|
|
|
|
|
|
|
|
RECOMMENDATIONS
DMS Point of Sale software are created with the following objectives:
1) To provide an efficient, effective, economical and easy-to-use computer-based point of sale system that records and prints Sales Invoices, Official Receipts, and Credit Memos.
2) To redesign the processes within the store in order to improve customer service.
3) To maintain price list and list of suppliers and customers.
4) To control and manage inventory by providing detailed records of incoming and outgoing merchandise.
5) To provide internal control that would minimize the owner's concern for fraudulent activities.
6) To easily and quickly detect and correct fraud.
7) To assist the owner in selecting the types and quantities of merchandise to purchase and maintain on stock in order to avoid a "no-stock" situation while assuring that all items will be sold in due time.
8) To assist the owner in managing accounts receivable.
9) To automate the preparation of account statements.
10) To provide quick recovery of the POS system in case of computer failure.
11) To provide the owner means of viewing the records even if he is outside or far from the store.
12) To ensure security of sensitive files and data.
To achieve these objectives, please consider our recommendations.
Data Security
Secure your files and data especially if competition is a major issue. Provide a standalone computer for your POS system. Do not connect it to a network, especially the Internet. Provide USB flash drives that will be used exclusively for your POS backup data. Physically secure your computer's USB drive/s to limit copying of your data files.
Limit access to the computer by utilizing the security features of your Windows operating system. Assign somebody (if you're not available) that you completely trust as Main Administrator.
Your POS data are vital source of reliable information in making crucial business decisions. So, ensure that your computer system is properly maintained, and that backup files are regularly obtained and secured. To further guard your valuable data, connect your computer to an uninterruptible power supply (UPS) unit provided with a surge protector to protect it from the harmful effects of changes in electrical power.
Operating System
DMS Point of Sale is a complex database management system (DBMS) created in DOS, so it naturally runs on DOS. But, due to its enormous size, it might not be easy to install and run it in pure DOS environment. Besides, its backup utility feature requires data storage space that is not readily available in devices designed for DOS.
Hence, DMS Point of Sale must be installed and run in a computer running in Windows. For practical reasons, we prefer Windows XP over Windows Vista. Windows Vista provides better video displays and other enhancements which you don't need in your POS system. These take up huge chunks of your computer memory, slowing down your data processing capability.
If you use a dedicated computer for your POS system (not connected to a network or Internet), you would not need to install firewalls or anti-virus programs for protection. Just make sure that you only use your exclusive backup USB flash drives when copying files.
In some instances, firewalls and anti-virus programs may hamper, slow down or disrupt the proper operation of your POS system.
Computer System
DMS Point of Sale runs best with Intel Pentium Dual Core or better processors. Unfortunately, some computer manufacturers (in order to cut production costs) no longer provide a parallel port in their computer motherboards. The parallel port is necessary to establish a direct connection between your computer and your Epson LX-300 printer. If the computer you intend to use for your POS system has a USB port, you can use it to connect to your POS printer, but you need to install another software that would enable you to print DOS files in Windows environment.
In order to avoid additional licensing cost for such software, look for a computer system that is provided with a parallel port. If you find it difficult to obtain a brand new unit, purchase a surplus computer that meets the following minimum specifications:
| Processor | Pentium 4 (1.8 GHz) |
Memory | 512 MB |
Display | SVGA Monitor (CRT or LCD) |
Hard Drive | 40 GB |
Parallel Port | Provided |
USB Port | Provided |
CD ROM | Optional |
Choose a surplus computer of a reliable brand as much as possible.
Receipt Printer
With DMS Point of Sale, you can print sales invoices and receipts using any POS printer that recognizes EPSON ESC/POS (Version 1.0 Series) control codes and/or other printers that can use EPSON ESC (all versions) command codes. For practical purposes, however, we highly recommend that you use Epson LX-300 printer instead. Why?
Using Epson LX-300 as POS Printer
It's easy to modify your Epson LX-300 printer to properly print in roll paper. This is an original DMS innovation. Read more.
Other Software
You normally don't need to install another application program in the computer where DMS Point of Sale 1.0 is installed, especially since you would use it mainly to record and process sales transaction data. Besides, the license costs of such software might be impractical. If you need to store, process and print your data using compatible software like MS Excel and GDI laser or inkjet printers, use the software's File Viewer program instead.
Using Pre-Printed Forms
Most POS systems issue and print receipts on roll papers using POS printers. Those that are designed to use pre-printed multi-part Sales Invoice forms using other printers are few because they are usually custom-made and are quite expensive.
The need to use either blank roll paper rolls or pre-printed forms to print sales invoices primarily depend on the type of business and the expected sales volume. Paper rolls are normally preferred when customer traffic is high, like those in supermarkets, convenience stores, and fastfood restaurants.
But in some cases, even if they can afford to buy the usual POS systems, many business owners still prefer to use pre-printed Sales Invoices because of the following reasons:
1) They are concerned about data security, since they are obliged to regularly submit a copy of their data to the Bureau of Internal Revenue when paying their taxes.
2) POS printers have limited capabilities due to the special type and width of paper that they use.
3) Most POS software packages have features that only clutter the desktop because they are not really useful to the business.
4) Business owners find most POS software not cost-effective and require much time to master. Hiring knowledgeable personnel to do the job entails additional cost.
With DMS Point of Sale 2.0, these concerns have been addressed. You can now have all the benefits of a computer-based POS system while using pre-printed multi-part forms and without the heavy price tags on both hardware and software requirements. You might even already have the equipment needed.
Some types of business, however, might find it inconvenient to handle the normally larger and especially designed forms used in DMS Point of Sale 2.0. The system works well if the sales volume is relatively low, so it is fine to use it in some boutiques and specialty shops.
If your type of business has a relatively high sales volume, you would not want your customers to wait in line too long. So, your only option is to use roll papers instead of pre-printed forms to print sales invoices and receipts. But what about your concerns about data security?
With DMS Point of Sale 1.0, you can use roll papers to document and record your sales transactions without the need to register your POS system with BIR. How? Configure your POS system to print Order Slips instead of Sales Invoices, then issue a corresponding Official Receipt to legalize your sales transactions.
The procedure is summarized as follows:
1. Configure the software to print Order Slips instead of Sales Invoices.
2. Disable the printing of VAT calculations on the sales document. (VAT will still be calculated and saved on file even if this feature is disabled.)
3. Modify your invoice heading and invoice messages if necessary.
4. Enter or scan the items being sold, finalize the sale and print the Order Slip.
5. Manually prepare the Official Receipt to document the payment received for the sale. You don’t have to list down all the items sold in the Official Receipt because they are already listed in the Order Slip. You only need to indicate the total amount of sale and the Order Slip number. (For example, you can simply write “various items” or have it pre-printed in your Official Receipt.)
6. Attach the Order Slip to the Official Receipt, then give it to the customer.
During peak hours, assign another person to prepare the Official Receipt after the Sales Clerk or Cashier has printed the Order Slip to keep up with the higher sales traffic.
Official Receipt
If you are going to use another type of Official Receipt to document payments received for special sales transactions (for example, selling on credit to another store), you might need to record and validate it in your POS system. In this case, you can use our recommended Official Receipt. Or, you can create your own design, but provide for the required printable area as shown on the User Guide.
If you still have unused Official Receipt forms of this type, print the validation at the back of the form.
Credit Memo
Design your Credit Memo form in similar fashion with your Official Receipt to accommodate validation printing on the upper left portion of the document.
Printing Lists and Reports
With DMS Point of Sale and Epson LX-300 printer, you can print your lists and reports using various of types of paper at very low cost. We recommend that you use white and colored bond paper (pink, blue, green and yellow) substance 16 to easily identify the types of lists and reports that you produce.
You can also print your reports in roll paper if you want to, especially the Batch Sales and Collection Report. This will save you time and effort on setting up your printer to print the report.
More Tips and Suggestions
|
|
|
|
|
|
|
|
The DMS 4X4 E Principle
To Enlighten,
Equip,
Enhance, and
Empower business owners with business solutions that are
Effective,
Efficient,
Economical and
Easy to use...
PRODUCTS
|
|
|
|
for establishments such as Groceries, Pharmacies, Hardwares, etc.
|
|
|
|
for establishments with DECIMAL system of units (ex. 8.88 kilograms or 2.6 liters) such as Meatshops, Vegetable and Fruit Stalls, etc.
|
|
|
|
for Restaurants
|
|
|
|
for establishments with COMBOS or PROMO PACKAGES such as Service Centers, Spas, Fastfood Restaurants, etc.
|
|
|
|
For Establishments with Pre-printed Forms/Invoices only
|
|
|
|
for businesses with Multiple Branches or Warehouses
|
|
|
|
for establishments with MULTIPLE TERMINALS or ORDERING STATIONS such as Drugstores, Supermarkets, Fastfood Restaurants, etc.
|
|
|
|
Which version is right
for your kind of business?
Licensing Procedure
Business Opportunities
System Requirements
Technical Issues
Version Upgrades
|
|
|
Copyright ©2010
mydmsoft.com
All rights reserved
|
|
|
|
|
