1 ROYAL REGISTERLINK USER'S GUIDE Copyright (C) 2002-2004 by CompanionLink Software, Inc. All Rights Reserved.
2 Royal RegisterLink Help Contents About RegisterLink Support 3 4 Important Information How the data maps 5 6 Daily Procedure using RegisterLink Installing RegisterLink 7 8 Starting RegisterLink 9 Running RegisterLink 10 RegisterLink Setup 11 Set COM Port 12 General Settings 13 Bar Code Scanner Configuration Reconfigure 15 QuickBooks Defaults 16 Peachtree Defaults 17 Peachtree Mappings 18 Special Note for Tax Items 19 Backup/Edit/Restore Register Upgrade to RegisterLink Pro 14 20 23 Trou
About RegisterLink 3 3 About RegisterLink Royal RegisterLink™ Version 1.0h is software that reads the daily report from your Royal Cash Register and automatically inserts the information into your accounting system. This eliminates the need for hand entry of the daily department total receipts. RegisterLink can also backup, edit and restore PLU, department and clerk data, as well as all programmable messages.
4 Royal RegisterLink Help Support If you have any problems or questions regarding your Royal Cash Register, or Royal RegisterLink software, please contact the appropriate support department listed below. Visit the Troubleshooting section for quick solutions to common RegisterLink problems. It is highly recommended that you check the Royal web site listed below after first installing RegisterLink software and periodically after that for any software updates or revisions to the RegisterLink software.
Important Information 5 5 Important Information To run RegisterLink, you need the following: 1. 2. 3. 4. A Royal Cash Register. A Windows-based personal computer running your accounting system. QuickBooks Pro 2002 or later version, or Peachtree Accounting v7.0 or later. A null-modem style serial cable (with two 9-pin female connectors) is required to connect the cash register to your PC.
6 Royal RegisterLink Help How the data maps Transactions that are entered on the register will be moved to specific transactions in your accounting system. The data that is available is similar to the close out reports labeled "X" or "Z" Reports. The data contains summary totals for each Department. The register does not make individual transactions available, only daily totals.
Daily Procedure using RegisterLink 7 7 Daily Procedure using RegisterLink Once you have set up your departments codes, it is easy and quick to use RegisterLink every day. The most important step in sending your daily report to QuickBooks or Peachtree is to run the "Z" Report, which clears all transaction totals to zero, except the running grand total (normally known as the "end-of-day" or "daily close-out" reading). At the end of the day: 1. 2. 3. 4. 5. 6.
8 Royal RegisterLink Help Installing RegisterLink To install RegisterLink, you need an installation CD-ROM or software download. If you have a CD-ROM, insert it into your CD-ROM drive. The setup program will run automatically. Follow the directions to install. If the setup program does not run, or if you received RegisterLink as an update file, select the Windows Start menu, Run, and browse to the file name. The RegisterLink install file is usually called SETUP.EXE or RLSETUP.EXE.
Starting RegisterLink 9 9 Starting RegisterLink From the Windows Start menu, select Start > Programs > Royal > RegisterLink. This will run the RegisterLink program. The install program adds a "RegisterLink" desktop icon, so you can also run RegisterLink by clicking on that icon. Copyright (C) 2002-2004 by CompanionLink Software, Inc. All Rights Reserved.
10 Royal RegisterLink Help Running RegisterLink Once you have programmed your cash register, it is easy to run RegisterLink every day. Open Royal RegisterLink and select "Send daily report." You can open QuickBooks or Peachtree and check the report to insure its accuracy. If necessary, you can delete the report, adjust Department or mapping codes, and then rerun the report. The second time you run the report, there will be a warning message.
RegisterLink Setup 11 11 RegisterLink Setup The first time you run RegisterLink, you need to configure the COM Port and accounting system to use for the daily reports. When you select QuickBooks or Peachtree as your accounting system, RegisterLink must run and link to a specific data file in that accounting system before your data is transferred. To link to QuickBooks: 1. 2. 3. 4. 5. 6. Start QuickBooks and open the correct Company file you wish to use to receive sales reports from your cash register.
11.1 Royal RegisterLink Help Set COM Port When you select Settings, RegisterLink will begin by testing the communications port. To allow this, you should have the register connected via null-modem style serial cable to your computer, and you should have the key in the "X" position. Copyright (C) 2002-2004 by CompanionLink Software, Inc. All Rights Reserved.
RegisterLink Setup 11.2 13 General Settings After the initial configuration, you may enter RegisterLink settings to change the COM port being used to communicate with the cash register. To test the COM Port, select the "Locate COM Port" button in the General Settings screen. If you have a valid port, RegisterLink will set to use that port. If you do not have an available port, the error message "No COM Ports located" will pop up, followed by instructions on how to open a port.
11.3 Royal RegisterLink Help Bar Code Scanner Configuration Your Royal Register may come packaged with a bar code scanner. When in use, the scanner shares the same COM Port as the serial cable. If the scanner is plugged into the COM Port and you want to run RegisterLink, you will have to switch the scanner with the register's serial cable. To switch between the bar code scanner and serial cable: 1. Turn the register key to the "OFF" position. 2. Switch devices.
RegisterLink Setup 11.4 15 Reconfigure RegisterLink can be reconfigured to sync with either QuickBooks Pro version 2002 or later, or Peachtree Accounting v7.0 or later. If you want to reconfigure RegisterLink for a different accounting application, select the "Reconfigure for a different accounting application" button in Settings. The following box will pop up, warning you that all settings including Department and mapping codes will be lost. Click on "OK" to continue.
11.5 Royal RegisterLink Help QuickBooks Defaults The Customer;Job Default setting allows you to specify which QuickBooks "Customer" to use for the Daily Sales Receipt. You may want to make a new Customer called "Daily Sales" in order to properly identify the sales logged automatically using RegisterLink. The Department/Tax/Coupon -> Item Mappings section allows you to map Departments, Taxes and Coupons from the cash register to the appropriate Items in your accounting system.
RegisterLink Setup 11.6 17 Peachtree Defaults The Set Default Customer setting allows you to specify which Peachtree "Customer" to use for the Daily Cash Receipt. Select the customer from the drop-down menu. You may want to make a new Customer in Peachtree called "Daily Sales" in order to properly identify the sales logged automatically using RegisterLink. The Set Default Cash Account option allows you to select which Cash Account you want RegisterLink to send the data to.
11.7 Royal RegisterLink Help Peachtree Mappings The Department/Coupon/Tax Mappings section allows you to map Departments, Taxes and Coupons from the register to the appropriate Items in your accounting system. It is not required that you do this mapping. If you do not do the mapping, the Departments, Taxes and Coupons will be inserted into the accounting program as they are spelled in the register.
RegisterLink Setup 11.8 19 Special Note for Tax Items Tax items in accounting programs can be handled several ways. However, the cash register reports taxes only as a total. For this reason, Special Items must be added to the accounting system so that taxes can be reported. Note that in the Register, tax items cannot be renamed. Since tax items are handled in QuickBooks as line items in the Sales Receipt, the other sales items will be marked as non-tax. This does not mean that they are not being taxed.
12 Royal RegisterLink Help Backup/Edit/Restore Register The Backup, Edit and Restore function allows you to backup and edit your cash register settings to your PC so that they may be restored to your cash register at a later time. The backup file includes PLU, department and clerk data as well as all programmable messages. The cash register key must be set to the "X" position before you backup or restore the data.
Backup/Edit/Restore Register 21 Highlight the data selection (clerk, department, logo, PLU, print, or scroll) from the drop-down list to add or edit custom register settings. Then click in each column to edit the data. When you are finished, click on "OK" or "Apply" to save any changes. Click on "Cancel" to abort and return to the Backup, Edit and Restore screen.
Royal RegisterLink Help register. Please refer to the instruction manual for your cash register for detailed instructions. 9. Click on "Exit" when you are finished. NOTE: The Restore function will only restore the data from the selected backup file. All programming changes since the selected backup will be lost. Copyright (C) 2002-2004 by CompanionLink Software, Inc. All Rights Reserved.
Upgrade 13 23 Upgrade Royal RegisterLink Pro has the ability to transfer PLU data, as well as daily totals by department, into your accounting system. PLU data will allow you to track sales by price and quantity. The PLU support is available only for QuickBooks users. PLU synchronization is not supported to Peachtree. If you do not upgrade to the Pro version, you will only be able to transfer daily totals by department.
14 Royal RegisterLink Help Troubleshooting Guide Click on one of the following links for more information: RegisterLink cannot communicate with the cash register Double Sales receipts Double total on reports RegisterLink not configured Cannot link to QuickBooks, QuickBooks not found Switching between cash registers Copyright (C) 2002-2004 by CompanionLink Software, Inc. All Rights Reserved.
Troubleshooting Guide 14.1 25 No Communication The most common problem is getting the register to communicate with the PC for the first time. If there is no communication, RegisterLink cannot read the daily sales data from the register. Follow the instructions below if initialization test failed. 1. Check Cable Connection Check to be sure the cable is seated firmly in the register and the computer. 2. Check Cable Type The cable needs to be a null modem cable.
14.2 Royal RegisterLink Help Double Sales Receipts A Sales Receipt (QuickBooks) or Cash Receipt (Peachtree) is made each time you select Run Daily Reports. If you run it a second time, you must delete the first report by hand. This will eliminate the doubled report. Copyright (C) 2002-2004 by CompanionLink Software, Inc. All Rights Reserved.
Troubleshooting Guide 14.3 27 Double Total on Reports After sending the Daily Report, you must turn the key to the "Z" position and run the "Z" Report. This will clear out the daily sales total from the register. If you do not zero out the register, the totals will continue to accumulate and will result in a doubled total the next time you Send Daily Report. If you have a doubled report, you can delete the original single report.
14.4 Royal RegisterLink Help RegisterLink not Configured This error occurs if you have not set proper values for your accounting system. For QuickBooks or Peachtree, it indicates that a company file has not been selected. Please return to the Settings option in RegisterLink to correct this. You may opt to synchronize with the register even though your accounting data is not configured. In this case, RegisterLink may be unable to save the report to QuickBooks or Peachtree.
Troubleshooting Guide 14.5 29 Cannot Link to QuickBooks The error "Cannot Link to QuickBooks" or "QuickBooks not found" occurs when you use an older version of QuickBooks with RegisterLink. RegisterLink requires QuickBooks Pro 2002 or higher. It will not run with prior versions. Please upgrade your QuickBooks version before running RegisterLink. Copyright (C) 2002-2004 by CompanionLink Software, Inc. All Rights Reserved.
14.6 Royal RegisterLink Help Switching Between Cash Registers If you own more than one Royal Cash Register, you may experience the inability to communicate when switching between models. If this occurs, allow the first synchronization to fail, then attempt to re-sync. RegisterLink will detect the new model and sync as normal. Copyright (C) 2002-2004 by CompanionLink Software, Inc. All Rights Reserved.
