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Release Notes

CoPOS v4.4 Release Notes

July 26, 2019 By CoPOS Webmaster

CoPOS 4.4 Release Notes 

These release notes cover all the changes made since the release of version 4.1 on June 20, 2017. Note that CoPOS versions 4.2 and 4.3 were never officially released.

CoPOS is Excited to Introduce:

Remote Register

CoPOS can now run a register without being connected to the CoPOS server. This allows stores to easily sell items at events or at a co-op food truck or at the plant sale outside the front door. The sales can be loaded into the main CoPOS system at a later time and will utilize Register 9. This means that stores that use Remote Register should make sure they are not currently using Register 9.

Wireless CoTERM

CoPOS can now be run on a CoTERM that connects to the server via a wireless connection. Please call CoPOS for details on the hardware needed to implement this new option.

Email Receipts

CoPOS can now eliminate the paper receipt and email your customers their receipt if they choose. This feature requires a CoTERM. To turn on this new feature, make sure the customer has a valid email address in option 4.4, “Member Database”, and turn on system constant #311. Now when a sale is recorded in CoPOS there will be an option to send an email receipt. Note that if a member/owner wants to receive an email receipt by default, this can be established for individual members by editing their email address in option 4.4, “Member Database”, field 9, confirm the existing email address and then answer [Yes] to make this the default choice at the register for this co-op owner.

Automatic Backup and Shutdown

It is always important to back up your data because unforeseen events happen more than you might expect. Working with 60-some stores around the nation, CoPOS sees a wider variety of natural disasters and hardware failures than most people. To make backing up easier, CoPOS has added a new automatic backup and shutdown option in CoPOS. You can now set CoPOS to back up and then shut down at a certain time every night. CoPOS has also found that the system runs better when it is shut down on a nightly basis.

Automatic Email Alerts for Successful Backups

It is now possible to receive an Email when a backup successfully concludes. This is done via option 9.1, “Store Settings”. To set this up, enter option 9.1 and choose [Save (and Continue)]. Next choose option 1 “Store Name and Address”. Set up an Email Address by using the option [Edit a Field(s)] and selecting field 19. Instruct CoPOS to send the emails by responding “Y” to Field 20. Upon successful completion of a backup being written to the USB flashdrive or being sent to the CoPOS Cloud, CoPOS will send an email that states the date and time of the successful backup. The email will come from the account “backup@cloud.copos.com”.

Incentive Program

CoPOS now lets you set up one of the many USDA administered incentive programs, for
example, Double-Up Food Bucks and Fresh Savings. All of these programs work by accruing monies when purchasing eligible Items using EBT. Users can then redeem a specified percentage, up to a given daily amount, when purchasing other Items at a later sale. CoPOS lets you enroll users, establish the eligible Items along with the percentage off, maximum usage amount, and any department restrictions. Monthly statutory reports are available.

Loyalty Program

CoPOS now lets you set up a loyalty program in which individuals can earn points whenever they make a purchase. These loyalty points can then be redeemed at later sales. In addition, reporting on accruals and usage is available.

Integrated Credit Card Improvements

There are many new improvements to the way credit cards are processed in CoPOS. The highlights include the ability to process two or even three credit cards in one transactions, the ability to handle EBT Cash and the big change from the credit card processors is that a signature is no longer required by the credit card companies. Gravity has also added the ability for your store to add their logo to the credit card machine. This new version has been running for a few months at a handful of locations and we have gotten positive feedback.

Undo Price Changes

CoPOS now has an option that lets you reverse a price change to the item SRP (price). This is option is 8.13, “Undo (Reverse) Item SRP Changes” and it allows the user to undo the last SRP change for any set of items chosen based on the date of the last SRP change. After getting the list of items, the previous 5 SRP changes can be viewed and selected. The set of items can be based on a query, a saved list, items entered or items from an external document. Please note that options 13 through 32 on Menu 8, “Pricing/Margin Options” have been shifted down one. Thus these are now options 14 through 33.

Import a Single Item Field for Multiple Items

There is a new option to import the CoPOS Item Template file for only a single item attribute using option 4.1, “Item Database” and the option to edit a single field for multiple items. This is a great new option to ensure that the file imported is only changing a single item attribute.

Ctrl X will Copy Data in CoPOS, use Ctrl V to Paste.

This works in various places in CoPOS. You can copy dates, items, brand name codes, etc. Furthermore you can copy one of each type. So you can copy a date and an item and paste them in their respective fields. One example is cutting/copying prices in option 8.1, “Enter Item Prices” and pasting those price in other items in option 8.1 or even in other options. Unfortunately Ctrl C was not an option to use for a copy shortcut in CoPOS so hopefully the good old Ctrl X for cut will work for people. Do not worry that the data is actually being cut, it is just being copied.

Frozen SRPs

Have you ever had that one product or a certain brand that you need to keep at a lower margin to stay competitive in your market. Well CoPOS now makes that easier with Frozen SRPs. This new feature lets the user to mark all the products whose SRP is to remain fixed. These products can be viewed and updated separately in the pricing options and are not changed by default in any pricing options. Furthermore, if a user goes and attempts to change a price on an individual item with a frozen SRP, CoPOS will tell the user that the price has been frozen and the date it was frozen. Check out option 8.12, “Freeze/Unfreeze Item SRPs” and stay competitive in your local market with your price conscience shoppers.

New and Changed Systemwide Features

Item Lists and Member Lists Are Available as a Data Source In Many Options

Item lists can now be used as a selection source in most pricing options as well as in most options in menu 3, “Reports/Labels/Graphs”. Member lists can be used as a selection source in most reports and inquires in menu option 7, “Membership Options”. What are lists? Lists are a collection of any set of items or members and can be created in options 4.18 for items and 4.19 for members. Lists can also be saved after working with specific sets of items in other options. Member and item lists can also be created from an external data source such as a CoSAT or any list of items or members created in an Excel spreadsheet following the list templates on the CoPOS website.

List Selection Now Prompts for Cutoff Date

When making your selection from item or member lists, a prompt for a cutoff date is issued. If this prompt is answered, only those lists created on or after the specified date are shown in the selection box. This is an easy way to reduce the number of lists to sort through when using lists.

Quickly Exit CoPOS with “.Q”

There is now a quick way to exit CoPOS from any menu. Simply type “.q” or “.Q” and CoPOS will log out. This is especially useful for folks with user security enabled.

Expanded Sales Information in the Item Profile

The Item Profile now has expanded sales information. After scanning an item for a price check or viewing an item profile from multiple locations, CoPOS now has an option for summarized sales, purchasing diversity, sales by day, top sale days, and statistics on how many members purchase the item.

Menu 8, “Pricing and Margin Options” has New Options, Some Options have Moved

There are now two new options in menu 8. This means that some old trusty reports have now been shifted down, for example the report 8.29, “Cost of Good Sold By Department” is now option 8.31.

New Report Added: Individual Sales By Department

CoPOS has added a new report to menu #3, “Reports/Labels/Graphs Options”. This report is “Individual Sales By Department” and the path from the main menu is 3.12 (note that the other options after this report have been shifted down by one number).

This report shows the sum of sales from a particular department across a range of days. Any sale involving an item belonging to the specified department is shown. Each sale shows:

– Sale Date
– Sale#
– Member name (if sale was to a member/owner)
– #Items in specified department sold in this sale.
– $Value of the items in the specified department in this sale.
– $Net Sale

CoPOS – New and Changed Features:

1.1 Record a Sale

When adding new members at the register, CoPOS can auto fill the city and state based on matching zip codes setup in option 4.10, “City/State/Zip”. Simply type in the zip code when prompted for the city to use autofill. This option has been updated to greatly improve the way that it works when adding or editing members. In option 4.10, a city can have multiple zip codes. This works the other way as well, if a matching city is entered, CoPOS will now prompt to use the appropriate zip code and add the state automatically.

There is now a way to freeze the flow of entering items at the register if an inactive item is entered. This is controlled by system constant, #298. When an inactive item is scanned and this system constant is set to ‘Y’, the cashier is prompted at the bottom of the screen to enter ‘P’ to proceed. This prompt continues ad-infinitum until ‘P’ is entered. This will prevent the inadvertent scanning of an inactive item which can result in the customer getting two free items if the cashier is not aware that the item scanned was inactive.

It is now possible to attach a special order to a sale at any point during a register transaction. Use the F4 or [Other] option and then chose [Spc Ord] and [Pickup S/O].

It is now possible to search for someone’s name anywhere in the name field of the member database. When looking up a member’s name, simply use the notation “+Name”. As an example if someone is named Rosemary but they go by Mary, the cashier might type in “,Mary” to look for people that have a first name of Mary. But currently CoPOS will only find people whose first name begins with Mary. With this new feature you can type, “+Mary” and CoPOS will find all the members with Mary anywhere in their first or last names. So Rosemary will be a choice. This new feature also works well for people with hyphenated last names.
It is now possible to be prompted at the register when taking member discounts for member types that provide for a discount on each sale. This is controlled by System Constant #29 “Prompt for Additional OK if Member Discount Taken”.

It is now possible to have a prompt at the register for a round up donation. You can even flag individual members to be prompted independently. This is controlled by system constants #325 and #326.

A new tab has been added to the choice bar that can appear when purchasing an item sold as both a single or a pack. This choice bar is conditionally issued (see system constant #268) when a break pack item is purchased. The new tab is called [Choose]. If system constant #323 is set to Yes, this will be the default choice when selling an item that is both sold as a pack and a single. If [Choose] is selected, the prompt is reiterated after an audio alert. This has been done to prevent an inadvertent and incorrect selection of pack or single when a cashier is not paying attention.

It is now possible to set an age minimum on a product of 18 years old in addition to the original 21 year old age minimum. This will help stores comply with age restrictions when selling products containing CBD oil.

When using integrated credit card processing, CoPOS can now handle up to three credit card being used to pay for a single sale. This is controlled by system constant 308.

It is now possible to identify an Item with a 12 digit UPC code by the first several digits of its UPC code. This is done by following your entry with a “*”. Example: “042272*” will being up all Items whose 12 digit UPC code begins with the six digit string “042272”. This can be useful at the register when a product barcode is poorly printed or obstructed for any reason. This searching capability is also available in other options as well. Note that this only works for 12 digit UPC codes, this function will not search for PLUs or other UPC codes longer or shorter than 12 digits.

It is now possible to print or email a member specific message on a receipt. These messages can be setup in option 4.4, “Member Database”. The messages are only printed or emailed to the specific member and can be restricted to a particular date range. The member message specified appears on the receipt near the bottom below a title line that says “! Member Message: !” and above the “Thank You” section. This could be used to give coupons to certain members such as new members or frequent shoppers.

Price overwrites can now be password protected at the register. This is done by enabling system constant 332, “Password Protect Price Overwrites at the Register”. Once enabled the first price overwrite in a sale will require a password, subsequent price overwrites in that same sale will not require a password. The password is set in option 10.10.7, “Set Default Passwords”.

It is now possible to control if the member/owner name or the member/owner number takes precedence in the display at the top of the register screen. Prior to this, the member name was displayed, followed by the member number. The display of the member number was contingent on enough space to accommodate it. Now, the member number can be displayed first, followed by the member name. The truncation will be on the member name, not the member number. This is controlled by system constant, #310, “Show Member# Followed by Member Name at Register”.

An alert can now be issued at the register when purchasing in excess of 30 pounds or 30 ounces of an Item on one line. Whether or not this prompt is issued is controlled by system constant, #305, “Prompt when weights over 30 (Lbs or Oz) entered at Register”

Storewide coupons can now be set to run on a specified date range as well as specific days of the week.

1.3 Enter a Return

It is now possible to enable a system constant to block the cashier’s ability to specify whether an item is bad or not when doing a return.

1.8 Sales Query

It is now possible to query by sales that include storewide coupons and to select specific storewide coupons.

It is now possible to view the dollar amount from special orders in the rightmost column when viewing a list of sales.

It is now possible to query for sales that include a specific sales tax rate as well as sales tax amounts.

The export file from this sales query option has been augmented with the net sales of all the items sold in each department for each department. Stated a different way, for every sales transaction recorded, 17 columns have been added to this report to indicate the net department sales for each of the departments.

CoPOS can now query on sales from a particular department and look at the particular owners who purchased from that department. Having this capability lets stores see who is purchasing heavily in particular departments.

There is now an additional prompt in this query that appears when the criteria, Payment by Credit Card, is included and internal credit card processing (system constant #200) is enabled. This new prompt allows the user to select between the following options for how a credit card is processed: internal, manual, any internal, external, or any.

1.12.2 Credit Cards In Inquiry

This report now shows the average dollar amount per credit card transaction. This figure is displayed at the top of the screen in the field titled “Avg $Slip:”

1.12.3 EBT In Inquiry

It is now possible to view a summary by date and by department of the EBT tender transactions. Choose the [Summary] choice bar option and then [Department]. This information is also available through a dedicated report in option 10.4.5 “View EBT Sales By Department.”

1.22 Sales Receipt Message

It is now possible to specify a message to be up to four lines long and appear at the top of the sales receipt. Option 1.22 has been modified to provide a way to enter this message. If this message is omitted, receipts appear as they did before this feature.

1.26 Bag Charge/Credit Amounts

CoPOS now has the capability of making bag charges taxable. The tax status of bag charges or credits is entered when entering the bag charge or credit amount in this option.

1.29 Cashier Performance

It is now possible to see the basket size by cashier.

2.5 IOUs By Date

This report can now be filtered by membership types or a report can be generated for a single member/owner.

3.1 Sales Recap

It is now possible to view the daily sales notepad (which is maintained via option 1.13) from within the sales recap report. To do this, select the [More] tab, then select [Notes].

Going forward, the “#Transactions By Register” on page 2 of the sales recap report will be saved ad infinitum. Previously this data could be purged depending on the purging status of the register tapes in option 9.1, “Store Settings”.

The Sales Tax Basis is now shown on the screen of the sales recap report if more than one tax tier is utilized and system constant #324 is enabled. This breakdown is found on page 2 of the sales recap report.

There is now an audit tool in option 3.1, “Sales Recap” that allows a reconciliation with a summary of X-tapes for a day. This tool is only available when a single day range is specified for the sales recap report. The tool is available under the choice bar option [More] then [Audit] and finally [X- Tape Audit].

3.9 Coupon Usage

It is now possible to restrict this report by selected types of Storewide Coupons.

It is now possible to view a summary of different Storewide Coupons used that includes the total value of each coupon along with the number of sales where the coupon was used.

3.20 Daily Sales (Movement) By Item

The quantity spoiled and the quantity low for items has been added to the export file. These fields will help these reports be even more useful when being used to place an order from the distributor.

4.1 Item Database (with Query)

CoPOS now provides an additional green field that can be defined by the user in option 10.16, ”Specify Custom Green Field”. In addition to sorting and filtering items by this new green field, the total of products purchased with this attribute can be shown at the bottom of the receipt by turning on system constant #289, “Show Tally of Purchased Custom Green Field Items on Receipt”.

It is now possible to password protect edits to the item database. This is done by setting a new system constant, #293, to “Y” and changing the default password.

The item export now puts an apostrophe in front of the Alternate Item Code. This ensures that numeric 12 (or longer) digit item codes do not show in scientific notation when importing into an Excel spreadsheet as well as preventing the lose of the leading zero on UPC codes.

The item export now includes both the “Basics” and the “Custom Green Field”. There is a new CoPOS Item Template file on the CoPOS website to import these new green fields.

When the item SRP or cost is changed for an item that is sold as a pack and a single, CoPOS now prompts to change the single item price.

When an Item is reactivated and active inventory is turned on, a prompt for the QOH (Quantity on Hand) is issued. This prompt allows for pressing [Enter] to accept the current QOH of the item which is the QOH of the item when it was inactivated.

The item query now has a selection criteria for “Age Minimum”. In order to achieve this, the criteria for “Vendor” and “Secondary Vendor” were consolidated. When selecting vendors, a prompt is issued to include items with secondary vendors.

CoPOS now allows the user to view the item profile while editing a single item. This is choice 9 in the [Save (Continue)] choice box. Note that the option to “EDIT Another Item” has been moved from choice 9 to choice 0 in this choice box.

It is now possible to view the Minimum Purchase Age status for items in the item query. A new “Right Column” choice has been added to the display of items that results from doing a query. This new column view will indicate if the item is set for a minimum age limit of 18 years old or 21 years old.

Alternate Item Codes can now be changed en masse using option 4.1 and the edit function for “Multiple Items, Single Field”. This option can also import a CoPOS Item Template File to import alternate Item codes quickly without changing any other item attributes.

CoPOS has introduced Dietary Guides such as dairy free, gluten free, etc. These guides can be entered on a per-item basis in option 4.1, “Item Database”. To see the full list go to option 4.1, “Item Database” and [Edit] an item, then choose [Save (Continue)] and option 6, Dietary. CoPOS supports a total of 28 Dietary Guides. Dietary Guides can also be queried and imported via option 4.1 using the [query] and [Import] options.

4.2 Item Category Database (with Query)

CoPOS has added a query to this option. Item Categories can be queried on the Category Code, Description, Food Status, Random Weight Status, Category Margin and SPINS Category. This feature will also be used to build more sophisticated item queries in the future.

4.4 Member Database (with Query)

When entering addresses in this option, CoPOS can auto fill the city and state based on the zip code entered. Zip codes need to be first setup in option 4.10, “City/State/Zip”. After a zip code or multiple zip codes have been entered for a particular city, the user can simply type the zip code into the city field and the city/state/zip code fields will all be filled in automatically. This option has been updated recently to greatly improve the way that it works when adding or editing members in

CoPOS. Also, if the city name is entered, CoPOS will now prompt to use the appropriate zip code if multiple zip codes exist for that city.

CoPOS now allows for the entry of zip codes in the zip+4 format. This is 5 digits, 1 dash, 4 digits. Example being 88007-1234.

It is now possible to have a prompt at the register for a “Round Up Donation” for individual members. This is set in option 4.4, “Member Database” using the [Edit] option followed by the option [Multiple Members, Single Field] and then selecting “Register Round Up Status”. See the system constants #325 and #326 for more details.

It is now possible to view members forced as being current. This is done using a member query and including the criteria, “Members Current in Their Dues”. After the criteria is approved, the user will see the following prompt, “Restrict to Members Explicitly Flagged as Current [Yes] [No]”. Choose “Y” and CoPOS will only display those members explicitly marked or forced as “Current” using option option 7.10, “Flag Members as Current in Payments”.

The member query now has a way to select ONLY those members whose only purchase was on their join date. This is done by including the query criteria “Members with Last Sale On or After”. When prompted for the date of the last sale on or after, enter “JOIN DATE” or “*J” to see a list of members whose only purchase was on the day they joined the co-op. This feature makes it easy to spot non- active owners of the co-op.

4.11 Employee Database

It is now possible to direct a message to a specific employee to be viewed when that employee clocks in. This is done using the employee notepad found in option 4.11, “Employee Database”. To utilize this option, [Edit] the desired employee, choose [Notes], then enter the message that you want to be displayed. After saving the changes, affirm the prompt that reads “Display this Message When This Employee Clocks In:” The message will now be displayed when the employee clocks into the timekeeping function of CoPOS and can be dismissed by that employee if they do not want to continue to see the message.

4.17 Storewide Coupons

CoPOS can now print scannable storewide coupons. This is done via a new choice bar in option 4.17, “Storewide Coupon”. Choose [Print/Export], then choose [Print Coupons] to print a CoPOS storewide coupon that scans at the register.

Storewide coupons can now be restricted by Item Categories and can be set to run on a specified date range as well as specific days of the week.

5.1 Enter (Place) a Special Order

Added an “M” (for margin) syntax to the pricing field for calculating an item price on a special order. When you precede your response with an “M”, in the price field, CoPOS will calculate the SRP based on the item’s cost and the specified margin. For example M10 will calculate a price based on the item cost and a 10% margin. An alerted is presented if the margin specified is in excess of 75%.

5.2 Edit an Order (Special Order)

This option now recognizes EBT (SNAP) as a valid tender type.

6.1.6 Print Inventory Sheets

When printing the inventory sheets CoPOS can now print the item code as a UPC or EAN bar code underneath the item code. See system constant #302 for details.

6.1.7 Inventory Valuation Detail and 6.1.8 Inventory Valuation Summary

These two reports now utilize the sale cost as the cost basis if the item is on sale and has a sale cost attached to the sale when it is inventoried. They previously used the regular base cost of an item even if an item was on sale and had a sale cost when it was inventoried.

6.1.8 Inventory Valuation Summary

It is now possible to view the Inventory Valuation Detail on a per department basis from within the Inventory Valuation Summary option. Do this by selecting the choice bar option “Valuation Detail” and then the desired department followed by the ENTER key.

6.11 Reduction/Transfer (Multiple Items)

It is now possible to enter notes for reduction/transfer incidents entered in option 6.11, “Reduction/Transfer (Multiple Items)”. Notes can be referred to at a later time to remember why certain items were reduced or transferred. This option was previously only available when doing a reduction/transfer for one item at a time. To attach a note, simply save the multiple item reduction / transfer Incident and CoPOS will prompt the user to attach a note to each transaction that lacks a note already.

How would a reduction / transfer item already have a note? Well, if System Constant #322 is enabled, a note can be attached to each item as it is entered and thus the note attached after saving the reduction or transfer incident only gets attached to those items that do not currently have a note.

6.13 Reduction/Transfer Detail

It is now possible to summarize spoilage incidents by “Item Category” using the choice bar option [Summaries]. This summary can be printed using the “Ctrl P” option while viewing. The “Item Category” is also included in the export file created by this option.

6.14 Spoilage By Department

The Spoilage By Department option has traditionally calculated the spoilage percentage by taking the cost of the items spoiled and dividing it by the cost of goods sold. CoPOS has now added the ability to look at the spoilage percentage as it relates to the item SRP, which is the SRP of the item spoiled divided by the total dollars sold. This calculation can be chosen by using the choice bar option [% Spoilage].

6.15 Inventory Status

The Inventory Status report now provides a summary of the active inventory valuation (cost of inventory) that is queried in this report. The summary can be seen and printed by Brand, Department or Vendor.

6.17 Item Reorder Information

When printing this Item Reorder Report, CoPOS can now print the item code as a UPC or EAN bar code underneath the item code. See system constant #302 for details.

6.30 Non-Existing Items Scanned

CoPOS will now automatically keep track of all 8, 12, and 13 digit codes (UPC-A, UPC-E and EAN codes) that are scanned at the register but not found in the CoPOS item database. These scans of items not in the item database are referred to as “Non-Existing Items”. Each scan of a Non-Existing Item is held on file for 60 days. This option lets you selectively view the non-existing items and add the items to the system if desired.

7.9 Attach Sales to Members for Patronage

It is now possible to move sales between members for purposes of patronage whereas previously this was not possible, only non-member sales previously could be attached to a member. If a sale is already attached to a member for patronage, an alert will appear. This same alert does NOT happen when moving a non-member sale to a member.

7.12 Overdue Members

It is now possible to toggle the display in the report option 7.12, “Overdue Members”. The default display shows the date the last payment was due, this can be switched out to view the date of the last sale to this owner. To toggle this display use the choice bar option “Rt Col” (right column).

7.21 Member Percentile Sales

Provided a new option to view who the top 2% purchasing members are for any selected month, and the dollar amount of their purchases.

7.26 Refunded Member Equity

CoPOS now has a new option that lets you view and report on refunded equity. This is option 7.26, “Refunded Member Equity”. The reports can be filtered by membership type and refund dates. Note that the old option 7.26, “Individual Member Sales By Month” has been moved to option 7.29.

8.1 Enter Item Prices

This option now allows the user to filter the items by the green fields in CoPOS. This is especially useful for working on pricing items in the NCG Co-op Basics program or for any individual pricing criteria a store wants to implement using the user defined green field in CoPOS. See option 10.19 “Specify Custom Green Field”.

8.2 Enter Sale Prices

This option now displays the item’s current base cost, margin and SRP at the bottom of the screen when entering Sale Prices. This gives the user more information to help enter sale prices with more accurately.

The user can now enter the sale costs in this option. To enter a sale cost, type “C” followed by the cost of the item while on sale. Example: “C3.56” would be a sale cost of $3.56. When entering sale costs in this manner, you are prompted to save the sale cost. If an item has a sale cost associated with it, the sale cost will be displayed at the bottom of the screen when assigning sale prices and costs.

8.5 Enter Costs for Individual Items

It is now possible to edit the QOH (Quantity On Hand) from this option. In order to do this, you must enable system constant #290, “Allow Inventory QOH Edits from Option 8.5”.

A pricing calculator has been made available in this option.

8.7 Process Electronic Invoices

It is now possible to add items with a zero cost on the invoice to CoPOS. These are items that were shipped for free to the store for promotional or other reasons.

8.8.1 Process Co-op Deals File

CoPOS has changed the wording of “CAP” to “Co-op Deals” throughout this option to be current with the NCG name for this discount program. This option was previously called “Process CAP Files”.

8.8.9 Process Price Change Files – Support Added for LBMX Basics File

CoPOS added the ability to process the NCG Co-op Basics File. CoPOS can update the item green field attribute of “Basics” and also NCG Basic pricing based on the items in the download file from

the LBMX system. Please contact CoPOS to start utilizing this new feature and keep all the NCG Basic items priced correctly and flagged accurately in the database for reporting purposes.

8.14 Delete Future Pricing Changes

CoPOS now has an option that lets the user delete future cost and SRP changes en masse. This is Option 8.14. Please note that the previous options 8.14 through 8.33 have been shifted down one. Thus, what was option 8.14 is now option 8.15, etc.

8.24 Print Shelf Tag for ONE Item

The printing of the two tier pricing information is now available on a shelf tag. Thus a tag can say “3 for $5” under the regular SRP. This option is controlled by system constant #300, “Show Two Tier Pricing on Shelf Tags.”

8.28 Contribution Margin Inquiry

The Contributing Margin Inquiry now has a summary by green fields and can be filtered by an item query, individual items, lists or standard import files.

9.1 Store Settings

It is now possible to receive an email when a backup successfully concludes. This is done via Option 9.1, “Store Settings”. To set this up, enter Option 9.1 and choose [Save (and Continue)]. Next choose option 1, “Store Name and Address”. Set up an email address by using the option [Edit a Field(s)] and selecting field 19. Instruct CoPOS to send the emails by responding “Y” to Field 20. Upon successful completion of a backup being written to the USB flash drive or sent to the CoPOS Cloud, CoPOS will send an email that states the date and time of the successful backup. The email will come from the account “backup@cloud.copos.com”.

CoPOS now allows a store to choose from five different “You Saved” messages to show on the sales receipt. The path to make the selection is option 9.1, “Store Settings” > Save and Continue > 10 More > 10 Edit “You Saved” Message on Receipt.

10.1.10 Enter/Edit/View Clock In Message

It is now possible to post a message requiring acknowledgement when an employee clocks in. This message is entered via this new option 10.1.10 in the timekeeping options. To view which employees have acknowledged the message use option 10.1.11, “Clock In Message Acknowledgements”.

10.2.2 View/Print Hotlists

This option now displays and prints the Units of Sale such as by the pound or by the each for the items on the different hotlists.

10.4.5 View EBT Sales By Department

EBT Sales can now be viewed and printed on a per department basis over a range of dates.

CoPOS – Bug Fixes:

1.1 Record a Sale

CoPOS is now accurate in blocking the ability for a Member to do an IOU Sale when they have a balance of >90 days and System Constant #193 is set to “Y”.

CoPOS no longer generates an “Other Discount” when a price of a “single” (as part of a break pack) item is overwritten. Instead a price overwrite is properly recorded.

The green status of “Free Range” now shows on register receipts.

1.15 Close a Register Session

This option now correctly prints the closing date and time on the register tape when the register tape is printed from this option.

3.27 Best/Worst/Non Selling Items

This option now correctly excludes Items that did not sell when instructed to do so.

4.1 Item Database (with Query)

Alternate Item IDs now transfer correctly in the Item Merge option. The wording pertaining to Alternate Item IDs has also been clarified in the Item Merge option.

The SRP and margin are now correctly calculated when the cost is entered using the “C” syntax in field 8, “Item Price (SRP)”, for those items whose supplier (vendor) is set up to have the SRP locked and the margin floated instead of floating the SRP and locking the margin.

7.19 Member Payments

The export now works correctly when there are multiple payments in a single day.

CoSAT – New and Changed Features:

CoSAT has a new menu structure and the functions have been updated to more closely match their related functions in CoPOS.

Item Alternative Codes Now Work in CoSAT

CoSAT now recognizes Alternate Item IDs in all options.

10.5 Print Item Bar Code Label for ONE Item

This new option in CoSAT lets the user print a barcode label for ONE Item. This is analogous to CoPOS option 3.14, “Print Item Barcode Labels”.

System Constant Changes/Fixes:

#167 Use Item Price at the time Special Order was placed

Controls whether the Item Price used for a Special Order Item is the current price or the price of the Item when the Special Order was placed. If set to “Y” the price of the Item at the time the Special Order was placed is used.

#188 Prompt to Exempt Member Special Order Discounts (Ex: Catering)

Controls whether your store’s Special Order Discount can be suppressed in Option 5.1, “Enter a Special Order”. This is sometimes used in catering situations.

This system constant has been enhanced to work correctly in situations where an unpriced item is being sold as a special order. (#2185)

#215 Show Accrued Patronage on Sales Receipts

Controls whether the Accrued Patronage from a Sale is shown on the Sales Receipt. In order for Accrued Patronage to show, System Constant #77 (Accrue Patronage on a Per Sales Basis) must also be set to “Y”.

#269 Round Up Singles Price of Items On Sale

Controls whether the Singles Price of an Item placed on sale is rounded up.

#288 Allow CoTERM USB Imports/Exports

Controls whether USBs attached to your CoTERM are recognized as a source for Exports and Imports. Setting this System Constant to “Y” circumvents the bottleneck found at the Server when multiple people want to Export or Import files.

#289 Show tally of Custom Green Field Items on Receipt

Controls whether the Total Purchase $Amount of Items whose Green Attributes contain the Custom Green Attribute is displayed on the Sales Receipt.

#290 Allow Inventory QOH Edits from Option 8.5

Controls whether Inventory QOH Edits can be made from Option 8.5 In order to edit an Items QOH from Option 8.5 (Enter Costs for Individual Items) System Constant #5 (Maintain Active Inventory) needs to be set to “Y”.

#291 Use Net Cost if Reg Cost missing on CoPOS Standard Invoices

Controls whether the Net Cost is used on CoPOS Standard Invoices if the Regular Cost is missing. If this System is not set to “Y” and the Regular Cost is missing, the Cost will be treated as a missing Cost.

#292 Include ONLY Active Items in Item Pricing Options by Default

Controls whether Pricing Options are restricted to Active Items Only. If this prompt is set to “Y”, ONLY Items that are Active will be included when using any of the Pricing Options (Menu #9). Otherwise, these Options will prompt for Active Items Only with the default being “Y”.

#293 Password Protect Item Database Edits via Option 4.1

Controls whether Item Edits via Option 4.1 are password protected. If this System Constant is set to “Y” a password prompt will be issued whenever an Item Edit via 4.1 is attempted. Otherwise, no special password protection in 4.1.

#294 Allow Participation in Incentive Program Without Enrolling

Controls whether individuals who use the Incentive Program must first be marked as registered. Individuals are registered in the Incentive Program in Option 10.12.5 (Add/Remove Incentive Program Enrollees) and you can view Incentive Program enrollees in Option 10.12.6 (View Incentive Program Enrollees). If this System Constant is set to “Y”, any Member or Customer can make use of the Incentive Program. Otherwise, a Member or Customer wishing to use the Incentive Program must already be registered.

#295 Default ‘.G’ Gift Certificate to Internal DBGC

Controls whether the Default when purchasing a Gift Card on a line at the Register is Internal (DBGC) or External Gift Card. When set to ‘Y’, the default is Internal (DBGC). Otherwise, it’s External.

#296 Show Item Code below Description on Receipt

Controls whether an extra line showing the Item Code is printed on a Sales Receipt underneath the Item Description

#297 Block Drawer Opening when ONLY Credit Card or DBGC tendered

Controls whether the Cash Drawer is blocked from opening when ONLY a Credit Card or a Declining Balance Gift Card (DBGC) is tendered. When this System Constant is set to “Y” and a Sale is paid for by ONLY a Credit Card or a Declining Balance Gift Card (or a combination of the two), the Cash Drawer will NOT open.

#298 Require Cashier to type “P” when Inactive Item entered

Controls whether the cadence of entering Items at the Register is interrupted when an Inactive Item is entered. Setting this System Constant to “Y” will require Cashiers to enter “P” prior to continuing when an Inactive Item is entered.

#299 Automatically check for Online Store Orders

Controls whether Online Store Orders are automatically loaded into CoPOS. For more information on adding an Online Store, contact CoPOS.

#300 Printing Two Tier Price Information on Tags

Controls whether an Item’s Two Tier Pricing is shown underneath the SRP on Shelf Tags.

#301 Edit Items directly from Inventory Options

Controls whether Item information can be directly edited from the following Inventory Options:

    • 6.2  …. Enter Qty Low/High Levels
    • 6.3  …. Adjust Inventory Levels By Item
    • 6.4  …. Assign Locations to Items
    • 6.5  …. View Items in a Specified Location
    • 6.6  …. Inquire on an Item’s Location
    • 6.15 …. Inventory Status
    • 6.16 …. Inventory Inquiry By Item
    • 6.17 …. Item Reorder Information
    • 6.18 …. Inventory Log
    • 6.22 …. Selectively Inactivate Items
    • 6.23 …. Selectively Activate Items
    • 6.24 …. Replace <Nil> QOH with Zero

#302 Indicate System Printer Barcode capability

Controls whether you are ever prompted to print UPC/EAN Barcodes underneath Item Codes in Options 6.1.6 (Print Inventory Sheets) and 6.17 (Item Reorder Information). This System Constant should stay at [N] unless you have a BarDIMM in your System Printer.

Note: Our standard System Printers DO NOT come with BarDIMMs but we do offer System Printers that can be configured with a BarDIMM. (#1954)

#303 Use Predictive Inventory to determine Qty Low/High

Controls whether an algorithm is used to auto-populate the Qty Low and High. When this feature is enabled, CoPOS looks at a rolling total of #Items Sold. This scan is run every Monday as part of the start of day procedure and sets up the Average #Sold/Day.

If this feature is enabled, there are two parameters which need to be set up for each Vendor. These are:

Lead Time: #Days in advance that a Vendor needs to fill an order. Order Frequency: #Days between successive orders from a Vendor.

There is also a “Safety Stock” parameter which can be set up on a per-Item basis that can serve as a buffer to handle sales volatility for each Item.

Quantity Low : (Lead Time+Order Frequency)*Avg Sold Per Day (When NOT on Sale)+Safety Stock. This is rounded up to the nearest whole number.

Quantity High: Quantity Low+(Case Qty*(#Items Sold in Frequency/Case Qty)). This is rounded up to the nearest whole number.

#304 Return ALL Transactions in batch on PAX CC Device when closing

Have the PAX Device attached to a station transmit information back about all credit card charges in the batch prior to closing the batch. This information can be used when verifying credit card transactions.

Note: It can take several minutes for this to complete.

#305 Prompt when weights over 30 (Lbs or Oz) entered at Register

Controls whether a confirmation prompt is issued when quantities in excess of 30 Lbs (or 30 Oz if sold by the Oz) are entered at the Register.

#306 Prompt for Credit/Debit on keypad

Controls whether the Pax device issues the [Credit] [Debit] prompt. Using this method, the cashier is saved from having to ask the customer “run as Credit/Debit”, however, the Pax device is more vulnerable to fail because a credit card is inserted early.

#307 Prompt for Credit/Debit on CoPOS screen

Controls whether CoPOS presents the [Credit] [Debit] prompt. If set to ‘Y’, CoPOS will prompt the Cashier for the credit card method (Credit/Debit). This method has been found to work smoother than having the [Credit] [Debit] prompt being issued by the Pax device because it allows the customer to insert their credit card at any time.

#308 Allow for Multiple Credit Cards in One Transaction (ICC)

Controls whether CoPOS will allow more than one Credit Card to be charged when a payment is made by Credit Card. When set to ‘Y’, an additional tab labeled [Split] is shown in the ‘Card Entry’ prompt. Choosing [Split] lets the cashier distribute the Credit Card Charge over three separate Credit Cards.

#309 Allow Customer Control of EBT Payment Sources (ICC)

Controls whether the $Amounts to charge the two EBT Payment Sources can be explicitly stated by the customer.

The two EBT payment sources are:

1) EBT Food Stamps

2) EBT Cash Benefits

If this System Constant is set to ‘Y’, a box prompting for these two amounts is presented. A check is made to insure no EBT Food Stamp ineligible Items are being purchased with EBT Food Stamps.

#310 Show Member# Followed by Member Name at Register

Controls whether the display of the Member Name or Member# gets precedence at the register. CoPOS comes set up with the Member Name taking precedence. This System Constant lets you designate the Member# to take precedence.

#311 Email Sales Receipts

Controls whether Sales Receipts will be emailed to Members. Setting this system Constant to ‘Y’ will result in CoPOS emailing receipts to Members providing they have an email address (see Field #9, Member Database).

#312 Prompt for Weight When Printing Labels for Items Sold by the Each

Controls whether the Weight will be prompted for when printing labels for Items sold by the Each.
Prompting for the Weight allows the printing of the Cost per Pound on the label. This is required by certain states.

#313 Allow Use of a 12 Digit Key FOB

Controls whether a Member Card with a scannable 12 digit Bar Code is allowed.

#314 Use Fast Device Selection when Printing Reports

Controls whether Fast Device Selection is used when selecting the Device to which a Report is printed. If Fast Device Selection is set to “Y”, Device Selection is prompted for using a Choice Bar. Otherwise Device Selection is done via the “Print on Device” prompt. Fast Device selection makes device selection easier at the expense of fewer printing options. That said, many new users find it handy.

#315 Require Cashier type “P” when Non-Existing Item entered

Controls whether the cadence of entering Items at the Register is interrupted when Non- Existing Items are entered. Setting this System Constant to “Y” will require Cashiers to enter “P” prior to continuing when a Non-Existing Item is entered.

#316 Allow Item Activation when Processing Invoices Via Option 8.1/7

Controls whether Inactive Items can be implicitly (Option 8.1) or explicitly (Option 8.7) reactivated. Setting this System Constant to “Y” allows for reactivation using either Option 8.1 or 8.7.

In Option 8.1:

You will be prompted to Activate Inactive Items, providing you have not restricted the scope to Active Items Only. Any Inactive Items that
qualified will be Reactivated when changes are saved.

In Option 8.7:
Instead of the [Post] Tab, you will see a [More] Tab. When this is selected, you can either Post to Inventory or Reactivate Inactive Items.

#317 Record CoPOS Server Status When Starting Up

Controls whether the Server’s Controller Settings are captured at the Start as part of the Start of Day Procedure. The advantages to saving the Controller’s last settings is to record them

should something unexpected happen and these settings are lost. Capturing these settings may add up to 5 seconds to the Startup procedure.

#318 Use Member Discount at Register for Overdue Members

Controls whether an overdue Member receives their discount unconditionally at the register. This ONLY applies to standard pricing, NOT to Sales, Member Days, etc.

This System Constant is ignored if EITHER of the System Constants below are set to “Y”:

  1. 1)  System Constant #20 (Require Member Dues to be Paid in Full Prior to Discounting)
  2. 2)  System Constant #113 (Require Members to be Current to Receive Discount)

#319 Use Expanded Syntax when prompting for Loyalty at Register

If set to “Y” prompt will read:
Member’s Accrued Loyalty: $10.00. Usable: $5.00. $Apply to Sale: If set to “N”, prompt will read:
Accrued Loyalty to Apply: $10.00. $Apply to Sale:

#320 Allow Loyalty Program Enrollments at Register

Controls whether Members can be enrolled in the Loyalty Program at the register. If this System Constant is set to “Y” and a Member who is not Enrolled in the Loyalty Program elects to use Loyalty, a prompt asking for the Member to enroll will be issued and if answered on the affirmative, the Member will be enrolled.

If this System Constant is set to “N”, Members must already be enrolled in the Loyalty Program when attempting to use their Loyalty Accruals at the register.

#321 Automatically Enroll New Members in Loyalty Program

Controls whether NEW Members are automatically enrolled in the Loyalty Program This happens either when new Members are entered via Option 4.1.A or signed up at the register.

If this System Constant is set to “Y”, NEW Members are automatically enrolled.

#322 Allow Attached Notes in Option 6.11

Controls whether a prompt for Attached Notes is issued on a per Item basis when using Multiple Reduction/Transfer Incidents (Option 6.11). Enter “Y” to be prompted for a note

when entering or editing Items in this Option. Enter “N” to skip this prompt when in this Option.

#323 Force Cashier to Choose Single or Pack for Break Pack Items

Controls the default of the Single/Pack Choice Bar issued at the register when a customer purchases a Break Pack Item. If this System Constant is set to “Y”, the default of this Choice Line is [Choose]. When this tab is selected, the prompt is reiterated preceded by an audio alert.

Note: In order for this feature to work, System Constant #268 must be set to “Y”.

#324 Show Tax Tier Basis for Different Tax Tiers on Sales Recap

Controls whether a Sales Tax Basis summary is shown on “Page” 2 of the Sales Recap.

#325 Prompt Customer for Round Up Donation at Register

Controls whether a prompt to Round a Sale up to the nearest Dollar at the Register is unconditionally issued. This Round Up prompt will be issued ONCE during a Sale.

There are THREE states of the Round Up Donation prompt which are controlled by System Constants #325 and #326, which are:

1) Always Ask … All Sales will be prompted for a Round Up Donation. This is controlled by setting System Constant #325 to “Y”.

2) Neutral …… The Round Up Donation prompt is ONLY issued when a Member has indicated a preference to be asked for a Round Up Donation. The Member’s Round Up Status is controlled using Option 4.4 > Multiple Members Single Field > Round Up Status. A neutral situation exists when BOTH System Constants #325 and #326 are set to “N”.

3) Never Ask …. The Round Up Donation prompt is NEVER issued. This is controlled by setting System Constant #326 to “Y”.

#326 Never Prompt Customer For Rnd Up Donation at Register

Controls whether a prompt to Round a Sale up to the nearest Dollar at the Register is unconditionally BLOCKED. There are THREE states of the Round Up Donation prompt which are controlled by System Constants #325 and #326, which are:

1) Always Ask … All Sales will be prompted for a Round Up Donation. This is controlled by setting System Constant #325 to “Y”.

2) Neutral …… The Round Up Donation prompt is ONLY issued when a Member has indicated a preference to be asked for a Round Up Donation. The Member’s Round Up Status is controlled using Option 4.4 > Multiple Members Single Field > Round Up Status. A neutral situation exists when BOTH System Constants #325 and #326 are set to “N”.

3) Never Ask …. The Round Up Donation prompt is NEVER issued. This is controlled by setting System Constant #326 to “Y”.

#327 Save Symbol Table upon Error

Controls whether the entire Symbol Table is saved when CoPOS encounters an error. Under normal circumstances this does not happen but there may be times when CoPOS supports needs more information about a specific error and will instruct you to turn this System Constant ON.

#328 Restrict Import/Export Path to USB Only

This option will restrict the import and export path in CoPOS to only utilize the USB Flashdrive. This is the only user import/export path that should be used hence this makes for faster imports and exports in CoPOS.

#329 Process ALL Payments at Registers via Payment Box

Controls whether the “BIG” (All Payment Types) Payment Box is unconditionally presented when collecting Payment in Record a Sale. When this System Constant is set to “Y”, this is the case.

#330 Block Ability to Designate an Item as ‘Bad’ in Enter a Return

Controls whether the “Bad” Column is set to “N” and skipped in option 1.3, Enter a Return. Skipping the “Bad” designation in Enter a Return let’s you consolidate the source entries for Spoilage into Options 6.10 and 6.11, thus removing the cashier from entering Spoilage since items marked as ‘bad’ in Enter a Return are automatically spoiled out.

#331 Show Loyalty Program Info On Receipt

Controls whether Customer’s who are participating in the Loyalty Program are shown their current Loyalty Balance and Loyalty Accruals for this sale on the sales receipt.

#332 Password Protect Price Overwrites at the Register

Controls whether Price Overwrites at the register are Password Protected. This is intended to work like a “Supervisor’s Overwrite” commonly found at large supermarkets. Use of this

System Constant allows for tighter controls on Price Overwrites at the expense checkout speed.

Filed Under: CoPOS Update

Features Coming Soon in CoPOS Version 5.0

September 7, 2018 By CoPOS Webmaster

New Features in CoPOS Point-of-Sale System

  • Email Receipts
  • Automatic Backup and Shutdown
  • Automatic Email Alerts for Successful Backups
  • Loyalty Program
  • Integrated Credit Card Improvements
  • List Selection Now Prompts for Cutoff Date
  • New Report Added: Individual Sales By Department
  • Training Mode Improvements
  • Incentive Program
  • Consignor Tracking
  • Three Tier Sales Tax

Email Receipts
CoPOS now lets you send sales receipts via email to Members that have an email address already set up on file. To turn on this feature, set system constant #311=y, making sure the customer has a valid email address in option 4.4 (Member Database).  Now, when you record a sale in CoPOS, there will be an option to email the receipt, print the receipt, or not to receive a receipt. The email will come from “receipt@copos.com.”

  • Note that, if the Member has no email address on file, the option to email the receipt will be greyed out.
  • Note that, if you want to default to an email receipt for an individual customer, edit their email address in option 4.4 (Member Database), field 9, confirm the existing email address and then answer [Yes] to the prompt that asks “Does Member Prefer Emailed Sales Receipts?” This makes “Email Receipt” the default choice at the register for this Member.

Automatic Backup and Shutdown
Backing up is essential for data security. To make backing up easier, an automatic backup and shutdown option has been added in CoPOS.  You can now set up a schedule to back up and then shut down at a specified time every night. This feature has the added benefit of improving performance. CoPOS has found that the system runs better when it is shut down on a nightly basis.

Setting up automatic backups is done through the CoPOS controller. To set up the schedule, and which functions will be done in the backup, select Automate Backup from the Backup menu.

This is one of our most important new features. Working with over 60 stores around the nation, CoPOS has seen a wide variety of natural disasters and hardware failures. A good backup will enable you to be back up and running swiftly.

Automatic Email Alerts for Successful Backups
It is now possible to receive an email when a backup successfully concludes. To set this up,

  • Enter Option 9.1 (Store Settings)
  • Select [Save (and Continue)]
  • Select option 1 “Store Name and Address”
  • Set up an Email Address by using the option [Edit a Field(s)] and selecting Field 19
  • Instruct CoPOS to send the emails by responding “Y” to Field 20

Upon successful completion of a backup being written to the USB flash drive, CoPOS will send an email that states the date and time of the successful backup.  The email will come from the account “no-reply@copos.com.” If no email is sent, the backup was not successful.

Loyalty Program
CoPOS also lets you set up a Loyalty Program in which individuals can earn points whenever they make a purchase. These Loyalty Points can then be redeemed at later sales. In addition, reporting on accruals and usage is available.

Integrated Credit Card Improvements
There are many new improvements to the way Credit Cards are processed in CoPOS. Highlights include:

  • The customer can swipe or insert their card at any time
  • Two or even three credit cards can be processed in one transaction
  • Ability to handle EBT Cash
  • Elimination of signature requirement (a signature is no longer required by the credit card companies)
  • The store can add a logo to the credit card machine.

This new version has been running for a many months at a handful of locations and we have gotten nothing but positive feedback.

List Selection Now Prompts for Cutoff Date
When making your selection from Item or Member Lists, a prompt for a cutoff date is issued.  If this prompt is answered, only those Lists created on or after the specified date are shown in the selection box.  This is an easy way to reduce the number of lists to sort through when using lists. (#1959)

When making your selection from any Item or Member List, you will be prompted for a cutoff date. If a date is provided, only those Lists created on or after the specified date are shown in the selection box.  This is an easy way to reduce the number of lists to sort through.

New Report Added: Individual Sales By Department
CoPOS added a new report in Menu #3 (Reports/Labels/Graphs Options): “Individual Sales By Department.”
To create the report, select 3.12 from the Main Menu. Note that Options 12 and below shifted down one.
This report shows the sum of sales from a particular Department across a date range.  Any sale involving an Item belonging to the specified Department is listed. For each sale, the report lists:

  • Sale Date
  • Sale#
  • Member Name (if Sale was to a Member)
  • Number of items sold in this Sale in the specified Department [$Sold (Dept)]
  • Dollar value of the Items in the specified Department in this Sale [#Dept]
  • Total net sale [$Total]

Training Mode Improvements
CoPOS training mode is even better now, providing the trainee an opportunity to learn on your CoPOS system while in a “safe” environment. The Training Mode, which is completely separate from the “live” environment, provides most functions that are available within the standard CoPOS system, the exceptions being imports and exports.
To access Training Mode: At the Username prompt, enter Username train.

Incentive Program
CoPOS now lets you set up one of the many USDA administered incentive programs, for example, Double-Up Food Bucks and Fresh Savings. All of these programs work by accruing monies when purchasing eligible Items using EBT. Users can then redeem a specified percentage, up to a given daily amount, when purchasing other Items at a later sale. CoPOS lets you enroll Users, establish the eligible Items along with the percentage off, maximum usage amount and any Department restrictions. Monthly Statutory reports are available.

Consignor Tracking
This new feature lets you:

  • Set up Consignors
  • Associate Items with Consignors
  • Specify the Consignors percentage
  • List Sales by Consignor
  • Compute the amount owed to the Consignor

Three Tier Sales Tax
Triple tier sales tax structures are now supported. Sales Receipts and Sales functions involving Sales Tax, such as, “Enter a Sale,” now show taxable Items in tiered tax stores represented by:

  • T/Lo for Items taxed at the lower rate
  • T/Hi for Items taxed at the higher rate
  • T/+ for Items taxed at the highest

A similar breakdown is shown for the Summary and Detailed Sales Tax options (3.3 and 3.4).

Filed Under: CoPOS Update

Software Update v4.1 – Release Notes

June 20, 2017 By CoPOS Webmaster

Release Notes v4.1

These release notes cover all the changes made since the release of version 4.0A on December 28th 2016.

For CoPOS version 4.1 Release Notes click here.

CoPOS v4.1 is no longer available. To download the latest CoPOS Release click here.

If you need the older version, or have any questions, give us a call. 855.772.6767

Important Notes

CoPOS is excited to introduce integrated electronic invoicing direct from UNFI into CoPOS through the CoPOS Cloud. No more need to use a flash drive or any other computer. The invoices show up directly in options 8.7 Process Electronic Invoices and 8.1 Enter Item Prices. This feature has been previously available from select UNFI distribution centers but is now available on any UNFI account that uses the CoPOS POS system. We have been testing the integrated electronic invoicing in a few locations across the country for the past four months and UNFI has been able to resolve the issues that we have noticed. That said, this interface is still in beta and it is recommended that you continue to check, both your integrated electronic invoice and your paper invoice, for any discrepancies during the first month of utilization.

CoPOS – New and Changed Features:

Delivery Charges
CoPOS now supports a delivery charge. A delivery charge can be added when selling a special order or an online order at the register. Delivery charges are added by entering “.DC” in the item column of the register. If a default delivery charge has been set up, CoPOS will display it in the price column. If an open ring delivery charge has been setup, CoPOS will prompted for the dollar amount.

To set up an open ring delivery charge or a default delivery charge use option 1.27 “Delivery Charges”. This option lets you specify the default delivery charge or an open ring delivery charge, as well as maintaining the tax status for the delivery charge. Note that the previous options 1.27 through 1.30 have been shifted down 1. (#1796)

Wording has been cleaned up in menu option 4, Database
The CoPOS menu option 4, Database, has been cleaned up to remove the extraneous verbiage of “Enter/Edit/List/Query.” The new wording continues to distinguish the options that allow user queries. Those are option 1, Item Database and option 4, Member Database.

Member Only Future Sales now export correctly in the Standard CoPOS Item file
Items in CoPOS can be exported from many different options in CoPOS. This handy export file contains many item attributes including the current or future sale price of items and the dates those items are on sale. There was a small issue with exporting the future sales that were marked as members only sales. This has now been corrected. (#1750)

Export File Names
It is now possible to bypass the file names assigned by CoPOS to file exports. This is done via a new System Constant, #279. (#1756)

Purge Members
The option Purge Members has been refined to have a similar user interface to the option Purge Items. Members to be purged can be reviewed on the screen or in a printed list or in Excel before purging. (#1802)

1.1 Record a Sale
The balance on a Declining Balance Gift Card after the sale is completed is now shown on the screen. (#1735)

When entering initials, the user can now be forced to enter the initials of an on-file employee. This is controlled by a new System Constant, #286 and forces the initials to match an actual employee. (#1832)

Credit card processing can now be turned on or off at any CoPOS station. One register station can be configured to not use integrated credit card processing, while the other register stations use integrated credit card processing. (#1645)

Members or customers that have special orders and come to the register can now be looked up by using their order number. To pull up the member or customer using their order number type O/### in the Member Field of option 1.1 “Record a Sale”.

Comment: While this is not a big deal, it lays the groundwork for being able to handle orders that get auto-generated from an online store. The order number is also presented in option 5.1 “Enter (Place an Order)” after generating a special order and can be looked up in other special order options. (#1795)

1.12 Balancing Tools
It is now possible to filter by Session# in the options under the Balancing Tools menu. (#1745)

1.17 Print a Session Tape (X-Tape)
This option gains the ability to show the X-Tape on the screen for review before or instead of printing. (#1788)

1.25 Set up Deposit In/Out Amounts
It is now possible to have MULTIPLE Deposit In/Out Amounts. Multiple Deposit In/Out Amounts are set up after entering the default amount. When entering a Sale, if multiple Deposit In/Out Amounts exist, the cashier will be prompted to select the figure via the choice bar. Otherwise, Deposits In/Out behave as they did before this feature. (#1765)

1.4.12 View Storewide Gift Card Balance
It is now possible to easily view the Storewide Balance on all Declining Balance Gift Cards as of a specified date. This is a new option under the menu, Gift Card Options, called “View Storewide Balance of Gift Cards.” (#1763)

2.8 Enter IOU Payments as Paycheck Subtractions
A prompt for Initials has been added to this option. Entering initials is a required action when using this option. The initials entered can be viewed in option 2.4 “IOU Payment Detail.” (#1816)

3.15 Print Repack Labels
When an Item is on sale, the sale price now shows on the screen when printing repack labels. (#1772)

3.20 Daily Sales (Movement) By Item
It is now possible to view spoilage figures by item when looking at this movement report. (#1740)

This option also has more extensive and clearer “Right Column” control. (#1780)

3.25 Sales (Movement) By Month
It is now possible to view spoilage figures by item when looking at this movement report. (#1740)

This option now exports the Average Items Sold per Month and Average Sale Dollars per month for the months included in the report. (#1768)

It is now possible to specify the field to display in the right-most column. You can choose between $Sold, $Cost, and $Profit. (#1781)

4.1 Item Database (with Query)
Preparation Charges can now be added to an item via the “Save and Continue” choice bar selection. (#1741)

4.1 Item Database (with Query)
It is now possible to default the sale prices of items to a percentage over cost by typing “%C” after the desired percentage over cost. This can also be done in option 8.2 “Enter Sale Prices”. (#1736)

4.1 Item Database (with Query)
The Alternate Item Code can now be queried in the Item Query. This is done by including field 1, which now reads “Item Code/Alt”, in the query. To indicate an Alternate Item Code, prefix your response with an “A/”. Example “A/*” will indicate ALL Items with an Alternate Code. (#1811)

4.1 Item Database (with Query)
Items that are Inactivated are now automatically removed from a Hotlist when inactivated. (#1831)

4.1 Item Database (with Query)
CoPOS will now alert the user when changing the item code of the open ring department default items. These are items/departments with codes between 1 and 17. (#1837)

4.1 Item Database (with Query)
When viewing items from an Item Query, it is now possible to view the date activated or the date inactivated for the items. These dates can be viewed using the choice bar function “Right Column”. (#1833)

6.10 Reduction Transfer (One Item)
It is now possible to specify the direction of transfer when doing a Department Transfer in this option. (#1729)

7.1 Post/Unpost Member Payments
Payment chits now print on an attached receipt printer when a member payment is received via this option. (#1726)

8.2 Enter Sale Prices
It is now possible to restrict the scope of items to ONLY have sales that match the “Sale Starts On” or “Sale Ends On” fields. (#1762)

8.10 Item Price Check and Change
A new option has been added to the CoPOS Pricing/Margin Options Menu (#8). This option, called “Item Price Check and Change,” is designed to make changing item prices (SRPs) easy to do from the floor. This option lends itself nicely to a future wireless CoTERM unit. (#1828)

8.31 Price Change Log
The changes in the log can now be filter be Cost or SRP and can also be restricted to the last pricing change only. (#1784)

10.9.4 Department Properties/Attributes
With this new option, CoPOS expands the number of department attributes to include Minimum Age requirements. When the department’s Minimum Age attribute is set to Yes, an item added to the department will automatically be set to prompt for a Minimum Age at the register. This new addition will make it easier to ensure that your store does not sell liquor to minors. (#1730)

 

CoPOS – Bug Fixes:

1.1 Record a Sale
Items that are marked as not discountable are now priced correctly at the register when the item is on sale (sold at a reduced price) and the sale is to be used along with Member Discounts. (#1752)

Custom Discounts now work correctly when there are different discounts set up by Department. (#1827)

4.1 Item Database (with Query)
When viewing an item query and displaying the Alternative ID code for an item, the display was not accurate. This has been fixed. It should be noted that because of space limitations, only the last 10 characters of the Alt ID can be displayed. This is unfortunate since the Alt ID is designed to be in UPC A form which is 12 characters. This is expected to be corrected in a future CoPOS release. (#1813)

5.10 Open Special Orders
This option now works correctly when a response of “N” is given to Field #3 (Include Special Orders With ALL Items Received? Y/N). (#1819)

6.1.1 Enter Periodic Inventory Counts (Multiple Items)
Valuation figures now change correctly when posted via option 6.1.1, Enter Periodic Inventory Counts (Multiple Items). Specifically, if a pricing change was made on the base CoPOS figures while a Periodic Inventory is out, those changes are correctly incorporated to the Valuation Figures reported in 6.1.1. (#1721)

6.11 Reduction/Transfer (Multiple Items)
Singles (as in a single item of a break pack item) are now recognized as a valid quantity when doing a spoilage reduction or a transfer. (#1747)

 

System Constant Changes/Fixes:

#39 Show Alternate Item Code in Shelf Tags Where Relevant
Controls whether the Alternate Item Code (Alternate ID) is displayed on Shelf Tags instead of the Item Code when appropriate conditions are met. The conditions are:

1) The Item Code is a Number that is seven (7) digits or less.
2) The Item has an Alternate ID and that Alternate ID is twelve (12) digits.

If both of the above conditions are met, the Alternate ID will be displayed in place of the Item Code when this System Constant is set to “Y”. Otherwise the Alternate ID is NOT displayed on Shelf Tags. (#1814)

#277 Show Dietary Guides On Repack Labels
Controls whether Dietary Guides are displayed on Repack Labels. When shown on Repack Labels, Dietary Guides appear at the bottom of the area reserved for Item Ingredients.

Note: If the Item Ingredients comprise all of their allotted lines, the Dietary Guides are not shown — Item Ingredients take precedence. (#1712)

#278 Allow Rapid Edits of QOH Levels
Controls whether inventory QOH (Quantity On Hand) levels can be edited in a tabular fashion from within CoPOS. This editing is done using the Multiple Items/ Single Field function of option 4.1, Item Database.

Having this system constant turned on can save a good deal of time if inventory QOH levels need to be edited for many Items. This comes at the expense of less tight inventory controls. (#1792)

#279 Do NOT Enforce CoPOS Filenames when Exporting
Controls whether the filenames assigned by CoPOS to file exports can be altered. If this System Constant is set to “Y”, the entire filename can be altered. Otherwise, the root of the name is fixed and only the last several characters of the filename can be altered. (#1756)

#280 Do NOT Subtract Refunded Equity from Equity In on Sales Recap
Controls whether $Amounts from Equity Refunds are subtracted from the Equity In figures on the Sales Recap. The normal behavior is for Equity Refunds to be subtracted from Equity In. Setting this System Constant to ‘Y’ prevents this. (#1774)

#281 Block IOU Privileges For Overdue Members
Controls whether Members who are overdue in dues or equity payments will be allowed IOU privileges. (#1786)

#282 Use Single Perf 3 x 3 Expanded Labels (vs Dual Perf 3 x 4)
Controls whether the 3 x 3 Single Perforation labels or 3 x 4 Dual Perforation labels are to be used as Expanded Labels.

To select the Expanded Label Type, enter:
“Y” for 3 X 3 Single Perforation Labels
“N” for 3 X 4 Dual Perforation Labels

#283 Enable [Backspace] Exit in leftmost position of Fields
Controls whether the [Backspace] key behaves like the [ESC] key when pressed at the leftmost position in a field in the Text Editor. If this System Constant is is set to “Y” this will be the case. Otherwise, there is no change in the behavior of the [Backspace] key.

Note: In the Spring of 2017, the [Backspace] key was made to function like [ESC] while in boxes and elsewhere in CoPOS. This System Constant was created in case stores were concerned about inadvertent exits while ‘leaning’ on the [Backspace] key in a field in the Text Editor.

#284 Block “.” Payment Response in Record a Sale
Controls whether the “.” shortcut is blocked when entering payments while in Record a Sale. This shortcut, also called “Dot Pays Remainder” is used in Record a Sale to speed up the transaction. (#1817)

#285 Show Both Non-Member and Member Prices on Repack Labels
Controls whether a second form of Repack Label is produced. This second form shows pricing for BOTH Non-Members and Members. This form is not available on the dual perf labels (LPQ07 stock) due to size restrictions. Stores that offer generous Member Discounts might consider using this form.

Note: If your store does not offer a Member Discount on each and every sale, we advise that you leave this System Constant as “N”. (#1821)

#286 Validate Initial Entered to Those of an Employee On File
Controls whether cashiers are required to enter initials that correspond to those of an employee already on file. Entering “Y” will require the initials to be on file. (#1832)

 

========  End of RELEASE NOTES for SOFTWARE UPDATE 4.1  ============

 

Filed Under: CoPOS Update

Software Update v4.0A – Release Notes

December 28, 2016 By CoPOS Webmaster

Release Notes v4.0A

CoPOS v4.0A is no longer available. To download the current version of CoPOS click here.

If you need an older version, or have any questions, give us a call. 855.772.6767

These release notes cover all the changes made since the release of version 4.0 on November 9th 2016.

For CoPOS v4.0A Release Notes click here. (Newer version of CoPOS Release Notes (v4.1) available.) Release notes from CoPOS 4.4 are available here…

Important Notes

CoPOS is releasing this minor update to resolve a bug found in option 6.11, Reduction/Transfer (Multiple Items).  This option is now recording reductions and transfers correctly. Please update CoPOS before using this option for your end of the month spoilage or transfers.

This update is highly recommended for integrated credit card users as it fixes a rare issue with voiding a credit card sale.

New and Changed Features:

Integrated Credit Card Processing
If you are using Integrated Credit Card processing, CoPOS now provides the ability to reverse a credit card charge without voiding a sale.  This option is password protected and not easily used.  Please contact CoPOS for further instructions.

Discount by Department to Sell Items at Cost or at a Fixed Percentage Above Cost.
It is now possible to set a discount to indicate that an entire department is sold at cost or at a fixed percentage above cost.  This is controlled by System Constant #251, “Allow ‘Cost plus’ Pricing on a Per Dept Basis” and, indirectly, by System Constant #36, “Allow Differing Member Discounts by Department.”   The discount is assigned in option 4.5 “Membership Type Enter/Edit/List” in the option “Specify Department Specific Member Discounts”  To specify this discount, enter the syntax “COST” or “C”+nn where “nn” is the  percentage over cost.  This discount can be specified per department and if no discount is specified for a department, the basic member discount will be used for that department.  By entering zero, you can effectively exclude departments from the basic member discount using this option as well.

CoPOS – New and Changed Features:

1.15  Close a Register Session
If a Sale is on Hold, CoPOS now warns the user that closing the register session will lose this held sale.  The user has the opportunity to keep the register session open and review the held sale. (Enhancement 1700)

1.8  Sales Query
CoPOS now allows the number of Bag Charges/Credits to be tallied up in the Sales Query.  This is useful for finding the number of bags paid for by customers or the number bags reused by customers during a given time period. A sales query can now also be filtered by sales that include a Bag Charge/Credit. (Enhancement 1703)

3.26  Best/Worst/Non Selling Items
CoPOS now exports the current applied margin and the achieved margin for each item in the export file.  The months specified when running this report define the bounds of the achieved margin. (Enhancement 1714)

4.1  Item Enter/Edit/List/Query
There is now a Green Field that covers NCG’s Co-op Basics program (this is a discount program that provides reduced pricing on staple items).   This new Green Field is referenced by a “B” and can be used for any basic buy program implemented at a store. (Enhancement 1706)

8.10  Delete Sales
Option 8.10 (Delete Sales) can now be filtered by Sales Type (General or Member Only or Both) as well as Sale Dates. (Enhancement 1690)

CoPOS – Bug Fixes:

1.1  Record a Sale
Fixed an issue where a sale price prevented a member discount from being used even if the member discount resulted in a lower price for the customer. (Bug 1694)

4.1  Item Enter/Edit/List/Query
Removing an Item from ALL Groups via this option now works when “.D” is entered in response to the prompt to enter a group. (Bug 1059)

6.11  Reduction/Transfer (Multiple Items)
Corrected an issue where a multiply page entry in option 6.11, Reduction/Transfer (Multiple Items) was not always recorded correctly. (Bug 1699)

System Constant Changes/Fixes:

#273 Allow Additional Percentage Off for Items On Sale
Controls whether Items on sale are eligible for an additional percentage off when sold to Members.  LAST SYSTEM CONSTANT FROM THE 4.0 RELEASE

#274 Allow Integrated Credit Card Charges to be Reversed From CoPOS
Controls whether Credit Card Charges that do not correspond to a CoPOS transaction can be reversed.  We suggest that you leave this set to “N” unless you observe that a charge has gone through on the merchant side but not on the CoPOS side.  This should never happen but in case it does…

#275 Allow $0.00 Bag Charges/Credits
Controls whether Bag Charges/Credits of $0.00 are permitted at the Register. Some stores wish to allow a $0.00 Bag Charge/Credit in order to count the #Bag Credits/Charges (via the Sales Query) without imposing any charges or granting any credits.

#276 Have The Item Movement Export Go Back 24 Months Instead of 12
Controls whether the Achieved Margin Column (Col L) of the Item Movement File Export looks at 24 Months instead of 12 Months.

 

========  End of RELEASE NOTES for SOFTWARE UPDATE 4.0A  ============

Filed Under: CoPOS Update

Software Update v4.0 – Release Notes

November 9, 2016 By CoPOS Webmaster

Release Notes v4.0  –  Integrated Credit Card Processing

These release notes cover all the changes made since the release of version 3.6.5B on January 13th 2016.

To download a PDF version of these Release Notes click here.

To download the latest CoPOS Release click here.

Important Notes

CoPOS is planning on removing field 4 “Member Day Discount Supersede ALL Other Discounts.” from option 7.3, Fixed Member Day Sales. Please contact CoPOS immediately if you are currently using this field.

New and Changed Features:

Integrated Credit Card Processing
CoPOS has successfully integrated credit card processing. The first system has been deployed for over two months and is running well. The second installation was a month ago. If you are interested in adding this customer service and bookkeeping friendly option to your store, please give us a call to find out how to make it happen. We are working with Gravity Payments to process the transactions. You might remember Gravity Payments from news reports citing the company for voluntarily raising their minimum wage to a truly livable wage for the Seattle area.

Printing LPQ05 Shelf Tags
You can now print Shelf Tags on LPQ05 stock without having to switch Device Types in CoPOS. Instead an additional prompt is asked seeing if you wish to print Shelf Tags on LPQ05 stock. If this prompt is affirmed, the printing is rotated to accommodate LPQ05 tags. Whether or not this prompt is asked at all is controlled by a new System Constant, #256.

CoPOS Error Log
The Error Log can now be viewed from the CoPOS Main Menu or by using option 9.14, System Logs. At the CoPOS Main Menu you can type “ERRORLOG” or “Error Log” to view the error log. Support at CoPOS may ask you to do this from time to time. After viewing the error log you can use the Ctrl P option to print the log to a PDF document and send it to CoPOS or print a paper copy.

Stacked Sales have been Improved
Stacked sales occur when an item is put on sale for a specific timeframe and than the same item is put on sale again for a different timeframe. It gets very confusing if the timeframes overlap or one timeframe is completely within the second timeframe. Another complication comes with current sales and future sales. There are many different scenarios that need to be accounted for and CoPOS has improved the handling of these scenarios greatly but there are still some complicated situations that it can not handle. To be absolutely sure the sale works as expected, CoPOS currently recommends only putting an item on one current sale and one future sale. Please give us a call if you have questions regarding stacked sales.

Directly Enter the Department Number when Filtering Items
It is now possible to directly specify a Department Number to use when filtering items in many options in CoPOS. Instead of saying Yes or No to filter by departments and than specifying the department in the pop up box, simply type in the number of the department you want to filter by.

Item Profile
It is now possible to view information about the last time an Item sold while being on sale. This is done by:

1) Select the choice bar option [Price Chngs] in the item profile.
2) Select [Last Mon On Sale] to see the last month that an item was sold while set at a price reduction. CoPOS also displays the number sold during that month as well as the number sold while on sale during that month.

Item Profile
The Member Only Price and Single Item Price are now shown on the Item Profile to the right of the SRP. Single Item Prices are followed by an “S”. Member Only Prices take precedence when an Item has both a Single Item Price and a Member Only Price.

Item Profile
CoPOS now records the following pieces of information when inactivating Items which are displayed in the Item Profile:

1) The date the Item was inactivated
2) The initials of the user who inactivated the Item. If User Security is turned on, the initials of the employee who logged in are recorded. A new System Constant (#270) has been introduced which controls whether the entry of initials is required.

Item Profile
An inventory choice bar option has been added to the Item Profile. Three types of inventory information can be viewed:

1) Active Inventory
2) Periodic Inventories
3) Inventory Metrics — including:

A) Inventory Turns (Number of times the average inventory is sold in a year.)
B) Avg #Sell Days  (Average #Days it takes for 1 unit to sell)
C) Turn/Earn Index* (See Below)
D) Avg Inventory $Value

Inventory Metrics depend heavily on both Periodic Inventories and correct Item Cost information being on file.

*Turn/Earn index is your Gross Margin x Inventory Turns. For example, if your inventory turns 5 times in a year and you have a 35% margin your Turn/Earn index is 175 (35 x 5 = 175). The Turn/Earn Index will help you balance turnover and profits. It highlights situations where high margins can compensate for low inventory turns or high inventory turns can compensate for low margins.

General Sale and Member Sale for the same item
When an Item is on both General Sale and Member Only Sale, it is now possible to specify that the Member Only Sale is x% reduced from the General Sale.  Do this by entering the percentage off, followed by “%S”.  Example, if an Item is on General Sale for 3.99, entering 10%S yields a Member Only Sale Price of 3.59.

Printing Shelf Tags
Shelf Tags now show Member Price in the same font as Base Price when electing to show Member Only prices on shelf tags. This should make this type of layout easier to read.

Much Improved Sales Queries
Sales queries, option 1.8 in CoPOS, have long been a resource in CoPOS to find out who bought what and when. CoPOS has now increased the usefulness of this option by allowing an item query from within a sales query. For example you can now run a sales query for all the register sales (baskets) that included local items sold in produce last month. Before this update you could see all of those sales and all the items sold in those baskets but there was no way to view only the local produce items sold in those baskets. Now you can.

Item Query when Viewing a Sale
It is now possible to run and display the results of an Item Query when viewing a sale. The scope of items in the query are limited to those purchased in the specific sale being viewed. For example if you are looking at a sale to a customer that includes 21 items and you want to know which items in that basket were EBT eligible or local or from a specific vendor, you can now query for any or all of those attributes and any attribute in a normal item query.

CoPOS Time Clock
When using the option “Clock” to clock in and out, it is now possible to view the specific hours and total hours an employee worked both for the current pay week and the pervious pay week. This is in addition to the option to view the “Past 30 Days” that already existed.

CoPOS System Printer
CoPOS now supports some of the laser printers from the Brother company. If you have a Brother model you wish to use, contact us at CoPOS. Currently, we know printing works on the Brother HL-L2360DW which is a WIFI / Network printer and can be used with other office computers as well as CoPOS.

Exporting Membership Information
CoPOS has added a new format to export membership information. The new format is called the “Standard with 12 Payments” and it includes 12 separate payments instead of just the 6 currently available on the standard formate. To allow room for these payments it dispenses with many of the columns found on the standard member export format. At some point in the near future, CoPOS will provide an option that loads payment history from that file.

 

CoPOS – New and Changed Features:

1.1  Record a Sale
When purchasing items at the register that can be sold both as a single or a full pack, for example grab and go soda, the cashier can now be prompted to chose Single or Pack. The issuance of this prompt is controlled by a new System Constant, #268.

1.1  Record a Sale
You can now enter “F*” in the Payment Method section of the register in response to any Payment Method. Entering “F*” lets CoPOS determine which Items are eligible for EBT and pay for these eligible Items via EBT.

1.1  Record a Sale
An Item’s Location can now be viewed from within a register transaction without the need to suspend and recall the sale. If Item Locations are maintained in CoPOS (highly suggested), this feature allows Cashiers to inform customers where an Item is likely to reside. To view an Item’s Location while Recording a Sale, enter “.L” in “Item Description” Column.

1.1  Record a Sale
Items with a Member Only Price that are on sale now show a “!” next to the price while at the Register

1.1  Record a Sale
When using the CoPOS integrated credit card processing feature, an EBT Balance can now be viewed directly in option 1.1 “Record A Sale”

1.1  Record a Sale
It is now possible to easily weigh containers at the register without actually entering Items at the register. Simply put the container on the scale and type the “-“ key into the Member field and the weight is returned.

1.1  Record a Sale
A key to the Green Fields has been added to the receipt when green information is displayed on the sales receipt.

The values are:
L = Local                   F = Fair Trade
R = Regional            P = P6 Standards
O = Organic              I  = Independent
G = Free Range       N = Non GMO

1.8  Sales Query
It is now possible to run an Item Query from within a Sales Query with the scope limited to the Items in the qualifying Sales and ONLY display the qualifying Items.

1.8  Sales Query
It is now possible to run a Sales Query for All Members who are Current or All Overdue Members. Please note: A new field has been added to the file that records specific sales in CoPOS. This new field indicates whether a sale was made to a member who is overdue at the time of the sale. There is no way this information can be captured retroactively. Consequently, this new feature only works for sales queries done on sales after this version is installed.

1.12.2  Credit Cards In
It is now possible to restrict the credit card transactions displayed in this option to a specific register session if the report is ran for one day and a single register.

1.12.9  Price Overwrites
The Price Overwrites Inquiry can be filtered by two additional criteria:

1) Department
2) Member Type

1.22  Set Up Sales Receipt Message
It is now possible to edit the Receipt Message from any CoPOS station using this option. When editing from a CoPOS station other than the server, the user is prompted for a password. This password is initially set to the default password. After running this option from a remote station, the password can be set in option 10.11.7 “Set Default Passwords”.

1.30  Money Counter
It is now possible to have the cash drawer open when using this option to count money. If the store requires a password to open the cash drawer, this same password will be required when using this option. To turn on this feature use System Constant 264.

3.2  Sales Recap Comparison
CoPOS has added a Sales History Report which presents the sales history of the store on a yearly basis from the time CoPOS was installed. The report includes all the information currently is available on page one of the Sales Recap Comparison report. The user can flip through the years and see how things have changed or export the information to excel and analyze it further. To view this, select the [History] option on the choice bar. This report is also available in option 3.1 Sales Recap using the [History] choice bar option.

3.11  Consignor Transactions
CoPOS now has an Option for viewing Consignor Take. We have provided Sale/Return Level granularity along with choices to View the Consignor, Item or Sale/Return with this Option.

3.13 Print Item Barcode Labels –  Pseudo Barcodes
Pseudo barcodes can now handle Item Codes up to 7 digits in length.  A  pseudo barcode is a 12 digit scannable UPC code created by:

1) An Item Code up to 7 digits in length.  These constitute the rightmost digits (not including the check digit
2) Zero padding for the leftmost digits to yield 11 characters,
3) A check digit created from these 11 digits.  The check digit is the rightmost digit

3.15  Print Repack Labels
It is now possible to print Repack Labels that contain ONLY Ingredients — nothing else. This is controlled by a new System Constant, #258.

3.19  Daily Sales For ONE Item
It is now possible to exclude Special Order Sales (items sold as part of Special Order) from the data in Option 3.19 (Daily Sales For ONE Item).

3.19  Daily Sales For ONE Item
Added the capability to summarize the information in this option by week. When the report is consolidated by week an indication on the screen is shown. It is possible to toggle between the normal per-day display and the weekly summary.

3.20  Daily Sales (Movement) By Item
It is now possible to exclude sales figures for Items that sold as part of a Special Order.

3.20  Daily Sales (Movement) By Item
This report now shows the Total $Cost at the top of the screen and lets you toggle between viewing $Profit, #Cost and Inventory Information. Toggling is done using the [Rt Col] tab of the choice bar.

3.25  Sales (Movement) By Month
Items shown in the Sales (Movement) By Month that are missing their Cost, show an asterisk (“*”) after their cost with an explanation in the header about Derived Costs.

4.1  Item Enter/Edit/List/Query – Item Add, Item Edit
It is now possible to have CoPOS return the next available PLU# when in either the Add or Edit sections of this option. Do this by entering “.PLU”. When this is done, CoPOS prompts for the value at which to begin looking and will return the next available PLU after your response.

4.1  Item Enter/Edit/List/Query – Item Query
It is now possible to query by the percentage of the #Items sold while on sale over a range of months. This is done in the Item Query via the Sales History. A new prompt has been added that lets you restrict Items by the percentage sold while on sale. This prompt is only issued when using the #Sold (vs the $Sold) and is the final prompt of the sequence.

4.1  Item Enter/Edit/List/Query – Existing Item Query
Both the Item and Member Query now have the capabilities of respecifying criteria values for Existing (Saved) Queries. This is done via a new choice bar option [Respecify Criteria Values] that displays after you select an Existing Query. It is hoped that having this feature will reduce the number of saved Queries, since a saved Query can now be reused by simply restating the values of the criteria that comprise the Query.

4.1  Item Enter/Edit/List/Query – View Item
It is now possible to view more detailed pricing information when using the choice bar option to [View] an item in option 4.1. Most importantly the Case Cost is now accessible to view in option 1 … Price Reductions/Pricing.

4.1  Item Enter/Edit/List/Query – Item Query
When viewing the Sales History using the “Rightmost Column” of an Item Query, it is now possible to select between viewing the total of sales before or after member discounts.

4.1  Item Enter/Edit/List/Query – Item Query
It is now possible to query by the percentage of the #Items sold while on sale over a range of months. This is done in the Item Query via the Sales History. A new prompt has been added that lets you restrict Items by the percentage sold while on sale. This prompt is only issued when using the #Sold (vs the $Sold) and is the final prompt of this sequence.

4.1  Item Enter/Edit/List/Query – Item Query
It is now possible to search for Items with frozen SRPs. This is done in the Item Query via a second prompt when the Item SRP is selected as a criteria.

4.1  Item Enter/Edit/List/Query – Item Query
Changed the criteria “Future Price Change” in the Item Query to “Future Pricing Changes.” Added a prompt within that field to select SRP Only, Cost Only or Both SPR AND Cost.

4.1  Item Enter/Edit/List/Query – Item Query
The following criteria fields now accept the “less than” modifier and ranges: Sales History, Returns, Spoilage (SRP), Spoilage (Cost), Special Order Purchased, Achieved Margin, Profit, COGS (Cost of Goods Sold). This provides a better way to identify movements and trends.

4.2  Item Category
It is now possible to delete all Item Categories that lack attached Items. This is done by using the choice bar option [Delete], then the option [ALL Categories With NO Items].

4.2  Item Category
It is now possible to Edit a Single Field within Multiple Item Categories. This works in a similar manner to the “Multiple Items, Single Field” function of Option 4.1 “Item Enter/Edit/List/Query.”

4.2  Item Category
It is now possible to export all items in a specific Item Category from within this option. This negates having to do this via the Item Query.

4.4  Member Enter/Edit/List/Query – Member Export
CoPOS now has a way to export an owner/member’s first and last names in separate columns. This has been a much asked for feature. There is now a seamless transfer of owner/member information from CoPOS to Mail Chimp without having to use Excel or even rename the file. This new feature allows the marketing department/person to easily import first names into your promotional emails and other online and print promotions. The two new columns for first name and last name have been added to both the Quick Member Contact export and the Member Addresses export which are available in various options throughout CoPOS.

4.4  Member Enter/Edit/List/Query – Member Import
CoPOS now makes it possible to import information from the Quick Member Contact export file. It should be noted that the columns “Name #1 (First)” and “Name #1 (Last)” cannot be imported directly but can be updated by changing the name in the column “Name #1”.

4.4  Member Enter/Edit/List/Query – Existing Member Query
Both the Item and Member Query now have the capabilities of respecifying criteria values for Existing (Saved) Queries. This is done via a new choice bar option [Respecify Criteria Values] that displays after you select an Existing Query. It is hoped that having this feature will reduce the number of saved Queries, since a saved Query can now be reused by simply restating the values of the criteria that comprise the Query.

4.4  Member Enter/Edit/List/Query – Member Query
Overdue members now show an “(O)” affixed to the member name when displaying members in a member query or other options that display members in tabular fashion. Currently, the member lookup does not show this.

4.5  Membership Type Enter/Edit/List/Query
It is now possible for a membership type to grant an additional percentage discount to be taken off of an item on sale. The actual percentage off is controlled by field 3, “Basic Member Discount %” and are considered part of Basic Member Discounts. This feature is enabled by a new System Constant, #273 and is intended for those stores that grant Members a specific additional discount from the sale price of an item.

4.11  Employee Enter/Edit/List
Employees can be imported from a file template in a way similar to Members or Items. The template is available on the CoPOS website (www.copos.com) under the [Download] tab.

4.18  Item Lists Enter/Edit/List
Items on an Item List can now be exported into Excel in the standard CoPOS Item Template format.

5.10  Open Special Orders
Options 5.10, Special Orders and 5.11, Special Order Sheets have been consolidated into Option 5.10, Open Special Orders with no loss of functionality. A choice bar option [Print/Export] has been added to option 5.10 for printing Open Special Order Sheets.

5.10  Open Special Orders
It is now possible to print a Special Order on the system printer in such a manner as to be used for billing

6.1.1  Enter Periodic Inventory Counts (Multiple Items)
It is now possible to set multiple items to have a zero periodic inventory count. Useful for stores running active inventory. It is good practice to set the periodic inventory count to zero before importing or scanning the periodic inventory. This prevents the possibility of an item keeping an erroneous active inventory count after posting periodic inventory counts to active inventory. To do this, enter “0*” when you [Specify QOH].

6.1.2  Enter Periodic Inventory Counts (One Item)
Added the ability to enter weights for items sold by the ounce. When an item is sold by the ounce and the inventory count is done in ounces, the cost and price valuations are now correct.

6.1.9  Inventory Differentials
The Cost Differential has been added to the print section of the Inventory Differentials Report.

6.10  Reduction/Transfer (One Item)
It is now possible to attach a note to a Reduction/Transfer made in 6.10 after responding “Y” to the “Increment/Save” prompt.

6.11  Reduction/Transfer (Multiple Items)
It is now possible to enter multiple transfer incidents for any incident type via option 6.11. The names of the menu options 6.10 and 6.11 have been changed to reflect this.

6.11  Reduction/Transfer (Multiple Items)
It is now possible to print out a list of the items being transferred or spoiled using this option. This can be useful for the deli to calculate the total cost of items being used in a recipe or to quickly generate a paper record of a spoilage event.

6.14  Spoilage By Department
This new report displays spoilage information for each departments within a specified date range including the cost of goods spoiled and the spoilage percentage for each department. You can also drill down to get spoilage information on a per-day basis for each department and from there you can view the actual spoilage incident including who spoiled the item and any spoilage notes that were entered. The spoilage percentage is defined as the ratio of the “cost of goods spoiled” to the sum of the “cost of goods sold and spoiled” and is reported as a percentage figure.

6.17  Item Reorder Information
Provide an alternative set of columns for displaying the item’s Qty/Case, item’s SKU number, current quantity on hand (QOH) and recommended number of items to reorder. The printed report has been updated as well and now includes the number of cases to reorder. This new screen appears automatically when the option to “include only items whose QOH is less than their quantity low level” is set to yes. You can also manually display this screen as well. These enhancements will facilitate ordering with the Scan Genius and iUNFI devices.

6.26  Import Item Ingredients
Item ingredients can now be imported en masse from excel using the CoPOS Ingredient File located on our website or from the Label segment of the CostGuard application.

7.28  Member Sales By Quartile
A new option to report on member sales by quartile. A quartile is based on the members sorted by the total of their purchases during the specified timeframe. Shown in this report by quartile are the following pieces of information:

1) $Sales
2) #Sales
3) % of Total Member Sales
4) Average Basket

8.1  Enter Item Prices  (also option 8.8.9  Process Price Change Files)
The unit cost can now be derived when importing item costs using the CoPOS Pricing File Template. This is a great option, for example, for bulk items that are sold and priced as a single 25 pound bag from UNFI but sold at your store by the pound. The UNFI single item cost is 25 times the true single item cost at your store. When importing, you can now eliminate the item cost and just use the case cost and CoPOS will derive the correct unit cost when:

1) The unit cost is missing in the CoPOS Pricing File Template… AND
2) The Qty/Case exists in this file. CoPOS uses the Qty/Case in the pricing file but if that is missing CoPOS looks up the missing the Qty/Case from the #item/case field for that item in CoPOS.

8.1  Enter Item Prices
When changing pricing information from an Invoice or a CoPOS pricing template, it is now possible to reset ALL Costs, Margins and SRPs back to their Original Invoice values.

8.2  Enter Sale Prices
It is now possible to take a percentage off a Sale Price in Option 8.2. This is in addition to the feature already in place that lets you take a percentage off the Base Price. To specify this, follow your response with a “%S”. Example: “10%S” takes 10% off the existing On Sale Price. Note, if the Item is not on sale, the Sale Price is skipped.

8.8.1  Process CAP Files
CoPOS now supports the Co-op Deal file (previously known as CAP) supplied by NCG through LBMX.

8.8.2  Process TPR Files
CoPOS now supports the Co-op Deal file (previously known as CAP) supplied by NCG through LBMX.

8.16  View Future Pricing Changes
This option was called “View Future Price Changes.” The name has been updated and this option now has the ability to view cost changes as well as price (SRP) changes. Having this in conjunction with the future pricing changes in the Item Query will provide an easy way for users to monitor en masse changes that come in from places like the BID file, distributor catalogs or invoices.

8.20  Print Multiple Shelf Tags
An option has been added to sort the shelf tags to be printed in the order in which the items were entered either from a List or when adding items one at a time.

9.4 and 9.5  Configure CoPOS Server and Configure CoPOS Stations
Option 9.4 Enter/Edit Device Table was replaced by these two options. The functionality was split between option 9.4 Configure CoPOS Server and option 9.5 Configure CoPOS Stations.

Option 9.4 Configure CoPOS Server is used to specify the printing devices attached directly to the server.

Option 9.5 Configure CoPOS Stations is used to specify information about the 15 Stations attached to the CoPOS Server. For each station, you can specify:

A) The Function of the Station (Register, Weigh Station, Work Station, Other)
B) The Station Name (A description of what your store calls this station)
C) The Device Type (Device used to connect to the server: CoTERM, Logic Box, Other).
D) The Attached Printers to a CoTERM or to a Logic Box. As with the old option Enter/Edit Device Table, there are three categories of printers to attach — System, Receipt and Label printers.

These new options are much smarter about only presenting the applicable options when setting up the stations which should make this process much less complicated especially for people who are new to this option.

9.5  Configure CoPOS Stations
It is now possible to set the IP Address of the attached Credit Card Reader from within CoPOS using this option. To set the IP address change the function of the CoPOS station to Register and you will be prompted to add or change the IP address of the Credit Card reader.

9.14  System Logs
This option lets you view a log file recording each start-of-day routine that is run on the CoPOS system. This log file can be useful for customer service tracking down issues with the CoPOS system. If an error happened in CoPOS, an entry is added to the Error Log which can also be viewed using this option.

10.1.9  Employee Clock In / Clock Out
Add a pop up warning box to alert employees who are close to working overtime. If an employee has worked more than 32 hours for the week, a message is displayed when the employee clocks In. This is controlled via System Constant #214.

10.6.6  FTP SPINS Sales Data to SPINS
When using option 5 View Transmission Log, you can now see a log of the dates and times that a SPINS file was attempted to be sent to SPINS. The log includes the dates covered by the file sent and a status if the file sent successfully or failed. The status of Sent or Failed is listed under the column Method.

10.10  Security Options
Added the ability to print out or export the security levels for employees and the security levels for options as well as the inclusions and exclusions of options. Passwords can not be exported or printed for security reasons.

10.14  Rename Files
There is now an easy way to rename files from within CoPOS. You can specify a file source and prefix as a way to narrow down the selection. When renaming, a check for duplicate file names is made.

 

CoPOS – Bug Fixes:

1.1  Record a Sale
Break pack items that are sold while being on sale (at a reduced price) and have their sale prices rounded now work properly for the “single” item sale price as well as the pack sale price.

1.1  Record a Sale  –  Member Only Sales
Member Only Sales are now taken for Members who have paid less than their full Equity/Dues obligations and when System Constants #88 and 89 are set to “Y”.

1.1  Record a Sale  –  Show Remaining Available IOU on Receipt
System Constant #151, “Show Remaining available $IOU on Receipt” now works correctly when used in conjunction with System Constants #14, “Show IOU Balance on Receipt.” You can now print the IOU Balance on a receipt without printing the remaining available IOU dollars.

1.1  Record a Sale  –  Case Pricing
Case pricing is now computed as the Unit Price x Qty/Case at the register when System Constant #85 (Make Case Price ALWAYS Unit Price x Qty/Case) is set to “Y”.

1.1  Record a Sale  –  Suspended Sales and User Security
When a Sale is suspended and than recalled from a different register and User Security is turned on, the security credentials no longer follow the sale. The recalled sale now inherits the security credentials of the current user.

1.1  Record a Sale  – Viewing On-Sale information
The [F11] Key now works correctly when attempting to view on-sale information about an item being purchased.

1.1  Record a Sale
Internal testing found a problem with using the “F*” syntax and purchasing fewer than 3 Items which we corrected.

3.1  Sales Recap
Fixed a bug where the other discount field was being incorrectly incremented when a break pack item was on sale and sold as a single.

3.12  Print Member Address Labels
Fixed a bug where member address labels had an issue printing to a system printer from a CoTERM.

4.1  Item Enter/Edit/List/Query > Export Item Database
Standard Item File export now shows the correct figures for Random Weight Items in Column “BO” with a column header of “Net Sales Last 6 Mos.”

4.14  Item Group Enter/Edit/List/Query
Item Lists imported from CoSAT can now be used in this option.

6.4  Assign Locations to Items
Fixed a bug where an item could be assigned a location that did not exist. Other small enhancements were made as well to help facilitate assigning locations to items.

6.10  Reduction/Transfer (One Item)
This option now correctly handles products sold by random weight units other than by the pound.

7.7  Member Voting Status
Member Queries for Members with Voting Privileges now match the report in Member Voting Status. CoPOS cleared up an issue where a discrepancy occurred if the voting status was not specifically declared.

8.7  Process Electronic Invoices
Item Departments now load correctly when adding Items from a CoPOS Standard Invoice. Remember, in order to use the Department in this file, it MUST be a 1 or 2 digit integer between 1 and 17. In other words, it must correspond to one of the Departments you have established within CoPOS. (Bug# 1530)

8.20  Print MULTIPLE Shelf Tags
8.21  Print Shelf Tag for ONE Item
These option now correctly prints small shelf tags for items with a different price for a single in a break pack item.

8.23  Print Multiple Sale Tags
This option now correctly displays the sale price when indicating which tags to print.

9.1  Enter/Edit Store Settings > Purge Times
Fixed an issue where changing the Purging Status to Off in the Store Settings was not being respected.

 

CoSAT – New and Changed Features:

16  View/Delete Item Lists
The contents of an Item List can now be exported from CoSAT. The resulting export file can be opened in excel or any spreadsheet program and contains the following columns: Item Code, Item Description, Department Number, Item Cost, Item SRP, Order Entered.

 

System Constant Changes/Fixes:

#88   Exclude Overdue Members from Member Only Sales
Fixed an issue where members who had not paid in full their equity or dues but who also were not overdue were mistakenly excluded from the Member Only Sale. This has been corrected.

#89   Block Overdue Members from Receiving Member Discounts/Pricing
Fixed an issue where members who had not paid in full their equity or dues but who also were not overdue were mistakenly excluded from the Member Discounts and Pricing. This has been corrected.

#151 Show Remaining available $IOU on Receipt
Whether or not the remaining available IOU dollars are displayed on the receipt is now correctly being interpreted in option 1.1 Record a Sale.

#214 Check For Overtime (>32 Hrs Worked) when Employee Clock In
Controls whether an Alert is issued at Clock In when an Employee who has worked more than 32 Hours this week attempts to Clock In.

Note: You can specify the Day the Payroll Starts using Option 9.1. After you save the first part, select “MORE,” then select “Day Employee Payroll Starts.” If no Starting Day has been specified for the payroll, it is defaulted to Monday.

#250 Use Metric Units of Measure (instead of Imperial)
Controls whether the default Random Weight Units are Imperial or Metric.

Imperial Form … Enter “No” (This is default)
Metric Form … Enter “Yes”

#251 Allow “Cost Plus” Discounting on a per Dept Basis
Controls whether ‘Cost Plus’ Discounting on individual Departments is allowed. Different Membership Types can have different Cost Plus Discounting structures which means that System Constant #36 must be set to “Y”. To attach this method to Items, use Option 4.5. Choose “Save (and Continue), then choose #3 “Specify Department Specific Discounts.” You can then enter:

– “COST” to specify that Items in this Department are to be sold at cost.
– “C+”nn where nn is an integer that indicates the percentage over the cost at which to sell the Item. Example: “C+10” specifies 10% over cost

#252 Derive Cost From SRP and Margin if #251=Y and Cost is Missing
Controls whether the Cost at which this Item is to sell is to be derived from the Item’s SRP and Margin when the Item Cost is missing. In order for this to work, System Constant #251, “Cost Plus Discounting on a per Dept Basis”must be set to “Y”.

#253 Allow Inventory Transfers between Retail Floor and Back Stock
Controls whether Inventory Transfers from the retail floor and back stock (warehouse) are allowed.

#254 Print Receipt Description instead of Item Description on Labels
Controls whether the Receipt Description is used on all Repack Labels in place of the Item Description (Name).

#255 Automatically Export SPINS T-LOG Data via FTP
Controls whether the Transaction Log (T-LOG) data is sent to SPINS on a daily basis via FTP. As a prerequisite to using this function, System Constant #240 must be set to “Y”.

#256 Using LPQ Shelf Tag Stock
Controls whether you are prompted about printing on LPQ05 Shelf Tags when electing the Standard Size Shelf Tag.

#257 Send TWO Weeks Sales Data to SPINS Instead of ONE
Controls whether TWO weeks of sales data is sent to SPINS when sending sales data to SPINS instead of the usual ONE week. This has been added to insure that NO dates are missed when SPINS sales data is sent via FTP.

#258 Allow Printing of Ingredient Only Repack Labels
If set to “Y”, a prompt will appear in Option 3.15 to print an Ingredient Only label.

#259 Automatically Run Start of Day Procedure at 2:00AM
Controls whether the Start of Day Procedure is automatically run at 2:00AM. Having this feature addresses situation where users leave CoPOS on all night and do not log out.

Doing this is contrary to CoPOS best practices.

#260 Show Payment Schedule on Sales Receipts When Membership Pmts Owed
Controls whether a repayment schedule is shown on sales receipts for sales to members with an outstanding dues or equity balance.

#261 Show Items That Qualify For Member Day Sales With a Sale Indicator
Controls whether a Items that qualify for Member Day Discounts show at the register with a sale indicator (“!”).

#262 Block Placing Sales On Hold
Controls whether the ‘Sale On-Hold’ feature of the register is blocked. When this System Constant is set to “Y”, you will not be able to place Sales On Hold. This new System Constant does not block Sales from being automatically placed on hold when CTRL-C is pressed from within option 1.1 Record a Sale.

#263 Prompt to Batch Out When Closing a Session
Controls whether you are prompted to Batch Out the current Credit Card Batch.

Note: If this System Constant is set to “Y”, you must also set System Constant #200 to “Y” in order for this feature to work.

#264 Open Cash Drawer When Bringing Up Money Counter
Controls whether the Cash Drawer is opened when the Money Counter is run.

#265 Block the Vendor’s Order# (SKU) From Shelf Tags
Controls whether the Vendor’s Order# (SKU) is printed on the Shelf Tag. If set to “Y”, the SKU is not printed on the Shelf Tag. Otherwise, it is.

#266 Use “Owner” in Place of “Member” on Sale Tags
Controls whether Sale Tags use the verbiage “Owner” instead of “Member”. If set to “Y” the wording is “Owner” on Sale Tags. Otherwise, it is “Member”.

#267 Block Editing of IP Address of Credit Card Reader
Controls whether the IP Address of the attached PIN Pad/CC Reader can be edited from Option 9.5 (Configure CoPOS Stations). Because the incorrect setting of this IP Address can render the Credit Card Reader inoperable, we suggest that this System Constant be set to “Y”.

#268 Prompt For Single/Pack at Register Where Relevant
Controls whether a clarifying prompt is issued at the register when an Item with a Break Pack Status is sold with an unqualified Quantity. This happens when the Quantity is entered as an integer.

#269 Round Up the Singles Price of Items On Sale
Controls whether the Singles Price of an Item placed on sale is rounded up.

#270 Require User’s Initials When Inactivating Items
Controls whether the user’s initials are required when inactivating an Item.

#271 Prompt For UPC Check Digit When Loading Item Related Files
Controls whether a prompt for the UPC Codes containing a Check Digit is asked when loading Items or Sales from the Generic CoPOS Files (Items, Sales). This prompt is issued when this System Constant is set to “Y”, otherwise, it is skipped.

#272 Default Check Digit Prompt to “N”
Controls the default of the UPC Check Digit Prompt. This prompt only has relevance if System Constant #271 is set to “Y”.

#273 Allow Additional Percentage Off for Items On Sale
Controls whether Items on sale are eligible for an additional percentage off when sold to Members.

Setting this System Constant to “Y” makes possible additional Member Discounts for Items on sale which can be specific to Member Types and set up in Option 4.5. CoPOS will consider discounts received in this manner to be part of the Basic Member Discounts.

 

========  End of RELEASE NOTES for SOFTWARE UPDATE 4.0  ============

Filed Under: CoPOS Update

Software Update v3.6.5C Interim Release – LBMX File Import

May 5, 2016 By CoPOS Webmaster

Click Here to download this information as a PDF file.

Click Here to download the LBMX Configuration Document.

Click Here to go to the CoPOS Download Page.

 

Loading the LBMX Sales File (the Co-op Deals File) In CoPOS

It has come to our attention that the format of the NCG Co-op Deals file has changed. NCG is now using a web application called LBMX to transmit Co-op Deal Flyer information to their clients. CoPOS has worked hard in the last few days to quickly engineer a new option to load this new LBMX file format directly into CoPOS. We have an interim release of CoPOS available in the CoPOS Cloud and on our website that includes this enhancement. While we have a great deal of confidence in the stability of the release, the usual testing for a public release has not been performed. There also are no attached release notes and a few options have moved.

If you are part of the NCG Co-op Deals program and use CoPOS to process this sales flyer you can:

1)  Update your CoPOS system to this interim release and follow the instructions in the document, “Co-op Deals LBMX File Import for CoPOS.pdf” to process the new LBMX files. In many ways this new LBMX file is better in that you simply have to rename the LBMX file to CAPxxxxx.TXT (where “xxxxx” can be any alphanumeric character) before loading into CoPOS. No more need for Excel. To process, use CoPOS Option 8.8.1 or 8.8.2 and select the choice bar option [LBMX] when CoPOS asks for the spreadsheet source.

2)  If you choose NOT to load this interim release of CoPOS, you can take the LBMX export file, which is in Tab/Text form, and load it into Excel, then cut the columns from the LBMX file and paste them into the CoPOS Standard Sales File template. This template is available on our website at www.copos.com/download. If you do use this method of loading your Co-op Deals, be sure to indicate in CoPOS that the spreadsheet source is from CoPOS.

Finally, we did not receive advance notification from NCG about this file format change. Feedback from their clients about the need to communicate such changes to the vendors who service them might help to avoid a repeat performance of this situation.

 

Important Notes

Release Notes covering the changes made and the bugs fixed in this interim release will be made available when we release the next official CoPOS version. Currently we expect this release to be during the middle of June 2016.

========  End of SPECIAL NOTES for SOFTWARE UPDATE 3.6.5C  ============

Filed Under: CoPOS Update

Software Update v3.6.5B Release Notes

January 13, 2016 By CoPOS Webmaster

Click Here to download the Release Notes as a PDF.

Click Here to go to the CoPOS Download Page.

These release notes cover all the changes made since the release of version 3.6.5A on December 1st 2015.

Important Notes

Some new features require specific CoPOS file templates available on our website at www.copos.com/download/

 

New and Changed Features:

Storewide Coupons

CoPOS now has the ability to apply a store wide coupon.  This means that a coupon can be setup to take, for example, $5 dollars off an entire purchase or 5% off an entire purchase.  A coupon can also be configured to automatically take more money off, or a high percentage off, when the sales total reaches a predefined amount.  Multiple coupons can be setup in the system at the same time. When multiple coupons are present, the cashier has the option to choose which coupon to use. The coupons are tracked as store coupons in the 3.1 Sales Recap report.  There is currently no separate tracking of these coupons.  All Storewide Coupons will be recorded as Store Coupons.  CoPOS plans to add the ability to link these coupons to a member and have them work as part of the Basic Member Discount structure.  This would allow the coupon to be taken once and only once by each co-op member during a defined time period such as every month or calendar quarter.

To setup a Storewide Coupon, go to option 4.17 Storewide Coupons.  To use a Storewide Coupon while in a sales transaction, type F8 for Coupons, choose [Apply Coupon] and than at the prompt, “Apply Coupon to Line#:” type in “.s” or “sale” or “all.”  The F10 help text lists these options as well. Read more about this option below in the section CoPOS – New and Changed Features.

Create, Modify and Delete both Item Lists and Member Lists

Create your own custom Item Lists or Member Lists.  This is a great new option that allows you to add your own unique list of members or items to a list.  You can than use that list in many CoPOS options where List is one of the Selection Input Methods. Try out these new feature by going to options 4.18 and 4.19.  Lists can also be deleted using these options.

CoPOS Integration with CostGuard

CoPOS now integrates with CostGuard which is software for managing deli costs and inventories. The software provided by CostGuard is completely separate from CoPOS but we understand that several of our clients are using CostGuard for managing deli costs and inventories.  CoPOS only uses the Ingredient (Labeling) segment of CostGuard. To find out more about CostGuard, visit their website:  www.costguard.com

 

CoPOS – New and Changed Features:

1.1  Record a Sale 

Returns can now be done from within option 1.1 Record a Sale.  This is done by going to the Member Selection [F7] and entering “.RETURN”.  When you do this, you are taken to option 1.3 Enter a Return where Items can be returned. If you get to the option Enter a Return in this manner, you are blocked from changing the Member. Currently returns done this way results in two separate tenders, one for the return and the other for the sale.  At some later point, CoPOS will consider bundling these two tenders into one.  For now, you can return the item as [Store Credit] and than CoPOS will immediately ask you to use that credit when you return to the sales transaction.  This is a nice way to apply the money from the item returned directly to the current sale.  This method uses the DBGC (Declining Balance Gift Card) feature and works well if the current member does not already have a DBGC.

1.8  Sale Query 

Member information can now be viewed much faster from within the Sales Inquiry.  This is done from the [Detail] option and than selecting [View Member] when browsing sales.

4.14  Item Group Enter/Edit/List 

Items can now be added to an Item Group using a CoPOS List or the CoPOS Item Template file.

4.17  Storewide Coupon Enter/Edit/List

A Storewide Coupon covers an entire Sale rather than just one Item. Storewide Coupons can be set up to handle absolute dollar amounts off or percentages off.

Storewide Coupon can apply different coupon amounts based on net sales. For example:

  • $5.00 off purchases over $50.00 and $20.00 off purchases over $100.00
  • 10% off purchases over $50.00 and 20% off purchases over $100.00

Applying a Storewide Coupon in Record a Sale:

  • After all Items have been entered, press the [F8] key than [Apply a Coupon]
  • At the prompt, “Apply Coupon to Line#:”  enter “.S” or “SALE” or “ALL”.
  • If there is more than one Storewide Coupon in the database, the cashier is asked to select one.  Otherwise, CoPOS will automatically apply the Storewide Coupon as a Store Coupon.

CoPOS applies the Storewide Coupon proportionally to all Items in the sale, so wait until all Items have been rung up to apply the Storewide Coupon. If you try to add more items, CoPOS will simply ask you to “un-apply” the Storewide Coupon before continuing.

Notes:

  • Only one Storewide Coupon can be used in a sale.
  • Storewide coupons can be used with other coupons.

4.18  Item List Enter/Edit/List

View existing Item Lists, add new items to a list, delete items from a list or create a whole new list. Item Lists can also be generated from many options throughout CoPOS or imported from the CoPOS Standard Item File (CoPOS Item Template).  In many options, the way to create a list is by selecting [Print/Export], then [Save List].  These lists along with the lists created in this option are available for use as a selection method throughout CoPOS. An entire list can be deleted as well.

4.19  Member List Enter/Edit/List

View existing Member Lists, add new members to a list, delete members from a list or create a whole new list. Member Lists can also be generated from many options throughout CoPOS or imported from the CoPOS Standard Member File (CoPOS Membership Template).  In many options, the way to create a list is by selecting [Print/Export], then [Save List].  These lists, along with the lists created in this option, are available for use as a selection method throughout CoPOS. An entire list can be deleted as well.

6.1.2  Enter Periodic Inventory Counts (For Individual Items) 

Scanning an Item UPC code in the field “Qty Counted” in this option now results in the quantity being incremented by 1 and the user returning to the field “Qty Counted”.  Being able to do this speeds up counts, particularly when they are done by a single individual.  This feature is available in the CoSAT option Conduct a Periodic Inventory as well.

6.25  Import Item Ingredients 

Item Ingredients can now be imported en masse from either the CoPOS Item Ingredient file or from a the standard CostGuard ingredient export file.  You can download the CoPOS Item Ingredient File at www.copos.com/download/

6.26  Out of Stock Items 

CoPOS now has a systematic way of marking Items as Out of Stock along with specifying the Date Out of Stock and the Date Expected Back.  The Item Query offers the ability to query for Out of Stocks.  Finally Out of Stock Tags can be printed for individual Items that are Out of Stock or en masse.

8.23  Print MULTIPLE Sale Tags

Sale Tags can now be printed on CoPOS LPQ05 shelf tag stock.

8.24  Print Sale Tags for ONE Item

Sale Tags can now be printed on CoPOS LPQ05 shelf tag stock.

 

CoPOS – Bug Fixes:

1.4.1  Enter/Recharge a Gift Card

The correct DBGC# now shows up when looking up Customers with DBGCs.

1.12.13  Transaction Log

The Transaction Log now correctly reports the Sale Amount when cash is returned at the register.  This fix ONLY works going forward from the date CoPOS version 3.6.5B is installed.

4.1  Item Enter/Edit/List/Query

Fixed the [Print List] option to work correctly when printing to the AUX Device while at a CoTERM.

4.4  Member Enter/Edit/List/Query

Fixed a problem where the next quarterly discount is displayed incorrectly in the option, “Last Discount Taken.”

4.4  Member Enter/Edit/List/Query – Member Query

Members with Refunded Equity now correctly query using the Member Query

6.1.6  Inventory Sheets

This option now respects the sort order within Departments when a separate sheet is printed for each Department.

7.3  Enter/Edit/View Fixed Member Days

Items marked as non-discountable will NOT be discounted during Member Day Sales for both members and non-members.

8.2  Enter Sale Prices

Sale Tags now print when a sale is to start on a future date.

8.10  Delete Sales

Future Sales can now be deleted using Option 8.10 in all situations.

 

CoSAT – New and Changed Features:

3  Conduct a Periodic Inventory

Scanning an Item UPC code in the field “Qty Counted” in this option now results in the quantity being incremented by 1 and the user returning to the field “Qty Counted”.  Being able to do this speeds up counts, particularly when they are done by a single individual.  This feature is also available in CoPOS option 6.1.2 “Enter Periodic Inventory Counts (For Individual Items)”.

 

System Constant Changes/Fixes:

#246 Automatically Print TWO DBGC Receipts When Entering a DBGC

It is now possible to automatically print two DBGC (Declining Balance Gift Card) Receipts when entering or recharging a DBGC in option 1.1 Record a Sale or option 1.4.1 Enter/Recharge a Gift Card.

#247 Show additional History in Item Profile

Controls whether the Last 30 Days Sales or Price Changes are initially displayed in the Item Profile. There may be a short delay while CoPOS compiles Sales Data. Not all stores track Pricing Changes (See System Constant #185).

Note: This System Constant controls whether the display of either occurs.

System Constant #248 controls which (Last 30 Days Sales or Price Change History) is displayed.

Related System Constants:  #248

To further clarify System Constants #247 and 248, see the flowchart below:

System Constant #247 = “N” ———> Nothing Displayed

| = “Y”

System Constant #248 =

|

—————————————-

|                                                           |
“N” – Display last 30 days sales             “Y” – Display Pricing Changes

#248 Show Pricing, not 30 Days Sales History in Item Profile

Controls what is initially displayed in the bottom right corner of the Item Profile.

Enter:

“Y” to Display Pricing Changes.  System Constant #185 (Log the last 20

Item Cost or SRP Changes) should be set to “Y”.

“N” to Display the Last 30 Days Sales (for this Item).  There may be a short

pause while CoPOS compiles sales data.

Related System Constants:  #185, 247

To further clarify System Constants #247 and 248, see the flowchart below:

System Constant #247 = “N” ———> Nothing Displayed

| = “Y”

System Constant #248 =

|

—————————————-

|                                                           |
“N” – Display last 30 days sales             “Y” – Display Pricing Change

#249 Using CostGuard Software

Controls whether Item Ingredients can be imported from files created by CostGuard, a deli management system.  In order to use this feature, System Constant #178 must be set to “Y”.

The software provided by CostGuard is completely separate from CoPOS but we understand that several of our clients are using CostGuard for managing deli costs and inventories.  CoPOS only uses the Ingredient (Labeling) segment of Cost Guard.

To find out more about CostGuard, visit their website:  www.costguard.com

Related System Constants:  #178

========  End of RELEASE NOTES for SOFTWARE UPDATE 3.6.5B  ============

Filed Under: CoPOS Update

Software Update v3.6.5A Release Notes

December 1, 2015 By CoPOS Webmaster

Click Here to download the Release Notes as a PDF

Click Here to go to the CoPOS Download Page.

These release notes cover all the changes made since the release of version 3.6.5 on November 3rd 2015.

 

CoPOS – New and Changed Features:

1.7 Inquire on a Sale
Coupon information can now be viewed for a specific item purchased in a sale.

1.8 Sales Query
When Including or Excluding Sales with Coupons in the Sales Query, the Coupon Type (Manufacturer or Store) can now be specified. Thus it is possible to query for all sales with ONLY Store Coupons.

1.8 Sales Query
Sales queries can now use the outputs from both Member and Item Queries. As an example, if you want to look at all the sales from members who joined in the past month, you can do a sales query and include Members. When CoPOS asks for the members to include, type “.Q” for query. If you forget, you can always use F10 for help to see this option. Now that you are in the member query, you can filter the members by “Join Dates” to get those that have recently signed up.

1.12.13 Transaction Log
The Transaction Log has been expanded to save 400 days of information, and now has printing and exporting capabilities.

3.1 Sales Recap
More comprehensive audit trails are directly available from this option. To view an audit trail of almost any cell on the Sales Recap Report, press the [F10] key while in the main Choice Bar. You will then see the current cell highlighted in red. Press [ENTER] to view help or [F1] to view the source of the data (the audit trail). Use the arrow keys to move to another field.

3.9 Coupon Usage
This report has been expanded a great deal, and now allows for a much expanded criteria selection method as well as vastly improved options to summarize the resulting data. You can view coupon usage by department, by date, by item, and by member. In addition you can also view, print and export the totals separated by Manufacture Coupons and Store Coupons.

4.1 Item Enter/Edit/List/Query > Edit
You can now see the date an item was added when editing or viewing an item. The field “Added:” is located right below the field “V/Code:”

4.4 Member Enter/Edit/List/Query > Query
An Item Query is now available from within the Member Query when searching for “Members Who Purchased Specific Items.” For example, to look for all the members who purchased local items, go to option 4.4 and do a Member Query and include “Members Who Purchased Specific Items.” When prompted for the item, type “.Q” to create an Item Query. The results of this Item Query will be used as the specific items searched in the Member Query.

 

CoPOS – Bug Fixes:

4.1 Item Enter/Edit/List/Query > Add
The price computed from the Price Calculator is now correctly displayed in all situations.

5.1 Enter (Place) a Special Order
Fixed an issue where you were unable to select items that were previously ordered and add them to the current special order.

8.2 Enter Sale Prices
Sale Tags print correctly from Option 8.2 for Member Only Sales.

8.23 Print MULTIPLE Sale Tags
Fixed an issue with printing sale tags on small shelf tags. We apologize for this temporary loss of functionality.

8.24 Print Sale Tag for ONE Item
Fixed an issue with printing sale tags on small shelf tags. We apologize for this temporary loss of functionality.

 

System Constant Changes/Fixes:

#244 Allow Removal of FTP Invoices via Option 8.7
Controls whether Invoices can be purged after they are processed using Option 8.7

#245 Export SPINS Data via FTP Automatically (Req #240=Y)
Controls whether SPINS data is exported automatically when CoPOS is started while at the start of a weekly SPINS period.

Note: In order for this to happen, System Constant #240, Allow SPINS Data to be sent via FTP, must be set to “Y”.

========  End of RELEASE NOTES for SOFTWARE UPDATE 3.6.5A  ============

Filed Under: CoPOS Update

Software Update v3.6.5 Release Notes

November 3, 2015 By CoPOS Webmaster

Release Notes v3.6.5

Click Here to download the Release Notes as a PDF

Click Here to go to the CoPOS Download Page.

These release notes cover all the changes made since the release of version 3.6.4 on June 4th 2015. This includes information regarding changes that were already documented in the release notes for version 3.6.4A.

Important Notes

If upgrading from a version before 3.6.3, the CoPOS Item Template has changed. The new version is available at www.copos.com and is required for options that use this file. This new CoPOS Item Template says “Use with CoPOS v3.6.3 or Later” in the file header.

 

New and Changed Features:

Printing a Range of Pages

Tired of printing off 10 pages of items when you only need the information on pages 3 and 4? Well, no more of that for you! CoPOS has made it possible to print a specified page or a range of pages from within a list or report. This will save both paper and time. Look for this new option the next time you go to print a report or list. Please note that most reports have been given this new functionality, if you have a favorite report that did not get updated, let us know. Thanks!

CoPOS now has more ways for you to get help using F10.

Ever wonder what a certain option does? Now you can read a brief summary of any option in CoPOS. Simply type in the option number followed by the F10 key instead of the ENTER key. For example, ever wonder what option 6.2 “Specify Qty Low/High Levels” is all about? Now you can type “6.2” followed by the F10 key instead of the ENTER key to read all about that option.

CoPOS has expanded the usability of the help information from within CoPOS. The F10 key now works in an menu option of CoPOS. In addition to giving you help regarding the current option that you are in, F10 now gives you access to search all of the help text available in CoPOS. Simply type F10 and then chose the option [Search Help] from the Choice Bar. In addition to this feature, F10 help information is also continually being added and expanded throughout CoPOS. Remember F10 is your friend!

New Notation for Faster and More Accurate Editing of Multiple Items or Members.

When you have a list of items or members and you need to change a single attribute, CoPOS has long had the “*” asterisk notation which allowed you to specify the attribute to all items or members in the list. Now you can put the letter “U” or “D” to apply this attribute to this item and all the items above this item – “U” for UP or “D” for DOWN to apply this attribute to this member and all the members below this member in the list. For Example you can get a list of members sort it by their join dates and then give people who joined before Jan. 1 2015 an IOU Limit of $50 which was grandfathered in but for new members, they get the IOU limit of $30 that was recently passed by the Co-op board.

Quick Member Contact List

CoPOS has had some requests recently to be able to print out a quick member list with contact information to make calls to members for special events or for other reasons. Now you can do this. In many of the Membership options you can now choose to [Print List] and than [Quick Member Contact List] to accomplish this task. The membership options that have been updated with this functionality include, 7.6 Member Newsletter Status, 7.7 Member Voting Status, 7.8 Patronage Distribution Method, 7.11 Overdue Members, 7.12 Member Sales By Date, 7.14 Member Sales By Volume, 7.15 New Member Signups, 7.17 Member Discounts and 7.18 Member Payments.

External Files as the Source for Options that Manipulate Information in a Tabular Fashion

This is a powerful new feature which has permeated most option in CoPOS. You can now use either the CoPOS Item Template file or the CoPOS Membership Template file in conjunction with most options that manipulate data in a tabular fashion.  Some examples of these options include doing a multi-edit in option 4.4 “Member Enter/Edit/List/Query” where you want to change a single attribute of many members at once.  Now instead of getting your list of members from a query you can get it from an excel spreadsheet. Another quick way to use this feature is to scan a list of PLUs or UPC codes in excel and than use this list in option 8.1 to check to make sure those products are indeed on sale.

The files used for his new feature are available on the CoPOS website at www.copos.com/downloads/templates/.

Item Queries Can Now Use the CoPOS Item Template file as the Source of the Query

The file CoPOS-Item-Template.xlsx is available on the CoPOS website at www.copos.com/downloads/templates/.  With this new feature you can query the information in this file just the same as you would query information in the item database.  For example you can create a CoPOS Item Template file with all of the items from a particular vendor.  The file could be populated by CoPOS or from a vendor catalog.  You could do an Item Query in option 4.1 “Item Enter/Edit/List/Query” and query specific products from this vendor that are located in the file.  In the past you could only query the item database in CoPOS.

Green Info on Shelf Tags

The Green Information for an item such as Local, Regional, Organic, Free Range, Fair Trade, P6 Standards, Independent and Non GMO can now be shown on the shelf tags. This Green Information is printed on the Shelf Tag in place of the Date Printed. Shelf Tags printed for Items lacking a Green Information show the Date Printed. Use System Constant 217 to enable this feature.

CoPOS Weigh and Label Kiosk

The Weigh and Label Kiosk now has the ability to allow customers to use their own containers. “*tare” will allow customers to override the default tare of the item. To enable this feature set System Constant #125 to Yes.

CoPOS Announces Direct Integration with the UNFI Website

CoPOS is excited to announce integration with the UNFI EDI (Electronic Data Interchange) server.  You can now automatically download your UNFI Invoices straight from the UNFI website into CoPOS and process them in options 8.1 Enter Item Prices or option 8.7 Process Electronic Invoices.

If you are interested in this new feature, you need to contact your UNFI representative and get the login credentials for the UNFI EDI server.  This will be an FTP username and password for the server ftp1.unfi.com.  You add these credentials to CoPOS and the Invoices are downloaded and converted automatically into files ready to be processed.

3.6.4 photo

 

 

 

 

This photo shows a list of your UNFI invoices automatically downloaded and converted and ready to process in CoPOS.

 

 

CoPOS – New and Changed Features:

1.1  Record a Sale – Basic Member Discount 

Members who have already taken their Basic Member Discount during the specified timeframe are now indicated as such in option 1.1 Record a Sale.

1.1  Record a Sale – Placing a Sale on Hold 

It is now much easier to place a sale on Hold for a second time. This is useful when a sale is placed on Hold and than recalled and a few items are added and than the sale is placed on Hold again.

1.1  Record a Sale – IOUs 

You can now print a summary of a person’s IOU balance over time in option [1.1] “Record a Sale.” The summary is printed as a chit through the receipt printer. When the cashier rings up a customer with an IOU Balance, CoPOS now gives the option to print a summary of the IOU balances as a small chit on receipt paper.

The summary includes:

Date and Time Printed

  • Current Member IOU Balance
  • Balance 1 to 30 Days Overdue
  • Balance 31 to 60 Days Overdue
  • Balance 61 to 90 Days Overdue
  • Balance 91 to 120 Days Overdue
  • Balance >120 Days Overdue

To see an example of this IOU Summary, go to option [1.1] “Record a Sale” and enter a Member with an IOU Balance in the F7 Member Field. At this point CoPOS shows the current balance and gives the following 6 options:

  1. View Aged IOU Summary
  2. Print IOU Summary
  3. View Outstanding IOUs
  4. Repay the Entire IOU
  5. Repay Some of the IOU
  6. Leave this IOU as is.

Select option 2. Print IOU Summary to see the report printed through the receipt printer.

1.1  Record a Sale – Receipts 

Green Attributes for an Item are now displayed when the Item is Price Checked both in option 1.1 Record a Sale and from any menu prompt.

1.1  Record a Sale – Receipts 

Sales Receipts show items on sale using the “!” character to the right of the item price. Receipts now have the following explanation of what the “!” is on the receipt. The receipts now say: “! Items whose price is followed by a ‘!’ are ON SALE.”

1.1  Record a Sale – Searching for Items 

You can now search Items using the Receipt Description. To do this, prefix your response with a “R/” or “r/”. Example “R/PIZZA” returns all Items whose Receipt Description starts with “PIZZA”. The same deeper searching syntax is available here as in other Item searches. Example “R/+PIZZA” gives you all the items whose Receipt Description contains the word PIZZA.

Note: This new search syntax is universal and works in other CoPOS options as well. The register is a particularly handy place to search by receipt description for those times when a customer asks a cashier to look up an item based on the receipt that they have in their hand.

1.1  Record a Sale – Searching for Items

You can now use numerical comparisons when looking up an Item in Enter a Sale. For example, consider a Pizza that you know sells for less than $8.99, you can enter “PIZZA/<8.99”.

1.1  Record a Sale – Special Order Deposits 

Special Order Deposits taken at the Register and not attached to any particular Special Order can now be selectively applied to a Special Order when it is brought up at the Register or when it is entered in option 5.1 Enter (Place) a Special Order. You can use this feature when taking deposits well in advance for a particular Item. Thanksgiving turkeys come to mind.

1.4.5  Link/Unlink a Gift Card To/From a Member or Customer 

Declining Balance Gift Cards (DBGC) can now be Unlinked From a Member or Customer. This allows a store to reuse a physical CoPOS gift card.

1.4.11  Create Preloaded Gift Cards 

You can now easily pre-load and sell physical gift cards in CoPOS. Contact CoPOS for more information about how you can promote your co-op with physical gift cards to give away at events or sell at the registers. This can make a nice gift and can help co-op enthusiasts spread the word about your store. CoPOS keeps track of the balance and when the gift card balance is used up the card can be recharged or resold to another member.

1.8  Sales Query 

You now have a choice of displaying Register Donations as a Right Hand Column choice in the Sales Query.

1.8  Sales Query 

The Sales Query now allows for consolidation by Item, Department, Time slot, Cashier and Register#. All of these consolidations (except the Time slot) can be broken down by hourly Time slots.

1.12.13  Transaction Log 

You can search the different transactions by time periods and a multitude of transaction types including most any transaction that involves money at the register including Sales, Voids, Returns, Declining Balance Gift Card (DBGC) Purchases, DBGC Refunds, Miscellaneous Cash Payouts, Miscellaneous R/A, IOU Payoff Via 2.7, Member Payments, Member Payments Reversal, Special Order Deposits, Special Order Deposit Refunds and Deleted Special Order Deposits.

1.29  Member Signup By Cashier

The individual who signed up a Member is now saved. This information is recorded in option 1.1 Record A Sale when signing up a member using the “*N” option from the member field. The person’s initials who signed up the new member can be now viewed in option 7.15 New Member Signup by selecting [Right Col] and than [Signed Up By]. There is also a handy new report summarizing the number of new members signed up by the cashier’s initials and date. This is option 1.29 Member Signup By Cashier. You can print this report by typing the Ctrl key and the letter P.

4.1  Item Enter/Edit/List/Query  >  Edit

When editing Items in option 4.1, you can now see the current Bottle Deposit when you go to edit the deposit.

4.1  Item Enter/Edit/List/Query  >  Query

Item Queries can now return results based on the number of characters in a field. For example you can search for all of your Item Codes that are less than 6 characters, in general this would be your PLUs. Please see the F10 help screen for details on how to use this new feature. The following fields can be queried using this new feature:

  1. Item Code
  2. Item Description
  3. Pack Size
  4. SKU

4.1  Item Enter/Edit/List/Query  >  Query

The Item Query now lets you query on Restock Dates when the criteria Out of Stock is selected.

4.1  Item Enter/Edit/List/Query  >  Query

You can now set the scope of the Item Query to be the Last Query run. This allows you to run a query on a query.

4.1  Item Enter/Edit/List/Query  >  Query

The ability to view “Sales Tax Status” and “Item Unit(s)” also known as “Units of Sale” has been added to the available choices to view in the Rightmost or 5th Column in the option 4.1 Item Query.

4.1  Item Enter/Edit/List/Query  >  Query

When using the criteria Future Sales or On Current Sale in an item query, you can now filtered the results by:

  1. Member Only Sales
  2. Excluding Member Only Sales
  3. All Sales (Either #1 or #2)

4.1  Item Enter/Edit/List/Query  >  Query

Multiple codes can now be used in the Item Query for the following selection criteria:

  1. Units of Sale
  2. Item Category
  3. Brand
  4. Vendor
  5. Item Code

Multiples are indicated by a comma and will be processed as logical “ORs”.  Example:  An item query where selection criteria for an Item Category is “1001,1004” will result in all items that are in Categories 1001 or 1004 being presented.

4.4  Member Enter/Edit/List/Query  >  Query

You can perform Member Queries with no specified criteria. This provides a de facto way to quickly view all Members.

4.4  Member Enter/Edit/List/Query  >  Query

Member Queries can now return results based on the number of characters in a field. For example you can search for all of your Members who reside in a city with more than 10 characters in the name of the city. Please see the F10 help screen for details on how to use this new feature. The following fields can be queried using this new feature:

  1. City of residence
  2. State of residence

4.4  Member Enter/Edit/List/Query  >  Query

The Member Query has two more fields on which to query. These are:

  1. Members Needing Contact Review
  2. Members With IOU Credit Limits

4.4  Member Enter/Edit/List/Query  >  Edit > Multiple Members, Single Field

Member Contact Review status can now be changed en masse via option 4.4 using the edit multiple members, single field option.

4.4  Member Enter/Edit/List/Query  >  Edit > Single Member, Multiple Fields

Inactive Members are now indicated with an “*” before their name when listing members using F1 or ?L functions or when looking up members by name.

Note: This new notation works in other options as well where members are listed using the F1 or ?L functions.

4.7  Units of Sale Enter/Edit/List

Changing the Default Unit of Sale is much more intuitive. There is now a Field #5 that reads “Default Units of Sale For Either Sale By Unit or Random Weight? [Y/N]:”

6.11  Department Transfers Multiple Items

Items can now be transferred to another department en masse.  This allows the Deli department to “go shopping” for ingredients and than transfer those items to the deli in one big basket.

6.24  Move Ingredient Text

Ingredients can now be copied en masse between the two label types, Standard and Expanded.

7.4  Enter/Edit Variable Member Days

You can now use a Member File (or any list of member numbers saved in Excel) to set the scoop of the members eligible for this discount.

7.15  New Member Signups

The individual who signed up a Member is now saved. This information is recorded in option 1.1 Record A Sale when signing up a member using the “*N” option from the member field. The person’s initials who signed up the new member can be now viewed in option 7.15 New Member Signup by selecting [Right Col] and than [Signed Up By]. There is also a handy new report summarizing the number of new members signed up by the cashier’s initials and date. This is option 1.29 Member Signup By Cashier. You can print this report typing the Ctrl key and the letter P.

7.25  Individual Member Sales By Month

Figures from option 7.25 can now be made to match the figures from option 1.8 Sales Query using a new feature of Option 7.25 that lets you selectively add in the sales tax, bottle deposits and coupons.

8.1  Enter Item Prices

Future Pricing changes can now be set up through Option 8.1. This allows for future pricing changes to be done en masse.

8.1  Enter Item Prices

SRP price changes exported from CoSAT option 2.3 “Send Item Pricing File” can now be processed using this option and the item selection method of “2 … External File” and than the template type of “CoPOS Pricing.” This is an easy and quick way to process price changes made on your CoSAT unit.

8.8.1  Process CAP Files

Items processed via the CAP flyer whose CAP sale price is in excess of an Item’s base price are now flagged. The flagging works as follows, if the CAP/TPR sales starts today or before, any item whose CAP price is in excess of the Base SRP is flagged.  Otherwise, the flagging is restricted to any Item whose CAP price is in excess of 10% of the item’s base price.  The 10% rule is designed to allow for future price changes that occur before the sale starts.

Individuals processing the CAP file can view, print or save this list of items for use elsewhere in CoPOS.

Note: The flagging happens before the sale prices are set, so if you are setting up a CAP sale for next week, you can still check if any sale prices are over your current base price by telling CoPOS to start the sale today, save the list of items and quit without saving.

8.8.8  Process CoPOS Sale Files

Items placed on sale via option 8.8.8 Process CoPOS Sale File can now be placed on a list.

8.8.9  Process Price Change Files

Items that change prices using the CoPOS Item File are now automatically saved to a list so that tags can be printed in option 8.20 Print Multiple Shelf tags.  Tags can still be printed from option 8.8.9 but by using option 8.20 with a query and this list, the user has the ability to restrict which tags get printed based on such criteria such as department or date the item last sold.

8.21  Print Shelf Tag for ONE Item

Shelf Tags can now be printed that show the Single Item Price for items that are set up as being Break Pack items.

8.30  Pricing Change Log

This new option now lets you view, print and export the price changes that have occurred in your system. To enable CoPOS to keep track of these price and cost changes, set System Constant #185, Log the last 20 Item Cost or SRP Changes to Yes.

9.1  Enter/Edit Store Settings – Payroll Start Day

You can now control the day of the week that the payroll starts. This is done via Option 9.1.  Steps to do this:

  1. Go to Option 9.1. Save and Continue.
  2. Choose the [MORE] selection.
  3. Choose the [Day Employee Payroll Starts] selection.
  4. Specify the Day of the week the Payroll is to start or Select [REMOVE] to clear the Payroll Start Day to the default.

9.1  Enter/Edit Store Settings >  Smart Rounding

Smart Rounding has been changed to round down to 99 cents on the previous dollar on amounts over $10 when the decimal value is between .00 and .09

10.5.5  Receive a Periodic Inventory Count FROM Tab Delineated File

This now functions more closely to 10.5.4. The following is now done by 10.5.5:

  1. Automatically saves a list of the items that were imported for later use in CoPOS.
  2. Lets the user REVERSE a Periodic Inventory Count.

10.5.7  Receive Items Marked Out of Stock BY CoSAT

Items can now be marked as out-of-stock in CoSAT and then sent to CoPOS.

In CoSAT use option 11 “Specify Out of Stock Items” and option 2.7 “Send Items Marked as Out of Stock By this CoSAT Unit” to mark items as out of stock and send these items to CoPOS.  In CoPOS use option 10.5.7 “Receive Items Marked Out of Stock BY CoSAT” to import the Out of Stock status of these items.

 

CoPOS – Bug Fixes:

1.1  Record A Sale

Contract Review now works correctly at the register if your intention is to continue flagging a Member already flagged for Contract Review.

1.1  Record A Sale

Corrected the problem of the discounts doubling that occurred when the following conditions were met:

  1. Member has an Employee or Worker Discount
  2. Member is overdue
  3. System Constant #89 is set to “Y”.

1.22  Set Up Sales Receipt Message

The fifth line of the receipt message is now saved and it now prints.

2.2  IOU Inquiry (Charges ONLY)

This option now shows the correct figure for the Total Charges

3.1  Sales Recap

Member Only Sales that are blocked from overdue Members now show the correct discounting in the Member Discounts field. Prior to this fix, these sales reflected as a negative member discount in the Member Discounts field.

3.34  Sales Statistics

This option now shows the correct figures when you elect to View Sales per Week for ALL Departments.

4.1  Item Enter/Edit/List/Query  >  Query

Item Locations now correctly display in the Item Query when choosing the criteria Locations to Include or Exclude.

Figures in the [Rightmost Column] selection of an Item Query were updated to be more accurate. The issue appeared limited to selections in Column #3 of the [Rightmost (Fifth) Column] Selection box which included Net Sales History, Returns, Spoilage (SRP) … down to Gross Profit and COGS.

4.1  Item Enter/Edit/List/Query  >  Query

Origin selection is now blocked when Country/State Origin Tables are NOT built.

4.1  Item Enter/Edit/List/Query  >  Printing Shelf Tags

With System Constant #190 set to Yes, the shelf tag print option now correctly prompts for the number of tags to be printed.

4.1  Item Enter/Edit/List/Query  >  Item Import / Export

Alternate Item ID is no longer lost when exporting and re-importing. A similar problem has been corrected when importing Item Changes from CoSAT.

5.1  Enter (Place) an Order

Fixes an issue where the senior discount was added to items on days that were not set as senior discount days. The senior discount days are set in option 9.1, Enter/Edit Store Settings and they are now respected. This option has been cleaned up a bit and now gives customers the same discount when placing a special order that they would receive at the register. If the customer places a special order for a case, which is customary for special orders, the customer receives the case discount and no other discounts. In the rare instance where a customer’s normal discount is greater than the case discount, the customer will receive their normal discount when buying a case.

7.4  Enter/Edit Variable Member Days

Help text and wording in this option has been updated and clarified to explain how the question, “Use Discount With Overdue Members” works.

The answers to the question works as you would expect it to work. If a member is overdue and you answer No, then the member does NOT get the Variable Member Day discount until that member pays their membership and becomes current.

The confusion comes with the list of members displayed and the column, that is now labeled, “Eligible.”

Members that are marked Eligible, do not automatically get the variable member day discount. The question “Use Discounts with Overdue Members” still determines if EVERY member gets the discount or ONLY members in good standing get the discount. With the Member Day Sale set for only members in good standing, if you mark someone eligible and they are overdue, they will not get the discount until they pay up.

If you mark a member as not being Eligible in the list of members than they will never get the Member Day Discount whether they are paid up, pay up during the sale or are overdue. Marking them not eligible means this sale does not apply to that member.

7.18  Member Payments

Member Export in option 7.18 now exports correctly.

8.2  Enter Sale Prices 

Fixed an issue where a current sale would occasionally overwrite other sale prices when that sale was in the middle of a longer sale. CoPOS can now stack one sale on top of another sale.

8.5  Enter Costs for Individual Items

Looking an Item up by SKU now works even if the SKU is an Item Code to a different Item. Prefix the SKU code with “//” to look up an item by SKU.

8.8.1  Process CAP Files

The alternative ID field for an item is now correctly looked at when processing items in the CAP sales file. This means that you can add the UNFI UPC codes to your bulk items in the Alternative ID field and have those items go on CAP sale automatically when importing the CAP sales file in this option.

8.8.4  Process UNFI Monthly Specials Files

Fixed an issue where occasionally a future sale would not be remembered in CoPOS.

8.8.8  Process CoPOS Sale Files

Sale Tags now print correctly.

8.20  Print MULTIPLE Shelf Tags

Units of Measure now correctly align on all Shelf Tags.

8.21  Print Shelf Tag for ONE Item

Units of Measure now correctly align on all Shelf Tags.

10.5.6  Receive items Edited BY CoSAT

Alternate Item ID is no longer lost when sending items to CoSAT for other edits and than importing item changes from CoSAT.

 

CoSAT – New and Changed Features:

2.3 Send Item Pricing File

Making SRP price changes in CoSAT has been made much easier.  Use CoSAT option 5 “Price Check (and Change)” or option 4 “Item Enter/Edit/List” to make the SRP price change or an item cost change.  After changing the price, you can send this information back to CoPOS via CoSAT option 2.3 “Send Item Pricing File.”  In CoPOS the Item Pricing File can be  processed using CoPOS option 8.1 “Enter Item Prices,” the item selection method of “2 … External File” and than the template type of “CoPOS Pricing”.

2.7 Send Items Marked as Out of Stock by this CoSAT Unit

Items can now be marked as out-of-stock in CoSAT and then sent to CoPOS.

In CoSAT use option 11 “Specify Out of Stock Items” and option 2.7 “Send Items Marked as Out of Stock By this CoSAT Unit” to mark items as out of stock and send these items to CoPOS.  In CoPOS use option 10.5.7 “Receive Items Marked Out of Stock BY CoSAT” to import the Out of Stock status of these items.

 

System Constant Changes/Fixes:

#237 Allow Sales to be Recalled From a Different Register

Controls whether sales held at one register can be recalled from a different register.

Note: Setting this System Constant to “Y” increases the chances of overwriting a sale held at this register when recalling a sale from a different register.  A single register can at most only have one sale on hold.

#238 Block Returns from Incrementing DBGC Balances

Controls whether monies originating from a Return can be posted to a Declining Balance Gift Card (DBGC)

#239 Show Unit Prices on Receipts When >1 Item Purchased

Controls whether a separate line is printed on receipts each time more than one of a specific item is purchased. Having this feature enabled saves you having to figure out the unit price when processing returns when one of a lot is returned.

Example:  3 Pizzas at $9.49 are purchased for a total of $28.47 and 1 is

returned. Without this System Constant enabled, you are stuck

having to divide $28.47 by 3. With this System Constant enabled,

you can see the unit price of $9.49 from the line in the receipt.

#240 Allow SPINS Data to be Sent via FTP

Controls whether CoPOS can export SPINS data via the FTP feature of the Controller.

In order for this to work, you need to set up a file path C:\IPC\SPINS.

#241 Use a Different Audio Alert Tone for Mis-rings

Controls whether the audio alert is issued in a different tone when a mis-ring occurs at the register. This capability is restricted to CoTERMs only.

#242 Default to Printing “This Page” When Printing a List

Controls whether the defaulted selection is set to “This Page” when printing a list. If “Y”, the “This Page” is the default scope. Otherwise, “ALL” is the defaulted print scope.

#243 Prompt to Save Last Query when Query has NO Qualifying Items.

Controls whether the Item Query prompts to save a Query even if this Query has no qualifying Items.

 

     ========  End of RELEASE NOTES for SOFTWARE UPDATE 3.6.5  ============

Filed Under: CoPOS Update

Software Update v3.6.4A

June 23, 2015 By CoPOS Webmaster

These release notes cover all the changes made since the release of version 3.6.4 on June 4, 2015.

Important Notes
CoPOS found a few small bugs with the 3.6.4 release. This update fixes those bugs and adds a few new features. Details below.
If upgrading from a version before 3.6.3, remember that the CoPOS Item Template has changed. A new version is available at CoPOS.com. This replaces an older version and is required for options using this file to work properly. This new CoPOS Item Template says “Use with CoPOS v3.6.3 or Later” in the file header.

New and Changed Features:

New in 3.6.4A -> Search the CoPOS Help Text
CoPOS has expanded the usability of the help information from within CoPOS. The F10 key now works in any menu option of CoPOS. In addition to giving you help regarding the current option that you are in, F10 now gives you access to search all of the help text available in CoPOS. Simply type F10 and than chose the option [Search Help] from the Choice Bar. Give it a try, at the main menu in CoPOS hit the F10 key and choose [Search Help].

In addition to this feature, F10 help information is also continually being added and expanded throughout CoPOS. Remember F10 is your friend!

New Features of 3.6.4A:

1.1 Record a Sale
Sales Receipts that show items on sale via an “!” to the right of the item price now have the following explanation on the receipt: “! Items whose price is followed by a “!” are ON SALE.”

1.8 Sales Query
Figures from a Sales Query can now be summarized by Member Type using the [More] then [Summarize] options after running a sales query.

3.18 Sales By Hour
Figures from the Department Sales By Hour can now be exported. Department Sales By Hour requires System Constant #66, “Track Sales by Hour WITHIN Department” be set to Yes.

8.1 Enter Item Prices
Added many enhancements to this option to better see the difference made by changing margins and SRPs as well as improvements to the rounding methodology.

Added a “Price Change Summary” under the [Chg All] choice bar option.

8.7 Process Electronic Invoices
Improved the printing of shelf tags to be more intuitive and useful. You can now print from a CoTERM (or Logic Box) to either the label printer attached to the server or the label printer attached to the CoTERM (or Logic Box).

11.11 Search Help Text
Allows you to search all of the help text within CoPOS. After reading about an option, CoPOS gives you the choice to run that option. This function is also accessible by typing the F10 key at any CoPOS menu.

Bug Fixes:

3.24 Monthly Sales By Department
This option now prints and exports correctly.

4.2 Item Category
The [Merge] choice bar in the Item Category option now lets you use 8 digit codes. This is in line with the maximum length of the Item Category Code.

4.14 Item Group
Sorting now works correctly when viewing items in an Item Group.

8.7 Process Electronic Invoices
Fixed an introduced bug that prevented shelf tags from printing when electronic invoices were processed at the server.

========  End of RELEASE NOTES for SOFTWARE UPDATE 3.6.4A  ============

Filed Under: CoPOS Update

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