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Quick Q&A's

Yes there is... bring up your items in the inventory search (show all icon in the toolbar if you want to bring up your entire inventory) and right click to access the options list. Look for Reorder Method. It may be on the main list or in the more mass updates. Once you find it, choose to update all work set items and choose your reorder method as Replace Quantity Sold.

There sure is. Go to Retail Operations/System Configuration/Retail Environment/Edit Rules tab. There you’ll see the default formatting for inventory, department, customer and supplier fields. Make your change here, save it and then you’ll need to exit the software at each station and re-launch for the system setting to take effect.


You can also fix those currently capped by going to the Inventory search, showing all items (top toolbar icon), and then right click in the bottom window to pull up the options menu and go to More Mass Update Options and select Format Description. Here you can set how you want the description formatted and then choose the radio button for All Inventory Workset Rows. Click the OK and all of your inventory descriptions will re-format.


Go to the Document Center, Transaction Journal and view the report for the day the sale was on. On each transaction where the customer would be listed you can right click to assign a customer where there was none or unassign a customer on a sale where there is a customer assigned. It will ask if you want to assign, click yes, then use the find to get to the name in the list. Click ok and when you view the report you'll see their name as well you'll see the sale in their cart.

There is a setting in Windows 10 that let’s Windows manage your printers for you. Any time you set a printer, windows will then try to use that printer for all future printing, which is bad when you have different printers for your retail environment.


Go to your windows icon in the bottom toolbar and click it to pull up the menu. You should see a little gear icon that represents Windows Settings. Click the gear to open the settings. Click on Devices and this will open another section. To the right while selected on Printers and Scanners on the left menu, there is an option to “LET WINDOWS MANAGE MY DEFAULT PRINTER”. Make sure that is off. You may need to close and relaunch EncomPos after doing that, but that should fix it.


The database should remain relatively small. Starts at 10MB. Will probably grow to around 200MB after initial data work. Over time you will probably not exceed 1-2GB. My big pet chains have processed 500,000 transactions and utilize massive storage for promotions and reward programs. They have about 55,000 customers and 35,000 active inventory with approx. 400,000 catalog items and their database is 5GB after 10 years.  

EncomPos Retail has 3 backup options, 2 of which happen automatically and the other is for the store to plug in their own external backup drive/device. The first automatic backup runs locally and can run multiple times a day. The second runs at night after the store is closed and the automatic valuation and order analysis processes have run. This goes to an offsite ftp for encompossoftware.com in a folder for your store that is secured. We’ve had to use the offsite backup a few times now to recover databases after fatal losses our customers have incurred (fire sprinklers took out one customers PC’s one night and others have been due to hard drive failure and the customer not running their own external backups as you mentioned). So that one is our most important and in the event the backup does not run, you can set it up to get an alert.


There is no cost to the automated backups, whether you are on support or not, but it is the customers responsibility to ensure they are backing up and that it is not failing – we have too many customer’s to be able to monitor that. The offsite backups run every night or early a.m. – so only once/day, which is why we also highly recommend the local external drive backups to be able to get the newest backup as possible so you don’t lose data.


In the Retail Operations, System Configuration, POS Pad Layout. You'll see the thirty direct ring buttons that can be pulled out to the pad. Use the the direct ring text fields to put in text for the button.  Put something in each field even if it's a space because you don't need three lines, otherwise our default text, i.e Direct Ring 1 and so on will bleed through.  


Use the last field to identify the product code for the items you are setting up as a direct ring.  You'll need to exit the pos and relaunch for the buttons or any changes to the pos Pad to take effect.


You’ll start by putting your air fill(s) and air fill card(s) in as an inventory item. You’ll need to reference both of them when setting up the program. 


The actual program is located under Loyalty Programs/Product Card Programs. Here you’ll click the New program icon to set up your first program. Give your program a name, i.e. Air Fill Card, and select the type as a Product Card. (Dive Cards are for charters).  


In the second window pane to the right, click the Add symbol to open the inventory finder window to search for your Air Fill Card that you created in inventory. Find and select the air fill Card and click the OK button to pull it back to the Product Card window. You’ll need to set the number of air fills eligible for that card program. If you have multiple card quantities, i.e. 25, 50, 100, you’ll need to create a unique item in inventory for each Air Fill Card quantity, then bring each card into the Product Card window for the same program and set the quantity of air fills eligible for each card. 


Finally, in the third window you need to bring in the eligible product for that program, so your air fill(s) that created in inventory. If you have multiple air fills you’ll need to bring each one in from the add symbol, just as you did the product cards.


I recommend setting the air fill card up as a Quick Sell button on the POS or in the express sellers to make it easier to sell the card. Same with the Air fills. Of course you need to sell the card to a customer so it tracks the card under their name along with their air fill purchases used against the card.

You’ll need to fill out the email settings and change the receipt options in EncomPos.


For the email settings, launch Retail Operations and go into System Configuration/Retail Environment/E-mail Setup. In there you’ll need to fill out your email address, smtp server address, smtp port, username, password and if it requires encryption, the select either SSL or TLS depending on your email account settings. Usually that is all you would need to get that going.


To get the option of email receipts, you’ll need to go up a few tabs to Receipt Options and in the General Settings, select to either Email or Print and Email.  


When you set your receive quantity to less than your order quantity on a purchase order, there is a reason off field which you will want to set those items to backordered.  


You can make this the default system setting by going into the System Configuration/Back Office settings/purchase orders and set the reason off to Backordered there. You'll need to close and relaunch the software for the setting to take effect, but essentially anytime the receive quantity is less than zero it will automatically default to backordered. You can always override that with any of the other reason off settings if needed.

1. If the items are not in your inventory already, you can use the catalogs to add items to a PO, which also adds them to your inventory. To add an item from the catalog to a PO, bring up the item or items and select them (use Ctrl button to select multiple individual rows or the Shift button to select a set of rows together). Then right click on the selection and add to PO. You will have needed to start a PO in the Purchase Orders, which you do by clicking the New PO icon, selecting the Supplier, then doing a manual PO since you don’t have re-order parameters set up yet.


2. If the items are in your inventory already you can bring them up in the inventory search (select Supplier to get all items up from that specific supplier) or type in a product code or description. Select the item(s) and right click on the selection to Add to PO or Add to PO and Go, which the first will leave you in the search and the later will take you and the items to the PO where you can set the order quantities.


3. If the items are in your inventory you can also add them from within the PO. In the toolbar there is an icon to Search and Add Items to the order. You may need to Refresh Suggested Order data in that window in order for it to pull up the list of items for that supplier, although I scheduled the reorder analysis to run, you are adding inventory in so it may not show automatically if the data was put in after the analysis was run this early a.m. 


4. Finally, if the items are not in inventory or in a catalog, you can manually add a new item to the PO by right clicking in the bottom PO window and selecting the option to Add New Product to PO and Inventory.  This will open a small window for entering required data to add a new item to EncomPos.  Once you enter in the values and click the OK button the item will be in the PO where you can set the order quantity.  This will also add the item to your inventory as a new product as well as the supplier catalog.

Cash, Checks, E-Pay Authorized Sales (Integrated C/C Processing figures) Or Visa, M/C, Amex, DCVR, Debit (For non-integrated processing – each total value can be sent to separate accounts), Cost of Inventory Sold, Freight Charges, Paid Outs, Net Sales or Gross Sales with All POS Discounts, EOD Cash Discrepancy, Inventory Value, Mfg. Coupons, Sales Tax Payable, Store Credits, Line Of Credits, Inventory Adjustments, Class Deposits, Excursion Deposits, Gift Card Deposits, Layaway Deposits, Rental Deposits, Work Order Deposits, Special Order Deposits, Class Income, Trip Income, and Rental Income.


Deposits go into the deposit accounts and when the balance is fully paid it negates out of the deposit accounts and goes into the sales accounts.

There is a QB data feed section in the software that allows you to map your QB chart of accounts to the fields we export. Once those fields are mapped you simply select the day/days to create an iif file for that you then import on QB side.


The online version of Quickbooks does not allow for importing outside files, so that will limit you to desktop versions if you want to import your sales figures and such from Encompos.

Yes, you can pull up either the list of customers in the customer search screen or you can use the Shopping Activity report. For the first, go to your inventory search and pull up and select the items you want to report on which customers purchased. Then go to the Customer Search and in the list of search options select “Purchased Product” under the Activity list of search criteria. Then select your date range up top and click Show Results.


For the later, go to the Document Center/Customer Reports/Shopping Activity report. In there you can select to Group By Dept, Customer and click Specific Department and use the drop down to select the department.  

Not quite.  The software recognizes the following symbology: GC1-# to trigger the sale and tendering of gift cards.


For instance if you enter GC1-500 in the POS scan prompt it will pull up a Gift Card window for you to set the amount the customer wants to put on the card.


Likewise when you tender a sale as gift card it will prompt for the GC1-500 number to reference the balance of that card to tender against.


We don't generate those numbers for you so you'll either need to print your own or order cards online. Most people use a barcode if they get them printed, which you'll need to know that it is a code 128 barcode and of course the GC1- # to be the number that barcode represents. Of course you can always print out paper gift certificates and write the GC1-# on each certificate and then hand enter the GC1-# in the POS as described above.

EncomPos emailers use dynamic HTML content. All of the tag symbols are replaced with real information on the fly, so that any number of emails can be sent with personalization in one shot.


When building a draft from the document center, HTML Newsletter/Email section, you can hover over the dynamic content link to see what tags you can add to an email  Most are only relevant for scuba shops and some are only meant for our automated email subscription service. But the basic tags like @customer, @first, @last, @date, and @Store can be used in the built in manual emailing system.


EncomPos email drafts are designed to bulk send dynamic personalized content. Typically, more than 1 is being sent at a time.  The email system uses the HTML file to rebuild the dynamic content for each customer being emailed and send it off.  So it reloads the draft in between each send to modify the content.

There are three ways to transfer inventory between stores.  


    1) Use the RF handheld to process inventory out at location 1. This requires scanning in the inventory and setting the count transferred. Likewise, the store receiving the products will also need to use the RF to transfer in the inventory.


    2) Use the Inventory QOH adjustment and set the reason to Store Transfer. You will need to select store transfer OUT in store 1 when adjusting the QOH and store Transfer IN at store 2.


    3) Use the semi automated store transfer from the EnCorp Package Center. If you own the sync software, this is a part of that software license.

        A.  Bring up the items in your inventory search to transfer out. Right click the search screen and choose Add to EnCorp HQ Package.

        B.  A window displays where you need to choose New Package in the bottom left (if there is not one already created) and name your transfer package.       

        C.  Highlight the new package and choose the Create a Store Transfer Package option.       

        D.  From the Retail Operations Tree View menu click the + sign on EnCorp Package Center then Choose EnCorp HQ Packages. Highlight the package name at the top and click the store Transfer Tab in the bottom to verify your items are in the package. If more are needed, go back to the search and add more items to the same package.       

        E.  Adjust the Transfer Quantity being sent in the list of items on the Store Tranfer Tab. When setting the transfer quantities click the save icon in the top toolbar. 

        F.  When ready, click the send icon in the toolbar, choose the store you are transferring this package to and click the send button.  This will send the store transfer package, thus reducing the onhand count in store 1.

        G.  In the receiving store, click the EnCorp Package Center and choose EnCorp Client Inbox

        H.  Click the Check for Packages icon (1st icon) in the toolbar. The package should be found and downloaded. When the products have arrived, you can click the last icon, Process Package, to update the inventory counts for items in the package.


For a store transfer to be successful, the items have to exist in the second store. If they don’t then you can force them over in the automated sync by right clicking the inventory search and choosing EnCorp Sync, and Send as New Product. Wait a few minutes for the sync to occur then process the store transfer package.



Making an item an express seller is pretty easy.  Bring the item up in your inventory search and double click the item to go to the Inventory Form View. At the bottom of the form there is a check box for Express Seller. Check the box and save the item using the save icon in the toolbar.


You can now also sort your Express Sellers by going to the Express Sellers on the tree menu below your inventory search and form view. In that window you can set the sort order and should you want to separate them you can also put a page number. You don’t have too many so you would probably only want to sort – the express sellers display in alphabetical order by description at the POS.

1. First step is to bring the item up in your inventory search and double click the item to go to the Inventory Form View. At the bottom of the form there is a check box for Image Sell. Check the box and save the item using the save icon in the toolbar.


2. Next step is to go to the PLU Image Sell on the tree menu below the inventory search and form view. When items are marked as an Image Sell, they go into the Unassigned PLU category be default. You need to go to that category, find the item you marked as Image Sell and in the toolbar, click the edit icon and edit that item’s PLU category to the category it should be in. Save the category change using the save icon in the toolbar. You should now see that item when you click on that category.


3. Third step involves assigning an image. To assign the image to your new PLU item, highlight the item in the right window and click on the image on the bottom left. This will take you to the Image Store on the tree menu. The image store has three image categories located in the toolbar. The first category is inventory, the second is PLU Images and the third is for customer images. You’ll need to click on the PLU Images icon in the toolbar to display the images for all of your PLU items.


To bring in an image that is not there, making sure you have selected the PLU Images icon to pull the image into, click the camera icon in the toolbar. This will open a file browser for you to locate the image you have for your item. (Ideal image size is 180 x 160 pixels – if your image is too large it will not load, if it is too small or outside of the relative dimension, it will stretch the image when it loads at the POS). Find your file and click to open it and your image will be pulled into the PLU Images.


4. The last step to assign the image you need to go to the image you just brought into your PLU Images and double click the image. This will bring you and the image back to the PLU Image Sell item you were assigning the image to. There is no need to save once the image has been brought in.


Yes, go to the System Configuration, POS Customer Settings and on the Customer Rules tab there is a radio button option, top right, to require a customer on every sale. Select Yes, Save the setting in the toolbar and if you are already in the POS, you will need to exit the software and re-launch it for the new setting to take effect.

Yes.  Under the Document Center there is a report on the tree menu (not located under a report section) named Tax Filing Statement.  It can be run to display each day or rolled up by month for the date range you select.

Depending on your label size, you can select to print the location instead of the supplier name.  If you do not use the location mapping in the Floor Plan, the field will simply be blank.

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