This guide is arranged around jobs you want to do, rather than technical features. You can read it from beginning to end or go straight to the part you need.
Starting from scratch
Read Part 1 to install the application, create your first login and set up your business.
Serving a customer
Go to Part 2 for sales, payments, refunds, quotations and document copies.
Managing stock
Part 3 explains products, prices, imports, adjustments, labels and stock takes.
Managing accounts
Part 4 covers customers, statements, payments and overdue interest.
Checking the business
Part 5 covers reports, monthly totals, backups, closing and updates.
Adding more tills
Part 6 takes you from Windows networking to pairing and activating a Sales PC licence.
Something is not working
Part 7 has daily checklists, troubleshooting and useful shortcuts.
How the instructions work
Menu choices appear like File > Settings > Printing. Click each item in order. Bold names such as Save or Activate Licence are the buttons or fields to look for.
Avenspire POS helps you handle everyday sales, keep track of stock, manage customer accounts and see how your shop is doing. This guide starts with setting up your first computer, then shows you how to use the system at the counter and behind the scenes.
You do not need to learn everything at once. Start with Part 1, then go to the task you need. The names shown in bold are the buttons and menu options to look for in Avenspire POS.
Three things to know first
•
Primary PC: Your main computer. It keeps the shop’s information, including stock, sales, customers, settings and backups. You can run Avenspire POS on this computer without buying an extra Sales PC licence.
•
Sales PC: Another checkout computer connected to your Primary PC. Every additional Sales PC needs to be paired and have its own active licence.
•
Shift: The period during which a cashier records sales and cash movements, from opening the till to closing it and checking the totals.
02Before you install
A few preparations now will make your first day of trading much easier.
Have these ready
•
A Windows computer to use as the Primary PC, with its date and time set correctly.
•
Your business name, address, telephone number, tax registration details (if applicable) and logo (optional).
•
Your product list, including prices and opening stock quantities. You can add products individually or import a CSV file.
•
A receipt or A4 printer if you plan to print documents. Install and test it in Windows first.
•
A safe place for backups, preferably an external drive or another protected location.
•
If you will use extra tills, a reliable private network, the additional computers and a Sales PC licence for each one.
03Install the application
Install Avenspire POS on the computer you want to use first. You can add other tills after the main computer is ready.
Install Avenspire POS
1.
Download the installer from the official Val Microsystems website.
2.
Open the downloaded installer and follow the on-screen instructions.
3.
Approve the Windows prompt only if you trust the file and its download source.
4.
When installation is finished, open Avenspire POS.
5.
Follow the first-run screens to choose how this computer will be used.
04Set up your Primary PC
The Primary PC is the heart of your system. Set it up first, even if you plan to use several tills.
Complete the first-time setup
1.
On the first-run screen, choose Primary PC.
2.
Enter your store or business name, choose your country and enter a clear Terminal ID, such as MAIN.
3.
Check the country and tax information shown on the screen.
4.
Create your first Administrator login. Choose a password that staff will not use for ordinary cashier access.
5.
Finish setup and sign in.
6.
Open File > Settings to finish your business, tax, printer and backup settings before processing real sales.
05Enter your business details
Your business information appears on relevant receipts and documents. Enter it carefully before you start selling.
Set up your store information
1.
On the Primary PC, open File > Settings > General.
2.
Enter the business name, complete address and contact details.
3.
Add your registration and tax numbers where applicable.
4.
Add your logo, banking details or document footer wording if your business uses them.
5.
Check the currency and country settings.
6.
Open Numbering Settings to check document number prefixes, if required.
7.
Review the other General settings, including credit limits, interest and low-stock notifications, only if you plan to use these features.
8.
Click Save.
06Set up tax
Tax settings affect the amounts shown on receipts, invoices and reports. They should match how your business is registered in your country.
Check your tax settings
1.
Open File > Settings on the Primary PC.
2.
Make sure the selected country and tax registration status are correct.
3.
Enter your registered business details and tax number if required.
4.
Open the Tax tab and check the default rate.
5.
Add other rates only when your business needs them.
6.
Save the settings, then check a test document to make sure the tax labels and amounts look correct.
07Set up printers and labels
Avenspire POS can use receipt printers, A4 document printers and, if needed, label printers. Each computer has its own printer selections.
Choose your printers
1.
Connect and install each printer in Windows, then print a Windows test page.
2.
In Avenspire POS, open File > Settings > Printing.
3.
Choose the printer for Thermal 80 mm receipts or the receipt format you prefer, where available.
4.
Choose the Document printer for A4 invoices, quotations, statements and other full-page documents.
5.
Choose the Thermal label printer if you print roll labels.
6.
Save the settings and print a test receipt or document.
08Set up email
To email customer statements and invoices, Avenspire POS needs the email server details for the address you want to send from.
Add your email account
1.
Open File > Settings > Email.
2.
Enter the SMTP server address and port supplied by your email provider.
3.
Choose the required SSL/TLS security option.
4.
Enter the sender name, sender email address, username and password or app password.
5.
Enter an address for a test email and click Send Test Email.
6.
Check that the test message arrives, then save your settings.
09Set up backups
A backup is a spare copy of your shop’s information. If the Primary PC fails, a recent backup can make recovery much easier.
Turn on backups
1.
On the Primary PC, open File > Settings > Backup.
2.
Choose a backup folder outside the Avenspire POS application folder.
3.
Turn on Automatic backup and choose how many backup files to keep.
4.
Set a backup warning period if the option is available.
5.
Click Create Backup Now.
6.
Check that the backup succeeded and that the file is in the folder you chose.
10Create staff logins
Give each person their own login. That way, employees can use the features they need without having access to everything.
Add a user
1.
On the Primary PC, open File > Settings > Users.
2.
Click Add User and enter the employee’s username.
3.
Choose a role: Admin, Manager or Cashier.
4.
Enter a password and confirm it.
5.
Select the permissions that person needs, such as sales, checkout, reports or refunds.
6.
Make sure the user is active, then save.
7.
Sign in with the new login to make sure it works as expected.
Change or disable a user
1.
Return to Settings > Users and select the user.
2.
Click Edit User to change the role or permissions, or use Reset Password if needed.
3.
Deactivate the user when they should no longer be able to sign in.
PART 02 / SELL AND TAKE PAYMENTS
Sell and take payments
11Open a shift
A shift keeps track of a till’s sales, payments and cash movements. Start a shift before taking payments.
Start your shift
1.
Sign in and open Shift > Start Shift.
2.
Check that the Terminal ID is correct.
3.
Enter the opening float — the cash already in the drawer at the start of the shift.
4.
Choose Blind close if your business wants cashiers to count the drawer without seeing the expected amount.
5.
Add a note if needed, then click Start.
Record cash added to or removed from the drawer
1.
Open Shift > Cash Transaction.
2.
Choose Drop for cash taken out for safekeeping, Pay-out for business cash spent, or Pay-in for cash added outside a sale.
3.
Enter the amount and a short reason.
4.
Save the cash movement.
12Make a sale
This is the screen you will use most often. Scan items or look them up, check the total and then open Checkout.
Ring up a sale
1.
Make sure a shift is open, then select File > New Sale.
2.
Leave Transaction Type set to Sale.
3.
Scan a barcode or enter the item’s SKU and press Enter.
4.
If you cannot find the code, press F3 to search for the product.
5.
Repeat until all items are in the sale.
6.
Select a line if you need to change its quantity or apply a permitted discount.
7.
To remove one selected line, press F1. To clear the entire sale, press F2.
8.
Choose a customer with F4 if needed.
9.
Check the items, quantities, prices and total. Press F5 to go to Checkout.
13Take payment
In Checkout, choose how the customer is paying. Use the instructions for the payment type you need.
Cash
1.
Select Cash (or press F1 in Checkout).
2.
Enter the amount the customer gives you.
3.
Check the change shown by Avenspire POS.
4.
Press Ctrl+Enter to finish the sale and give the customer their receipt.
Card
1.
Select Card (or F2 in Checkout).
2.
Process the payment on your card terminal first.
3.
Enter the card transaction reference if available.
4.
Press Ctrl+Enter only after the card payment has succeeded.
Bank transfer
1.
Select Bank Transfer (or F4 in Checkout).
2.
Confirm payment according to your business procedure and enter the transfer reference when available.
3.
Press Ctrl+Enter to finish.
Split payment
1.
Select Split (or F5 in Checkout).
2.
Enter the amount being paid by each method: cash, card, bank or customer account.
3.
Select the customer if any amount is being charged to an account.
4.
Check that the amounts add up to the total, then press Ctrl+Enter.
Email the invoice
1.
After the sale is completed, wait for the invoice options window to open.
2.
Enter the customer's email address in the Email invoice section.
3.
Click Email invoice, or press Enter while the email address box is active.
4.
Wait for the Invoice emailed successfully message before continuing.
5.
On a Sales PC, keep the Primary PC connected; it sends the invoice using the email settings configured on the Primary PC.
14Sell on a customer account
An account sale lets an approved customer buy now and pay later. The amount is added to that customer’s account balance.
Charge a sale to an account
1.
Add the products to the sale.
2.
Select the correct customer with F4, or choose them in Checkout.
3.
Press F5 to open Checkout, then choose Account (or F3 in Checkout).
4.
Check that the account is active and review the balance and credit limit.
5.
If a warning appears, follow your store’s credit policy. A blocked transaction may require a Manager or Administrator override where permitted.
6.
Once everything is correct, press Ctrl+Enter and print the account document.
15Create a quotation
A quotation is a price offer, not a completed sale. Saving a quote does not take payment or reduce stock.
Save a quotation
1.
Open New Sale and change Transaction Type to Quotation.
2.
Add the items, quantities and customer details if needed.
3.
Check the quoted prices and choose Save Quote (using F5 where shown).
4.
Save, then preview or print the quotation for the customer.
Turn a quotation into a sale
1.
Open File > Documents and find the quotation.
2.
Select it and choose Convert selected quotation to a sale.
3.
Check any stock or price-change warnings. Correct blocking issues before continuing.
4.
Open Checkout, take payment and complete the sale.
16Add a once-off item
A Custom Item is useful when you need to sell something that is not in your regular product list. It will not add a permanent stock item.
Add a Custom Item to a sale
1.
Open New Sale and press F6.
2.
Enter a clear description, quantity, price and the correct tax rate or category.
3.
Click Add.
4.
If the system asks for a Manager Override, ask an authorised Manager or Administrator to approve it.
5.
Finish the sale as usual.
17Refund a sale or issue a credit note
Use a refund when a customer returns goods or you need to reverse part or all of an earlier sale. The refund remains linked to the original transaction.
Process a refund
1.
Make sure a shift is open and open the Refund / Credit Note option.
2.
Enter the original invoice number or Sale ID, then click Load.
3.
Check that you have the correct sale and customer.
4.
Select the items being returned and enter the refund quantity for each one.
5.
Select Restock only for goods that should go back into sellable stock.
6.
Enter a clear refund reason.
7.
Choose how the refund will be settled: customer account credit, cash, card or bank transfer, as applicable.
8.
Add a card or bank reference when required, then click Create.
9.
Preview or print the refund document and check the stock movement if you restocked items.
18Find and reprint a document
You can find old transactions without creating them again. This is useful when customers need another invoice, quotation, credit note or account payment receipt.
Find an existing document
1.
Open File > Documents.
2.
Choose the correct tab, such as invoices and quotations, refunds, or account payments.
3.
Search by document number, customer or date range.
4.
Select the result and choose Preview.
5.
Click Print if a copy is needed.
PART 03 / LOOK AFTER STOCK
Look after stock
19Add or edit products
Keep your product details up to date so that prices, tax and stock levels are correct at checkout. Product maintenance is done on the Primary PC.
Add a product
1.
Open File > Inventory on the Primary PC and click New Item.
2.
Enter a unique SKU (your stock code), a barcode if used, and an easy-to-recognise description.
3.
Choose a category and enter the cost price.
4.
Enter the selling price or markup and check the tax-inclusive and tax-exclusive amounts.
5.
Select the correct tax setting for the item.
6.
Set a Minimum Stock Level if you want low-stock alerts.
7.
Enter opening stock if the form offers that option, then click Save.
Change or archive a product
1.
Find the product by name, SKU or barcode, then select it.
2.
Click Edit Selected Item (or double-click the item), make your changes and save.
3.
To remove an item from everyday use, use the available delete/archive action and confirm it. Historical sales records are preserved by archiving.
20Import or export a product list
A CSV is a spreadsheet-style file that can hold many products. Importing saves time when setting up a large inventory.
Import a CSV file
1.
On the Primary PC, open Inventory and choose File > Import CSV.
2.
Select your prepared CSV file.
3.
Review any column mapping, warnings or preview shown.
4.
Correct invalid information before continuing, then confirm the import.
5.
Search for a few imported items and check their prices, tax settings and stock quantities.
Export the inventory
1.
In Inventory, choose File > Export CSV.
2.
Choose where to save the file, then open it to make sure the item list looks correct.
21Adjust stock and see stock history
Use a stock adjustment when you receive goods, find missing items or need to correct a quantity. The history helps you see why stock changed.
Make a stock adjustment
1.
Open Inventory, select the product and open Stock Levels.
2.
Click Adjust Stock.
3.
Enter the quantity change and a short reason or reference.
4.
Save, then check the new On Hand quantity.
See previous stock movements
1.
Open the product’s stock movement history.
2.
Choose a date range or movement type if needed.
3.
Review entries for sales, refunds, imports, stock takes and manual adjustments.
22Low-stock alerts
If an item drops to or below its minimum level, Avenspire POS can remind you to reorder it.
Switch on low-stock notifications
1.
On the Primary PC, open File > Settings > General.
2.
Enable low-stock startup notifications and save.
3.
In Inventory, set a realistic Min Stock Level for each item you want to monitor.
4.
When a low-stock notice appears after sign-in, review the items and reorder or adjust stock as needed.
23Check how a product is selling
The Performance tab shows whether an item is selling well over time. You can look at quantities or sales value.
View item performance
1.
Open Inventory and select the product.
2.
Open the Performance tab.
3.
Choose the period and select Net units sold or Net revenue.
4.
Choose a daily, weekly or monthly view, then click Refresh.
5.
Review the graph and recent activity.
24Print shelf and barcode labels
You can print labels on A4 sheets or supported thermal label rolls.
Print A4 sheet labels
1.
Open the product in Inventory and go to Labels.
2.
Choose the details you want on the label, such as description, price and stock code.
3.
Choose the A4 label sheet layout, number of labels and starting position if you are using part of a sheet.
4.
Click Preview, check the alignment and print.
5.
Use Align Labels if the print position needs adjusting.
Print thermal roll labels
1.
Make sure the thermal label printer is selected under Settings > Printing.
2.
Open the product’s thermal roll label options and choose the label size or Custom.
3.
Use Calibrate or Print Test Label to check the fit.
4.
Adjust offsets or dimensions only when the test print shows a consistent error.
5.
Save the calibration and print the quantity needed.
25Count stock (Stock Take)
A stock take compares the items physically on your shelves with the quantities recorded in Avenspire POS. Work through a count carefully, then finalise it once you are happy with the numbers.
Start a Stock Take
1.
On the Primary PC, open File > Inventory > Tools > Stock Take.
2.
Choose New and give the count a clear name, such as “October Store Count”.
3.
Choose the whole inventory or selected categories.
4.
Choose whether to include zero-stock items and whether to print a blind count sheet.
5.
Create the session.
Enter the counted quantities
1.
Open the session and print a count sheet if you need one.
2.
Physically count the goods and enter each quantity in the Counted column.
3.
Add notes for damaged, missing or unusual stock.
4.
Review the Variance column and save regularly, especially before changing sessions or closing the window.
Finalise the count
1.
Check the entered quantities and look carefully at any uncounted lines. Uncounted items will not be adjusted to zero.
2.
Click Finalize, read the confirmation and complete the process. Check the resulting stock adjustments; the finalised count remains in history.
PART 04 / CUSTOMERS AND ACCOUNTS
Customers and accounts
26Add and maintain customers
Save customer details if you want to track account balances, issue documents to named customers or keep their contact information handy.
Add a customer
1.
On the Primary PC, open File > Customers and click Add.
2.
Enter the customer’s name, phone number, email address and billing address as needed.
3.
Enter business or tax registration details if applicable.
4.
If the customer may buy on account, enable Active Account and set their Credit Limit.
5.
Click Save.
Update customer information
1.
Find the customer in File > Customers and click Edit.
2.
Update the details, then save.
27View, print or email a statement
A customer statement shows what has been charged, what has been paid and what balance remains.
Prepare a statement
1.
Open File > Customers and select the customer.
2.
Click Statement.
3.
Choose the From and To dates, then click Apply.
4.
Review invoices, payments, credit notes, interest and the balance.
5.
Choose Print, Export to PDF or Email, as needed.
28Record a customer account payment
When an account customer pays money toward what they owe, record the payment against their account so the statement stays accurate.
Post an account payment
1.
Make sure a shift is open and open the customer’s Statement.
2.
Click Post account payment.
3.
Enter the amount and choose Cash, Card or Bank Transfer.
4.
Enter the payment reference when required.
5.
Review unpaid invoices and choose how to allocate the payment. Use Auto Allocate if you want the application to assign it for you.
6.
Check the total allocated. Leave an amount unallocated only if it should remain as customer credit.
7.
Click Post, check the refreshed statement and print the receipt if needed.
29Charge overdue-account interest
Avenspire POS has an optional interest feature for overdue customer accounts. Leave it off unless your business uses interest, has agreed terms with customers and has checked the applicable requirements with its accountant or adviser.
Set up interest
1.
On the Primary PC, open File > Settings > General.
2.
Enable overdue-account interest.
3.
Enter the annual interest rate, grace period and minimum overdue balance.
4.
Save the settings.
Review and apply interest
1.
Open the customer statement, choose the interest action and carefully review the date range and amount.
2.
Post only when the result is correct, then review the updated statement.
PART 05 / REPORTS, CLOSING AND MAINTENANCE
Reports, closing and maintenance
30Read your sales and stock reports
Reports help you see what sold, what changed in stock and how each completed shift performed. Some reports are available only to users with reporting permission.
Review a closed shift
1.
Open Reports > Closed Shift Reports.
2.
Select the shift you want to check.
3.
Preview or print its Z-report (shift totals) or Shift Sales Detail (individual activity).
Find other useful reports
•
Sales Summary by Code: Sales for selected products or stock codes over a date range.
•
Custom Item Sales Report: Sales and returns involving Custom Items.
•
Stock Movements Report: Stock added, removed or adjusted, with movement reasons and references.
•
Country tax or daily takings report: Tax breakdowns where the selected country profile supports them; the UK profile includes a VAT / Daily Gross Takings report.
Open the report, set the date range or filters, click Apply or Refresh when shown, and then print or export using the available buttons.
31View the Monthly Summary
The Monthly Summary gives you a useful snapshot of trading for a chosen month. It is a report, not a separate month-end process.
Review a month
1.
Open Reports > Monthly Summary.
2.
Select the month and year.
3.
Review the displayed totals and note the latest shift that has been closed.
4.
Compare the figures with the relevant closed-shift reports when reconciling payments.
5.
Print or keep the report if the screen offers that option.
32Close your shift
Close the shift at the end of a cashier’s trading period so that sales and cash movements are recorded together.
Finish and close the shift
1.
Complete any open sales and record outstanding cash drops, pay-ins or pay-outs.
2.
Open Shift > Close Shift.
3.
Review the payment, refund and cash-movement summaries.
4.
Count the cash in the drawer and enter the Counted cash amount.
5.
Add a closing note if there is anything to explain.
6.
Review the difference if the screen shows one, then click Close Shift.
7.
Preview or print the Z-report and Shift Sales Detail if needed.
33Make a backup or restore one
Creating a backup is a routine safety measure. Restoring a backup is a recovery operation and replaces the current business database.
Make a manual backup
1.
On the Primary PC, open File > Settings > Backup.
2.
Check the backup folder, then click Create Backup Now.
3.
Confirm that the backup succeeds and the latest backup details update.
4.
Keep a separate copy of the backup in a safe location.
Restore from a backup
1.
Stop trading and close Avenspire POS on all Sales PCs.
2.
On the Primary PC, open Settings > Backup.
3.
Click Validate Backup File, select your backup ZIP and wait for a successful validation result.
4.
Click Restore From Backup, read the warning and confirm only if you intend to replace the current database.
5.
Allow the safety backup and restart to finish.
6.
Check recent sales, customers, products and users before reconnecting Sales PCs.
34Update Avenspire POS
Updates can bring improvements and fixes. Apply them when the tills are not busy and you can check that everything works afterwards.
Install an update
1.
Finish open sales and follow any instructions about closing shifts.
2.
Create a fresh backup on the Primary PC.
3.
Close Avenspire POS on all Sales PCs.
4.
Start the update from the application’s update prompt or update option.
5.
Follow the instructions and allow installation to finish.
6.
Restart Avenspire POS and check the version and normal operation.
7.
Update any Sales PCs to the matching supported release.
8.
Test a checkout and printout before returning to normal trading.
PART 06 / ADD AND LICENCE MORE TILLS
Add and licence more tills
35How extra tills work
You can start with one Primary PC and add Sales PCs when your shop needs more checkout points. The extra computers use the same shop information over your local network.
What each computer can do
•
Primary PC: Holds the shop data and is used for setup, stock maintenance, customers, reports, backups, Sales PC pairing and licence management.
•
Sales PC: Used mainly for checkout, selecting existing customers, printing receipts and other activities allowed by the signed-in user’s permissions.
•
Shared information: Sales PCs use the Primary PC’s data; do not try to open or copy the live database directly from another computer.
Adding a Sales PC involves three separate jobs: connect the computers, pair the Sales PC, and activate a licence for that Sales PC. Follow the next chapters in order.
36Connect the computers in Windows
Before pairing, make sure your Primary PC and Sales PC can communicate over the same private network. A network cable is often the simplest option; reliable Wi-Fi can also be used.
Check both computers are on the same network
1.
Connect both computers to the same trusted router or local network.
2.
On each computer, open Windows Settings > Network & internet.
3.
Open the active Ethernet or Wi-Fi connection.
4.
Set Network profile type to Private for this trusted shop network.
5.
Check that Windows shows the connection as active.
Find the Primary PC network address
1.
On the Primary PC, press Windows key + R.
2.
Type cmd and press Enter.
3.
In the black window, type ipconfig and press Enter.
4.
Under the active Ethernet or Wi-Fi connection, find IPv4 Address.
5.
Write down the number, for example 192.168.1.25. Your number will probably be different.
6.
You will enter this address in the Sales PC connection screen.
Give computers clear names (optional)
1.
In Windows, open Settings > System > About > Rename this PC.
2.
Choose a simple name, such as AVENSPIRE-MAIN or AVENSPIRE-TILL1.
3.
Restart Windows if asked.
37Allow the Primary PC connection through the firewall
Windows Firewall may prevent the Sales PC from reaching the Primary PC. Start with the built-in firewall setup option in Avenspire POS.
Set up firewall access
1.
On the Primary PC, sign in as an authorised user.
2.
Open File > Settings > General.
3.
Click Configure Firewall Access.
4.
Approve the Windows Administrator prompt if asked.
5.
Allow the rule for a trusted Private network, then restart Avenspire POS if instructed.
6.
Test the connection from the Sales PC again.
If automatic firewall setup does not work
1.
On the Primary PC, open Windows Security > Firewall & network protection > Advanced settings.
2.
Go to Inbound Rules > New Rule.
3.
Choose Port, then TCP, and enter 17841 as the local port.
4.
Choose Allow the connection, select the Private profile only, and leave Public unselected.
5.
Name the rule Avenspire POS Primary Service and finish the wizard.
6.
Restart Avenspire POS and test again.
38Set up and pair a Sales PC
Pairing tells the Primary PC that this particular checkout computer is allowed to connect. You only need a new pairing code when adding or re-pairing a device.
Start the Sales PC setup
1.
Install and open Avenspire POS on the computer you want to use as an extra till.
2.
Choose Sales PC during the first-run setup.
3.
Give it a unique Terminal ID, such as TILL-01.
4.
Enter the Primary PC’s IPv4 address or computer name.
5.
Click Connect to Primary PC or Test Primary Connection, as shown on your screen.
6.
Confirm that the correct shop appears, then continue to the pairing screen.
Generate and enter a pairing code
1.
Return to the Primary PC and sign in as a Manager or Administrator.
2.
Open File > Settings > General > Manage Sales PC Pairing.
3.
Click Generate Pairing Code.
4.
Return to the Sales PC, enter that code and click Pair This Sales PC.
5.
Complete pairing before the temporary code expires. A pairing code is for one use only.
6.
Sign in on the Sales PC and check that its connection status says Connected.
Re-pair a previously connected computer
1.
On the Primary PC, generate a new code in Manage Sales PC Pairing.
2.
On the Sales PC, open its connection settings and choose Pair / Re-pair This Sales PC.
3.
Enter the fresh code and test the connection.
39Buy a Sales PC licence
Each additional Sales PC needs its own annual licence. You can buy one from the licence window on the Primary PC.
Purchase a licence for your new till
1.
First, pair the Sales PC using the previous chapter.
2.
On the Primary PC, open File > Settings > General > Manage Sales PC Pairing.
3.
Select the new device in the Paired Sales PCs list. Check its Terminal ID so you choose the correct till.
4.
Click Manage Licence.
5.
Click Buy Sales PC Licence to open the official purchase page.
6.
Complete checkout for this additional Sales PC.
7.
Keep the purchase email and licence key somewhere safe.
40Activate and check a Sales PC licence
After purchasing, activate the key against the correct paired computer. This is done on the Primary PC, not inside the sales screen.
Activate the key
1.
On the Primary PC, open File > Settings > General > Manage Sales PC Pairing.
2.
Select the paired Sales PC. Double-check the name, Terminal ID and Device ID.
3.
Click Manage Licence to open Sales PC Licence.
4.
Paste or type the purchased key into Licence key.
5.
Click Activate Licence and read the confirmation message. An internet connection may be needed.
6.
Click Validate Now if you need to check the current status.
7.
Close the licence window, sign in on the Sales PC and test the connection and a normal checkout workflow.
Check a licence later
1.
On the Primary PC, select the paired device in Manage Sales PC Pairing.
2.
Open Manage Licence and choose Validate Now.
3.
Read the result. Use Recover Licence Data only when the stored licence information needs to be recovered.
If a licence is not accepted
1.
Select the correct paired computer on the Primary PC and open Manage Licence.
2.
Click Validate Now and read the message. Check whether the key has expired or belongs to a different device.
3.
Renew an expired licence or contact Val Microsystems support if the key still cannot be activated.
41Replace or remove a Sales PC
When a till is being replaced, move its licence carefully so you do not interrupt another working terminal.
Replace a computer
1.
Finish trading on the old Sales PC and close its shift.
2.
On the Primary PC, open Manage Sales PC Pairing, select the old device and click Manage Licence.
3.
Choose Deactivate Licence if you intend to release its assignment, and confirm that deactivation succeeds.
4.
Install Avenspire POS on the replacement computer and set it up as a Sales PC with its own Terminal ID.
5.
Connect to the Primary PC and pair the replacement using a fresh code.
6.
Select the new device on the Primary PC, open Manage Licence and activate the eligible licence.
7.
Validate the licence and check that the replacement connects, signs in and prints correctly.
8.
When the old device is no longer needed, revoke its pairing on the Primary PC.
If the old computer is broken
If you cannot deactivate the old device, record the exact error and keep your purchase details. Contact Val Microsystems support for advice on licence recovery or reassignment before purchasing another key.
42Using your Sales PCs each day
After setup, a Sales PC is straightforward to use. It connects to the Primary PC and works with the same shop data and user logins.
Start the extra till
1.
Switch on the Primary PC and start Avenspire POS there first.
2.
Switch on the Sales PC and open Avenspire POS.
3.
Confirm that the status shows Connected.
4.
Sign in and start a shift for that till if needed.
5.
Check the local receipt printer before taking payments.
What to do if the connection is lost
1.
Stop attempting new sales until the connection has been restored.
2.
Check that the Primary PC is on and Avenspire POS is running there.
3.
Check the network connection and the stored Primary PC address.
4.
Use Test Primary Connection and follow the network troubleshooting chapter if necessary.
PART 07 / EVERYDAY CHECKS AND HELP
Everyday checks and help
43Opening the shop
A quick opening routine catches printer and network problems before the first customer arrives.
Morning checklist
1.
Turn on the Primary PC, check its network connection and open Avenspire POS.
2.
Turn on any Sales PCs and check that each one shows Connected.
3.
Check receipt paper, labels and local printers.
4.
Sign in and review any low-stock alert.
5.
Start the shift, enter the opening float and check the Terminal ID.
6.
Make sure the correct prices and dates are displayed before trading.
44Closing the shop
Closing properly helps you reconcile money and confirm that the store’s information is protected.
End-of-day checklist
1.
Finish sales, account payments and refunds.
2.
Record outstanding cash drops, pay-ins or pay-outs.
3.
Count the drawer and close each shift.
4.
Review the Z-report and investigate any unexplained differences.
5.
On the Primary PC, check that a recent backup completed and that the backup file is stored safely.
6.
Close Avenspire POS on the Sales PCs, then the Primary PC.
7.
Shut down Windows normally.
45Fix connection problems
If a Sales PC says Connection lost with Primary PC, the cause is usually the network, the Primary PC being unavailable or a setting that has changed.
Check the connection in this order
1.
Make sure the Primary PC is on, connected to the network and running Avenspire POS.
2.
Check network cables or Wi-Fi on both computers.
3.
On the Primary PC, run ipconfig again and confirm its IPv4 address.
4.
On the Sales PC, check that the saved Primary PC address matches.
5.
Use Test Primary Connection.
6.
If it still fails, run Configure Firewall Access on the Primary PC and check that both Windows networks are Private.
7.
Restart Avenspire POS on both machines, then re-pair only if the device’s pairing has been revoked or changed.
If the computer name does not work
Enter the Primary PC’s IPv4 address instead of its name. If the address keeps changing, ask for a router DHCP reservation.
46Fix printing and label problems
If a receipt or label looks wrong, check the printer itself before changing application settings.
When nothing prints
1.
Check that the printer has power, paper and a working cable or network connection.
2.
Print a Windows test page.
3.
Open File > Settings > Printing and make sure the correct printer is selected on this computer.
4.
Check the printer’s paper size and preferences in Windows.
5.
If the print queue is stuck, clear the problem in Windows or restart the Windows Print Spooler, then test again.
When a label is misaligned
1.
Confirm that the correct label size is loaded and selected.
2.
Print a test label.
3.
Adjust the horizontal or vertical offset if the whole label is shifted.
4.
Adjust width or height only if the printed boundary is consistently the wrong size.
5.
Save the calibration when the test print is correct.
47Useful keyboard shortcuts
You can use the mouse for everything, but these shortcuts help when you are busy at the counter. Shortcut keys depend on which window is open.
In the Sale window
•
F1: Remove the selected sale line.
•
F2: Clear the current sale lines.
•
F3: Look up a product.
•
F4: Select a customer.
•
F5: Open Checkout (or Save Quote when making a quotation).
•
F6: Add a Custom Item.
In Checkout
•
F1: Cash.
•
F2: Card.
•
F3: Account.
•
F4: Bank Transfer.
•
F5: Split payment.
•
Ctrl+Enter: Complete the transaction after checking the details.
48Good habits and getting help
A few simple habits will keep your records accurate and reduce problems for staff and customers.
Protect your store information
•
Give each employee their own user login and keep Administrator passwords private.
•
Check the item, quantity, customer and payment amount before finishing a sale.
•
Use refund documents for correcting completed sales, rather than changing past transactions.
•
Keep the Primary PC running while Sales PCs are working, and check backups regularly.
•
Do not store the live POS.db in a shared folder or sync the live database directly to cloud storage.
•
Keep Windows security updates and antivirus protection enabled.
•
Check tax settings, financial reports and customer interest policies with your accountant when necessary.
When contacting support
Have your Avenspire POS version, country, computer role (Primary PC or Sales PC), Terminal ID, a description of the problem and the exact error message ready. Tell support what you were doing just before the problem appeared. Do not send passwords, full licence keys or real customer payment details.
