Royal Registerlink, User Manual

Page 1: ...1 Copyright C 2002 2007 by CompanionLink Software Inc All Rights Reserved 1 ROYAL REGISTERLINK USER S GUIDE ...

Page 2: ...ink 9 Running RegisterLink 10 RegisterLink Setup 11 General Settings 12 Bar Code Scanner Configuration 14 Reconfigure 15 QuickBooks Defaults 16 Peachtree Defaults 17 Peachtree Mappings 18 Special Note for Tax Items 19 Backup Edit Restore Register 20 Upgrade to RegisterLink Pro 23 Troubleshooting 24 No Communication 25 Double Sales Receipts 26 Double Total on Reports 27 RegisterLink not Configured ...

Page 3: ...atically inserts the information into your accounting system This eliminates the need for hand entry of the daily department total receipts RegisterLink can also backup edit and restore PLU department and clerk data as well as all programmable messages RegisterLink runs on your Windows PC and adds daily sales information into Intuit QuickBooks Pro 2002 or higher including QuickBooks Premier or Pea...

Page 4: ...k solutions to common RegisterLink problems It is highly recommended that you check the Royal web site listed below after first installing RegisterLink software and periodically after that for any software updates or revisions to the RegisterLink software Royal s web site for software downloads is http www royalinfo com For additional information on other Royal products and all other information p...

Page 5: ...ounting system 3 QuickBooks Pro 2002 or later version or Peachtree Accounting 2003 2005 4 A null modem style serial cable with two 9 pin female connectors is required to connect the cash register to your PC Please visit your local retailer to purchase this cable or call Royal at 1 888 261 4555 to purchase this serial cable or any other supplies and accessories for your cash register 5 The Register...

Page 6: ...out reports labeled X or Z Reports The data contains summary totals for each Department The register does not make individual transactions available only daily totals Register QuickBooks Daily Sales Sales Receipt Department Item or Sub Item Tax Item Coupon Item or Sub Item Discount Item or Sub Item Add On Item or Sub Item Register Peachtree Daily Sales Cash Receipt Journal Department Inventory Ite...

Page 7: ...pt the running grand total normally known as the end of day or daily close out reading At the end of the day 1 Turn the key on the register to the X position 2 Run RegisterLink on your PC 3 Select Send Daily Reports 4 Check the result in QuickBooks or Peachtree This is your day s sales 5 Turn the key to the Z position 6 Run the Z Report to clear out the day s total NOTE If you do not clear the day...

Page 8: ...erLink as an update file select the Windows Start menu Run and browse to the file name The RegisterLink install file is usually called SETUP EXE or RLSETUP EXE Run the file to install The RegisterLink Installation Wizard will take you through the steps to install the program This is a standard Windows installer It is highly recommended that you check the Royal web site listed below after first ins...

Page 9: ...are Inc All Rights Reserved 9 Starting RegisterLink From the Windows Start menu select Start Programs Royal RegisterLink This will run the RegisterLink program The install program adds a RegisterLink desktop icon so you can also run RegisterLink by clicking on that icon ...

Page 10: ...sterLink every day Open Royal RegisterLink and select Send daily report You can open QuickBooks or Peachtree and check the report to insure its accuracy If necessary you can delete the report adjust Department or mapping codes and then rerun the report The second time you run the report there will be a warning message Always check the day s sales to be sure there are no duplicate entries ...

Page 11: ... link to QuickBooks 1 Start QuickBooks and open the correct Company file you wish to use to receive sales reports from your cash register 2 Run RegisterLink 3 Select Settings 4 RegisterLink will prompt to insure QuickBooks is open Press OK 5 QuickBooks will prompt Do you want to let this application share data with your QuickBooks company file Press the Yes Always button 6 The link is complete To ...

Page 12: ...port RegisterLink will set to use that port If you do not have an available port the error message No COM Ports located will pop up followed by instructions on how to open a port Be sure to have the register connected via null modem style serial cable to your computer and have the key in the X position when testing the COM Port QuickBooks Company File Settings can also be used to change the compan...

Page 13: ...perties button 5 On the Access Rights tab check the Allow this application to login automatically box Click on the OK button to apply and save your changes Language If you wish to change the language setting of RegisterLink select the drop down menu and choose one of the other listed languages There is no need to restart RegisterLink after changing the default language RegisterLink defaults to Eng...

Page 14: ...canner shares the same COM Port as the serial cable If the scanner is plugged into the COM Port and you want to run RegisterLink you will have to switch the scanner with the register s serial cable To switch between the bar code scanner and serial cable 1 Turn the register key to the OFF position 2 Switch devices Take the scanner cable out of the COM Port and plug the serial cable into the COM Por...

Page 15: ...ge that indicates settings have been changed and you are ready to synchronize If you do not have QuickBooks Pro 2002 or later or Peachtree Accounting 2003 2005 RegisterLink version 1 0N has the ability to sync to a text file only No accounting software configuration is necessary Select Output to text file and a tab delimited text file txt will be created after synchronization and sent to a new fol...

Page 16: ...and Coupons from the cash register to the appropriate Items in your accounting system It is not required that you do this mapping If you do not do the mapping the Departments Taxes and Coupons will be inserted into the accounting program as they are spelled in the register If the Item does not exist in QuickBooks RegisterLink will prompt you for entry for these codes at the time the sales are proc...

Page 17: ... Receipt Select the customer from the drop down menu You may want to make a new Customer in Peachtree called Daily Sales in order to properly identify the sales logged automatically using RegisterLink The Set Default Cash Account option allows you to select which Cash Account you want RegisterLink to send the data to Select the account from the drop down menu Click on the Apply button when you are...

Page 18: ...t to send totals for each Department Coupon Tax mapping You can edit or delete these mappings at any time before or after a sync Highlight the Department Coupon Tax Mapping in the box to view the current Inventory Item and Account info associated with the item If you highlight a Department and there is no Peachtree Inventory Item or Account associated with it the Department is not yet mapped Click...

Page 19: ...ccounting system so that taxes can be reported Note that in the Register tax items cannot be renamed Since tax items are handled in QuickBooks as line items in the Sales Receipt the other sales items will be marked as non tax This does not mean that they are not being taxed The taxes are collected as totals and not as additions to the line items You should not mark the line items as being taxable ...

Page 20: ...in Backup button to start the process The status of the backup will appear in a new box If you want to cancel the process click on the Cancel button you see under the progress bar Wait until you see the message Backup Complete select OK and the backup will be complete Your backup file will be saved at the following location C Program Files Royal RegisterLink filename crs or wherever the RegisterLi...

Page 21: ...t which clears all transaction totals to zero except the running grand total 2 With the register in PRG Mode set the Flag Option Settings Instructions for this should be in the instruction manual for your cash register 3 Turn the cash register mode key to the X Mode 4 Select the Backup Restore Register button from the main screen of the RegisterLink software on your PC and click on the Restore rad...

Page 22: ... Reserved register Please refer to the instruction manual for your cash register for detailed instructions 9 Click on Exit when you are finished NOTE The Restore function will only restore the data from the selected backup file All programming changes since the selected backup will be lost ...

Page 23: ...not supported to Peachtree If you do not upgrade to the Pro version you will only be able to transfer daily totals by department To purchase an upgrade to Royal RegisterLink Pro please call our toll free Sales line at 1 800 386 1623 There will be a small fee to upgrade to this version If you are calling from outside the United States please call 1 541 412 0400 You will need to know your computer I...

Page 24: ...rved 14 Troubleshooting Guide Click on one of the following links for more information RegisterLink cannot communicate with the cash register Double Sales receipts Double total on reports RegisterLink not configured Cannot link to QuickBooks QuickBooks not found Switching between cash registers ...

Page 25: ...Check Cable Type The cable needs to be a null modem cable If you have any doubts purchase a cable that is labeled as a null modem serial type cable on the package This type of cable can be ordered through Royal at 1 888 261 4555 3 Check Register Mode The register must be properly initialized To properly initialize the register plug it in without the backup batteries in place If you think this was ...

Page 26: ...Software Inc All Rights Reserved 14 2 Double Sales Receipts A Sales Receipt QuickBooks or Cash Receipt Peachtree is made each time you select Run Daily Reports If you run it a second time you must delete the first report by hand This will eliminate the doubled report ...

Page 27: ...t This will clear out the daily sales total from the register If you do not zero out the register the totals will continue to accumulate and will result in a doubled total the next time you Send Daily Report If you have a doubled report you can delete the original single report Since all transactions on the first report are also on the second then the second report will be an accurate accounting f...

Page 28: ... not been selected Please return to the Settings option in RegisterLink to correct this You may opt to synchronize with the register even though your accounting data is not configured In this case RegisterLink may be unable to save the report to QuickBooks or Peachtree If RegisterLink is able to obtain the data from the register but is unable to save the data to QuickBooks or Peachtree it will wri...

Page 29: ...not Link to QuickBooks The error Cannot Link to QuickBooks or QuickBooks not found occurs when you use an older version of QuickBooks with RegisterLink RegisterLink requires QuickBooks Pro 2002 or higher It will not run with prior versions Please upgrade your QuickBooks version before running RegisterLink ...

Page 30: ...ter you may experience the inability to communicate when switching between models If this occurs allow the first synchronization to fail then attempt to re sync RegisterLink will detect the new model and sync as normal Some backup files are compatible with other models of Royal registers Contact technical support for more information about compatibility between register models ...