Royal Alpha5000ML User manual

Instruction Manual
Alpha5000ML Cash Register
ROYAL
®

1 Alpha5000ML owner’s manual
Contents
1. Welcome ...................................................................................... 6
Before Starting............................................................................................. 6
Key Operation .......................................................................................... 6
What is in the Box? ..................................................................................... 7
Important Phone Numbers .......................................................................... 7
2. Getting Started ............................................................................ 8
Getting Started ............................................................................................ 8
Installing the Paper Roll ......................................................................... 10
Installing the Memory Backup Batteries ................................................. 11
Setting the Language ............................................................................. 12
Setting the Date and Time ..................................................................... 12
Programming the Sales Tax ................................................................... 13
PC-Based Software ................................................................................... 14
3. Getting To Know the Cash Register ....................................... 15
How to Get Started .................................................................................... 15
Main Parts and Functions ...................................................................... 16
Printer Compartment ............................................................................. 17
Control Lock .............................................................................................. 17
About the Displays .................................................................................... 18
Clerk Display.......................................................................................... 18

Alpha5000ML owner’s manual 2
Customer Display .................................................................................. 18
Using the Keyboard ................................................................................... 18
Using the Cash Drawer ............................................................................. 21
Using the Accessory Drawer ..................................................................... 22
4. Setting Up Your Cash Register – the Basics ......................... 23
Using the Displays..................................................................................... 23
The Clerk Screen ................................................................................... 24
Navigating the Clerk Screen .................................................................. 24
Adjusting the Contrast on the Clerk Screen ........................................... 25
Adjusting the Backlight Time on the Clerk Screen ................................. 25
Setting Alphanumeric Descriptions............................................................ 25
Using Double Wide Characters.............................................................. 27
Setting Header Messages and Footer Messages ..................................... 27
Printing Options on Receipts ..................................................................... 29
Setting Clerk Numbers and Names ........................................................... 30
Using the Clerk System ............................................................................. 31
Setting Manager Passwords ..................................................................... 31
Setting the Machine Number ..................................................................... 32
Programming Department ......................................................................... 32
Programming Department Names ......................................................... 33
Programming Department Preset Price ................................................. 34
Programming Tax Status ....................................................................... 34
Programming PLU Descriptions ................................................................ 35
Programming PLUs without a Barcode Reader ..................................... 35
Programming PLUs with the Optional Barcode Reader ......................... 36
Printing the Program Confirmation Report ................................................ 37
Clearing an Error ................................................................................... 38
5. Setting up Your Cash Register Parameters ........................... 39
Print Parameters ....................................................................................... 39
1 Receipt ............................................................................................... 40
2 #/NS Information ................................................................................. 40
3 Dept# .................................................................................................. 40
4 Barcode .............................................................................................. 40
5 Receipt No. ......................................................................................... 40
6 Machine No......................................................................................... 40
7 Clerk ................................................................................................... 40
8 NRGT(Non-Resettable Grand Total) .................................................. 40
9 Auto Reprint Receipt ........................................................................... 40
10 Real Time ......................................................................................... 41
11 Bell Paper Out .................................................................................. 41
12 Color ................................................................................................. 41
13 Subtotal ............................................................................................ 41
14 Subtotal Amount ............................................................................... 41
15 Tax Amount ...................................................................................... 41
16 Double-Print ...................................................................................... 41
System Configuration ................................................................................ 42
Date Format ........................................................................................... 42

3 Alpha5000ML owner’s manual
Time Format .......................................................................................... 42
Date/Time Setting .................................................................................. 42
Tax System ............................................................................................ 42
Machine No. .......................................................................................... 43
Receipt No. ............................................................................................ 43
Decimal .................................................................................................. 43
Backlight Time ....................................................................................... 43
Language ............................................................................................... 43
System Information ................................................................................ 43
System Options ......................................................................................... 44
Dept Group (Department Group) ........................................................... 44
-% Setting .............................................................................................. 44
Refund Setting ....................................................................................... 45
Payment Setting .................................................................................... 45
HALO ..................................................................................................... 46
Drawer Max ........................................................................................... 46
Dept Shift Num ...................................................................................... 46
Reprint Counter ..................................................................................... 46
Parameters ................................................................................................ 46
Compulsory Amount .............................................................................. 46
Zero Skip Report.................................................................................... 46
Reset Receipt Printer No. Daily Z .......................................................... 47
Bell Active .............................................................................................. 47
Warn Out of Stock ................................................................................. 47
Clear EJ (Full) ........................................................................................ 47
Parameter Print ......................................................................................... 47
6. Ringing up Sales and Using Training Mode .......................... 48
Ringing up Sales ....................................................................................... 48
Ringing up Sales without a PLU Number ............................................... 49
Ringing up Sales with a PLU Number .................................................... 49
Ringing up Sales with the Optional Barcode Reader ............................. 50
Printing Receipts ....................................................................................... 50
Receipt on Demand ............................................................................... 51
Using Training Mode ................................................................................. 51
Entering and Exiting Training Mode ....................................................... 51
7. Programming Complex Tax Rates .......................................... 53
Selecting the Tax System .......................................................................... 54
Programming Straight Add-on Tax in the United States ............................ 55
Programming Table Tax in the United States ............................................ 55
Calculating Your Tax ............................................................................. 56
Example Tax Chart ................................................................................ 58
The Worksheet ...................................................................................... 59
Using VAT Tax Rates ................................................................................ 59
Printing a Confirmation Report .................................................................. 60

Alpha5000ML owner’s manual 4
8. Running Report ......................................................................... 61
Running the Options Dump Report ........................................................... 62
Running the Department Confirmation Report .......................................... 62
Running the PLU Confirmation Report ...................................................... 63
Running the Clerk Confirmation Report ..................................................... 63
Running the Management Reports............................................................ 63
About X Reports .................................................................................... 64
About Z Reports ..................................................................................... 66
Running Reports ....................................................................................... 67
Financial Report Example ...................................................................... 67
Report Sample ....................................................................................... 69
More Information about the Electronic Journal (EJ) Reports ................. 71
9. Using USB port ......................................................................... 74
Inserting and removing .............................................................................. 74
Data Saving ............................................................................................... 75
Data Loading ............................................................................................. 76
10. Maintenance and Options ...................................................... 77
About the Serial Port ................................................................................. 78
Connecting the Cash Register to a PC...................................................... 78
11. Troubleshooting...................................................................... 79
Paper End or Printer Errors ....................................................................... 79
No Receipt Printing ................................................................................... 80
No Printing on the Receipt ........................................................................ 80
Electronic Journal Memory Errors ............................................................. 80
The Cash Register Does Not Work at All .................................................. 81
The Cash Register Does Not Work at All .................................................. 81
Opening the Drawer When There is no Power .......................................... 81
Half System Clear ..................................................................................... 82
Full System Clear ...................................................................................... 82
If Nothing Helps ......................................................................................... 82
12. Examples ................................................................................. 83
Transaction Codes .................................................................................... 84
Sample Receipt ..................................................................................... 85
Adding Tax to a Non-Taxable Department ................................................ 85
Cash Sale With Tendering Change ........................................................... 86
Cash Sale Without Tendering Change ...................................................... 86
Charge Sale .............................................................................................. 86
Check Sale ................................................................................................ 86
Dept Shift Key ........................................................................................... 87
Exempting Tax On An Item ....................................................................... 87
Minus Percentage Discount Sale .............................................................. 87
Plus Percentage Sale ................................................................................ 88

5 Alpha5000ML owner’s manual
Multiplication of a Department Unit Price .................................................. 89
Multiplying By A Fraction ........................................................................... 89
No-Sale Function (Opening the Cash Drawer) .......................................... 90
Paid-Out Sale ............................................................................................ 90
PLU Sale ................................................................................................... 90
Received-On-Account Sale ....................................................................... 91
Registering A Department Unit Price......................................................... 91
Return Merchandise .................................................................................. 91
Refund operation ....................................................................................... 91
Split Tendering Sale .................................................................................. 92
Error-Correct a Department Preset Price .................................................. 92
Error-Correct a Department Preset with a Minus Percentage Discount .... 93
Error-Correct a Multiplication of a Department Preset Price ...................... 93
Error-Correct a PLU Sale .......................................................................... 94
Error-Correct a PLU Sale with a Minus Percentage Discount ................... 94
Error-Correct a PLU Sale with a Plus Percentage Rate ............................ 95
Error-Correct a Plus Percentage Sale ....................................................... 95
Voiding an Entire Sale before Finishing the Sale ...................................... 96
13. Product Information ............................................................... 97
Specifications and Safety .......................................................................... 97
Safety and Legal Notices .......................................................................... 98
Software Licensing Agreement ................................................................. 99
Manufacturer’s Limited Warranty............................................................. 100
14. Ordering Supplies and Accessories ................................... 102

Alpha5000ML owner’s manual 6
CHAPTER 1
Welcome
Congratulations on purchasing your new Royal cash register! This register is
designed to be easy to use so you can focus more on running your business.
Before Starting
Please read the following before you start to use the manual to set up and
customize the cash register.
Key Operation
When you need to press a key, you see a picture of the key you need to press and
the name of the key is in another font. For example:
1 If you are ringing up a clear, press the clear key.
If you need to type something in the Number keys area, what you need to type is
shown in a special font. For example:
2 Using the Number keys, press444444and then press the enter key.

7 Alpha5000ML owner’s manual
What is in the Box?
 Cash Register
 Instruction manual
 (1) black plastic journal winder spindle
 (2) starter rolls of standard thermal paper tape(58mm), Royal Reorder
Number(013127)
 (3) memory back-up batteries (AA)(must be installed in the cash register)
 5 ft. USB Cable for PC Connection
 Keys: (2) Cash Drawer Keys(777)
(2) Manager’s Program Keys (MA, 33 I)
(2) Operator Register Keys (OP, 33 A)
IT IS IMPORTANT THAT YOU READ THE INITIAL SET-UP AND MAINTENANCE
INSTRUCTIONS BEFORE ATTEMPTING TO OPERATE THE CASH REGISTER.
Important Phone Numbers
If you need help or want to order additional supplies, use the following contact
information.
Customer Service: 1-800-272-6229 (USA)
1-888-266-9380 (Canada)
01-800-849-4826 (Mexico)
Ordering Supplies: 1-888-261-4555
Website: www.royal.com
To order items, see Ordering Supplies and Accessories on page 101.
***VERY IMPORTTANT***
Your MUST INITIALIZE the cash register after unpacking it and while plugging it
for the first time. This is before and programming or starting to use it. See Full system
clear in page81

Alpha5000ML owner’s manual 8
CHAPTER 2
Getting Started
Setting up your cash register consists of the following steps:
1 Unpacking the cash register
2 Installing the Paper Roll
3 Plugging the cash register into a power source
4 Installing the memory Batteries
5 Setting the Language
6 Setting the Date And Time
7 Programming the Sales Tax
Follow the on screen prompts to program the cash register.
Proceed to chapter 3 Getting to Know the Cash Register, page 15 and chapter4
Setting Up Your Cash Register-the Basics, page 23 to set up the basics of the cash
register.
Getting Started
The Alpha5000ML has a 4-Line LCD operator screen; setup is prompted through on
screen instructions in PRG mode after you plug power into the cash register. This
chapter will further explain the setup options.

9 Alpha5000ML owner’s manual
If you make a mistake or enter a wrong setting during initial setup, just continue with
the rest of the initial setup. During initial setup, you cannot change settings after you
press the enter key. When you complete the initial setup, you can correct any setting
by following the instructions listed in this manual.
Make sure that you plug the cash register into the electrical outlet before you put in
the batteries.
Caution
If you put the batteries in first, they can damage the cash register.
Do not use this cash register outdoors in the rain or near any source of
liquid.
After plugging power into the cash register, the 4-line LCD screen prompts you
through the rest of the set up. Use the Up and Down arrow keys to move through
the items on the screen.
Note
If you make a mistake while you are programming, press the clear key.
To get the cash register ready to use
1 Remove the cash register and the parts from the box. Store the box and packing
material in a safe and dry place. The box may be reuse in the future while
moving to another location.
2 Remove any tape on the cash register. For example, there may be tape on
the Journal Compartment Cover.
Put the cash register on hard and stable service. Keep away from rain and
liquids. A stable service allows the cash drawer to go in and out smoothly.
Do not put the register on a porous surface. Do not place the register on any
valuable surface, such as antique or fine wood tables, desks, etc. Depending
on the surface or any cleaning solution used on the surface, the rubber feet may
leave marks on the surface.
3 Plug the cash register into a grounded three-hole electrical wall outlet. (115~120
volt, 60 hertz). Make sure the electrical cord is placed safely and will not cause
accidents such as the wire being trip over or accidentally pulled from the
electrical outlet.
Put the cash register on an electrical circuit with no other electrical device or
appliance. Other appliances can overload the circuit or cause electrical
interference with the cash register. It is best that you use a circuit without other
appliances already on it.
Now follow the prompts on the screen. The rest of this chapter explains the setup
options.

Alpha5000ML owner’s manual 10
Installing the Paper Roll
Your cash register has two thermal printers that print receipts for the customer and a
journal tape. Use 2¼ inch (57/58 mm) wide standard thermal register paper when
replacement paper is necessary. Do not use bond paper because the register does not
use a ribbon or ink for printing.
Caution
Do not manually pull the receipt paper. Always use the feed keys to
remove or advance the paper. Do not use sharp or pointed instruments in
the printer area. This can seriously damage the printer.
1 If prompted by the register or during initial setup open the printer compartment
by lifting up on the tabs located towards the back of the register. This will
expose the printers.
2 Depending on the printer side which is out of paper, use the release buttons to
open the paper wells and release the print rollers.
3 Drop the paper into the paper well so it feeds from the bottom of the roll towards
the front of the cash register (if the paper is placed incorrectly, the printer will
NOT print). Pull the paper up and past the printer heads towards the front of the
cash register.
4 Once finished, close the printer arms and use the feed keys to advance the paper.
5 To attach the journal roll to black winding wheel, remove the wheel from the
printer compartment. Make a small fold on the end of the journal roll and feed it
under and around the tabs located on the winding wheel. Spin the winding
wheel manually to take up an excess paper.

11 Alpha5000ML owner’s manual
6 Once the paper is attached, place the winding wheel into the holder in the back
of the printer compartment. The portion the winding wheel with two disks
should be situated on the right side. This will allow for contact with the winding
motor and spinning of the wheel during operation.
Installing the Memory Backup Batteries
The alpha5000ML cash register uses 3 x AA (1.5 volt) batteries for the memory
backup protection. In the event of a power loss, these batteries should be installed at
all times during usage of the cash register. Starter batteries should have been included
with your shipment.
Caution
Make sure to install the backup batteries AFTER supplying power to your cash
register. If you put the batteries in the cash register first, they can damage
your cash register. Put the batteries in when you are prompted.
1 Open the printer compartment by lifting up on the tabs located towards the back
of the register. This will expose the battery compartment.
2 With the printer cover removed, find the battery compartment towards the back
left the cash register. Push in on the tab and lift up to open the printer
compartment. Install the batteries in the proper orientation (+ and -) as directed
by the instruction in the compartment.
3 When finished, close the battery compartment cover, and re-install the printer
cover.

Alpha5000ML owner’s manual 12
Setting the Language
At the prompt, you can select English, Spanish, or French. Changing the language
changes the factory programmed words you and the customer see on the displays.
However, changing the language does not translate any words you program in the
cash register, such as PLU descriptions, header information, and so on.
Note
If you start programming the cash register and then change the language
midway, you will lose all of your previous programming.
To set the language
1 When you first turn the register on, you are prompted through all setup options.
Setting the language is the first option.
2 Select the language you want and press the enter key. The language your cash
register shows on the operator display is set.
Setting the Date and Time
The date changes every day and prints in the month-day-year format. You can
prevent the date from printing on the transaction receipts. The Date Format can also
be changed to print day-month-year/ year-month-day. For more information, see Date
Format on page41.
The time can print in either the 12 or 24 hour (military time) format. The default
setting is to print in the 24 hour format, which is normally used. To change to the 12
hour format, see Time Format on page41. You can set the cash register so that it does
not print the time on receipts. For more information, see Print Parameters on page38.
To set the date
PRG SYSTEM PARAMETER  System Configuration
1 Switch the control lock to PRG.
2 Press Arrow Down to select SYSTEM PARAMETER. Press enter.
3 Press enter. Press Arrow Down to select Date/ Time Setting. Press Enter.
4 Press enter. Use the Number keys to enter the 6 digits of the month-day-year.
For example, 050113. Press enter.
5 Press Arrow Down to select Current Time. Press enter. Use the Number keys
to enter the 6 digits of the month-day-year. For example, 0908. Press the enter
key.
Using the information in this example, the date and time are set to 05-01-13
09:08am.

13 Alpha5000ML owner’s manual
Programming the Sales Tax
Now you need to select and program the sales tax for your area. You can use 1 of 2
tax types in the US:
• Straight tax: The sales amount is multiplied by a flat percentage rate such as
5%. For example, on a $1.00 item, $.05 is added for tax.
• Table tax: The tax is charged based on a tax table you obtain from your local or
state government tax office.
Straight tax is the easiest and most commonly used tax rate. Most states and areas
use straight tax. To find out which sales tax type and percentage rate you should use,
contact your local government office.
This section explains setting simple sales tax in the United States. See
Selecting the Tax System on page 53 for other sales tax systems.
To set Straight USA (add-on tax)
PRG  TAX SETTING
1 Switch the control lock to PRG.
2 Press Arrow Down key to select TAX SETTING. Press enter.
3 Tax1: Straight Tax and press the enter key.
4 For straight tax, use the Number keys to enter the sales tax rate for your area. For
example, if your local sales tax rate is 10%, enter 10000. To program other tax
rates, press the following:
For this tax rate... Press these keys...
7.75% 7750
5.5% 5500
10.5% 10500
5 Press the enter key.
For tax tables and more advanced tax rate programming, see
Programming Complex Tax Rates on page 52.
For more information about the other features of your cash register, see Setting Up
Your Cash Register - the Basics on page 23 and Setting Up Your Cash Register
Parameters on page 38.

Alpha5000ML owner’s manual 14
PC-Based Software
Your cash register includes:
• RegisterLink PC-based software.
 This software allows you to connect the cash register to your PC to download
your sales information and transfer it to QuickBooks® Pro 2002 or later
accounting software.
 Program your cash register from the PC - You can program clerk, PLUs,
departments, the header, the footer, and scrolling messages on your PC and
download these settings to your cash register.
 Back-Up and Restore - Whether you programmed your cash register data on
the cash register or on your PC, you can back-up that PROGRAM SETTING
and store the data on your PC. Should you lose the memory in your cash
register, you can simply restore the data from your PC back to the cash
register without having to reprogram all the PLU's, Departments and other
data.
 Additional Cash Registers - When you buy additional cash registers, you can
use the back-up-and-restore feature with multiple registers of the same model
number. Just program one register, back-up the data to your PC, and then
restore or download the data from your PC to the other registers, as long as
they are all the same model number. This saves you the time of having to
program each register individually.
Check the Royal web site for any new features and upgrades to RegisterLink.
Using the RegisterLink software requires connecting your computer to the cash
register using the serial port. To connect your computer to the serial port, you need
to use the included null-modem serial cable. For technical details about the serial
connection, see About the Serial Port on page82.
For information for connecting the cash register to your PC, see Connecting the Cash
Register to a PC on page77.
The RegisterLink software is on a CD. Please install the software from this CD. Then
check for updates on the Royal web site (www.royal.com). If a later version of the
RegisterLink software is available on the web site, download it from the web site and
install it on your PC. It is important that the CD version of the software is already
installed on your PC before you download and install any updates.
RegisterLink software instructions are separate from this manual. The RegisterLink
instruction manual is on the CD that contains the software. An updated and revised
version of the instruction manual accompanies any newer version of the software that
is downloaded from our web site. Please refer to the RegisterLink instruction manual
for all software related operational instructions and assistance.

15 Alpha5000ML owner’s manual
CHAPTER 3
Getting To Know the Cash
Register
This chapter shows you the basics of using your cash register after you set it up. If
you have not yet set up your cash register, see the Quick Start sheet that came in the
box with your cash register or Getting Started on page 8.
How to Get Started
Before you begin to program or use your new Royal Cash Register, you should spend
some time becoming familiar with the Control Lock System, the Keyboard Functions
and the Display. It may also be helpful to review setting up and basic maintenance
information.

Alpha5000ML owner’s manual 16
Main Parts and Functions
NAME OF PART
FUNCTION
1.
Printer cover
Covers and protects the printers.
2.
Receipt printer
This is where the receipts print to give to customers.
3.
Journal printer
This is where the journal roll prints for business records.
4.
Customer Display
Th
is display shows department entries, sales totals and
change due so the customer can follow the transactions.
5.
Clerk Display
This display shows sales information, programming
prompts and more to allow operation of the cash register.
6.
Control lock
Using the
supplied keys, the control lock allows switching
to different register modes.
7.
Cash Drawer
The cash drawer stores cash, checks, credit card slips and
more that will accrue during sales transactions. It can be
manually locked as necessary.
8.
Keyboard
The ke
yboard is used to make entries and operate the
register.
9.
USB Port
Use to connect to a USB flash drive
10.
DB9 and RJ11 Port
Use to connect to P
C and
Scanner.
10

17 Alpha5000ML owner’s manual
Printer Compartment
Once the printer cover is removed, the printer compartment can be accessed. This
compartment houses both printers, as well as the battery compartment. A breakdown
of the different parts is shown below:
NAME OF PART
FUNCTION
1.
Journal location
The paper roll for record keeping (the journal) is
located here.
2.
Receip
t location
The paper roll for receipts is located here.
3.
Print
-
head unit
Prints the characters on the receipt and journal.
4.
Take
-
up reel
Used to take up the paper roll used for record
keeping (the journal).
5.
Paper Exit
The paper exits here.
6.
Platen Release
Button (Receipt)
Used to release the platen for receipt.
7.
Platen Release Button (Journal)
Used to release the platen for journal
.
Control Lock
The control lock is used to change the cash register modes. Your register is equipped
with five modes which are used to perform the many different functions available.
The cash register is always in one of these five modes for any operation. To change
modes, use the manager’s key (marked with “MA”) and the operator’s key (marked
with OP) which came with the cash register. For security purposes, only the manager
key will allow access to the Programming, X, and Z modes. The operator key allows
access to only the OFF and Register modes. A breakdown of each mode and its
function is shown below:
DESCRIPTION
MODE NAME
FUN
CTION
PRG
Program mode
Used to adjust the settings and program the
cash register
LOCK
Lock mode
Used to temporarily lock the cash register
REG
Sales Registration
Used to process sales transactions.
X
Read Reports
Used to read/ print reports without cle
aring
the memory.
Z
Read/ Reset Reports
Used to print/ reset reports and clear the
memory.

Alpha5000ML owner’s manual 18
About the Displays
The Alpha5000ML cash register is equipped with a large 4-line LCD clerk display
and a 1-line customer display. Each display will be further explained below:
Clerk Display
Your Alpha5000ML cash register has a 4 line display which is used to program
and operate the register. On this display you will see the sales details, the
programming options and more. Below are the pictures of the clerk display screen
(in PROG and REG mode)
While operating the register, the display will show text that will help you
accomplish many of the different tasks necessary to use the cash register. Use the
keyboard to navigate through the display and enter any options. If you have
trouble with a particular function, see its listing in this manual for guidance.
Customer Display
The Alpha5000ML has a 1-line numeric customer display which can be rotated to
many different angles. This display allows the customers to follow along during a
transaction. A total of 8 characters (7 letters) can be displayed on the customer
display at any time.
Using the Keyboard
The keyboard on your cash register looks like the following:
= = = PROGRAM SETTING= = =01
DEPARTMENT SETTING
PLU SETTING
CLERK SETTING
INPUT ITEM/[ESC] TO
MAIN MENU (ON)
04-10-2011 18:34:53