Prefect Agencies Clearance System Version 1.0

Prefect Agencies Coin & Note Clearance System

User Manual Version 1.0 Prefect Agencies Clearance System© Version 1.0

Table of Contents

of 30 Prefect Agencies Clearance System© Version 1.0

Introduction

The Prefect Agencies Clearance System is a fully standalone cash clearance system, designed to clear a Pokie’s Hopper, Dropbox(Overflow) and Note Cassette, (or any combination of the three), and produce an Export file which can be Imported into all popular back office systems, such as WildCat or eBet etc.

The System consists of a Trolley, containing a Long Life Marine Battery and Smart Charger, allowing the unit to remain on charge indefinitely and giving over 8 hours of life*. Note: Battery life depends on age, and type on clearance, (i.e. the use of Note Counter will reduce number of hours.)

Power On Depending on the configuration of the system, there are a number of Power Switches to turn on to power up the SmartClear system.

1. Turn Red Power switch in the side of the Trolley.

2. Press small Power On button on Panel PC.

3. Press and Hold Blue Power button on Print until Thermal Printer beeps, and the Blue Charge lights come on.

4. Power on Scale, by turning on switch under left side on scale. (If Available)

5. Power on Note Counter, by turning on switch at back of Counter. (If Available)

The SmartClear software will take a minute to boot-up. Please Wait until Main Menu Screen is displayed.

Power Off To Power off the system, return to the Main Menu, and Press the Red button in the bottom Left of the Screen.

This will not only shutdown the SmartClear software, but also the Windows XP operating system and the Panel PC.

Once Shutdown, the Main Power switch on the side of the Trolley plus the other devices, (i.e. Scale, Note Counter and Printer etc.), must also be powered off. (See Power On for details.)

Setup Menu The Setup Menu is where various system configuration options can be changed and where the Barcode’s printing functionality is found.

Below is a list of options available under the menu and a description of their functions.

Set Time and Date Select Set Time and Date option to adjust system time and date. (See screen shot below)

Print Barcodes This option is where barcodes for hoppers, dropboxes and note cassettes are created.

Creating a Barcode:- 1. Select the type of Barcode to produce, (i.e. Hopper, Dropbox or Note Cassette). 2. If Tare from scale is being used, (see Zero Tare option in Tech Entry menu), place Hopper or Dropbox on scale. (Hopper/Dropboxes Tare will be displayed in ‘Hopper Tare Weight: Field.) 3. Select the ‘Pokie Number’ to start from. 4. Enter the number of copies of barcode desired, using ‘No. of Labels:’ option. 5. Press Print Barcode.

The system will Print a Barcode Label, automatically deducting the hopper or dropbox tare. (Note: When printing barcodes for Note Cassettes, the Tare feature is not used.) Once the Barcode is Printed, a new selection can be made. If the same Barcode type is selected as previously printed, the Pokie Number will auto-increment by 1, (one).

Reprint Barcodes This option enables the operator to reproduce a previously created barcode, (i.e. if the barcode is damaged on Pokie), or to produce barcodes for multiple pokies by selecting a batch of Pokie numbers.

Simply set the Pokie’s Start and Stop numbers, the Barcode type, (i.e. Hopper, Dropbox or Note Cassette), and the number of copies for each Pokie machine, then select Ok to print.

Pressing Cancel will return the operator to the Setup menu, without printing.

Set Number of Pokies This keypad is used to set the total number of Pokies within the club.

Tech Entry This button is for access to technician’s Service Menu. A password is required.

Align Labels This button is used to align the labels on a thermal printer prior to printing, by sending a form feed command.

Print and Export Clearances This option allows the operator to select a previous clearance and either reprint the report, or export the file to a USB memory stick.

The screen displays a list of previous Clearance files, which will have a date and time of when the clearance was completed, plus a prefix of clearance type, (i.e. H = Hopper, D = Dropbox, N = Note Cassette.) The operator simply selects the Check Box next to the desired clearance file, and presses either the Print Report for report, or Export Report to export the Clearance file to a USB memory stick. Once finished, press Return to Main Menu. Note: Please wait for Export Completed dialog before removing the USB memory stick

Start New Clearance When starting a new clearance, the operator is given the choice to select which clearance type is desired.

This can be Hopper, Dropbox or Note Cassette, or any combination of the three. There is also the option to continue on a previous unfinished clearance with the date and time of clearance shown on the button.

When the clearance type options are selected, the buttons will highlight green, indicating which clearance options are selected. The operator then selects OK to begin clearance.

Note: The clearance item buttons are a toggle button, and can be selected or deselected as required.

After the OK button is selected, a confirmation dialog will pop up, confirming you wish to start a new clearance, and displaying the selected clearance options.

If everything is correct, click Yes to continue.

If a note cassette clearance is selected, the operator will be prompted to import the expected totals file. (This would be created from your back office system such as Wildcat or Ebet etc. via USB memory key.)

If expected totals option is desired, the operator needs to highlight the import file using the standard windows explorer menu as shown below.

Once selected the system will build a new clearance within the database, and display the clearance screen, with a Please Wait’ Message.

Note: Depending on how many Pokies and Clearance options are selected, this can take a few seconds to complete.

Main Clearance Screen The SmartClear screen displays three lists of clearance types for the Hoppers, Dropboxes and Note Cassettes, which contain all pokies from 1 to the Number of Pokies set in Setup Configuration Menu. Initially all lists will display two dashes meaning that Pokie number has not been cleared yet.

Note: Clearance Types not being used, will display ‘Not Scanning’.

Coin Clearance Mode To start the clearance in Coin Clearance Mode, the operator simply places a Hopper or Dropbox onto the scale, and scans the barcode. The system will automatically deduct any Tare from the Hopper or Dropbox and record the Pokie number plus Dollar Value within the correct list.

Note: Pokies can be cleared in any order, with either the Hopper or Dropbox being scanned first, as the barcode contains a clearance type allowing the system to place the values it receives in the correct list.

Note Clearance Mode In Note Clearance Mode, the scanner is optional, with the system being able to work with or without barcode labels on the Note Cassettes.

Barcodes and Scanner: When a scanner is being used, the barcode for the desired Pokie is scanned, and the the notes are placed onto the note counter to be counted. Once counted, (and any Rejects put back through the Note Counter), the notes are removed from the hopper, and the Total notes value, is sent through to the Clearance screen.

Note: The Expected Total and the Scanned Pokie machine’s Number will appear in a large font on the bottom right corner of the screen. This is to make it easier for the operator to see which machine they are currently working on.

If the value from the note cassette matches the expected total for that Pokie, the results are recorded in the list and the operator moves to the next machine.

If however they do not match, the operator is prompted with a dialog showing the differences, and is asked if they would like to accept the variants or recount. Selecting ‘No’ requires the operator to rescan the barcode, and count the notes again.

No-Barcodes. Manual Entry: When Manual Entry is being used, (i.e. No Barcodes and Scanner), the operator must first Double Tap the Notes Scanned list to Enter the Pokie Start Point

Once the start point is chosen, the system will automatically increment to the next Pokie Number in numerical order as each Pokie is processed.

To Process, place Notes to counted into Note Counter, (again putting any Rejects back through), and then remove the notes from hopper. The Total Value will be sent to the clearance system, where the value is recorded before moving onto the next Pokie number.

If Expect Totals are being used, the same prompts as described when using a Scanner are displayed, allowing the operator to accept or fix the discrepancy.

If the next Pokie in the list has expected total of Zero, a dialog pops up warning the operator, before moving onto the next machine.

Reprint Barcode The Reprint Barcode button, will allow the operator to reprint the barcode stored in the database for the currently selected Pokie. This would be used if a barcode has been damaged, and is not able to be scanned during a clearance. Once barcode is produced, the system will return to Clearance screen, allowing the operator to continue on with the clearance, without losing any totals etc.

End Clearance Once clearance is completed, the End Clearance button is pressed and results are printed on thermal printer. If some of the pokies have not been cleared, (i.e. dropbox empty etc.), the system will warn the operator that not all the pokies have been cleared, and prompt to ‘End Anyway?’ If Yes is selected the system will end the clearance and populated any missed Pokie with Zero on the reports, and Data file. If No is chosen, the system will return to the Clearance screen, allowing the operator to continue with the Clearance.