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Software Update Notes: Version 2.5

September 2015

This document provides an overview of the additions, changes, and improvements available in the version 2.5 update to the AXIS™ Retail Management System software. This update includes the following highlights:

Self Service Installation

The Software Update feature (installed with version 2.4) allows the system administrator to control when the update is installed, eliminating the need to schedule a remote installation with RTG Support.

Here is a brief rundown:

1. When the software update is available, the AXIS system downloads it to the server and displays a New Version notification message on all machines.

2. At the desired time, an authorized user can access the Software Versions screen on the server and initiate a system-wide installation.

   Note: Refer to Install a Software Update for more information.

3. For technical assistance, email RTG Support or phone 1-800-547-7120.

EMV Compatability

The addition of the Payment Terminal Setup screen (and an impressive amount of behind-the-scenes improvements) allow the system administrator to integrate EMV-compatible terminals with the AXIS storewide system. Transactions involving Software Update Notes: Version 2.5 include a few more steps and restrictions, but it is easier than ever to get them right.

More

• Access, Setup, and Maintenance
• Inventory Management
• Customer Transactions
• Firearms, Range, and Gunsmithing

Access, Setup, and Maintenance

Security

• The FirearmEdit security role (permission) has been added to the Security Information for (employee) screen. If assigned to the user, this role allows the user to save changes, delete dispositions, and delete records in a Bound Book.

  Note: When the 2.5 install occurs, this role will automatically be assigned to users who have been assigned the FirearmBoundBook role. Be sure to unselect the new role for individual users as needed to restrict the ability to modify Bound Book records.

Ribbon Menus

The following modifications have been made to the ribbon menus in the Data Center application.

Accounting

• The Accounting Setup button has replaced the Set up Accounting button. Click this button to display the Accounting Setup screen.

Customer Admin

• The Add Customer Info button has replaced the Add New Customer button. Click this button to display the Customer Information for (customer) screen.
• The House Account List button has replaced the House Accounts Report button. Click this button to display the House Account List screen.
• The Deposit List button has replaced the Deposit Lists button. Click this button to display the Deposit List screen.

Firearms

• The Firearm Inventory Report button has been added to the ribbon menu. Click this button to display the Firearm Inventory Report screen.
• The Inventory Report With Costs button has been removed from the ribbon menu.
• The Inventory No Costs button has been removed from the ribbon menu.
• The Firearms > Physical Firearm Inventory Count > Gunsmith option has replaced the Firearms > Physical Firearm Inventory Count > Gunsmithing option. Click this option to display the Gunsmith Physical Firearm Inventory Count screen.

Employee (formerly Personnel)

• The Employee ribbon menu has replaced the Personnel ribbon menu.
• The Add Employee Info button has replaced the Add New Employee button. Click this button to display the Employee Information for (employee) screen.
• The Employee Info and Edit button has replaced the Edit Employee button. Click this button to display the Employee Information for (employee) screen.
• The Security Information button has replaced the Security Management button. Click this button to display the Security Information for (employee) screen.

POS Management

• The Drawer Return button has replaced the Return Drawer button. Click this button to display the Drawer Return screen.

Reports

• The Sales Performance Report button has been added to the ribbon menu. Click this button to access the Sales Performance Report screen.
• The Inventory Turns Report button has been added to the ribbon menu. Click this button to access the Inventory Turns Report screen.
• The Inventory Reports > Value on Hand Report option has replaced the Inventory Reports > Value On Hand Report option. Click this option to display the Value on Hand Report screen.

Setup

• The Payment Terminal Setup button has been added to the ribbon menu. Click this button to access the Payment Terminal Setup screen.

General Procedures

Tax Exempt vs Non-Taxable

The following definitions have been standardized and implemented across multiple system features:

• Tax Exempt - The customer record contains a Tax ID value.
• Non Taxable - The item does not have any taxes assigned to it.
• Taxable - The item has one or more taxes assigned to it.

Note: Recurring payments, for instance, are now identified as "Non-Taxable" rather than "Tax Exempt".

Custom Screen Layouts

The following functions have been added and updated to improve the user's ability to customize the display of onscreen data:

• Apply Filters Before Checking Boxes

  A number of screens now automatically uncheck all selected checkboxes when the user applies a new filter. Be sure to make individual selections as desired after all appropriate filters have been applied.

• Group by Date

  A number of list/report screens now collect all transactions from a given date in a single group when the user groups rows according to the Date column.

  Note: Previously, these screens would consider a transaction's timestamp when creating groups.

• Save and Reuse a Custom Layout

  A number of list/report screens now allow the user to save a custom layout (desired combination of selected filters, groupings, sorts, etc.) and make it available for all users.

Refer to Sort and Filter Reporting Screen Data and Sort and Filter Onscreen Data for more information on these procedures.

Inventory Management

Product Maintenance

• The Product Maintenance screen has been updated with an improved product-filtering mechanism and an expanded layout.

• The Vendor Product tab on the Product Edit window is disabled when a new product is being created (i.e., added, cloned) through the Product Maintenance screen.

  Note: This tab is also disabled when a new product is being received through the Receiving Details screen.

Product Imports

• The Excel Import screen will no longer allow the user to import an item with the same UPC as an existing, non-stock product.

Committed Quantities

The following procedures will increase or decrease an item's Committed Quantity value as shown:

Receiving

Accounting

• The GL Postings screen has been updated with an export to an Excel file function for use with accounting software packages that are not QuickBooks.

Customer Transactions

POS Management

• The Drawer Return screen allows the user to record a cash drawer return, reconcile it with the original cash drawer assignment, and print the reconciliation record. This screen replaces the Drawer Reconciliation screen.

• The Firearm Inventory Report screen allows the user to generate and view a record showing every inventoried firearm and its associated costs. This screen replaces the Inventory With Cost Report and Inventory Without Cost Report screens

Customer Records

• A customer record may no longer be merged with another if either record has an active E4473 form. Refer to View and Update the Customer List for more information.

• The Register application has a new instant-access Customer Look-up field. Refer to Identify the Customer for more information.

Credit Cards

Swipe is the new OK

• The Swipe button has replaced the OK button for credit card transactions in the Register application.

Recurring Payments

• Recurring payments are now identified as "Non-Taxable" rather than "Tax Exempt". Refer to Tax Exempt vs Non-Taxable for more information.

• Given the number of customers receiving new EMV-compatible credit cards, the Payment Charge Denials screen should be monitored closely for unusual denial activity.

  Note: For more information, refer to News & Notes in the AXIS Online Guide.

Payment Terminal Setup

• The Payment Terminal Setup screen allows the user to set up MX devices in preparation for EMV compatability/functionality.

Register CC Functions

The following functions have been updated to accommodate EMV compatibility and address known credit card-related issues:

• Accept a Credit Card Payment through a Terminal
• Void a Transaction
• Process a Return

Layways & Special Orders

• A layaway transaction may be finalized in the Register application without using the Current tab.
• A special order transaction may be finalized in the Register application without using the Current tab.

Work Orders

• A work order that has been paid for may no longer be deleted.
• A work order that has been paid for may no longer be marked incomplete.

Note: Similar restrictions have been implemented for Gunsmithing Work Orders.

Firearms, Range, and Gunsmithing

Firearm Transactions

• If the cost associated with an incoming firearm (i.e., trade or purchase) is changed after the transaction, the system retains and uses both values in the following manner:

  • The new cost is reflected in the database and is used to calculate COGS when the firearm is sold.
  • The original (accurate) cost is reflected in the Reporting and Accounting features.

Firearm Reports

• The Firearm Inventory Report screen allows the user to generate and view a record showing every inventoried firearm and its associated costs. This screen replaces the Inventory With Cost Report and Inventory Without Cost Report screens

E4473

The following modifications have been made to E4473 functionality.

• The Mark Dealer Denied button (available when processing an E4473 form with the Process Customer 4473 screen) now updates specific form fields before moving the form to the Denied 4473s screen.

  Note: Refer to Process a 4473 Form for more information.

• A firearm that is attached to an E4473 form (i.e., on hold) may no longer be selected when processing another E4473 form.

• A customer record may no longer be merged with another if either record has an active E4473 form. Refer to View and Update the Customer List for more information.

Gunsmithing Work Orders

• A gunsmithing work order that has been paid for may no longer be deleted.
• A gunsmithing work order that has been paid for may no longer be marked incomplete.

Note: Similar restrictions have been implemented for non-firearm Work Orders.