Enterprise by HansaWorld Point of Sales

Transcription

1 Enterprise by HansaWorld Point of Sales Version 7.2, Mac OS October 2014

2 Table of Contents INTRODUCTION...4 What is Point of Sales?...4 THE 3 DIFFERENT WAYS OF IMPLEMENTING POS...5 POS Online...5 Live Synchronization...5 Touch Screen Invoices in Accounts Receivable...5 Work flow Overview...6 POS online... 6 Live synchronization... 6 Accounts Receivable touch screen... 6 IMPORTANT SETTINGS...7 Settings in the Point of Sales module...7 Point of Sales >> Account ID and Merchant ID... 7 Point of Sales >> Receipt Printer Texts... 7 Point of Sales >> Receipt Printer Texts per Machine... 7 Point of Sales >> Default payment modes... 7 Point of Sales >> Drawers... 7 Point of Sales >> Local Machines... 8 Point of Sales >> POS Balances... 8 Point of Sales >> POS Settings... 8 User Settings module...9 User settings>>settings>>login Options... 9 User Settings>>Login shortcuts... 9 User Settings>>Local Machine Settings in Technics module...11 Technics>>Local Settings and Login Shortcuts Settings in Accounts Receivable module...11 Accounts Receivable>>Settings>>Account Usage A/R Settings in System module...12 System>>Settings>>Access Groups USING POS ON LINE...13 Relevant settings...13 Point of Sales >> POS Commands Point of Sales >> Number Series POS Invoices Point of Sales >> POS Buttons Point of Sales >> Dynamic barcode Point of Sales >> Split items Point of Sales >> Payment currencies Starting the day...16 Cashier Counts Open a Session Cash Events During the day...17 Entering a POS Invoice Credit Notes / Returns Printing out the POS receipt End of the day...20 Cashier Counts Cash Up Report POS Balance creating General Ledger transactions (manual process) POS creating General Ledger transactions (maintenance routine) Maintenance update inventory Documents -> Cash events...24 Enterprise by HansaWorld POS (Point of Sales) page 1/43

3 Documents -> POS Invoices...24 Documents -> Gift Receipts...24 Documents -> Return POS Invoices...24 REPORTS...25 Daily Balance...25 GP, POS Invoices...25 POS Invoice Journal...25 G/L Transfer, Cash Invoices...25 Cash Up...25 LIVE SYNCRONIZATION...26 Setting up...26 POINT OF SALES IN ACCOUNTS RECEIVABLE...29 Background...29 Relevant Settings...29 System>>Settings>>Optional Features>>Options System>>Settings>>Optional Features>>Unsupported User Settings>>Local Machine Point of Sales>>Settings>>Local Machine Payment Modes POS >>Settings>> POS Buttons Starting the day...30 Cashier Counts Open Session Cash Events During the day...31 Sales Invoice with touch screen interface Accounts Receivable -> Settings -> Gift Vouchers End of the day...33 Cashier Counts Cash Up Report POS Balance Creating General Ledger Transactions LOYALTY SYSTEM...34 Settings AR>>Register>>Invoice & POS>>Register>>POS Invoice - new fields: POS>>Register>>Loyalty Cards: POS>>Setting>>Loyalty Cards Membership Levels - define which levels can loyalty cards have POS>>Setting>>Loyalty Cards Membership Level Structure POS>>Setting>>Loyalty Points POS>>Setting>>Loyalty Points per Location POS>>Setting>>Loyalty Points Redemption POS>>Setting>>Loyalty Points Redemption per Location Documents...36 Reports...36 Workflow Overview...36 POS Invoice and Accounts Receivable with TS interface HARDWARE...37 Printers...37 USB printer>>printing using documents option Serial Port Printers>>Printing using Serial Printers Drawers...37 Open drawer when printing Drawer with serial printer device Cash Display...38 Card Readers...38 EXERCISES...40 Enterprise by HansaWorld POS (Point of Sales) page 2/43

4 APPENDIX...41 Questions...41 APPENDIX...43 Terminology between different versions of English language...43 Enterprise by HansaWorld POS (Point of Sales) page 3/43

5 INTRODUCTION What is Point of Sales? Point of Sales functionality has been developed for use in stores where quick and easy registration of sales is of the highest priority. It is an integrated solution with the back office system (Inventory, Customers, General ledger etc). There are different possibilities in Enterprise by HansaWorld for registering retail sales: Point of Sales online and Point of Sales live synchronization Accounts Receivable invoices and Restaurant module. The most suitable solution depends on the customer s requirements. Do shops have stable network connection? Is it necessary to update Inventory and General Ledger with every invoice or not? Similar questions should be asked to determine the correct option for the customer. The POS module can be connected to several external devices like printers, touch-screen monitors, customer displays and cash drawers. The POS module allows the user to easily handle different prices, discounts, cash handling and different methods of payments. Several benefits can be listed: Integrated solution with no need to enter repeated data, increasing the efficiency and reducing the entry error. Statistical information on daily sales. Integration with General Ledger and Inventory. Possible to update Inventory just-in-time or per batch in the end of the day. Flexible setup, allowing the customer to configure the POS module to best to fit its business. This training material is based on version 7.2 Enterprise by HansaWorld POS (Point of Sales) page 4/43

6 THE 3 DIFFERENT WAYS OF IMPLEMENTING POS " POS Online (Point of Sales module) with new POS touch screen look " Live Sync mode POS invoices register (POS Offline and Point of Sales modules) " Accounts Receivable touch screen invoices (Accounts Receivable module) POS Online This configuration is suitable for companies that need fast data entry of items, or handling large quantities of POS sales in a limited period of time. The inventory will be updated later, allowing the customer to sell the product, no matter if it is in inventory or not. POS clients need to be connected to the server to enter invoices. Individual invoices do not update inventory, the POS module maintenance routine Update Inventory needs to be used for that (batch Inventory update). This process can be automated (See POS system>>pos settings). Also, Individual invoices do not create General Ledger transaction, the POS module maintenance Cash Up needs to be used for that. This is done automatically when OK-ing POS balance in POS Settings. In version 7.2 the standard sales statistics reports in the Accounts Receivable already include POS invoices. Live Synchronization This configuration is suitable for companies where the network connection is not reliable, and it is essential that the clients can work when there is no connection to the server. Live sync client works like a standalone database, operating with or without network, and a selected number of registers are synchronized between server database and client database, when connection is up. The master data, i.e settings necessary for sales such as items, customers, prices are synchronized from server to client, while the sales data from client to server. Client starts the synchronization automatically, when the network connection is up. Other functionality (inventory update, GL transactions, reporting) works the same way as in POS Online, since the same POS invoices register is used. Inventory and GL updating maintenance routines need to be run on the server. Touch Screen Invoices in Accounts Receivable This configuration is suitable for companies that want to have real time inventory valuation and accurate inventory control at any time, as well as up to date customer account balances. All transactions are created when OK-ing the sales invoices (general ledger transaction, inventory, statistics etc). The POS clients need to be connected to the server to enter invoices (work online). Invoices update inventory automatically (update inventory checkbox needs to be checked on the invoice). Invoices create General Ledger transactions. There are wider reporting possibilities than in POS module, as all Accounts Receivables reports can be used. This results in an accurate inventory levels and GL, but bear in mind that updating inventory and GL takes time, so not suitable for huge transaction levels. Here is an overview for the several routines for each of the three different methods listed above. Enterprise by HansaWorld POS (Point of Sales) page 5/43

7 Work flow Overview " POS online " Live synchronization " Accounts Receivable touch screen Enterprise by HansaWorld POS (Point of Sales) page 6/43

8 IMPORTANT SETTINGS The following settings apply to all the three methods previously mentioned as the Point of Sales module needs to be activated to use POS functionality and Cash Up routines with Accounts Receivables invoices. In this training, we will cover the required settings for each way of using POS. In the first part we will talk about the settings that are common to the three methods, and in specific paragraphs, the settings that are related with each way of working with POS. We will also cover the cash up routines and General ledger transactions that we have in each case. The settings related to Loyalty system are detailed in the Loyalty System chapter. Settings in the Point of Sales module Point of Sales >> Account ID and Merchant ID These settings are used in on-line credit card payments. Since these settings are required only when using card readers, you can find the detailed explanation in the section Hardware and subsection Card Readers. Point of Sales >> Receipt Printer Texts Here you can enter the static text for header and footer of the receipt and a default Cash Display text. This setting is default for all machines. Point of Sales >> Receipt Printer Texts per Machine Here you can enter the text for the header and footer of the receipt and a default Cash Display text, as well as different texts for different machines. Point of Sales >> Default payment modes Select the default payment mode for cash and credit card payments; cash and credit card payment term; gift voucher sold payment mode and tax code; gift voucher received payment mode and tax code. Point of Sales >> Drawers Enter the codes of the cash drawers here. Drawers are later connected to Local Machines through POS Balance and POS session records. Enterprise by HansaWorld POS (Point of Sales) page 7/43

9 Point of Sales >> Local Machines Enter the codes of the Local Machines here. When a company has more than one shop, enter here the address of the specific shop and this information will be available to print in the receipts. Point of Sales >> POS Balances It is very important that you fill in this setting before starting to use the POS module or Sales Invoices with Touch Screen interface. This assures that the balances on the cash up report are correct. The user is required to enter a balance of zero for every combination of machine and drawer, before starting to use the POS module. For example, if we start using our POS module on 30th July, we need to enter these balances latest on 29 July. It is very important to have the POS balance for every combination of Drawers/Local Machines with zero balance, before staring using the POS module. Note that Cash up Routines to be accurate require this setting. Point of Sales >> POS Settings Enter a Default Customer Code in the field Default Customer. If the default customer Module User settings>>local Machine is blank, this code will be pasted automatically as a default on all new POS and Accounts Receivable touch screen invoices. Enter a write off account that will be used when differences are found between the cash up and the cashier count. When using Accounts Receivable invoices, this default customer should have a sales payment term with the type Cash on the customer record. This will ensure that the invoices aren t posted to the Accounts Receivable as outstanding. If your system default is setup for Prices excluding Tax, then you should set up a price list where prices include Tax, and add this price list to the cash customer s record. The option Start from Previous POS Balance under the heading Cash Up Report from Operations Menu, will produce a different layout of the report when turned ON or OFF as follows: If the option is ON, the Cash Up Report from Operations Menu will list all transactions from the previous cash up. This will also inform the user if he forgot a cash-up or how long he did not enter a cash-up. If this option is OFF, the report lists only the start balance for the day and the transactions for that day. There is no information about the last cash up. Enterprise by HansaWorld POS (Point of Sales) page 8/43

10 If the option Require Open Session is on, it will not possible to register any sales without an open POS session. This gives a better control over when the sale was done. The Cash up reports will also be more accurate. The option Run Update Inventory Maintenance will cause the Update Inventory Maintenance routine to be run automatically with the interval specified in the field Update Inventory Interval. User Settings module These settings are stored only in the local machine and are not included in the server's database backup. Every time you update the Enterprise by HansaWorld version, you have to re-enter these settings. Alternatively you can use one of the methods to avoid re-entering this information: 1- Use the autoupdate function to update the clients. The system will create a backup of the client and import it back during the update 2- Setup these setting in Technics module. To make these settings available in each client, you have to setup a local company on the client, POS Offline (even if you do not use it) and synchronise base registers and settings. When using live synchronisation mode, this setting is synchronised with the live sync client's user settings setting automatically. 3- Export the client database to a text backup, and then re-import that backup into the upgraded client. This way, no settings will be lost. User settings>>settings>>login Options Mark Display Login Buttons and Display Login Key Pad if you are using a touch screen. The Log In buttons will be visible after restart. User Settings>>Login shortcuts In POS, cashiers usually don't need an Integrated Business Platform, but an easy to use application which allows creating receipts. Therefore, it is recommended to setup login shortcut which allows that upon login, the respective record (AR or POS Invoice) is opened for the user. With this setup when the user AM logs in, automatically they will get the screen of POS Invoice. The user BE will get the screen for Invoice. Enterprise by HansaWorld POS (Point of Sales) page 9/43

11 User Settings>>Local Machine Data entered to this setting is stored in the client database only and needs to be filled in on site before a new shop starts using POS. Restart the client program for the changes to take effect after you have completed the setting. Code: Select the Code for the local machine. This must be unique per client. Default Location: Specify the default inventory location for the shop, which is automatically entered on all POS or Accounts Receivable invoices created from the client machine. Def. Customer: Specify the default customer here if this is different to the one entered in POS settings field Default Customer. Enterprise by HansaWorld POS (Point of Sales) page 10/43

12 In the POS TAB Mark Touch screen interface and Wide Scroll Bars if you have a touch screen monitor and use invoices in Accounts Receivable. Mark Use Cash Display to use Cash Display for that computer. Mark Use Customer Display to use a duplicate screen of the POS invoice without buttons, where advertisements or announcements may be placed. Settings in Technics module Technics>>Local Settings and Login Shortcuts The same settings can be setup in the module User settings, per local machine. The advantage of setting them up in Technics is that it avoids having to re-setup all local machines manually when Enterprise is updated to a new version. This information is included in the backup, which will avoid the loss of data during an update. To make these settings available in each client, you have to setup a local company on the client, POS Offline (even if you do not use it) and synchronize base registers and settings. When using live synchronization mode, this setting is synchronized with the live sync client's user settings setting automatically. Settings in Accounts Receivable module Accounts Receivable>>Settings>>Account Usage A/R Mark Invoice Update Inventory if you use the inventory module and enter invoices in the Accounts Receivable using the Touch screen interface. Invoices in the POS module do not update inventory. A Maintenance routine in the POS module should be used for that. Enter a POS Change account. This is needed when using Accounts Receivable invoices with the Touch screen interface. This can be the same account as the one used for Cash. Enterprise by HansaWorld POS (Point of Sales) page 11/43

13 When OK'ing a sales invoice with touch screen interface, with payments by cash and change, the following G/L transactions are created: Db Cash account from payment term of the invoice, value of the invoice. Db Cash account from the payment mode of each cash line, value in cash field. Cr Cash account from payment term of the invoice, value is cash field. Db Cash account from payment term of the invoice, value from change field. Cr POS change account from Account usage A/R, value from change field. When selling with a payment term that is not of type Cash, instead of using the cash account specified on the payment term, the GL transaction will use an appropriate debtors control account. Settings in System module System>>Settings>>Access Groups Some of the actions that are required in a shop environment need to be enabled in the Access Groups Setting. Create an access group with the actions and add the access right to the user. Usually these actions are performed by a manager. Enterprise by HansaWorld POS (Point of Sales) page 12/43

14 USING POS ON LINE Relevant settings Point of Sales >> POS Commands POS Commands. To set up commands write a freely definable text in the Text field and select a corresponding action with paste special in the Action field. If you setup item buttons and item tile labels for the Touch screen interface, these options are available for these invoices. Example of POS commands: Cash command for entering the amount paid in cash Credit Card Sum command for entering the amount paid with credit card Finish command to OK the invoice and open a new one Delete Row command for deleting a row on invoice items matrix Add 1 command to add1. Will add 1 unit to the last item entered Quantity command for quantity, set in the example to =. Typing =2 will make the last item entered as 2. Typing = will create a row with quantity 3 of item code Point of Sales >> Number Series POS Invoices Here you can specify a number series for POS invoices. If you leave this setting empty, the next available number will be given automatically after saving the POS invoice. Note: this setting is filled automatically on the clients when live synchronization is used, just like all other number series settings of synchronized registers. Point of Sales >> POS Buttons In this setting you can create all buttons used for sales. In case there are more buttons to use then the maximum number of buttons that fit the screen, it is possible to have several pages with selecting Display Page option. Then on the page referenced as display page it is possible to have more buttons just like on the main page. Enterprise by HansaWorld POS (Point of Sales) page 13/43

15 Column Button type has a paste special to all possible options. Column Code is blank, except for 1. Cash, Cheque, Credit Card, Debit Card, Loyalty Points Payment button types where code is paste special to payment modes from local machine payment modes, which payment mode to use for the specific payment, 2. Display Page: enter which page you want to open with the button 3. Item: Paste special for item register. Can be used for any item, including plain items for parking fee, or bags etc. 4. Senior Citizen Discount: In case Senior citizens are entitled for discount 5. Operations Menu Function: Paste special to available operations menu functions: cash in, cash out, cash up report, open and close session. Enterprise by HansaWorld POS (Point of Sales) page 14/43

16 Point of Sales >> Dynamic barcode In supermarkets, it is not uncommon that there are items sold per weight, and the scale prints a dynamic barcode containing item details, item code, weight or price. In this setting, it is possible to setup a mask, which will be scanned using button type dynamic barcode in POS Buttons. In the column type you select the option and set the number of digits that you want to use. In the example bellow, it represents a 13 digit barcode. With this structure the barcode represents the item code with the weight of 1,55. Since this setting only allows one format for the dynamic barcode, the company needs to use the same format for all the items sold using this feature. In the item card, in the field Barcode the user enter the 5 digits corresponding to the item card. In the POS buttons, need to setup a button selecting in the column button type Dynamic Barcode. To enter the item in the POS invoice, the user press the POS button Dynamic barcode, a new window opens where the user scans the label. Point of Sales >> Split items The following scenario is a common occurrence in Super Market type of systems: A specific item, like milk, is sold in more Enterprise by HansaWorld POS (Point of Sales) page 15/43

17 than one unit of measurements: packs and rims. In this case, a cashier needs to be able to convert rims for packs, when opening a rim at cash till (usually they are purchased in the bigger unit). First a split item needs to be setup as on the following screenshot. When a cashier opens a rim to serve customers, the bigger unit needs to be entered on a POS invoice, and button type Split items needs to be pressed. After finishing this record, when the update inventory maintenance is run, a goods receipt for split items is created, and an inventory depreciation for the bigger unit is created automatically. Point of Sales >> Payment currencies In the Payment currencies setting we define which currencies we can receive from customers as payment and give as change (in Cash). Fields are comma divided. If no currencies are specified, then the amounts can be received in Base Currency 1. If button Cash is selected on New POS Touch screen Invoice, then a new window opens up with following data: Currency: column lists all the currencies that you could receive To Pay: column lists amount left to pay in all currencies Cash: column for user to enter the amounts received in all currencies Change left: how much change is left to give to customer in all currencies Change: column for user to enter the change given in all currencies Starting the day There are some procedures the cashier needs to do before starting to enter the sales for the day or shift. By following these procedures, the user has full control at any time over the content of the drawer, that he is responsible for. The cashier picks up the cash box from the safe, and to be on the safe side, should count the money in it. Cashier Counts In the POS module>>registers>>cashier counts, enter the cash balance for the local machine code and drawer. Enterprise by HansaWorld POS (Point of Sales) page 16/43

18 The first thing to do is to count the money in the drawer and enter the total amount in the Cashier Counts register. In the matrix, enter the payment mode (usually cash) and the value counted. Ok the cashier count. When you Save or ok this register, the date and time is automatically updated according to the operating system date and time. This step is not mandatory and can also be done after opening the session. Open a Session The second task is to open a Session. This is done per user with a drawer and local machine. All transactions for a specific user/ drawer/local machine can then be checked. Depending on the settings, it is not possible to do any sales before opening a session. Cash events can be done before or after the session is opened. You can open a session in the POS module>>reports>>cash up report. Run the report for your drawer and Local machine. Double click on Open Session text in the report. It will open a window with the required information: drawer, machine, date, time and open drawer. You just need to save it. Another way of opening a session, is from POS Invoices. Create a button with type Operations Menu Functions >>Open Session, and press the button. It is also possible to have multiple sessions at the same time for the same machine code, but with different drawer codes and different Users. For this, Allow multiple Sessions per machine checkbox must be on in POS Settings. Cash Events In Cash Event setting we enter all transactions done with the drawer, for example, when we get cash to replenish the float, for opening balances, when we take amounts out of the drawer during the day to put into the safe or deposit in the bank. If we find differences between the cash up and cashier counts, the negative difference is also registered in this setting as a write off. When the cash up process is done trough the maintenance routine, there is no need to create a cash event for the difference between cash up and the cashier count. That will be done automatically. In some shops, the cashier gets the cash box empty and then receives some cash from the manager to make up the float. In this example, the cashier counts would be zero and the cashier would need to register this event per the example below: In POS module, Settings, Cash event, create a new record. If you have the session opened, the drawer and machine will be filled in by Enterprise automatically. The date and time are picked up from Operating System, and cannot be changed. Enter a comment for the transaction, fill in the matrix with the values per payment mode. Choose the event type, in this example, it would be Cash in. Another way of creating cash in and cash out is similarly to open session, with buttons created in POS Buttons setting in Point of Sales Module. During the day After opening the session, we are able to start selling. Entering a POS Invoice Enterprise by HansaWorld POS (Point of Sales) page 17/43

19 1. Change Customer When we create a new POS invoice, per default, the Default customer is automatically assigned. Usually a walk-in customer, with the most expensive price list. To allocate the sale to a specific customer, press the POS button Change Customer. The window Search for Customers will be displayed allowing the user to select an existing customer. 2. Item/Command Enter/scan here the item code / barcode / alternative code of the item to be sold. You can change customer, loyalty number, quantity or add dynamic barcode with specific POS Buttons. 3. Adding Items from the POS buttons Another option to enter the items is by pressing the POS buttons. For example, by pressing in the button Wind instruments, all the items setup under that page will be listed and the user can select. Pressing one, will add one unit. Pressing 2 times will add another unit. 4. Delete Row When the user makes a mistake and wants to delete the line, place the cursor on the top of the line he wants to delete and press the POS button Delete Row 5. Amend line When the user makes a mistake and wants to amend the line, such as quantity, price, discount, etc, proceed in similar way. Place the cursor in the top of the line to Amend, press the POS button Amend Line. A new window will open where the user can make the required changes. 6. Void Item When the user makes a mistake and wants to void the line, just place the cursor in the top of the line to Void, press the POS button Void Item. The Item will be removed from the POS window, not being visible for the user, but will remain in the Record, with a red line. 7. Gift Receipt Enterprise by HansaWorld POS (Point of Sales) page 18/43

20 Some customer purchase as a gift. On these situations, they might require a prof of purchase without the price. After entering all the items in the POS invoice, press the POS button Gift Receipt. Will open a window where you can delete the items that are not to be included in the Gift Receipt or change the Name and address. 8. Paying When the sale is finished, press the relevant payment mode button(s) 9. Use button Finish to approve and close the invoice, print and automatically create a new one. Credit Notes / Returns If you want to credit a POS Invoice, you should do this as follows: 1. Open the POS Invoices: Browse window. 2. Find the invoice to be credited in the list, open it and Press button with type Return 3. A new invoice is created on the screen with minus amounts. For partial credit proceed as follows: - Simply remove all the rows you do not want to credit. Click on the row to highlight the whole row, and press button type delete line. - In the case of individual rows requiring a partial credit, simply change the Quantity field to show the quantity to be credited with button type amend line or commands to add or subtract quantity.. - Click the Finish when payment is also settled. Printing out the POS receipt If you are using normal printer and document forms, then click on the printer icon or set up automatic POS invoice printing in System module >>Setting>> Auto actions (POS Invoice printing at OK). If you are using a special Thermal receipt printer and HAL functions then the receipt is printed when the invoice is OK'ed (in this case you cannot see a print preview). If you are using cash drawer, it will be opened automatically when you click Print. Enterprise by HansaWorld POS (Point of Sales) page 19/43

21 End of the day As we have done when starting the day, when finishing for the day, there are also some procedures that need to be performed. The cash values in the drawer must be confirmed, all the transactions related to the drawer should have been registered (cash in/cash out/cash write-off) and we also need to do the cash up routines for updating the General ledger and Inventory systems. Cashier Counts When the cashier ends the day, the amounts left in the drawer should be entered here. Most of the information is pasted automatically after you click New in browse window. You only have to enter amounts of cash or checks that are left in the drawer. OK the record when finished. If Cashier count record was entered wrongly, simple create another record for cashier count with the correct amount. When running the Cash up report and cash up maintenance routine, the system will consider the last cashier count for the day. This information will be then shown in the report Daily Balance and Cash up Report. Cash Up Report After entering the cashier balances, run the cash up report. This will show the values from the cashier counts and what the counts should have been, taking into account all the invoices, credit notes, cash events etc., done during the day, per payment mode. If any of the values do not match the cashier must find out the reason and make the required corrections. As an example, the cashier counts 296,00 in cash, and there should be 296,23. The difference must be adjusted before proceeding with the daily routines. Considering that the difference is irrelevant, we will enter a cash write-off in cash events. After the registration of that event, run the Cash Up report again. The values from Cashier Counts must match with the values from Cash Up report. Finally, close the session. Note that if cash up is going to be performed using the maintenance routine, you just need to enter the cashier count. Cash outs, write offs, closing the sessions and POS Balances will be done automatically by the maintenance routine. Enterprise by HansaWorld POS (Point of Sales) page 20/43

22 POS Balance creating General Ledger transactions (manual process) General Ledger transactions will be generated when you register the POS balance, per drawer and per local machine. Enterprise will post all the transactions made from the last POS balance register and the current one. Note that you cannot have more than one POS Balance per drawer and local machine per day. In the POS module, go to settings, POS Balances. Make sure the session is closed. Create New, select the drawer and confirm the local machine code. The balance will be pasted automatically, from the cash up report and cannot be changed. OK it. From the Operations menu you can confirm the General Ledger Transaction. POS creating General Ledger transactions (maintenance routine) When we have several shops, and consequently several local machines and drawers, creating individual POS Balances can be time consuming. To make that process simpler and faster, we can simply run the maintenance routine, in POS module>>maintenance>>cash up Enter Until date, Until time, Local machine and Drawer. For all machines and drawers leave these fields blank. Will be posted all transactions from the last POS balance until the date and time specified. Enterprise by HansaWorld POS (Point of Sales) page 21/43

23 An explanation about the General Ledger transaction: " Cash Events In and Cash Events Out: will use the back office account, from POS settings, if blank will use back office account from payment modes " Petty cash, credit card accounts, cheque accounts, will be debit/credited per total as in cash up report, and the account taken from payment mode. " Sales and Tax accounts, will be taken using the same rules as for invoicing: from item card, from item group or from accounts receivable settings. " Cash events write off, other losses, the account will be taken from POS settings. Enterprise by HansaWorld POS (Point of Sales) page 22/43

24 Maintenance update inventory To finish our daily routines we need to update the inventory system. In POS module, Routines, Maintenance, choose update inventory. The period will be from today and select the local machine. You can run for all machines. Run the routine. Enterprise will create an inventory depreciation for all items sold. Enterprise will create a Goods receipts for all items returned via credit notes. When we OK these transactions, the inventory will be updated and the General Ledger transactions generated. For Inventory depreciations, the General Ledger transaction will debit the cost of sales and credit the inventory account. For the goods receipt, the General Ledger transaction will debit the inventory valuation account and credit cost of sales account. For more accurate inventory levels, maintenance can be run more then once a day, if the shops may allow for a few minutes of downtime during daytime using online clients. With live sync clients it is not a problem as they can operate offline too. Enterprise by HansaWorld POS (Point of Sales) page 23/43

25 Documents -> Cash events Define a form for cash events, cash in, cash out or write-off. These documents must be printed out from the documents menu. Documents -> POS Invoices If you want to print a POS Invoices, enter the Invoice Number for a single Invoice, or the highest and lowest Invoice Numbers of a range of Invoices separated by a colon (:). Press [Run] in the Button Bar to start the printing, or cancel by closing the window. Documents -> Gift Receipts If you want to print a Gift Receipt from a POS Invoice, enter the Invoice Number. This way you can print a Gift Receipt without values. Note that you need a specific form. Documents -> Return POS Invoices It is possible to print return documents with specific information that the customer has to sign. Enterprise by HansaWorld POS (Point of Sales) page 24/43

26 REPORTS Daily Balance This report will use the logged on user ID and today s date by default. It will list all Payment Modes that have been used. If you double-click on the Amount for Total the selection window for the maintenance routine Create GL Transaction will appear. If you are using the Cash up routines described, you should not use this option, otherwise you will end up with duplicated sales in your General Ledger Transactions. We recommend you use POS balances instead. GP, POS Invoices This report shows the calculated Gross Profit for POS Invoices. The gross profit is calculated from the individual invoice rows. POS Invoice Journal This report lists all POS Invoices entered during a specific period. G/L Transfer, Cash Invoices This report shows a preview of the GL transaction that would be created after running the maintenance. Cash Up Default Period is the current day. It is possible to edit this. The report shows per session/machine/drawer the Brought Forward Balance from previous session, current sessions transactions, current sessions Cashier Counts, and the difference between Cashier Counts and expected drawer content (based on Brought forward balance and transactions). It is possible to use the drill-down functionality. Enterprise by HansaWorld POS (Point of Sales) page 25/43

27 LIVE SYNCRONIZATION The actual workflow for live synchronization is basically the same as with normal client, except that the cash up maintenance, and POS balances need to be run on the main server database after synchronization is finished. Setting up Before creating live sync client, make sure Technics>>Settings>>Local Settings and Login Shortcuts are filled, as described earlier. Besides this, you need to fill in 1. POS Offline>>Registers>>Synchronized Number Series This is essential so that the various live sync clients get different number series. Meaning of the Columns: Register: Using the paste special function, select one one the possible registers: POS invoices, Gift Receipts, Credit Card Slips, POS sessions, POS Balances, Cash Events, Gift Vouchers Issued Number Series: is the starting number for POS Invoices and other records. Qty of Numbers: is the number of numbers to allocate each time we allocate numbers, i.e. length of the number slot. Minimum Level: means that if a client has less than the minimum, then allocate qty numbers, so if you make them 50 and 20, then the first time the client will get 50 numbers when client then goes down to 20 free numbers, it will get 50 more If "user" and "group" is blank, this is the default for everyone. 2. Technics>>Settings>>Synchronization Settings Enterprise by HansaWorld POS (Point of Sales) page 26/43

28 This needs to be filled both on server and live sync client. Default is 60 seconds, can be more or less depending on network and hardware. Checkbox is for enabling exporting of sequence numbers, this is for properly keeping track of which is the latest record (the one on the client or the one on the server) 3. System>>Settings>>Optional Features In Order for Synchronization to work, checkbox Export Sequence numbers (synchronization) must be on. 4. When installing the client, place the enabler EnLiveSyncPOS in the Enterprise folder. This enabler allows the live sync of POS without conflict with and CRM sync. 5. When starting live sync, fill in ip and port as usual, and also the local machine code. (This is important for copying the relevant settings from Technics>>Settings>>Local Settings and Login Shortcuts Enterprise by HansaWorld POS (Point of Sales) page 27/43

29 5. After selecting an existing user and password from server, the synchronization of base registers and settings starts. 6. When it finishes, workflow can be generated the same way as in the previous chapter. The only difference is that cash up and POS balances must be created on the server (with normal client), the same way as adding items, contact should also be done on the server. There is an indicator on the bottom section of the POS invoice whether there is connection to the server or not, and if there are not yet synchronized records on the client. Enterprise by HansaWorld POS (Point of Sales) page 28/43

30 POINT OF SALES IN ACCOUNTS RECEIVABLE Background To be able to run a POS (Point of Sales) system in the Accounts Receivable, with the benefit of up to date Inventory Control and G/L transactions for each invoice, Cash Up routines in the POS module also include Accounts Receivable cash invoices. Along with the Touch Screen Interface (which can also be used without an actual Touch Screen) Enterprise by HansaWorld offers complete Point of Sales functionality as a combination of Accounts Receivable and Point of Sales Module functionality. The benefits for this option are: " Real time inventory levels and inventory values " Real time General Ledger transactions " Simpler cash up routines " Multiple choices for entering items (pasting item code, using a bar code reader, or using a touch screen) " Gift voucher functionality available " More flexibility in Reporting Relevant Settings You need to setup your system as described in the Important Settings section at the beginning of this manual. You need some additional specific settings to use POS in the Accounts Receivable. System>>Settings>>Optional Features>>Options Select the option Touch screen interface. This option is required for Sales Invoices with TS interface System>>Settings>>Optional Features>>Unsupported Select the option Allow negative quantities on invoices. This option is required for customer returns. User Settings>>Local Machine Select the option Touch Screen interface. The computers with this option on, will display the sales invoice with a Touch Screen interface, allowing for the usage of the POS functionality. Activate the option Use cash display, if you have this hardware connected. (Pole display device) The option Wide scroll bars can be useful when you use the touch screen interface, since all the scroll bars will be wider. Point of Sales>>Settings>>Local Machine Payment Modes While the touch screen invoice features default payment mode buttons, you can also replace these with custom payment mode buttons. In this setting, enter the customer payment mode buttons for all machines where you want to these payment modes shown. Code: Enter the payment mode code using Paste Special Machine: Enter the machine on which this button should show Color: Enter the color that the button should have on the touch screen invoice interface Type: Select the type of payment entered with this button. Choose from Cash, Credit Card, Gift Voucher, Cheque and Loyalty Points. Label: Enter the button label for this Payment mode. Enterprise by HansaWorld POS (Point of Sales) page 29/43

31 POS >>Settings>> POS Buttons Setup the POS buttons in the same way as it was done POS. Just select the option Touch Screen Invoice SL in the field Window Class. Starting the day The procedures described earlier in this manual for POS are very similar for using Sales Invoice with the Touch screen interface. The need for controlling the drawers and the way a user works in the shop is the also the same. Cashier Counts The first thing to do is to count the money in the drawer and enter the total amount in the POS module>>registers>>cashier counts, enter the balance for the local machine code and drawer. In the matrix, enter the payment mode (usually cash) and the value counted. Ok the cashier count. When you save or ok this register, the date and time is automatically updated according to the operating system date and time. Open Session The second step is to open the session. Open the sales invoice>>operations Menu>>Open Session It is also possible to open the session from the Cash Up report. Cash Events In the Cash event setting we enter all transactions done with the drawer, for example, when we get cash to increase the float, for opening balances, when we take amounts out of the drawer during the day to put into the safe, or deposit in the bank. If we find differences between the cash up and the cashier counts, the negative difference is also registered in this setting as a write off. In some shops, the cashier gets the cash box empty and then receives some cash from the manager to make up the float. In this example, the cashier counts would be zero and it would be necessary to register a Cash In event. For easier access to these options, without needing to change to the POS Module, Cash in and Cash out options are available from the Operations Menu of the Sales Invoice (Operations>>Cash in and Operations>>Cash Out). Enterprise by HansaWorld POS (Point of Sales) page 30/43

32 Cash event transactions entered using the operations menu functions will end up in Module POS>>Settings>>Cash events. During the day After the opening routines, we are able to start selling, using all the features of the sales invoice with the touch screen interface. Sales Invoice with touch screen interface If you setup your user to login to the invoice register, the user will immediately get to the screen displayed above. After opening the session as described above he/she is able to start selling. Items can be entered using the buttons setup, POS command line or bar code scanning, in the same way as described for POS invoice. For Returns and payments the process is exactly the same as for POS invoices. Accounts Receivable -> Settings -> Gift Vouchers This functionality makes it possible to: - Sell gift vouchers, using the Touch Screen interface in the Accounts Receivable. Note that this feature is also available for POS invoice. - Book the "Sales" to specific G/L accounts - Receive Gift Vouchers as payment instead of cash' - Create a proper G/L transaction from the sales invoice when receiving a gift voucher. Settings: The following settings are used: Enterprise by HansaWorld POS (Point of Sales) page 31/43

33 AR -> Number Series Gift Vouchers. Number series AR-> Gift Vouchers Issued. Register for issued Vouchers. AR -> Gift Vouchers Sold. When sold, Issued GVs appear in this register AR -> Gift Vouchers Received. When received, Sold GS appear in this register AR -> Default Payment Modes>>GV Sold. Account and Tax code for selling GV AR->Default Payment Modes>>GV Received. Account and Tax code for receiving GV AR->Gift Voucher Settings>Define the validity of the Gift Voucher and Loyalty points for Gift Voucher on transactions. None: then the amount paid for GV and the GV payment amount should be excluded from AR invoice total when calculating loyalty points Both: leave calculation as it is now, i.e. always calculated from sum (double loyalty point for buying the goods) GV Sold Only: deduct the GV payment total from invoice sum for calculating loyalty point GV Received only: deduct the GV sold total from invoice sum for calculating loyalty point Documents: Accounts Receivable ->Gift Vouchers Usage: Enter he Default Payment Modes and Tax codes for Sold Gift Vouchers and Received Gift Vouchers (Accounts Receivable >>Settings>>Default Payment Modes) Enter a proper Number series at Accounts Receivable>>Setting>>Number series Gift Vouchers and restart. Issuing a voucher: Accounts Receivable r -> Settings -> Gift Vouchers issued. Press New. Enter a number: Paste special to find the next number in the number series Enter an amount (Required) Enter the transaction date (Required) Enter the expiry date: Should not be possible to receive Expired Gift Vouchers. Enter a comment (Optional) Enter a Bar Code (optional) Click OK when complete. A Gift Voucher cannot be sold if it is not OK d. (Required) Selling a voucher: Open the Sales Invoice register and make a new Invoice. Enter a customer with a Payment Term of type Cash. Press the Sell Voucher Button. In the matrix you get a row type GV. You can pre-issue a GV in AR>>Settings>>Issued Gift Vouchers, or press New in the paste special field. Add a Value and OK it. OK the invoice. Receiving a voucher: Open the Sales Invoice register and create a new Invoice. Enter a customer with a Payment Term of type Cash. Enter some items. Press the redeem Voucher Button. You can now paste Sold Gift Vouchers. Only sold GV appear in the paste special window. OK the invoice Enterprise by HansaWorld POS (Point of Sales) page 32/43

34 End of the day As we have done when starting the day, when finishing the day, there are also some procedures that need to be performed. The values in the drawer must be confirmed, all the transactions regarding the drawer should have been registered (cash in/cash out/cash write-off) and we also need to do the cash up routines for updating the general ledger, only with the transactions done by the cashier (Cash in, Cash out and Cash write off), since Sales and inventory are updated invoice per invoice. Cashier Counts This is the same procedure as described for POS invoices, using the same register. Cash Up Report After entering the cashier balances, run the cash up report. It will show the values from cashier counts and what each cashier is supposed to have, considering all the invoices, credit notes, cash events done during the day, per payment mode. If any of the values does not match, the cashier must find out the reason and make the required transactions. This report is available in the POS module or in the operation menu of the sales invoice. POS Balance Creating General Ledger Transactions General Ledger transactions related to Cash Events (Cash In, Cash Out or Cash write off) will be generated when you register the POS balance. This is done per drawer and per machine. Enterprise will post all the transactions made from the last POS balance register until the current one. Note that you cannot have more than one POS Balance per drawer/machine combination per day. In the POS module, go to Settings, POS Balances. Make sure the session is closed. Create a new record, select the drawer and confirm the machine code. The balance will be pasted automatically, from the cash up report and cannot be changed. OK and save the record. From the operations menu you can open the General Ledger Transaction for verification. An explanation about the General Ledger transaction: " Cash Events In and Cash Events Out: will use the back office account, from POS settings. If this is blank the back office account from the payment modes is used. " Cash Events Write off, and other losses, will use the account from the POS setting " With the Sales Invoice the received values are debited to the account on Payment mode (representing the till). With the cash up maintenance routine, these values are credited from that cash account and debited to the back office account (representing the safe) " When the values from back office account are hitting the definitive accounts (bank for example), with the deposit will be created a manual GL transaction crediting the back office account and debit the bank account. Enterprise by HansaWorld POS (Point of Sales) page 33/43

35 LOYALTY SYSTEM Loyalty Cards are a common way of binding customers to the company and creating individual buying profiles. The customer is given a card with a unique number, which is used to identify the customer at every purchase he does. As an incentive, the customer collects "points" with every purchase. These points can be used to reach a certain "Membership level" giving the customer certain benefits/privileges (e.g. discounts), and/or the customer can use ("redeem") the points to purchase goods or services Settings All settings for this functionality are in the Point of Sales module, but loyalty system works also on Accounts Receivable invoices 1. AR>>Register>>Invoice & POS>>Register>>POS Invoice - new fields: Loyalty Card: Enter the customer's loyalty card number Loyalty Points: Filled in automatically - calculates the points earned through this invoice Membership Level: Filled in automatically - states the Membership Level at the time of purchase 2. POS>>Register>>Loyalty Cards: Card Number: The card's unique number Level: The current level of this card. Default is the first row in the Membership Level setting Points To - If the earned points should be collected on another cards' balance Start and End Date: The card can only be used if the invoice date is between Start and End Date (inclusive) 3. POS>>Setting>>Loyalty Cards Membership Levels - define which levels can loyalty cards have. Enterprise by HansaWorld POS (Point of Sales) page 34/43

36 4. POS>>Setting>>Loyalty Cards Membership Level Structure Define, what is the first level when customer gets membership card, and how many points is the customer supposed to have collected, when the level updates to the next level. Also, if customer gets a special price from price list, or discount from discount matrix, if they are on certain membership level. 5. POS>>Setting>>Loyalty Points Define how the points are calculated. For example every whole ten dollars you spend will give you one point. Specific Item Groups or items may have higher or lover or zero loyalty points, for example cigarettes may be excluded from loyalty scheme. 6. POS>>Setting>>Loyalty Points per Location. Similar to Loyalty Points Setting, but location-specific. Takes priority over the more general setting 7. POS>>Setting>>Loyalty Points Redemption Define how much the points are worth when redeeming. This can be different values for different Membership Levels. Just like with collection, there may be also different point redemption amounts per specific items or item groups. For example, we can give per 10 points $1,00, except for items that belongs to PROM item group. Enterprise by HansaWorld POS (Point of Sales) page 35/43

37 8. POS>>Setting>>Loyalty Points Redemption per Location. Similar to Loyalty Redemption Setting, but location-specific. Takes priority over the more general setting Documents There are new document fields added to POS Invoice and Invoice forms allowing to print loyalty information. Reports POS>>Report>>Loyalty Card Statement Report finds for each loyalty card the invoices with this card number, and where invoice date falls into specified period. Report shows first line as forward balance, then invoices in specified period, then end balance Workflow Overview POS Invoice and Accounts Receivable with TS interface Loyalty number needs to be entered on the POS Invoice using button type Loyalty card. This will automatically update customer on POS Invoice to the customer assigned on the Loyalty Card record, and points are automatically calculated according to the Loyalty Points settings. Alternatively you can select the customer using the button Change Customer Loyalty Payment can be made using button type Loyalty Points Payment, which need to have a Payment Mode assigned in column Code as detailed above. It is also possible to manually add loyalty points with button type Loyalty Bonus Points. Enterprise by HansaWorld POS (Point of Sales) page 36/43

38 HARDWARE Printers USB printer>>printing using documents option The easiest way to install a printer and printing a POS invoice is by using an USB printer. In system module>>register>>forms, define the form you want to use. The fonts in use must be bigger than in a normal A4 invoice form. In Documents>>POS invoice>> Paste special the form defined. Install the printer drivers in the local computer and set it as a default printer. Serial Port Printers>>Printing using Serial Printers In Order to Print using serial port printers, you need to setup the device in Technics>>Settings>>Local Machine Serial Port devices. This needs to be setup per local machines. Device Class is Receipt Printer if it is a simple printer. Device Model is a paste special for the available printer modules. If you have a printer with similar parameters, you may use that one, otherwise you may need to customise printing for your specific device. Port is the serial port you connect to. Typically COM1, COM2, COM3 on windows, and LPT1, LPT2, LPT3 on Linux. If you have a similar device already, but with different Esc. Sequence you may need to tune it with specifying the correct sequence in the proper field. Esc.Sequence can be obtained from the device manual. Upon printing a POS Invoice, the setting related to the used local machine code will be copied to User Settings>>Settings>>Local Serial Port devices automatically. Otherwise, you may run operations menu in the same setting to synchronise serial port devices with the server. Drawers Open drawer when printing The drawer is connected directly to the printer. We do not need to do any setup in Enterprise by HansaWorld. To open the drawer automatically when printing we need to put this instruction in the printer drivers:- In Windows installations, go to Control Panel>>Printers>>Properties. Search for the option that allows you to open the drawer when printing. Enterprise by HansaWorld POS (Point of Sales) page 37/43

39 In Mac OSX installations, define this on the form's printer dialogue. Then, in Documents>>POS Invoices>> put the cursor on the POS Invoice line and select Page Setup from File menu. When you get the printer dialogue, select printer features, and then cash drawer control under feature sets. You can define there if you want to open the drawer when printing the POS invoice. Drawer with serial printer device. Same way as described above, you need to setup Local Machine Serial Device, but use device class Drawer, and specify the escape sequence you can find in the drawer manual. Cash Display Cash display functionality is available only for windows and PC with COM/Serial connection. After connecting the cash display, in the Enterprise system, go to User Settings module>>settings>>local Machine>>Select the option Use Cash Display Card Readers It is possible to integrate Enterprise with card reader too, like a Linea Pro device for ipad, or any card reader that works with your operating system. In order for this to work, the following settings need to be in place in normal client: POS>>Settings>>Merchant ID Paste special partner to see supported credit card partners. POS>>Settings>>Account ID Besides the code, you will need to specify Merchant ID, Currency, account number and key (to be provided by the card company you have contract with), and type. Separate records are needed for POS and Web sales. Enterprise by HansaWorld POS (Point of Sales) page 38/43

40 Webshop>>Settings>>Credit card types In this setting you need to setup which card types you accept (supported types are available in type field as paste special list), and what payment mode they should pick when used. in CRM>>Contact settings you need to specify cash payment term for automatically created contacts, will take cash payment term. When a card is swiped after these settings are filled, new contact is created with cardholder name, and invoice contact is changed to the swiped contact. Enterprise by HansaWorld POS (Point of Sales) page 39/43