AGKSoft ® Documentation
Quick Tour, Overview, Quick Menus, Detailed Menus, Sample Reports, Report, Finding Information
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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:
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...
PC Hardware/Software
Any PC or Laptop running Windows NT, 2000, XP, Me or Vista.
1 GB of free disk space
512 MB of RAM
If you plan to connect to the Wayne+, Ruby VeriFone or Gilbarco G-Site, you will need a serial port (9-pin male)
If you plan to use a Portable Data Collector, you will need an additional serial port (9-pin male)
PC Hardware/Software for Portable
Windows XP or Vista Business Edition.
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.
Windows Vista will work only if the User Account Control (UAC) is disabled. To disable UAC, open the Control Panel, open User Accounts, click [Turn User Account Control on or off] and make sure the [User Account Control] checkbox is unchecked and click OK.
If you are using the software as BOS or POS, please follow the instructions that came with your package at this point.

Using the AGKSoft login window:
After you run the AGKSoft Software, you will see the Login window shown above. You need to enter a password (by default the supervisor's password is lowercase "s", the manager's password is "m", the worker's password is "w" and the garage's password is "g"). You may also enter a shift number.
Under "Select Year", you will see the current year you are working in. If you want to access another year, click the < or > arrows or simply enter the year you want to access.
If you click on the AGKSoft Logo (The Gas Attendant in brown holding a the Gas Nozzle), this will prompt you "Do you want to allow AGKSoft on your PC ?". By allowing AGKSoft onto your pc, you will be allowing a Support Engineer to connect to your pc remotely and guide you through training, questions or to simply set up the software in the beginning.
Under "Upload Data To:", if you click on "AGKSoft Server...", you will see the "Send files to AGKSoft" window. You can click "Send Files" to send all your files to AGKSoft for Remote Backup or for support.
You can also click "My Server" if you want remote backup on your own server.
Under "Backup Options:", you can click "Select a new Backup Folder..." to pick your backup folder. We highly recommend that you backup to a removable drive such as a Zip Drive or a Memory Stick. You can also select a Network drive.
"Backup Data Files NOW" will perform your backup immediately. Note that the Backup happens automatically once per day to the selected backup folder. If the backup folder is not available, we will backup to your C:/Program Files/Station/Backup folder. Note that we do keep up-to 7 unique backups, once per day. If you look at your backup folder, you will see folders 1 through 7 inside the backup folder.
If you click on the "..." button, you will be exploring the backup folder in Windows Explorer.
"Restore Your Data From a Previous Backup..." will give you a choice of up-to 7 backups to choose from. You should always try the latest one 1st if you need to restore.
Enter your password; hit the Enter key or click OK and you will now see the AGKSoft Desktop as shown below:
When using the software as a Home Office you have the option of choosing which location to work on separately or choosing to work on "All Locations" at once. As seen below, we show the Home Office Cash Register Interface.
You can enter the Location Number or click on the Location Name to work on the selected location.
If this is your first time running the Software, you will see the "First Time User" window shown below. If you happen to close it, click on the Help menu and then pick “First Timer User” to see it again.
First Time User - 1. Cash Register Interface:
Select the Cash Register you are connecting to. If you are using the software as a Back Office Software (BOS) connected to a cash register, select one of the following:
G-Site - Gilbarco G-Site
Ruby - Ruby VeriFone or Sapphire or Topaz
Wayne+ - Dresser Wayne +
Nucleus - Dresser Wayne Nucleus
Passport - Gilbarco Passport
None - Select this option if you are using the software as a Home Office Software (HOS) or as Point of Sale (POS). When you select “None”, you will be prompted to select (No) for Home Office or (Yes) for Point Of Sale.
If you are running the software as Back Office Software (BOS), you must now click the “Configure” button to configure the Back Office interface. Please refer to the AGKSoft Back Office Documentations.
Other First Time User options
- Click “Department Setup” to setup your departments.
- Click “Gas Blending” if you sell Gas and blend it.
- Click “Business Info.” to setup your Business name, address and e-mail.
- Click “Taxes” to setup your Tax Rate (s).
- Click “Vendors” to configure the vendors that you do business with.
- Click “Employees” to create employees and assign them a password to login.
- “Bank Info” is only needed if you want to use the software to print checks.
- “Expenses” is used to configure all your expenses.
- “Incomes” is used to configure all your incomes.
- If you have a Garage, click “Work Types” to configure all your Garage Work Types. You can also set the “Hourly rate” for labor under “Garage/Work Order Options”
- "Include Unpaid Invoices"; With this checked all unpaid invoices will be accounted for in the Net Income window.
- Click “Lottery” to configure the lottery scratch ticket UPC-Codes for the software to track.
- “Add Tickets” is used to add all your existing and new lottery scratch ticket Book serial numbers.
- “Assets” is used to configure all your Assets.
- Min / Max Gas Price allows a default price to be set so the gas price can never be set below or above this price.
- For Example: If you do not want the gas price for any grade to be set less than .25, enter .25 in the “Min” box. Also, if you do not want the gas price for any grade to be set any higher than 10.00, enter 10.00 in the “Max” box.
- “Profit Margin changes Selling Price”; with this checked if the profit margin is changed your selling price will change as well.
- "Finance Charge"; Enter the percent that will be charged on any unpaid balance in the Client Accounts window.
- ”Convert Gas Sale Liters to Gallons” should not be checked.
- “Worker Cannot Exit” should be checked if you do not want someone logged-in as worker to be able to close the software.
- “Limit Manager Editing” should be checked if you want to limit the manager editing information such as credit cards etc…
- “Round Timecard” will round the time to the nearest 15 minute interval.
- “Auto Generate Daily Sheet” will generate a spreadsheet report of your Daily Batch; your Dept. Sales, Inventory, Gas Sale, Lottery and more.
- "Auto-Print Shift Log" will automatically print the Sales log when using automation. Choose "Brief" to print out a limited sales log with only the cash, department and gas sales.
- If you do not want the First Time User to open each time when logged in as a Supervisor check the “Do not show this again” checkbox.
First Time User - 2. UPC-Code Options:
In the U.S., there are 2 types of UPC-Codes (UPC-A and UPC-E).
The UPC-A barcode is the most common and well-known Symbology in the United States and it looks something like this: 0 12546 30026 1
The UPC-E barcode is not as common and it's mostly used for smaller items and it looks something like this: 0 229190 7
Structure of a UPC-A number
A UPC-A number consists of four areas: (1) A 1-digit Number System (NS); (2) A 5-digits manufacturer code; (3) A 5-digits product code; (4) A 1-digit check digit.
Normally the Number System (NS) digit is printed to the left of the barcode, and the check digit to the right. The manufacturer and product codes are printed just below the barcode, separated by the guard bar.
NS
Description
0
Regular UPC code
1
Reserved
2
Weight Items
3
Drug/Health Items
4
In-store use (Make your own UPC-Codes)
5
Coupons
6
Reserved
7
Regular UPC code
8
Reserved
9
Reserved
Number System: The number system is the first digit in the UPC number to identify the type of the product. For example, if the barcode starts with digit 5, this barcode is a coupon code.
Manufacturer Code: The manufacturer code is assigned by the UCC council to each manufacturer or company who distributes goods that use UPC-A barcodes.
Product Code: The product code is assigned by the manufacturer. The product code is a 5-digit number so it can accommodate 99,999 possible products for each manufacturer.
Check Digit: The check digit is used to verify that the barcode is generated or scanned correctly. The check digit is calculated based on the rest of the barcode digits.
UPC-A (11-digits): 0 12546 30026 1
0 is the Number System (NS) (This is typically 0 or 7 for most C-Store items)
12546 is the manufacturer’s code
30026 is the manufacturer’s item number
1 is the check-digit (This is only used by the scanner internally to make sure the UPC is valid when scanned) !!! DO NOT ENTER THIS DIGIT WHEN MANUALLY ENTERING A UPC-CODE !!!
If you want to enter this UPC-Code manually, you would key in 01254630026 (11 digits) and you would leave out the check-digit.
UPC-E (7-dgits): 0 499770 4
0 is the prefix (This is typically 0)
4 is the check-digit
Software and Scanners can expand all UPC-E codes to UPC-A codes. The expanded version of this code is: 04900000977
If you want to enter this UPC-Code manually, you would key in 0499770 (7 digits) and you would leave out the check-digit.
If you have a keyboard or USB-Scanner, you should program the scanner to include the prefix and not to transmit the check-digit.
If you are not able to program your keyboard scanner, we have some software options that you can use.
o Remove check-digit: This will remove the check-digit from any UPC-Code entered into various areas of the software (e.g. Create/Modify Product window)
o Expand UPC-E to UPC-A: If you are using this software as a BOS, some registers always expand UPC-Codes; this option can be set to match your register.
If you have a hand-held (Portable Data Collector), make sure you configure it to match your scanner.
First Time User - 3. Sales Room type that you want to use:
When you pick the Cash Register Interface, we automatically select this option for you.
When your Cash Register Interface selection is "None", you can pick one of the following:
Count: Track Item-Level Inventory.
Amount: Pick this if you enter your sales as $ Amounts and you are not using a Scanner with your cash register. This is common in stand-alone mode.
POS: Pick this if your computer is at the front in your Sales Room and the Scanner is connected to this computer. This is common when the software is used as your Point Of Sale (POS).
If you are NOT connected to a Cash Register or you are opening a new store, you need to click the "Department Setup" button to configure all your departments.

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 and make the proper selections. 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.
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UPC-A Example |
UPC-A # To Enter |
UPC-E Example |
UPC-E # To Enter |
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0 12546 30026 1 |
01254630026 |
0 499770 4 |
0499770 |
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 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. Note: This selection is checked by default.
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". You can also type a name or a portion into the search field and click find and the software will find all names matching your criteria.
AGKSoft has the ability to print to barcode labels from printers such as the Dymo Label Writer. You must install the printer and software that came with your printer before trying to print any labels. Please follow the instructions that came with your printer. Once your printer is installed please follow the steps below to print shelf labels.
How to create/print shelf labels: Open the Cash Register Interface window and click “Create/Modify Products”. You will get the window shown below.

From the Create / Modify Products window do the following:
In the UPC Number enter or scan the UPC of the item you would like to create the label for, validate that all information for this UPC is correct. An example would be: 4000010001.
If you are creating your own In-House UPC it must start with 4 and have 10 digits after that for a total of 11 digits.
Click on the arrow > by the close button
If you are using Word or other programs such as Avery to print sheets of Bar-Codes, click "Create Bar Code". This will create the Bar-Code in the specified folder. You can add the Bar-Code image to the Word Document or insert it in your Avery Software and print it as you wish. To select a folder where the Bar-Code image will be saved, click "Select Folder". To browse to the created folder, click "Explore Folder".
If you are using a Dymo Label Writer, click "Print Bar Code" and you will get the window shown below:
From the "Dymo Print UPC-Code" window do the following:
Click next to "Select Printer" and choose your printer (example: Dymo Label Writer 400)
Check the "Hide Dymo Label" checkbox to hide the Dymo Software that came with your printer.
Choose the "# of Copies" you would like to print.
If you have chosen to use a label other then one of the Predefined Labels, choose "Other" and enter the Label Filename (example: MyOwnCustomLabel.LWL)
When creating your own custom labels the file has to be saved into "C:\Program Files\STATION".
Once all your selections have been made, click "Print Label" and your label will print.
How to create custom labels:
From the Dymo Software do the following:
Please Save all labels into “C:\Program Files\STATION” with the extension “.LWL”.
1. Choose the label size by clicking on File and New or CTRL + N.
2. Click on “Designer” on the left side.
3. Add a barcode by clicking on the barcode graphic. Once added right click on the barcode and select “Object Settings”; you should now see the “Barcode Setting” dialog box.
o Under where it says “Data” enter in a UPC (e.g. 01254630281).
o For the “symbology” select UPC A from the list. Press OK once finished.
o Save the Label.
o Reminder: Please save all labels into “C:\Program Files\STATION” with the extension “.LWL”.
· Right click again on the barcode and select “Object Properties”; you should now see the Object Properties box.
o Change the “Reference Name” from barcode to “UPCCode”. Press OK once finished.
o Save the Label.
4. Click on the “AB” to add a text object. Position it so it looks appropriate for the label size you have chosen. Enter in a description of an item (e.g. Dentyne Ice). Once satisfied right click on the description and select “Objetc Properties”; you should now see the “Object Properties” dialog box.
o Change the “Reference Name” from Text to “Desc”.
o Save the Label.
5. Click on the “AB” again to add another text object for the price. Position it so it looks appropriate. Enter in a price (e.g. $1.95). Once satisfied right click on the price and select “Object Properties”; you should now see the “Object Properties” dialog box.
o Change the “Reference Name” from Text to “Price”.
o Save the Label.
6. When you are ready to use this label in AGKSoft choose “Other” as your label type and enter the name you saved it as (e.g. MyCustomLabel.LWL)
· Note: Please save all labels in C:\Program Files\STATION.
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.
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 (Sales Room by amount is when you enter in all your information by the total dollar amount and you DO NOT have a scanner), 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).
For example: If an item is selling for 1.00 with a buying price of .75 the profit margin is 25%, if the buying price changes to .67 with the same selling price of $1.00 the Profit Margin changes to .33% .
· This is the formula we use to determine the profit margin on an item (Profit Margin = 1 - (Buying / Selling) * 100).
State Tax – Enter 5 if your state tax is 5%
· AGKSoft support up to 3 tax rates not counting 0 as Tax Free
Local Tax – Leave this blank or Enter 0 if you have no local city or county sales
tax.
Parent ID – This is the Department #
Parent Desc – This is the Department Name
Prod Code 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.
True = The item has changed in some way, buying price, selling, description, price group, category, sub category, was loaded as part of an electronic invoice, had inventory done on it etc... This field is also used when selecting to upload Modified Products Only in the Cash Register Interface.
False = The item has not changed, it is still in its original form. Note: The True field will revert to false once uploaded.
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, this can be setup in the Product Wizard.
When the Min Inventory number (qty) is reached the software will then order up to the Max Inventory (qty) number through the Vendor Order screen if this option is chosen. Note: Taking into consideration cigarettes which always have to be ordered in qty of 10.
PriceGroup allows you to group a bunch of items together that have the same price (Example: King size candy bars selling for.89).
If you are using a Gilbarco G-Site, Price groups have to be uploaded to the register before they can be used. To set up a Price Group select the Setup Menu, Products and then Price Group. Note: The qty of price that can be configured is limited to the software running on the G-Site.
Category is the Category this product belongs to.
Category allows you to group items together that share similar price points, manufacturers etc.. and allows for easy reporting and price changing. To setup a Category select the Setup Menu, Products and then Category. Items can then be added either through Create Modify products or in Product Wizard which can both be found in the Cash register Interface
SubCategory is the Sub-Category this product belongs to.
SubCategory allows you to group items together that share similar price points, manufacturers etc.. and allows for easy reporting and price changing. You can group the same item that is in the category, this is useful with packs and cartons of cigarettes. To setup a Sub Category select the Setup Menu, Products and then Sub Category. Items can then be added either through Create Modify products or in Product Wizard which can both be found in the Cash register Interface
BuyDown is the amount of money the manufacturer pays you back for selling a product at a discount.
The BuyDown amounts can be setup to automatically start/end on a certain date/time. The BuyDown window will also automatically discount/lower the selling price by the BuyDown amount after the Start Date/Time and will automatically raise the selling price by the BuyDown amount after the End Date/Time.
While in the Cash Register Interface click on the BuyDown button and you will see the window shown below.

Let's say you want to set a BuyDown of $0.25 per pack for all Marlboro products selling for $3.30, you would do the following:
Click [New Match], you will prompted to enter a description, amount of the buy down and the date/time the discount will be valid. In our example above, our buydown is set to run from March1, 2009 through April 1, 2009 and the amount of the buydown is $0.25.
Click [Add Item] to add the various UPC-Codes to be discounted. If you have a scanner hooked up to your PC you scan simply scan the items into this window. If you do not, click [List Wizard] to search for the items, and then add them to the list.
Click [Send to Register] to send the BuyDown(s) to your cash register. If the date/time match, the price change will take affect immediately. If the date/time is set for a later time the discount will take effect the next time our Cash Register Interface Automation polls. If you have the polling set at 15 minutes, the price will change within 15 minutes of the date/time match. Please have automation running at all times to send these changes to the register on the specified day.
Home Office: When you click [Send to Register], you have the option of putting the BuyDown(s) in a Zone to send to a specific location individually or multiple locations at once.
Back Office: When we import the files from the Home Office, if the date/time match, we will upload the price change to your cash register. Please see Home Office Zones, to learn more about zones and exporting to the Back Office.
Point Of Sale: When you click [Send to Register], if the date/time match, the price change will be immediate. When the shift is closed, if the BuyDown end date/time match, the selling price will be raised by the BuyDown amount automatically.
How to use the List Wizard:
In our example above we searched for Marlboro cigarettes. We can then further search for all Marlboro packs selling for 3.30. See below to set this up.
Under "Select Product List by" select "Product name" choose Contains, and enter "Marl". The reason we selected "Contains Marl" is because the description names may not all start with marl.
Click "Find", all the items containing the letters "Marl" will now show.
Under "Limit Search To", "Selling Price" enter 5.29 and press "Find". Now, only the items selling for 3.30, with the letters "marl" will show.
If you are satisfied with your search, press "OK", and the items shown in the list will all be added to the Buy Down.
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:

Click Next to move to the next record or click on "Setup Blending Automatically". You will be prompted "Are you blending Gas ?"
If you select Yes you will be prompted "Do you blend your PLUS Grade Only ?"
If you select Yes you will be prompted "Enter %age of REGULAR Grade". At this point you can enter 50, 60, 33 or whatever the blending ratio may be.
Here’s a list of all records:
0-Eco (Default is: 100% 0-Eco and 0% 4-Ultra).
1-Reg (Default is: 100% 1-Reg and 0% 4-Ultra).
2-Plus (Default is: 100% 2-Plus and 0% 4-Ultra). If you blend the Plus, then this could be 66% 1-Reg and 34% 3-Super.
3-Super. (Default is: 100% 3-Super and 0% 4-Ultra).
4-Ultra (Default is: 100% 4-Ultra and 0% 0-Eco).
5-Diesel (Default is: 100% 5-Diesel and 0% 4-Ultra).
6-Kero (Default is: 100% 6-Kero and 0% 4-Ultra).
7-Other (Default is: 100% 7-Other and 0% 4-Ultra).
Business Info. Setup - Click on the “Business Info” button in the First Time Users window or click on the Setup menu and pick Business Info. You will see the window shown below
What to enter…
· Business Name
· Street, and City, State, Zip, Phone
· Federal ID #.
· Location ID is important only if you have multiple locations and if you plan on consolidating them into the Home Office (Headquarter). Click Save to save your changes.
By entering in your e-mail address the software can e-mail you changes in fuel prices whether they were changed on the cash register, from inside the software or imported from an FTP server such as Internet Information Services (IIS) used with the AGKSoft Home Office Software. It will also e-mail when the shift or day downloads, if the shift or day hasn't downloaded in a day, when prices are imported from an FTP server as well as much more. If you would rather receive a text message on your mobile phone pressing the TXT button will allow you to choose which mobile phone service you have and you are on your way.
- Note: For the e-mail to work, the e-mail that will be sending has to be configured through a POP Mail Account such as Outlook or Outlook Express.
Please see the Cash Register Interface section to configure what you would like e-mailed or text messaged.


- Enter in the number next to the carrier name that provides mobile service to you. For example, if you have mobile service through Verizon enter 7 and press OK, you will see the box shown below.

- Please enter the mobile telephone number you would like the software to text the information to; please be sure to include the area code as well as the telephone number. What will appear in the Email section in the business info is 5089954934@vtext.com (This is for Verizon customers only) depending on which mobile carrier you have will depend on the extension that the software will automatically apply to the telephone number. Please know that the mobile carrier will apply normal text messaging rates when receiving.
Taxes Setup - Click on the Taxes button in the First Time Users window or click on the Setup menu and pick Taxes and you will get the window shown below.
Make sure you enter your State’s two-letter code under "State Information:" next to “Name” (Example: AR) and your county name next to "County" (Example: Van Buren). You should also set your State's Sales Tax and click the Save button. If you only have one tax rate, enter it under Rate 1. If you have other rates, enter them under Rates 2 and 3 ( Example: High and Low tax).
If you are in Puerto Rico, enter PR.
If you are in Canada, enter your Province Initials (ON-Ontario, QU-Quebec, AA-Alberta, BC-British Columbia, NB-New Brunswick, NF-New Foundland, NS-Nova Scotia, YU-Yukon, NT-Northwest Territories, NU-Nunavut, SA-Saskatchewan, PE-Prince Edward Island).
"Edit Tax" is a button you can click to adjust the Tax Table for your particular state.
Example: For Massachusetts, you would enter MA next to State Name and therefore we will use the configuration file MA.INI, so clicking on the "Edit Tax" button will allow you to directly edit MA.INI.
Note: You almost never need to edit this file if you have the Maintenance agreement with AGKSoft, because this file is bundled with the AGKSoft Update. If you did make any changes to this file, make sure you email your changes to AGKSoft.
"Tax Forms" is a button you can click to research your State or any other State taxes on the Internet.
"County" is the county that you live in. This is optional for most states, except for the states where the tax varies by county like Indiana.

"Tax Rates" are the various Tax Rates your state requires and will be applied to your Depts. and UPC Codes.
"GST" is the Goods and Services Tax or Local Tax
"STDI" is the State Tax Disability Insurance; enter the %age for your particular state.
Note that this would be what the employee pays not the employer.
"Edit Tax Withholding" is the Federal Tax tables, which may change slightly every year.
You almost never need to edit this file if you have the Maintenance agreement with AGKSoft, because this file is bundled with the AGKSoft Update. If you did make any changes to this file, make sure you email your changes to AGKSoft.
"Lottery Commission on Prizes" is the %age of the amount the Lottery Company gives you on Lottery Scratch Tickets Prizes (Winnings).
"Lottery Commission on Sales" is the %age of the amount the Lottery Company gives you on Lottery Scratch Tickets Sales (Gross).
"Multiply by this for Overtime" is typically 1.5, which means time and a half.
"Holiday and Vacation Overtime" is typically blank or 1, which means straight time.
"# of hours in your Payroll Period" is typically blank or 40.
Note that someone working over 40 hours will be considered overtime.
"Shop Materials %age" is a percentage added to all work orders. (Total of parts and labor multiplied by the % of shop materials)
"Labor is taxable" should be checked for states such as New York or any other state where the labor is taxable.
"Commission on Labor" should be checked if you pay your mechanic commission on his labor.
Click on the "Vendors" button in the First Time User window or click on the Setup menu and pick Vendors then Create/Modify.
You can use this window to add new vendors or modify existing vendors.

To create a new vendor, click "New" and enter the following:
Vendor Name is the name of the vendor
Contact would be the person who you would speak with
Street Address, City, State, and Zip Code is the address where the vendor is located
Phone is the Vendor's main telephone number
Cellular Phone is the telephone number of your contact person or the vendor
Fax is the Vendor's Fax number
Email is the Vendor's email address (Example: agksales@agksoft.com)
Notes are any comments you wish to include about this Vendor
When you finish, click the "Save" button to save it.
To change a vendor, do the following:
Click the down arrow next to "Vendor Name", or use the left and right arrows to scroll through the vendor names, select a vendor, and make the necessary changes and click the "Save" button to save it.
To duplicate a vendor, do the following:
To duplicate a Vendor do the following: Click the down arrow next to “Vendor Name”, or use the left and right arrows to scroll through the vendor names, select a vendor, click the “Duplicate” button, and make the necessary changes, click the “Save” button to save it.
To See all the vendors, do the following:
To see all the Vendors do the following: Click the “Find” button and you will see the window shown below:

ID is the Vendor's Identifier
The ID number is also used when saving an invoice on the portable handheld scanner.
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
Employees- List all your Employees
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".
If the "New" button is grayed out (disabled) this means you are already in "New" mode and you can start entering the information.
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 ID Number
This number is used for the Time Card to check in and out.
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 $ amount the Employee gets paid per hour
Reg. 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 Job 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.
Bank Info. - List all your bank accounts
Select "Bank Info" from the "First Time Users" window or click on the Setup then Bank Info.

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.
Make sure you enter:
Name: The name of the institution where you do your banking.
Street, City, State and Zip: The address where this bank is located.
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.
Follow these steps for all the bank accounts you are entering. When you are finished click save and quit.
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
Quick Books Category: Choose a category to assign this expense type to when exporting to QuickBooks
Choose a default payment type if any from the combo box.
To add a new Expense, click the "New" button, enter the Expense Name and all other information and click "Save".
To change an Expense, click the down arrow next to "Expense Name", select an Expense, make the changes and click "Save".
To duplicate an Expense, click the down arrow next to "Expense Name", or use the left and right arrows to scroll through the list, 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
Income- List all your income types.to go to the last record and you will see this star
, click next to it under ID and enter a unique ID number (e.g. 65), hit the right arrow and enter the Expense Type under "Desc" (e.g. "Electric Bill"), hit the right arrow and enter the price 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 enter "E" for Electronic, "C" for Checking Account 1, "2" for Checking Account 2 , "H" for Cash, "R" for Cash Register and "N" for None. "N" is used for None if you are going to use the Import QIF feature found in the various Accounts.
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 Incomes 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.