Housekeeping in Shoper 9 POS

1. Housekeeping in Shoper 9 POS February 2010

2. Objectives • Importance of housekeeping in Shoper 9 POS • Functionalities of Housekeeping menu in Shoper 9 POS • When to use what functionality • Guidelines and best practices to be followed for housekeeping

3. Importance of housekeeping • Maintenance is an important function in software applications • In Shoper 9 POS, all relevant housekeeping activities are provided under the Housekeeping menu • Housekeeping in Shoper 9 POS helps you to: • Manage the data • Configure Shoper 9 POS to communicate with other POS and Shoper HO • Import and Export data as per business requirement • Perform Day End and Day Begin operations

4. Options under Housekeeping menu • Manage Data • Backup • Restore • Compact • Database Tuning Utility • Purge Data • Delete Temporary Tables • Delete Backup Files • Communicate • POS – HO Synchronisation

5. Options under Housekeeping menu • Data Import • Item Master • Customer • Price Revision • Active Sales Promotion • Import in to secondary db (s) • Import Items from Secondary to Primary db • Data Export • Export Item Master • Export Transactions to Tally • Create PT file • Export ID/IM tables • Export customer information • Replication Export

6. Manage Data Helps to: • Take backup of business information to safeguard data from disasters such as hardware crash, virus attack, power fluctuation, etc. • Restore backup for re-installation and migration. • Reduce the size of the database. • Remove the unused data from database, so that the performance of software and hardware is intact. • Delete Backup files according to parameter setup.

7. Data Import and Export • Helps in sharing information between: • Shoper 9 POS and HO and vice versa. • Shoper 9 POS and other Shoper POS installation. • Examples for information shared are Pricing, Customers, New Sales Promotions, Purchase/ Sales/ Transfer, etc.

8. Communication • In a chain store setup consider the following details for synchronisation between Shoper 9 POS and Shoper HO • Configure Sync Setup • Sync Manually with HO • Obtain status of synchronisation

9. When to use what functionality OPEN Day • Used for opening/ starting the transactions for the day (Date) in Shoper 9 • Updates Price Revision and activates new sales promotions according to the configuration CLOSE Day • Used for closing the transactions for the day (Date) in Shoper 9 • During the close day option the following activities are performed: • Counter update for System Parameter/ GenLookup • Backup of Database • Synchronisation of data with Shoper HO • Export of data to Tally

10. When to use what functionality Backup • Used for taking backup of: • Application database/ Company database. • Secondary database. • EIS database. • Other Folders and files such as bill printing templates, barcode labels and layouts, item images, etc. • Backup can be taken in the folder of your choice, at any given point of time. • This is in addition to the backing up performed by the CLOSE Day operation.

11. When to use what functionality Restore • This option is used to restore the required backup file in the event of data loss or corruption. • Can restore: • Application database/ Company database. • Secondary database. • EIS database. • Other Folders and files such as bill printing templates, barcode labels and layouts, item images, etc.

12. When to use what functionality Compact • Used to optimise the database storage by removing the redundant logs, records, etc. • Helps to compact the size of: • Application database/ Company database. • Secondary database and EIS database, if available. • Also used to truncate log files of the respective databases. Note: On executing the Truncate Log the SQL log backup is deleted. Use this option only when the size of the SQL logs are large.

13. When to use what functionality Database Tuning Utility • Handling large volumes of data require occasional checking of database for possible errors, truncation of log and re-indexing master tables or transaction tables • Database Tuning Utility helps in fine tuning the performance of the application • This option helps to perform tuning activities on: • Application database/ Company database • Secondary database and EIS database, if available

14. When to use what functionality Database Tuning Utility • Following activities can be performed in Database Tuning Utility • Check Database • Re-index DB Master Tables • Re-index DB Transaction Tables • Repair DB without Data loss • Set DB recovery mode to Full • Show Contig of Master Tables • Show Contig of Transaction Tables • Truncate Log Files • Based on business requirements more activities can be added to this list • It can be used even for shrinking the database, wherever possible

15. When to use what functionality Purge Data • Used to purge the data if database contains master records of non transacted items • Helps in reducing the size of the database by removing records of non transacted items from the item master • Purge will affect only those records which have stock less than that specified as a cut-off • Usage of purge helps in reducing the time taken for all Shoper transactions

16. When to use what functionality Delete Temporary Tables • Shoper 9 POS creates many temporary tables which form the intermediary information required for generating reports • If the report generation gets aborted due to any reasons, the subsequent invocation of the report may contain wrong information • This option is used when you need to delete temporary tables

17. When to use what functionality Delete Backup File • Files are saved in the backup folder during the Backup process and Close Day process • Deleting the old backup files helps in better maintenance of space in the hard disk and better performance of the system • This option is used when you need to delete the backup files

18. When to use what functionality POS-HO Synchronisation • To perform activities involved during synchronisation process between Shoper 9 POS and Shoper HO. • The POS-HO synchronisation options available in Shoper 9 POS are: • Send Flat Files To HO — An additional facility for sending the selective files pertaining to a period from Shoper 9 POS to Shoper HO. • Synchronise Manually —To synchronise data in addition to the set schedule, from the POS location you can run this option.

19. When to use what functionality POS-HO Synchronisation • Configure Synchronisation — To set the mode of communication for different HO(s) during the synchronisation process between POS and HO. • Status Report — Provides the status of synchronisation and acknowledgements of the synchronisation process between Shoper 9 POS and HO(s).

20. When to use what functionality Data Import This option helps to import data from various sources such as: • Item Master —The Shoper 9 POS locations can use this option to import Item Masters from Shoper HO or from other Shoper 9 POS locations. • Price Revision —Helps to update the Price Revision out of the set schedule at Shoper 9 POS location. • Customer Information — To load the customer information into the Shoper 9 database. The input file can be of standard GUI structure and DOS format. • Replication data (AST) —To get the data from Shoper HO to Shoper 9 POS when there is a data loss. It can also be used for importing information such as sales tax catalogue, system parameters, general lookup, etc., if Shoper HO 7.2 and Shoper 9 POS are used.

21. When to use what functionality Data Import • Active Sales Promotions —Is used when you need to activate sales promotions for the newly added items, after the day open, coming under the purview of sales promotions catalogued earlier. • Import into Secondary Database — Is used to load the details of all new items inclusions sent from Shoper HO into the Secondary database. Secondary Database is never purged and hence, the details of all item are available permanently. • Import items from Secondary to Primary Database — Is used to selectively import only the required item details from the secondary database to the primary database.

22. When to use what functionality Data Export Masters This option helps the users to export data to various destinations. • Post Transactions to Tally — Is used to execute the export activity from Shoper 9 POS to Tally.ERP 9 outside the scheduled activity. • Create PT files — Helps to create flat file pertaining to the data of selected transaction type. These flat files can be used to avoid entering the item details again in Shoper transaction. • Pricing Details — Is used to export Price Masters and Price Revision records from one Shoper POS location to other locations. The file is saved as a text file.

23. When to use what functionality Data Export Masters • ID/IM File • ID file contains item-wise summary of the transactions for the day • You may create the ID file for a single day or any period • IM file contains item-wise summary of the transactions for the entire month • IM file is created on the first day of each month, by default • You can also create the IM file for any Month

24. When to use what functionality Data Export Masters • Customer Information — Used to create file containing customer information. • Replication Export (AST) — Used to create replication data files, for a given period, to be exported to Shoper HO in addition to the file sent by the Day End program.

25. Important System Parameters Post Cost Center information to Tally • Helps to post the showroom wise data from Shoper 9 POS to Tally.ERP 9 in the form of Cost Centre • Helps user to analyse the data in Tally.ERP 9 and make better decisions Tally IP Address and Tally Port No • Can be configured while creating mapping for Tally interface or can be configured in System Parameter Delete Suspension Details as Part of Day Begin Process • Helps to configure the deletion of suspended bills during Billing • Can be configured as 0 and 1 • 0 — Do not delete during OPEN Day process • 1 — Delete during OPEN Day process

26. Important System Parameters Loading / Storing Path for Barcode Design Templates • Helps to configure the default path for loading and storing the barcode design templates • Need not search for barcode templates while printing the barcodes No. of Days Backup to be Preserved • Helps to configure the number of days the backup to be preserved • Deleting the old backup creates better space in the hard disk, hence, better performance Additional Tables to be Included During Sync. • Helps in adding more tables to the process of data synchronisation

27. Important System Parameters Shoper LiveUpdate Backup Parameter • Helps to configure the backup process while performing LiveUpdate • This system parameter can be configured as Yes/ No • Yes — Shoper 9 will perform backup of databases before performing LiveUpdate • No — Shoper 9 will not perform backup of databases before performing LiveUpdate

28. Important System Parameters Create detailed log file in Tally mapping • Helps to configure the mode of creating log files in the process of Tally Interface Mapping • This system parameter can be configured as 0 or 1 • 0 — Do not create detailed log file during Tally Interface Mapping • 1 — Create detailed log file during Tally Interface Mapping TCP Version • Helps to configure the TCP version supported with respective release of Shoper 9 • If this system parameter is not configured properly, Tally Interface Mapping/ Posting will fail

29. Guidelines and Best Practices for Housekeeping • Truncate logs frequently to maintaining database size • Verify the database health frequently, so that table level consistency problems can be identified • Take backup’s in external devices, so that it would be helpful when there is a system crash/ failure • Use Purge option for deleting unwanted masters for better performance

30. Question & Answers

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