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Software Update Notes: Version 2.3

January 2015

This document provides an overview of the additions, changes, and improvements available in the version 2.3 update to the AXIS™ Retail Management System software, including the following highlights:

• Automatic System Updates
• Help Buttons and the Online Guide
• Menu Ribbon Buttons and Options
• Receiving and Invoicing
• Min/Max Values
• Inventory Adjustments
• Deposits
• Firearms
• Miscellaneous Reports

New & Updated Features

Automatic System Updates

In order to prepare existing data for the changes in this update, the system will automatically perform the following processes the first time the updated software is launched:

• Every vendor's Allow Back Orders checkbox will be checked to allow the processing of all partially received purchase orders.

  Note: Be sure to revise individual vendor records accordingly after the update.

• All partially received purchase orders will be processed.
• All existing invoices will be converted to conform to the new processes.
• Every item's Average Cost value will be updated to ensure consistency going forward.
• Every item's Value On Hand value will be updated to reflect its revised Average Cost value.

Help Buttons and the Online Guide

The system now provides a direct link from a screen's blue Help button to its corresponding topic in the new AXIS Online Guide.

Menu Ribbon Buttons and Options

The following modifications have been made to the menu ribbons in the Data Center application.

• The Post Adjustment button has been added to the Accounting ribbon menu. Click this button to display the Adjustment Postings screen.

• The Min/Max Import button has been added to the Inventory Management ribbon menu. Click this button to display the Min/Max Import screen.
• The Excel Import button has replaced the Excel Load button on the Inventory Management ribbon menu. Click this button to display the Excel Import screen.
• The License Maintenance button has replaced the Define Product button on the Inventory Management ribbon menu. Click this button to display the License Maintenance screen.

• The Receiving button has replaced the Receive By PO button on the Receiving ribbon menu. Click this button to display the Receiving screen.
• The Invoicing button has replaced the Enter Invoice button on the Receiving ribbon menu. Click this button to display the Invoicing screen.
• The Receiving History button now activates a completely updated feature from the Receiving ribbon menu. Click this button to display the Receiving History screen.
• The Receiving History By Item button has been added to the Receiving ribbon menu. Click this button to display the Receiving History By Item screen.

• The Items Sold Report button has replaced the Daily Items Sold Report button on the Reports ribbon menu. Click this button to display the .
• The Vendor Reorder Report button has been added to the Reports ribbon menu. Click this button to display the Vendor Reorder Report screen.
• The Audit Log button has replaced the PCI Audit Log button on the Reports ribbon menu. Click this button to display the Audit Log screen.
• The Items Out of Stock Report option has been added to the Inventory Reports drop-down on the Reports ribbon menu. Click this option to display the Items Out of Stock Report screen.
• The Value On Hand Report option has been added to the Inventory Reports drop-down on the Reports ribbon menu. Click this option to display the Value on Hand Report screen.

• The Weighted Suggestions option has been added to the Inventory drop-down on the Setup ribbon menu. Click this option to display the Weighted Suggestion Setup screen.
• The Vendor Product Setup option has been added to the Inventory drop-down on the Setup ribbon menu. Click this option to display the Vendor Product Setup screen.

Receiving and Invoicing

The procedures for receiving items and managing invoices (as well as performing related functions) have been simplified and streamlined with the addition of the new and improved features in the Receiving and Setup portions of the Data Center application:

• The new Receiving screen and Receiving Details screen have simplified the receiving process.
• The new Receiving Details Report window may be viewed and printed from multiple locations.
• The new Invoicing screen and Invoice Details screen have simplified the invoicing process.
• The new Invoice Report window may be viewed and printed from multiple locations.
• The behavior of the Vendor Product Detail window during the receiving process may be controlled at the UPC or global level.
• The Receiving History screen and Receiving History By Item screen screens allow the user to review receiving and invoicing history.

Note: Click here for a video overview of these features.

Min/Max Values

The system now calculates suggested min/max values based on sales data and allows the user to determine how these values are implemented with these new and improved features in the Inventory Management and Setup portions of the Data Center application:

• The new Weighted Suggestion Setup screen allows the user to control the variables that are used to calculate suggested min/max levels.
• The updated Inventory Level screen allows the user to control the method by which an item's min/max levels are set and adjusted.
• The new Min/Max Import screen allows the user to import min/max levels.
• The new Product Details window (along with the updated Product Details window) in the Product Details window allows the user to review an item's sales data and set its min/max values.
• The Vendor Reorder Report screen allows the user to review a list of items that have fallen below their minimum inventory levels and should probably be reordered.
• The Items Out of Stock Report screen allows the user to review a list of items that were out of stock for a day or more during a selected 31-day time period.

Note: Click here for a video overview of these features.

Inventory Adjustments

The system now allows the user to adjust an item's Quantity on Hand (QoH) and to post inventory adjustments to the accounting software with the addition of these new and improved features in the Accounting and Inventory Management portions of the Data Center application:

• The Product Inventory Stocktaking screen allows the user to create a group containing a single item and complete a count for that item.
• The Adjust QoH field on the updated Product Details window in the Product Details window allows the user to adjust an item's QoH.
• The new Adjustment Postings screen allows the user to review inventory adjustments and post them to the accounting software.

• The updated Accounting Setup screen provides an Adjustment Account drop-down to link adjustments to accounting software.

Note: Click here for a video overview of these features.

Deposits

The system now allows a customer to make a deposit toward a future purchase (such as a firearm) with the addition of these new and improved features in the Register application and the Accounting, Customer Admin, and Reports portions of the Data Center application:

• The Deposit button has been added to the Cash Register screen. The Deposit button allows the user to receive a deposit. It is present only if a customer has been selected. Refer to Receive a Deposit for information on using this feature.
• The Deposits heading has been added to the Current window. The Deposits heading allows the user to review the customer's active deposits and apply a deposit to a transaction. Refer to View a Customer’s Active Deposits or Apply a Deposit to a Transaction for information on using this feature.
• The updated Overview of (customer) screen displays the total deposits for the individual customer.
• The Deposits List button has been added to the Customer Admin ribbon menu. Click this button to display the Deposit List screen.
• The new Deposit List screen allows the user to view a list of all active, unredeemed deposits.

• The updated Accounting Setup screen provides a Deposit Liability drop-down in the Liability Accounts to link deposits to accounting software.
• The updated now includes the Deposits Created and Deposits Redeemed line items.
• The updated now includes the Deposits and Deposit Redemptions columns.

Note: Click here for a video overview of these features.

Firearms

The system now includes these improved firearm-related features in the Firearms and Setup portions of the Data Center application:

• The updated now allows the user to view more information and print firearm labels.
• The updated Bound Book screens ( Non-NFA Firearms Bound Book screen, Gunsmith Bound Book screen, and NFA Bound Book screen) allow the user to better control which records are displayed and printed.
• The updated Firearm UPC screen now populates the UPC drop-down with both the UPC and the Receipt Description.

Miscellaneous Reports

The system now includes these improved reporting features in the Reports portion of the Data Center application:

• The has replaced the Daily Items Sold Report screen.
• The Audit Log screen has replaced the PCI Audit Log screen.
• The Value on Hand Report screen has replaced the Value On Hand report that was accessed through the Report List screen.