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Retail System (Setup)

In order to perform the system setup, merchant (or agents) need to have access to the web and terminal which has been assigned to the merchant. Before starting, merchant must ensure the following requirements are met:

Requirements:
  1. Merchant have successfully been registered and all fees due have been paid.
  2. Merchant ID has been registered and it is assigned as Retail System subscriber. If not, please contact EM office.
  3. Merchant to appoint one person in-charge as Administrator. Our agent will show and train the person in-charge on how to use the system or initially help to setup on behalf of the merchant.
  4. Terminal
  5. Cards (i.e Key Chain) - for implementation of retail system core module, minimum 2 cards for 1 outlet (for authoriser and staff). Can be more if merchant has many branches or outlets.
 Below is the overall steps required to be performed in GENERAL:
  1. Admin to login to merchant's website
  2. If merchant has more than 1 outlet, Admin to create new profile according to the number of outlets. If merchant only has 1 outlet, to use default Master Profile name Master Stock
  3. Admin to assign Terminal Profile to each of the terminals if more than 1 terminal (at merchant's website)
  4. Admin to add Product ID or Code into Master Stock maintenance (at merchant's website)
  5. Admin to add Product ID or Code into Branch Stock maintenance (if more than 1 outlet)
  6. Admin to create Customers List and assign to outlets
  7. Admin to perform Files Update (at terminal)
  8. Admin to create authorizer (Master) and staff cards (at terminal)
  9. Admin to activate the staff cards (at terminal)
  10. Setup completed. Next is how to use the system (refer to main menu)
Below is the step by step process that you need to perform for Retail System setup:

Step 1 - The person in-charge (Admin) will have a username and password for accessing the merchant's site. This should be provided by your agents of the respective country.

SC / Merchant Login Screen


Step 2 - You need to perform Profile Maintenance & Assignment --> Profile Maintenance. If merchant has more than 1 outlet, Admin to create new profile according to the number of outlets. If merchant only has 1 outlet, use default Master Profile name Master Stock.  

Profile is used as an identification to identify the terminal with the respective outlets or branches. For example, if merchant has 2 branches, the merchant must have minimum 2 terminals. The 1st terminal can be used for Main branch or HQ and use Master Stock profile. The other 2nd terminal can be used for its branch and a new profile should be created and name as Branch ABC profile.
 
Profile Maintenance Screen


Step 3 - Admin to assign the Profile created to the terminal. Click at Profile Maintenance & Assignment ---->Profile Assignment.  If you have only 1 outlet and use the default Master Stock profile, the terminal has been auto assigned. If you have more than 1 terminal, you need to assign the profile you created earlier to the terminal which you will be used. For example, profile Branch ABC will be assigned to Terminal ID 52B3D65C.
 
Profile Assignment Screen


Step 4 - Admin to create Product ID or Code. There are 3 ways to do it:
        a. Create one by one via the website
        b. Create in Excel file and then perform batch upload
       
For quick setup, we will use web to create  and if you have one (1) outlet, we will use creation one by one. Move cursor on Master Stock Maintenance - Product Maintenance at the left navigation bar and sub-menu Product Maintenance. Click the Add button to add merchant's items or stock.Do the same step to add product code or ID for branch stock - applicable if you have more than one (1) outlet.

Note: At the points field, please leave value "0" (zero). Not applicable at this moment.

Master Stock / Branch Stock Maintenance Screen


Step 5 (SKIP THIS STEP FOR FIRST TIME USER) - Creating customer listing is for the merchant to maintain:
1. A list of it's regular customers database.
2. To be used with cards or key chains.
3. Have option to give credit facility (or in store credit) to customers.

For 1st time user or merchant, you may want to skip this option first. You will treat all your customers as "Walk-In Customers".

In order to create Customers List, there are 2 ways to do it:
        a. Create one by one
        b. Create in Excel file and then perform batch upload

For quick setup, we will use creation one by one. Move cursor on the Customer Maintenance left navigation bar, select sub-menu Customer Maintenance. During this adding process, you can assign each customer belong to which profile or outlet. If you have one (1) outlet, you will assign customer to Master Stock profile (referring to the system default profile).

Customer Maintenance Screen
Note to Add Customer Screen:
  1. Customer Code - minimum 1 digit numeric, maximum 4 digit. This code is used to identify merchant's customers.
  2. Credit Facility - if the customer does not enjoy credit term and limit from the merchant, fill with zero "0". However, if customer has credit limit (amount) and credit term (no. of days), enter the limit and term here. The limit and term set here in this customer screen will not exceed the maximum limit configuration in Step 4.
  3. Other information - Profile Name. If there is only 1 profile (i.e. 1 terminal), it is auto default. However, if there is more than 2 profiles, please specify this customer belong to which profile. Refer to profile note in Step 2.

Step 6 - Once the above setting from Step 1 to 4 (with 5 as optional) have been completed, Admin is required to perform files update at the Terminal. This will enable the terminal to have the latest setting above. Every time there is latest update in the product code or customer list, you need to perform files update.
  1. Press F2
  2. Select Files Update - press L2
  3. Then, select Update - press L1
  4. Then, select Begin - press L1
  5. The terminal will start connecting.
  6. Then, select OK and press Enter. The terminal will download the latest configuration.
  7. Once completed, the terminal will display "Download Complete".



Step 7 -  Admin to create authorizer (Master) and waiter staff cards. You need to do 2 tasks:
  1. To format the card first
  2. To add staff (assigning the staff card)

  1. Press F2, then
  2. Select L4 - Card Admin
  3. Choose L3 - Format Card
  4. Once done, go to Card Admin main menu again
  5. Press Enter to the terminal's next screen
  6. Add master card - L2. This is to create or add Master (authorizer) details and card assignment
  7. Add staff card - L1. This is to create or add staff details and card assignment
Step 8 - Admin to Activate the staff cards.
  1.  Press F2, then
  2. Select L4 - Card Admin
  3. Choose L1 - Activate Card
  4. Tap Authorizer card to approve this task
  5. Then, tap the staff card to activate
  6. Follow the on-screen instruction.
Once you have completed step 1 to 8, the system is now ready to use. Please refer to the how to use menu.


Step 9 ( SKIP THIS STEP FOR FIRST TIME USER. TO BE USED IF YOU COMPLETE STEP 5)

Admin to assign card (or key chain) to each customers. You need to do 2 tasks:
  1. To format the card first (follow step 7 on how to format card)
  2. To assign the card to each customers


  1. Assigning card to customers after card has been formatted:
  2. Press F2, then
  3. Select L2 - Files Update
  4. Select L2 - Create New
  5. Then, follow the on screen instruction.

Step 10 - Alternative methods in updating / creating Customer List and Product ID / Code - using the terminal itself.
  1. Admin can add the product ID or code via the terminal itself using Files Updates (L2), Product (L3). Follow the on screen instruction.
  2. Admin can create new & edit customer listing via the terminal itself using Files Updates (L2), Customer (L4). Follow the on screen instruction.
Please ensure after performing updates, you perform Files Updates (L2), Update (L1) at terminal. This will make sure both website and terminal are updated with the latest information.