Housekeeping in shoper 9 pos | Tally Tips | Tally.NET Services | Tally TDL

Housekeeping in Shoper 9 POS

February 2010

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Objectives

 Importance of housekeeping in Shoper 9 POS

 Functionalities of Housekeeping menu in Shoper 9 POS

 When to use what functionality

 Guidelines and best practices to be followed for housekeeping


Importance of housekeeping
 Maintenance is an important function in software applications

 In Shoper 9 POS, all relevant housekeeping activities are provided under the

Housekeeping menu

 Housekeeping in Shoper 9 POS helps you to:

o Manage the data

o Configure Shoper 9 POS to communicate with other POS and Shoper HO

o Import and Export data as per business requirement

o Perform Day End and Day Begin operations


Options under Housekeeping menu
 Manage Data
o Backup
o Restore
o Compact
o Database Tuning Utility
o Purge Data
o Delete Temporary Tables
o Delete Backup Files

 Communicate
o POS – HO Synchronisation


Options under Housekeeping menu
 Data Import
o Item Master
o Customer
o Price Revision
o Active Sales Promotion
o Import in to secondary db (s)
o Import Items from Secondary to Primary db

 Data Export
o Export Item Master
o Export Transactions to Tally
o Create PT file
o Export ID/IM tables
o Export customer information
o Replication Export

Manage Data
Helps to:
 Take backup of business information to safeguard data from disasters such as
hardware crash, virus attack, power fluctuation, etc.
 Restore backup for re-installation and migration.

 Reduce the size of the database.

 Remove the unused data from database, so that the performance of software
and hardware is intact.
 Delete Backup files according to parameter setup.


Data Import and Export
 Helps in sharing information between:
o Shoper 9 POS and HO and vice versa.

o Shoper 9 POS and other Shoper POS installation.

 Examples for information shared are Pricing, Customers, New Sales
Promotions, Purchase/ Sales/ Transfer, etc.


Communication
 In a chain store setup consider the following details for synchronisation
between Shoper 9 POS and Shoper HO
o Configure Sync Setup

o Sync Manually with HO

o Obtain status of synchronisation


When to use what functionality
OPEN Day
 Used for opening/ starting the transactions for the day (Date) in Shoper 9

 Updates Price Revision and activates new sales promotions according to the
configuration

CLOSE Day
 Used for closing the transactions for the day (Date) in Shoper 9

 During the close day option the following activities are performed:
o Counter update for System Parameter/ GenLookup

o Backup of Database

o Synchronisation of data with Shoper HO

o Export of data to Tally


Backup
 Used for taking backup of:
o Application database/ Company database.

o Secondary database.

o EIS database.

o Other Folders and files such as bill printing templates, barcode labels and
layouts, item images, etc.
o Backup can be taken in the folder of your choice, at any given point of
time.
 This is in addition to the backing up performed by the CLOSE Day operation.


Restore
 This option is used to restore the required backup file in the event of data loss
or corruption.
 Can restore:

o Secondary database.

o EIS database.

o Other Folders and files such as bill printing templates, barcode labels and
layouts, item images, etc.


Compact
 Used to optimise the database storage by removing the redundant logs,
records, etc.
 Helps to compact the size of:

o Secondary database and EIS database, if available.

 Also used to truncate log files of the respective databases.

Note:

On executing the Truncate Log the SQL log backup is deleted.

Use this option only when the size of the SQL logs are large.


Database Tuning Utility
 Handling large volumes of data require occasional checking of database for
possible errors, truncation of log and re-indexing master tables or transaction
tables
 Database Tuning Utility helps in fine tuning the performance of the application

 This option helps to perform tuning activities on:
o Application database/ Company database

o Secondary database and EIS database, if available


Database Tuning Utility
 Following activities can be performed in Database Tuning Utility
o Check Database

o Re-index DB Master Tables

o Re-index DB Transaction Tables

o Repair DB without Data loss

o Set DB recovery mode to Full

o Show Contig of Master Tables

o Show Contig of Transaction Tables

o Truncate Log Files

 Based on business requirements more activities can be added to this list

 It can be used even for shrinking the database, wherever possible

Purge Data
 Used to purge the data if database contains master records of non transacted
items
 Helps in reducing the size of the database by removing records of non
transacted items from the item master
 Purge will affect only those records which have stock less than that specified
as a cut-off
 Usage of purge helps in reducing the time taken for all Shoper transactions


Delete Temporary Tables
 Shoper 9 POS creates many temporary tables which form the intermediary
information required for generating reports
 If the report generation gets aborted due to any reasons, the subsequent
invocation of the report may contain wrong information
 This option is used when you need to delete temporary tables


Delete Backup File
 Files are saved in the backup folder during the Backup process and Close Day
process
 Deleting the old backup files helps in better maintenance of space in the hard
disk and better performance of the system
 This option is used when you need to delete the backup files


POS-HO Synchronisation
 To perform activities involved during synchronisation process between Shoper
9 POS and Shoper HO.
 The POS-HO synchronisation options available in Shoper 9 POS are:
o Send Flat Files To HO — An additional facility for sending the selective
files pertaining to a period from Shoper 9 POS to Shoper HO.
o Synchronise Manually — To synchronise data in addition to the set
schedule, from the POS location you can run this option.


POS-HO Synchronisation
o Configure Synchronisation — To set the mode of communication for
different HO(s) during the synchronisation process between POS and HO.

o Status Report — Provides the status of synchronisation and
acknowledgements of the synchronisation process between Shoper 9 POS
and HO(s).


Data Import

This option helps to import data from various sources such as:
 Item Master — The Shoper 9 POS locations can use this option to import
Item Masters from Shoper HO or from other Shoper 9 POS locations.
 Price Revision — Helps to update the Price Revision out of the set schedule
at Shoper 9 POS location.
 Customer Information — To load the customer information into the Shoper
9 database. The input file can be of standard GUI structure and DOS format.
 Replication data (AST) — To get the data from Shoper HO to Shoper 9 POS
when there is a data loss. It can also be used for importing information such
as sales tax catalogue, system parameters, general lookup, etc., if Shoper HO
7.2 and Shoper 9 POS are used.


Data Import
 Active Sales Promotions — Is used when you need to activate sales
promotions for the newly added items, after the day open, coming under the
purview of sales promotions catalogued earlier.
 Import into Secondary Database — Is used to load the details of all new
items inclusions sent from Shoper HO into the Secondary database. Secondary
Database is never purged and hence, the details of all item are available
permanently.
 Import items from Secondary to Primary Database — Is used to
selectively import only the required item details from the secondary database
to the primary database.


Data Export Masters

This option helps the users to export data to various destinations.
 Post Transactions to Tally — Is used to execute the export activity from
Shoper 9 POS to Tally.ERP 9 outside the scheduled activity.
 Create PT files — Helps to create flat file pertaining to the data of selected
transaction type. These flat files can be used to avoid entering the item details
again in Shoper transaction.
 Pricing Details — Is used to export Price Masters and Price Revision
records from one Shoper POS location to other locations. The file is saved as a
text file.


Data Export Masters
 ID/IM File
o ID file contains item-wise summary of the transactions for the day

 You may create the ID file for a single day or any period
o IM file contains item-wise summary of the transactions for the entire
month
 IM file is created on the first day of each month, by default

 You can also create the IM file for any Month


Data Export Masters
 Customer Information — Used to create file containing customer information.

 Replication Export (AST) — Used to create replication data files, for a given
period, to be exported to Shoper HO in addition to the file sent by the Day End
program.


Important System Parameters
Post Cost Center information to Tally
 Helps to post the showroom wise data from Shoper 9 POS to Tally.ERP 9 in
the form of Cost Centre
 Helps user to analyse the data in Tally.ERP 9 and make better decisions

Tally IP Address and Tally Port No
 Can be configured while creating mapping for Tally interface or can be
configured in System Parameter

Delete Suspension Details as Part of Day Begin Process
 Helps to configure the deletion of suspended bills during Billing

 Can be configured as 0 and 1
o 0 — Do not delete during OPEN Day process

o 1 — Delete during OPEN Day process

Loading / Storing Path for Barcode Design Templates
 Helps to configure the default path for loading and storing the barcode design
templates
 Need not search for barcode templates while printing the barcodes

No. of Days Backup to be Preserved
 Helps to configure the number of days the backup to be preserved

 Deleting the old backup creates better space in the hard disk, hence, better
performance

Additional Tables to be Included During Sync.
 Helps in adding more tables to the process of data synchronisation


Shoper LiveUpdate Backup Parameter
 Helps to configure the backup process while performing LiveUpdate

 This system parameter can be configured as Yes/ No
o Yes — Shoper 9 will perform backup of databases before performing
LiveUpdate
o No — Shoper 9 will not perform backup of databases before performing
LiveUpdate


Create detailed log file in Tally mapping
 Helps to configure the mode of creating log files in the process of Tally
Interface Mapping
 This system parameter can be configured as 0 or 1
o 0 — Do not create detailed log file during Tally Interface Mapping

o 1 — Create detailed log file during Tally Interface Mapping

TCP Version
 Helps to configure the TCP version supported with respective release of
Shoper 9
 If this system parameter is not configured properly, Tally Interface Mapping/
Posting will fail


Guidelines and Best Practices for Housekeeping

 Truncate logs frequently to maintaining database size

 Verify the database health frequently, so that table level consistency problems
can be identified
 Take backup’s in external devices, so that it would be helpful when there is a
system crash/ failure
 Use Purge option for deleting unwanted masters for better performance


Question & Answers


Thank You


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