PPSS Manual

Cash Checks : Track the status of checks cashed. Auto-convert bounced checks to loans and assess variable penalties and/or higher interest rates. (Diamond and 24karat only)

Customized Pawn Tickets : PPSS includes a generic pawn ticket which can be edited to meet your specifications. PPSS auto-fills and prints the form for pawners' signatures.

Drivers License Scan : Scan drivers licenses to auto enter pawner's name, address, license # and date of birth into the New-Pawner Screen.

Gold Loan Amount Calculator - PPSS auto-computes and displays the amount to lend on gold items based upon your input and settings. (Diamond and 24karat only)

Invoice Message - A note entered in a pawner record will appear in the 'For Office Use Only' box on invoices.

Mailbox Feature : Mark individual consignors with notes of action to take at a later time and/or print and mail letters to consignors.

Payday Loans : Track Payday Loans, payments, outstanding balances and charge a flat fee or interest. Assess penalties and/or higher interest rates for past-due loans. (Diamond and 24karat only)

Sales Promotions In addition to discounts, the sales price may be reduced using the Special Promotion Feature. (Diamond and 24karat only)

Start-up tips now appear to help train new employees. Click on View All Tips under Help to see the complete list of tips.

In order to function properly, PPSS needs to know about your business - the business name, address and contact information (for completing forms), which printer(s) are to be used, what loan, check-cashing and pawn fees and interest to apply, and so on.

On the General Screen, enter as much information as you wish and click Save to save the settings. Click OK to exit setup, or click other tabs to enter other information.

Set which Work Area PPSS should open in - Pawners, Inventory, Sales or Pawn. In other words, when PPSS first starts, which Work Area should it present?

For PCs used primarily for sales, check the box to have a new sales invoice opened with PPSS first starts. For PCs used in the back office, select Inventory.

Enter as much shop information as desired. The L.E.A.D.S. (Law Enforcement Automated Data System) number is entered on the Pawn Fees tab.

Some inventory items may be counted in fractional units. Check Inventory Quantities to activate this ability.

Confirmation Messages are pop-up messages that appear throughout PPSS as training aids. So as to not be annoying, they are shown only once. Force them to show again by checking this option.

A large database of pawns, pawners, sales, inventory items etc. can make PPSS run slower. Check the options for Print Preview Off and Automatic Lists Off. PPSS will stop using those features and will run faster. A better option is to add computer resources like clock speed, RAM memory and free hard disk space.

Click Save to save settings and remain in Program Setup. Click OK to exit Program Setup.

If inventory pictures will be used, store them in one folder and enter the path of the folder on the field named Default Picture File Location. When a picture is being added to an inventory record, PPSS will open that folder.

For Deluxe, Diamond and 24karat, check options for the information to appear on price labels and which format to use, wide or narrow.

A Default Category may be set here. Doing say saves having to reenter the inventory category when adding new inventory items.

Before choosing a default category, close Program Setup. Open Inventory on the Main Menu and enter at least one category, then return here and select a category for the default.

Click Save to save settings and remain in Program Setup. Click OK to exit Program Setup.

Bar-Code Symbology determines if bar codes are to be 7 (UPC-E) or 11 (UPC-A) digits. Most bar codes for consignment-type items are 11 characters. That is the default setting in PPSS Deluxe, Diamond and 24karat.

The city and state entered here will be used by PPSS to auto-fill fields on entry screens and forms.

Networking connects multiple computers to the same PPSS database. Skip this section or refer to Networking for instructions.

Settings here will configure PPSS Deluxe, Diamond and 24karat to correctly print documents (letters, sheets of labels, etc), receipts and price tags. PPSS Intro will only use a document printer to print labels and reports on 8.5" x 11" paper and to print checks.

If receipts are to be printed on 8.5" x 11" paper, leave the selection set at 'Document Printer'.

A receipt printer (about $300) is a special printer attached to a cash drawer which prints multi-fold receipts. They are used to save on paper and ink. If a receipt printer is being used, select a printer for 'Use this receipt printer'.

The Zebra LP 2844 is a special thermal printer used to print price tags one at a time. Make selections here if it is to be used.

Check 'Don't display print-preview screens' to avoid previewing printouts. There's no reason to elect this option if the computer has sufficient resources and is running at satisfactory speed.

Check 'Automatically enter 'Cash Sale' for Buyer Name' if Cash Sale is to be auto-entered for the Buyer Name each time a New-Sales Screen (sales invoice) is opened, or check 'Show complete bill-to fields' if customers' names and addresses are to be entered at the point of sale.

Set the Sales Tax description(s) and amount(s). To disable tax collection, set the rate(s) to zero. Tax computation may be disabled by selecting 'Tax-Free' when completing the New-Sale Screen (F7).

If Buyer names and addresses had been collected previously, click this button to have that information transferred to the Buyer Work Area:

The Buyer Work Area may be hidden by removing the check from the box named Show Buyer Work Area.

Check this box to have a list of customers presented when a sales invoice is opened.

Headers and Footers are text which can appear on a sales invoice. These are text files (.txt) which can be edited to suit shop requirements. By default they are located at C:\PPSS.)

The height of the header is set at .55" and can be adjusted here in Program Setup to change the vertical location of the header/footer on the invoice.

Any and all fees set here will be applied to each pawn and they may be adjusted for individual pawns when pawns are entered in PPSS.

PPSS includes a generic pawn ticket as well as forms editor program for creating your own form. Alternatively PPSS support can create a pawn for your shop. Please contact support for details.

If customized forms are used, check boxes as shown below (red arrow) and click on the Navigation Buttons (yellow arrow) to find the files to be used for pay-day loan tickets, cashed-check tickets and pawn tickets.

Make settings on this page to instruct PPSS on how to calculate the amounts of loan interest and other fees.

PPSS will compute the amount to loan on gold based upon the entry here for Based Loan per Gram of Gold combined with the Carat selection made on the New-Pawn screen:

Make entries in the table to establish loan types (or loan schedules). Loan types entered here will appear in selection menus when making entries in PPSS.

Enter a range of loan amount to which the fees will apply. For example, for loans from $0 to $100, enter 0 in the From Amount Field and enter 100 in the Thru Amount Field.

The settings made for Finance Charge, 30-Day %, APR (annual percentage rate), Flat Late Charge and % Late Charge will apply to loans up to and including $100 (through $100).

Make entries in the table to establish loan types (or loan schedules). Loan types entered here will appear in selection menus when making entries in PPSS.

With the settings made on these screens, PPSS now has a clear understanding of how you run your business and what to generate for you when adding entries, making reports and processing transactions.

Cash Checks: Track the status of checks cashed. Auto-convert bounced checks to loans and assess variable penalties and/or higher interest rates. (Diamond and 24karat)

Consignment: Increase inventory and potential sales by accepting items on consignment with cash outlay. Each consignor and each item can have a different percentage split. Track inventory. Process sales and print sales invoices. Splits are auto-computed for settlement with consignors.

Layaways: Sell items using installment payments with delivery of purchased goods upon payment of the full amount. Set individual payment schedules and record payments. View open and closed layaways. (Deluxe, Diamond and 24karat)

Pawns: PPSS automatically computes loan amount, fees (6 types) and interest based entries in Program Setup. The program supports L.E.A.D.S. and guns on hold. (Deluxe, Diamond and 24karat)

Gold-Loan Calculator: Set 'Loan per Gram' in Program Setup. When the weight and percent gold are entered on the new-pawn ticket, the pawn amount is auto-computed and entered.

Payday Loans: Track payday loans, payments and outstanding balances. Charge a flat fee or interest. Assess penalties and/or higher interest rates for past-due loans.

Rentals: Make money on idle inventory items by renting them out. Track items, their rental amounts and due dates. Apply late fees. Make adjustments. (Deluxe, Diamond and 24karat)

Resale: Purchase items outright and resell them. Track inventory, Adjust prices. Apply discounts. View reports of resale items only. (Deluxe, Diamond and 24karat)

Generally scanners can be used 'out of the box'. Scanners are shipped with a manual which explains how to configure the scanners, but it does not explain what a particular setting might be for.

Select Labels on the Main Menu, then Inventory. Use the Left and Top settings in the lower-left corner to adjust the print position on sheets of labels. (Bar-code setup uses inches for margins.)

Bar codes are typically printed in UPC-A format (11 characters). Smaller bar codes may be used on small items (like cans) using UPC-E (7 characters). The default setting in PPSS is UPC-A but may be changed to UPC-E in Program Setup (Inventory).

Please note: If a bar code is scanned and contains 10 or 12 characters (not 11) or if the code contains spaces, PPSS will assign a new bar code when the 'Assign Bar Codes' feature is used.

When adding or editing an Inventory Record, click in the Bar-Code field and scan the bar code. Information about the item will be entered.

If a bar code is read that does not exist in inventory, PPSS opens the new-inventory-item process. Choose the Consignor who provided the item. After the new item is entered, read the bar code again to enter the item on the New-Sale Screen.

If a bar code fails to scan properly, enter it manually from the keyboard. Use the numbers on the keyboard that are below the function keys to enter the code in the Bar-Code-Entry Box if a new sale document is open. Do not use the numeric keypad.

If a new sale document is not open, start typing using the same keyboard numbers to enter the unreadable bar code.

Go to the Inventory Work Area and click on Assign Bar Codes in Quick Links (on the right):

After inventory items are entered, bar codes must be assigned to those items. Select 'Assign Bar Code to Inventory' (under Inventory) after entering new inventory items.

This is usually caused by having too many printer drivers installed. Go to Control Panel, Printers and remove any drivers for printers that are not being used. It is best to have only one document printer and one receipt printer. Intuit's driver for QuickBooks has been known to cause problems. Print another document to assure that the printer is working properly.

When adding or editing an Inventory Record, click in the Bar-Code field and scan the bar code. Information about the item will be entered.

Scan the bar code. If a bar code is read that does not exist in inventory, PPSS presents the New-Inventory Screen for adding the item to inventory. Choose the Consignor who provided the item. After the new item is entered, read the bar code again to enter the item on the New-Sale Screen.

Align Bar-Code Print on Labels by making settings on the Print-Settings Screen. (See below.)

PPSS is set to print bar codes on labels in correct position for general laser-style printers. It may be necessary to adjust margin and row-space settings. (Bar-code margin settings are made in inches.)

Bar-code labels should have printed on one page. Lay the printed sheet over a sheet of labels, square them and hold them up to the light. If the labels are printed in the correct position, follow the next instructions for print alignment.

If labels didn't print, test the printer with another program (like Notepad) to see that the printer is working. It may be necessary to dump the printer queue. Go to Control Panel, Printers. Select the printer. Select 'Printer' then 'Cancel All Documents'. Turn the printer off and back on. Test print again.

Check the box named 'Bar Code Quantity = Inventory Quantity' to print a number of bar codes equal to the # of items in inventory.

Also, for a partially-used sheet of labels, enter the next available label # after 'Start printing at this label #'. Example: If 14 labels were used, enter 15 and feed the unused portion of the sheet first.

Bar codes will not print on price labels if bar codes have not been assigned and/or if bar codes have not been activated in Program Setup.

After inventory items have been entered (using the Add-Inventory Screen - F3), assign bar codes to each item by selecting Assign Bar Codes (Inventory Work Area, Quick Links):

Bar codes will not print on price labels if bar codes have not been assigned and/or if bar codes have not been activated in Program Setup.

How to print 'unused bar codes on price labels and attach them to inventory items and enter the items (with their bar codes) in BCSS.

To view an item's bar code, select the item in the Inventory Work Area Table (and click on the General Tab at the bottom of the screen if it is not displayed):

Bar codes may be printed on adhesive Medium Labels or non-adhesive Hang Tags using a standard laser-style printer. They may not be printed on Small Price Labels or Detailed Labels.

Below is an image of a Medium Label (actual size: 2 5/8" x 1") showing (from top to bottom) the optional Disposal Code ('re' for Return), the Bar Code, the Bar-Code Number, Description (Blazer), Price and Consignor ID-Item # (Consignor Ader- Item 1).

Use 2-5/8" x 1" labels. The labels are '3 across on the sheet and 10 down' - Avery #5160 (laser), #8460 (ink/bubble jet), #4144 (dot matrix) available from office supply stores.

Below is an image of a non-adhesive Hang Tag (actual size 4 1/4" x 1") showing Consignor ID-Item ID (HICO-2: Consignor HICO, item 2), Disposal Code (re), Category (None), Description (Jacket), Date In (04/25/2009), the Discount Schedule, the Bar Code and the Bar-Code #. (The first price in the Discount Schedule is the Current Price.)

Use a laser printer and 4 1/4" x 1" sheet labels (2 across/10 down - in 17 border colors) - Product# CC#LTS-20 available from MarkAT, 888-947-7734, markatcc@att.net.

To print, try a left-margin setting of 350 and a top margin setting of 800 as a starting point. Large changes in these numbers are necessary to see significant shifts in print position.

At the bottom of the page, 'Bar Codes on Avery Stock' will be selected by default:

After completing any of the 5 options above, a Print Settings screen will present options for Page Layout (in inches). The default settings are correct for most laser-style printers. If label do not print correctly, make adjustments as needed. Store the correct settings in case PPSS is reinstalled in the future.

Selecting Test Print will present the labels selected in a Print-Preview Screen. If labels are missing or undesirable labels are present, go back and add or delete labels by changing settings or entries made. If the labels are correct, press the Print Button to Proceed.

When the labels are correct, first print one sheet of labels on a white sheet of paper. Place the printed page over a sheet of blank labels. Square them and hold both up to light to verify that the print aligns with the labels.

The next screen is Windows Print Setup. (It should not be necessary to change settings under 'Setup' on this screen.)

2. Go to Start > Settings > Control Panel > Printers. Click on the listing for your printer. Click on 'Document' then 'Cancel'.

4. Change Print Settings to correct print position by changing the values for Top and Left Margin, row Space on the Labels Screen:

1. Remember to assign bar codes after inventory items have been entered (Inventory Work Area, Assign Bar Codes)

2. Turn bar codes on in Program Setup, Printers tab. Select 'Check this box to include bar codes on appropriate price tag widths.

If Setup opens with that box checked, remove the check. Save and Exit. Reopen Setup. Replace the check and Save/Exit again for a reset.

Scan the bar code. If a bar code is read that does not exist in inventory, PPSS opens the New-Inventory-Item Process. Choose the Consignor who provided the item.

After the new item is entered, read the bar code again to enter the item on the New-Sale Screen.

PPSS recognizes existing bar codes. Just enter the existing bar code number while entering inventory. Click in the bar-code field and scan the bar code.

Note that PPSS recognizes 7-digit and 11-digit bar codes. It may be necessary to configure the scanner to 'cut' the 12th digit from a 12-digit bar code. See the bar-code configuration instructions.

Bar code numbers may be displayed on screen and/or printed for a specific item or a range of items.

Please note: In order for a bar code to be viewable or printable, a bar code must have been assigned to the inventory item. See Assign Bar Codes.

View and Print Bar-Code Reports (See Bar Code Labels for printing price labels with bar codes.)

Once the inventory items have been selected (by making settings on the Report Screen), click the button named Print Detailed List:

PPSS is compatible with most scanners and has been tested with POS-X Scanners and the Unitech MS210 Bar Code Reader.

Generally scanners can be used 'out of the box' like keyboards - plug them into a USB (Uniform Serial Bus) port and Windows will recognize the new hardware.

If you haven't used a scanner before, or if the scanner is not working, please read the manual before calling support (800-790-8657 ).

Primarily PPSS reads 11-digit (UPC-A) bar codes (and can read 7-digit (UPC-E). When setting up the scanner, scan these bar codes for UPC-E or UPC-A:

Some bar codes may have 12 digits with the 12th digit being a 'check digit'. BCSS treats 12-digit codes as 'invalid' so when setting up the scanner, put the scanner in Program Mode and scan this code to 'turn the check digit off' or 'cut check digit':

If the bar code does not appear in Notepad, try another cable, another USB port and/or try another bar code. See the scanner manual for scanner setup and configuration. If there's still a problem, contact the provider of the scanner. It's possible that the scanner is defective.

The bar code should appear in the bar-code box and the item scanned should appear as a line entry.

If the scan did not work, open Notepad and scan the item again. If the bar code appears in Notepad, the scanner is working. Please contact support (or the provider of the scanner) for assistance.

Price, item number and item description are printed on sheets of labels, hang tags (or on thermal labels using Diamond or Virtual). Bar codes, date in, the discount schedule and disposal codes are optional.

Please refer to the User's Guide included with the scanner for setup and configuration. When the scanner is plugged into a USB port, Windows should recognize that new hardware has been added and prompt you for action.

The scanner should 'work out of the box'. To test the scanner, open a new Notepad or WordPad blank document and scan any bar code. The bar code should appear in the blank document. If it does not, refer to the manual for proper setup and troubleshooting.

Scanners are used with PPSS at POS to auto enter items on the New-Sale Invoice. See 2 Ways to Enter a Bar Code in PPSS.

These scanners are compatible with PPSS. They were chosen for their reliability (3-5 Year Warranties) and affordability. Each scanner is shipped with a users guide and (cable and power supply where applicable). Shipping is free in the lower 48 states and Canada. Additional shipping charges only apply outside the U.S. and to 'remote locations'.

Please see Scanner Settings (above) on how to configure scanners by scanning factory-provided bar codes.

After inventory items are entered, bar codes must be assigned to those items. On the Main Menu, select Inventory then 'Assign Bar Codes' after entering new inventory items, or, in the Inventory Work Area, on the right, click on the Assign-Bar-Codes button:

Also, PPSS must know which printer will print labels. In PPSS, on the Main Menu, click on File then Program Setup. Under Printers, to the right of Print Documents (which includes sheets of labels), select your Document Printer (typically a standard laser/ink/bubblejet printer) and click Save/Exit. Test the printer with another program to make sure the printer is working, then attempt to print labels in PPSS on plain white paper first.

Finally, sheet labels may be printed with or without bar codes. (In Program Setup, Printers, uncheck 'Check this box to include bar codes on appropriate price tag widths') to exclude bar codes from labels.

Yes. Enter the existing bar code number while entering inventory. PPSS accepts 7-digit and 11-digit bar codes. The scanner may need to be configured to 'cut' the 12th digit from a 12-digit bar code.

The barcode symbologies might need to be enabled. By default Codabar, MSI, and Code11 are not enabled. Bar codes must also be clearly printed. They can't be faded, torn or crumpled.

Those are Code IDs. For POS-X: In the manual see page 30, Group 14, Codabar. For the MS210: Scan the NO barcode of Code ID on page A.2.

A single cable can be 5 meters. Cascading 5-meter cables between USB hubs can achieve a maximum distance of 30 meters.

Prior to 2010 PPSS recommended the MS210 scanner. Primary reasons for switching to POS-X are fast delivery, 2-day free replacement and a direct line to POS-X hardware support.

Email Support (Add mm.st to your email program's Approved Senders List or White List to lessen the chance that spam filters will block our emails to you. Instructions)

The type of bar code to use for a particular situation depends upon: (1) the implementation; (2) the data to encode in the bar code and (3) how the bar code is to be printed. 'Symbologies' are different types of bar-code standards for different purposes. Each type of symbology (or bar-code type) is a standard that defines the printed symbol and how a device such as a bar code scanner reads and decodes the printed symbol.

PPSS defaults to UPC-A (11 characters). UPC-E may be selected for a narrower bar code (7 characters). UPC-A and UPC-E are used for items for sale in the USA and Canada.

Items in inventory must be 'activated' for bar coding. Bar codes will not print for items that do not have assigned bar codes or that have a quantity of zero.

After entering new inventory, go to the Inventory Work Area and select 'Assign Bar Codes' in Quick Links:

PPSS will skip items with valid bar codes and assign bar codes only to items without bar codes.

PPSS reads 7-digit (UPC-E) and 11-digit (UPC-A) bar codes. When setting up the scanner, scan these bar codes for UPC-E and UPC-A:

Some bar codes may have 12 digits with the 12th digit being a 'check digit'. PPSS treats 12-digit codes as 'invalid' so when setting up the scanner, scan this code to 'turn the check digit off' or 'cut check digit':

Pawns, Cashed/Bounced Checks and Payday Loans are all 'loans' - the difference being that unlike pawns, checks and payday loans are not secured by personal property.

Set up fees and loan schedules in Program Setup (Under File). Click on the tabs named Pawn Fees, Pawn Opt (Options) and Payday:

On the New-Check-Cashed Screen the Client name, Name, Today's Date and fees (set in program setup) will be auto-entered:

Enter a location for the store, if applicable. (Some pawn shops have more than one location.)

The Check Date and time may be changed. The drop-down arrow in the date field produces a calendar.

Enter the Check Value and a Percentage Fee. The Net Paid Out will be displayed. It is the amount of the check less all applicable fees. (If the fees are incorrect, change them in Program Setup or edit the amounts here on this screen.)

When a cashed check clears, nothing else is required in PPSS. Records will show the amount paid for the check, the amount of the check and the profit made.

When a check bounces, it becomes a loan. The check record must be changed to change the status of the check from 'cashed check' to 'bad check'.

Go to File, Program Setup, Payday tab. Set up a loan type named 'Bad Check' and enter the amounts to be charged for back checks.

Next, go to the Pawns Work Area and double click on the check writer's record to open the Change-Check-Status Screen. Use the drop-down menu for Convert to Loan Type and select Bad Check.

PPSS will make the appropriate accounting changes to reflect the new status of the check.

When the check is converted to a loan, reports no longer show the profit.
Begin collection procedures

PPSS will reflect the profit again when the loan (bad check and added fees) is paid off. If the lo666an is not paid off, convert the loan to a higher-risk-loan schedule (Loan Type) or eventually write it off.

If the check was not first considered as income, then nothing is to be done (Cash Method of accounting).

If you have not used Outlook or MS Mail, before, it will be necessary to configure one or the other.

Backing up (or Restoring) Microsoft Outlook Files
Backup the entire set of mail files in Outlook:

5. Select defaults which are the backup name, include subfolders, and Import into the same folder in "Personal Folder".

This will restore all the old mail to your current Outlook installation.
It is possible to copy other specific files on an individual basis by looking for and copying those files with specific extensions. Microsoft Outlook stores files in the following types of files:

If the employee is not listed, adjustments must wait until there is activity in the account.

Select Create New Schedule. The Schedule Name will appear in the Choose a Schedule to View field.

Click Close to end the session.

In the future -

Edit an existing Schedule by selecting it from the 'Choose a Schedule to View' drop-down menu. Make changes and click 'Save Changes to Old Schedule'.

Delete an existing Schedule by selecting it in Choose a Schedule to View then select Delete.

Assign a Commission Schedule to an Employee

When adding or editing an Employee Record, use the drop-down menus under Commission Schedule and Schedule Level to assign the selected Schedule and Level to the Employee. Click OK to save the entries.

(Available in Diamond and 24karat)

Employee Credit Sale

Employees may make purchases from the store. The purchase(s) can be a layaway, an Account Receivable or a debit against future commissions.

While Layaway and Accounts Receivable share the similarity of installment payments, Layaways differ in two respects:

1. No interest in charged on the unpaid balance

2. Goods are not delivered until all installment payments have been made.

In PPSS, Employees may also be entered as Buyers for Layaway Purchases. Otherwise, purchases may be made using earned commissions or at the store owner's discretion, against future commissions. The Employee Account Balance will be negative if purchases exceed commissions earned.

Processing an Employee Credit Purchase

Select Employees from the Work-Areas Menu:

Select an Employee from the List of Employees:

Select Employee Credit Sale from the Employees Menu:

The New-Sale Screen opens with the Employee as Purchaser.

Enter items to be purchased using the Select from Item List option

or add an item or items manually using the Enter Unlisted Item option:

Note that Employee Sale appears in the first Payment Field:

The amount entered here is the amount that will be charged against the Employee's Commission Balance. This amount may be all or part of the total purchase price.

If the total purchase price is not paid at the point of sale, enter future payment types and amounts in the subsequent fields. Be sure to check the Payment Box:

Discounts

Any discounts to be awarded can be entered as a percentage or dollar amount: If % is entered, $ amount will be calculated and auto-entered in the Discount field.

(Available in Diamond and 24karat)

Important! At least one person must have access to the Employee Work Area, otherwise PPSS will not allow the Permissions Window to be closed.

Granting or Restricting Employee Access

Any employee may be granted or denied access to the PPSS areas of Point of Sale, Back Office and Management, or to specific sub-areas of those areas.

To set Employee Access Permissions, open the Employees Work Area

then select 'Employee Access' (Employee Access) from the Quick Links Menu:

Resize the ensuing Employee Permissions Window if necessary.

Note the tabs at the top of the window:

The Employee Permissions Window splits program functions into 3 general areas: Point of Sale, Back Office and Management. (Inactivate areas have no restrictions on the functions in their respective areas.)

1. Activate any/all of the 3 areas by selecting 'Require These Permissions' on the 3 screens.

2. Specify Employee Access within the Areas by checking boxes.

3. If an Area is activated, only Employees who are marked to have access will have access.

When all permissions are set, go to the Management or Back Office Tab and select 'Save and Exit'.

(Available in Diamond and 24karat)

Employee Reports

Quick Links

PPSS is divided into Work Areas. They are:

Each Work Area has its own set of Quick Links. These are the Quick Links for Employees are:

Commission Payment - Make payments to employees.

Commission Schedule - Add/edit commission schedules.

Daily Sales - View employee performance

Employee Access - Allow/deny access to areas in PPSS.

Sales Today - See what sales were made for the current day and by whom.

Individual Employee Information

Select an Employee from the Main Table and view information about him/her in the Details Area at the bottom of the screen:

Click on the colored tabs at the bottom for more information about the Employee.

Time Filters

Click on these buttons:

to view records in the Main Table that have been added or edited today, last 7 days, last 30 days, etc. Click View All to see all records again.

(Available in Diamond and 24karat)

As a reminder, if possible, go to Employee Permissions and remove all permissions prior to notifying an Employee of termination.

Terminate an Employee

Select Employees from the Work-Areas Menu:

Select the Employee from the List of Employees

then select Terminate from the Employees Menu:

The termination date will appear on the Account Status Screen of the Employee Record.

Reinstate an Employee

Double click on the Employee Listing to open the Edit-Employee Screen. Check Currently Employed.

The Termination Date will be removed from the Account Status Screen.

(Available in Diamond and 24karat)

Gold as Inventory

PPSS includes an automated loan-amount calculator for gold. It computes the suggested amount to lend based upon settings in Program Setup and input at the time of the loan.

Procedure:

1. In PPSS go to File, Program Setup, Pawn Loans and enter a value for Loan per Gram of Gold.

2. On the New-Pawn Screen, check the Gold Box.

3. Choose a carat level. The Standard % gold for that percentage appears in the Gold Box.

4. Edit if desired.

5. Enter a weight in the Weight of Item In Grams Box.

The suggested amount to lend is displayed.

PPSS gives total control over accepting gold as pawn collateral. The challenge still remains, however, for the user to properly evaluate each gold piece.

(Available in Deluxe, Diamond and 24karat)

Use PPSS to record information about guns and send that information to L.E.A.D.S.

Before entering a new record for a gun pawn, go to File > Program Setup > Pawn Fees and enter an amount for a Gun Fee, if applicable:

Next, add the new pawner (F5), then press F4 and select the pawner from the list.

The new-pawn screen will open.

With the New-Pawner Screen open, click in the Drivers-License Box and scan a drivers license to auto enter the pawner's name, address, license number and date of birth. (PPSS 24karat edition only)

The next available Pawner ID will be auto-entered along with Item #, current date, quantity and ticket #.

Add a Description, Value, Pawn Amount and other information as desired and check the box named Item is a gun.

Click OK to save the entry, or if there's more than one gun, press Another Item, enter the information for the additional gun(s) then press OK to save the Pawn Record.

See L.E.A.D.S. for further procedures related to guns.

ATF (Bureau of Alcohol, Tobacco, Firearms and Explosives)

PPSS includes provisions for processing and recording gun transactions. Please refer to Police Reports.

(Available in Diamond and 24karat)

Hardware Supported by PPSS

Bar-Code Scanners : PPSS is compatible with most scanners. PPSS has been tested with the tethered Unitech MS210 Bar Code Reader and the cordless Datalogic M100 Bar Code Reader.

Cash Drawer : A cash drawer is not a cash register but only a place to store money, documents and valuables. The cash drawer is integrated with the receipt printer and opens when a sales receipt is printed by the receipt printer.

Printer - Receipt : Cash receipts are printed on 3" roll paper and may be printed in duplicate.

Printers - Laser, Bubble Jet, Ink Jet, Dot Matrix: PPSS works with most common 'document' printers using standard 8.5" x 11" paper.

Printers - Thermal : PPSS prints address and price labels using the Zebra 2844 thermal printer.

Hardware may be purchased from PPSS. Shipping is free and all cables and manuals are included.

A receipt printer prints one or multiple copies of a receipt (on 3" roll paper) showing the details of the sale: date, items, quantity, price, subtotal, tax, total amount. One copy of the receipt is for the customer. The others are for store use.

When a receipt is printed, the cash drawer is auto-opened (if it is being used and if it is attached to the receipt printer and functioning properly. The POS-X cash drawer can connect directly to the PC without a receipt printer using a special cable.)

PPSS prints 4" thermal labels (1, 2, 3 or 4" high, with or without bar codes) using the Zebra Thermal Printer.

Direct thermal printers use a thermal printhead that applies heat to a chemically-treated paper, creating lines, text and graphics.

The new 4" Horizontal Tags are cost and time efficient. A black line across the back forces the printer to print before moving forward, so there is no waste.

(Buy tags from MarkAT CC , markatcc at att.net , Toll Free 888-947-7734. We are not compensated for recommending them. We do so because they know what tags are used with our software and will deliver the correct tags to you - very valuable service and their prices are lower than most.)

The printer is $449 and the 1" x 4" labels are $13 for 1310. The printing cost per label is less than printing sheet labels in the long run because no ink or ribbon is required and there's less label waste. It is also much easier to print one or several labels using a thermal printer.

The disadvantages are that direct thermal labels fade with age and will turn black if exposed to heat or strong sunlight, and the printhead must be replaced occasionally.

Outdated thermal use 'notches' to advance labels through the printer. There are only 500 sets of two tags on these older 2-across rolls. Tags are wasted because a minimum of 2 tags must be printed each time.

There are various models of the Zebra 2844, none of which are necessary for common consignment shop operations:

The Zebra 2844 TLP is a Thermal Transfer Printer. It uses a ribbon. The printer melts the surface of the ribbon and applies the melted medium to the paper. LP printers apply heat directly to the paper.

The 2844Z has a 32-bit processor and 8MB SDRAM, 128MB Flash and a real-time clock

In PPSS, inventory broadly includes items pawned, bought, redeemed, forfeited and sold. It includes items purchased for resale.

(Consignment items are listed in the Inventory Work Area in the Consignment Mode of PPSS Diamond. See About Consignment.)

A variety of labels may be printed with standard laser-style or dot-matrix printers:

Labels may be printed with document printers (common laser-style or dot matrix printers) using sheets of labels or with Zebra Thermal Printers.

Settings may be made in PPSS to include or exclude Bar Codes, Date In, Discount Schedules and Disposal Codes.

Different Styles of labels are available on the Labels Screen to determine the type of label to be used:

Selecting a Label Style will also determine, in part, what information will appear on the label. Small labels will include less information than larger labels. Click on the links just above to view more information and examples of each style of label.

Bar Codes may be printed on Avery-style sheet of labels (and on thermal labels that are at least 2" wide except for the 1"-high label). Bar Codes will be printed on price labels by default. If bar codes are not desired, uncheck 'Check this box to include bar codes...' in Program Setup (Printers).

Date In, Discount Schedules and Disposal Codes can be printed on small and medium price labels and hang tags (using any inkjet, bubblejet or LaserJet printer). They can be printed on thermal labels (using a Zebra printer). (Make selections in Program Setup, Inventory.)

Multiple labels may be printed for the same inventory item and for multiple consignors.

Secret Disposal Codes may be printed on labels so employees will know what to do with unsold items (but buyers won't). The codes can be changed periodically to avoid discovery.

Group Consignors or Buyers for address labels. Group inventory items to print labels. (instructions)

When printing for the first time, print labels on a white sheet of paper and place the printed sheet over a blank sheet of labels and hold them up to light (squared) to verify that the print aligns with the labels. If so, print only one sheet of labels for a second verification. If that's OK, add more sheets of labels to the printer tray and finish printing.

If labels are not printing correctly, check settings in Program Setup (Printers) and check Left and Right Margin Settings on the Labels Screens (Main Menu, Labels). Most laser-style printers use margin settings (Left) 350 and (Top) 800. For 'All-in-One' fax/printer/copier/scanners, try settings of (Left) 350 and (Top) in the 1900 to 2100 range. For the Hewlett-Packard All-in-One: 1500

If the last column of labels is cropped with a left-margin setting of zero, try a negative number.

If a partial sheet of labels is being used, count the number of used labels on the sheet and set Print Labels from # (on the Labels Screens) to the next number. PPSS will skip the first used label locations and start printing on the first available label on the sheet. Remember to feed the partial sheet of labels with the used section first. Printers with dry feed rollers might have a problem with the slick paper surface.

Print enough labels to use full rows, then next time, reverse feed the partially-used sheet and print the remaining rows. Reverse feeding will also help to avoid paper jams and wasted labels, especially when using older printers whose paper feeds may have become inefficient.

Support for the Zebra 2824 Thermal Printer has been added to accommodate the number of Consignpro users converting to PPSS. The 2824 prints on 2"-wide labels lengths of 1, 2, 3 or 4". Bar codes can be 'turned on' (in Program Setup, Printers) for all lengths except 1". Also, the 'Tear-Off Font' adjustment in Program Setup doesn't apply to the 2824.

We recommend the Zebra 2844 with its 4"-wide capacity allowing more label flexibility, including configurable price-label fonts.

Please note: The 2844 is configured to print horizontal (not vertical) thermal labels.

Direct thermal printers use a thermal printhead that applies heat to a chemically-treated paper, creating printed lines, text and graphics that make up the print on the label.

The new horizontal tags are cost and time efficient. There are 2550 labels on a roll of 4" x 1" tags costing about 1/2c per label. A black line across the back of non-adhesive labels (or the gap between sticky labels) forces the printer to print before moving forward, so there is no waste.

The printer isn't cheap but the cost per label is less than printing sheet labels in the long run because ink cartridges and ribbons are not required.

Laser printers are available for less than 1/4th the cost of a thermal printer, largely because ink suppliers figured out that by making the printers readily available, they would sell far more ink and these days, they don't put much ink in one cartridge, so if you're going to be doing a lot of labeling, thermal is the better way to go - less hassle - better-looking labels - more versatility - lower cost on volume printing.

The disadvantages are that direct thermal labels fade with age and will turn black if exposed to heat or strong sunlight - not typically concerns of consignment stores. Also, the printhead (~$100) must be replaced (albeit infrequently).

The following information pertains to the Zebra 2844 and labels used with that printer.

Connect the printer to the computer and configure it as per the instructions included in the printer's documentation.

By default the 2844 is in 'page mode' which is correct for the new FoxPro version of PPSS. Please make sure the printer is not in 'line mode'.

Also, check the spelling of the printer name in Control Panel/Printers. The name of the Zebra listing must be exactly Zebra LP2844 (with 2 spaces between 'Zebra' and 'LP') . If the CD provided with the printer is used for installation, this spelling should be correct. In the more recent versions, the printer name is ZDesigner LP 2844.

Select the Zebra 2844 or 2824 from the drop-down menu. For the 2824, select the 2" width and the preferred length (1"-4"). When printing price tags, just select 'Zebra Thermal Printer' for Label Style on the Inventory Labels Screen.

If the printer isn't listed, the printer or printer driver may not be installed. Use the CD that came with the printer to install the driver or download the driver from Zebra:
http://www.zebra.com/id/zebra/na/en/index/drivers_downloads/drivers.html?printerid=62.

Bar codes can be printed on non-adhesive labels that are 2", 2.75", 3" or 3.5" wide, and on adhesive labels 2-4" wide.

Check which size label will be used. If 2" or 4"-wide (sticky) labels are selected, the 2844 will detect the length of the label (1", 2", 3" or 4") based upon the distance between the separations between labels. It is only necessary, when printing 2" or 4"-wide (sticky) labels to select 2"-wide or 4"-wide.

Each time a print job calls for a different label width, return to Program Setup and select the appropriate width.

Bar codes may be turned off for labels (In Program Setup, Printers, uncheck 'Check this box to include bar codes on appropriate price tag widths').

A Print Button has been added to the Batch-Enter Screen for Thermal Price Labels. Please see Batch Enter Inventory.

Discount Schedules may be printed on thermal labels greater than 1" in height. If the Discount Schedule is not printed, the Current Price will be printed.

As of version 5.1.3226 dated 8/16/09, the 2844 prints on 2-part labels (in sizes 2.75", 3" and 3.5") with configurable text size. (In Program Setup, Printers, set the font sizes for the 2 parts.).

MarkAT CC - markatcc@att.net, Kathleen, 888-947-7734. PPSS is not compensated for recommending MarkAT. We recommend them because several of our customers are pleased with their prices and service and they are familiar with our software requirements.

If undesirable names appear or if some are missing, close this screen and change the settings to add or delete names, then preview again.

When the labels are correct, first print one sheet of labels on a white sheet of paper and hold the printed sheet and a sheet of labels together up to light to verify that the print aligns with the labels.

If the labels are printing correctly, shut the printer off and turn it back on to clear the print job. Repeat the steps above and print only one sheet of labels for a second verification. If that's OK, add more sheets of labels to the printer tray and finish printing.

2. Go to Start > Settings > Control Panel > Printers. Click on the listing for your printer. Click on 'Document' then Stop Printing.

5. Use the Label Margins Adjustment Settings to properly align print position (and record these numbers for future reference): Most laser-style printers use margin settings (Left) 350 and (Top) 800-850. For 'All-in-One' fax/printer/copier/scanners, try settings of (Left) 350 and (Top) in the 1900 to 2100 range. For the Hewlett-Packard All-in-One: 1500

If the last column of labels is cropped with a left-margin setting of zero, try a negative number.

If only a few labels are needed or the persons for whom labels are needed can't be grouped or isolated using the available settings, edit each person's record by adding some unique text to the User Text Field. Enter the word 'label' for text for example, then for report settings, enter 'label' (no quotes) in the User Text field. Only records marked with the unique User Text 'label' will be included in the list.

This can also be done using the User Date field. Enter the same date for select persons then in report settings check User Date and enter the unique date. Only those with that date in their User Date field will be included in the Report.

In addition to tracking consignors, PPSS Diamond and 24karat track customers. Buyer records include fields for Demographics which can also be used in the same manner as User Text and User Date.

If a partial sheet of labels is being used, count the number of used labels on the sheet and set Print Labels from # to the next highest number. This will tell PPSS to skip the first used label locations and start printing on the first available label on the sheet. Remember to feed the partial sheet of labels with the used section first.

What is a Hang Tag?

A hang tag is a non-adhesive price tag which is attached to a merchandise (usually) by a sting or plastic loop. Information on the tag can be anything the seller wishes to present: price, bar code, size, color, material, composition, specs, proper care and use, the manufacturer or designer, the model or stock number...

Price tags often have a hole in one end through which a string, plastic hoop or some other device is passed to create a means of hanging the tag.

Instructions for printing hang tags are the same as for printing sheets of labels. The only difference is selecting 'hang tags' to print instead of a type of label.

Use These Hang Tags with PPSS

Product Name: Laser Inkjet Tag Sheets
Part #: CC#LTS-20
Sheet Size: 8.5" X 11"
Tag Size: 1" x 4"
Style: Perf-Perf
Feed Direction: From Top or Bottom
20 Labels Per Page
100 Pages Per Pack = 2000 Labels per Pack
Colors: Aqua, Charcoal, Cocoa, Dark Green, Lavender, Light Green, Lime, Orange, Pale Blue, Pink, Powder Blue, Red, Royal Blue, Sand, White (No Borders), Wine, Yellow

On the Inventory Labels screen (Main Menu, Labels, Inventory) enter the number of the next label available on a partial sheet of labels in the field named Print Labels From:

For example, if 13 labels have been used on the sheet, enter 14 in this field and feed the partial sheet of labels into the printer 'head first'.

PPSS will skip the first 13 labels and begin printing on the 14th label.

Print Price Labels Using Deluxe, Diamond and 24karat

Price labels and hang tags (with or without bar codes) may be printed with most laser-style and dot matrix printers (on sheets of labels). (See About Labels for label sizes.)

Thermal price labels may be printed using PPSS Diamond or 24karat and the Zebra 2844 (or 2824) thermal printer. Bar codes may be printed on 1-across (not 2-across) 3" and 3.5" non-adhesive labels, and 4" adhesive labels. (See About Labels for label sizes. See Thermal Labels for information about thermal-labels printing.)

Bar codes may be turned off for (not printed on) labels (In Program Setup, Printers, uncheck 'Check this box to include bar codes on appropriate price tag widths').

Preparing the Laser and Dot Matrix Printer

Which Labels to Print?

Access price labels by selecting Labels on the Main Menu

Select Inventory:

Determine which labels are to be printed by making settings for one or more variables.

For example, to print labels only for items that are in stock, check Quantity greater than 0. To reduce the number of labels, set another parameter. (Multiple settings may be made.)

To print labels for items that are in stock and with a due date in October, 2008, check Quantity Greater Than 0 and check the box 'Pawn Due Date' and enter the dates 10/1/2008 and 10/39/2008 in the From and To Fields:

Note that boxes must be checked in order for settings to apply.

Sort Output By -

Select the order in which labels should be printed:

Label Style -

Select which labels to print:

Click the Print Button:

Labels will be begin to print if the printer is working properly and has been set up in Program Setup, Printers.

If labels are printing incorrectly -

1. Turn the printer off to stop the printing process.

2. Go to Start > Settings > Control Panel > Printers. Click on the listing for your printer. Click on 'Document' then Stop Printing.

3. Turn the printer back on and clear the paper.

4. Change settings on the PPSS Labels Screen to add or omit labels.

If the last column of labels is cropped with a left-margin setting of zero, try a negative number.

6. Repeat these steps until the desired labels are printing correctly.

(Available in Diamond and 24karat)

About Thermal Price Labels (Scroll down to see bar-code information.)

Direct thermal printers use a thermal printhead that applies heat to a chemically-treated paper, creating printed lines, text and graphics.

The new horizontal tags are cost and time efficient. There are 1300 labels on a roll of 1" x 4" tags costing about 1c per label. A black line across the back (or the gap between sticky labels) forces the printer to print before moving forward, so there is no waste.

The printer isn't cheap but the cost per label is less than printing sheet labels in the long run because no ink or ribbon is required and fewer labels are wasted (discarded unused labels, labels lost to paper jams, out of ink runs, etc.).

Laser printers are available for less than 1/4th the cost of a thermal printer, largely because ink suppliers figured out that by making the printers readily available, they would sell far more ink and these days, they don't put much ink in one cartridge, so if you're going to be doing a lot of labeling, thermal is the better way to go. Less hassle. Better-looking labels and more versatility.

The disadvantages are that direct thermal labels fade with age and will turn black if exposed to heat or strong sunlight, and the printhead (~$100) must be replace occasionally.

Thermal Printer Setup

Go to File, Program Setup and select Printers:

Select the Zebra LP2844 from the drop-down menu. If the printer isn't listed, the printer or printer driver may not be installed on the PC.

Check if 2-across labels will be printed. Bar codes can not be printed on these narrow labels. They can be printed on non-adhesive labels that are 3" or 3.5" wide, and on adhesive labels 4" wide.

Check which size label will be used.

Click OK to save changes and exit setup.

Print Thermal Price Labels with Diamond or 24karat

Please follow the instructions for printing labels and select 'Zebra Thermal Printer' as the label style.

Thermal Labels Used with PPSS

Please refer to About Labels.

(Available in the Optional Consignment Module Diamond and 24karat)

While Layaway and Accounts Receivable share the similarity of installment payments, Layaways differ in two respects:

1. No interest in charged on the unpaid balance

2. Goods are not delivered until all installment payments have been made.

Entering a Layaway

In PPSS, click on Consignment on the far right of the Main Menu to switch to the Consignment Program.

Click on Layaways on the Main Menu.

An invoice will open with this box will be checked at the bottom:

Enter the payment schedule in the fields on the right under Enter Payments Below.

Enter the first payment and payment method.

When entering the remainder of payments, each box to the left of 'Pending' must be check.

For the second scheduled payment, for example, check the box to the left of 'Pending' and enter the anticipated date and amount of the 2nd payment. Repeat for all scheduled payments until the total of all payments equals the purchase amount.

The total of the scheduled payments must be the same as the Total Sale Amount. If so the 'Due field' will show zero.

Layaways are included in reports but not Employee Account Balances or in Employee Commissions. Upon completion of the Sale, Inventory and Employee Commissions are automatically updated along with data-tracking entries.

Managing Layaway Payments

When a subsequent layaway payment is made, select View Sale in the Sales Menu.

Enter the date, payment method and amount under Enter Payment Below.

The payment schedule and amounts can be altered.

Opt to Preview and Print or click Close to save changes.

Changing the payment method from 'Pending' to something else (Cash, Visa) causes PPSS to count that payment as made.

When all payments have been made remove the check from 'This is a layaway'. At that point the sale is considered completed for commission purposes and will be included in reports.

Layaway Reports

Go to the Layaways on the Main Menu to view Open, Closed, Expiring and Past-Due Layaways.

Make selections. Results will appear in the Main Table.

(Available in Deluxe, Diamond and 24karat)

The Law Enforcement Automated Database Search (LEADS) is a web-based service used by pawnbrokers, secondhand dealers and law enforcement to recover missing property. Business owners upload their transaction data to L.E.A.D.S. Online using Pawnbroker Pawn Shop Software. The entire process is secure and takes less than 30 seconds.

Creating a L.E.A.D.S. Online File

After new pawn items have been entered in PPSS, on the Main Menu, select 'Pawns, Leads Online' to open a 'File-Save' window. A file name is automatically generated which complies with Leads-Online specifications. (It will look something like this: 'w_0_876986_11_23_2005_161707.txt'.) Do not change the file name.

Use the drop-down menu in the File-Save window to select a location on the computer to save the file, then transmit the saved file to LEADS according to the instructions provided by them.

(Available in Diamond and 24karat)

Payday Loans

A Payday Loan (Paycheck Advance, Cash Advance) is a short-term loan (typically up to $1,500) that the borrower is to repay on pay day. Payday loans are sometimes referred to as 'cash advances' though that term can also refer to cash lent against a line of credit.

Loan Types

'Loan Types' can be defined and later selected when adding or editing a Payday Loan.

To set up, go to File, Program Setup, Payday tab.

Enter a name under Loan Schedule Name to identify the loan type (like 'Bad Check').

Enter the APR (Annual Percentage Rate) and fees that will apply to the loan (in decimal form, ie, 1.2 = 120%). Enter dollar amounts without the dollar sign.

Enter the number of days the loan with be 'due in'.

Click Save to save entries.

Process a New Loan

Click on Pawns, Checks, Loans in the Work Areas Menu:

Click on New Loan in the Quick Links Menu:

Select a Client from the List. (If the Client isn't listed, close this screen. Add the Client record and return to this point.)

Enter the amount of the loan on the New Loan Form:

Select the Loan Type from the drop-down menu.

The fees set in Program setup will be auto-entered along with today's date and the current time. The net amount of the loan will be auto-calculated and presented.

To view or edit the loan, click on its record in the table.

Selecting a loan in the table changes the Quick Links Menu to these options:

Title Loans

Loans against vehicle titles are treated as pawns in PPSS.

Please refer to About Pawns and keep in mind that when adding a Title Loan, enter the vehicle VIN # in the serial-number field.

Adjust Loan Amount

The amount loaned on a pawn ticket may be adjusted by editing Total-Loaned box on the New Pawn Screen.

After entering the pawn, click in the Total-Loaned box and enter the amount to be loaned.

(Available in Diamond and 24karat)

Loan Reports

Any and all information about loans is considered a 'Report'.

Reports can be created and presented in a variety of ways, making all details about reports easily accessible and very organized.

Payday Loan Reports

Loans are listed in the Main Table along with Pawns and Cash Checks when viewing the Pawns, Checks, Loans Work Area:

To view Loans Only, click on Reports:

Click on Pawns:

Check Payday Loans:

Then click View the Report:

The Report Screen will go to the background and the PPSS Main Table will come forward with a list of Loans.

Click these options to view Loans added or edited only for Today, the past 7 days, the past 30 day or the past 365 days. Click View All to view all Loans again:

Refining Loan Reports

PPSS Reports can very specific. By making settings on the Report Screen, desired records can be included and undesired records can be excluded, depending upon the settings made.

Click on Reports:

Click on Pawns:

Check Cashed Checks:

To illustrate, a report that only includes Loans made during November, 2008 between $100 and $500 can be produced with these settings:

Note that boxes must be checked for ranges to apply.

Select how the report should be sorted:

The Report may be previewed and printed, or viewed in the Main Table:

Details Area

When a Loan Record is selected in the Main Table:

Details about the Loan are presented in the Details Area at the bottom:

Loan Tickets

Another form of a Loan Report is the Loan Ticket.

Loan Tickets are produced for one loan at a time.

To produce a Loan Ticket, select the Loan Record from the Main Table and click on Print Ticket:

The Ticket may be viewed on screen and it may be printed.

Related Loan Tickets

(Available in Diamond and 24karat)

Loan Tickets

Select a Loan Record in the Main Table then click the Print Ticket button to produce a Loan Ticket:

The Loan Ticket for the item selected will be presented in a 'Print-Preview Screen' for inspection prior to printing.

The ticket will include the shop's name and contact information (if entered in Program Setup ) along with the borrower's information (that was entered in the borrower's record).

If any desired information is missing from the form, edit the borrower's record, the loan record and/or shop information in Program Setup to add or change the information on the ticket.

Print the ticket by clicking on the printer icon on the Print-Preview Screen:

Clicking the printer icon will open Window's Print Setup screen where you may choose to print more than 1 copy.

The ticket may be emailed by clicking on the email icon just to the right of the printer icon, or by clicking on the Mail button on the Print Setup screen (requires Microsoft Outlook or Outlook Express).

Networking PPSS

'Networking' is the connecting of 2 or more computers.

PPSS users network computers for 2 primary reasons:

1. Transfer PPSS data from one PC to another

2. Run PPSS on more than one PC

Transferring Data from one PC to another is a simple process and does not require a sophisticated 'network'. Just backup data on one PC. Transfer the backup folder to the second PC and restore the data on the latter. See Transfer Data.

To Run PPSS on a network requires understanding networks and having the skills to correctly set up a network and maintain it. It also requires commercial-grade network cards, routers and computers.

Computers purchased at local stores and for home use will not perform well on a commercial network. At the least, the NIC (network) cards and RAM will need to be upgraded. See requirements.

It is also impossible to assist with networking remotely. Just connecting 2 PCs can be a challenge for a local technician because so many variables are involved.

Networking is a feature and function of Microsoft Windows software. Before using PPSS on a network first establish that the network is working properly and has the power to drive a database program (like PPSS). Network cards preinstalled in computers purchased for home use almost always are not sufficient for work-related networks.

Please refer to Windows Help (under the Start Button) for Microsoft's detailed instructions for configuring a network.

For using PPSS on a business network, please refer to Run PPSS on a network.

Types of Networks

Ethernet - 2 computers in the same room connected by an RJ-45 crossover cable (not the same as an Ethernet cable).

Ethernet - more than 2 computers not in the same room connected by a router with 10/100/1000 cat 5e (not 5) Ethernet cables. (Don't use a hub or switch.)

Ethernet Built In - Your place of business is wired for Ethernet. Each computer plugs into an Ethernet wall jack.

About Pawnbroker Pawn Shop Software

Microsoft's FoxPro 9.0 integrates the PPSS program and the FoxPro database. There is no 3rd-party component (like MDAC) creating relay and dependency failures.

PPSS refreshes data with a simple push of a button
(Utilities, Rebuild Database Indices)
No need to interrupt business, send (private) data to support,
wait for its return and pay another service charge.

PPSS makes it affordable to network. There are no on-going annual services fees and the cost for additional licenses is reasonable at $100 each.

Requirements for Successful Networking:

PPSS may not be used on a wireless network beyond transferring data from one computer to another. PPSS may not be run on a wireless network to share and process data between networks.

Clock Speed: Minimum 3 GHz clock speed (will be required for Windows 7 anyway)

Hubs, Routers and Switches: Hubs and switches should definitely be avoided. Use Cisco (Link-Sys) D-Link routers.

Laptops: Don't use them. They have reduced processors to keep from over heating and lack the power to drive a network.

PPSS Software: Latest version. All machines must be running the exact same version. Download the latest version from
http://www.bcss.name/ppss-diamond.exe or http://www.bcss.name/ppss-24k.exe.

Processor: Pentium 4 processors (no Celeron or Centrino)

RAM: 2 gigs for XP, 4 gigs for Vista

The Network: Ethernet only - properly configured. Cat 5e (not cat 5) 10/100/1000 crossover cables. Use the best surge protectors, power supplies, routers and NIC cards.

Windows OS: Use XP. Avoid Vista if possible. All machines must be running the exact same version of Windows.

Please note: If PPSS runs correctly on a PC but doesn't run correctly on a network, then look to the network to resolve the problem. Almost always the problem is a lack of sufficient power and commercial-grade equipment to drive the network.

Networking PPSS

An Ethernet network is the only type of network for PPSS.

PPSS may not be networked for commercial purposes using wireless, serial, parallel or USB methods. These methods should only be used for transferring PPSS data.

You'll need a good local technician. It is of course impossible to visually inspect, configure, test and troubleshoot hardware, connections and software settings.

In addition to the instructions to follow, your computer includes instructions for networking provided by Microsoft as they pertain to your machine specifically. Because there are so many variations of Windows, and because Windows help provides useful links and a network wizard, it may be more convenient to access Windows network help under Start > Help > Networking.

Setting Up a Network

1. Install commercial-grade Network Adapters (Network Interface Cards or NICs) on all PCs. The cards must be high-speed, high-quality cards - not the ones typically installed on PCs for home and Internet use.

Make sure the cards are working properly.

The lights on the NICs (on the back of the computers) should be on when the computers are on.

Click on System in the Control Panel, then Device Manager. (Any exclamation points in a yellow circle indicates a hardware conflict and must be resolved.) Double click Network adapters. Right-click on the adapter. The Device Status Message must read 'This device is working properly'.

On the same screen, click on Power Management and UNCHECK 'Allow this computer to turn off the device to save power.'

If asked during NIC installation, enable DHCP.

2. Turn all computers off.

3. Connect all computers to the router with Ethernet 10/100/1000 cat 5e cables.

4. Plug the router into its own power source.

5. Turn the host computer on, then turn on all remote computers.

6. Configure the router. Make sure DHCP is turned on. (See router instructions.)

Configure the router to assign an IP address to each computer so networks will function correctly. If this option was not made available during NIC installation, DHCP can be enabled in the TCP/IP configuration.

7. Configure each computer for networking.

On the Host Computer - Right click on My Computer then click Properties. In Vista, click on 'Remote settings'. In XP or Vista, click 'Computer Name'. Enter Host in the 'Computer description' field and click OK..

On the Host Computer with XP - Click on My Computer then C:, Program Files. Right click on the PPSS folder and select Sharing and Security. Check 'Share this folder on the network'. Leave the 'Share name' as PPSS. Check 'Allow network users to change my files'. Click Apply then OK.

On the Host Computer with Vista - Click on My Computer then C:, Program Files. Right click on the PPSS folder and select Share. In Vista, click on Advanced Sharing. Check 'Share this folder. Click Permissions and check 'Allow' for Full Control, Change and Read.

On the Host Computer - Go to Control Panel, Network and Internet, Network and Sharing Center. 'File Sharing' and 'Public folder sharing' must be 'On'. For 'Public folder sharing' choose 'Turn on sharing so anyone with network access can open, change, and create files'.

On Remote PCs with XP - Log on to the computer as Administrator. Click Start. Right-click My Computer. Click Properties. Click the Computer Name tab, then Change. If the workgroup name is not WORKGROUP, change the name to WORKGROUP. Enter a name for the computer and click OK.

On Remote PCs with Vista - Go to Control Panel, Network and Sharing Center, View computers and devices. You should see icons for the computer you added and for the other computers and devices that are part of the network.

If Windows logon ID's and passwords have been assigned, make sure that all LOGIN ID's have Administrator access.

8. Test all network computers to make sure that they can access the other computers.

Install PPSS

It is essential that the latest and same PPSS version be installed on each computer. Check the version on each computer under Help in PPSS, About PPSS. Please download the latest version from

http://www.bestconsignmentshopsoftware.com/kapersky-ppss.htm.

On the host computer, go to My Computer and navigate to C:\Program Files. Right click on the PPSS folder and choose properties. Click Sharing and check 'Share this folder on the network'. (In Vista, click Advanced Sharing, check 'Share this folder'.) The folder 'Share name' will be PPSS and the path will be \\User-pc\ppss (where 'User-pc' will be your computer's path). Depending on the Windows edition, check 'full access or allow network users to change my files'. This is necessary because PPSS files change as information is changed in PPSS records.

On the same Advanced Sharing screen on the host computer, click on Permissions and check 'Change' (to allow remote computers to change records in the PPSS database). 'Read' should already be checked and should remain checked. Click OK.

Install PPSS on each computer. From remote computers, access the network and navigate to the installation file. Right click on the file and copy. Paste the file onto the remote PC's desktop. Click on the file to start installation.

On the host computer, open PPSS and go to Files, Program Setup, Networks. The location of the PPSS database by default is the PPSS program directory at C:\PPSS. If it is in a different location, check 'find database at this location:' and type the location or use the navigation button to the right of the location field to locate the location. Choose the file named Consignor.dbf to select the database.

On each remote PC, open PPSS and go to File, Program Setup, Networks. Check 'Find database at this location'. Type the location of the PPSS database (or use the navigation button to navigate to the location). If the host computer is named 'Host', for example, the path name would be \\Host\PPSS.

Sales Locations

PPSS needs to know each computer on the network. On the host computer, go to File, Program Setup, Networks and click on Manage Locations (at the bottom).

For each computer on the network, enter applicable information for Name, Location, Station, Address, Phone and Manager. Each location can have a number of stations. Station 1 can be clothes. Station 2 can be furniture, etc.

The order in which locations are entered does not matter. The location name and station must be unique and accurate.

Click OK when finished. Entries will be saved.

On each remote PC, go to File, Program Setup, Networks and under Sales Locations, select a location for each PC in the field named 'This computer's location is'.

Click OK when finished. Entries will be saved.

Locations appear throughout the PPSS program:

Inventory input and edit screens allow for location specification.
Location is displayed in the Inventory Record.
Reports may be generated using location as a report criteria.

Routers

A network hub or switch is not the same as a router. A router is needed to facilitate networking. It keeps track of who is who on the network and sends traffic correctly.

Routers can network up to 8 computers in a Local Area Network (LAN).

Many new routers are configured through the browser. Router documentation explains how. Cisco routers come with extensive documentation. Linksys is a better trouble-free brand. Linksys' setup through the browser is very comprehensible.

The Linksys setup will have DHCP in two places - one for the connection that it makes to the Internet and the other for connection to client computers on the local network. The latter needs to be enabled. In the Linksys configuration, it is only necessary to enable DHCP and specify a starting IP address. Other configuration items on the DHCP page can be left as they are.

Employee Permissions

Employee Permissions are accessed in PPSS by selecting the Employee Access in the Employees Work Area.

Employee permissions are divided into 3 areas: Point of Sale, Back Office and Management. Each has a check box labeled 'Require These Permissions'. If the box is not checked, permission is not required to access that area. If none of these boxes are checked, employee log in is not required even if employees have been assigned usernames and passwords.

When PPSS starts with no permissions required, it grants full permissions to all areas.

If permissions are required for one or more areas, employees not in the employee database with user name and password will not be able to log in even if permission for some areas is not required.

One employee is required to have access to the Employee Work Area. PPSS will enforce this if the user tries to save the permissions screen without choosing at least one user with this access even if the 'Require These Permissions' box is not checked for the management area.

A username and password can be added to an employee record or they can be assigned when adding a new employee.

Network Management

PPSS records a change when the change is saved. To avoid loss of data entry, two users must not edit the same record at the same time. One or the other will be lost. To avoid this, each clerk should only access the main database and each should edit different records.

Reports will only show data that has been saved. If a user is entering changes and has not saved them, the changes will not appear in the report.

Requests and updates can be made simultaneously without sharing violations from all the computers on the network.

What is a Network?

In simple terms, a 'computer network' is 2 or more computers linked together and sharing the same information (database) and resources (like printers, removable drives, CD-ROM drives and Internet connections).

Networks have one main computer (typically in the 'back office' under management control) for storing data and performing administrative tasks (mailings, computing and paying settlements and commissions, producing reports, etc.). More computers on the network are on the 'sale floor'. Sales clerks may have restricted access and may only add customer information and process sales.

The Advantages of Networking

Networking allows everyone in the store to input and access current information about pawners, pawns, customers, sales and inventory - (quantity on hand, prices, discounts, etc.) without passing around files on a storage device like a flash drive or CD.

Networking provides an immediate and accurate inventory count of all items in inventory and adjusts inventory records as items are sold, returned or received.

Networking saves hard disk space by storing only one copy of large files.

Here are some practical applications:

The back office opens the mail and finds notice of a bounced check and immediately marks that customer's record as 'bad check'. If that customer returns to the store, any sales clerk at any POS station will be quietly alerted to notify management.
The last of an item has been sold. The software automatically changes the quantity of the item to zero so all clerks will know the item is sold out. The item remains in inventory unless removed.
A new shipment of an item arrives. The back office adjusts the quantity to the new quantity available. The item appears at POS stations with the quantity shown.
The back office adds a note to a customer record for employees to see when viewing that person's record.

The Disadvantages of Networking

To the average computer user, networking is complex. They require correct setup and configuration and they must be maintained, which explains why there are 'network technicians' who make a living just from configuring and servicing networks.

Running a network in a business requires the best software and hardware available. It also requires a local technician to make it all work properly.

Networking Requirements:

All Computers:

Windows XP or Vista
High-Speed/High-Quality Network Cards
High Speed Hard Drives
1GB RAM Memory (Vista 2GB)
No Wireless Connections
WAN (Wide Area Network)
Same PPSS Edition and Version on all PCs

Main Computer - 2GB RAM Memory - Preferably a Dedicated Server

Should You Network?

Absolutely, if your bottom line is going to increase because of it. Employee moral might get a boost. A better impression might be made on customers. Fewer mistakes might be made and business might be transacted more smoothly with everyone sharing the same updated information. You might save a lot of time by being more organized and making best use of resources.

You should network only with the best NIC cards, Ethernet cables and computer resources.

Please keep in mind: If PPSS runs correctly on one machine, it will run correctly on a network. You must, however, use the best equipment and local knowledgeable technical support.

Networking PPSS

'Networking' is the connecting of 2 or more computers.

Computers are networked for 2 primary reasons:

1. Transfer PPSS data from one PC to another

2. Run PPSS on more than one PC

Transfer PPSS Data

If you only wish to transfer PPSS data from one PC to another, perform data backup on the primary computer, then do one of the following:

1. Copy the data to a storage device (floppy disk, flash drive, mass storage device, etc.). Connect the storage device to the secondary computer and perform data restore.

2. Compress the backup data folder and email the data folder (to yourself). Open the email using the secondary computer and save the file to the Desktop, then perform data restore.

3. Send the data folder to the secondary PC over a wireless network (Wi-Fi, Bluetooth, Infrared) or a cabled network (Ethernet, DCC, USB) and perform data restore.

Transfer Data Using a Flash Drive

A 'flash drive; is a small external storage device that utilizes a USB (Uniform Serial Bus) port on your PCs.

Flash drives are handy for other tasks. (You can, for example, save pictures on a flash drive and view those pictures on another computer.) They are under $10 so purchase one with 2 gigs or more of storage space.

Just copy the PPSS data backup folder onto the flash drive, insert the flash drive into the other computer and perform data restore.

Email the Data Files

Right click on the backup data folder and select Send To. Choose 'compressed zip file' (or something similar). Type in a name like ppss-data-mystore-1-1-09. Windows will compress (reduce file size) and copy the data into another folder with a .zip extension. (The folder name will be ppss-data-mystore-1-1-09.zip.) Just send an email to yourself (or anyone) and attach the zip file.

On the secondary computer, download the email, open the attachment and unzip the contents of the zip file to the Desktop, then perform data restore.

Network PPSS for Data Transfer Only

Wireless Transfer

The easiest and fastest way to transfer data from one PC to another is via a wireless connection (Bluetooth, Wi-Fi, Infrared). The latest laptops have Wi-Fi enabled. Most modern computers have Bluetooth. Please refer to wireless.

Cabled Transfer

As the name implies, cables can be used to connect 2 or more computers together.

Please note: A cabled Ethernet network is the only type of network that supports the use of PPSS for operational purposes. Please see Run PPSS on a Network.

For data transfer using cabled networks, 2 methods may be used:

1. Null modem serial cable (or parallel peripheral cable)

2. Special-purpose USB cables

Procedures for Connecting 2 Computers

Your computer's version of Windows is one of many. Each computer includes specific instructions for networking it successfully. Please go to Start > Help and search for networking. Microsoft has provided complete details and links where needed to complete a network setup, including a network wizard which will make auto-adjustments as needed for security.

Serial and parallel connections may be used to connect 2 and only 2 PCs. The Direct Cable Connection (DCC) provides lower performance but offers the same basic functionality as Ethernet cables. DCC is not suitable for networking PPSS. It is sufficient for copying PPSS files from one PC to another. This may be a preferable method if the cables are already available and speed isn't important.

USB - Do not use ordinary USB cables to connect computers. Electrical damage is probable. Use special USB cables designed for direct connection.

This option is preferable if computers lack Ethernet network adapters but it is not an acceptable configuration for using PPSS on a network. It is suitable for transferring data only.

PPSS may not be used on a wireless network for business purposes. Wireless networks may be used to transfer PPSS data from one PC to another only.

This may be sufficient if you only wish to transfer data from one PC to another, but it is totally unsuitable for operating 2 or more computers in a business environment. A wireless connection is incapable of providing the degree of dependability that businesses require and PPSS can not be used on a wireless network.

The are multiple variations of Windows XP and Vista. Your computer includes excellent instructions from Microsoft about your Windows version. Access instructions for wireless networking by clicking on Start > Help then search for 'wireless network'.

Once the wireless network is up and running, just access the host computer from the remote computer and copy the PPSS data files to the remote computer.

If both computers are running the latest and same version (as they should be) then it's easiest just copy the PPSS folder from the host to the remote. Otherwise it might be safest to backup data on the host and restore data on the remote.

Bluetooth supports reasonably high-speed wireless connections between two computers. It is used most often to connect a computer to a hand-held device (like a cell phone). Most desktops and older computers don't ave it. Bluetooth works best if both devices are in the same room in close proximity to each other. Consider Bluetooth if you have interest in networking with hand-held devices and your computers lack Wi-Fi capability.

Infrared networking existed before Wi-Fi or Bluetooth. Infrared only work between two computers and is reasonably fast. Consider infrared if your computers support it and you don't want to make the effort to understand and set up Wi-Fi or Bluetooth.

Wi-Fi connections reach farther than Bluetooth and infrared. Many newer computers, especially laptops, now contain built-in Wi-Fi capability, making it the preferred choice in most situations. With two computers, Wi-Fi networking without a hub, switch or router (also called ad-hoc mode) is especially simple to set up. (See Windows Help.)

To remove a pawn from inventory, select the item in the table and select 'Delete'. To delete all inventory prior to a given date, select Inventory on the Main Menu and select Batch Delete Inventory. Enter a date and Click OK. A screen will appear confirming the deletion.

When an item is deleted it is removed from the displays except that it will still appear on loan documents and invoices if it has been sold.

Typically, pawn shops lend money at a rate of about 22 percent per month on loans that usually are less than $100. Most loans are repaid within 30 days.

A pawn shop has to hold your item as long as the pawn is active, which means as long as the interest on the pawn is current. The actual term of the pawn contract is dependent upon the jurisdiction governing the transaction in Massachusetts is for four (4) months.

Items left as collateral that are not redeemed within 90 days are forfeited and can be sold.

Click on File > Program Setup, then click on the Pawn Opt tab. Enter the # of days to Hold an item before selling.

At this point PPSS will allow items on that pawn to be entered on a new sale document and be sold.

Pawn Fees by Category Different fees may be applied to different items by placing items in categories and assigning pawn fees to the categories.

When a New Pawn Record is created, PPSS uses Pawn Fees designated in Program Setup to auto-compute the total fees applicable to each pawn item and to the pawn record. The fees may be adjusted for each pawned item when the pawn record is being created.

It's good practice to specify 2nd and 3rd level rates so they will be applied in the absence of a 1st-level rate.

Effective Pawn Interest is displayed in reports and pawn details.

The interest rate for each item is displayed in the item record (in the Inventory Work Area).

The obvious advantages to computerization are that employees know what the fees are and losses from mistakes are reduced because the software program accurately computes and displays each fee and totals the amount of fees. Management also has complete flexibility and ease in assigning and changing rates.

PPSS automatically computes Prorated Interest for a pawn record each time the user interacts with the pawn record.

Prorated interest is included in the amount due at redemption. The default pawn ticket will show 'Projected Period Interest' if no prorated interest has accrued (for a new pawn). The pawner can know the cost to redeem at loan maturity.

Some jurisdictions restrict the amount of interest that may be charged in the short term.

In PPSS, click on File then Program Setup the Pawn Opt (Options). Enter max allowable interest for the three time periods (5, 10 or 15 days). If the pawn is redeemed in 5 or less days, the maximum interest that can be charged is as entered. After 20 days the interest charged has no maximum. Leave the settings at 0 to disable this feature.

To save time, pictures of pawned items can be entered at slow times when customers are not in the store.

Select a pawner from the list of pawners and press F4 to add a new pawn or F6 to add a new retail item.

Use the file-chooser window to navigate to where the picture file is stored. Select it and click Open.

When the next item is entered, when New Picture is selected, PPSS will open the same folder where the previous picture was stored.

At the point of sale, right click on an item listed for sale and view its picture. This will help to avoid theft due to price tag switching.

A 'driver' is software that converts data to be printed to a form the printer recognizes. Like any software, drivers sometimes become corrupted or lost and need to be reinstalled.

When basic troubleshooting steps don't resolve printing issues, click on one of these links to locate the printer driver:

These are typically laser-style printers (inkjet, bubblejet, LaserJet) and dot-matrix printers that print on 8.5" x 11" paper.

Laser and Dot Matrix printers print receipts (sales invoices) on full sheets of 8.5" x 11" paper. This is an example of the upper portion of the PPSS Sales Receipt:

While this method is convenient (no special setup, printers already in place and/or cheaper than thermal printers) and produces a professional-looking receipt, it can be the most costly in the long run because ink cartridges are expensive, more so if 2 copies of invoices are necessary. As seen below, special receipt printers cost more initially but use printing technologies (ink ribbon or thermal) that avoid laser-style ink cartridges.

Receipt printers can be dot-matrix-impact or thermal. They do not use ink cartridges.

A receipt printer prints one or multiple copies of a receipt (on 3" roll paper) showing the details of the sale: date, items, quantity, price, subtotal, tax, total amount.

A dot-matrix-impact printer uses the older technology of ink ribbon and the impact of a printer head against the ribbon to place ink on the paper. The 'impact' does make it possible to use 3-ply paper and multiple ink colors are available. There some (negligible) noise during printing.

A thermal printer uses thermal heat to apply ink to paper. Printing is silent. Copies of the receipt may be printed by reprinting the sale.

A cash drawer can be connected to a receipt printer. When a receipt is printed, the cash drawer is opened. (The POS-X drawer may be connected directly to the PC for operation without a receipt printer.) A cash drawer and receipt printer emulate a cash register.

PPSS will generally work with most receipt printers and has been configured specifically for the POS-X XR210 Impact Printer and the EVO Thermal Printer. PPSS has also been tested with the Epson TM-U220, the Star TSP 600, SP212 and DP8340). All printers are available from PPSS. Prices include manuals and shipping.

The easiest way to determine if a receipt printer (other than those mentioned) will work with PPSS is to install the printer, select the printer in PPSS Program Setup (Printers) and test it. If the printer doesn't work, confirm that the printer works with a test print then contact support to have the printer driver added to PPSS (for $79).

Receipt printers are shipped with manuals explaining how to setup them up and use them. They should be used with USB ports for best performance. The cable should be tested with another piece of hardware to assure that it is functional.

In PPSS, go to File, Program Setup, Printers and select the printer to be used for printing receipts.

Font size can be adjusted for Headers and Text by changing the values for Receipt Printer Settings in Program Setup, Printers.

Please follow the setup instructions provided with the printer for connecting the printer and cash drawer to the PC, then, in PPSS, go to File, Program Setup, Printers. In the Print Receipts section, check 'Receipt Printer' (to let PPSS know a receipt printer will be used) and select the Epson printer from the drop-down box immediately below 'Receipt Printer' (to let PPSS know which printer to use).

If the printer doesn't print after it has been plugged in, connected via USB to the computer, and has paper loaded, please go to Start, Control Panel, Printers to see if the Epson printer is listed. If not please follow these steps to install the printer driver:

Epson's TM-U220 printers are the enhanced, more powerful successors to Epson's best-selling TM-U200 family.

All three printer models in the Epson TM-U220 series are optimized for high-speed throughput so customer receipts print faster than ever. For maximum efficiency, the TM-U220A (with journal take-up and auto-cutter), TM-U220B (with auto-cutter only) and TM-U220D (no options) all offer drop-in paper loading and two-color, black and red printing to highlight special offers and print more visible logos, and an adjustable paper width feature that allow 58, 70 or 76mm paper rolls for more flexibility and greater cost savings.

The Printer is available from PPSS and includes free shipping and a 10' parallel cable.

PPSS prints address labels, price (with or without bar codes), invoices, checks and reports using any laser, inkjet, bubblejet or dot matrix printer.

Buy printers from Dell Computers for added support. Shop online and have equipment delivered to your door.

If you don't need color printing capability, purchase HP's 5510 All-in-One copier-fax-printer-scanner. These may be purchased from Dell in conjunction with the purchase of a new PC and shipping may be free if the total order exceeds a stipulated amount (around $500).

If something goes wrong, Dell will have a technician come to your place of business within 2 business days (usually 1) to get you going again.

Adhesive labels are available at local supply stores. Non-adhesive hang tags (available with colored borders) and prices are available from MarkAT CC, markatcc@att.net, Toll Free 888-947-7734.

If hundreds or thousands of price tags are to be printed, consider purchasing a Zebra Thermal Printer. It does not use ink and allows labels to be printed one at a time or 2 across. For thousands of labels the cost per label is around one cent.

Please refer to the User's Guide included with the printer for setup and configuration.

The printer connects to the PC via USB. (Please refer to the printer's user manual for installation and configuration.) To test the printer, go to the Control Panel and click on Printers. Double click on the printer listing. (If there is no listing, installation failed.) Look for the self-test button and press it. If self-test doesn't work try a different USB cable and refer to the manual for troubleshooting support contact information.

These printers are compatible with PPSS. They were chosen for their reliability (3-5 Year Warranties) and affordability. Each printer is shipped with driver disk, users guide, sample roll paper and (printer ribbon, cable and power supply where applicable). Shipping is free in the lower 48 states and Canada. Additional shipping charges only apply outside the U.S. and to 'remote locations'.

The Zebra 2824 Thermal Printer was recently configured for PPSS. We recommend the Zebra LP 2844 with its 4"-wide capacity which provides much more label flexibility. The 2824 prints on 2"-wide labels.

Printer Reset When the Zebra 'acts up', try this: Turn the printer off. Hold the feed button down and turn it back on. When printing starts, release the feed button. When printing stops, press the feed button several times to dump the print queue. Another way to do this is to turn the printer off. Go to Control Panel then Printers. Click on the Zebra listing then click on Printer and select 'Clear All Documents. Restart the print and attempt to print again.

Direct Thermal Printers use a thermal print head that applies heat to a chemically-treated paper, creating lines, text and graphics. The labels are up to 4" wide with 4 pips and 203 dpi.

The disadvantages of thermal labels are that they fade with age and will turn black if exposed to heat or strong sunlight (not a concern to most consignment stores), and the print head must also be replaced periodically.

In PPSS the Zebra is used to print price tag labels which may be printed a few at a time as needed, so labels are not wasted.

Outdated thermal labels use 'notches' to advance labels through the printer. There are only 500 sets of two tags on these older 2-across rolls. Tags are wasted because a minimum of 2 tags must be printed each time.

The new Horizontal Tags are cost and time efficient. They have 1300 1" x 4" labels on a roll. The printer is forced to print before moving forward, so there is no waste.

Please read these instructions carefully before attempting to install or connect the printer to the computer.

Follow the instructions immediately below for configuring the printer with PPSS.

By default the 2844 is in 'page mode' which is correct for the new FoxPro version of PPSS. Please make sure the 2844 is not in 'line mode'.

Also, check the spelling of the printer name in Control Panel/Printers. The name of the Zebra listing must be exactly Zebra LP2844 (or 2824) (with 2 spaces between 'Zebra' and 'LP') . If the CD provided with the printer is used for installation, this spelling should be correct.

Bar codes may be turned off for (not printed on) labels (In Program Setup, Printers, uncheck 'Check this box to include bar codes on appropriate price tag widths').

Select the Zebra LP2844 (or 2824) from the drop-down menu to the right of 'Print Thermal Price Labels (Print Price Tags in older versions of PPSS). If the printer isn't listed, the printer or printer driver may need to be installed. (Get Zebra Printer Drivers.)

For the 2844, check if 2-across labels will be printed on 4" paper. Bar codes cannot be printed on these narrow labels. Bar codes can be printed on labels that are2" to 4" wide.

These are Label Printing Options using PPSS and the Zebra printer. Make these selections in Program Setup, Printers:

If the Discount Schedule is being printed on the price label, it is because 'Show discount price schedule on pricing labels' in selected in Program Setup, Inventory. The first price in the Discount Schedule is the Current Price.

There isn't enough space to print both price (only) and the discount schedule on the same line. To show price only, uncheck the option to print the Discount Schedule.

By default the 2844 is in 'page mode' which is correct for the new FoxPro version of PPSS. Please make sure the 2844 is not in 'line mode'.

If the printer doesn't print after it has been plugged in, connected to the computer, and has paper loaded, please go to Start, Control Panel, Printers to see if the printer is listed. If not please follow these steps to install the printer driver:

Address Labels - Print one at a time or 30 per sheet of 1" x 2-5/8" labels using a standard laser or dot matrix printer. (PPSS will soon have the ability to thermal address labels.)

Bar Codes - Print price labels with bar codes on sheets of labels using a laser printer or print them on thermal labels using the Zebra LP 2844 thermal printer and 3" or 3"5: labels. A new feature will be printing bar codes on adhesive labels. Bar codes can not be printed on thermal 2-across labels because they are too narrow.

Pawn, Loan and Check Tickets are auto-filled with customer and shop information, and transaction details.

Invoices (Sales Receipts) - Print 1 or more copies of the Sales Receipt using laser/dot matrix or Special Receipt Printers (Impact or Thermal). Lasers print on 8.5" x 11" paper and Receipt Printers print on 3" wide rolls of paper. The latter is more cost efficient and may make a better impression.

Labels Used with PPSS

Use the Label Margins Adjustment Settings (on the Labels Screen) to properly align print position (and record these numbers for future reference):

Most laser-style printers use margin settings (Left) 350 and (Top) 800-850. For 'All-in-One' fax/printer/copier/scanners, try settings of (Left) 350 and (Top) in the 1900 to 2100 range. For the Hewlett-Packard All-in-One: 1500.

If the last column of labels is cropped with a left-margin setting of zero, try a negative number.

Sales receipts may be printed (in duplicate) using a printer called a 'Receipt Printer' which is designed to print sales receipts on 3" roll paper - similar to the receipts printed by retail stores.

Receipt printers can work in conjunction with cash drawers and PCs to emulate the basic functions of a cash register. When an invoice is saved, the cash drawer opens and payments are stored in the cash drawer.

PPSS will generally work with most receipt printers and has been configured specifically for the Epson's TM-U220 and the Star TSP 600. Both printers are available from PPSS. Prices include all cables, manuals and shipping.
Receipt Printer Setup

Receipt printers are shipped with manuals explaining how to setup them up and use them. They should be used with USB ports for best performance.

In PPSS, go to File, Program Setup, Printers and select the printer to be used for printing receipts.

Margins can be set by adjusting the values for Receipt Printer Settings on the setup page for printers.

Settings here make PPSS correctly print documents (letters, sheets of labels, etc), receipts and price tags.

Select a printer to print 'documents' ( reports, invoices, lists, sheets of labels) on 8.5" x 11" paper.

If receipts are to be printed on 8.5" x 11" paper, leave the selection set for 'Document Printer'.

A receipt printer (about $300) is a special printer attached to a cash drawer which prints multi-fold receipts. They are used to save on paper and ink and to print a more professional-looking receipt

The Zebra LP 2844 is a special printer used to print price tags one at a time. Make selections here if it is to be used. See Zebra LP 2844 for specifics.

Error 1429 is a common Windows problem sometimes caused by a corrupted computer registry.

A pawn business has 'in-house reports' for presenting details about the business (primarily if not exclusively to the owner(s), and a pawn business has out-bound reports that must be given to regulatory authorities. (Please see Police Reports.)

Individual Pawner Information

Select a Pawner in the Main Table then view information about the Pawner in the Details Area at the bottom:

Click on the colored tabs at the bottom to view different screens of information (Details, General, Items, Loans, Checks, Pawns and Notes).

Police Reports in PPSS

You of course need to be familiar with exactly what your local, state and federal laws require.

The generic police report provides a number of specifics regarding the pawner and pawns. Enter additional information as needed in the details field, like gun caliber, model, etc.

To access the Police Reporting function in PPSS, select Pawns, Checks, Loans in the Work Area Menu:

then click on Police Reports below that:

A report showing all items in inventory will be presented. It will include ticket #s, Item IDs, Date/Time, Descriptions, Pawn Amounts, Buyers, Age, Race, Sex, DOB, Height, Weight, Eye Color and 2 ID #s. Only the information entered in each record will be presented in the report. If some information is missing, close the report and edit the record to add the needed information.

Filtered Police Reports

Other reports may be generated with less information in them by utilizing the report functions in PPSS. See About Reports. Most police departments, however, might appreciate having as much information as PPSS and you provide in the generic police report included in the program.

PPSS Sales

Any transaction that generates income for your business is technically a 'sale'.

Income can be derived from renting an item, buying an item and reselling it (retail), or consigning an item.

Income might come from rendering services like granting a loan (payday, cash advance, pawn), cashing a check, or setting an item aside for delivery upon completion of a series of payments (a layaway).

All of these transactions may be processed in PPSS.

Please use these links:

Selling Retail Items in PPSS

Retail items may be added to inventory prior to selling them or they may be added to the sales invoice at the point of sale.

In PPSS, House Account refers to the account for your business. All retail items are property of the 'house'.

Follow this procedure for selling retail items:

Enter Inventory Prior to POS (Point of Sale)

Before an item can be sold, it must be record in PPSS. Press F6 (New Retail Item) -

On this screen -

The Account ID will be auto-entered as House.

The next Item Number will be auto-entered along with a Quantity of 1 and the current date.

The Description is limited to 20 characters because it appears on price labels.

Details can be up to 100 characters and they appear in Detailed Reports and Detailed Labels.

Enter a Unit Cost, a Sales Price, a Location and change the Quantity if necessary.

Choose a Category. (Go to Main Menu > Inventory > Categories to set up Categories. See Categories for details.)

Click New Picture to add a picture, if desired. (See Inventory Pictures.)

Check This Is a Rental Item if applicable. (See About Rentals.)

User-Defined Inventory Groups are used to add detail to the categorization of inventory. (See User-Defined Groups.)

Click OK to add the item to PPSS inventory.

Selling Retail Items in PPSS

Please refer to Make a Sale.

Invoice Header and Footer

Information in a Header appears at the bottom of a Sales Invoice just above the Footer. The Header is usually the business name, address and contact information.

A Footer is information appearing at the bottom on the Sales Invoice. A footer often contains a message like 'Thank you for shopping at [Store Name].

These files may be edited (using a text editor program like Notepad) and the changes to the files may be saved. Information in the header and footer files will be printed on each Sales Invoice.

The names of the header and footer files are header.txt and footer.txt. They are located by default at C:\PPSS.

The PPSS Sales Invoice

A computerized 'sales invoice' is the same thing as a pencil-and-paper sales receipt.

On a paper sales invoice, the invoice number will be present and the clerk typically writes the current date, the buyer's information (as much as the buyer is willing to provide), the quantity of the item(s) purchased, a description of the item(s), the unit cost and the total cost of the items. Tax is calculated and added to the invoice. Any discounts are entered. A salesperson's name might appear on the invoice to credit him/her for the sale. The type of payment might be noted (credit card, cash, check, etc.) along with the 'terms' (COD, Prepaid, Net 30, etc.).

Software does the same thing. The difference is that instead of writing all of that information on paper, the clerk uses the keyboard to enter the information in 'fields' or 'boxes'. Instead of filing a copy of the transaction in a file cabinet, the clerk 'saves' the transaction on the computer in a 'database' where it can be retrieved later for viewing.

The software 'sales invoice' is opened by pressing F7 in PPSS.

The customer's name is entered into the 'Bill to' field. PPSS enters Cash Sale for the customer's name. If the customer wishes to give his/her name, replace 'Cash Sale' with the customer's name.

It is not necessary to enter the customer's address. (Any customer information entered on the sale invoice will be added to customer records in Diamond or 24karat.)

Enter a Reseller ID (if applicable), email address and phone number(s).

The next Invoice # will be pre-entered.

Click in the Bar Code field and read a bar code (Diamond or 24karat) or type in a bar code. PPSS will recognize unknown bar codes.

If an Item ID is available, enter it.

Alternatively, click Select from Item List and select the item to be sold from the list that appears.

If an item has not been added to PPSS Inventory, click on Enter Unlisted Item then click in the box under Description and enter up to 20 characters (which will appear on the price tag). Enter Price, Quantity, % Off (if applicable). (Out Date and Return Date are for rental items.)

Click on the blue arrow to the right of Choose Payment Method 1 and select the Payment Method. If a credit-card option is selected, the amount of the purchase will be auto-entered in the field named Enter amount 1 here.

If a non-credit-card payment option (cash, check, etc) is selected, click on Enter amount 1 here and enter the amount tendered. Change due to the buyer will be auto-computed and displayed in the field named Due.

Optionally enter a Discount %, a Discount dollar amount, a salesperson's name and Terms.

Click Save, Preview and Print to preview the invoice and print it.

Click Save to save the invoice without previewing and printing it.

(Available in Deluxe, Diamond and 24karat)

Pending Sale - Put a Sale on Hold

Any Sale (including Credit Memos, Employee Sales and Layaways) can be put on hold any number of times. When completing a New Invoice, select

When a Sale in put on hold, it is saved in PPSS records and appears in the List of Sales in Sales Work Area with an Aqua background.

Pending Sales do not reduce Inventory until finalized.

List all Sales on Hold

Select Reports from the Main Menu:

Select Sales from the Menu:

Check Sales on Hold:

Click on Print the Report to print it or View the Report to view all sales on hold in the Main Table.

PPSS Accommodates Two Sales Taxes:

Local Tax (City/County in the U.S., PST in Canada)

Sales Tax (State in U.S., GST in Canada)

Tax rates are set in Program Setup, Sales.

Two tax fields are provided. Enter applicable descriptions and rates (in decimal form).

Tax Options

If only one tax is entered, each line item on an Invoice will be tax or no tax.

New Invoices have a non-tax check box which applies to the entire Invoice.

If both taxes are entered, each item on an Invoice will have four tax options: apply tax 1; apply tax 2; apply both; apply none

Tax Reports

The Shop Totals part of the Sales Recap report will show separate totals for taxes even if they were applied together on Invoices. The last line in the sales tax break out will be total non-taxable sales.

On the New-Sale Screen (F7):

Sales Taxes are automatically calculated and displayed.

Put a check in the non-taxable field for non-tax items while processing the sale.

Tax Rounding

The final tax on every invoice must be rounded (up to the nearest cent) but PPSS reports will show tax amounts to 5 decimal places, which is the amount to be paid to the taxing agencies. That amount may vary slightly from the actual amount of tax collected, but PPSS doesn't show the difference.

(Available in Deluxe, Diamond and 24karat)

Special-Promotion Feature

In addition to Discounts, the Sales Price may be reduced using the Promotion Feature.

From the Sales Menu select Sales Promotions.

Set the inclusive dates for the promotion. (Use the down arrows to see calendars.)

Set a progressive scale of invoice totals and how much discount to apply for invoices that total in the ranges specified.

If applicable, set discount amounts for chosen categories.

The discounts will only apply between the dates entered on the sales promotion setup screen.

PPSS automatically computes these discounts from invoice total and categories and enters that total discount in the discount field on the invoice.

Split Payments

Payment for purchases can be split into 6 different methods of payment: Cash, Check, Credit Card, Debit Card, Gift Certificate and Deferred Payment.

For example, if a Buyer pays $50 in cash, $50 by credit card and $50 by gift certificate, separate 'Payment Method' fields must be completed for cash, credit card and gift certificate.

On the New-Sale Screen (F7), use the down arrows to chose the Methods of Payment and replace 'Enter amount 1 here' with the amount:

For the second and subsequent payments, place a check mark in the box

and repeat the steps above, selecting the Payment Method and entering the amount.

The check box must be checked for each type of payment or split payments will be ignored, even if amounts are entered.

All splits have the same Payment Date.

Tax-Exempt Resellers

Entering a tax ID in 'Reseller Tax ID' on a New-Sale Screen automatically changes the invoice to tax-exempt status.

If 'Show Buyer Work Area' has been checked in Program Setup > Sales, future sales to the same Buyer will be tax exempt.

Viewing a Sale or Sales Invoice

Once a Sale has been saved, the existing Sales Invoice may be viewed.

Only these changes may be made when viewing an existing Sale.

Bad-Check Status

Invoice Date

New Payments for Layaways

Remove Layaway Status when payments are complete

To change anything else, the Invoice must be voided and a new one created.

View the Original Sale

Select Sales in the Work-Areas Menu:

Select the sale from the Table.

Select View Sale from the Sales Menu.

Void a Sale

Voiding a sale completely deletes a Sale. Reversals for discounts and partial returns can be made using the Credit Memo Function.

Once an Invoice has been saved, only these changes may be made when viewing an existing Sale. To change anything else, the Invoice must be voided and a new one created.

Bad-Check Status
Invoice Date
New Payments for Layaways
Remove Layaway Status when payments are complete

To Void a Sale

Go to the Sales Work Area:

Select a Sale from the List of Sales.

Select Void from the Sales Menu

Voiding an Invoice returns all items on the Invoice to Inventory.

Voiding after commission payment does not reverse the commission. Those amounts can be deducted from future commissions.

The Importance of Data Back Up

Data for your shop is stored in files located in the PPSS folder under C:\PPSS (unless another location was chosen during installation). These files are worth the cost of having to reenter all data lost since the last backup of data.

It is imperative that data be stored off your computer. In the event of fire, theft, water damage, electrical surges, power failures, crashed drives... Data can only be recovered if it saved on an external storage device like a floppy disk, CD, tape, memory stick, online server, online storage service or mass storage device. It is also a good idea to backup data each time on a new floppy or CD, instead of backing up to the same disk. This avoids copying bad data onto a good backup.

Idea: Have a backup for every day of the week.

In addition to the procedures below, please do this as an added assurance that at least 2 copies of your data will be available at all times.

Right click on Start.

Select Explore.

Click on C:

Click on Program Files.

Right click on the folder named PPSS and select Copy.

Go to the Desktop.

Right click in a clear space and click Paste.

Click on My Computer on the Desktop.

Select a storage device (floppy disk drive A: or another letter that identifies an external storage device).

Right click in a clear space and click Paste.

That procedure will assure that copies of your data are preserved throughout the new installation of PPSS.

Back Up to the Hard Drive

Backing up to the hard drive will do no good if your PC's mother board goes bad, hard drive crashes or any other number of things that will not allow you to access a backup of your files on your hard drive. Backing up to the hard drive is only a whistle stop on your road to backing up in a meaningful way - on external devices stored away from the shop.

Create a folder on your PC for storing the PPSS back-up files. The folder can be on the computer's desktop for easy locating.

To create the folder -

RIGHT-click the Start Button.

Chose Explore.

Double click Desktop.

On the right side, anywhere in the white area -

Right click.

Select New, Folder.

Type in a name for the folder like 'PPSS Data-1-1-09'.

Press Enter

Close Windows Explorer.

This folder will contain the data back up files. Remember its name and where it is located - on your Desktop in the folder named 'PPSS Data-date' (where 'date' is a current date). You will be asked for this location when backing up and restoring data.

Next, open PPSS.

On the Main Menu select Utilities then Backup Database.

A window will open. It's appearance will vary from one version of Windows to the next, but the action will be the same, which is to click on Desktop:

then double click the folder named 'PPSS Data-date' to open that folder. It will be blank because nothing has been added to the folder yet.

Select Open.

PPSS will go off screen for a moment then reset with your data now stored in the new folder.

Confirm the Backup

Verify that your files have been added to the new folder. Right-click on Start then click on Explore and select Desktop. Double click on the new folder and verify that files ending in .cdx, .dbf, .fpt and so on are present

Back Up to a Flash Drive, Floppy Disk, Memory Stick or other External Storage Device

It's a good idea to use different floppies, sticks or (folders on storage devices) for different dates, so if data becomes corrupted, you will have a recent copy with good data.

Examples:

Have 7 floppy disks, each labeled for a day of the week.

For storage devices, create a folder for each day of the week.

Procedure

In PPSS, on the Main Menu, select Utilities then Create Backup.

This time, instead of selecting Desktop, select the drive letter of the storage device. (This is usually A: for floppy disks. Any letter might have been assigned by your computer to the storage device.)

Locate the letter for the storage device and double click on it.

Your computer might have a button at the top for creating a New Folder:

If so, click on it. If not, right click on white space on the right and select New > Folder.

Enter a name for the folder, like PPSS Data 1-1-09 and press Enter.

Select Open.

PPSS will go off screen for a moment then reset with your data now stored on the external storage device in the new folder.

Confirm the Backup

Verify that your files have been added to the new folder. Right-click on Start then click on Explore. Click on the drive letter for the storage device. Double click on the new folder and verify that files ending in .cdx, .dbf, .fpt and so on are present

Back Up to a CD

In most cases, data can not be copied onto a CD. A special program must be used for 'burning data to a CD'.

Most newer computers have such a program preinstalled, like 'Roxio CD Creator' or 'Nero'. Windows XP/Vista provides the same capability with Windows Media Player (Start, Programs, Windows Media Player).

Procedure

Follow the steps above to Back Up to the Hard Drive.

Put a blank disk in the CD drive.

Go to Start, Programs.

Select your CD Creator program (Windows Media Player, Roxio, Nero, etc.) Please note that Windows Media Player might be in a different location, depending upon the age of your Windows installation. It could be under Start > Programs > Accessories, for example.)

Choose to create a data CD or 'Burn'. It might look something like this:

Navigate to the PPSS Data folder on the Desktop and select that folder to add to the CD.

Select Record.

When finished, go to the Desktop, My Computer. Select the CD drive letter and verify that files are on the CD.

Note: The procedure for burning data to a CD will vary with the version of Windows and the type of CD-burning software you are using. Please refer to Windows Help (Start > Help) of to the help documentation for your software program for assistance.)

Restore Data

Restoring is basically the opposite of creating a backup.

On the Main Menu, select Utilities, Restore Database. A window will open. Navigate to the directory where the data is stored. Select Save.

PPSS will shut down and reopen showing the saved data.

End-of-Day Procedures

At the end of every day, print out a Sales Recap (F11 - 'Today Sold').

Create two data backups - one to hard disk and the other to an external storage device - with the day's date. Take the external device home so you may recover from any shop disaster.

Also make a permanent backup to a floppy or CD at the end of every week.

Exporting Data in CSV Format

Data may be exported from PPSS to .csv (comma-separated values) files to be used in other programs (like spread sheets and databases) for group mailings or data manipulation.

To Export Data:

Select which data to export under Main Menu, Utilities. The options are:

In the 'Save As' window, the file name will be auto-entered in the 'File name' field

Select the Desktop for the file location - where the file is to be saved:

Click Save.

The CSV file will contain all fields included in PPSS. The items.csv file, for example, will contain fields (columns) named Cost, Retail Price, Item Number, Description, etc.

Open the CSV file in Excel (or any spread sheet program). Delete unwanted columns and rows. Save the file.

This completes the export of data from PPSS to a usable form with other programs.

Please refer to the documentation of other programs to learn how to use the data.

Where's My Data?!

If PPSS data has been backed up and the location of the backup files can't be found, start the backup procedure (Main Menu, Utilities, Backup Database) and observe the folder Windows is pointing to.

Optionally, go to the Desktop, RIGHT-click on My Computer and select Search. In the search box enter 'cdx' (without quotes). Look for the path to the PPSS data folder in the search results.

Please refer to Data Backup and Data Restore for backup and restore procedures.

Restore Data

Restoring data is basically the opposite of creating a data backup.

On the Main Menu in PPSS, select Utilities, Restore Database.

Navigate to the directory where the data is stored.

Select Save.

PPSS will shut down and reopen showing the saved data.

Please don't expect to resolve issues if the computer has not been properly prepared for commercial use.

If your computer doesn't run like it did 'out of the box', it probably has fragmented files, lost disk space, displaced memory and possibly a corrupted system registry.

If your PC is or has been connected to the Internet and it wasn't protected by an anti-virus program it is assuredly infected with adware, malware, spyware and viruses which cause PCs to run slower and 'crash' or 'lock up' often. These days even Norton, McAfee and PC-cillin are often unable to stop all computer attacks, so it's best not to use any PC for business that has been online unless it is reformatted and kept offline.

Poorly-maintained PCs can not run database-dependent software.

1) Update your anti-virus program and scan your computer for viruses. Download a free version of Norton 360 and perform a virus scan and Security Check. Click on this link and choose to save to your Desktop:
http://send.onenetworkdirect.net/z/35050/CD128303/. Free anti-virus programs like AVG and Kaspersky are not adequate protection.

Download Norton for Free Virus Scans:

2) VERY IMPORTANT! Microsoft's Windows software program is like every other - in constant need of updating. Every Windows version must be updated regularly! Click on Start then 'Windows Update' to access. If that shortcut is not available, try Start, Programs, Accessories, System Tools, Security Center and set 'Automatic Updates' to 'On'. Alternatively, go to Microsoft's update web page http://windowsupdate.microsoft.com and follow instructions for downloading and installing updates.

3) Remove unnecessary files: In XP go to Start, Programs, Accessories, System Tools, and click on Disk Cleanup. (Vista: Start > All Programs > Accessories System Tools > Disk Cleanup, or click Start. Type Disk Cleanup in the Search Box and click Disk Cleanup.) This will check your hard drive thoroughly for unnecessary files on the hard drive. Select which files to delete. Reboot. (Alternatively, find the defrag utility by opening Windows Help (Start > Help) and search for cleanup.)

4) Clean your PC's registry. As programs are installed and uninstalled, orphan references are left in the system registry. These need to be removed. PC Magazine ranks Advanced System Optimizer as the best registry cleaner. Download the free demo and run 'System and Disk Cleaner' and 'Registry Cleaner and Fixer'. For both functions just click 'Next' repeatedly until the scans start.

Download Advanced System Optimizer for Free System Scans:

5) Run Disk Defragmentation. Go to Start > Programs > Accessories > System Tools > Disk Defragmenter. This usually takes more than one hour and often longer. (Alternatively, find the defrag utility by opening Windows Help (Start > Help) and search for defrag.)

6) Reboot.

Now your computer should have more disk space and more available RAM memory and no viruses. PPSS and other programs will have a better chance of running successfully. Also, as a computer and printer are used, their resources (like RAM or buffer memory) are reduced. Restart the PC and printer regularly to restore their capacities.

A very useful inexpensive tool for optimizing your computer's performance is PC Pitstop.

Please don't expect to resolve issues if the computer has not been properly prepared for commercial use.

Poorly-maintained PCs can not run database-dependent software.

Download Norton for Free Virus Scans:

Download Advanced System Optimizer for Free System Scans:

6) Reboot.

About Data Files

All of the information entered into PPSS is stored is 'data files' (stored on the hard drive at C:\PPSS)- the 'PPSS Program Folder'.

Data sometimes becomes damaged or corrupted (by power interruptions, surges or spikes, hard shut downs, closing PPSS while it is processing, faulty hardware, viruses, malware...).

Sometimes data is intact but links to the data have become broken making it impossible to access the data. PPSS includes a special remedy for this problem. If an error message is encountered, in PPSS, under Utilities, click 'Rebuild Database Indices' to see if the problem can be resolved. Also try 'Reset Program' under Utilities.

In September, 2009, a button was added to the far right of the Main Menu named 'Send Data'. When pressed, data files are auto-uploaded to our server, providing a backup of your valuable data and giving tech support easy access to your files. Updating your software will add this button to your program. Otherwise it will be necessary to email your data files to support.

How to Email Data Files to PPSS Support

Send your data files to support after the close of business on the day prior to the day your shop will be closed. That way, when we return your files to you and you restore them, you won't lose newly-entered data.

Email support to schedule an appointment. Please provide your name, shop name, PPSS edition (Intro, Deluxe, Diamond, 24karat) and the version number (under Help, About). It will look like this: 5.1.2985.
Back up data to the Desktop.
Locate the data back-up folder on the Desktop and right click on it.
Select 'Send to' then 'Compressed Zip File'. A new .zip file is created by the same name but with a .zip extension.
Right click on the new .zip file and select 'Send to' then 'Email Recipient'. (If your computer doesn't have that option, attach the .zip file to an email to support.) If your file is large (more than 1 megabyte (1 MB), please use the free data transfer service, YouSendIt at http://www.yousendit.com. Sign up for a free trial and send the zip file to zipfile@mm.st.
Enter zipfiles@mm.st in the To: field in the email message and send along with your name, the name under which PPSS was purchased, your PPSS edition (Intro, Deluxe or Diamond, 24karat) and version/build number (under Help (About) in PPSS. The number looks something like 5.1.2985).
Add mm.st to your email program's Approved Senders List or White List to lessen the chance that spam filters will block our replies to you.

Your data files will be emailed back to you as a .zip file attachment, or you will receive a link to download large files from our server. Simply click on the attached .zip file. Your computer should have an 'unzipping program' (like WinZip) that will ask where on your computer you wish to place the files.

Please be aware that free email services like Gmail, Hotmail, Yahoo and AOL are not suitable for business purposes is that they often block attachments, particularly if attachments are large in size (as your data file will be). Please contact your Internet Service Provider and ask them to help you configure your email program to receive and send email. The ISP should be able to tell you what your username and password are and they should be able to show you how to use their email service.

If your file is larger than 1 MB (megabyte) please send the file to us at zipfiles@mm.st using http://www.yousendit.com. Please include your name, shop name, error message if any and action taken just prior to the message appearing.

Probable Cause

Software programs do not function properly if the computer has inadequate computer resources (clock speed, disk space, RAM memory), a poor Windows Program (like Window 98, ME or Vista) and poor computer maintenance.

If a computer is connected to the Internet, it must be protected from viruses and malware (Norton, McAfee, Avast (free). A slow-running or crashing computer are sure signs that the computer is infected with viruses and malware. It is said that it only takes 12 minutes for an unprotected computer to become infected when connected to the Inet.

Windows Security Updates must be performed frequently. Windows should be set to Updated Automatically once per day.

Also, burn the PPSS installation file to a CD for future reference.

See PC Maintenance.

Troubleshooting PPSS

PPSS has been tested on a variety of computers, each having different resources (like clock speed, disk space, RAM memory). In all tests, PPSS runs perfectly.

Difficulties sometimes arise when program files become corrupted. Corruptions are caused by power surges or spikes, inappropriate closing of PPSS, hard computer shutdowns, poor downloads, low computer resources and so on.

Fixing the Problem

The first thing to do is to exit PPSS and turn the computer completely off (not restart) and retry the function that caused the problem. If the problem persists, the first candidate for the cause is a broken database indices (links which tell PPSS where to find files.

Go to Help on the Main Menu and select Rebuild Database Indices. If PPSS had been running properly and it had not been reinstalled, this remedy will fix most errors.

The second likely candidate for causing a problem is a corrupted file. First, make sure all data was backed up prior to the time of the problem, then

Uninstall PPSS and reboot the computer.
Reinstall PPSS from a CD. (Files can be corrupted when downloaded or emailed.)
Restore data from the last good backup. (Restoring data from after the problem arose may only reinstall the corrupted file.)
Retry the function that caused the problem.

Update PPSS

For support please Email the Help Desk

Label	Label Size	Printer	Where to Buy

Address Labels Adhesive	Medium 2 5/8" x 1" 30 per sheet	Laser Dot Matrix	Office Supply Store LaserJet: Avery #5160 Inkjet: Avery #8460 Dot Matrix: #4144

Detailed Price Labels Adhesive	Medium 2 5/8" x 1" 30 per sheet	Laser Dot Matrix	Office Supply Store LaserJet: Avery #5160 Inkjet: Avery #8460 Dot Matrix: #4144

Hang Tags Non-Adhesive Perforated 17 colors	1" x 4-1/4" 20 per sheet	Laser	MarkAT Product# CC#LTS-20 888-947-7734 markatcc@att.net

Medium Price Labels Adhesive	Medium 2 5/8" x 1" 30 per sheet	Laser Dot Matrix	Office Supply Store LaserJet: Avery #5160 Inkjet: Avery #8460 Dot Matrix: #4144

Small Price Labels Adhesive	Small 1/2" x 1-3/4" 80 per sheet	Laser Dot Matrix	Office Supply Store LaserJet Avery #5167 Inkjet Avery #8167

Format	Label W/L	Labels/Roll	Adhesive	Bar Code	Part #	$/Roll	Supplier
Jewelry	2.25 x .5 (not for 2824)	2500	Yes	Yes	1191125	$18-$20	BCW
2-Across Vertical	1.1875 x 3.375	1000	No	Yes	1185000	$12.89	BCW
1-Across	2 x 1	2550	Yes	Yes	1122100	$6.75-$7.49	BCW
1-Across	2 x 2	1350	Yes	Yes	1122200	$6.75-$7.49	BCW
1-Across	2.25 x 1.25	2100	Yes	Yes	1123125	$7.41-$8.24	BCW
1-Across Removable	2.25 x 1.25	1250	Yes	Yes	1143125	$7.41-$8.24	BCW
1-Across In Colors	2.25 x 1.25	1100	Yes	Yes	1133125	$9.44-$10.49	BCW
1-Across 1 Part, 16 Colors	2.25 x 1.375 (not for 2824)	980	No	Yes	#CC Single	$10-$14	MarkAT
1-Across 2-Part, 17 Colors	2.75 x 1.5	1500	No	Yes	#27515P	$19-$22	MarkAT
1-Across 2-Part, 17 Colors	3 x 1.25	2000	No	Yes	#30122P	$22-$25	MarkAT
1-Across 2-Part, 8-12 Colors	3.5 x 1.5	1500	No	Yes	#3515P	$23-$25	MarkAT
1-Across	4 x 1	2550	Yes	Yes	1127100	$11.01-$12.24	BCW
1-Across	4 x 2	1350	Yes	Yes	1127200	$11.01-$12.24	BCW
1-Across	4 x 3	925	Yes	Yes	1127300	$11.01-$12.24	BCW
1-Across	4 x 4	700	Yes	Yes	1127400	$11.01-$12.24	BCW

Item	Loan	Rate	Interest
1	$5	50%	$2.50
2	$5	40%	$2.00
3	$4	30%	$1.20
4	$2	10%	$0.20
Total Interest: $5.90 Total Loaned: $16 Effective Pawn Interest per Loan Period: 36.875%


Thermal Labels Using Diamond or 24karat and the Zebra LP 2844 Printer

	Size	Adhesive	Bar Code	1/2 Across

	2.75 x 1.5	Yes	No	1

	3 x 1.25	No	Yes	1

	3.5 x 1.5	No	Yes	1

	4" Wide	Yes	No	2

	4" Wide	No	Yes	2

Depending upon the labels size, labels may be 1 part or 2. Four-inch labels may be 1, 2, 3 or 4" high. In the near future, bar codes will be available of 4" adhesive labels.

Size	Labels/Roll	Part #	$/Roll
1" x 4"	1310	Various	$12.42
2" x 4"	735	Various	$13.56
3" x 4"	500	Various	$11.80
4" x 4"	377	Various	$11.80


Mailing Labels	Laser Jet	Ink Jet	Dot Matrix
Avery #	5162	8162	4146
Size	4" x 1-7/16"	4" x 1-7/16"	4" x 1-7/16"
Labels per Sheet	14	14	14

Medium Price Labels - Available in colors for LaserJet, not inkjet - MarkAT product # TL258-1-100G
Avery #	5160	8460	4144
Size	1" x 2-5/8"	1" x 2-5/8"	15/16" x 2-1/2"
Labels per Sheet	30	30	30

Small Price Labels
Avery #	5167	8167	not used
Size	1/2" x 1-3/4"	1/2" x 1-3/4"
Labels per Sheet	80	80

Bar Code Labels
Avery #	5160	8460	4144
Size	1" x 2-5/8"	1" x 2-5/8"	15/16" x 2-1/2"
Labels per Sheet	30	30	30

Hang Tags
Size	1" x 4-7/32"	1" x 4-7/32"	n/a
Labels per Sheet	20	20