AccuPOS Retail Setup Guide
Sage Line 50 version 11 (or higher)
Part 1 Line 50 Company Setup
In order to use AccuPOS Retail and have it update Line 50 for inventory and accounting purposes, we ask that you setup your Line 50 Company file first. If you are installing Line 50 for the first time, please consult your Line 50 Advisor or Sage’s customer support with questions pertaining to accounting issues. This manual and AccuPOS Retail support staff will only support issues that are required for AccuPOS Retail to operate properly.
1. Create a POS Customer
All transactions processed at the Point Of Sale that have no customer assigned to will post as one summarized Sales Receipt to this POS customer in Line 50. Even if you are planning to track customers on every transaction at the Point Of Sale, you need to create this customer.
Using the Customers tab create a new customer called POS this name goes in the A/C field in Line 50 (it MUST be exactly POS. No space, all capitalized).
Click NEXT
Click Next
Click Next twice
Enter a check in ‘Terms Agreed’ and click Next
Click, Next, & Finish
When looking at your customer’s details it will look as below;
Use the Credit Control TAB and select Terms Agreed in the restrictions section.
Make sure ‘Terms agreed’ is checked, if not do check.
You do not need to provide any more information about this customer.
If any modifications were made Click Save
2. Setup a “Tender Summary ” account
The Tender Summary account enables AccuPOS Retail to split the tendering totals coming from the Point Of Sale at the end of the shift when Line 50 is updated with the sales information.
1. Select Bank
2. Click New
3. Bank Record Wizard opens
4. Click Next
5. Name "Tender Summary" in the name field
6. Ref can be the default chosen by Sage
7. Click OK
8. Check the No Bank reconciliation,
9. You do not need to put any more information and therefore Click Next until the wizard closes.
Tender Summary does not affect your Balance Sheet. Whilst the interface into Sage Line 50 creates all the invoices, credit notes these are not POSTED automatically. Once these transactions have been POSTED, at the end of each day this account should be used as an audit trail account. The account balance should remain £0.00. Every day after Line 50 is updated by the Point Of Sale, you should check the balance of this account. If this account has a Zero balance that means that everything posted correctly. If this account is either positive or negative you must contact your Dealer or Attitude POSitive support team immediately.
3. Undeposited Funds
By default the Tender type Cash will be transferred to Undeposited Funds account when you have closed your till. This is a use full functionality that will assist with the reconciling the bank records.
To create an Undeposited Funds account
1. Click on Bank
2. Click on New
3. Bank Record Wizard opens
4. Click Next
5. Name "Undeposited Funds" in the name field
6. Change the Ref number to 1219
7. Click Next till you get to end of Wizard
4. Settings and access Rights
To have your AccuPOS Retail functioning correctly you require to have an user in the name of the Point of Sale. To set up additional users follow the steps below.
- New
- Enter Logon In your Line 50, go to Settings
- Click on Access Rights
4. Click on name POS and password POS
5. Click Save
6. Click Close to Complete
Part 2 AccuPOS Retail Setup
5. Install AccuPOS Retail
If you have a CD, place it in the CD drive and select to install AccuPOS Retail. If you downloaded from the web, double click on the file (accuposretail.exe) and it will walk you through the installation.
During the installation you will be prompted to select if you would like to install Management, Point Of Sale, or both. If you will be using AccuPOS Retail on a single computer choose to install both. If you have a network, choose to install only Management on the Back Office computer and only Point Of Sale on the front computers (the ones that will act as the cash registers). In either case you will start setup in management.
6. Set database path
Single station setup – If you intend on using AccuPOS POS and Management on one computer, follow these steps.
1. Using management click on System, Settings
2. Click on Database Path
3. Browse to C:\Program Files\Attitude POSitive
4. Highlight AccuPOS and click Open
5. Click OK
Multiple stations setup – If you intend on using AccuPOS on multiple computers (multi user serial number required) follow these steps.
1. Create a folder called POS Data on the Server or the back office computer that would act as the server
2. Share the POS Data folder and set the permission to allow network users full control
3. Copy AccuPOS.mdb from C:\Program Files\Attitude POSitive\ to the POS Data folder.
6. Using management click on System, Setup
7. Click on Database Path
8. Browse to the folder you shared (example \\Server\POS Data\)
9. Highlight AccuPOS and click Open
4. Click OK
AccuPOS Retail support staff do not support creating networks and sharing folders. Please consult with your network administrator for all network issues.
7. Register AccuPOS Retail (skip if evaluating)
When you first install AccuPOS Retail, it will default to demo mode. It may be used for evaluation purposes only. Using a non-registered copy of AccuPOS Retail in a retail store is illegal. Attitude POSitive name and address will appear on all receipts; it will not print Bar Codes and will expire 15 days from the day it was first installed. You must have a serial number to be able to register AccuPOS Retail. Uninstalling and reinstalling AccuPOS Retail for the purpose of extending the evaluation period will not work.
To register your copy of AccuPOS Retail, follow these steps:
1. From the Setup Menu in Management select Company Information
2. Click on the Register button.
3. Enter the company name and address the way you would like it to print on the receipt (P.O. Boxes are not allowed, you must use the store's physical address).
Enter the serial number that was provided when you purchased AccuPOS Retail (you will find it in the DVD case).
If the computer management is installed on has internet connection, click on Register On Line.
If you do not have internet connection click on Register by fax, print the form, sign it and fax it to (0044) 0208 203 9388.
NOTE: Make sure the company name and address entered is correct. This information will print on your receipts you will hand to your customers.
8. Install the Line 50 Adapter
Insert the AccuPOS CD, once the splash screen comes up select the ‘Install AccuPOS Adapter’ and follow the prompt.
9. Setup the Line 50 adapter
The Line 50 Adapter is the program that enables AccuPOS to exchange information with Line 50. It should remain open at all times. Closing it will disable AccuPOS from communicating with Line 50.
The Line 50 adapter must be installed on the same computer that the Line 50 program is installed on. The Line 50 database files do not necessarily need to be on the same computer.
Go to Start, Programs, AccuPOS Retail, and click on AccuPOS Adapter
- Open Line 50 AccuPOS Adapter
- Configure with the right company file
- Once the Adapter opens, click on the --- to get the brows.
5. Click on “Company Directory” and select the company file AccuPOS will communicate with
6. Please make sure that the directory selected ends with ACCDATA
7. Click Select site
8. Click Save when finished
9. You have now created an Apl5Adapter.cfg. This file stores your settings for future use.
The User Name & Password maybe left blank, in which case the default Manager will be used.
To define a POS User in your sage line 50 you must follow these steps. Select Settings, Access Rights
Click New, define New User and Password, with full Access Type
Insert the user name and password to the AccuPOS Adapter ‘Apl5Adapter.jar’.
10. 3rd Party Integration
You must enable 3rd party integration in your sage. This will allow AccuPOS to access the company file that the Adapter is pointing to.
11. Country Selection
You must set the Country selection in the AccuPOS to the United Kingdom. This is simply
carried out by pressing Setup, Company Information
The Country tab is located at the bottom Right side above barcodes settings
12. Setup Sales Taxing Authority
1. From the Setup menu select, Taxes, Tax Authorities
2. Click the drop down under ID and select, “VAT”. If one is not available, enter VAT and press Add.
13. Set Sales Tax Code
We will next select the Sales Tax Code field in the company information.
Setup, Company Information, Sales Tax Code
14. Define Tender Summary account
- From the Setup menu select Company Information
- The Tender Summary Account should be set to "Undeposited Funds"
by default, replace "Undeposited Funds" with "Tender Summary" (the
same way you spelled it when you created it in Line 50) and click OK
15. Define GL Accounts for Tendering Codes
Tendering totals from the Point Of Sale will post to user defined GL accounts ‘Nominal Accounts’ in Line 50. We recommend posting tender types that are alike to the same GL account, so they can be easily identified in Line 50 for deposit purposes.
For example, Cash and Checks should post to Undeposited Funds, Visa and Master Card to a Visa Master Card account, American Express to AMEX account etc.
At the end of each day, the Cash and the Checks can be deposited using Line 50 General Journal Entry can be made out of the other tendering GL Accounts, to the bank account in one lump sum. Doing so will enable to imitate the way the deposits are made in real life, and will make the reconciliation process easier.
- From the Setup menu select Tendering Codes
- Using the pull down menu, select the tendering code. ("VI" for example)
- In the button example, you will see the tender name. (“VISA” for example)
- Assign the GL Account you want your Tender Type to export to
- Click Update to save the changes.
- Repeat these steps for all tender types you created GL Accounts for. If you find a tender type that you will not be using, you may delete it.
16. Import customers from Line 50
Your customer list must be created and imported from Line 50 so they can purchase your supplies and or services thought the Point Of Sale.
1. From the File menu, select Import from Accounting
2. Click OK
3. The AccuPOS integrator will appear and wait for the Adapter to extract the item list from Line 50. Once the item list is extracted, the Integrator will insert the list to the AccuPOS database and disappear
17. Import inventory / clients from Line 50
The item list must be created and imported from Line 50 so they can be sold through the Point Of Sale. On help on how to create items in Line 50, refer to the Line 50 help file and the ‘Setup item lists in Line 50’ provided with AccuPOS.
1. From the File menu, select Import from Accounting
2. Click OK
- The AccuPOS integrator will appear and wait for the Adapter to extract the item list from Line 50. Once the item list is extracted, the Integrator will insert the list to the AccuPOS database and disappear
18. System Interface
Select System, high light the Interface and click once
Click on the AccuPOS Integrator, and Click OK
19. Test the integration
You are done setting the integration between AccuPOS and Line 50, but before you put AccuPOS to work it is strongly recommended that you test to make sure you have not missed a step.
- Backup Line 50
- Start AccuPOS Retail Point Of Sale
- Use the Point Of Sale Operation Guide to process a single transaction
- Total the sale and tender
- Close AccuPOS Retail Point Of Sale
- Use the Line 50 end of day procedures guide to perform a Z end of day report
- Make sure the transaction posted to Line 50 as a sales receipt
- Make sure the funds are in the GL account assigned
- Restore Line 50
You are done! You may now start using AccuPOS Retail Point Of Sale to process sales more efficiently and update your Line 50 seamlessly.
Other recommended guides
Line 50 end of day procedures guide
Point Of Sale ‘POS’ Operation Guide
AccuPOS on screen keys setup guide
Line 50 Items Setup