Chapter 1 - Introduction

he AGKSoft® lets you run your Gas Station/C-Store or Liquor Store entirely without ever leaving the software.  The software provides all features required to do all your accounting work as well as track your inventory.  The software is based-upon an open architecture by using the standard Microsoft Access Database as well as the standard Crystal ® Reports reporting package.  Using a standard gives you the ability to create your own reports or even do your own what if analysis on your data.

The software runs as a Back Office Software (BOS), Home Office Software (HOS), or as Point Of Sale (POS).

If you are running the software as BOS, we currently support the following systems:

Gilbarco G-Site ®

Gilbarco Passport ®

Dresser Wayne Plus ®

Dresser Wayne Nucleus ®

Ruby VeriFone ®

Ruby VeriFone Saphire ®

Ruby VeriFone Topaz ®

If you are running the software as POS, we currently support the following systems:

Epson ® Receipt Printers

Epson ® DMD Pole Displays

MMF ECD-200 Cash Drawers

The software includes the following features:

Gas Sale and Gas Load (Pool Margin and Tank Level Tracking)

Salesroom (by Amount, Count or Point of Sale) and Inventory Control.

Client Accounts (Account Receivable, Local Charges, Invoices and Label Printing).

Expenses, Assets tracking and Car Wash.

Vendor Invoices with Data Invoicing (EDI).

A wide variety of Portable Data Collectors to do inventory, load invoices or do price checks.

Lottery Scratch Tickets, Lottery Machine, Lottery Paid and Lottery Settlements.

Electronic and Manual Credit Cards (Track pending batches and charges)

Work Order and Garage Inventory tracking for all your parts

Payroll (With the ability to handle taxes for all 50 states)

Multiple Checking Accounts, Electronic and Cash Accounts.

Short/Over and Daily Books.

Balance Sheet, General Ledger and Net Income

QuickBooks and ASCII Export

Price book Import/Export for multiple locations

Consolidate multiple locations into the Home Office

and much much more...

Hardware Requirements

PC Hardware/Software

Running AGKSoft

Look for your AGKSoft Icon on the desktop and double click to open it.  When you run the software for the 1st time, you should see the Login Dialog with “****” under “Enter Password”, click OK and you will be asked to setup your own password.  You should see the Password Change dialog to change the Supervisor password.  Other passwords (Manager, Worker and Garage) can be set from the Misc. menu.  After you set your passwords, you should see the “First Time User” window.  Follow the instructions in the “First Time User” window to do what needs to be done.

If you are using the software as BOS or POS, please follow the instructions that came with your package at this point.

Chapter 2 - Quick Tour

When the "Select Department" window is open, simply click on each Department to configure it.  For BOS, click "Send to Register" when you are finished.

To create PLUs and UPC-Codes, click the Setup menu and pick "Products" then select "Create/Modify".  If you have the Cash Register Interface open, select "Create/Modify Products" and you will get the following:

If you have a scanner, you can simply scan the item.  Please contact AGKSoft if you need a scanner.

If you do not have a scanner, make sure you enter the 1st digit shown on the UPC-Code, this is the prefix.  The prefix is typically 0 or 7 for most convenient store items.  Do not enter the check-digit at the end of the UPC-Code.  If you are connected to a Cash Register, you need to check your Cash Register to see if short UPC-Codes (UPC-E) are expanded to (UPC-A) or not.  UPC-A codes are made up of 11 digits + a check-digit which we do not use.

To figure out if your Cash Register is expanding the UPC-E to UPC-A, put your Cash Register in Programming mode and scan a short UPC-E and see if the UPC-E is getting expanded from 7-digits to 11-digits.  Note that if you are a Shell Dealer or you are using a Ruby Verifone Cash Register, your Cash Register is most likely expanding the UPC-E to UPC-A.  Most vendors will expand UPC-E to UPC-A on the Electronic Invoice (EDI), we we recommend that you configure your Cash Register to expand UPC-Codes in all cases.

If your Cash Register is expanding UPC-E to UPC-A, make sure to check the "Expand UPC-E to UPC-A" in the "First Time Users" window.

If you do not have a scanner, you can lookup UPC-Codes by name by pressing the Enter key while in the UPC Number field in the Create/Modify Product window.  When you press Enter, you will see the list of UPC-Codes as shown below.

In this list, you can enter part of the name to help you find the item and press ENTER when you find it.  You can also sort by Description or ID by clicking on the title "Description" or "ID".

Products Setup - Click on the “View Products” button in the First Time Users window or click on the Setup menu and pick Products then List all products. You will see the following "Products List" window as shown below:

ID – Is your Dept, PLU or UPC-Code. Note: that since a Dept. can be the same as a PLU, we automatically add 9500, so ID 9501 is PLU 1.  For PLUs larger than 500, we automatically add 95000000000000.

Desc – Is the Product Description.

Deleted – Tells us to no longer show this product in any list where we have a list of products. We don't recommend that you physically delete the whole line for any particular product if you no longer sell that product, instead you should mark it deleted. The reason for this is that your old saved data may point to this ID.  You can also set Deleted to True if you want us to remove this product from your Cash Register.

Buying –Your cost to buy this product.

Selling – Your selling price (before tax) for this product. Note: that if you are going to use Sales Room by Amount, then make sure that the Selling price versus Buying price is your profit margin (Profit Margin = 1 - (Buying / Selling) * 100).  Typically most departments don't have a Buying or Selling Price, since Buying and Selling will vary from product to product within the same Dept. and that is the reason why we set the Buying and Selling prices in order to calculate the Profit margin).

State Tax – Enter 5 if your state tax is 5%.

Local Tax – Leave this blank or Enter 0 if you have no local city or county sales tax.

ParentID – This is the Department #

ParentDesc – This is the Department Name

ProdCode is the Product Code typically used by your Oil Company.  If you are connected to a Gilbarco G-Site, this product code must be correct or you will not be able to upload to your G-Site.

Modified is used internally to flag every change you make.

Discount – Enter how many cents discount you want to give (Used by the Point Of Sale only)

Max Inventory and Min Inventory can be used to automatically generate orders from your vendors.

PriceGroup allows you to group a bunch of items together that have the same price (Example: King size candy bars selling for.89).

Category is the Category this product belongs to.

SubCategory is the Sub-Category this product belongs to.

BuyDown is the amount of money the manufacturer pays you back.

If you are connected to your Cash Register, you can modify multiple products and click on the "Send to Register" button to upload only the products you changed.

First Time User - 4.  Misc:

Gas Blending - If you blend Gas, then click the “Gas Blending” button in the First Time User window or click on the Setup menu and pick "Gas Blending". You will see the following "Gas Blending" window as shown below:

ID is the Vendor's Number

Desc is the name of the vendor

Vendor Code is an internal code used by vendors only when you get an Electronic Invoice (EDI)

Address  is the Vendor's Street Address

Phone is the Vendor's main telephone number

Fax is the Vendor's Fax number

Contact would be the person who you would speak with

City, State, Zip is the Vendor's address

Address2  is the 2nd line of the Vendor's Street Address

Phone2 is the Vendor's or Contact's cellular number

Email is the Vendor's email address

Notes can be used to make comments regarding the Vendor

 Click on the "Employees" button in the First Time Users window or click on the Setup menu and pick Employees then Create/Modify.

You can use this window to add new employees or modify existing employees.

What to enter:

Employee Name is the name of the Employee you are entering

Allowances (Dependants):  The number of dependants the employee claims on their taxes including themselves

Hourly Pay:  This is the employee's hourly pay (How much they get paid per hour)

Single or Married:  Select the employee's marital status

Password is used in the Point Of Sale software when the cashier is logging in

SSN is the Employee's Social Security Number and it is used in the Back Office for the Ruby System to identify an employee

Street, City, State, Zip Code and County is the address where the employee lives

Notes:  Would be used to enter comments about an employee

Active should be selected if the employee is currently working for you otherwise it should not be selected.

Commission would be selected if the employee was on commission.

• To add a new Employee, click the "New" button, enter the Employee Name and all other needed info. and click "Save".

• To change an Employee, click the down arrow next to "Employee Name", select an Employee, make the changes and click "Save".

• To duplicate an Employee, click the down arrow next to "Employee Name" and select an Employee, click the "Duplicate" button, make the necessary changes and click "Save".

• To see all the Employees, click the "Find" button and you will see the window shown below:

ID:  Is the Employee's Number

Name:  Is the Employee's name

Allowances:  The number of dependants the Employee claims on their taxes

Status:  Is the Employee's Marital Status (“M” = Married, “S” = Single)

Hourly Pay:  This this the Employee's Hourly pay

Hours:  The typical number of hours the Employee works per pay period

Street/City/State/Zip:  The Employee’s Address

SSN:  The Employee's Social Security Number (this is used on the Ruby Verifone for payroll)

Type:  This is the default Type of Payment you typically pay this Employee (Example: C-Check)

Insurance:  The Employee’s portion of the health insurance to be deducted each pay period

IRA:  This is the IRA or 401K amount the Employee elected to set aside for retirement

FedAdtlWith:  Additional Federal Withholding tax the Employee wants to withhold

StateAdtlWith:  Additional State Withholding tax the Employee wants to withhold

Deleted:  Indicates the Employee's Status

True = Non-Active Employee (Deleted)

False = Active Employee  (Not Deleted)

Notes:  Would be used to enter comments about an Employee

Child Support:  The dollar amount to be deducted each pay period

Child Support Name:  Name to which the support will be paid to

IRA%:  the percent of gross reg. pay to be withheld for IRA/401K

Note:  If you are connected to a Ruby Cash Register, make sure the SSN field matches the Social Security field in the Employee file on your Ruby.

To enter in your Bank Information, choose the checking account you would like to set up by selecting 1,2 or 3 under "Checking Account" and fill in the necessary information.  Please Note the Bank Info. is only important if you want to print Payroll Checks directly from the Weekly Payroll window.

What to enter:

Name: The name of the institution where you do your banking.

Street, City, State and Zip:  The address of your bank.

Routing #:  The first series of numbers found on the bottom of your check.

Account #:  The second series of numbers found on the bottom of your check.

Press Save when you are finished making changes. 

Press Find to see all your bank info. in a spreadsheet.

Press Quit to close this window.

Expenses  - List all your expense types.

Click on the "Expenses" button in the First Time User window or click on the Setup menu and pick Expenses.

 Expenses are things like your telephone bill, Ads., Rent, etc.

What to enter:

Name: The name of the expense

Default Price (Optional):  If you always pay the same price for this expense you can enter it here

Category: Choose a category to assign this expense type to

• To add a new Expense type, click the "New" button, enter the Expense Name and all other needed info. and click "Save".

• To change an Expense type, click the down arrow next to "Expense Name", select an Expense, make the changes and click "Save".

• To duplicate an Expense type, click the down arrow next to "Expense Name" and select an Expense, click the "Duplicate" button, make the necessary changes and click "Save".  If you would like to see what was saved click on "Find"

This window is an alternative to the Create/Modify Expenses window above.

You can modify this list or click on the Fast Forward button to go to the last record and you will see this star, click next to it under ID and enter a unique ID, hit the right arrow and enter the Expense Type under "Desc", hit the right arrow and enter the typical $ amount that you pay for this expense under "Price" which can be changed later on. Note that you don't have to enter any number for the Price column . You may also enter the default Type of payment "E" for Electronic, "C" for Checking Account 1, "2" for Checking Account 2 , "H" for Cash,"R" for Cash Register and "N" for None. You would use "N" for None if you are going to use the Import QIF feature found in the various Accounts.

 Income- List all your income types.

Click on the "Income" button in the First Time User window or click on the Setup menu and pick Income.

What to enter:

Name: The name of the Income type

Default Price (Optional):  If you always collect the same amount you can enter that here

Category: Choose a category to assign this Income type to

• To add a new Income type, click the "New" button, enter the Income Name and all other needed info. and click "Save".

• To change an Income type, click the down arrow next to "Income Name", select the Income, make the changes and click "Save"

• To duplicate an Income type, click the down arrow next to "Income Name" and select the Income, click the "Duplicate" button, make the necessary changes and click save.  If you would like to see what you have saved click the "find" button

This window is an alternative to the Create/Modify Assets window above.

You can modify this list or click on the Fast Forward button to go to the last record and you will see this star , click next to it under ID and enter a unique ID number, hit the right arrow on your keyboard and enter the Income Name under "Desc", hit the right arrow and enter the default price (OPTIONAL), then under Type would be the typical payment type.

Assets - List all your Asset types.

 Click on the "Assets" button in the First Time Users window or click on the Setup menu and pick Assets.

What to enter:

Name: The name of the Asset

Default Price (Optional):  If you always pay the same price for this Asset you can enter it here

Category: Choose a category to assign this Asset type to

• To add a new Asset type, click the "New" button, enter the Asset Name and all other needed info. and click "Save".

• To change an Asset type, click the down arrow next to "Asset Name", select an Asset, make the changes and click "Save"

• To duplicate an Asset type, click the down arrow next to "Asset Name" and select an Asset, click the "Duplicate" button, make the necessary changes and click save.  If you would like to see what you have saved click the "find" button

This window is an alternative to the Create/Modify Assets window above.

You can modify this list or click on the Fast Forward button to go to the last record and you will see this star , click next to it under ID and enter a unique ID number, hit the right arrow on your keyboard and enter the Asset Name under "Desc", hit the right arrow and enter the default price (OPTIONAL), then under Type would be the typical payment type. Note that if the Price is positive (Larger than $0), then it is considered a Fixed Asset Cost and if the Price is negative (Less than $0), then it is considered a Fixed Asset Depreciation.

A typical example would be to enter "1" under "ID", the Asset Type like "Computer" under "Desc" and the Usual Method of Payment like "C" for "Check" under Type. Assets are things you would usually buy for the Station that have a value for a period of time. You may only need to enter Assets as you need them, so if you just bought a computer, that would be considered an Asset and not an expense, because you may sell it in the future. Once you sell your Asset, you may enter the loss as an expense. If you would like to depreciate the Computer, then you would simply setup another ID (e.g. 2) and enter "Computer Depreciation" under "Desc", enter a negative value under Price. Now you can use the Assets window on a weekly, monthly, quarterly or yearly basis.

Work type - If you have a Garage, use this to list all your work types.

Click on the "Work Types" button in the First Time Users window or click on the Setup menu and pick Work Order then Create/Modify.

You can use this window to add new parts or modify existing parts.

To add a new part, click on the New button, enter the Part Number, enter the Part Description and any other info. you want.  Click Save when you are finished. 

To Duplicate a Worktype and make a similar one, click the Duplicate button.

What to enter:

Part Number: Enter the part number for this item (e.g. OC)

Part Description: Enter the part's description (e.g. Oil Change).

Description of Labor: Enter the description of labor to be printed on the Work Order (e.g. Oil Change, Replace Fuel Filter and Inspect Belts).

Buying Price: Enter how much this item cost you.

Selling Price: Enter the selling price.

Labor Hours: The amount of time the job will take.

Month(s) Due: This is used for future scheduling and reminders.  If you select "3", any work orders saved with this part will trigger a reminder after 3 months.

Category: This is the Category # for this part.

To see everything you have saved click the "Find" button and you will see the window shown below

This window is an alternative to the Create/Modify window above.

You can modify this list or click on the Fast Forward button to go to the last record and you will see this star , click next to it under ID and enter a unique ID number, hit the right arrow on your keyboard and enter the Work Type under "Desc", hit the right arrow and enter the current Selling price under "Price" (This is your Selling Price). The next column "Type" only applies to when you buy this item for your Garage. Hours is the # of labor hours it takes you to perform this kind of work. State Tax is the Tax %age (e.g. 5) that you are required to withhold for your state when you sell such an item. Local Tax is the Tax %age that you are required to withhold for your city or county when you sell such an item. Buying is your cost price when buying this item.  Part Number is the item's part #.  DescOfLabor is the Description Of Labor which will show up on the Work Order when the Work Order is printed.

Lottery - If you sell Lottery Scratch tickets, use this to list all your scratch ticket types.

•  Click on the "Lottery" button in the First Time User window or click on the Setup menu and pick Lottery.

What to enter:

Name: The name of the Lottery Scratch Ticket book

Price:  The price per ticket

Start and End: Enter the start and end ticket number of the book (e.g. Start=0, End=59)

UPC-Code:  The UPC-code for this book.  Make sure you enter the 1st digit and DO NOT ENTER the last digit

Active: Check the Active checkbox if this ticket is currently being sold.  If you not longer sell this type of ticket, uncheck the box.

When you are finished click "Save" and then "Send to Register" to send all the new tickets to your cash register.

You can modify this list or click on the Fast Forward button to go to the last record.  You will see this star , click next to it under ID and enter a unique ID number, hit the right arrow on your keyboard and enter the new Lottery Scratch Ticket's name under "Desc", hit the right arrow and skip "Deleted", hit the right arrow and enter the Start and End. Start and End tells us which way you count your tickets in a book (up or down) and how many tickets are in a book.  Display is optional; it is used to reorder the list of books in the Lottery Scratch Tickets window.

The UPC field is only relevant if you are connected to your cash register and you would like to scan your lottery scratch tickets.  After you enter all the UPC-Codes under UPC, you can click “Send to Register”.

Add Tickets - If you sell Lottery Scratch tickets, This is the window where you add all new lottery book serial numbers to track.

If you would like to track the sale of your books and how much money you owe the Lottery Company, use this window to add your books, and then use the Lottery Scratch Tickets window to sell them.  Enter the serial numbers for your books under "Book Serial #".  Click on the "Add Books" button to add the books.  If you are entering a range of books like ABC101-ABC105 click on the next to the quit button to add the "end" serial number.  If you are unsure if you entered a serial number click on "Find Books"  this will show you all serial numbers entered.   We will automatically enter the next serial number when the previous book settles.

First Time User - 5.  Inventory:

Gas Load - Use this to enter your Gas purchases.

Click on the "Gas Load" button in the First Time User window or click on the Vendors menu and pick Gas Load.

Use this window to enter and track your Gas Loads as well as all the various Gas Buying prices.  Note: that by clicking on the arrows shown on the left, you can show or hide various types of Gas. 

At this point, you should go outside and do a stick reading, figure out how many gallons/liters you have and enter the Volume under the Volume column. 

You should figure out what the average price that you paid and enter that under Buying Price.

Make sure you set the all the Taxes properly (e.g. 0.18 is 18 cents).  If you don’t know what your Gas Taxes are, enter 0 or leave the fields blank and make sure to enter the Buying Price with tax included.

For the combo-box next to “Paid from Account”, select “N-None” since you are not paying for this 1st Gas Load now.

Click Save Settings, then Save and Quit.

If you want to see what you just entered, click the Report, Find or History buttons.

Sales Inventory - If you don’t have a portable, use this window to enter your current inventory levels or to make inventory adjustments.

Depending on the Sales Room type that you have selected, you will get a different Inventory window.  See the following table to find which you would be using. Click on the link shown below for the Sales Room that applies to you to find out more on how to do your Inventory.

Vendor Invoice – If you just opened your store, you can get an Electronic Invoice from your Vendor and load it directly into the software.  For more info. See the “Vendor Invoice” section.

Garage Inventory - If you have a Garage, click the “Garage Inventory” button in the First Time Users window or click on the Station menu and pick Garage Inventory.  For more info. See the “Garage Inventory” section.

First Time User - 6.  Accounts: