RPRO: Unable to Save Design Changes

The information in this article applies to:
  • Retail Pro 8
  • Document Designer

Can't save changes to the design. I can make changes to a document design, but there is no way for me to save them.

Using a large font or certain screen resolutions in Windows causes some windows to be missing buttons. In this case, the OK and Cancel buttons were missing from the screen.
If you change the font size to a normal font size, or change the screen resolution to a standard size such as 800 x 600 or 1024 x 768, the missing buttons will show up again. However, you may need to exit Rpro and go back in after making these changes.

The alternative is to press TAB and then ENTER. This will put the focus on the missing OK button and then click on it. The changes will then be saved.

For more information about Retail Pro, or to get help with Retail Pro, visit:  

Reason # 8 to upgrade to Retail Pro 9

Knowing how much of an item you had in stock in the past

Save time, save money and lost productivity with ease of use to:
  • Adjust prices for immediate or future sales
  • Restore former prices
  • Automate replenishment
The Retail Pro database contains a set of tables that track old values, new values, and differences that Retail Pro uses to calculate statistics. The new tables accumulate the latest data and then updates the statistical calculations for every item on every document that enters the database (e.g., every sale, return, transfer or adjustment of that item and the quantity involved).

Reason # 4 to upgrade to Retail Pro 9

More freedom, less administration

Retail Pro 9 contains a self-maintained, low administration embedded Oracle database.
The powerful Technician Tools Kit assists with database maintenance by re-indexing the database with the ability to add data files, control passwords, and do back up and recovery using one tool.
  • Easily perform backup / recovery
  • Easily re-index database and add data files
  • Easily control password files
  • Easily configure a multitude of POS hardware devices and platforms
  • Easily customize and replicate screens and transactions to suit your specific needs
  • Easily use different screen designs for individual users
You'll have less confusion and better security, and you won't need an additional database administrator because Oracle is embedded in Retail Pro and maintained through Retail Pro.

Call a consultant today at (800)266-1328

RPRO 8: How can I change the preferences so that any employee can check in without having to log in to retail pro?

In order for an employee to check in, there must be someone logged into Retail Pro.

It's best for the logged in user to have restricted rights. You could create a user called "checkin" with a simple password or no password, and assign that user to the POS group or a group with restricted rights.

Then you would tell employees who just need to check in without logging in to use that user. Once they are logged in with that user, they can check in by choosing their username from the dropdown list in the Check-In/Out Module.

Hope this workaround helps :) For more information about Retail Pro, visit http://www.onestepretail.com.

RPRO 8: Error "System date has changed, do you want to update..."

The information in this article applies to:
  • Retail Pro
  • Spy Sweeper


Error message appears "System date has changed, do you want to update system date?". This error is followed by an "Access Violations" error message. This error also appears at remote locations.


Conflict with SpySweeper anti-spyware softare.


Disable SpySweeper.

RPRO 8: Error 9842-0 card type not recognized EXENGINE2

The information in this article applies to:
  • Retail Pro 8
  • Shift4


When clicking "Activate" after choosing Gift card as tender, getting the error "9842-0 card type not recognized EXENGINE2 (or some other #).


Shift4 not configured for gift cards with the correct number of digits. This is a configuration issue on Shift4's end.


Shift4 needs to configure settings on their end for the # digits that your gift cards are using. Give us a call toll-free (800) 266-1328 to contact our support department and help you resolve this issue.

Note: It can take up to 1 hour for the change to go through after they make the change on their system.

RPRO 8: Can I run a z-out multiple times?

The information in this article applies to:
  • Retail Pro Version 8


A cashier did a z-out incorrectly and I want to rerun it. Can that be done without affecting the numbers?


Yes. Z-Outs are for your own accounting. You can run the z-out as many times as you like. However, each z-out will be saved in former z-outs, so you will need to know which is the correct report.

System Locks up When Running Credit Cards

The information in this article applies to:
  • Retail Pro 8.52
  • PC Charge

System locks up when trying to tender by Credit Card. Also an error message pops up after logging in stating Class not Registered and on has an OK button.

Corruption in the WS folder.

Rename the workstation folder and let RPRO recreate it. You then have to put the preferences back into the system.

Enhancing Performance

RPRO 8 Enhancing performance in Windows XP Environment

Retail Pro, version 8 loads up very slowly, especially on networked computers

CAUSE 1 - Windows System Restore turned ON.
Windows XP has a new feature called Device Monitoring which provides a backup “trail” so that if any applications have any difficulty, it can restore it. However, this really slows things down.

Retail Pro files are on a compressed drive. Compression slows a computer down.

Antivirus software is slowing down the Retail Pro.

Memory leak. Another program that you are running at the same time as Rpro is using too much memory, and sometimes will not release memory even after you close it. You may need to restart the computer to free up all memory.

Microsoft Office has an indexing feature which is supposed to speed up file searches. Turn this off. It slows down the computer.

Windows has an indexing feature that is supposed to speed up file searches. This is not necessary and will slow down the computer.

A search engine-related program is indexing files in the background, such as Google Desktop.

A new feature was introduced in Windows ME, and rolled over into XP, called System Restore. This utility monitors disk activity, driver installation, pretty much any activity that has the capacity to cause system instability down the line. For example, you are installing a device driver that is not digitally signed for Windows XP. System Restore will create a restore point that you can return to if your system should become unstable. It could be compared to "Ghost-on-the-fly", per say.

The catch of it is, the feature is enabled for all drives by default. In our test, the operating system was located on the C drive, installed on the active partition, and Retail Pro was installed on the D drive, installed on the secondary partition. By disabling System Restore on the D drive, the slowdown symptoms we have been witnessing have been eliminated. In a Windows XP Networked environment, only the Windows XP server needs to have this change. No action is necessary at the workstations. To turn off System Restore, follow the easy steps outlined below:

1) Right-click on My Computer and select Properties.
2) Click on the System Restore tab.
3) Select the Drive that Retail Pro is installed to.
4) Select Settings
5) Check the box labeled "Turn Off System Restore on the Drive"
6) Click "OK"
7) Click "OK"

You have just turned off System Restore. It's that easy!!

Decompress the Retail Folder or the entire drive that contains Retail Pro. Make sure you have plenty of free space on the drive before you decompress files.

Some antivirus programs slow down programs, especially a database such as Rpro which opens many files at the same time. Norton Antivirus is the preferred antivirus software. Also make sure The Retail folder is set up as an Exception for the Autoprotect scan.

You should have minimal extra programs running on computers running Retail Pro. Shut down any unnecessary programs, and uninstall them if they restart when you restart the computer.

Turn off the indexing feature in Microsoft Office.

Turn off the indexing feature in Windows.

Uninstall any other program that indexes files, such as Google Desktop. These can slow down your computer since they run in the background and use memory, and they are not necessary.

NOTE: All suggestions above apply to the computer that Retail Pro is actually installed on. However, you may also want to follow these same measures on a workstation if it is slow when running Retail Pro.

Customize Field Names in Form View

Changing documents labels in Document Designer or in Reports does not affect field/header names that show on the screen in Retail Pro areas.

1. Go to SYSTEM PREFERENCES > SYSTEM > Use user-defined labels in RPRO: Select to allow the use of custom labels.

2. Go to Options > Program Labels (Shift+F12).

3. Adjust the screen to see all the columns by using Zoom button on the side.

4. Left click on Label column header to sort the labels by name.

5. Find labels you want to edit (for example, “Desc 1”).

6. For each entry of “Desc 1” (as an example) enter new label in custom label column (for example, “Style #”)

7. Once done, click Save to exit Program Labels.

You still can see the original labels by resting the mouse pointer on that field.

Note: Program Labels and Security Administrator If you have registered Retail Pro with Security Administrator, you can control user access to the following actions in the program labels module on a user or group basis:

System > Edit Program Labels

Reference: One Step Retail Solutions Knowledge Base

Changing Preferences in Retail Pro V8

Source: One Step Solutions Knowledge Base

In order for an employee to check in, there must be someone logged into Retail Pro. It's best for the logged in user to have restricted rights. You could create a user called "checkin" with a simple password or no password, and assign that user to the POS group or a group with restricted rights. Then you would tell employees who just need to check in without logging in to use that user. Once they are logged in with that user, they can check in by choosing their username from the dropdown list in the Check-In/Out Module.

Basics in Screen Design

Tip source: One Step's Retail Pro Knowledge Base

To customize the design of your screen you should be logged in with a login such as Sysadmin in order to change the layouts.

Menu Designer: Defines what buttons show up on the right side.
  • Right-click on the menu and choose menu designer.
    Within menu designer>
  • The column on the left decides what can be seen.
    Place a check mark to each button you would like visible.
  • Each row can be dragged up and down.
    Move the button rows up and down, creating the order in which the buttons will show up in the menu.
  • You can also change the height of the button.
    Where it says Buttons Height: Enter a new value for a button height; increasing the number will increase the size of the button and vice versa for decreasing the value.
Customize Columns:
  • Column width -Drag-and-drop the column heading separators to change column width.
  • To adjust all columns to the width of their largest entry, right-click the
    column heading and select ADJUST COL WIDTH from the pop-up menu.
  • Hide columns Right-click a column heading and select one of the following:
    HIDE COLUMN to remove the selected column from the display.
  • HIDE ALL to hide every column except the selected one.
  • Show columns Right-click a column heading and select one of the following:
    SHOW ALL to redisplay all previously hidden columns.
  • A specific column heading to redisplay only that column.
  • Column position -Click the heading of the column you want to move and drag the column to the left or right.
  • Page Manager: Defines which columns are displayed within a document.
    Right-click a column > interface > left-click Page Manager
    The column on the right are the available columns that can be displayed in the document:
    Fields above the bar will be included in the selected page design. Those below the bar will not.
  • To include a field, double-click on it or click and drag it above the bar.
Page Designer

Page Designer is used to add, remove, position, and set navigation properties of, data fields, labels, images, and backgrounds in Form View layouts.

To create/edit a form:
1. In the body of the Form, right-click and then select
2. Select the FIELDS button. The Setup Fields dialog
is displayed as on the next page.
3. Design and add individual fields or groups of fields. A
group displays multiple fields in one form component.

Add Individual Fields:
Drag and drop the fields you want to add to your Form from the Available Fields or Field in Group panes into the body of the Form. A field can only be added to a form once, either individually or in a group, but not in both ways.

Create a Group of Fields and add the group to the Form:

  • Click anywhere in the Groups pane to make the toolbar active.
  • Select ADD to create a new group. Name the group as appropriate.
  • Double-click a field in the Available Fields pane to include it in your current group or drag and drop fields into the Field in Groups pane.
  • Use standard procedures to order the fields within the Field in Group pane; this order will be the display order on the form.
  • Drag and drop the group into the body of your Form. Position as needed.
  • Select X to exit the Setup Fields dialog and return to Page Designer.

Top 5 most common Physical Inventory Scanner Problems

Around this time, Retailers are beginning to perform their physical inventories (PI). As wonderful and lovely labor intensive as this task can be, you'll find that it's the smallest issues that usually prolong the day and make you want to go home and cry.

Scanner problems always seem to be one of these small issues. So here are my top 5 most common scanner problems, and how you can solve them without losing all your hair.
  1. Scans uploaded from PT scanner disappear from Rpro -

    If you're doing multiple scans, you might be prone to mistakenly wipe out previous scans.

    Cause: Clicking "New" before uploading the next set of scans.

    Resolution: You should only click on New when you're first starting the Physical Inventory. Clicking New wipes out anything that is there.

  2. Barcode Scanner Not Scanning Correctly -

    When you first begin scanning your barcodes and find that it is not reading the barcode correctly, your first assumption might be that your scanner is broken. And perhaps this is true if you know that the scanner has been dropped a few times. But like most small Retailers, if you perform your physical inventories once a year - the scanner might need some dusting!

    Cause: Lenses on the scanner are dirty.

    Resolution: With an airbrush or soft cloth clean the lenses, then test.

  3. PT scanner is locked up -

    If your PT scanner is frozen or locked up and it doesn't respond to pressing any keys, you might want to brace yourself for a frustrating moment! Especially if you've done hundreds to thousands of scans.

    Cause: Simply put, if you scan too many items, this can happen. Ideally you shouldn't scan more than a couple hundred items, then upload to Rpro.

    Resolution: If the unit is frozen, hold down the ALPHA and ENTER buttons on the PT unit, and then pop out the batteries. Then put the batteries back in (while still holding the ALPHA and ENTER buttons). This will reset the unit.

    NOTE: You will most likely lose all of your scans.

  4. PT scanner will not recharge -

    Don't be too quick on buying new Ni-Cad battery packs if your PT Scanners will not recharge when placed in the dock.

    Cause: Believe it or not, the most common issue is incorrect DIP switch setting in the unit itself.

    Resolution: Remove the Battery Pack from the unit. 2 DIP switches are located in the battery compartment. SW1 should be set to ON. This will allow the unit to recharge the battery pack.

  5. Upload Failure (PT Scanner) -

    This common problem can actually result from 6 different causes. And can occur many times during a physical inventory.

    Causes 1 -3 (Less common causes)

    1. Bad cable
    2. Bad serial port
    3. Defective PT scanner

    Resolution 1-3

    1. Try another cable.
    2. Try another serial port on the same computer or attach it to another computer.
    3. Reset PT scanner as follows: hold down the ALPHA and ENTER buttons on the PT unit, and then pop out the batteries. Then put the batteries back in (while still holding the ALPHA and ENTER buttons).

    Cause 4 (Most common)

    The settings for the unit are wrong in Retail Pro.

    Resolution 4

    Setting the PT Scanner settings in Retail Pro 8 Series:

    1. Go into Options>Workstation Preferences>Peripherals>Portable Barcode
    2. For Barcode Reader Type select RPRO PT
    3. For Retail Pro PT Memory Size, select the memory size your unit came with; in most instances this is 128K
    4. For Serial Port #, select the appropriate com port number. Make sure you are selecting the correct com port # or the PT scanner will not upload. If you are not sure, try the other com port #s available, making sure to Save each time you select a different com port #
    5. Click on Save, to go back to main Retail Pro Screen

    Cause 5

    Another program or device is using the COM port.

    Resolution 5 (Difficulty level: Advanced)

    You will need an available com port for the PT Scanner so it can upload. The PT Scanner cannot share a COM port. It must be using a unique COM port. If there is another device using the same COM port as the PT Scanner try:

    1. Switching the PT scanner to another port #, and going into the Rpro settings mentioned above to change which COM is specified for the scanner.
    2. Some devices (such as internal modems) allow you to switch COM ports they are using.
    3. If you have a touch screen installed, it also uses software that is assigned a COM port. You can try switching which port it uses (but you will also need to plug the cable into a different COM port). Or you may need to uninstall software altogether.
    4. Some printers use a COM port. You can connecting the printer to a different COM port. Depending on the printer. You may also need to specify a different COM port in the printer's software settings.
    5. If there are no available com ports, you have no choice but to sacrafice & unplug any device using a com port so that the PT Scanner can use it, and upload data at this specific workstation. Some other devices that use a com port are modems, touch screens, printers, and older mouse units. You may need to disable or uninstall the software these devices use in addition to disconnecting them since they may grab hold of the COM port; making it inaccessible to the Scanner even if it is connected to that COM port.

    Cause 6

    The workstation settings are corrupt. This happens if you install too many printers. There should only be printer drivers installed for printers that are physically attached to the computer. If all above solutions fail, this is the most likely cause.

    Resolution 6 (Difficulty level: Advanced)

    Find out what workstation number you are working on by looking in the lower right corner of the main Rpro screen. It will look like "WS#", where # represents a workstation number. Get out of Rpro. Go to your RPRO folder & Rename the corresponding WS# folder to OLDWS#. You will need to re-do workstation preference settings since they will now be reset to their defaults. Specifically you will need to reset printer settings.

As a final tip, keeping physical inventory policies up to date and ensuring new employees receive the proper training can make your PI run smooth and efficiently.

If you have or are experiencing a unique technical issue, please feel free to contact our Support Department.

For more information on Retail Pro, visit our website: http://www.onestepretail.com

How to Fix Retail Pro Error 25008 on file.

The information in this article applies to:

  • Retail Pro V8
If you're launching Retail Pro and are receiving the following error: "RPRO Error 25008 on file," then you're most likely experiencing networking issues. Specifically the connection between the POS and your Server.

Here's what you can do to fix "RPRO Error 25008 on file":
1). Reboot your POS - this should automatically re-establish a network connection to the server.

If you continue to receive this error or experience additional networking issues, contact your Network Administrator.

For more information about POS solutions, visit our Website.

Useful Shortcuts in Retail Pro Version 9.14

Active OnlyCtrl + A
Allocation PatternAlt + L
Approved POAlt + J
CanelAlt + C
Cancel FilterAlt + T
Cancel Quick FilterAlt + Q
Choose / Edit ItemsAlt + E
CopyCtrl + Y
Date RangeAlt + D
Design Quick FilterCtrl + Q
EditCtrl + E
Filtered ViewAlt + F
FindCtrl + F
Generate ASNAlt + S
Generate Child PO'sAlt + G
Generate TOCtrl - G
HelpCtrl + H
Inventory QtyAlt + Y
Item AllocationAlt + L
ItemsCtrl + I
NewAlt + W
NextAlt + N
PreviousAlt + P
Previous PageAlt + V
PrintCtrl + P
Print TagsCtrl + T
RefreshAlt + R
Remove ItemAlt + M
Review ReportF7
SaveCtrl + S
ShowCtrl + W
Show PO DetailsCtrl + D
ZoomCtrl + Z

You may also add any shortcut to the Side Bar Menu by right mouse clicking on the Side Bar and going to “Menu Designer” then adding it to the right hand column.

For more information about Retail Pro, visit our site http://www.onestepretail.com

How to Determine which Workstation ran what Transactions in PC Charge

The information in this article applies to:

  • Retail Pro V8.52
  • PC Charge


We track each workstation’s transactions separately. We need to run a report in PC Charge that shows who ran what.


In PC Charge, when you bring up the report screen, if you put a two digit number in the user id field that matches the workstation, it will show you just those transactions (I.E. WS3 would have 03 in the User ID field.)

See the screenshot for which field

Visit our website for more great Retail Pro, POS Software tips!

Credit Card Batch Showing a sale instead of a refund

The information in this article applies to:
  • Retail Pro Version 8.52
  • Shift4
  • PCCharge
  • PPM

When tendering a transaction by credit card the customer gets a list of credit cards that they accept but do not have the option to enter the credit card information.
The EFT section in workstation preferences is not setup correctly.
Go to the EFT section in workstation preferences and select the correct payment processing service that the customer is using (Shift4, PCCharge, PPM) then save. If a NetAPI Server IP address is required ensure that is set correctly as well. Customer should get prompted now to enter credit card information for the transaction.
Visit our Website for more information about Retail Pro.

Security Auditing

As Systems Administrators, we've always been watchful of our security logs. Obviously with Retail Pro, knowing how many times an employee logged in and out at a specific workstation, or how many failed login attempts were made, can be quite important.

Unfortunately, Retail Pro 8 does not offer any security auditing, but Retail Pro 9 does! With the release of Retail Pro 9.12, you can enable an "Audit Logon Events" policy, as well as list of other actions you can turn auditing on for.

To enable these features, simply go to Employee Mgmt->Click Groups->Policy Tab. Change "Audit Logon Events" to enabled, as well as any other actions you wish to log.

Click here to learn more about Retail Pro | or visit our website: http://www.onestepretail.com.

Problems with disappearing cash drops

The information in this article applies to
  • Retail Pro® 8
  • Cash Drop

A recent, and frequently asked question received by our Support Technicians this week was:

  • "When I create a Cash Drop on workstation 1/WS1, I can't find it. It seems like it's not being saved."
File corruption problem.

The Cash Drop receipts for that workstation were being saved in the wrong month's sales file. Create a cash drop receipt. Look in the Rpro folder. Sorty by Date Modified. Look at the files that were modified near the time you created the cash drop. You will see a sales file from a previous month that was modified today. Look in that month's sales and you will see the cash drop receipts.

Go into "Rpro\SecureDoc\Ws1" (or whatever workstation has the problem). Then rename the folder for the Month where the cash drops are going to "Oldfilename", in all 3 folders, including Tmp, Archive & Data folders. Exit Rpro. Create a Cash drop receipt and that will fix the problem.

As always, I recommend you contact our Technical Support Department before making any changes to files to ensure things are done correctly. AND ALWAYS MAKE A BACKUP FIRST! I can't stress that enough... like I always say "If it's important to you, back it up!"

Retail Pro Compatible Accounting Software

What accounting software is compatible with Retail Pro's Accounting link?

Below is a listing of all "Compatible" Accounting Link packages that are currently compatible with the Retail Pro Accounting Link v3.2. There may be some limitations with certain packages. When this is the case, it will be noted as to what the limitation is.

Quickbooks Pro 2000 - *Note - No customer balance exchange
Quickbooks Pro 2001 - *Note - No customer balance exchange
Quickbooks Pro 2002 - *Note - No customer balance exchange
Quickbooks Pro 2003 - *Note - No customer balance exchange
Quickbooks Pro 2004 - *Note - No customer balance exchange
Quickbooks Pro 2007 - *Note - No customer balance exchange

BW v12.04
BW v12.81
BW v12.9
BW v12.92
BW Gold v2.4
BW Gold v3.0
BW Gold v4.0
BW Gold v4.1
BW Gold v5.0
BW Gold v6.0
BW Gold v7.0

MAS 90
MAS 90 v3.40
MAS 90 v3.41
MAS 90 v3.51
MAS 90 v3.60
MAS 90 v3.71
MAS 90 v4.0
MAS 90 v4.05
MAS 90 4.10