Saturday, October 25, 2014
Microsoft Dynamics RMS Store Operations Documentation
You can save valuable time by creating custom POS buttons for frequently sold items. The button is created in Microsoft Dynamics Retail Management System (RMS) Store Operations Manager, then it appears for cashier use in Store Operations POS. To help you with this task, the Microsoft Dynamics RMS Development Team in Redmond, Washington, offers the following instructions.

Building a custom POS button involves using a simple database query to identify the item ID (which is different from the item lookup code) and then creating the actual button. The following procedure will walk you through this process.

1. On the File menu in Store Operations Administrator, click Connect, and then click OK to connect to your server.
2. On the Query menu, click New.
3. On the SQL tab, type SELECT * from ITEM and then press F5 to run the query.
The Item table appears on the Result tab.
4. In the list, locate the item for which you want to create a custom button and note its ID number in the ID column.
5. On the Database menu in Store Operations Manager, point to Registers, and then click Custom POS Buttons.
6. Click New.
7. Type an unused button number in the Number box.
Note: The button numbers set the display order of the buttons. The button with the lowest number will appear at the top of the list of custom buttons in Store Operations POS.
8. In the Style list, select Internal Command.
9. In the Caption box, type the name of the item as you want it to appear on the custom button.
10. In the Command box, type the following statement:

PerformAddItem 9, 10101, 1, 0, 0, 0, 0

with the item ID from Step 4 in place of the “9”, the item lookup code in place of the “10101”, and the quantity that should be rung up in place of the “1”.

The following table describes each of the parameters in the statement above. The last four zeroes in our example indicate that no action should be taken for the price and description parameters described below.

Parameter                                Description         __________________________________
ItemID                                     A value that is the ID of the item to add. (data type: long)

ItemLookupCode                       The item lookup code of the item to add. (data type: string)

Quantity                                   A value that is the quantity to add to the transaction. (data

OverridePrice                             A yes/no (1/0) value indicating whether to override the item's price. (data type: Boolean)

Price                                         The price of the item. (data type: currency)

OverrideDesc                             A yes/no (1/0) value that indicates whether to override the item's description. (data type: Boolean)

Description                               The description that should be used for the item. (data type:string)


11. In the Description box, type a description of the custom button (optional).
12. Click OK to save the button.
13. Restart Store Operations POS.

Your new custom button should appear to the right of the transaction pane.

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All other trademarks are property of their respective owners. You can save valuable time by creating custom POS buttons for frequently sold items. The button is created in Microsoft Dynamics Retail Management System (RMS) Store Operations Manager, then it appears for cashier use in Store Operations POS. To help you with this task, the Microsoft Dynamics RMS Development Team in Redmond, Washington, offers the following instructions.

Summary

Using Store Operations, clients have the unique ability to continue using the Point of Sale program even when the network, or perhaps a specific register's network connection, is unavailable. When a POS station is operating in Terminal Offline Mode, a limited set of features are available to the Cashier. This article describes which features are enabled and which are disabled.

More information

Below is a list of features that are enabled while a POS station is operating in Terminal Offline Mode. This feature was designed for cases where in-house registers lose contact for a short or long period of time with the network server, allowing the registers to maintain the ability to sell products.

Note: If you require help with any of the features listed below; consult Online Help (F1) or the Microsoft Business Solutions TechKnowledge database.

Enabled Features:

  • Regular Sales Transactions (with or without Customer selection)
  • View or Print Journals (F4) created while in Terminal Offline Mode
  • Recall a transaction for Void or Return (F11) that was created while in Terminal Offline Mode
  • Perform a Return transaction (CTRL+F4)
  • Put a transaction On Hold (CTRL+F12)
  • Add Shipping to a transaction (SHIFT+F1)
  • Perform a discount (SHIFT+F3)
  • Assign Sales Reps (SHIFT+F8)
  • Track and use Gift Cards/Certificates that were sold while in Terminal Offline Mode

The most important feature of the Point of Sale is to be able to process normal sales transactions that are still allowed while in Terminal Offline Mode. However, certain restrictions are enforced when a POS station begins operating in Terminal Offline Mode. There is not a method for enabling these features.

Disabled Features:

  • Cannot Create Special Transactions: Work Orders, Layaways, Quotes, Back Orders
  • Cannot Recall (F11) Special Transactions: Work Orders, Layaways, Quotes, Back Orders
  • Cannot Recall a transaction for Void or Return (F11) that was originally created while Online
  • Cannot tender transactions to an "Account" Tender Type
  • Cannot redeem Gift Cards/Vouchers that were sold while Online
  • Cannot view Journals (F4) from transactions that were entered in online mode
  • Cannot perform any Drawer functions (F5), including a X or Z Reports
  • The Calendar (F6) is not available
  • 'No Sale' transactions (F8) are not available
  • Drops/Payouts (F10) are not available
  • Messages (SHIFT+F2) are not available
  • Account Receivable Payments (SHIFT+F4) are not available
  • Cannot create new Customers (SHIFT+F7)
  • Cannot use the Time Clock (CTRL+SHIFT+F4)
  • Cannot edit or track shipping records (CTRL+SHIFT+F8 and CTRL+SHIFT+F9)

Note: Store Operations Manager is not accessible while a computer is in Terminal Offline Mode. Only the POS program can be accessed.

Note: For proper synchronization to occur, at least of the following conditions should be true:

  • The logged on Windows user is a member of the \Administrators group
  • The logged on Windows user must have full access to the HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Retail Management System\Store Operations registry key

To allow RMS Terminal Offline Mode to function correctly when you run POS from a nonadministrator Windows user account, follow these steps:

1. While you are logged on to Windows under an administrator account, open the registry editor. To do this, click Start, click Run, type REGEDIT, and then click OK.
2. Locate and then right-click the following registry subkey:
HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Retail Management System\Store Operations\POSUser
3. Click Permissions, and then click Advanced.
4. Locate or create the permissions entry or entries that apply to the nonadministrator account or accounts that will run POS in offline mode, click the entry, and then click Edit.
5. Under the Allow column for this user, click to select the Full Control checkbox.
6. In the dialog boxes, click OK to apply the settings.

To connect your Store Operations POS and Store Operations Manager programs to your database please follow these steps:

  1. Open Store Operations Administrator. Go to Start -> All Programs -> Microsoft Dynamics RMS -> Store Operations Administrator.
  2. Click File -> Configuration.
  3. On the Database tab check the following settings:
    1. Server name - Hostname or IP Address of your database server.  May be "(local)" if the database is on the same computer.
    2. User name - The user name of the account used to log into your database. This setting is typically "sa" for RMS databases.
    3. Password - The password associated with the account configure in User name.
    4. Database - The name of your RMS database.
    5. Connection timeout - The number of seconds that a command will attempt to execute before failing.
  4. Click Test Database Connection – It should come back successful
  5. Press OK.
Your Store Operations Point of Sale and Store Operations Manager should now be able connect to your RMS database.


INTRODUCTION

This article discusses how to use the Terminal Offline Mode feature of Microsoft Retail Management System (RMS) Store Operations.

MORE INFORMATION

You can use the Terminal Offline Mode feature that is included with Store Operations to continue transactions if you lose the network connection to the database. You can use this feature when a workstation is taken off site, such as to a trade show or to a remote location.

Note The offline database is not intended to be used as the primary database. It is a good idea to maintain the primary database on a networked computer for daily use. When you use Terminal Offline Mode, you can only ring sales of existing items. You cannot add items, create customers, run the Z report, or perform other tasks. Each register that you want to use Terminal Offline Mode must run the Microsoft Data Engine (MSDE) or Microsoft SQL Server locally at all times.

To use Terminal Offline Mode, follow these steps:
1. Make sure that MSDE is installed on the local workstation. Look for a Microsoft SQL Server folder in the Program Files folder. If MSDE is not installed on the local workstation, you can install it from the RMS Store Operations Installation CD. To do so, double-click the InstallMSDE.bat file in the MSDE_PKG folder on the CD.
2. From Store Operations Administrator, connect to the server on the local computer. To do so, click File, and then click Connect.
3. In the Server box, type or select the local computer name for the server, click Use SQL Server Authentication, type sa in the User name box (if it does not appear there already), type the password for ‘sa’ in the Password box, click OK, and then verify that the correct server name appears in the lower left corner of the window in Administrator.
4. Create a database from the blank backup database (RMSDB.bck) in the DB Files folder for Store Operations located in the Program Files folder on the local computer. For more information about how to create a blank database, see the Online Help feature in Store Operations Administrator.
5. In Store Operations Administrator, click File, click Configuration, and then click the Database tab. Verify that the name of the networked computer is in the Server name box, and that the primary database name appears in the Database box.
6. Click the Offline tab, and then type the information in the following boxes:
In the Server name box, type the local SQL server name (can be (local), localhost, 127.0.0.1 or the local IP address of the computer).
In the User name box, type sa.
In the Password box, type the password for the local SQL server.
In the Database box, type the name of the database that you created in step 4.
7. Click OK, and then click the Close button.
8. To synchronize the primary database with the offline database, while you are connected to the primary database, run a Z Report or a ZZ Report. To do so, press F5, click Print Z Report, and then click OK.

If you do not want to synchronize the offline database right now, ring sales as you typically do, but make sure that you run the Z Report or the ZZ Report before you take the workstation off the network.
9. Close Store Operations POS, and then take the workstation off the network.
10. Start Store Operations POS. You receive a message that you are in Terminal Offline Mode. After you take the workstation off the network, the open batch that existed when the workstation was offline is automatically blind-closed.
11. Ring sales in the usual manner. In Terminal Offline Mode, you can access the items in the offline database on the local workstation that you synchronized in step 6.
12. Close Store Operations POS, and then connect the workstation to the network.
13. Start Store Operations POS. You receive a message to update the primary database with the offline database. After you synchronize the offline database with the online (primary) database, the batch that opened in Terminal Offline Mode is automatically blind-closed to keep the offline batch separate from the online batches.
14. To close the blind-closed batches (from steps 9 and 12) start Store Operations Manager, click Journal, click Update Batch Info, and then click OK. The Open and Blind Closed Batches report appears on the screen. The report shows your open and blind-closed batches.

Move your mouse pointer over the batch number. The pointer turns into a magnifying glass. Double-click the batch number to access the window where you can run a Z Report to close the batch. The primary database connection has been restored and is ready for use.

Note The reports that you run from Store Operations Manager use the receipt printers that are set up in the Register List properties. If you do not have receipt printers set up in the Register List, the default Windows printer will be used.
Every time that you start Store Operations POS, it tries to connect to the primary server or database. If it cannot connect to the primary server or database, it tries to connect to the offline database on the local workstation. 

If the network connection to the primary database is lost during a sales transaction, the workstation does not automatically change to Terminal Offline Mode. You must cancel the sale and restart Store Operations POS to use Terminal Offline Mode. You must reenter the current transaction in Terminal Offline Mode.

Terminal Offline Mode is completely set up only after you run a Z Report and synchronize the offline database for the first time. The offline database is only as current as the most recent time that a Z Report was run on the register.

Note For proper synchronization to occur, the Windows user should be one of the following:
An administrator user
A non-administrator user who has full control permission on the following registry subkey:
HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Retail Management System\Store Operations
Specifically, the non-administrator user should have full control permission on the following registry subkey:
HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Retail Management System\Store Operations\POSUser
This situation will allow non-administrator users to synchronize back from RMS Terminal Offline Mode. 

To allow RMS Terminal Offline Mode to function correctly when you run POS from a non-administrator Windows user account, follow these steps:
1. While you are logged on to Windows under an administrator account, open the registry editor. To do this, click Start, click Run, type REGEDIT, and then click OK.
2. Locate and then right-click the following registry subkey:
HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Retail Management System\Store Operations\POSUser
3. Click Permissions, and then click Advanced.
4. Locate or create the permissions entry or entries that apply to the non-administrator account or accounts that will run POS in offline mode, click the entry, and then click Edit.
5. Under the Allow column for this user, click to select the Full Control checkbox.
6. In the dialog boxes, click OK to apply the settings.
To add a signature slip to any tender type, follow these easy steps:
  1. Open RMS Store Operations Manager.
  2. Click on Database -> Tender Types.
  3. Locate the Tender Type you wish to add a signature line and highlight it.
  4. Click the Properties button.
  5. Check the box that says Require Signature.
  6. Press Ok.
After the final step you may receive a prompt indicating that you will need to Z out the register before the changes to take effect.  For this change, it is not needed, but you will need to close out of the POS and open it back up before you will see the new signature line.
To create a new receipt template and update your registers to use it, please follow these steps:
  1. Open up Retail Management Systems Store Operations Manager.

  2. Go to Database -> Registers -> Receipt Formats. This should open the Receipt Formats window.

  3. Copy your current RMS receipt template by using the Copy button.  (Alternatively you can create a new template by pressing the New button.)

  4. Give the new template a meaningful Title and Description.

  5. Press the browse button (looks like a magnifying glass), and find the XML receipt template file you wish to load.

  6. Press Open.

  7. When the prompt asking Would you like to update all transaction types that are currently set to 'Receipt Template Name'? comes up, press Yes, unless you have a particular reason not to do so.

  8. If you have need, click the Properties... button and update any settings within the template. When you are finished, press OK to the Receipt Format Properties window.

  9. You will now need to configure your register(s) to use the new receipt template. Go to Database -> Registers -> Register List.

  10. Select each register you wish to update from the list, in turn. and click Properties.

  11. Inside the Register Properties window, go to the  Receipt Printer 1 tab.

  12. Under the Receipt Format section, click the browse button (looks like a magnifying glass), and choose the newly created receipt template.

  13. Press Ok

  14. If RMS Point of Sale was open, you will need to close and reopen it for the changes to take effect.

Every retailer is different and business owners that operate the exact same business often have different priorities when it comes to the types of information they want to see - that's why we create A LOT of custom reports for our clients.

To install a custom RMS report take the following steps:

  1. Unzip the File.  Most of the time when you download a custom report (whether from us or Microsoft) it will be zipped.  If you are using a Microsoft Windows XP or newer computer, you should be able to unzip the file by right-clicking on it and clicking the Extract All menu.  Follow the on-screen steps.
  2. Copy the file into the appropriate reports folder
    Store Operations: C:\Program Files\Microsoft Retail Management Systems\Store Operations\Reports\
    Headquarters: C:\Program Files\Microsoft Retail Management Systems\Headquarters\Reports\
    NOTE: It is important to move just the report file (ending in .qrp) and not any other files or folders in the reports folder.
  3. If RMS Store Operations Manager or RMS Headquarters Manager are open, please close and reopen those programs.
  4. Reports can now be accessed by going to Reports -> Custom in the proper manager program.
NOTE: If your organization shares reports between multiple computers/users, the file locations stated above may not work.  To validate your reports locations, please open either RMS Store Operations Administrator or RMS Headquarters Administrator, as appropriate, and go to File -> Configuration, and click on the Paths tab.  The location defined in the Reports field should be substituted for step 2.
To successfully install Microsoft RMS, please follow these steps:
  1. Run Setup.exe from your Microsoft RMS disks or install files.
  2. The Store Operations - Installation Wizard will run, press the Next button.
  3. Press the Next button at the Welcome screen.
  4. Click the I accept the terms in the license agreement option, press the Next button.
  5. Update the User name and Organization fields as appropriate, ensure the Anyone who uses this computer (all users) option is selected under the Install this application for section.
  6. Press the Next button.
  7. Update the Program Files folder (not common), press the Next button.
  8. At the Ready to Install the Program screen, press the Install button.
  9. The installation process will run, when you get to the Installation Complete screen, press the Finish button.
  10. Apply any required or recommended updates.
NOTE: These methods will also work for RMS Headquarters and RMS Headquarters Client, just substitute the name where appropriate.
There are many reasons why RMS may need to be repaired, and depending on what exactly is causing the underlying problems, different approaches may be used.  Here are the different methods to repair Microsoft RMS.

NOTE: These methods will also work for RMS Headquarters and RMS Headquarters Client, just substitute the name where appropriate.

Method 1: In-place Repair

  1. Open the Programs and Features control panel (Add or Remove Programs in Windows XP).  You can access this function by going to Start -> Control Panel -> Programs and Features.
  2. Find and select Microsoft Dynamics RMS Store Operations from the list.
    a.) If this is Windows XP, click the Click here for support information. link, then press the Repair button.
    b.) if this is Windows Vista or Windows 7, right-click and then click Repair.
  3. The repair process will begin.
    NOTE: You may be prompted for your install disks or installation files at this time.
  4. When the repair is finished the wizard will close.

Method 2: From Disk Repair

  1. Run Setup.exe from your Microsoft RMS disks or install files.
  2. The Store Operations - Installation Wizard will run, press the Next button.
  3. Ensure the Repair option is selected, press the Next button.
  4. Press the Install button, the repair process will begin.
  5. When prompted with the Installation Complete window, press Finish.

Method 3: Complete Uninstall/Reinstall

  1. Open Store Operations Administrator. (Start -> All Programs -> Microsoft Dynamics RMS -> Store Operations Administrator)
  2. Go to Help -> About Store Operations Administrator..., note the current Version number so you can reinstall the same version.
  3. Open the Programs and Features control panel (Add or Remove Programs in Windows XP).  You can access this function by going to Start -> Control Panel -> Programs and Features.
  4. Find and select Microsoft Dynamics RMS Store Operations from the list.
  5. a.) If this is Windows XP, click the Remove button
  6. b.) if this is Windows Vista or Windows 7, right-click and then click Uninstall.
  7. When prompted if you wish to remove the program, press Yes.
  8. The Store Operations - Installation Wizard will run and remove the program.
  9. Install Microsoft Dynamics RMS.  To view these steps Click Here.
  10. Apply any required updated to get you to the version number recorded in step 2.
Changing the default logo is a great and easy way to spruce up and personalize RMS invoices and receipts.  To change the logo for RMS Store Operations, take the following steps:
  1. Open RMS Store Operations Administrator by going to the Start Menu > All Programs > Microsoft Dynamics RMS > Store Operations Administrator.
  2. Navigate to File -> Configuration.
  3. Click on the Register tab.
  4. Click the browse button next to the Store logo field.
  5. Select the location of the new logo, press Open.
  6. Press Ok back on the configuration window.
  7. Close out of RMS Point of Sale and Store Operations Manager, and re-open for the changes to take effect.

Notes

  • For consistency sake and ease of locating the logo file, please place it in the HTML folder of RMS. This is typically located at C:\Program Files\Microsoft Retail Management Systems\Store Operations\HTML\.  
  • To ensure that the logo persists after system upgrades, be sure to name the new logo anything other than logo.jpg.
  • Some devices, such as receipt printers, have a hard time with multi-color, large images.  If you run into issues, try scaling down the image size or making it black & white.

Does RMS account for sales activity while I do a physical inventory?

Yes.  After you create an inventory and have counted all the products the next step is to hit the “Calculate” button.  On the calculate screen you will see a field called “Expected”, RMS calculates this field by taking the date/time a product was counted (when you added it or updated it on the inventory count this got updated) and rolling back: sales, inventory transfers, purchase orders, and even manual adjustments that have happened in between the date/time counted field and now.

From the main physical inventory screen (prior to the calculate screen) you can right click on the grid > click “Show / hide columns” and you can actually add the date/time counted field to the grid and update it as you please.

I’ve hit “Calculate” and gone back and changed my date/time counted but the expected quantity seems to stick, what do I do?

It seems like after you hit the calculate button, for whatever reason, the form does not recompute the expected quantity even if you change the date/time counted field.

If this happens to you we’ve got a FREE utility that will clear out the computed values and will force RMS to recalculate based on the new date/time.

Can I update the inventory count on two computers at the same time?

DO NOT have the physical inventory count open on more than one machine at a time or while someone is modifying the data with a hand held device.  If you save your changes from inside Store Operations Manager it will OVERWRITE whatever was in the physical inventory with what you see on your screen.  This means either you or the other person will lose changes.   Multiple hand helds doing inventory at the same time is fine – just don’t open it on the Manager program at the same time you’re scanning or updating on another machine.

Microsoft Dynamics Retail Management System

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