PayGo SaasGo! Guide

Installing and Setting Up Your PayGo Saas System

Christian James, Inc.Copyright © 2002 - 2008

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Table of Contents

PayGo Overview ....................................................................................3

Section One: Configuring Hardware ......................................................3Star Receipt Printer - Mac OS X Instructions ......................................3Star Receipt Printer - Instructions.....................................................4Zebra Label Printer .........................................................................5Barcode Scanner – Mac OS X Instructions .........................................5Barcode Scanner – Windows Instructions ..........................................7Cash Drawer Cable .........................................................................8

Section Two: Initializing PayGo On Your Computer ..............................8Getting Started With PayGo ........................................................... 10Naming Your Workstation .............................................................. 11Setting A Till Record...................................................................... 11Using A Touchscreen ..................................................................... 12Setting Invoice Format .................................................................. 12Defining Login Options .................................................................. 13Defining Posting Options................................................................ 13Specifying Your Return Policy......................................................... 13Selecting Your Receipt Printer ........................................................ 14Selecting Your Full-Page Printer...................................................... 14Selecting Your Barcode Printer ....................................................... 14Specifying Change-Due Options...................................................... 14

Section Three: Using PayGo For The First Time................................... 16Defining Workstation Type:............................................................ 16Defining Employees....................................................................... 16Defining Department and Class ...................................................... 17Inventory Basics:.......................................................................... 18

Step 1: Adding a New Vendor to PayGo ................................. 18Step 2: Creating a New Purchase Order ................................. 18Step 3: Creating New Inventory to Add to Your PO ................. 19

Adding Inventory Via “New Inventory” Screen ................................. 19Invoicing Basics............................................................................ 19Creating A New Invoice ................................................................. 19Customer Basics ........................................................................... 20

Adding a Customer From the Invoice Screen .......................... 20Adding a Customer From The Main Menu ............................... 20Finding An Existing Customer From An Invoice Screen............. 20

Performing Finds From The Main Menu............................................ 20

Conclusion ...............................................................................21

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PayGo SAAS OverviewPayGo SAAS is a comprehensive, powerful and scalable solution that allows you totrack your business. The PayGo Saas service is comprised of several databasesrunning on the Amazon Computing Cloud. These databases contain all of the dataabout your business and your customers. The PayGo SAAS service utilizes the PayGoSmart Client, which is a java-based solution.

The PayGo Client is designed with an application called Servoy. So you may see thatname from time-to-time. The PayGo Smart Client interacts with the PayGo Saasdatabase server to interact with your data. It may seem a bit much, but weunderstand it and we've worked hard to make it seamless for you.

The PayGo Saas service can be used in one of two configurations. These are: PayGoSaas CH (Community Host), PayGo Saas DH (Designated Host).

PayGo Saas CHIn this configuration, your data is stored on our central servers much like a bankstores all of its data on centralized servers. All of your workstations will make asecure connection to the servers to access and store all of your business information.This method is the most economical as you share resources with other users. Don'tworry. We've taken industry standard measures to protect your data from others.

PayGo Saas DHFor customers using PayGo DH, all of your data is stored on its own dedicated serveron the Amazon Elastic Computing Cloud. The benefit to this configuration is that theserver is dedicated to your business only, which provides better performance for you.Of course, this method is the more expensive route to take.

Section One: Installing and Configuring Your PayGoSaas Hardware

Installing the Star Receipt Printer - Mac OS X Instructions

PayGo Saas uses the Star Receipt Printer. The printer will connect to your computervia a USB port.

Follow these instructions to connect your printer:NOTE: The following steps should only be performed by an individual who iscomfortable installing hardware and software onto Mac OS X-basedsystems.

1. Remove printer from the box. Find and connect the power cable to the back of theprinter. Do not turn on your printer.2. An "A/B" style USB cable (Item #112920) is included in the box. This is a greycolored cable that is about 6 feet long. Each end has a different kind of connector.Match up the corresponding end to your printer and connect the other end to anopen USB port on your computer or a powered USB hub.3. Turn on the printer using the switch on the side of the unit.4. Run the Star Printer driver installer found on the CD shipped with your receiptprinter.

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5. Open the Computer's "Macintosh HD", then the "Applications" folder, then the"Utilities" folder. Double click on the "Printer Setup Utility."6. In the "Print Setup" application, click "Add" - on the window that comes up, nearthe top, there is a drop-down menu. You will have a "Default Browser" view in whichyou should see a USB printer labeled with "TSP" as part of the name. If you do not,check your connections and make sure that you have installed the printer driver fromstep 3, and try again.7. Click the "TSP" printer, and click "Add." The computer will add the printer to thesystem. We recommend setting your receipt printer to be your default printer.8. To make sure that PayGo is "pointing" to the right printer, set your receipt printername to the Star TSP printer in step 9 of the initial setup screen.

Installing the Star Receipt Printer - Microsoft Windows Instructions

PayGo Saas uses the Star Receipt Printer. The printer will connect to your computervia a USB port.

Follow these instructions to connect your printer:NOTE: The following steps should only be performed by an individual who iscomfortable installing hardware and software onto Microsoft Windowssystems.

1. Remove printer from the box. Find and connect the power cable to the back of theprinter. Do not turn on your printer.2. An “A/B” style USB cable (Item #112920) will be shipped with your order toconnect the receipt printer. This is a putty/gray colored cable that is about 6 feetlong. Each end has a different type of connector. Simply match up the proper endsfor your computer and the receipt printer and connect it to an open USB port on yourcomputer or a powered USB hub that is connected to your computer.3. Turn the Printer ON.4. Windows should start to auto-detect the printer and bring up a “Found NewHardware” Wizard.5. The wizard may ask “Can windows connect to Windows Update to search forsoftware?” Say “No” if you see this prompt and click “Next”.6. Now it’s time to install the Star Printer’s software driver. Run the Star Printerdriver installer found on the CD shipped with your receipt printer.7. In the printer setup dialog, select the “Search for removable media” and “Includethis location in the search” checkboxes, and then click the “Browse” button. Browsethe CD to the “Printer Drivers” folder, then to the “Star” folder - click the “Open”button.8. Click “Next” to start the search for the driver. When the search is complete, awindow should appear with the list of drivers matching the printer connected.9. From the list, select “Star TSP100 Raster Printer with status monitor” or similarand choose the “Next” button.10. The Driver will begin to install. You may get a warning about the driver not beingdigitally signed. Select “Continue Anyway”. The printer driver should now install. Ifyou receive any prompts asking for more driver files, simply point them to the samefolder on the CD you found earlier (usually D:\Printer Drivers\Star)11. After the installation is complete, Go to your “Start” menu, then “Settings” thenselect “Printers and Faxes”.12. Your new printer should be listed here. Right click on it using your mouse and goto “Properties”.

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13. On the printer properties page, select the “Raster Print Options” tab. Under the“Drawer 1” dropdown box, select “Document Top”. Click OK.14. To make sure that PayGo is "pointing" to the right printer, set your receiptprinter name to the Star TSP printer in step 9 of the initial setup screen.15. Your receipt printer is now available for use in PayGo.

Installing the Zebra Barcode Label Printer

PayGo uses the Zebra Barcode Label Printer. This device will need to be speciallyconfigured by a PayGo Support Technician because of licensing restrictions. For helpinstalling your Zebra Barcode Label Printer, please submit a Support Request in theCustomer Mecca System.

Installing the Barcode Scanner and Credit Card Swiper (Mac)

NOTE: Do not plug the scanner into a non-powered USB port (such as an AppleKeyboard) or a USB hub that does not have its own AC power adapter; it does nothave enough power to operate the scanner properly. Plug the scanner’s USBconnection into an open USB port on your computer or your USB hub.

1. Unpackage the scanner/swiper.

2. Plug into a powered USB. (You should hear a beep if done correctly)

3. You will then see the following figure (If you do not, go into System Preferences,click on Keyboard & Mouse. Under the keyboard tab, click on “change keyboardtype.”

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4. Click Continue and you will see this screen:

5. Scan a barcode for the scanner, or swipe a credit card for the CC swiper (thisWILL NOT record any credit card information). After it beeps, you will see thisscreen:

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6. The above figure shows that the Mac will always default to Japanese, DO NOTCLICK DONE. Choose "ANSI (United States and others)

7. Click "Done". You are now complete with this install process. The scanner needsto be programmed to work correctly with PayGo. Using either the programmingsheet sent with the scanner (if applicable), or by downloading the programmingsheet from the Christian James, Inc. Website(www.christianjames.net/downloads.html), follow the directions from the sheet toprogram the barcode scanner.

Installing the Barcode Scanner and Credit Card Swiper(Windows)

To set up your scanner you will need to locate the scanner and the scanner USBconnection cable.

NOTE: Do not plug the scanner into a non-powered USB port (such as an AppleKeyboard) or a USB hub that does not have its own AC power adapter; it does nothave enough power to operate the scanner properly. Plug the scanner’s USBconnection into an open USB port on your computer or your USB hub.

The scanner needs to be programmed to work correctly with PayGo. Using either theprogramming sheet sent with the scanner (if applicable), or by downloading theprogramming sheet from the Christian James, Inc. Website(www.christianjames.net/downloads.html), follow the directions from the sheet to

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program the barcode scanner.

Installing the Cash Drawer Cable

The cash drawer cable (included in your cash drawer box) goes from the back ofyour cash drawer to the back of your receipt printer. It will look similar to a phonecable. Connect the drawer cable to the back of your receipt printer and to the cashdrawer.

Installation Finished!

We hope that your PayGo installation goes well. We realize that for even the veterancomputer user, installations can sometimes be tricky. We strive to keep theunexpected from occurring. You should now read on to the next part of thedocument to get started in PayGo!

Section Two: Initializing PayGo on Your Computer

Regardless of which PayGo Saas version you use, you will need to install the PayGoclient on all of the workstations that you want to run PayGo.

1. Point your internet browser to: http://ch.us1.paygosaas.com:8080You should see the following screen:

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2. Click the "Launch PayGo Client" button in the center. The installer will download toyour desktop. Double click on it to start the install.

Next, you will see this screen:

3. Click "Trust" to continue. The next screen will prompt for an activation code:

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4. Enter in your activation code, as provided by your Sales Consultant. If you areusing the demo, please enter the code that you were e-mailed for your demo.

5. Next, you will be prompted for a login and a password:

Since this is the first time you are using PayGo, your User Name will be "paygo" andyour Password will also be "paygo". You will be able to change this later.

Getting Started with PayGo

You will then be presented with several screens asking you for information aboutyour business and preferences for running PayGo. We will go through each screen tohelp you set up PayGo for the first time.

1. Enter in your Company Name, Street Addres, City, State, Zip Code, Country,Address Type, and Phone Number. If you have more than one location, you canenter Site information here as well. If you only have one location, just copy over theinformation from the company information section.

You can also upload your Company Logo. Windows users: Right click on the whitespace where your logo would be. Select Load media. This will bring up a box whereyou can select an image to use as your Company Logo. Mac User: Command+Clickon the white space where your logo would be. (Windows User: Right click) This willbring up a box where you can select an image to use as your Company Logo.

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2. Give each workstation a name here, such as "PayGo1" or "Office."

3. Specify whether or not you want PayGo to use till records. If you select yes,PayGo will keep a separate till for each workstation and day. Each morning, PayGowill prompt you to create a new till to start the day. This step is optional, and youwill still be able to track payments by date if you decide not to track payments by till.

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4. Specify whether or not you are using a touch screen.

5. Specify how you want copies of your invoices to be made. If you select custom,you will be prompted for each invoice to select the output type. If you select email,PayGo e-mails a copy of each invoice to the e-mail address you have specified foreach customer. If you select full page, PayGo will use the full page printer set up onthat workstation to print off your invoice. If you select pdf, PayGo will save a .PDFfile of each invoice to your desktop. If you select receipt, PayGo will print off areceipt on the receipt printer that is installed on that workstation.

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6. Specify what you want PayGo to do after you have logged in. You can either go tothe main Menu, go to a New invoice, go to all Open Invoices, or go to all Invoicesthat have been created by the user that is currently logged in.

7. Specify what you want PayGo to do after an invoice has been posted. You canhave PayGo Logout, start a New Invoice, Show all Open Invoices, or View the specificInvoice that you have just created.

8. Enter in your return policy here. Whatever you type here will show up on allinvoices and receipts that you create.

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9. Select your receipt printer. Whenever you want your cash drawer to pop, yourcomputer will send a message through your receipt printer to your cash drawer. Formore information on installing your receipt printer, see the previous section.

10. Select your full page printer. For more information on installing your full-pageprinter, see section (....)

11. Select your barcode printer.

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12. Specify whether or not you want a change due window to pop up after an invoicehas been posted.

13. When you are satisfied with Steps 1 through 12, click the "Start Using PayGoNow!" button on the right side of this screen.

NOTE: If you ever need to edit any of these settings again, you may do so byclicking on the "Settings" button from the Main Menu. Then click on themagnifying glass next to the name of the workstation you are currentlyusing. You will be presented with a list of editable options. We recommendthat you only change these settings if you are sure of what you are editing.If you are unsure, contact PayGo Support.

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Section Three: Using PayGo For the First Time

The first time you use PayGo Saas, it is a good idea to configure all of your Settings.To do so, click on the "Settings" button on the Main Screen. You will then need toselect the workstation you are currently on. Select the magnifying glass next to theworkstation. You will see a screen with five tabs: Invoice Settings, Credit Card,Preferences, Purchase Order, and Printing. Many of these settings will depend onyour own preferences.

Invoice Settings: Here you will find some general settings about how PayGo Saaspresents invoice information to you.

Credit Card: If you are using PayGo Saas' internal credit card processing, you willneed to enter all of your verification information here.

Preferences: These are some general settings associated with logging in and outand searching for things in PayGo.

Purchase Order: Configure how PayGo processes Purchase Orders here.

Printing: Specify the names and locations of your receipt, barcode, and fullpageprinters here.

Defining Workstation Type

PayGo invoices can be presented to you in two ways: Retail OneShot and Café.

Retail – Oneshot: This type is the default invoice screen for PayGo SP. It containsboth the items on the sale and the payment buttons on one screen.

Café: This setting changes your invoices to suit a Café style store, where only a fewitems are on the menu and you want them to be immediately accessible withoutsearching for them.

To define the workstation type, select "Settings" and then click on the magnifyingglass of the workstation you are editing. Select the Invoice Settings tab, and thenscroll to number 8. Specify here either Retail - OneShot or Café.

Defining Employees

To use PayGo, you and your employees must have an individual employee record (alogin and password). Without a unique login and password, your employees will notbe able to login to PayGo. It is important to assign each of your employees their ownemployee record. PayGo lets you restrict certain areas of the program for certainpeople. For example, you can prevent certain employees from entering the purchaseorder or inventory screens. It is also important that each employee have their ownemployee record and access code for tracking purposes. PayGo can track a user'sactivity in the program by recording who made changes to forms and otherinformation in many places in the program.

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To establish employee user accounts, do the following:1. From the Menu screen, Click on “User Security.”2. A list of Security Groups should appear. Here, you can sort employees into specialdesignations. For example, if you want all of your managers to have a different set ofprivileges than cashiers, you can create two separate security groups so that yourcashiers do not have the same access privileges as your managers. To start, click thegreen plus sign to create a new Security Group.3. Enter in the name of the Group.4. Enter in at least one employee, along with a user name and password for thatuser.5. Click on the Privileges tab. Check the various parts of PayGo you would like thatSecurity Group to have access to.

When finished, you can change the password, enter a swipe ID (used for cardswipers), and change the Security Group a particular employee is assigned to.

Defining Department and Class

To help you track your inventory, PayGo Saas allows you to define your owndepartments, classes and categories. Many reports break down and summarize datawith the values you've defined in these three fields. The department field inparticular is extremely important to use in your inventory and can save immenseamounts of time later if set up in advance.

To create or edit a department, you must do the following:

1. From the Menu Screen, Click on "Departments.” A Department Setup window willappear.2. From the Department Setup screen click on New Department.3. Enter a Department Name.

Another important reason to define your departments is that it helps withconsistency. Each department holds “default” values that are automaticallypopulated on the inventory record. Any time you define a Department value on aninventory item, PayGo looks to the Department’s default values and then uses thosevalues to auto-enter data into the corresponding fields in the inventory record. Theremaining fields on the department screen are optional and are explained below:

Tax Code: Select the tax code you would like to apply to this department. (If youhaven't already done so, you can set tax information by selecting the Tax Codesbutton on the main menu.)

Accounting Code:

Default Use Qty Popup: By checking this box, PayGo will ask for the quantity in apop-up box whenever an item from this department is scanned to sell on an Invoice,otherwise it will assume a quantity of 1. Most users leave this unchecked. The unit isthe unit of measure for the items in the department.

Max Count / Min Count: You can define default Maximum and Minimum counts to

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have in stock that will be used on related inventory records.

Default Label: Select which size label you want to print to when printing labels foritems in this department.

Touch Sort: Defines the sort order if you are using the Cafe workstation type.

You can also add subcategories to each department, called Classes. To add a class,click the green plus sign under the "Classes" header. Type in the name of the Classyou want to add.

Inventory Basics

Adding Inventory to PayGo Overview

To properly track and sell your inventory, you must first have an inventory record foreach item. Inventory may be entered through either the New Inventory button fromthe Main Menu, or from the Create New Inventory and Order it button from thePurchase Order Screen.Step 1: Adding a New Vendor to PayGo

A vendor name is required to create Purchase Orders. The first thing you should do isenter a vendor into PayGo. To do so:1. From the Menu Screen, Click on “New Vendor”. A blank Vendor Entry Screen willappear.2. Enter your vendor information in the screen that pops up, including companyname and address, as well as the names of individual contacts at that company (ifnecessary). Click the “Home” button when you are finished.

When complete, you will be able to use Vendor on your Purchase Orders to startadding inventory to your system.

Step 2: Creating New Inventory In PayGo

Inventory may be created and added to the PO using the “New Inventory” button,located on the top of the Purchase Order screen. Using this feature allows you toimmediately create an item on the fly and add it to the current PO.

To use this feature, follow these instructions:1. From the main menu, click on the “New Inventory” button. An Inventory ItemQuick Entry Inventory Window will appear.2. Enter data into available fields on the screen. IMPORTANT: We HIGHLYrecommend at the minimum to fill in “Item Name”, “Department”, “VendorSKU”, “Cost” and “Our Retail”. These fields will give you all the informationrequired to complete the purchase order.3. Click on “Close & Save” when you are finished.4. PayGo will automatically create a record in the Inventory database to store yournew item.You can also quickly add item to inventory from the following areas ofPayGo:- From the Menu Screen: Click on “New Inventory”. A new record will be createdand the Inventory Screen will appear. Fill out the available fields required and click

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“Close & Save”.

- From the Inventory View Screen: Click on the “New Inventory” button. A blankrecord will appear. Fill out the available fields required and click “Close & Save”.

- From the Purchase Order Screen: Click the green “New Inventory” button.When you are finished, click the green “Add Item To Transaction” button and thenew item will also be added to Purchase Order you are currently creating.

Step 3: Creating a New Purchase Order

The Purchase Order does many inventory management tasks for you. Whenreceiving items placed on a PO, PayGo automatically updates the On Hand totals inthe inventory database. When closing a PO, PayGo updates Last and Average Costsin the inventory database. If you choose not to use purchase orders, you will need tokeep your inventory records up to date manually.

To create a new PO, do the following:From the Menu Screen, click the “New Purchase Order” button. A new PurchaseOrder screen will appear. In the search field on the left, enter the name of thevendor. Once selected, all of the vendor's information will be filled in automatically.You may also create a new vendor on the fly by clicking the New Vendor Button, andfilling in the desired information.

You can then select which inventory items you would like to order from this vendor,as well as specify the quantity and price of the items you are ordering.

Invoicing Basics

Creating a New Invoice

Here are the most common steps to starting and posting an invoice:1. From the Menu screen, click on “New Invoice”. If you have configured PayGo touse tills, the till creation screen will pop up if this is the first time a new invoice hasbeen made that day. If it does, review the information and then click close. A newinvoice screen will then appear.2. Scan your item's barcode or type in its Item ID “Search Item” field. A quantitywindow will popup asking you to enter in the quanity.3. Repeat the previous step for each item being purchased.4. Click the method of payment. The program will place the Amount Due into the“Amount” field as a default. Enter the amount received from the customer.5. Click on “Post and Print”. PayGo will post the invoice and print out a receipt.

(If you are using integrated credit card processing and you select a creditcard payment method and Post, a credit card swipe screen will appear foryou to swipe the customer’s credit card.)

Customer Basics

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Adding a customer from the Invoice screen

1. Next to the “Customer” field, click the “New” button.2. Enter your customer information. We recommend entering at least the customer’sfirst and last name, or if a company, the company name.3. Press the “Add to Invoice” button and the new customer will be placed on thecurrent sale.

Adding a customer from the Main Menu

1. Click the “New Customer” button. This will start a new record and bring up theCustomer Entry Screen.2. Enter your customer information. We recommend inputting at least the customer’sfirst and last name, or if a company, the company name.3. Click “Home” when finished, or click “New Customer” to enter in anothercustomer.

Finding an existing customer from an Invoice screen

NOTE: The customer must already exist in the customer database.1. On the invoice screen, Click on the “Customer Search” field.2. Type in all (or part) of the customer’s first name, last name, company name orentire telephone number in the fields provided.3. Press the Enter key to execute the find. Click on the desired customer from the list,and the customer will be placed on current invoice.

Performing Finds from the Main Menu

You can perform quick finds for Customers, Inventory, Invoices, Orders, and Vendorsright from the bottom of the Main Menu Screen. To do this, select the category thatyou would like to search, and enter in some text that you would like PayGo tosearch.

Conclusion - Support For PayGo

This guide covers only the basics of PayGo and we encourage you to use the onlinehelp at our website, http://www.paygosaas.com/ - click the “Support” link on thetitle bar of the web to find our searchable web answers database and help ticketsystem options.

Subscription to PayGo Saas also includes access to our Tech Support team. You canaccess this by visiting the above website as well.