Work Screen

This article will familiarize you with the many functions and features of the Daily menu, including using the Work Screen and Close Outs. 


Figure 5-1



The Work Screen is where you will do much of your work, as it is the screen that allows you to ring up sales. You can also store and recall Invoices In Progress (IIP) or Works In Progress (WIP) from the Work Screen. In addition, many functions that are in other parts of the program may also be accessed from here so that you can use your time more efficiently. The Main Menu is available from the Work Screen, and if you try to access a function that is not available, the system will prompt you to close the Work Screen for that particular requested function. In general, a whole day's work can be accessed and run while at the Work Screen.
To open the Work Screen, start MicroBiz and from the Main Menu select Daily, Work Screen.


Sign-on Window


At the Sign-on window, enter your initials, code name or identification. These initials will be used for tracking commissions and sales reports.
The MicroBiz Sign-on window has a button for "Work Screen" and one for "Main Menu." Once you choose Work Screen, you will not be able to access any of the Main Menu options until you have properly closed the Work Screen by selecting F2 – Menu.


Once you have clicked on the Work Screen button, the Work Screen will be presented for activity processing. The Work Screen can be easily driven using a mouse, but a mouse is not required. You may operate the Work Screen completely using only the keyboard.


Work Screen Layout


The following is a detailed guide to everything on the Work Screen. See Figure 5-2 for locations of these items on the screen. 


Figure 5-2


  1. Company Name Header
    • This panel displays the company name you have entered in the Shop Name/Ship-To Data customization window. This header is also a shortcut to that customization window, so you can change the company name and shipping data by clicking here.
    • You can right-click on this header to change it's background color. There are a few options on the change color window, but only the Background button is pertinent here.
  2. Item Image
    • You can associate a bitmap (.bmp) image file with each one of your items, if desired. If you have done this for an item, that image will be displayed here once the item is loaded to the Work Screen.
    • Clicking on this panel will allow you to change the image currently displayed there, but will not change the image for any items.
  3. "Click for Customer" Panel
    • This panel will display the customer name and number once a customer is loaded to the Work Screen. If a customer is not yet loaded and you click on this panel, the window to select and load a customer will appear. If you have already loaded a customer and you click on this panel, the window to edit the customer's information will appear.
    • You can right-click here to change the foreground/background colors of this panel.
  4. Customer Image/Service Notes
    • For users of the Retail Module:
      • Just like the Item Image feature, you can set an image file for each one of your customers. The image file will be displayed here once the customer is loaded to the Work Screen.
      • You cannot change the customer image here. Instead, click on the customer panel to edit the customer information and click on the Picture button in the lower-right corner.
    • For users of the Service Module:
      • This window displays data on the current service order. You can click on the Edit/Add button to view other service orders, or of course edit/add data.
  5. Extended Customer Information
    • This panel contains some extended customer information including:
      • Tax Rate – displays the current tax rate. This will be your default rate, unless you have a special rate for your customer and the customer is loaded to the Work Screen.
      • Phone Number – the home phone number of the currently loaded customer, if applicable.
      • Work Number – the work phone number of the currently loaded customer, if applicable.
      • Discount – the discount rate for the currently loaded customer, if applicable.
      • Balance – the current Balance Due for this customer. You can double-click in the Balance field (the text box) to re-calculate the Balance Due for this customer only (as opposed to all customers via the Management menu).
      • Credit – the current Store Credit for this customer. Just like the Balance window above, you can double-click on this field to re-calculate.
      • "Clerk:" – the Signon initials of the clerk using the Work Screen.
    • You can double-click on any of these options (you can double-click directly where it says "Tax Rate," for example) to change the text displayed for each option. This may be useful to you if your customers can see the Work Screen and you want to change the term "Discount" to something else, so at first glance they don't see that nice discount you are giving to a friend and get jealous!
  6. Invoice Grid
    • You can right-click on the Invoice Grid to change the Foreground/Background colors.
    • This is the main part of the Work Screen, which displays information on the items you are working with. There are several columns here:
      • Key – this is the "item number" for this invoice, used to group, define and refer to "key lines" on the invoice grid. If you want to delete an item, for example, after clicking on the F5-Delete button you will be prompted to enter the "Key#" for that item, which you will find in this column.
      • SKU – Stock Keeping Unit, or product code for the item.
      • Description – displays extended information for this item. For most items, this will be the contents of the Description field, but other information such as the serial number or data from the "More Description Lines" area will also show up here.
      • Percent Discount – if applicable, shows the discount percentage on each item.
      • Quantity – displays the number of items loaded for each SKU.
      • Price –displays the price of the item loaded to the Work Screen.
        • If "Show/Report discounts from Suggested Price" in Customize Transaction Settings (Misc. tab) is checked, then the Price column will display the Suggested List Price.
        • If "Show/Report discounts…" is unchecked, then the Price column will display the actual price that the customer is to pay.
      • Total – this is the "extended price" of the item listed. This would be the final price before tax, which includes the actual price the customer is paying multiplied by the quantity of the item on this line.
  7. Profit & Margin Line
    • Profit – the price the customer is paying minus the cost of the item.
    • Cost – the cost of the item.
    • Margin – the profit as a percentage.
    • Hide – click here to hide this bar. This is a good idea if your customers can see your Work Screen and you don't want them to see this data.
    • If you can't see this bar, it is most likely because it was hidden. To turn this feature back on, go to Management, Customize, Transaction Settings and uncheck "Hide Profit/Margin Data on Work Screen."
  8. Function Buttons
    • You can right-click on any of these buttons to change the "Label" (the display name of the button).
    • You can toggle the pictures on these buttons on/off by going to Management, Customize, Transaction Settings and clicking on "In Work Screen, show buttons with pictures."
    • Most of these functions can be activated by either clicking on the button desired, or pressing the "function key" (F1-F12 at the top of your keyboard) that corresponds to each button. The functions include:
    • F1-Help – displays useful information about the Work Screen. Note that Help is available from anywhere inside MicroBiz by pressing F1.
    • F2-Menu – closes the Work Screen and takes you back to the Main Menu. If you have any items loaded to the Work Screen, they should still be there the next time you return. If you have a customer loaded, you will have to re-load them upon returning. Either way, it's best to finish or save your invoice to an IIP/WIP before leaving the Work Screen.
    • F3-Items – displays the Product Lookup window, where you can find and select an item to load to the Work Screen.
    • F4-Clear All – clears the Work Screen. You will have the option to clear just the customer or everything from the Work Screen.
    • F5-Delete – deletes a "Key" (line) from the Work Screen. You will be prompted to enter the "Key #" of the item you wish to remove.
    • F6-Edit – edits an item on the Work Screen. Depending on your transaction settings, you may be able to edit the Price, Cost, Quantity, Discount, Description and more of the item specified.
    • F7-Tax – allows you to edit the tax rate for all or a single item on the Work Screen.
    • F8-Customer – loads a customer to the Work Screen. If you already have a customer loaded this will open the "Edit a Customer" window.
    • F9-Print/Done – brings you to the Tender screen to finalize the sale and print any receipts, if applicable.
    • F10-Blank (Item) allows you to add an item to the Work Screen that is not in your inventory. This can be useful if you want to sell an item but do not have the ability to load it by SKU.
    • F11-Trade In – displays the "Select a title…" window for use with the Trade In feature.
    • F12-Wish List – displays the "Master Wish List" window for use with the Wish List feature.
    • Return –allows you to process a "return" on a specific item. First load the item to the Work Screen, then press Return and specify the Key #.
      • Although this button doesn't have a function key associated with it, you can also activate it using the keyboard by pressing Alt+U.
  9. Totals Windows
    • The first window will display the pre-tax total and the total tax before summing them up in the Total window. You may also see other charges displayed here, if applicable.
    • The second window displays the "grand total" that the customer will actually pay once the invoice is completed in a large and easy to read font.
  10. Input Box (SKU box)
    • You can change the Foreground/Background colors by right-clicking in this box.
    • The SKU box is almost always "in focus," which means that if you are on the Work Screen and you scan a bar code or type something on your keyboard, it is going to go here. By default, the SKU box is red then it is not in focus and you should click on it before you scan or type anything there.
    • Various things can be scanned or otherwise entered into the SKU box.
      • Any SKU entered here will load the item to the Work Screen.
      • A Customer Number may be entered here to load a customer.
      • Some commands can be entered here to perform various duties. See the next section on "Input Box Drop-Down Menu" for a list of the most popular commands.
  11. Display Controls
    • Click on the Zoom button to display a larger Invoice Grid. This will cover up some of the other features of the Work Screen, but you can get them back by pressing the Zoom button again.
  12. Date/Time
    •  Now the date and time is displayed on the Workscreen because the Workscreen is displayed in full screen mode.

 
Input Box Drop-Down Menu


The small arrow to the right of the input box will activate a drop-down menu that, when clicked, shows many of the commands that may be input to the system, such as Customer History, Invoices In Progress, Discounts, and much more. A full listing of this menu follows:


"Code" & Name

Description

"CH" Customer History

With a customer loaded to the Work Screen, using this activity code will bring up a window showing all of the customer's prior activity.

"D" Discount

Using this code brings up a window allowing you to apply a discount to all items on the Work Screen or selected "Key" items.

"IIP" Invoice In Progress

This code allows the current Work Screen data to be saved as an Invoice In Progress. Entering this without items on the screen will open the IIP window so you can restore previously saved IIPs.

"WIP" Work In Progress

This is virtually identical to the IIP feature, but for users of the Service Module it is referred to as "Work In Progress."

"LA" Layaways

This code allows the current Work Screen data to be saved in the system as a Layaway. Entering this without items on the screen will open the Layaway window so you can restore previously saved Layaways.

"QU" Quotes

This code creates a "Quote" for a customer. It works very much like the IIP or LA features.

"RP" Re-Print Last Invoice

Entering this code will cause MicroBiz to re-print the last invoice created by the system.

"Code" & Name

Description

"R" Returns

This code allows the user to return the items on the Work Screen to Inventory and generates an Invoice giving credit for a previous sale.

"NOTE" Customer Notes

Using this code allows the operator to apply notes to the selected customer's account. This is very helpful for keeping track of issues pertaining to individual customer accounts.

"CL" Customer Labels

This code brings up a window which allows for generation of a "Ship to" or "Bill to" label to be used for the specific customer that is currently on the Work Screen.

"TS" Today's Sales

Using this code will bring up a screen showing all sales by clerk since the last close out of the system.

"I" Display Invoices

This opens a window that will display some information on all previous invoices.

*"P" Post Payment **

This code is used when a customer is making a payment against an outstanding Balance Due within the system. A window will open showing all of the outstanding invoices for the customer.

"EMP" Employee Time Clock

This code pulls up a window allowing an employee to either sign in or out. This is used when you use the system for employee time control.

"QA" Quick Add 
Customer Record

Using this code brings up a window that allows for a "Fast Add" of a Customer Record to the Customer Database.

"QP" Quick Add 
Product Record

Using this code brings up a window allowing for the addition of an Inventory Item to the Product Database.

"EXP" Expense/Office Payouts

This code allows for entering into the system any "Payouts" that may be made during the day's processing. The reason and the amount are entered along with the ID of the individual making the Payout.

"VOID" Load and Void 
an Invoice

Allows for voiding a previously generated Invoice.

"SCHEME" Add/Edit 
Price Scheme

Opens a window that allows you to add or edit existing Price Schemes.

"CREDIT" Apply Credits

With this command, a customer can either purchase Store Credit, or pay off an Account Balance.

"OLDVOID" Void Invoice – No Refund Type

Included for backwards compatibility and should not be used. Instead, use the VOID command.

"RENTALS" Display Rented Items

Type this to get a display of non-serialized rental items. These can be either outstanding items or an entire history of such rental items.

"SER" Search for Sold Serial Number

This opens a prompt to enter a Serial Number. If the Serial Number entered is found, the Customer History window will open to the exact invoice including the item.

"VEND2QBAP" Export Vendor Invoices To QuickBooks A/P

This is a shortcut to the Tools option of the same name. Allows you to create an .IIF file of your Vendor Invoices that you can import into QuickBooks.

"SOUND" Enable Sound

This turns MicroBiz sounds on.

"NOSOUND" Disable Sound

This turns MicroBiz sounds off.

"CAL" Calendar/Scheduler

This feature is still under development and may be available in future releases of MicroBiz.



"Code" & Name

Description

"SED" Serial Extended Description

Included for backwards compatibility and should not be used.

*"TRA" Trade In ***

This feature can record different price levels for items you may accept as "trade-ins" for cash or store credit. Entering this command will bring you to the Trade In window for configuring or loading these items.

*"WL" Wish List ***

Used in conjunction with the Trade In feature, the Wish List keeps a record of items specific customers are interested in, but you don't currently have available. When an item in the Wish List is returned using the Trade In feature, you will be notified to check the Wish List.

"FILL" Fill Back Order

With a customer loaded, this will show you any pending backorders and allow you to edit or complete them.

"IR" Invoice Item Return

Invoice Item Return is different that a regular return in that you scan, enter or look up the original invoice number before entering the items to be returned. This helps keep track of returns, and after entering the original invoice number, MicroBiz will warn you if you attempt to enter items that are not found on the original receipt.

With certain invoice types, you can simply scan the bar code on the receipt to trigger this feature.

Only available in Business Controller Plus.

Only available to users who have purchased it.


Selecting Products


Scan or enter the product/service/rental item etc. You can do this by scanning the item's bar code, manually entering the item's SKU in the bottom left window, or by hitting the F3 key and doing a Product Lookup.
Product Lookup will bring up a listing of all the products that you have entered into your system. Select an item and hit the Enter key. You will then be prompted to enter the QTY (quantity) of the item being purchased unless you have turned this option off in Customize Transaction Settings. Once entered, you may select other items in the same manner.
The products you entered should now be showing in the main window of the Work Screen, along with the %DISC, QTY, PRICE, TAX and TOTAL.
When you have entered all the items, you can return to the Work Screen by pressing Q on your keyboard, the Esc (escape) key or by selecting the Quit button.


Selecting Customers


Selecting customers may be accomplished by using any of these methods:

  1. Type in the customer's number in the bottom left window and hit the Enter key.
  2. Hit the F8 key and select the customer from your customer list. Highlight your customer and hit the Enter key to make the selection. This returns you to the Work Screen with the customer's information now showing.
  3. Click in the customer name and address area (the "Customer Panel" at the top, which is a little black window by default) on the Work Screen and the customer list will appear. Select the customer and hit the Enter key. The customer information will automatically appear on the Work Screen.


Completing the Sale


When you are ready to complete the sale, collect the money and/or print a receipt, press or click on F9.

  • If you are using a Service Module, you may be prompted to enter "Due Dates/Miscellaneous Info" before proceeding. Filling out this form is optional.
  • If you have enabled "Enter Shipping Information at F9" under Customize Transaction Settings, then you will be prompted to enter Shipping and "How Heard" info before completing the sale. Next comes the Tender Screen…


The Tender Screen

The title for this screen displays your Invoice Type, but this is referred to as the "Tender Screen." This is where you choose how the customer is paying, the amount tendered and, depending on your configuration, possibly several other options.

 

Here is an example of the basic Tender Screen (without some of the additional features) and a brief rundown of how to process a sale (see Figure 5-3):

  1. Starting from the Work Screen, press or click on F9 to get to the Tender screen.
  2. Select the tender type that the customer will be using on the right-hand side of the screen.
  3. If the customer is not using exact change then change the amount in the "Amount 1" box.
    • If the customer is giving you more than the total, the change will be displayed in the lower-right hand box.
      • Change the tender type for the change if needed (usually not necessary).
    • If the customer is giving you a partial amount of the total (to split the tender) than you will be prompted to choose another tender type for the remaining total.
  4. Click OK to finalize the sale and print a receipt.


  Figure 5-3



 

   Figure 5-4


The following is a list of every possibly accessible feature on the Tender Screen (see Figure 5-4) and what each does:

  1. Total – a large and easy to read display of the total for this sale.
  2. Amount 1 –the amount tendered by the customer (amount they are giving you, before change is made)
    • This figure can either be the full amount of the sale, a higher amount (if the customer requires change), or a partial amount, so multiple tender types and/or currencies can be used.
  3. How Paid 1 –the number here corresponds to the tender type selected from the window on the right (see step 9 in this list).
    • It is not necessary to type the number in. Just click in this window, then click on the desired tender type from the list.
  4. Tender 2 –the remaining amount tendered by the customer.
    • This figure can either be the remaining amount of the sale (which is displayed here by default) or a higher amount if the customer requires change.
    • An amount less than the remaining amount due cannot be entered here.
  5. How Paid 2 – the number here corresponds to the tender type selected from the window on the right for the "Tender 2" amount.
  6. Invoice Printer Names – if enabled under Printer Settings, you can select from two different printer/invoice types here.
  7. Initials – the initials of the clerk or salesperson for this sale. This is used for tracking invoices and commission.
  8. Order # -this is a completely optional field for users who want an additional identifier (other than the Invoice Number) for various purposes.
    • Some, but not all invoice types will print this value on the receipt.
    • This figure is also stored in MicroBiz, should you need to refer to it or search for it using a Query.
  9. Tender Type List –a listing of all currently available tender types.
    • The background color of this frame indicates if you are currently looking at a list for "How Paid 1" or "How Paid 2."
      • Green background: you are selecting the tender type for "How Paid 1."
      • Yellow background: you are selecting the tender type for "How Paid 2."
      • To switch between the two, just click in the respective field on the left.
  10. How Paid 3 and Change Due – these windows display the change due to the customer and the tender type selected for this.
  11. OK/Cancel/Additional Options –aside from clicking OK to finish or Cancel to go back, there are a few quick options you can choose from at the bottom of the Tender screen:
    • Waiver – for the Service Module users, you can edit and enable/disable a waiver here.
    • Invoice Type – this is a quick way to get to the Print Settings window, should you need to change an invoice or other option right away.
    • OK – click here to process the invoice!
    • Cancel – click here to go back to the Work Screen!
    • Ship To – allows you to change the default shipping address of the customer quickly.
    • This option only appears when you have loaded a customer before completing the sale.
    • Options –displays a shortcut to some options you may want to change at the time of sale.
      • Packing list – this option allows you to print a copy of the invoice with different information on it called a "Packing List," as it is usually used for shipping.
      • E-Mail – check this box to e-mail the invoice to the customer.
      • Always prompt for printer – with this on you will be prompted each time you complete a sale to select the printer you wish to use.
      • Clear notes after printing… – these "notes" appear on your invoice and if you want what you enter below to appear each time then leave this unchecked. If you use notes on a per-transaction (or special situation only) bases, you probably want this option enabled.
      • Always make change in cash – enable this option if you want MicroBiz to force clerks to use "Cash" as the tender type for giving change.
      • Do not use signature pad… – this can be checked if you have a digital signature capture device but you wish to have your customers sign a paper copy instead (the signature pad can still be used as a PIN pad for debit transactions).
      • Default Payment Mode 1 – select either "Always Cash" or "Last Payment Mode" depending on what you want MicroBiz to default to next time.
      • # Copies – the number of receipts you want to print.
      • Notes – additional notes that can appear on the printed invoice.
      • Banner – additional information you would like on the printed invoice.


Close Outs


Usually at the end of each business day, you will process a "Close Out" to total up the day's sales and prepare your deposits, etc. This process will differ between MicroBiz users depending on a few key settings.


40-Column Close Out vs. 80-Column Close Out


Depending on your hardware setup and/or preference, you can choose to process your Close Out report on either a 40-column (small receipt sized) printer, or a 80-column (regular report sized) printer.
You can switch between these two options by clicking on Management, Customize, Print Settings, then choosing the desired option in the lower-right hand corner. Here are the differences:


40-Column Close Out

80-Column Close Out

  • Can be done on the same printer that you use for receipts.
  • Don't have to be printed to a local printer (same is true of 40-column, but this is usually more relevant here).
  • Gives you one clean and concise summary of the sales since the last Close Out.
  • Provides you with the option of printing many more reports than can be done with a 40-column printer.
  • Gives much more flexibility over what reports are printed.
  • Can reprint only the last Close Out.
  • Can reprint any of the last 100 Close Outs saved by MicroBiz.

For 80-column Close Out users, MicroBiz will save the most recent 100 Close Outs for reprinting. Once you ahve performed over 100 Close Outs, MicroBiz will begin to over-write the oldest saved Close Out.


Individual vs. Centralized Close Outs


This is a choice that needs to be made by MicroBiz users who will have multiple PC workstations: do you want to process your Close Out on each workstation individually or do you want to Close Out all sales on just one PC? However, this is usually a simple decision to make, as most Retailers require separate reports for each register and Mail Order companies and Wholesalers will tend to stick to one register for totaling the day's sales.
To change between these two Close Out types, go to Management, Customize, Global Settings and choose between the first two options. The currently enabled option will be displayed at the bottom of the Close Out screen once you open it from Daily, Close Out.

If you will be using the Individual Close Outs setting, make sure that each workstation performs it's Close Out one at a time. It is very important not to process a Close Out on more than one workstation at a time to prevent data being overwritten!


Close Out Walk Through


The following is a guide to performing Close Outs using either the 40 or 80-column (respectively) Close Out printer methods.

  • If using the Centralized Close Out method, make sure that MicroBiz is closed on all workstations other than the one performing the Close Out.
  • If using the Individual Close Out method, MicroBiz does not need to be closed on other workstations during this process.
  • Either way, MicroBiz should be closed at the end of each day!

40-Column Close Out

  1. Click on Daily, then Close Out.
  2. If MicroBiz detects the data from the previous Close Out, you will be asked if you want to "reprint the previous close out report." You can click Yes to do so, or to continue with our guide, click No.
  3. MicroBiz will present you with a chance to cancel this process by warning you that "this will zero your daily totals." To proceed, click OK.
  4. If you would like a Summary of Sales by Department Report, click Yes (or to skip this, click No). This report gives you sales figures broken down by department, if applicable.
  5. If you would like a Products Used Report, click Yes (or to skip this, click No). This report gives you details on any activity on items used since the last Close Out.
  6. You will be presented with the "Sales Summary for End of Day" window, where you can edit some Close Out data. See the section on this below for details.
  7. Once you click OK, the Close Out report(s) should print out, and your Close Out is complete!

80-Column Close Out

  1. Click on Daily, then Close Out.
  2. Under "Select Reports to Print," you can enable or disable any report as desired. MicroBiz will remember the last selections made here.
  3. The "Reprint reports from one of the last x close outs" (where xis equal to the number of previous Close Outs saved by MicroBiz, up to 100) option can be checked to reprint the "End of Day Report" from a previous Close Out. Leave this option unchecked to proceed with the current Close Out.
    • If you wish to reprint a previous Close Out, check the previously mentioned option and select from the drop-down menu, then click on Reprint Old Close Out.
    • You can quickly reprint the most recent Close Out reports by clicking on the Reprint Last Close Out button.
    • You can click on Exit to cancel the Close Out process.
  4. Click on the Generate Reports button to proceed with the currently selected settings.
  5. MicroBiz will present you with a chance to cancel this process by warning you that "this will zero your daily totals." To proceed, click OK.
  6. The Select Destination window will appear (if printing any reports in addition to the "End of Day Report," otherwise skip to step #10), where you can choose a few report output options:
    • Choose either the Printer, Screen or File option depending on what report format you would like. If you choose Screen, you will be shown the report on the screen, and you can print it from there. If you choose File, you will choose a location to save the report, and you can print it from there as well (although this report usually doesn't look as pretty as the other two).
    • Choose Detail or Summary, again, depending on what report format you would like. The Detail option should be the default, and you can select Summary if you would like some of the reports to be in a more concise format.
    • Click on the Go button to generate the reports with the currently selected settings. Alternatively, click on the Cancel button to cancel the printing of this report (will not cancel the Close Out).
  7. You will be presented with the "Sales Summary for End of Day" window, where you can edit some Close Out data. See the section on this below for details.
  8. Once you click OK, the Close Out report(s) should print out, and your Close Out is complete!


Sales Summary for End of Day


Before the Close Out process can be completed, you will be prompted to enter some final details such as payouts, deposits, notes, etc.


 Figure 5-5



This window will give you a review of your taxable and non-taxable sales in the upper-left, and let you not only review but edit some of the other Close Out data:

  • Office Payouts – payments made by the store in which cash is removed from the till (i.e. office supplies).
  • Miscellaneous Payouts – payments made by the store in which cash is removed from the till (i.e. cleaning supplies).
  • Total Payouts – the sum of the two previous figures.
  • Opening Drawer – the amount of money (i.e. cash) that was left in the till after the previous Close Out.
  • Deposit Should Equal – this adds up the cash and check figures that are to be deposited.
  • MasterCard/Visa – the total credit card charges from either of these tender types.
  • Discover – total Discover credit card charges.
  • American Express – total American Express credit card charges.
  • Checks Deposit – the total amount received in checks (listed as deposit because checks won't be left in the drawer).
  • Cash Deposit – the total amount of cash taken in that will be part of the deposit.
  • Credit/Coupons – the sum of all Store Credit and/or Coupons redeemed.
  • Debit Card – total of all debit card charges.
  • Charge to Account – total of sales that were paid by house account. (Layaways cannot be charged to account.)
    Pre-payments – the sum of all Store Credits purchased.
    Closing Drawer – the amount of money that will be left in the cash drawer.
  • Finance Charges – the total of all finance charges accrued since the last Close Out.
  • Notes – any extra data you want to include with this Close Out.
  • Employees – the initials of the employee who processed the Close Out, or a list of names of employees who were present.
  • Cost of Goods Sold – if you have entered a cost for each of your items, this will tell you the total cost of items sold since the last Close Out.
  • Cost of Goods Received – as above, if you keep track of costs with MicroBiz, this will report the total cost of items received since the last Close Out.

Once you have filled out any applicable fields, click OK to finish the Close Out process.


Close Out Reports


Depending on the Close Out method you are using (40- versus 80-column), there are many Close Out reports available to you. The following is a list of each report and a brief explanation. Note that all of these totals represent the current amount since the last Close Out.


40-Column Reports

  • Departmental Sales – gives the total sales separated by Department.
  • Products Used – gives a breakdown of each item sold including your profit margin.
  • End of Day Report – this is the Close Out report for 40-column users. The data reported here includes:
  • INS – the first group of data is all about what is coming in.
  • Sales – the total sales figure, before tax.
  • Taxable Sales – the total sales figure that was considered taxable.
  • Non-Taxable Sales – the total sales figure that was considered non-taxable.
  • Shop Fees – any shop fees charged.
  • Tax – the total amount of tax collected.
  • Department Tax – this field will only appear if you have set this up in Management, Customize, Transactions, Taxes (tab). It will not be added to your "Total" after tax but it will appear as part of your Total INS as well as the Total Deposit.
  • Total – the grand total of the above INS items, usually considered the total sales for the day.
  • Opening Drawer – the amount of money that was in the drawer after the last Close Out.
  • Paid on Account – the total taken in from house account payments.
  • Paid on Layaway – the total taken in from Layaway payments.
  • Deposits on IIP – the total taken in from deposits as a part of IIP/WIPs.
  • Credits/Prepays – the total taken in from purchased Store Credit.
  • Total INS – the grand total of all INS payments.
  • OUTS – the second group of data is all about your deposits.
  • Layaways Closed – the number of Layaways that have been completed.
  • Office Payout – total dollar figure of all Office Payouts.
  • Other Payouts – total other (Expense) Payouts.
  • Charge to Account – amount that has been added to customers' house accounts.
  • Total Deposit – the sum of Cash/Check/Credit/Debit received is included as your Total Deposit.
  • MasterCard/Visa – the total payments received within this payment type.
  • Discover – the total payments received within this payment type.
  • American Express – the total payments received within this payment type.
  • Checks – the total payments received within this payment type.
  • Cash – the total payments received within this payment type.
  • Credits/Coupons – the sum of all Store Credit and/or Coupons redeemed.
  • Debit Card – the total payments received within this payment type.
  • Closing Drawer – the amount of money left in your cash drawer after the Close Out.
  • Total OUTS – the grand total of all OUTS payments.
  • Monthly Finance Charges – the amount of money accrued from Finance Charges.
  • Notes – any notes entered on the Sales Summary for End of Day screen.
  • Employees – as with Notes, any employees listed on the Sales Summary screen will appear here.
  • Units Sold – total number of items sold.
  • Units Received – total number of items received.
  • Cost of Goods Sold – the sum of the Cost field from any items sold.
  • Cost of Goods Received – the sum of the Cost field from any items received.
  • Net Inventory Change – the difference of Units Received and Units Sold (a negative number here means that you have sold more than you have received).


80-Column Reports


There are many Close Out Reports available for full-sized printers. Starting on the next page you will find samples of each report.


Summary of Taxable Sales

  • Included for backwards compatibility and should not be used.



Daily Summary of Taxable Sales

  • Lists all Invoices that contained taxable sales. Similar to the Daily Summary of Sales Report, but only shows taxable sales.
  • Includes the following fields: 
    • Date, Clerk, Company/Name, Invoice Number, Subtotal, Tax1, Tax2, Total.
    • Also lists Department Tax, if applicable, along with a grand total for each of the Subtotal, Tax1, Tax2 and Total fields.

 Figure 5-6



Daily Summary of Non-Taxable Tax1 Sales

  • Lists all Invoices that contained sales that did not charge Tax1.
  • Includes the following fields:
  • Date, Invoice Number, Customer, Clerk, Subtotal, Total.
  • Also lists the grand total for each of the Subtotal and Total fields.

     Figure 5-7



Daily Summary of Non-Taxable Tax2 Sales

  • Lists all Invoices that contained sales that did not charge Tax1.
  • Includes the following fields: 
    • Date, Invoice Number, Customer, Clerk, Subtotal, Total.
    • Also lists the grand total for each of the Subtotal and Total fields.

 Figure 5-8



Daily Summary of Sales

  • Lists all sales by Invoice Number. Gives good summary of sales with tax information on each.
  • Includes the following fields: 
    • Date, Clerk, Company/Name, Invoice Number, Subtotal, Tax1, Tax2, Total.
    • Also lists Department Tax, if applicable, along with a grand total for each of the Subtotal, Tax1, Tax2 and Total fields.

 Figure 5-9



Transaction Report

  • Lists all sales by Invoice Number. Breaks each sale down by how the customer paid and what change was given.
  • Includes the following fields: 
    • Date, Time, Clerk, Invoice Number, Amount Tendered/How Paid, Second Amount Tendered/How Paid, Change Returned/How Paid, Transaction Total.
    • Also lists the grand total for each of the Amount Tendered, Change Returned and Transaction Total fields.

 Figure 5-10



Currency Totals

  • Reports totals based on each tender type used.
  • A "Multi-Currency Totals" Report will also print out for those using the Multi-Currency feature in MicroBiz.
  • Includes the following fields: 
    • Cash Total, MasterCard/Visa, American Express, Discover, Check, Charge to Account, Credit, Debit Card, Gift Card
    • Also lists the Subtotal Paid Out and Subtotal Received for each tender type.

       Figure 5-11



Exception Report

  • Lists all activity by SKU where a change to the default configuration has been made, grouped by Clerk.
  • Includes the following fields: 
    • SKU, Description, Quantity, Price, Cost, Profit Margin Percent.
    • Displays subtotal by Clerk, and grand total for each of the Quantity, Price, Cost and Profit Margin Percent fields.

       Figure 5-12



Products Used

  • This report gives data on each item used, including your profit margin. Each item is grouped by Department.
  • Includes the following fields: 
    • SKU, Description, Pfield1 (customizable field), Quantity, Price, Cost, Profit Margin Percent.
    • Serialized items will list the Serial Numbers sold.
    • Displays subtotal by Department, and grand total for each of the Quantity, Price, Cost and Profit Margin Percent fields.

       Figure 5-13



Sales Voided

  • Lists all sales that have been voided.
  • Includes the following fields: 
    • SKU, Quantity, Price, Cost, Profit Margin Percent.
    • Displays subtotal by Department, and grand total for each of the Quantity, Price, Cost and Profit Margin Percent fields.

 Figure 5-14



Products Returned

  • Lists all items that have been returned to inventory.
  • Includes the following fields: 
    • SKU, Description, Quantity, Price, Cost, Profit Margin Percent.
    • Displays subtotal by Department, and grand total for each of the Quantity, Price, Cost and Profit Margin Percent fields.

 Figure 5-15



Products Returned Damaged

  • Lists all items that have been returned damaged (returned, but not to inventory).
  • Includes the following fields: 
    • SKU, Quantity, Price, Cost, Profit Margin Percent.
    • Displays a grand total for each of the Quantity, Price, Cost and Profit Margin Percent fields.

 Figure 5-16



Report on Edits and Voids

  • Lists any items edited at the Work Screen, including the state they were in before and after being edited.
  • Includes the following fields: 
    • Function (describes the action and status, such as "ED-BEF" meaning "edit, before"), SKU, Quantity, Price, Clerk, Time, Date.

       Figure 5-17



Expense Payout Reports

  • Lists all Expense Payouts processed from the Work Screen.
  • Includes the following fields:
  • Date, Time, Clerk, Transaction, Amount.
  • Displays a grand total for the Amount field.

 Figure 5-18



End of Day Report

  • A breakdown of the activity since the previous Close Out, separated by "INS" and "OUTS." Like its 40-column relative, this is considered the Close Out Report, and is the most widely used for 80-column printers. 

Figure 5-19
 Figure 5-20


Summary of Sales by Department

  • Lists sales totals grouped by Department.
  • Includes the following fields: 
    • Department Code, Department Name, Quantity, Gross Sales, Discounts, Net Sales, Percent of Total.
    • Displays a grand total for each of the Quantity, Gross Sales, Discounts, Net Sales and Percent of Total fields.


Today's Sales


The Daily Sales Reports are a quick way to take a look or print out some info for the current day. Note that "the current day" is defined as "since your last Close Out" as most users do a Close Out each night. To get to the Daily Sales Reports window from the Menu Menu, choose Daily, then Today's Sales.
Your options from here:

  • Display Sales Figures – Click here for a quick table with a breakdown of the sales for the day.
  • Display Cash Figures – Click here for the Currency Totals screen, which will give you info on each tender type accepted.
  • Print Sales Figures – With the click of a button you get a printed report on your current sales figures.
  • Exit – Exit the Daily Sales Reports window.


 Figure 5-21



Reprint Old Invoice


From the Main Menu, choose Daily, Reprint Old Invoice. This is a quick and easy way to reprint an invoice copy. Clicking here opens a prompt where you can manually type in the invoice number, or click Browse to see a list.


 Figure 5-22


Fill Backorders

This feature is for those have enabled backorders within MicroBiz. To do this, go to Management, Customize, Global Settings, Backorders, and enable "Allow Backorders on Invoices." Clicking on "Fill Backorders" will no longer open the "Fill Backorders" display from the Daily Menu, but the window is still available by entering the Work Screen and typing "FILL" in the SKU box. This will open a display that shows you all outstanding backorders, and gives you the ability to:

  • View Pending POs – A shortcut to your Purchase Order screen so you can see if any items on backorder are coming in soon.
  • Fill Order – Select a customer and complete the backorder with on-hand items.
  • Edit Order – Allows you to change outstanding backorders.
  • Cancel Order – Allows you to delete outstanding backorders.
  • Exit – Closes the "Fill Backorders" window.


Tech Support

This menu option leads to two different information screens:

  • Technical Support – Information about MicroBiz Technical Support.
  • Ordering Customized Forms – Information on obtaining customized invoice forms.


License Agreement 

Displays the MicroBiz License Agreement.


E-mail Old Invoice

Like the "Reprint Old Invoice" feature, allows you to enter or browse to get a copy of an invoice copy. Once selected, MicroBiz will compose a new message in your e-mail client with the invoice saved as an attachment.


Turn On/Off XP Theme

This toggles between the rounded Windows XP style buttons and the squared Windows 2000 ones. This option only appears for Windows XP users.