FYIs & Best Practices

The important information listed below is broken down into 5 sections. Please make sure you read the section/s that apply to you the most. Of course everyone should read section 2. Admins should read all sections!

Knowledge Base/Help Docs

Besides the various documentation we provide, you can access more information and new feature info via our support wiki.

Support Email: [email protected]

Support hours 9 to 5pm EST Weekdays

 1  Very Important (Mostly for Admins)

Zebra Label Printer Labels:

SRO Labels: OfficeSmart Labels ZR1214114 - 2.25 x 1.25 Inch Removable Labels.

Product Labels: OfficeSmart Labels ZE1200100 - 2 x 1 Inch BETCKEY - 1.25" x 1" or any other label of this dimension.

 2  Very Important (Mostly for Admins) - Continued

Running FileMaker on a stand alone server, not with other Server running is highly recommended!

Do Not Change first store # 100 to anything else. Ok to make second store # what you like.

Restart FileMaker server once a quarter. (See above for proper FileMaker shutdown before restart)

Each workstation needs to have its own printer ID selected if you will need to print from it and to a credit card terminal if needed via the workstation setting under Admin

Each workstation needs to have the Barcode fonts installed.

To make CheckIn auto launch, under FileMaker Prefs select “At startup, open file”

Have at least one daily local backup and one cloud backup

Do not track serial #’s on service parts. Why complicate life and it's not necessary!

Do not change your initially created payment methods - just create a new one and hide old one.

Visual Inspection auto launch can be enabled in order to have the Visual Inspection window pop up automatically after you enter the customer intake info. This can be enabled via Admin>Workstation>Global Setting> Type “Inspection” in the search field in the right corner - then enter the letter Y to turn this on.

When invoice is unposted is will unpost everything except a CC payment. Best to do a Post Date fix.

Multi-Store: Logout and login before running end of days if you know you've been switching stores that day.

To activate the special Fractions Keypad you need to open the appropriate department such as a fabric one and to the right of that window chose Y by Use # Keypad on Sale

To take advantage of the Checkers Distributor product catalog in CheckIn you will need to create a new Supplier card in CheckIn called Checker Distributors. When creating a new PO for Checker and when searching for products to add to the PO it will search the entire Checker catalog (that syncs with CheckIn daily for updated) and you can simply click on an item to have it automatically create a new product card within CheckIn to save you time. The PO can then be submitted to Checker directly from CheckIn when posting the PO to save you more time from having to place the order via their website manually.

FileMaker Admin Stuff:

FileMaker Server Uninstaller located in Library/FileMaker Server folder

If you can’t get into the FileMaker server console go to Terminal and type: fmsadmin stop to see list of options.

Type fmsadmin HELP COMMANDS to see list of commands

Type fsmadmin STOP to Stop a server process

Type fsmadmin Restart to restart a server process

Type fmsadmin RESETPW to Reset Admin password

Router Ports to open article (main port for Server is 5003)

 3  Important FYIs - All Users

Best to totally quit out of FileMaker app on each workstation at the end of day.

SRO T&Cs print on second page and best to have a double sided printer to save paper.

SRO, Quote, Orders & Invoices have same #. PO’s have their own #’s *(Do not delete an Invoice, it will also delete it's associated SRO)

Invoices need to be posted after each sale. Payments can be made to posted invoices.

Most businesses are accrual based accounting and therefore need to run sales and tax reports bases on dates posted not date of invoice.

Have to issue credit before posting invoices. If invoices are posted and you want to issue credit, you have to unpost the invoice then issue the credit. You can then click the post date fix button on the invoice to adjust post date back to the original date.

Texting Customers: Only works for sending text not receiving and with no attachments and no need to fill out the Subject section. (You will need to setup an account with https://www.twilio.com and enter your credentials into CheckIn.)

Limit Quantities to no more that 100 per line items due to how serial #’s print on invoices.

Due to page layout constraints, you need to keep line item totals to 100 for serialized products to print all serial #'s properly).

Notes on invoices shows around 12 to 14 lines then the rest flow to 2nd page etc.

Need to have at least one item on an invoice/sro/order/quote to print it. (Can use a Misc. product)

When changing store ID main Admin window it will now show results for the store you have chosen where a report pulls Store ID data like the Apple Inventory report. (End of Day and End of Month will just show the store’s numbers you have chosen)

After entering a supplier code you still need to mark it as preferred supplier.

Taking Inventory with Mobile app: First time access UN: user PW: user needs to be entered before the actual users CheckIn credentials.

Command 4 Bring up Main CheckIn Window

Command 1 to show time stamp for notes section with user initials

Gift card product ID #999 - Only use this as your gift card product since it flow properly into CheckIn.

Use Primary Phone field on customer card if you only receive 1 # from the customer (Primary # prints on Docs)

Settings Options:

• Admin > Company Setup > Global Settings > SRO Email Status Verification will allow you to turn off the confirmation dialog.
• Selling Zero Qty. in stock: Admin > Company Setup> Global Setting> search for “restrict” then change param_restrict_negative_sales to Y
• To change the default status for newly created SROs: Admin > Company Setup > Global Settings > param_default_sro_status