calculate New Price window opens.
Ourprice Enter your selling price for the item. This value will be automatically entered
based on how the SKU is set up, but can be changed as necessary. This value is
the selling cost during a point of sale transaction unless the workstation,
customer account, or store sales override this value.
Min Price Enter the minimum price the item can be sold for.
Price A Enter the Price A value for this item. This value will be automatically entered
based on how the SKU is set up, but can be changed as necessary.
Price B Enter the Price B value for this item.
Price C Enter the Price C value for this item.
Spiff If the item has additional selling incentives associated with it, enter that value
here. This value is included in sales reports for you to accurately calculate
commission.
Consignor Select a consignor fee percentage to apply to this inventory, if different from
% the default value set up on the Consignment Buyer Fees window. If a
percentage and a fixed fee are entered, AIMsi applies the fixed fee to the
items in the batch.
or Fixed Enter a fixed consignor fee to apply to this inventory, if different from the

Item Description
Fee default value set up on the Consignment Buyer Fees window.
Rtn code Select a return option to use if the item has not sold before the date in the Exp
Date box.
The options in this box are set up on the Consignment Return Codes
window.
Exp Date Enter the date when Return Code value will be applied to the item if it has not
sold.
To quickly enter today's date, press T on your keyboard. To quickly back-date
or forward-date by one day, use the Hyphen key (-) and Equal key (=) on
your keyboard (alternatively, use the Minus Sign and Plus Sign keys on your
keyboard number pad). To quickly back-date or forward-date by one month,
use the Page Up and Page Down keys on your keyboard.
(notes) Enter any notes about this item that will print on the receipt.
This box supports F6 functionality; the Select Comment window opens.
Buttons
Item Description
Exit Saves your changes and returns to the previous window.
7.10.1.3.4 Select SKU window

Purpose
Use this window to select a serialized SKU for the consigned item you are entering into
your inventory.

Press F6 in the SKU box on the Enter Consignment window.
Diagram
The following diagram illustrates the Select SKU window.

Item descriptions
Fields and boxes
Item Description
Look for SKU Select a customer name and click this button to open the next window
and populate it with information for the customer.
SKU grid
SKU Displays available SKUs. Click the column heading to sort the grid in
ascending or descending order by SKU.
Mfg Displays the manufacturer or publisher associated with the SKU. Click
the column heading to sort the grid in ascending or descending order by
manufacturer.
Model Displays the model associated with the SKU. Click the column heading to
sort the grid in ascending or descending order by model.
Desc Displays the description of the SKU. Click the column heading to sort the
grid in ascending or descending order by description.
Color Displays the color of the item, if entered. Click the column heading to
sort the grid in ascending or descending order by color.
Size Displays the size of the item, if entered. Click the column heading to sort
the grid in ascending or descending order by size.
Location Displays the name of the location of the item. Click the column heading
to sort the grid in ascending or descending order by location.

Item Description
Qty Displays the quantity available for the SKU. Click the column heading to
sort the grid in ascending or descending order by quantity.
Options to show SKUs
l Show All Select one of these options to filter the SKUs that display in the grid
l Only above.
Reusable
Skus
l Only
Reusable
Skus with
0 Qty
l Only
Assembly
kit Skus
Buttons
Item Description
Add Displays the Enter New Inventory window where you can create a new SKU.
Edit Displays the Edit One-Off Inventory window where you can edit a reusable
SKU.
Select Select a SKU and click this button to populate the prior window with information
related to the SKU.
Cancel Exits the window.
7.10.2 Entering and receiving purchases

Enter purchases in batch mode
Enter purchases - quick complete
Enter purchases (legacy mode)
Enter payments for purchases, refunds, or other transactions
7.10.2.1 Batch mode

Enter purchases in batch mode
Enter purchases - quick complete

7.10.2.1.1 Enter purchases in batch mode
Use this procedure to receive one or more items into inventory that you purchased outright
without manually assigning a SKU and serial number to the item. Tri-Tech recommends
that consignment and resale stores always follow this procedure, regardless of the number
of items you are entering.
Refer to refer to Enter purchases - quick complete for abbreviated instructions on using
batch entry for your purchases.
Refer to Enter purchases for details on entering items into inventory with a SKU and serial
number using AIMsi's legacy purchase entry tool.
Example of use
One of your regular customers comes into your store with a bag of girls clothing that she
wants to sell to you as a group of items rather than sell each item individually on
consignment. To quickly enter the group of items, you use the batch mode to share certain
details between the items, such as the category or manufacturer. This allows you to enter
multiple items more efficiently by not re-entering common information.
Steps to complete
then click Enter Purchase (Batch Mode). The Pick Customer window displays.
2. Search for or select a customer and click Select. The Enter Purchase (Batch
Mode) window displays. If necessary, create a new customer account.
3. Select a category and subcategory for the items in the Category and Sub
Category boxes.
4. Select a manufacturer in the Mfg box. This box is required. If you do not wish to
track a manufacturer, select Not Applicable.
Steps 5 - 7 are optional steps.
5. Verify and update the store location and customer name in the Location and
Account boxes.
6. Verify and update the purchase date and reference number in the Date and Ref
boxes.
7. If desired, select the Pop Details Window During Add check box to display the
Item Details window for each item you add. Otherwise, items are added to the
Purchased Items grid without additional information.
8. Click Add. If the Item Details window displays (the check box is selected in step
7), enter applicable information and click Exit. The item is added to the Purchased
Items grid.
9. On the Enter Purchase (Batch Mode) window, repeat steps 3-8 as needed.
At this point, you can save the purchase batch or complete one of the following.
10. Click View Details to view and update the item details of the highlighted item in
Purchased Items grid. You can also update item details directly in the grid.
11. Click Delete Item to remove a highlighted item from the Purchased Items grid.
Did you know? You can right-click in the Purchased Items grid to

display a menu of options applicable to steps 10 and 11 instead of
using the buttons.

Save the batch.
12. Optionally select the Print Labels when saved check box to print barcode
labels/inventory tags for the items in this batch.
13. Optionally select the Add Another Batch check box to remain on this window and
start a new batch, perhaps for a different customer.
14. Click Save. The Return Payments window displays where you can enter your
payments to the customer.
7.10.2.1.2 Enter purchases - quick complete

Use this procedure to receive one or more items into inventory that you purchased outright
without manually assigning a SKU and serial number to the item. Tri-Tech recommends
that consignment and resale stores always follow this procedure, regardless of the number
of items you are entering.
Refer to Enter purchases in batch mode or more detailed instructions on using batch entry
for your consignments.
Refer to Enter purchases for details on entering items into inventory with a SKU and serial
number using AIMsi's legacy consignment entry tool.
Steps to complete
Prerequisites: Set the system variable to Consignment. Set the ConsignmentAddDetail
system variable to N|N.
1. Click the Receive Batch Purchase button on the Main button bar. The Pick
Customer window displays.
2. Search for or select a customer and click Select. The Enter Purchase (Batch
3. Allow the boxes to default and click Add.
4. Add prices and change any other values as necessary directly in the Purchased
Items grid.
5. Select Print Labels When Saved.
6. Click Save.

7.10.2.1.3 Enter payments for purchases, refunds, or other
transactions
Use this procedure when you are purchasing items from a customer to sell in your store or
to refund any outstanding balances, returns, or credits on a customer account. After you
enter the items on one of the following windows and click Save, you will be prompted to
enter and post payments.

l Refund Deposit/Credit window
l Layaway Return window
Example of use (For consignment and resale stores)

wants to sell to you rather than sell each item individually on consignment. You enter a
standard purchase or batch purchase for the items and complete the purchase on the
Return Payments window. You have offered to pay her cash for some of the items and
give store credit for the remaining items.
Steps to complete
1. On the Return Payments window, enter the amount you are paying the customer
in the Amount box. This may be all or a portion of the Total To Return.
2. Select a method of payment in the Method box.
3. Enter a payment reference number in the Reference box, if necessary.
4. Click Add.
5. Repeat steps 1-4 as necessary, for example, if you're paying a portion of the total
by check and a portion by cash.
6. Click Post. If you are giving the customer/consignor cash, the cash drawer will
open. Otherwise, a check will print, a credit invoice will be added to the
customer/consignor's account, or you will be able to create a gift card.

Enter purchases (legacy mode)
7.10.2.2.1 Enter purchases

Use this procedure to receive an item that you purchased outright from a customer into
your consignment inventory with a SKU and serial number.

Refer to Enter purchases in batch mode for instructions on entering one or more items into
your inventory without a SKU and serial number.
Steps to complete
then click Enter Purchase. The Pick Customer window displays.
2. Search for or select a customer and click Select. The Enter Purchase window
displays.
3. Verify and update, if necessary, the customer, store location, and purchase date in
the Account, Location, and Date boxes.
4. Enter a valid serialized SKU for this item in the SKU box. You can optionally press
F6 to search for and select a serialized SKU on the Select SKU window.
Note: You must use a serialized SKU to enter purchases and it may be a reusable SKU. If
a SKU is not already set up to use, create one on the Enter New Inventory window.
5. Enter a serial number in the Serial# box or click ISI to automatically generate a
serial number.
6. Indicate if the item is new or used on the Code box.
7. If desired, enter a stock number and selection code in the Stock# and Sel Code
boxes. These values are for reference only.
8. Change any of the cost boxes, if necessary. These boxes automatically populate
with information based on the SKU you selected in step 4 but determine what you
will pay the consignor. Be sure they are set up accurately.
9. Update the commission amount for this item in the Spiff box, if necessary.
10. If this item has a warranty period, enter the number of months in the Warranty
box.
11. Select the Retain Info check box if you want to add additional items without
changing the values you've entered in steps 3-10.
12. If this item will be part of your lease pool, select the Lease Pool check box and
optionally enter the tax or book deprecation schedule in the Tax Depr or Book
Depr boxes.
13. Enter any notes for the purchased item in the Notes box to print on the purchase
receipt. You can optionally press F6 and select a catalog comment from the Select
Comment window.
14. Click Add.
15. Repeat steps 3-14 as necessary for each item you are purchasing. If you selected
the Retain Info check box in step 11, the majority of values you entered in in steps
3-10 are saved until you change them. If this is true, simply enter a new serial
number and repeat step 14 as many times as necessary.
16. Optionally select the Print Label When Saved check box to print barcode
labels/inventory tags for the items.


transactions


Steps to complete
4. Click Add.
7.10.2.3 Windows
7.10.2.3.1 Enter Purchase (Batch Mode) window

Purpose
Use this window to receive a group of items you purchased outright into your inventory.

l Click the Receive Batch Purchase button on the Main button bar (system variable
IndustryType must be set to Consignment).
then click Enter Purchase (Batch Mode).
l Use the keyboard shortcut Alt, M, I, C, P.
Diagram
The following diagram illustrates the Enter Purchase (Batch Mode) window.
Item descriptions
Fields and boxes
Item Description
You can right-click in this box and select Clear Category to clear
the selection in this box and the Sub Category box.
The options available in this box are set up on the Inventory
Categories window.
Sub Cat Select a subcategory for the item, such as sofa or puzzle.
You can right-click in this box and select Clear Sub Category to
clear the selection in this box.
The options in this box are set up on the Edit Sub Categories
window.
Mfg Select a manufacturer for the item, such as Herman Miller or Fisher
Price.
The options in this box are set up on the Establish Manufacturers
and Publishers window. If you do not wish to track a

Item Description
manufacturer, set the default value to Not Applicable.
Pop Details Window Select this check box to display the Item Detail window for each
During Add item you enter in batch mode. The Item Detail window displays
when you click Add.
(location) Select a location to apply to this purchase batch, if different from the
default. This box is unavailable once inventory is added to the batch.
(account) Displays the customer name selected on the Pick Customer
window. Click to view the account name, address, and other
demographic information including phone numbers and email. Right-
click in this box to copy the email address information to the
clipboard.
system variable NextInvoice. This number may be optionally
changed, but must not duplicate any other reference number.
Purchased Items grid To update information in the grid you can click directly into the grid
and make changes, highlight an item on the grid and click View Details, or highlight an
item then right click and click Item Details.
The columns in this grid can be added, removed, reordered, and resized on the
Consignment/Purchase Inventory Column Properties window.
Quantity Displays the number of this item you purchased and are receiving
into inventory. Change this value as necessary by typing directly into
the grid.
Category Displays the category you selected for this purchased item. Change
this value as necessary by clicking directly into the grid and
selecting a different category. This value is required.
Sub Category Displays the subcategory you selected for this purchased item.
selecting a different subcategory. This value is required.
Description Displays the description of the subcategory you selected for this
purchased item, if system variable ConsignmentDesc is set to Y.
Otherwise, this column is blank by default. Change this value as
necessary by typing directly into the grid. This value is required.
Our Price Displays the selling price you entered for this purchased item on the
Item Detail window. Change this value as necessary by typing
directly into the grid. This value is required.

Item Description
Min Price Displays the minimum price the item can be sold for as entered on
directly into the grid.
Color Displays the color you entered for the item on the Item Detail
grid.
Size Displays the size you entered for the item on the Item Detail
grid.
Manufacturer Displays the manufacturer you selected for this purchased item.
Change this value as necessary by typing directly into the grid. This
value is required.
Serial Displays the automatically generated serial number for the
purchased item.
Print Labels When Select this check box to automatically print labels for the items when
Saved you click Save.
Add Another Batch Select this check box to remain on this window and enter a new
batch of purchased inventory after you save the current batch.
Buttons
Item Descripton
Add Adds the purchased item to the Purchased Items grid. If the Pop Details
Window During Add check box is selected, the Item Detail window displays
first so that you can enter values for quantity, size, color, pricing, and so on,
before the item is added to the grid.
Save Saves your purchase batch and displays the Return Payments window.
View Highlight an item in the Purchased Items grid and click this button to display the
Details Item Detail window and view or change information about the item.
Delete Highlight an item in the Purchased Items grid and click this button to remove the
Item item from this purchase batch.
7.10.2.3.2 Enter Purchase window

Purpose
Use this window to receive an item that you purchased outright from a customer into your
consignment inventory with a SKU and serial number.


then click Enter Purchase.
l Use the keyboard shortcut Alt, M, I, C, N.

Diagram
The following diagram illustrates the Enter Purchase window.
Item descriptions
Fields and boxes
Item Description
information including phone numbers and email. Right-click in this box to
copy the email address information to the clipboard.
(location) Select a location to apply to this purchased item, if different from the
default. This box is unavailable once inventory is added.
Ref Displays the automatically generated reference number based on system
variable NextInvoice. This number may be changed, but must not
duplicate any other reference number.
(date) Displays the current date. This value may be changed if necessary.
Equal key (=) on your keyboard (alternatively, use the Minus Sign and
Plus Sign keys on your keyboard number pad). To quickly back-date or
forward-date by one month, use the Page Up and Page Down keys on
your keyboard.
SKU Enter a valid serialized SKU for this item. SKUs are set up on the Enter
New Inventory window. This may be a unique SKU or a reusable SKU,
but must be serialized and must be valid for the selected location.
This box supports F6 functionality; the Select SKU window opens.

Item Description
Serial# Enter the serial number for the item. This value will be automatically
entered if the system variable ConsignmentAutoSelectSerial is set to
Yes.
Serial numbers can include up to 15 alpha-numeric characters. If you
cannot identify a serial number, click ISI to create an in-store item
number.
Tri-Tech recommends using only standard alpha-numeric characters to
create serial numbers and not a mix of standard characters and special
characters (such as: -, / and \, *, and spaces).
Code Select a code to indicate if the item is new or used.
Stock# Enter any other identification number you use for your serialized
inventory. This value is not required and is for your reference only.
Sel Code Select a selection code to further identify your inventory. This value is
not required and is for your reference only. The options in this box are
set up on the Enter Selection Codes window.
Freight cost is for reference only and does not affect general ledger. The
actual freight cost of the item will be expensed through accounts
payable.
WCost Enter the weighted cost of the item. This value will be automatically
entered (Cost + Freight) if the system variable ReceiveWCost is set to
Yes.
accounting.
Retail Enter the manufacturer's suggested retail price for the item, if
applicable.
This value will be automatically entered based on how the SKU is set up,
but can be changed as necessary.
opens.
Ourprice Enter your selling price for the item. This value will be automatically
necessary. This value is the selling cost during a point of sale transaction
unless the workstation, customer account, or store sales override this
value.
opens.
Min Price Enter the minimum price the item can be sold for. This value will be

Item Description
opens.
Price A Enter the Price A value for this item. This value will be automatically
necessary.
opens.
Price B Enter the Price B value for this item. This value will be automatically
necessary.
opens.
Price C Enter the Price C value for this item. This value will be automatically
necessary.
opens.
Spiff If the item has additional selling incentives associated with it, enter that
value here. This value is included in sales reports for you to accurately
calculate commission.
Warranty Enter the number of months this item will be under warranty.
Retain Info Select this check box to retain the information entered in the above
boxes and enter a new item with a new serial number.
Purchased Item grid
Serial# Displays the serial number entered for the item in the Serial# box
above.
Description Displays the description of the item from the Select SKU window.
Cost Displays the amount assigned to this item in the Cost box.
Lease Pool Select this check box to include the purchased item in your lease pool.
Tax Depr This box is available for items marked as part of your lease pool. If the
item will follow a tax deprecation schedule, select that schedule from
this box. For more information on tax deprecation schedules, refer to
Deprecation Schedules.
Book Depr This box is available for items marked as part of your lease pool. If the
item will follow a book deprecation schedule, select that schedule from
this box. For more information on book deprecation schedules, refer to
Deprecation Schedules.
Notes Enter any notes about this item that will print on the receipt.
Total Cost Displays the total fee for the items added to the Purchased Item grid.
This value increases as items are added.
Print Label Select this check box to automatically print labels for the items when you
When Saved click Save.
Print Quantity Enter the number of labels to print when you click Save.

Buttons
Item Description
ISI Creates an in-store item number to use as the serial number. In-store item
numbers use the following format: ISI999999999999. The next available ISI
number is determined by system variable and all 12 numeric positions may not
display. For example, ISI1049.
Tri-Tech recommends generating an ISI number only when you are unable to
AutoPrice Uses system variable AutoPrice to calculate the Ourprice, Min Price, and
Price A/B/C values.
Save Saves the items as part of your inventory and generates the receipt(s) and
labels, if selected to print. The Return Payments window displays.
Add Adds the purchased item to the Purchased Item grid. As items are added, the
Total Consign Amt value increases.
Change Populates the boxes on the window with the information for the highlighted
item in the Purchased Item grid.
Delete Removes the highlighted item from the Purchased Item grid.
7.10.2.3.3 Return Payments window

Purpose
Use this window to pay a customer for items you are purchasing outright to sell in your
store, for items the customer is returning, or to settle with a consignor.

This window automatically displays when you click Save on the following windows.

l Settle Consignments window
Diagram
The following diagram illustrates the Return Payments window.

Item descriptions
Fields and boxes
Item Description
Amount Displays the amount owed to the customer based on the items entered or
selected on the previous window. Change this value to the amount you are
paying the customer using one of the payment methods.
Method Select a payment method, such as cash or company check.
Return payment methods are set up on the Return Payment Categories
window.
Reference Enter a payment reference number.
Total To Displays the total amount owed to the customer based on the items
Return entered on the previous window.
Balance Displays the remaining amount owed to the customer. This number
updates as you add payments.
Payment grid
Pay type Displays the payment method selected in the Method box.
Amount Displays the amount paid with that payment method.
Reference Displays the reference number used for the payment.
#
Buttons
Item Description
Add Adds the payment entered in the Amount, Method, and Reference boxes to the
Payment grid.
Delete Removes the payment entered in the Amount, Method, and Reference boxes
from the Payment grid.
Post Posts your payment.

7.10.3 Settling consignments
Settle consignments in batch mode
Settle consignments - quick complete
Settle consignments (legacy mode)
7.10.3.1 Batch mode

Settle consignments in batch mode
Settle consignments - quick complete
7.10.3.1.1 Settle consignments in batch mode

Use this procedure to settle with one or more consignors at one time for merchandise sold
by printing checks or applying credit to consignor accounts.
Refer to refer to Settle consignments - quick complete for abbreviated instructions on
using batch settlement for your consignments.
Refer to Settle consignments for details on settling with consignors using AIMsi's legacy
consignment settlement tool with the added options of settling with cash or gift cards.
Example of use
For your business needs, reviewing and settling with consignors monthly is the most time
and cost-efficient method of settlement. At the beginning of each month you access the
Settle Consignment (Batch Mode) window to review and settle with each consignor
who has sold inventory in your store in the past month. Using the batch mode allows you to
quickly settle with multiple consignors without accessing each consignor's account
individually.
Steps to complete
then click Settle Consignment (Batch Mode). The Settle Consignment (Batch
2. Verify and update, if necessary, the store location in the Loc box.
3. Enter the account number of the first consignor you are settling with in the Acct
box. You can also press F6 to search for and select the customer on the Pick
Customer window. Leave this box blank to search for all consignors that meet the
remaining search criteria (Loc, Sold Date, Rcvd Date).
4. Enter a range of dates in the Sold Date boxes to find consigned inventory sold
between those two dates. Leave this box blank to search for all sold inventory that
meets the remaining search criteria (Loc, Acct, Rcvd Date).

5. Enter a range of dates in the Rcvd Date boxes to find consigned inventory received
into your store inventory between those two dates. Leave this box blank to search
for all items received into inventory that meet the remaining search criteria (Loc,
Acct, Sold Date).
6. Select an option in the Check Category box to indicate where to record the
settlement in general ledger for those customers set up to receive a check during
the settlement process.
7. Select an option in the Credit Category box to indicate where to record the
settlement in general ledger for those customers set up to receive store credit
during the settlement process.
8. Verify and update, if necessary, the settlement date in the Date box.
9. If desired, select a consignor in the Consignor Account grid. The Consigned Items
grid displays the individual items consigned and sold for the selected consignor.
10. If desired, in the Consigned Items grid, select the items you want to pay the
consignor for.
11. Select the Save check box in the Consignor Account grid for each consignor you are
settling with.
12. Select the Print Receipts check box to print settlement receipts for the
consignors.
13. If you are printing checks, select the Print Check Number box to include the
payment check number on the receipts.
14. Click Save.
Did you know? You can right-click in the Consignor Account and
Consigned Items grids to display a menu of options that will select or
clear all or a group of items instead of selecting and clearing them
individually in steps 9 and 10.

7.10.3.1.2 Settle consignments - quick complete

Use this procedure to settle with one or more consignors at one time for merchandise sold.
Refer to Settle consignments in batch mode for more detailed instructions on using batch
settlement for your consignments.
Refer to Settle consignments for details on settling with consignors using AIMsi's legacy
consignment settlement tool.
Steps to complete
Prerequisites: Set the IndustryType system variable to Consignment. Set the
ConsignmentAddDetail system variable to N|N.

1. Click the Settle Batch Consignment button on the Main button bar. The Settle
Consignment (Batch Mode) window displays.
2. Click Refresh. The Consignor Account grid populates with all accounts with
unsettled consignment sales.
3. Click Save. Receipts and/or checks are printed for each open account.

Settle consignments (legacy mode)
7.10.3.2.1 Settle consignments

Use this procedure to settle with a consignor for merchandise sold.
Refer to Settle consignments in batch mode for details on settling with multiple consignors
at one time.
Steps to complete
then click Settle Consignment. The Pick Customer window displays.
2. Search for or select a customer and click Select. The Settle Consignment
window displays.
3. Verify and update, if necessary, the customer and store location in the Account and
Location boxes.
4. Verify and update, if necessary, the settlement date in the Date box.
5. Select the check boxes in the Select column of the Select Consigned Items grid for
each item you want to settle with the consignor.
6. If necessary, click in the Select Consigned Items grid to update the Consign % and
Consign Amt columns.
payments to the consignor.
Did you know? You can right-click in the Select Consigned Items
grid to select all consigned items or to clear all the Select check
boxes.


transactions


Steps to complete
4. Click Add.
7.10.3.3 Windows
7.10.3.3.1 Settle Consignment (Batch Mode) window

Purpose
Use this window to settle with one or more consignors for consigned merchandise that
sold.


l Click the Settle Batch Consignment button on the Main button bar (system
variable IndustryType must be set to Consignment).
then click Settle Consignment (Batch Mode).
l Use the keyboard shortcut Alt, M, I, C, S.
Diagram
The following diagram illustrates the Settle Consignment (Batch Mode) window.
Item descriptions
Fields and boxes
Item Description
Loc Select a location at which you want to settle with consignors, if different
from the default. This box is unavailable once inventory is added to the
batch.
Acct Enter the account number of the consignor you want to settle with or
leave this box blank to settle with multiple consignors.
Sold Date Enter a beginning date and ending date between which you want to find
sold consigned inventory.
your keyboard.
Rcvd Date Enter a beginning date and ending date between which you want to find
consigned items received into your inventory.

Item Description
your keyboard.
Check Category Select a check category to use to print checks, if necessary. The options
in this box are any return payment category set up with a Type value of
Print Check on the Return Payment Categories window.
Credit Category Select a credit category to use for the payment, if necessary. The options
in this box are any return payment category set up with a Type value of
Create Credit Invoice on the Return Payment Categories window.
Min Settle Enter the minimum settlement amount. For example, enter 1.00 here if
Amount you do not wish to settle with consignors for less than $1.00.
Date Enter the date you want to record the settlements with your consignors,
if different from today's date (the default value).
your keyboard.
Consignor Account grid
Save Select the check boxes in this column for each consignor you want to
settle with.
Acct Displays the account number of any account with sold inventory during
the specified date range.
Name Displays the name on the account that has sold inventory during the
specified date range.
Items Displays the number of items sold for that account during the specified
date range.
Sales Displays the total dollar amount sold for this consignor, including the
consignor fees.
Settle Amt Displays the amount owed to the consignor.
Payment Displays the payment type set up for the consignor. Click in the box to
change the type.
Processing Displays the amount to deduct from the consignor's payment if, for
Fee example you charge a certain amount to provide the customer with a
check for his or her sold merchandise. The value in this box is
determined by system variable ConsignmentProcessFeeCats.
Consigned Items grid
Serial Displays the serial number of each sold item.
Description Displays the description of each sold item.

Item Description
Rcvd Date Displays the date you received the item into your inventory.
Sold Date Displays the date the item sold.
Sold Price Displays the amount the item sold for.
Consign % Displays the consignor percentage amount of the sale the consignor
receives, if a percentage is used to calculate the consignor's earnings.
Consign Displays the dollar amount of the sale the consignor receives, if a flat
Amt rate is used to calculate the consignor's earnings.
Print Receipts Select this check box to print a receipt for each settlement/consignor.
Print Check Select this check box to print the number from the settlement check on
Number the receipt.
Buttons
Item Description
Refresh Click to redisplay the window with any results found for the location, account,
sold date, and/or received date criteria you entered.
Save Click to print the checks or apply store credit for the selected consignors.
7.10.3.3.2 Settle Consignment window

Purpose
Use this window to settle with a consignor for merchandise sold.


then click Settle Consignment.
l Use the keyboard shortcut Alt, M, I, C, T.
Diagram
The following diagram illustrates the Settle Consignment window.

Item descriptions
Fields and boxes
Item Description
Loc For accounting purposes, select the location this settlement will affect, if
your keyboard.
Ref# Displays the automatically generated reference number based on system
duplicate any other reference number.
Select Consigned Item grid

Select Select the check boxes in this column for each consigned item for which
you want to settle with the consignor.
Date Displays the date the consigned item was entered into your consignment
inventory.
Pur Date Displays the date the consigned item was sold.

Item Description
Sku/Serial Displays the SKU and serial number of the sold item.
Description Displays the description associated with the SKU.
Sold Price Displays the amount the item was sold for.
Consign % Displays the consignor fee (percentage or dollar) for the item. If
necessary, click in this column and change this value.
Consign Displays the amount owed to the consignor for the item. If necessary,
Amt click in the column and change this value.
Total Displays the total amount of all consigned and sold items for this
account.
Buttons
Item Description
Save Saves your selections and displays the Return Payments window.
Cancel Cancels any changes you've made since the last time you saved. This button
displays after you select a consigned item to settle.

Purpose


Diagram

Item descriptions
Fields and boxes
Item Description
window.
Payment grid
#
Buttons
Item Description
Payment grid.

7.10.4 Editing consignments
Edit consignments
7.10.4.1 Edit consignments

Use this procedure to change the information for one or more consigned items in your
inventory.
Steps to complete
then click Edit Consignment. The Pick Customer window displays.
2. Search for or select a customer and click Select. The Change Consignment
Price window displays.
3. Select one or more check boxes for the consigned items you want to edit.
4. Enter new values for the item(s) in the New Cost, New Price, New %, New Con
Amt, and New Exp Date boxes. You can update one or all of these boxes with new
values.
5. Select the Print New Receipt check box to print a new receipt for the selected
item(s).
6. Click Save. The values you entered in step 4 are applied to each item you selected
in the Consigned Item grid and the Select Output Destination window displays.
selections.
7.10.4.2 Windows
7.10.4.2.1 Change Consignment Price window

Purpose
Use this window to easily update the details of your consigned inventory items.


then click Edit Consignment.
l Use the keyboard shortcut Alt, M, I, C, D.
Diagram
The following diagram illustrates the Change Consignment Price window.
Item descriptions
Fields and boxes
Item Description
Consigned Item grid
Ref Displays the consignment reference number that was associated with the
item when you entered it into your consignment inventory.
Date Displays the date you entered the item into your consignment inventory.
Serial Displays the serial number assigned to the item when you entered it into
your inventory.
Description Displays the description associated with the serial number for the item.
Orig Cost Displays the cost you assigned to the item when you entered it into your
consignment inventory.
Orig Price Displays the Ourprice value you assigned to the item when you entered it
into your consignment inventory.
Orig % Displays the consignor fee percentage assigned to the item when you
entered it into your consignment inventory. Depending on how the item
was entered into inventory, the value in this column may be 0.00. A
value only displays in this column or the Orig Con Amt column, not
both.

Item Description
Orig Con Display the consignor fee flat rate assigned to the item when you entered
Amt it into your consignment inventory. Depending on how the item was
entered into inventory, the value in this column may be 0.00. A value
only displays in this column or the Orig % column, not both.
New Cost Enter a new Cost value for the item(s) selected in the Consigned Item
grid.
New Price Enter a new Ourprice value for the item(s) selected in the Consigned
Item grid.
New % Enter a new consignor fee percentage for the item(s) selected in the
Consigned Item grid.
New Con Amt Enter a new consignor flat fee for the item(s) selected in the Consigned
Item grid
New Exp Date Enter a new expiration date (date the item will be returned, donated,
disposed of, or retained) for the item(s) selected in the Consigned Item
grid.
your keyboard.
Print New Select this check box to print a new receipt for each changed
Receipt consignment item when you click Save.
Buttons
Item Description
Save Saves any changes you've made to consigned items. This button displays after
you select a consigned item to edit.
Cancel Cancels any changes you've made since the last time you saved. This button
displays after you select a consigned item to edit.
7.10.5 Uploading consignments

Upload consignments
Log in to myconsignorlogin

7.10.5.1 Upload consignments
Use this procedure to regularly upload your new and sold consignment inventory data to
the myconsignorlogin website (http://myconsignorlogin.com/account/login.php). This
allows your consignors to view the sold status of their consigned items and their balance
with your store.
Upload process
1. Establish an Active-e contract for your store.
2. Contact Tri-Tech Support to be setup on the myconsignorlogin website. Support will
provide you with your store number. Your store site on myconsiginor login can be
customized with your store branding and can include or exclude inventory details.
3. Set up the system variable ConsignmentWebsiteUserIDs with the store number
provided by support and your location ID(s).
4. For each consignor who will access myconsignorlogin, set up a user name and
password (up to 20 characters each) in the Consign User and Consign Pass
boxes on the Add/Change Customer window - Billing tab. Provide that
information to your consignors along with instructions on how to access
myconsignorlogin.
5. Upload your consigned inventory.
Steps to complete
Prerequisites: You must have an Active-e account and you must set up system variable
ConsginmentWebsiteUserIDs with a valid store identifier to complete this procedure.

then click Consignment Upload. The Export Consignor Files window displays.
2. Verify that the Upload files to myconsignorlogin after creation check box is
selected and click Create Files. A message displays indicating that all
consignment activity is uploaded to a server and will be processed in the
background. When the background processes complete, your consigned inventory
will be available on the myconsignorlogin website. Your consignors can log in to
myconsignorlogin with the user name and password you provided to view their
consigned items and current balance.
7.10.5.2 Log in to myconsignorlogin

Use this procedure to view the status of your consigned items and your outstanding
balance with your consignment store.
Steps to complete
1. Go to http://myconsignorlogin.com/account/login.php. The following image
represents this page.

2. Enter the Username and Password provided to you by your consignment store. If
you do not have a user name and password, please contact your consignment store
to request one.
3. Select your consignment store from the My Store drop-down.
4. Click Login. Your user page displays and lists the items you have consigned and your
store balance. The following image represents this page.
7.10.5.3 Windows

7.10.5.3.1 Export Consignor Files window
Purpose
Use this window to upload your consignment files to the myconsignorlogin website
(http://myconsignorlogin.com/account/login.php). This will enable your consignors to view
their consigned items (if you have requested to do so through Tri-Tech) and their current
balance.

You must be set up with a store site on the myconsignorlogin website and have set up the
ConsignmentWebsiteUserIds system variable to access this window.

then click Consignment Upload.
l Use the keyboard shortcut Alt, M, I, C, N.
Diagram
The following diagram illustrates the Export Consignor Files window.
Item descriptions
Fields and boxes
Item Description
Upload files to Select this check box to indicate that you want to upload your
myconsignorlogin consignment information to the myconsignorlogin website for
after creation access by your consignors.
Buttons
Item Description
Create Sends your files to a server for background processing before they are uploaded
Files to the myconsignorlogin website.
7.10.6 Transferring consignments

Transfer consignments

7.10.6.1 Transfer consignments
Use this procedure to transfer the items on a consignment invoice from one account to
another.
Example of use
Yesterday you entered 3 items into your consigned inventory for consignor Calvin Gregory.
However, you mistakenly selected consignor Colleen Gregory. Today you realized the
mistake and need to move the items from Colleen Gregory's account to Calvin Gregory's
account. To do that, you would follow the procedure below.
Steps to complete
then click Transfer Consignment. The Transfer Consignment Account window
displays.
2. Click From Account. The Pick Customer window displays.
3. Search for or select a customer and click Select. The Transfer Consignment
Account window redisplays.
4. Click Consignment. The Select Consignment window displays.
5. Highlight a consignment reference number in the Consignment Invoices grid.
6. Click Select. The Transfer Consignment Account window redisplays.
7. Click To Account. The Pick Customer window displays.
8. Search for and select a customer and click Select. The Transfer Consignment
Account window redisplays.
9. Click Save.
7.10.6.2 Windows
7.10.6.2.1 Transfer Consignment Account window

Purpose
Use this window to transfer the items on a consignment invoice from one account to
another.


then click Transfer Consignment.
l Use the keyboard shortcut Alt, M, I, C, R.
Diagram
The following diagram illustrates the Transfer Consignment Account window.

Item descriptions
Fields and boxes
Item Description
(From Displays the customer name selected on the Pick Customer window
Account) when you click From Account. This is the account record from which a
consignment invoice will be transferred. Click to view the account name,
address, and other demographic information including phone numbers
and email. Right-click in this box to copy the email address information to
the clipboard.
(Consignment) Displays the consignment reference number to transfer from From
Account to To Account.
(To Account) Displays the customer name selected on the Pick Customer window
when you click To Account. This is the account to which the consignment
invoice will be transferred. Click to view the account name, address, and
other demographic information including phone numbers and email.
Right-click in this box to copy the email address information to the
clipboard.
Buttons
Item Description
From Click to display the Pick Customer window and select the account from
Account which you want to transfer a consignment invoice.
Consignment Click to display the Select Consignment window and select the
consignment invoice you want to transfer to the new account.
To Account Click to display the Pick Customer window and select the account to which
you want to transfer the consignment invoice.
Save Transfers the items on the consignment invoice to the account in the To
Account box.

7.10.6.2.2 Select Consignment window
Purpose
Use this window to select the consignment invoice to transfer from one account to another.

Click Consignment on the Transfer Consignment Account window.
Diagram
The following diagram illustrates the Select Consignment window.
Item descriptions
Fields and boxes
Item Description
Look for Enter a specific reference number. The grid automatically moves to
reference numbers matching the value as you type.
Consignment Invoices grid
Ref Displays the consignment reference numbers associated with this
Number consignor account selected in the From Account box on the Transfer
Consignment Account window.
Date Displays the date the consignment invoices were entered into your
inventory.
Consigned Items grid
Ref Displays the consignment reference number the consigned item is
Number associated with.

Item Description
SKU/Serial Displays the SKU or serial number of the consigned items associated
with the reference number highlighted in the Consignment Invoices grid.
Description Displays the description for each SKU/serial number associated with the
reference number highlighted in the Consignment Invoices grid.
Price Displays the Ourprice value entered when the item was entered into your
consignment inventory.
Buttons
Item Description
Select Adds the highlighted reference number in the Consignment Invoices grid to the
Transfer Consignment Account window.
7.10.7 Refunding deposits and credits on accounts

Refund deposits and credits on accounts
7.10.7.1 Refund deposits and credits on accounts

Use this procedure to refund outstanding deposits and credits on a customer account.
Example of use 1
A customer places a special order for a Bernina embroidery machine and gives you a $200
deposit. Later, she decided against the Bernina leaving an outstanding credit on her
customer account. To refund the customer's $200 deposit, you would access the Refund
Deposit/Credit window, select the invoice to refund, and click Save to complete the
refund on the Return Payments window.
Example of use 2 (For consignment and resale stores)
The settlement option selected when you settled with a consignor was credit. At that time,
a credit of $30.00 was applied to his account. Later, he makes a purchase in your store and
uses $20.00 of that credit. He would like the remaining $10.00 of credit paid to him in cash.
To do so, you would access the Refund Deposit/Credit window, select the credit on his
account, and click Save to complete the refund on the Return Payments window.
Steps to complete
1. On the Modules menu, do one of the following to access the Refund
Deposit/Credit window.
l Point to Returns and click Refund Deposit Credit.

l Point to Inventory, then to Consignment & Purchase, and click
Refund Deposit/Credit.
Or, if you have the IndustryType system variable set to Consignment, click
the Refund Deposit/Credit button on the Main button bar.
2. On the Pick Customer window, search for or select a customer and click Select.
The Refund Deposit/Credit window displays.
3. If necessary for accounting purposes, update the location to which the refund should
be saved in the Loc box.
4. If necessary, select a different tax authority in the Tax box.
5. If necessary, change the date on which to record the refund in the Date box.
6. Select the check boxes in the Select column of the Outstanding Items grid for
each invoice you want to refund.
7. Enter any notes for the refund.
7.10.7.2 Enter payments for purchases, refunds, or other

transactions


Steps to complete
4. Click Add.

7.10.7.3 Windows
7.10.7.3.1 Refund Deposit/Credit window

Purpose
Use this window to refund an outstanding deposit or credit on a customer account.

Complete any of the following to access this window.
l On the Modules menu, point to Returns and click Refund Deposit/Credit.

then click Refund Deposit/Credit.
l Click the Refund Deposit/Credit button on the Main button bar (system variable
l Use the keyboard shortcut Alt, M, E, D or Alt, M, I, C, D.
Diagram
The following diagram illustrates the Refund Deposit/Credit window.
Item descriptions
Fields and boxes

Item Description
Loc For accounting purposes, select the location this refund will affect, if
Tax Select a tax authority to apply to this invoice, if different from the
default.
This box supports F6 functionality; the Pick Tax Authority window
opens.
your keyboard.
duplicate any other reference number. This box is optional.
Outstanding Invoice grid

Select Select the check boxes in this column to select one or more invoices to
refund.
Invoice Displays the invoice number of any credit or deposit outstanding
invoices. For outstanding contract deposits, the invoice number is
appended with a dash and the contract deposit number. For example, if
invoice 1055 is a contract deposit, it displays here as 1055-1.
Date Displays the date of the invoice.
Description Displays the description of the invoice.
Invoice Displays the total for the invoice.
Total
Refund Total Displays the total amount available to refund for the invoice.
(notes box) Enter any notes about this item that will print on the receipt.
Total Displays the invoice and refund totals of the selected invoices.
Buttons

Item Description
Cancel Discards your selections.

Purpose


Diagram
Item descriptions
Fields and boxes

Item Description
window.
Payment grid
#
Buttons
Item Description
Payment grid.
7.10.8 Consignment & Purchase reports

Consignment reports
There are several optional reports that you can use to track your consignments and
purchases. The two dedicated strictly to consignments are described below.
Inventory Consignment Listing report
This report details all, only open, only sold, only paid, or only returned consignments
during a specified date range.
Consignment Disposition report
This report details any expired consignment items that are ready to be processed for
return.
Other reports
There are five other commonly used reports that are beneficial for stores using
consignments.

Balance to Drawer report
This report details all of your current (not deposited) drawer activity for a specified date
range or deposited dollars for a specific deposit. It is not exclusive to consignments, but
includes consignments.
Sales Management report
This report details all sales during a specified date range and is sorted by employee. It is
not exclusive to consignments, but may include consignments.
Inventory by Category report
This report details all of your computer or available inventory. It is not exclusive to
consignments, but may include consignments.
Serial Inventory report
This report details all of the serialized inventory for your business. It is not exclusive to
consignments, but may include consignments.
Tax report
This report is not exclusive to consignments, but may include consignments.
7.10.8.1 Inventory Consignment Listing report

About the report
This report details all consignment activity during a specific date range. You can choose to
report on all consignment activity, only open consignments, only sold consignment
inventory, sold but not paid consignment inventory, sold and paid consignment inventory,
returned inventory, or all sold consignment inventory.
Run the report

1. On the Report Catalog window - Inventory tab, select List Consignments.
2. Click Run. The List Consignments window displays.
3. Enter your report parameters in the Consignment Date Range, Region,
Location, and Account # boxes.
4. Select options to further narrow the report results, such as to report on only sold
but unpaid consignments.


selections.

7.10.8.2 Consignment Disposition report

About the report
This report details any consigned item that expired between the dates you enter on the
Consignment Disposition window.
Run the report

1. On the Report Catalog window - Inventory tab, select Consignment
Disposition Report.
2. Click Run. The Consignment Disposition window displays.
3. Enter your report parameters in the Date Range and Location boxes.
4. Indicate if the report should include all expired items or items marked as returned.
5. Select a sort order for the report: serial number, description, location, or expiration
date.


selections.
7.10.8.3 Balance to Drawer report

About the report
This report details all current or deposited transactions during a specified date range.

l Select Details to include: sale details for each customer account during the
specified reporting period. Totals include: amount, location, workstation, ledger
source code, and staff user ID for each transaction type (such as Cash or Visa).
l Select Totals to include high-level total values for each transaction type (such as
Cash or Visa) for the reporting period. This is the default selection for this report.
Run the report

1. On the Report Catalog window - GL tab, select Daily Balance Report.
2. Click Run. The Daily Balance window displays.
3. Select to report on current or past deposits.
4. Enter your report parameters in the Date, Location, and Work Station boxes.
5. Select the desired report detail level.


selections.
7.10.8.4 Sales Management report

About the report
This report details all sales during a specified date range and is sorted by employee.
l Select Detail to include invoice number and date, account, location, and employee
information for each invoice and employee combination for the reporting period.
Totals include quantity, price, discount, profit margin, and spiff (optional) for each
invoice. This is the default selection for this report.
l Select Invoice Totals to include high-level total values for each invoice and
employee combination for the reporting period.
l Select Employee Totals to include high-level total values for each employee for the
reporting period.
For stores that track sales commission, the gross margin percentages and dollar amounts
are included.

Run the report
1. On the Report Catalog window – Customer tab, select All Sales Management.
2. Click Run. The All Sales Management window displays.
3. Enter your report parameters in the Employee/Group, Category and Sub
Category, Selection Code, Date Range, Location, Manufacturer, Customer
Type, Invoice Amt, and Single Acct boxes.
4. Select check boxes to further narrow the report results, such as to include trade-ins
but exclude rental sales.
5. Select to include all items, only items with additional selling incentives (spiff), or
only items without additional selling incentives (spiff).
6. Select to include cost, weighted cost, or no cost.
7. Select to include all sales or only those paid in full.


selections.
Did you know? You can right-click in the Employee/Group box to

add or remove inactive employees as optional reporting criteria.
7.10.8.5 Inventory by Category report

About the report
This report details all of your store inventory based on the associated category and
subcategory of each inventory item.
l Select Detail to include specific inventory items for each category and
subcategory. Totals include: quantity, retail price, our price, cost, profit margin,
and total cost for each inventory item. This is the default selection for this report.
l Select Totals to include high-level total values for each category and subcategory.
Totals include: quantity, retail price, our price, and total cost.
l Select Grand Totals to include high-level total values with no category or
subcategory detail. Totals include: quantity, retail price, our price, and total cost.

Run the report
1. On the Report Catalog window - Inventory tab, select Inventory Count by
Category.
2. Click Run. The Inventory By Category window displays.
3. Enter your report parameters in the Region, Location, Mfg/Pub, Sel Code,
Category and Sub Category boxes.
4. To only include items that were last entered into your inventory (using the physical
inventory process) prior to a certain date, enter that date in the Prior To box.
5. Select check boxes to further narrow the report results, such as to include titles but
exclude serial SKUs.
6. Select an option to print the computer quantity or the available quantity of each
item.
7. Select check boxes to exclude discontinued items and/or consignments or to include
attached and/or floored items.
8. Select the Reduce Cost By Depr (Serial) check box to generate the report using
depreciated costs.
9. Select to include all items or to include only items where the quantity is greater
than, less than, or equal to zero.


selections.
7.10.8.6 Serial Inventory report

About the report
This report details all of your serialized store inventory.
l Select Detail to include specific inventory items for each category and subcategory.
Totals include: quantity, item depreciation, retail price, our price, cost, profit
margin, number of items reserved, and if the item is new or used. This is the default
selection for this report.

l Select Totals to include high-level total values for each category and subcategory.
Totals include: quantity, item depreciation, retail price, our price, cost, profit
margin, number of items reserved, and if the item is new or used.
l Select Grand Totals to include high-level total values with no category or
subcategory detail. Totals include: quantity, item depreciation, retail price, our
price, cost, profit margin, number of items reserved, and if the item is new or used.
Run the report

1. On the Report Catalog window - Inventory tab, select Serial Inventory.
2. Click Run. The Serial Inventory window displays.
3. Enter your report parameters in the Category, Sub Category, Selection Code,
Region, Location, Manufacturer, Model, and Primary Vendor boxes.
4. Select and clear check boxes to further narrow the report results, such as to include
new and used items but exclude contracts and approvals.
5. Select an option to include or exclude leased inventory or to report only on leased
inventory.


selections.
7.10.8.7 Tax report

About the report
This report provides total tax sales, including taxable and non-taxable transaction dollars,
for a specified date range. This report can be generated with or without invoice details.
l Select Detail to include invoice number and date, account, location, workstation,
and employee ID information during the specified date range.
l Select Total to include high-level tax information for sales during the specified date
range. This is the default selection for this report.
Run the report

1. On the Report Catalog window –Miscellaneous tab, select Tax Report.
2. Click Run. The Tax Report window displays.
3. Enter your report parameters in the Date Range, Tax Auth, Region, and Location
boxes.


selections.
7.11 Flooring Options

If you have inventory that is financed on a flooring plan, you will use the Flooring Options
menu to edit the floored items if necessary, add new items to a flooring plan, and to make
a payment to the flooring institution for the items on a flooring plan.
When serialized inventory is received, you have the ability to designate those items that
are financed on a flooring plan. Refer to "Flooring" under "Receive Serialized" for more
information.
7.11.1 Edit Floored Items

From the menu bar, click Modules > Inventory > Flooring Options > Edit Floored
Items or press Alt M I F on the keyboard.
"Edit Floored Items" should be used to edit the flooring information on serialized inventory
that was designated as being financed on a flooring plan when receiving the inventory in
"Receive Inventory". You may also designate new items as being on a flooring plan that
were not assigned in "Receive Inventory".

Editing a Floored Item
Locate the item you wish to edit by using the Next/Previous buttons or by clicking the Find
button and typing in the Serial#.
Once you have selected the item to edit, make the needed changes and click the Save
button.
Note: The Balance, Amount Paid and Last Paid are automatically updated when payments
are made in "Pay Floored Items". When the item is sold, the Sold Ref# and Sold Date are
automatically updated.
Adding an Item to Flooring
To add a serialized item to a flooring plan, click the button. The screen will
clear of information. Type the serial number in the Serial# box, or press F6 to select the
item from "Display Inventory". Once the serial number has been entered, the boxes at the
top of the Flooring window will fill in with the manufacturer, model, sku and description.
Also, the Location, Vendor, Cost and Retail will automatically fill in for the serial number
entered. Type the Institution, Note, Floor Amount, Interest Rate, Months to Mature and
Terms as applicable. Click the Save button to save the flooring information.
7.11.2 Pay Floored Items

From the menu bar, click Modules > Inventory > Flooring Options > Pay Floored
Items or press Alt M I F on the keyboard.
"Pay Floored Items" is used to make a payment on an item that has been designated as
being financed on a floor plan. "Pay Floored Items" will not affect accounting. If you are
using the Accounts Payable and/or General Ledger modules, you should use the applicable
"Check Disbursements" to print the check or post the check to ledger.
Locate the item you wish to pay by using the Next/Previous buttons or by clicking the Find
button and typing in the Serial#.

Once you have selected the item to pay, specify the payment amount in the
box . Click the Save button to save the payment.
Note: The Balance, Amount Paid and Last Paid are automatically updated when a
payment is made in "Pay Floored Items".
7.11.3 List Floored Items

To list inventory on a floor plan, use "List Floored Inventory" on the Inventory tab of the
Report Catalog.
Optional selection criteria include: store location, institution, note number and date range
for floored items that have sold. You may also choose to select all floored items, only
those in stock or only those have sold as well as paid items only or those not paid.
Click the button when you have selected the criteria to use on the report.
7.12 Inventory Transfer Options

The Inventory Transfer Options menu contains selections for transferring inventory from
store to store for those AIMsi customers with multiple store locations. You will also find
transfer out selections used to remove items from inventory for various reasons, including
return to vendor, lost, in store use, etc.
7.12.1 Store to Store Transfers

From the menu bar, click Modules > Inventory > Inventory Transfer Options >
Store to Store Transfers or press Alt M I N S on the keyboard.
"Store to Store Transfers" is used to transfer inventory from one store location to another.
For accessories and titles, the quantity at the store transferred from will decrease by the
quantity transferred, and the quantity at the store transferred to will increase. For
serialized inventory, the location assigned to the item will change to represent the location
transferred to. A ledger entry will be made to account for the store location transfer. A
history is also started of the transfer for an audit trail. The audit trail will be completed
when the item(s) transferred are received using "Receive Store Transfers".

7.12.1.1 Store to Store Transfers Data Fields
Transfer From
The location in the Transfer From box will default to the store location of the workstation.
If the item(s) being transferred are at a location other than the location of the workstation,
click in the box and change the location as necessary.
Transfer To
Click in the box and select the location the item(s) are being transferred to.
Date
The date will default to the system date of the workstation. If the transfer is to be
accounted for on a date other than the date of the workstation, change the date as
necessary.
Transfer#
The transfer number is automatically assigned according to the system variable
'NextTrnRef'. Refer to "System Variables" for more information.
Qty
Enter the quantity of the item being transferred.
Sku#
If the item is barcoded and you have barcode scanning capabilities, scan the barcode in the
Sku# box. If the barcode is found in the barcode reference table, the barcode number will
change to the item's sku, serial or catalog number and the information pertaining to the
item will appear in the appropriate fields.
If the item is not barcoded or you do not have barcode scanning capabilities, in the Sku#
box type the sku, serial number or catalog number of the item being transferred.
Hint: Press F6 in order to select the item from Display Inventory.

If the sku, catalog or serial number is found in inventory, the item will drop to the box on
the center of the Store to Store Transfers window.
If the sku, catalog or serial number was not found in inventory, you cannot proceed until a
valid number is entered.
Continue adding the items being transferred from the location selected and to the location
selected, as needed.
Stay in Inventory Transfer
If you wish to stay in "Store to Store Transfers" after clicking the Save button, click the
Stay in Inventory Transfer box in order to select this option. This would be useful if you
are transferring items from a different location or to a different location.
7.12.1.2 Adding Comments to the Transfer

To add comments to print on the transfer receipt, first highlight the line item being
transferred that you would like to assign the comments to. Next, click in the empty white
box on the bottom left of the "Transfer Store to Store" window and type the comments as
necessary. These comments will print next to the line item on the transfer receipt and will
also appear when the store transferred to receives the items in "Receive Store Transfers".
7.12.1.3 Changing an Item on the Transfer

If an item on the transfer needs to be changed and it is in the white box on the center of the
Store to Store Transfer window, click the item to select it and click the button. The
item is removed from the white box and the information pertaining to the item will re-
appear in the applicable fields. Change the quantity, sku, catalog or serial number as
needed.
7.12.1.4 Deleting an Item from the Transfer

If an item on the transfer needs to be removed and it is in the white box on the center of
the Store to Store Transfer window, click on the item to select it and click the
button. The item is then removed from the transfer.
7.12.1.5 Import Text File

If the items being transferred are specified in a text file you may import that text file to
speed up the transfer process. The format of the text file must be as follows: Column 1
must contain the sku, catalog number or serial number being transferred and Column 2
must contain the quantity of the item being transferred. The text file might have originated
from a hand held data collector that was used to scan the items being transferred.
To import the file, click the button and browse to the folder containing the text
file. Once the file has been selected, the items being transferred that are outlined in the
file will automatically appear in the white box on the "Transfer Store to Store" window,
allowing you to make changes as needed.

7.12.1.6 Pull in Transfer Requests
If transfer requests have been made in "Transfer Request", you have the ability to pull
them into "Store to Store Transfers" and modify as needed. Refer to "Transfer Request"
for more information on transfer requests.
First, specify the location being transferred from and the location being transferred to.
Then, click the button. A "Transfer Request" table will appear with a listing of all
requests made for the locations selected.
Selecting Line Items Individually

To select a line item to bring forward to "Store to Store Transfers", click in the row to
select it and click the Select button. The item will then automatically appear in "Store to
Store Transfers" and you may continue to select requests as needed. Another way to
select a line item is to RIGHT click in the row and select the option 'Pull Highlighted Item
into the Transfer'.
Note: If the quantity being transferred differs from the quantity requested, you should
change the quantity as needed in the 'Qty to Trans' column prior to selecting the item.
Selecting all Items

To select all item requests to bring forward to "Store to Store Transfers", RIGHT click on
any line item and select the option 'Pull All Items into the Transfer". The items will then
automatically appear in "Store to Store Transfers".
Once the items have been selected, click the Exit button to remove the "Transfer Request"
table from the screen. When the quantity to transfer of an item equals the quantity
requested, the item will automatically be removed from the "Transfer Request" table.
Clearing Transfer Requests

If transfer requests have been made but the transfer is not going to be completed, or the
transfer was completed but the request wasn't pulled into the transfer, you may clear the
items from the "Transfer Request" table so they no longer appear as outstanding. To clear
an individual request, RIGHT click in the row and select 'Clear Highlighted Transfer
Request'. To clear all remaining transfer requests, RIGHT click on any row and select
'Clear All Transfer Requests'.
7.12.1.7 Saving the Transfer
When you are ready to complete the transfer, click the button. The inventory
and general ledger will be updated at this time.
7.12.1.8 List Store to Store Transfers

To list inventory transferred from store to store, use "List Store to Store Transfers" on the
Inventory tab of the Report Catalog.

You must enter a date range to use when selecting the transfers. Optional selection
criteria include: store locations transferred from and to, category and sub category of
items transferred, details for each item or totals only, and you have the option to show
cost or weighted cost. You may also choose to show all transfers, only those items not yet
received or only those completely received.
Click the button when you have selected the criteria to use on the report.
7.12.2 Receive Store Transfers

Receive Store Transfers or press Alt M I N R on the keyboard.
"Receive Store Transfers" is used to receive at the new location items that have been
transferred in "Store to Store Transfers". This will update the items in the transfer file,
flagging them as being received, and will complete the audit trail. The history will remain
in the transfer file in order for you to view it at any time.
When choosing "Receive Store Transfers" the 'Select Store Transfer' pick list will open
which contains a listing of all transfers to the store location shown in the 'Transfer To' box.
This location will default to the location of the workstation receiving the items at. If you
are receiving the transfers for a location other than the location shown, select the location
as needed. Next, select the transfer number that you are receiving and click the Select
button. The "Receive Store to Store Transfers" will open, as pictured below.
7.12.2.1 Selecting an Item to Receive

Tag an Individual Item to Receive
To select an item that was received at the new location, click in the Qty Rec box for the
item and type the quantity received. If the quantity received does not match the original
quantity transferred, you may pull up the transfer at a later date and receive the
difference.

Tag all Items to Receive
To tag all items as being received, RIGHT click on any row and choose Tag all Items from
the menu that appears. This will mark all items as received in full. If necessary, you may
make changes to the Qty Received on any row that needs to be modified.
Untag all Items

If items were tagged as being received in error and you would like to untag them, RIGHT
click on any row and choose Untag all Items from the menu that appears. The Qty
Received column will turn to 0 for each item listed.
Cancel all Unreceived

To cancel all items that have not been received, RIGHT click on any row and choose Cancel
all Unreceived from the menu that appears. A few reasons why you might wish to cancel
the unreceived items include: 1) the items were received in "Receive Inventory" so already
exist in inventory at your location; 2) the items were not sent to your location and will not
be; 3) the quantity actually sent to your location was less than the quantity specified in
"Store to Store Transfers" so you wish to cancel the portion that was not received. The
quantity in the 'Qty Cancel' column will be calculated as 'Orig Qty' - ('Prev Rec' + 'Qty
Rec'). Canceling the unreceived items means they will no longer appear in the the list of
items to be received.
Uncancel all Unreceived

If Cancel all Unreceived was selected in error and you would like to 'undo' the action,
RIGHT click on any row and choose Uncancel all Unreceived. This will set the 'Qty Cancel'
back to 0.
Insert Overshipment Item

If an item was sent to your location that was not specified in "Store to Store Transfers" and
you are going to keep the item, RIGHT click and choose Insert Overshipment Item from the
menu that appears. An 'Enter Sku/Serial' box will open, as pictured here.
Type the sku, serial number or catalog number

in the 'Enter Sku/Serial' box. Hint: Press F6
to select the item from "Display Inventory".
The Sku, Model and Description will then
appear. Type the quantity received in the
'Enter Overship Qty' box. Click the OK button.
A new line has opened up on the "Receive
Store Transfers" window containing the new
item. This line will be highlighted in red to
show you that it was an overshipment item.
Delete Overshipment Item

If an overshipment item was added in error
and you wish to remove it, RIGHT click on the
row and choose Delete Overshipment Item
from the menu that appears.

7.12.2.2 Adding Comments to the Receive Transfer
If any comments were added to the transfer in "Store to Store Transfers" they will appear
in the white box on the bottom left of the "Receive Store Transfers" window. To change
these comments or add additional comments to print on the receive transfer receipt, click
in the white box and type the comments as necessary.
7.12.2.3 Saving the Receive Store Transfer
When you are ready to complete the receive store transfer, click the button.
This will update the history in the transfer file, marking that the items were received at the
new location.
7.12.3 Transfer Request

Transfer Request or press Alt M I N T on the keyboard.
"Transfer Request" is used for one store location to request merchandise from another
store location. The store location the merchandise is being requested from can view the
transfer requests and pull them into "Store to Store Transfers" when ready to send the
needed merchandise. Refer to "Pull in Transfer Requests" under "Store to Store Transfers"
7.12.3.1 Transfer Request Data Fields

Transfer From
Click in the box and select the location the item(s) are being requested from.

Transfer To
The location in the Transfer To box will default to the store location of the workstation. If
the item(s) being requested are going to a location other than the location of the
workstation, click in the box and change the location as necessary.
Date
The date will default to the system date of the workstation. If the transfer request is to be
accounted for on a date other than the date of the workstation, change the date as
necessary.
Transfer#
The transfer request number is automatically assigned according to the system variable
'NextTrnRef'. Refer to "System Variables" for more information.
Qty
Enter the quantity of the item being requested.
Sku#
box type the sku, serial number or catalog number of the item being transferred.
Hint: Press F6 in order to select the item from "Display Inventory".
the center of the Transfer Request window.
Continue adding the items being requested for transfer from the location selected and to
the location selected, as needed.
If you wish to stay in "Transfer Request" after clicking the Save button, click the Stay in
Inventory Transfer box in order to select this option. This would be useful if you are
requesting items from a different location or to a different location.
7.12.3.2 Adding Comments to the Transfer Request

To add comments to print on the transfer request receipt, first highlight the line item being
requested that you would like to assign the comments to. Next, click in the empty white
box on the bottom left of the "Transfer Request" window and type the comments as
necessary. These comments will print next to the line item on the transfer request receipt
and will also appear when the request is pulled into "Store to Store Transfers".

7.12.3.3 Changing an Item on the Transfer Request
If an item on the transfer request needs to be changed and it is in the white box on the
center of the "Transfer Request" window, click the item to select it and click the
button. The item is removed from the white box and the information pertaining to the item
will re-appear in the applicable fields. Change the quantity, sku, catalog or serial number
as needed.
7.12.3.4 Deleting an Item from the Transfer Request

If an item on the transfer request needs to be removed and it is in the white box on the
center of the "Transfer Request" window, click on the item to select it and click the
button. The item is then removed from the transfer request.

7.12.3.6 Saving the Transfer Request
When you are ready to complete the transfer request, click the button. .
7.12.4 View Transfer Requests

View Transfer Requests or press Alt M I N V on the keyboard.
"View Transfer Requests" is used to display all transfer requests made from a particular
location during a specified date range.
First select the date range to display the requests for. The store location will default to the
location of the workstation. Change this as necessary and click the button. All
transfer requests made from the location and during the date range specified will display.

The box on the left side of "View Transfer Requests" will display each of the transfer
requests. To view the items requested, click on a row containing the reference number
you would like to view and the individual items requested will appear in the box on the
right.
Turning a Request into a Store to Store Transfer

To open "Store to Store Transfer" directly from "View Transfer Request", double click on
any row containing a transfer request on the left side of the screen. "Store to Store
Transfer" will then open and you may click the Request button to pull in a transfer request.
Refer to "Store to Store Transfers" for more information.
7.12.5 Transfer Inventory Out

Transfer Inventory Out or press Alt M I N O on the keyboard.
"Transfer Inventory Out" is used to remove an item from inventory for a purpose such as
Lost, Returned to Vendor, Deleted, In Store Use, etc. A ledger entry will be made in order
to account for the cost of the item(s) transferred out of inventory. Using "Transfer
Inventory Out" as a way to record items removed from inventory is a preferred option over
deleting inventory as you have an audit trail to follow. If the items are found or returned,
you may then use "Transfer Inventory In" to receive the items back into inventory.
7.12.5.1 Transfer Inventory Out Data Fields

Location
The location will default to the store location of the workstation. If the item(s) being
transferred out are at a location other than the location of the workstation, click in the box
and change the location as necessary
Reason
The reasons for transfer are established in system categories 1630 through 1636
(inclusive). Each of these system categories are assigned ledger accounts to debit and
credit when a transfer out is saved. To make changes to the descriptions of these system

categories, use "System Category Header" on the Ledger Maintenance menu. To review or
make changes to the ledger accounts associated with these system categories, use
"System Categories" on the Ledger Maintenance menu.
Click in the Reason box and select the applicable reason for transfer from the drop down
list.
RMA#
If you have a return merchandise authorization number to be associated with the transfer,
enter it in the RMA# box. This might be applicable if you are returning merchandise back to
the vendor.
Customer
If a customer purchased merchandise and returned it because it was damaged or
defective, you will more than likely return the merchandise to the vendor. When
"Inventory Transfer Out" is used to track the return to the vendor, you will want to assign
the customer account number to the transfer if the vendor is sending a replacement for the
customer. You will then be able to see the customer account number when "Inventory
Transfer In" is used to return the merchandise to inventory.
To assign a customer account, RIGHT click in the Customer box and select Change Account
from the drop down menu. Select the applicable customer account from the 'Pick
Customer' list box.
Vendor
If you are returning merchandise to the vendor, you may associate the vendor with the
transfer out. To do so, RIGHT click in the Vendor box and select the applicable vendor from
the 'Pick Vendor' list box.
Date
The date will automatically default to the system date of the workstation. If the transfer is
to be accounted for on a date other than the system date, click in the Date box and make
the necessary change. Ledger will be affected on this date.
Transfer#
The transfer number is automatically assigned according to the system variable
'NextTrnRef'. Refer to "System Variables" for more information regarding the 'NextTrnRef'
variable.
Pending Flag
If you expect a replacement from the vendor for the item being removed from inventory,
click the Pending Flag in order to select it. In "Transfer Inventory In" you will have the
option to list only those items that were transferred out that remain pending. This will
make it easier to find the pending items.
Qty
Enter the quantity of the item being transferred out.
Sku#

box type the sku, serial number or catalog number of the item being transferred out. For
serialized items, you must enter the serial number of the item being transferred out and
not the serialized sku.
Hint: Press F6 in order to select the item from "Display Inventory".
the center of the "Transfer Inventory Out" window.
Continue adding the items being transferred out for the reason, customer or vendor
selected. If other items are being transferred out, but for a different reason, or for a
different customer or vendor, save this transfer out checking 'Stay in Inventory Transfer'
prior to doing so.
If you wish to stay in "Transfer Inventory Out" after clicking the Save button, click the Stay
in Inventory Transfer box in order to select this option. This would be useful if you are
transferring out additional items for a different reason, customer or vendor.
7.12.5.2 Adding Comments to the Transfer Out

To add comments to print on the transfer receipt, first highlight the line item being
transferred out that you would like to assign the comments to. Next, click in the empty
white box on the bottom left of the "Transfer Inventory Out" window and type the
comments as necessary. These comments will print next to the line item on the transfer
receipt and will also appear in "Transfer Inventory In".
7.12.5.3 Changing an Item on the Transfer Out

If an item on the transfer needs to be changed and it is in the white box on the center of the
"Transfer Inventory Out" window, click the item to select it and click the
button. The item is removed from the white box and the information pertaining to the item
will re-appear in the applicable fields. Change the quantity, sku, catalog or serial number
as needed.
7.12.5.4 Deleting an Item from the Transfer Out

If an item on the transfer needs to be removed and it is in the white box on the center of
the "Transfer Inventory Out" window, click on the item to select it and click the
button. The item is then removed from the transfer.

7.12.5.6 Saving the Transfer Out
When you are ready to complete the transfer, click the button. The inventory
and general ledger will be updated at this time.
7.12.5.7 List Inventory Transferred Out

To list items that have been transferred out, select "List Inventory Transfers In or Out" on
7.12.6 Transfer Inventory In

Transfer Inventory In or press Alt M I N I on the keyboard.
"Transfer Inventory In" is used to receive into inventory an item that was removed from
inventory in "Transfer Inventory Out". A ledger entry will be made in order to account for
the cost of the item(s) received back into inventory.
The transfer you are receiving should be selected from the "Select Inventory Transferred
Out" window. To list only those transfers that were flagged in "Transfer Inventory Out" as
pending, be certain the 'List Pending Transfers Only' box is selected. To look for a
particular transfer out reference number, type the number in the 'Look For Ref#' box and
press Enter. If the reference number is found, it will be highlighted. Click the Select button
or press Enter once the transfer you are receiving is highlighted.
Once the transfer number has been selected, the "Transfer Inventory In" window will open.
The information pertaining to the transfer out will appear at the top of the window. This
information includes: transfer number, date transferred out, the reason for the transfer,
the customer name (if applicable), vendor name (if applicable) and return merchandise
authorization number (if applicable). The information pertaining to each item transferred
out on the transfer number selected will list in the white box on the center of the "Transfer
Inventory In" window.

7.12.6.1 Changing the Transfer In Date
The date will automatically default to the system date of the workstation. If the transfer in
is to be accounted for on a date other than the system date, click in the Today box and
make the necessary change.
7.12.6.2 Selecting an Item to Transfer In

To select an item in order to transfer it back into inventory, click in the Qty Rec box on the
row containing the item and type the quantity you are receiving.
7.12.6.3 Adding Comments to the Transfer In

If any comments were added to the transfer in "Transfer Inventory Out" they will appear in
the white box on the bottom left of the "Transfer Inventory In" window. To change these
comments or add additional comments to print on the transfer in receipt, click in the white
box and type the comments as necessary.
7.12.6.4 Saving the Transfer In
When you are ready to complete the transfer in, click the button.
7.12.6.5 List Inventory Transferred In

To list items that have been transferred in, select "List Inventory Transfers In or Out" on
7.12.7 Edit Transfer Out

"Edit Transfer Out" is used to edit the transfer inventory out header information. The
information that may be edited includes: Location transferred out from, reason for
transfer, customer account, vendor account, RMA# and transferred out date.
The transfer out you are editing should be selected from the "Select Inventory Transferred
Out" window. To list only those transfers that were flagged in "Transfer Inventory Out" as
pending, be certain the 'List Pending Transfers Only' box is selected. To look for a
particular transfer out reference number, type the number in the 'Look For Ref#' box and
press Enter. If the reference number is found, it will be highlighted. Click the Select button
or press Enter once the transfer you are editing is highlighted.
Once the transfer number has been selected, the "Change Transfer Out Header" window
will open. Make any changes needed to the header information.
Hint: RIGHT click in the Customer and Vendor fields to change this information if
necessary.

Click the button to save the changes.
7.13 Inventory Management

The Inventory Management System is a unique feature in AIMsi that takes the guesswork
out of maintaining inventory levels.
The inventory you purchase from your vendors is sometimes based upon impulse, emotion
or perceived savings through sales hype from the vendors. AIMsi eliminates these
influences because the inventory optimization procedures are based on realities and these
realities are based on what you are selling. These automated procedures will replace the
paper, pen and calculator approach to determining what to order, the quantities to order
and the right time to order. They were designed to keep your store stocked with items that
sell.
l You determine the number of days of stock you wish to carry. As an example, you
may set the optimum level of inventory to be 60 days worth of stock and the
minimum to be 30 days worth of stock.
l Seasonal stock (items stocked year round but increased during a certain season) and
seasonal product (items stocked during certain seasons only) are accounted for in
the analysis.
l You also have the ability to exempt items. As an example, you may not want to
include in the analysis those inventory items that are sold but also used for in store
use (such as repair parts).
l Inventory that is not selling will be assigned a status level. As time passes and the
item remains unsold, the status of the item is downgraded until it finally reaches a
recommended deletion status. You control whether the item should be deleted.
l Purchase orders can be generated by vendor based on minimum and maximum
levels. Stock orders and seasonal orders can be generated in minutes rather than
hours or days.
Note: The Inventory Management System will optimize your inventory levels by
adjusting the minimum and maximum order quantities according to past sales history.
For this reason, the Inventory Management procedures will generate the most accurate
results when you have used the sales and inventory portions of AIMsi for at least the
amount of days established as the 'days for history' variable (i.e. 180 days). However,
AIMsi will take into account the number of days the item has been in stock, compared
with sales of the item in that time period and the days for history variable, in order to
generate the minimum and maximum order quantities.
The Inventory Management system is tied closely to the AIMsi Purchase Order module;
however, you may use the Inventory Management features without generating purchase
orders in AIMsi. Reports will give you the information required for you to generate your
own purchase orders. The main report to run is "Inventory Reorder" on the 'Inventory' tab
of the Report Catalog.
7.13.1 Inventory Management Setup

There are four key parts that must be setup and understood prior to using the Inventory
Management System. These include the Variables, Seasons, MM codes (Min/Max codes)
and Status Levels, described in the sections that follow.

7.13.1.1 Variables
The four variables that must be established prior to using the Inventory Management
system are:
1. days for history

2. days for min
3. days for max
4. status interval days
The variables are established at the inventory sub category level. The default values for
these variables are established in the 'MinMaxTerm' system variable. The default values
are then automatically assigned to each sub category of inventory, but may be changed as
needed by sub category in "Maintain Sub Categories". For information on setting up the
default values for the 'MinMaxTerm' system variable, refer to "System Variables" on the
General Maintenance menu. For information on modifying the values by sub category,
refer to "Maintain Sub Categories" on the Inventory Maintenance menu.
7.13.1.2 Seasons
It necessary to pre-define your seasons prior to starting the Inventory Management
process. Seasons may be established/changed in "Setup Inventory Seasons" on the
The season is assigned to the inventory that is ordered only for that season or a larger than
usual quantity of the item is ordered for that season. Seasons are referred to when
calculating the minimum and maximum order quantities to be used when ordering stock for
an upcoming season. Seasons are also exempt from the calculations of minimum and
maximum order quantities for regular stock orders.
Serialized and accessory inventory may be assigned to a season when setting up new skus
in "New Sku" or on the "Detail Info tab" of "SA Maintenance" for existing skus. Titles
inventory may be assigned to a season when setting up new catalog numbers in "New
Catalog" or on the "Detail Info tab" of "Titles Maintenance".
7.13.1.3 MM Code
maximum reorder quantities should be assigned an ‘MM Code’. The available MM Codes
are defined below.
1. Exempt. Inventory with an MM code of exempt might consist of those items that
are not only stocked and sold to customers but also purchased for in store use (such
as repair parts). For these items, you want to manually assign the minimum and
than what would be calculated based on sales alone.

analysis.
quantities for stock orders. The Season must be associated with these items, in
addition to the MM Code of 'Seasonal Product'.
4. Seasonal Stock. Inventory that is stocked year round but increased during a
quantities for stock orders. The Season must be associated with these items, in
addition to the MM Code of 'Seasonal Stock'.
Serialized and accessory inventory may be assigned an MM Code when setting up new skus
in "New Sku" or on the "Detail Info tab" of "SA Maintenance" for existing skus. Titles
inventory may be assigned an MM Code when setting up new catalog numbers in "New
Catalog" or on the "Detail Info tab" of "Titles Maintenance".
7.13.1.4 Status Levels

The status levels are generated according to the number of times an item has sold within
the number of days established as 'Status Interval in Days' on the "Inventory
Management" tab of "Maintain Sub Categories". The status levels are calculated and
assigned to applicable inventory when "Establish/Reset Min/Max" on the Inventory
Management menu is run. The possible status levels are described below.
Note: The status interval in days value is assumed to be 180 in the descriptions below.
A – If the status level of A is assigned, the item has sold at least once within the past
180 days (or 1 status interval) or has been in stock less than 180 days.
B – If the status level of B is assigned, the item has not sold within the past 360 days
(or 2 status intervals).
The next time "Establish/Reset Min/Max" is run, the status of B will be changed to an A
if the item is sold.
C – If the status level of C is assigned, the item has not sold within the past 540 days
(or 3 status intervals).
Once the status level has hit C, it cannot go back to a B or A automatically as it is
considered Inactive. You do have the ability to view those items with a status of C that
have sold and you can make the determination to change the status to an A. You will
use "Change Inventory Inactive Status" on the Inventory Management menu to do
this. If you do not choose to change the status to an A for those items that have sold,
the status of D will automatically be assigned the next time "Establish/Reset Min/Max"
is run.
D – If the status level of D is assigned, the status was a C and either remains unsold or
was sold but you opted not to change the status to an A.
Once the status level has hit D, it will not go back to a C, B or A and is considered
marked for deletion. The item will not be deleted until the quantity on hand is zero (0)
at all locations. You will use "Remove Inventory Marked for Deletion" on the Inventory
Management menu to do this.

The discontinued sku/replacement sku will be taken into account when calculating status
levels. This means that if an item is marked as discontinued, the replacement sku will be
referred to when calculating the status levels.
7.13.2 Establish/Reset Min/Max

From the menu bar, click Modules > Inventory > Inventory Management >
Establish/Reset Min/Max or press Alt M I M M on the keyboard.
"Establish/Reset Min/Max" will calculate the minimum and maximum order quantities on all
inventory in the Serialized and Accessory file and the Titles file, except those items that
contain an MM Code. The variables that are used in the calculation are 1) quantity sold, 2)
days for history variable, 3) days for min variable and 4) days for max variable. The
status levels will also be assigned according to the sales history and days for history
variable. For an explanation of the variables, refer to "Variables". For a definition of the
status levels, refer to "Status Levels".
‘Establish/Reset Min/Max’ will take into account the MM Code and will therefore ignore
those items set up as Exempt, New Issue, Seasonal Product and Special Order. Those
items with an MM code of Seasonal Stock will be analyzed during "Establish/Reset
Min/Max". For more information on the MM Code, refer to "MM Code".
Store locations marked as being a warehouse will not be analyzed during the min/max
calculations.
Note: "Establish/Reset Min/Max" may take a while to run. The length of time depends
upon the speed of your computer and the quantity of inventory in AIMsi.
7.13.2.1 Selection Criteria – Establish/Reset Min/Max

Date Range to Exclude from the Min/Max Calculation
If there is a date range that you would like to be excluded during the sales history analysis,
enter that date range here. You might want to exclude a date range if an event occurred
(big sale or store was closed) that would skew the sales and generate a too large or too
small min/max. If a date range is entered, that date range will not affect the
determination of status levels.
Category
To include a particular category or categories only, select the category(ies) as necessary in
the Category box.
Sub Category
To include a particular sub category or sub categories only, after selecting the applicable
category, select the sub category(ies) in the Sub Category box.
Serial/Accessory
To exclude serialized and accessory inventory from the calculations of min/max, uncheck
the Serial/Accessory box.
Title
To exclude titles inventory from the calculations of min/max, uncheck the Title box.

Click the button to begin the calculation.
7.13.2.2 Viewing Results - Establish/Reset Min/Max

Once the Proceed button has been clicked the "Calculate Min/Max and Status Levels"
window will open with the results displayed. All of the skus and catalog numbers will
display that meet the selection criteria entered. You will be shown the Sku, Location,
Description, Old Min/Max, New Min/Max, Old Status and New Status. Any items in red text
have been in stock for fewer days than the number set up as the days for minimum.
A check mark will appear in the box to the left of Sku if a sku or catalog number is tagged.
By default, all skus and catalog numbers are tagged to be updated when the Save button is
clicked. If skus and/or catalog numbers are untagged prior to clicking the Save button, the
untagged items will not update. To exit without updating any records, click the
button.
Untag/Tag a Single Item
Check the box to the left of Sku to toggle between tagging/untagging a line item.
Untag all Items
To untag all items, RIGHT click on any row and select Untag all Items from the menu that
appears.
Tag all Items
If any or all items were untagged and you wish to tag them all again, RIGHT click on any
row and select Tag all Items from the menu that appears.
Untag all Red Items
To untag only the skus and/or catalog numbers that are in red, RIGHT click on any row and
select Untag all Red Items from the menu that appears.
Tag all Red Items
If any or all red items were untagged and you wish to tag them all again, RIGHT click on
any row and select Tag all Red Items from the menu that appears.
Display Detail
To view detailed information on any sku or catalog item listed, RIGHT click in the row and
select Display Detail. If an accessory or serialized item was selected, refer to "Viewing
Inventory Detail by Sku" under "SA Maintenance" for more information on the 'Details'
box. If a titles item was selected, refer to "Viewing Inventory Detail by Catalog" under
"Titles Maintenance" for more information on the 'Details' box.
Saving the Min/Max
To save the min/max results click the button. At this time all items that were
tagged will be updated with the new minimum and maximum order quantities, as well as
the new status level.

7.13.3 Establish Min/Max for Seasonal
Establish Min/Max for Seasonal or press Alt M I M S on the keyboard.
When you are ready to place a

seasonal order with a vendor, run
"Establish Min/Max for Seasonal" first
in order to set the minimum and
maximum order quantities for those
items assigned with the season being
ordered for. When this is done, if you
are using the Purchase Order module
to generate your purchase orders,
you should immediately use "Stock
Orders by Vendor" on the Purchase
Order menu to create the purchase
order. The variables taken into
account when calculating the
minimum and maximum order
quantities for seasonal orders are 1)
quantity sold during the season in the prior year, 2) quantity in stock and 3) expected
seasonal adjustment.
The inventory that will be analyzed while running "Establish Min/Max for Seasonal" are
those items that have been assigned an MM Code of ‘Seasonal Product’ or ‘Seasonal Stock’
and have been assigned the season that you select when running "Establish Min/Max for
Seasonal". For more information on Seasons and MM Codes, refer to "Inventory
Management Setup". Store locations marked as warehouse locations will not be included
in the analysis.
Note: Once you have generated seasonal orders for all vendors you are placing seasonal
orders with ("Stock Orders by Vendor"), you should run "Establish/Reset Min/Max" to
reset the minimum and maximum order quantities back to what they are regularly for the
Seasonal Stock items.
7.13.3.1 Selection Criteria – Establish Min/Max for

Seasonal
Season
Click in the Season box and select the season you are ordering for from the drop down list
that appears.
Verify Last Year's Season Date Range
Once the Season has been selected, the date range associated with that season will
automatically fill in. This date range may be modified if necessary.

Expected Seasonal Adjustment
If you expect sales this season to be lower or higher than the previous year, enter the
percentage of expected change in decimal format. If you expect sales to be lower, be
certain to put a dash (-) prior to the decimal to indicate a negative percentage change.
Click the button to begin the calculation of minimum and maximum order
quantities for the season's inventory. After creating the purchase order(s) for the seasonal
inventory, don't forget to run "Establish/Reset Min/Max" to reset the minimum and
maximum order quantities back to what they are regularly for seasonal stock items.
7.13.4 Establish Min/Max for Stock Orders

Establish Min/Max for Stock Orders or press Alt M I M O on the keyboard.
"Establish Min/Max for Stock Orders" should only be used if you are ordering stock
inventory for a longer period of time than what is set up as your 'days for min' variable.
Example: A vendor offers a substantial discount if you place a large order. You want to
take the vendor up on their special offer, so instead of ordering for 30 days worth of stock
(your days for minimum) you intend to place an order for 120 days worth of stock.
Once "Establish Min/Max for Stock Orders" is run, if you are using the Purchase Order
module to generate your purchase orders, you should immediately use "Stock Orders by
Vendor" on the Purchase Order menu to create the purchase order. The variables taken
into account when calculating the minimum and maximum order quantities for stock are 1)
quantity on hand, 2) quantity currently on order for stock, 3) quantity sold, 4) the days for
history variable and 5) the number of days of stock to order for.
Store locations marked as warehouse locations will not be included in the analysis.
Note: Once you have generated the purchase order(s) you are placing stock orders with
("Stock Orders by Vendor"), you should run "Establish/Reset Min/Max" to reset the
minimum and maximum order quantities back to what they are regularly.

7.13.4.1 Selection Criteria – Establish Min/Max for stock
orders
Enter Vendor to Select for Stock Order
Enter the vendor number you are preparing a
stock order for.
Hint: Press the F6 key on your keyboard

in order to select the vendor from the
'Pick Vendor' list box.
Adjust Items where selected vendor is

set to be Primary Only
Select this option if you wish to modify the
minimum and maximum order quantity only
on those items in which the selected vendor is
the primary vendor.
Do not select this option if you wish to modify
the minimum and maximum order quantity on all items that have the selected vendor
assigned, regardless if it’s the primary vendor or not.
Enter # days worth of stock to order for
Enter the number of days worth of stock you are ordering for, i.e. 120 days.
Enter # days of Sales History to Analyze
The number appearing here will default to 180 days, but may be changed if you would like
more or less days of sales history to be analyzed.
Category
the Category box.
Sub Category
Click the button to begin the calculation of minimum and maximum order
quantities for the inventory meeting the criteria entered. After creating the purchase order
(s) for the stock inventory, don't forget to run "Establish/Reset Min/Max" to reset the
minimum and maximum order quantities back to what they are regularly.
7.13.5 Remove Inventory Marked for Deletion

From the menu bar, click Modules > Inventory > Inventory Management > Remove
Inventory Marked for Deletion or press Alt M I M R on the keyboard.
"Remove Inventory Marked for Deletion" will analyze your inventory containing a status
code of 'D'. The quantity in stock at all locations will be verified. If the quantity in stock at
all locations is zero, the item will be shown and you have the ability to remove it from

inventory. If the quantity in stock at any of your locations is greater than zero, the item
will remain in inventory with a status code of ‘D’. For more information on status codes,
refer to "Status Levels" under "Inventory Management Setup".
Note: Items that also exist at a warehouse location with a zero quantity will be included
regardless of status if they meet the deletion criteria at all other locations.
You also have the option of displaying all discontinued items with a quantity of zero at all
locations, regardless of the status. This allows you to remove from inventory those items
as well.
7.13.5.1 Viewing Results – Remove Inventory Marked for

Deletion
To including in the listing all serialized and accessory inventory that meet the deletion
criteria, be certain the 'Serial/Accessory' box is checked.
To include in the listing all titles inventory that meet the deletion criteria, be certain the
'Titles' box is checked.
To include in the listing all discontinued items that meet the deletion criteria, be certain the
'Discontinued' box is checked.
Click the button in order to view the results.

By default, all items listed will be marked for deletion. In your review of the list, if you
determine you would like to keep an item in inventory, uncheck the 'Select' box for that
item.
Uncheck all Items
To uncheck all items marked for deletion, RIGHT click on any row and select 'Uncheck All'.
Check all Items
To check all items as marked for deletion, RIGHT click on any row and select 'Check All'.
Delete Items Marked for Deletion
To delete all items that are selected for deletion, click the button.
7.13.6 Change Inventory Inactive Status

From the menu bar, click Modules > Inventory > Inventory Management > Change
Inventory Inactive Status or press Alt M I M C on the keyboard.
"Change Inventory Inactive Status" will list all inventory that has a status code of ‘C’
and/or 'D' that has sold in the number of days you assign. You have the option then to
change the status code to an ‘A’ on any or all items in order for them to return to the cycle
to get ordered again when necessary. The other option is to keep them inactive at ‘C’.
Status code ‘C’ items will eventually receive a status code of ‘D’. These items will then be
deleted once the quantity in stock is zero at all store locations.
For a definition of the status levels, refer to "Status Levels" under Inventory Management
Setup.

7.13.6.1 Selection Criteria – Change inventory inactive
status
Category
the Category box.
Sub Category
Select C or D items that have had sales in the past x days.
To include in the listing all status C items that have sold in the past x days (replacing x with
the number of days of sales history to analyze), check the box to the left of C. To include
in the listing all status D items that have sold in the past x days, check the box to the list of
D. You may include both status C and D items that meet the criteria.
Location
To analyze status 'C' or 'D' inventory at a particular location only, select the location from
the drop down box.
Serial/Accessory
To exclude serialized and accessory inventory from the analysis, uncheck the
Serial/Accessory box.
Title
To exclude titles inventory from the analysis, uncheck the Title box.
Exclude MM Code/Discontinued
By default, all inventory containing an MM Code or marked as Discontinued will be
excluded in the analysis. To include any of these items, uncheck the applicable box.
Click the button to begin the analysis.

7.13.6.2 Viewing Results – Change inventory inactive
status
Once the Proceed button has been clicked the "Change Inventory Inactive Status" window
will open with the results displayed. All of the skus and catalog numbers will display that
meet the selection criteria entered. You will be shown the Sku, Location, Description,
Min/Max, Cost, Original Status, New Status and Quantity Sold within the number of days
entered as part of the selection criteria.
To exit without updating any records, click the button.

Viewing Sales History
To view the sales history of any item listed, click in the row containing the item to select it
and click the button. Refer to "Viewing Sales History by Sku" for information on
the 'Inventory Sales History' box.
Change Line to A
If you would like to change the status of a line item to an 'A', RIGHT click in the row and
select Change Line to A from the menu that appears. You will then notice that the New
Status becomes an A.
Change Line to D
If you would like to change the status of a line item to a 'D', RIGHT click in the row and
select Change Line to D from the menu that appears. You will then notice that the New
Status becomes a D.
Change All C's to A's
If you would like to change the status of all 'C' items to 'A', RIGHT click in any row and
select Change all C's to A's from the menu that appears. You will then notice that the New
Status becomes an A for all the C items.
Change All D's to A's
If you would like to change the status of all 'D' items to 'A', RIGHT click in any row and
select Change all D's to A's from the menu that appears. You will then notice that the New
Status becomes an A for all the D items.
Change All C's to D's
If you would like to change the status of all 'C' items to 'D', RIGHT click in any row and
select Change all D's to A's from the menu that appears. You will then notice that the New
Status becomes a D for all the C items.
Reset Line/All
To reset the status of any item back to the 'Original Status', RIGHT click in the row
containing the item and select Reset Line. To reset all line items back to the 'Original
Status', click the button.

Saving the Inventory Status Changes
If changes were made to the status on any of the items listed, click the button to
save the changes.
7.13.7 Analyze Special Order/New Issue

From the menu bar, click Modules > Inventory > Inventory Management > Analyze
Special Order/New Issue or press Alt M I M A on the keyboard.
"Analyze Special Order/New Issue" will list all inventory that has an MM Code of 'New
Issue' or 'Special Order' that has sold. You can then make the decision to remove the MM
Code if you would like to stock the item on a regular basis. Once the MM Code is removed
from an item, that item will then be included in the calculations of the minimum and
maximum order quantities.
7.13.7.1 Viewing Results – Analyze special order/new issue

All of the skus and catalog numbers that have an MM Code of 'New Issue' or 'Special Order'
that have sold will display. You will be shown the Sku, Location, Description, Quantity
Sold, Date of 1st Sale, MM Code and Min/Max. The Quantity Sold is based on the number in
the Sales History box, which defaults to 180. You may change this to view the sales that
occurred in a longer or shorter period of time.

Changing an MM Code
To change the MM Code on an item listed, click in the box containing the MM Code for the
item and change as needed. To clear the MM Code, RIGHT click in the MM Code box and
select Clear MM Code.
Assigning the Min/Max
You may assign the minimum and maximum order quantities manually by clicking in the
respective column and typing the applicable number. If you would like the minimum and
maximum order quantities to be calculated automatically, use "Establish/Reset Min/Max".
Note: As stated, you may manually assign the min/max quantities here. Please keep in
mind that if the MM Code is cleared, the min/max quantities will automatically be
calculated when "Establish/Reset Min/Max" is run so the numbers you manually assign
could change.
Printing the Analysis

To print the information appearing in "Analyze Special Order/New Issue" click the
button.
Saving the MM Code Changes
If changes were made to the MM Code on any of the items listed, click the

7.13.8 Exempt Sales
From the menu bar, click Modules > Inventory > Inventory Management > Exempt
Sales or press Alt M I M E on the keyboard.
"Exempt Sales" is used to list those items that were sold on one invoice that make up a
large percentage of the overall sales of the item. You might decide to mark the sale as
exempt in order for it not to be included in the calculations of the min/max in
"Establish/Reset Min/Max" as the min/max will be set higher and the recommended to buy
will therefore be more than you would want.
Example: A school purchases a large number of reeds for its band department. This was
a one-time purchase and you do not want the sale of these reeds to skew the min/max
calculations. For this reason, you would mark the sale as exempt and it will then be
ignored in the sales history analysis of "Establish/Reset Min/Max".
7.13.8.1 Selection Criteria – Exempt sales

Category
To include a particular
category or categories
only, select the category
(ies) as necessary in the
Category box.
Sub Category
To include a particular sub
category or sub categories
only, after selecting the
applicable category, select
the sub category(ies) in
the Sub Category box.
Location
To analyze sales at a
particular location only, select the location from the drop down box.
Days Back
The days back refers to the number of days of sales history to analyze. This defaults to
180 but may be changed as needed.
Sale %
This is the percentage of total sales over the days of sales history to analyze. For
example, if you want to list all individual invoice sold items that make up 5% of the total
sales of the item in the days of sales history to analyze, you would enter 5 here. So, if the
sale of a reed on an individual invoice makes up at least 5% of the total sale of reeds in the
180 days of sales history analysis, it will list and you have the opportunity to mark the sale
as exempt.

Individual Sold Qty must be Greater Than x
To only list those items in which the quantity sold is greater than a particular number,
enter that number here. For example, if you want to list only those sales of reeds in which
the quantity sold on an invoice is greater than 25, enter 25 here.
Show Sales Records Marked as Exempt
To include those sales records in the analysis that have already been marked as exempt,
check this box.
Serial/Accessory
To exclude serialized and accessory inventory from the analysis, uncheck the
Serial/Accessory box.
Title
To exclude titles inventory from the analysis, uncheck the Title box.
Exclude MM Code/Discontinued
By default, all inventory containing an MM Code or marked as Discontinued will be
excluded in the analysis. To include any of these items, uncheck the applicable box.
Click the button to begin the analysis.
7.13.8.2 Viewing Results – Exempt sales

Once the Proceed button has been clicked the "Exempt Sales from Min/Max" window will
open with the results displayed. All of the skus and catalog numbers will display that meet
the selection criteria entered. You will be shown the Sku, Location, Description, Sold
Invoice Number, Sold Date, Customer Account Number and Name, Quantity Sold, Quantity
Returned, Total Sold (Sold - Returned), Total Sold of the Sku (within sales analysis days
specified in the selection criteria) and Line Item Percent of Sales based on the Total Sold.
By default, all items listed will be marked to be considered an exempt sale. In your review
of the list, if you determine you would like to not exclude an item as an exempt sale,
uncheck the box for that item.
To mark as exempt sales those items that have been selected, click the button.
7.14 Physical Inventory

The Physical Inventory procedures were designed to assist you in the sometimes daunting
task of taking a physical inventory at your store. The procedures enable you to
automatically update the accessory and title quantities without the need to pull up each
individual item and modify the quantity manually.
You have the option to take a physical count by hand or with a hand held data collector and
barcode scanner. The data collector enables you to scan the barcodes of your in stock
inventory and type in the quantity. AIMsi then has procedures to upload the file created in
the data collector and compare it with your computer inventory. For more information on
the data collector, please contact Tri-Tech.
The steps involved in the physical inventory process are described below.

Note: Once you begin the physical inventory process, AIMsi should not be used to receive
new inventory, post sales, rentals, or perform any transaction involving inventory.
1. Prepare for Physical
l A mirror image of your inventory file is created in a ‘holding’ file.

l Option to select by category, sub category and location.
l Inventory attached to customer accounts (long term rent, short term
rent, approval) will not be included.
Are you taking a physical inventory with a hand held data collector? If yes, skip to number
3.
If you are taking a physical inventory manually, continue to 2.
2. List Physical Inventory for Manual Count
l Lists inventory that was copied in step 1.

l Option to list in sku, category or locator order.
l Contains an area next to each item to write quantity counted.
3. Take your physical inventory.

4. Did you use the hand held data collector? If yes, skip to 4b.
a. Enter Physical Count Manually
l Must enter each sku, serial or catalog number counted with

the quantity counted.
l Updates the holding file with quantity counted.
b. Import Physical Count
l Must first upload the file from the data collector to your
computer. Refer to the instructions that were sent with the
ScanPal2 Data Collector.
l Updates the holding file with quantity counted.
5. List Physical Inventory for Review
l Lists all inventory in the holding file, showing the computer quantity and
quantity counted.
6. List Physical Inventory Counted but not in Inventory
l Lists all inventory that was counted but does not exist in your computer
inventory file.
l Accessories and titles that list must be added to inventory prior to doing
the update. Be certain the quantity is entered at 0 (it will be updated in
step 8).
l Serialized items that list must be added to inventory (the update does
not affect serialized inventory).
7. List Physical Inventory Not Counted

l Lists all inventory that exists in your computer inventory file but was not
counted.
l Serialized items that list must be removed from inventory. Use Transfer
Inventory Out on the Inventory Transfers menu for this purpose.
8. Update Non-Serialized Qtys
l Updates the computer inventory with the quantity counted.

l Updates accessories and titles only.
l If an accessory or title was not counted, the quantity of the item in your
inventory file will be changed to 0 (if it is not 0 already).
7.14.1 Prepare for Physical

From the menu bar, click Modules > Inventory > Physical Inventory > Prepare for
Physical or press Alt M I Y P on the keyboard.
Prepare for Physical generates a mirror image of your inventory file and moves it to a
holding file for use in the physical inventory procedures. This gives you the capability to
run reports showing discrepancies between the computer inventory and inventory that was
counted or not counted. The final step of the physical inventory process entails updating
your computer inventory with the quantities counted. It is at this point that your actual
inventory file will be affected.
Note: If it is the first time you are using the physical inventory procedures within AIMsi,
we recommend that you start with a small group of inventory in order to familiarize
yourself with the process. The Prepare for Physical provides you with the option to do a
category or category and sub category at a time.
Once the "Prepare for Physical" step is done, if you would like to view/print a listing of
inventory that was copied to the holding file choose the report "List Physical Inventory for
Review" found on the Inventory tab of the Report Catalog. This report can be run at any
point during the physical inventory process so you can review the status.
7.14.1.1 Selection Options – Prepare for physical

Today
Today will default to the system date of the workstation
and represents the date the holding inventory file was
created. This date cannot be changed.
Location
If you are have multiple store locations and are going to
take a physical count at a specific location only, click in
the box and select the applicable location from the drop
down list.
Locator
If taking a physical count of inventory in a certain
location within your store only, click in the box and type
the Locator to select.

Mfg/Pub
If taking a physical count of inventory from a specific manufacturer or publisher only, click
in the box and select the applicable Manufacturer or Publisher from the drop down list.
Category
If taking a physical count of a specific category(ies) of inventory only, select the applicable
category(ies) from the Category listing.
Hint: You may select multiple categories by holding down the Ctrl or Shift key as
you are making your selections.
Sub Category
If taking a physical count of a specific category and sub category(ies) of inventory only,
select the applicable category from the Category listing and then select the applicable sub
category(ies) from the Sub Category listing.
Hint: You may select multiple sub categories by holding down the Ctrl or Shift
key as you are making your selections.
Click the button when the criteria has been selected. A status bar will show you
the progress of the inventory file copy.
7.14.1.2 Physical Inventory Already in Progress Warning

If the Prepare for Physical is run and you attempt to go into Prepare for Physical again, the
following warning will appear.
I'm Starting a New Physical…Remove

Existing Records
Selecting this option will clear the holding
file created when the Prepare for Physical is
run and will open the Prepare for Physical.
Do not choose this option if you are currently
in the process of taking a physical inventory
and have not completed it yet.
Exit Program…Don't Change Existing
Records
Selecting this option will not make any changes to the holding file and will not open the
Prepare for Physical.
I Want to Add More Records to Current Cycle Count
If you previously selected a specific category or category and sub category only and now
wish to add another category or sub category, select this option. It will keep the records
currently in the holding file and will open the Prepare for Physical so you can add to it.
Click the OK button when the applicable option has been selected.

7.14.2 Enter Physical Count Manually
From the menu bar, click Modules > Inventory > Physical Inventory > Enter
Physical Count Manually or press Alt M I Y M on the keyboard.
Enter Physical Count Manually is used to specify each sku that was counted, as well as the
quantity counted.
Note: Enter Physical Count Manually should only be used if you took a manual inventory
count; in other words, you did not use the hand held data collector.
You do have the option of only entering in "Enter Physical Count Manually" the count of
items in which there is a quantity discrepancy, meaning the quantity that was counted does
not match the computer quantity. For those items in which the physical quantity matches
the computer quantity, you may use "Default Quantity for Items Not Counted" to update
the physical count to match the computer quantity.
You also have the option of only entering in "Enter Physical Count Manually" the count of
accessories and titles, and foregoing entering the count of serialized inventory since the
update will ignore serialized items.
Note: The items not entered in "Enter Physical Count Manually" will appear on the report
"List Physical Inventory Not Counted". If you do not want this to happen for serialized
inventory that you counted, or accessory and titles that you counted, and the physical
count matches the computer quantity, you should enter all these items in "Enter Physical
Count Manually".
During the "Enter Physical Count Manually" process, if you would like to view/print a listing
of inventory that has been counted or not yet counted, choose the report "List Physical
Inventory for Review" found on the Inventory tab of the Report Catalog. This report can be
run at any point during the physical inventory process so you can review the status.
7.14.2.1 Data Fields – Enter physical count manually

Location
The store location will default to the location of the workstation. If you have multiple store
locations and are entering a physical count for a store other than the location of the
workstation, click in the Location box and select the location from the drop down list.
Sku/Srl#
Scan the barcode or type the sku, serial number or catalog number of the item counted and
press Enter or Tab.
If the item is found in your inventory file, the description and computer quantity will
appear.
If the item is not found in your inventory file, you must type the description of the item in
the white box next to the Sku/Srl# box.
Computer Qty
If the item is found in inventory, the computer's quantity on hand of the item will
automatically appear here. This number cannot be changed.
Current Count
Enter the quantity of the item counted.
Note: If you previously entered a count and you need to reduce the total quantity
counted, enter a – in front of the number. For example, you previously entered 5 as the
count (there is a 5 in the Prev Counted box) and after it was saved you realized you
entered the count incorrectly. The count is actually 2. To force the Total Counted to 2,
you should enter a –3 as the Current Count.
Prev Counted
If a count was previously entered in Enter Physical Count Manually for this particular item,
the quantity counted will appear here. This number cannot be changed.
Total Counted
The Total Counted is the sum of the Current Count + Previously Counted. This number
cannot be changed.
Click the button to save the count. You will notice that the item just saved will
appear in the ‘Last Inventory Item Counted’ section of "Enter Physical Count Manually".
When you are finished, click the Exit button. You may use "Enter Physical Count Manually"
as many times as necessary until your physical inventory process is complete.
7.14.3 Default Quantity for Items Not Counted

From the menu bar, click Modules > Inventory > Physical Inventory > Default Qty
for Items Not Counted or press Alt M I Y D on the keyboard.
In "Enter Physical Counts Manually" you may have chosen to only update the count of items
in which there was a quantity discrepancy, meaning the quantity that was counted does not
match the computer quantity. For those items in which the physical quantity matches the
computer quantity, you may then use "Default Quantity for Items Not Counted" to update
the physical count to match the computer quantity.

Note: "Default Qty for Items Not Counted" should only be used when you have finished
updating the inventory counts in "Enter Physical Count Manually". You should confirm this
by reviewing the report "List Physical Inventory for Review".
Click the button to update the physical count for items not counted in "Enter
Physical Count Manually".
7.14.4 Import Physical Count

From the menu bar, click Modules > Inventory > Physical Inventory > Import
Physical Count or press Alt M I Y I on the keyboard.
"Import Physical Count" is used to read into AIMsi the file generated by the hand held data
collector.
Note: "Import Physical Count" should only be used if you took a physical inventory count
with the hand held data collector.
Before importing the file in AIMsi, you must have uploaded the file from the hand held
device to one of the workstations on your network. If you are uncertain as to how to do
this, refer to the instructions that were sent with the ScanPal2 hand held device.
7.14.4.1 Data Fields – Import physical count
Location
locations and are importing a file from a store other than the location of the workstation,
click in the Location box and select the location from the drop down list.
ASCII file to Import
The path containing the file uploaded from the hand held data collector should be typed in
the ASCII File to Import box. If you are unsure of the path, click the Find button. Once
you have located the file and clicked the OK button, the path will be brought forward to the
ASCII File to Import box.

Import Method
The Import Method will default to Sku, Qty. This would be the option to select if you have
taken a physical inventory that includes accessories or titles. The other import method
option is Sku Only. This would be the option to select if you have taken a physical
inventory that only included serialized inventory and you set your hand held device to only
ask for sku. This would save you from typing a 1 each time a serial number is scanned or
manually typed.
Click the button when you are ready to import the file selected. A status box
will show you the inventory record being worked on during the import process.
7.14.5 Update Non-Serialized Qtys

From the menu bar, click Modules > Inventory > Physical Inventory > Update Non-
Serialized Qtys or press Alt M I Y U on the keyboard.
"Update Non-Serialized Qtys" is used to update your computer inventory with the
quantities counted. Adjustments to General Ledger will also be made to account for the
inventory differences.
Before the update is done you should be certain to print two reports and review them.
These reports are "List Physical Inventory Counted but Not in Inventory" and "List Physical
Inventory Not Counted". For those accessories and titles that were counted but are not
found in your computer inventory, you must add them to inventory with a 0 quantity prior
to doing the update. The "Update Non-Serialized Qtys" will then update the items with the
quantity counted. For those items not counted, "Update Non-Serialized Qtys" will change
the quantity to 0.
Note: Serialized inventory is not affected by "Update Non-Serialized Qtys". For those
serialized items that were counted but are not in your computer inventory, you must
manually receive them in "Receive Inventory" or "SA Maintenance" on the Add/Change
Inventory menu. For those serialized items that were not counted but are in your
computer inventory, you must manually remove them from inventory using "Transfer
Inventory Out" on the Inventory Transfer Options menu.
Caution: It is very important that you NOT run "Update Non-Serialized Qtys" more than
once for the same group of inventory as it will make adjustments to your quantities and
ledger each time it is run.

7.14.5.1 Data Fields – Update non-serialized qtys
Store Location
The store location will default to All Locations. If you have multiple store locations and are
running the update for one location only, click in the Store Location box and select the
location from the drop down list.
Today
The date will default to the system date of the workstation. If the update should be
accounted for on a date other than the system date of the workstation, click in the Today
box and change the date as applicable.
Number of Records Not Counted
You will be shown the number of inventory items that exist in your computer inventory but
were not counted. The message is notifying you that the quantity on those items will be
changed to 0. If you have not already reviewed the report titled "List Physical Inventory
Not Counted", you should do so prior to doing the update to verify the quantity should
actually be 0 on those items.
Click the button when you are ready to import the file selected.
7.14.6 Physical Inventory Spot Check

From the menu bar, click Modules > Inventory > Physical Inventory > Physical
Inventory Spot Check or press Alt M I Y S on the keyboard.
"Physical Inventory Spot Check" is real time and enables you to do a “spot check” of a
section of inventory, i.e. a wall or a display, with a hand held data collector. Once the file
is uploaded, "Physical Inventory Spot Check" will show the computer quantity and the spot
check quantity taken and when saved AIMsi inventory and ledger is updated instantly. This
eliminates having to use "SA Maintenance" for real time inventory takes or having to
prepare for a specific category or sub category as the "Physical Inventory Spot Check"
goes off the sku.

Note: You will not use "Prepare for Physical" or the other programs on the Physical
Inventory menu when using the "Physical Inventory Spot Check" program.
7.14.6.1 Data Fields – Physical Inventory Spot Check

The import method will default to Sku, Qty. This would be the option to select if you have
taken a physical inventory spot check that includes accessories or titles. The other import
method option is Sku Only. This would be the option to select if you have taken a physical
inventory that only included serialized inventory and you set your hand held device to only
manually typed. If Sku Only is selected, the 'Count Qty' will default to 1 for each item
counted.
Location
locations and are working on a physical inventory spot check from a store other than the
location of the workstation, click in the Location box and select the location from the drop
down list.
Import File
Click the button and browse to the file that was uploaded from the hand held data
collector. Once the correct path to the file is in the Import File box, click the
button. At this point the items listed in the file will appear in the Physical Inventory Spot
Check table. Any items listed in red denotes those items that were counted but do not exist
in inventory. Accessories and titles should be added in "New Sku" or "New Title" and
serialized items should be added in "Receive Inventory" or "SA Maintenance". If a
serialized item was not counted but exists in AIMsi inventory, use "Transfer Inventory Out"
on the Inventory Transfer Options menu to remove the item.
Displaying Serial Numbers Counted

The box to the left of "Sku/Catalog" on the table displays the inventory type; 'A' for
Accessory, 'S' for Serialized Sku and 'T' for Title. For serialized skus, you may RIGHT click
in the row containing the sku and choose 'Display Counted Serial Numbers' from the menu
that appears. A separate box will open containing the individual serial numbers that were
counted.
Changing a Sku
If an item was counted and does not exist in AIMsi inventory, the item will contain an 'X' in
the inventory type box and will be in red text. If the sku or catalog needs to be changed on
any of these items, RIGHT click in the row containing the sku and choose 'Change Sku
Number' from the menu that appears. An 'Enter Sku' box will open where you may input
the correct sku or catalog number. Once the sku has been input, the item will no longer list
in red and the inventory type, description and computer quantity will appear.
Hint: Press F6 to display inventory and select the applicable sku or catalog
number.

Untagging Items to Update
By default, all items that were counted except those that do not exist in inventory will be
tagged to update when the Save button is clicked. If you do not want an individual item to
be updated, uncheck the box in the first column for the item. To untag all items, RIGHT
click in any row and choose 'Untag All' from the menu that appears.
Items that are not tagged will be ignored when the Save button is clicked.
Tagging Items to Update

If an item was untagged, and you wish to tag it in order for it to be updated when the Save
button is clicked, check the box in the first column for the item. To tag all items, RIGHT
click in any row and choose 'Tag All' from the menu that appears.
Items that are tagged will be updated when the Save button is clicked.
Printing the Physical Inventory Spot Check Report

To print a report showing the items counted and the counts compared with the computer
quantity, click the button. If serialized items were counted and you would like to
include the individual serial numbers on the report, prior to clicking the Print button, check
the 'Include Serials' box.
Importing and Appending Additional Data Files

If another physical inventory spot check was taken and you would like to import the data
file and append to the records already listed, click the Find button, browse to the file and
select it. Click the Refresh button. You will see a message asking "Do you want to append
this spot check?". Click Yes and the information in that file will be added to the spot check
table. If you click No on the append message, the information in the current file imported
will replace the information already on the table.
You may continue to import and append as many data files as needed.
Saving the Physical Inventory Spot Check

When you are ready to update the AIMsi inventory file with the spot check counts for the
items selected, click the button. At this point, inventory and general ledger will
be updated.
7.14.7 Review Physical Inventory File

From the menu bar, click Modules > Inventory > Physical Inventory > Review
Physical Inventory File or press Alt M I Y R on the keyboard.
"Review Physical Inventory File" enables you to view the file uploaded from the handheld
data collector and see the order in which items were scanned. This can be useful in
determining where you may have left off or when a particular sku, serialized item or title
was scanned.

Location
locations and are working on a physical inventory from a store other than the location of
the workstation, click in the Location box and select the location from the drop down list.
Import Method
The import method will default to Sku, Qty. This would be the option to select if you have
taken a physical inventory that includes accessories or titles. The other import method
option is Sku Only. This would be the option to select if you have taken a physical
inventory that only included serialized inventory and you set your handheld device to only
manually typed. If Sku Only is selected, the 'Count Qty' will default to 1 for each item
counted.
Import File
Click the button and browse to the file that was uploaded from the handheld data
collector. Once the correct path to the file is in the Import File box, click the
button. At this point the items listed in the file will appear in the 'Show Import List' table.
Any items listed in red denotes those items that were counted but do not exist in inventory.
Printing the Show Import List Report

To print a report showing the information appearing in the 'Show Import List' table, click
the button.
7.14.8 Physical Inventory Reports

List Physical Inventory for Manual Count
List Physical Inventory for Review
List Physical Inventory Counted but Not in Inventory
List Physical Inventory Not Counted
7.14.8.1 List Physical Inventory for Manual Count
From the tool bar, click > Inventory > List Physical Inventory for Manual
Count > .
This report will provide you with a listing of all inventory that was copied to the holding file
in the "Prepare for Physical" step. If you are taking a physical count manually, this report
may be used to write the quantity next to each sku, serial or catalog number that prints.
Selection Options for List Physical Inventory for Manual Count

Category
If you wish to print the report listing inventory with a specific category(ies) only, select the
applicable category(ies) from the Category listing.

Sub Category
If you wish to print the report listing inventory with a specific category and sub category
(ies) of inventory only, select the applicable category from the Category listing and then
select the applicable sub category(ies) from the Sub Category listing.
Physical Inventory Prepare Date

This will show you the date the "Prepare for Physical" was run. This date cannot be
changed.
Inventory Type
The type of inventory will default to all types. If you wish to print the report for one
inventory type only (options are Accessories, Serialized or Titles), select the type from the
drop down list.
If you wish to print the report listing inventory from a certain manufacturer or publisher
only, select the manufacturer or publisher from the drop down list.
Locator
If you wish to print the report listing inventory with a specific Locator code, type the
locator in the Locator box.
Region
If you are using Regions to define your store locations, and wish to print the report listing
for a specific region, select the region from the drop down list. You will notice that upon
selecting the Region, the store locations assigned to that region will automatically be
selected in the Location box.
Location
If you have multiple locations and wish to print the inventory report for a specific location
(s), select the location(s) from the list.
Hint: You may select multiple locations by holding down the Ctrl or Shift key as
Output Order
The selection here will determine how the records are listed on the report. You have the
options to sort by Sku, Category, Locator or Model.
Print Computer Qty
If you wish to include on the report the quantity that AIMsi shows on hand for each item,
check this box.

Do Not Include Items with a Zero Quantity
If you do not want to include on the report those items that AIMsi shows has a quantity of
zero, check this box.
Do Not Include Discontinued Items with a Zero Quantity
If you do not want to include on the report the items marked as discontinued which also
have a quantity of 0, check this box.
Click the button to proceed.
7.14.8.2 List Physical Inventory for Review
From the tool bar, click > Inventory > List Physical Inventory for Review >
.
This report will provide you with a listing of all inventory that was copied to the holding file
in the "Prepare for Physical" step. This report will provide you with a comparison between
the computer quantity and quantity counted, so is a good one to print after you begin the
counting process.
Selection Options for List Physical Inventory for Review

Location
The location will default to the location of the workstation. If you have multiple locations
and wish to print the report for a location other than the location of the workstation, select
the location from the drop down list.
List Discrepancies Only
To include on the report only those items in which the computer quantity does not match
the quantity counted, check this box.
List Counted Inventory Only
To include on the report only those items that have been counted, check this box.
Inventory Type
The type of inventory will default to all types. If you do not want to include a certain type
(s), uncheck the applicable box(es).
Category
If you wish to print the report listing inventory with a specific category(ies) only, select the
applicable category(ies) from the Category listing.
Sub Category
If you wish to print the report listing inventory with a specific category and sub category
(ies) of inventory only, select the applicable category from the Category listing and then
select the applicable sub category(ies) from the Sub Category listing.

7.14.8.3 List Physical Inventory Counted but Not in

Inventory
From the tool bar, click > Inventory > List Physical Inventory Counted but Not
in Inventory > .
This report will provide you with a listing of all inventory that was counted but is not found
in your computer inventory file. If accessories or titles list on the report, you must create
the inventory record in "New Sku" or "New Catalog" on the Add/Change Inventory menu
prior to running "Update Non-Serialized Qtys". Be certain the quantity is entered as 0
when you create the record, as "Update Non-Serialized Qtys" will update the quantity. If
serialized inventory lists on the report, you must add the item to inventory using "Receive
Inventory" or "SA Maintenance".
Selection Options for List Physical Inventory Counted but Not in

Inventory
Region
Location
7.14.8.4 List Physical Inventory Not Counted
From the tool bar, click > Inventory > List Physical Inventory Not Counted >

This report will provide you with a listing of all inventory that was not counted but is found
in your computer inventory file. If accessories or titles list on the report, the quantity will
be changed to 0 in "Update Non-Serialized Qtys". If serialized inventory lists on the report,
you must remove the items from inventory using "Transfer Inventory Out" on the
Inventory Transfer Options menu.
Selection Options for List Physical Inventory Not Counted

Region
Location
Only Include Serial Inventory

If you wish to only include serialized inventory on the report, check this box.
7.15 Stolen Items

The options on the "Stolen Items" menu are used to record and view stolen items that a
customer would call the store to “look out for” in case the “thief” may bring it in to sell.
Once it is in the stolen file and if that item is entered as a trade/consignment or purchase
then it will alert the employee that this was a reported stolen item.
Note: This is not the place to record items that have been stolen from your store, and
therefore no longer exist in inventory. You would use "Transfer Inventory Out" on the
Inventory Transfer Options menu to record those stolen items.
7.15.1 Enter Stolen Items

From the menu bar, click Modules > Inventory > Stolen Items > Enter Stolen Items
or press Alt M I L E on the keyboard.
"Enter Stolen Items" is used to record those items that customers may have informed your
store to watch out for as the items were stolen. Once the items have been recorded as
stolen in AIMsi, if one of the items is brought in to your store at a later date and the serial
number is entered in "Receive Trade-In", "Receive Consignment" or "Receive Purchase" a
warning will appear on the screen notifying the employee that the item was recorded as
stolen.

7.15.1.1 Data Fields – Enter stolen items
Adding a Stolen Item
To record an item as stolen, click the button.

Serial
Enter the serial number of the item being recorded as stolen.
Location
locations and are recording the item as stolen at a store other than the location of the
workstation, click in the Location box and select the location from the drop down list.
Sku
Enter the sku of the item, if known. If the sku is found in inventory, the Model and
Description will automatically appear.
Model
Enter the model of the item, if known.
Description
Enter the description of the item.
Notes
Enter any notes you feel should be recorded about the stolen item.
Account
If the person notifying you of the stolen item is a customer, enter the customer account
number. The name, address and phone number will automatically appear for the customer
selected.

Hint: Press F6 to select the customer from the 'Pick Customer' selection box.
Name, Address, Phone

If the person reporting the stolen item is not a customer at your store, you should type the
person's name, address and phone number in the boxes provided.
Click the button when ready to save the item to the Stolen Items table.
Deleting a Stolen Item

To delete an item that was saved to the Stolen Items table, click in the row to select it and
click the button. Confirm the deletion when asked.
7.15.2 View Stolen Items

From the menu bar, click Modules > Inventory > Stolen Items > View Stolen Items
or press b on the keyboard.
"View Stolen Items" displays a list of those items that people have reported stolen. The
stolen items are recorded in "Enter Stolen Items".
You may view the stolen items by store location, reported date range, sku or customer
account. You may also search for a particular serial number only. Enter your selection
option(s) in the box(es) provided and click the button.

To view additional information for any item listed, click in the row to select it and the
model, description, notes and information for the person who reported the item stolen will
appear on the bottom of the "View Stolen Items" screen.
Printing the View Stolen Items Report

To print a report showing the information appearing in the 'View Stolen Items' table, click
the button.
7.16 Average Inventory

From the menu bar, click Modules > Inventory > Average Inventory or press Alt M I
V on the keyboard.
"Average Inventory" will go through the inventory file and save in a separate file each
sku/catalog number, the quantity of the sku/catalog number, the cost each of the
sku/catalog number and the location of the sku/catalog for the month specified when
running Average Inventory. These totals will then be used in the Inventory Analysis report
to provide you with an average inventory by sub category of inventory. The Average
Inventory will then be used in the calculation of inventory turns and gross margin return on
inventory (GMROI).
Example: Let's say you first run Average Inventory on March 1st, 2011. Each sku/catalog
number in your inventory file will be saved in the average inventory file with it's location,
quantity on hand and cost each. This information will be saved in the third month columns.
When you then print the Inventory Analysis report, the amounts in the Average Inventory

column for each category will reflect the totals of each sku in the category for the current
month. When you run Average Inventory on April 1st, 2011, the quantity on hand and cost
will again be saved to each sku/catalog number and this time in the fourth month column.
The third month (or March) totals will remain in the file as well. When Inventory Analysis is
run, the totals in the Average Inventory column will represent the March + April amounts
divided by 2.
7.16.1 Data Fields – Average Inventory

Date Average Inventory was Last Run
This date is taken from the 'LastAvgDate' system variable and represents the date Average
Inventory was last run. If Average Inventory has not been previously run, this date will be
blank.
Date for Average Inventory Analysis
The system date of the workstation will automatically appear here, but may be changed if
necessary. This date must be one month after the date in the 'Date Average Inventory was
Last Run' box.
Click the button to continue.
7.17 Inventory Analysis
From the tool bar, click > Inventory > Inventory Analysis > .
The Inventory Analysis report will provide you with the following information for each sub
category of inventory:
Sales = Total sales of the sub category ending with the analysis date and beginning twelve
months prior (in order to provide a yearly analysis)
Cost of Goods Sold = Total cost of goods sold for the sub category for the year being
analyzed
Gross Profit ($) = Sales – Cost of Goods Sold
Gross Profit (%) = Gross Profit ($) / Sales or 1 – (Cost of Goods Sold / Sales)
Average Inventory * = Value of Inventory / # of Months Average Inventory has been
run in the past twelve months
Inventory Turns = Cost of Goods Sold / Average Inventory

Sales as % of Total Sales = Sales of Sub Category / Total Sales
Inventory as % of Total Inventory = Average Inventory of Sub Category / Total
Average Inventory
Gross Margin Return on Inventory = Gross Profit / Average Inventory
* For more information pertaining to Average Inventory, refer to "Average Inventory".
Note: If you have not been running 'Average Inventory' each month for a twelve month
time period and you enter an Analysis Date that is prior to the Date Average Inventory
was Last Run, the Average Inventory totals on the Inventory Analysis report may not be
represented accurately.
7.17.1 Selection Options – Inventory Analysis

Date Average Inventory was Last Run
This date is taken from the 'LastAvgDate' system variable and represents the date Average
Inventory was last run. If the 'LastAvgDate' box is blank, you will be unable to continue
with the Inventory Analysis report until you run "Average Inventory".
Category
If running the inventory analysis report for a specific category(ies) of inventory only,
select the applicable category(ies) from the Category listing.
Sub Category
If running the inventory analysis report for a specific category and sub category(ies) of
inventory only, select the applicable category from the Category listing and then select the
applicable sub category(ies) from the Sub Category listing.
Analysis Date
Enter the date to base the analysis on. The analysis will end with the date specified here
and will begin twelve months prior in order to provide a yearly analysis.
Region
If you are using Regions to define your store locations, and wish to print the inventory
analysis report for a specific region, select the region from the drop down list. You will
notice that upon selecting the Region, the store locations assigned to that region will
automatically be selected in the Location box.
Location

If you wish to print the report for inventory from a certain manufacturer or publisher only,
select the manufacturer or publisher from the drop down list.
Vendor
If you wish to print the report for inventory from a certain vendor only, enter the vendor
number in the box provided.
Hint: Press F6 to select the vendor from the 'Pick Vendor' list box.
Primary Vendor Only

By default, if a vendor is selected only those items that have the vendor as its primary
vendor will be selected. If you want to include all items that have this vendor as a vendor
option, uncheck the box.
Details
If you would like to include on the inventory analysis report the figures for the individual
skus and/or catalog numbers, check the Details box.
Group by Sub Category/Group by Manufacturer/Totals by Category
By default, the calculations will be based on each sub category of inventory. If you would
prefer to first group the report by manufacturer/publisher, then sub category, select the
Group by Manufacturer option. If you would prefer to just list the totals for each category
of inventory, select the Totals by Category option.
7.18 Depreciate Inventory

From the menu bar, click Modules > Inventory > Depreciate Inventory or press Alt
M I R on the keyboard.
"Depreciate Inventory" is used to calculate depreciation on those inventory items assigned
to a book depreciation schedule. Depreciation Schedules are established in "Depreciation
Schedules" on the Inventory Maintenance menu. Serialized items can be assigned a
depreciation schedule when receiving inventory ("Receive Inventory" or "SA Maintenance")
or when the item is assigned to a rental contract. If a rental default is assigned a
depreciation schedule, when an item goes out on rent and that rental default is selected it
will be assigned the applicable depreciation schedule if it is not already assigned. Refer to
"Rental Defaults" on the Rental Maintenance menu for more information.
"Depreciate Inventory" will update the Current Depreciation and Total Depreciation fields
on each item depreciated as well as update accounting with the amounts. System category
1823 'Depr/Cost on Rental Inventory' will be referred to in order to determine what ledger
numbers to affect when accounting is updated.
Note: "Depreciate Inventory" will compare the inventory item’s ‘In Service Date’ with the
current date to determine the month in the schedule to refer to in the calculation.

7.18.1 Data Fields – Depreciate Inventory
Last Ran
This date is taken from the 'LastDepreciationDate' system variable and represents the date
"Depreciate Inventory" was last run.
Today
The system date of the workstation will automatically appear here, but may be changed if
necessary. This date must be one month after the date in the 'Last Run' box.
Click the button. Inventory and accounting will be updated at this time.
7.18.2 List Book Depreciation
From the tool bar, click > Inventory > List Book Depreciation > .
The Book Depreciation report will provide you with the following information:
l Serial number of item depreciated

l Description
l In Service Date
l Store location
l Type of rental (if rented)
l Depreciation method
l Cost
l Beginning depreciation amount
l Current depreciation
l Ending depreciation amount
The information is sorted by manufacturer and model.
Selection Options for List Book Depreciation

Region
If you are using Regions to define your store locations, and wish to print the depreciation
listing for a specific region, select the region from the drop down list. You will notice that
upon selecting the Region, the store locations assigned to that region will automatically be
Location
If you have multiple locations and wish to print the depreciation report for a specific
location(s), select the location(s) from the list.
Book Depr
If you wish to print the report for inventory assigned a specific book depreciation schedule
only, select the schedule from the drop down list.

Details/Total
Selecting Details will include the serial number of each item depreciated.
Selecting Totals will include the totals only by manufacturer and model.
7.18.3 List Tax Depreciation
From the tool bar, click > Inventory > List Tax Depreciation > .
The Tax Depreciation report will provide you with the following information:
l Serial number of item depreciated

l Description
l In Service Date
l Store location
l Type of rental (if rented)
l Depreciation method
l Cost
l Beginning depreciation amount
l Current depreciation
l Ending depreciation amount
The information is sorted by manufacturer and model.
Selection Options for List Tax Depreciation

Today
The current depreciation calculation will be based on the date in the Today box. This will
default to today's date but may be changed if needed.
Region
If you are using Regions to define your store locations, and wish to print the depreciation
listing for a specific region, select the region from the drop down list. You will notice that
upon selecting the Region, the store locations assigned to that region will automatically be
Location
If you have multiple locations and wish to print the depreciation report for a specific
location(s), select the location(s) from the list.
Details/Total
Selecting Details will include the serial number of each item depreciated.
Selecting Totals will include the totals only by manufacturer and model.

7.19 Vendor Information
From the menu bar, click Modules > Inventory > Vendor Info or press Alt M I O on
the keyboard.
"Vendor Info" is used to display contact information for vendors. This information is taken
from "Add/Change Vendor" on the Accounts Payable menu.
Select the vendor to display in the 'Pick Vendor' list box. The information for that vendor
will then appear. The information is for viewing only and cannot be changed.
7.20 Utilities
The options on the Inventory Utilities menu are primarily used to make changes to your
inventory and it is therefore very important that you have a working backup prior to
running these programs.
7.20.1 Change Sku Details

From the menu bar, click Modules > Inventory > Utilities > Change Sku Details or
press Alt M I U C on the keyboard.
"Change Sku Details" is used to make changes to accessory, serialized sku or title records.
You also have the option to modify the details on individual serial numbers if a serialized
sku is changed. Cost and quantity cannot be changed in this program.
Caution: Be certain to have a working backup prior to proceeding.
Location
The Location will default to the location of the workstation. If you are modifying the details
of an item at a different location, click in the Location box and select the applicable
location.
If you wish to update the changes of an item at all locations, check the 'All Locations'
option at the bottom of the screen. To update the item at the selected location only, check
the 'Selected Location' option at the bottom of the screen.
Sku
Type the sku or catalog number to modify the details of, or scan the item's barcode. The
information pertaining to the item will then appear.
Hint: Press F6 to select the item from "Display Inventory".
If a serialized sku is being modified and you wish to update the individual serial numbers
belonging to the serialized sku as well, check the 'Include Serial Numbers' option at the
bottom of the screen.
The fields that can be modified contain a check box. For those fields you wish to change,
click the check box in order to select it and make your changes.
Click the button when ready to save your changes.

7.20.2 Serialized Qty Synch
From the menu bar, click Modules > Inventory > Utilities > Serialized Qty Synch or
press Alt M I U S on the keyboard.
"Serialized Qty Synch" will go through your inventory file and count the serial numbers
under each sku in order to update the serialized skus with the correct quantity.
Click the button when you are ready to proceed.
7.20.3 Merge Skus

From the menu bar, click Modules > Inventory > Utilities > Merge Skus or press Alt
M I U M on the keyboard.
"Merge Skus" is used to transfer the history of one sku/catalog to another sku/catalog.
This might be necessary if a sku/catalog was entered incorrectly or a sku/catalog was
replaced with another sku/catalog. Only the history will transfer to the new sku/catalog.
The detailed information such as cost, pricing, vendor and description for the new
sku/catalog will not be modified. Once the history has been transferred to the new
sky/catalog, the old sku/catalog will be removed from inventory.
Sku/Catalog to Delete
Type the sku or catalog number to transfer the history of, and then delete. For skus, the
description, manufacturer, model and barcode will appear once the sku has been entered.
For titles, the title, publisher, artist and barcode will appear once the catalog number has
been entered.
Sku/Catalog to Merge Into

Type the sku or catalog number to merge the history of the old sku/catalog with. The
information pertaining to that sku/catalog will then appear.
Use this Barcode

If the 'Sku/Catalog to Merge Into' does not have a barcode number and the 'Sku/Catalog to
Delete' does, you will see the option 'Use this Barcode'. Check this box if you would like to
assign that barcode number to the new sku/catalog.
Add to Alt Barcodes
If the 'Sku/Catalog to Merge Into' does have a barcode number, you will see the option
'Add to Alt Barcodes'. Check this box if you would like to add the barcode from the old
sku/catalog to the alternate barcode table. Refer to "Alternate Barcodes" for more
information.
Click the button when ready to proceed with the merge.

7.20.4 Change Manufacturer/Publisher
From the menu bar, click Modules > Inventory > Utilities > Change Mfg/Pub or
press Alt M I U H on the keyboard.
"Change Manufacturer/Publisher" will go through the inventory and history files and search
for the old manufacturer/publisher in order to change to the new one. The old
manufacturer/publisher will then be deleted from the Manufacturer/Publisher table.
Old Mfg/Pub
Select from the drop down list the manufacturer/publisher you wish to change and delete.
New Mfg/Pub
Select from the drop down list the manufacturer/publisher you are changing to. If the
manufacturer/publisher has not yet been added to the table, you must do so prior to
proceeding. Refer to "Manufacturers/Publishers" for assistance.
Click the button when ready to proceed with the change.
7.20.5 Create Skus at New Location

From the menu bar, click Modules > Inventory > Utilities > Create Skus at New
Location or press Alt M I U R on the keyboard.
"Create Skus at New Location" will create inventory records at a new location, saving you
the necessity from doing it manually. This would be useful if you opened a new store or
acquired an existing store that was not using AIMsi. You may create records for a certain
type of inventory only, or break it down by category and/or sub category. The inventory
records will be created with a quantity of zero.
Old Location
Select from the drop down list the store location you wish to copy the inventory from.
New Location
Select from the drop down list the store location you are creating the inventory records
for. If the store location has not yet been added to the locations table, you must do so
prior to proceeding. Refer to "Locations" for assistance.
Accessory/Serial Sku/Title Inventory
If you want to create accessory records at the new location, check the Accessory Inventory
box.
If you want to create serialized sku records at the new location, check the Serial Sku
Inventory box. Individual serial numbers will not be copied, just the serialized skus.
If you want to create title inventory records at the new location, check the Title Inventory
box.

Zero Out Min and Max
If you want the minimum and maximum reorder quantities to be zero for the inventory
records created at the new location, check this box.
Category
If you want to create inventory records for a specific category(ies) of inventory only,
select the applicable category(ies) from the Category listing.
Sub Category
If you want to create inventory records for a specific category and sub category(ies) of
7.20.6 Change Inventory Pricing

From the menu bar, click Modules > Inventory > Utilities > Change Inventory
Pricing or press Alt M I U P on the keyboard.
"Change Inventory Pricing" is used to update inventory pricing for a group of inventory
according to the criteria selected.
Choose Inventory File for Calculation

Click in the box and select the type of inventory to update the pricing on. Your options
include: Titles Inventory, Accessory Inventory, Serial Inventory and Serial Numbers.
Serial Inventory refers to serialized skus but not the individual serial numbers under those
skus.
Note: If you wish to update the pricing on both the serialized skus and serial numbers,
you will run the update twice, first selecting Serial Inventory and then Serial Numbers.
All other criteria should be selected exactly the same.
Enter Mod/Cat/Serial# Range to Select or Leave Blank for All

l If Serial Inventory or Accessory Inventory was selected as the inventory file to
update and you would like to update the pricing on only those serialized skus or
accessories that falls within a model range, type that model range in the boxes
provided.

Example: If you want to update the pricing on those serialized skus with a model
beginning YAS regardless of what comes after YAS, you might type YAS in the first box and
YAS999999 in the second box in order to catch all serialized skus with a model beginning
YAS.
l If Titles Inventory was selected as the inventory file to update and you would like to
update the pricing on only those titles with a specific catalog number that falls
within a catalog number range, type the catalog number range in the boxes
provided.
Example: If you want to update the pricing on all titles inventory with a catalog number
that begins HL1, you might type HL1 in the first box and HL2 in the second box.
l If Serial Numbers was selected as the inventory file to update and you would like to
update the pricing on only those serialized items with a serial number that falls
within a specific range, type the serial number range in the boxes provided.
Enter Mfg/Pub to Select or Leave Blank for All

To update only those items with a specific manufacturer or publisher, click in the box and
select the manufacturer or publisher from the drop down list.
Enter Vendor to Select or Leave Blank for All
To update only those items with a specific vendor, type the vendor number in the box
provided.
Enter Category to Select or Leave Blank for All

To update only those items with a specific category, click in the box and select the category
Enter Sub Category to Select or Leave Blank for All
To update only those items with a specific category and sub category, once the category
has been selected click in the sub category box and select the applicable sub category from
the drop down list.
Enter Store Location to Select or Leave Blank for All
If you have multiple store locations and wish to update only those items at a specific store,
click in the box and select the location from the drop down list.
Enter Selection Code to Select or Leave Blank for All
To update only those items with a specific selection code, click in the box and select the
code from the drop down list.
Enter Price Level to Select or Leave Blank for All
To update only those items with a price that falls within a certain range, click in the box
and select the pricing level to use from the drop down list.

Enter Price Range if there is a Price Level Selected
To update only those items with a price that falls within a certain range, first select the
price level to use. Then, enter the price range to select in the boxes provided.
Example: You wish to update the Minimum Retail price on all Band Instruments that have
a Retail Price of $499 or greater. In this example, you would select Band Instruments as
the Category to select, Retail as the Price Level and 499 thru 9999999 as the Price Range.
You will then select Min Retail as the Price Field to Update.
Select the Price Field to Update

Click in box and select the price level you wish to update. The options include: Active-e,
Retail, Our Price, Minimum Retail, Price A, Price B and Price C. Once the price field has
been selected, select the calculation method you wish to use. The options include: Percent
of Retail, Percent of Our Price, Cost Up, Weighted Cost Up, Enter Dollar Amount to Add and
Enter New Dollar Amount. The applicable percent or dollar amount should then be entered
in the box provided. Be sure to enter percents in decimal format.
Example: To follow the example above, you would like to update the Minimum Retail
Price so it equals 65% of Retail on all band instruments that have a retail price of $499 or
greater. In this example, you would choose Min Retail as the Price Field to Update and
type .65 in the box provided.
Exclude Discontinued Items

To exclude in the price update those inventory items that have been marked as
discontinued, check this box.
Change Rented Serial Items
If you have chosen to update Serial Items and you would like to include in the price update
those serialized items that are currently being rented, check this box.
Change Used Serial Items
If you have chosen to update Serial Items and you would like to include in the price update
those serialized items that are coded as Used, check this box.
Print Blaster Labels
If you would like to print bar code labels for those items that are included in the price
update, check this box. Upon clicking Save, the labels will print.
Click the button to run the price update. You may view the items selected to
update prior to saving.
Price Change Review tab

Upon making your selections and clicking the Proceed button on the 'Change Inventory
Pricing' tab, the 'Price Change Review' tab will open with the inventory items selected to
update. This is for your review only and changes cannot be made directly on the 'Price
Change Review' tab. If changes need to be made to the items selected, click the
button and modify your selections on the 'Change Inventory Pricing' tab.
When you have reviewed the items selected and are ready to proceed with the price
update, click the button.

7.20.7 Move Serial# to New Sku
From the menu bar, click Modules > Inventory > Utilities > Move Sr# to New Sku or
press Alt M I U V on the keyboard.
"Move Seriall# to New Sku" enables you to change the sku on a serialized item and change
the history to reflect the new sku at the same time.
Serial# to Move
Type the serial number that you are changing the sku on. The item must be found in in
New Sku for Serial#

Type the sku that you are assigning the serialized item to. The sku must be found in your
inventory file.
Hint: Press F6 to select the sku from "Display Inventory".
7.20.8 Price Check

From the menu bar, click Modules > Inventory > Utilities > Price Check or press Alt
M I U I on the keyboard.
"Price Check" is a quick way to check the price on an inventory item without the need to
search for it in in "Display Inventory" or the inventory maintenance options ("SA
Maintenance" or "Titles Maintenance"). The price that appears in "Price Check" is for
viewing only and cannot be changed here.
Sku
In the sku box, scan the item's barcode or type the sku, catalog number or serial number
and press Enter. The 'Our Price', description and notes will then appear.
Viewing Volume Pricing
If the item has volume pricing set up, the button will appear bold. Click the
button to view the volume pricing.
Viewing Image
If the item has an image attached to it, the button will appear bold. Click the
button to view the image.

7.20.9 Transfer Vendor Inventory
From the menu bar, click Modules > Inventory > Utilities > Transfer Vendor
Inventory or press Alt M I U T on the keyboard.
"Transfer Vendor Inventory" is used to transfer inventory from one vendor to another. You
have the option of keeping the old vendor assigned to the inventory, just not as the
primary vendor. Or, you may opt to keep the old vendor as the primary, but assign the
new vendor as well.
Example: You have found a second vendor that offers the inventory you purchase from
the current vendor at a lower price. You decide to order from the new vendor, and wish to
make the new vendor the primary. "Transfer Vendor Inventory" enables you to do this
automatically for all items, saving you from having to modify the vendor on each individual
item.
From Account
Click the button in order to select the vendor you are transferring the
inventory from. Select the vendor from the 'Pick Vendor' list box. The vendor name will
be brought forward to "Transfer Vendor Inventory".
To Account
Click the button in order to select the vendor you are transferring the
inventory to. Select the vendor from the 'Pick Vendor' list box. The vendor name will be
brought forward to "Transfer Vendor Inventory".
Keep From Vendor
To keep the current vendor assigned to the inventory in addition to adding the new one,
check the 'Keep from Vendor' box.
Keep From As Primary
To keep the current vendor assigned to the inventory as the primary vendor, just adding
the new vendor, check the 'Keep from Vendor' box and check the 'Keep From as Primary'
box.
Inventory
To transfer items in your inventory file from the current vendor to the new vendor, check
the Inventory box.
Serial Inventory
To include serialized items in your inventory file from the current vendor to the new
vendor, check the Serial Inventory box.
Sold History
To change the vendor of items in your sold history file, check the Sold History box.
Order History
To change the vendor of items in your order history file, including those currently on order,
check the Order History box.

Transfer History
To change the vendor of items in your transfer history file, check the Transfer History box.
This would apply to those items transferred out to a vendor.
Receive History
To change the vendor of items in your receive inventory history file, check the Receive
History box.
Manufacturer
To change the vendor on inventory with a specific manufacturer or publisher only, click in
the Manufacturer box and select the applicable manufacturer/publisher.
Category
To change the vendor on inventory with a specific category(ies) of inventory only, select
the applicable category(ies) from the Category listing.
Sub Category
To change the vendor on inventory with a specific category and sub category(ies) of
Click the button when ready to proceed with the transfer of inventory from one
vendor to another.
7.20.10 Update Loyalty Exempt

From the menu bar, click Modules > Inventory > Utilities > Update Loyalty Exempt
or press Alt M I U U on the keyboard.
"Update Loyalty Exempt" will go through your inventory file and mark the loyalty exempt
option if the sub category the inventory item belongs to is marked as loyalty exempt. This
is helpful if you marked sub categories as being loyalty exempt in "Maintain Sub
Categories" after inventory was already in AIMsi.
Click the button to continue with the update.
7.20.11 Vendor Import

From the menu bar, click Modules > Inventory > Utilities > Vendor Import or press
Alt M I U E on the keyboard.

"Vendor Import" is used to import print music titles tagged in Music-Search. Music-Search
is a print music database that contains complete catalogs of over 900 music publishers and
is a valuable asset to print music retailers. For more information on Music-Search, go to
http://www.musicsearchusa.biz.
For information and instructions on the Music-Search integration with AIMsi, including
using "Vendor Import" to import titles, download Music-Search.doc from the
Documentation Downloads section of the Tri-Tech Member Portal, accessible here:
https://www.technology4retailers.com/t-memberportal.aspx.
7.20.12 Receive All Store to Store Transfers

From the menu bar, click Modules > Inventory > Utilities > Receive All Store to
Store Transfers or press Alt M I U A on the keyboard.
"Receive All Store to Store Transfers" will receive all store to store transfers at once, in
order to save you the time from receiving each one individually. This is helpful if you have
been transferring items from store to store in "Store to Store Transfers" but have not been
receiving them in "Receive Store Transfers".
Note: It is important that all store to store transfers be received prior to changing the
system variable 'TranStor2StorInTransit'. Refer to "System Variables" on the General
Maintenance menu for more information.
Click the button to continue with the update.
7.20.13 Add Layaway Serials

From the menu bar, click Modules > Inventory > Utilities > Add Layaway Serials or
press Alt M I U L on the keyboard.
When entering items on layaway in AIMsi, you have the ability to use the serialized sku
instead of specifying an actual serial number. Once you know the serial number of the
item that will be given to the customer, it would be assigned in "Add Layaway Serials".
Following are the steps to assign the serial number:
1. Upon selecting "Add Layaway Serials" from the Inventory Utilities menu, the 'Pick
Customer' list box will open. Select the applicable customer account.
2. Once you select the customer account, the 'Pick Layaway' list box will open and
display all layaways for the customer. Select the applicable layaway.
3. The 'Attach Serial to Layaway' box will open. RIGHT click on the item you are
assigning the serial number too and select Attach Serial Numbers from the menu that
appears.
4. The 'Select Serial Numbers' box will then open, as pictured here:

Click the down arrow in the white box in
order to view the available serial
numbers for the sku. Select the serial
number of the item being given to the
customer and press Enter. The serial
number will then move to the table and
the Qty Left will reduce by 1. If the
customer purchased on layaway more
than one of the same sku, continue
selecting serial numbers as needed.
When you are finished, click the Ok
button.
5. Upon clicking OK, the 'Select Serial Numbers' box will close and you will be back at
the 'Attach Serial to Layaway' box. There will now be a check mark in the 'Srl?' box
to show that the serial number(s) has been assigned for that sku. Repeat steps 3 and
4 if other skus were purchased on the layaway invoice as well.
Note: If you would like to clear the serial numbers that were just assigned to a sku,
RIGHT click on the sku and choose 'Clear Serial Numbers' from the menu that appears.
6. When the serial numbers have been assigned as needed, click the button.
7.20.14 Inventory Export/Import

From the menu bar, click Modules > Inventory > Utilities > Inventory
Export/Import or press Alt M I U O on the keyboard.
"Inventory Export/Import" is designed to export selected inventory from AIMsi to Excel.
You can than manipulate the data in Excel and import the changes back into AIMsi. This
program is NOT designed to import new inventory. Contact fileconversion@aimsi.biz in
order to request more information on importing new data into AIMsi.
It is important that you understand the limitations of this program. There are certain
columns that cannot be changed in Excel. There is no error checking in Excel. For example,
Excel will allow you to change an item's primary vendor to a vendor that may not exist in
AIMsi. You cannot manipulate any of the cells to be the results of formulas. You should not
do any special formatting to any of the cells.
Excel has a limit of 65,536 rows, so make sure that your selection criteria takes this into
consideration when exporting.
Caution: It is very important that you have a current working backup before running this
program. If the results are undesirable, there is no way to reset your inventory back
without restoring from your backup media.
The exported files can be found in your AIMsi folder. The import routine will expect to find
the files in your AIMsi folder. Accessory records will be exported to invexpa.xls. Serial/Sku
records will be exported to invexps.xls. Title records will be exported to invexpt.xls.
Excel cannot be open during the export or import or you will get a sharing violation error
message.

Serial/Accessory Fields
Column Description Editable
A Version No
B PK No
C Type No
D Model No
E Sku No
F Cat Yes*
G Sub Yes
H Mfg Yes
I Desc Yes
J Color Yes
K Size Yes
L Qty No
M QtySold No
N Min Yes
O Max Yes
P Barcode Yes
Q Freight Yes
R WCost Yes
S Retail Yes
T OurPrice Yes
U MinPrice Yes
V Spiff Yes
W PriceA Yes
X PriceB Yes
Y PriceC Yes
Z Weight Yes
AA Vend1 Yes
AB VendName1 No
AC Item1 Yes
AD NormalCost1 Yes
AE LastCost1 Yes
AF DateRec1 Yes
AG Vend2 Yes
AH VendName2 No
AI Item2 Yes

AJ NormalCost2 Yes
AK LastCost2 Yes
AL DateRec2 Yes
AM Vend3 Yes
AN VendName3 No
AO Item3 Yes
AP NormalCost3 Yes
AQ LastCost3 Yes
AR DateRec3 Yes
AS Vend4 Yes
AT VendName4 No
AU Item4 Yes
AV NormalCost4 Yes
AW LastCost4 Yes
AX DateRec4 Yes
AY Season Yes
AZ MMCode Yes
BA Status Yes
BB Reminder Yes
BC Notes Yes
BD DescSelcode Yes
BE QtySelcode Yes
BF AEUpdate Yes
BG AEUpPublish Yes
BH AECallToOrder Yes
BI AEFreeShip Yes
BJ Disc Yes
BK DiscDate Yes
BL Replaces Yes
BM DiscSku Yes
BN LoyaltyExpt Yes
BO RequiresSerial Yes**

*Category can be changed but it is not recommended. It will attempt to update your
history files but will not make general journal entries.
**RequiresSerial at POS can be changed but it is not recommended. The item must be an
Accessory and should not be on any open layaways.
Title Fields
A Version No
B PK No
C Type No
D Catalog No
E Cat Yes*
F Sub Yes
G Pub Yes
H Title Yes
I Composer Yes
J Artist Yes
K Arranger Yes
L Voicing Yes
M Level Yes
N Qty No
O QtySold No
P Min Yes
Q Max Yes
R Barcode Yes
S Freight Yes
T WCost Yes
U Retail Yes
V OurPrice Yes
W MinPrice Yes
X Spiff Yes
Y PriceA Yes
Z PriceB Yes
AA PriceC Yes
AB Weight Yes
AC Vend1 Yes

Title Fields
AD VendName1 No
AE Item1 Yes
AF NormalCost1 Yes
AG LastCost1 Yes
AH DateRec1 Yes
AI Vend2 Yes
AJ VendName2 No
AK Item2 Yes
AL NormalCost2 Yes
AM LastCost2 Yes
AN DateRec2 Yes
AO Vend3 Yes
AP VendName3 No
AQ Item3 Yes
AR NormalCost3 Yes
AS LastCost3 Yes
AT DateRec3 Yes
AU Vend4 Yes
AV VendName4 No
AW Item4 Yes
AX NormalCost4 Yes
AY LastCost4 Yes
AZ DateRec4 Yes
BA Season Yes
BB MMCode Yes
BC Status Yes
BD Reminder Yes
BE Notes Yes
BF DescSelcode Yes
BG QtySelcode Yes
BH AEUpdate Yes
BI AEUpPublish Yes
BJ AECallToOrder Yes
BK AEFreeShip Yes
BL Disc Yes

Title Fields
BM DiscDate Yes
BN Replaces Yes
BO DiscSku Yes
BP LoyaltyExpt Yes
*Category can be changed but it is not recommended. It will attempt to update your
history files but will not make general journal entries.
7.20.14.1 Export
The Export tab is used to export inventory from AIMsi to Excel. The data can then be
manipulated and imported back into AIMsi using the Import tab.
Type
Click in the Type box and select the type of inventory you are exporting. If Serialized is
selected, serialized skus will export and not the individual serial numbers.
Location
If you have multiple store locations and wish to export data from a location other than the
location of the workstation, select the applicable location from the drop down list.
Mfg/Publisher
If you are exporting inventory from a specific manufacturer or publisher only, click in the
box and select the applicable manufacturer or publisher from the drop down list.
Sales History Days
The exported records will have a Quantity Sold column. Enter the number of days to show
the quantity sold.
Primary Vendor
To export inventory from a specific vendor only, click in the box and type the applicable
vendor number. Only inventory with this vendor as the primary vendor will be selected.
Category
To export a specific category(ies) of inventory only, select the applicable category(ies)
from the Category listing.
Sub Category
To export a specific category and sub category(ies) of inventory only, select the applicable
category from the Category listing and then select the applicable sub category(ies) from
the Sub Category listing.

I have read and understand the documentation for this program. I do have
a working backup.
Prior to clicking the Export button, you must confirm that you have not only read the
documentation for the Export/Import program, but you understand it. You also must
confirm that you have a working backup of AIMsi as a safeguard, in case it is necessary to
restore the inventory file.
Click the button when the criteria has been selected, you have confirmed you
have read the documentation and have a working backup, and you are ready to proceed
with the inventory export. Excel will open with the exported inventory. As a reminder, the
file is located in your
Aimsi folder and is named invexpa.xls (Accessories), invexps.xls (Serialized) or
invexpt.xls (Titles).
Be sure to review "Inventory Export/Import" for the list of editable/non-editable fields.
Once you have modified the inventory records in Excel, save the spreadsheet. The
filename should not be changed and the file must reside in the AIMsi folder. You are then
ready to import the records back into AIMsi. Refer to "Import" for more information.
7.20.14.2 Import
The Import tab of "Inventory Export/Import" is used to import inventory back into AIMsi
that has already been exported and modified in Excel.
Type
Click in the Type box and select the type of inventory you are importing.
Update Pricing Options
Update Pricing for Exported Location Only: If pricing was modified on the exported
inventory in Excel, and when imported you would like the pricing to affect the inventory
only at the location specified when exporting, select this option.
Update Pricing for All Locations: If pricing was modified on the exported inventory in
Excel, and when imported you would like the pricing to affect the inventory at all locations,
select this option.
Do Not Update Pricing on Serial Inventory: If Serialized was selected as the type of
inventory exported/imported and pricing was modified on the exported inventory in Excel,
do you want the pricing to affect the individual serial numbers belonging to the skus? If no,
check this option. The pricing will then update for the serialized skus only, and not the
individual serial numbers.
Update Pricing on All Serial Inventory: If the answer to the question asked in 'Do Not
Update Pricing on Serial Inventory' is Yes, and you want the pricing to affect all the serial
inventory including those coded as New and Used, check this option.
Update Pricing on New Serial Inventory: If the answer to the question asked in 'Do Not
Update Pricing on Serial Inventory' is Yes, and you want the pricing to affect only serial
inventory coded as New, check this option.

Update Pricing on Used Serial Inventory: If the answer to the question asked in 'Do Not
Update Pricing on Serial Inventory' is Yes, and you want the pricing to affect only serial
inventory coded as Used, check this option.
I have read and understand the documentation for this program. I do have
a working backup.
Prior to clicking the Import button, you must confirm that you have not only read the
documentation for the Export/Import program, but you understand it. You also must
confirm that you have a working backup of AIMsi as a safeguard, in case it is necessary to
restore the inventory file.
Click the button when the criteria has been selected, you have confirmed you
have read the documentation and have a working backup, and you are ready to proceed
with the inventory import. As a reminder, the file is located in your Aimsi folder and is
named invexpa.xls (Accessories), invexps.xls (Serialized) or invexpt.xls (Titles). The
progress of the Import will be shown as AIMsi works on importing the inventory.
7.20.15 Delete Inventory

From the menu bar, click Modules > Inventory > Utilities > Delete Inventory or
press Alt M I U Y on the keyboard.
"Delete Inventory" is used to remove a large group of inventory from AIMsi at once. This
might be necessary if an entire catalog of products was downloaded via Active-e's B2B
feature and it was realized after the fact that all the items were not needed in AIMsi. You
can use "Delete Inventory" to mass remove the items.
Note: Accounting will not be affected with the cost of the items being deleted. If you
would like to make a ledger entry, you must first run the report "Inventory Count by
Category" using the criteria to select the items you are going to delete. This report will
show the cost of those items. Once the items have been deleted, you can then make the
ledger entry to reflect the cost.
You have two options when using "Delete Inventory". You may choose to entirely remove
the inventory records (regardless of quantity), or keep the records but change the quantity
to 0. In both cases, serialized inventory meeting the criteria selected will be removed.
The history of the items removed will not be affected.
You have the ability to review the items that will be deleted, prior to actually deleting
them. This enables you to make changes to the selection criteria if necessary.
Caution: It is very important that you have a current working backup before running this
program. If the results are undesirable, there is no way to reset your inventory back
without restoring from your backup media.
Remove Records/Zero Quantities

To remove the records selected from inventory, regardless of quantity, click the option
Remove Records. To keep the inventory records, but change the quantity to 0, click the
option Zero Quantities. In both cases, serialized inventory will be deleted.
Type
Select the type of inventory you wish to remove. The options are Accessories, Serialized,
Titles or All Types.

Location
Select the location of the store you are removing inventory from. You may select All
Locations to remove inventory from all stores.
Category
Select the category of inventory you wish to remove, or choose All Categories.
Sub Category
If you are removing from inventory items with a specific sub category under the category
selected in the Category box, click in the Sub Category box and choose the sub category.
If you are removing accessory or serialized inventory and you would like to remove only
inventory with a specific Manufacturer, select the Manufacturer from the drop down down
list. If you are removing titles inventory and you would like to remove only inventory with
a specific Publisher, select the Publisher from the drop down list. Choose Select All from
the drop down list if you are not removing inventory from a specific Manufacturer or
Publisher.
Sku Range
If you would like to remove a range of skus or catalog numbers, enter the range in the Sku
Range boxes.
Created Date
To only remove inventory records that were created in AIMsi on a specific date, type the
date in the Created Date box.
Discontinued Only
To only remove those inventory records that are marked as 'Discontinued', check the
Discontinued Only box.
Vendor Number
To delete only inventory items from a specific vendor, type the vendor account number in
the Vendor box.
Hint: Press F6 to select the vendor from the 'Pick Vendor' list box.
Delete Only If Primary: When deleting by vendor if an item that has the selected
vendor as its primary vendor also has other vendors, the item and all of its vendor entries
will be removed only if the vendor is the primary.
Delete: When deleting by vendor if an item that has the selected vendor as its primary
vendor also has other vendors, the item and all of its vendor entries will be removed
whether the vendor is the primary or not.
Do Not Delete: When deleting by vendor if an item that has the selected vendor as its
primary vendor also has other vendors, the item and all of its vendor entries will not be
removed.

Click the button to view the items selected for deletion. The 'Preview' tab will
then open with the items listed for your review. If changes need to be made to the
selection criteria, click the 'Remove Inventory' tab and make the changes.
Once you are satisfied with the items selected for deletion, you must confirm that you
understand the warnings at the top of "Remove Inventory" and you have a good working
backup of AIMsi. Once you have checked the confirmation box, click the button
located on the 'Preview' tab to proceed with the deletion.
7.20.16 Create Matrix

From the menu bar, click Modules > Inventory > Utilities > Create Matrix or press
Alt M I U X on the keyboard.
If individual skus were created for each of the colors/sizes of an item instead of a matrix
sku being created, "Create Matrix" can be used to create the matrix. "Create Matrix" will
allow you to enter the main model that exists in inventory at the top then add the different
skus that would fall in place for that item at the bottom creating the one model record and
multiple matrix skus.
Note: Be certain to have a working backup prior to proceeding.
This screen shot of "Create Matrix" shows that individual

skus were created for the various colors and sizes of a t-
shirt instead of creating one model sku called TSHIRT with a
color/size matrix for the various colors and sizes. "Create
Matrix" will create that matrix for you. You will want to be
sure that the main model sku exists in inventory prior to
creating the matrix here.
Model
In the Model box you will type the main model sku and
press Enter. The sku entered will move to the grid. In the
screen shot example TSHIRT is the main model sku.
Sku
In the Sku box below you will type a sku that belongs to the matrix being established for
the main model sku and press Enter. The sku entered will move to the grid. In the screen
shot example TSHIRTBL is one sku that belongs in the matrix.
Deleting a sku from the matrix

Click in the row on the grid containing the sku you would like to remove from the matrix

Saving the matrix
When you are ready to save the matrix click the button. At this point, the
individual skus will be assigned to the main model sku in its color/size matrix.
7.20.17 Change Serial Details

From the menu bar, click Modules > Inventory > Utilities > Change Serial Details or
press Alt M I U N on the keyboard.
"Change Serial Details" is used to make changes to individual serial number records. Cost
cannot be changed in this program.
Model/Sku
Type the serialized sku (model) in order to display the serial numbers under that sku. The
information pertaining to the serialized sku record will then appear.
Note: Only the individual serial number records will be updated with the changes made
and not the serialized sku. If you wish to modify the serialized sku, use "Change Sku
Details" on the Inventory Utilities menu.
Location
The Location will default to the location of the workstation. If you would like to view the
serial numbers at a different location, or all locations, click in the Location box and select
the applicable location.
The serial numbers belonging to the serialized sku will appear in the grid and will contain a
check box. Check the serial numbers you wish to update with your changes.
The fields that can be modified contain a check box. For those fields you wish to change,
click the check box in order to select it and make your changes.
Click the button when ready to save your changes. At this point, the serial
numbers that were selected will be updated with the changes.
7.20.18 Change Sku Type

From the menu bar, click Modules > Inventory > Utilities > Change Sku Type or
press Alt M I U G on the keyboard.
If a new sku is created as an accessory and it should have been serialized (or vice versa),
"Change Sku Type" can be used to change the type without having to delete the sku and
recreate it. Once there is any activity done on the sku (i.e. a sale), this program cannot be
used.

Sku
Type the sku you would like to change the type of and press Enter.
The Description, Model and Type will then appear. If the sku has a color/size matrix
associated with it, the various color/size skus will list in the 'Other Skus Affected' box.
Click the button to proceed with changing the type of the sku from Serialized
to Accessory, or Accessory to Serialized.
7.20.19 Breakdown Skus

From the menu bar, click Modules >
Inventory > Utilities > Breakdown Skus
or press Alt M I U W on the keyboard.
"Breakdown Skus" is used to manually
breakdown a sku and transfer the quantity to
the base sku. If the base sku was assigned
an auto replenishment sku in "Maintain
Breakdown Skus" on the Inventory
Maintenance menu, the breakdown would
occur automatically at POS when the quantity
of the item falls to 0. However, if an auto
replenishment sku was not assigned, or you
would prefer to do the breakdown manually,
"Breakdown Skus" may be used to do so.
Show base skus where the
quantity available of any sku in
that chain is less than x
This will default to 1, but may be changed if necessary.
At Location
The location will default to the store location of the workstation, but may be changed if
necessary by clicking in the box and selecting the location from the drop down list.
Once the criteria has been selected, click the button. If any base sku or sku in
the chain have a quantity less than the quantity entered, the base sku will list in the top
box. The skus in that chain will appear in the box below.
In the example pictured here, you can see that the single cans of Mountain Dew have sold
out requiring a 12 or 24 pack to be broken down to the single cans. For example purposes,
let's say you are going to break down one 24-pack to the singles. To do this, in the '# Out'
column for the 24PK sku, type the number of 24 packs you are breaking down (i.e. 1) and
press Enter. You will notice that 24 will then appear in both the 'Total Base Units Out' and
'Total Base Units to Allocate' boxes on the bottom of the screen. Next, type the number of
base units being added to the SINGLE sku in the '# In' column (i.e. 24) and press Enter.

You will notice that 24 now appears in the 'Total Base Units In' box and the 'Total Base
Units to Allocate' has been changed to 0. The breakdown is complete and the
button should be clicked to save the quantity changes.
7.20.20 Manage Acquisition/Disposition Records

Use this procedure to directly edit an acquisition or disposition record.
Note: Be sure you have a working backup before editing your A&D records.
Steps to complete
Choose from the options below.
Edit a record
1. On the Edit Acquisition/Disposition Entries window, enter as much or as little

information as desired in the search criteria boxes and click Refresh Grid. The
more information you enter, the more specific your search results will be.
2. Highlight the record you want to edit and click Edit Record. The Gunbook Entry
window displays.
3. Edit any information as necessary.
4. Click Save. The Edit Acquisition/Disposition Entries window redisplays.
5. Click Save.
Add a record
1. On the Edit Acquisition/Disposition Entries window, click Add Record. The

Gunbook Entry window displays.
2. Enter any information as necessary. The acquisition reference number will default to
Manual.
3. Click Save. The Edit Acquisition/Disposition Entries window redisplays.
4. Click Save.
Delete a record
1. On the Edit Acquisition/Disposition Entries window, enter as much or as little

information in the search criteria boxes and click Refresh Grid. The more
information you enter, the more specific your search results will be.
2. Highlight the record you want to delete and click Delete Record. A message
displays confirming that you want to delete the record.
3. Click Yes.
7.20.20.1 Windows

7.20.20.1.1 Edit Acquisition/Disposition Entries window
Purpose
Use this window to view, edit, add, or delete firearm acquisition and disposition records.

On the Modules menu, point to Inventory, then to Utilities, then click Edit
Acquisition/Disposition Records.
Alternatively, you may set up access to this window with a toolbar button on the
Workstation Edit window - Toolbar tab. If you have, simply click that toolbar button to
access this window.
Diagram
The following diagram illustrates the Edit Acquisition/Disposition Entries window.
Item descriptions
Fields and boxes
Item Description
A. Account Enter the customer account number from which you
acquired the firearm(s) to display only those records
meeting that criteria.
A. Vendor Enter the vendor number from which you acquired the
firearm(s) to display only those records meeting that
criteria.
D. Account Enter the customer account number to which you sold,
transferred, or returned the firearm(s) to display only
those records meeting that criteria.
D. Vendor Enter the vendor number to which you sold, transferred,
or returned the firearm(s) to display only those records

Item Description
meeting that criteria.
Category Select a category to display only those records for
inventory in that category.
Subcategory Select a subcategory to display only those records for that
inventory in that subcategory. If you select a
subcategory, you must select a category first.
A. Date Range Enter a range of dates to display only those records where
a firearm was acquired during that time.
To quickly enter today's date, press T on your keyboard.
To quickly back-date or forward-date by one day, use the
Hyphen key (-) and Equal key (=) on your keyboard
(alternatively, use the Minus Sign and Plus Sign keys
on your keyboard number pad). To quickly back-date or
forward-date by one month, use the Page Up and Page
This box supports F6 functionality; the Choose Date
window opens.
D. Date Range Enter a range of dates to display only those records where
a firearm was transferred, sold, or returned during that
time.
window opens.
l Reviewable Select an option to display only those records that are
l Not Reviewable marked for review, are not marked for review, or either.
l Both
l Pending Transfer Select an option to display only those records that are
l Not Pending Transfer flagged as pending transfer, those that are not pending
l Both transfer, or either.
Serial If you are looking for a specific record and know the
serial number of the item, enter that here.
Grid columns The information that displays in the grid depends on the amount of search
criteria you enter. If you enter more criteria you will have fewer results. If you enter no
criteria all records display.
Rv A check mark in this column indicates that the record has
been marked for review.
Serial The serial number of each item matching your search
criteria.

Item Description
Click the column heading to sort the grid in ascending or
descending serial number order.
Acquisition Date The date each item matching your search criteria was
acquired.
descending date order.
A. Ref. The reference number for the acquisition record, if one
exists. Otherwise, this may display RCVINV (received
inventory from vendor) or Manual (record added to
gunbook manually).
descending reference number order.
Acquisition Type The type of acquisition for each item matching your
search criteria, such as Service In or Purchase.
D. Ref. The reference number for the disposition transaction, if
applicable.
Disposition Type The type of disposition for each item matching your
search criteria, such as Service Out or Sale.
Buttons
Item Description
Refresh Grid Displays any records matching your search criteria.
Edit Record Displays the Gunbook Entry window where you can
make modifications to the record that is highlighted in the
grid.
Delete Record Deletes the record highlighted in the grid.
Add Record Displays the Gunbook Entry window where you can add
a new A&D record.
Save Saves any changes you made on the Gunbook Entry
window. This button only displays if you made edits and
saved them on the Gunbook Entry window.
Cancel Cancels any changes you made on the Gunbook Entry
window. This button only displays if you made edits and
saved them on the Gunbook Entry window.
7.20.20.1.2 Gunbook Entry window

Purpose
Use this window to view the details of a gunbook record. This window is automatically
populated with information about the firearm when you receive gunbook-eligible inventory
into AIMsi. If your store receives out-of-state firearm transfers or offers repair and

service, use this window to manually create records for firearms you receive into your
store for those purposes; this maintains them in the gunbook but keeps them from
attributing to your inventory.
Note: It is important that your vendor and customer information is entered correctly so
that your A&D records are accurate.

This window may display automatically or manually as described below.
l Automatically When you complete a gunbook eligible transaction and that

transaction type is selected on the Setup Acquisition-Disposition System
window.
l Manually Click Edit Record or Add Record on the Edit Acquisition/Disposition
Entries window.
Diagram
The following diagram illustrates the Gunbook Entry window.
Item descriptions
Fields and boxes
Item Description
Inventory Details section
Review Select this check box if you need or want to review this
record later. At that time, you can find any A&D record
flagged for review by sorting on this option from the Edit
Acquisition/Disposition Entries window
Pending Transfer Select this check box if the item has been transferred out,
such as for repair. At any time you can find any A&D
record flagged as pending transfer by sorting on this
option from the Edit Acquisition/Disposition Entries

Item Description
window.
Serial # The serial number of the item.
Mfg The manufacturer of the item.
Model The model of the item.
Desc A brief description of the item.
SKU The SKU number of the item.
Barcode The barcode of the item.
Color The color of the item.
Size The size of the item.
Cat The category to which this item is assigned.
Subcat The subcategory to which this item is assigned.
Acquisition Details section
Date/Ref The date the item was acquired and either the invoice
number, an abbreviation (such as RCVINV for Received
From Vendor), or Manual, in cases where you added
items directly to the A&D records (such as for
gunsmithing).
The right-hand (Ref) box supports F6 functionality; the
Choose Date window displays.
Type The transaction type through which the item was
acquired, such as Consignment or Transfer In.
Vend/Acct The vendor number or customer account number from
which the item was acquired.
These boxes support F6 functionality; the Pick Vendor
window or Pick Customer window opens.
Name F/M/L The name of the vendor or customer (first, middle, and
last, where applicable).
Addr 1 The vendor or customer's address (line one is typically
the number and street address.
Addr 2 The vendor or customer's address (line two is often a
PO box).
City/ST/Zip The vendor or customer's city, state, and ZIP code.
County/Phone The vendor or customer's county and primary phone
number.
Email/SS# The vendor or customer's email address and Social

Item Description
Security number (where applicable). The Social Security
number is encrypted for staff members without
permission to see Social Security numbers.
FFL/Exp The vendor or customer's Federal Firearms License (FFL)
number and expiration date.
The right-hand box (Exp) supports F6 functionality; the
Choose Date window opens.
Bdate/Ethnicity/Gender The customer's birth date, ethnicity, and gender.
The left-hand box (Bdate) supports F6 functionality; the
DL#/Exp The customer's driver's license number and expiration
date.
ST ID/Date/Exp The customer's state ID number, the date of issuance,
and the expiration date, if available. This may be any
state-issued ID, such as the FOID (firearm owner
identification) issued by Illinois.

Item Description
The middle and right-hand boxes (Date and Exp) support
F6 functionality; the Choose Date window opens.
Disposition Details section
Date/Ref The date the item was sold, returned, or transferred out
and either the invoice number, or other notation, in cases
where you added items directly to the A&D records (such
as for gunsmithing).
Type The transaction type through which the item was
disposed, such as Service Out or Transfer Out.
Vend/Acct The vendor number or customer account number to which
the item was disposed.
These boxes support F6 functionality; the Pick Vendor
window or Pick Customer window opens.
Name F/M/L The name of the vendor or customer (first, middle, and
last, where applicable).
Addr 1 The vendor or customer's address (line one is typically
the number and street address).
Addr 2 The vendor or customer's address (line two is often a PO
box).
City/ST/Zip The vendor or customer's city, state, and ZIP code.
County/Phone The vendor or customer's county and primary phone
number.
Email/SS# The vendor or customer's email address and Social
Security number (where applicable). The Social Security
number is encrypted for staff members without
permission to see Social Security numbers.
FFL/Exp The vendor or customer's Federal Firearms License (FFL)
number and expiration date.
NICS/Date The NICS Transaction Number (NTN) and the date it was
requested.

Item Description
The right-hand box (Date) supports F6 functionality; the
4473 The number on the 4473 for this disposition record.
Bdate/Ethnicity/Gender The customer's birth date, ethnicity, and gender.
The left-hand box (Bdate) supports F6 functionality; the
DL #/Exp The customer's driver's license number and expiration
date.
ST ID/Date/Exp The customer's state ID number, the date of issuance,
and the expiration date, if available. This may be any
state-issued ID, such as the FOID (firearm owner
identification) issued by Illinois.
The middle and right-hand boxes (Date and Exp) support
F6 functionality; the Choose Date window opens.
Buttons

Item Description
Save Saves any changes you made to the record and returns to
the previous window.
Exit Returns to the previous window without saving any
changes.

Chapter 8
Customers
Customers

Add/Change Customer
Customer History
Contact Management
Calculate Finance Charge/Aging
Post Late Charges
PO Spending Limit
Change Invoice PO
Transfer Invoice
Transfer History
Email Maintenance
Loyalty Cards
Customer Account Reports and Statement Printing
8.1 Add/Change Customer

From the menu bar, click Modules > Customer > Add/Change Customer or press Alt
M C A on the keyboard. "Add/Change Customer" may also be accessed by clicking the
button on the 'Pick Customer' list box which appears when it is necessary to select
a customer account.
The customer record contains information about the customer that is referred to when
entering sales, payments, rentals, repairs, lessons, etc.
Note: There is only one customer file. You should make every attempt not to duplicate a
customer record. Always search for the customer prior to adding a new customer into
AIMsi.
8.1.1 Balance
The customer Balance appears in the upper left corner of "Add/Change Customer" and is
the total of all outstanding invoices for the customer. The Balance will remain at 0.00 for
new customer accounts being added or for those customers that have no outstanding
invoices. The Balance cannot be changed here. If you are setting up AIMsi for the first
time and adding customers with outstanding balances, refer to "Creating a Beginning
Balance" in the Point of Sale section for assistance.
Chapter 8 - Customers | 601

8.1.2 Adding a Customer Record
To add a new customer record click the button. The screen will clear of
information. The record will not be saved until you click the Save button. You should add
information to all applicable tabs prior to clicking Save. Refer to "Name tab" for an
explanation of the fields on the main 'Name tab' of "Add/Change Customer".
8.1.3 Finding a Customer Record
To find an existing customer record, click the button. Select the customer from
the 'Pick Customer' list box. The information pertaining to the customer will be brought
forward to the applicable boxes on the "Add/Change Customer" window.
8.1.4 Name tab

The Name tab of "Add/Change Customer" contains the customer name and address
information.
Cust Type
The customer type represents the type of customer you are adding. The customer types
and related information should be pre-established in "Customer Defaults" on the Customer
Maintenance menu.
Click in the Cust Type box and select the applicable customer type from the drop down list.
The information pertaining to the type selected will be automatically added to the
appropriate boxes on the various tabs of "Add/Change Customer".
Email
The e-mail address of the customer you are adding.
Email Method
Indicates the preferred format of the email to the customer. The available options are:

1. Ask for Email: If you do not have the customer's email address and you would like
the sales person to be prompted to ask for it, select this option. The
'AddressCheckPrompt' system variable needs to also have a 'Value' of 1 or 2.
Additionally, the 'Email Prompt Setting' for the workstation needs to be set to
'Prompt for Email'.
2. Do Not Send Emails: The customer does not want correspondence emailed.
3. HTML in Body: The correspondence being emailed should be sent in HTML format in
the body of the email.
4. Microsoft Word as Attachment: The correspondence being emailed should be saved
in Microsoft Word .doc format and attached to the email.
5. Adobe PDF Attachment: The correspondence being emailed should be converted to
an Adobe .pdf file and attached to the email.
Acct#
The customer account number will be automatically incremented according to the last
account number used. You may click in the Acct# box and change the account number if
necessary. The account number must be unique.
If it is necessary to change the account number to start with, refer to the 'NextAcct' system
variable found in "System Variables" on the General Maintenance menu.
Note: A customer account number should never be less than 201. Account numbers less
than 201 represent store accounts and therefore will not appear in customer selection
boxes.
Last
The last name of the individual or short name of business or institution used when
searching for the customer record.
Last will be automatically updated with the individual's last name when the Name is typed.
If the customer type selected was flagged to stop at Last when new customers are added,
you will be taken directly to Last upon selecting the customer type. Type the name you
wish to use when searching for the customer. Refer to "Customer Defaults" for more
information on the 'Stop at Last…' option. Instances where Last should be manually typed
as opposed to automatically created are when adding a customer account for a school,
church or business.
Name
The customer's name. If adding an individual record, type the first name first, last name
last.
Address
The customer's street address. This is the primary address to use when mailing invoices,
letters, sale notices, etc. Shipping addresses may be established in "Ship To Addresses" on
the Customer Maintenance menu. Shipping addresses may always be added or changed in
POS.
The address field consists of two separate areas that may be used for the street address of
the customer.
Upon typing the Address, a search will be performed for duplicates. If other customer
accounts were found with the Name and Address entered, the following window will
appear:

If the customer is not a duplicate and you wish to continue with the add, press the Esc
button on your keyboard or click the Exit button. If the customer is a duplicate and you
would like to cancel the add and go to the customer account listed, click the Go To Cust
button.
Zip
The zip/postal code of the street address entered as the Address.
The zip/postal code comes before City, State and Country in the tab order because if the
zip code has been entered on a previous customer record, the City, State and Country will
automatically be brought forward to this customer record. This saves you from having to
retype the City, State and Country for each new customer added.
City
The city of the customer.
State
The state/province of the customer.
Country
The country of the customer.
Note: If the city, state or country were entered incorrectly, they will be saved to the zip
code table incorrectly. You should correct the Zip Code Table by using "Add/Change Zip
Codes" on the Customer Maintenance menu.
Hm Phone/Ext
The customer's home phone number if you are adding an individual account or the primary
work number if you are adding a business or institution account. The Extension box
pertains to business or institution accounts. Type here the direct extension of the person
you are in contact with at the business/institution being added.
Cell Phone
The cell phone number of the customer being added.
Loyalty
If this customer is going to be a part of your loyalty program and you are issuing the
customer a loyalty card, scan the card in this field, or manually type in the number. This
associates the card number with the customer and allows the card to be scanned in the
'Pick Customer' list box in order to find the customer account in POS.

If you are not using loyalty cards but would still like to issue the customer a loyalty number
in order to accumulate loyalty points, enter the loyalty number in the Loyalty field or click
the button in order for AIMsi to assign the customer a unique number.
If it is necessary to change the loyalty number to start with, refer to the 'NextLoyalty'
system variable found in "System Variables" on the General Maintenance menu.
Location
The Location will default to the store location of the workstation. If you have multiple store
locations and you would like to save a location other than the location of the workstation to
the customer account, click in the Location box and select the location from the drop down
list.
Tax Auth
The Tax Authority will default to the tax authority of the workstation. If the customer is to
be charged a tax rate other than the rate of the authority of the workstation, click in the
Tax Auth box and select the authority from the drop down list.
8.1.5 Personal tab

The Personal tab of "Add/Change Customer" contains personal information such as credit
cards, driver's license, secondary phone numbers, etc.
Attn
The Attn field pertains to business or institution accounts and would contain the name of
the person or department you are in contact with at the business being added.
Empl
The customer's employer.
SS#
The social security number of the customer being added, if the information is necessary.
This item is a secured item, and if the employee currently logged into AIMsi does not have

the security level to view the entire number, the employee must click the button in
order to assign or change the number. The security setting is 'View/Change Customer
Social Security Number'.
Web
The internet address of the customer being added.
FFL
The Federal Firearms License (FFL) number. This number will automatically populate in
your bound book, if set up to do so, when you purchase, sell, transfer, or otherwise receive
or release a firearm. For more information, refer to Industry-specific setup - Firearms.
FFL Exp
The expiration date of the Federal Firearms License (FFL) number.
Legacy
If you have previously used a software application other than AIMsi, the Legacy field may
be used to enter the customer account number or other searchable field from that
software. If you want to be able to search on this field on the 'Pick Customer' list box in
AIMsi, you must set the value of the 'LegacySearch' system variable to Y.
Do Not Call
If you are using the phone or sms notification system in AIMsi and Active-e, and you do not
want this customer to be called by the system, check the Do Not Call box.
DL No/Height/Hair/Ethnicity/Birth
Date/Weight/Eyes/Expire/Gender/State
These fields pertain to the customer's driver's license, and may be required in certain
states when a retailer purchases merchandise from the customer. You may choose to click
the button to swipe or scan a driver's license into AIMsi.
Entry Date
The date the customer record is being added. The Entry Date will default to the system
date of the workstation you are on. If the entry date should be a date other than the
system date, change the date as necessary.
Wk Phn/Ext
The work number of the customer, and the direct extension. If you are adding a business
or institution, you may use this field to add a secondary phone number.
Fax
The fax number of the customer.
Int Phone
If the customer has an international phone number, this is the place for it.
Mail Merge Notes
This field is used to add notes to the customer account that you might like to include when
sending emails/letters to the customer. The tag index that would be used in your Word
document is <<CUS_MAILMERGE>>. "Mailing/Letters" on the Customer tab of the Report
Catalog is used to perform the mail/merge and send the emails or print the letters.

Credit Card/Type/Expiration
In order to be PA-DSS Certified, credit card numbers can no longer be stored in the
software. If you need to store credit card information in AIMsi, i.e. for autopays (Rentals
and/or Lessons) or 'card on file' customers, or you process Active-e C2B web payments,
the two software/processor options are PPI and Mercury. You cannot store credit card
information in AIMsi with PCCharge. The process of storing a credit card number is called
enrollment, which can be done by clicking the button. The card is swiped or the
number is entered manually and enrolled with the processor. The processor sends back to
AIMsi a token which is stored with the customer account. For information on how to enroll
a credit card, refer to "Credit Card Processing".
AIMsi provides the ability to enroll up to two credit cards on the customer account. If the
customer has rentals and/or lessons set up on automatic payments with a credit card,
credit cards can also be enrolled on the rental and/or lesson account.
To transfer credit card information from one of the credit card fields to another, or to/from
a rental or lesson account, click the button. Transferring the number saves you
from enrolling the card more than once.
Example: The customer notifies you that the primary card on their account was stolen
and they now want to use the card that was the alternate card as the primary. So, you
would click the 'CC Mgmt' button. On the Cust - 1 card, you would click the Edit button and
then the Remove button. You would then move the Cust - 2 card to Cust - 1 by clicking in
the 'Move To' box and selecting Cust - 1 from the drop down list that appears.
Note: The Credit Card/Type/Exp boxes only display if the workstation is set up to use PPI
or Mercury on the Workstation window - CC tab. It is also important to note that AIMsi
does not store credit card numbers. Instead, AIMsi creates and stores a "token" in the
database that is sent to PPI or Mercury. PPI/Mercury receives the token and matches it to
a credit card in their database, then returns an approved or denied status to AIMsi.
Rout#/Acct#/Type
These three fields pertain to those customers who have a rental or lesson account set up on
automatic payments with ACH. The routing number is assigned in the Rout# field, the
account number is assigned in the Acct# field and the type of account is assigned to the
Type field (i.e. CHK for Checking). This information gets exported to Treasury Software
that is used to process the ACH payments with your bank.
The account number is a secured item, and if the employee currently logged into AIMsi
does not have the security level to view the entire number, the employee must click the
button in order to assign or change the number. The security setting is 'View/Change
Customer Social Security Number'.
8.1.6 Billing tab

The Billing tab of "Add/Change Customer" contains the customer's billing information,
discounts, aging of outstanding balance, and more.

The following fields are taken directly from the customer default assigned to this
customer: Bill Type, Cycle, Acc Disc, Serial Disc, Titles Disc, Non-Inv Disc, STR Disc, Price
Level, Terms, APR, Credit Limit, Print Invoices with Statements, Tax Exempt, Exemption
Code. This information may be changed on an individual basis here. Refer to "Customer
Defaults" on the Customer Maintenance menu for more information on these fields. The
remaining fields on the Billing tab are described below.
Employee
If a particular sales person should be assigned to this customer for commission purposes,
click in the Employee box and select the sales person's name from the drop down list.
Last Charge
Last Charge represents the date the customer last charged a sale on open account.
Last Paid
The date the customer last made a payment on account.
Pay Amt
The payment amount made on the date in Last Paid.
Collections
The date the account was sent to collection. Entering a date will prevent late charges and
finance charges from continuing to accrue. The customer will also stop receiving
statements and late notices.
Bill Acct
If a different customer account is to receive billing for this customer, type the Bill To
customer account number here.
Hint: Press the F6 key in order to select the account from the 'Pick Customer' list
box.

Hold
The Hold box should be clicked if you would like the customer's name to be highlighted in
red on the 'Pick Customer' list box. This would typically be used if the sales person should
be made aware that the customer is 'delinquent' (not paid past invoices, written bad
checks, suspected of stealing, etc.). The red would be an indicator to read the customer
notes.
Tax ID
If the customer is a business and is tax exempt, enter the Tax ID number for the customer
if needed for your records.
Current/30/60/90
These fields represents the aging of the customer's outstanding balance. Current is the
portion of the balance that is not yet due.
+30 is the portion of the balance that is 31-60 days past due.
+60 is the portion of the balance that is 61-90 days past due.
+90 is the portion of the balance that is 91 days or more past due.
8.1.7 Notes tab

Customer Notes
This is a memo box where you can type any notes pertaining to the customer.
Popup Notes
If you would like a note to automatically pop up on the screen when a customer is selected
on the ‘Pick Customer’ list box, type the note here. When you want to remove the note,
simply delete it.

Example: The customer might have promised a payment and you want the sales people to
be aware of it in case the customer comes in to purchase something. If the note is typed in
the Popup Notes box, the note will automatically appear as soon as the sales person selects
the customer from the ‘Pick Customer’ list box. When you receive payment, you may
delete the note in order to stop it from appearing.
Hint: To insert the date and time on a note, press the F4 key.
8.1.8 Mailing tab

Mail Codes may be assigned to the customer in order to group customers together for
mailings. Click the Add button to add a mail code. The first available row in the 'Customer
Mailing Codes' table will open up. Click in the row and select the applicable code from the
drop down list box. Continue adding mail codes as applicable.
Note: Mail Codes are established in "Mail Codes" on the Customer Maintenance menu.
There are many other options available for selecting customers for mailings. Refer to
"Mailing/Letters" for more information.
8.1.9 Active-e tab

Refer to the Active-e documentation for information found on the Active-e tab of
"Add/Change Customer".
8.1.10 Image tab

The Image tab of "Add/Change Customers" is a place to store an image of your customer.
In order to use this feature of AIMsi, you must follow the steps outlined below:
1. Create two folders on your server; one folder for storing the image temporarily after
the picture is taken and the other for moving the image to for use for storing in
AIMsi.
2. Once the folders have been created, open "Workstations" on the General
Maintenance menu. From there, click the 'Files' tab. Locate and highlight 'Customer
Image Camera Folder'. Click the button, browse to the folder created to store
the image temporarily and click the button. Locate and highlight 'Customer
Image Storage Folder'. Click the button, browse to the folder created to store
the image in AIMsi and click the button.
The process of using the Image feature is outlined below:
3. Take the picture of the customer and save the image to the folder created for storing
the image temporarily.
4. Add or Find the customer in "Add/Change Customer".
5. Click the 'Image' tab.
6. Click the button. The picture taken and saved in step 3 should
automatically appear. Click the

button to move the image to the folder created to store the images in
AIMsi, and attach it to the customer account. The image should now appear on the
Image tab. During this process the image is moved to the 'Customer Image Storage
Folder' and then deleted from the 'Customer Image Camera Folder'.
Note: The process of taking a picture of the customer and attaching it to the customer
account in AIMsi should be performed one at a time. In other words, just one picture
should be in the folder created for storing the image temporarily.
8.1.11 Saving a Customer Record

Once all of the information pertaining to the customer has been added to the various tabs,
click the Save button to save the new customer record or to save changes made to the
customer record.
8.2 Customer History

From the menu bar, click Modules > Customer > Customer History or press Alt M C
C on the keyboard. "Customer History" is also the default window that appears when going
into Point of Sale.
"Customer History" enables you to view the history a customer has with your store. The
history includes: invoices (outstanding and paid), payments, items purchased,
consignments, layaways, orders, short term rentals, reservations, long term rentals,
approvals, repairs, correspondence, notes and much more.
Changes to the customer record or any information appearing in Customer History may not
be changed from the history window, with the exception being Notes and Contact
Management records.
8.2.1 Outstanding Invoices

When selecting Customer History or Point of Sale,
the Outstanding window opens with all outstanding
transactions listed.
The Outstanding window will provide you with a
listing of all outstanding transactions with the
customer. The following information is given for
each transaction:
l Date
l Reference number
l Transaction type
l Outstanding balance of the transaction
If a picture of the customer was added to the

account in "Add/Change Customer" it will appear
on the 'Outstanding' window of "Customer
History" next to the customer's name.

8.2.1.1 Viewing Customer Address
To view the customer address and phone information, click the box containing the
customer name. A read-only text box will open with the information.
8.2.2 Selecting a Transaction Type to View

To select a transaction type to view for the selected
customer, click in the transaction type box (as pictured
here), select the type from the drop down list and click the
button.
Following is a listing of the available transaction types:
Approval
Displays all outstanding approvals or demos the customer
has. Approvals are items the customer has taken out of your store on a temporary basis.
The approval transaction would be recorded through Point of Sale. Selecting an approval
will display any notes added to the approval receipt, as well as display the items on that
approval.
In order to view on screen or print a reprint of the Approval receipt, RIGHT click on an
Approval number in order to open a Reprint menu. The two options are 'Reprint Original
Receipt' or 'Reprint Current Receipt'. Select the option of your choice and the receipt will
open on screen.
Consign/Trade/Purchase
Displays all consignments, customer trade-ins and store purchases from the customer.
Contact Management
View, add or modify a correspondence item for the customer. Refer to "Contact
Management" for more information.
Delayed Delivery
Displays all delayed delivery sales for the customer. Delayed Deliveries are items the
customer has purchased but will be delivered to the customer at a later date. The serial
number is assigned at the time of the delivery. Delayed Deliveries are recorded through
Point of Sale.
In order to view on screen or print a reprint of the Delayed Delivery, RIGHT click on the
Invoice# in order to open a Reprint menu. The two options are 'Reprint Delayed Delivery'
or 'Reprint Delivery'. Select the option of your choice and the receipt will open on screen.
In order to view inventory notes for an item listed, RIGHT click on the Sku and choose
'Display Notes' from the menu that opens.
In order to view the payment history of the selected delayed delivery, RIGHT click on the
PayRef# and choose 'Display Payment Details' from the menu that opens.
Detail
Displays detailed information on the customer account, including additional phone
numbers, credit card information, bank information, terms, discounts, etc.
Email History

Displays all email correspondence sent to the customer in AIMsi. Refer to "Email
Maintenance" on the Customer menu for more information.
Loaner
Displays all loaner transactions with the customer. Loaners are merchandise that you have
allowed the customer to use on a temporary basis. Loaner transactions are recorded
through Point of Sale.
In order to view on screen or print a reprint of the Loaner transaction, click with the RIGHT
mouse button on the Loaner number and click Reprint.
Note
Displays customer notes. The notes can be added here, as well as on the 'Notes' tab of
"Add/Change Customer". If notes are typed here for the customer, be sure to click the
Save button to save your changes.
Order
Displays the complete order history of the customer. Selecting an order will display any
notes added to the order or line item(s), as well as display the items on that order.
In order to view on screen or print a reprint of the order, RIGHT click on an order number
in order to open a Reprint menu. The two options are 'Reprint Order' or 'Reprint Packing
Slip'. Select the option of your choice and the receipt will open on screen.
Order Line Items Outstanding
Displays all line items on order for the customer that remain outstanding. The status of
each line item will be shown, i.e. Uncommitted, Committed, On Order w/Vendor, Received,
Invoiced. Once the complete order has been invoiced in full, the line items on the order
will be removed from "Order Line Items Outstanding".
In order to view on screen or print a reprint of the order, RIGHT click on an order number
and select Reprint.
Outstanding Layaway
Displays all layaways for the customer that remain outstanding.
In order to view on screen or print a reprint of the layaway, RIGHT click on an invoice
number and select Reprint.
Outstanding Service
Displays all service tickets for the customer that remain outstanding.
In order to view on screen or print a reprint of the service ticket, RIGHT click on an invoice
Payment
Displays the complete payment history for the customer.
To view the average number of days to pay the invoices in full, select the number of
months to include in the calculation and click the Calculate button. Invoices that have an
outstanding balance will not be included in the calculation.
In order to view on screen or print a reprint of the payment receipt, RIGHT click on a
payment number and select Reprint.
Proposal
Displays all outstanding proposals for the customer. The proposal transaction would be

recorded through Point of Sale. Selecting a proposal will display any notes added to the
proposal receipt, as well as display the items on that proposal.
In order to view on screen or print a reprint of the proposal, RIGHT click on a proposal
Purchase Totals
Displays the dollar amount in purchases the customer has spent at your business within a
date range specified by you. The total cost and gross margin percentage will also be
displayed.
The Analysis Date will default to today's date, but may be changed if needed. Select the
number of months to include in the analysis. The number of months will be based on the
analysis date and go backwards. For example, if the Analysis Date is 12/31/11 and 13 is
selected as Months, the analysis will begin with December 2011 and go back to December
2010.
Once the Analysis Date and Months has been specified, click the Get Sales button.
Rental (Long Term)
Displays the complete long term rental history of the customer. If the customer has
multiple rentals, a 'Select Rental' list box will first open and you must select the rental you
wish to view. You have the opportunity to display the history of all returned, paid off and
outstanding rentals. For more information on viewing the long term rental history, refer to
"View Rental History" on the Rental (Long Term) menu.
Reservation
Displays all outstanding short term rental reservations for the customer. The reservation
transaction would be recorded through Point of Sale. Once the reservation has been turned
into a rental, or returned, it will be removed from this list.
In order to view on screen or print a reprint of the reservation, RIGHT click on a
reservation number and select Reprint.
Short Term Rental
Displays all outstanding short term rentals for the customer. Once the rental has has been
returned, it will be removed from this list.
In order to view on screen or print a reprint of the short term rental, RIGHT click on a
rental number and select Reprint.
Sold Inventory
Displays all the inventory items the customer has purchased, as well as returned. AIMsi
also provides the ability to view the totals purchased of any model listed, within a specified
date range.
To view the totals purchased of any model listed, select the model and click the View Totals
button. Enter the date range to view and click the Refresh button. The Sold Quantity and
Sold Amount will then be displayed, representing the total purchased by the customer of
this item within the specified date range. Click Exit to close the 'View Sales Total' window.
Student History
Displays the lesson history of students under this customer account. Refer to "Student
History" on the Lesson Billing & Scheduling menu for more information.
Suspended Sales
Displays all sales that are suspended for the customer. The suspended sale transaction

would be recorded through Point of Sale. Selecting a suspended sale will display any notes
added to the sale receipt, as well as display the items on that sale.
In order to view on screen or print a reprint of the suspended sale, RIGHT click on an
invoice number and select Reprint.
View Correspondence History
Displays a listing of all emails and letters sent to the customer.
View Loyalty Points
Displays the loyalty points accumulated for the customer. A listing of invoices and the
points calculated on the items sold on the invoice will be shown, as well as loyalty point
redemptions and adjustments.
In order to view on screen or print a reprint of the adjustment, invoice or redemption,
RIGHT click on an invoice number and select Reprint.
View Purchase Orders
Displays a listing of all purchase orders the customer has outstanding with your store, as
well as those that have been fully used. The top box will display the purchase orders and
corresponding spending limits. Clicking on a purchase order will list in the bottom box the
invoices that have been applied to the purchase order.
8.3 Contact Management

Contact Management is used to manage the contact between your store and
customers/prospects. You can establish memos to remind yourself to perform a certain
action with the customer on a certain date. The actions might be as diverse as calling to
notify of an upcoming sale, calling because a payment was promised and not received or
following up with a potential customer You may even want to set yourself and your
employees up as customers in order to maintain a calendar of activities, i.e. call
newspaper regarding ad, remind employees of meetings, birthday reminders, etc. You will
have a better organized staff if the Contact Management system is used to its fullest
potential and all employees make a habit of checking their open issues when first arriving
at work and throughout the work day.
Prior to using the Contact Management for the first time, action groups and actions must be
established. Refer to 'Add/Change Action Groups' and 'Add/Change Actions' for more
information.
More:
Maintaining Contacts
Contact Management – Open Issues
8.3.1 Maintaining Contacts

Maintaining Contacts
From the menu bar, click Modules on the menu bar, click Customer and click Customer
History or press Alt M C C on the keyboard. If the transaction type does not default to
Contact Management, click in the transaction type box and select Contact Management
from the drop down list. Click the Go button.

The Contact Management window, similar to the one pictured below, will open for the
customer selected.
More:
Adding a Contact Record
Changing a Contact Record
Printing a Contact Record
Contact Management Data Fields
8.3.1.1 Adding a Contact Record

Click the Add button to add a new contact record. The fields on the screen will clear of
information. Type the information pertaining to the new contact as specified in 'Contact
Management Data Fields' and upon completion, click the Save button to save the new
contact record.
8.3.1.2 Changing a Contact Record

When a new contact record is saved, the information pertaining to the contact will appear
in the grid on the top of the Contact Management window. To make changes to an existing
contact record, click in the row on the grid that contains the applicable record. Make all
necessary changes and click the Save button when ready to save the changes.
8.3.1.3 Printing a Contact Record

When a new contact record is saved, the information pertaining to the contact will appear
in the grid on the top of the Contact Management window. To print an existing contact
record, click in the row on the grid that contains the applicable record and click the Print
button.

8.3.1.4 Contact Management Data Fields
Contact Management Data Fields
Filter Options
To sort the contact records by action group, click in the first Filter Options box and select
the group from the drop down list.
To sort the contact records by action, click in the second Filter Options box and select the
action from the drop down list.
Filter Options will default to 'All Groups' and 'All Actions'.
Customer Name
To view customer address and phone information, click in the box containing the
customer's name. A read-only text box will open with the extended account information.
Ref#
The reference number is automatically assigned according to the system variable
'NextCorRef'. Refer to 'System Variables' for more information regarding the 'NextCorRef'
variable.
Date/Time
The date and time will default to the system date and time of the workstation. If the
contact record should have a different date and/or time, click in the Date/Time box and
make the necessary changes.
Employee
The user name of the employee currently logged on to the workstation will appear in the
Employee box. If the contact record should be saved with a different employee, click in the
Employee box and select the name from the drop down list.
Contact
The name of the individual person on the account to contact. The contact name and
customer name on the account may be the same.
Note: A contact name will be required if the 'CorContactReq' variable is set to 'Y'. Refer
to 'System Variables' for more information on the 'CorContactReq' variable.
Action
Click in the Action box and select the applicable action from the drop down list. The
actions are established in 'Add/Change Actions' on the Customer Maintenance menu.
Action Date
The Action Date will default to the system date of the workstation. If the action should be
performed on a date other than the system date, click in the Action Date box and change
the date as required.
Close Date
The Close Date will automatically appear as the system date of the workstation when the
Closed box is clicked. The Close Date may be changed if necessary.

Closed
Once the action has been performed, the Closed box should be clicked to mark the contact
record as closed. The contact record will remain on the customer's account; however, it
will not appear in 'Contact Management – Open Issues' on the Customer menu.
Note 1/Note 2 boxes
There are two boxes that comments may be typed in. The first box was designed to
describe the action that needs to be performed or initial contact and the second box was
designed to describe the action itself or follow-up. For example, the first box might say
'Call Mary regarding delinquent rental payment' and the second box might contain a
summary of the conversation with Mary.
8.3.2 Contact Management – Open Issues

From the menu bar, click Modules on the menu bar, click Customer and click Contact
Management – Open Issues or press Alt M C V on the keyboard.
Contact Management – Open Issues will display all customer correspondence for the
selected employee that remain open. You may click on any row in the open issues box to
read the note(s) for the associated issue.
More:
Sorting Open Issues by Employee
Sorting Open Issues by Action Group
Sorting Open Issues by Action
Editing an Open Issue
8.3.2.1 Sorting Open Issues by Employee

The user name of the employee currently logged on to the workstation will appear in the
Employee box. To view open issues for a different employee, click in the Employee box
and select the employee's name from the drop down list. To view open issues for all
employees, click in the Employee box and select All Employees from the drop down list.

8.3.2.2 Sorting Open Issues by Action Group
The Action Group will default to 'All Groups'. To view open issues for a particular action
group only, click in the Group box and select the applicable group from the drop down list.
Only open issues pertaining to the selected action group will list.
8.3.2.3 Sorting Open Issues by Action

The Action will default to 'All Actions'. To view open issues for a particular action only, click
in the Action box and select the applicable action from the drop down list. Only open
issues pertaining to the selected action will list.
8.3.2.4 Editing an Open Issue

To edit an open issue listed, click on the row containing the record and click the Edit
button. The Contact Management window will open. Make any necessary changes and click
the Save button. If the contact record is marked 'Closed', it will be removed from the Open
Issues window.
8.4 Calculate Finance Charge/Aging

From the menu bar, click Modules on the menu bar, click Customer and click Calculate
Finance Charge/Aging or press Alt M C L on the keyboard.
Finance charges are calculated by multiplying the financeable average daily balance by the
periodic rate on each applicable customer's account. The financeable daily balance includes
all invoices except finance charge invoices, invoices with a zero term and invoices that
have not exceeded their term. An invoice will be saved to the customer account with the
amount of the finance charge as the balance.
'Calculate Finance Charge/Aging' is also used to calculate aging on those accounts that are
established with a minimum payment due as opposed to the full outstanding invoice
balance.
'Calculate Finance Charge/Aging' should be run once a month, prior to printing statements.
The system variable 'LastFinanceCharge' should be set prior to running 'Calculate Finance
Charge/Aging' for the first time. Each time finance charges are calculated, the
'LastFinanceCharge' variable will be updated with the date. The 'LastFinanceChargePeriod'
variable will also be updated, with the number of days in the last finance charge period.
Refer to 'System Variables' for more information on the 'LastFinanceCharge' and
'LastFinanceChargePeriod' variables.
When selecting 'Calculate Finance Charge/Aging' a notice will appear stating the date the
last time the finance charges were calculated, as well as the number of days that will be
used in the current calculation.
More:
Calculate Finance Charge/Aging Data Fields

8.4.1 Calculate Finance Charge/Aging Data Fields
Last Statement Date
The date the statements were last printed. This date is taken from the 'LastStatement'
system variable and cannot be changed here.
Last Finance Charge Calculation
The date finance charges were last calculated. This date is taken from the
'LastFinanceCharge' system variable and cannot be changed here.
Finance Charge Calculation Date
The system date of the workstation. This date will be compared with the invoice date and
term to determine whether or not the term has been exceeded. The finance charges will be
accounted for in general ledger on the calculation date. This date may be changed if
necessary.
Click the Proceed button to continue with the calculation.
8.5 Post Late Charges

From the menu bar, click Modules on the menu bar, click Customer and click Post Late
Charges or press Alt M C P on the keyboard.
Post Late Charges will enable you to post a late charge to select accounts. An invoice will
be saved to the customer account with the amount of the late charge as the balance.
The Post Late Charges window will list all customers with invoices that are past due. To
determine those that are past due, the invoice date will be compared with the terms. If the
term has been exceeded and the invoice remains unpaid, the customer will list with the
total outstanding account balance and the portion of that balance that is late.
More:
Post Late Charges Data Fields
Selecting Accounts to Post a Late Charge to
8.5.1 Post Late Charges Data Fields

Last Late Charge
The date the late charges were last posted. This date is taken from the 'LastOALateCharge'
system variable and cannot be changed here.
Late Charge
Enter the amount of the late charge to post on selected customer accounts.
8.5.2 Selecting Accounts to Post a Late Charge to

The customer accounts with past due invoices will list in numerical order by customer
account number. Click in the white box in the row containing the customer you wish to post
the late charge to. If an account was selected in error, double click in the white box in
order to remove the check.
Hint: To select an account to post a late charge to, you may also press the Space

bar while in the applicable row.
Click the Save button to save the late charge(s) as selected.
8.6 PO Spending Limit

From the menu bar, click Modules on the menu bar, click Customer and click PO
Spending Limit or press Alt M C O on the keyboard.
If a customer has a limit to what can be purchased on a specific purchase order number,
PO Spending Limit should be used to assign that limit. This is primarily used for buyers for
schools and churches who are given one purchase order number to charge against
throughout a semester or school year. Using the PO Spending Limit of AIMsi gives you the
ability to track the this information, making it easier on the customer. In order to
accurately track what is charged against the purchase order number, the number must be
assigned on the Sales Invoice screen. If a sale exceeds the limit, a warning will appear on
screen so the sales person may inform the customer.
The customer account must first be selected (i.e. the church or school account) in the 'Pick
Customer' list box.
The PO Spending Limit window will then open. If the selected customer has other spending
limits established, they will list in the spending limit box.
More:
Adding a PO Spending Limit
Changing a PO Spending Limit
PO Spending Limit Data Fields
8.6.1 Adding a PO Spending Limit

Click the Add button to add a new PO spending limit for the selected customer. The fields
on the screen will clear of information. Type the information pertaining to the new
spending limit as specified in 'PO Spending Limit Data Fields' and upon completion, click
the Save button to save the new spending limit.
8.6.2 Changing a PO Spending Limit

When a new spending limit is saved, the purchase order number and amount will appear in
the grid on the left side of the PO Spending Limit window. To make changes to an existing
spending limit record, click the record on the grid and make the necessary changes. Click
the Save button to save the changes.
8.6.3 PO Spending Limit Data Fields

PO#
The customer's purchase order number to track the spending limit for.
Contact
The individual who has the authority to purchase against the purchase order number.

Total
The total amount that may be spent on the purchase order.
Amt Used
The amount of the purchase order that has been used. The Amt Used will be updated each
time a sale is entered for the selected customer and the purchase order number is entered.
Date
The date the purchase order spending limit goes into effect. This date will default to the
system date of the workstation but may be changed.
Expires
The date the purchase order spending limit expires.
Employee
The name of the employee who set up the purchase order spending limit. The employee
will default to the employee currently logged into the workstation but may be changed.
8.7 Change Invoice PO

Change Invoice PO
From the menu bar, click Modules on the menu bar, click Customer and click Change
Invoice PO or press Alt M C H on the keyboard.
Change Invoice PO may be used to add or change the purchase order number on an
existing invoice. This may be necessary if the purchase order number was not known at the
time of the sale or if the purchase order number was typed incorrectly.
If a purchase order spending limit exists for either the old purchase order number or the
new one assigned, the amount used on the purchase order will be updated accordingly.
The applicable customer account should be selected from the Pick Customer list box.
More:
Selecting the Invoice
Changing the Purchase Order Number
8.7.1 Selecting the Invoice

The invoices found on the selected customer's account will list in the Invoice Number box
on the Change Invoice PO# window. You may find the invoice in one of two ways:
1. Type the invoice number in the Look For box. If the invoice is found, it will be
highlighted.
2. Use the scroll bar or up/down arrows to find the invoice. Once found, click the
invoice number in order to highlight it.
Once the invoice is highlighted, the information pertaining to the invoice will appear in the
boxes to the right. This information cannot be changed.

8.7.2 Changing the Purchase Order Number
Type the new purchase order number in the New PO# box. Once the save button is clicked
the original purchase order number entered on the invoice will be replaced with the new
number.
8.8 Transfer Invoice

From the menu bar, click Modules on the menu bar, click Customer and click Transfer
Invoice or press Alt M C T on the keyboard.
Transfer Invoice should be used to transfer a sales or layaway invoice from one account to
another. This might be necessary if the invoice was entered on the wrong account.
1. Click the button and select the customer account to transfer the invoice
from.
2. Click the button and select the invoice being transferred.
3. Click the button and select the customer account to transfer the invoice
to.
4. Click the Save button to save the invoice transfer.
8.9 Transfer History

From the menu bar, click Modules on the menu bar, click Customer and click Transfer
History or press Alt M C N on the keyboard.
Transfer History should be used to transfer a complete history from one account to
another. This might be necessary if the customer was duplicated and you wish to merge
the two accounts as one. After transferring the history, the duplicate account should be
deleted in 'Add/Change Customer'.
1. Click the button and select the customer account to transfer the history
from.
2. Click the button and select the customer account to transfer the history
to.
3. Click the Save button to save the transfer.
8.10 Email Maintenance

Displays all email correspondence sent to the customer in AIMsi.
Selection Criteria
All/Sent/Unsent
By default, all sent and unsent emails will list. To view only those that have been sent,
click the Sent option. To view only those have not been sent yet, click the Unsent option.
Click the button when a change is made to the selection criteria.

Created Date
To display only those emails that were created on a specific date, type the date in the
Created Date field. Click the button when a change is made to the selection
criteria.
Email Address
The email address will default to the address associated with the customer account. To
display emails sent to a different address, type the address in the Email Address field.
Click the button when a change is made to the selection criteria.

Once the selection criteria has been established and the Refresh button clicked, the emails
meeting the criteria will be displayed. The information provided for each email includes
the date, email address, email subject and the sent date. RIGHT clicking on any email
listed will open a menu with various options, described below.
Changing the Sort Order

The current sort order is symbolized by the less than symbol (<) appearing in the column
heading. The default sort order is by Date, in descending order. To change the sort order,
simply click in the heading of the column you would like the data sorted on. Click again to
change the order from descending to ascending or vice versa. The headings that are in
bold text are sortable.
Options
To view a menu of available options, RIGHT click in any row containing an email.
Display Current Email
To view the entire email, RIGHT click on the email and select Display Current Email from
the menu that opens. The email will then open.
Send all Unsent Emails
If emails are listed for the customer that have not been sent yet and you are ready for
them to be sent, RIGHT click on any email and select Send all Unsent Emails from the
menu that opens. Emails may be unsent if the 'SpoolEmail' system variable is set to 'Y'.
This means you might not have a constant internet connection so you want the emails to
spool and you choose when to send them. Another reason the emails may be unsent is if
the email account information is not set up properly in "Workstations". Refer to
"Communications tab" of "Workstations" for more information.
Note: To send all unsent emails for all customers, use "Email Maintenance" on the
Customer menu.
Delete Sent Emails Prior to a Date

To delete all emails that have been sent prior to a particular date, RIGHT click on any email
and select this option from the menu that opens. Enter the applicable date and press
Enter. The emails sent prior to the date entered will immediately be deleted.
Send Current Email
If an email listed has not yet been sent and you are ready to send it, RIGHT click on the
email and select Send Current Email from the menu that opens. The email will be sent
immediately.

Delete Current Email
To delete an email listed, RIGHT click on the email and select Delete Current Email from
the menu that opens. The email will be deleted immediately.
8.11 Loyalty Cards

More:
Setup
Usage
8.11.1 Setup
1. Assign the Loyalty Rate in "Customer Defaults" on the Customer Maintenance menu.
The loyalty rate is multiplied against the total sale dollars that are eligible to receive
loyalty points.
2. Designate the sub categories that do not receive loyalty points by checking 'Loyalty
Exempt' on the Setup tab of "Maintain Sub Categories" on the Inventory Maintenance
menu.
3. Designate the non inventory categories that do not receive loyalty points by checking
'Loyalty Exempt' in "Non Inventory Categories" on the Ledger Maintenance menu.
4. Run "Update Loyalty Exempt" on the Inventory Utilities menu. This will go through
your inventory file and mark the loyalty exempt option if the sub category the
inventory item belongs to is designated as loyalty exempt. When a new sku is
entered it will default to being loyalty exempt if the sub category the item belongs to
is set up that way.
5. Setup the system variables 'LoyaltyPointsAccount', 'LoyaltyReceiptLabel' and
'LoyPointsOnStatement' in "System Variables" on the General Maintenance menu.
6. To issue a loyalty card to a customer scan the loyalty card in the 'Loyalty' field of
"Add/Change Customers" on the Customer menu.
8.11.2 Usage
When your customer presents their loyalty card when checking out, you can simply scan
the card in the 'Pick Customer' list box in order to find the customer. The loyalty column
does not necessarily need to be selected when scanning a loyalty card.
The customers point total will appear at the bottom of the invoice receipt. The total will
also appear at the top of the customer history screen. The detailed point history can be
viewed in Customer History under ‘View Loyalty Points’.
To make an adjustment to customers points (positive or negative), use "Adjust Points" on
the Customer Loyalty Points menu. You can enter a dollar amount and it will calculate the
points to be adjusted or you can simply enter the points adjustment without entering a
dollar amount. You can also add notes as to why you are adjusting the customer’s points.
To redeem points, use "Redeem Points" on the Customer Loyalty Points menu. This
program can be used if you redeem points for items or services that are not in your
inventory. Simply key in the points that will be removed and any notes about the items or
services they are being redeemed for.

If you allow customers to use points to purchase merchandise, you can set up a new
payment category with a type of 'Loyalty Points Payment'. When this payment category is
used it will prompt you for the number of points to be deducted from the customers
account.
"Mailing/Letters" on the Customer tab of the Report Catalog can be used to send
advertisements to your customers that have reached predetermined point levels.
8.12 Customer Account Reports and Statement Printing

The Customer Account reports and statement printing selections are found in the Customer
report catalog. To get to the catalog, from the AIMsi menu bar click Reports, click
Catalog and click the Customer tab.
More:
List Accounts Receivable with Aging
Print Open Account Statements
8.12.1 List Accounts Receivable with Aging

To list accounts receivable with aging of the unpaid invoices, click Reports on the menu
bar, click Catalog, click the Customer tab, click Accounts Receivable Listing with
Aging and click the Run button. The following window will appear:
Once the selection criteria has been entered,

click the OK button to run the report. The
'Select Output Destination' dialog box will
appear. Following is an explanation of each of
the selection options.
Enter Account Number to Select
To list aging on one account only, enter the
customer's account number here. To list aging
on all accounts, leave this box blank.
Enter Billing Cycle to Select
To list aging on accounts set up with a specific
billing cycle only, click in the Billing Cycle
box and select the applicable cycle from the
drop down list. To list aging on all accounts,
leave this box blank.
Enter Customer Type to Select
To list aging on accounts set up with a specific customer type only, click in the Customer
Type box and select the applicable customer type from the drop down list. To list aging on
all accounts, leave this box blank.
Location
If you have one store location, Location will default to the location established. If you have
multiple locations, Location will default to 'All Locations'. If you have multiple locations and
would like an A/R aging listing for one location only, click in the bbox and select the
applicable location from the drop down list.

The following aging options are by default selected. To deselect an option click in the box
and the check will be removed.
Current
To include in the listing those invoices that are not past due, be certain this box is checked.
31-60 Days Past Due
To include in the listing those invoices that are 31 to 60 days past due, be certain this box is
checked.
61-90 Days Past Due
To include in the listing those invoices that are 61-90 days past due, be certain this box is
checked.
91-120 Days Past Due
To include in the listing those invoices that are 91-120 days past due, be certain this box is
checked.
Over 120 Days Past Due
To include in the listing those invoices that are over 120 days past due, be certain this box
is checked.
Details
To show each individual invoice for each customer, click Details.
Totals
To show totals only by customer, click Totals.
Grand Total
To show only grand totals for all customers, click Grand Total.
8.12.2 Print Open Account Statements

To print statements for customers with outstanding invoices, click Reports on the menu
bar, click Catalog, click the Customer tab, click Print O/A Statements and click the
Run button. The following window will appear:
Statements will print on plain 8.5 x 11 paper.

The word statement will print at the top of the
paper, as well as your store name and return
address and customer name and address.
The payment due that prints is determined by
whether or not the customer is set up with a
minimum payment due each month. If the
customer is set up with a minimum payment
due, the payment amount set on the customer
account will print as the amount due. If the
customer is set up with a minimum payment
due to be calculated according to a specified
percentage of the outstanding balance, the
payment due will be calculated accordingly. If
the customer is not set up with a minimum

payment due, the entire outstanding balance will print as the amount due. Refer to the
'Billing Details tab' in 'Add/Change Customer' for more information.
Once the selection criteria has been entered, click the OK button to print the statements.
The 'Select Output Destination' dialog box will appear. Following is an explanation of each
of the selection options.
Location
If you have one store location, Location will default to the location established. If you have
multiple locations, Location will default to 'All Locations'. If you have multiple locations and
would like to print customer statements for one location only, click in the Location box
and select the applicable location from the drop down list.
Statement Date
The Statement Date will default to the system date of the workstation. To print a date other
than the system date on the statements, change the System Date as necessary.
Due Date
The Due Date will default to one month after the Statement Date. To print a different date
as the date the payment or balance is due, change the Due Date as necessary.
Account#
To print a statement for one account only, enter the customer's account number here. To
print statements for all accounts, leave this box blank.
Statement Message
To print a message on all statements, type the message in the Statement Message box.
This option is a great way to advertise upcoming sales or promotions, thank the customers
for their business, advise them of penalties if payment is not made, etc.
Print Order
To print the statements in alphabetical order by customer last name, click Alphabetical.
To print the statements in numerical order by customer account number, click Numeric.

Chapter 9
Point of Sale
Point of Sale
What is point of sale?

Point of sale (POS) is your first stop for transactions with customers. This could be
anything from a sale to a rental to just providing a proposal. Point of sale transactions can
be completed for a customer account that is stored in your database, or as a Quick Cash
sale for customers whose information you might not need, or want, to save. Each
transaction between you and any customer is saved in your AIMsi history until you're ready
to archive or delete it.
AIMsi's point of sale options

You have two distinct options for using POS in AIMsi. You can use one, or both, depending
on your needs. One is AIMsi's "classic" POS solution that requires a keyboard and mouse.
The other is a touchscreen option (which you can also use with a keyboard and mouse).
Classic POS
The classic POS option has a layout similar to a traditional paper invoice, making input and
navigation flow naturally. This is an ideal solution for businesses that conduct a variety of
transaction types because it can be used for new sales as well as to bring special orders
into a sale, turn proposals into sales, sell merchandise that was released on approval or
demo, and more. You can also take advantage of the classic option to release inventory on
approval or demo, create proposals, take in consignments and trade-ins, initiate and
complete repair and service tickets, and collect payments all in one transaction.
Touchscreen POS
The touchscreen POS option is fully customizable to suit the needs of your business. You
are in control of the layout, appearance, and functions of any buttons you create. Each
button you create represents a menu or submenu item (such as Keyboards > Yamaha or
Food > Snacks > Chips/Candy/Fruit) and you may choose to create as many or as few
buttons as you'd like. This POS option was designed to be used with a touchscreen monitor,
but a touchscreen monitor is not a requirement.
Customer Account sales vs. Quick Cash sales

In AIMsi you have the option to associate your sales with customer accounts or not.
Creating accounts for your customers allows you to do many different things with that
information. You can set up separate pricing levels (perhaps teachers receive a discounted
rate on certain inventory items), track buying history, send mailings and emails, save
shipping and billing information, record credit card information, and much more.
In cases where you don't need or want to save customer information, you can complete
sales using the Quick Cash option. This will still give you all of the sales information you
need to track your inventory and sales performance, but the sales are not tied to specific
accounts. This might be a useful option if an individual purchases something small, such as
sheet music, or if the customer is vacationing and you don't expect him or her to be a
regular customer.
Chapter 9 - Point of Sale | 629

Analyze your sales
You can use AIMsi to analyze your sales using reports like the Daily Activity report, the
Invoices by Time report, and the Sales Management report. These reports track your
daily activity so that you can balance cash drawers and update your accounting software
solution, track your sales by hours so that you know when your heaviest sales patterns are
and staff accordingly, and track your sales for a given date range.
Monitor the profitability of your inventory

AIMsi provides you with many different reports to help you analyze your inventory. You
can run reports based on inventory aging, inventory sold, inventory that is currently leased
or rented, and so much more. Using these reports can help you know what is and is not
selling and make decisions about inventory purchases based on those findings.
Track your sales staff performance

If your sales staff works on commission, you can track that through your sales. You can
even split the sale with different percentages, if the need should arise, right from the Sales
Invoice. In addition to commissions, you can also use spiff incentives for inventory items
you'd like to add an additional incentive to. All of your sales are recorded and include the
inventory sold, who sold it, the cost of the sale, and so on. If you choose to, you can run
reports, such as the Sales Staff Performance Analysis report, to track how your staff
members are performing on the sales floor.
Purchase Orders
Purchase orders (PO) can be an important factor in your business. For example, if you do
business with schools, a school may create a purchase order with your store for $10,000
for the school year. As teachers make purchases at your store, the purchases can be
charged to the school's PO. As purchases are made against the PO the balance is reduced.
You can verify PO spending limits and balances directly from the Sales Invoice as you are
entering your sales.
Security
The POS button menus are customizable by workstation and employee login, offering
flexibility and security.
9.1 No Sale
What is No Sale?
No Sale is an available function, based on user permissions, that allows you to open your
register's cash drawer without performing a sale. You may need to do this at any time; for
example, when you need to restock change.
Any time a staff member completes a No Sale action it is recorded in General Ledger with a
$0.00 amount and source HD. No Sale actions are included in the List Individual Ledger
Account report when you enter HD in the Source box.
You can optionally require a reason for using No Sale by setting the system variable
NoSaleReason to Y.

Access the No Sale function
Complete either of the following to open to access the No Sale function and open the cash
drawer.
l Click No Sale on the File menu.

l Press F7.
l Use the keyboard shortcut Alt, F, N.
9.2 Quick Sale

What is a quick sale?
A quick sale is a sale entered under your store account rather than for a specific customer.
The Quick Sale feature bypasses the customer selection and POS menu. This might be used
if the customer is not recognized as a regular customer or does not have a customer
account and is buying a small accessory or title.
Steps to complete
1. Complete one of the following to start a new quick sale transaction.
l Click the Quick Cash Sale button on the main button bar.
l Use the keyboard shortcut Alt, Q.
l Click Quick Sale on the File menu.
2. On the Sales Invoice window, enter any information as necessary for this sale. For
detailed instructions, see Creating a new sales invoice. Only the Expt box is
unavailable for quick sales.
3. Click Save.
4. Optionally select Stay in Quick Sale to keep the Sales Invoice window open and
complete another quick sale.
If you start a quick sale and then decide to record customer information, you can always
do so by changing the Customer box from Cash Sale to the customer of choice.
9.3 Point of Sale button bar

What is the Point of Sale button bar?
The Point of Sale (POS) button bar provides quick access to each of the purchased features
available in the Point of Sale module, if your staff ID is set up with permission to access
that feature. These include:
l Sales invoice
l Service tickets
l Customer payments
l Special orders
l Layaway
l Contracts and contract payments
l Approvals and demos

l Loaners
l Rentals
l Proposals
l Delayed delivery
l E-cards
The button bar may be repositioned within your AIMsi window by dragging it into the
desired location. Possible locations include (but are not limited to): the header below the
main button bar, anchored to either side or the bottom of the main AIMsi window, or
floating in the main AIMsi window.
Multiple POS transactions

There are two options for completing POS transactions: the POS button bar and the
Modules menu. All of the options on the POS button bar are also available from the
Modules menu. The benefit of using the POS button bar is that it enables you to complete
any number and combination of transactions for a customer at one time whereas you
would complete transactions individually from the Modules menu.
For example, a customer wants to make a payment on account, order special items, and
make a purchase all at the same time.
From the POS button bar (in any order) Click the O/A Payment button to enter the
payment, the Special Order button to enter the item(s) being ordered, and the Sales
Invoice button to enter the item(s) being purchased. When all of the customer's
transactions have been entered, click the Save button to save all transactions, collect
payment, and print receipts in a single step.
From the Modules menu (in any order) Point to Daily Posting and click O/A Payment
to enter the payment, then collect the money, save the transaction, and print the receipt.
Then point to Purchase Orders and click Enter Uncommitted Orders or Enter
Committed Orders to enter the special order item(s), then collect the money, save the
transaction, and print the receipt. Finally, point to Daily Posting and click Sales Invoice
to enter the item(s) being purchased, then collect the money, save the transaction, and
print the receipt.
Hint: Tri-Tech recommends using the POS button bar for any real-time
transactions with customers and the Modules menu for any "back office"
transactions.
Accessing the button bar

To access the button bar, click the New POS Transaction button on the main button bar,
press F5, or click Point Of Sale on the File menu, then select a customer on the Pick
Customer window. If the customer is not found, click Add to create a new account.
Once the customer account is selected, the Point of Sale button bar and the Outstanding
window display. The Outstanding window displays any outstanding transactions for the
customer. This enables you to quickly identify outstanding invoices and, if necessary,
remind the customer of their payment due.
Hint: Tri-Tech recommends that you always search for the customer before
automatically creating a new account to avoid creating duplicate accounts.

The buttons
The table below describes the buttons available to you, with the appropriate user setup, on
the Point of Sale button bar.
Button Description
Customer Opens the customer history, or Outstanding window, which is a
Information list of all outstanding transactions for the selected customer.
Click the button to close the window.
Sales Invoice Opens a new sales invoice where you can enter a new purchase
and/or turn a proposal, approval, special order, or rental into a
sale.
Service Ticket Opens the New Service Ticket window where you can enter new
tickets for repair or service.
Refer to Saving the POS Transaction for information on collecting
a deposit and saving the service ticket entered at POS.
Modify Service Opens the Modify Service Ticket window where you can modify
Ticket an existing service ticket.
Refer to Saving the POS Transaction for information on billing the
service ticket, and saving the modifications at POS.
O/A Payment Opens the Customer Payments window where you can enter
payments against or apply credit to outstanding invoices.
Special Order Opens the Uncommitted Orders window or Committed Orders

window where you can create a special order for the customer.
The window that displays depends on system variable
SpecialOrderCode.
the deposit and saving the special order entered at POS.
Layaway Opens the Layaway window where you can enter details for a
layaway sale, including the date the invoice should be paid in full.
New Contract Opens the Choose Rental Type window where you can select or
create a new rental type to enter for the customer.
the payment and saving the rental contract entered at POS.
Contract Opens the Enter Contract Payments window, or, if the
Payment customer has more than one rental agreement, the Select
Rental window. Use this window to post payments to rental
contracts.
the payment and saving the rental payment entered at POS.
Approval/Demo Opens the Approval window where you can enter inventory a
customer is taking out on approval, or demo, including the return
date.
Loaner Opens the Loaner window where you can enter inventory a
customer is taking out on loan, including the return date.

Button Description
Short Term Opens the Short Term Rental window where you can enter
Rentals inventory a customer is renting for a short time, such as daily or
weekly.
Short Term Opens the Reservation window where you can reserve an item
Rental for rent.
Reservation
Proposal Opens the Proposal window where you can create a merchandise
or service quote for a customer and enter the date the quote
expires.
Delayed Opens the Delayed Delivery window where you can enter
Delivery inventory for a customer that will be picked up or delivered at a
later date. These items typically do not yet have serial numbers;
the serial number will be entered when the item is picked up or
delivered.
Sell/Recharge Opens the Activate E-Cards window where you can sell an e-
E Cards card (gift card or recharge) purchased through Tri-Tech.
Save POS Opens the Enter Payments window where you can save all
Transaction transactions entered at POS, collect payment, and print receipts in
a single step. Refer to Saving the POS Transaction for more
information.
When the POS button bar is open, this button is the only way to
save your POS activity (or press F12). Windows directly accessed
from this button bar do not have individual Save buttons.
Exit POS Closes any POS window currently open and exits the Point of Sale
Transaction module.
9.4 Sales Invoice general overview

What is the sales invoice?
The sales invoice is your tool to document a sale between you and your customer. Your
invoice includes the product(s) or service(s) sold, the quantity sold, and the cost of each,
and depending on your business, the duration of time being billed.
Working with the sales invoice

Once you've started a new invoice, it's easy to complete a number of tasks and activities
without leaving the invoice. For example, you may choose to apply various forms of credit
to the invoice or pull an existing proposal into the invoice as part of the sale. You can even
charge a partial balance of the invoice to the customer's account.
Beginning balance invoices

A beginning balance invoice is your opportunity to begin using AIMsi immediately, and
without a lengthy transition from paper, by creating initial invoices for customers with

outstanding activity. It is up to you if you want to create detailed invoices for each
outstanding invoice a customer has or if you want to go as far as creating one invoice to
group together multiple outstanding invoices for a customer.
9.4.1 Create a sales invoice

Use this procedure any time a customer makes a purchase and you need to create an
invoice or when you are creating a beginning balance invoice for a customer.
Steps to complete
1. Complete one of the following to start a new point of sale transaction.
Preferred methods (automatically searches for any outstanding activity for

the customer)
l Click the New POS Transaction button on the main button bar.
l Press F5.
l Click Point of Sale on the File menu.
Other optional methods
l On the Modules menu, point to Daily Posting then click Sales

Invoice.
l Use the keyboard shortcut Alt, M, D, I or Ctrl+I.
2. On the Pick Customer window, search for and select a customer. If necessary,
create a new customer account.
Note: If you are following an optional method in step 1, skip steps 3 and 4.
3. If following a preferred method: Review any outstanding account activity on the

Outstanding window.
4. If following a preferred method: Click the Sales Invoice button on the POS button
bar. The Sales Invoice window displays.
5. Verify and update, if necessary, the customer information in the Customer, Ship
To, and Bill To boxes.
6. Verify and update, if necessary, the store and tax information for the sale in the Loc,
Tax, and Expt boxes.
7. Select the employee who will receive credit for the sale in the Empl box. If more
than one employee will receive credit, press F6 and create a split sale.
8. Enter the terms of sale in the Term box.
9. If necessary, update the date of sale in the Date box.
10. In the Ref# and PO# boxes, enter or update the invoice number and customer
purchase order number.
11. Scan a barcode or add the item details in the Qty, Sku#/Serial#, Cat, Desc,
Price ea, Extended, Discount, and Total boxes. The item is added to the Items
Sold grid.
12. Repeat step 11 as necessary.
At this point you can save the sale or complete any of the optional steps below.

13. Select Gift Receipt to print a gift receipt for the customer.
14. Select Suspend Sale to hold the sale until a later time.
15. Add any notes that apply to the sale as a whole in the Notes box below the Items
Sold grid. Press F6 to display the Select Comment window and select a catalog
note.
16. Select an item in the Items Sold grid and click Chg Qty or Chg Sku to change the
details of any item.
17. Select an item in the Items Sold grid and click Delete to remove it from the invoice.
18. Select an item in the Items Sold grid and click Detail to view its inventory
information or Notes to view or update any notes entered for that inventory item.
19. Click Delivery to assign a delivery or pick-up date, if necessary.
20. Click FRT Plus to assign shipping information. You must be integrated with Freight+
to complete this step.
21. Click Back In to change the total price of the sale.
22. Click Disc to apply a blanket discount to the invoice.
23. Apply credit (Trade, Cont Crd, Loyal) to the sale.
24. Click Propsl, Apprv, Order, and/or Susp to bring existing proposals, approvals,
orders, or suspended sales forward into the current sale.
25. Associate a service letter or letters with inventory items.
26. Change the total in the Collect box to charge some or all of this sale to the
customer's account. Press F2 to charge the full amount.
Did you know? You can right-click in the Items Sold grid to display a menu of
options applicable to steps 15-26 instead of using the buttons.
Save the sale
27. Complete one of the following to save the invoice.
l Click Save POS Transaction on the POS button bar, if available.

l Press F12.
l Click Save on the Sales Invoice window, if available.
9.4.1.1 Assign a shipping address

Use this procedure when you ship merchandise and the shipping address differs from the
address on the customer account.
Steps to complete
1. Right-click in any Ship To box. A pop-up menu displays.
2. Select an option. The table below describes the options.

If a shipping address... Click...
must be created Change Shipping Address. The Pick
Shipto Address window displays.
Continue to step 3.
was selected in error Remove Shipping Address. The
shipping address is removed from the
sales invoice.
was changed or removed in error Reset to Original. The shipping
after it was added to the Sales address initially added to the invoice is
Invoice window. restored.
3. Select the correct address or create a new shipping address on the customer
account.
9.4.1.2 Assign a Bill To account

Use this procedure to bill merchandise to an account other than the customer account.
Example of use – 1
A music teacher purchases supplies for his or her school. The school should be billed for
the purchase but you want to track the purchase on the teacher's account as well as the
school's account. This allows you to track the specific merchandise individual teachers
purchase.
The customer, ship to, and bill to accounts may all differ when a teacher purchases
merchandise, it is shipped to his or her school, and billed to his or her school district.
Steps to complete
1. Right-click in any Bill To box. A pop-up menu displays.
If a billing account... Click...

must be created Change Account. The Pick Customer
window displays. Continue to step 3.
was selected in error Remove Account. The billing account is
removed from the sales invoice.
after it was added to the Sales address initially added to the proposal or
Invoice window. order is restored.
3. If you want to copy the customer's email address to your email program, right-click
in the Bill To box and click Copy Email.
4. Select the correct billing account or create a new billing account.

9.4.1.3 Change the tax exemption
Use this procedure to apply a tax exemption type to the entire invoice or to override the
exemption status of a single item on the invoice. Tax exemption types are set up as 1800
series system categories.
This procedure applies only to standard sales, not quick sales.
A charitable organization buys a stock of sewing supplies from your store for their annual
quilting bazaar. Under state laws, their organization has full tax exemption for purchases
made that support their charity. In this situation, you would add each item to the invoice
and apply a single tax exemption to the entire invoice using the Expt box.
During the annual tax-free shopping weekend, certain items of merchandise may be sold
without charging tax, depending on local regulations and requirements. In this case,
recreational equipment with a value of $50 or less is tax exempt. A customer in your store
purchases a baseball glove, batting glove, and a gun. Only the baseball glove and batting
glove are tax exempt; you right click on each of these items in the Items Sold grid to apply
the tax exemption without applying it to the entire invoice.
Steps to complete
Select from the options below to change the tax exemption of your invoice or of an
individual item.
Assign whole-invoice exemption
l On the Sales Invoice window, click in the Expt box and select an option from the
drop-down. The exemption status is applied to all items on the invoice.
l On the Layaway window, click in the Exempt box and select an option from the
drop-down. The exemption status is applied to all items on the layaway.
Assign single item exemption
l On the Sales Invoice window, right-click an item in the Items Sold grid and select
Flag as Tax Exempt. The exemption status is applied to the item.
Remove whole-invoice exemption
l On the Sales Invoice window or Layaway window, right-click in the Expt box and
select Clear Tax Exempt Type. The exemption status is removed from the invoice.
Remove single item exemption
UnFlag as Tax Exempt. The exemption status is removed from the item.

9.4.1.4 Assign multiple staff to the sale
Use this procedure when a sale, layaway, approval, or proposal should be split between
multiple staff members, such as for commission.
Steps to complete
1. On the Split Sale window, select a staff member in the Employee box.
2. Enter the percentage (as a decimal) of the sale that should apply to the employee in
the Percentage box. This value will be recorded and reflected on the All Sales
Management report.
3. Select Primary if this employee is the primary salesperson for the sale.
4. Click Add. The employee is added to the Employee grid.
5. Repeat steps 1-4 for additional staff members.
6. Click Save. The Sales Invoice window, Layaway window, Approval window, or
Proposal window displays, depending on how you accessed this window.
9.4.1.5 Assign a purchase order number

Use this procedure when a customer has a purchase order number (PO#) for the sale or
order, for example, a school district account.
Steps to complete
On the Sales Invoice window, Layaway window, Approval window, or Proposal
window, enter a purchase order (PO) number in the PO# box. If the PO number is
unknown, type HOLD in this box. The invoice will be saved to the customer's account but
will not be included in statements until a purchase order number is assigned.
For purchase order numbers with a spending limit, press F6 to select a purchase order on
the Select PO window. The amount used on the spending limit automatically increases by
the total of the invoice when you save it. A warning displays if the spending limit is
exceeded.
Hint: Tri-Tech recommends that you always press F6 and verify the purchase
order spending limit for a customer.
9.4.1.5.1 Select a PO with a spending limit

Use this procedure to select a purchase order number with a spending limit for sales
invoices, layaways, approvals, and proposals. If you select a purchase order for the
invoice, layaway, approval, or proposal and the spending limit is exceeded, a warning
displays when you save.

Steps to complete
1. On the Select PO window, enter a purchase order number in the Look for PO#
box. The grid automatically selects the first purchase order number matching the
value you typed.
2. In the grid, highlight the PO# you want to use on the invoice, verifying the amount
available.
3. Click Select. The PO# is added to the invoice.
9.4.1.6 Add items to the invoice

Use this procedure to add items, inventory or non-inventory, to a sale, layaway, approval,
or proposal invoice.
Steps to complete
1. On the Sales Invoice window, Layaway window, Approval window, or Proposal
window, enter the quantity of an item the customer is purchasing in the Qty box. For
non-inventory items, such as shipping, enter 1.
2. Enter the product SKU number according to the following table.
Is the
Are you item
able to found in
scan a your
barcode? inventory? Then...
Yes Yes select the Sku#/Serial# box and scan the item. The
barcode number changes to the item's SKU, serial, or
catalog number and the Cat, Desc, and Price ea
boxes are automatically completed with that item's
associated information. Continue to step 7.
No Yes a. select the Sku#/Serial# box and enter the
SKU, serial, or catalog number. This value
must be 15 or fewer characters. You can
optionally press F6 to search for the item on
the Display Inventory window.
b. When the item* is found, the Cat, Desc, and
Price ea boxes are automatically completed
with that item's associated information.
c. Continue to step 7.
*If the item found is a serialized SKU, the Select
Serial Numbers window displays. (For layaways,
system variable LayawaySerial is set to Y.) Select an
option and click OK. The Cat, Desc, and Price ea
No No select the Sku#/Serial# box and enter the SKU,
serial, or catalog number. This value must be 15 or

Is the
Are you item
able to found in
scan a your
fewer characters. (In this case, the item is not found
in inventory.)
Continue to step 3. This item is saved as a sales
exception.
No, this is No leave the Sku#/Serial# box blank. Continue to step
a non- 3.
inventory
sale
3. Select an option from the drop-down in the Cat box, if necessary.

4. Update the description of the item in the Desc box, if necessary. Tri-Tech
recommends that you update this description for clarification to minimize confusion
on the sales reports.
5. Enter the price of the item before discounts in the Price ea box, if necessary (the
SKU# was not found or the price of the item is $0.00).
6. Enter or update the discount amount that you are applying to the item in the
Discount box, if necessary. For percentages, precede the number with a hyphen
(-.15) and for dollar amounts, enter the amount without symbols (15.00). The value
here applies to the total quantity of items, not individual items. For example, if the
Quantity is 3.00, the Price ea is 25.00, and the Discount is 5.00, a $5.00
discount will be applied to $75.00 of merchandise making the total $70.00.
7. Occasionally, an item total may fall below the established minimum price for that
item (established for the item in Add/Change Inventory). When this happens a
message displays requiring you to override the pricing. You must be set up with
security permissions to complete this.
8. Repeat steps 1-6 for each item a customer wants to purchase or take out on
approval.
9.4.1.6.1 Use a serialized SKU to add items to an invoice

Use this procedure to add merchandise to a sales, layaway, approval, or proposal invoice
with a serialized SKU number. For layaways, you only need to complete this procedure if
the LayawaySerial system variable is set to Y.
Steps to complete
1. On the Sales Invoice window, Layaway window, or Approval window, enter a
serialized SKU number in the Sku#/Serial# box.
2. Navigate away from the Sku#/Serial# box by pressing Enter or Tab or by
selecting another box. The Select Serial Numbers window displays.
Note: Depending on your system setup, the Select Serial Numbers window

may display at this point or after you have entered the remaining item details
on the invoice.
3. Select a location.
4. Complete one of the following.
l In the blank box, enter the serial number you want to include on the
invoice and click Add.
l Select the check box for the item you want to include on the invoice.
5. Click OK. The item is automatically added to the invoice and all appropriate boxes
are completed.
9.4.1.7 Charge the invoice to the customer's account

Use this procedure to charge an entire sale/layaway or partial sale/layaway to the
customer's account.
Steps to complete
l On the Sales Invoice window, enter the amount the customer is paying today in the
Collect box. To charge the entire sale, enter 0.00 or press F2 on your keyboard.
AIMsi applies any unpaid portion of the sale to the customer's account. For example,
if the total sale is $800.00 and the customer pays $700.00 today (you enter 700.00
in the Collect box), AIMsi applies the remaining $100.00 to the customer's account
and includes it in accounts receivable activity.
l On the Layaway window, enter the amount the customer is paying today in the
Down Payment box. To charge the entire sale, enter 0.00 or press F2 on your
keyboard.
if the total sale is $800.00 and the customer pays $50.00 today (you enter 50.00 in
the Down Payment box), AIMsi applies the remaining $750.00 to the customer's
account and includes it in accounts receivable activity.
9.4.1.8 Manage comments

Use this procedure to create, edit, or delete comments that will print on the
invoice/receipt, for example, a reminder about an upcoming sale. These comments apply
to the entire invoice and are separate from any receipt notes entered as part of the
customer defaults. Both types of comments will print.
To add a comment to an single item on the invoice, refer to Adding notes to an invoice
item.
The steps in this procedure apply to each of the following windows.
l Sales Invoice window

l Notes window

l Delivery Ticket window
l Layaway window
l Approval window
l Proposal window
Steps to complete
Select from the options below to edit the comments on your invoice.
Enter your own comments
Select the large notes text box or comment text box and type any comments.
Select catalog (predefined) comments
1. Select the large notes text box or comment text box and press F6. The Select
Comment window displays.
2. Search for and select a comment.
3. Click Select. The selected comment text is added to the text box.
Edit comments
Select comment text in the large text box and edit them as necessary. Any comments
(manually entered or catalog) can be edited.
Delete comments
Select comment text in the large text box and delete unwanted text by selecting it and
pressing Delete or use Backspace.
9.4.1.9 Applying credits to a sales invoice

Use trade-in credit
Use contract credit
Use loyalty points
9.4.1.9.1 Use trade-in credit

Use this procedure when a customer trades an item for credit on a purchase.
Steps to complete
1. On the Sales Invoice window, Layaway window, or Proposal window, click
Trade. The Trade-In window displays.
2. Enter the trade-in value you want to apply as a credit for this sale or proposal.
3. Enter a description of the trade-in item.
4. Click OK. The previous window displays and the trade-in item is included in the grid.
The Subtotal and Total are automatically decreased by the trade-in amount.
5. Repeat steps 1-4 for each trade-in item.
6. Complete the steps in Receive Trade-in to add the items into inventory.

Did you know? You can right-click in the Items Sold grid on the Sales Invoice
window and select Trade-In to complete this procedure.
9.4.1.9.2 Use contract credit

Use this procedure when a customer's account has credit from one or more rent-to-rent
contracts to apply to a purchase of a new item. The selected customer must have a rent-to-
rent contract to complete this procedure.
Caution: Depending on how system category 1906 Contract Credit is set up, sales tax
may be calculated before you apply the credit and the tax total will not update to reflect a
lower subtotal.
Note: If system variable TrackRentCred is set to Y, it is required to click Contract

Credit on the Contract Credit Amount window. Follow the steps in I do not know the
credit amount.
Steps to complete
Select from the options below to use contract credit on the invoice.
I know the credit amount and/or system variable TrackRentCred is set to N
1. On the Sales Invoice window, Layaway window, or Proposal window, click Cont
Crd. The Contract Credit Amount window displays.
2. Enter the amount of credit on the account to apply to this invoice and press Enter.
The credit is added to the grid on the Sales Invoice window, Layaway window, or
Proposal window.
I do not know the credit amount and/or system variable TrackRentCred is set
to Y
1. On the Sales Invoice window or Layaway window, or Proposal window, click

Cont Crd. The Contract Credit Amount window displays.
2. Click Contract Credit. The Credit Breakdown window displays. If more than one
rent-to-rent contract exists, the Select Rental window displays. Select the
appropriate contract and click Select to display the Credit Breakdown window.
3. View the credit available and click the Close button on the title bar or press Esc. The
Contract Credit Amount window displays.
4. Enter the amount of credit to apply to this invoice and press Enter. The credit is
added to the grid on the Sales Invoice window, Layaway window, or Proposal
window.
Did you know? You can right-click in the grid on the Sales Invoice or
Proposal window and select Rental Credit to complete this procedure.

9.4.1.9.3 Use loyalty points
Use this procedure to apply a customer's loyalty points as credit on a sales invoice. For
example, if your store offers loyalty points to customers at $1 for every 100 points, and a
customer has accrued 300 points, you would apply $3 in loyalty points/savings to the sale.
Steps to complete
1. On the Sales Invoice window, click Loyal. The Loyalty Points window displays.
2. Enter the dollar amount of points or the number of points to use as credit on the
invoice.
3. Click Save. The points are applied to the invoice.
9.4.1.10 Pulling previous transactions into current sales

invoice
Pull in a proposal
Pull in an approval
Pull in an order
Pull in a suspended sale
Add service letters to the invoice
9.4.1.10.1 Pull in a proposal

Use this procedure to bring a proposal for this customer forward into the sales invoice or
layaway when he or she purchases the item(s) on an existing proposal. You can also use
this procedure when a customer takes an item from a proposal out on approval or when
you are creating a new proposal for a customer. The selected customer must have a
proposal on file to complete this procedure.
Steps to complete
1. Do one of the following to display the Select Proposal window, depending on your
transaction type.
l Click Propsl on the Sales Invoice window.

l Click Proposal on the Layaway window or Approval window.
l Click Prop on the Proposal window
2. Highlight the appropriate proposal.

3. Click Select. One of the following happens.

Does the
proposal
include
serialized
SKU
numbers? Then the...
Yes Select Serial Numbers window displays for each serialized
SKU on the proposal. Select a serial number and click OK. The
Sales Invoice, Layaway, Approval, or Proposal window
displays (depending on how you accessed the Select Proposal
window) and all items on the proposal are added to the grid.
No Sales Invoice, Layaway, Approval, or Proposal window
4. If necessary, change any of the items added from the proposal.

5. Repeat steps 1-4 for as many proposals as necessary.
Note: Any proposal that is added to the sale or approval will be removed
from the customer account, including those where items from the proposal
were deleted from the invoice.
window and select Pull In Proposal to complete this procedure.
9.4.1.10.2 Pull in an approval

Use this procedure to bring an approval for this customer forward into the sale when he or
she purchases the item(s) out on approval. The selected customer must have an approval
on file to complete this procedure.
Steps to complete
1. On the Sales Invoice window, click Appv. The Select Approval window displays.
2. Highlight the appropriate approval.
3. Click Select. The Sales Invoice window displays and all items on the approval are
added to the Items Sold grid.
4. If necessary, change any of the items added from the approval.
5. Repeat steps 1-4 for as many approvals as necessary.
Note: Once the sale is saved the approval is removed from the customer's account.
However, the approval will remain outstanding if any items from the approval were
deleted from the invoice. You must complete the Return Approval process to return into
inventory any items the customer had out on approval but did not purchase.

Did you know? You can right-click in the Items Sold grid and select Pull In
Approval to complete this procedure.
9.4.1.10.3 Pull in an order

Use this procedure to bring an order for this customer forward into a sale invoice, layaway,
approval, or delayed delivery when he or she picks up/purchases items that were ordered
and received. The selected customer must have an order on file to complete this
procedure.
Steps to complete
1. On the Sales Invoice window, Layaway window, Approval window, or Delayed
Delivery window, click Order. The Select Orders window displays.
2. Highlight the appropriate order and click Select. The previous window displays and
all items on the order that have been received are added to the grid. (If no items are
brought forward into the invoice, none of the items have been received into
inventory.) Any Bill To or Ship To address on the order is also brought into the
invoice.
3. If necessary, change any of the items added from the order.
4. Repeat steps 1-3 for as many orders as necessary.
window and select Pull In Order to complete this procedure.
To view the order details

You may choose to view the details of an order before adding it to the invoice or approval.
To do so, click View Order on the Select Orders window. The Order window displays
with the details of the order. From there you can choose to reprint the order or packing slip
or simply return to the Select Orders window.
Reprinting the order
1. On the Order window, right-click in the Order grid and select Reprint order. The
Select Output Destination window displays.
2. Select your output format and click OK.
Reprinting the packing slip
1. On the Order window, right-click in the Order grid and select Reprint packing slip.
The Select Reference Number window displays.
2. Select the appropriate invoice and click Select. The Select Output Destination
window displays.

9.4.1.10.4 Pull in a suspended sale
Use this procedure to bring a previously suspended sale forward into a current sales
invoice. The selected customer must have a suspended sale on file to complete this
procedure.
Example of use
Your store policy is to allow preferred customers to come into the store and "pre-sale"
purchases up to 3 days in advance of a sale so that they can be sure to get what they need
while you still have inventory. When they do this, you create and suspend the sale. During
the sale, the customer returns to the store and finalizes the sale by bringing up the
suspended sale.
Steps to complete
1. On the Sales Invoice window, click Susp. The Select Suspended Sale window
displays.
2. Search for and select the suspended sale that you want to finish.
3. Click Select. The suspended sale is added to the invoice.
9.4.1.10.5 Add service letters to the invoice

Use this procedure to associate a service letter or letters with this sale.
Example of use
With each purchase of a sewing machine, you offer free maintenance and classes for the
first year. You want to send a reminder letter to customers who purchase sewing machines
suggesting they return to the store and have their machine cleaned within that year. To do
so, you would use the Letter button on the Sales Invoice window to select your service
letter template. When you run the Service Letters report, the letter you selected on the
invoice will be generated for the customer.
Note: You must have templates on the Add/Change Word Template Locations
window set up with the Auto Generated Code Service Ticket Doc to complete this
procedure.
Steps to complete
1. On the Sales Invoice window, enter the sales items the customer is purchasing.
2. In the Items Sold grid, select the item for which you want to generate a service
letter.
3. Click Letter. The Service Letters window displays.
4. Enter the date you want the service letter to be pulled into a Service Letters report,
for example, a date six months from now.
5. Select the letter you want to generate for the item.
6. Select the type of service for the item.

7. Click Add. When you generate service letter reports for time frame that includes the
date you entered in step 4, a letter for this customer and item will be automatically
generated.
Did you know? You can right-click in the Items Sold grid and select Service
Letters to complete this procedure.
9.4.1.11 Managing sales item details

Change sales item details
Delete items on the sales invoice
View inventory details
Add notes to an item on the sales invoice
Set up a delivery date and time
9.4.1.11.1 Change invoice item details

Use this procedure to change details about an item on the sales invoice. For details on
changing item details on a layaway, approval, or proposal invoice, click here.
Steps to complete
1. In the Items Sold grid on the Sales Invoice window, highlight the item you want to
change.
2. Click Chg Qty or Chg Sku. The Item Entry boxes automatically populate with
information from the selected item. The Qty or Sku#/Serial# box is selected,
depending on the button you clicked.
3. Change the item details as needed.
4. Navigate out of the Inventory Entry boxes by pressing Tab or Enter. The updated
item is re-added to the Items Sold grid.
Did you know? You can right-click the line item in the Items Sold grid and select
Change Line Item Qty or Change Line Item Sku to complete this procedure.
9.4.1.11.2 Delete items on the invoice

Use this procedure to remove an inventory item from the sales, layaway, approval, or
proposal invoice.
Steps to complete
1. In the grid on the Sales Invoice window, Layaway window, Approval window, or
Proposal window, highlight the item you want to delete.

2. Click Delete. The item is removed from the grid.
Did you know? You can right-click the line item in the grid on the Sales
Invoice or Proposal window and select Delete Line Item to complete this
procedure.
9.4.1.11.3 View inventory details

Use this procedure when you want to view the details of a specific inventory item that you
added to your sales, layaway, approval, or proposal invoice.
Steps to complete
The selected item must be found in your inventory (not manually entered) to complete this
procedure.
Proposal window highlight the inventory item you want to view.
2. Click Detail. The Inventory Detail window displays with all the information related
to this inventory item. Item information can only be viewed here, it cannot be
changed during the point of sale transaction.
3. Click Exit. The Sales Invoice, Layaway, Approval, or Proposal window displays.
Proposal window and select Inventory Detail to complete this procedure.
9.4.1.11.4 Add notes to an invoice item

Use this procedure to add notes to an individual item on the Sales Invoice window,
Layaway window, Approval window, or Proposal window. Notes for items print directly
below the associated item on the receipt.
To add notes to the invoice as a whole, refer to Managing comments on the invoice.
Example of use
A customer purchased a piano, a bench, and several books. You offered an extended
warranty on the piano and want to note the details of that warranty for that item only,
rather than for the entire invoice.
Steps to complete
1. On the Sales Invoice, Layaway, Approval, or Proposal window, highlight an
item in the grid.
2. Click Notes. The Notes window displays.
3. Complete one or both of the following.

l Enter any notes for the item.
l Press F6 to select a catalog comment on the Select Comment window.
4. Click Save. An asterisk displays in the grid for the line item.
Did you know? You can right-click in the grid on the Sales Invoice, Approval,
or Proposal window and select Line Item Notes to complete this procedure.
9.4.1.11.5 Set up a delivery date and time

Use this procedure when you are selling an item to be delivered at a later time.
Steps to complete
1. On the Sales Invoice window, click Delivery. The Delivery Ticket window
displays.
2. Enter the estimated delivery (or pick up) date and time in the Delivery Date boxes.
3. Optionally complete one of the following.
To populate the
contact information
with... Click...
The customer on the sales Cust.
invoice
a customer other than the Find. The Pick Customer window displays where
one on the invoice you can search for and select a customer.
the customer's ship to Ship.
contact information
4. Enter a contact name in the Contact box, if necessary.

5. Enter any notes in the text box or press F6 to select catalog comments.
6. Optionally click View Tickets to open the View Delivery Tickets window and
determine if there are any delivery conflicts for that date and time.
7. Click Save.
9.4.1.12 Managing sales invoice details

Change the sales invoice total
Apply a blanket discount

Use Freight+ for your shipping
9.4.1.12.1 Change the invoice total

Use this procedure when you need to change the total invoice price to a value less than the
current value and you want to have discounts automatically applied.
If your business allows bartering, and you agree to a dollar amount with a customer, such
as $200.00 for a group of 6 items including the tax, you can use this feature to enter the
new total ($200.00) and have AIMsi calculate any discounts and tax for you. The invoice
discounts, subtotal, tax, and total are updated to reflect the new total. In this example, the
Subtotal might equal $186.00, the Tax might equal $14.00, and the Total is $200.00. The
items on the invoice also reflect a discount percentage that is equally applied to each of the
6 items.
If a customer purchases a $2500.00 instrument and a $50.00 music stand, and the sales
employee offers to "throw in" the stand, you can use this feature to enter a new subtotal
($2500.00) and have AIMsi calculate any discounts and apply the appropriate tax amount
for you. The invoice discounts, subtotal, tax, and total are updated to reflect the new total.
In this example, the Subtotal is $2500.00, the Tax might equal $175.00, and the new
Total is $2675.00. The items on the invoice also reflect a discount percentage that is
equally applied to both items.
Steps to complete
1. Add all the items for the invoice on the Sales Invoice window, Layaway window,
or Proposal window.
2. Click Back In. The Back Into Total window displays.
3. Enter the new total amount.
4. Select Total Includes tax or Total does not include tax depending on how you
want the tax to be calculated (as part of the value entered in step 3 or in addition to
the value entered in step 3).
5. Click Apply. The Sales Invoice, Layaway, or Proposal window is updated.
Proposal window and select Back Into Total to complete this procedure.
Hint: To "undo" a back into total, click Back In. The original total displays on the
Back Into Total window. Leave the Total includes tax option selected and
click Apply.
9.4.1.12.2 Apply a blanket discount

Use this procedure to apply a discount to an entire invoice rather than individual items.

Caution: This procedure overrides any discounts entered for individual items on the
invoice.
Steps to complete
Approval window, or Proposal window.
2. Click Disc. The Blanket Discount window displays.
3. Enter a discount amount as a decimal, such as 0.15 (15%). You do not need to
precede the amount with a hyphen.
4. Click OK. The discount is automatically applied to all items in the grid.
Proposal window and select Blanket Discount to complete this procedure.
9.4.1.12.3 Use Freight+ for your shipping

Use this procedure to access Freight+ and establish the shipping options for this sale. You
must be integrated with Freight+ to complete this procedure.
Steps to complete
1. On the Sales Invoice window, click FRT Plus. The Freight Plus window displays.
2. Select a carrier or shipping method in the Shipping box.
3. Select Include Line Items to use package level detail for your shipment.
4. Click Process. Freight+ opens.
5. Complete information as necessary in Freight+. Refer to the Freight+ documentation
for further information on completing this step.
6. In AIMsi, the calculated shipping charges are automatically added to the Items Sold
grid on the Sales Invoice window and tracking information is added to the Notes
box.
9.4.2 Getting started with accounts receivable - beginning

balance invoices
Why create beginning balance invoices?
When you begin using accounts receivable with AIMsi, you will want to create an invoice
for each customer account with an outstanding balance. This enables you to pull forward
into a new invoice any outstanding charges and keeps your accounts receivable records up-
to-date. The invoice you create is referred to as a "beginning balance" on the customer
account.
What are my choices?

You have three choices to create your beginning balance invoices. You can create an
itemized or non-itemized AIMsi invoice for each outstanding customer invoice (a 1:1 ratio)
or you can create one AIMsi invoice for multiple outstanding invoices (1 invoice per

customer).
Create an itemized AIMsi invoice for each outstanding invoice
If you choose to create an itemized AIMsi invoice for each outstanding customer invoice,
follow the steps in Creating a new sales invoice. Be sure to change the Date box to the
original invoice date and change the Ref# box to the original number. In the Collect box,
enter 0.00 to charge the full sale price to the customer's account.
Create a non-itemized AIMsi invoice for each outstanding invoice
You may choose to create a new invoice without adding specific inventory items. Do so by
following the steps in Creating a new sales invoice but enter only a single item using the
Debit Adjustment* category. Enter the outstanding balance of the original invoice as the
Price ea value for the new invoice. Be sure to change the Date box to the original invoice
date and change the Ref# box to the original invoice number. In the Collect box, enter
0.00 to charge the full sale price to the customer's account.
*By default, the Debit Adjustment category is not taxable and additional tax will not be
applied to the invoice total.
Create an AIMsi invoice for a group of outstanding invoices
If you choose to create one AIMsi invoice per customer account, follow the steps in
Creating a new sales invoice but enter only a single item using the Debit Adjustment*
category. Enter the outstanding balance on the customer account as the Price ea value for
the new invoice. In the Collect box, enter 0.00 to charge the full sale price to the
customer's account.
*By default, the Debit Adjustment category is not taxable and additional tax will not be
applied to the invoice total.
Customer payments
Enter customer payments against these outstanding invoices as O/A (Open Account)
payments. Refer to Open Account Payment for more information about this payment type.
9.4.2.1 Create a beginning balance on the customer

account
When you start using AIMsi for accounts receivable you will want to create an invoice for
each customer that has an outstanding account balance. This will help you immediately
begin tracking customer payments without losing track of outstanding paper invoices. Use
this procedure to create those invoices.
Steps to complete
Select from the options below to create a beginning balance on a customer account.
Create an itemized beginning balance invoice
1. On the Sales Invoice window, complete the general sale information boxes
according to the customer and invoice information on the original invoice.
2. Change the Date box to the date of the original invoice.

3. Change the Ref# box to the original invoice number.
4. Complete the Item Entry boxes for each item on the original invoice.
5. Enter 0.00 in the Collect box to charge the full amount of the invoice to the
customer account. If a portion of the invoice has been paid, enter that amount in the
Collect box. The remaining balance is applied to the customer account.
6. Repeat steps 1-5 for each customer invoice.
Create a non-itemized beginning balance invoice
2. Change the Date box to the date of the original invoice.
3. Change the Ref# box to the original invoice number.
4. Enter 1 in the Qty box.
5. Select Debit Adjustment in the Category box. By default, the Debit Adjustment
category is not taxable and additional tax will not be applied to the invoice total.
6. Enter the outstanding balance of the original invoice in the Price ea box.
customer account.
8. Repeat steps 1-7 for each customer invoice.
Create an invoice for a group of outstanding invoices Use these steps to create a
single invoice for a customer who has more than one outstanding invoice balance.
2. Enter 1 in the Qty box.
3. Select Debit Adjustment in the Category box. By default, the Debit Adjustment
category is not taxable and additional tax will not be applied to the invoice total.
4. Enter the total outstanding balance of the customer's original invoices in the Price
ea box.
customer account.
Hint: Enter payments made against outstanding invoices through O/A Payment
on the Customer Payments window.
9.4.3 Windows
9.4.3.1 Sales Invoice window

Purpose
Use this window to enter cash sales and charge on account sales.

There are two methods for accessing this window.
Preferred methods Follow these to show any outstanding activity for the customer

account before you create an invoice. This gives you a "heads-up" for any activity that you
might want discuss with the customer and bring forward into the invoice.
l Click the Sales Invoice button on the POS button bar.

l Press F5. On the window that displays, select a customer.
l Click Point of Sale on the File menu. On the window that displays, select a
customer.
Other optional methods Follow these if you are creating invoices and not currently
working with a customer.
l On the Modules menu, point to Daily Posting then click Sales Invoice. On the
window that displays, select a customer.
l Use the keyboard shortcut Alt, M, D, I or Ctrl+I. On the window that displays,
select a customer.
Diagram
The following diagram illustrates the Sales Invoice window.
Item descriptions
Fields and boxes

Jump to section:
General details of the sale
Item entry
Items Sold grid
Sale totals and notes
Item Description
General details of the sale
(account) Displays the customer name (a customer was selected) or store
account name (a quick sale was selected). Click to view the account
name, address, and other demographic information including phone
numbers and email. Right-click in this box to copy the email address
information to the clipboard.
Ship To Displays the customer to whom the items will ship. Click to view the
account name, address, and other demographic information including
phone numbers and email. Right-click in this box to assign a different
shipping address.
Bill To Displays the customer to whom the invoice will be billed. Click to view
the account name, address, and other demographic information
including phone numbers and email. Right-click in this box to copy the
email address information to the clipboard or to assign a different
billing account.
Loc Select a location to apply to this invoice, if different from the default.
This box is unavailable once inventory is added to the invoice.
default.
opens.
Expt Select a tax exemption to apply to the invoice. If a Security window
displays indicating you cannot change the tax exempt type, you can
choose to override and apply the exemption or cancel and use the
default. If a tax exemption is selected, and you want to remove it,
right-click in this box and click Clear Tax Exempt Type.
Tax exemption types are set up as 1800 series system categories.
Empl Select an employee to assign to this invoice, if different from the
default. The default value in this box is the employee assigned to the
customer account or, if one is not assigned to the account, the
employee logged in to AIMsi. Regardless of the employee selected in
this box, the logged-in employee is always recorded on the ledger
transaction for the sale to provide an accurate audit trail.
This box supports F6 functionality; the Split Sale window opens.
Term Enter the number of days of "free" interest in this box if the customer
will be charged interest on the unpaid invoice. By default, this box
displays the default terms (number of days to pay the invoice before it
is considered past due) of sale set up for this customer.
This box supports F6 functionality; the Select Terms window opens.

Item Description
(margin) Displays the percent of margin for the sale, if the InvoiceMargin
system variable is set up to do so, to the right of the Date box. This
value updates as items are entered for the sale.
Ref# Displays the automatically generated invoice (reference) number
(according to the system variable NextInvoice). This number may be
changed, but must not duplicate any other invoice number.
PO# Enter a customer-provided purchase order number for this sale, if

necessary.
This box supports F6 functionality; the Select PO window opens.
Item Entry
Qty Enter the quantity of an item being purchased. For non-inventory
items, such as shipping, enter 1. If you skip this box when entering
merchandise, the value set up in the DefaultQty system variable will
be used.
Sku#/Serial# Enter the alpha-numeric SKU number or serial number for the item. If
found, the Cat, Desc, and Price Ea boxes are automatically
completed. For non-inventory items, such as shipping, leave this box
blank.
opens.
Cat Select a category for this item, if necessary. This box is only available
to edit if an item could not be identified in the SKU#/Serial# box.
The options in this box are set up on the Inventory Categories
window.
Desc Displays the description of the item (if found by the SKU#) or category
(if a category was manually selected). You can optionally update this
description with up to 140 characters of text. Tri-Tech recommends
that you update the default text in this box to be more descriptive and
minimize confusion on the sales reports.
Price ea Enter the price of the item, if necessary. The value here may
represent the item's Ourprice value, Price A, B, or C value, or the
Retail value.
Extended Displays the total cost of the item (Qty x Price ea = Extended)
before a discount is applied. This value is automatically calculated and
is read-only.
Discount Enter a percentage or dollar amount to apply as a discount to the sale.

Item Description
The value here may be automatically calculated.
Total Displays the total cost of the item after any discount is applied
(Extended - Discount = Total).
If the total price falls below the minimum price established for an
inventory item, a warning displays. Employees with permission to do
so can enter their password and override the warning.
(total number Displays above the grid and automatically increments as items are
of items) added to the sale.
Items Sold grid Right-click in the grid to select from several options for working with
the invoice.
Qty Displays the value entered in the Qty box for this item.
Sku# Displays the SKU number of the item added to the invoice, if
applicable.
Description Displays the description entered for the item in the Desc box.
Price ea Displays the value entered in the Price ea box for this item.
Discount Displays the discount applied to this item, if applicable.
Total Displays the total cost for this item (Extended - Discount).
(item notes) Displays an asterisk if a note was added for this inventory item on the
Notes window.
T Displays an E if you overrode the tax exemption status for this item. A
default tax exemption code must be set up for the
TaxExemptOverrideReason system variable to override the tax
exemption of an item.
Sale totals and notes
(enter Enter comments for the invoice/receipt. These comments print on the
comment invoice in addition to any comments set up as customer defaults.
box) This box supports F6 functionality; the Select Comment window
opens.
Gift receipt Select this check box to print a gift receipt for this sale.
Suspend Sale Select this check box to save the sale to complete at a later time.
Stay in Quick This check box only displays if you are completing a quick sale
Sale transaction. Select it to remain on the window and complete another
sale.
Subtotal Displays the total cost of all items on the invoice.

Item Description
Tax Displays the total amount of tax that will be applied to this sale based
on the Tax and Expt boxes above.
Total Displays the total amount the customer owes for this sale (Subtotal +
Tax = Total).
Collect If necessary, enter the amount the customer is paying on this invoice,
if different from the default. This will charge the remaining amount
(Total - Collect) to the customer's account. To charge the entire sale
to the account, enter 0.00 or press F2 on your keyboard.
This box defaults to the full price of the invoice unless the customer
defaults are set up to charge sales invoices.
Buttons
Jump to section:
General buttons
Item buttons
Invoice buttons
Apply credits buttons
Bring-forward into invoice buttons
Item Description
Customer Displays the Pick Customer window where you can add, edit, or a select a
customer for this invoice.
Save Saves the invoice. This button displays when you access this window from
the Modules menu or by the keyboard shortcut Ctrl+I, or through a quick
sale.
Cancel Click to cancel the invoice.
Item buttons
Chg Qty Displays the selected item's details in the inventory item entry boxes where
you can change the Qty value.
Chg Sku Displays the selected item's details in the Item Entry boxes where you can
change the Sku#/Serial# value.
Delete Deletes the selected item from the invoice.
Detail Displays the Inventory Detail window where you can view the details of a
specific inventory item on your invoice.
Notes Displays the Notes window where you can add any notes about the selected
inventory item. When a line item has an associated note, an asterisk
displays in the blank column on the right side of the Items Sold grid.
Delivery Displays the Delivery Ticket window where you can enter the date and
time an item is expected to be delivered or picked up.
Invoice buttons
FRT Plus Displays the Freight Plus window where you can access the integrated
Freight+ software (purchased separately) and determine your shipping
provider and costs.
Back In Displays the Back Into Total window where you can change the total sale
price on the invoice to a lesser amount and automatically apply discounts.

Item Description
Disc Displays the Blanket Discount window where you can enter a discount
amount for the entire invoice.
Trade Displays the Trade-in window where you can accept credit for a trade-in
and apply it to the invoice.
Cont Displays the Contract Credit Amount window where you can apply rental
Crd credit to the invoice.
Loyal Displays the Loyalty Points window where you can apply loyalty points as
credit to the invoice.
Bring-forward into current invoice buttons
Propsl Displays the Select Proposal window where you can bring a proposal for
this customer forward into the sale.
Apprv Displays the Select Approval window where you can bring an approval for
this customer forward into the sale.
Order Displays the Select Orders window where you can select an order to
include on the invoice. Only items on the order that have been received into
inventory will be added.
Susp Brings any previously suspended sales into the current invoice.
Letter Displays the Service Letters window where you can associate a service
letter with this invoice.
9.4.3.2 Split Sale window

Purpose
Use this window to split a sale among multiple employees when, for example, two
employees should receive commission for a single sale.

l Click in the Empl box on the Sales Invoice window or Approval window and press
F6.
l Click in the Employee box on the Layaway window or Proposal window and press
F6.
Diagram
The following diagram illustrates the Split Sale window.

Item descriptions
Fields and boxes
Item Description
Employee grid
Employee Displays the employee ID of the staff member selected for the split sale.
ID
Percentage Displays the percentage of the sale assigned to the staff member. This
value is recorded and reflected on the Sales Management report.
Prim Indicates if this is the primary sales person for the sale. Select or clear
this check box as necessary.
Employee Select a staff member for the split sale.
Percentage Enter the percentage of the sale that should apply to the selected
employee.
Primary Select this check box to identify this employee as the primary
salesperson for the sale.
Buttons
Item Description
Add Adds the employee identified in the Employee box to the Employee grid.
Delete Removes the selected employee from the Employee grid.
Save Saves your changes and returns to the previous window.
9.4.3.3 Select Terms window

Purpose
Use this window to change the terms on an invoice. The terms available on this window are
set up on the Add/Change Term Descriptions window for the customer.

On the Sales Invoice window, press F6 in the Term box.
Diagram
The following diagram illustrates the Select Terms window.
Item descriptions
Fields and boxes
Item Description
Terms Displays the term label as it was set up on the Add/Change Term
Descriptions window. Click the column heading to sort the grid in ascending
or descending order by term label.
Description Displays a brief description of the term.
Buttons
Item Description
Select Applies the selected term to the invoice.
9.4.3.4 Select PO window

Purpose
Use this window to check for a purchase order spending limit and assign a purchase order
number to a sale or approval.

Press F6 in any of the boxes described below.

l Sales Invoice window, PO# box.
l Approval window, PO# box.
l Enter Committed Orders window, PO# box.
l Enter Uncommitted Orders window, PO# box.
Diagram
The following diagram illustrates the Select PO window.
Item descriptions
Fields and boxes
Item Description
Look for Enter a specific purchase order number (PO#). The grid automatically
PO# moves to purchase order numbers matching the value as you type.
PO grid
PO# Displays the PO number. Click the column heading to sort the grid in
ascending or descending order by PO#.
Total Displays the total dollar amount available for the PO#.
Amt Displays the dollar amount already used from this PO#.
used
Expires Displays the date this PO# expires.
Contact Displays the name of the contact person for this PO#.
Order Displays any order that has the PO# and the amount of it.
Amount
Buttons
Item Description
Select Adds the PO# to the invoice or order.

9.4.3.5 Select Serial Numbers window
Purpose
Use this window to view all in-stock inventory items that are categorized under a serialized
SKU number. You can then select a unique inventory item to add to your sales invoice or
order.

Enter a serialized SKU number in the Sku#/Serial# box on any of the following windows.
This window displays when you navigate out of the Sku#/Serial# box.

l Layaway window, if the LaywaySerial system variable is set to Y
l Approval window
Diagram
The following diagram illustrates the Select Serial Numbers window.
Item descriptions
Fields and boxes
Item Description
(serial Displays the serialized SKU number entered in the Sku#/Serial# box.
number) This box is read-only.
(description) Displays the description associated with the serialized SKU number. This
box is read-only.
(location) Select a location from which to display matching inventory. Any locations
established at your company are available to select in this box.
Qty Left Displays the available inventory count for the selected item.
(Add) Enter a serial number and click Add to automatically highlight and select

Item Description
that SKU.
Serial item grid
(check Select a check box to add that item to the invoice or order. Doing so
box) reduces the total in the Qty Left box.
Serial Displays the serial number of the individual item. Select the column
heading to sort the grid in ascending or descending order serial number
order.
Location Displays the location code where the item is located.
Date Displays the date the item was received into inventory. Select the column
Received heading to sort the grid in ascending or descending order by receive date.
Buttons
Item Description
Add Highlights and selects the serial number you entered in the associated box.
Ok Accepts your changes and adds the item to your sales invoice.
9.4.3.6 Select Comment window

Purpose
Use this window to select any catalog (predefined) comments to print on the
invoice/receipt. These comments are established on the Comments window.

l Sales Invoice window, notes text box below the Items Sold grid.
l Customer Payments window, notes text box below the Invoice grid.
l Layaway window, notes text box below the Items Sold grid.
l Approval window, notes text box below the Items on Approval grid.
l Proposal window, notes text box below the Items on Proposal grid.
l Notes window, notes text box.
l Delivery Ticket window, comment text box.
l Post Credit window, comment text box.
Diagram
The following diagram illustrates the Select Comment window.

Item descriptions
Fields and boxes
Item Description
Look for Enter the description of a comment you want to add to the invoice/receipt.
Description The grid automatically moves to matching comments as you type in this box.
Description Displays the description of any comments you can select to add to the
invoice.
Buttons
Item Description
Add Displays the Comments window where you can create new comments to include
on invoices.
Select Adds the selected comment to the sales invoice.
9.4.3.7 Notes window

Purpose
Use this window to enter notes about an individual item in the grid on the Sales Invoice
window, Layaway window, Approval window, or Proposal window. Notes for inventory
items print directly below the associated item on the receipt.

l On the Sales Invoice, Layaway, Approval, or Proposal window, select an item in

the grid and click Notes.
l In the grid on the Sales Invoice window, Approval window, or Proposal window,
right-click on a line item then select Line Item Notes.

Diagram
The following diagram illustrates the Notes window.
Item descriptions
Fields and boxes
Item Description
note text box Enter a note for the inventory item.
Buttons
Item Description
Save Applies the note to the item and displays an asterisk in the grid.
9.4.3.8 Freight Plus window

Purpose
Use this window to establish carrier and shipping methods for the sale if you are integrated
with Freight+.

On the Sales Invoice window, click FRT Plus.
Diagram
The following diagram illustrates the Freight Plus window.

Item descriptions
Fields and boxes
Item Description
Shipping Select the shipping method you want to use for the sale. Shipping methods
are set up on the Freight Plus EDI Info window.
Include Select this check box to use package level detail for this shipment.
Line Items
Buttons
Item Description
Process Opens Freight+ where you can enter the shipping details.
9.4.3.9 Trade-In window

Purpose
Use this window to apply a trade-in credit to an invoice.

l On the Sales Invoice window, Layaway window, or Proposal window, click

Trade.
l In the Items Sold grid on the Sales Invoice window, right-click then select Trade-
In.
Diagram
The following diagram illustrates the Trade-In window.

Item descriptions
Fields and boxes
Item Description
Enter Trade Enter the amount of available credit you want to apply to the invoice.
Amount
Description Enter a description of the item the customer is trading in for credit. This
description prints on the receipt.
Buttons
Item Description
OK Applies the trade-in amount to the invoice.
9.4.3.10 Back Into Total window

Purpose
This window allows you to change the total invoice price to a value less than the current
value and have discounts automatically applied.

l After adding merchandise to the Sales Invoice window, Layaway window,

Approval window, or Proposal window, click Back In.
l In the grid on the Sales Invoice window or Proposal window, right-click then
select Back Into Total.
Diagram
The following diagram illustrates the Back Into Total window.

Item descriptions
Fields and boxes
Item Description
Enter Enter the amount to use as the total (this amount includes tax) or subtotal (this
new amount does not include tax) on the invoice.
total
Total Select this option if you want the amount entered in the Enter new total box to
Includes include sales tax. If this option is selected, the amount in Enter new total
tax displays in the Total box on the invoice and the subtotal and tax are calculated
to equal that amount.
Total Select this option if you want sales tax to be applied to the amount in the Enter
does not new total box. If this option is selected, the amount in Enter new total
include displays in the Subtotal box on the invoice and sales tax and invoice total are
tax calculated based on that amount.
Buttons
Item Description
Apply Applies your selections to the sales invoice. Any necessary discounts are applied
to the individual items and subtotal, tax, and total are calculated.
9.4.3.11 Blanket Discount window

Purpose
Use this window to apply a discount percent to the entire invoice.

l On the Sales Invoice window, Layaway window, Approval window, or Proposal

window, click Disc.
select Blanket Discount.

Diagram
The following diagram illustrates the Blanket Discount window.
Item descriptions
Fields and boxes
Item Description
Enter Blanket Discount in Enter a decimal value (such as 0.10) to use as the discount
decimal format percent for the invoice.
Buttons
Item Description
OK Applies the discount to the sales invoice.
9.4.3.12 Contract Credit Amount window

Purpose
Use this window to apply a rent-to-rent contract credit to an invoice.

l On the Sales Invoice window, Layaway window, or Proposal window, click Cont
Crd.
select Rental Credit.
Diagram
The following diagram illustrates the Contract Credit Amount window.

Item descriptions
Fields and boxes
Item Description
Enter Contract Enter the amount of available credit you want to apply to the invoice.
Credit Amount If you are unsure how much credit is available, click Contract
Credit to view the account credit details.
Buttons
Item Description
Contract Displays the Credit Breakdown window where you can view the amount of
Credit credit available to apply to the invoice.
If more than one rental account is found, the Select Rental window displays.
Select the appropriate account and click Select to display the Credit
Breakdown window as described above.
You must click this button and review credits if system variable TrackRentCred
is set to Y.
9.4.3.13 Loyalty Points window

Purpose
Use this window to apply a customer's loyalty points as credit on the invoice.

On the Sales Invoice window, click Loyal.
Diagram
The following diagram illustrates the Loyalty Points window.
Item descriptions
Fields and boxes

Item Description
Total Displays the total number of loyalty points available to apply to the invoice.
Points
Loyalty Displays the total amount of loyalty dollars available to apply to the invoice.
Dollars
Amount Enter the dollar amount you want to apply to the invoice. The value in Loyalty
Dollars will decrease by this number.
Points Enter the number of points you want to apply to the invoice. The value in Total
Points will decrease by this number.
Buttons
Item Description
Save Applies the loyalty point credit to the sales invoice.
9.4.3.14 Delivery Ticket window

Purpose
Use this window to set up a delivery or pick-up date and time for an item.

On the Sales Invoice window, click Delivery.
Diagram
The following thumbnail illustrates the Delivery Ticket window.
Item descriptions
Fields and boxes

Item Description
Delivery Enter the estimated date and time of the delivery or pick-up.
Date To quickly enter today's date, press T on your keyboard. To quickly back-
date or forward-date by one day, use the Hyphen key (-) and Equal key (=)
on your keyboard (alternatively, use the Minus Sign and Plus Sign keys on
your keyboard number pad). To quickly back-date or forward-date by one
month, use the Page Up and Page Down keys on your keyboard.
Contact Enter the contact name for the sale.
Name Enter the name of the customer who is receiving or picking up the item.
You can optionally use the Cust, Find, and Ship buttons to complete this
box.
Address Enter the street address of the customer who is receiving or picking up the
item.
box.
City Enter the city of the customer who is receiving or picking up the item.
box.
St/Province Enter the state or province of the customer who is receiving or picking up the
item.
box.
Zip Enter the ZIP code of the customer who is receiving or picking up the item.
box.
Phone #'s Enter the phone number(s) at which the customer can be reached for
delivery or pick-up.
box.
(comment Enter any notes for the delivery or pick-up.
text box) This box supports F6 functionality; the Select Comment window opens.
Buttons
Item Description
Cust Click to automatically populate the name, address, and phone boxes with the
information for the customer in the Customer box on the Sales Invoice
window.
Find Click to open the Pick Customer window and search for or select a customer to
populate the name, address, and phone boxes.
Ship Click to automatically populate the name, address, and phone boxes with the
shipping information for the customer in the Customer box on the Sales
Invoice window.

Item Description
Save Click to save the delivery ticket.
View Click to search for existing delivery tickets on the View Delivery Tickets
Tickets window.
Cancel Click to return to the Sales Invoice window without accepting any changes to
this window.
9.4.3.15 Select Proposal window

Purpose
Use this window to bring a proposal for this customer forward into the sale or approval or
to select an existing proposal to modify.

Complete one of the following to access this window. The customer account must have a
proposal on file to access this window.
l On the Sales Invoice window, click Propsl.

l In the Items Sold grid on the Sales Invoice window, right-click then select Pull In
Proposal.
l On the Layaway window or Approval window, click Proposal.
l On the Modules menu, point to Daily Posting and click Modify Proposal.
Diagram
The following diagram illustrates the Select Proposal window.
Item descriptions
Fields and boxes

Item Description
Look for Enter an invoice number to look for. The grid automatically moves to
Reference matching numbers as you type in this box.
Proposals grid
Reference Displays the associated invoice number for each proposal. Click the
column heading to sort the grid in ascending or descending order based on
this number.
Date Displays the date the proposal was entered.
PO Displays the purchase order number associated with the proposal.
Buttons
Item Description
Select Adds the selected proposal to the invoice.
9.4.3.16 Select Approval window

Purpose
Use this window to bring an approval for this customer forward into the sale.

Complete one of the following to access this window. The customer account must have an
approval on file to access this window.
l On the Sales Invoice window, click Apprv.

l In the Items Sold grid on the Sales Invoice window, right-click then select b.
Diagram
The following diagram illustrates the Select Approval window.

Item descriptions
Fields and boxes
Item Description
Approvals grid
Reference Displays the associated invoice number for each approval. Click the
this number.
Date Displays the date the approval was entered.
PO Displays the purchase order number associated with the approval.
Buttons
Item Description
Select Adds the selected approval to the invoice.
9.4.3.17 Select Orders window

Purpose
Use this window to pull customer orders into an invoice or to add an order deposit to the
open account payments.

order on file to access this window.
l Click Order on the Sales Invoice window, Layaway window, Approval window,
or Customer Payments window.
Order.
Diagram
The following diagram illustrates the Select Orders window.

Item descriptions
Fields and boxes
Item Description
Look for Enter an order number to look for. The grid automatically moves to
matching numbers as you type.
Orders grid
Order Displays the order number.
Date Displays the date the order was entered.
Type Displays the type of order (uncommitted or committed).
Payment Displays the payment type assigned to the order.
Shipping Displays the shipping selection for the order.
Buttons
Item Description
View Displays the Order window where you can view the order details, reprint the
Order order, or reprint the packing slip.
Select If you accessed this window from the Sales Invoice, Layaway, or Approval
window, click this button to add the order to the invoice or approval.
If you accessed this window from the Customer Payments window, the Accept
Deposit window displays. Enter a deposit amount and click Save to add the order
deposit to the Customer Payments window.
9.4.3.18 Select Suspended Sale window

Purpose
Use this window to select suspended sales to include on a new sales invoice.

On the Sales Invoice window, click Susp. The customer account must have a suspended
sale on file to access this window.
Diagram
The following diagram illustrates the Select Suspended Sale window.
Item descriptions
Fields and boxes
Item Description
Look for Enter the invoice number of the suspended sale you want to complete.
Reference
Suspended Sales grid
Reference Displays the invoice number of the previously suspended sale. Click the
column heading to sort the grid in ascending or descending number order
by invoice number.
Date Displays the date on the suspended invoice.
PO Displays the purchase order number associated with the suspended
invoice, if one was identified.
Buttons
Item Description
Select Adds the selected suspended sales invoice to the current sales invoice.
9.4.3.19 Service Letters window

Purpose
Use this window to associate a service letter, or letters, with an item on the sales invoice.

l On the Sales Invoice window, click Letter.

l In the Items Sold grid on the Sales Invoice window, right-click on a line item then
select Service Letter.
Diagram
The following diagram illustrates the Service Letters window.
Item descriptions
Fields and boxes
Item Description
Service Letter grid
Date Displays the date entered for this service letter to be brought into the
Service Letter reports.
Serial/Sku Displays the serial or SKU number for the item the service letter is
associated with.
Letter Displays the description entered for the template on the Add/Change
Word Template Locations window.
Service Displays the service type selected for the item and letter.
Date Enter the date when you want this letter to be included on Service Letter
reports.
To quickly enter today's date, press T on your keyboard. To quickly back-
date or forward-date by one day, use the Hyphen key (-) and Equal key
(=) on your keyboard (alternatively, use the Minus Sign and Plus Sign
keys on your keyboard number pad). To quickly back-date or forward-
date by one month, use the Page Up and Page Down keys on your
keyboard.

Item Description
This box supports F6 functionality; the opens.
Letter Select the service letter to associate with the inventory item. Service
letters are set up on the Add/Change Word Template Location
window.
Service Select the service type to associate with the inventory item. The item
must have a serial number to select a service type. Service types are set
up on the Add/Change Service Table window. The inventory item must
meet the requirements of the service type category and subcategory to
display that service in this box.
Buttons
Item Description
Add Adds the service letter to the invoice.
Delete Removes the service letter selected in the grid from the invoice.
9.4.4 Sales reports

There are many optional reports that you can use to track your sales; the 5 most popular
are described below.
Sales Management report
This report details all sales during a specified date range and is sorted by employee. For
stores that track sales commission, the gross margin percentages and dollar amounts are
included.
Sales Staff Performance Analysis report
This report provides total values for each salesperson during a specified date range. For
example, the number of sales the person has had and the average sale total. The numbers
on this report do not reflect returned merchandise.
Daily Activity report
This report is a complete list of daily activities that you can use to enter into your
accounting solution. If you use AIMsi's General Ledger module, this report is informational
only; these totals are already recorded for you.
Tax report
for a specified date range. This report can be printed with or without invoice details.
Sold Inventory by Category
This report details all inventory sold during a specified date range. The report prints
inventory sold per category and, within that, by manufacturer/publisher and SKU/catalog
number.

9.4.4.1 Sales Management report
About the report
This report details all sales during a specified date range and is sorted by employee.
l Select Detail to include invoice number and date, account, location, and employee
information for each invoice and employee combination for the reporting period.
Totals include quantity, price, discount, profit margin, and spiff (optional) for each
invoice. This is the default selection for this report.
l Select Invoice Totals to include high-level total values for each invoice and
employee combination for the reporting period.
l Select Employee Totals to include high-level total values for each employee for the
reporting period.
For stores that track sales commission, the gross margin percentages and dollar amounts
are included.
Run the report

1. On the Report Catalog window – Customer tab, select All Sales Management.
2. Click Run. The All Sales Management window displays.
3. Enter your report parameters in the Employee/Group, Category and Sub
Category, Selection Code, Date Range, Location, Manufacturer, Customer
Type, Invoice Amt, and Single Acct boxes.
4. Select check boxes to further narrow the report results, such as to include trade-ins
5. Select to include all items, only items with additional selling incentives (spiff), or
only items without additional selling incentives (spiff).


selections.


9.4.4.2 Sales Staff Performance Analysis report

About the report
This report can be generated to include high-level or more detailed sales totals for a
salesperson.
l Select Detail by Category to include total values of each category per salesperson
for the reporting period. For example, the number of items the salesperson sold in
the Band category, and the average sale total for that category.
l Select Total by Salesperson to include high-level total values for each salesperson
for the reporting period. For example, the number of sales the person has had and
the average sale total. This is the default selection for this report.
The numbers on this report do not reflect returned merchandise.
Run the report

1. On the Report Catalog window – Customer tab, select Sales Staff Performance
Analysis.
2. Click Run. The Sales Staff Performance Analysis window displays.
3. Enter your report parameters in the Date Range, Location, Employee, Category,
and Subcategory boxes.
4. Select check boxes to further narrow the report results, such as to include trade-in
6. Select to include cost or weighted cost.


selections.


9.4.4.3 Daily Activity report
About the report
This report is a complete list of daily activities that you can use to enter into your
accounting solution. If you use AIMsi's General Ledger module, this report is informational
only; these totals are already recorded for you.
and employee ID information for each category for the reporting period.
l Select Total to include high-level totals for each category and sales type for the
reporting period. This is the default selection for this report.
Run the report

1. On the Report Catalog window – Miscellaneous tab, select Daily Activity
Report.
2. Click Run. The DefaultReportTimes window displays.
3. Enter your report parameters in the Work Station#, Date Range and Time,
Region, and Location boxes.


selections.
9.4.4.4 Tax report

About the report
for a specified date range. This report can be generated with or without invoice details.
and employee ID information during the specified date range.

l Select Total to include high-level tax information for sales during the specified date
range. This is the default selection for this report.
Run the report

1. On the Report Catalog window –Miscellaneous tab, select Tax Report.
2. Click Run. The Tax Report window displays.
3. Enter your report parameters in the Date Range, Tax Auth, Region, and Location
boxes.


selections.
9.4.4.5 List Sold Inventory by Category report

About the report
This report details all inventory sold during a specified date range. The report prints
inventory sold per category and, within that, by manufacturer/publisher and SKU/catalog
number.
l Select Details to include SKU number, invoice number and date, account, location,
workstation, and employee ID information for the reporting period. This is the
default selection for this report.
l Select Total By Sku to include only high-level totals sorted by SKU number for the
reporting period.
l Select Total By Sub Category to include only high-level totals sorted by
subcategory for the reporting period.
l Select Total By Category to include only high-level totals sorted by category for
the reporting period.
Run the report

1. On the Report Catalog window – Inventory tab, select List Sold Inventory by
Category.

2. Click Run. The Sold Inventory by Category window displays.
3. Enter your report parameters in the Date Range and time, Location, Mfg/Pub,
Single Sku, Selection Code, Category and Sub Category, Customer Type, and
Workstation boxes.
4. Select check boxes to further narrow the report results, such as to include new serial
items but exclude web sales.
5. Select a leasing option.
6. Select to include cost or weighted cost.


selections.
9.5 Open Account (O/A) Payments

What are open account payments?
Open account payments are payments posted against one or more outstanding invoices.
They may be in the form of cash or credit card, a credit on the account by your store, or by
an order deposit. Any outstanding balance can be checked quickly just by looking at the
customer information on the Add/Change Customer window.
Working with open account payments

You can post payments to an outstanding customer account through the Point of Sale
module, incorporating other transaction types and automatically searching for outstanding
account activity, or as an individual transaction from the Modules menu. Either way you
choose, you have the option to post full or partial amounts to one or more invoices.
9.5.1 Manage customer payments

Use this procedure to post payments against outstanding invoices, apply credit to
outstanding invoices, and add a credit invoice to the customer's account.

Steps to complete
1. Click the O/A Payment button on the POS button bar.
Alternatively, on the Modules menu, point to Daily Posting then click O/A
Payment or use keyboard shortcuts Alt, M, D, O or Ctrl+O.
2. On the Pick Customer window, search for or select a customer. The Customer
Payments window displays.
3. If necessary, verify and update the store location, tax authority, and payment date in
the location, tax authority, and Date boxes.
4. If the customer is paying a portion of his or her account balance, enter that amount
in the Disburse Amount box. Otherwise, leave it blank.
5. Select the invoice(s) for which you are posting payments.
To remove an invoice, clear the Select check box.
Hint: If a customer is making a payment and has multiple invoices, you can apply
a portion of the payment to each invoice in varying amounts, or apply the full
payment to one invoice. To apply a portion of the payment, type the payment
amount into the Pay Amt grid column for that invoice. For example, if the
customer has two outstanding invoices and makes a $100 payment, you can apply
$70 to fully pay off one invoice and the remaining $30 to the other invoice.
Steps 6-8 are optional.
6. Click Order to display the Select Orders window and select an order deposit to
apply to the Invoice grid. Then apply the deposit as necessary.
7. Click Credit to create a credit invoice on the Post Credit window to add to the
Invoice grid. Then apply the credit as necessary.
8. Click Master to search for a master ticket number on the Master Ticket window
and add those invoices to the Invoice grid.
9. Complete one of the following to save the payments.
l Click the Save POS Transaction button on the POS button bar, if
available.
l Press F12.
l Click Save, if available.
Did you know? You can also right-click in the grid and select any of the options
to complete steps 6-8 above.
To quickly enter today's date, press T on your keyboard. To quickly back-date or

forward-date by one day, use the Hyphen key (-) and Equal key (=) on your
keyboard (alternatively, use the Minus Sign and Plus Sign keys on your
keyboard number pad). To quickly back-date or forward-date by one month, use
the Page Up and Page Down keys on your keyboard.
9.5.1.1 Select invoices to pay

Use this procedure to select one or more outstanding customer invoices on the Customer
Payments window to pay or apply credit to.

Steps to complete
Select from the options below to select one or more invoices on the Customer Payments
window.
Select all invoices
l Click Select All.

l Use keyboard shortcut Alt, S if the customer is paying the entire outstanding
balance.
l Right-click in the grid and click Select All.
Select individual invoices

Select the check box in the Select column of the Invoice grid for each invoice you want to
pay.
If the value in
the Disburse Then the Pay Amt column in the Invoice grid will
Amount box... equal...
is 0.00 the remaining balance of the invoice.
exceeds the the remaining balance of the invoice and the Amount
remaining balance Left box will equal the Pay Amt value less the
of the selected Disburse Amount value (Pay Amt - Disburse
invoice Amount).
is less than the the Disburse Amount value.
remaining balance
of the selected
invoice
Exclude invoices
l Click Clear All.

l Use keyboard shortcut Alt, L (to exclude all invoices).
l Right-click in the grid and select Clear All.
l Clear the Select check box for the invoice in the Invoice grid.
The value in the Amount to Pay box automatically reduces.

If you clear the check boxes for deposits or credits you added through the Order and
Credit buttons, the deposit or credit will be removed from the Invoice grid.
9.5.1.2 Apply credit to an invoice

Use this procedure when a customer has credit available to put toward an open account
balance.
Example of use
Situations where it may be necessary to add a credit to a customer's account are: the
customer sent in an overpayment, the customer is paying a deposit on a special order and
you are not using the Purchase Order module to track it, or you are giving the customer a

discount in the form of a credit to be used on a future sale.
Steps to complete
Create the credit invoice
1. On the Customer Payments window, click Credit. The Post Credit window
displays.
2. Enter the amount to credit the account. Do not precede the amount with a dash (-).
3. Enter any notes about the credit.
4. Click Save. The credit invoice is added to the Invoice grid.
Did you know? You can right-click in the grid and click Create Credit to
complete the above procedure.
Apply the credit to the invoice

Do one of the following, depending on if the credit invoice and outstanding invoice total
0.00 or if you are applying only partial amounts to the outstanding invoice(s).
l If the credit invoice and outstanding invoice total 0.00, click the Select check box in
the Invoice grid for each invoice. Or, if the two invoices are the only outstanding
invoices on the customer's account, click Select All.
l If you are applying partial amounts, click the Select check box in the Invoice grid for
each invoice, then click in the Pay Amt column and change the amounts as
applicable. If you change the amount to apply on the credit invoice, include a dash
(-) in front of the number (-10.00).
9.5.1.3 Reprint an invoice

Use this procedure when you are viewing and managing an customer's open account
payments and want to reprint an invoice.
Steps to complete
1. On the Customer Payments window, right-click on an invoice in the grid and click
Reprint Invoice. The Select Output Destination window displays.
9.5.2 Windows
9.5.2.1 Customer Payments window

Purpose
Use this window to post payments against outstanding invoices, apply credit to outstanding
invoices, and add a credit invoice to the customer's account.

l Click the O/A Payment button on the POS button bar.

l On the Modules menu, point to Daily Posting then click O/A Payment.
l Use keyboard shortcuts Alt, M, D, O or Ctrl+O.
Diagram
The following diagram illustrates the Customer Payments window.
Item descriptions
Fields and boxes
Item Description
(account) Displays the customer name. Click to view the account name, address,
and other demographic information including phone numbers and email.
clipboard.
(location) Select a location to apply to this invoice, if different from the default.
This box is unavailable once inventory is added to the invoice.
(tax authority) Select a tax authority to apply to this invoice, if different from the
default.
opens.

Item Description
date or forward-date by one month, use the Page Up and Page Down
keys on your keyboard.
Total Credits Displays the total amount of credits, excluding any deposits, on the
customer's account.
Total Deposits Displays the total amount of deposits on the customer's account.
Total Displays the total amount of credits and deposits (Total Credits +
Credits/Deposits Total Deposits) on the customer's account.
Disburse Enter the amount the customer is paying on the account balance.
Amount
Amount Left Displays the difference between the disbursal amount and the account
balance (Disburse Amount - Balance).
Balance Displays the outstanding balance on the customer account.
Invoice grid Right-click in the grid to select from several options for working with the
invoices.
Select Select a check box to make payments or apply credits to that invoice.
Invoice# Displays the invoice number(s) of any outstanding invoice(s).
PO# Displays the purchase order number associated with the invoice, where
applicable.
Type Displays the transaction type.
Original Displays the original invoice total.
Balance Displays the remaining balance to be paid on the invoice.
Pay Amt Displays the balance of the invoice or the disbursal amount. The table
below describes how this is determined.
If the value in
the Disburse Then the Pay Amt column in the Invoice grid
Amount box... will equal...
is 0.00 the remaining balance of the invoice.
exceeds the the remaining balance of the invoice. The Amount
remaining Left box will equal the Pay Amt value less the
balance of the Disburse Amount value (Pay Amt - Disburse
selected invoice Amount).
is less than the the Disburse Amount value.
remaining
balance of the
selected invoice
You can click in this column and change this value if necessary.
(text box) Enter any notes about the payment or credit you are applying to the

Item Description
customer account.
This box supports F6 functionality; the Select Comment window
opens.
(invoice notes Displays any notes entered for the selected invoice. This box is
box) unavailable for editing.
Amount To Pay The value in this box automatically updates as you select invoices in the
Invoice grid.
Buttons
Item Description
Save Saves the payments. This button displays when you access this window from the
Modules menu or a keyboard shortcut.
Order Displays the Select Orders window where you can select a committed or
uncommitted order to make a deposit against.
Credit Displays the Post Credit window where you can create a credit invoice to apply
to the customer account.
Clear Clears any check boxes that are selected in the Select column of the Invoice grid.
All Any items in the grid added through the Post Credit window will be removed.
Select Select all the check boxes in the Select column of the Invoice grid.
All
Master Displays the Master Ticket window where you can enter a master ticket number
to add invoices to the Invoice grid.

Purpose

Diagram

Item descriptions
Fields and boxes
Item Description
invoice.
Buttons
Item Description
on invoices.

Purpose

Order.

Diagram
Item descriptions
Fields and boxes
Item Description
Orders grid
Buttons
Item Description

9.5.2.4 Accept Deposit window
Purpose
Use this window to post a deposit amount for an order on the Customer Payments
window.

On the Customer Payments window, click Orders. The Select Orders window displays.
Click Select to display this window.
Diagram
The following diagram illustrates the Accept Deposit window.
Item descriptions
Fields and boxes
Item Description
Subtotal Displays the cost of the items on the selected order.
Tax Displays the amount of tax to apply to the selected order.
Prev. Displays any prior deposit amounts.
Deposit
Total Displays the Subtotal plus Tax less any Previous Deposits.
Deposit Amt Enter the amount the customer wants to pay as a deposit on the selected
order.
Buttons
Item Description
Save Saves the deposit amount and adds it to the Customer Payments window.

9.5.2.5 Post Credit window
Purpose
Use this window to post a credit amount to the Customer Payments window.

On the Customer Payments window, click Credit.
Diagram
The following diagram illustrates the Post Credit window.
Item descriptions
Fields and boxes
Item Description
Credit Enter the amount of credit you want to apply to the customer payments.
Amt
notes Enter any notes about the credit you are applying to the customer account, for
example, if the customer is paying ahead of a purchase.
Buttons
Item Description
Save Applies the credit amount to the Customer Payments window.
9.5.2.6 Master Ticket window

Purpose
Use this window to use a master ticket number to select invoices to post payments against.

On the Customer Payments window, click Master.

Diagram
The following diagram illustrates the Master Ticket window.
Item descriptions
Fields and boxes
Item Description
Enter Enter the master ticket number of the invoices you want to add to the
MasterTicket# Invoice grid on the Customer Payments window.
9.5.3 Open Account Payment reports

There are many optional reports that you can use to track your open accounts; the 2 most
common to track open account payments are described below.
List Open Account Payments report
This report details all payments on open accounts during a specified date range.
Customer O/A Payment Analysis
This report lists the average amount of time it takes customers to pay outstanding invoices
in full.
9.5.3.1 List Open Account Payments report

About the report
This report details all open account payments during a specified date range and is sorted
by employee.
l Select Details to include invoice number, payment reference number and date,
account, and workstation and employee information for each invoice and customer
account combination for the reporting period. This is the default selection for this
report.
l Select Totals to include high-level total payment amount for the reporting period,
location, and payment type.
Run the report

1. On the Report Catalog window – Customer tab, select List Open Account
Payments.
2. Click Run. The List Open Account Payments window displays.
3. Enter your report parameters in the Payment Date Range, Acct#, Customer
Type, Payment Type, Region, and Location boxes.
4. Select your preferred level of report detail.


selections.
9.5.3.2 Customer O/A Payment Analysis report

About the report
This report provides you with a list of your customers and the average amount of time it
takes them to fully pay off their outstanding invoices. You can optionally filter the report
on:
l specific customer types,

l only those accounts that average more than a specified number of days to pay
outstanding invoices in full, and
l accounts that have an outstanding invoice aged more than a specified number of
days.
Run the report

1. On the Report Catalog window – Customer tab, select Customer O/A Payment
Analysis.
2. Click Run. The Customer O/A Payment Analysis window displays.
3. Enter your report parameters in the Customer Type, Location, and Aging boxes.
4. Select your preferred level of report detail.


selections.

9.6 Layaway general overview

What is Layaway?
Layaway is an agreement between a store and a customer to reserve items for the
customer, at no extra cost, until the item is paid for in full. You may choose to use layaway
year-round, during the holidays, or on a case-by-case basis. Items sold on layaway remain
in your inventory, but are unavailable to sell.
Working with the layaway

Once you've started a new layaway, it's easy to complete a number of tasks and activities
without leaving the invoice. For example, you may choose to apply various forms of credit
to the invoice or pull an existing proposal into the invoice as part of the layaway sale.
Making payments
When you initially create the layaway for a customer you enter a down payment amount.
Any unpaid amount is made outstanding. Payments for this outstanding balance should be
completed in Open Account Payments. Once the item is paid for in full, it is removed from
your inventory file and added to the sold inventory file.
Canceling a layaway
In the event that a customer cancels his or her layaway purchase before it is fully paid for,
you can return the layaway purchase on the Layaway Return window.
System variables for layaway

AIMsi uses system variables to determine how information is used and displayed. The
layaway function in AIMsi has three specific system variables that you may choose to set
up. These are: LayawayDownPayBehavior, LayawayPayDate, and LayawaySerial.
Tri-Tech recommends reviewing these variables on the Application Variables window
and updating them as necessary for your business.
9.6.1 Create a layaway

Use this procedure any time a customer purchases an item on layaway.

Steps to complete
1. On the Layaway window, verify and update, if necessary, the customer information
in the Account, Ship To, and Bill To boxes.
2. Verify and update, if necessary, the store and tax information for the sale in the
Exempt, Tax Auth, and Location boxes.
3. If necessary, update the date of sale in the Date box and the date the layaway
should be paid in full in the Paid In Full box.
4. In the PO# box, enter or update the customer purchase order number.
5. Select the employee who will receive credit for the layaway sale in the Empl box. If
more than one employee will receive credit, press F6 and create a split sale.
6. Scan a barcode or add the item details in the Qty, Sku#, Cat, Desc, Price ea,
Extended, Discount, and Total boxes. The item is added to the Items Sold grid.
At this point you can save the layaway sale or complete any of the optional steps below.
8. Add any notes that apply to the sale as a whole in the Notes box below the Items
Sold grid. Press F6 to display the Select Comment window and select a catalog
note.
9. Select an item in the Items Sold grid and click Change to change the details of any
item.
10. Select an item in the Items Sold grid and click Delete to remove it from the invoice.
11. Select an item in the Items Sold grid and click Detail to view its inventory
information or Notes to view or update any notes entered for that inventory item.
13. Click Disc to apply a blanket discount to the invoice.
14. Apply credit (Trade, Cont Crd) to the sale.
15. Click Propsl and/or Order to bring existing proposals and orders forward into the
current sale.
16. Change the total in the Down Payment box to charge some or all of this sale to the
customer's account. Press F2 to charge the full amount.
Save the sale
17. Complete one of the following to save the invoice.

l Press F12.
l Click Save on the Layaway window, if available.

Steps to complete

Continue to step 3.
sales invoice.
account.

purchase.
Steps to complete


9.6.1.3 Change the tax exemption
Use this procedure to apply a tax exemption type to the entire invoice or to override the
exemption status of a single item on the invoice. Tax exemption types are set up as 1800
series system categories.
This procedure applies only to standard sales, not quick sales.
A charitable organization buys a stock of sewing supplies from your store for their annual
quilting bazaar. Under state laws, their organization has full tax exemption for purchases
made that support their charity. In this situation, you would add each item to the invoice
and apply a single tax exemption to the entire invoice using the Expt box.
During the annual tax-free shopping weekend, certain items of merchandise may be sold
without charging tax, depending on local regulations and requirements. In this case,
recreational equipment with a value of $50 or less is tax exempt. A customer in your store
purchases a baseball glove, batting glove, and a gun. Only the baseball glove and batting
glove are tax exempt; you right click on each of these items in the Items Sold grid to apply
the tax exemption without applying it to the entire invoice.
Steps to complete
Select from the options below to change the tax exemption of your invoice or of an
individual item.
Assign whole-invoice exemption
l On the Sales Invoice window, click in the Expt box and select an option from the
drop-down. The exemption status is applied to all items on the invoice.
l On the Layaway window, click in the Exempt box and select an option from the
drop-down. The exemption status is applied to all items on the layaway.
Assign single item exemption
Flag as Tax Exempt. The exemption status is applied to the item.
Remove whole-invoice exemption
l On the Sales Invoice window or Layaway window, right-click in the Expt box and
select Clear Tax Exempt Type. The exemption status is removed from the invoice.
Remove single item exemption
UnFlag as Tax Exempt. The exemption status is removed from the item.

Steps to complete
Management report.

Steps to complete
exceeded.


Steps to complete
Is the
Are you item
able to found in
scan a your
in inventory.)
exception.
a non- 3.
inventory
sale


approval.

Steps to complete
on the invoice.
are completed.
9.6.1.7 Charge the invoice to the customer's account

Use this procedure to charge an entire sale/layaway or partial sale/layaway to the
customer's account.

Steps to complete
l On the Sales Invoice window, enter the amount the customer is paying today in the
Collect box. To charge the entire sale, enter 0.00 or press F2 on your keyboard.
if the total sale is $800.00 and the customer pays $700.00 today (you enter 700.00
in the Collect box), AIMsi applies the remaining $100.00 to the customer's account
and includes it in accounts receivable activity.
l On the Layaway window, enter the amount the customer is paying today in the
Down Payment box. To charge the entire sale, enter 0.00 or press F2 on your
keyboard.
if the total sale is $800.00 and the customer pays $50.00 today (you enter 50.00 in
the Down Payment box), AIMsi applies the remaining $750.00 to the customer's
account and includes it in accounts receivable activity.

item.

l Notes window
l Layaway window
l Approval window
l Proposal window
Steps to complete
Edit comments

Delete comments
9.6.1.9 Applying credits to a layaway

Use trade-in credit
Use contract credit

Steps to complete

lower subtotal.

credit amount.

Steps to complete
Proposal window.
to Y

window.
9.6.1.10 Pulling previous transactions into current layaway

Pull in an order
Pull in a proposal

procedure.
Steps to complete

invoice.

window displays.

Steps to complete
transaction type.



Does the
proposal
include
serialized
SKU

9.6.1.11 Managing layaway item details

Change layaway item details
Delete items on the layaway
Add notes to an item on the layaway

Use this procedure to change details about an item on a layaway, approval, or proposal
invoice. For details on changing item details on the sales invoice, click here.
Steps to complete
1. In the grid on the Layaway window, Approval window, or Proposal window,
highlight the item you want to change.
2. Click Change. The Item Entry boxes automatically populate with information from
the selected item.

4. Navigate out of the Item Entry boxes by pressing Tab or Enter. The updated item is
re-added to the grid.

proposal invoice.
Steps to complete
procedure.

Steps to complete
procedure.


Example of use
Steps to complete
item in the grid.

9.6.1.12 Managing layaway invoice details

Change the layaway invoice total

6 items.

Steps to complete
or Proposal window.
click Apply.

invoice.
Steps to complete
9.6.2 Windows

9.6.2.1 Layaway window
Purpose
Use this window to sell items on layaway. This does not remove the item from your
inventory records but you will not be able to sell it to another customer.

Preferred method Follow this method to show any outstanding activity for the customer
account before you create a layaway invoice. This gives you a "heads-up" for any activity
that you might want discuss with the customer and bring forward into the layaway
transaction.
Click the Layaway button on the POS button bar.
l On the Modules menu, point to Daily Posting then click Layaway. On the window
that displays, select a customer.
l Use the keyboard shortcut Alt, M, D, L or Ctrl+Y. On the window that displays,
select a customer.
Diagram
The following diagram illustrates the Layaway window.
Item descriptions
Fields and boxes

Jump to section:
General details of the layaway
Item entry
Items Sold grid
Layaway totals and notes
Item Description
General details of the layaway
Account Displays the customer name. Click to view the account name, address, and
other demographic information including phone numbers and email. Right-
click in this box to copy the email address information to the clipboard.
Ship To Displays the customer to whom the items will ship. Click to view the account
name, address, and other demographic information including phone numbers
and email. Right-click in this box to assign a different shipping address.
Bill To Displays the customer to whom the layaway will be billed. Click to view the
account name, address, and other demographic information including phone
information to the clipboard or to assign a different billing account.
Exempt Select a tax exemption to apply to the layaway. If a Security window
displays indicating you cannot change the tax exempt type, you can choose to
override and apply the exemption or cancel and use the default. If a tax
exemption is selected, and you want to remove it, right-click in this box and
click Clear Tax Exempt Type.
Tax exemption types are set up as 1800 series system categories.
Invoice# Displays the automatically generated invoice (reference) number (according
to the system variable NextInvoice). This number may be changed, but must
not duplicate any other invoice number.
Location Select a location to apply to this layaway, if different from the default. This
box is unavailable once inventory is added to the invoice.
Tax Auth Select a tax authority to apply to this layaway, if different from the default.
This box supports F6 functionality; the Pick Tax Authority window opens.
Paid In Full Displays the date the layaway is to be paid in full. AIMsi uses the system
variable LayPayDate to determine the default value in this box. For example,
if the variable is set to 30, and today is 03/27/13, this box defaults to
04/26/13. This value may be changed if necessary.

Item Description
PO# Enter a customer-provided purchase order number for this layaway, if
necessary.
Employee Select an employee to assign to this layaway, if different from the default.
The default value in this box is the employee assigned to the customer
account or, if one is not assigned to the account, the employee logged in to
AIMsi. Regardless of the employee selected in this box, the logged-in
employee is always recorded on the ledger transaction for the layaway to
provide an accurate audit trail.
Item entry
Qty Enter the quantity of an item being purchased. For non-inventory items, such
as shipping, enter 1. If you skip this box when entering merchandise, the
value set up in the DefaultQty system variable will be used.
Sku# Enter the alpha-numeric SKU number or serial number for the item. If found,
the Cat, Desc, and Price Ea boxes are automatically completed. For non-
inventory items, such as shipping, leave this box blank. If the system
variable LayawaySerial is set to Y, you will be required to select a serial
number if you enter a serial SKU here.
This box supports F6 functionality; the Display Inventory window opens.
Cat Select a category for this item, if necessary. This box is only available to edit
if an item could not be identified in the SKU#/Serial# box. The options in
this box are set up on the Inventory Categories window.
Desc Displays the description of the item (if found by the SKU#) or category (if a
category was manually selected). You can optionally update this description
with up to 140 characters of text. Tri-Tech recommends that you update the
default text in this box to be more descriptive and minimize confusion on the
sales reports.
Price Ea Enter the price of the item, if necessary. The value here may represent the
item's Ourprice value, Price A, B, or C value, or the Retail value.
Extended Displays the total cost of the item (Qty x Price ea = Extended) before a
discount is applied. This value is automatically calculated and is read-only.
Discount Enter a percentage or dollar amount to apply as a discount to the sale. The
value here may be automatically calculated.
Total Displays the total cost of the item after any discount is applied (Extended -
Discount = Total).
If the total price falls below the minimum price established for an inventory
item, a warning displays. Employees with permission to do so can enter their
password and override the warning.
Items Sold grid

Item Description
Sku# Displays the SKU number of the item added to the invoice, if applicable.
Layaway totals and notes
(enter Enter comments for the invoice/receipt. These comments print on the invoice
comment in addition to any comments set up as customer defaults.
box) This box supports F6 functionality; the Select Comment window opens.
Tax Displays the total amount of tax that will be applied to this sale based on the
Tax and Expt boxes above.
Total Displays the total amount the customer owes for this sale (Subtotal + Tax
= Total).
Down Enter the amount the customer is paying today for the layaway. The default
Payment for this box is 0.00, which charges the full cost of the layaway to the
customer's account.
Depending on how system variable LayawayDownPayBehavior is set up, a
down payment of a certain amount may be required.
Buttons
Jump to section:
General buttons
Item buttons
Layaway buttons
Bring-forward into layaway buttons
Item Description
Save Saves the invoice. This button displays when you access this window from the
Modules menu or by the keyboard shortcut Ctrl+I, or through a quick sale.
Item buttons
Change Displays the selected item's details in the Item Entry boxes where you can
change any of the values as necessary.
inventory item. When a line item has an associated note, an asterisk displays in
the blank column on the right side of the Items Sold grid.
Layaway buttons
Back In Displays the Back Into Total window where you can change the total sale price
on the invoice to a lesser amount and automatically apply discounts.

Item Description
Disc Displays the Blanket Discount window where you can enter a discount amount
for the entire invoice.
Apply Credits buttons
Trade Displays the Trade-in window where you can accept credit for a trade-in and
apply it to the invoice.
Cont Crd Displays the Contract Credit Amount window where you can apply rental
Bring forward into current layaway buttons
Order Displays the Select Orders window where you can select an order to include on
the invoice. Only items on the order that have been received into inventory will
be added.
Proposal Displays the Select Proposal window where you can bring a proposal for this
customer forward into the sale.

Purpose

F6.
F6.
Diagram

Item descriptions
Fields and boxes
Item Description
Employee grid
ID
employee.
Buttons
Item Description

Purpose
order.


l Approval window
Diagram

Item descriptions
Fields and boxes
Item Description
box is read-only.
that SKU.
Serial item grid
order.
Buttons
Item Description

Purpose

Diagram
Item descriptions
Fields and boxes
Item Description
invoice.
Buttons

Item Description
on invoices.

Purpose


Diagram
Item descriptions
Fields and boxes

Item Description
total
Buttons
Item Description

Purpose


Trade.
In.
Diagram
Item descriptions
Fields and boxes

Item Description
Amount
Buttons
Item Description

Purpose

Crd.
Diagram
Item descriptions
Fields and boxes
Item Description
Buttons

Item Description
is set to Y.

Purpose

Order.
Diagram
Item descriptions
Fields and boxes

Item Description
Orders grid
Buttons
Item Description

Purpose


Proposal.
Diagram

Item descriptions
Fields and boxes
Item Description
Proposals grid
this number.
Buttons
Item Description

Purpose


window, click Disc.

Diagram
Item descriptions
Fields and boxes
Item Description
Buttons
Item Description

Purpose


Diagram

Item descriptions
Fields and boxes
Item Description
Buttons
Item Description
9.6.3 Layaway reports

Layaway reports
There are several optional reports that you can use to track your layaway sales. Two are
described below.
Layaway report
This report details all, only open, only outstanding past due , only returned, or only paid in
full layaways during a specified date range.
List Invoices report
This report details any invoice transaction during a specified date range, including layaway
returns, cash sales, orders, rentals, service tickets, and more.

9.6.3.1 Layaway report
About the report
This report details all layaway activity during a specific date range. You can choose to
report on all layaway activity (including canceled), only open layaways, only layaways with
past due payments, only returned layaway inventory, or only layaways that have been
fully paid off.
Run the report

1. On the Report Catalog window – Inventory tab, select List Items on Layaway.
2. Click Run. The List Items on Layaway window displays.
3. Enter your report parameters in the Date Range and Location boxes. Date Range
is required.
4. Select options to further narrow the report results, such as to report on returned
layaway inventory.


selections.
9.6.3.2 List Invoices report

About the report
This report details all of your invoice transactions based on a specified date range. You can
optionally filter the results by location, invoice type, billing cycle, and more.
l Select Detail to include individual invoices that meet the filter criteria you have
established for the report on the List Invoices window. Each invoice will include the
invoice subtotal and any tax and discount applied. It will also include the amount
paid, the amount outstanding, and the invoice type. You can choose to include or
exclude zero-balance invoices on the report.

l Select Totals to include high-level total values for all invoices that meet your filter
criteria. Totals include: original amount, tax amounts, discount amounts, dollars
received, and the balance.
Run the report

1. On the Report Catalog window - Customer tab, select List A/R Invoices By
Date.
2. Click Run. The List Invoices window displays.
3. Enter your primary report parameters in the Invoice Date Range, Region, and
Location boxes.
4. Select one or more invoice types in the Invoice Type box to report only on invoices
of that type.
5. Enter an account number, purchase order number, a billing cycle, and/or a customer
type to further narrow your results.
6. Select check boxes to print payments for each invoice and to include invoices with a
zero-dollar balance.
8. Select to sort the report by invoice number, account number, or account last name.


selections.
9.7 Approval general overview

What is an Approval?
An approval is your way to enter inventory that a customer is taking on approval, or demo.
For example, a customer may take a bassoon out on approval before he or she decides to
buy it.
Any item released on approval remains in the inventory file; however, it is coded as being
on approval so that it cannot be sold.
The receipt for the approval clearly indicates that it is an approval and not a sale. It also
includes the date the item is due back to the store.

Returning an approval
In the event that a customer cancels his or her approval before the end of the approval
period or when the customer returns the approval item(s), you can return the approval on
the Return Approval window.
System variables for approvals

approval function in AIMsi has one specific system variables that you may choose to set
up: ApprovalReturnDate. Tri-Tech recommends reviewing this variable on the
Application Variables window and updating it as necessary for your business.
9.7.1 Create an approval

Use this procedure any time a customer removes an item from your store on approval.
Steps to complete
1. On the Approval window, verify and update, if necessary, the customer information
2. Verify and update, if necessary, the store and tax information for the sale in the Tax
and Location boxes.
3. Select the employee who will receive credit for the approval sale in the Empl box. If
more than one employee will receive credit, press F6 and create a split sale.
4. If necessary, update the date the item was released on approval in the Date box and
the date the item(s) should be returned to the store in the Rtn Date box.
6. Select Hold for Req to indicate if this approval should be specifically flagged, for
example, if you release an item on approval until you have a PO# to sell the item.
Extended, Discount, and Total boxes. The item is added to the Items on Approval
grid.
At this point you can save the approval or complete any of the optional steps below.
9. Add any notes that apply to the approval as a whole in the Notes box below the
Items on Approval grid. Press F6 to display the Select Comment window and select
a catalog note.
10. Select an item in the Items on Approval grid and click Change to change the details
of any item.
11. Select an item in the Items on Approval grid and click Delete to remove it from the
invoice.
13. Click Proposal and/or Order to bring existing proposals and orders forward into the
approval.
14. Select an item in the Items on Approval grid and click Notes to view or update any
notes entered for that inventory item or click Detail to view its inventory
information.
15. Click Disc to apply a blanket discount to the approval.
16. Click Deposit to apply a deposit amount to the approval.

Save the approval
17. Complete one of the following to save the approval.

l Press F12.
l Click Save on the Approval window, if available.

Steps to complete

Continue to step 3.
sales invoice.
account.

purchase.

Steps to complete


Steps to complete
Management report.

Steps to complete

exceeded.

Steps to complete
value you typed.
available.

Steps to complete

Is the
Are you item
able to found in
scan a your
in inventory.)
exception.
a non- 3.
inventory
sale


approval.

Steps to complete
on the invoice.
are completed.

item.

l Notes window
l Layaway window

l Approval window
l Proposal window
Steps to complete
Edit comments
Delete comments
9.7.1.7 Pulling previous transactions into current approval

Pull in a proposal
Pull in an order

Steps to complete
transaction type.



Does the
proposal
include
serialized
SKU


procedure.
Steps to complete
invoice.

window displays.
9.7.1.8 Managing approval item details

Change approval item details
Delete items on the approval
Add notes to an item on the approval

Steps to complete
the selected item.

proposal invoice.
Steps to complete
procedure.

Steps to complete
procedure.

Example of use

Steps to complete
item in the grid.

9.7.1.9 Managing approval details

Change the deposit amount

invoice.
Steps to complete

9.7.1.9.2 Change the deposit amount
Use this procedure when you want to change the amount of deposit a customer will pay on
an approval. By default, the deposit amount is the total amount of the approval. The
deposit amount is applied as a credit to the customer's account or the Bill To account, if
one was selected on the Approval window. The credit can be applied to the purchase price
if the customer buys the item or it can be refunded when the item is returned.
Steps to complete
1. Add items to the approval on the Approval window and click Deposit. The Accept
Deposit window opens.
2. Enter a deposit amount in the Deposit Amt box.
3. Click Save.
9.7.2 Pull in an approval

Use this procedure to bring an approval for this customer forward into the sale when he or
she purchases the item(s) out on approval. The selected customer must have an approval
on file to complete this procedure.
Steps to complete
1. On the Sales Invoice window, click Appv. The Select Approval window displays.
2. Highlight the appropriate approval.
3. Click Select. The Sales Invoice window displays and all items on the approval are
added to the Items Sold grid.
4. If necessary, change any of the items added from the approval.
5. Repeat steps 1-4 for as many approvals as necessary.
Note: Once the sale is saved the approval is removed from the customer's account.
However, the approval will remain outstanding if any items from the approval were
deleted from the invoice. You must complete the Return Approval process to return into
inventory any items the customer had out on approval but did not purchase.
Did you know? You can right-click in the Items Sold grid and select Pull In
Approval to complete this procedure.
9.7.3 Windows

9.7.3.1 Approval window
Purpose
Use this window to enter inventory that a customer is taking out on approval, or demo.
This does not remove the item from your inventory records but you will not be able to sell
it to another customer.

account before you create an approval. This gives you a "heads-up" for any activity that
you might want discuss with the customer and bring forward into the transaction.
Click the Approval button on the POS button bar.
l On the Modules menu, point to Daily Posting then click Approval. On the window
l Use the keyboard shortcut Alt, M, D, A or Ctrl+D. On the window that displays,
select a customer.
Diagram
The following diagram illustrates the Approval window.
Item descriptions
Fields and boxes

Jump to section:
General details of the approval
Item entry
Items on Approval grid
Totals and notes
Item Description
General details of the approval
Account Displays the customer name. Click to view the account name, address,
clipboard.
Ship To Displays the customer to whom the items will ship. Click to view the
account name, address, and other demographic information including
phone numbers and email. Right-click in this box to assign a different
shipping address.
Bill To Displays the customer to whom the approval will be billed. Click to view
the account name, address, and other demographic information including
phone numbers and email. Right-click in this box to copy the email
address information to the clipboard or to assign a different billing
account.
Loc Select a location to apply to this approval, if different from the default.
This box is unavailable once inventory is added to the approval.
Tax Select a tax authority to apply to this approval, if different from the
default.
opens.
Employee Select an employee to assign to this approval, if different from the
default. The default value in this box is the employee assigned to the
customer account or, if one is not assigned to the account, the employee
logged in to AIMsi. Regardless of the employee selected in this box, the
logged-in employee is always recorded on the ledger transaction for the
approval to provide an accurate audit trail.
your keyboard.

Item Description
Rtn Date Displays the date the approval is to be returned to the store. AIMsi uses
the system variable ApprovalReturnDate to determine the default value
in this box. For example, if the variable is set to 30, and today is
03/27/13, this box defaults to 04/26/13. This value may be changed if
necessary.
your keyboard.
PO# Enter a customer-provided purchase order number for this approval, if
necessary.
l Approval Use this option to filter on specific approvals on the Approval report.
l Hold for For example, if you allow a band director to take an item from your store
Req before you have PO# to fully invoice the item, you can mark this item as
a Hold for req item and find it quickly and easily. When you run the
Approval report, you can choose to report on only approvals marked
Hold for req, those marked Approval only, or both.
Item entry
Qty Enter the quantity of an item being purchased. For non-inventory items,
such as shipping, enter 1. If you skip this box when entering
merchandise, the value set up in the DefaultQty system variable will be
used.
Sku# Enter the alpha-numeric SKU number or serial number for the item. If
found, the Cat, Desc, and Price Ea boxes are automatically completed.
For non-inventory items, such as shipping, leave this box blank.
opens.
Cat Select a category for this item, if necessary. This box is only available to
edit if an item could not be identified in the SKU#/Serial# box. The
options in this box are set up on the Inventory Categories window.
Desc Displays the description of the item (if found by the SKU#) or category
(if a category was manually selected). You can optionally update this
description with up to 140 characters of text. Tri-Tech recommends that
you update the default text in this box to be more descriptive and
minimize confusion on the sales reports.
Price Ea Enter the price of the item, if necessary. The value here may represent
the item's Ourprice value, Price A, B, or C value, or the Retail value.
Extended Displays the total cost of the item (Qty x Price Ea = Extended) before
a discount is applied. This value is automatically calculated and is read-
only.
Discount Enter a percentage or dollar amount to apply as a discount to the sale.
The value here may be automatically calculated.
Total Displays the total cost of the item after any discount is applied

Item Description
(Extended - Discount = Total).
If the total price falls below the minimum price established for an
inventory item, a warning displays. Employees with permission to do so
can enter their password and override the warning.
Sku# Displays the SKU number of the item added to the approval, if
applicable.
Totals and notes
(enter Enter comments for the approval/receipt. These comments print on the
comment receipt in addition to any comments set up as customer defaults.
Subtotal Displays the total cost of all items on the approval.
Tax Displays the total amount of tax that will be applied to this approval
based on the Tax and Expt boxes above.
Total Displays the total amount the customer owes for this approval (Subtotal
+ Tax = Total).
Deposit Displays the amount the customer is paying today for the approval. The
default for this box is the full amount of the approval, which applies the
full cost of the approval as credit to the customer's account.
To change the amount of the deposit, click Deposit.
Buttons
Jump to section:
General buttons
Item buttons
Approval buttons
Bring-forward into approval buttons
Item Description
Save Saves the approval. This button displays when you access this window from
the Modules menu or by the keyboard shortcut Ctrl+I, or through a quick
sale.
Cancel Click to cancel the approval.
Import Click to open an Import Approval window where you can browse to an
inventory file you previously scanned with a hand-held device and saved to
your computer. This adds any item in that file to the approval so that you do
not need to scan the items individually at the counter. This may be useful if
a customer is taking several large and bulky items or many items out on
approval.

Item Description
Item buttons
Delete Deletes the selected item from the approval.
inventory item. When a line item has an associated note, an asterisk
displays in the blank column on the right side of the Items on Approval grid.
Approval buttons
Back In Displays the Back Into Total window where you can change the total sale
price on the invoice to a lesser amount and automatically apply discounts.
Disc Displays the Blanket Discount window where you can enter a discount
amount for the entire approval.
Deposit Displays the Accept Deposit window where you can enter an amount that
the customer is paying for the approval. This amount will be added to the
customer's account as a credit that can be applied later if he or she
purchases the item(s) on the approval.
Bring forward into current approval buttons
Proposal Displays the Select Proposal window where you can bring a proposal for
this customer forward into the approval.
Order Displays the Select Orders window where you can select an order to
include on the approval. Only items on the order that have been received
into inventory will be added.

Purpose

F6.
F6.
Diagram

Item descriptions
Fields and boxes
Item Description
Employee grid
ID
employee.
Buttons
Item Description

Purpose
order.


l Approval window
Diagram
Item descriptions
Fields and boxes
Item Description
box is read-only.
that SKU.
Serial item grid

Item Description
order.
Buttons
Item Description

Purpose

Diagram

Item descriptions
Fields and boxes
Item Description
invoice.
Buttons
Item Description
on invoices.

Purpose



Diagram
Item descriptions
Fields and boxes
Item Description
total
Buttons
Item Description

Purpose


Proposal.
Diagram
Item descriptions
Fields and boxes
Item Description
Proposals grid
this number.
Buttons
Item Description

Purpose

Order.
Diagram
Item descriptions
Fields and boxes
Item Description
Orders grid

Item Description
Buttons
Item Description

Purpose


window, click Disc.
Diagram
Item descriptions
Fields and boxes

Item Description
Buttons
Item Description
9.7.3.9 Accept Deposit window

Purpose
Use this window to post a deposit amount for an order on the Customer Payments
window.

On the Customer Payments window, click Orders. The Select Orders window displays.
Click Select to display this window.
Diagram
The following diagram illustrates the Accept Deposit window.
Item descriptions
Fields and boxes
Item Description
Subtotal Displays the cost of the items on the selected order.
Tax Displays the amount of tax to apply to the selected order.
Prev. Displays any prior deposit amounts.

Item Description
Deposit
Total Displays the Subtotal plus Tax less any Previous Deposits.
Deposit Amt Enter the amount the customer wants to pay as a deposit on the selected
order.
Buttons
Item Description
Save Saves the deposit amount and adds it to the Customer Payments window.

Purpose


Diagram
Item descriptions
Fields and boxes

Item Description
Buttons
Item Description
9.7.4 Approval reports

Approval reports
There are several optional reports that you can use to track your approvals. Two are
described below.
Approval report
This report details all, only open, only outstanding past due, or only returned approvals
during a specified date range.
This report details any invoice transaction during a specified date range, including approval
returns, cash sales, orders, rentals, service tickets, and more.
9.7.4.1 Approval report

About the report
This report details all approval activity during a specific date range. You can choose to
report on all approval activity (including canceled), only open approvals, only approvals
with past due payments, or only returned approval inventory.
Run the report

1. On the Report Catalog window - Inventory tab, select List Items Out on
Approval.
2. Click Run. The List Items Out on Approval window displays.
3. Enter your report parameters in the Date Range, Location, and Acct# boxes.
Date Range is required.
4. Select a customer type, categories/subcategories, and an employee to further
narrow your results.
5. Select options to further narrow the report results, such as to report on returned
approval inventory and approvals only.
6. Indicate if the report should be generated in order of account number or employee
name by selecting Acct# Order or Employee Order.
7. Select Each Acct# On New Page to start a new page for each different account on
the report.
8. Select Do Not Show Cost to exclude the your costs of the approvals from the
report; the item price will still be included.


selections.
9.7.4.2 List Invoices report

About the report
Run the report

Date.
Location boxes.
of that type.


selections.
9.8 Proposal general overview

What is a Proposal?
A proposal is a type of invoice used to track a quote for merchandise or services. For
example, if a customer may come into your store and ask for a quote (proposal of work or
merchandise) for repairing an elliptical machine.
If the customer purchases the merchandise or service as quoted you can quickly pull the
proposal into a sales invoice and complete the sale.
Proposals remain on a customer's account until they are deleted or invoiced. They do not
affect accounting, inventory, or customer balances.
System variables for approvals

proposal function in AIMsi has two specific system variables that you may choose to set
up: ProposalExpireDate and ProposalLinePrice. Tri-Tech recommends reviewing
these variables on the Application Variables window and updating them as necessary for
your business.
9.8.1 Create a proposal

Use this procedure to create a proposal, or quote, to provide a customer with a cost of
merchandise and/or services.
Steps to complete
1. On the Proposal window, verify and update, if necessary, the customer information

2. Verify and update, if necessary, the store and tax information for the sale in the
Location and Tax Auth boxes.
3. If necessary, update the date the proposal was created in the Date box and the date
it expires in the Expire Date box.
5. Select the employee who put together the proposal in the Employee box. If more
than one employee created the proposal, press F6 and create a split sale.
Extended, Discount, and Total boxes. The item is added to the Items on Proposal
grid.
At this point you can save the proposal or complete any of the optional steps below.
8. Add any notes that apply to the proposal as a whole in the Notes box below the
Items on Proposal grid. Press F6 to display the Select Comment window and select
a catalog note.
9. Select an item in the Items on Proposal grid and click Change to change the details
of any item.
10. Select an item in the Items on Proposal grid and click Delete to remove it from the
invoice.
11. Click Back In to change the total price of the proposal.
12. Apply credit (Trade, Cont Crd) to the sale.
13. Click Disc to apply a blanket discount to the proposal.
14. Select an item in the Items on Proposal grid and click Notes to view or update any
notes entered for that inventory item or click Detail to view its inventory
information.
15. Click Prop to bring existing proposals forward into this proposal.
16. Select Show Line Item Pricing to include the price of each item on the proposal in
addition to the total cost.
Save the proposal
17. Complete one of the following to save the proposal.

l Press F12.
l Click Save on the Proposal window, if available.

Steps to complete

Continue to step 3.
sales invoice.
account.

purchase.
Steps to complete


Steps to complete
exceeded.

Steps to complete
value you typed.
available.


Steps to complete
Management report.

Steps to complete

Is the
Are you item
able to found in
scan a your
in inventory.)
exception.
a non- 3.
inventory
sale


approval.

item.

l Notes window
l Layaway window
l Approval window
l Proposal window
Steps to complete
Edit comments
Delete comments
9.8.1.7 Applying credits to a proposal

Use trade-in credit
Use contract credit

Steps to complete

lower subtotal.

credit amount.
Steps to complete
Proposal window.
to Y

window.
9.8.1.8 Pull in a proposal

Steps to complete
transaction type.


Does the
proposal
include
serialized
SKU

9.8.1.9 Managing proposal item details

Change proposal item details
Delete items on the proposal
Add notes to an item on the proposal

Steps to complete
the selected item.

proposal invoice.
Steps to complete

procedure.

Steps to complete
procedure.

Example of use
Steps to complete
item in the grid.


9.8.1.10 Managing proposal invoice details

Change the proposal invoice total

6 items.
Steps to complete
or Proposal window.

click Apply.

invoice.
Steps to complete
9.8.2 Pull in a proposal

Steps to complete
transaction type.



Does the
proposal
include
serialized
SKU

9.8.3 Modify a proposal

Use this procedure to modify a proposal on a customer's account.
Steps to complete
Prerequisites: The selected customer must have an existing proposal on his or her account.
1. On the Modules menu, point to Daily Posting and click Modify Proposal. The
Select Proposal window displays.
2. Enter a purchase order number in the Look for Reference box. The grid
automatically selects the first proposal number matching the value you typed.
3. In the grid, highlight the proposal number you want to modify.
4. Click Select. The Proposal window displays and is automatically populated with
information from the selected proposal.
5. Add items to the proposal, modify items on the proposal, or delete items from the
proposal as necessary. You may also choose to change the total price or discount
amount.
6. Click Save.

9.8.4 Windows
9.8.4.1 Proposal window

Purpose
Use this window to create or modify a customer proposal (or quote) for merchandise or
services sold. This does not remove stock from your inventory or affect the customer's
account balances; it simply provides your customers with a overall cost estimate for
merchandise or services sold.

account before you create a proposal invoice. This gives you a "heads-up" for any activity
that you might want discuss with the customer and bring forward into the transaction.
Click the Proposal button on the POS button bar.
l On the Modules menu, point to Daily Posting then click Proposal. On the window
l On the Modules menu, point to Daily Posting then click Modify Proposal. On the
window that displays, select an existing customer proposal.
l Use the keyboard shortcut Alt, M, D, R or Ctrl+P. On the window that displays,
select a customer.
Diagram
The following diagram illustrates the Proposal window.

Item descriptions
Fields and boxes
Jump to section:
General details of the proposal
Item entry
Items Sold grid
Proposal totals and notes
Item Description
General details of the proposal
Account Displays the customer name. Click to view the account name, address, and
other demographic information including phone numbers and email.
Ship To Displays the customer to whom the items will ship. Click to view the account
name, address, and other demographic information including phone numbers
and email. Right-click in this box to assign a different shipping address.
Bill To Displays the customer to whom the layaway will be billed. Click to view the
account name, address, and other demographic information including phone
information to the clipboard or to assign a different billing account.
Proposal# Displays the automatically generated invoice (reference) number (according
to the system variable NextInvoice). This number may be changed, but must
not duplicate any other invoice number.
Location Select a location to apply to this proposal, if different from the default. This
box is unavailable once inventory is added to the invoice.
Tax Auth Select a tax authority to apply to this proposal, if different from the default.
This box supports F6 functionality; the Pick Tax Authority window opens.
Expire Displays the date the proposal expires. AIMsi uses the system variable
Date ProposalExpireDate to determine the default value in this box. For
example, if the variable is set to 30, and today is 03/27/13, this box defaults
to 04/26/13. This value may be changed if necessary.
PO# Enter a customer-provided purchase order number for this proposal, if

Item Description
necessary.
Employee Select an employee to assign to this proposal, if different from the default.
The default value in this box is the employee assigned to the customer
account or, if one is not assigned to the account, the employee logged in to
AIMsi. Regardless of the employee selected in this box, the logged-in
employee is always recorded on the ledger transaction for the proposal to
provide an accurate audit trail.
Item entry
Qty Enter the quantity of an item being quoted. For non-inventory items, such as
shipping, enter 1. If you skip this box when entering merchandise, the value
set up in the DefaultQty system variable will be used.
Sku# Enter the alpha-numeric SKU number or serial number for the item. If found,
the Cat, Desc, and Price Ea boxes are automatically completed. For non-
inventory items, such as shipping, leave this box blank.
This box supports F6 functionality; the Display Inventory window opens.
Cat Select a category for this item, if necessary. This box is only available to edit
if an item could not be identified in the SKU#/Serial# box. The options in
this box are set up on the Inventory Categories window.
Desc Displays the description of the item (if found by the SKU#) or category (if a
category was manually selected). You can optionally update this description
with up to 140 characters of text. Tri-Tech recommends that you update the
default text in this box to be more descriptive and minimize confusion on the
proposal reports.
Price Ea Enter the price of the item, if necessary. The value here may represent the
item's Ourprice value, Price A, B, or C value, or the Retail value.
Extended Displays the total cost of the item (Qty x Price ea = Extended) before a
discount is applied. This value is automatically calculated and is read-only.
Discount Enter a percentage or dollar amount to apply as a discount to the sale. The
value here may be automatically calculated.
Total Displays the total cost of the item after any discount is applied (Extended -
Discount = Total).
If the total price falls below the minimum price established for an inventory
item, a warning displays. Employees with permission to do so can enter their
password and override the warning.
Sku# Displays the SKU number of the item added to the invoice, if applicable.
Proposal totals and notes

Item Description
(enter Enter comments for the invoice/receipt. These comments print on the invoice
comment in addition to any comments set up as customer defaults.
Tax Displays the total amount of tax that would be applied to this sale based on
the Tax and Expt boxes above.
Total Displays the total amount the customer would owe for this sale (Subtotal +
Tax = Total).
Show Line Select this check box to display individual prices on the invoice in addition to
Item a total amount. This check box may be selected by default if system variable
Pricing ProposalLinePrice is set to Y.
Buttons
Jump to section:
General buttons
Item buttons
Proposal buttons
Bring-forward into proposal buttons
Item Description
Save Saves the invoice. This button displays when you access this window from the
Modules menu, the keyboard shortcuts, or through a quick sale.
Item buttons
inventory item. When a line item has an associated note, an asterisk displays in
the blank column on the right side of the Items on Approval grid.
Proposal buttons
Back In Displays the Back Into Total window where you can change the total sale price
on the invoice to a lesser amount and automatically apply discounts.
Disc Displays the Blanket Discount window where you can enter a discount amount
for the entire invoice.
Apply Credits buttons
Trade Displays the Trade-in window where you can accept credit for a trade-in and
apply it to the invoice.

Item Description
Cont Crd Displays the Contract Credit Amount window where you can apply rental
Bring forward into current proposal buttons
Proposal Displays the Select Proposal window where you can bring a proposal for this
customer forward into the sale.

Purpose


Proposal.
Diagram
Item descriptions
Fields and boxes

Item Description
Proposals grid
this number.
Buttons
Item Description

Purpose

F6.
F6.
Diagram

Item descriptions
Fields and boxes
Item Description
Employee grid
ID
employee.
Buttons
Item Description

Purpose

Diagram

Item descriptions
Fields and boxes
Item Description
invoice.
Buttons
Item Description
on invoices.

Purpose



Diagram
Item descriptions
Fields and boxes
Item Description
total
Buttons
Item Description

Purpose


Trade.

In.
Diagram
Item descriptions
Fields and boxes
Item Description
Amount
Buttons
Item Description

Purpose

Crd.
Diagram

Item descriptions
Fields and boxes
Item Description
Buttons
Item Description
is set to Y.

Purpose


window, click Disc.
Diagram

Item descriptions
Fields and boxes
Item Description
Buttons
Item Description

Purpose


Diagram

Item descriptions
Fields and boxes
Item Description
Buttons
Item Description
9.8.5 Proposal reports

Proposal reports
There are several optional reports that you can use to track your approvals. The most
notable is described below.
List Proposals report
This report details all, only open, only sold, or only returned proposals during a specified
date range.
9.8.5.1 List Proposals report

About the report
This report details all of your proposal invoice transactions based on a specified date
range.

Run the report
1. On the Report Catalog window - Customer tab, select List Proposals Invoices.
2. Click Run. The List Proposals window displays.
3. Enter your primary report parameters in the Date Range boxes.
4. Select one or more invoice types in the Type box to report only on open, sold, or
returned approvals.
5. Enter a location, account number, purchase order number, a billing cycle, and/or a
customer type to further narrow your results.
6. Select one or more employees in the Employee # box to include only those proposals
written by the selected employee(s).
7. Select to report on proposals entered during the specified date range or proposals
that expire during the specified date range.
8. Select to sort the report by employee or reference/invoice number.


selections.
9.9 Saving the POS Transaction
Once all POS transactions for the customer are complete, click the button. Nothing is
actually saved at this point. The following 'Enter Payments' window will appear:

Each transaction type will appear in the Transactions grid on the top of the payments
window.
In this example, one customer made a rental payment, OA payment and purchased
something and all transactions were made from the POS menu.
Note: If the customer changes his/her mind and would like to make changes such as
adding or removing an item on the sales invoice, it is not too late. Simply click the
Cancel button at any point while on the 'Enter Payments' window and you may return to
any of the POS transactions currently open.
More:
Adding a Payment
Applying a Credit
Deleting a Payment from the Payments Grid
Interfacing with ICVerify for Credit Card Payment
Posting the Payment
9.9.1 Adding a Payment

Pymt Amount
The Pymt Amount will default to the total amount selected to pay on all open POS
transactions for the customer.
l If the customer is paying this amount exactly with one payment method only, do not
change the Pymt Amount.
l If the customer is paying more than the amount in order to get cash back, change the
Pymt Amount to the amount the customer is giving you. For example, if the total on

the POS transaction is $334.46 and the customer is giving you $350.00 change the
Pymt Amount to 350.00.
l If the customer is paying with different payment methods (i.e. part cash, part credit
card), change the Pymt Amount to an amount the customer is paying with one of the
payment methods.
Pymt Method
Click in the Pymt Method box and select the applicable method of payment. The payment
methods that appear in the drop down list are descriptions of those categories established
with a category number of 900 thru 999.
If a new payment category must be established, follow the procedure outlined below:
1. Click the Cancel button to clear the 'Enter Payments' window from the screen.
2. Click Maintenance on the menu bar.
3. Click Inventory Maintenance.
4. Click Categories.
5. Add the required category, referring to 'Categories' for information.
6. Close the 'Edit Categories' window.
7. You should now click the button on the POS menu in order to re-open the
'Enter Payments' window. The new category will now appear in the Pymt Method
drop down list.
Pymt Reference
The Pymt Reference box may be used to record the check number if the customer paid by
check, the number on the gift certificate if paid by gift certificate or may be left blank if a
reference number does not apply to the payment method. Pymt Reference may be
alpha/numeric with a maximum length of ten characters.
Pressing Enter while at the Pymt Reference box or clicking the Add button to the right of the
Payment grid will cause the payment to drop to the Payment grid. The Balance at the top of
the 'Enter Payments' window will now equal the 'Total Due' less the payment amount just
added. If the Balance amount is greater than 0.00, you must add the next payment.

Example: The invoice total is $334.46. The customer wishes to pay $100.00 cash, write a
check for $100.00 and charge the remaining balance to his Visa card. You will first enter as
the Pymt Amount 100.00 and select the Pymt Method as Paid by Cash. Add that payment
to the grid. The Pymt Amount now defaults to $234.46. You will change this amount to
100.00 and select the Pymt Method as Paid by Check. Type the check number as the
Pymt Reference. Add that payment to the grid. The Pymt Amount now defaults to $134.46
which you do not want to change. Select Paid by Visa as the Pymt Method and leave the
Pymt Reference box blank. Add that payment to the grid.
9.9.2 Applying a Credit

If the customer has a credit on their account and would like to apply the credit to the
current sale, click the Apply a Credit box prior to entering any payment amounts. A
listing of all credit invoices remaining unapplied on the customer's account will appear in
the 'Select an Invoice' listing. Click in the row containing the invoice and click the Select
button. The Amt to Apply will default to the entire credit amount of the invoice selected.
To apply just a portion of the credit, change the amount

as applicable (a – in front of the number is not needed).
If just a portion is being applied, the difference between
the Orig Amount and Amt to Apply will be the new credit
balance of the invoice.
Pressing Enter while at the Amt to Apply box or clicking
the Add button to the right of the Payments grid will drop the credit applied to the
Payments grid. If applying the credit did not bring the Balance to 0.00, click the Apply a
Credit box in order to deselect it and enter the payment(s) as applicable.
9.9.3 Deleting a Payment from the Payments Grid

To delete a payment or credit from the Payments grid, click in the row containing the
payment and click the Delete button. The payment or credit will then be removed from the
Payments grid and the amount will be added back into the Balance.

9.9.4 Interfacing with ICVerify for Credit Card Payment
If you are using ICVerify software for credit card authorization and the customer is paying
by credit card, upon clicking the Add button to add the payment to the Payments grid the
following window will appear:
Credit Card
If a credit card is found on the customer's account, the number, credit card type and
expiration date will appear in the Credit Card boxes.
Swipe Card
Swipe the card in your credit card reader while the cursor is in Swipe Card box. If the
magnetic strip is unreadable or if you do not have the card and need to type the number
manually, leave the Swipe Card box blank and tab to the Credit Card # box.
Credit Card #
If the card was not swiped in the Swipe Card box, manually type the number here.
Expiration Date
Type the expiration date in the following format: YYMM (last 2 digits of the year followed
immediately by the two digit month).
Click the Authorize button to interface with ICVerify. If the credit card is approved you will
be automatically returned to the 'Enter Payments' window. If the credit card was not
approved you will be given the applicable message from ICVerify.
Note: The customer may pay with two separate credit cards. You will go through the
above process twice.
Voice Authorization
If you receive a message to call your processor for voice authorization and you receive an
approval code from the representative you should select as the Pymt Method 'Paid by
Visa/MC (Pre-Auth)'. If you do not have this category established as a payment method,
refer to Pymt Method for instructions on adding it. When adding this new category, the
category must be numbered between 900 and 999, the Type should be Regular Payment

and the Ledger# to Debit should be the same as the ledger number the payment category
is associated with. For example, if you are establishing a new category for 'Paid by
Visa/MC (Pre-Auth)' you should use the ledger number that is established on the 'Paid by
Visa/MC' category. Refer to 'Categories' for more information.
9.9.5 Posting the Payment

Once the Balance on the 'Enter Payments' box is 0.00, the Post button is available.
Note: Clicking the Post button will save the POS transaction, updating all necessary files.
this means that once the post button is clicked, it is too late to make changes
to or cancel the transaction(s). If the Post button was clicked in haste and changes
need to be made or the transaction(s) need to be canceled entirely, use the applicable
options on the Reverse menu (click Admin on the menu bar and click Reverse). Refer to
'Reverse Transactions' for more information.
The Select Output Destination box will appear as follows:
To print more than one receipt, increase the number in the Copies box as necessary. If you
do not want to print a receipt, click the Cancel Print button.
9.9.6 Windows
9.9.6.1 Enter Payments window

Purpose
Use this window to post payments and credits to a customer's account balance.

Click the Save POS Transaction button on the POS button bar or click Save on any of the
following windows.

l New Service Ticket window
l Customer Payments window
l Enter Uncommitted Orders window
l Enter Committed Orders window
l Layaway window
l Enter New Rent to Rent window
l Enter New Sales Contract window
l Approval window
l Loaner window
l Delayed Delivery window
Diagram
The following diagram illustrates the Enter Payments window.
Item descriptions
Fields and boxes
Item Description
Transaction grid
Transaction Displays the valid transaction types for which you can enter payments
for this customer. These include: Customer Payments, Enter Rental
Payments, Sales Invoice, New Service Ticket, Enter Uncommitted
Orders, and more.
If you are working from the POS button bar, multiple transactions can
display here. If you are working outside of the POS button bar, from the
Modules menu, only the transaction type for the current transaction
displays here.
Orig Amt Displays the original amount owed for the transaction(s).
Balance Displays the remaining balance of the original transaction amount. This
value updates as you apply credits.

Item Description
Total Due Displays the total original amount due.
Balance Displays the total remaining balance of the original Total Due balance.
Pymt Amount Enter the amount the customer is paying. This box initially displays the
Balance. It updates automatically as you apply credits.
Pymt Method Select a method of payment, such as check or credit card.
Pymt Reference If paying by check, enter the check number here.
Apply a Credit Click to display the Select an Invoice window where you can choose a
credit invoice to apply to customer's balance.
Invoice # Displays the invoice number of the invoice you selected on the Select
an Invoice window.
Orig Amount Displays the amount of credit available to apply to the account balance.
Amt to Apply Enter the amount you want to apply to the account balance.
Payment Type grid
Pay Type Displays the type of payment applied to the account balance, such as
Credit Applied or Cash.
Amount Displays the amount of payment that will be applied to the account
balance.
Reference Displays the invoice # used for the credit payment.
#
Buttons
Item Description
Cancel Exits the window.
Add Adds the payment type and amount to the Payment Type grid.
Delete Removes the highlighted payment type from the Payment Type grid.
Post Applies the payments and credits to the account balance.
9.9.6.2 Select an Invoice window

Purpose
Use this window to select a credit invoice to apply to the customer's balance on the Enter
Payments window.

On the Enter Payments window, select the Apply a Credit check box.
Diagram
The following diagram illustrates the Select an Invoice window.

Item descriptions
Fields and boxes
Item Description
Look for Enter a specific credit invoice number. The grid automatically moves to
Invoice # invoice numbers matching the value as you type.
Credit Invoice grid
Invoice Click the column heading to resort the grid in ascending or descending
# invoice number order.
PO # Displays the associated purchase order number, if one exists.
Date Displays the date of the credit invoice.
Empl Displays the employee ID of the employee who entered the credit invoice.
ID
Amount Displays the amount of credit for the invoice.
Type Displays the type of credit invoice, such as overpayment or contract deposit.
notes Displays any notes associated with the highlighted invoice.
Sold To Displays the account name to which the credit invoice is associated. Click to
view the account name, address, and other demographic information
including phone numbers and email. Right-click in this box to copy the email
address information to the clipboard.
Bill To Displays the account name to which the credit invoice was billed. Click to
view the account name, address, and other demographic information
including phone numbers and email. Right-click in this box to copy the email
address information to the clipboard.
Buttons
Item Description
Select Adds the highlighted invoice to the Enter Payments window.

9.10 Delayed Delivery
From the menu bar, click Modules, click Daily Posting and click Delayed Delivery or
press Alt M D D on the keyboard.
Delayed Delivery is used to assign serial numbers to those items sold as delayed
deliveries. A delayed delivery represents an item that was sold under a serialized sku
because the serial number was not known at the time of the sale. This would generally
mean the item was going to be delivered or picked up at a later date. For more information
on selling inventory as a delayed delivery, refer to 'Delayed Delivery' in the online help.
Upon selecting the customer account, all items sold to the customer as delayed deliveries
will list in the 'Delayed Delivery' window.
More:
Viewing Customer Address
Changing the Reference Number
Changing the Delivery Date
Selecting an Item to Assign a Serial Number to
9.10.1 Viewing Customer Address

The account box will show you the customer name selected.

9.10.2 Changing the Reference Number
'NextDelayedDelivery'. Refer to 'System Variables' for more information regarding the
'NextDelayedDelivery' variable.
To change the reference number, click in the Ref# box and change the number as
necessary. The reference number may be alpha/numeric and must be unique. If the
reference number is a duplicate, a warning message will appear notifying you that the
reference number has already been used. You may not continue until a unique number is
entered.
9.10.3 Changing the Delivery Date

The delivery date will default to the system date of the workstation. If the item is to be
picked up or delivered on a date other than the date of the workstation, click in the
Delivery Date box and type the necessary date.
9.10.4 Selecting an Item to Assign a Serial Number to

To select a delayed delivery that you are going to assign a serial number to, click the
Select box in the row containing the item. All in stock serial numbers under the serialized
sku will appear in a 'Select Serial#' list box. Click the applicable serial number on the list
and click the Select button. The serial number will then appear in the Serial box on the row
containing the item. Once all serial numbers have been assigned, click the Save button.
The inventory item will be removed from the inventory file and the serial number will be
saved to the sold inventory record.
9.11 Paid out of Drawer

From the menu bar, click Modules, click Daily Posting and click Paid out of Drawer or
press Alt M D P on the keyboard.
Paid out of Drawer is used to account for cash that is taken out of your cash drawer in
order for you to accurately balance at the end of the day.

More:
Changing the Store Location
Changing the Date
Changing the Cash Out Account
Data Fields for Paid Out of Drawer
9.11.1 Changing the Store Location

The store location will default to the location of the workstation. If the paid out is to be
accounted for at a location other than the location of the workstation, click in the Loc box

'NextInvoice'.
entered.
9.11.3 Changing the Date

The date will default to the system date of the workstation. If the paid out is to be
accounted for on a date other than the date of the workstation, click in the Date box and
type the necessary date.

9.11.4 Changing the Cash Out Account
The Cash Out ledger account will default to the ledger number assigned as the first ledger
number to system category 1850 'Cash Clearing, A/R'. This would generally be your cash
clearing account. To change the cash out account, click in the Cash Out box and type the
ledger account to credit when the paid out is saved. To select the ledger number from your
chart of accounts, press the F6 key while in the Cash Out box. Click in the row containing
the applicable ledger number and click the Select button.
9.11.5 Data Fields for Paid Out of Drawer

Amount
The total amount that is being taken out of the cash drawer.
Amt Left
The amount that remains to be expensed. This number will be updated as the amount is
expensed. The paid out may not be saved until this amount is 0.00.
More:
Expensing the Paid Out
9.11.5.1 Expensing the Paid Out

The amount taken out of the cash drawer may be expensed to multiple ledger accounts.
Vendor Expense
Click in the Vendor Expense box and select the applicable expensing option from the drop
down list. The options appearing in the list are taken from the ledger accounts assigned to
system categories 1831, 1832 and 1833. Refer to 'System Categories' for more information
on these system categories. If the expensing option that applies to the paid out is not found
in the list, leave the Vendor Expense box blank and go to Ledger#.
Ledger#
If an expensing option was selected in the Vendor Expense box, the ledger number that is
associated with the description will automatically appear in the Ledger# box.
If an expensing option was not selected in the Vendor Expense box, enter the ledger
number to expense the amount or portion of the amount to. To select the ledger number
from your chart of accounts, press the F6 key on your keyboard while in the Ledger# box.
Desc
The description will default to the description of the ledger number selected. You may
change this description to be more descriptive if necessary. This description will appear in
the ledger entry.
Amt
The amount that is being expensed to the ledger number selected. This will default to the
amount in the Amt Left box; however, you may change it if you are expensing a portion of
the amount.

Click the Add button in order to add the expensing information to the grid on the left side of
the 'Paid out of Drawer' window. Continue expensing as necessary. Once the Amt Left is
0.00 you may click Save in order to save the paid out.
9.12 Reversals
This section describes the various types of reversals available in AIMsi, such as reversing a
sales invoice.
9.12.1 Reverse an invoice

Use this procedure to cancel a sales invoice. All payments must be reversed on the
Customer Payments window before the invoice can be reversed. The original and
reversed invoices are included in AIMsi's General Ledger module.
Example of use
Your store is having a promotion on certain items and sales staff must enter a promotional
code to apply the promotion to the sale. In the event that a sales invoice was processed
without the promotional code, you would reverse the invoice so that it never took place and
create a new invoice with the promotional code. Both invoices are recorded in General
Ledger but only the new invoice is applied to the customer account.
Steps to complete
l On the Admin menu, point to Reverse then click Reverse Individual

Invoice.
l Press Alt, A, R, I.
2. On the Pick Customer window, highlight the customer for whom you want to
reverse an invoice and click Select. The Reverse Individual Invoice window
displays.
3. Search for and select the invoice you want to cancel.
4. Click Reverse. A message displays asking you to confirm the reversal.
5. Click Yes. If you receive a "You must reverse payments before reversing invoice"
message, reverse the account payment and then repeat steps 1-3.
Note: If you reverse an invoice paid by credit card, the card is not credited at the
reversal. A pop-up message displays with an order ID.
9.12.2 Reverse an open account payment

Use this procedure to cancel a payment transaction. The invoice the payment was posted
against will be outstanding for the amount of the reversed payment (plus any other

outstanding balance still remaining). The original and reversed payments are included in
AIMsi's General Ledger module. The reversed entries will be recorded on the date of the
original payment, not the reversal.
Steps to complete
l On the Admin menu, point to Reverse then click Reverse O/A

Payment.
l Press Alt, A, R, P.
2. On the Pick Customer window, highlight the customer for whom you want to
reverse a payment and click Select. The Reverse O/A Payment window displays.
3. Search for and select the payment you want to cancel.
4. Click Reverse. A message displays asking you to confirm the reversal.
5. Click Yes.
9.12.3 Windows
9.12.3.1 Reverse Individual Invoice window

Purpose
Use this window to reverse, or undo, an invoice that was completed in error.
Note: If you reverse an invoice paid by credit card, the card is not credited at the
reversal. A pop-up message displays with an order ID.

l On the Admin menu, point to Reverse then click Reverse Individual Invoice.
l Use keyboard shortcut Alt, A, R, I.
Diagram
The following diagram illustrates the Reverse Individual Invoice window.

Item descriptions
Fields and boxes
Item Description
Look for Enter the invoice number of the invoice you want to reverse.
Invoice
Number
Invoice Displays the available invoice numbers for the selected customer. Click the
Number column heading to sort the grid in ascending or descending invoice number
grid order.
Acct Displays the account number on the invoice you selected in the Invoice
Number grid.
Last Displays the last name of the customer on the invoice you selected in the
Name Invoice Number grid.
Employe Displays the ID of the employee associated with the invoice you selected in the
Id Invoice Number grid. In the event of a split sale, the ID of the primary
employee for that sale displays.
Date Displays the date on the invoice you selected in the Invoice Number grid.
PO# Displays the purchase order on the invoice you selected in the Invoice Number
grid, if applicable.
Original Displays the original total from the invoice you selected in the Invoice Number
grid.
Balance Displays the remaining balance on the invoice you selected in the Invoice
Number grid.
Buttons
Item Description
Reverse Reverses the invoice as if it never took place.

9.12.3.2 Reverse O/A Payment window
Purpose
Use this window to reverse, or undo, a customer payment.

l On the Admin menu, point to Reverse then click Reverse O/A Payment.
l Use keyboard shortcut Alt, A, R, P.
Diagram
The following diagram illustrates the Reverse O/A Payment window.
Item descriptions
Fields and boxes
Item Description
Look for Pay Enter the reference number of the payment you want to reverse. The grid
Ref automatically moves to reference number matching the values you type.
O/A Payment grid
Pay Ref Displays the reference number of each customer payment for the selected
customer. Click the column heading to sort the grid in ascending or
descending payment reference number order.

Item Description
Invoice Displays the invoice number associated with the payment reference. Click
the column heading to sort the grid in ascending or descending invoice
number order.
Date Displays the date on the invoice associated with each payment reference
number. Click the column heading to sort the grid in ascending or
descending invoice date order.
Payment Displays the payment amount for the payment reference number.
Buttons
Item Description
Reverse Reverses the highlighted payment as if it never took place.

Chapter 10
Purchase Orders
Purchase Orders
The Purchase Order module provides you with the ability to track special orders for
customers in addition to entering orders for your stock and creating, printing and receiving
purchase orders from vendors. The Purchase Order module is fully integrated with all other
modules. When the purchase order is received, inventory and accounting is updated. The
inventory received on the purchase order may be viewed on the AP Invoice screen and the
cost may be updated as required.
The Purchase Order module is comprised of two different distinctions of orders, one
distinction is 'uncommitted' and the other is 'committed'. The primary difference between
the two is merchandise on an uncommitted order is not required to exist in the inventory
file in order for the uncommitted order to be saved. Committed orders may not be saved
until all items first exist in the inventory file.
The differences between these two distinctions are described below.
Uncommitted
l Merchandise on an uncommitted order is not required to exist in your inventory file

in order for the uncommitted order to be saved.
l Uncommitted orders are temporary orders in that the items will not appear on a
purchase order until converted to a committed order.
l Customer orders entered at POS default to an uncommitted status if the
'SpecialOrderCode' system variable was assigned to do so. Refer to 'System
Variables' for more information.
Committed
l Merchandise on a committed order is required to exist in your inventory file in order

for the committed order to be saved.
l Merchandise on committed orders may be assigned to a vendor purchase order.
Examples of situations in which the Uncommitted order status may be recommended over
use of the Committed order status are as follows:
1. Your sales people may be taking customer orders and do not have the time to see if
the items' header records exists in your inventory file. In the Uncommitted order
entry program the sales person can complete as much of the information as known
to them. When your purchasing department pulls up the uncommitted order, they will
have the job of converting the uncommitted order to an actual committed order.
They will also have the job of creating a header record for the item if it is has not
been received in your store before.
2. Your sales people may not have access to the items on the Purchase Order menu but
they must have a way to enter customer orders and take any deposits. The
Uncommitted order entry program will remain accessible to them through the POS
menu.
3. The Uncommitted order entry program may be used by anyone to enter those items
that are running low in stock in your store. A pick list may then be printed by the
purchasing department to determine if the merchandise is in the stock room or, in
fact, does need to be ordered.
Chapter 10 - Purchase Orders | 807

Once orders have been saved with a committed status, you should use 'Create Purchase
Orders' on the Purchase Order Modules menu to separate the orders by vendor and create
purchase orders. Refer to 'Create Purchase Orders' for more information.
When the purchase orders are received, use 'Receive Purchase Orders' on the Purchase
Order Modules menu to receive the merchandise into inventory. Refer to 'Receive Purchase
Orders' for more information.
Customer Orders may then be invoiced by pulling the orders into the Sales Invoice window.
Refer to 'Sales Invoice' for more information.
10.1 Customer Orders

Customer Orders may be entered in one of three ways:
1. Clicking on the POS menu.

2. Clicking Modules on the menu bar, clicking Purchase Orders and clicking Enter
Uncommitted Orders or pressing Alt M P U on your keyboard.
Committed Orders or pressing Alt M P C on your keyboard.
Customer orders are not considered sales until the merchandise is received and the order
is brought into the Sales Invoice window and billed.
The only difference between the Enter Uncommitted Order window and Enter Committed
Order window is the Enter Uncommitted Order window does not have the option to save the
order as a Committed order. The Committed Order window does have the option to save
the order as 'Uncommitted' or 'Committed'. As the majority of customer orders will be
entered at POS, pictured below is a screen shot of the 'Enter Uncommitted Order' window
which is opened when the Special Order button is clicked on the POS menu and when a
customer is selected in 'Enter Uncommitted Order' from the Purchase Order Modules
menu.

Note: If the system variable 'SpecialOrderCode' is set to 'C' for Committed Order, when
clicking the button at POS the 'Committed Order' window will appear. This means
that the inventory ordered must exist in your inventory file prior to saving the special
order. For more information on setting the 'SpecialOrderCode' refer to 'System Variables'
.
More:
Assigning a Shipping Address
Assigning a Bill To Account
The Order Number
Changing the Order Location
Changing the Tax Authority
Changing the Date
Assigning a Purchase Order Number
Entering Merchandise on the Order
Enter Detailed Information for SA Item
Enter Detailed Info for Title
Viewing/Changing Detailed Information for an Item
Adding an Item to the Inventory File
Adding an Estimated Delivery Date and Order Comments
Deleting an Item from the Order
Transferring Items from Another Order to This Order
Taking a Deposit
Saving the Customer Order
Changing a Customer Order
10.1.1 Viewing Customer Address on Purchase Orders

The Sold To box will show you the name of the selected customer. Clicking in the Sold To
box will bring into a view a read only text box showing the customer account number and
address information.
10.1.2 Assigning a Shipping Address on Purchase Orders

If the merchandise the customer is ordering is going to be shipped to the customer and the
shipping address differs from the address on the account, RIGHT click in the Ship To box.
The following menu appears.
Each menu option is described below.

l To assign a ship to address, click Change Shipping Address. The 'Pick Ship To
Address' list box appears. If the required shipping address has previously been
added to the customer account, select the address. If you must add the shipping
address to the customer's account, click the Add button. Refer to 'Ship To Addresses'
for information on adding a shipping address to the customer account. Once the
shipping address has been selected, the name will appear in the Ship To box. You
may then click in the Ship To box to view the address information.
l If a shipping address was selected in error, click Remove Shipping Address.
l Reset to Original will reset the shipping address to what it was when the Enter
Uncommitted Order window was opened.
10.1.3 Assigning a Bill To Account on Purchase Orders

If the merchandise ordered is to appear on the customer account selected but is to be
billed to a different account, RIGHT click in the Bill To box. The following menu appears.
Example: A situation in which you may want to have the purchases

appear on one account but a different account be billed is as follows:
A music teacher purchases merchandise for a school. The school is
going to be billed for the purchases but you would like the individual
items purchased to appear on both the music teacher's account and school account. This
will allow you to track the merchandise each individual teacher has purchased.
Example: A situation in which the Account, Ship To and Bill To will all differ may be the
following: A teacher is buying for a school and the school district is paying. The Account
will be the teacher, the Ship To will be the school and the Bill To will be the school district.
Each menu option is described below.
l To assign a bill to account, click Change Account. The 'Pick Customer' list box
appears. If the required account exists, select the account. If you must add a new
account for the customer, click the Add button. Refer to 'Add/Change Customer' for
information on adding a new customer. Once the billing account has been selected,
the name will appear in the Bill To box. You may then click in the Bill To box for the
l If a bill to account was selected in error, click Remove Account.
l Reset to Original will reset the bill to account to what it was when the Enter
Uncommitted Order window was opened.
10.1.4 The Order Number

The order number is automatically assigned according to the system variable 'NextOrder'.
Refer to 'System Variables' for more information regarding the 'NextOrder' variable.
The order number cannot be changed.

10.1.5 Changing the Order Location on Purchase Orders
The store location of the order will default to the location of the workstation. If the order is
to be accounted for at a location other than the location of the workstation, click in the
Order Loc box and select the applicable location from the drop down list.
10.1.6 Changing the Tax Authority on Purchase Orders

The tax authority will default to the authority of the workstation. When the order is billed, if
it is to be charged a tax rate other than the rate the workstation is set up with, click in the
Tax Auth box and select the applicable tax authority from the drop down list.
Tax Authorities are established in 'Tax Authorities' on the General Maintenance menu.
10.1.7 Changing the Date on Purchase Orders

The date will default to the system date of the workstation. If the order is to be accounted
for on a date other than the date of the workstation, click in the Date box and type the
necessary date.
10.1.8 Assigning a Purchase Order Number

If the customer has a purchase order number for the order, click in the PO# box and
assign the applicable purchase order number.
10.1.9 Entering Merchandise on the Order

Data Fields on Enter Uncommitted Order
10.1.9.1 Data Fields on Enter Uncommitted Order

Location
The location the item is being ordered for. The location will default to the store location of
the workstation; however, if you are ordering the item for another location, click in the
Location box and select the applicable location from the drop down list.
Location would generally not differ from the Order Loc for customer orders. Location may
differ from the Order Loc on stock orders.
Example: An example of a situation in which the Location may differ from the Order
Location is as follows: You have a total of three stores and the ordering is done from one
store. The Order Loc may be your location 1. You are ordering item 123 and need 12 of
item 123 at Location 1, 6 of item 123 at Location 2 and 6 of item 123 at Location 3. You will
have three separate line items for item 123, one for each of the locations you are ordering
the item for.
Sku#
In the Sku# box enter the sku number or catalog number of the item the customer is
purchasing. If you are not sure of the sku number or catalog number press the F6 key on
your keyboard in order to Display Inventory. If the item is found in Display Inventory, click

on the row to select it and click the Select button. The information pertaining to the item
will be brought forward to the Sales Invoice window. Refer to 'Display Inventory' for more
information on displaying inventory.
If you are not sure of the sku number of the item or if the item is not found in your
inventory file, enter as close to an identification number or phrase as you can for the item.
The number does not have to be accurate; however, something must be entered as the
Sku#.
If you have a barcode to scan, scan the barcode while at the Sku# box. If the barcode is
found in the barcode reference table, the barcode number will change to the item's sku or
catalog number and the information pertaining to the item will appear in the appropriate
fields.
If the Sku# entered is found in the inventory file at the location specified in the Location
box, the information pertaining to the item will appear in the appropriate fields.
If the Sku# entered is not found in the inventory file at the location in the Location box, you
must enter the category and description information.
Cat
If the Sku# entered was found in the inventory file, the category of the item will
automatically appear in the Cat box and cannot be changed.
If the Sku# entered was not found in the inventory file or if a non-inventory item is being
added to the sale, click in the Cat box and select the applicable category from the drop
down list.
Categories are established in 'Categories' on the Inventory Maintenance menu.
Description/Title
If the Sku# entered was found in the SA inventory file, the description of the item will
automatically appear in the Description box. If the Sku# entered was found in the Titles
inventory file, the title of the item will automatically appear in the Description box. To
change the description, click in the Description box and type the description as
applicable.
If the Sku# entered was not found in the inventory file, the description of the selected
category will appear in the Description box. It is recommended that you change the
description to be more descriptive of the item in order to minimize confusion when listing
order reports.
Vend#
If the Sku# entered was found in the inventory file and the item has an assigned primary
vendor, the vendor number and name will automatically appear.
If it is necessary to change the vendor number or assign a new vendor number, enter the
vendor number in the Vend# box. If you are unsure of the vendor number, press the F6
key on your keyboard and select the vendor from the 'Pick Vendor' list box. If the vendor
does not exist in your vendor file, click the Add button to add the vendor information. Refer
to 'Add/Change Vendors' for more information on adding a new vendor.
If an item number is found for the item with the vendor selected, the vendor item number
will appear next to the vendor name.
Qty
Enter the quantity of the item the customer is ordering.

Picked
If you have a quantity of the item in stock and you want to use a portion of the in stock
quantity for the customer order, enter that quantity in the Picked box. If the Uncommitted
Order is turned into a Committed Order, the quantity that will actually be ordered is the Qty
less the Picked.
Example: The customer orders five of item 123. You have two of item 123 in stock. The
customer wants to be billed for and receive the full order at once so you want to keep the
quantity ordered at 5. You are going to use the two you have for the customer order so you
will enter 2 as Picked.
When displaying inventory, the quantity on order and the quantity picked may be viewed.
Price Ea
If the Sku# entered was found in the inventory file, the price each associated with the item
will automatically appear in the Price Ea box. The price of the item that appears as Price
Ea could represent a variety of different prices, described as follows:
l The inventory item's Our Price. The Our Price is the default price.
l The inventory item's Price A, Price B or Price C depending upon if the workstation
is set up to use one of these price levels or if the customer is set up to use one of
these price levels. If both the customer and workstation are set up with different
price levels, the workstation price level will take precedence. The workstation
price level is established on the Point of Sale tab of 'Workstations' on the General
Maintenance menu. The customer price level is established either in 'Customer
Defaults' on the Customer Maintenance menu or on the Billing Details tab of
'Add/Change Customer' on the Customer menu.
l The inventory item's Retail Price depending upon if the workstation was set up to
use Retail Price as the selling price in POS. The difference between Retail Price and
Our Price will then be the Discount amount and the Our Price will be the final selling
price. Refer to the Point of Sale tab in 'Workstations' for more information.
l If the item is flagged as a sale item, the inventory item's Our Price, Retail Price,
Price A, Price B or Price C will appear as Price Ea during the dates and times of the
sale depending upon the price selected as the 'Price to Base Discount Calculation'.
Refer to 'Maintain Sale Parameters' for more information.
If the Sku# entered was not found in the inventory file and if you know the selling price for
the item, enter the applicable price in the Price Each box. This is the price before discounts.
Extended
The Extended price is the Qty x Price Each. The extended price is automatically calculated
and cannot be changed.
Discount
The discount you are giving the customer on the item.
If you are giving a percentage discount, type a dash (-) before the decimal percentage.
Example: If you are giving a 15% discount, type -.15 in the Discount field.
If you are giving a dollar amount discount, simply type the amount.
Example: If you are giving a $15.00 discount, type 15.00 in the Discount field.
The Discount may automatically be calculated for you, according to a variety of different
situations described as follows:

l If the workstation was set up to use Retail Price as the selling price in POS, the
item's retail price will appear as Price Each and the difference between Retail Price
and Our Price will automatically appear as the Discount. The discount may be
changed as necessary. Refer to the 'Point of Sale tab' in 'Workstations' for more
information.
l If the customer account was set up with an automatic discount on the type of
inventory being purchased, the discount will automatically be calculated. Refer to the
'Billing Details tab' for more information.
l If the item is flagged as a sale item, during the dates and times of the sale the
discount will automatically be calculated according to the discount percentage
assigned to the item in 'Maintain Sale Parameters'. Refer to 'Maintain Sale
Parameters' for more information.
Note: A Sale discount will override all price and discount levels.
l If the inventory item was set up with a quantity discount and the conditions for
receiving the discount are met, the discount will automatically be calculated. Refer to
the 'Detail Info tab' under 'SA Maintenance' or the 'Detail Info tab' under 'Titles
Maintenance' for more information.
Note: If the customer was set up to receive an automatic discount and there is a quantity
discount, the two discounts will be added together and the total discount will appear in the
Discount field.
Total
The Total price is the Extended Price less any discounts.
The inventory item just entered on the Uncommitted Order will fall to the grid on the
bottom of the Uncommitted Order window. If the item does not exist in your inventory file,
an asterisk (*) will appear in the Status column. Continue entering items the customer is
ordering. The Subtotal, Tax and Total fields will be updated as the items on the sales
invoice falls to the grid.
Note: The inventory item must move to the grid in order for it to be added to the order.
10.1.10 Enter Detailed Information for SA Item

If the sku number entered was not found in the inventory file and the category selected
was of type SA for serialized and accessory inventory, the following window will appear
after pressing Enter or Tab at the Discount box on the Uncommitted Order tab:

This window should be used to enter as much information about the item being ordered as
possible in order to minimize the time the purchasing department must spend researching
what the item is. The Sku# and Category are taken from the Uncommitted Order tab.
10.1.11 Enter Detailed Info for Title

If the catalog number entered was not found in the inventory file and the category selected
was of type Title, the following window will appear after pressing Enter or Tab at the
Discount box on the Uncommitted Order tab:
This window should be used to enter as much information about the item being ordered as
possible in order to minimize the time the purchasing department must spend researching
what the item is. The Sku# and Category are taken from the Uncommitted Order tab.
Note: Any comments added will appear directly underneath the item on the printed
order.

10.1.12 Viewing/Changing Detailed Information for an
Item
Once an item has been added to the order and it is on the grid on the bottom of the
Uncommitted Order tab, you may view and change detailed information for the item by
clicking in the row on the grid containing the item and clicking the Detail Information
tab. Information contained in the white boxes may be added or changed. Information in the
gray boxes may not be changed. Once you begin typing in any of the boxes, the Save and
Cancel buttons will appear. Click the Save button to save all changes to the item on the
order.
Note: If the item exists in inventory, information added or changed on the Detail
Information tab does not affect the inventory record.
Note: Any comments added will appear directly underneath the item on the printed
order.
10.1.13 Adding an Item to the Inventory File

If an item that is being ordered does not exist in your inventory file and you would like to
create an inventory record, click Modules on the menu bar, click Inventory and click SA
Maintenance (for Serialized & Accessory inventory) or Titles Maintenance (for Titles
inventory). Create the inventory record as described in 'SA Maintenance' or 'Titles
Maintenance'.
Once the new inventory record is saved, the information will be brought forward to the
Detail Information tab and the 'Exists in Inventory' box will now be checked.
10.1.14 Adding an Estimated Delivery Date and Order

Comments
To add an estimated receive or delivery date to the order, as well as comments, click the
Comments tab. Type the date in the Estimated Receive Date box and type any comments in
the Notes box. The date and comments will appear on the printed order.
Note: The difference between the Comments on the Comments tab and the Comments on
the Detail Information tab is the Comments on the Comments tab pertain to the entire
order and the Comments on the Detail Information tab pertain to an individual item on the
order. Both comments appear on the printed order.
10.1.15 Deleting an Item from the Order

If an item on the order needs to be removed and it is in the grid on the bottom of the
Uncommitted Order window, click on the item to select it and click the button.
The item is then removed from the order.
Transferring Items from Another Order to This Order

10.1.16 Transferring Items from Another Order to This
Order
If you wish to transfer inventory currently on another order to this order, whether it is
from the same customer or not, click the button. You must first select the
customer or store account that contains the order being transferred from. The 'Pick Order'
list box will appear with all outstanding orders for the customer selected. Click in the row
containing the order you are transferring items from and click the Select button. The
Click in the row containing an item you are transferring into the current order and enter the
quantity being transferred in the Transfr column. Once all of the necessary items have
been selected, click the Transfer button. The selected items will be removed from the
order transferred from and brought forward to the current order.
Example: This feature may be very useful if a customer cancels items from an order but
you would like to keep the items on order for your stock. You can simply transfer them
from the customer order to your stock order.
10.1.17 Taking a Deposit for a Purchase Order
If the customer is making a deposit on the order, click the button. The
following window will appear.

The Deposit Amt will default to the entire amount of
the order, including tax. If the customer is not
paying the entire amount as the deposit, change the
Deposit Amt as applicable and click the Save
button. Refer to 'Saving the POS Transaction' for
information on collecting the deposit and saving the
customer order entered at POS. If the customer
order is not being entered at POS, refer to 'Saving
the Customer Order' for information on collecting
the deposit and saving the customer order.
Note: Once the order is saved, the amount

entered as the deposit will be saved to the
customer's account as a credit invoice. The credit
may then be applied to the order when it is
invoiced. If a Bill To account was selected, the
credit invoice will be saved to the account selected
as the Bill To.
10.1.18 Saving the Customer Order - Purchase Orders

When you are ready to save the customer order, click the Save button. If a deposit was
made on the customer order, the 'Enter Payments' window will appear. If you have any
questions regarding collecting the payment, refer to 'Saving the POS Transaction' for
information on the 'Enter Payments' window.
The 'Select Output Destination' window will then appear. If you would like to print a receipt
showing the items on order, click Printer and click the OK button.
10.1.19 Changing a Customer Order - Purchase Orders

Once the customer order has been saved, to make changes to the order or to convert the
order to a committed order, complete the steps described below.
Note: If the customer order has since been saved as a committed order and a purchase
order was created for any of the items on the order, the items existing on a purchase
order may not be changed. If the customer cancelled an item and you called the vendor
and relayed the message that you no longer want the item, use Receiving Purchase
Orders to assign a problem code that cancels the item from the purchase order which will
in turn remove the item from the customer order.
1. Click Modules on the menu bar, click Purchase Orders and click Change Orders.
2. Select the customer account from the 'Pick Customer' list box.
3. Select the applicable order from the 'Select Orders' list box.
4. If a customer order is to remain uncommitted, be certain the Uncommitted box is
selected. To change the order to a committed order, click the Committed box. If
any of the items on the order to not exist in inventory, you will see the following
message:

In order to save the order as a committed order, all items on the order must
exist in the inventory file.
a. Click the OK button on the Note.

b. The grid on the Order tab contains all items on the order. An asterisk (*)
in the Status column denotes the items that do not exist in your
inventory file. If you need further information regarding the item, click
the row on the grid containing the item and click the Detail
Information tab.
c. You will notice that the 'Exists in Inventory' box is not checked.
d. If the category of the item is of type 'Serialized and Accessories', click
Modules on the menu bar, click Inventory and click SA Maintenance.
If the category of the item is of type 'Titles', click Modules on the menu
bar, click Inventory and click Titles Maintenance. Create the
inventory record as described in 'SA Maintenance' or 'Titles
Maintenance'. Once the new inventory record is saved, the asterisk (*) in
the Status column on the Order window will be replaced with a C for
Committed.
e. Once all items on the order have been added to inventory, click the
Committed box.
5. Each of the features available on the 'Change Orders' window is explained throughout
the 'Customer Orders' section.
6. Click the Save button to save all changes made to the customer order.
7. The 'Select Output Destination' window will then appear. If you would like to print a
receipt showing the items on order, click Printer and click the OK button.
10.2 Stock Orders

Stock Orders may be entered in one of two ways:
Uncommitted Orders or pressing Alt M P U on your keyboard.
Committed Orders or pressing Alt M P C on your keyboard.
The only difference between the Enter Uncommitted Order window and Enter Committed
Order window is the Enter Uncommitted Order window does not have the option to save the
order as a Committed order. The Committed Order window does have the option to save
the order as 'Uncommitted' or 'Committed'. For this reason, you may want to use the Enter
Committed Orders window to enter stock orders.

When clicking Enter Committed Order from the Purchase Order Modules menu, you must
first select the store account the stock order is to be entered under. Your stock order
account should have been established in 'Store Accounts' on the General Maintenance
menu and then associated with your store location in 'Locations' on the General
Maintenance menu. Once the account has been selected, the following window will appear:
Note: As the 'Enter Committed Order' and 'Enter Uncommitted Order' windows are very
similar and contain the same features, refer to 'Customer Orders' for an explanation of all
of the features available on the 'Enter Committed Orders' window.
More:
Saving the Stock Order with an Uncommitted Status
Saving the Stock Order with a Committed Status
Changing a Stock Order
10.2.1 Saving the Stock Order with an Uncommitted Status

You may want to save the stock order as 'uncommitted' for the following reasons:
l You may need to check the floor or stock room to see what the quantity in stock is
(although if your inventory file is accurate within AIMsi you can view that information
by pressing F6 while in the Sku# box in order to display inventory).
l You do not have the time to create an inventory record for the items on order that do
not exist in your inventory file.
The status of the order defaults to 'Committed'. Simply click the Uncommitted box in
order to save the order as uncommitted. Once all items have been added to the order, click
the Save button to save the uncommitted stock order. The 'Select Output Destination'
window will then appear. If you would like to print a receipt showing the items on order,
click Printer and click the OK button.

10.2.2 Saving the Stock Order with a Committed Status
Saving the Stock Order with a Committed Status
Orders entered on the 'Enter Committed Orders' window default to the Committed Status.
If the Committed box is checked and the Sku# entered is not found in the inventory file,
the message stating 'Sku# Does Not Exist' will appear upon pressing Enter or Tab at the
Discount box. The item cannot be added to the order until the inventory record is created.
To add the item to inventory, click Modules, click Inventory and click SA Maintenance
if the item is of type serialized and accessory or click Titles Maintenance if the item is of
type title. Create the inventory record as described in 'SA Maintenance' or 'Titles
Maintenance'. Once all items have been added to the order, click the Save button to save
the committed stock order. The 'Select Output Destination' window will then appear. If you
would like to print a receipt showing the items on order, click Printer and click the OK
button.
10.2.3 Changing a Stock Order

Once the stock order has been saved, to make changes to the order or to convert the order
from an uncommitted order to a committed order, complete the steps described below.
Note: If the stock order has since been saved as a committed order and a purchase order
was created for any of the items on the order, the items existing on a purchase order may
not be changed. If you called the vendor and cancelled an item from the order, use
'Receiving Purchase Orders' to assign a problem code that cancels the item from the
purchase order which will in turn remove the item from the stock order. If you called the
vendor and changed the quantity on the order, when the order is received use 'Receiving
Purchase Orders' to flag the quantity received.
1. Click Modules on the menu bar, click Purchase Orders and click Change Orders.
2. Select the applicable store order account from the 'Pick Customer' list box.
3. Select the applicable order from the 'Select Orders' list box.
4. If the stock order was saved as an uncommitted order and is to remain an
uncommitted order, be certain the Uncommitted box is selected. To change the
order to a committed order, click the Committed box. If any of the items on the
order do not exist in inventory, you will see the following message:
.
In order to save the order as a committed order, all items on the order must
exist in the inventory file.
a. Click the OK button on the Note.

b. The grid on the Order tab contains all items on the order. An asterisk (*)
in the Status column denotes the items that do not exist in your
inventory file. If you need further information regarding the item, click
the row on the grid containing the item and click the Detail
Information tab.
c. You will notice that the 'Exists in Inventory' box is not checked.
d. If the category of the item is of type 'Serialized and Accessories', click
Modules on the menu bar, click Inventory and click SA Maintenance.
If the category of the item is of type 'Titles', click Modules on the menu
bar, click Inventory and click Titles Maintenance. Create the
inventory record as described in 'SA Maintenance' or 'Titles
Maintenance'. Once the new inventory record is saved, the asterisk (*) in
the Status column on the Order window will be replaced with a C for
Committed.
e. Once all items on the order have been added to inventory, click the
Committed box.
5. Refer to 'Customer Orders' for an explanation of each of the features available on the
'Change Orders' window.
6. Click the Save button to save all changes made to the stock order.
7. The 'Select Output Destination' window will then appear. If you would like to print a
receipt showing the items on order, click Printer and click the OK button.
10.3 Create Purchase Orders

Create Purchase Orders can be accessed by clicking Modules on the menu bar, clicking
Purchase Orders and clicking Create Purchase Orders or by pressing Alt M P P on the
keyboard.
Create Purchase Orders is used to separate all committed orders by vendor and create a
purchase order for each vendor. The purchase order may then be printed and faxed to the
vendor.
More:
Items to Order tab
Printing Options tab

10.3.1 Items to Order tab - Create Purchase Orders
The Items to Order tab will default to the first vendor in alphabetical order with items on
order.
More:
Data Fields on Items to Order tab
Selecting the Items to Order
10.3.1.1 Data Fields on Items to Order tab

Order Date
The Order Date will default to the system date of the workstation. To print a date other
than the system date on the purchase order, click in the Order Date box and change the
date as necessary.
Purchase Order#
The Purchase Order# will default to the number appearing in the 'NextPO' system variable.
Refer to 'System Variables' for more information on the 'NextPO' variable. To change the
purchase order number, click in the Purchase Order# box and change the number to a
unique alpha/numeric code.
Vendor
The vendor name currently being worked with will appear in the Vendor box. To view
address information for the vendor, click in the Vendor box. A read only text box will open
with the address and vendor number.
If you are not ready to create a purchase order for the vendor named in the Vendor box,
click the Skip Vendor button. The next vendor in alphabetical order with outstanding
items on order will appear on the Items to Order tab. Once there are no remaining items
on order, the Create Purchase Orders windows will be removed from the screen.

10.3.1.2 Selecting the Items to Order
By default, all items will be selected to order.
l If all items should be added to the purchase order for the vendor shown,
click the Save button. The 'Select Output Destination' dialog box will
appear. To print the purchase order, click the OK button.
l To deselect an item, click in the white box in the first column to remove the check.
Once you are ready to create the purchase order for the vendor shown, click the
Save button. The 'Select Output Destination' dialog box will appear. To print the
purchase order, click the OK button.
l If you do not want to create a purchase order for the vendor shown at this time, click
the button.
Upon clicking Save or Skip Vendor, the items on order for the next vendor in alphabetical
order will appear. Follow the above procedure for all vendors.
10.3.2 Printing Options tab - Create Purchase Orders

The information appearing on the Printing Options tab is taken directly from the 'Printing
PO Options' tab in 'Workstations' on the General Maintenance menu. Refer to
'Workstations' for more information.
Note: Changing the printing options for the individual purchase order will not affect the
information saved to the 'Printing PO Options' tab in your Workstation defaults.
10.4 Receive Purchase Orders

Receive Purchase Orders can be accessed by clicking Modules on the menu bar, clicking
Purchase Orders and clicking Receive Purchase Orders or by pressing Alt M P R on
your keyboard.
Receive Purchase Orders is used to receive the merchandise into inventory as the purchase
orders are received. Additionally, if merchandise was not receive, problem codes may be
assigned that either cancel the item from the purchase order, keeps the purchase order
open until it is received or cancels the item from the current purchase order and puts the
item back into the reorder pool.
More:
Purchase Order List tab
Items on Purchase Order tab
Receiving Options tab
Saving the Purchase Order
10.4.1 Purchase Order List tab - Receive Purchase Orders

Receive Purchase Orders defaults to the Purchase Order List tab which provides you with a
listing of all outstanding purchase orders.

To select the purchase order you are receiving or partially receiving, click in the row
containing the purchase order number and click the Items on Purchase Order tab.
10.4.2 Items on Purchase Order tab - Receive Purchase

Orders
The Items on Purchase Order tab contains all of the items on the selected purchase order.
The information pertaining to each item on the grid is as follows:

Loc: The Location the item was ordered from
Qty: The Quantity ordered
Item# Ordered: The Item Number of the item ordered. The item number is taken from
the Vendor Info tab of inventory maintenance. If an item number was not assigned on the
Vendor Info tab, the sku/catalog number will appear in this column.
Rec: The quantity received of the item.
Description: The description/title of the item.

Bcd: If the item is pre-barcoded and the barcode has been previously associated with the
item either in inventory maintenance or by adding it directly to the barcode reference table
in Inventory Maintenance, a check will appear in this column.
Acct#: The account number the item was ordered on.
Prob: If a problem code has been assigned to the item, the code will appear in this
column.
To view additional information for any item on the purchase order, click in the row on the
grid containing the item. The sku number, model, cost each, price each quoted and
customer name will appear on the bottom of the Items on Purchase Order tab.
More:
Receiving Options
Adding Serial Numbers
Modifying Cost, Pricing and Other Information on an Item
10.4.2.1 Receiving Options

To view your options for receiving the
items on the purchase order, RIGHT click
on a row on the Items to Purchase Order
grid containing an item to receive. The
menu pictured here will appear.
Tag all Items as Being

Received
If the quantity received matches the
quantity ordered for all or most of the items on the purchase order, RIGHT click on any
item on the grid and click Tag all Items as being Received. You will notice that the
quantity ordered will appear in the Rec column for all items.
If any items on the purchase order are serialized, the 'Enter Serial Numbers' box will
appear for each serialized sku. Refer to 'Adding Serial Numbers' for more information.
Untag all Items

If it is necessary to bring the quantity received back to 0 on all items on the purchase
order, RIGHT click on any item on the grid and click Untag all Items. You will notice that
the quantity received will be cleared to 0 on all items.
Tag Current Line with Qty Specified

If you did not receive the quantity ordered for an item on the purchase order, RIGHT click
in the row containing the item and click Tag Current Line with Qty Specified. The
'Enter Qty' box will appear where you should type the quantity received. It will then be
necessary to assign a problem code for the quantity not received. Refer to 'Add Problem
Code for Qty Discrepancies' for more information.
If the item tagged as being received is serialized, the 'Enter Serial Numbers' box will
appear. Refer to 'Adding Serial Numbers' for more information.

Untag Current Line, Qty Recvd = 0
To clear the quantity received for one item on the purchase order, RIGHT click in the row
containing the item and click Untag Current Line, Qty Recvd=0. The quantity received
will be cleared to 0 on that item only.
Add Problem Code for Qty Discrepancies

If any items on the purchase order were not received or were only partially received, it is
necessary to assign a problem code. The problem code will determine whether the
purchase order remains open until the items are fully received, whether the items are
cancelled from the purchase order or whether the items are cancelled from the purchase
order and put into the reorder pool for the next time a purchase order is created for the
vendor. To assign a problem code, RIGHT click on any item and click Add Problem Code
for Qty Discrepancies.
The following 'Add Problem Code' box will appear.

Click in the Problem Code box and select the
applicable problem code from the drop down list. The
Pending Flag associated with the code selected will
automatically appear in the Pending Flag box. The
Pending Flag may be changed by clicking in the
Pending Flag box and selecting the applicable flag
from the drop down list. Type any comments in the
white box under the Pending Flag. Click the Save button
to save the problem code.
Refer to 'Problem Codes' for more information on
problem codes.
Note: You should wait to assign a problem code until all items that were received on the
purchase order have been received. You will notice that the problem code assigned will be
saved to all items in which the quantity received does not match the quantity ordered. If
the same problem code does not apply to all items that were not fully received, click in
the row on the grid containing an item in which a different problem code needs to be
assigned and click the Item Detail tab. Change the problem code information as
necessary. Refer to 'Modifying Cost, Pricing and Other Information on an Item' for more
information.
Search for String of Characters

If there are numerous items on the purchase order and you would like to search for an
item by partially entering the item number or description, RIGHT click on any item on the
grid and click Search for String of Characters.
The following box will appear.

To search for an item by typing in a
partial item number, click the Item#
box, type the string of characters to
search for in the white box to the right
and click the Find Next button. To
search for an item by typing in a partial
description, click the Description box, type the string of characters to search for in the

white box to the right and click the Find Next button. The first item found with the string
of characters entered will be highlighted on the grid. Continue clicking the Find Next
button until the item you were looking for is highlighted. Click to remove the Search
box from the screen.
Tag Current Line as being Completely Received

If you received the quantity ordered for an item on the purchase order, RIGHT click in the
row on the grid containing the item and click Tag Current Line as being Completely
Received. The number in the Rec column will match the number in the Qty column.
If the item tagged as being received is serialized, the 'Enter Serial Numbers' box will
appear. Refer to 'Adding Serial Numbers' for more information.
10.4.2.2 Adding Serial Numbers

If any of the items flagged as being received is of type 'Serialized' a window similar to the
following will open.
Type the serial number in

the white box to the left of
the ISI button and press
Enter on your keyboard.
The serial number will
drop to the box below.
Continue adding the serial
numbers for each item
received. Once each
serial number has been
added, click the OK
button.

If you would like the software to generate an in store item number to use as the serial
number, click the ISI button. The serial number will begin with 'ISI' and will be followed by
the next available ISI number which is taken from the 'NextISINumber' system variable.
Adding Flooring Information

AIMsi provides the ability to track flooring of your inventory. If a serialized item is
received on a floor plan, click on the row of the grid containing the serial number and add
the flooring information as described below.

Floored Vend
The company that is providing the financing should be established as a vendor. The vendor
number should be typed here. If you do not know the vendor number, press the F6 key on
your keyboard and select the vendor from the 'Pick Vendor' list box. If the vendor is not
listed and therefore needs to be added, click the Add button on the 'Pick Vendor' list box.
Refer to 'Add/Change Vendor' for assistance with adding a vendor.
Floor Date
The date the item went on the floor plan.
Note#
The number of the note assigned by the financing company.
Amount Floored
The amount that is being financed.
Interest Rate
The percent of interest being charged. This should be typed in decimal format and is for
your information only. AIMsi is not going to calculate interest on the note.
# Months to Mature
The number of months you have to pay the financing company for the item.
Note: Setting up an inventory item on a floor plan is for tracking purposes only. If you
would like the floor plan notes from financial institutions to be accounted for in general
ledger you must set up the institution as a vendor and enter the notes through 'Enter A/P
Invoice' on the Accounts Payable menu.
10.4.2.3 Modifying Cost, Pricing and Other Information on

an Item
To view or modify information pertaining to an item on the purchase order, click in the row
on the grid on the 'Items on Purchase Order' tab containing the item and click the Item
Detail tab. The following window will appear:

The first section of the Item Detail tab contains the sku/catalog number and
description/title of the item ordered.
The second section of the Item Detail tab contains the problem code information if a
problem code was assigned to the item. This information may be changed here if
necessary.
The third section of the Item Detail tab contains the bar code number, vendor item
number, locator and cost the item is received at. This information may be changed as
necessary. By default, the Receiving Cost will default to the cost the item was last received
at. If you are unsure of the cost when the item is received, do not change the Receiving
Cost. When the invoice from the vendor is expensed in Accounts Payable, you may view
inventory that was received on the purchase order and make all necessary cost
adjustments at that time. If you are not using Accounts Payable, you may make cost
adjustments in 'SA Maintenance' or 'Titles Maintenance' on the Inventory modules menu.
The fourth section of the Item Detail tab contains cost and pricing information. The actual
cost cannot be changed; however, all other information may be changed as necessary.
10.4.3 Receiving Options tab - Receive Purchase Orders

Receiving Options tab
The Receiving Options will default to the information found on the Receiving PO Options tab
of Workstations. The information may be changed when receiving individual purchase
orders by clicking in the row on the grid on the Purchase Order List tab containing the
purchase order and clicking the Receiving Options tab. Refer to 'Workstations' for more
information pertaining to the receiving options.
10.4.4 Saving the Purchase Order

Once all items on the purchase order have been received and a problem code assigned to
those items not fully received, click the Save button. Inventory and accounting will be
updated at this time. If the purchase order was fully received, the purchase order will be
removed from the Purchase Order List tab. If the purchase order was not fully received,
the purchase order will remain on the Purchase Order List tab and the date received will
appear in the Last Rcvd column.
10.5 Purchase Order Reports

The Purchase Order report selections are found in the Purchase Order report catalog. To
get to the catalog, from the AIMsi menu bar click Reports, click Catalog and click the
Purchase Order tab.
More:
Items Received but not Invoiced
Order Status Report

10.5.1 Items Received but not Invoiced
To get a listing of those items that were ordered on a customer's account and have been
received in stock but that have not yet been invoiced, click Items Received but not
Invoiced and click Run.
For each item that lists on the report, you are given the following information:
l Order number
l Customer account number
l Sku/catalog number of the item
l Description/title of the item
l Quantity invoiced
l Quantity received
l Quantity picked
l Store location code
More:
Selection Options for List Items Received but not Invoiced
10.5.1.1 Selection Options for List Items Received but not

Invoiced
Upon selecting Items Received but not Invoiced a dialog box appears where you must
enter the received date range to select the items by.
Enter Received Date Range
By default, the date range will encompass all items that have ever been received but not
invoiced. You may change the date as necessary.
To save the selection option and list the report, click OK. The Print Options dialog box will
appear.
10.5.2 Order Status Report

Order Status Report
The Order Status Report enables you to list, by order number and order date range, all
items on order, just those items that were assigned a problem code or all items received.
You have the option to exclude stock orders.
For each order that lists on the report, you are given the following information:
l Order number
l Shipping instructions
l Order date
l Customer/Store account number
l Ship To and Bill To account information
l Order status
l Number of the employee who entered the order

l Notes entered on the order
l Sku/catalog number of each of the items on the order
l Description/title of each of the items
l Manufacturer/composer of each of the items
l Locator code of each of the items
l Inventory category of each of the items
l Vendor number of each of the items
l Problem code description, if a problem code was assigned when receiving the item
l Pending flag, if a problem code was assigned when receiving the item
l Number of the purchase order the items were ordered on
l Quantity received of each of the items
l Quantity picked of each of the items
l Store location code each of the items were ordered for
More:
Selection Options for the Order Status Report
10.5.2.1 Selection Options for the Order Status Report

Upon selecting Order Status Report, a dialog box the following dialog box appears:
Location
By default, orders entered at all locations will list. To select orders for one store location
only, click in the Location box and select the location from the drop down list.
Order#
To select items on one order only, type the applicable order number in the Order# box.
PO#
To select items on one purchase order only, type the applicable purchase order number in
the PO# box.
Order Date Range
By default, the date range will encompass all items that are on order. You may change the
date as necessary.
List only orders with a problem code
To list only those items on order that were assigned a problem code in Receiving Purchase
Orders, click the List only orders with a problem code box.
List only items that have been received
To list only those items on order that have been received, click the List only items that
have been received box.
Exclude stock orders
To list only those items on order for customers, click the Exclude stock orders box.
To save the selection options and list the report, click OK. The Print Options dialog box will
appear.

Chapter 11
Accounts Payable Overview
Accounts Payable Overview
The Accounts Payable module will track all payables, including bank notes and utilities.
Liability for accounting is controlled by vendor enabling you to automatically separate
inventory purchases, bank notes and other payables on the financial statements. A
complete history of each vendor is maintained, enabling you to view all purchases,
invoices and payment by vendor at any time.
11.1 Add/Change Vendor

From the menu bar, click Modules, click Accounts Payable and click Add/Change
Vendor or press Alt M A V on the keyboard.
Add/Change Vendor is used to establish new vendor accounts and to make modifications to
existing vendor accounts. A vendor would include any company or individual you purchase
inventory from, utility companies and any other service company that you get invoices or
statements from and send payments to.
Note: It is not necessary to click the Save button after adding information to or changing
information on each of the tabs. You may click the Save button just once when all of the
necessary information has been added to or changed on all of the tabs.
More:
Balance
Name tab
Details tab
Ledger tab
Ordering tab
Return tab
11.1.1 Balance
The Vendor Balance is the total of all outstanding invoices for the vendor selected. The
Balance will remain at 0.00 for new vendor accounts being added or for those vendors that
you have no outstanding invoices for.
11.1.2 Name tab – Add/Change Vendor

The Name tab contains the vendor name and address information. This address is the
'remit to' address that prints on the checks.
Chapter 11 - Accounts Payable Overview | 833

11.1.3 Details tab – Add/Change Vendor
The Details tab contains the information pertaining to your account with the vendor.
More:
Data Fields on the Details tab
11.1.3.1 Data Fields on the Details tab – Add/Change

Vendor
The data fields on the Details tab of 'Add/Change Vendor' are described below.
Acct#
The account number assigned by the vendor for you.
Terms
The payment terms you have with the vendor.
Example: If the invoices from this vendor have payment terms of net 30, enter 30 as
Terms.
Credit Limit
The credit limit you have with the vendor.
Min Order Amt
The minimum dollar amount of product that you can order from the vendor.
Free Shipping Amt
The dollar amount to order from the vendor to receive free shipping.
Payee
The person or business you pay for the merchandise you order from this vendor, if
different from the vendor.

Web
The internet address of the vendor.
Tax ID
The vendor's tax ID.
FFL
The Federal Firearms License (FFL) number. This number will automatically populate in
your bound book, if set up to do so, when you purchase, sell, transfer, or otherwise
receive or release a firearm. For more information, refer to Industry-specific setup -
Firearms.
FFL Expiration Date
The expiration date of the Federal Firearms License (FFL) number.
1099 Reportable
Indicate if payments to this vendor are 1099 reportable.
Discount 1
The best discount percent offered on invoices from the vendor, in decimal format.
Days to Discount
The number of days in which invoices must be paid in order to take the discount in the
'Discount 1' field.
Discount 2
The next best discount percent offered on invoices from the vendor, in decimal format.
Days to Discount
The number of days in which invoices must be paid in order to take the discount in the
'Discount 2' field.
Example: Invoices from the vendor have the following discounts available, .02 in 10 or
.01in 15, net 30. 'Terms' would be entered as 30, 'Discount 1' would be entered as .02,
'Days to Discount (1)' would be entered as 10, 'Discount 2' would be entered as .01 and
'Days to Discount (2)' would be entered as 15.
11.1.4 Ledger tab – Add/Change Vendor

The Ledger tab contains the accounting information that pertains to the vendor.

More:
Data Fields on the Ledger tab
11.1.4.1 Data Fields on the Ledger tab – Add/Change

Vendor
The data fields on the Ledger tab of 'Add/Change Vendor' are described below.
Accounts Payable Ledger#
The ledger number for your accounts payable. This will default to the ledger number
assigned to the system category 1815 'Accounts Payable'. To change the default ledger
number, click Maintenance, click Ledger Maintenance, click System Categories,
click Ledger References (General) and click the List tab. Change category 1815 as
necessary. Refer to 'System Categories' for more information.
If the ledger number that appears is the correct default ledger number for accounts
payable but is incorrect for the vendor, click in the Accounts Payable Ledger# field and
enter the payables ledger number to credit as invoices are entered.
Example: You may have 202-1 set up as 'Notes Payable' and as invoices are entered for
the vendor, 202-1 should be credited. The Accounts Payable Ledger# should then be
changed to 202-1.
If the ledger number appears in red, the ledger number does not exist in the chart of
accounts. Verify that the ledger number was entered correctly. If it was, be certain to add
it to the chart of accounts by clicking Maintenance, Ledger Maintenance and Chart of
Accounts. Refer to 'Chart of Accounts' for more information.
Ledger References
The white box in the middle of the Ledger tab contains ledger numbers to be referenced
when expensing invoices from the vendor. It is not necessary to add ledger references to
this grid; however, it is beneficial to do so because they will appear on screen for you to
select when expensing invoices. This saves you from searching through the entire of chart
of accounts for the correct ledger number.

Example: If the vendor is one in which you receive inventory from, 120-98 'Inventory
Received' could be added as a ledger reference, as well as 453-1 'Freight In'. These ledger
references will then appear on screen for you when expensing invoices from this vendor.
You may select from this list; however, it is not necessary. You may choose to select from
the chart of accounts.
Adding a Ledger Reference

Click in the Ledger# box and enter the applicable ledger number. Click the Add button in
order to add it to the Ledger References box. If the ledger number was not found in the
chart of accounts, the Description will read 'Ledger# Not Found'. Verify that the ledger
number was entered correctly. If it was, be certain to add it to the chart of accounts by
clicking Maintenance, Ledger Maintenance and Chart of Accounts. Refer to 'Chart of
Accounts' for more information. Add as many ledger accounts to the grid as necessary.
Hint: To view your chart of accounts, press the F6 key on your keyboard from
the Ledger# box. You may then select the applicable ledger number from the
'Pick Ledger Number' list box.
Deleting a Ledger Reference

If a ledger was added to the Ledger References box in error, click in the row containing the
ledger number and click the Delete button. Confirm the deletion.
11.1.5 Ordering tab – Add/Change Vendor

The Ordering tab contains name and address information to be used when orders are
placed with the vendor. If the address is the same address that was added to the Name
tab, it is not necessary to duplicate it here.
More:
Data Fields on the Ordering tab
11.1.5.1 Data Fields on the Ordering tab – Add/Change

Vendor
The data fields on the Ordering tab of 'Add/Change Vendor' are similar to those described
on the Name tab. Refer to 'Data Fields on the Name tab' for more information.
11.1.6 Return tab – Add/Change Vendor

Return tab
The Return tab contains name and address information to be used when merchandise is
returned to the vendor. If the address is the same address that was added to the Name
tab, it is not necessary to duplicate it here.
More:
Data Fields on the Return tab

11.1.6.1 Data Fields on the Return tab – Add/Change
Vendor
The data fields on the Return tab of 'Add/Change Vendor' are similar to those described on
the Name tab. Refer to 'Data Fields on the Name tab' for more information.
11.2 Vendor History

From the menu bar, click Modules, click Accounts Payable and click Vendor History or
press Alt M A H on the keyboard.
Vendor History will enable you to view a complete history for any vendor. This history
includes: invoices, aging of outstanding invoices, payments and address information.
The vendor you are working with should be selected from the 'Pick Vendor' list box.
More:
Totals tab
Invoices tab
Payments tab
Ordering tab
Return tab
11.2.1 Totals tab – Vendor History

Vendor History defaults to the Totals tab. The Totals tab contains vendor balance and aging
information.
The fields on the Totals tab that are highlighted in gray are fields for your reference only
and may not be changed from this screen. If you notice an error in one of the fields, use
'Add/Change Vendor' on the Accounts Payable menu to make needed changes. Refer to
'Add/Change Vendor' for more information.
More:
Data Fields on the Totals tab
11.2.1.1 Data Fields on the Totals tab – Vendor History

The data fields on the Totals tab of 'Vendor History' are described below.

Vendor
The name of the selected vendor. Clicking on the vendor name will bring onto the screen a
read-only text box showing you the vendor address information.
Balance
The outstanding balance on the vendor account. The balance is calculated according to the
outstanding invoices with the vendor.
Acct#
Your account number with the vendor.
Terms
Your payment terms with the vendor.
Credit Limit
Your credit limit with the vendor.
Aging of Invoice Balances
On the right side of the Totals tab is a box that contains aging of outstanding invoice
balances. The aging is broken down into what is 1-10 days past due and what is 1-10 days
due in the future; what is 11-20 days past due and what is 11-20 days due in the future;
what is 21-30 days past due and what is 21-30 days due in the future; what is 31-60 days
past due and what is 31-60 days due in the future; what is 61-90 days past due and what is
61-90 days due in the future; what is 91-120 days past due and what is 91-120 days due in
the future; what is 121 and greater days past due and what is 121 and greater days due in
the future.
11.2.2 Invoices tab – Vendor History

Invoices tab
The Invoices tab contains invoice information for the selected vendor.

More:
Data Fields on the Invoices tab
11.2.2.1 Data Fields on the Invoices tab – Vendor History

The data fields on the Invoices tab of 'Vendor History' are described below.
Vendor
Invoices Box
The invoices appearing in the white box on the center of the Invoices tab default to those
with an outstanding balance. To display only those invoices that have been paid in full, click
Paid Invoices. To display all invoices, including both paid and unpaid, click All Invoices.
The discount information that appears on the grid is the best discount available to take. The
system date will be compared with the discount date(s) on the invoice and if a discount
remains available to take, the best discount will appear in the 'Disc Amount' column and
the date the discount must be taken by will appear in the 'Disc Date' column. If no
discounts were offered on the invoice or if the dates have expired, the 'Disc Date' and 'Disc
Amount' columns will be blank.
Invoice Comments
To view comments previously entered on any of the invoices, click on the invoice in order
to select it and the comments will appear in the gray box on the bottom of the Invoices tab.
Comments may not be added to invoices here.
Zoom
To go directly to a particular invoice on the Invoices box without using the scroll bars, type
the invoice number in the Zoom box and press Enter or Tab. If the invoice number
entered is found, the row containing the invoice will be highlighted.
Viewing Invoice Payments

The two ways to view payments made against an invoice are listed below:

1. Click in the row containing the invoice and click the Payments tab; or
2. Double click in the row containing the invoice. The Payments tab will open up.
Refer to 'Payments tab' for more information.
11.2.3 Payments tab – Vendor History

The Payments tab contains payment information for the selected vendor.
More:
Data Fields on the Payments tab
11.2.3.1 Data Fields on the Payments tab – Vendor History

The data fields on the Payments tab of 'Vendor History' are described below.
Vendor
Payments Box
By default, only those payments made to the invoice selected on the Invoices tab will be
displayed in the payments box when the Payments tab is clicked. To display all payments
made to the selected vendor, click the All Payments option.
If a check was written to the vendor as payment, the check number will be displayed in the
Check column. If a credit memo was applied to the invoice, the memo number will appear
in the Credit column.
Zoom
To go directly to a particular payment on the grid without using the scroll bars, click
Invoice to search by invoice number or click Payref to search by the payment reference
number (assigned by the system). Type either the invoice number or payment reference
number in the Zoom box and press Enter or Tab. If the number entered is found in the
applicable column on the grid, the first row containing the number will be highlighted.

View Invoices Paid by Check
To view only those invoices paid by a specific check, enter the check number in the View
Invoices Paid by Check box and press Enter or Tab. The payments box will clear of all
invoices except those paid by the check number entered.
11.2.4 Ordering tab – Vendor History

The Ordering tab contains name and address information to be used when orders are
placed with the vendor.
More:
Data Fields on the Ordering tab
11.2.4.1 Data Fields on the Ordering tab – Vendor History

The data fields on the Ordering tab of 'Vendor History' are taken from the Ordering tab in
'Add/Change Vendor' on the Accounts Payable menu. You may make changes directly to
this tab. For information pertaining to the various fields, reference 'Data Fields on the
Name tab' . When a field is clicked in and you begin typing the Save button will appear on
the bottom left of the tab. Click the Save button when you are ready to save your changes.
11.2.5 Return tab – Vendor History

The Return tab contains name and address information to be used when merchandise is
returned to the vendor.
More:
Data Fields on the Return tab
11.2.5.1 Data Fields on the Return tab – Vendor History

The data fields on the Return tab of 'Vendor History' are taken from the Return tab in
'Add/Change Vendor' on the Accounts Payable menu. You may make changes directly to
this tab. For information pertaining to the various fields, reference 'Data Fields on the
Name tab' . When a field is clicked in and you begin typing the Save button will appear on
the bottom left of the tab. Click the Save button when you are ready to save your changes.
11.3 Enter Accounts Payable Invoice

From the menu bar, click Modules, click Accounts Payable and click Enter A/P
Invoice or press Alt M A E on the keyboard.
Enter Accounts Payable Invoice is used to enter and expense accounts payable
invoices or statements, as well as credit memos issued by the vendor.
Location
The location will default to the store location of the workstation. If the invoice is to be
expensed at a location other than the location of the workstation, click in the Location box

Vendor
The name of the selected vendor.
Balance
The total balance outstanding on the vendor account.
Inventory Received on PO
If the invoice is for inventory received on a purchase order in AIMsi, once the purchase
order number is entered in the PO# box, the total cost received on that purchase order will
appear in the 'Inventory Received on PO' box. The amount can then be easily compared to
the cost on the invoice and changed as necessary. Refer to 'Updating the Inventory Cost'
More:
Invoice tab
Expense tab
11.3.1 Invoice tab – Enter A/P Invoice

The Invoice tab contains information pertaining specifically to the invoice being entered,
such as invoice number, payment terms and available discounts.
Once the information on the Invoice tab has been entered, it is necessary to click the
Expense tab and expense the invoice before the invoice may be saved.
More:
Data Fields on the Invoice tab
Credit Memo
Invoice was Paid COD
Updating the Inventory Cost
Installments

11.3.1.1 Data Fields on the Invoice tab – Enter A/P Invoice
The data fields on the Invoice tab of 'Enter A/P Invoice' are described below.
Invoice Date
The invoice date stated on the invoice.
Hint: Press the F6 key on your keyboard to select the date from a calendar.
Posting Date
The posting date will default to the invoice date. The Posting Date is the date the liability
will affect general ledger and generally, the liability should affect ledger when it was
incurred. For this reason we do not recommend changing the posting date.
Invoice#
The invoice number stated on the invoice. If you are entering an invoice, bill or statement
that does not have an invoice number, it will be necessary to create one.
Example: If the invoice does not have a number associated with it, we recommend using
as the invoice number an abbreviation of the vendor followed by the invoice date, such as
BRC030100.
Sub#
The invoice sub number, if applicable. If a sub number is not entered, the 'Sub#' will
default to 0.
Example: An example of when the sub number might be used is if the vendor sends
statements at the end of the month for the amount of a finance charge. The way to attach
the finance charge to the original invoice would be to enter the original invoice number in
the 'Invoice#' box and enter a unique sub number in the 'Sub#' box.
Note: If the invoice is going to be set up on an installment plan, the sub numbers will
automatically be assigned at the time the installments are calculated; therefore, 'Sub#'
should be left at 0. Refer to 'Installments' for more information.
PO#
The purchase order number the merchandise or services were ordered on. It is important
to enter the purchase order number here if you are using the accounting functions of AIMsi.
To view the items received on the purchase order number and to make inventory cost
adjustments, refer to 'Updating the Inventory Cost' .
Terms
The payment terms on the invoice.
If the Terms was entered on the vendor account, the number will automatically appear
here; however, it may be changed as necessary.
Example: If the invoice has payment terms of net 30, enter 30 as Terms.
Due Date
The date the invoice must be paid in full by.

The Due Date is automatically calculated according to the Invoice Date and Terms;
however, it may be changed as necessary.
Expense
The total amount on the invoice, including any shipping charges. The Expense amount is
the total before any discounts earned are subtracted.
COD
Refer to 'Invoice was Paid COD' for information on the COD portion of the 'Enter A/P
Invoice' window.
Discounts
If discount terms were established on the vendor account, the Discounts box will be
checked and the discount terms will automatically appear in the Discount fields that follow.
If discounts are not offered on the invoice and the Discounts box is checked, deselect the
Discounts box by either LEFT clicking in the box with the mouse or by pressing the Space
bar while on the 'Discounts' field.
If discounts are offered on the invoice and the Discounts box is not checked, select the
Discounts box by either LEFT clicking in the box with the mouse or by pressing the Space
bar while on the 'Discounts' field.
If discounts are not offered on the invoice the following Discount fields do not apply. Skip
to 'Unpaid'.
Disc%
The best discount percent offered on the invoice, in decimal format.
On
The invoice amount the discount may be taken on. This amount may or may not be the
amount entered in the Expense window.
Example: If the invoice is for merchandise received, the discount may only apply to the
merchandise and not the freight.
Upon tabbing or entering out of the 'On' field, the discount amount will be calculated
according to the discount percent and invoice amount.
By Date
The date the invoice must be paid in order to receive the discount stated.
Disc%
The next best discount percent offered on the invoice, in decimal format.
On
The invoice amount the discount may be taken on. This amount may or may not be the
amount entered in the Expense window.
according to the discount percent and invoice amount.
By Date
The date the invoice must be paid in order to receive the discount stated.

Unpaid
The invoice amount that remains to be expensed. The Unpaid amount is the amount in the
Expense box and cannot be changed.
Comments
Any comments regarding the invoice may be typed in the Comments box. These comments
may then be read when viewing the invoice in 'View Vendor History'.
11.3.1.2 Credit Memo

A credit is input in the exact same way as a regular payables invoice, the only difference
being a credit figure will be entered as the Expense amount and you will be expensing the
credit amount on the Expense tab.
Example: If you receive a credit memo of $250 from a vendor for damaged merchandise,
you will enter –250.00 in the 'Expense' box.
11.3.1.3 Invoice was Paid COD

If the merchandise was shipped COD from the vendor and therefore the invoice has
already been paid, it is necessary to enter the invoice into Accounts Payable in order to
expense it; however, you will want to mark it as already paid in order to close the invoice
and clear accounting properly.
Note: If an invoice that was previously paid as COD is saved and was not marked as
being paid COD, you may use 'Post COD Checks to Invoices' to close the invoice and clear
accounting.
COD
If the invoice was previously paid COD, select the COD box by either clicking with the
mouse or by pressing the Space bar on your keyboard.
Check#
Click the down arrow to the right of the Check# box and select the check number that was
written as COD payment for the invoice.
Note: All checks expensed to your COD clearing ledger account will appear in the Check#
drop down list.
Amt to Apply
The amount of the check selected will automatically appear as the amount to apply. If the
one check paid multiple invoices, change the 'Amt to Apply' to the portion of the COD check
that should be applied to the invoice you are working on. The COD check will not be cleared
from the 'Check#' list until the entire amount is expensed; therefore, when the next
invoice that was paid with the same COD check is entered, you may select the check in the
'Check#' field and the balance of the check remaining to be cleared will appear in the 'Amt
to Apply' box.

11.3.1.4 Updating the Inventory Cost
If you are using the accounting functions of AIMsi, it is highly recommended that you
compare the cost of inventory received on the purchase order with the amount on the
invoice. Not only does this allow you to catch any vendor errors and user input errors, but
it will also enable you to account for inventory more accurately.
Even if you are not using the accounting functions of AIMsi, you should compare the cost of
inventory received on the purchase order with the amount on the invoice. If the cost
differs, it may be changed here, updating not only accounting but also the inventory record
with the new cost.
To display the inventory received on a purchase order, follow the steps outlined below:
1. Type the purchase order number in the PO# box while on the Invoice tab of 'Enter
A/P Invoice'. Next, press the F6 key on the keyboard while the cursor is still in the
PO# box.
The 'Update Inventory Cost' window pictured below will appear.
The purchase order number will appear in the white box.
2. If the invoice covers multiple purchase orders, type another purchase order number
in the PO# box on the Selection Criteria tab of 'Update Inventory Cost' and press
Enter or Tab. Repeat until all purchase order numbers have been added to the box.
3. If merchandise on the purchase order was received on multiple dates and the invoice
is for merchandise received on a specific date only, enter the date in the Received
Date box.
If the invoice is for all merchandise received on the purchase order regardless of the
date received, leave the Date Received box blank.
4. Click the Get Inventory button.
The Inventory tab opens with the inventory that was received on the purchase order
displayed in the white box. If the white box is empty, either the purchase order has not
been received or if a received date was entered it may have been entered incorrectly. Click
the Selection Criteria tab and make any necessary changes. If the information looks

correct, do some research by verifying the purchase order number is correct, making
certain the purchase order was received (at least partially received), making certain the
received date is correct (if a received date was entered) and verifying the vendor number.
Note: Each inventory item must be selected, EVEN IF THE INVENTORY COST ON THE PO
IS EQUAL TO THE COST ON THE INVOICE.
Update Inventory Cost Options
RIGHT clicking in the white box on the

Inventory tab will bring on screen a menu of
options. Each of these options are described
below.
Tag All Items
Selecting Tag All Items will put the quantity
that is in the Qty Rec column in the Qty
Invoiced column for each item. It will be assumed that the cost the items were received at
is the same as the cost on the invoice. If all or most of the items were invoiced at the cost
received, select the Tag All Items option. You may then change the cost individually on the
ones that differed. Refer to 'Change Cost/Pricing' for more information.
Untag All Items
Selecting Untag All Items will remove the quantity from the Qty Invoiced column.
Goto Next Unchanged Item
Selecting Goto Next Unchanged Item will take you to the next item in the box that has
not been selected as being invoiced. This option is helpful if there are numerous items and
you are selecting the items one by one as it saves you from using the scrollbars to search
for the next unselected item.
Change All Cost as a Percentage of Retail
Selecting Change All Cost as a Percentage of Retail

will open the 'Enter Percentage' box as pictured here.

This option will be especially beneficial when receiving a volume discount on small goods
or titles. You should enter the percentage in decimal format to apply to the Retail Price in
order to calculate the cost of each item.
Example: You usually receive a 40% discount on the retail price on your orders from a
particular vendor. You recently ordered a larger than usual quantity and the vendor is
giving you a 45% discount. The inventory was received at the higher cost so you must
update the cost when invoicing. Instead of changing each item's cost individually you may
use the 'Change All Cost as a Percentage of Retail' feature to change the cost on all items
at once. You want to be certain the retail price is accurate prior to entering the percentage
to calculate.
Change Cost/Pricing
Selecting Change Cost/Pricing will open the 'Change Cost' box as pictured below.
Make any needed changes to

the quantity invoiced, cost,
freight, weighted cost, retail
price, our price and pricing
levels A, B & C. The
inventory record will be
updated with all changes
made here, except changes
made to the quantity. If the
quantity is changed on the
'Change Cost' box, the
quantity not invoiced will
remain 'open' on the
purchase order so it may be cleared on a future invoice. A ledger entry will be made to
account for any adjustments to the cost.
Note: You may also double click any item on the Inventory tab of the 'Update Inventory
Cost' window in order to open the Change Cost box.
Untag Highlighted Line

Selecting Untag Highlighted Line will clear the Qty Invoiced for the item highlighted.
Saving the Update Inventory Cost

Once the items invoiced have been selected and cost adjustments made as needed, you
should click the Save button on the Update Inventory Cost window. The amount in the
Billed Cost box will be brought forward to the Inventory Received on PO box on the
'Enter A/P Invoice' window. This is the amount that should be expensed to your inventory
received clearing account. The default ledger number for 'Inventory Received' is 120-98.
11.3.1.5 Installment
If the invoice is to be set up on an installment plan, click the button.

Enter the number of installments in the Installments box and press Tab or Enter.
Enter the date the first installment payment is due in the First Due Date box and press Tab
or Enter.
The invoice number entered on the Invoice tab of 'Enter A/P Invoice' will appear as the
invoice number on each of the installments. The Sub number will then increment according
to the number of installments. The Due Date for each installment will begin with the first
due date and increment monthly. The amount in the Expense box on the Invoice tab of
'Enter A/P Invoice' will be divided equally by the number of installments. Any rounding
differences will be broken out of the last installment payment.
Changing the Due Date on an Installment

To change the due date on an installment, click in the Due Date box in the row containing
the applicable installment and make the change.
Changing the Amount of an Installment

To change the amount of an installment, click in the Amount box in the row containing the
applicable installment and make the change. Be certain that the installments total to the
invoice amount.
Adding a Discount to an Installment

To add a discount to an installment, RIGHT click in the row containing the applicable
installment and select Add Discount from the list box. The following Enter Discounts box
will open.

Disc%
The best discount percent offered on the installment, in decimal format.
On
The installment amount the discount may be taken on. This amount may or may not be the
amount in the Amount box.
according to the discount percent and installment amount.
By Date
The date the installment must be paid in order to receive the discount stated.
Disc%
The next best discount percent offered on the installment, in decimal format.
On
By Date
Click the Save button to save the discount information.
Saving the Installment

Click the Save button to save the installments.
11.3.2 Expense tab – Enter A/P Invoice

The Expense tab is used to denote how the invoice should be expensed in ledger. The
invoice cannot be saved until the total left to expense is 0.00.

More:
Data Fields on the Expense tab
Adding a Ledger Account to Expense
Deleting a Ledger Account
Saving the Invoice
11.3.2.1 Data Fields on the Expense tab – Enter A/P

Invoice
The data fields on the Expense tab of 'Enter A/P Invoice' are described below.
Total Invoice
The amount in the Total Invoice box is the amount from the Unpaid box on the Invoice
tab. If this amount is incorrect, click the Invoice tab and make any needed changes.
Total Expensed
The amount in the Total Expensed box will start at 0.00 and will be updated with the
amount the invoice is expensed, as it is expensed.
Total Left
The amount in the Total Left box is the Total Invoice amount less Total Expensed. The
invoice cannot be saved until Total Left is 0.00.
11.3.2.2 Adding a Ledger Account to Expense - Enter A/P

Invoice
Vendor Expense
If ledger accounts were added to the Ledger tab in 'Add/Change Vendor', the descriptions
will appear in the Vendor Expense drop down list box. If the ledger account the invoice is
going to be expensed to is found on the list, select it. If the ledger account is not found,
click Other Ledger Account.

Refer to 'Ledger tab' for information on assigning ledger accounts to a vendor.
Ledger#
The ledger number to expense the invoice to. The ledger number will automatically appear
if a ledger account was selected in the Vendor Expense box. If Other Ledger Account
was selected in the Vendor Expense box, either type the ledger number in the Ledger#
box or press the F6 key on your keyboard in order to view the chart of accounts. Select the
ledger number to expense or add one if necessary. If adding a new ledger number, refer to
'Chart of Accounts' for more information.
If the ledger number entered in the Ledger# box does not exist in the chart of accounts,
the ledger number will appear in red and the description will read 'Not in chart of
accounts'. You should press F6 on your keyboard while on the Ledger# box in order to
select the applicable ledger number from the chart of accounts or add one if necessary.
Desc
The Description will automatically appear as the description of the ledger number selected
in the Ledger# box. The description may be changed to reflect more accurately what was
expensed to the ledger number selected.
Example: You are entering an invoice for a desk you purchased. You selected your ledger
account for Capital Assets as the expensing account. You may want to change the
description to Desk so you know exactly what was purchased when viewing an accounting
report.
Amt
The amount to expense. The amount will automatically default to the amount left to
expense. The amount may be changed if a lesser amount is being expensed to the ledger
account selected.
Click the button to add the expense to the invoice. The ledger account will be
added to the grid on the left side of the Expense tab. Continue expensing as necessary.
Once the amount in the Total Left box is 0.00, the Save button will appear and you may
click it in order to save the invoice.
11.3.2.3 Deleting a Ledger Account - Enter A/P Invoice

If a ledger account appears in the grid on the left side of the Expense tab and it is there in
error or the amount is incorrect, click the row on the grid containing the ledger number and
click the button. The Save button will disappear because the amount in the Total
Left box is no longer 0.00.
11.3.2.4 Saving the Invoice - Enter A/P Invoice

Once the amount in the Total Left box on the Expense tab is 0.00, the Save button will
appear on the 'Enter A/P Invoice' window. Click the Save button in order to save the
invoice.

11.4 Check Disbursements
From the menu bar, click Modules, click Accounts Payable and click Check
Disbursements or press Alt M A C on the keyboard.
Check Disbursements on the Accounts Payable menu is used to record checks manually
written as payment on outstanding vendor invoices.
If you are printing the checks, use 'Select Invoices by Vendor' or 'Select Invoices by Date'
on the Accounts Payable menu to select the invoices to pay and 'Print Checks Selected' on
the Accounts Payable tab of the Reports Catalog to print the checks.
Note: If it is necessary to record a manually written check that is non-invoice related,

i.e. a check written for stamps, a COD or office supplies, use 'Check Disbursement
Journal' on the General Ledger menu.
More:
Data Fields on Check Disbursements
Selecting All Invoices to Pay
Selecting Invoices to Pay One by One
Clearing Invoices Selected to Pay
11.4.1 Data Fields on Check Disbursements
Vendor
The name of the selected vendor. Clicking in the Vendor box will bring into view address
and phone information for the vendor.
Location
The location will default to the store location of the workstation. If the check is to be
accounted for at a location other than the location of the workstation, click in the Location

Credit Acct
The credit account will default to the primary checking account which is determined by the
ledger account set up in the first column of system variable 1818. If you have multiple
checking accounts and would like to change the checking account to credit, click in the
Credit Acct box and select the applicable checking account from the drop down list.
To add more checking accounts to the list, click Maintenance on the menu bar, click
Ledger Maintenance and click System Categories. Refer to 'System Categories' for
more information.
To change the description on an existing checking account, click Maintenance on the
menu bar, click Ledger Maintenance and click Chart of Accounts. Refer to 'Chart of
Accounts' for more information.
Date
The date will default to the system date of the workstation. If the check is to be accounted
for on a date other than the system date, click in the Date box and change as necessary.
Check#
The check number of the check written to the vendor as payment for the invoice(s) to be
selected should be entered here. If a check number was assigned to 'Last Check Number'
on the Accounts Payable Maintenance menu, the last check number will be incremented by
one and will automatically appear in the Check# box.
Check Amt
The amount of the check will be automatically totaled as invoices are selected to pay.
Balance
The outstanding balance with the selected vendor.
New Balance
The outstanding balance with the selected vendor less the amount in the Check Amt box.
Disc Avail
The discounts currently available to take on outstanding invoices.
Disc Taken
The discounts taken will be automatically totaled as invoices are selected to pay.
11.4.2 Selecting All Invoices to Pay – Check Disbursements
To select all invoices to pay, click the button. The best discount will automatically
be taken on those outstanding invoices with discounts available.
If the amount in the Check Amt box is incorrect, review the invoices selected. If an
amount being paid on an invoice needs to be changed, double click the row on the grid
containing the invoice. The following window will appear.

Invoice Amount
The amount in the Invoice Amount box is the outstanding balance remaining on the
invoice.
Discount Taken
If a discount is available to take, the best discount amount will appear in the Discount
Taken box. If you are taking a discount other than the amount in this box, change the
amount to the discount you are taking on the selected invoice.
Amount to Pay
The amount in the Amount to Pay box will default to the Invoice Amount less
Discounts Taken. If you paying a portion of the outstanding invoice, change the amount
in the Amount to Pay box to the amount being paid.
Upon pressing Tab or Enter on the Amount to Pay box, the Amt to Pay and Disc Taken
columns on the row on the grid containing the selected invoice will be updated. The Check
Amt, New Balance and Disc Taken boxes on the top of the 'Check Disbursements'
window will also be updated with the amount selected to pay.
If the amount in the Check Amt box is the amount the check was written for, click the Save
button.
11.4.3 Selecting Invoices to Pay One by One – Check

Disbursements
To select an invoice to pay, double click the row on the grid containing the invoice. The
Invoice Amount
invoice.
Discount Taken
Amount to Pay
columns on the row on the grid containing the selected invoice will be updated. The Check
Amt, New Balance and Disc Taken boxes on the top of the 'Check Disbursements'
window will also be updated with the amount selected to pay.
Continue selecting the invoices the check paid and click the Save button upon completion.

11.4.4 Clearing Invoices Selected to Pay – Check
Disbursements
To clear all the invoices selected to pay, click the button. All invoices selected to
pay will be deselected and the Check Amt field will return to 0.00.
11.5 Select Invoices by Vendor

From the menu bar, click Modules, click Accounts Payable and click Select Invoices
by Vendor or press Alt M A S on the keyboard.
Select Invoices by Vendor is used to select the invoices to pay for use with the check
writing program. Selection is made by vendor. Multiple vendors can be selected to pay
prior to printing the checks. When you are ready to print the checks, click Reports, click
Catalog, click the Accounts Payable tab and click Print Checks Selected. One check
will print for each vendor selected to pay. Refer to 'Print Checks Selected' for more
information on check printing.
If you would prefer to select invoices to pay by invoice due date, use 'Select Invoices by
Date'.
If you are manually writing checks, use 'Check Disbursements' on the Accounts Payable
menu to flag the invoices paid.
More:
Data Fields on Select Invoices by Vendor
Selecting All Invoices to Pay
Selecting Invoices to Pay One by One
Saving Invoices Selected to Pay
Clearing Invoices Selected to Pay
Listing Invoices Selected to Pay
Printing the Checks

11.5.1 Data Fields on Select Invoices by Vendor
Vendor
Total Selected
The total selected to pay will be totaled as invoices are selected.
Disc Avail
Disc Taken
The discounts taken will be automatically totaled as invoices are selected to pay.
Balance
New Balance
The outstanding balance with the selected vendor less the amount in the Total Selected
box.
11.5.2 Selecting All Invoices to Pay – Select Invoices by

Vendor
To select all invoices to pay, click the button. The best discount will automatically
be taken on outstanding invoices with discounts available.
If the amount in the Total Selected box is incorrect, review the invoices selected. If an
amount being paid on an invoice needs to be changed, double click the row on the grid
containing the invoice. The following window will appear.

Invoice Amount
invoice.
Discount Taken
Amount to Pay
columns on the row on the grid containing the selected invoice will be updated. The Total
Selected, New Balance and Disc Taken boxes on the top of the 'Select Invoices by
Vendor' window will also be updated with the amount selected to pay.
11.5.3 Selecting Invoices to Pay One by One – Select

Invoices by Vendor
To select an invoice to pay, double click the row on the grid containing the invoice. The
Invoice Amount
invoice.
Discount Taken
Amount to Pay

columns on the row on the grid containing the selected invoice will be updated. The Total
Selected, New Balance and Disc Taken boxes on the top of the 'Select Invoices by
Vendor' window will also be updated with the amount selected to pay.
11.5.4 Saving Invoices Selected to Pay – Select Invoices by

Vendor
Once the invoices have been selected to pay, click the Save button. Only the invoice
selection is saved. Neither the invoice record, vendor record nor accounting will be
updated at this time. All updating is done when the checks are actually printed using 'Print
Checks Selected' from the Accounts Payable tab of the Report Catalog.
Note: If you realize an error has been made after the Save button was clicked, have no
fear. You may use 'Select Invoices by Date' to clear all flagged invoices or you may use
'Select Invoices by Vendor' to clear invoices selected to pay for one vendor only.
11.5.5 Clearing Invoices Selected to Pay – Select Invoices

by Vendor
To clear all the invoices selected to pay for one vendor only before the Save button is
clicked, click the button. The 'Select Invoices by Vendor' window will return to
the state it was in prior to the selection of any invoices.
To clear all the invoices selected to pay for one vendor only after the invoice selection is
saved, click Modules on the menu bar, click Accounts Payable, click Select Invoices
by Vendor, select the applicable vendor account and click the button. All
invoices selected to pay will be deselected and the Total Selected box will return to 0.00.
To clear one invoice selected to pay or to make a change to a selected invoice after the
invoice selection is saved, click Modules on the menu bar, click Accounts Payable, click
Select Invoices by Vendor, select the applicable vendor account and double click the
row containing the invoice in order to make necessary changes.
To clear all invoices selected to pay for all vendors, click Modules on the menu bar, click
Accounts Payable, click Select Invoices by Date and click the option to Clear All
Flagged Invoices. Refer to 'To print the checks for the invoices selected to pay, use 'Print
Checks Selected' on the Accounts Payable tab of the Report Catalog. Select Invoices by
Date' for more information.
Note: Don't forget to click the Save button after making all changes.
11.5.6 Listing Invoices Selected to Pay – Select Invoices

by Vendor
It is recommended that you run the report 'List Invoices Selected to Pay' prior to printing
the checks.

11.6 Select Invoices by Date
From the menu bar, click Modules, click Accounts Payable and click Select Invoices
by Date or press Alt M A D on the keyboard.
Select Invoices by Date is used to select the invoices to pay for use with the check
writing program. Selection is made by invoice due date. When you are ready to print the
checks, click Reports, click Catalog, click the Accounts Payable tab and click Print
Checks Selected. One check will print for each vendor selected to pay. Refer to 'Print
Checks Selected' for more information on check printing.
If you would prefer to select invoices to pay individually by vendor, use 'Select Invoices by
Vendor'.
If you are manually writing checks, use 'Check Disbursements' on the Accounts Payable
menu to flag the invoices paid.
More:
Selection Criteria for Select Invoices by Date
Saving Invoices Selected to Pay
Listing Invoices Selected to Pay
Printing the Checks
11.6.1 Selection Criteria for Select Invoices by Date
Clear All Flagged Invoices

If invoices have previously been selected to pay, either by using 'Select Invoices by Date'
or 'Select Invoices by Vendor', and you wish to clear the invoices, click the Clear All
Flagged Invoices box. You will notice that the remaining options on the 'Select Invoices
by Date' window are no longer available. Click the Save button in order to clear the
selected invoices. Once Save is clicked, there will be no invoices selected to pay.

Note: To clear invoices selected to pay for one vendor only, use 'Select Invoices by
Vendor'.
Cut Off Date

All invoices with due dates prior to or equal to the date entered as the Cut Off Date will be
flagged to pay, with the best discount applied.
Two options for discounts are available: 1) if an invoice due date is beyond the date
entered as the Cut Off Date, but the invoice has an available discount prior to the due date,
the invoice will be selected if the discount date falls between the date range entered in the
Discount Date Range boxes or 2) if an invoice due date is beyond the date entered as the
Cut Off Date, the invoice will not be selected to pay if the Discount Date Range boxes
are left blank, regardless if discounts are available to take. Refer to Discount Date
Range below for more information.
Vendor
To select invoices to pay by the due date entered as the Cut Off Date for one vendor only,
enter the vendor number in the Vendor box. If you are unsure of the vendor number and
would like to search the vendor file, press the F6 key on your keyboard and select the
applicable vendor from the 'Pick Vendor' list box.
Location
By default, invoices matching the criteria entered from all store locations will be selected
to pay. To select invoices to pay at one store location only, click in the Location box and
select the location from the drop down list.
Discount Date Range
A discount date range should only be entered if you would like invoices to be selected with
a due date beyond the date entered as the Cut Off Date but that have discounts available
to take within a certain date range. That date range should be entered as the Discount
Date Range.
Example: You would like all invoices due prior to or on May 31, 2000 to be selected to pay.
You would like all invoices due after May 31, 2000 to be selected to pay only if there is a
discount available to take between May 15th and May 31st. In this example, 05/31/2000
should be entered as the Cut Off Date and 05/15/2000 through 05/31/2000 should be
entered as the Discount Date Range.
If you do not want any invoices to be selected to pay if the invoice due date falls beyond
the Cut Off Date, regardless if discounts are available to take, leave the Discount Date
Range boxes blank.
11.6.2 Saving Invoices Selected to Pay – Select Invoices by

Date
Once the selection criteria has been entered, click the Save button. Only the invoice
selection is saved. Neither the invoice record, vendor record nor accounting will be
updated at this time. All updating is done when the checks are actually printed using 'Print
Checks Selected'.

Note: If you realize an error has been made after the Save button was clicked, have no
fear. You may use 'Select Invoices by Date' to clear all flagged invoices or you may use
'Select Invoices by Vendor' to clear invoices selected to pay for one vendor only.
11.6.3 Listing Invoices Selected to Pay – Select Invoices

by Date
It is recommended that you run the report 'List Invoices Selected to Pay' prior to printing
the checks.
11.6.4 Printing the Checks – Select Invoices by Date

To print the checks for the invoices selected to pay, use 'Print Checks Selected' on the
Accounts Payable tab of the Report Catalog.
11.7 Transfer Invoice from Vendor to Vendor

From the menu bar, click Modules, click Accounts Payable and click Transfer Invoice
Vendor to Vendor or press Alt M A T on the keyboard.
Transfer Invoice from Vendor to Vendor enables you to transfer an outstanding
invoice from one vendor account to another. In order for an invoice to be transferable, the
invoice current balance must match the invoice original balance; in other words, no
payments may have been applied to the invoice.
More:
Data Fields on Vendor Transferring From
Data Fields on Vendor Transferring To
Saving the Transfer

11.7.1 Data Fields on Vendor Transferring From
Vendor
The vendor account the invoice is being transferred from. If you are unsure of the vendor
number and would like to search the vendor file, press the F6 key on your keyboard and
select the applicable vendor from the 'Pick Vendor' list box.
Invoice#
The number of the invoice being transferred. For a list of outstanding invoices on the
selected vendor's account, click in the Invoice# box and select the invoice from the drop
down list.
Note: Only invoices in which no payments have been applied may be selected to be
transferred.
Balance
The outstanding balance with the vendor the invoice is being transferred from. This is the
balance before the transfer.
Date
The invoice date on the invoice being transferred.
Due Date
The due date of the invoice being transferred.
Total
The invoice total of the invoice being transferred.
11.7.2 Data Fields on Vendor Transferring To

Vendor
The vendor account the invoice is being transferred to. If you are unsure of the vendor
number and would like to search the vendor file, press the F6 key on your keyboard and
select the applicable vendor from the 'Pick Vendor' list box.
Balance
The outstanding balance with the vendor the invoice is being transferred to. This is the
balance before the transfer.
11.7.3 Saving the Transfer – Transfer Invoice from Vendor

to Vendor
When the selection is made of the vendor account the invoice is being transferred from, the
invoice being transferred and the vendor account the invoice is being transferred to, click
the Save button to complete the transfer.

11.8 Transfer Credits to Invoices
From the menu bar, click Modules, click Accounts Payable and click Transfer Credits
to Invoices or press Alt M A R on the keyboard.
Transfer Credits to Invoices enables you to apply a credit invoice or a portion of a
credit invoice issued by the vendor to an existing invoice with a balance outstanding. The
credit invoice must be entered into 'Enter A/P Invoice' prior to applying the credit to an
outstanding invoice.
More:
Data Fields on Credit Invoice
Data Fields on Invoice to Transfer Against
Saving the Transfer
11.8.1 Data Fields on Credit Invoice

Vendor
Location
The location will default to the store location of the workstation. If the invoice transfer is to
be accounted for at a location other than the location of the workstation, click in the
Date
The date will default to the system date of the workstation. If the invoice transfer is to be
accounted for on a date other than the system date, click in the Date box and enter the
applicable date.
Balance
The outstanding balance with the selected vendor. This is the balance before the transfer.

Invoice#
The number of the credit invoice being applied. For a list of unapplied credit invoices on the
selected vendor's account, click in the Invoice# box and select the invoice from the drop
down list.
Invoice Balance
The balance on the selected credit. This is the balance before the transfer.
Amount
The amount of the credit being applied. The Amount will default to the full amount of the
credit; however, if you are only applying a portion of the credit at this time, change the
amount as necessary.
11.8.2 Data Fields on Invoice to Transfer Against

Invoice#
The number of the invoice to apply the credit invoice to. For a list of outstanding invoices,
click in the Invoice# box and select the invoice from the drop down list.
Invoice Balance
The balance on the selected invoice. This is the balance before the transfer.
Amount
If the invoice balance is greater than or equal to the dollar amount of the credit, the
Amount will default to the amount of the credit. If the invoice balance is greater than the
dollar amount of the credit and you are taking a discount on the invoice, enter the total
amount to reduce the invoice balance by in the Amount box. This should include the
discount portion and the credit portion. For accounting purposes, the difference between
the amount in the Amount box and the amount of the credit will go to 'Discounts Earned'.
The ledger account is determined by system category 1817 'Discounts Earned'. Refer to
'System Categories' for more information.
If the invoice balance is less than the dollar amount of the credit, the Amount will default to
the amount of the invoice. The credit remaining unapplied will then be saved to the vendor
account as the new balance of the credit invoice.
Discount
The difference between the amount in the Amount box and the amount of the credit being
applied. This is the portion to clear to 'discounts earned'.
11.8.3 Saving the Transfer – Transfer Credits to Invoice

When the selection is made of the credit invoice and the invoice to apply the credit to, click
the Save button to complete the transfer.
11.9 Fall/Winter Dating

From the menu bar, click Modules, click Accounts Payable and click Fall Winter
Dating or press Alt M A F on the keyboard.
Fall/Winter Dating enables you to set up installment terms on one invoice or roll several
invoices into one, extending the terms over any number of months.

More:
Data Fields on Fall/Winter Dating
Invoices tab
Installments tab
11.9.1 Data Fields on Fall/Winter Dating

Vendor
Location
The location will default to the store location of the workstation. If the invoice you are
working with was entered at a location other than the location of the workstation, click in
the Location box and select the applicable location from the drop down list.
Date
The date will default to the system date of the workstation. If the new invoice being
created is to have an invoice date other than the system date, click in the Date box and
enter the applicable date.
Balance
Transfer Amt
The total of the invoices selected to consolidate into one invoice in order to extend the
terms on. The Transfer Amt will be totaled as the invoices are selected.
11.9.2 Invoices tab – Fall Winter Dating

The Invoices tab contains all of the outstanding invoices on the selected vendor's account.
The information provided for each invoice is as follows:
l Invoice due date

l Invoice number
l Invoice sub number
l Original amount of the invoice
l Invoice balance
l Amount of the invoice to transfer. Once an invoice is selected, the balance on the
invoice will automatically appear in the Transfer Amt column.

More:
Selecting the Invoices
11.9.2.1 Selecting the Invoices – Fall Winter Dating

To select an invoice to transfer, double click in the row on the Invoices grid containing the
invoice. The Transfer Amt column will reflect the invoice balance and the Transfer Amt box
at the top of the 'Fall/Winter Dating' window will reflect the invoice balance. Continue
selecting as necessary.
l To select all invoices to transfer, click the button.
l If all or most of the invoices were selected in error, click the button.
l To deselect an invoice to transfer, double click in the row containing the invoice. The
invoice balance will be deducted from the Transfer Amt.
When all of the invoices being transferred have been selected, click the Installments tab.
11.9.3 Installments tab – Fall winter Dating

Installments tab
The Installments tab contains the information pertaining to the new invoice the selected
invoices are being rolled into.

More:
Data Fields on the Installments tab
Clearing the Installments tab
Saving the Invoice Installments
11.9.3.1 Data Fields on the Installments tab – Fall Winter

Dating
New Invoice#
The number assigned to the new invoice. You may use the invoice number of an invoice
selected on the Invoices tab as the New Invoice#; however, a unique sub number must be
entered.
Example: If an invoice numbered 12345 sub number 0 was selected on the Invoices tab
and you wish to keep 12345 as the invoice number, you may enter 12345 as the New
Invoice# as long as you assign a sub number other than 0 (i.e. 1).
Sub#
A unique sub number for the new invoice. If the number entered as the New Invoice# is
unique, you may enter a sub number of 0. The sub numbers will automatically be
incremented according to the number of payment installments the invoice(s) are being
extended to.
Installments
The number of installments to spread the selected balance(s) over.
Payment Amt
The payment amount will automatically be calculated according to the invoice balances
selected to transfer and the number of installments.

Due Date
The date the new invoice is due. If the new invoice is being set up on extended terms, the
first payment due date should be entered here. The due date for each of the installments
following will be incremented one month.
Upon pressing Tab or Enter on the Due Date box, the new invoice(s) will appear in the
Installments grid.
Adding a Discount to an Installment

To add a discount to an installment, RIGHT click in the row containing the applicable
installment and select Add Discount from the list box. The following Enter Discounts box
will open.
Disc%
The best discount percent offered on the installment, in decimal format.
On
By Date
Disc%
The next best discount percent offered on the installment, in decimal format.
On
By Date
Click the Save button to save the discount information.

11.9.3.2 Clearing the Installments tab – Fall Winter Dating
To clear the Installments tab in order to start over, click the Clear button.
11.9.3.3 Saving the Invoice Installments – Fall Winter

Dating
When the total invoice amounts on the Installments grid equal the Transfer Amt, the Save
button will be available. Click the Save button in order to save the invoice installments to
the vendor's account.
11.10 Post COD Checks to Invoices

From the menu bar, click Modules, click Accounts Payable and click Post COD Checks
to Invoices or press Alt M A P on the keyboard.
Post COD Checks to Invoices enables you to apply a check written for an order shipped
COD to an outstanding invoice.
Example: A situation in which it would be necessary to apply a COD check to an
outstanding invoice is if an employee entered an invoice into AP and was not aware of the
fact that it was previously paid COD. The invoice therefore appears on reports as being
due. Applying the COD check to the invoice will mark the invoice as paid.
Example: Another situation in which it would be necessary to apply a COD check to an

outstanding invoice is if you have a delinquent invoice with a vendor and the vendor wants
you to add the delinquent amount on to a new order being shipped COD. The COD check
should be applied to the delinquent invoice marking it as paid.
More:
Data Fields on Post COD Checks to Invoices
Selecting the Invoices

Saving the Invoice Selection
11.10.1 Data Fields on Post COD Checks to Invoices

Vendor
Location
The location will default to the store location of the workstation. If the invoice you are
working with was entered at a location other than the location of the workstation, click in
Date
The date will default to the system date of the workstation. If accounting should be
affected on a date other than the system date, click in the Date box and enter the
applicable date.
Check#
The number of the COD check to apply to the outstanding invoice. For a list of unapplied
COD checks, click in the Check# box and select the check from the drop down list.
Check Amt
The amount of the COD check selected.
Amt Left
The amount of the check that remains to be applied. One COD check may be applied to
multiple invoices. The Amt Left box is updated automatically as invoices are selected.
Balance
The outstanding balance with the selected vendor. This is the balance before any invoices
are selected as paid with the COD check.
New Balance
The outstanding balance with the selected vendor less the amount of the COD check that
has been applied to selected invoices.
Disc Avail
Disc Taken
The discounts taken will be automatically updated as invoices are selected and discounts
taken.
11.10.2 Selecting the Invoices – Post COD Checks to

Invoices
To select an individual invoice to apply the COD check against, double click the row on the
grid containing the invoice. The 'Amount To Pay' box will open, similar to the one pictured
here.

Invoice Amount
invoice.
Discount Taken
Amount to Pay
Discounts Taken. If you paying a portion of the outstanding invoice with the COD check,
change the amount in the Amount to Pay box to the amount being paid.
columns on the row on the grid containing the selected invoice will be updated. The Amt
Left, New Balance and Disc Taken boxes on the top of the 'Post COD Checks to
Invoices' window will also be updated with the amount selected to pay.
l To select all invoices to apply the COD check to, click the button.
l If all or most of the invoices were selected in error, click the button.
l To deselect an invoice to pay, double click in the row containing the invoice and
change the Amt to Pay to 0.00.
11.10.3 Saving the Invoice Selection – Post COD Checks to

Invoices
When the COD check has been applied to the selected invoices, click the Save button in
order to save the information.
11.11 Accounts Payable Reports & Check Printing

The Accounts Payable reports and check printing selections are found in the Accounts
Payable report catalog. To get to the catalog, from the AIMsi menu bar click Reports, click
Catalog and click the Accounts Payable tab.
More:
List A/P Check Register
List A/P Invoices by Date
List A/P Invoices with Aging
List COD Checks Not Posted
List Invoices Selected to Pay

Print Checks Selected
Print Individual Check
11.11.1 List A/P Check Register
From the AIMsi tool bar, click , click the Accounts Payable tab, click List A/P
Check Register and click Run.
List A/P Check Register will provide you with a listing of checks written during a specified
time period.
Note: Checks posted in Check Disbursements on the General Ledger menu will not appear
on this report. For a complete check register listing all checks written, including those
through General Ledger and Accounts Payable, use 'List Check Register' on the General
Ledger reports catalog.
For each check that lists on the report, you are given the following information:
l Vendor account number

l Vendor name
l Date of the check
l Number of the invoice the check paid
l Purchase order number on the invoice
l Check number
l Check amount
More:
Selection Options for List A/P Check Register
11.11.1.1 Selection Options for List A/P Check Register

Enter Date Range
Enter the beginning and ending date to select the checks written during.
Enter Check Number or Leave Blank
l To list the invoices one specific check paid only, enter the check number here.
l To list all checks written during the specified time period, leave this box blank.
Enter Vendor Number or Leave Blank

l To list the checks written to one specific vendor only, enter the vendor number here.
If you are unsure of the vendor number, press the F6 key on your keyboard and
select the vendor from the 'Pick Vendor' list box.
l To list checks written to all vendors during the specified time period, leave this box
blank.
Detail/Totals
l To list detailed information pertaining to each check, click Details.
l To list check number and check total only, click Totals.

appear.
11.11.2 List A/P Invoices by Date
From the AIMsi tool bar, click , click the Accounts Payable tab, click List A/P Invoices
by Date and click Run.
List A/P Invoices by Date will provide you with a listing of invoices by vendor account. The
invoices may be selected by invoice date or due date and you may opt to list only
outstanding invoices, only paid invoices or all invoices.
For each invoice that lists on the report, you are given the following information:
l Invoice number
l Date of the invoice
l Original amount of the invoice
l Amount that has been paid on the invoice
l Current balance remaining on the invoice
l Invoice due date
More:
Selection Options for List A/P Invoices by Date
11.11.2.1 Selection Options for List A/P Invoices by Date

Enter Date Range
Enter the beginning and ending date to select the invoices.
Invoice Date/Due Date
l To select all invoices dated within the date range entered, click Invoice Date.
l To select all invoices due within the date range entered, click Due Date.
Select Location
l To list the invoices entered at one location only, click in the Select Location box
and select the location from the drop down list.
l To list the invoices entered at all locations, click All Locations. This is the default.
Enter Vendor Number or Leave Blank

l To list the invoices with one specific vendor only, enter the vendor number here. If
you are unsure of the vendor number, press the F6 key on your keyboard and select
the vendor from the 'Pick Vendor' list box.
l To list all invoices, leave this field blank.
Paid Invoices/Invoices with a Balance/All Invoices

l To list only those invoices that have been paid, click Paid Invoices.
l To list only those invoices with a balance due, click Invoices with a Balance.
l To list all paid and unpaid invoices, click All Invoices.

To list the report, click OK. The Print Options dialog box will appear.
11.11.3 List A/P Invoices with Aging
From the AIMsi tool bar, click , click the Accounts Payable tab, click List A/P
Invoices with Aging and click Run.
List A/P Invoices with Aging will provide you with a listing of invoices by vendor account.
You will see the aging of each invoice, including 'current', 1-10 days past due, 11-20 days
past due, 21-30 days past due, past 30, past 60, past 90 and past 120. You may opt to show
each invoice, totals by vendor only or grand totals for all vendors only.
For each invoice that lists on the report, you are given the following information:

l Invoice number
l Invoice due date
l Amount previously paid on the invoice
l Current invoice balance
l Amount of discount currently available to take
l Total of the invoice currently due (current invoice balance less any discounts
available to take)
l Aging of the invoice
More:
Selection Options for List A/P Invoices with Aging
11.11.3.1 Selection Options for List A/P Invoices with

Aging
Enter Date for Analysis
The analysis date will default to the system date of the workstation. If the aging of the
invoices should be based on a date other than the system date, make the necessary
change.
Enter Vendor Number to Select
l To list the invoice aging with one specific vendor only, enter the vendor number
here. If you are unsure of the vendor number, press the F6 key on your keyboard
and select the vendor from the 'Pick Vendor' list box.
l To list all invoices, leave this box blank.
Location
l To list the invoices entered at one location only, click in the Location box and select
the location from the drop down list.
l To list the invoices entered at all locations, click All Locations. This is the default.

Account# Order/Alphabetical Order
l To list the report in vendor account number order, click Account# Order.
l To list the report in alphabetical order by vendor name, click Alphabetical Order.
Details/Totals/Grand Totals
l To list each individual invoice, click Details.
l To list aging totals by vendor, click Totals.
l To list a grand total which includes all vendors, click Grand Totals.
To list the report, click OK. The Print Options dialog box will appear.
11.11.4 List COD Checks Not Posted
From the AIMsi tool bar, click , click the Accounts Payable tab, click List COD
Checks Not Posted and click Run.
List COD Checks Not Posted will provide you with a listing of all checks written for COD that
have not been applied to invoices. The checks must have been expensed to your COD
Clearing ledger account.
This report should be run regularly as it is an audit check to verify that invoices and
inventory are updated properly.
For each check that lists on the report, you are given the following information:
l Check number
l Name of the payee
l Date of the check
l Check amount
11.11.5 List Invoices Selected to Pay
From the AIMsi tool bar, click , click the Accounts Payable tab, click List Invoices
Selected to Pay and click Run.
List Invoices Selected to Pay will provide you with a listing of those invoices that have been
selected to pay so they may be reviewed prior to printing the checks. The invoices may
have been selected to pay either through 'Select Invoices by Vendor' or 'Select Invoices by
Date'.
For each vendor that was selected to pay, you are given the following information:
l Vendor account number and name

l Number of the Invoice selected to pay
l Invoice due date
l Invoice balance
l Discount taken
l Amount of the invoice being paid

More:
Selection Options for List Invoices Selected to Pay
11.11.5.1 Selection Options for List Invoices Selected to

Pay
Select Only Vendors With a Credit Amount to be Paid
If the amount selected to pay to a vendor totals to a credit figure, those invoices should be
cleared so as not to print a check for that vendor. For this reason, we recommend listing
the invoices selected to pay prior to printing checks. If you prefer not to list all invoices but
would like to verify there are not any vendors with invoices selected to pay that total a
credit amount, select this option. If any vendors list on the report, you should clear the
invoices selected to pay for the vendor so it is no longer a credit amount. You may use
'Select Invoices by Vendor' or 'Select Invoices by Date' in order to clear the invoices.
appear.
11.11.6 Print Checks Selected
From the AIMsi tool bar, click , click the Accounts Payable tab, click Print Checks
Selected and click Run.
Print Checks Selected will print checks to those vendors that have been selected to pay.
The invoices to pay should have been selected in either 'Select Invoices by Vendor' or
'Select Invoices by Date'.
Note: It is recommended that you run 'List Invoices Selected to Pay' prior to printing the
checks in order to verify there are no vendors selected to pay a credit amount.
More:
Selection Options for Print Checks Selected
Updating Accounting
11.11.6.1 Selection Options for Print Checks Selected

Date to Print on Checks
The date to print on the checks will default to the system date of the workstation. To print a
date other than this date, click in the Date to Print on Checks box and change as necessary.
Location
The location will default to the store location of the workstation. If you are printing checks
for a location other than the location of the workstation, click in the Location box and
select the location from the drop down list.
Credit Acct
ledger account set up in the first column of system category 1818. If you have multiple

To add more checking accounts to the list, click Maintenance, click Ledger
Maintenance and click System Categories. Refer to 'System Categories' for more
information.
Enter Starting Check Number
The first check number to use when printing the checks should be entered here. If a check
number was assigned to 'Last Check Number' on the Accounts Payable Maintenance menu,
the last check number will be incremented by one and will automatically appear in the
Enter Starting Check Number box.
Print Account Number
If you would like your account number with the vendor to print on the checks stub, click
Print Account Number.
To suppress printing your account number with the vendor on the checks, be certain Print
Account Number is not checked.
Print Check Number
If you would like the check number to print on the checks, click Print Check Number.
To suppress printing the check number on the checks, be certain Print Check Number is not
checked.
Print Order
Click Alphabetical to print the checks in alphabetical order by the vendor Last name.
Click Numeric to print to print the checks in numeric order by vendor account number.
To print the checks, click OK. The Print Options dialog box will appear.
11.11.6.2 Updating Accounting - Print Checks Selected

Once the output option has been selected in the Print Options dialog box, the following
confirmation box will appear.
You should not proceed with updating until you have verified that all of the checks have
printed properly.
If problems arise when printing the checks, click the No button in order to not update your
files. You may then re-print the checks selected by using the same 'Print Checks Selected'
option in the Accounts Payable Reports Catalog.

If all checks printed properly, click the Yes button in order to proceed with updating. It is
at this point that the invoices, checks and accounting will be updated with the payment
information.
If the Yes button was clicked in error, you must first void the checks that did not print
properly, then re-select the invoices to pay and finally try printing the checks again.
11.11.7 Print Individual Check
From the AIMsi tool bar, click , click the Accounts Payable tab, click Print
Individual Check and click Run.
Print Individual Check is used to print a single check, either vendor or non-vendor
related. If the check is to pay a vendor for an outstanding invoice(s), you should use
'Select Invoices by Vendor' to select the invoices to pay and then 'Print Checks Selected' to
print the check. You may not select invoices to pay in 'Print Individual Check'.
If you are printing a check to a vendor that is established in the Accounts Payable module,
select the vendor from the 'Pick Vendor' list box.
If you are printing a non-vendor related check (i.e. to a customer for a refund), select
TEMP from the 'Pick Vendor' list box. If you do not have a vendor account called 'TEMP',
one should be added before proceeding. To add a temporary vendor into Accounts Payable,
click Modules on the AIMsi menu bar, click Accounts Payable and click Add/Change
Vendor. Click the Add button and type the word TEMP in the Last box. Click the Save
button. You now have a 'temporary' vendor account that should be selected when printing
an individual check for an individual or business not established with a vendor account in
your Accounts Payable. Each time you select 'TEMP' from the 'Pick Vendor' list box in 'Print
Individual Check', the name and address information for the last payee will appear in the
name and address boxes on the 'Print Individual Check' window. This information should be
changed as applicable.
Note: The word TEMP must be used as the vendor 'Last' name in order for 'Print
Individual Check' to recognize that is a non-vendor related payment, thereby enabling
you to change the payee name and address information.
When the check is printed and the information saved, an invoice and payment record will
be saved to the vendor account. If the vendor selected is 'TEMP', the invoice and payment
record will be saved to the TEMP account so you have a record of it.

More:
Data Fields for Print Individual Check
Adding a Ledger Account to Expense
Deleting a Ledger Account
Printing the Check
Updating Accounting
11.11.7.1 Data Fields for Print Individual Check

Vendor
If TEMP was selected as the vendor, the information in the Vendor box will pertain to the
payee of the last individual check printed from the TEMP account.
Check Date
The check date will default to the system date of the workstation. If the date that prints on
the check should be a date other than the system date, click in the Date box and enter the
applicable date. The Check Date is also the date accounting will be updated with the check
transaction.
Loc
The location will default to the store location of the workstation. If the check should be
Credit Acct

To add more checking accounts to the list, click Maintenance, click Ledger
Maintenance and click System Categories. Refer to 'System Categories' for more
information.
The Name and Address information cannot be changed if a vendor account other than
'TEMP' was selected.
Name
The name of the selected vendor. If 'TEMP was selected as the vendor, type the payee of
the check.
Addr1
The street address of the selected vendor. If 'TEMP' was selected as the vendor, type the
street address of the payee. The address will print on the check.
Addr2
The second line of the street address of the selected vendor, if applicable. If 'TEMP' was
selected as the vendor, type the second line of the street address of the payee (if
applicable).
City, St, Zip
The city, state and zip code of the selected vendor. If 'TEMP' was selected as the vendor,
type the city, state and zip of the payee.
Print Check Number
If you would like the check number to print on the check, click Print Check Number.
To suppress printing the check number on the checks, be certain Print Check Number is not
checked.
Print Account Number
If you would like your account number with the vendor to print on the check stub, click
Print Account Number. Note that this is only applicable if printing a check to a vendor
established with an account in your Accounts Payable.
To suppress printing your account number with the vendor on the check, be certain Print
Account Number is not checked.
COD Check
If the check being printed is payment for a COD, click COD Check.
If the check is not a payment for a COD, be certain COD Check is not checked.
Check#
The check number to use when printing the check should be entered here. If a check
number was assigned to 'Last Check Number' on the Accounts Payable Maintenance menu,
the last check number will be incremented by one and will automatically appear in the
Check# box.
Invoice#
The invoice number stated on the invoice being paid. If you are printing a check that is
payment for an invoice, bill or statement that does not have an invoice number, it will be
necessary to create one.

Example: If the invoice does not have a number associated with it, we recommend using
as the invoice number an abbreviation of the payee followed by the check date, such as
BRC030100.
Sub#
The invoice sub number, if applicable. If a sub number is not entered, the 'Sub#' will
default to 0.
PO#
The purchase order number being paid. If you do not have a purchase order number, the
PO# box may be left blank.
Invoice Date
The date of the invoice being paid. The Invoice Date may be the same as the Check Date.
Amount
The amount of the check.
Invoice Notes
To save notes to the invoice record that will be saved to the vendor account for the check
being printed, type the notes in the Invoice Notes box. You may view the notes in Vendor
History, on the Invoices tab.
11.11.7.2 Adding a Ledger Account to Expense – Print

Individual Check
The check will need to be expensed for accounting purposes. The credit entry will be
determined by the ledger number associated with the checking account selected in the
Credit Acct box on the upper right of the 'Print Individual Check' window. The debit entry
will be determined by the ledger number(s) the check is expensed to.
Amt Exp
As the check is expensed, the amount expensed will be totaled in the Amt Exp box. Once
the Amt Exp equals the check amount, the check may be printed. The Amt Exp cannot be
changed.
Amt Left
The portion of the check amount that remains to be expensed. Once the Amt Left equals
0.00, the check may be printed. The Amt Left cannot be changed.
Expense
If ledger accounts were added to the Ledger tab in 'Add/Change Vendor', the descriptions
will appear in the Vendor Expense drop down list box. If the ledger account the check is
going to be expensed to is found on the list, select it. If the ledger account is not found,
leave the Expense box blank.
Refer to 'Ledger tab' for information on assigning ledger accounts to a vendor.

Ledger#
The ledger number to expense the invoice to. The ledger number will automatically appear
if a ledger account was selected in the Expense box. If the box was left blank, either type
the ledger number in the Ledger# box or press the F6 key on your keyboard in order to
select the ledger number from your chart of accounts.
If the ledger number entered in the Ledger# box does not exist in the chart of accounts,
the ledger number will appear in red and the description will read 'Not in chart of
accounts'. You should press F6 on your keyboard while on the Ledger# box in order to
select the applicable ledger number from the chart of accounts or add one if necessary.
Desc
The Description will automatically appear as the description of the ledger number selected
in the Ledger# box. The description may be changed to reflect more accurately what was
expensed to the ledger number selected.
Example: You are printing a check to an individual who did some interior painting work for
you. You selected your ledger account for Building Maintenance as the expensing account.
You may want to change the description to 'Interior Painting' so you know exactly what the
check was for when viewing an accounting report.
Amt
The amount to expense. The amount will automatically default to the amount left to
expense. The amount may be changed if a lesser amount is being expensed to the ledger
account selected.
Click the button to add the expense to the check. The ledger account will be added
to the grid on the bottom left side of the 'Print Individual Check' window. Continue
expensing as necessary. Once the amount in the Amt Left box is 0.00, you may click OK to
print the check.
11.11.7.3 Deleting a Ledger Account – Print Individual

Check
If a ledger account appears in the grid on the bottom left side of the 'Print Individual Check'
window and it is there in error or the amount is incorrect, click the row on the grid
containing the ledger number and click the button.
11.11.7.4 Printing the Check – Print Individual Check

Once the amount in the Total Left box on the Expense tab is 0.00, click the OK button in
order to print the check. The Print Options dialog box will appear.
11.11.7.5 Updating Accounting – Print Individual Check

Once the output option has been selected in the Print Options dialog box, the following
confirmation box will appear.

You should not proceed with updating until you have verified that the check has printed
properly.
l If problems arise when printing the check, click the No button in order to not
update your files. You may then use 'Print Individual Check' again to print the
check.
l If the check printed properly, click the Yes button in order to proceed with
updating. It is at this point that the vendor record and accounting will be
updated with the check information.
Note: If the Yes button was clicked in error, you must first void the check that did not
print properly, then use 'Print Individual Check' to print the check again.

Chapter 12
General Ledger Overview
General Ledger Overview
The General Ledger system is designed to accommodate the retailer that is interested in
maintaining an accounting procedure that will provide the necessary totals for an
accounting firm to prepare their financial statements, as well as the store that wishes to
prepare their own Balance Sheet and Profit/Loss Statement.
General Ledger was designed to handle multiple stores. The system will provide financial
statements by location. Multiple sales tax rates are tracked. An audit trail is established to
track inventory transfers so you can cut inventory shrinkage.
Most accounting entries are generated automatically as daily work is entered. This is a
complete interactive system, with posting being done in a 'real time' environment rather
than batch processing system. The Accounting system eliminates the need for the daily
spread sheet typically filled out each day in a manual system. The computer does the
sorting, adding and monthly extensions at the press of a button.
The accounting is date sensitive. This enables you to continue processing your 'next
months work' prior to closing out the previous month.
The General Ledger system and supporting reports were designed with the help of CPAs
that are experienced in the retail business. Audit trails and balancing procedures are set up
to insure accurate information. This General Ledger system has the ability to provide a
detailed Balance Sheet and Profit/Loss Statement to help management make better and
more timely decisions. In addition to detailed statements, you can produce a more
summarized statement for your bank or other lending institution.
The Accounting system comes installed with a complete chart of accounts and accounting
tables. These accounts can be changed and will give you the flexibility to account for your
business in a manner established by you or your accounting firm.
You will want to check your clearing accounts on a regular basis to be sure they are
clearing properly. Some of the more common clearing accounts are the 109's, 120-98
'Inventory Received' and 201-99 'COD Clearing'.
12.1 Using General Ledger for the First Time

1. You should be certain that the chart of accounts and accounting tables are set up
according to your or your accounting firm's requirements. Refer to 'Ledger
2. Determine the date you are going to 'begin' using General Ledger. You will need the
totals for each ledger account as of that date in order to enter the beginning balances
into AIMsi.
3. You will need to clear General Ledger of all entries dated prior to the date
determined in number two above. You will use 'Delete Ledger Detail' for this
purpose.
4. Use 'General Journal Entry' on the General Ledger menu to enter the beginning
balances into AIMsi. This should not be done until you are certain that it will not be
necessary to backdate any transaction prior to the date of your beginning balances.
Don't forget to change the date as necessary.
Chapter 12 - General Ledger Overview | 887

Example: You purchased AIMsi June 20, 1999. You get all modules up and running and
decide that you are going to start using General Ledger with your new year beginning
January 1, 2000. You and your accountant sit down and go through the chart of accounts
and system tables. You make all needed changes. Your accountant gives you your end of
the year totals on February 23, 2000. You are ready to remove all entries in AIMsi prior to
January 1, 2000 so you give tech support a call and they walk you through the procedure.
You will then enter into AIMsi the end of the year balances, using December 31, 1999 as
the posting date. As you can see, there will be no problem 'beginning' general ledger with a
date in the past. However, you will want to be sure that all entries from the time you begin
using General Ledger balance.
Note: It is not necessary to start General Ledger at the beginning of your fiscal year. You
may start at any time – just be certain the beginning balances entered in ledger are
accurate.
12.2 Daily Deposit

From the menu bar, click Modules, click General Ledger and click Daily Deposit or
press Alt M G D on the keyboard.
Daily Deposit is used to record deposits made to your bank account(s). The money will be
taken out of the various clearing accounts and put into the specified bank account. Daily
Deposit also enables you to balance your cash drawer by workstation (or all workstations).
Prior to posting you may print a report with two options: 1) show totals only or 2) show
details of each entry that makes up the totals. The Details option would only be necessary
to select if the computer totals for a drawer don't match the amounts in the drawer.
The debit and credit ledger numbers that appear in Daily Deposit are taken from system
categories 1890 through 1894. If changes are needed, click Maintenance on the menu
bar, click Ledger Maintenance and click System Categories. Refer to 'System
Categories' for more information.
Daily Deposit consists of two sections; the section on the left denotes debit entries (i.e.
checking account) and the section on the right denotes credit entries (i.e. cash clearing).
The Totals are forced figures in that they are just the sum of the amounts in the two
columns. The 'Over/Short' will remain at 0.00 until an amount in one of the two columns is
changed.
Note: We do not advise changing the amounts to credit. The goal is to always 'clear' the
clearing accounts to 0.00. If the amount actually being deposited differs from the amount
shown, change the debit amount accordingly. For example: the amount next to your cash
account (109-1) is $432.10. If your drawer is off by 1.48 and you are actually depositing
$430.62 of cash, change the amount to debit (108-1) to 430.62. The amount to credit
(109-1) should remain at 432.10. Cash Over/Short will reflect the difference between the
debit and credit sections. Refer to the sample screen shot below.

More:
Changing the Date
Changing the Workstation#
Printing a Daily Balance Report
Changing an Amount to Deposit
Clearing the Deposit Amounts
Saving the Deposit

The date will default to the system date of the workstation. If you are making a deposit for
a date other than the date shown, click in the Date box and change the date as necessary.
The amounts on the Daily Balance grid will change according to the transactions made on
the date selected.

The location will default to the store location of the workstation. If you are making a
deposit for a store location other than the location shown, click in the Location box and
change the location as necessary. The amounts on the Daily Balance grid will change
according to the transactions made at the store selected.
12.2.3 Changing the Workstation#

Whether the totals listed apply only to the local workstation or all workstations depends
upon the value set to the 'DailyDepositDefault' system variable. Refer to 'System
Variables' for more information on the 'DailyDepositDefault' variable.

To represent the totals of a workstation other than the local workstation, click in the
Workstation# box and select the workstation from the drop down list. The amounts on the
Daily Balance grid will change according to the transactions made at the workstation
selected.
To represent the totals of all workstations, click in the Workstation# box and select 'All'
from the drop down list. The amounts in the Daily Balance grid will change accordingly.
Note: The Workstation box is only available if the Report option (on the bottom left of the
Daily Balance window) is selected.
12.2.4 Printing a Daily Balance Report

To print a daily balance report, first be certain the Report option on the bottom left of the
Daily Balance window is selected. Next, click the Print button.
The Daily Deposit Print box will open with the options for Details or Totals. Clicking Totals
will show you the totals as they appear on the Daily Balance window. Clicking Details will
show you each reference number that is included in the Daily Balance totals. The Details
option should be selected if the drawer is off by a significant amount and you wish to do
research on what could have caused the discrepancy.
12.2.5 Changing an Amount to Deposit

In order to change an amount to deposit, the Post option on the bottom left of the Daily
Balance window must be selected.
As stated previously, changing the amounts to credit on the Daily Balance window is not
recommended. If there is an inconsistency between the drawer and the 109 accounts, click
in the applicable amount box on the debit side and change the amount to what you are
actually depositing. The Over/Short will be calculated accordingly.
12.2.6 Clearing the Deposit Amounts

If amounts have been changed on the Daily Balance window and you wish to clear the
screen in order to bring the amounts back to the original amounts, click the Clear button.
All amounts will then represent what AIMsi shows for the day's transactions.
Note: The Clear feature is only available if the daily deposit has not yet been saved and if
the Post option is selected.
12.2.7 Saving the Deposit

Once the amounts being deposited are accurate, click the Save button to save the deposit.
This will make the necessary ledger entries to your bank account and will clear the clearing
accounts to 0.00 for the day.
If you go back into Daily Deposit and select a date in which a deposit was already made,
you will get a message stating that the deposit was already saved and the amounts will all
be 0.00. You may view the amounts deposited by running a ledger report, such as 'List

Individual Ledger Account' on the General Ledger tab of the Report Catalog. On this report
you will leave the ledger number blank, select the date in question and select source
Deposit.
12.3 General Journal Entry

From the menu bar, click Modules, click General Ledger and click General Journal
Entry or press Alt M G G on the keyboard.
General Journal Entry should be used to make journal entries into ledger. If you are using
all modules of the AIMsi application that apply to your retail store, you should not need to
make journal entries except on a rare occasion, such as, making beginning balance
entries, making depreciation adjustments or making correcting ledger entries to a
transaction that may have posted incorrectly or not at all (perhaps a workstation lost the
network connection and part of the transaction posted but not the whole transaction).
More:
General Journal Entry Data Fields
Deleting a Journal Entry
Saving the General Journal Entry
12.3.1 General Journal Entry Data Fields
Date
The date will default to the system date of the workstation. If you are making a journal
entry for a date other than the date shown, click in the Date box and change the date as
necessary.
Location
The location will default to the store location of the workstation. If you are making a
journal entry for a store location other than the location shown, click in the Location box
and change the location as necessary.

Tax Authority
The tax authority will default to the tax authority of the workstation. If the journal entry is
to be accounted for at a tax authority other than the tax authority of the workstation, click
in the Tax Authority box and select the applicable authority from the drop down list.
If the tax authority does not pertain to the journal entry being entered, it is not necessary
to change the Tax Authority; let it remain as defaulted.
Source
Enter the journal source code.
Hint: Press the F6 key on your keyboard in order to select the source from the
'Pick Source' list box.
The sources are as follows:
l BB for Beginning Balance (this one is not listed because it should only be used when
entering your beginning balances into ledger)
l CD for Check Disbursement
l DP for Daily Deposit
l ET for Electronic Transfer
l EW for Extended Warranty Contract
l GJ for General Journal
l HD for No Sale Entry
l IJ for Inventory Journal
l ML for Lesson
l PO for Paid Out (Cash out of Drawer)
l PR for Payroll
l RF for Rent to Own Contract
l RO for Rent to Rent Contract
l RV for Simple Interest Rental Contract
l SC for Sales Contract
l SJ for Sales Journal
l SV for Simple Interest Sales Contract
l WO for Write-Off
Reference
Enter the reference number that pertains to the journal entry being made. If you are
making a correcting entry, the reference number should match the reference number of
the original entry being corrected. We recommend entering a reference number, even if
the entry may not necessarily have one, i.e. if you are entering beginning balances you
may want to use the date in a numerical format such as 043000.
Ledger
Enter the ledger number. A valid ledger number must be entered before proceeding. The
description of the ledger number selected will appear to the right of 'Description' on the
General Journal Entry window.
Hint: Press the F6 key on your keyboard in order to select the ledger number
from the 'Pick Ledger Number' list box.

Description
Enter a word or phrase that describes the journal entry being made.
Debit/Credit
If the ledger number entered is to be debited, enter the amount in the Debit box. If the
ledger number entered is to be credited, enter the amount in the Credit box.
Note: Do not type dashes in front of amounts, even if the amount is a credit.
The debit and credit columns will total on the bottom of the General Journal Entry window.
The sum of the debits and credits will equal the Total figure. The entry will be considered
'out of balance' if the Total does not equal 0.00.
12.3.2 Deleting a Journal Entry

To delete a journal entry that has dropped to the white box in the middle of the General
Journal Entry window, click the entry in order to highlight it and click the Delete button.
The entry will then be removed.
12.3.3 Saving the General Journal Entry

To save the journal entry, click the Save button.
If the entry is out of balance, a Security warning will appear. In order to save the out of
balance entry, you must click the Override button. If the employee currently logged in
does not have the security level required to save an out of balance entry, the password of
an employee who does have the appropriate security level must be entered.
12.4 Check Disbursement Journal

From the menu bar, click Modules, click General Ledger and click Check
Disbursement Journal or press Alt M G C on the keyboard.
Check Disbursement Journal on the General Ledger menu is used to record checks that
were manually written. This is to be used to record all checks other than those written as
payment against outstanding invoices that were entered into Accounts Payable. To record
manually written checks that were written as payment against outstanding invoices, use
'Check Disbursements' on the Accounts Payable menu.
Example: Examples of when 'Check Disbursement Journal' on the General Ledger menu
may be used include: checks written for CODs, checks written for postage or office
supplies and checks written to customers for deposit refunds, returned merchandise, etc.
The Check Disbursement Journal window is pictured below:

More:
Check Disbursement Journal Data Fields
Expensing the Check
Saving the Check
12.4.1 Check Disbursement Journal Data Fields

Date
for on a date other than the system date, click in the date box and change as necessary.
Location
Tax Authority
The tax authority will default to the tax authority of the workstation. If the check is to be
accounted for at a tax authority other than the tax authority of the workstation, click in the
Tax Authority box and select the applicable authority from the drop down list.
If the tax authority does not pertain to the check being entered, it is not necessary to
change the Tax Authority; let it remain as defaulted.
Check#
The number of the check. If a check number was assigned to 'Last Check Number' on the
Accounts Payable Maintenance menu, the last check number will be incremented by one
and will automatically appear in the Check# box.
Amount
The amount of the check.

Credit
Credit box and select the applicable checking account from the drop down list.
Ledger Maintenance and click System Categories. You will want to add the accounts to
system category 1818. Refer to 'System Categories' for more information.
Payee
The name of the person or institution the check was written to.
Amount Left to Expense
As the check is expensed, the amount expensed will be deducted from the amount of the
check. Once the Amount Left to Expense reaches 0.00, the check can be saved.
12.4.2 Expensing the Check

The check may be expensed to as many ledger accounts as needed.
Location
The location will default to the store location of the workstation. If the expensing entry is to
be accounted for at a location other than the location of the workstation, click in the
The store location selected in the 'Check Information' portion of the Check Disbursement
Journal window may differ from the store location selected in the 'Expensing' portion of the
Check Disbursement Journal window if the check was written out of one location but is to
be expensed at another location(s).
Example: An example of a situation in which the two locations may differ is if one check
was written for $100.00 for office supplies to be disbursed equally to two separate store
locations. The location of the check may be '1' and the check may be expensed to 611-1
'Office Supplies' at location '1' for $50.00 and location '2' for $50.00.
Tax Authority
The tax authority will default to the tax authority of the workstation. If the expensing entry
is to be accounted for at a tax authority other than the tax authority of the workstation,
click in the Tax Authority box and select the applicable authority from the drop down list.
If the tax authority does not pertain to the check being entered, it is not necessary to
change the Tax Authority; let it remain as defaulted.
Ledger
Enter a ledger number to expense the check to. The description of the ledger number will
appear to the right of the Ledger box.

Hint: Press the F6 key on your keyboard in order to select the ledger number
from the 'Pick Ledger Number' list box.
Amount
Enter the amount to be expensed to the selected ledger number.
Desc
The Description will default to the Payee name. You may change the description to be more
descriptive if necessary.
Click the Add button to add the expensing entry to the Expensing grid.
If a ledger entry added to the Expensing grid needs to be deleted, click the entry in order to
select it and click the Delete button. The entry will be removed from the grid.
12.4.3 Saving the Check

Once the Amount Left to Expense is 0.00, the Save button will be available. Click the
Save button to save the check information.
12.5 Payroll Disbursement

From the menu bar, click Modules, click General Ledger and click Payroll
Disbursement or press Alt M G P on the keyboard.
Payroll Disbursement on the General Ledger menu is used to record payroll checks. This
will not calculate payroll for you; it is simply used to record the payroll check amount and
associated withholding entries into the AIMsi accounting system.
The Payroll Disbursement window is pictured below:
More:
Payroll Disbursement Data Fields
Expensing the Payroll Check

12.5.1 Payroll Disbursement Data Fields
Today
for on a date other than the system date, click in the date box and change as necessary.
Location
Payee
The name of the employee the check was written to.
Gross Wages
The account to debit will default to the primary payroll account which is determined by the
ledger account set up in the first column of system category 1881 'Gross Payroll'. If you
have multiple payroll accounts and would like to change the payroll account to debit, click
in the Gross Wages box and select the applicable payroll account from the drop down list.
To add more payroll accounts to the list, click Maintenance on the menu bar, click
Ledger Maintenance and click System Categories. You will be adding the accounts to
system category 1881 'Gross Payroll'. Refer to 'System Categories' for more information.
To change the description on an existing payroll account, click Maintenance on the menu
bar, click Ledger Maintenance and click Chart of Accounts. Refer to 'Chart of
Gross Amount
The gross payroll amount.
Checking Acct
The checking account to credit will default to the primary checking account which is
determined by the ledger account set up in the first column of system category 1818
'Checking Acct'. If you have multiple checking accounts and would like to change the
checking account to credit, click in the Checking Acct box and select the applicable
checking account from the drop down list.
Ledger Maintenance and click System Categories. You will want to add the accounts to
system category 1818 'Checking Account'. Refer to 'System Categories' for more
information.
Check#
The number of the check.
Check Amount
As the payroll check is expensed, the amount expensed will be deducted from the gross
payroll amount and will automatically appear as the Check Amount.

12.5.2 Expensing the Payroll Check
The descriptions appearing as the Payroll Expenses are taken from the ledger accounts
assigned to system category 1882 'Payroll Expense'.
To add more payroll expense accounts, click Maintenance on the menu bar, click Ledger
Maintenance and click System Categories. You will be adding the accounts to system
category 1882 'Payroll Expense'. Refer to 'System Categories' for more information.
To change the description on an existing payroll expense account, click Maintenance on
the menu bar, click Ledger Maintenance and click Chart of Accounts. Refer to 'Chart of
Click in the Amount box for each applicable expense account and enter the amount
withholding. As each withholding amount is entered, the Check Amt will be recalculated
accordingly. When the check amount is correct, click the Save button.
12.6 Void Check - AP or GL

From the menu bar, click Modules, click General Ledger and click Void Check AP or
GL or press Alt M G V on the keyboard.
Void Check AP or GL should be used to void a check that was entered through either
'Check Disbursement Journal' on the General Ledger menu, 'Check Disbursements' on the
Accounts Payable menu or printed through 'Print Checks Selected' or 'Print Individual
Check' on the Accounts Payable report catalog. All ledger entries will be reversed. If the
check being voided was entered or printed through Accounts Payable, the amount will be
added back into the unpaid balance on the applicable invoice(s). Void Check may also be
used to record a check that was lost or thrown away.
More:
Entering Check to Void

12.6.1 Entering Check to Void
Entering Check to Void
Enter the number of the check you wish to void in the Check# box. If the check is found,
the information pertaining to the check will appear on screen.
Note: You will notice that the ledger entries that list in the grid are not the original entries
made when the check was entered or printed; they are a reversal of those entries. If the
check is voided, these are the ledger entries that will be made to ledger.
More:
Check Not Found
Multiple Checks Found
Ledger Entries Not Found
Saving the Voided Check
12.6.1.1 Check Not Found

If the check number entered was not found, the following message will appear:
If the check being voided was lost or thrown away, click the Yes button to record the as
being voided. The amounts will appear as 0.00 and the check will appear in your check
register with the description 'VOID Destroyed'.
If the check was not found because the check number was entered incorrectly, click the No
button.
12.6.1.2 Multiple Checks Found

If multiple checks were found with the check number entered, a listing of the checks will
appear as shown below:

Highlight the check you wish to void
and click the OK button. A note
stating that 'Since there was more
than one check found, you may need
to add/delete some ledger entries'
will appear. Click the OK button. The
information pertaining to the selected
check will be brought forward to the
Void Check window. You may notice
that ledger entries for the other
checks found with the check number
selected will list in the expensing
grid, in addition to the ledger entries
for the actual check selected. To
delete the ledger entries that do not
apply and therefore should not be reversed, click in the row containing a ledger entry to
remove and click the Delete button. Continue this process for each ledger entry that
should be removed from the transaction being voided.
12.6.1.3 Ledger Entries Not Found

If the ledger entries were not found for the check number entered, the following message
will appear.
Click the OK
button. Situations
in which this might
happen are 1) the
month in which the
check was written
was closed in AIMsi
and therefore the
ledger detail is no
longer there or 2) a computer 'glitch' occurred when the check information was being
posted, i.e. the workstation lost its network connection while the check information was
being saved to the needed files. Perhaps it made it to the file containing the check
information but didn't make it to ledger. In the first scenario you will want to add the
ledger entries to reverse. In the second scenario you do not as the original check
information never made it to ledger and you do not want to reverse something that is not
there.
If the check was written as payment against a vendor invoice, type the vendor number in
the Vendor# box. If you are not sure of the vendor number, click in the Vendor# box and
press the F6 key on your keyboard. Select the applicable vendor from the 'Pick Vendor'
list.
Your default checking account ledger number will automatically appear as the account to
debit. If this account should not be debited for the amount shown, click the ledger entry in
order to select it and click the Delete button.

Adding Ledger Entries
Ledger
To add ledger entries to reverse, click in the Ledger box and type the ledger number. If
you are unsure of the ledger number, press the F6 key on your keyboard and select the
applicable ledger number from your chart of accounts. The description of the ledger
number selected will appear below the ledger number.
Description
The description will default to the payee of the check. The description may be changed if
necessary.
Amount
Type the amount that should be debited or credited to the ledger number selected. You
must put a – (dash) in front of the number to represent a credit.
Click the Add button to add the ledger entry to the grid. Continue adding ledger entries as
necessary.
12.6.1.4 Saving the Voided Check

When you are ready to void the check number entered and make all necessary reversing
ledger entries (if applicable), click the Save button.

Chapter 13
Short Term Rentals Overview
Short Term Rentals Overview
The Short Term Rental & Reservation module is used to track inventory that a customer
rents on a short term basis. A short term rental would be defined as a daily, weekend,
weekly or monthly rental. You also have the ability to track inventory that is reserved for a
future short term rental and quickly view on screen inventory that is due to be picked up or
delivered on any particular day. The reservations may easily be converted to short term
rentals at the time the reserved merchandise is picked up or delivered. Inventory that is
taken out on short term rental will remain in the inventory file; however, it will be coded as
being on short term rental so you will be unable to sell it or rent it until it is returned.
13.1 Short Term Rental/Reservation

The Short Term Rental/Reservation window may be accessed in one of four ways: 1) click
the button on the POS menu; 2) click Modules, click Short Term Rentals and click
Short Term Rental; 3) press Alt M S S on the keyboard; or 4) press Ctrl S on the
keyboard.
Whether the short term rental defaults to the 'Reservation' mode or 'Rental' mode is
determined by the 'RentalReservation' system variable. Refer to 'System Variables' for
more information on this variable.
More:
Changing the Invoice Number
Changing the Date
Assigning a Pick Up Date
Chapter 13 - Short Term Rentals Overview | 903

Assigning a Return Date
Making a Reservation
Entering Merchandise on the Reservation/Rental
Adding Comments to the Rental/Reservation
Changing an Item on the Rental/Reservation
Deleting an Item from the Rental/Reservation
Viewing Inventory Detail
Taking a Deposit on the Reservation
Turning a Reservation into a Short Term Rental
Taxable Status of Short Term Rentals
Saving the Rental/Reservation and Printing a Receipt
Applying a Deposit to the Short Term Rental
13.1.2 Changing the Invoice Number

The invoice number is automatically assigned according to the system variable
'NextInvoice'.
To change the invoice number, click in the Ref# box and change the number as necessary.
The invoice number may be alpha/numeric and must be unique. If the invoice number is a
duplicate, a warning message will appear notifying you that the invoice number has
already been used. You may not continue until a unique number is entered.

The store location will default to the location of the workstation. If the short term
rental/reservation is to be accounted for at a location other than the location of the
workstation, click in the Loc box and select the applicable location from the drop down list.
Note: The store location cannot be changed after inventory items are added to the
rental/reservation.
Store locations are established in 'Locations' on the General Maintenance menu.

13.1.4 Changing the Tax Authority
The tax authority will default to the authority of the workstation. If the short term
rental/reservation is to be charged a tax rate other than the rate the workstation is set up
with, click in the Tax box and select the applicable tax authority from the drop down list.

The date will default to the system date of the workstation. If the short term
rental/reservation is to be accounted for on a date other than the date of the workstation,
click in the Date box and type the necessary date.
13.1.6 Assigning a Pick Up Date

If you are entering a reservation, click in the Pick Up box and type the date and time the
item(s) will be picked up or delivered for the short term rental. If the Short Term Rental
window is in the Rental mode, the Pick Up date will default to the current date and time of
the workstation.
The Pick Up date is used to determine availability of items reserved or rented.
13.1.7 Assigning a Return Date

Click in the Return box and type the date and time the item(s) will be returned.
The Return date is used to determine availability of items reserved or rented.
Note: It is important to enter a pick up and return date in order to accurately track short
term rentals and reservations.
13.1.8 Making a Reservation

To make a reservation for a future short term rental, be certain the Reservation option on
the bottom of the Short Term Rental window is selected.
At the time the merchandise is picked up or delivered for the rental, the reservation may
be pulled in as a Short Term Rental.
Reservations may be viewed by pick up date in 'View Reservations' on the Short Term
Rental modules menu. Refer to 'View Reservations' for more information.
13.1.9 Entering Merchandise on the Reservation/Rental

Data Fields on Reservation/Rental
13.1.9.1 Data Fields on Reservation/Rental

Qty
Enter the quantity of the item the customer is renting.

If the quantity defaults to 1 and the Qty box is skipped a default quantity was established in
the system variable 'DefaultQty'. You may change the quantity by either clicking in the Qty
box or pressing Shift and Tab simultaneously on the keyboard. Refer to 'System
Variables' for more information regarding the 'DefaultQty' variable.
Sku#
box enter the sku number or serial number of the item the customer is renting. If you are
not sure of the sku number or serial number press the F6 key on your keyboard in order to
Display Inventory. If the item is found in Display Inventory, click on the row to select it
and click the Select button. The information pertaining to the item will be brought forward
to the Short Term Rental window. Refer to 'Display Inventory' for more information.
If the Sku# entered is found in the inventory file at the location specified in the Location
box, the information pertaining to the item will appear in the appropriate fields.
If the Sku# entered is not found in the inventory file at the location in the Location box, you
must enter the category and description information.
Note: Existing reservations will be checked to verify the item is available during the Pick
Up and Return date range. If the item is unavailable, a warning will appear on screen;
however, you may continue with the reservation/rental.
Cat
If the Sku# entered was found in the inventory file, the category of the item will
If the Sku# entered was not found in the inventory file, click in the Cat box and select the
Description
If the Sku# entered was found in the inventory file, the description of the item will
automatically appear in the Description box. To change the description, click in the
Description box and type the description as applicable.
If the Sku# entered was not found in the inventory file, the description of the category will
appear in the Description box. It is recommended that you change the description to be
more descriptive of the item in order to minimize confusion when listing
reservations/rentals.
Rate
If a rate table was established for the item entered, you may click in the Rate box and
select the applicable rate from the drop down list. The rate table is established in 'Short
Term Rental Rates' on the Inventory Maintenance menu.
The selected rate will then appear in the box to the right of the Rate box. This rate may be
changed if necessary.
If a rate was not selected in the Rate box, you must enter the rental rate in the box to the
right of the Rate box.

Extended
The Extended rate is the Qty x Rate. The extended rate is automatically calculated and
cannot be changed.
Discount
The discount you are giving the customer on the rental.
Total
The Total rate is the Extended rate less any discounts.
The inventory item just entered on the Short Term Rental/Reservation will fall to the white
box on the center of the Short Term Rental window. Continue entering items the customer
is renting. The Subtotal, Tax and Total fields will be updated as the items on the
rental/reservation falls to the grid.
Note: The inventory item must move to the white box in order for it to be calculated on
the rental.
13.1.10 Adding Comments to the Rental/Reservation

To add comments to print on the rental/reservation receipt, click in the empty white box on
the bottom left of the Short Term Rental window and type the comments as necessary.
These comments will print on the receipt in addition to any comments that were added to
the Short Term Rental Receipt option in 'System Comments'. Refer to 'System Comments'
for more information on the short term rental receipt comments.
13.1.11 Changing an Item on the Rental/Reservation

If an item on the short term rental/reservation needs to be changed and it is in the white
box on the center of the Short Term Rental window, click on the item to select it and click
the button. The item is removed from the white box and the information
pertaining to the item will re-appear in the applicable fields where it may be changed. Once
the necessary information has been changed, tab or enter through the remaining fields in
order for the item to fall back to the white box.
13.1.12 Deleting an Item from the Rental/Reservation

If an item on the short term rental/reservation needs to be removed from the rental and it
is in the white box on the center of the Short Term Rental window, click on the item to
select it and click the button. The item is then removed from the
rental/reservation.

13.1.13 Viewing Inventory Detail
To view detailed information on an item that is in the white box on the center of the Short
Term Rental window, click on the item to select it and click the button. If the item
is found in your inventory file, the 'Display Inventory Detail' window will appear. Refer to
'Display Inventory' for a description of the information provided in the 'Display Inventory
Detail' window.
Close the 'Display Inventory Detail' window in order to return to the Short Term Rental
window.
13.1.14 Taking a Deposit on the Reservation

If the customer is making a deposit on the short
term rental at the time of reserving the
merchandise, click the button. A window
similar to the one pictured here will appear.
The Deposit Amt will default to the entire amount of
the reservation, including tax. If the customer is not
paying the entire amount as the deposit, change the
Deposit Amt as applicable and click the Save
button.
Note: Once the reservation is saved, the amount

entered as the deposit will be saved to the
customer's account as a credit invoice. The credit
may then be applied to the short term rental when
it is invoiced. The credit invoice may also be
refunded.
13.1.15 Turning a Reservation into a Short Term Rental

To turn a reservation into a short term rental, first click the Rental option on the bottom of
the Short Term Rental window in order to select it. You will notice that a button
then appears. Click the button. The 'Select Reservations' list box appears with a
listing of all reservations entered on the customer's account. Click the reservation you wish
to bring forward to the short term rental and click the Select button. All items on the
reservation will be brought forward to the rental. Changes may then be made to the items
being rented as necessary.
Note: Multiple reservations may be brought into one sales invoice.
Note: Upon clicking the Rental option, the Pick Up date appears as the current date and
time of the workstation.
Once the rental is saved, the reservation will be removed from the customer's account.
This is true even if items that were on the reservation are deleted from the rental.

13.1.16 Taxable Status of Short Term Rentals
If short term rentals are taxable in your state and tax is not being calculated on the rental
rates entered (the amount in the Tax box remains at 0.00) follow the steps outlined below.

2. Click Ledger Maintenance.
3. Click System Categories.
4. Click Ledger References (General) on the Filter Options tab.
5. Click the List tab.
6. Click in the row containing category 1840 'Short Term Rentals' in order to select
it.
7. Click the Details tab.
8. Click in the Tax Code box and select Tax Rate 1 if you are located in the United
States. If you are located in Canada, select the applicable option from the drop down
list.
If short term rentals are not taxable in your state and tax is being calculated on the rental
rates entered, follow the steps outlined above except in step 8 select Tax Exempt from
the Tax Code list box.
13.1.17 Saving the Rental/Reservation and Printing a

Receipt
If you have accessed the 'Short Term Rental' window through POS by clicking the
button on the POS menu, complete any remaining POS transactions for the customer as
needed. When you are ready to save all transactions, click on the POS menu. If you
accessed the 'Short Term Rental' window in a way other than through the POS menu, when
you are ready to complete the payment click the Save button. Refer 'Saving the POS
Transaction' for information on collecting the money and printing a receipt.
13.1.18 Applying a Deposit to the Short Term Rental

If a deposit was made at the time of the reservation, the deposit may be applied to the
rental on the 'Enter Payments' box that appears when the rental is saved. Refer to
'Applying a Credit' for more information.
13.2 View Reservations

From the menu bar, click Modules, click Short Term Rentals and click View
Reservations or press Alt M S V on the keyboard.

View Reservations enables you to view on screen all reservations to be picked up or
delivered on a particular date.
More:
Changing the Location
Changing the Date
Reservations tab
Detail tab
13.2.1 Changing the Location

The Location will default to the store location of the workstation. If you have multiple
locations and would like to view the reservations from a location other than the location of
the workstation, click in the Location box and select the location from the drop down list.

The Date will default to the system date of the workstation. If you would like to view
reservations that are scheduled to be picked up for short term rental on a date other than
the system date of the workstation, click in the Date box and type the applicable date.
13.2.3 Reservations tab

The Reservations tab lists the reservations that are scheduled to be picked up on the date
in the Date box. The reservations will list in time and account number order.
13.2.4 Detail tab

To view the items on a reservation listed on the Reservation tab, click the reservation in
order to highlight it and click the Details tab. All merchandise that is reserved for rental by
the customer will list.

13.3 Return Short Term Rentals
From the menu bar, click Modules, click Returns and click Return Short Term Rental
or press Alt M E S on the keyboard.
Return Short Term Rental is used to return into your inventory stock items that were taken
out on short term rental and returned by the customer. When returning the merchandise
you have the ability to refund money (i.e. customer returned the merchandise earlier than
scheduled) or collect money (i.e. customer returned the merchandise late).
All merchandise the selected customer has out on a short term rental basis will list in the
white box on the center of the 'Return Short Term Rental' window.
More:
Changing the Date
Selecting Item(s) to Return
Refunding Money
Collecting Money

The store location will default to the location of the workstation. If the short term rental
return is to be accounted for at a location other than the location of the workstation, click in

'NextInvoice'.
entered.

The date will default to the system date of the workstation. If the short term rental return
is to be accounted for on a date other than the date of the workstation, click in the Date
box and type the necessary date.
13.3.5 Selecting Item(s) to Return

Selecting One Item
To select an item to return, click the Select box for the item. A check will then appear to
designate the item is selected to be returned.
Selecting All Items
If the customer is returning all or most of the items listed, right click anywhere in the white
box on the center of the 'Return Short Term Rental' window. The following menu appears:
. Click the Tag all Items option. A check will then appear in the Select
box for each item.
Deselecting One Item
To deselect one item that was selected to return, click the Select box for the item. The
check will be removed.
Deselecting All Items
If all items were selected in error, right click anywhere in the white box on the center of
the 'Return Short Term Rental' window and click the Untag all Items option from the
menu that appears. The check will be removed from the Select box on all items.
Note: If the customer is returning an accessory and the quantity being returned is less
than the quantity purchased, after selecting the item to return change the number in the
Qty column to represent the quantity being returned.

If a selected item is being returned after the scheduled return date and time, a note will
appear stating the date and time the item was scheduled to be returned. Click the OK
button on the Note to remove it from the screen.
If you are not refunding money to the customer or collecting money from the customer,
click the Save button once all items being returned have been selected.
13.3.6 Refunding Money

Refunding Money
If it is necessary to refund to the customer a portion of the short term rental paid, click the
Refund Money option in order to select it and enter the amount being refunded in the Amt
to Refund box. If short term rentals are taxable in your state, the amount entered should
not include tax as tax will be calculated on the amount. Once the Save button is clicked the
'Return Payments' window will appear. Refer to 'Saving the Return' for information on the
'Return Payments' window.
13.3.7 Collecting Money

If it is necessary to collect additional rental fees from the customer, click the Collect
Money option in order to select it and enter the amount to collect in the Amt to Collect
box. If short term rentals are taxable in your state, the amount entered should not include
tax as tax will be calculated on the amount. Once the Save button is clicked the 'Enter
Payments' window will appear. Refer to 'Saving the POS Transaction' for information on
the 'Enter Payments' window.
13.4 Short Term Rental Reports

List Items out on Short Term Rental
List Invoices by Date
13.4.1 List Items out on Short Term Rental

To list inventory out on short term rent, click Reports on the menu bar, click Catalog,
click the Inventory tab, click List Short Term Rentals and click Run.
The 'List Short Term Rentals' window will appear that contains the various reporting
options. You must enter a date range to use when selecting the short term rentals. Other
options include:
1. An option to list all short term rentals entered during the date range specified,
including those that have been returned.
2. An option to list only those short term rentals entered during the date range specified
that remain open.
3. An option to list only those short term rentals entered during the date range specified
that are currently past due.
4. An option to list only those short term rentals that were returned.
Click the OK button when you have selected the criteria to use on the report. The report
will list in customer account number order.

13.4.2 List Invoices by Date
To list short term rental invoices by date in reference number order, click Reports on the
menu bar, click Catalog, click the Customer tab, click List Invoices by Date and click
Run.
The 'List Open Account Invoices by Date' window will appear that contains the various
reporting options. You must enter a date range to use when selecting the short term rental
invoices. Click in the Enter Type of Invoice to Select box and select Short Term
Rentals. Other invoice type options that pertain to short term rentals are Short Term
Rental Returns and Short Term Rental Deposits.
will list in reference number order.

Chapter 14
Rent & Sales Contracts Overview
Rent & Sales Contracts Overview
The Rent & Sales Contract module is designed to give flexibility to each store for the
control of contracts without the need to change the way the store does business. You may
establish several different types of contracts to give you the ability to meet the
requirements of the various rental options you might offer.
14.1 Enter New Rental
The Enter New Rental window may be accessed in one of four ways: 1) click the
New Rental button on the POS menu; 2) click Modules, click Rental (Long Term) and
click Enter New Rental; 3) press Alt M R N on the keyboard; or 4) press Ctrl R on the
keyboard.
Enter New Rental is used to enter straight rental contracts, rent to own contracts, sales
contracts, simple interest contracts and warranty (service) contracts. All contracts that
require a monthly payment stream can be entered, whether interest bearing, non-interest
bearing, 2 months or 60 months.
Inventory on contracts other than sales or service will remain in the inventory file but will
be coded as out on rent and the customer's account number will be assigned to the item(s).
Inventory on sales contracts will be saved to the sales file and removed from the inventory
file.
When selecting Enter New Rental, the 'Choose Rental Type' list box will appear. You
must select the type of contract that applies to the contract being entered. If the type of
contract was not pre-established, click the Add button in order to add it. Refer to 'Rental
Defaults' for more information.
Upon selecting the type of rental, you must select the customer account from the 'Pick
Customer' list box. If the customer is not found, click the Add button. Refer to 'Add/Change
Customer' for information on adding a new customer.
Pictured above is the top portion of the Enter New Contracts window. The description on the
upper left of the window and underneath the customer name is taken from the contract
default selected.
More:
Changing the Date
Chapter 14 - Rent & Sales Contracts Overview | 915

Changing the Contract Reference Number
Changing the Employee
Split Sale on Sales Contract
Inventory tab
Details tab
Notes tab
Defaults tab
Saving the New Contract and Printing a Receipt

To view address and phone information for the customer, click in the box containing the
customer's name. A text box will open with the customer account information.

The store location will default to the location of the workstation. If the contract is to be
accounted for at a location other than the location of the workstation, click in the Store
Loc box and select the applicable location from the drop down list.

The tax authority will default to the authority of the workstation. If the contract is to be
charged a tax rate other than the rate the workstation is set up with, click in the Tax Auth
box and select the applicable tax authority from the drop down list.

The date will default to the system date of the workstation. If the contract is to be
14.1.5 Changing the Contract Reference Number

'NextInvoice'.
entered.

14.1.6 Changing the Employee
The user name of the employee currently logged onto AIMsi will automatically appear in
the employee box on the lower right corner of the Enter New Rental window. If a sales
person was assigned to the customer in 'Add/Change Customer', the user name of the
sales person will automatically appear in this box. If a different sales person is to receive
credit for the rental, click in the employee box and select the sales person's name from
the drop down list.
Note: The employee currently logged into AIMsi will always be assigned to the ledger
transaction for the rental , even if a different employee or employees are to receive
credit. This will provide you with an accurate audit trail.
14.1.7 Split Sale on Sales Contract

The Split Sale feature is available for sales contracts only.
If a sales contract is to be split among multiple sales people (for commission purposes),
click in the box containing the employee's user name and press the F6 key on your
keyboard. A window similar to the one pictured below will open.
More:
Assigning the Sales People to the Split Sale
14.1.7.1 Assigning the Sales People to the Split Sale

1. Click in the Employee box and select one of the sales people to get credit for the
sale.
2. Click in the Percentage box and type the percentage (in decimal form) the selected
sales person is to receive credit for the sale. For example, if the sale is split evenly
between two sales people, type .50 in the Percentage box.
3. Click the Primary box in order to select it for the primary sales person. Note that
there must be a primary sales person, even if each sales person is to receive equal
credit.
4. Click the Add button in order to add the sales person to the split sales grid.

5. Continue with steps 1 – 4 for each sales person.
You will notice that the code for the sales person marked as primary will appear in the
Employee box. The All Sales Management report (on the Customer tab of the Report
Catalog) will reflect the split sale according to the percentages entered.
14.1.8 Inventory tab
The inventory tab is used to assign the inventory item(s) being contracted by the customer
selected.
Note: If the contract is of type 'Extended Warranty', the Inventory tab will not appear.
More:
Inventory tab Data Fields
Displaying Inventory
Adding the Item to Inventory
Deleting an Item from the Contract
Taking a Trade-In
14.1.8.1 Inventory tab Data Fields

Qty
The quantity will default to 1 as you will usually be assigning serialized inventory to
contracts. If the customer is contracting an accessory, after assigning the sku number you
may change the quantity if the quantity being contracted is greater than 1.
Serial/Sku#
If the item being contracted is a serialized item, enter the serial number. If the item being
contracted is an accessory, enter the sku number or scan the barcode of the item. To
display your inventory file, refer to 'Displaying Inventory'. To add the item to your
inventory file, refer to 'Adding the Item to Inventory'.

Description
The description of the inventory item. To change the description that appears, you must
either click in the Description box or press the Shift + Tab keys.
Price Ea
The price established as the item's 'our price', which is your selling price. The Price Ea
may be changed as necessary.
Extended
The Extended price is automatically calculated according to the Qty x Price Ea. The
Extended amount may not be changed.
Discount
The discount you are giving the customer for the item, if applicable.
Total
The inventory item just entered on the Contract will fall to the white box on the center of
the Enter New Contract window. Continue entering items the customer is contracting. The
Total field will be updated as the items on the contract fall to the grid.
Note: The inventory item must move to the white box in order for it to be calculated on
the contract.
14.1.8.2 Displaying Inventory

If you are unsure of the serial number or sku number of the item being contracted, press
the F6 key on your keyboard while the cursor is on the Serial/Sku# box. The Display
Inventory window will appear. For assistance with Display Inventory, refer to 'Display
Inventory' . Once the item is found and highlighted in Display Inventory, click the Select
button in order to bring the item forward to the Enter New Contract window.
14.1.8.3 Adding the Item to Inventory

If the inventory item does not exist in the inventory file, click Modules on the menu bar,
click Inventory and click SA Maintenance in order to add it to inventory. Refer to 'SA
Note: The inventory item must be in your inventory file before proceeding.

14.1.8.4 Deleting an Item from the Contract
If an item on the contract needs to be removed and it is in the white box on the center of
the Enter New Contract window, click on the item to select it and click the
button. The item is then removed from the contract.
14.1.8.5 Taking a Trade-In

If it is necessary to reduce the price of the contract by a trade-in value, click the
button. A Trade-In box similar to the one pictured below will appear.
14.1.9 Details tab

The appearance of the Details tab will vary depending upon the type of contract being
entered.
More:
Rent to Rent Contract Data Fields
Rent to Own, Sales Contract, Simple Interest Data Fields
Extended Warranty Data Fields
14.1.9.1 Rent to Rent Contract Data Fields

Rent to Rent Contract Data Fields
Reminder: Rent to Rent contracts are rent month to month contracts that may or may not
pay off. There is no set term. A certain percentage of rental payments made may or may
not accumulate as rent credit.

If the contract default was set up to ask for the Student name and School the student
attends, the Student and School boxes will be available. If this option was not selected on
the contract default, the Student and School boxes will not appear on the Details tab. Refer
to 'Rental Defaults' for more information.
Student
The name of the student (if applicable) renting the item selected on the Inventory tab.
School
The name of the school the student attends, if applicable. You may click in the School box
and select the school from the drop down list. The schools are maintained in 'Add/Change
Schools' on the Rental Maintenance menu. For more information, refer to 'Schools' .
Note: Whether tax is broken out of the amounts entered on the contract or calculated on
the amounts entered is determined by the option 'Amounts Entered in the Rental Program
Include Tax'. This option can be found on the Miscellaneous tab in Workstations on the
General Maintenance menu. If this option is selected, the tax will be broken out of the
amount entered. If this option is not selected, the tax will be calculated on the amount
entered. Refer to 'Workstations' for more information.
Maint
If the contract has a monthly maintenance fee, type the amount in the Maint box.
If Maintenance is taxable in your state, the tax portion of the maintenance amount will be
added to the amount appearing in bold next to the Payment box.
Lease Fee
If the contract has a monthly lease fee, type the amount in the Lease Fee box.
If the Lease Fee is taxable in your state, the tax portion of the lease fee amount will be
Payment
Type the rental payment in the Payment box.
If rent is taxable in your state, the tax portion of the payment amount will be added to the
amount appearing in bold next to the Payment box.

Tot Payment
The total payment is calculated as Maintenance + Lease Fee + Payment + Tax.
Previous Rent Credit
If the customer has rent accumulated from a previous contract that is to be applied to this
contract, enter the amount in the Previous Rent Credit box.
Previous Rent Credit Mos
If an amount was entered in the Previous Rent Credit box, enter the number of months the
customer should receive rent credit for.
Example: For example, if the customer is to receive 100% credit for the first six months
and they had three months of previous rent credit, a 3 should be entered as the Previous
Rent Credit Mos. The customer will then receive credit for 3 additional months.
DownPay
If the customer is making a down payment at the time of contract issue, enter the amount
in the DownPay box. The down payment entered should exclude Maintenance, Lease Fee
and Deposit. The tax portion of the down payment will appear in bold next to the DownPay
box.
Maint Rcvd
If the customer is making a maintenance payment at the time of contract issue, enter the
amount in the Maint Rcvd box.
Lease Fee Rcvd
If the customer is making a lease fee payment at the time of contract issue, enter the
amount in the Lease Fee Rcvd box.
Deposit Rcvd
If the customer is paying a deposit on the contract, enter the amount in the Deposit Rcvd
box.
Note: The Deposit refers to a security deposit that may either be refunded or applied to a
payment at a later date.
Contract Date
The Contract Date will default to the system date of the workstation. If the contract was
issued on a date other than the system date, change the Contract Date as necessary.
Down Pay Rcvd
The Down Payment Received Date will default to the Contract Date. If the down payment
was received on a date other than the contract date, click in the DownPayRcvd box and
change the date as necessary.
1st Pay Due
The First Payment Due Date will default to the Contract Date + Payment Frequency
established on the contract default. If the payment frequency was set to monthly, the first
payment due date will automatically appear as one month past the contract date. The day
within the first payment due date determines the day of the month all subsequent
payments are due.

Example: If all contract payments are due on the 15th of the month, you want to be
certain the day within the first payment due date is 15.
14.1.9.2 Rent to Own, Sales Contract, Simple Interest Data

Fields
Rent to Own contracts have a set term to pay off. These rent to own contracts may or
may not have a finance charge. If there is a finance charge, the finance charge is based on
a fixed interest, declining rate. The interest disclosed at the time of contract issue is all the
interest that can be collected on the contract. Contracts of this type usually have provisions
for late charges to be collected if payments are late. If the contract is paid off early, the
interest will be rebated off the balance (like most installment contracts). Rent to Own
contracts may also be considered Lease Purchase rentals. Lease Purchase contracts would
not have a finance charge but may instead have a lease fee that is an even amount
calculated into each payment.
Sales contracts are similar to Rent to Purchase contracts with the exception being on a
Sales contract the inventory is considered sold at the time of contract issue as opposed to
the time the contract is paid off.
Simple Interest Rent contracts are rent to own contracts with a set term to pay off.
These contracts do have a finance charge and the finance charge is based on a simple
interest rate. Simple interest contracts calculate interest due on the principal from the time
the last payment was made to the time of the current payment. For this reason, the
amount of interest actually collected on the contract may be more than what was disclosed
on the contract at the time of contract issue.
Simple Interest Sales contracts are similar to Simple Interest Rent contracts with the
exception being on a Simple Interest Sales contract the inventory is considered sold at the
time of contract issue as opposed to the time the contract is paid off.
Screen shot of the Details tab prior to clicking the Calculate button.

Screen shot of the Details tab after the Calculate button is clicked (with 15.9% interest).
Student
The name of the student (if applicable) renting the item selected on the Inventory tab.
School
Maint
If the contract has a monthly maintenance fee, type the amount in the Maint box.
If Maintenance is taxable in your state, the tax portion of the maintenance amount will be
Lease Fee
If the contract has a monthly lease fee, type the amount in the Lease Fee box.
If the Lease Fee is taxable in your state, the tax portion of the lease fee amount will be
Payment
Type the rental payment in the Payment box.

If rent is taxable in your state, the tax portion of the payment amount will be added to the
amount appearing in bold next to the Payment box.
Note: If you want the software to calculate the payment amount according to a set term,
leave the Payment box blank.
Total # Payments
The total number of payments the customer must make before the contract is paid off.
Note: If you want the software to calculate the term according to the payment amount
entered in the Payment box, leave the Total # Payments box blank.
… Payments @ … with 1 Final Pay @ …

The payment terms of the contract will be calculated once you have completed entering the
information pertaining to the contact and the Calculate button is clicked.
Previous Rent Credit
If the customer has rent accumulated from a previous contract that is to be applied to this
contract, enter the amount in the Previous Rent Credit box. The Amt to Finance will be
reduced by the amount entered as previous rent credit.
Previous Rent Credit Mos
If an amount was entered in the Previous Rent Credit box, enter the number of months the
customer received rent credit for. The Previous Rent Credit Mos is for your information
only and is not referred to on Rent to Own contracts. This may be left at 0.00.
DownPay
in the DownPay box. The down payment entered should exclude Maintenance, Lease Fee
and Deposit. The tax portion of the down payment will appear in bold next to the DownPay
box.
Amt to Finance
The amount to finance will calculate as the Price + Tax – Previous Rent Credit – Down
Payment – Tax on Down Payment. It is this amount that the finance charge, if applicable,
will be calculated on.
Finance Chg
If the contract default for the Rent to Own contract you are entering was set up with an
interest rate, upon clicking the Calculate button the finance charge will be calculated
according to the Amt to Finance and Interest Rate.
The Finance Chg box should be left blank as this amount is calculated.
Balance
The Balance will appear as the Amt to Finance. Once the Calculate button is clicked and if
there is a finance charge on the contract, the Balance will calculate as the Amt to Finance +
Finance Charge.
Calculate
Once the Down Payment has been entered, the Calculate button should be clicked in order
to calculate the payment terms of the contract, the finance charge (if applicable) and the
outstanding balance.

Maint Rcvd
If the customer is making a maintenance payment at the time of contract issue, enter the
amount in the Maint Rcvd box.
Lease Fee Rcvd
If the customer is making a lease fee payment at the time of contract issue, enter the
amount in the Lease Fee Rcvd box.
Deposit Rcvd
If the customer is paying a deposit on the contract, enter the amount in the Deposit Rcvd
box.
Note: The Deposit refers to a security deposit that may either be refunded or applied to a
payment at a later date.
Contract Date
Down Pay Rcvd
1st Pay Due
payments are due.
Interest Date
Interest Date is applicable to the Simple Interest types of contracts only.
The Interest Date will default to the Contract Date + Number of Months of Free Interest
established on the contract default. The date to begin charging interest may be changed if
necessary.
14.1.9.3 Extended Warranty Data Fields

Extended Warranty contracts are service contracts.

Student
The name of the student (if applicable) who has the service contract.
School
Payment
The monthly payment amount for the service contract.
If Maintenance is taxable in your state, the tax portion of the payment amount will appear
in bold next to the Payment box.
Down Payment
in the Down Payment box. The tax portion of the down payment will appear in bold next to
the DownPay box.
Contract Date

Down Pay Rcvd
1st Pay Due
payments are due.
14.1.10 Notes tab

The Notes tab of 'Enter New Contract' contains a memo box where you can type any notes
pertaining to the contract.
Note: To insert the date on a note, press the F4 key on your keyboard.
14.1.11 Defaults tab

The Defaults tab of 'Enter New Contract' contains the defaults of the contract type selected.
The defaults may be changed if necessary for the individual contract being entered. Refer
to 'Rental Defaults' for information on the default options.
14.1.12 Saving the New Contract and Printing a Receipt
If you have accessed the 'Enter New Rental' window through POS by clicking the
accessed the 'Enter New Rental' window in a way other than through the POS menu, when
you are ready to complete the transaction click the Save button. Refer to 'Saving the POS
Transaction' for information on collecting the money (if a down payment or deposit was
made) and printing a receipt.
14.2 Rental Payment
The Rental Payment window may be accessed in one of three ways: 1) click the
Rental Payment button on the POS menu; 2) click Modules, click Rental (Long Term)
and click Rental Payment or 3) press Alt M R P on the keyboard.
Rental Payment is used to post payments to contracts.

Select the customer from the 'Pick Customer' list box. If the customer selected has more
than one contract, the contract the customer is making a payment on must be selected
from the 'Select Rental' list box.
More:
Changing the Date
Payment Reference Number
Rental Payment Data Fields
Assessing an Other Charge
Assessing a Late Charge
Forgiving a Late/Other Charge
Saving the Rental Payment and Printing a Receipt


The store location will default to the location of the workstation. If the contract payment is
Store Loc box and select the applicable location from the drop down list.

The date will default to the system date of the workstation. If the payment is to be

14.2.4 Payment Reference Number
'NextInvoice'.
entered.
14.2.5 Rental Payment Data Fields

Payoff Amount
If the contract is either Rent to Own, Sales, Simple Interest or Rent to Rent with option to
pay off the contract once the purchase price on the contract is reached, the Payoff Amount
will appear. The payoff amount is the amount the customer would pay if they were to pay
off the contract on the date in the Date box.
Total Rent Due
The total rent due amount is the total amount due on the date in the Date box. This amount
includes current late charges, previously assessed, unpaid late charges and other charges.
If a payment is not yet due, the Total Rent Due will be 0.00.
Next Due
The Next Due represents the current payment number due, the date the payment is due
and the amount. Once the current payment amount is entered in the Amount Received box,
the Next Due will be changed to represent the next payment number due, the date the
payment is due and the amount. The amount that appears here is the payment amount
only. Late and other charges are not included.
Amount Received
Enter the amount the customer is paying on the contract in the Amount Received box.
This amount should include late charges and other charges.
# Pays
This is the number of rental payments the customer is paying. This number will
automatically be calculated for you.
Collected Late
If a portion of the amount entered in the Amount Received box is a late charge, enter the
portion that is the late charge in the Collected Late box.
Collected Other
If a portion of the amount entered in the Amount Received box is an other charge, enter
the portion that is the other charge in the Collected Other box.
Partial Pay
If the customer is making a partial payment, the portion calculated as the partial payment
will automatically appear in the Partial Pay box. The Next Due amount will then reflect
partial payments.

Example: The next payment due date is 11/15/00 and the amount due is $50.00. On
10/29/00 the customer makes a payment of $25.00. When the amount of $25.00 is entered
in the Payment Received box, the # Pays will be 0, the Partial Pay will be $25.00, the Next
Due date remains at 11/15/00 and the amount due will be $25.00.
14.2.6 Assessing an Other Charge

To add an other charge onto the contract as being owed, click in the Current Charges
Other box and enter the amount. Upon saving the rental payment, the other charge
amount will then appear as being owed.
14.2.7 Assessing a Late Charge

The Current Charges Late box will represent the amount of late charges due on the current
payment. This amount is calculated after the Amt Rcvd is entered. You may add on to this
amount if necessary. If the customer did not include the late charge with the current
payment, the amount will appear on the contract as being owed. You may receive the late
charge with a future payment or you may 'forgive' it at any time.
14.2.8 Forgiving a Late/Other Charge

To forgive a late charge or other charge that was previously assessed on the contract, click
in the Forgive Previous box and enter the amount from the Previous Owed box that you
are forgiving. This amount will be removed from the contract.
If you are forgiving a late or other charge without taking payment on the contract, simply
leave the Amt Rcvd at 0.00, enter the amount you are forgiving in the Forgive Previous
box and click the Save button. As you did not take a payment, the next payment due
information will not change.
14.2.9 Saving the Rental Payment and Printing a Receipt
If you have accessed the 'Rental Payment' window through POS by clicking the
accessed the 'Rental Payment' window in a way other than through the POS menu, when
you are ready to complete the transaction click the Save button. Refer to 'Saving the POS
Transaction' for information on collecting the money and printing a receipt.
Note: If you are posting rental payments through Rental Payment on the Rental (Long
Term) menu, you will not have the option to print a receipt. It is assumed that you are
posting the payments 'back-office' and therefore do not need a receipt. This will cut down
on the number of keystrokes, allowing you to enter a large number of payments rather
quickly.

14.3 View Rental History
The View Rental History window may be accessed in one of three ways: 1) from Customer
History (both on the Customer menu and POS menu) click in the box containing the type of
information to view, click Rental (Long Term) from the drop down list and click Go; 2)
click Modules, click Rental (Long Term) and click View Rental History or 3) press Alt M
R V on the keyboard.
View Rental History is used to view information pertaining to an active contract or one that
has been paid off or returned.
If the customer selected has more than one contract, the contract you wish to view must
be selected from the 'Select Rental' list box.
The main View Rental History window appears similar to the one pictured above.
More:
Changing the Date
Total Rental to Date
Total Payoff
Viewing Contracted Items
Viewing Contract Notes
Viewing Original Contract Information
Viewing Contract Payments
Print History


The date will default to the system date of the workstation. If you would like to calculate
the payment due or payoff information for a date other than the system date, click in the
Date box and change the date as necessary.
14.3.3 Total Rental to Date

The Total Rental to Date box will show you the amount that is currently due (according to
the date in the Date box). If a payment is not yet due and there have been no previously
assessed and unpaid late or other charges, nothing will appear as being due in the Total
Rental to Date box.
14.3.4 Total Payoff

The Total Payoff box will show you the current payoff information for the contract. If the
contract is of type Rent to Rent (RO) and the option to pay off the contract once the rent
credit accumulated has reached the purchase price was not selected, the Total Payoff does
not apply and will therefore be blank. If the contract is of type Extended Warranty (EW),
the Total Payoff box will not be visible.
14.3.5 Viewing Contracted Items

To view the items on the contract, click in the box next to the Go button, select Inventory
from the drop down list and click the Go button. An Inventory window will appear showing
you the serial/sku number, description and price of each item on the contract. Click the
Exit button to close the Inventory window.
14.3.6 Viewing Contract Notes

To view or add comments to the contract, click in the box next to the Go button, select
Notes from the drop down list and click the Go button. A Notes window will appear
showing you any existing notes. To add notes, click in the white box and start typing. The
Save button will then appear. Be certain to click the Save button to save the notes. Click
the Exit button to close the Notes window.
Hint: Press F4 to insert the date, time and employee id to the note.
14.3.7 Viewing Original Contract Information

To view the original information pertaining to the contract, click in the box next to the Go
button, select Original Info from the drop down list and click the Go button. An Original
Contract Information window will appear similar to the one pictured below.

Click the Exit button to close the Original Contract Information window.
14.3.8 Viewing Contract Payments

To view the payments made on the contract, click in the box next to the Go button, select
Payments from the drop down list and click the Go button. A Payments window will open,
similar to the one pictured below.
To view the amounts collected on each payment, click the payment in the payments box.
The information associated with that payment will appear in the boxes on the right side of
the Rental Payments box.
Note: A 0 in the # Pays box represents the down payment.
Click the Exit button to close the Rental Payments window.

14.3.9 Print History
To print the history of a contract, click in the box next to the Go button, select Print
History from the drop down list and click the Go button.
14.4 Rental Full Edit

From the menu bar, click Modules, click Rental (Long Term) and click Rental Full Edit
or press Alt M R F on the keyboard.
The Rental Full Edit contains detailed information pertaining to each contract. It is very
important that this information not be changed unless instructed to do so by a TTS
representative. For this reason, Rental Full Edit should be made accessible to a select few.
14.5 Delinquency Routine

Delinquency Routine
Overview
Update Contracts for Notices
Print Delinquency Notices
14.5.1 Delinquency Routine Overview

The two steps required when printing delinquency notices are as follows:
1. Run 'Update Contracts for Notices' in order to assign the applicable dunn numbers to
contracts. The dunn number determines the notice (if any) to print. For more
information on dunn numbers, refer to 'Dunn Numbers' .
2. Print notices using 'Print Delinquency Notices'. Delinquency notices should be printed
immediately after updating the contracts for notices.
The notices are Microsoft Word templates and can be found in \sc\templates. The default
names of the templates are dtNotice1.dot, dtNotice2.dot, dtNotice3.dot and
dtNotice4.dot. These default templates must be copied and renamed, as the default
templates may be overwritten in future updates. For example, you will open dtNotice1.dot
in Microsoft Word, select Save As on the File menu and give the template a new name,
such as RentNotice1.dot. It is very important that you save the document as a
template. To do this, when the 'Save As' window is open in Word, click in the Save as
Type box and select Document Template from the drop down list. Word templates
always have a .dot extension.

New templates must also be saved to the sc\templates folder (where sc is the folder
containing AIMsi). Once you have made a copy of the template, you may pull up the new
template and make changes to the appearance and wording of the notice.
Note: When selecting Document Template (*.dot) as the 'Save as type', the 'Save In'
folder may change to your Word templates folder. Be certain to save the template in the
sc\templates folder.
Note: For a small fee, TTS will create the templates for you according to the wording you
provide. Contact TTS for more information.
The new templates must be assigned to the delinquency notices in 'Maintain Word
Templates' under General Maintenance on the Maintenance menu.
It is recommended that you follow the delinquency routine twice a week (i.e. Tuesdays and
Fridays). If you make this a regular part of your business routine you will notice, as
numerous stores have, that collections improve considerably.
14.5.2 Update Contracts for Notices

From the menu bar, click Modules, click Rental (Long Term), click Delinquency
Routine and click Update Contracts for Notices or press Alt M R D U on the keyboard.
Update Contracts for Notices will compare the next payment due date on each active
contract with the date entered in the 'Date of this Notice Routine' box in order to determine
the contracts that are delinquent and how delinquent they are. A dunn number will then be
assigned to the contract. The dunn number will be referred to when printing delinquency
notices in order to determine the notice to print. There are four possible delinquency
notices that may be sent to delinquent customers. The notice that is sent is determined by
the number of days late the contract is. This number is compared with the number
assigned to the system variables Notice1, Notice2, Notice3 and Notice4. Refer to 'System
Variables' for more information on the four Notice variables. The defaults for the notices
are as follows: Notice 1 would be sent to the customer if payment is 10 days late, Notice 2
would be sent if the payment is 20 days late, Notice 3 would be sent if the payment is 30
days late and the final Notice 4 would be sent if the payment is 40 days late. The wording
on the notices would generally get stronger as the notice numbers progress.

More:
Dunn Numbers
Update Contracts for Notices Data Fields
14.5.2.1 Dunn Numbers

An explanation of the possible dunn numbers assigned by 'Update Contracts for Notices'
are described below. In the explanation, I will assume the system variable Notice1 is 10
days, Notice2 is 20 days, Notice3 is 30 days and Notice4 is 40 days.
Dunn 1: Payment is between 11 and 20 days late, inclusively. Notice number 1 will print in
'Print Delinquency Notices'.
Dunn A: Dunn number was a 1 and the payment remains between 11 and 20 days late. A
notice will not print as the customer already received notice 1 and it is not yet time for
them to receive notice 2.
Dunn B: Dunn number was a 2 and the payment remains between 21 and 30 days late. A
Dunn C: Dunn number was a 3 and the payment remains between 31 and 40 days late. A
Dunn 4: Payment is over 40 days late. Notice number 4 will print in 'Print Delinquency
Notices'.
Dunn D: Dunn number was a 4 and the payment remains over 40 days late. A notice will
not print as the customer already received notice 4. The dunn number will remain a D and
no further notices will print.
Dunn P: Payment is not late and therefore no notices will print.
The following dunns (X, W and Z) are not assigned in 'Update Contracts for Notices' but
they are listed in order to inform you what they represent.
Dunn X: Contract was paid off. This dunn would be assigned when the final payment is
made on the contract.
Dunn W: Contract was written off. This dunn would be assigned when the contract is
written off.
Dunn Z: Contract was sent to external collection. This dunn would be assigned when the
contract is marked as being sent to external collection.
Dunn Y: Contract was sent to internal collection. This dunn would be assigned when the
contract is marked as being sent to internal collection.
Dunn T: Customer was marked as going through a bankruptcy.
To view the dunn number associated with a contract, use 'Rental Full Edit' on the Rental
(Long Term) modules menu. Look for the Dunn box on the 'General' tab. Various rental
reports will also show the dunn for those contracts that list.

14.5.2.2 Update Contracts for Notices Data Fields
Date of Last Notice Routine
The date the contracts were last updated for notices. This date is taken from the
'LastNotice' system variable. Refer to 'System Variables' for more information.
Date of This Notice Routine
The date you wish to compare the next payment due date with in order to determine which
notice to print in 'Print Delinquency Notices'. Once Proceed is clicked, this date is saved to
the 'LastNotice' system variable.
14.5.3 Print Delinquency Notices

From the menu bar, click Modules, click Rental (Long Term), click Delinquency
Routine and click Print Delinquency Notices or press Alt M R D P on the keyboard.
Print Delinquency Notices is used to print notices to delinquent rental accounts. The notice
that prints is determined by the dunn number assigned in 'Update Contracts for Notices'.
Refer to 'Overview' for information pertaining to the wording of the notices and refer to
'Update Contracts for Notices' for information on dunn numbers.
Note: Update Contracts for Notices should always be run immediately prior to printing
the notices.
More:
Print Delinquency Notices Data Fields
14.5.3.1 Print Delinquency Notices Data Fields

Update Contracts for Notices last Run on
The date the contracts were last updated for notices. This date is taken from the
'LastNotice' system variable. Refer to 'System Variables' for more information.
Enter Store Location to Select
If you have multiple store locations and would like to print delinquency notices for
delinquent rentals from one location only, click in the Enter Store Location to Select
14.6 Early Payoff

Early Payoff
From the menu bar, click Modules, click Rental (Long Term) and click Early Payoff or
press Alt M R E on the keyboard.
Early Payoff should be used when a customer pays off a contract prior to the last payment
due.
If the customer selected has more than one contract, the contract the customer is paying
off must be selected from the 'Select Rental' list box.

More:
Changing the Date
Early Payoff Data Fields
Saving the Rental Payment and Printing a Receipt

The store location will default to the location of the workstation. If the contract payment is
Store Loc box and select the applicable location from the drop down list.

accounted for on a date other than the date of the workstation, click in the Today box and

'NextInvoice'.
14.6.5 Early Payoff Data Fields

Payoff Amount
The Payoff Amount is the amount the customer would pay if they were to pay off the
contract on the date in the Today box.
Accepted Payoff
The Accepted Payoff is the amount the customer is paying in order to pay off the contract.
This amount may or may not equal the price listed in the Payoff Amount box.
Amounts Due
The Amounts Due box will show you what is currently due on the contract, as well as the
total principal due and total tax due.
Accepted Amounts
Once the Accepted Payoff amount is entered, the collected amounts will appear in the
Accepted Amounts box. Any maintenance, late charges, other charges, lease fees or
finance charges due will be collected first. The remaining amounts will be considered the
principal and tax portions collected. You may change the collected amounts by clicking the
amount that needs to be changed and making the change. For example, if late charges
were previously assessed on the contract, the amount will appear in the Late Charges
Previously Assessed box under Amounts Due. Once the Accepted Payoff is entered,
the late charges previously assessed will appear in the Collected Previous Late
Charges box. If you do not want to collect the late charges and would prefer that amount
to be collected principal, click the amount in the Collected Previous Late Charges box
and change the amount to 0.00. You should then change the Collected Principal and
Collected Tax amounts as necessary.
14.6.6 Saving the Rental Payment and Printing a Receipt

When you are ready to save the contract payoff, click the Save button. Refer to 'Saving the
POS Transaction' for information on collecting the money and printing a receipt.
14.7 Collection
From the menu bar, click Modules, click Rental (Long Term) and click Collection or
press Alt M R C on the keyboard.
Collection would be used in one of the following three instances:
1. A contract is sent to an external collection company. External collection affects the

contract as follows:
a. The dunn is changed to a 'Z'.

b. All activity on the contract is halted.

c. Delinquency notices and coupons/statements will not continue to print.
2. A contract is in an internal collection process. Internal collection affects the contract

as follows:
a. The dunn is changed to a 'Y'.

b. Payments and late charges continue to be added.
c. Delinquency notices and coupons/statements continue to print.
3. A contract is delinquent and the customer is going through a bankruptcy. Bankrupt

affects the contract as follows:
a. The dunn is changed to a 'T'.

b. Payments and late charges continue to be added.
c. Delinquency notices and coupons/statements will not continue to print.
The customer should be selected from the 'Pick Customer' list box. If the customer has
multiple contracts, the applicable contract should be selected from the 'Select Rental' list
box.
More:
Selecting the Type of Collection
14.7.1 Selecting the Type of Collection

Click in the Collection box and select either External, Internal or Bankrupt as described
above. Click the Save button to proceed with marking the contract as selected.
14.8 Exchange Inventory

From the menu bar, click Modules, click Rental (Long Term) and click Exchange
Inventory or press Alt M R X on the keyboard.
Exchange Inventory should be used to exchange one item on a contract with another item.
The exchanged item will be unassigned from the contract and the new one assigned. The
price of the new item being assigned to the contract must match the price of the item being
returned. If the prices do not match, the original contract must be returned and a new
contract entered with the new item.
Note: Inventory on Sales Contracts cannot be exchanged, even if the price of the item
being assigned is the same as the price of the item being returned. The sales contract
must be returned and a new sales contract entered with the new item.
The customer should be selected from the 'Pick Customer' list box. If the customer has
multiple contracts, the applicable contract should be selected from the 'Select Rental' list
box.
More:
Exchange Inventory Data Fields
Saving the Exchange

14.8.1 Exchange Inventory Data Fields
Old Sku/Serial, Old Description, Old Price
The information pertaining to the item currently assigned to the contract.
New Sku/Serial
Enter the new serial number of the new item being assigned to the contract. If you would
like to select the serial number from your inventory file, press the F6 key on your
keyboard. Display Inventory will open. When you find the correct item, click the Select
button in order to bring it forward to Exchange Inventory.
New Description
The description will automatically appear when the serial number is entered. This
description may be changed if necessary.
New Price
The price will automatically appear when the serial number is entered. This price may be
changed if necessary. The New Price must match the Old Price in order for the exchange to
be saved.
14.8.2 Saving the Exchange

Click the Save button when you are ready to save the inventory exchange. You will be
unable to complete the save if the New Price does not match the Old Price.
14.9 Rental Return

From the menu bar, click Modules, click Returns and click Rental Return (Long Term)
or press Alt M E E on the keyboard.
Rental Return should be used when a customer returns an item that was out on rental. The
item will be put back into inventory and the contract will be marked as being returned. If
the customer owes money on the contract, it may be collected at the time of the return or a
balance will remain as being outstanding. If the customer is paid ahead on the contract, a
credit invoice will be saved to the customer's account at the time of the return. You may
then refund the amount paid ahead in 'Refund Deposit/Credit' on the Returns menu.
Note: If the customer is making a payment at the time of the return, first enter the
payment in 'Rental Payment' and then post the return in 'Rental Return'.
If the selected customer selected has more than one contract, the contract the customer is
returning must be selected from the 'Select Rental' list box.
More:
Changing the Date
Adding Comments to the Rental Return
Returning the Contract
Returning a Contract with a Balance Due

Returning a Contract Paid Ahead

The store location will default to the location of the workstation. If the rental return is to be
accounted for at a location other than the location of the workstation, click in the Store
Loc box and select the applicable location from the drop down list.


'NextInvoice'.
14.9.4 Adding Comments to the Rental Return

To type comments to appear on the printed receipt, click in the empty white memo box on
the bottom left portion of the Rental Return window and type what you wish.
14.9.5 Returning the Contract

By default, each item on the contract will be selected to be returned. If the customer
rented multiple items and just returning one, you must return the entire contract and re-
set up a new contract as applicable. Click the Save button to complete the return.
14.9.6 Returning a Contract with a Balance Due

In the above example, the customer is three payments delinquent. The amount in the
Amount Delinquent box represents the past due payments as well as late charges. If the
Save button is clicked at this point, the contract will be marked as being returned and the
amount delinquent will remain as being owed by the customer. If you wish to change the
amount that will remain on the contract as being due, click in the Amount Delinquent box
and change as necessary. If you wish to clear the amount entirely, change the amount to
0.00. If the contract is returned with an outstanding balance, future payments may be
posted against the contract in 'Rental Payment' on the Rental (Long Term) menu.
14.9.7 Returning a Contract Paid Ahead
In the above example, the customer is paid ahead by one payment. When the Save button
is clicked the contract will be marked as being returned and the amount in the Amount Paid
Ahead box will be saved as a credit to the customer's account. The credit can be applied to
a future sale in POS or it can be refunded to the customer in 'Refund Deposit/Credit'. If you
do not want to refund the money to the customer and want to keep it as income, you should
use 'Refund Deposit/Credit', selecting a pre-established refund category such as
'Restocking Fee'. Refund categories are established in 'Return Categories' on the Ledger
Maintenance menu. Refer to 'Refund Deposit/Credit' for more information on refunding the
credit.
14.10 Printing Rental Coupons/Statements/Reports

From the menu bar, click Reports, click Catalog and click the Rentals tab or press Alt R
C on the keyboard and click the Rentals tab.
More:
Coupons
Statements
A/R Listing for Installment Contracts
A/R Listing for Monthly Contracts
Contracts Aging Report
List Contract Payments

List New Contracts Added
List Rented Inventory
14.10.1 Coupons
Rental coupons will print on the pre-printed coupon forms provided by TTS and designed
for a laser/bubble jet printer. Pictured below is a sample coupon page. As you can see,
they print four coupons to a page. The customer name and address prints so it fits in the
window envelopes TTS also provides. You have the ability to print coupons for the term of a
contract or for a specific number of payments (i.e. twelve). When printing coupons, the
next payment due date will be referred to in order to determine the due date on the first
coupon that prints.
More:
Selection Options for Coupons
14.10.1.1 Selection Options for Coupons

Upon selecting Print Coupons the following dialog box appears:

Enter Acct# Range
To print rental coupons for an account number range, click the Enter Acct# Range option
and enter the beginning and ending account numbers (inclusive) in the 'thru' boxes.
Example: You just entered contracts for accounts numbered between 2000 and 2020 and
you want to print coupons for those accounts.
Enter Individual Acct#

To print rental coupons for an individual account only, click the Enter Individual Acct#
option and enter the account number and sub number in the boxes that appear when this
option is selected.
Enter Contract Date Range
To print coupons for all contracts dated within a certain range, click the Enter Contract
Date Range option and enter the date range in the boxes that appear when this option is
selected.
Enter 'Coupon Good Through' Date Range
To print coupons for all contracts that have a coupon date that falls within a certain date
range, click the Enter Coupon Good Through Date Range option and enter the date range in
the boxes that appear when this option is selected.
Example: You previously printed coupons through June 30, 2000 and are ready to print
coupons for the second half of 2000. You will select the Enter Coupon Good Through Date
Range option and enter June 30, 2000 through June 30, 2000. You will then enter
12/31/2000 as the Date to End Contracts.
Enter First Due Date Range

To print coupons for all contracts that have a first payment due date that falls within a
certain date range, click the Enter First Due Date Range option and enter the date
range in the boxes that appear when this option is selected.
Enter Posting Date
To print coupons for all contracts that have a posting date within a certain date range, click
the Enter Posting Date option and enter the date range in the boxes that appear when
this option is selected. The posting date refers to the date the contracts are entered into

AIMsi which may differ from the contract date.
Example: You want to print coupons for all contracts that were entered today, regardless
of when the contract is dated.
For 'RO' or 'EW' Contracts - Enter # of Coupons to Print or Date to End

Coupons
If you are printing coupons for contracts of type 'RO' (rent month to month) or 'EW'
(extended warranty) and wish to print a certain number of coupons for each account, enter
the number in the Enter # of Coupons to Print box. Coupons will print starting with the
next payment due on each contract and the number of coupons that print will depend upon
the number entered in the Enter # of Coupons to Print box.
If you are printing coupons for contracts of type 'RO' or 'EW' and wish to print coupons
through a certain date, enter the date in the Date to End Coupons box. Coupons will print
starting with the next payment due on each contract and go through and include the date
entered. The 'Coupon Date' field on each of the contracts will then be updated with the date
entered.
Note: You must enter a number or date here, even if you do not have contracts of type
'RO' or 'EW'.
For All Others - Enter # of Coupons to Print or Date to End Coupons

If you are printing coupons for rent to own or sales contracts and wish to print a certain
number of coupons for each account, enter the number in the Enter # of Coupons to
Print box. Coupons will print starting with the next payment due on each contract and the
number of coupons that print will depend upon the number entered in the Enter # of
Coupons to Print box. To print coupons for the term of the contract, enter 99 in the Enter #
of Coupons to Print box. Coupons will print starting with the next payment due and go
through the entire term of the contract.
If you are printing coupons for rent to own or sales contracts and wish to print coupons
through a certain date, enter the date in the Date to End Coupons box. Coupons will print
starting with the next payment due on each contract and go through and include the date
entered. The 'Coupon Date' field on each of the contracts will then be updated with the date
entered.
Note: You must enter a number or date here, even if you do not have rent to own or sales
contracts.
Selection Code
To print coupons for contracts with a certain selection code only, click in the Selection
Code box and select the applicable code from the drop down list. The selection codes are
taken from 'Rental Defaults' on the Rental Maintenance menu.
Location
If you have multiple store locations and wish to print coupons for contracts at a certain
location only, click in the Location box and select the applicable location from the drop
down list.
Select Coupon Order
To print coupons in numeric order according to the coupon number, click in the Select
Coupon Order box and click Numeric Order. Coupons 1 through 4 will print on the first
page, coupons 5 through 8 will print on the second page, etc.

To print coupons in an order that will make it easy to tear and stuff in an envelope, click in
the Select Coupon Order box and click Progressive Order. If you print 12 coupons for
each contract coupons 1, 4, 7 and 10 will print on the first page, coupons 2, 5, 8 and 11 will
print on the second page and coupons 3, 6, 9 and 12 will print on the third page. You may
then stack pages 1 through 3 on top of one another, tear on each of the perforations and
quickly make a coupon book in the correct order to put in the envelope.
To save the selection options and print the coupons, click OK. The Print Options dialog box
will appear.
14.10.2 Statements
Rental statements will print on plain 8.5 x 11 paper. The word Statement will prominently
display, as well as your store name and address information. The customer name and
address information will print so it fits in the window envelopes TTS provides.
More:
Selection Options for Statements
14.10.2.1 Selection Options for Statements

Location
If you have multiple store locations and wish to print statements for contracts at a certain
down list.
Statement Date
The Statement Date will default to the system date of the workstation. If you would like a
date other than the system date to print on the statements as the Statement Date, click in
the Statement Date box and enter the applicable date.
Date Range
Enter the next payment due date range to select the contracts to print statements for.
Rental Type
To print statements for contracts with a certain rental type only, click in the Rental Type
box and select the applicable type from the drop down list. The rental types are taken from
'Rental Defaults' on the Rental Maintenance menu.
Print Payoff
To print the purchase payoff price on the statements, click in the Print Payoff box in
order to select the option.
Statement Message
To print a message on all statements, click in the Statement Message box and type the
message. An example might be to notify your customers of an upcoming sale, remind them
of a late charge that will be assessed if payment is not made, etc.
Alphabetical Order/Account Number Order
To print the statements in alphabetical order by customer last name, click the
Alphabetical Order option in order to select it. To print the statements in account number
order, click the Account Number Order in order to select it.

To save the selection options and print the statements, click OK. The Print Options dialog
box will appear.
14.10.3 A/R Listing for Installment Contracts

This report will provide you with an accounts receivable listing for your rent to own and
sales contracts.
More:
Selection Options for A/R Listing for Installment Contracts
14.10.3.1 Selection Options for A/R Listing for Installment

Contracts
Location
If you have multiple store locations and wish to list only those contracts at a certain
location, click in the Location box and select the applicable location from the drop down
list.
Type of Contract
To list accounts receivable for a particular type of rent to own or sales contract only, click
in the Type of Contract box and select the applicable type from the drop down list. The
types are described as follows:
RF – Rent to Own
RV – Rent to Own with Simple Interest
SV – Sales Contract with Simple Interest
For more information on the types of rentals, refer to 'Rental Defaults' .
Selection Options
You have the option to list all contracts, only those that are past the fourth delinquency
notice, only those sent to collection or only those that were returned with a balance due.
Click in the Selection Options box and select the option that applies.
Details/Totals
To show on the report each contract, click the Details option in order to select it. To show
total amounts only, click the Totals option in order to select it.
To save the selection options and print the report, click OK. The Print Options dialog box
will appear.
14.10.4 A/R Listing for Monthly Contracts

This report will provide you with an accounts receivable listing for your monthly and
extended warranty contracts.
More:
Selection Options for A/R Listing for Monthly Contracts

14.10.4.1 Selection Options for A/R Listing for Monthly
Contracts
Location
list.
Type of Contract
To list accounts receivable for a particular type of monthly or extended warranty contract
only, click in the Type of Contract box and select the applicable type from the drop down
list. The types are described as follows:
RO – Monthly Rent to Rent
For more information on the types of rentals, refer to 'Rental Defaults' .
Selection Options
You have the option to list all contracts, only those that are past the fourth delinquency
notice, only those sent to collection or only those that were returned with a balance due.
Click in the Selection Options box and select the option that applies.
Details/Totals
will appear.
14.10.5 Contracts Aging Report

This report will provide you with an aging report for your rentals. Aging is based on the
date specified.
More:
Selection Options for Contracts Aging Report
14.10.5.1 Selection Options for Contracts Aging Report

Enter Date for Analysis
The date will default to the system date of the workstation. If you would like to base the
aging on a date other than the system date, click in the Enter Date for Analysis box and
Select Contract Defaults
To print the aging report for contracts under a certain rental default only, click the
applicable default in the Contract Defaults box. To select multiple defaults, hold down the
Ctrl key while clicking with your mouse on the defaults to select. The contract defaults are
taken from 'Rental Defaults' on the Rental Maintenance menu.

Location
list.
Exclude Returns with a Balance?
If you do not wish to include in the aging report those rentals that were returned with a
balance due, click the Exclude Returns with a Balance option in order to select it.
Account# Order/Alphabetical Order
To list the rentals in numerical order by account number, click the Account# Order option
in order to select it. To list the rentals in alphabetical order by customer last name, click
the Alphabetical Order option in order to select it.
Details/Totals
will appear.
14.10.6 List Contract Payments

This report will provide you with a listing of rental payments posted within the specified
date range.
More:
Selection Options for List Contract Payments
14.10.6.1 Selection Options for List Contract Payments

Enter Date Range Payments were Made
Enter the beginning and ending date range to select the payments by.
Select Sales#
To list the payments entered by a particular sales person only, click in the Select Sales#
box and select the sales person from the drop down list.
Location
If you have multiple store locations and wish to list only those payments entered at a
certain location, click in the Location box and select the applicable location from the drop
down list.
Type of Contract
To list payments entered against a certain type of contract only, click in the Type of
Contract box and select the contract type from the drop down list. The types are described
as follows:
RF – Rent to Own

RO – Rent Month to Month
To list payments entered against all rent to own and sales contracts (excluding monthly
and extended warranty), click the RS selection. To list payments entered against monthly
and extended warranty contracts (excluding rent to own and sales contracts), click the RE
selection.
Selection Options
You have the option to list all payments, only those that were entered against contracts
that are past the fourth delinquency notice, only those contracts that were written off or
only those contracts that were returned. Click in the Selection Options box and select the
option that applies.
Selection Code
To list payments entered against only those contracts under a certain rental default, click
in the Selection Code box and select the applicable default from the drop down list. The
selection codes are taken from 'Rental Defaults' on the Rental Maintenance menu.
Details/Totals
To show on the report each payment, click the Details option in order to select it. To show
will appear.
14.10.7 List New Contracts Added

This report will provide you with a contracts by date range.
More:
Selection Options for List New Contracts Added
14.10.7.1 Selection Options for List New Contracts Added

Enter Contract Date Range/Enter Posting Date Range
To select the contracts by contract date, click the Enter Contract Date Range option in
order to select it and enter the beginning and ending dates to use.
To select the contracts by posting date (actual date they were entered into AIMsi), click the
Enter Posting Date Range option in order to select it and enter the beginning and ending
dates to use.
Select Sales#
To list the contracts added by a particular sales person only, click in the Select Sales#
box and select the sales person from the drop down list.
Type of Contract
To list contracts added with a certain rental type only, click in the Type of Contract box and
select the contract type from the drop down list. The types are described as follows:
RF – Rent to Own

RO – Rent Month to Month
To list all rent to own and sales contracts added (excluding monthly and extended
warranty), click the RS selection. To list all monthly and extended warranty contracts
added (excluding rent to own and sales contracts), click the RE selection.
Selection Code
To list only those contracts under a certain rental default, click in the Selection Code box
and select the applicable default from the drop down list. The selection codes are taken
from 'Rental Defaults' on the Rental Maintenance menu.
Location
If you have multiple store locations and wish to list only those contracts entered at a
certain location, click in the Location box and select the applicable location from the drop
down list.
Active Contracts Only
To list only those contracts that were added during the date range specified that remain
active, click the Active Contracts Only option.
Details/Totals/Grand Totals
total counts by sales person and grand totals, click the Totals option in order to select it. To
show grand totals only, click the Grand Totals option in order to select it.
will appear.
14.10.8 List Rented Inventory

This report will provide you with a listing of inventory currently out on rent. The inventory
is listed in manufacturer and sku/serial number order.
More:
Selection Options for List Rented Inventory
14.10.8.1 Selection Options for List Rented Inventory

Select Contract Defaults
To list the inventory out on rent with a certain rental default only, click the applicable
default in the Contract Defaults box. To select multiple defaults, hold down the Ctrl key
while clicking with your mouse on the defaults to select. The contract defaults are taken
from 'Rental Defaults' on the Rental Maintenance menu.
Category
To select rented inventory with a certain category only, click in the Category box and select
the applicable category.

Sub Category
To select rented inventory with a certain category and sub category only, first select the
category in the Category box and then click in the Sub Category box and select the
applicable sub category.
Manufacturer
To select rented inventory with a certain manufacturer only, click in the Manufacturer
box and select the manufacturer from the drop down list.
Location
If you have multiple store locations and wish to list only inventory rented from a certain
list.
Details/Totals
To show on the report each inventory item, click the Details option in order to select it. To
show totals by manufacturer, click the Totals option in order to select it.
will appear.
14.11 Print Rental Letters

From the menu bar, click Modules, click Rental (Long Term) and click Print Rental
Letters or press Alt M R L on the keyboard.
Print Rental Letters is used to print letters to select rental accounts. The letters might be
purchase option letters, rental renewal letters or even delinquency letters to individual
accounts.
The letters must be Microsoft Word templates (filename.dot) and must be saved to the
sc\templates folder (where sc is the folder containing AIMsi).
Note: For a small fee, TTS will create the templates for you according to the wording you
provide. Contact TTS for more information.
The new templates must be assigned to the delinquency notices in 'Maintain Word
Templates' under General Maintenance on the Maintenance menu.
More:
Print Rental Letters Data Fields
14.11.1 Print Rental Letters Data Fields

Word Template
Click in the Word Template box and select the template for the letter you wish to print. The
templates that list in the drop down box are taken from 'Maintain Word Templates' under
General Maintenance on the Maintenance menu.
Selection Criteria
Enter the next payment due date range to select the contracts by.

Rental Default to Select
To print letters for contracts with a specific rental default only, click in the Rental Default to
Select box and select the applicable default from the drop down list.
Account# to Select
To print a letter to a specific rental account only, type the account number in the Account#
to Select box.
When you are ready to print the letters, click the Proceed button and select the applicable
printer from the print dialog box.

Chapter 15
Repair and Service Overview
Repair and Service Overview
The Repair and Service module tracks repairs from the receipt of the item to completion
and billing the customer. A complete repair and service history is maintained for all items
repaired, whether the item was purchased from you or not.
15.1 New Service Ticket
Repair Ticket can be accessed in the two ways: 1) by clicking the button on the POS
menu or 2) by clicking Modules on the menu bar, clicking Repair and clicking Repair
Ticket or by pressing Alt M P T on your keyboard.
More:
Assigning a Shipping Address
Changing the Repair Ticket Number
Assigning a Return Authorization Number
Assigning a Purchase Order Number
Changing the Ticket Date
Changing the Promise Completion Date
Changing the Completion Date
Changing the Billing Date
Chapter 15 - Repair and Service Overview | 957

Assigning the Repair Status
Adding Another Ticket
Entering Item to be Repaired
Viewing Repair History of Item being Repaired
Adding Services to the Repair Ticket
Modifying a Service on the Repair Ticket
Deleting a Service
Adding Comments to the Repair Ticket
Adding Parts to the Repair Ticket
Modifying a Part on the Repair Ticket
Deleting a Part
Taking a Deposit
Saving the Repair Ticket
Viewing Status of Repair

The Account box will show you the name of the customer selected. Click in the Account
box in order to bring into view the customer account number, address and phone number
information.
15.1.2 Assigning a Shipping Address

When the repair is complete, if the merchandise is going to be shipped or delivered to the
customer and the shipping address differs from the address on the account, RIGHT click in
the Ship To box. Each menu option is described below.
l To assign a ship to address, click Change Shipping Address. The 'Pick Ship To
Address' list box appears. If the required shipping address has previously been
added to the customer account, select the address. If you must add the shipping
address to the customer's account, click the Add button. Refer to 'Ship To Addresses'
for information on adding a shipping address to the customer account. Once the
shipping address has been selected, the name will appear in the Ship To box. You
may then click in the Ship To box to view the address information.
l If a shipping address was selected in error, click Remove Shipping Address.
l If a previously entered repair ticket was pulled up in order to be changed, completed
or billed, the original repair ticket had a Ship To account selected and the Ship To
account was changed or removed in error, click Reset to Original in order to
change it back to what it was.
15.1.3 Assigning a Bill To Account

If the completed repair is to appear on the customer account selected but is to be billed to
a different account, RIGHT click in the Bill To box. Each menu option is described below.

l To assign a bill to account, click Change Account. The 'Pick Customer list box'
appears. If the required account exists, select the account. If you must add a new
account for the customer, click the Add button. Refer to 'Add/Change Customer' for
information on adding a new customer. Once the billing account has been selected,
the name will appear in the Bill To box. You may then click in the Bill To box for the
l If a bill to account was selected in error, click Remove Account.
l If a repair ticket was pulled in order to be changed, completed or billed, the original
repair ticket had a Bill To account selected and the Bill To account was changed or
removed in error, click Reset to Original in order to change it back to what it was.

The store location will default to the location of the workstation. If the sale is to be
Store locations are established in 'Locations' on the General Maintenance menu.

The tax authority will default to the authority of the workstation. If the repair is to be
charged a tax rate other than the rate the workstation is set up with, click in the Tax box
and select the applicable tax authority from the drop down list.
15.1.6 Changing the Repair Ticket Number

The repair ticket number is automatically assigned according to the system variable
'NextInvoice'.
To change the ticket number, click in the Ticket# box and change the number as
necessary. The ticket number may be alpha/numeric and must be unique. If the ticket
number is a duplicate, a warning message will appear notifying you that the ticket number
has already been used. You may not continue until a unique number is entered.
15.1.7 Assigning a Return Authorization Number

If it is necessary to issue the customer a return authorization number for the item(s) to be
shipped to the shop for repair or service, click in the RA# box and type the applicable
number.
15.1.8 Assigning a Purchase Order Number

If the customer has a purchase order number for the repair, click in the PO# box and
assign the applicable purchase order number.

15.1.9 Changing the Ticket Date
The ticket date will default to the system date of the workstation. If the date to be printed
on the repair ticket is to be a date other than the date of the workstation, click in the
Ticket Date box and type the necessary date.
15.1.10 Changing the Promise Completion Date

The date the customer was told the repair would be completed will default to the Ticket
Date plus the number of days established in the 'RepairPromiseDate' system variable.
Refer to 'System Variables' for more information on this variable.
To change the promise completion date, click in the Promise Date box and change the
date as necessary.
15.1.11 Changing the Completion Date

If a repair status coded with a 'C' for Repair Completion is selected in the Status box, the
system date of the workstation will automatically appear as the Completion Date. If the
completion date should represent a date other than the date of the workstation, click in the
Completion Date box and change the date as necessary.
Note: If the repair ticket has the status of 'Not Completed', Completion Date should be
left blank until the status is changed to 'Completed'.
Refer to 'Repair Status Codes' for more information on the status codes.
15.1.12 Changing the Billing Date

If a repair status coded with a 'B' for Bill Repair is selected in the Status box, the system
date of the workstation will automatically appear as the Billing Date. If the billing date
should represent a date other than the date of the workstation, click in the Billing Date
box and change the date as necessary.
Note: If the repair ticket has the status of 'Not Completed' or 'Completed', Billing Date
should be left blank until the status is changed to 'Billed'.
Note: Billing Date is also the date accounting is affected with the repair ticket.
Refer to 'Repair Status Codes' for more information on the status codes.
15.1.13 Assigning the Repair Status

Assigning the Repair Status
If the repair ticket is a new ticket, the status will default to the status established as the
'DefaultRepairStatus' in 'System Variables' on the General Maintenance menu. Refer to
'System Variables' for more information on the 'DefaultRepairStatus' variable. To change
the status, click in the Status box and select the applicable repair status description from
the drop down list.

Repair status descriptions are established in 'Repair Status Codes' on the Repair
Maintenance menu. Refer to 'Repair Status Codes' for more information.
15.1.14 Adding Another Ticket

Each item being repaired must be on its own unique repair ticket. If the selected customer
brought in multiple items to be repaired, click the Add Another Ticket box. Once one
ticket is saved, the Repair Ticket window will re-open for the same customer enabling you
to continue with another item on a new ticket. When you are adding the last item to a
ticket, deselect the Add Another Ticket box in order to clear the Repair Ticket window
from the screen once the final ticket is saved for the customer selected.
15.1.15 Entering Item to be Repaired

Data Fields on Repair Ticket
15.1.15.1 Data Fields on Repair Ticket

Sku/Sr#
Enter the sku or serial number of the item being repaired.
If the sku or serial number entered was found to have a history with you, whether it is in
your inventory, was previously repaired, sold or rented, the information pertaining to the
item will appear on screen for you.
Cat
The category of the item being repaired. Click in the Cat box and select the applicable
Sub
The sub category of the item being repaired. Click in the Sub box and select the applicable
Manufacturer
The manufacturer of the item being repaired.
Model
The model of the item being repaired.
Description
The description will automatically appear as the description of the sub category selected.
You may change the description to be more descriptive of the item if necessary.
15.1.16 Viewing Repair History of Item being Repaired

Once the sku or serial number of the item being repaired is entered, you may click the
button in order to view the repair history for the item. The information provided to
you in the history window is as follows: service description, customer account number,
repair ticket number, repair date and rate charged. Click the Cancel button to remove the
history window from the screen.

15.1.17 Adding Services to the Repair Ticket
Once the information pertaining to the item being repaired has been entered, click the
button under the Service table in order to attach a service to the Repair Ticket. The
following Service window will appear:
More:
Data Fields on Service
15.1.17.1 Data Fields on Service

Service
Click in the first box on the Service window in order to pull up a listing of common repairs
added to the repair table for the category and sub category of the item being repaired. If
the applicable service is found, click the description in order to select it. If the service is
not found in the listing, leave the Service box blank.
Note: The table of common repairs by inventory type is established in 'Repair Table' on
the Repair Maintenance menu. Refer to 'Repair Table' for more information
Qty
The quantity will always default to 1.
If the repair service has a flat charge or if you are entering a new ticket, keep the quantity
at 1.
If the repair service has an incremental rate such as $15.00 for 30 minutes of work and it
took the technician one hour to complete the service, the Qty would be 2.
If the repair service has an incremental rate such as $15.00 for 30 minutes of work, there
are parts attached to the service and it took the technician one hour to complete the
service, you will have to select the Service two separate times. For both selections, you
will enter Qty of 1. For one of the selections you will delete the parts and modify the rate
so it only includes labor. If you simply pulled in the service once and put a quantity of 2,
not only the service rate would double but the parts would double also.
Service
If a service was selected from the table, the description will automatically appear here.

Rate
The rate of the selected service. The rate here is the total rate and includes both labor and
parts.
Extended
The Extended rate is the Qty x Rate. The extended rate is automatically calculated and
cannot be changed.
Discount
The discount you are giving the customer for the service.
Total
The Total rate is the Extended rate less any discounts.
Category to Charge
Click in the Category to Charge box and select the category to use for the accounting of
the service, when billed.
If you are tracking parts in your inventory file, you will want to assign the parts to the
repair on the Parts tab of the Repair Ticket. The category to charge on the service selected
should be your Repair Labor category because the parts portion will be billed according to
the price associated with the parts on the Parts tab. Once the parts are assigned on the
Parts tab, the Labor portion and Parts portion will be broken out accordingly and only the
Labor portion will be billed using the category entered as the Category to Charge.
If you are not tracking parts in your inventory file but you have two separate categories for
repairs; one category for Parts and another for Labor, you will want to add two separate
Services. One of the services should consist of the labor portion and the other service
should consist of the parts portion. The Rate and Category to Charge should then be
separated accordingly.
Time
Time represents the estimated time it will take to complete the service. The time should be
entered in decimal format and in increments of one hour, with a 1.00 denoting one hour.
Technician
The technician assigned to the service. Click in the Technician box and select the
identification code of the applicable technician. The employee identification codes are
established in 'User/Groups' under User/Security on the Administration menu. Refer to
'User/Group Administration' for more information.
Click the OK button in order to add the service to the Repair Ticket. The added service will
then appear on the Service table on the Repair Ticket. Continue adding services as required
for the item on the repair ticket.
The service rates will be totaled on the Service tab as services are added to the repair
ticket. Tax will be calculated on the portion that was charged to a taxable category. If tax

is being calculated incorrectly, refer to 'Non Inventory Categories' on the Ledger
Maintenance menu to determine if the 'Category to Charge' selected on the Service window
was set up properly.
15.1.18 Modifying a Service on the Repair Ticket

To makes changes to a service, click in the row on the Service table containing the service
and click the button under the Service table. The Service window will appear. Make
all necessary changes and click the OK button to save all changes.
15.1.19 Deleting a Service

To delete a service from the Repair Ticket, click in the row on the Service table containing
the service and click the button under the Service table. The service will then be
removed and the appropriate amount will be deducted from the amount of the Repair
Ticket.
15.1.20 Adding Comments to the Repair Ticket

To add comments to the repair ticket, click in the white text box to the right of the Service
box and type the comments. The comments are service specific which means you may
type different comments for each service by first clicking the service to add a comment to
and then typing the comment.
15.1.21 Adding Parts to the Repair Ticket

If parts were attached to the service selected, the parts will automatically appear on the
Parts table on the Repair Ticket window.
To add parts to a service, first click the service to associate parts with and then click the
button under the Parts table. The following window will appear:
More:
Data Fields on Parts

15.1.21.1 Data Fields on Parts
Qty
Enter the quantity of the part that is being added to the service.
If the quantity on the Parts window defaults to 1 and the Qty box is skipped a default
quantity was established in the system variable 'DefaultQty'. You may change the quantity
by either clicking in the Qty box or pressing Shift and Tab simultaneously on the
keyboard. Refer to 'System Variables' for more information regarding the 'DefaultQty'
variable.
Sku
If the part is bar coded and you have barcode scanning capabilities, scan the barcode in the
Sku box. If the barcode is found in the barcode reference table, the barcode number will
change to the part's sku number and the information pertaining to the part will appear in
the appropriate fields.
If the item is not bar coded or you do not have barcode scanning capabilities, in the Sku
box enter the sku number of the part being added to the service. If you are not sure of the
sku number, press the F6 key on your keyboard in order to Display Inventory. If the item
is found in Display Inventory, click on the row to select it and click the Select button. The
information pertaining to the item will be brought forward to the Parts window. Refer to
'Display Inventory' for more information.
If the sku entered is found in the inventory file at the location specified on the Repair
Ticket, the information pertaining to the part will appear in the appropriate fields.
If the sku entered is not found in the inventory file at the location on the Repair Ticket, you
must enter the category, description and price information. Once the ticket is billed, the
part will then be saved in the sold file as a sales exception.
Cat
If the Sku entered was found in the inventory file, the category of the item will
If the Sku entered was not found in the inventory file, click in the Cat box and select the
Description
If the Sku entered was found in the inventory file, the description of the item will
automatically appear in the Description box. To change the description, click in the
Description box and type the description as applicable.
If the Sku entered was not found in the inventory file, the description of the category will
appear in the Description box. It is recommended that you change the description to be
more descriptive of the part in order to minimize confusion when listing repair and sales
reports.
Price Ea
If the Sku entered was found in the inventory file, the price each associated with the part
will automatically appear in the Price Ea box. The price of the part that appears as Price
Ea is the Our Price assigned to the item.
If the Sku entered was not found in the inventory file or if the price of the part is 0.00, the
Price Each must be entered. This is the price before discounts.

Extended
The Extended price is the Qty x Price Ea. The extended price is automatically calculated
and cannot be changed.
Discount
The discount you are giving the customer on the part.
Total
If the part was found in your inventory file, the amount in the Total box will be compared
with the Minimum Price on the part. If the total price falls below the minimum price, a
warning will appear on screen. You have the option to Override. If the employee currently
logged on does not have access to override, an employee who does must type their sales
password.
Click the OK button in order to add the part to the Repair Ticket. Continue adding parts as
required for the services on the repair ticket.
15.1.22 Modifying a Part on the Repair Ticket

To makes changes to a part associated with a service, click in the row on the Parts table
containing the part and click the button under the Parts table. The Parts window will
appear. Make all necessary changes and click the OK button to save all changes.
15.1.23 Deleting a Part

To delete a part from the Repair Ticket, click in the row on the Parts table containing the
part and click the button under the Parts table. The part will then be removed and
the appropriate amount will be deducted from the amount of the Repair Ticket.
15.1.24 Taking a Deposit
If the customer is making a deposit on the repair, click the button. The Accept
Deposit window will open. The Deposit Amt will default to the entire amount of the repair,
including tax. If the customer is not paying the entire amount as the deposit, change the
Deposit Amt as applicable and click the Save button. Refer to 'Saving the POS Transaction'
for information on collecting the deposit and saving the repair ticket entered at POS. If the
repair ticket is not being entered at POS, refer to 'Saving the Repair Ticket' for information
on collecting the deposit and saving the repair.

Note: Once the repair is saved, the amount entered as the deposit will be saved to the
customer's account as a credit invoice. The credit may then be applied to the repair when
it is billed. If a Bill To account was selected, the credit invoice will be saved to the account
selected as the Bill To.
15.1.25 Saving the Repair Ticket
If you have accessed the 'Repair Ticket' window through POS by clicking the button
on the POS menu, complete any remaining POS transactions for the customer as needed.
When you are ready to save all transactions, click on the POS menu. If you accessed
the 'Repair Ticket' window in a way other than through the POS menu, when you are ready
to complete the transaction click the Save button. Refer to 'Saving the POS Transaction'
for information on collecting the money and printing a receipt.
Example: If the status selected on the repair ticket is 'Work Order' then 'Work Order' will
appear as the heading on the printed ticket. If the status selected on the repair ticket is
'Estimate', then 'Estimate' will appear as the heading on the printed ticket. If the status
selected on the repair ticket is 'Repair Billed' then 'Invoice' will appear on the printed
ticket.
15.1.26 Viewing Status of Repair

Repair status may be displayed by pulling up the customer account in Customer History,
selecting Repair from the Type box and clicking the Go button. All outstanding, completed
and billed repairs will be listed with the repair ticket number, ticket date, status and
amount. Refer to 'Customer History' for more information.
15.2 Modify Service Ticket

From the menu bar, click Modules, click Repair and click Modify Repair Ticket or press
Alt M P M on the keyboard.
Modify Repair Ticket is used to make changes to an existing repair ticket. The changes
might include: adding a service or parts, marking the repair as completed, billing the
repair, etc.
Once the customer has been selected, the 'Choose Ticket' list box will appear with all
outstanding repair ticket on the selected customer's account. Click the ticket being
modified and click the Select button.
The Repair Ticket window will open. Refer to 'Repair Ticket' for information on the Repair
Ticket window.
15.3 Repair and Service Reports

The Repair and Service report selections are found in the Repair report catalog. To get to
the catalog, from the AIMsi menu bar click Reports, click Catalog and click the Repair
tab.

More:
List Completed Repairs
List Outstanding Repairs
15.3.1 List Completed Repairs

List Completed Repairs will provide you with a listing of all those repairs that were
completed within a specified date range and have not yet been billed.
For each repair that lists on the report, you are given the following information:
l Repair ticket number

l Customer account number and name
l Date the item was brought in for repair
l Date the item was promised to be completed
l Customer phone number
l Serial number and model number of the item being repaired
l Description and manufacturer of the item being repaired
l Date the repair was completed
l The services performed on the item
More:
Selection Options for List Completed Repairs
15.3.1.1 Selection Options for List Completed Repairs

Upon selecting List Completed Repairs the following dialog box appears:
Enter Completed Dates to Select or Leave Blank for All

To select only those repairs completed within a certain date range, enter the date range in
the Date boxes.

Enter Acct# to Select or Leave Blank for All
To select only those repair tickets that were completed for one customer only, enter the
customer account number in the Acct# box.
Location
If you have multiple store locations and would like to select completed repairs from one
store location only, click in the Location box and select the applicable location from the
drop down list.
appear.
15.3.2 List Outstanding Repairs

List Outstanding Repairs will provide you with a listing of all repairs remaining outstanding.
You have the option to select the report by repair ticket date or by promise completion
date.
For each repair that lists on the report, you are given the following information:
l Repair ticket number

l Customer account number and name
l Date the item was brought in for repair
l Date the item was promised to be completed
l Customer phone number
l Serial number and model number of the item being repaired
l Description of the item being repaired
l The services to be completed
More:
Selection Options for List Outstanding Repairs
15.3.2.1 Selection Options for List Outstanding Repairs

Upon selecting List Outstanding Repairs the following dialog box appears:

Select by Date Entered/Promise Date
To select the repair tickets by ticket date, click the Select by Date Entered box and enter
the applicable date range. To get a listing of all outstanding repairs, leave the date boxes
blank.
To select the repair tickets by promised completion date, click the Select by Promise Date
box and enter the applicable date range. To get a listing of all outstanding repairs, leave
the date boxes blank.
Location
If you have multiple store locations and would like to list outstanding repairs for one store
down list.
Category
To list services to be completed on a specific category of inventory only, click in the
Category box and select the applicable category from the drop down list.
Sub Category
To list services to be completed on a specific category and sub category of inventory only,
click in the Category box and select the applicable category from the drop down list. Next,
click in the Sub Category box and select the applicable sub category.
Enter Repair# to Select or Leave Blank for All
To list one outstanding repair ticket only, type the repair ticket number in the Enter
Repair# to Select box.
appear.

Chapter 16
Lesson Scheduling & Billing

Overview
Lesson Scheduling & Billing Overview
Features of the Lesson Scheduling & Billing module include:
l Allows for flexible billing. Each student might be billed differently, i.e. one student
pays weekly, one student pays monthly, still another student pays by the term.
l Allows for flexible scheduling. One student may take multiple lessons in one week.
Each lesson may be at a different time, with a different instructor and in a different
area.
l You have the ability to specify whether or not you want to allow schedule conflicts. If
a schedule conflict occurs, you may quickly determine the student already scheduled
at that time and whether the conflict is of type 'instructor' or 'area'.
l View the lesson schedule for a day, by instructor or area.
l Specify the time increment you would like the schedule to appear with (i.e. 5
minutes, 15 minutes, 30 minutes, etc.).
l Mark a student absent, selecting a pre-established code that specifies whether the
absence is excused or unexcused.
l Schedule temporary schedule changes such as make-up lessons.
l Establish group lessons.
l Charge students for lessons and enter payments as they are received.
l Pay instructors according to the pre-established amount or percentage of student
rate that goes to the instructor.
l Print an attendance sheet for the instructor.
l Add notes to schedule records, either directly onto the schedule or while on the
student record.
l Run a report showing total lesson income and amounts paid to the instructor.
l Run a report showing amounts owed by the students and amounts owed to the
instructor.
l View the complete history of any student, at any time.
l View the complete history of any instructor, at any time.
l Track repertoire and grading of each lesson.
l Mark a student as inactive but keep the history in order to re-activate the student at
a later date if necessary.
l Quickly cancel a group lesson, removing the group lesson from the schedule and
removing the students from the group lesson.
16.1 Getting Started

Step by Step Instructions
16.1.1 Step by Step Instructions

Step by Step Instructions
Following are step by step instructions for getting started with the Lesson Scheduling &
Billing module.
Chapter 16 - Lesson Scheduling & Billing Overview | 971

1. Click Maintenance on the menu bar, click General Maintenance and click
System Variables.
You must establish the system variables that pertain to the Lesson Scheduling
& Billing module. These variables include: AllowConflicts, BeginTime,
CreditPayInst, EndTime, LastScheduleDate, NextInst and ScheduleIncrement.
Refer to 'System Variables' for more information.
2. Click Maintenance on the menu bar, click Lesson Maintenance and click Areas.
You must set up the area(s) the lessons will take place in, for example Studio
1, Studio 2, etc. At least one area is required. Refer to 'Areas' for more
information.
3. Click Maintenance on the menu bar, click Lesson Maintenance and click
Instructor Fees.
You must set up the portion of the lesson rates that will go to the instructors.
You may have just one instructor fee code if all instructors receive the same
portion (i.e. 75%) of every student payment. At least one instructor fee is
required. Refer to 'Instructor Fees' for more information.
4. Click Maintenance on the menu bar, click Lesson Maintenance and click
Absence.
You must set up reasons for absence to be used when marking a student
absent. You specify if the student must pay for the missed lesson (unexcused)
or not (excused). Refer to 'Absence' for more information.
5. Click Maintenance on the menu bar, click Lesson Maintenance and click Lesson
Types.
You may set up the various types of lessons that are taught. The Lesson Types
may then be selected from when entering students as well as instructors. This
will help determine what instructor is available to teach a certain skill to the
student. Setting up lesson types is optional Refer to 'Lesson Types' for more
information.
6. Click Modules on the menu bar, click Lesson Scheduling & Billing and click
Add/Change Instructor.
You must set up the instructor information including the availability schedule
before you are able to enter the student information. At least one instructor
record is required. Refer to 'Add/Change Instructor' for more information.
7. Once you have instructors entered you are ready to set up group lessons if they are
offered. If you do not have group lessons you may skip this step. Click Maintenance
on the menu bar, click Lesson Maintenance and click Groups.
'Groups' is used to establish the instructor giving the group lesson as well as
the day and time of the lesson. The instructor's availability and current
schedule will be verified to make certain conflicts don't exist. When a student
is specified as being a member of the group lesson, the instructor, day and
time will be saved automatically to the student's record. Refer to 'Groups' for

more information.
8. Click Modules on the menu bar, click Lesson Scheduling & Billing and click
Add/Change Student.
You are now ready to set up the students who are taking lessons. You may add
the customer information while creating the student record or you may use
'Add/Change Customer' found on the Customer menu. The customer record
would contain the name and address information of the person(s) responsible
for paying for the lessons, i.e. a parent. The student record would contain the
name of the student as well as the name of the instructor, day and time of the
lesson and amount the student is to pay. Each of the student records under a
particular customer account will be assigned sub account numbers (i.e. two
children in one family are taking lessons). You want to be certain NOT to
duplicate the customer account. When adding the students, the instructor's
availability and current schedule will be verified to make certain conflicts don't
exist. The schedule for the room or area the lesson is specified to take place
will also be verified to make certain conflicts don't exist. Refer to 'Add/Change
Student' for more information.
9. Once you have students entered you will have information on the schedule. To view
the schedule for a day, by instructor or by area, click Modules on the menu bar,
click Lesson Scheduling & Billing and click View Schedule.
Refer to 'View Schedule' for more information.
10. When you are ready to invoice the students for lessons, click Modules on the menu
bar, click Lesson Scheduling & Billing and click Create Invoices from Billing
Records.
Refer to 'Create Invoices from Billing Records' for more information.
11. As students take lessons or to mark students absent, click Modules on the menu
bar, click Lesson Scheduling & Billing and click Attendance.
Refer to 'Attendance' for more information.
12. When the students make payments, you will use O/A Payment either on the POS
menu or Daily Posting menu.
Refer to 'Open Account Payment' for more information.
13. When you are ready to pay the instructors, click Modules on the menu bar, click
Lesson Scheduling & Billing and click Pay Instructors.
The lessons that have been invoiced will appear as being owed to the
instructor. Only the portion of the student rate that was set up to go to the
instructor will appear as being owed. The instructor portion of the student rate
was set up in 'Instructor Fees' on the Lesson Maintenance menu. For more
information regarding paying the instructor, refer to 'Pay Instructors' .
16.2 Add/Change Student

From the menu bar, click Modules, click Lesson Scheduling & Billing and click
Add/Change Student or press Alt M L S on the keyboard.

'Add/Change Student' is comprised of four tabs. These tabs are briefly described as
follows:
1. Student tab – The Student tab contains the primary information regarding the
student, such as: student name, lesson rate, the instructor's name and the day, time
and area of the lesson. Refer to 'Student tab' for more information. Adding
information to the Student tab does not add the student to the schedule. The schedule
records must be created on the Schedule tab.
2. Schedule tab – The Schedule tab is used to create the schedule records for the
student, thereby adding the student to the schedule on specific dates. The Scheduling
tab may also be used to add the student to the schedule on non-scheduled days and
times. For example, the student normally has a lesson every Wednesday from 2:30
to 3:00 with Grace Chang. The student wants to take an extra lesson one week and
Grace has Friday from 4:00 to 4:30 available. You may add the student to the
schedule on this particular date on the Scheduling tab. You may even select a
different instructor to give the lesson. Refer to 'Schedule tab' for more information.
3. Billing Tab – The Billing tab is used to create billing records during the specified
date range. This does not add invoices to the customer account, it simply creates the
billing records so you can quickly determine when the student gets billed. You will
use 'Post Invoices from Billing Records' on the Lesson Scheduling & Billing menu to
add outstanding invoices on the customer accounts. The billing records will be
referred to in order to determine the date(s) and amount to invoice. Refer to 'Billing
tab' for more information.
4. Notes tab – The Notes tab is used to add any comments or special instructions to
the student record. Refer to 'Notes tab' for more information.
More:
Adding a Student Record
Changing a Student Record
Student Record Data Fields
Reactivating a Student Account
16.2.1 Adding a Student Record

Complete the following steps to add a new student.
1. If the 'Add/Change Student' window is not already open, click Modules on the menu
bar, click Lesson Scheduling & Billing and click Add/Change Student.
3. Select the applicable customer account from the 'Pick Customer' list box. The
customer account contains the name and address information of the person
responsible for paying for the lessons (a parent). This may or may not be the same
name as the student. If the customer account has not yet been created, click the Add
button on the 'Pick Customer' list box. Refer to 'Add/Change Customer' for more
information.
4. Type the information pertaining to the new student as specified in 'Student Record
Data Fields' .
5. Click the Save button to save the new student record.
If the message pictured below appears when Save is clicked, schedule records were not
added for the student on the Schedule tab. You may continue with the Save but the student
will not be on the schedule.

Note: You must click the Save button in order to save information on all four tabs.
16.2.2 Changing a Student Record

To make changes to an existing student record, complete the following steps.
1. If the 'Add/Change Student' window is not already open, click Modules on the menu
bar, click Lesson Scheduling & Billing and click Add/Change Student.
2. Click the Find button.
3. Select the customer from the 'Pick Customer' list box. If the customer has more than
one student account, select the student from the 'Pick Student' list box. The boxes on
the 'Add/Change Student' window will contain the information pertaining to the
student selected.
Note: You may also use the Next, Previous, Top, Bottom buttons to find the student
record you wish to change.
4. Make the necessary changes. Refer to 'Student Record Data Fields' for guidance.
16.2.3 Student Record Data Fields

Student tab
Schedule tab
Billing tab
Notes tab

16.2.3.1 Student tab
Student
The student's name which should be typed first name first, last name last.
Organization
The school the student attends or organization the student belongs to. Organization is
optional.
Charge Comment
The description to appear on invoice records when the lessons are billed. This could be
used to record lesson repertoire; a brief description of what is going to be taught or
reviewed, the skills being learned or rehearsed. The Charge Comment may be changed as
often as you wish. Each time invoices are created from the student's billing records, the
Charge Comment will be referenced and the invoice description will be saved accordingly.
If Charge Comment is left blank, the invoice description will default to 'Lesson Charge'.
Charge Comment is optional.
Lesson Type
The type of lesson the student is taking. The lesson type may be selected from a drop down
list if lesson types were established in 'Lesson Types' on the Lesson Maintenance menu.
Lesson Type is optional.
Level
The level of lesson the student is at, i.e. 'Beg' for Beginning, 'Int' for Intermediate, 'Adv'
for Advanced. Level may be a maximum length of three characters. Level is optional.
Birth Date
The date of birth of the student. Birth Date is optional.
Group
Group defaults to 'Not a Group Lesson'. If the student is part of a group lesson, click in the
Group box and select the group lesson from the drop down list. Group lessons are
established in 'Groups' on the Lesson Maintenance menu. Refer to 'Groups' for more
information.

If the student is a member of a group lesson, upon selecting the group the instructor, area,
day and times will be automatically filled in for you. This information should not be
changed. If the student takes lessons individually in addition to being a member of a group
lesson, click the Schedule tab to add the student to the schedule as an individual lesson.
Refer to 'Schedule tab' for more information.
Rate
The amount the student is to be billed for the lesson(s). The rate entered here is
determined by how often the student pays for the lessons. Following are examples of
billing situations that may occur (there are numerous other possibilities and the Lesson
Scheduling & Billing module was designed with flexibility to handle any situation).
1. The student pays every week. The weekly rate should be entered as the Rate.
2. The student pays at the beginning of the month for each lesson s/he will be taking
that month. In this scenario the number of weeks in the month is taken into account
and you should therefore enter the weekly rate as the Rate.
3. The student pays a flat rate every month, regardless of how many weeks are in the
month. The monthly rate should be entered as the Rate.
4. The student pays at the beginning of each quarter. The quarterly rate should be
entered as the Rate.
5. The student pays semi-annually. The semi-annual rate should be entered as the
Rate.
6. You do your billing by a specified term (i.e. September – November, December –
February, March – May, summers off). The term rate should be entered as the Rate.
7. You do your billing by a specified term and the student pays different rates
depending upon the term. You can either enter the most frequent rate (i.e. the
student usually pays $250 per term but pays $150 for the summer session) or you
can leave the Rate blank.
Bgn Time
The time the lesson will begin for the student. You may click in the Bgn Time box and
select the time from the drop down list box.
End Time
The time the lesson will end for the student. You may click in the End Time box and select
the time from the drop down list box.
Note: If the beginning or ending time of the lesson falls outside the time range that
appears in the drop down list box, you must change either the 'BeginTime' or 'EndTime'
application variables. Refer to 'System Variables' for more information.
Instr
The instructor who will be teaching the student. You may click in the Instr box and select
the instructor from the drop down list box. If the instructor name is not listed, you must
create a new account for the instructor by clicking Modules on the menu bar, clicking
Lesson Scheduling & Billing and clicking Add/Change Instructor. Refer to
'Add/Change Instructor' for more information.
Fee
The instructor fee code that was set up to denote the portion of the student payment that is
to go to the instructor. Click in the Fee box and select the code from the drop down list. If

the instructor fee code is not listed, you must add it by clicking Maintenance on the menu
bar, clicking Lesson Maintenance and clicking Instructor Fees. Refer to 'Instructor
Fees' for more information.
Area
The area the lesson will take place. Click in the Area box and select the area from the drop
down list. If the area is not listed, you must add it by clicking Maintenance on the menu
bar, clicking Lesson Maintenance and clicking Areas. Refer to 'Areas' for more
information.
Day
The day of the week the lesson will be taken. Click in the Day box and select the day from
the drop down list.
Scheduling
The frequency with which the student will be taking lessons. If the student will be taking
lessons once a week, click in the Scheduling box and click Weekly Lesson. If the student
will be taking lessons either more or less than once a week, click in the Scheduling box
and click Other.
Billing
The frequency with which the student is billed the rate entered in the Rate box. If the rate
entered was a weekly rate, click in the Billing box and click Weekly Billing. If the rate
entered was a monthly rate, click in the Billing box and click Monthly Billing. If the rate
entered was a term rate (i.e. quarterly, tertiary, semi-annually, annually), click in the
Billing box and click Other.
If Monthly Billing is selected, select the day of the month the monthly rate should be
charged. For example, if you would like the rate to be charged the 1st of every month,
select 1 as the day.
Bgn Date
Bgn Date represents the date the lessons will begin.
End Date
End Date represents the date the lessons will end. If you are uncertain as to the date the
student will discontinue lessons, you should leave the End Date blank.
Note: It is important that you leave the End Date blank unless you are certain the student
is going to stop taking lessons on a certain date. The student will be taken off of the
schedule as of the End Date. If the student decides to continue lessons, you must change
or remove the End Date.

16.2.3.2 Schedule tab
Note: If the student is a part of a group lesson, do NOT add schedule records for the
group lesson on each individual student record. The schedule records were added on the
Schedule tab in Groups when the group was established. Refer to 'Groups' for more
information. If the student is taking individual lessons in addition to group lessons, you
should add schedule records for the individual lessons.
Instructor
The Instructor will default to the instructor selected on the Student tab. If you are adding
a lesson to the schedule and the student is going to be scheduled with a different instructor,
click in the Instructor box and select the instructor from the drop down list box.
Area
The Area will default to the area selected on the Student tab. If you are adding a lesson to
the schedule and the student is going to be scheduled in a different area, click in the Area
box and select the area from the drop down list box.
Day
The Day will default to the day selected on the Student tab. If you are adding a lesson to
the schedule and the student is going to be scheduled on a different day, click in the Day
box and select the day from the drop down list box.
Bgn Time
The Bgn Time will default to the beginning lesson time selected on the Student tab. If you
are adding a lesson to the schedule and the student is going to be scheduled at a different
time, click in the Bgn Time box and select the beginning time from the drop down list box.
End Time
The End Time will default to the ending lesson time selected on the Student tab. If you are
adding a lesson to the schedule and the student is going to be scheduled at a different time,
click in the End Time box and select the ending time from the drop down list box.

1 Lesson per Week for Date Range
If you are adding the student to the schedule for each week on the day and times selected,
click the 1 Lesson per Week for Date Range option. The date range will default to the
beginning and ending date range entered on the Student tab. If the ending date was left
blank on the Student tab, the ending date that appears here is taken from the
'LastScheduleDate' variable in 'System Variables'. The 'LastScheduleDate' variable refers
to the ending date that was entered in 'Update Scheduling and Billing' the last time it was
run. This date represents the date scheduling and billing records have been added through
for existing students. We therefore advise against changing the ending date in order to be
consistent. Click the Add button in order to create the schedule records for specific dates.
The schedule records for the student will be added to the schedule box.
Note: If an End Date was entered on the Student tab you will not be allowed to schedule
lesson records after the End Date.
Note: If the student is scheduled for two lessons per week, first add the schedule records
for the first day. Next, change the day to represent the second day during the week the
student is going to be scheduled and change the instructor, area and times as necessary.
Click the Add button. The student will then be scheduled to take lessons twice a week.
Note: When it is time to add additional schedule records for your students, you will use
'Update Scheduling & Billing' on the Lesson Scheduling & Billing menu.
Enter 1 Lesson for Specified Date

If you are adding the student to the schedule on one particular date, perhaps the student is
taking a make-up lesson or is taking an extra lesson, click the Enter 1 Lesson for
Specified Date option. Type the lesson date in the date box and click the Add button. The
schedule record for the student will be added to the schedule box.
Deleting a Lesson
If a schedule record was added on the Schedule tab in error or if you know lessons will not
be offered on a date the student is scheduled, highlight the lesson in the schedule box and
click the Delete button. If all schedule records were added in error, click the Delete All
button.
Schedule Conflicts
If a schedule conflict occurs when a lesson record is added on the Schedule tab, the lesson
will be highlighted in yellow. To view the conflict, click in the row highlighted in yellow with
the RIGHT mouse button and click Show Conflict Info. A window will appear similar to
the one pictured below.

You will be given the account number, sub account number and student name for each
lesson that causes a conflict. If the instructor is already scheduled to give a lesson on the
selected date and time, the type of conflict is 'Instructor Conflict'. If the area is already
being used during the selected date and time, the type of conflict is 'Area Conflict'. Click
the Exit button to remove the 'Schedule Conflict' window.
If you click the Save button to save

the schedule and receive the
message on the right, the
application variable 'AllowConflicts'
was set to 'Y'.
This means you may save the
schedule even though there is a
conflict. Refer to 'System Variables
Defined' for more information on the
'AllowConflicts' variable.
If you click the Save button to save

the schedule and receive the
message on the left, the application
variable 'AllowConflicts' was set to
'N'.
This means you cannot save the
schedule when there are conflicts.
Refer to 'System Variables Defined'
for more information on the
'AllowConflicts' variable.
Note: Conflicts refer to either schedule conflicts with the instructor or area or the
instructor is unavailable.

Instructor Unavailable
If the instructor is unavailable to teach during the time selected for the student, the lesson
will be highlighted in red. You may view instructor availability by clicking Modules on the
menu bar, clicking Lesson Scheduling & Billing and Instructor History. Refer to
'Schedule Conflicts' for an explanation of the warnings that may appear if the Save button
is clicked when conflicts exist.
Adding a Note to a Schedule Record

To add a note to a lesson record added on the Schedule tab, click in the row containing the
lesson with the RIGHT mouse button and click Add Notes for this Date. A 'Schedule
Notes' window will appear similar to the one pictured below.
Type the note and click the OK button to save the note. You will have an opportunity to
read the note when viewing the schedule for the date of the lesson the note was added to.
16.2.3.3 Billing tab

Weekly, Monthly, 1 Billing per Specified Date
The type of billing will default to the type of billing selected on the Student tab.
Weekly Billing
If Weekly billing is selected, the date range will default to the beginning and ending date
range entered on the Student tab. If the ending date was left blank on the Student tab, the
ending date that appears here is taken from the 'LastScheduleDate' variable in 'System
Variables'. The 'LastScheduleDate' variable refers to the ending date that was entered in
'Update Scheduling and Billing' the last time it was run. This date represents the date
scheduling and billing records have been added through for existing students. We therefore
advise against changing the ending date in order to be consistent.
Note: If an End Date was entered on the Student tab you will not be allowed to add billing
records after the End Date.
Monthly
If Monthly billing is selected, the date range will default to the beginning and ending date
range entered on the Student tab. If the ending date was left blank on the Student tab, the
ending date that appears here is taken from the 'LastScheduleDate' variable in 'System
Variables'. The 'LastScheduleDate' variable refers to the ending date that was entered in
'Update Scheduling and Billing' the last time it was run. This date represents the date
scheduling and billing records have been added through for existing students. We therefore
advise against changing the ending date in order to be consistent. The day of the month the
rate should be charged will also default to the day on the Student tab.
Note: If an End Date was entered on the Student tab you will not be allowed to add billing
records after the End Date.
1 Billing per Specified Date

If 1 Billing per Specified Date is selected, you must enter a date to add a billing record
for.
Example: An example of when this billing option would be used is as follows. The student
takes a weekly lesson from September 1st through May 31st and the lessons are broken up
into three, three month terms. The student is billed and must pay for lessons at the
beginning of each term. So, the Rate would be the rate for three months of lessons and the
billing type selected on the Student tab should have been Other. You will add three billing
records for the student account, the first for September 1, 2000, the second for December
1, 2000 and the last and final one for March 1, 2001.
Example: Another example of when this billing option would be selected is as follows: The
student signs up for an extra lesson one week and is therefore added to the schedule. The
student already paid for lessons that week. You need to create a billing record so you can
invoice the student for the extra lesson. You will simply select 1 Billing per Specified
Date, type the date the lesson is being invoiced for, add the appropriate rate and click
Add. It will then be necessary to use 'Create Invoices from Billing Records' to invoice the
student for the extra lesson. Refer to 'Create Invoices from Billing Records' for more
information.
Rate
Rate will default to the rate selected on the Student tab.
If Weekly billing is selected, the Rate should be the weekly rate.

If Monthly billing is selected, the Rate should be the monthly rate.
If 1 Billing per Specified Date is selected, the Rate should be the rate representing the
Single Date entered.
Instr
Instr will default to the instructor selected on the Student tab. If a different instructor is to
be assigned to the billing record in order to receive credit when the student pays, click in
the Instr box and select the instructor name from the drop down list.
Fee
Fee will default to the instructor fee code selected on the Student tab. If a different fee
code applies to the billing record(s) being added, click in the Fee box and select the code
Day
Day defaults to the day of the week the student takes lessons which was selected on the
Student tab. If Weekly billing was selected, the date the billing records are added will fall
on the day of the week selected here.
Example: If the student takes lessons on Thursdays and is set up on Weekly Billing, a
billing record will be added for each Thursday within the date range selected. So, if the
date range entered was 09/01/00 through 09/30/00, a billing record will be added on
09/07/00, 09/14/00, 09/21/00 and 09/28/00.
The Day is not applicable to monthly or other types of billing.
Adding a Billing Record

Once the correct criteria has been entered, click the Add button. The billing record(s) will
added according to the criteria entered.
Note: Adding billing records to the student account does not automatically invoice the
customer. Billing records do not affect the customer balance. You must use 'Create
Invoices from Billing Records' to actually add the outstanding invoices to the customer
accounts. Refer to 'Create Invoices from Billing Records' for more information.
Note: When it is time to add additional billing records for your students you will use
'Update Scheduling & Billing' on the Lesson Scheduling & Billing menu.
Deleting a Billing Record

If a billing record was added on the Billing tab in error, highlight the record in the billing
box and click the Delete button. If all billing records were added in error, click the Delete
All button.
16.2.3.4 Notes tab

The Notes tab may be used to add comments or special instructions regarding the student.
Hint: Press F4 on your keyboard to automatically insert the date, time and your
user name.

16.2.4 Reactivating a Student Account
If a student was previously marked inactive (see 'Mark Students Inactive' ) and signs up
for lessons again, you may pull up the student account in 'Add/Change Student' and change
the selection from Inactive to Active (found on the upper right side of the 'Add/Change
Student' window). You may then add the student to the schedule.
16.3 Student History

From the menu bar, click Modules, click Lesson Scheduling & Billing and click Student
History or press Alt M L H on the keyboard.
The customer account that the student account you wish to view is under must be selected
when the 'Pick Customer' list box appears. If the customer account has more than one
student account, the student account you wish to view must be selected when the 'Pick
Student' list box appears.
Student History is comprised of four tabs, briefly described as follows:
1. Details – The Details tab contains the student name, customer name and address
information, outstanding balance and schedule information.
2. Schedule – The Schedule tab contains a listing of schedule records that have been
added to the student's account. If a schedule conflict exists, the schedule record will
be highlighted in yellow. You may RIGHT click on a record highlighted in yellow and
select Show Conflict Info from the menu that appears in order to view the
conflicts. If the instructor is unavailable during a time scheduled with the student,
the schedule record will be highlighted in red.
Note: If the Lesson Scheduling & Billing module was set to not allow conflicts, you should
have no schedule records highlighted in red or yellow.
If schedule notes were added to any schedule records, the box in the Notes column will
contain a checkmark. You may RIGHT click on a record in order to read or add notes. The
notes may also be read when viewing the schedule.
3. Billing Records – The Billing Records tab contains a listing of all billing records that
have not yet been invoiced.
4. Notes – The Notes tab contains the notes previously added to the student account.
You may add notes or comments directly to the Notes tab by typing in the white box.
user name.
Note: Changes may not be made to the Student History window (with the exception of the
Notes tab). If it is necessary to change address information, use 'Add/Change Customer'
on the Customers menu.
16.4 Attendance
Attendance or press Alt M L A on the keyboard.

Attendance is used to mark the students that were in attendance for their lessons or that
were absent.
Date Range
The date range will default to the system date of the workstation. If you are marking
attendance for a date(s) other than the system date, click in the Date Range boxes and
change the dates as necessary.
Hint: You may press the + key on your keyboard to increase the day and the –
key to decrease the day. You may press Page Up to increase the month and Page
Down to decrease the month.
Instructor
The Instructor will default to All Instructors. To mark attendance for a specific instructor
only, click in the Instructor box and select the instructor from the drop down list. Only the
students taking lessons during the date range entered for the instructor selected will list in
the Attendance box.
More:
Marking Attendance
Marking a Student as Absent
Saving Attendance
16.4.1 Marking Attendance

Marking Attendance
To flag a student as attending the lesson, simply click the box in the Attend column for the
student. A check mark will then appear. If a student was marked as attending in error,
click the box in the Attend column a second time. The check mark will then be removed.
If all or most of the students were in attendance, click the Select All button. The box in
the Attend column for all students will be checked. You may then deselect the students that
were absent.

16.4.2 Marking a Student as Absent
Marking a Student as Absent
If a student missed the scheduled lesson, click in the row containing the student's name in
order to highlight it, click in the Absent box and select the applicable reason for absence.
The reasons for absence are established in 'Absence' on the Lesson Maintenance menu. If
the student was marked absent in error, click the box in the Attend column for the
student. The reason for absence will be removed and the student will be marked as
attending.
16.4.3 Saving Attendance

Once attendance has been taken, click the Save button. To list those students that were
marked absent by instructor so you know who to credit (if applicable), run the report 'List
Instructor Absences' in the Report Catalog. Refer to 'List Instructor Absences' for more
information.
16.5 Add/Change Instructor

Add/Change Instructor or press Alt M L I on the keyboard.
Add/Change Instructor is comprised of four tabs, briefly described as follows:
1. Details – The Details tab contains the instructor name and address information.
2. Available – The Available tab contains the days and times the instructor is available
to teach.
3. Lesson Types – The Lesson Types tab contains the type(s) of lessons the instructor
is capable of teaching.
4. Notes – The Notes tab is used to add any comments or special instructions regarding
the instructor.
More:
Adding an Instructor Record
Changing an Instructor Record
Instructor Record Data Fields
16.5.1 Adding an Instructor Record

Complete the following steps to add a new instructor.
1. If the 'Add/Change Instructor' window is not already open, click Modules on the
menu bar, click Lesson Scheduling & Billing and click Add/Change Instructor.
3. Type the information pertaining to the new instructor as specified in 'Instructor
Record Data Fields'.
4. Click the Save button to save the new instructor record.
Note: You must click the Save button in order to save information on all four tabs.

16.5.2 Changing an Instructor Record
To make changes to an existing instructor record, complete the following steps.
1. If the 'Add/Change Instructor' window is not already open, click bon the menu bar,
click Lesson Scheduling & Billing and click Add/Change Instructor.
2. Click the Find button.
3. Select the instructor from the 'Pick Instructor' list box. The boxes on the
'Add/Change Instructor' window will contain the information pertaining to the
instructor selected.
Note: You may also use the Next, Previous, Top, Bottom buttons to find the instructor
record you wish to change.
4. Make the necessary changes. Refer to 'Instructor Record Data Fields' for guidance.
16.5.3 Instructor Record Data Fields

Details tab
Available tab
Lesson Types tab
Notes tab
16.5.3.1 Details tab
Instructor#
The instructor's account number assigned by the software. The instructor number that
appears when adding a new instructor is taken from the 'NextInst' variable in the 'System
Variables'. Refer to 'System Variables Defined' for more information regarding the
'NextInst' variable.
The Instructor# cannot be changed.

Last
The instructor's last name followed by the first initial of the first name. This 'short name'
will automatically appear after the Name is typed. The Last name is used in instructor
searches.
Name
The instructor's name which should be typed first name first, last name last.
Address
The mailing address of the instructor. The mailing address may take up two lines.
Zip
The zip/postal code of the street address entered as the Address.
The zip/postal code comes before City, State and Country in the tab order because if the
zip code has been entered on a previous customer or instructor record, the City, State and
Country will automatically be brought forward to this instructor record. This saves you
from having to retype the City, State and Country for each new instructor added.
City
The city of the instructor.
St/Province
The state/province of the instructor.
Country
The country of the instructor.
Note: If the city, state or country were entered incorrectly, they will be saved to the zip
code table incorrectly. You must correct the Zip Code Table by clicking Maintenance on
the menu bar, clicking Customer Maintenance and clicking Add/Change Zip Codes.
Refer to 'Zip Code Table' for more information.
Hm Phone
The home phone number of the instructor.
Wk Phone
The work phone number of the instructor.

16.5.3.2 Available tab
Adding a day
To add a day and times the instructor is available to teach, complete the steps outlined
below.
1. Click the Add Entry button. The first row in the Available grid will open.
2. Select the day from the drop down list that opens in the Day box.
3. Tab to the Start box and type the time the instructor is available to begin teaching.
4. Tab to the Time box and select AM or PM as applicable to the Begin time.
5. Tab to the End box and type the time the instructor must end lessons by on the day
selected.
6. Tab to the second Time box and select AM or PM as applicable to the End time.
Continue with steps 1 through 6 until all available days have been added.
Changing a day
To change the times the instructor is available to teach on a specific day, click in the row
on the grid containing the day and make the necessary changes.
Deleting a day
To delete a day from the Availability grid, click in the row on the grid containing the day
and click the Delete Entry button. You must click the Save button to finalize the deletion.
16.5.3.3 Lesson Types tab

Adding the types of lessons the instructor is available to teach is optional.

Adding a lesson type
To add a lesson type, click the down arrow in the empty white box and select a lesson type
from the drop down list. The lesson types are established in 'Lesson Types' on the Lesson
Maintenance menu.
Deleting a lesson type

To delete a lesson type from the Lesson Types grid, click in the row containing the lesson
type and click the Remove button.
16.5.3.4 Notes tab

The Notes tab may be used to add comments or special instructions regarding the
instructor.
user name.
16.6 Instructor History

From the menu bar, click Modules, click Lesson Scheduling & Billing and click Instructor
History or press Alt M L I on the keyboard.
Instructor History is comprised of three tabs, briefly described as follows:
1. Details – The Details tab contains the instructor name and address information, as
well as the outstanding balance owed to the instructor.
2. History – The History tab contains a listing of invoices the students have paid, as
well as the dates and amounts the instructor was paid. To view the instructor
payment information, you must first select an invoice that was paid. You will then be
given the date the instructor was paid, the amount paid and the payment reference
number.
3. Available – The Available tab contains the days and times the instructor is available
to teach.

Note: Changes may not be made to the Instructor History window. If it is necessary to
change address or availability information, use 'Add/Change Instructor' on the Lesson
Scheduling & Billing menu.
16.7 Pay Instructors

Pay Instructors
From the menu bar, click Modules, click Lesson Scheduling & Billing and click Pay
Instructors or press Alt M L P on the keyboard.
Pay Instructor is used to pay the instructor for lessons the students under the instructor
have paid for.
Once the instructor you are paying is selected, a window will appear that contains the
outstanding invoices that are owed to the instructor. Each invoice represents the portion of
the student rate that is to go to the instructor. For each invoice you are given the following
information:
l Date: The date of the original invoice charged to the customer's account.
l Inst Invoice: The unique invoice number representing the invoice saved to the
instructor account.
l Student: The name of the student.
l Total: The total amount of the customer invoice that is owed to the instructor. Note
that this is not the total amount billed to the customer unless 100% of the student
payment goes to the instructor. The instructor portion is determined by the instructor
fee code assigned to the student account. For example, a student is set up on weekly
billing and pays $15 a week. The instructor fee assigned to the student states that
75% of the student payment is to go to the instructor. That means, that each time the
customer is billed $15 for lessons, a payables invoice will be saved to the instructor
account for $11.25.
l Balance: The balance of the invoice owed to the instructor. The Balance may differ
from the Total if a portion of the invoice has been previously paid to the instructor.
l Amt to Pay: The amount of the invoice currently being paid. This column will update
as invoices are flagged to pay.

More:
Flagging Invoices to Pay
16.7.1 Flagging Invoices to Pay

To flag invoices to pay, complete the steps outlined below.
1. Click the box in the Pay column of an invoice you are paying.
2. The amount in the Amt to Pay column will automatically default to the Balance of
the invoice. If you are making a partial payment to the instructor, click in the Amt to
Pay column and change the amount as necessary.
3. Continue with steps 1 and 2 until you have flagged all of the invoices you are paying.
Click the Save button.
4. The 'Select Output Destination' box will appear. Select the printer you wish to print
the instructor payment receipt to and click OK. If you do not wish to print a receipt,
click the Cancel Print button.
Note: If it is necessary to reprint an instructor payment receipt, click Reports on the

menu bar, click Catalog, click the Reprints tab, click Reprint Instructor Payment
Receipt and click Run.
16.8 View Schedule

From the menu bar, click Modules, click Lesson Scheduling & Billing and click View
Schedule or press Alt M L V on the keyboard.
You have the option to view the daily

lesson schedule by instructor or by
area.
If any time slots on the schedule are
highlighted in yellow it means there is
a schedule conflict for that time.
Refer to 'View Conflict' for
information on viewing the conflict.
If any time slots on the schedule are
highlighted in red it means the
selected instructor is unavailable to
teach at that time.
Date
The Date will default to the system
date of the workstation. If you would
like to view the schedule for a date other than the system date, click in the Date box and
change the date as necessary. The day of the week that corresponds with the date will
appear next to the date. The day of the week cannot be changed.

Instructor
You have the option of viewing the schedule by instructor or by area. If you would like to
view the schedule by instructor, click in the Instructor box and select the instructor from
the drop down list.
Area
You have the option of viewing the schedule by instructor or by area. If you would like to
view the schedule by area, click in the Area box and select the area from the drop down
list. If an Area is selected, the instructor name will be removed from the Instructor box.
More:
View Details
View Schedule Notes
View Conflict
16.8.1 View Details

Student Details
Group Details
16.8.1.1 Student Details

To view detailed information pertaining to a student on the schedule, RIGHT click in the
row containing the student's name and click View Details from the menu.
A box similar to the one pictured below will appear.
Information may not be added or changed on the Student Details box; however, you may
add or change notes in both the Student Notes and Lesson Notes boxes. Upon clicking in the
Notes box and you begin typing, the Save button will appear. Be certain to click the Save
button to save the notes.

16.8.1.2 Group Details
To view the students who are part of a group scheduled, RIGHT click in the row containing
the group name and click View Details from the menu. A box similar to
the one pictured below will appear.
From the Group Details box, you may RIGHT click on any student's name in order to view
detailed information pertaining to the student.
16.8.2 View Schedule Notes

If Schedule Notes were added for a particular student on the schedule, the box in the Notes
column of the schedule will be checked. To read the note or add a new note to a time on the
schedule, RIGHT click in the row containing the time or student you wish to add a note for
and click View Notes from the . A 'Schedule Notes' window similar to the
one pictured below will appear.

When you are finished reading the note or typing a new note, click the OK button.
16.8.3 View Conflict

If a row on the schedule is highlighted yellow it means there is a schedule conflict during
that time. To view the conflict, RIGHT click in the row highlighted in yellow and click View
Conflict from the menu. A window similar to the one pictured below will
appear.
You will be given the account number, sub account number and student name for each
lesson that causes a conflict. If the instructor is already scheduled to give a lesson on the
selected date and time, the type of conflict is 'Instructor Conflict'. If the area is already
being used during the selected date and time, the type of conflict is 'Area Conflict'. Click
the Exit button to remove the 'Schedule Conflict' window.

16.9 Credit Lesson
From the menu bar, click Modules, click Lesson Scheduling & Billing and click Credit
Lesson or press Alt M L C on the keyboard.
Credit Lessons is used to credit a student

lesson that was either invoiced but not yet
paid or billed but not yet invoiced (billing
record is on the student account but not yet
charged to the customer account). If an
invoice is being credited, the invoice will be
removed from the customer account. If a
billing record is being credited, the billing
record will be removed from the student
account and will therefore not be invoiced.
Date
The Date defaults to the system date of the
workstation. If you are crediting a lesson(s)
that were invoiced on a date other than the
system date, click in the Date box and change
the date as applicable. If you are crediting a
lesson(s) that was not yet invoiced and the billing record is dated other than the system
date, click in the Date box and change the date as applicable. All unpaid lesson invoices
and billing records will appear for the date selected.
Instructor
The Instructor defaults to 'All Instructors'. If you are crediting a lesson(s) for a student(s)
under a specific instructor only, click in the Instructor box and select the instructor name
Pay Instructor
If the Pay Instructor box is checked, the instructor should get paid for the lesson(s) being
credited. If the Pay Instructor box is blank, the instructor should not get paid for the lesson
(s) being credited. The 'CreditPayInst' system variable determines whether the Pay
Instructor defaults to being checked or not checked. Refer to 'System Variables Defined'
for more information on the 'CreditPayInst' variable.
Note: If a billing record is being credited, the Pay Instructor option does not apply.
Post Date
The Post Date defaults to the system date of the workstation. If the lesson credit should
post to general ledger on a date other than the system date, click in the Post Date box and

Hint: You may press the = key on your keyboard to increase the day and the –
More:
Flagging Invoices/Billing Records to Credit
16.9.1 Flagging Invoices/Billing Records to Credit

To flag invoices or billing records to credit, click the box in the Select column of an invoice
or billing record you are crediting. Continue selecting as necessary and click the Save
button upon completion.
If an invoice was credited, it will be removed from the customer account. If a billing record
was credited, it will be removed from the student account and will therefore not be
invoiced.
If an invoice was credited and the Pay Instructor box was checked, the invoice for the
instructor portion of the customer invoice will remain as being due to the instructor. If an
invoice was credited and the Pay Instructor box was not checked, the invoice for the
instructor portion of the customer invoice will be removed from the instructor account.
16.10 Update Scheduling & Billing

From the menu bar, click Modules, click Lesson Scheduling & Billing and click Update
Scheduling & Billing or press Alt M L U on the keyboard.
Update Scheduling and Billing is used to add

new schedule and billing records to student
accounts for the date range entered.
Note: Scheduling and Billing records will not

be added to student accounts past an End Date,
if established. Refer to 'Student Record Data
Fields' for more information on the End Date
feature.
Remove Schedule Records through

Schedule records remain on the student
accounts until you delete them. This enables you
to keep a history of the student. You may decide
at some point to delete the schedule records
prior to a certain date. You would enter the date
in the Remove Schedule Records through
box. For example, you have been using the Lesson Scheduling & Billing module for a few
years and you decide you would like to delete the schedule records for the first year. You
would enter the ending date to use when selecting the records to delete. All schedule
records dated prior to the date entered will be removed. If you do not want to delete any
schedule records, leave this box blank.
Note: This feature is optional. You may keep the schedule records in the software as long
as you wish.

Create Schedule and Billing Records for the Date Range
The beginning date that appears in this date range is taken from the 'LastScheduleDate'
variable in 'System Variables'. It is assumed that schedule and billing records have been
added to student accounts up to this date.
The ending date that is entered here will be saved as the new 'LastScheduleDate' variable
in 'System Variables' when the Proceed button is clicked. Refer to 'System Variables
Defined' for more information.
Note: We advise against entering a date range that falls within dates scheduling and
billing records have already been added for, especially if invoices have been created for
those dates. The reason - Billing records are deleted when 'Create Invoices from Billing
Records' is used to invoice the customers. If Update Scheduling & Billing does not find
billing records for the dates entered, they will be added. This will cause duplication of
invoices the next time invoices are created. If you are absolutely certain invoices have
not been created, you may overlap a date range. If schedule and billing records exist for
any student within the date range entered, duplication will not occur.
Enter Dates to Exclude

If you know in advance that certain days that fall within the date range entered will not be
available for lessons; therefore, students set up to take lessons on those dates should not
be scheduled or billed, enter the dates in the 'Enter Dates to Exclude' grid. In the 'Update
Scheduling and Billing' box pictured above the dates to exclude are 11/23/00 and 12/25/00
because lessons will not be offered on those two dates. Students will therefore not be
scheduled. If any of those students are set up with weekly billing, they will also not be
billed.
Note: In regards to billing, this feature is only available for those students set up on
Weekly Billing. In regards to scheduling, this feature is available for all students.
To add the dates to exclude, complete the steps outlined below.

2. Enter the beginning date to exclude in the Begin Date box.
3. Enter the ending date to exclude in the End Date box. If the date to exclude is one
day as opposed to multiple days within a date range, the End Date should be the
same as the Begin Date.
4. Repeat steps 1 through 3 for each date or date range you are excluding.
Click the Proceed button to add the scheduling and billing records to the student accounts.
Note: Updating the scheduling and billing records will not add outstanding invoices to the
customer accounts. When you are ready to create the invoices, use 'Create Invoices from
Billing Records' on the Lesson Scheduling & Billing menu.
16.11 Create Invoices from Billing Records

From the menu bar, click Modules, click Lesson Scheduling & Billing and click Create
Invoices from Billing Records or press Alt M L C on the keyboard.

Post Invoices from Billing Records is used to add outstanding invoices to the customer
accounts according to the billing records on the student accounts. Once the invoices are
added, the billing records that were invoiced will be removed from the student accounts.
Note: As the billing records are deleted once they are invoiced, you may create invoices
for billing records numerous times for the same date. This may be necessary if you
already invoiced the students for the current month but new students were added and
therefore need to be invoiced. Another situation might be that a student is taking a couple
of extra lessons during a month that was already invoiced. You added the billing records
to the student account for the extra lessons which need to be invoiced.
Posting Date
The Posting Date defaults to the system date of the workstation. If the invoices should be
dated and post to general ledger on a date other than the system date, click in the Posting
Date box and change the date as necessary.
Create Invoices for all Billing Records through
This is the date that will be used when selecting the billing records to invoice. All billing
records dated prior to and including the date entered will be invoiced and then deleted.
Example: Your students are set up with Weekly billing and they pay for a month's worth of
lessons at the beginning of each month. You want to invoice the students a month at a
time. Let's say it is September 25, 2000 and you want to invoice the students for October
so they know how much to pay. You will enter the date of 10/31/2000 in the Create
Invoices for all Billing Records through box. Each of the student accounts that have
billing records dated prior to and including 10/31/00 will be invoiced for each week in the
month. Each of the invoices will contain the Posting Date as the invoice date; however, the
Purchase Order# field on each of the invoices will contain the lesson date. Since the
students are set up on Weekly Billing, a student who takes lessons on Sundays, Mondays
and Tuesdays will be invoiced for five lessons and students taking lessons on Wednesdays,
Thursdays, Fridays and Saturdays will be invoiced for four lessons. If the students were set
up on Monthly billing, just one invoice will be added to the student accounts for the
applicable rate. All billing records dated prior to and including October 31, 2000 will then be
removed from the student accounts. The schedule records will NOT be affected.
More:
Viewing a Lesson Invoice
Paying a Lesson Invoice

16.11.1 Viewing a Lesson Invoice
To view the invoices for a particular account you will use 'Customer History' on the
Customers menu. The lesson invoices will contain the description 'Lesson Invoice'. Refer to
'Customer History' for more information.
16.11.2 Paying a Lesson Invoice

To pay a lesson invoice you will use 'Open Account Payment' on the POS or Daily Posting
menu. Refer to 'Open Account Payment' for more information.
16.12 Lesson Scheduling & Billing Reports

The Lesson Scheduling & Billing reports are found in the Lesson report catalog. To get to
the catalog, from the menu bar click Reports, click Catalog and click the Lesson tab.
More:
Attendance Sheet by Instructor
Instructor Schedule by Week
List Absence Codes
List Areas
List Instructor Absences
List Instructor Fees
List Instructors
List Student Balance by Instructor
List Students by Instructor/Group Code
List Unpaid Instructor Invoices
16.12.1 Attendance Sheet by Instructor

Attendance Sheet by Instructor
The attendance sheet was designed to be printed at the beginning of each month. It will list
all students scheduled with the instructor for the month. There are five separate boxes
listed by each student name with the headings Week 1, Week 2, Week 3, Week 4 and Week
5. The instructor can easily mark whether or not the student was in attendance for each
week in the month.
Upon clicking the Run button, you will have the option to select an instructor, if you have
multiple instructors established.
16.12.2 Instructor Schedule by Week

This option enables you to print a weekly schedule by instructor.
Upon clicking the Run button, you will have the option to select an instructor. You will also
have the option to select the beginning date to print the schedule for. The schedule that
prints will begin with the date entered and end with the date six days past the date entered.

16.12.3 List Absence Codes
This report will provide you with a listing of reasons for absence established in 'Absence'
on the Lesson Maintenance menu.
16.12.4 List Areas

This report will provide you with a listing of areas established in 'Areas' on the Lesson
Maintenance menu.
16.12.5 List Instructor Absences

This report will provide you with a listing of student's marked absent during a specified
date range.
Upon clicking the Run button, you must enter the date range to select the absences for.
16.12.6 List Instructor Fees

This report will provide you with a listing of instructor fees established in 'Instructor Fees'
on the Lesson Maintenance menu.
16.12.7 List Instructors

This report will provide you with a listing of the instructors established in 'Add/Change
Instructors'. You will be given the instructor number, name, home phone number and work
phone number for each instructor listed.
16.12.8 List Student Balance by Instructor

This report will provide you with a listing of each student who has an outstanding balance,
as well as the total balance due. The students will be listed by instructor.
Upon clicking the Run button, you will have the option to select an instructor.
16.12.9 List Students by Instructor/Group Code

This report will provide you with a listing of students by instructor or group. The report will
list the students in scheduled day and time order.
Upon clicking the Run button, you must select whether you want the report to list by
instructor or by group lesson. If instructor is selected, you may select to list those students
scheduled with a particular instructor only. If group is selected, you may select those
students scheduled in a particular group only.
16.12.10 List Unpaid Instructor Invoices

This report will provide you with a listing of all invoices that are due as being payable to
the instructor. The report is in instructor order.
Upon clicking the Run button, you will have the option to select an instructor.

Chapter 17
Returns general overview
Returns general overview
What is Returns?
The Returns module is the central location for returning any type of transaction including a
standard merchandise return, a reservation, or a consignment. You may choose to
complete a return with refund to the customer in the original form of payment, as a store
credit, or as a combination of payment types. In some case, such as for an approval
return, there may be no refund necessary for the customer.
17.1 Merchandise Return

From the menu bar, click Modules, click Returns and click Merchandise Return or
press Alt M E M on the keyboard.
The Merchandise Return window is used to return merchandise back to your stock that was
sold. Non-inventoried items such as delivery charges and shipping may also be 'returned'.
Upon selecting Merchandise Return, the

Invoice window appears. If you know the number
of the invoice the item(s) being returned was sold
on, enter it in the Enter Invoice Number box
and click OK. Only items sold on the invoice
number will be displayed on the 'Merchandise
Return' window.
If you are unsure of the invoice number, leave the Enter Invoice Number box blank and
click OK. It will then be necessary to select the customer or store account from the 'Pick
Customer' list box.
The Merchandise Return window as pictured below will appear:
Chapter 17 - Returns general overview | 1003

More:
Changing the Date
Selecting the Type of Items to Display
Selecting Item(s) to Return
Inserting an Item to Return
Automatically Reduce Invoice Balance
Adding Comments to the Merchandise Return Receipt
Adding a Restocking Fee
Saving the Return
Listing Merchandise Returns

The store location will default to the location of the workstation. If the return is to be

'NextInvoice'.
entered.

The date will default to the system date of the workstation. If the return is to be accounted
for on a date other than the date of the workstation, click in the Date box and type the
necessary date.
17.1.5 Selecting the Type of Items to Display

By default, all inventory and non-inventory purchases will appear for the customer
selected. If the customer has an extensive list of purchases, you may want to reduce the
list of items shown by selecting the specific type of inventory the customer is returning.
The types of inventory are described as follows:
Accessories/Serialized: Click Accessories/Serialized to only display merchandise
purchased by the customer that is of type accessory or serialized.
Titles: Click Titles to only display merchandise purchased by the customer that is of type
title.
Non Inventory: Click Non Inventory to only display non-inventory purchases by the
customer (i.e. Repair Labor, Shipping, Delivery, etc.).
17.1.6 Selecting Item(s) to Return

Selecting One Item
To select an item to return, click the Select box for the item. A check will then appear to
designate the item is selected to be returned.
Selecting All Items
If the customer is returning all or most of the items listed, right click anywhere in the white
box on the center of the Merchandise Return window. The following menu appears.
Click the Tag all Items option. A check will then appear in the Select
box for each item.
Deselecting One Item

To deselect one item that was selected to return, click the Select box for the item. The
check will be removed.
Deselecting All Items
If all items were selected in error, right click anywhere in the white box on the center of
the Merchandise Return window and click the Untag all Items option from the menu that
appears. The check will be removed from the Select box on all items.
Note: If the customer is returning an accessory or title and the quantity being returned is
less than the quantity purchased, after selecting the item to return change the number in
the Qty column to represent the quantity being returned.

17.1.7 Inserting an Item to Return
Inserting an Item to Return
If the customer is returning an item that was not sold in AIMsi and therefore does not
appear in the Merchandise Return box, right click anywhere in the white box on the center
of the Merchandise Return window and click Insert Item from the menu that appears. A
window similar to the one pictured below will open.
Any merchandise returned in this way will

automatically be put in your inventory file.
For this reason, the 'header' for the item
must exist in inventory prior to returning the
item.
Sku#
Type the item's sku number if returning an
accessory or serialized item or type the
catalog number if returning a title. The sku
or catalog number entered must exist in the
inventory file in order to continue.
Serial#
If the sku number entered in the Sku# box
was found in the inventory file as type
'Serialized', the Serial# box appears. Type the serial number of the item being returned.
If the sku number entered in the Sku# box was found in the inventory file as type
'Accessory' or 'Title', the Serial# box will not appear.
Quantity
If the item number entered in the Sku# box was found in the inventory file as type
'Serialized', the Quantity will default to 1and cannot be changed.
If the sku number entered in the Sku# box was found in the inventory file as type
'Accessory' or 'Title', enter the quantity of the item being returned.
Price Each
The Price Each will default to the inventory item's Our Price. The price each may be
changed if necessary.
Desc
The Description will default to the inventory item's description or title. The description may
be changed if necessary.
Click the Save button in order to continue. The item just added will now appear in the
Merchandise Return box and will be selected to return.
17.1.8 Automatically Reduce Invoice Balance

When returning merchandise on an invoice that was charged on account and the invoice
remains outstanding at the time of the return, you have the option to automatically reduce
the original invoice balance by the amount of the return by selecting the option to
Automatically Reduce Invoice Balance in Merchandise Return.

Note: If the items being returned were sold on multiple invoices, do NOT select this
option as the returned amount of one item may not reduce the invoice balance of the
invoice it was originally charged on. The amount may be deducted from an entirely
different invoice.
If this option is not selected and the items returned were sold on an invoice that was
charged on account, on the 'Return Payments' window you must choose to create a credit
invoice. The credit must then be applied to the outstanding invoice in 'O/A Payment' on the
Daily Posting menu. Refer to 'Applying a Credit Invoice to an Outstanding Invoice' for more
information.
17.1.9 Adding Comments to the Merchandise Return

Receipt
To add comments to print on the return receipt, click in the empty white box on the bottom
left of the Merchandise Return window and type the comments as necessary. These
comments will print on the receipt in addition to any comments that were added to the
merchandise return option in 'System Comments'. Refer to 'Customer Defaults' for more
information on the customer default comments.
17.1.10 Adding a Restocking Fee

If a portion of the total amount being returned is being kept by the store as a 'restocking
fee', enter the applicable amount in the Restock Fee box.
The restocking fee may automatically be calculated as items are selected if the system
variable 'ReStockPrcAmt' has a value.
Example: If the 'ReStockPrcAmt' is .10 and an item is selected to be returned with a total
price of $609.50 (price + tax), the Restocking Fee will automatically calculate to be
$60.95.
If the Restocking Fee is automatically calculated for you, it may be changed as required on
an individual basis. To change the restocking fee, click in the Restock Fee box and type
the new amount.
17.1.11 Saving the Return

To save the return and refund payment to the customer, click the Save button. The
following 'Return Payment' window will appear.

The 'Total to Return' amount is the 'Total Return' on the Merchandise Return window less
the original invoice balance if the option to Automatically Reduce Invoice Balance was
selected. The 'Total to Return' is the amount to refund to the customer.
Note: If it is necessary to return to the Merchandise Return window, simply click the
Cancel button at any point.
More:
Adding a Return Payment
Creating a Credit Invoice
Refunding by Check
Deleting a Refund Payment from the Payments Grid
Interfacing with ICVerify for Credit Card Refunds
Posting the Return
17.1.11.1 Adding a Return Payment

Return Amount
The Return Amount will default to the Total to Return amount.
l If you are refunding this amount with one payment method only, do not change the
Return Amount.
l If you are refunding this amount with different payment methods (i.e. part cash, part
credit card), change the Return Amount to an amount you are refunding to the
customer with one of the payment methods.
Return Method
Click in the Return Method box and select the applicable method of payment. The payment
methods that appear in the drop down list are descriptions of those categories established
with a category number of 800 thru 899.
If a new refund category must be established, follow the procedure outlined below:

1. Click the Cancel button to clear the 'Return Payments' window from the screen.
5. Add the required refund category, referring to 'Categories' for information.
6. Close the 'Edit Categories' window when the new category has been added.
7. You should now be back on the Merchandise Return window. Click the Save button on
the Merchandise Return window in order to re-open the 'Return Payments' window.
The new refund category will now appear in the Return Method drop down list.
Return Reference
The Return Reference box may be used to record a reference number if applicable to the
refund method selected. Return Reference may be alpha/numeric with a maximum length
of ten characters.
Pressing Enter while at the Return Reference box or clicking the Add button to the right of
the Payment grid will cause the refund payment to drop to the Payment grid. The Balance
at the top of the 'Return Payments' window will now equal the 'Total to Return' less the
return payment amount just added. If the Balance amount is greater than 0.00, you must
add the next refund payment.
17.1.11.2 Creating a Credit Invoice

To create a credit invoice on the customer's account for the amount returning, select
'Credit Invoice' from the Return Method drop down list. 'Credit Invoice' should be the last
return method listed. If 'Credit Invoice' does not appear in the list, you must add Category
899 'Create Credit Invoice' to 'Categories' on the Inventory Maintenance menu. Follow the
procedure outlined below:
5. Add the refund category 899, referring to 'Categories' for information.
Create Credit Invoice will now appear as the last option in the Return Method drop
down list.
The credit invoice may then be applied to outstanding invoices in 'O/A Payments' on the
Daily Posting Modules menu or in POS. Refer to 'Applying a Credit Invoice to an
Outstanding Invoice' for more information.
The credit invoice may also be applied directly to a future sale. Refer to 'Applying a Credit'
17.1.11.3 Refunding by Check

If you are writing the customer a check for the amount of the return, select 'Return by
Check' from the Return Method drop down list. If 'Return by Check' does not appear in the
list, you must add a new category numbered between 800 and 898 to 'Categories' on the
Follow the procedure outlined below:

5. Add the refund category, referring to 'Categories' for information.
Return by Check will now appear in the Return Method drop down list.
Note: We recommend assigning a 'clearing account' ledger number to the 'Return by

Check' refund category, such as 121-3 'Return Check Clearing'. The Accounts Payable
department will then use 'Check Disbursements' on the General Ledger menu to record a
manually written check or 'Print Individual Check' on the Accounts Payable Reports
Catalog to print the customer a check. The expensing account to use when recording the
check is the clearing account 121-3. This will clear the clearing account to 0.00 and credit
your checking account.
17.1.11.4 Deleting a Refund Payment from the Payments

Grid
To delete a refund payment from the Payments grid, click in the row containing the
payment and click the Delete button. The payment will then be removed from the
Payments grid and the amount will be added back into the Balance.
17.1.11.5 Interfacing with ICVerify for Credit Card Refunds

If you are using ICVerify software for credit card authorization and you are crediting the
customers credit card for the return amount, you should select the applicable Return
Method. Upon clicking the Add button to add the refund payment to the Payments grid the

Swipe Card
Swipe the card in your credit card reader while the cursor is in Swipe Card box. If the
magnetic strip is unreadable or if you do not have the card and need to type the number
manually, leave the Swipe Card box blank and tab to the Credit Card # box.
Credit Card #
If the card was not swiped in the Swipe Card box, manually type the number here.
Expiration Date
Type the expiration date in the following format: YYMM (last 2 digits of the year followed
immediately by the two digit month).
Click the Authorize button to interface with ICVerify. If the credit card is a valid card you
will be automatically returned to the 'Return Payments' window. If the credit card is not
valid, you will be given the applicable message from ICVerify.
Note: You may refund the return amount on two separate credit cards. You will go
through the above process twice.
17.1.11.6 Posting the Return

Once the Balance on the 'Return Payments' box is 0.00, the Post button is available.
Clicking the Post button will save the Merchandise Return, updating all necessary files. The
'Select Output Destination' box will then open. To print more than one receipt, increase the
number in the Copies box as necessary. If you do not want to print a receipt, click the
Cancel Print button.
17.1.12 Listing Merchandise Returns

To list merchandise return invoices by date in reference number order, click Reports on
the menu bar, click Catalog, click the Customer tab, click List Invoices by Date and
click Run.
The 'List Open Account Invoices by Date' window will appear that contains the various
reporting options. You must enter a date range to use when selecting the merchandise
return invoices. Click in the Enter Type of Invoice to Select box and select
Merchandise Returns.
will list in reference number order.
17.2 Return approvals

Use this procedure to return items that were released on approval back into your inventory
stock. For example, if a customer takes a bassoon out on approval and then wants to
return it rather than purchase it.
Steps to complete
Prerequisites: A customer must have an outstanding approval on his or her account to
complete this procedure.

1. On the Modules menu, point to Returns and click Return Approval.
2. Select a customer account and click Select. The Return Approval window displays.
3. Select the location where the approval was processed in the Location box, if
necessary.
4. Enter a date for the return in the Date box if different from the default value.
5. Select the items to be returned in the Return grid by selecting the check box in the
applicable rows.
6. Enter the number of items being returned in the Qty Ret. column.
Did you know? You can right-click in the Return grid to display a menu of
options that will select or clear all or a group of items instead of selecting and
clearing them individually in step 3.
17.3 Return layaways

Use this procedure to return items that were sold on layaway back into your inventory
stock. For example, if a customer purchases a gun safe on layaway and later decides to
cancel payments and the sale.
Steps to complete
Prerequisites: A customer must have an outstanding layaway purchase on his or her
account to complete this procedure.
1. On the Modules menu, point to Returns and click Return Layaway.

2. Select a customer account and click Select. The Layaway Return window displays.
3. Select the location where the layaway was processed in the Location box, if
necessary.
4. Enter a date for the return in the Date box if different from the default value.
5. Select the items to be returned in the Return grid by selecting the check box in the
applicable rows.
6. Enter the number of items being returned in the Qty Ret. column.
7. Enter or select notes to print on the receipt, if necessary.
8. If a restocking fee will be deducted from the return, enter that amount in the
Restock Fee box.

Did you know? You can right-click in the Return grid to display a menu of
options that will select or clear all or a group of items instead of selecting and
clearing them individually in step 3.
17.4 Return a consignment

Use this procedure to return items that were placed on consignment but not sold.
Example of use
A customer comes into your store and consigns a pair of skis and a pair of boots. Both were
entered into your consigned inventory with the return code Return. The skis sold, but the
boots did not. After the item expires, or has been on the sale floor for a certain length of
time, you need to address the consigned item in your returns.
Steps to complete
1. On the Modules menu, point to Returns and click Return Consignment.
2. Select a customer account and click Select. The Return Consignment window
displays.
3. Select check boxes in the Select column of the Return grid for each consigned item
you want to return.
preview, a printer, a file location, or email, depending on your output selections.
17.5 Return consignments - batch mode

Use this procedure to return items that were placed on consignment but not sold. You can
use batch consignment return to returned consigned items from various consignors.
Steps to complete
Prerequisites: System variable ConsignmentDefaultReturnCode must be set up before you
can complete this procedure.
1. On the Modules menu, point to Returns and click Return Consignment Batch.
The Return Consignment (Batch) window displays.
2. Select the location where the item is consigned in the Loc box.
3. Enter an account number in the Acct box to find only those items consigned by that
account. You can optionally press F6 to select an account from the Pick Customer
window.

4. Enter date ranges in the Exp Date and/or Rcvd Date boxes to find only those
consigned items that expired, were received, or expired and received during those
date ranges.
5. Select a value in the Return Code box to find only those items that were entered
into your consigned inventory with that return code value.
6. Click Refresh.
7. Select check boxes in the Return grid for each consigned item you want to return.
preview, a printer, a file location, or email, depending on your output selections.
17.6 Return proposals

Use this procedure to remove outstanding proposals from a customer's account. To sell a
proposal, refer to Pull in a proposal.
Example of use
You wrote a proposal for the purchase, shipping, and delivery of an upright piano for one of
your customers. That customer eventually purchased a different piano and the proposal
expired. Use this procedure to remove that proposal from the customer account.
Steps to complete
Prerequisites: A customer must have an outstanding proposal on his or her account to
complete this procedure.
1. On the Modules menu, point to Returns and click Return Proposal.

2. Select a customer account and click Select. The Return Proposal window displays.
3. Select the proposal(s) you want to return.
4. If necessary, change the return date in the Date box.
5. Click Save.
17.7 Refund deposits and credits on accounts

Use this procedure to refund outstanding deposits and credits on a customer account.
Example of use 1
A customer places a special order for a Bernina embroidery machine and gives you a $200
deposit. Later, she decided against the Bernina leaving an outstanding credit on her
customer account. To refund the customer's $200 deposit, you would access the Refund

Deposit/Credit window, select the invoice to refund, and click Save to complete the
refund on the Return Payments window.
Example of use 2 (For consignment and resale stores)
The settlement option selected when you settled with a consignor was credit. At that time,
a credit of $30.00 was applied to his account. Later, he makes a purchase in your store and
uses $20.00 of that credit. He would like the remaining $10.00 of credit paid to him in cash.
To do so, you would access the Refund Deposit/Credit window, select the credit on his
account, and click Save to complete the refund on the Return Payments window.
Steps to complete
1. On the Modules menu, do one of the following to access the Refund
Deposit/Credit window.
l Point to Returns and click Refund Deposit Credit.

l Point to Inventory, then to Consignment & Purchase, and click
Refund Deposit/Credit.
Or, if you have the IndustryType system variable set to Consignment, click
the Refund Deposit/Credit button on the Main button bar.
2. On the Pick Customer window, search for or select a customer and click Select.
The Refund Deposit/Credit window displays.
3. If necessary for accounting purposes, update the location to which the refund should
be saved in the Loc box.
4. If necessary, select a different tax authority in the Tax box.
5. If necessary, change the date on which to record the refund in the Date box.
6. Select the check boxes in the Select column of the Outstanding Items grid for
each invoice you want to refund.
7. Enter any notes for the refund.
17.8 Enter payments for purchases, refunds, or other

transactions



Steps to complete
4. Click Add.
17.9 Windows
17.9.1 Return Approval window

Purpose
Use this window to return items that were released on approval and then returned to your
store.

l On the Modules menu, point to Returns and click Return Approval.

l Use keyboard shortcut Alt, M, E, R.
Diagram
The following diagram illustrates the Return Approval window.

Item descriptions
Fields and boxes
Item Description
Location Select the location where the approval was written, if different from the
default.
your keyboard.
Return grid
Select Select this check box to select the item(s) to return.
Date Displays the date on the approval.
Ref# Displays the invoice number from the approval.
Qty Displays the number of items included on the approval.
SKU Displays the SKU number of the item included on the approval.
Description Displays the description entered for the item on the approval.

Item Description
Amount Displays how much the items were "sold" for on the approval.
Qty Ret. Displays the number of items to be returned. This defaults to the number
of items on the approval. Click in the column to change the number if
only a partial number of the items are being returned.
Search Enter a specific SKU or serial number to find that item on any approval
Sku/Serial for the customer.
Buttons
Item Description
Save Saves your changes and displays the Return Payments window where you can
enter your payments for the customer.
17.9.2 Layaway Return window

Purpose
Use this window to return items that were purchased on layaway and then canceled before
they were paid for in full.

l On the Modules menu, point to Returns and click Return Layaway.

l Use keyboard shortcut Alt, M, E, L.
Diagram
The following diagram illustrates the Layaway Return window.

Item descriptions
Fields and boxes
Item Description
Location Select the location where the layaway was sold, if different from the
default.
your keyboard.
Return grid
Date Displays the date on the layaway invoice.
Ref# Displays the invoice number from the layaway invoice.
Qty Displays the number of items sold on the layaway.
SKU Displays the SKU number of the item sold on layaway.
Description Displays the description entered for the item on the layaway.
Amount Displays how much the items were sold for on the layaway.
Qty Ret. Displays the number of items to be returned. This defaults to the number
of items sold. Click in the column to change the number if only a partial
number of the items are being returned.
(notes) Enter comments for the invoice/receipt. These comments print on the
invoice in addition to any comments set up as customer defaults.
Payment grid
Type Displays the payment types used for the layaway.
Date Displays the date of the payment.
Amount Displays the amount of the payment.
Subtotal Displays the total cost of the items to be returned based on the values in
the Amount and Qty Ret. boxes in the grid.
Tax Displays the total amount of tax that will be applied to this sale based on
tax values entered when the layaway was created.

Item Description
Total Displays the total amount to return to the customer for this return
(Subtotal + Tax = Total).
Restock Fee Displays the amount that will be deducted from the customer's total
return for a restocking fee. Restocking fees are automatically calculated
using the system variable ReStockPrcAmt, if it is set up. If necessary,
enter a different amount to charge to restock the item(s).
Total Return Displays the total amount owed to the customer less any restocking fees.
Buttons
Item Description
Save Saves your changes and displays the Return Payments window where you can
enter your payments for the customer.
17.9.3 Return Consignment window

Purpose
Use this window to return an item that was placed on consignment but not sold.

l On the Modules menu, point to Returns and click Return Consignment.

l Use keyboard shortcut Alt, M, E, C.
Diagram
The following diagram illustrates the Return Consignment window.

Item descriptions
Fields and boxes
Item Description
clipboard.
your keyboard.
Return grid
Date Displays the date on the consignment invoice. Click this column heading
to resort the grid in ascending or descending consignment date order.
SKU Displays the SKU number of the consigned item. Click this column
heading to resort the grid in ascending or descending SKU number order.
Description Displays the description entered for the consigned item.
Price Displays the amount entered as the cost when the consigned item was
entered.
Consign Displays the consignor percentage or fixed fee amount entered when the
Amt consigned item was entered.
Buttons
Item Description
Save Saves your changes and displays the Select Output Destination window where
you can select your desired output destination and send the receipt to print
selections. .
Cancel Cancels your consignment selections.

17.9.4 Return Consignment (Batch) window
Purpose
Use this window to return items that were placed on consignment but not sold. From this
window you can return multiple items from multiple consignors at one time.

l On the Modules menu, point to Returns and click Return Consignment Batch.
l Use keyboard shortcut Alt, M, E, B.
System variable ConsignmentDefaultReturnCode must be set up to access this window.
Diagram
The following diagram illustrates the Return Consignment (Batch) window.
Item descriptions
Fields and boxes
Item Description
Loc Select a location from which you want to return consigned items.
Acct Enter an account number to find items consigned by that account.
This box supports F6 functionality; the Pick Customer window opens.
Exp Date Enter a beginning and ending date range to find consigned items that
expired during that date range.

Item Description
your keyboard.
Rcvd Date Enter a beginning and ending date range to find consigned items that
were received into your inventory during that date range.
your keyboard.
Return Code Select a return code to find only consigned items with that code. If a
return code is selected, and you want to remove it, right-click in this box
and click Clear Return Code.
your keyboard.
Return grid Right-click anywhere in the grid to select all items, clear all selections, or
set any item without a specified return code to the return code of the highlighted item.
(check box) Select this check box to select the item to return.
Return Displays the return code selected for the item when it was entered into
Code your consigned inventory. Click in this box on the grid to change the
return code. Click the column heading to sort the grid in ascending or
descending return code order.
Acct Displays the account number for the consignor. Click the column heading
to sort the grid in ascending or descending account number order.
Name Displays the name of the consignor. Click the column heading to sort the
grid in ascending or descending order by first name.
Serial Displays the serial number for the consigned item. Click the column
heading to sort the grid in ascending or descending serial number order.
Description Displays the description of the consigned item. Click the column heading
to sort the grid in ascending or descending description order.
Rcvd Date Displays the date the item was received into your consigned inventory.
Click the column heading to sort the grid in ascending or descending
date order.
Print Receipts Select this check box to print receipts for the consigned items you select
to return.
Buttons

Item Description
Refresh Redisplays the grid based on your changes in the boxes above the grid.
Import Displays the Import Return Consignment Batch window where you can
import items to return from a text file.
Save Returns the selected consigned items and displays the Select Output
Destination window if you selected the Print Receipts check box.
17.9.5 Return Proposal window

Purpose
Use this window to remove outstanding proposals from a customer's account. To sell a
proposal, refer to Pull in a proposal.

l On the Modules menu, point to Returns and click Return Proposal.

l Use keyboard shortcut Alt, M, E, P.
Diagram
The following diagram illustrates the Return Proposal window.
Item descriptions
Fields and boxes

Item Description
(account) Displays the customer name. Click to view the account
name, address, and other demographic information
including phone numbers and email.
Date Displays the current date. This value may be changed if
necessary.
window opens.
Return grid
Ref# Displays the invoice number from the proposal.
Date Displays the date the proposal was written.
Total Displays the total sale amount on the proposal invoice.
Buttons
Item Description
Save Removes the selected proposal(s) from the customer
account and returns to the previous page.
Cancel Cancels your changes.
17.9.6 Refund Deposit/Credit window

Purpose
Use this window to refund an outstanding deposit or credit on a customer account.

Complete any of the following to access this window.
l On the Modules menu, point to Returns and click Refund Deposit/Credit.

then click Refund Deposit/Credit.
l Click the Refund Deposit/Credit button on the Main button bar (system variable
l Use the keyboard shortcut Alt, M, E, D or Alt, M, I, C, D.
Diagram
The following diagram illustrates the Refund Deposit/Credit window.

Item descriptions
Fields and boxes
Item Description
Loc For accounting purposes, select the location this refund will affect, if
default.
opens.
your keyboard.
duplicate any other reference number. This box is optional.
Outstanding Invoice grid

Select Select the check boxes in this column to select one or more invoices to
refund.

Item Description
Invoice Displays the invoice number of any credit or deposit outstanding
invoices. For outstanding contract deposits, the invoice number is
appended with a dash and the contract deposit number. For example, if
invoice 1055 is a contract deposit, it displays here as 1055-1.
Description Displays the description of the invoice.
Invoice Displays the total for the invoice.
Total
Refund Total Displays the total amount available to refund for the invoice.
(notes box) Enter any notes about this item that will print on the receipt.
Total Displays the invoice and refund totals of the selected invoices.
Buttons
Item Description
Cancel Discards your selections.
17.9.7 Return Payments window

Purpose


Diagram

Item descriptions
Fields and boxes
Item Description
window.
Payment grid
#
Buttons
Item Description
Payment grid.

17.10 Returns Reports
Returns reports
There is one primary report to refer to when you want to review your returns. It is
described below.
This report details any invoice transaction during a specified date range, including returned
merchandise, layaways, and short-term rentals.
17.10.1 List Invoices report

About the report
Run the report

Date.
Location boxes.
of that type.


selections.

Chapter 18
Employee/Messaging
Employee/Messaging
More:
Currently Logged-In Users
18.1 Currently Logged-In Users

From the menu bar, click Admin > Employee/Security > Currently Logged-In Users or
press Alt A U C on the keyboard.
Currently Logged-In Users will provide you with a listing of just what the heading states – a
listing of all users currently logged in to the software. You are not only given the user's
name but also the name of the workstation the user logged in on , the date and the time
logged in.
The list is set to update every 60 seconds; however, you may increase or decrease the
number of seconds to refresh the list by clicking the up or down arrows in the seconds
field. You may also click in the seconds field and manually type the number if you prefer.
Chapter 18 - Employee/Messaging | 1031

Chapter 19
Credit Card Processing
Credit Card Processing
AIMsi v9.0 interfaces with three credit/debit card processing software: 1) PCCharge; 2)
PPI and 3) Mercury. PPI and Mercury not only provide the software interface but are the
processor as well. PCCharge is software only. If you need to store credit card information
in AIMsi, i.e. for autopays (Rentals and/or Lessons) or 'card on file' customers, or you
process Active-e C2B web payments, the two software/processor options are PPI and
Mercury. You cannot store credit card information in AIMsi with PCCharge.
Note: The credit card number is stored in the way of a token, generated by the
processor. In order to be PCI compliant, the number itself can no longer be stored in the
software.
Note: FNMS is working on providing Tri-Tech with a new integration solution.
AIMsi v9.0 is PA-DSS Certified. For PCI FAQ, click here.
19.1 PCCharge
To use PCCharge with AIMsi you must use PCCharge version 5.8.1 or higher.
19.1.1 General Setup

The first thing that needs to be done to get PCCharge working in AIMsi v9.0 is to download
the V9PCCharge.exe file from the 'Other Files' section of Tri-Tech's online Member Portal.
After the file has been downloaded, run it on every workstation that will be processing
credit cards.
The next step is to setup PCCharge to listen for credit card authorization requests over
TCP/IP. Please refer to your PCCharge documentation for instructions on how to do this.
Now open AIMsi and click Maintenance > General Maintenance > Workstations. Select the
CC tab. For each workstation processing credit cards with PCCharge, you must complete
the information on the PCCharge tab.
Chapter 19 - Credit Card Processing | 1033

POS Gateway
Click in this field and select PCCHARGE from the drop down list.
Merch#
Enter your merchant information in the MCARD, VISA, AMEX, DSCVR and DEBIT Merch#
fields. If you do not plan to accept a certain kind of card you may leave those card issuers
blank.
Processor
In the Processor field, enter your processor abbreviation which you obtained from
PCCharge.
IP Address
In the IP Address field you must enter the IP address of the computer PCCharge is running
on. If PCCharge is running on the workstation you are setting up, you must use the IP
address 127.0.0.1.
Auth Port
Change the field AuthPort to be the port PCCharge is setup to use, which by default is
31419.
Use SSL
If you are not planning to use SSL uncheck the Use SSL option. If you are planning on
using SSL, refer to SSL Setup for instructions.
VeriFone Port/Debit Method
If you are authorized to take debit cards and you have a VeriFone pin pad hooked up to this
workstation, enter the VeriFone port and select the applicable debit method.
Once you save these changes you are setup to use PCCharge as your credit card
authorization method on this workstation.
Additional Options
Timeout
Enter the number of seconds to wait before a credit card transaction is automatically
aborted while waiting for the gateway response. The default timeout is 30 seconds.

Force Credit Card Type Match
If you have credit card types linked to payment categories, do you want to allow type
mismatches? Check this box to force the type to match, or uncheck for a warning only.
Force Authorization
If you receive a message that the credit card charge is a duplicate, do you want to have the
option to 'force' the transaction? Check this box to enable the option.
19.1.2 SSL Setup

In order to meet PCI compliance you should be using SSL when authorizing credit cards in
AIMsi. The non SSL method was left in because you must be on PCCharge 5.8 or greater to
use SSL. If you do not have PCCharge 5.8 or above, we strongly recommend you upgrade
as soon as possible and follow the steps in this section to setup SSL communications
between AIMsi and PCCharge.
The first thing you must do is make sure PCCharge is setup to listen to SSL authorization
requests over TCP/IP, and also you must have a valid certificate installed and selected.
Please refer to your PCCharge documentation for instructions on how to do this. After the
certificate is setup in PCCharge, that same certificate must be installed on all of the
workstations that will be processing credit cards.
Once you have PCCharge correctly setup, open AIMsi, click Maintenance > General
Maintenance > Workstations and select the CC tab. On the PCCharge tab, do the following:
1. Check the 'Use SSL' box.

2. 'SSL Cert Loc' tells AIMsi if the certificate you are using was installed to the local
machine or the current user. If the certificate was installed to the local machine set
this to 0. If the certificate was installed to the current user, set this to 1.
3. 'SSL Cert Issued By' should be set to the 'Issued By' name of the certificate
PCCharge is set to use. This can be found in the PCCharge Secure TCP/IP screen
under the 'Issued By' column in the Certificate window.
4. 'SSL Cert Store' should be set to the store location of the certificate PCCharge is set
to use. This comes from the Store Name drop down in the same screen in PCCharge
mentioned in number 3 above.
5. 'SSL Cert Serial' should be set to the serial number of the certificate PCCharge is set
to use. If you select the Certificate in PCCharge and select Details a box will open
containing the serial number.
Once this information has been added to each workstation processing credit cards, you
must install the certificate that you set PCCharge to use on all the workstations that will be
processing credit cards. Please consult your PCCharge manual for detailed instructions on
installing a certificate.
19.1.3 Payment by Credit/Debit Card

In order to take a payment by credit card, on the "Enter Payments" screen that you will see
every time a transaction is finalized where money is owed, you must select a Pymt Method
that is setup to be a 'Credit Card Auth Payment' type as mentioned in "Payment Category
Setup".

Once the credit card has been selected and the Add button is clicked you will see the credit
card authorization screen, as pictured here.
You must either swipe a card, or enter the card information manually. Once that is done,
the merchant number drop down will show the default merchant number for this card and
workstation. After the card information is entered and the merchant number is selected,
click the Authorize button. AIMsi will interface with PCCharge in order to attempt to
authorize the charges. If a debit card is being used as the payment method, there will be
an additional step of the customer entering their PIN. If the card is authorized
successfully, AIMsi will close this screen and add the payment to the transaction. If the
card is not authorized an error message will appear with the declined response, and the
reason the processor declined the charge.
19.2 PPI PayMover

Contact PPI to get a merchant account setup:
Alysha Alberts
Payment Processing, Inc. (PPI)
aalberts@paypros.com
800-774-6462 x3628
Features of PPI's PayMover interface include:

l Allows simultaneous transactions from multiple workstations.
l Supports Terminal Services
l Supports both US and Canadian Pin Debit.
l Paymover can be run on an unlimited number of terminals at no extra charge.
l Paymover provides 24/7/365 support at no charge
l PPI does not charge for Paymover upgrades.
The PPI PayMover Managed Payer Data system is used to store credit card information for
recurring autopays using tokenization technology. Your customer’s credit card information
is securely transmitted to PayMover. The PayMover system will return a token that is
stored in AIMsi. This token is a reference to the customer’s credit card information.
Anytime you do a recurring transaction the token reference is sent to PayMover. In
addition to the token, the expiration date, card type and last four card numbers are stored
in AIMsi.

Once you have contacted PPI and have a merchant account, the first thing that needs to be
done to get PayMover working in AIMsi is to download the paymover.exe file from the
'Other Files' section of Tri-Tech's online Member Portal. After the file has been
downloaded, run it on every workstation that will be processing credit cards.
CC tab. For each workstation processing credit cards with PPI's PayMover, you must
complete the information on the PPI tab.
POS Gateway
Click in this field and select PPI from the drop down list.
Auto/Web Pay Gateway
If you are using the auto pay features of AIMsi (for rentals and/or lessons) and/or the C2B
features of Active-e, click in this field and select PPI from the drop down list.

Merchant Name
Enter your PayMover merchant name. The Merchant name is stored with a credit card
transaction so that you can see which merchant account that transaction was posted to.
You can enter whatever name you want into this Merchant Name field.
Merchant Token
PPI will provide you with a web link to their token generator. Once you generate your
token, just copy and paste it into the Merchant Token field.
VeriFone Port/Debit Method
If you are using Pin Debit machines, you will need to contact PPI support for assistance
with installing them. Once the pin debits have been installed you should set the VeriFone
Port and Debit Method on the workstation record. Make sure that PPI tells you which port
the debit machine is installed on so that you can set it properly in your workstation record.
Once you save your changes you are setup to use PayMover as your credit card
authorization method.
Additional Options
Timeout
Enter the number of seconds to wait before a credit card transaction is automatically
aborted while waiting for the gateway response. The default timeout is 30 seconds.
Auth Amt
This is the default authorization amount for the PayMover Managed Payer Data for card
enrollment. This is only used if the 'Display ZDA' option is checked.
Force Credit Card Type Match
If you have credit card types linked to payment categories, do you want to allow type
mismatches? Check this box to force the type to match, or uncheck for a warning only.
Force Authorization
If you receive a message that the credit card charge is a duplicate, do you want to have the
option to 'force' the transaction? Check this box to enable the option.
Force Authorization/Force Autopay
When transmitting autopays and/or C2B web payments do you want duplicate transactions
to be forced? Check this box if yes.
Display AVS/CVV
Do you want the AVS/CVV response codes to be displayed during credit card sales
transactions? Check this box if yes. This does not apply to autopays/C2B web payments.
Display AVS (Enrollment)
Do you want the AVS response code to be displayed during card enrollment? Check this
box if yes.
Disable ZDA
Do you want to disable ZDA (zero dollar authorization) and use the 'Auth Amt' for card
enrollments? Check this box if yes. Refer to "Adding Credit Card Information (Enrollment)
" for more information on enrolling a card.
19.2.2 Credit Card Enrollment

Beginning with AIMsi v9.0, full credit card information is no longer stored in the database.
This has led to some changes in the way credit card information is stored and presented to
the user. AIMsi now stores the last 4 digits, the expiration date and a token that is sent to
PayMover when a card needs to be processed.
The process of storing a card in PayMover is called Enrollment. In order to enroll a card in
PayMover's Managed Payer Data system, in AIMsi click Modules > Customer > Add/Change
Customers and select the Personal tab. You will see two blocks of information off to the
right with Edit buttons. Click the Edit button and either swipe or enter the credit card
information, then click Save. You can also enroll a card when entering a rental or lesson
student. If you need to update a customer’s card information, you can click Edit and enter
the new card information and a new token will be generated. If you just need to update the
expiration date on an enrolled card, you can edit the expiration date and click the Update
Exp button. The next time you process a token transaction the new date will be sent to PPI.
It is important to understand what is happening when you enroll a card. When a card is
enrolled a 0.01 authorization is processed on the card. This is done so that PayMover
knows the card is valid. After a few days the 0.01 authorization will disappear from the
cardholder’s statement. If the 0.01 authorization is declined the card cannot be enrolled.
We have found that some banks will decline .01 authorizations. If you run into this you can
set the 'Auth Amt' field on the CC tab of "Workstations" to a higher value. Setting this to
1.01 seems to help in those situations. Also, be aware that the enrollment authorization is
a transaction that is charged to your merchant account.
You can also enroll a card during a transaction when you charge the customer's card. Using
this method will save you the enrollment fee. On the credit card screen you will see a drop
down where you can select where to save the enrolled card to (i.e. Customer Card 1,
Customer Card 2, Rental or Lesson). Refer to "Enrolling the Credit Card" for more
information.

Setup".

On this screen you have a number of options. If the customer has any cards in the
Managed Payer system they will show up in the cards on file grid, and you may simply
select one and click the Select Card On File button. If there is not a card on file or the
customer wants to use a different card, you may swipe the card or enter the card
information manually. Depending on if the card is on file or if it was swiped or manually
entered either the Card Present or Card Not Present buttons will become selected.
Depending on which of the Card Present, Card Not Present, or Recurring buttons is
highlighted AIMsi will send different information to PayMover. This is done so that you can
get the lowest transaction rate from your processor. It is important that the correct button
is selected before you click the Authorize button. Once the card information is correct,
click the Authorize button, and AIMsi will tell PayMover to attempt to authorize the
charges. If the card is authorized successfully AIMsi will close this screen and add the
payment to the transaction. If the card is not authorized you will get an error message
with the declined response, and the reason the processor declined the charge.

The Recurring button is typically not used for most transactions. You would use this button
if you are posting an AutoPayment manually.
Enrolling the Credit Card

Once the card has been scanned or the number manually entered, you will notice that the
customer address and zip code appear, in addition to a field defaulting to 'Do Not Enroll
Card'. If you want to enroll the card in order to store it in AIMsi for autopay or card on file
reasons, click in this field and select the option that applies. If you want to store the card
to the 'Credit Card 1' field associated with the customer account, click Cust - 1. If you want
to store the card to the 'Credit Card 2' field associated with the customer account, click
Cust - 2. If the customer has a rental or lesson account and this card is to be used in the
autopay process, select the account to use the card with (i.e. Rental - 1). For more
information on enrollment of a credit card, refer to "Credit Card Enrollment".
Paying with Debit Card

If you are taking a debit card payment you will not see the cards on file window, and you
must swipe the card. After the card is swiped and Authorize is clicked, the customer will
be prompted to enter their PIN and the authorization request will proceed as normal.
Debit pin devices require an unencrypted credit card number. This means that you cannot
use an encrypted card swipe when doing a debit transaction. If you use encrypted swipes
for credit card transactions, you must have an additional unencrypted swipe available for
when you post debit transactions.
19.2.4 Return by Credit Card

When you do a credit card return if there was a record of the transaction an extra window
will pop up asking you to select the original transaction card.
If you are returning items across

multiple reference numbers, you
will need to add multiple return
line items, and enter the amount
you wish to return from each
transaction (to each card)
individually. The card need not
be present if there is a record of
the charge in AIMsi / PayMover
and you are returning funds to
that same card. Once you select
the card from the 'Select Credit Card Transaction' list box, the 'Credit Card Authorization'
window as pictured here will open.

Be certain to select the correct Card Present, Card Not Present or Recurring button prior to
clicking Authorize.
If you exit the 'Select Credit Card Transaction' list box or if there is no record of the
transaction in AIMsi (i.e. inserting an item into a return), you will see a different screen
where you must swipe or enter the card information.
There is one additional note regarding returning money to a card. If the original
transaction was paid with a debit card, you will have to put the money back on the card by
running it as a credit card. There is no way to undo a debit charge.
19.3 Mercury
Contact Mercury to get a merchant account setup:
Main Phone Numbers
Phone: 800-846-4472 or 970-247-5557
Sales Support
Email: SalesSupport@MercuryPay.com
Office Locations
Mercury Payment Systems
Tech Center Plaza
10 Burnett Court, Suite #300
Durango, CO 81301

Once you have contacted Mercury and have a merchant account, the first thing that needs
to be done to get Mercury working in AIMsi is to download the mercury.exe file from the
'Other Files' section of Tri-Tech's online Member Portal. After the file has been
downloaded, run it on every workstation that will be processing credit cards.
CC tab. For each workstation processing credit cards with Mercury, you must complete the
information on the Mercury tab.

POS Gateway
Click in this field and select Mercury from the drop down list.
Auto/Web Pay Gateway
If you are using the auto pay features of AIMsi (for rentals and/or lessons) and/or the C2B
features of Active-e, click in this field and select Mercury from the drop down list.
Merchant ID
Enter your Mercury merchant ID that was assigned to you by Mercury.
DNS Host Name
Enter x1.mercurypay.com;b2.backuppay.com in the DNS Host Name box.
VeriFone Port
If you are using Pin Debit machines, you will need to contact Mercury support for
assistance with installing them. Once the pin debits have been installed you should set the
VeriFone Port on the workstation record. Make sure that Mercury tells you which port the
debit machine is installed on so that you can set it properly in your workstation record.
Once you save your changes you are setup to use Mercury as your credit card authorization
method.
19.3.2 Credit Card Enrollment

Beginning with AIMsi v9.0, full credit card information is no longer stored in the database.
This has led to some changes in the way credit card information is stored and presented to
the user. AIMsi now stores the last 4 digits, the expiration date and a token that is sent to
Mercury when a card needs to be processed.

The process of storing a card in Mercury is called Enrollment. To enroll a card, in AIMsi
click Modules > Customer > Add/Change Customers and select the Personal tab. You will
see two blocks of information off to the right with Edit buttons. Click the Edit button and
either swipe or enter the credit card information, then click Save. You can also enroll a
card when entering a rental or lesson student. If you need to update a customer’s card
information, you can click Edit and enter the new card information and a new token will be
generated. If you just need to update the expiration date on an enrolled card, you can edit
the expiration date and click the Update Exp button. The next time you process a token
transaction the new date will be sent to Mercury.
It is important to understand what is happening when you enroll a card. When a card is
enrolled a 0.01 authorization is processed on the card. This is done so that Mercury knows
the card is valid. After a few days the 0.01 authorization will disappear from the
cardholder’s statement. If the 0.01 authorization is declined the card cannot be enrolled.
We have found that some banks will decline .01 authorizations. If you run into this you can
set the 'Auth Amt' field on the CC tab of "Workstations" to a higher value. Setting this to
1.01 seems to help in those situations. Also, be aware that the enrollment authorization is
a transaction that is charged to your merchant account.
You can also enroll a card during a transaction when you charge the customer's card. Using
this method will save you the enrollment fee. On the credit card screen you will see a drop
down where you can select where to save the enrolled card to (i.e. Customer Card 1,
Customer Card 2, Rental or Lesson). Refer to "Enrolling the Credit Card" for more
information.

Setup".

On this screen you have a number of options. If the customer has any cards in the Mercury
system they will show up in the cards on file grid, and you may simply select one and hit
the Select Card On File button. If there is not a card on file or the customer wants to use a
different card, you may swipe the card or enter the card information manually. Once the
card information is correct, click the Authorize button, and AIMsi will tell Mercury to
attempt to authorize the charges. If the card is authorized successfully AIMsi will close
this screen and add the payment to the transaction. If the card is not authorized you will
get an error message with the declined response, and the reason the processor declined
the charge.
Enrolling the Credit Card

Once the card has been scanned or the number manually entered, you will notice that the
customer address and zip code appear, in addition to a field defaulting to 'Do Not Enroll
Card'. If you want to enroll the card in order to store it in AIMsi for autopay or card on file
reasons, click in this field and select the option that applies. If you want to store the card

to the 'Credit Card 1' field associated with the customer account, click Cust - 1. If you want
to store the card to the 'Credit Card 2' field associated with the customer account, click
Cust - 2. If the customer has a rental or lesson account and this card is to be used in the
autopay process, select the account to use the card with (i.e. Rental - 1). For more
information on enrollment of a credit card, refer to "Credit Card Enrollment".
Paying with Debit Card

If you are taking a debit card payment you will not see the cards on file window, and you
must swipe the card. After the card is swiped and Authorize is clicked, the customer will
be prompted to enter their PIN and the authorization request will proceed as normal.
Debit pin devices require an unencrypted credit card number. This means that you cannot
use an encrypted card swipe when doing a debit transaction. If you use encrypted swipes
for credit card transactions, you must have an additional unencrypted swipe available for
when you post debit transactions.
19.3.4 Return by Credit Card

When you do a credit card return if there was a record of the transaction an extra window
will pop up asking you to select the original transaction card.
If you are returning items across

multiple reference numbers, you
will need to add multiple return
line items, and enter the amount
you wish to return from each
transaction (to each card)
individually. The card need not
be present if there is a record of
the charge in AIMsi / Mercury
and you are returning funds to
that same card. Once you select
the card from the 'Select Credit Card Transaction' list box, the 'Credit Card Authorization'
window will open.
If you exit the 'Select Credit Card Transaction' list box or if there is no record of the
transaction in AIMsi (i.e. inserting an item into a return), you will see a different screen
where you must swipe or enter the card information, as pictured here.

There is one additional note regarding returning money to a card. If the original
transaction was paid with a debit card, you will have to put the money back on the card by
running it as a credit card. There is no way to undo a debit charge.
19.4 Payment Category Setup

In order to initiate a credit card authorization, AIMsi needs to know which payment
categories are to be used with credit card transactions. In AIMsi, click Maintenance >
Ledger Maintenance > Payment Categories.
Refer to "Payment Categories" under Ledger Maintenance for assistance with adding or
changing payment categories. The Type should be 'Credit Card Auth Payment' for credit
card payments or 'Debit Card Auth' for debit card payments. The 'CC Type' field lets AIMsi
know what type of credit card this payment category is expecting, and will warn the sales
person if the type is not appropriate for the credit card number being used. This warning
will only work for cards that are scanned or entered at the time of a POS transaction, as
AIMsi does not keep the numbers on file.

19.5 Return Category Setup
In order for you to do credit card based returns you will need to setup return payment
categories of type 'Credit Card'. In AIMsi, click Maintenance > Ledger Maintenance >
Return Categories.
Refer to "Return Categories" under Ledger Maintenance for assistance with adding or
changing payment categories. The Type should be 'Credit Card' for credit card returns or
'Debit Card' for debit card returns.
19.6 Order ID
All credit card transactions generate a unique Order ID which is sent to the processor. This
is different number than the AIMsi Invoice/Reference number. If you ever need to find a
transaction's Order ID, you can run the "Credit Card Detail" report on the Customer tab of
the Report Catalog. If you know the Order ID and want to find the transaction in AIMsi, you
can use "Ticket Search" on the Credit Card/AutoPay Options menu.
19.7 Charge Credit Card

We have provided a program that can be
used to charge money to a card or put
money back on a card. To open this
program, click Modules > Credit
Card/AutoPay Options > Charge Credit
Card. "Charge Credit Card" should
primarily be used to return money to
cards that were used to pay for an invoice
or payment that has been reversed. All of
the applicable reverse programs have
been changed to display the Order ID
number of the reversed transactions. The

Order ID can be used to automate this process, but if you have another reason to return
money to a card or charge a card you do not need to provide an ID.
Upon selecting "Charge Credit Card" the 'Pick Customer' list box will open where you
should select the customer to charge/credit. If you have an Order ID from the Reverse
program, enter it in the Order ID box. If you do have an order ID, the Card, Card Type,
and Exp will automatically populate once the ID is entered. Enter the amount to charge or
credit, inserting a - in front of the number to put money back on the card (i.e. -34.78 will
credit the card $34.78). Click the Charge button after typing in the Amount. Your
processor will attempt to authorize the charge or credit and you will be informed of the
result. Once done, you may exit the program.
If you do not have an Order ID, after you enter the amount you will need to select a card
on file or enter or swipe card data. After you click Authorize the processor will attempt to
authorize the charge or credit and you will be informed of the result. Once that is done you
may exit this program.
This program does not make any journal entries, however it does make an entry on the
credit card detail report ("Credit Card Detail" on the Customer tab of the Report Catalog).
It is recommended that you setup security on "Charge Credit Card".

Chapter 20
Device Setup
Device Setup
More:
Scale Setup
20.1 Scale Setup

AIMsi supports interfacing with scales in order to sell items by weight. The scale you are
using must support TOLEDO emulation, and must be set to use that method of sending
data. Please refer to your scale's documentation in order to program the scale.

Communication to and from the scale is only supported using the supercom method of
serial port communications. You can get the supercom files from the "Downloads/Other
Files" section of the Tri-Tech Account Passport. The file to download is named
Scom6.5.zip.
To install supercom, you simply open the Scom6.5.zip file and copy the files into your
AIMsi folder. You should not have to register this ocx file, but in case you get a message
saying that scom60 is unregistered or was unable to be setup, there is a file in that archive
that contains a script that can be run to register the scom60.ocx. If you need to register
scom60.ocx manually, do the following on your AIMsi server:
1. Click Start, and then Run. Type cmd into the 'Open:' field and click ok.
2. From the command prompt type:
<installdir>\regocx -r <installdir>\scom60.ocx
Example: C:\Apps\AIMsi\regocx -r C:\Apps\AIMsi\scom60.ocx
*You may need to put quotation marks around the paths if they have spaces in them
When you setup your inventory pricing in AIMsi, keep in mind that when an item is
weighed, the system will take the unit price and multiply it by the weight, so you would
want to keep all your pricing in terms of the unit you will be selling. For instance, if your
scale is set to read out in pounds, in AIMsi you will want to set your pricing per pound. If
you have one pound of stuff set to be one dollar per pound, and the scale reads 2.2 pounds,
the total charge will be $2.20.
20.1.2 System Variable Setup

There are two system variables that pertain to scales. You can access system variables by
going to Maintenance > General Maintenance > System Variables.
The first system variable is named 'ShowScaleBtn'. This variable simply controls whether
or not the scale button shows up in the right hand side of the touch screen invoice program.
The other system variable is named 'ScaleFormat'. This is a mask which represents where
the decimal point will be placed when AIMsi gets a readout from the scale. It should
consist of six X's and a single decimal point. If you are weighing in pounds for instance,
Chapter 20 - Device Setup | 1051

and your scale reads to two significant digits, the mask should be set as follows:
'XXXX.XX'. That will tell AIMsi to place a decimal point between the fourth and fifth
characters when we read the scale. If you have the scale set in grams, your mask may
look like this: 'XXXXXX.' which indicates that the scale will be returning a whole number.
20.1.3 Scale Setup

There is really only one thing you need to do to setup a scale from within AIMsi. If you go
to Maintenance > General Maintenance > Workstations then select the POS tab, and within
that the Devices tab, you will see a field named 'Scale Port'. This needs to be set to the
serial port your scale is attached to.
When you create skus ("New Sku"), modify skus ("SA Maintenance"), create/modify non
inventory categories ("Non Inventory Categories"), or create/modify non inventory sub
categories ("Non Inventory Sub Categories"), you have the option to select a 'Scaleable'
box which means that the item requires a scale reading when sold. This is optional, as you
may toggle the scale button during a sale in order to get a weight reading.
20.1.4 Container Setup

If you choose to weigh your items while they are in containers you will need to setup some
containers in AIMsi. Once you weigh an item, you will be prompted to select a container,
and the weight of the container will automatically be subtracted from the total weight of
the sale. This setup is done in "Setup Containers", which is located in Maintenance >
Inventory Maintenance. If you intend to tare the scale to the weight of the container
before you add product, you do not need to setup any containers. If there are no
containers setup, AIMsi will simply use the scale weight when calculating the total charge.
If you are setting up containers, the next setup step will be to link items, categories or sub
categories to containers. This step is optional, but acts as a filtering mechanism. For
instance if you know a certain sku will always be sold in a certain container, you can make
that association here so that when that sku is sold, you will only be presented with that
container when weighing the item. This filtering can be done at the category and sub
category level as well. The program to set these associations is called "Setup Container
Links" and is also located under Maintenance > Inventory Maintenance.
20.1.5 Weighing Items

When you sell an item that needs to be weighed, there are two ways to go about it. The
first is to have that item setup as being scaleable. That will trigger the scale screen to pop
up automatically whenever that item is added to a sales invoice. The other way is to toggle
the Scale button in the touch screen invoice program. You can tell that the scale button is
toggled because it's color scheme will invert. It will have light text on a dark background.
After that the next item you sell will open up the scale screen.
Once this form opens, an initial reading will be taken. You can then navigate to the correct
container, get a new reading from the scale, or click OK to proceed. The container weight
will be taken out of the scale weight, and the item's quantity will be changed to reflect the
scale quantity, and the price will be adjusted accordingly.

Chapter 21
Troubleshooting
Troubleshooting
The "Troubleshooting" section contains possible errors that might occur in AIMsi and steps
to take to resolve them.
21.1 Errors when opening Report Wizard

In Windows 7 and Vista you may receive errors when attempting to open the Report Wizard
in AIMsi. The error will appear as follows:
Error 1426/OLE error code 0x80040112: Class is not licensed for use.
Program section: Sfrwizard1..sfrwizard1.AddObject
Line Number: 87
Problem code OLE error code 0x80040112: Class is not licensed for use
If this error occurs, the User Account Control (UAC) needs to be disabled.
21.1.1 Disabling UAC in Windows Vista

Open the Control Panel, and type 'uac' into the search box. You’ll then see a link for 'Turn
User Account Control (UAC) on or off', as pictured here:
.
On the next screen that opens uncheck the box for 'Use User Account Control (UAC) to help
protect your computer' and click the OK button.
Chapter 21 - Troubleshooting | 1053

You’ll need to reboot your computer before the changes take effect.
21.1.2 Disabling UAC in Windows 7

Windows 7 makes it much easier to deal with UAC settings, and in fact you don’t have to
completely disable UAC if you don’t want to. To start, type 'uac' into the start menu or
Control Panel search box.

You can simply drag the slider up or down, depending on how often you want to be alerted.
If you drag it all the way down to the bottom, you’ll have disabled it entirely.
21.2 Unable to Email a Letter to Customers set up with

Email Type PDF
In order to email a letter to a customer that is set up to receive correspondence in the form
of Adobe PDF files (Email Method in "Add/Change Customers" is Adobe PDF Attachment),
you must download and install a converter which will convert the Word document to a PDF
file. This applies to emailing letters established in "Maintain Word Templates" on the
General Maintenance menu of AIMsi. This does not apply to emailing receipts.
If you attempt to email a letter to a customer set up with the Email Method of 'Adobe PDF
Attachment' and the letter is sent to the printer instead of being emailed, the converter has
not been installed on your workstation. If the letter is emailed as a PDF attachment, but
when it is opened the letter is blank, the converter was installed, but steps 4 thru 7 below
need to be completed.
To install the converter, follow these steps on each workstation using AIMsi:
1. Download from the 'Program Updates' section of the Tri-Tech Member Portal a file
named Tri-TechPDF.exe.
2. Once downloaded, install the file by running it.
3. Once installed, click Start on your Desktop and click Printers and Faxes.
4. RIGHT click on TriTechPDF and select Properties.
5. Click the Printing Preferences button.
6. Click the Advanced button.
7. Open the PostScript Options menu (pictured below). The 'True Type Font Download
Option' should say 'Outline'. If it does not, click and select Outline from the list of
options. If any changes are made, be sure to save by clicking OK.
Chapter 21 - Troubleshooting | 1055

Copyright and publication details
Copyright notice
Copyright 2013© Tri-Technical Systems. All Rights Reserved.
Use of this documentation and related software is governed by a license agreement. This
documentation and related software contain confidential and proprietary information of
Tri-Technical Systems. Use, disclosure, reproduction, modification, distribution, or storage
in a retrieval system in any form or by any means is prohibited without the prior express
written permission of Tri-Technical Systems. This documentation and related software is
subject to change without notice.
Publication date
11/21/2013
Produced in Dubuque, IA
Corporate address
Tri-Technical Systems
3162 Cedar Crest Ridge
Dubuque, IA 52003-8963
Trademarks
AIMsi, Active-e, and PC/Poll are the intellectual property of Tri-Technical Systems. All
other product and company names may be trademarks or registered trademarks of their
respective companies.
Tri-Technical Systems | 3162 Cedar Crest Ridge | Dubuque, IA, 52003-8963 | (563) 556-3556, fax (563) 556-0405 | www.technology4retailers.com

Aims I Help Manual

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Aims I Help Manual

Uploaded by

Copyright:

Available Formats

Accounting and Inventory Management systems integration

AIMsi AIMsi Help Manual

INNOVATION & INTEGRATION

The AIMsi modules

Benefiting from Active-e

l A Support area with access to your Tri-Tech call history.

Additional options for customers with support plans 4

Tips and tricks 43

Point of Sale 629

Purchase Orders 807

Accounts Payable Overview 833

General Ledger Overview 887

Short Term Rentals Overview 903

Rent & Sales Contracts Overview 915

Repair and Service Overview 957

Lesson Scheduling & Billing Overview 971

Returns general overview 1003

Credit Card Processing 1033

Device Setup 1051

Copyright and publication details 1057

Tips and tricks

Tips and tricks

Alt, Ctrl, and Function keys

Right mouse clicks

l Press F6 to open a calendar to select a date.

Chapter 2 - Tips and tricks | 43

2.1 Components of the AIMsi workspace

44 | AIMsi Help Manual

Chapter 2 - Tips and tricks | 45

Caution: Tri-Tech strongly recommends that employees log out of

Other optional buttons

2.2 Keyboard shortcuts

46 | AIMsi Help Manual

Chapter 2 - Tips and tricks | 47

48 | AIMsi Help Manual

Chapter 3 - Getting started | 49

l Confirm that you have received the software.

3.2 Installing AIMsi

50 | AIMsi Help Manual

1. Insert the AIMsi CD in your computer's CD or DVD drive. A window automatically

4. Click Next. The Installation Wizard - Destination Folder window opens.

Chapter 3 - Getting started | 51

6. Click Install. The Installation Wizard - Installing AIMsi window opens.

7. When the installation is complete, click Next. The Installation Wizard -

52 | AIMsi Help Manual

13. Click Save.

Chapter 3 - Getting started | 53

3.2.2 Access AIMsi from networked workstations

Prerequisites: You must complete the steps in Install the server

1. Insert the AIMsi CD in your computer's CD or DVD drive. A

4. Click Next. The Installation Wizard - Destination Folder window opens.

54 | AIMsi Help Manual

6. Click Install. The Installation Wizard - Installing AIMsi window opens.

Chapter 3 - Getting started | 55

56 | AIMsi Help Manual

3.2.3 Set the environment variables

Chapter 3 - Getting started | 57

1. Close AIMsi if it is currently open.

4. On the System Properties window, click the Advanced tab.

58 | AIMsi Help Manual

1. Close AIMsi if it is currently open.

4. On the System window, click Advanced system settings. The System

Chapter 3 - Getting started | 59