Setting Up QuickRecall

QuickRecall stores your POS sales and credits so that you can:

• reprint them at POS

• display them at POS

• combine them to create new transactions

• use ReQuest to print reports with information from the transactions

Setting Up Options Configuration

The information you enter in Options Configuration determines how long the system will save archived transactions, the amount of disk space the archived transactions use on your system, etc.

1. Display the Options Configuration window.

2. Click ID. Using the list below, enter the ID number of the option, and click OK. Click in the Current Value column, select the desired setting, and click Change. Repeat this process for all options in the list. For more information about a particular option in the list, click on its blue underlined text.

1. •  (ID# 1) Default Criteria for Purging Cash Customer TransactionsThe system saves archived transactions for cash customers for the length of time indicated
     in this field. Enter one of the following:
     
     nD = The number of days the system should archive transactions.  In place of "n," enter a number of days from 1 to 9.  For example, if you want the system to archive cash transactions for 5 days, enter 5D.
     
     nW = The number of weeks the system should archive transactions.  In place of "n," enter a number of weeks from 1 to 9.  For example, if you want the system to archive cash transactions for 5 weeks, enter 5W.
     
     nn = The number of months the system should archive transactions.  In place of "nn," enter a number of months from 01 to 96.  For example, if you want the system to archive cash transactions for 10 months, enter 10.
     
     blank = Purge tonight.
     
     Notes:
     
     *What you enter in this field applies to all cash customers unless you enter another amount in the Purge Archived Invoices field in Customer Maintenance. The entry in Customer Maintenance always overrides the entry in Function MQK.
     
     *If you enter a week time period (1W - 9W), the system allows a one day grace period. For example: You want to archive cash  customer transactions for two weeks. You enter 2W in this field. The system purges transactions from the 10th on the 25th (two weeks and one day later).
     
     *If you enter a month time period (01 - 96), the system allows a one week grace period. For example:
     You want to archive cash customer transactions for one month. You enter 1 in this field. The system purges transactions from the 10th on the 17th of the next month (one month and seven days later).
     
     *If an archived cash transaction contains a special SKU and the special SKU is set up to be archived longer than the cash customer, the system uses the Special SKU's field to determine how long to save the transaction. For more information about special SKUs,
     click "Special SKU's" in this list.

   • (ID# 2) Default Criteria for Purging Charge Customer TransactionsThe system saves archived transactions for charge customers for the length of time indicated in this field. Enter one of the following:
     
     nD = The number of days the system should archive transactions.  In place of "n," enter a number of days from 1 to 9.  For example, if you want the system to archive cash transactions for 5 days, enter 5D.
     
     nW = The number of weeks the system should archive transactions.  In place of "n," enter a number of weeks from 1 to 9.  For example, if you want the system to archive cash transactions for 5 weeks, enter 5W.
     
     nn = The number of months the system should archive transactions.  In place of "nn," enter a number of months from 01 to 96.  For example, if you want the system to archive cash transactions for 10 months, enter 10.
     
     blank = Purge tonight.
      
     Notes:
     
     *What you enter in this field applies to all charge customers unless you enter another amount in the Purge Archived Invoices field in Customer Maintenance. The entry in Customer Maintenance always overrides the entry in Function MQK.
     
     *If you enter a week time period (1W - 9W), the system allows a one day grace period. For example: You want to archive charge customer transactions for two weeks. You enter 2W in this field. The system purges transactions from the 10th on the 25th (two weeks and one day later).
     
     *If you enter a month time period (01 - 96), the system allows a one week grace period. For example:
     You want to archive charge customer transactions for one month. You enter 1 in this field. The system purges transactions from the 10th on the 17th of the next month (one month and seven days later).
     
     *If an archived charge transaction contains a special SKU and the special SKU is set up to be archived longer than the charge customer, the system uses the Special SKU's field to determine how long to save the transaction. For more information about special SKUs,
     click "Special SKU's" in this list.

   • (ID# 3) Default Criteria for Purging Special SKUsThe system saves archived transactions for special SKUs for the length of time indicated in this field. Enter one of the following:
     nD = The number of days the system should archive transactions.  In place of "n," enter a number of days from 1 to 9.  For example, if you want the system to archive cash transactions for 5 days, enter 5D.
     nW = The number of weeks the system should archive transactions.  In place of "n," enter a number of weeks from 1 to 9.  For example, if you want the system to archive cash transactions for 5 weeks, enter 5W.
     nn = The number of months the system should archive transactions.  In place of "nn," enter a number of months from 01 to 96.  For example, if you want the system to archive cash transactions for 10 months, enter 10.
     blank = Purge tonight.
     Special SKUs are items whose Tally field in Inventory Maintenance, the Codes tab, is set to one of the following:
     A = Additional information
     C = Cutting SKU
     P = Wallpaper item
     R = Retain
     S = Serial number
     T = Paint item
     X = Toxic item
     Notes:
     *If an archived transaction contains a special SKU and the special SKU is set up to be archived longer than the customer (as indicated by the Charge Customers field), the system uses the Special SKU's field to determine how long to save the transaction.
     *If you enter a week time period (1W - 9W), the system allows a one day grace period. For example: You want to archive special SKU transactions for two weeks. You enter 2W in this field. The system purges transactions from the 10th on the 25th (two weeks and one day later).
     *If you enter a month time period (01 - 96), the system allows a one week grace period. For example:
     You want to archive special SKU transactions for one month. You enter 1 in this field. The system purges transactions from the 10th on the 17th of the next month (one month and seven days later).

   • (ID# 4) Default Criteria for Purging Deleted Customer TransactionsThe system uses this field to determine if it should purge archived transactions after you delete a customer in Customer Maintenance.
     
     Y = Purge transactions for deleted customers. Transactions purge the next time you run Shutdown.
     
     N = Do not immediately purge transactions for deleted customers. Transactions purge normally, according to Function MQK constants.

   • (ID# 1140) " Mask Credit Card Number on Customer Receipt?If you don't want your employees to be able to view customers' credit card numbers, set this option to B This will mask the customer's credit card number on both the customer's receipt and the store's copy, as well as mask the bankcard number (credit, debit, or gift card) in the Totals section of QuickRecall. Security bit 757 "ability to view bankcard number in QuickRecall" (and optionally bit 689 "View full customer credit card number") can be set to Yes for any user who you want to be able to view bankcard numbers in QuickRecall. This bit allows the user to use Misc menu option 5-"View Bankcard Number in Quick Recall.""

   • (ID# 220)  " Display Running GP%If you want to see the actual gross profit percent for line items on QuickRecall transactions, set this option to Yes." (Lumber/Contractor POS users only)

Note that the last two options below can only be changed when your system is "quiet" (no terminals are in POS, the File Update Manager is not running, and no reports are active that access QuickRecall information).

1. • (ID# 5) Register Daily Activity Separately

     Important!  Changes to this option must be made on a "quiet system." A quiet system means that no terminals are in POS, the File Update Manager is not running, and no reports are active that access QuickRecall information.
     
     This option determines if the current day's transactions should be kept in a Daily File. If you maintain a Daily File, the system saves the current day's transactions into the Daily File and merges the Daily File to the History File at the end of the day. There is no difference in the way you access archived transactions in POS when this field is Y. The information you access is from both the Daily and History File.
     
     Y = Archive the current day's transactions in the Daily File.
     
     N = Archive all transactions in the History File. The default is N.
     
     The best time to make a change to this field is first thing in the morning, before anyone logs in to a terminal. You can log in to one terminal, make the change in Options Configuration, then log in to your other terminals as you normally do. There are benefits to separating QuickRecall activity into Daily and History Files. The benefits are:
     
     *Shorter recovery times on the Daily File. The size of the Daily File is small compared to the History File. If a problem occurs with the Daily File it will take less time to recover the file.
     
     * Nightly maintenance routine may be quicker. The routine will only check the integrity of the History File (the larger file) if it detects a possible problem. The Daily File (the smaller file) will be checked every night.
     
     * ReQuest procedures that process transactions based on "today's date" only will process more quickly because these procedures read only the smaller Daily File, not the larger History File.
      

     Important for ReQuest users only:

     *If you separate QuickRecall activity and use ReQuest, you need to be aware that ReQuest includes two choices in the Inventory/Point of Sale selection. The choices are QuickRecall and QuickRecall Daily.
     
     * If you run RQ procedures from QuickRecall (not QuickRecall Daily) during the day, it does not include the current day's transactions. You can run the RQ procedure after Shutdown and before any new POS transactions are entered to access all archived transactions. Or you can create an RQ procedure to read the QuickRecall Daily file, then run two RQ procedures and add the totals together.

   • (ID# 6) Record All Archive Modifications

     Important!  Changes to this option must be made on a "quiet system." A quiet system means that no terminals are in POS, the File Update Manager is not running, and no reports are active that access QuickRecall information.
     
     This option determines if changes to the Archive File are recorded in the QuickRecall Log. You access the log in Function SHOWLOG.
     
     Y = Record modifications in the QuickRecall Log.
     
     N = Do not record modifications in the QuickRecall Log.
     
     The best time to make a change to this option is first thing in the morning, before anyone logs in to a terminal. You can log in to one terminal, make the change in Options Configuration, then log in to your other terminals as you normally do. If the Register Daily Activity Separately field is Y, then this field must also be Y. The log then includes a summary of the total number of records archived from the Daily File to the History File, and any problems that occurred when the Daily File was transferred into the
     History File. This field is optional if the Register Daily Activity Separately field is N.

   • (ID# 1649) "Quickrecall – starting Transaction Date for Customer/Date Range lookup"This option allows you to set the starting Transaction Date to be X days less than the “Thru date” (which defaults to today’s date), and gives you the ability to create a saved view with calculations and/or filters that show a periodic (ie weekly) view of a customer’s purchases.

3. Click Change to save your changes.

Setting Up Security

Assign the following security bits to management or key employees only.

• Bit 757 " Ability to view bankcard number in QuickRecalSet this bit (and optionally bit 689 "View full customer credit card number") to Yes for any user whom you want to be able to view bankcard numbers in QuickRecall. This bit allows the user to use Misc menu option 5-"View Bankcard Number in Quick Recall."l"

• Bit 741 " Ability to change Customer PO# or Reference on QuickRecall documentsThis bit allows a user to change the Customer PO Number or Reference field on QuickRecall documents. To use this feature in QuickRecall, the user simply clicks Misc and selects  A-Change Ref/PO#.."

You can add a desktop shortcut for QuickRecall, if desired.