Welcome to The Matrix

PayGo users who sell clothing, shoes, or any other good with multiple sizes and colors will save huge amounts of time on data entry with the new and improved matrix tool.

Introduction:

The matrix tool in PayGo 4.x has been vastly overhauled from previous versions, making mass creation of items easier than ever. It serves as an extremely quick and automated way to create items of various combinations of size or color, as is the case commonly with clothing, shoes, or many other retail goods.

For this demonstration, we will be creating items for two kinds of socks. Both are of the SoftSox brand/model name, but one is a cotton sock and one is a wool sock. Both socks come in Short, Midcalf, and Tube sizes. The cotton sock comes in white, grey, and black. However, the wool sock only comes in grey and black.

The ideas being expressed in this article are difficult to describe and understand when generic terms are used, thus, an explicit example is being used. It is recommended that to avoid cluttering your system with fake data, you perform this procedure with your own data, paralleling the article as it goes along.

Definitions:

Matrix: A generated array of sizes and colors of an item of a given style.

Matrix Template/Definition: A user made set of ‘default’ sizes and colors that may be applied to an item to create a Matrix for that item.

Matrix Master Item: An item from which a matrix is created. This item’s information is what is copied to matrix items when they are created. This actual item itself is not utilized for much else, as in practice, the matrix items created for it contain this item’s useful data.

Matrix Items: Items that are created as part of a matrix. These inventory records are essentially the same as any other, however they have been generated automatically by the matrix tool.

Setting up and defining a Matrix:

To begin, hit New Inventory from the main menu.

Name your item ‘SoftSox’, and enter in all other item information as applicable. Enter Cotton into the Style field.

Once information for your item is entered in on the Information tab of the Inventory Quick Add Screen, click over to the Matrix Tool Tab. Click New Matrix to create a Matrix Template for this item.

You will be prompted for a name for this Matrix. For this demo, we’ll enter Sock Matrix. The Define Matrix screen will now pop up. This screen is where you will enter the sizes and types you would like your matrix items to be created from, as well as a default collection of size and color combinations to be created in to inventory.

Begin by entering the sizes in the top row of the Sizes box, starting from the left. You should now have Short, Midcalf, and Tube in the first three fields. Note that for large quantities of sizes, there are two rows of sizes to make use of.

Once sizes have been entered, you can move on to entering in the colors, or types that you would like to make use of in this matrix. In this example, these colors are our white, grey, and black socks. Enter in a single color in the lone field on the left of the portal. When the name is complete, click out of the field or hit the numpad’s Enter key to commit the record. An array of Sizes and Styles will be populated as more values are entered. After you have entered the first color (white), you can enter additional colors in the new rows that will appear when the color is committed. Note that the values show in the array are truncated to their first four letters. The values shown in the table are not the ones that will be applied to items; they are shortened to fit on the interface. The items will get the original data. For example, a ‘Small Black’ sock might be shown as ‘Smal-Blac’ on the matrix screen, but ‘Small’ and ‘Black’ will be placed in in the inventory record.

With our sizes and colors entered, we can select the items that we would like to have created by default on this template. Since we’re going to be using this template on two items, we will choose these items according to what they have in common. The cotton socks will be available in all three sizes and all three colors. The wool socks are available in all three sizes but only the grey and black colors. Because of this, we’ll only check the boxes for all sizes of grey and black socks on this template. This selection can be changed later, checking boxes now will only save you from having to arbitrarily recheck them. With the template now complete, you can hit close and return to the Inventory Quick Add Screen.

Back on the Quick Add screen with the Matrix Tool tab selected, we can now select our Matrix Template to apply. From the dropdown, select the Sock Matrix. Our sizes, colors, and checks that we did earlier are now brought up. Since we’re on the item for Cotton socks, and we did not select the White colors and sizes earlier, check the three boxes of the top row of the array. If everything is complete, hit the Create Items button.

On the Inventory List Add Screen that will popup, the items that were selected for creation can be found. All information seen on this screen is editable, so enter or alter as necessary. When all necessary changes have been made, hit Save List to commit all items to inventory.

With all sizes and styles of the cotton socks created, we can now create the wool socks. After the inventory from the cotton socks has been saved from the List Entry Screen, the Inventory Quick Add Screen for the Matrix Master item of the cotton socks will come up. Hit the Duplicate button to duplicate the item. Alter any information that needs to be changed for the wool sock (Vendor information, Pricing, UPC, ordering units, etc.), and then enter ‘Wool’ into the style field. When everything is well on this screen, go over to the Matrix Tool tab. The matrix settings from the cotton sock item should still be shown. Uncheck the boxes for the items with a White color. Then press Create Items. Repeat the process from the previous item to enter any information for the different sizes as necessary. You have just created six complete new items in a very short amount of time, with a minimum of manual data input!

PayGo is a solution provider for independent retailers based in Rochester, Minnesota. Our primary focus is on point of sale / retail management software. We also offer a Merchant Account integration, a WooCommerce integration, Digital Marketing Services, and more.

Adding Vendors and Manufacturers to PayGo

PayGo has an area where you can specify your Vendors and Manufacturers. In PayGo, adding a record to the Vendor system will make that company available on both the Vendor and Manufacturer pop-up lists used throughout the program.

When you first implement PayGo, it is suggested that you populate PayGo with your Vendors and Manufacturers. You can do this via the Vendor Import tool, or by using the New Vendor button on the Menu Screen.

To add a company to the Vendor system, do the following:

  1. From the Menu Screen, Click on New Vendor. A blank Vendor Entry Screen will appear.
  2. Enter your vendor information in the available fields including company name and address, as well as the names of any contacts.
  3. Click the “Home” button when you are finished.

When complete, you will be able to use the Vendor on your Purchase Orders and throughout PayGo.

PayGo is a solution provider for independent retailers based in Rochester, Minnesota. Our primary focus is on point of sale / retail management software. We also offer a Merchant Account integration, a WooCommerce integration, Digital Marketing Services, and more.

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Trixie + Peanut has been using PayGo for almost 8 years.   They are the top dog when it comes to classy, cute and high-quality pet products.   PayGo is the core of how they track all of the collars, toys and decked-out products that make huge packs of pets around the world look hip and trendy.Read More

SSL Issue Causing HostPayGo Order Issues

We have encountered an SSL issue upon renewing our certificate.  We are working on resolving this now.

This issue is preventing HostPayGo users from downloading web orders to PayGo SP.  We hope to have a fix soon.

NOTE: This does not effect PayGo SaaS or PayGoCart Users.

UPDATE – This issue has been resolved.

PayGo is a solution provider for independent retailers based in Rochester, Minnesota. Our primary focus is on point of sale / retail management software. We also offer a Merchant Account integration, a WooCommerce integration, Digital Marketing Services, and more.

Defining Payment Methods on the Invoice Screen

PayGo allows you to define and modify available payment types so you are able to track just about any type of payment you desire on the sales screen.

To add a payment type, do the following:

– From the Menu Screen, click on Company Setup
– Click the Currency Setup tab.
– Go down to the Dynamic Values section
– Enter or edit your Payment Methods

Name: This is the name of the payment which will appear as a button on the invoice screen under the payment section.


Value:
This is used for cash methods and only needs to be filled in if the Name is a denomination

Payment Method: Click this if you want the Name to appear as a Payment Method

Record Type:
  This selection is the main type of currency the payment would be considered.

  • Cash: All cash and coins.
  • Checks: Any check payments
  • Credit Cards: A credit card that you process through your merchant account. (Need a Merchant Account?)
  • Redeem: This would allow you to apply credits or gift cards as a payment method. (How to Setup Gift Cards/Certificates)
  • Credit: If an invoice has a negative amount due, which means you owe the customer, you can issue an in-store credit slip to the customer.
  • Other: If you simply want a payment method to use only for tracking purposes, you can specify the payment method as this.

Sort: A number here will show the order that they will come up in the payment area of the invoice.  Most used ones should be 1,2,3.

Account: For future use.

You can also remove a method by clicking the red “-” icon next to each method.

PayGo is a solution provider for independent retailers based in Rochester, Minnesota. Our primary focus is on point of sale / retail management software. We also offer a Merchant Account integration, a WooCommerce integration, Digital Marketing Services, and more.

Starting a New Invoice [or Sale]

PayGo’s primary functionality is to serve as your point of sale workstation. Ringing sales can be done from a variety of invoice screens which provide different functionality and features.  To read more about the different invoice / sales screens, please read this.

Here are the most common steps to starting and posting an invoice:

  1. From the Menu screen, click on “New Invoice/Sale”. If you have configured PayGo to use tills, the till creation screen will pop up if this is the first time a new invoice has been created for the day. If it does, review the information and then click close. A new invoice screen will then appear. [Note: If running PayGo SaaS in a web browser, you will have to click New Invoice/Sale after reviewing the Till]
  2. Scan your item’s barcode or type in the Item ID in the “Find Inventory” field.  [Tip: You can also search by Item Name, UPC, SKU or ISBN by entering the value in the “Find Inventory” field. If the values are present in the inventory record of the desired item, they will be searchable. ]
  3. Repeat the previous step for each item being purchased.
  4. Click the method of payment. The program will place the Amount Due into the “Amount” field as a default. Enter the amount received from the customer.
  5. Click on “Post and Print”. PayGo will post the invoice and print out a receipt.

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

When an invoice is posted, it can no longer be modified. [Tip: It can be voided in the event it was processed in error.]

PayGo is a solution provider for independent retailers based in Rochester, Minnesota. Our primary focus is on point of sale / retail management software. We also offer a Merchant Account integration, a WooCommerce integration, Digital Marketing Services, and more.

How to Perform a Return in PayGo

PayGo has the ability to help you automated returns. Ideally, when you are accepting a product back via a return, you want to make sure the item was actually purchased and the item is returned at the same price it was purchased.

If you have a receipt [recommended]:
First, find the invoice id of the original sale.  This information can be found on the receipt. The barcode at the bottom of the receipt will represent the invoice number. Typically, you can scan this barcode when prompted for the invoice id on the return screen.

From the Main Menu of PayGo, Do The following:

  1. Click on “New Invoice”
  2. Enter the customer information for the customer returning the item as you would on a normal invoice. (Optional)
  3. Press the “Returns” button.
  4. A window will appear asking for you to scan or type your Invoice ID.  You can use either your barcode scanner here and scan the barcode on the bottom of the receipt into this field, or you can type the Invoice ID here and press “Enter” on your number pad on the keyboard.
  5. A list of items on the sale in question will appear below.  Select the item you wish to return.
  6. A popup window will ask you the reason and the quantity will show as well.  This procedure will repeat depending on how many items are listed on the sale.  As you click the items, you will notice them appearing on the sale in a negative quantity, which will in turn make the price negative, allowing a refund to occur.  Then click the Done button.
  7. Below the list of items, you will see the payment methods used for this sale.  Simply click on the blue arrow to apply a payment that matches the original. This is most beneficial if the user has paid with a credit card, as PayGo will have the card information and be able to credit OR void accordingly.
  8. Post the sale out as normal and the return is complete!  The original sale record should reflect this return on any items that were returned.  The onhand count of the items returned should change as a result of the return as well.

If you do not have a receipt:

  1. Start a new sale.
  2. You may choose to put a customers name (or not) – returns without a receipt do not require a customer’s name to be on the sale.
  3. Enter (or scan) the Item ID of the item you wish to return into the Item Search field.
  4. When the item appears on the sale, change the quantity to a negative number by clicking into the Qty field on the saleline. (for instance, if the customer was returning 2 of an item, change the item’s quantity to -2).  Click yes to the warning message that opens to add the negative quantity to the sale line.
  5. Click a payment method button you will be refunding the money out using, such as Cash, Check, Visa, etc.  If you are using PayGo’s integrated credit card processing it will require you have the card in hand to do this transaction, and the original transaction id of the sale (which you can find on the posted sale of the original sale and also on the sale receipt).
  6. Post the sale out as normal and the return is complete!  The onhand count of the items returned will be adjusted as a result of the return as well.

PayGo is a solution provider for independent retailers based in Rochester, Minnesota. Our primary focus is on point of sale / retail management software. We also offer a Merchant Account integration, a WooCommerce integration, Digital Marketing Services, and more.

Voiding an Invoice

Every once in a while you may have an invoice that you wish you could reverse or make disappear.  You do have the option to void the invoice to undo all of the transactions posted by the invoice. [Inventory Onhand updates, sales history, etc.]

To void an invoice, follow these steps:

  1. From the Menu Screen, click on Find Invoice.  (If the sale was today, a good shortcut is to click on the Today’s Posted Sales button, then go to step 3.)
  2. Enter find criteria. (i.e.: Invoice number, customer name, date posted, etc.)  Click on Find. A list of records found will appear.
  3. Click on the Magnifying glass of the invoice in question.  A Sales View screen will appear.
  4. Click on the Void button.
  5. The solution will prompt you one more time.  Click Yes to Void.

Voiding an invoice will remove the transaction, but the invoice will stay in PayGo as a voided invoice. It cannot be deleted or reused.

PayGo is a solution provider for independent retailers based in Rochester, Minnesota. Our primary focus is on point of sale / retail management software. We also offer a Merchant Account integration, a WooCommerce integration, Digital Marketing Services, and more.

Setting Up the Zebra2824 for Label Printing

PayGo has the ability to print pricing labels in PayGo.  We recommend the Zebra 2824 model at this time. To install the printer on your computer, please do the following:

First, close PayGo for a moment while you add the device.

Macintosh

  1. Plug in the Zebra printer (Power and USB)
  2. Turn the printer on (power switch on right side)
  3. Go to Mac System Preferences (Apple>System Preferences)
  4. Click “Print & Fax”
    Click the “+”
    Highlight the Zebra Printer
  5. Choose “Select Printer Software” next to “Print Using”
    Type “zebra” in the search in the top right then select the line that says “Zebra EPL2 Label Printer” then click OK
    You are now finished installing the Zebra Printer and next you can open PayGo.
  6. Go into settings and under the printer tab.
  7. Change the barcode_printer to the newly added Zebra by clicking the pencil and selecting it from the list.

Note: Additional steps may be required under the preferences tab for label orientation.

Windows

  1. Insert and install the software included on the CD that should have came with the printer and run the installer for your printer model
  2. Plug in the Zebra printer (Power and USB)
  3. Turn the printer on (power switch on right side).  The printer should add itself to the system.
  4. You are now finished installing the Zebra Printer and next you can open PayGo.
  5. Go into settings and under the printer tab.
  6. Change the barcode_printer to the newly added Zebra by clicking the pencil and selecting it from the list.

Note: Additional steps may be required under the preferences tab for label orientation.

PayGo is a solution provider for independent retailers based in Rochester, Minnesota. Our primary focus is on point of sale / retail management software. We also offer a Merchant Account integration, a WooCommerce integration, Digital Marketing Services, and more.