Global Settings & Configuration Quick Start Guide

The Global Settings & Configuration module is meant for admins. Normal users should not need to go into it or have permissions to make changes.

To start, open and log in to the Settings & Configuration module. It will be the same password used for all of the modules.

Open

There are multiple buttons across the top for the different sections you may need to go into.

Open

Devices

Devices will be the default section after logging in. All different devices that have had the software installed and associated with your account will be listed here. You can delete and disable the devices no longer in use. If you need to change the name of a device to make it easier to know which is which, highlight it and then click Manage. In the Manage Device window that appears you can then change the Nickname to something more recognizable. The Location dropdown lets you change the device to a different location if you have multiple locations. The Status radio buttons let you enable or disable a device. Click Save when done with any changes.

Employees

The Employees button allows you to add, remove, and change employees.

Find and select the employee you want to edit or click New to add a new employee. If you click New you will be given the option to create a new employee or select from an existing customer.

If you click Create New it will make a blank employee with no settings.

If you choose Create from Customer, a customer list window will appear and you can select the customer record from there. If you do this method please confirm that all info is still accurate as they may have moved or changed phone numbers since they signed up as a customer.

Because they now have both customer and employee status they may have Sales, Loyalty, and Astro tabs on them which would not be present on a non-customer employee.

If you make a new employee you will need to set their name at the top. Their name should already be at the top if this was made from an existing customer.

The tabs that will affect an employee are Contact Info, Notes, and Employee Settings.

Contact Info is their address, phone number, and email address.

The Notes tab lets you make notes on the employee. Availability, late reports, requests for time off, et cetera can all be placed here for easy checking.

The Employee Settings tab is where you can set the employee’s display name, password, role, app access, and location (if there are multiple). There is also an Employee ID that can be set (3). This ID can either be a number or letters. The Display Name (1) is what will be listed on any receipts, displays, and reports that specify an employee. The password (2) is used for logging into the software. The Employee Role dropdown (4) lets you quickly select which role and permissions the employee will have. You can still alter the individual apps within the software they will have access with the corresponding checkboxes (5). The Location Access (6) will set what locations they will be able to log in at if there are multiple locations. The Employee Status (7) should be enabled if they are active. The dropdown can be changed to Disabled if not currently employed for whatever reason. This will keep them in the system for records and reporting as needed. It is not advised to delete an employee until such time has passed as required by law for record keeping.

After any changes have been made click Save to save the employee.

Locations

Locations is where a store’s info will be added such as the address, phone number, hours, etc. There can be multiple locations with different information stored.

Selecting and double-clicking or click manage on a location will let you edit the location. Hitting new lets you add a new location although there may be additional fees.

At the top of the Manage Location window will be the Business name, Public Name, and Report Code for the location.

The first tab Is the Contact Info for the location. The address, timezone, phone numbers, website URL, and email address are set here. An office phone number will have to be set for it to appear on a Pinogy website.

The next tab is the Website Options tab.

It lets you set the location to be listed publicly in you have a Pinogy website. If you have multiple locations and a warehouse you may not want the warehouse listed for example you can uncheck the Public Location box so it does not show up on the website. The Marketing Phone is used to override the location phone number in case you want a different phone number displayed on the Pinogy website. The Latitude and Longitude is used for setting the location map on Pinogy websites.

Social Media types and the associated web addresses can also be added here so they show up on a Pinogy website.

The Notes tab lets you write freeform notes for the location. Anything you want to write in here for the location can be noted.

The Hours tab lets you set what hours are displayed on the website and in general for the store. You can also mark certain days of the week as closed. Type in the time or use the arrow button on each line.

The Payments/Pricing tab lets you set which taxes apply to the location by checking which apply. If you have multiple Pricing Groups you can set which pricing group applies to the location. You can also set whether Reimbursed Discount Taxes apply Pre-Discount or Post-Discount.

The Receipts tab will have 3 tabs underneath it that you can use to adjust the receipts printed at this location.

For information on the Receipts tab options and editing the receipts please view the following article : https://pinogy.atlassian.net/wiki/spaces/PP/pages/3242295297

The Warehouse tab lets you set warehouse options. You can set a location to be a warehouse by checking the “Use this location as a warehouse” check box. If the warehouse is also a public store put a check in the “This warehouse location also sells directly to consumers” check box. Once the location is set as a warehouse you can then set the other stores to be able to order from it as though it was a supplier.

Add Ons

This is where Add Ons can be added, removed, and have their settings changed. There will be a My Add Ons tab that contains existing installed add-ons and the New Add Ons tab for additional add-ons that can be added. Some add-ons can be added multiple times with different data. A list of all add-ons and their settings will be added on another page in the future. More may be added at a later date as we improve our software further. If you highlight an add-on and click Details it will give you information on that particular add-on.

Taxes

Taxes is where you would set tax rates and any tax exemptions.

Highlighting an existing tax item (1) and double-clicking or clicking Manage (2) will let you manage that item. This will open the Manage Tax window where you can change the name of the tax(3). You can also select the tax rate (4) and click Manage(5). This will open up a further Manage Tax window where you can change the tax rate (6) and set date and value ranges (7). This is useful for tax holidays or other special fees that need to be added. After making any changes you will need to click Save on the Manag Tax windows (8 & 9) to save any changes.

Adding a new tax rate is done in a similar way. Start by clicking New (1). You will then need to name the tax (2) and then click the Add button (3). This will open the second Manage Tax window where you will need to set the tax rate (4) and any date or value ranges (5). Click save on each window (6 & 7) to save the new tax into the system.

Payments

Payments contains the different payment methods, types, and gateways you can set up in the system. This will be set up along with our Implementations team members. It is not advised to change anything here without a Pinogy team member to assist or it could prevent sales from processing.

The following buttons are standard across the modules although the settings button’s contents can change depending on the module.

Refresh - refreshes the current view of the module

Log out - logs out the current user

Settings - shows additional settings for the module - will be unique to the module

Help - show the help window

? - activates “What’s This” mode which gives info on what is clicked on

Settings - specific to Settings and Configuration

There is an import feature here for importing customer lists but it is highly recommended this only be attempted with a member of the Pinogy Support team guiding you. If this is done incorrectly it may delete your existing customer list. You may not be able to recover your existing customer list if this happens. There may be a fee if you have to have Pinogy attempt to recover any lost data that occurs due to improperly using this import.