Standard ERP Point of Sales

Transcription

1 Standard ERP Point of Sales Version 8.2, Mac OS November 2016

2 Table of Contents INTRODUCTION... 3 What is Point of Sales?... 3 THE TWO DIFFERENT WAYS OF IMPLEMENTING POS...4 POS Online... 4 Live Synchronization... 4 Workfow Overview... 5 POS Online... 5 Live Synchronization... 5 IMPORTANT SETTINGS... 6 Settings in the Point of Sales module...6 Point of Sales >> Payment Gateways and Merchant ID...6 Point of Sales >> Receipt Printer Texts...6 Point of Sales >> Receipt Printer Texts per Machine...6 Point of Sales >> Default Payment Modes...6 Point of Sales>>Settings>>Local Machine Payment Modes...6 Point of Sales >> Drawers...7 Point of Sales >> Local Machines...7 Point of Sales >> POS Balances...7 Point of Sales >> POS Settings...8 User Settings module... 9 User Settings>>Settings>>Login Options...9 User Settings>>Registers>>Login Shortcuts...10 User Settings>>Settings>>Local Machine...10 Settings in the Technics module...12 Technics>>Local Settings and Login Shortcuts...12 Settings in the System module...12 System>>Settings>>Access Groups...12 USING POS INVOICES Relevant settings Point of Sales >> POS Commands...14 Point of Sales >> Number Series POS Invoices...14 Point of Sales >> POS Buttons...14 Point of Sales >> Dynamic Barcode...16 Point of Sales >> Split items...16 Point of Sales >> Payment Currencies...17 Starting the day Cashier Counts Open a Session Cash Events During the day Entering a POS Invoice Credit Notes / Returns...21 If you want to credit a POS Invoice, follow these steps:...21 Printing out the POS receipt...22 End of the day Cashier Counts Cash Up Report POS Balance creating General Ledger transactions (manual process)...23 POS creating General Ledger transactions ( Cash Up maintenance routine)...23 Maintenance Update Inventory...25 Forms -> Cash Events Forms -> POS Invoices Forms -> Gift Receipts Standard ERP POS (Point of Sales) page 1/42

3 Forms -> Return POS Invoices...25 REPORTS Daily Balance GP, POS Invoices POS Invoice Journal G/L Transfer, Cash Invoices...26 Cash Up LIVE SYNCHRONIZATION Setting up GIFT VOUCHERS Settings Issuing a Gift Voucher Selling a Gift Voucher Receiving a Gift Voucher as Payment...31 LOYALTY CARD SYSTEM Settings Forms Reports Workfow Overview POS Invoice HARDWARE Printers USB printer>>printing using the forms option...37 Serial Port Printers>>Printing using Serial Printers...37 Drawers Open drawer when printing...37 Drawer with serial printer device Cash Display Card Readers POS>>Settings>>Merchant ID...38 POS>>Settings>>Payment Gateways...38 POS>>Settings>>Credit Card Types...38 EXERCISES Questions APPENDIX Terminology in Diferent Versions of the English Language...42 Standard ERP POS (Point of Sales) page 2/42

4 INTRODUCTION What is Point of Sales? Point of Sales functionality has been developed for use in stores where the quick and easy registration of sales is of the highest priority. It is an integrated solution with the back offce system (Inventory, Customers, General Ledger etc). There are several different ways to register retail sales in Standard ERP: Point of Sales online Point of Sales live synchronization and Restaurant module. The most suitable solution depends on circumstances sush as: Do stores have stable network connections? How frequently is it required to update the inventory? The POS module can be connected to several external devices such as printers, touch-screen monitors, customer displays and cash drawers. It can easily handle different price lists, discounts, cash handling and different payment methods. Several benefts can be listed: Integrated solution with no need to enter repeated data, increasing the effciency and reducing entry errors. Statistical information on daily sales. Integration with General Ledger and Inventory. Possible to update Inventory per batch several times a day or just at the end of the day. Flexible set-up, allowing the customer to confgure the POS module to best to ft its business. The Restaurant module is not covered in this training material. This training material is based on Standard ERP version 8.2. Standard ERP POS (Point of Sales) page 3/42

5 THE TWO DIFFERENT WAYS OF IMPLEMENTING POS POS Online (Point of Sales module) with POS touch screen Live Sync mode POS invoices register (POS Offine and Point of Sales modules) POS Online This confguration is suitable for companies that need fast data entry of items, or the ability to handle large volumes of POS sales in a limited period of time. Inventory will not be updated in real-time, allowing user to sell products quickly and easily, no matter whether they are recorded in inventory or not. POS clients need to be connected to the server to enter invoices. Individual invoices do not update inventory. Instead, you should periodically run the Update Inventory maintenance routine in the POS module (batch Inventory update). The running of this routine can be automated (see POS module>>pos settings). Also, individual invoices do not create General Ledger transactions. Again, you should do this periodically by running the Cash Up maintenance routine in the POS module, ideally at the end of each work session or shift. The running of this routine can also be automated. You can also create General Ledger transactions by creating and OKing POS balances in POS Settings. The reports available in Accounts Receivable module, such as Bonus, Salesperson, Customer/Item Statistics, Monthly Salesperson History, Sales per Hour and many others will allow you to analyze sales made through the POS module. The information in these reports will be updated as soon as each POS invoice is fnished. The Known Serial Numbers register in the Service Orders module will be updated each time a POS invoice is fnished, allowing warranty control. Live Synchronization This confguration 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. A live sync client works like a standalone database, operating with or without a network. A selected number of registers are synchronized between the server database and the client database when the connection is up. The master data i.e the settings necessary for sales such as items, customers and prices are synchronized from server to client, while sales information is sent from client to server. The client starts the synchronization process automatically when the network connection is up. Other functionality (inventory update, GL transactions, reporting) work in the same way as in POS Online, since the same POS invoice register is used. The Inventory and GL updating maintenance routines need to be run on the server, to process the POS Invoices that have been received from the clients. Standard ERP POS (Point of Sales) page 4/42

6 Workfow Overview POS Online Live Synchronization Standard ERP POS (Point of Sales) page 5/42

7 IMPORTANT SETTINGS In this training material, we will cover the required settings for both methods of using POS. In the frst part we will talk about the settings that are common to the two methods, and in specifc 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 the Loyalty Card system are detailed in the Loyalty Card System chapter. Settings in the Point of Sales module Point of Sales >> Payment Gateways 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 fnd a detailed explanation in the Card Readers section below on page 38. Point of Sales >> Receipt Printer Texts Here you can enter the static text for the header and footer of the printed receipt and a default Cash Display text. This setting is the default for all machines (i.e. all client machines or tills). Point of Sales >> Receipt Printer Texts per Machine Here you can enter the text for the header and footer of the printed receipt and a default Cash Display text, to be used on a particular client machine. Point of Sales >> Default Payment Modes Select the default payment mode for cash and credit card payments; cash and credit card payment terms; gift voucher sold payment mode and tax code; gift voucher received payment mode and tax code. Point of Sales>>Settings>>Local Machine Payment Modes This setting allows you to use different payment modes (payment methods) on different client machines (up to seven on each machine). If you add a POS button with the Pay button type to the POS Invoice window, pressing this button will offer the payment modes that you list in this setting. These can make easier for cashiers to select the different payment modes, especially if a customer pays using multiple payment methods, and gives better control, since it allows specifc accounts to be used on each client machine. Standard ERP POS (Point of Sales) page 6/42

8 In this setting, list all the payment modes for all machines, as follows: Code: Enter the payment mode code using paste special. Machine: Enter the machine on which the payment mode can be used. Do not leave this feld empty. If a payment mode is to be used on more than machine, enter a separate row for each one. P. Type: Select the type of payment: use paste special to choose from Cash, Credit Card, Gift Voucher, Check and Loyalty Points. Label: Enter the label for the payment mode, to be shown when the cashier presses the Pay button type in the POS Invoice window. 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. Point of Sales >> Local Machines Each client machine or till should have its own unique code: enter these codes in this setting. Enter also the address of the store where the machine is located so that this information can be printed on receipts. Point of Sales >> POS Balances It is very important that you fll in this setting before starting to use the POS module. Standard ERP POS (Point of Sales) page 7/42

9 This will ensure that the balances in the cash up report are correct. You must enter a balance of zero for every combination of machine and drawer, before starting to use the POS module. For example, if you start using the POS module on 30th July, you will need to enter these balances at the latest on 29 July. These zero balances will ensure that the cash up routines will be accurate. Point of Sales >> POS Settings Default Customer: If the default customer in User Settings module>>local Machine is blank, this customer will be pasted automatically as a default in all new POS invoices. If your system default is set up for Prices excluding Tax, then you should set up a price list where prices include Tax, and add this price list to the default cash customer s record. You can also assign a price list to each machine or till through the Local Machine setting ( POS tab, described below on page 11). Back Ofce A/C: Enter an account to be credited when placing cash (e.g. a cash foat) into a cash drawer and to be debited when removing cash from a cash drawer. This account will only be used if you have not specifed a back offce account for the relevant payment mode (fip E). Writeof A/C: Enter a write off account that will be used when differences are found between the cash up and the cashier count. Start from Previous POS Balance: This option (under the heading Cash Up Report from Operations Menu ) will produce a different layout of the cash up report when turned ON or OFF as follows: If the option is ON, the cash up Report (when you produce it from a POS Invoice using a POS button with the Operations Menu Function button type) will list all transactions from the previous cash up. This will also inform you if you have forgotten a cash-up or show how long it is since you last did one. If this option is OFF, the report will only list the start balance for the day and the transactions for that day. There will be no information about the last cash up. Standard ERP POS (Point of Sales) page 8/42

10 Require Open Session: If you select this option, it will not possible to register any sales without an open POS session (i.e. without opening a session or work shift). This gives better control over the recording of when sales are made. Cash up reports will also be more accurate. Run Update Inventory Maintenance: Select this option (under the heading POS ) if you would like the Update Inventory Maintenance routine to be run automatically. Specify how often it should be run in the Update Inventory Interval feld. For example, if you would like it to be run every two hours, enter 02:00:00 as the interval. Select OK Inventory Adjustments if you would like the inventory records created by the Maintenance routine to be OKed automatically. Run Cash Up Maintenance: Select this option if you would like the Cash Up Maintenance routine to be run automatically. Specify how often it should be run in the Cash Up Interval feld. User Settings module The settings in the User Settings module are stored separately on each client machine and are not included in the server's database backup. You therefore should enter these settings individually on each machine. Every time you update to a new version of Standard ERP, you will need to re-enter these settings. Alternatively you can use one of the following 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 database and import it back during the update 2. Set up these settings in the Technics module. To make these settings available on each client, you need to set up a local company on the client, POS Offine (even if you do not use it) and synchronize base registers and settings. When using the live synchronization mode, these settings will be synchronized with the live sync client's user settings module 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. You can export the backup using System module>>routines>>exports>>client text backup. User Settings>>Settings>>Login Options Tick Display Login Buttons and Display Login Key Pad if you are using a touch screen. Use Login Shortcuts (described next) to specify the buttons that will be displayed. The buttons and key pad will be visible in the Log in window after restart: Standard ERP POS (Point of Sales) page 9/42

11 User Settings>>Registers>>Login Shortcuts In a POS system, cashiers usually don't need an Integrated Business Platform, but an easy-to-use application that allows them to create receipts. Therefore, it is recommended that you set up login shortcuts so that users will be taken directly to the window that they need when they log in. The login shortcuts illustrated below mean that user BK will be taken straight to a new POS Invoice on log in. If you are using the Display Login Buttons option described above, users BK and SJ will also be given buttons in the log in window. User Settings>>Settings>>Local Machine The settings in the User Settings module are stored separately on each client machine and are not included in the server's database backup. You therefore should enter these settings individually on each machine. Every time you update to a new version of Standard ERP, you will need to re-enter these settings. As already mentioned, data entered in this setting is stored in the client database on each machine and needs to be flled in individually on each machine. This is especially true when confguring machines on site before a new store starts using the POS module. On each machine, 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. If you listed your local machine codes in the Local Machines setting as mentioned above on page 7, you can use paste special to choose a Code. If you change the Code, restart Standard ERP on the client machine before proceeding further. Default Location: Specify the default inventory location for the store, which will automatically be entered on all POS invoices created from the client machine. Def. Customer: Specify a default customer here if this is different to the one entered in the Default Customer feld in POS Settings (page 8 above). You may want to use different default customers for each store, for example. Standard ERP POS (Point of Sales) page 10/42

12 On the POS tab: Mark Touch screen interface and Wide Scroll Bars if you have a touch screen monitor. Mark Use Cash Display if the machine has a pole display. Mark Use Customer Display if the machine has two monitor screens, one for the cashier and one for the customer. The customer screen will display the POS invoice without buttons, where advertisements or announcements may be shown. Standard ERP POS (Point of Sales) page 11/42

13 Settings in the Technics module Technics>>Local Settings and Login Shortcuts If you are using POS online, you can confgure the Local Machine and Login Shortcuts settings individually on each client machine, as described in the previous section. These settings in Technics allow you to keep the confgurations of every machine in one place. The advantage of setting them up in Technics is that it avoids having to re-confgure all local machines manually when you update Standard ERP to a new version. This information will be included in the backup, which will avoid the loss of data during an update. To make these settings available in each client, you should set up a local company on the client, POS Offine (even if you do not use it) and synchronize base registers and settings. When using the live synchronization mode, these settings will be synchronized with the live sync client's user settings module automatically. If you are using live synchronization, it is not possible to change the Local Machine and Login Shortcuts settings on a live sync client. You must confgure these settings in the Technics module on the main server. When a client machine connects and synchronizes, the settings will be sent to the client. Settings in the System module System>>Settings>>Access Groups Some of the actions that are required in a store environment need to be enabled in the Access Groups setting. Create an access group with the actions and add the access group to the user. Usually these actions are performed by a manager. If a cashier without access rights attempts to carry out some of these actions (e.g. amending or deleting a line in a POS Invoice), the Log In window will appear so that a manager can take over. After the manager has completed the task, control will be passed back to the cashier automatically. Standard ERP POS (Point of Sales) page 12/42

14 Standard ERP POS (Point of Sales) page 13/42

15 USING POS INVOICES Relevant settings Point of Sales >> POS Commands Cashiers can activate tasks and functions by typing various commands into the POS Invoice window. You can defne these commands using the POS Commands setting. Enter the commands as free text in the Text feld and select a corresponding action using paste special in the Action feld. If you set up item buttons and item tile labels for the Touch screen interface, these options are available for these invoices. Examples of POS commands (examples in brackets refer to the illustration below): Cash: command for entering the amount paid in cash (type sum20 and press Enter or Return to register a cash payment of 20.00). The payment mode will be taken from the Default Payment Modes setting (page 6 above). Finish: command to OK the invoice and open a new one. Delete Row: command to delete a row from the invoice items matrix (cashier must be given the Delete Items on Touch Screen Invoice access right). Add 1: command to add 1 unit to the quantity of the last item entered (type + and press Enter or Return to increase the quantity sold by 1). Subtract 1: command to subtract 1 unit from the quantity of the last item entered (type -- and press Enter or Return to reduce the quantity sold by 1). Quantity: command to change the quantity of the last item entered (type =2 and press Enter or Return to set the quantity of the last item entered to 2. Quantity Item: command to add item to an invoice with a quantity (type A and press Enter or Return to create a row with quantity 3 of item code 10101). Note: each command should start with a different alphanumeric character, and the commands should not be similar to your item numbers. 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 flled automatically on the clients when live synchronization is used, just like all other number series settings of synchronized registers. Point of Sales >> POS Buttons The POS buttons setting is where you confgure the buttons that will appear in the POS Invoice window. If you need more buttons than will ft on the screen, you can defne various different pages of buttons. On your main button page, add a button or buttons with the Display Page button type. The cashiers can press these buttons to go to the Standard ERP POS (Point of Sales) page 14/42

16 secondary pages of buttons. Window Class: Use paste special to set this to Touch Screen Invoice - POS Page: Assign a unique number to each page of buttons. You must have a Page 1 as this page of buttons will be displayed when opening a new POS Invoice, but the other page numbers can be arbitrary. Group: You can defne different sets of buttons for different circumstances. For example, a till in a sales department may need different buttons to a till in a service department. To achieve this, create two button groups (POS module>>settings>>pos Button Groups), one for each department. Then, confgure the sets of buttons and use this feld to assign them to the appropriate button group. Finally, on the POS tab of the Local Machine setting (page 11 above), use the POS Button Group feld to assign each till to a button group (i.e. to a department). Comment: This text will be used as the button label in the top button in the POS Invoice window. Button Type: The button type determines the task that each button will carry out. Use paste special to choose an option. Code: Leave blank unless the button type is one of the following: 1. Cash, Check, Credit Card, Debit Card, Loyalty Points Payment, Gift Voucher, Sell Gift Voucher: use paste special to choose a payment mode from the local machine payment modes setting. This assigns a payment mode to each payment method. 2. Display Page: enter the page you want to open with the button. 3. Item: choose an item using paste special. Can be used for any item, including plain items for parking fees, or bags etc. 4. Modifer: use paste special to choose a modifer. 5. Void Item: use paste special to choose a standard problem (i.e. the reason for voiding the item). Unlike the other cases, it is not mandatory to specify a code for the Void Item button type. Color: Use paste special to choose a color for the button. Label: The name of the button as shown in the POS Invoice window. Standard ERP POS (Point of Sales) page 15/42

17 Point of Sales >> Dynamic Barcode In supermarkets, it is not uncommon that some items are sold per weight, and that a scale prints a dynamic barcode containing item details, item code, weight and/or price. In the Dynamic Barcode setting, you can defne a mask for these barcodes. This mask will be used by POS buttons with the Dynamic Barcode button type to interpret the barcodes correctly. In the Type column, select an option using paste special and then use the Length column to specify the number of digits occupied in the barcode by the Type. The example illustrated below represents a 13 digit barcode. With this structure a barcode would represent item code with a weight of The item code (10213 in the example) can refer to the item number, barcode or alternative code of an item, set In the item register. Using the POS buttons setting, set up a button and choose Dynamic Barcode in the button type column. To add the item to a POS invoice, the cashier will press the Dynamic Barcode button. A new window will open where the cashier scans the label. Since this setting only allows a single format for dynamic barcodes, you will need to use the same format for every item sold using this feature. Point of Sales >> Split items This setting allows you to sell Items in packs and for those packs to be split so that the contents can also be sold in smaller quantities. For example, an item such as milk might be sold in packs of four and single units. In this case, a cashier needs to be able to convert packs of four into single units, when opening a pack of four at a cash till (usually they are purchased by Standard ERP POS (Point of Sales) page 16/42

18 the store in the larger unit). First a split item needs to be set up as in the following screenshot. When a cashier opens a pack of four to serve a customer, they should enter the larger unit in the POS invoice, and then press a button with the Split items button type. Then enter the item code corresponding to the single unit. In this example enter item code 90010, then press the Split items button and then enter the item code After fnishing this record, when the Update Inventory Maintenance routine is run, a goods receipt for the single units and an inventory depreciation for the pack of four will be created automatically. Point of Sales >> Payment Currencies In the Payment Currencies setting you can defne which currencies you will receive from customers as payment and give as change (in Cash). Enter as many currencies as necessary in each feld, separated by commas. If no currencies are specifed, then the amounts can be received in Base Currency 1. If you have added a button with the Cash button type to the POS Invoice, this will open a window displaying the following information: Currency: column lists all the currencies that you can receive (i.e. currencies listed in the Payment Currencies setting). To Pay: column lists amount left to pay in all currencies. Cash: column for the cashier to enter the amounts received in all currencies. Change left: how much change is left to give to the customer in all currencies. Change: column for the cashier 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 cashier has full control at any time over the content of the drawer that they are 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. Standard ERP POS (Point of Sales) page 17/42

19 The frst 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, the date and time will automatically be updated according to the operating system date and time. This step is not mandatory and can also be done after opening the session (see next step). If you use the maintenance routine for cash up, the drawers will be emptied in the end of the day or session by the routine, thus the cashier count at the beginning of the next day or session will be zero. In this case the money for the beginning of the day should be recorded using a cash event. Open a Session The second task is to open a Session. This is done per user with a drawer and local machine. Ideally each user s work shift on a particular machine or till should be a separate session. All transactions for a specifc user/drawer/local machine can then be checked. If you selected the Require Open Session option in POS Settings (page 9 above), it will not be possible to process any sales before opening a session. Cash events can be done before or after the session is opened. You can open a session from the POS module>>reports>>cash up report. Run the report for your drawer and local machine. Drill down from the Open Session text in the report. A window will open with the required information: drawer, machine, date, time and open session. You just need to save it. Another way of opening a session is from a POS Invoice, providing you have added a POS button with the Open Session button type to the POS Invoice window. The frst time you press the button on a particular machine, you will need to specify a drawer and then save the session. Subsequently, the session will be opened immediately you 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, select the Allow multiple Sessions per machine option in POS Settings. Cash Events In the Cash Events setting you should enter all transactions made through the drawer except payments received from customers. Examples of cash events are: placing cash in the drawer to replenish the foat or for the opening balance at the start of the day, and taking amounts out of the drawer during the day to put into the safe or deposit in the bank. If you fnd differences between the cash up and cashier counts, you can also register the difference in a cash event as a write off. When the cash up process is done through 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 stores, cashiers will be given an empty cash box and will then receive some cash from the manager to make up the foat. In this example, the cashier count will be zero and the cashier would need to register the receipt of cash from the manager as a cash event per the example below: In POS module>>settings>>cash Events, create a new record. If you have opened the session, the drawer and machine will be flled in by Standard ERP automatically. The date and time will be picked up from the operating system, and cannot be changed. Enter a comment for the transaction, fll in the matrix with the values per payment mode. Choose the event type, in this example, it would be Cash in. Standard ERP POS (Point of Sales) page 18/42

20 It is also possible to create cash in and cash out events from a POS Invoice. If you need cashiers to be able to do this, add POS Buttons with the Put Cash Float (cash in) and Get Cash Float (cash out) button types to the POS Invoice window. During the day After opening the session, you can start selling. Entering a POS Invoice To enter a POS Invoice, open the POS Invoice with Touch Screen register (the last register in the POS module) and choose to create a new record from the Create menu. Standard ERP POS (Point of Sales) page 19/42

21 1. Change Customer When you create a new POS invoice, the Default Customer from the Local Machine setting or POS Settings will automatically be assigned. Usually a walk-in customer, with the most expensive price list. To allocate the sale to a specifc customer, press the POS button marked Change Customer in the illustration (button type = Customer Search ). The window Search for Customers will be displayed allowing the cashier to select an existing customer. If the customer presents a loyalty card, add it to the invoice using the Loyalty Card button (button type = Loyalty Card ). The customer will be changed appropriately. 2. Item/Command Enter/scan here the item code / barcode / alternative code of the item to be sold. You can also enter a POS Command here, if you have confgured them as described above on page Adding Items from the POS buttons Another option for adding items is by pressing the POS buttons. For example, by pressing the button marked Wind Instruments in the illustration (button type = Display Page ), all the items set up under that page will be listed. The cashier can press these buttons (button type = Item ) to add items to the invoice. Pressing once will add one unit. Pressing twice will add a second unit. 4. Delete Row When you make a mistake and want to delete a line from the invoice, highlight the line you want to delete and press the POS button marked Delete Row (button type = Delete Row ). You must have the Delete Items on Touch Screen Invoice access right if you do not, a log in window will appear so that a manager with this access right can log in to delete the row. 5. Amend line If you want to amend a detail in a line, such as quantity, price, discount, etc, proceed in similar way. Highlight the line you want to amend and press the POS button marked Amend Line (button type = Amend Line ). A new window will open where you can make the required changes. You must have the Amend Lines on Touch Screen Invoice/POS Invoice/Bar Tab access right if you do not, a log in window will appear so that a manager with this access right can log in to make the amendment. Standard ERP POS (Point of Sales) page 20/42

22 6. Void Item If you make a mistake and want to void the line, just highlight the line you want to void and press the POS button marked Void Item (button type = Void Item ). The Item will be removed from the POS window but will remain in the record, with a red line. You must have the Void Touch Screen Invoice rows access right if you do not, a log in window will appear so that a manager with this access right can log in to void the line. 7. Gift Receipt Occasionally, a customer will purchase items as a gift. If so, they might require a proof of purchase without the price. After entering all the items in the POS invoice, press the POS button marked Gift Receipt (button type = Gift Receipt ). A window will open where you can delete the items that are not to be included in the Gift Receipt and/or change the name and address. 8. Paying When the sale is fnished, press the relevant payment mode button(s). 9. Use the button marked Finish to approve and close the invoice, print and automatically create a new one. Automatic printing will occur if you have marked "At OK" for POS Invoice Printing in System module>>settings>>auto Actions, and in the Form Template you should not have ticked the "Print dialog" check box (System module>>register>>form Templates>>Operations menu>>properties) Credit Notes / Returns If you want to credit a POS Invoice, follow these steps: 1. Open the POS Invoices: Browse window. 2. Find the invoice to be credited in the list, open it and press the POS button with button type Return. 3. A new invoice will be created on the screen with minus amounts. For a partial credit proceed as follows: Simply remove all the rows you do not want to credit. Highlight the whole row, and press the POS Button with button type Delete Row. Standard ERP POS (Point of Sales) page 21/42

23 In the case of individual rows requiring a partial credit, use the POS button with button type Amend Line to change the quantity so that it shows the quantity to be credited or use the POS Commands to add or subtract quantity. Settle the payment and press the Finish button. 4. If you cannot fnd the invoice to be credited (quite likely if you are using live sync tills), enter the credit memo as if it were a normal invoice. After adding the items press the POS button with button type Return. All fgures will be changed to negatives. Settle the payment and press the Finish button. Printing out the POS receipt If you are using normal printer and document forms, set up automatic POS invoice printing using the POS Invoice Printing options in System module>>settings>>auto Actions (choose At OK ). If you are using a special thermal receipt printer and HAL functions then the receipt will be printed when the invoice is fnished (in this case you cannot see a print preview). If you are using a cash drawer, it will be opened automatically when you press the Finish button, providing you have the Open Cash Drawer access right. End of the day As when starting the day, there are also some procedures that need to be performed when fnishing for the day or session. The cash values in the drawer must be confrmed, all the non-customer transactions related to the drawer should have been registered (cash in/cash out/cash write-off) and you also need to run the cash up routines to update the General Ledger and Inventory systems. Cashier Counts When the cashier ends the session or day, they should record the amounts left in the drawer in a new cashier count record. Most of the information will be pasted automatically after you select New from the Create button in the browse window. You only have to enter amounts of cash or checks that are left in the drawer. OK the record when fnished. If a cashier count record was entered wrongly, simply create another cashier count record 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 Daily Balance and Cash up reports. 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 memos, cash events etc., done during the day, per payment mode. If any of the values do not match the cashier must fnd out the reason and make the required corrections. As an example, the cashier counts in cash, and there should be The difference must be adjusted before Standard ERP POS (Point of Sales) page 22/42

24 proceeding with the daily routines. If you consider that this small difference is irrelevant, you can enter a cash write-off in the cash events setting. 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 all be handled automatically by the maintenance routine. 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. Standard ERP will post all the transactions made from the last POS balance record and the current one. Note that you cannot have more than one POS Balance per drawer and local machine per day when creating POS Balances manually. In the POS module, frst make sure the session has been closed (button type Close Session in a POS Invoice, drill down from the Close Session text in the cash up report or create a new record in POS module>>settings>>pos Sessions). Then go to POS module>>settings>>pos Balances. Create a new record, select the drawer and confrm 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 confrm the General Ledger Transaction. POS creating General Ledger transactions ( Cash Up maintenance routine) If you have several stores, and consequently several local machines and drawers, creating individual POS Balances can be time consuming. To make that process simpler and faster, you can simply run the POS module>>maintenance>>cash Up maintenance routine. You will not need to enter cash outs, write offs or POS balances or close the sessions as this will all be handled automatically by the maintenance routine. Enter Until date, Until time, Local machine and Drawer. For all machines and drawers leave the last two felds blank. Standard ERP POS (Point of Sales) page 23/42

25 All transactions from the last POS balance until the date and time specifed will be included in the cash up. Cash Events In and Cash Events Out: will use the back offce account from the payment modes or, if blank, from POS Settings (page 8 above). Petty cash, credit card accounts, check accounts, will be debit/credited per total as in cash up report, and the account taken from the payment modes. Sales and Tax accounts, will be taken using the same rules as for invoicing: from the item record, from the item group or from the Account Usage A/R setting. Cash events write off, other losses, the account will be taken from POS Settings. Standard ERP POS (Point of Sales) page 24/42

26 Maintenance Update Inventory To fnish your daily routines you need to update inventory levels. In the POS module, Routines, Maintenance, choose Update Inventory. The period will be from today. Select the local machine: you can run the routine for all machines by entering a star symbol * Run the routine. Standard ERP will create an Inventory Depreciation for all items sold. Standard ERP will create a Goods Receipt for all items returned via credit notes. When you OK these transactions, the inventory will be updated and General Ledger transactions will be generated. From the Inventory Depreciations, the General Ledger transaction will debit cost of sales and credit the inventory account. From the Goods Receipts, the General Ledger transaction will debit the inventory valuation account and credit cost of sales. For more accurate inventory levels, you can run the maintenance routine more than once a day. If you are using online clients, stores should allow for a few minutes of downtime while the maintenance routine is being processed. With live sync clients this is not a problem as they can continue to operate offine. Forms -> Cash Events Defne a form template for cash events, cash in, cash out or write-off. These documents must be printed out from the forms menu or from an individual cash event record. Forms -> 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. Forms -> 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 specifc form template. Forms -> Return POS Invoices It is possible to print return documents with specifc information that the customer has to sign. Standard ERP POS (Point of Sales) page 25/42

27 REPORTS Daily Balance This report will use the current user and local machine and today s date as defaults. It will display the total sales turnover and total tax from POS Invoices for that combination. If you select the total turnover fgure, the selection window for the Create GL Transaction maintenance routine will appear. If you are using the Cash up routines described, you should not use this option, as you will end up with duplicated sales in your General Ledger Transactions. We recommend you use POS balances or the Cash Up maintenance routine instead. GP, POS Invoices This report shows the calculated Gross Proft for POS Invoices. The gross proft is calculated from the individual invoice rows. POS Invoice Journal This report lists all POS Invoices entered during a specifc 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 The cash up report is a comprehensive report detailing the activity of a specifed machine/drawer over a day or longer period. It summarizes sales receipts by payment mode and also lists cash events and cashier counts. Any difference between the cashier counts and the expected drawer content (based on the balance brought forward and transactions) will be pointed out. You can use drill-down to open and close sessions and to open any POS Invoice, cashier count, cash event or POS session record. The report also lists the items sold, either individually or summarized per item group. If you run the report using the Print G/L Transaction option, an extra section will be added to the report showing the General Ledger transaction that will be created by the Cash Up maintenance routine. Standard ERP POS (Point of Sales) page 26/42

28 LIVE SYNCHRONIZATION The daily workfow for live synchronization is basically the same as with a normal client, with these exceptions: Cashier counts need to be recorded in and the Cash Up maintenance routine needs to be run on the main server database from a normal client after synchronization has fnished. Sessions must be closed on each live sync client machine. As the Cash Up maintenance routine will be run from a normal client, it will not be able to close sessions on live sync clients. Setting up Before creating a live sync client, make sure Technics>>Settings>>Local Settings and Login Shortcuts are flled in, as described above on page 12. Besides these, you need to fll in the following: 1. Technics>>Settings>>Synchronised Number Series The Synchronized Number Series setting allows the various live sync clients to be given different number series. It is essential to fll in this setting. If you do not, the live sync clients will all start numbering their POS Invoices from 1. The central server can only receive one POS Invoice with this number, and it will reject the others to prevent problems due to duplicate invoice numbers. This will mean that POS Invoices on most clients will not be sent to the server. Filling out the Synchronized Number Series setting will mean that different number series will be sent to each client machines, removing the risk of duplicate invoice numbers. The Synchronized Number Series setting contains the following felds and columns: User, Sales Group: Usually you will only need to enter one record to the Synchronized Number Series setting, and this record should have * (meaning all users ) in the User feld. You can also enter a separate record for each user or sales group, but you must still have a record with * as the User. Register: Using the paste special function, select one of the possible registers: POS invoices, Gift Receipts, Credit Card Slips, POS sessions, POS Balances, Cash Events, Gift Vouchers Issued. You should enter one row for each register. Number Series: Enter the frst number of the frst number series that you want to be used. If you have both online clients and live sync clients, it is recommended that you enter a relatively high number in this feld. The online clients will take their invoice and other numbers from the standard number series settings and these should use lower numbers. Standard ERP POS (Point of Sales) page 27/42

29 Qty of Numbers: This is the number of numbers that is to be sent to each live sync client in one batch, i.e. length of the number slot. Minimum Level: When a live sync client approaches the point when it runs out of numbers, it will call to the server for the next range of numbers. Specify here when this call should be made i.e. how many free numbers should be left when it makes the call. In the illustration above, the frst row (with Register = IVCashVc) refers to POS Invoices. The Number Series in this row begins at 20001, and the Qty of Numbers is When the frst live sync client connects to the server, it will be given as its number series for POS Invoices (i.e numbers beginning at 20001). The second live sync client to connect will be given the next 1000 numbers ( ). The Minimum Level is 800, so when the one of those clients has issued 200 invoices (i.e. when it still has 800 numbers left), it will call to the server to receive the next set of numbers ( , assuming there are no other clients). When deciding on a Qty of Numbers, it is recommended that you use a fairly large fgure. If it likely that the live sync clients will be offine for a while (i.e. not connected to the server), they should be given enough numbers to be able to continue operating during that offine period. Also, the numbers will be sent to the Number Series POS Invoice setting on the live sync clients. If this setting contains many short number sequences, performance might be affected. 2. Technics>>Settings>>Synchronisation Settings Tick the Activate check box to activate the synchronization feature, and enter a Sync interval. The default is 60 seconds, can be more or less depending on network and hardware. The Activate check box will also cause a deletion history to be maintained on the main server, so that when a record is deleted there, it will also be deleted on the live sync clients when they connect. 3. System>>Settings>>Optional Features In order for synchronization to work, you must tick the Export Sequence numbers (synchronisation) check box. This will enable the exporting of sequence numbers, which will help keep track of whether the latest version of a record is on a client or on the server). 4. When installing the client, place the enabler fle EnLiveSyncPOS in the Standard ERP folder. This enabler allows for the live sync of POS without conficting with and CRM sync. 5. When starting the client select the Sync with Server option in the Welcome window. In the next window enter the server ip and port as usual, and also the local machine code. (This is important so that the relevant settings will be copied from Technics>>Settings>>Local Settings and Login Shortcuts). Press the Connect button. Standard ERP POS (Point of Sales) page 28/42

30 6. After logging in using an existing user and password, the synchronization of base registers and settings starts. 7. When it fnishes, workfow can be followed in the same way as described in the previous chapter. The only difference is that cashier counts and POS balances must be created and the Cash Up and Update Inventory routines should be run on the server (from a normal client). New records such as items, contacts and prices should also be added from normal clients. There is an indicator in the bottom left-hand corner of the POS invoice that shows whether there is connection to the server or not, and whether there are records on the client waiting to be synchronized. Standard ERP POS (Point of Sales) page 29/42

31 GIFT VOUCHERS Many stores offer the possibility of buying gift vouchers with predefned values, that customers can then use to pay for items or services from the store. This functionality makes it possible to: Sell gift vouchers Book the "Sales" to specifc G/L accounts Receive gift vouchers as payment instead of cash Create a proper G/L transaction when receiving a gift voucher in payment. Settings The following settings are used: POS module>>pos Buttons: Add POS buttons with the button types Sell Gift Voucher (to allow you to sell gift vouchers to customers) and Gift Voucher (to allow you to receive them in payment). In both cases you will need to specify a payment mode in the Code column. The payment mode will provide the accounts that will be credited (in the case of a sale of a gift voucher) or debited (in the case of payment by gift voucher) in the General Ledger. POS module>>number Series - Gift Vouchers: Number series. POS module>>gift Vouchers Issued: Register for issued vouchers. POS module>>gift Vouchers Sold: When sold, Issued Gift Vouchers appear in this register POS module>>gift Vouchers Received: When received as payment, Sold Gift Vouchers appear in this register POS module>>default Payment Modes: GV Sold Payment mode and Tax code for selling gift vouchers, and GV Received Payment mode and Tax code for receiving gift vouchers in payment. These will only be used in the absence of a suitable payment mode elsewhere in the system. POS module>>gift Voucher Types: Use this setting if you need to use different payment modes when selling gift vouchers of various types. Otherwise the payment mode connected to the Sell Gift Voucher POS button will be used. In effect, gift voucher types allow you to set different sales accounts for different types of gift vouchers. POS module>>gift Voucher Settings: Defne the period of validity of Gift Vouchers and specify whether loyalty points can be earned on Gift Voucher transactions: None: Loyalty points will not be earned on the sale of Gift Vouchers or on sales paid for by Gift Voucher. Both: Loyalty points will be earned on the sale of Gift Vouchers and on sales paid for by Gift Voucher (in effect, this will mean that loyalty points will be earned twice). GV Sold only: Loyalty points will be earned on the sale of Gift Vouchers but not on payment by Gift Voucher. GV Received only: Loyalty points will be earned on sales paid for by Gift Voucher, but not on the sale of Gift Vouchers. POS module>>forms>>gift Vouchers: Assign a form template to be used when printing Gift Vouchers. Standard ERP POS (Point of Sales) page 30/42

32 Issuing a Gift Voucher Before you can sell Gift Vouchers and take them as payment, you must register them in the system. To register a Gift Voucher, go to POS module>>settings>>gift Vouchers issued and create a new record. Value: The value of the Gift Voucher (required). Trans. Date: (Required). Expiry Date: It will not be possible to sell expired Gift Vouchers or to receive them in payment (required). Comment: (Optional). Barcode: (Optional, but necessary if you will print barcodes on gift vouchers to be scanned later). Type: Use paste special to select a gift voucher type. This will change the payment mode (and therefore the G/L credit account) that will be used when you sell the gift voucher (optional). OK: Tick OK when complete. You cannot sell a Gift Voucher until it has been OKed. Selling a Gift Voucher Open the POS invoice with Touch Screen register and create a new POS Invoice. Change the customer if you want to. Press the POS button with the button type Sell Gift Voucher. In the subsequent window, scan the gift voucher bar code or paste special the number. Press Proceed. Enter the payment and fnish the invoice as normal. Receiving a Gift Voucher as Payment Open the POS invoice with Touch Screen register and create a new POS Invoice. Enter the item(s) you are selling. Press the POS button with the button type Gift Voucher. In the subsequent window, scan the gift voucher barcode or enter the number. Standard ERP POS (Point of Sales) page 31/42

33 The Amount feld will show the value of the Invoice until you enter or scan the gift voucher number. It will then change to show the value of the gift voucher. If the value of the gift voucher is higher then the sale, you will need to give cash back to the customer. Press Proceed. Enter any remaining payment and fnish the invoice as normal. Standard ERP POS (Point of Sales) page 32/42

34 LOYALTY CARD SYSTEM Loyalty Cards are a common way of binding customers to the company and creating individual buying profles. 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 benefts/privileges (e.g. discounts), and/or the customer can use ("redeem") the points to purchase goods or services. Settings All settings for this feature are in the Point of Sales module. Customers can also earn loyalty points through Accounts Receivable invoices, but they can only use loyalty points in payment in POS invoices. 1. POS>>Setting>>Loyalty Card Membership Levels - defne the levels loyalty cards can have. 2. POS>>Setting>>Loyalty Card Membership Level Structure In the frst row, enter the membership level from step 1 that is to be given to every new loyalty card. In the To Points feld, enter the number of points that should be earned on the card before it can be promoted to the next level. You can also assign different price lists and/or discount matrices to each membership level. 3. POS>>Setting>>Loyalty Points Defne how loyalty points will be calculated. Enter a separate record for each membership level. In the example illustrated below, every that a customer spends will earn fve points (the Amount is and the Points 5.00). The customer must spend at least including tax to earn the points (the Min. Amount is ). If necessary, you can use the matrix to list specifc Items or Item Groups or items that have a different points calculation. For example, you may want to exclude cigarettes from the loyalty scheme. Standard ERP POS (Point of Sales) page 33/42

35 4. POS>>Setting>>Loyalty Points per Location Similar to the Loyalty Points setting, but location-specifc. Takes priority over the more general setting. 5. POS>>Setting>>Loyalty Points Redemption Defne how much the points are worth when redeeming. Again, enter a separate record for each membership level. In the example illustrated below, ten points will be required to pay an amount of As with the earning of points, you can enter different redemption rates for specifc items or item groups. In the illustration, it will not be possible to use loyalty points to pay for items belonging to the PCACC item group. 6. POS>>Setting>>Loyalty Points Redemption per Location Similar to Loyalty Redemption Setting, but location-specifc. Takes priority over the more general setting. 7. POS>>Settings>>POS Buttons Add POS buttons with the button types Loyalty Card (to allow you to register a loyalty card in a POS Invoice), Loyalty Points Payment (to allow you to receive loyalty card points in payment) and, if necessary, Loyalty Bonus Points (to allow you to add bonus points to a loyalty card). For Loyalty Points Payment you will need to specify a payment mode in the Code column. The payment mode will provide the account that will be debited in the General Ledger. You can control access to the Loyalty Points Payment and Loyalty Bonus Points buttons using the Loyalty Payment on Touch Screen Invoice and Loyalty Bonus Points on Touch Screen Invoice access group actions. You can also confgure a POS Command that will allow cashiers to register loyalty cards in POS Invoices using a single keyboard command. 8. POS>>Register>>Loyalty Cards record each loyalty card as you issue it. Standard ERP POS (Point of Sales) page 34/42

36 No: The card's unique number. Customer: Use paste special to choose the customer. Start and End Date: The card can only be used if the invoice date is between the Start and End Date (inclusive). Membership Level: The current level of the card. The default is the frst row in the Membership Level Structure setting (step 2 above). Points To: If the points earned by the card should be added to the balance of another card, enter its card number. Forms You can add the following form felds to the POS Invoice and Invoice forms if you need loyalty card information to be printed: Loyalty Card Level: Prints the membership level of the loyalty card. Loyalty Card Number: Prints the loyalty card number. Points Earned: Prints the number of points earned by the invoice. Points Forward Balance: Prints the loyalty points on the card prior to the invoice being entered. Points End Balance: Prints the loyalty points on the card after the invoice was saved (Forward Balance + Points Earned - Points Redeemed). Reports POS>>Reports>>Loyalty Card Statement Report shows how the points balance on a particular loyalty card has been calculated. The Detailed version of the report will list every transaction from the report period that contributed to the points balance. Workfow Overview POS Invoice To register a loyalty card in a POS Invoice, use a POS button with the Loyalty Card button type. This will open a window where you can type or scan the loyalty card number: Standard ERP POS (Point of Sales) page 35/42

37 When you press Proceed, the customer in the POS invoice will be updated to the customer assigned on the Loyalty Card record. Alternatively you can select the customer using a POS button with the Customer Search button type. If the customer has a loyalty card, it will be registered in the POS invoice automatically. When you fnish the invoice, points will calculated according to the Loyalty Points setting and added to the card balance. If a customer wants to pay using loyalty points, use a POS button with the Loyalty Points Payment button type. You must have the Loyalty Payment on Touch Screen Invoice access right if you do not, a log in window will appear so that a manager with this access right can log in to process the payment. In the window that opens, the Balance feld will show the current points balance on the loyalty card. If the current points balance is suffcient to pay the invoice, the Points feld will show the number of points required to pay the invoice in full. If the current points balance is insuffcient to pay the invoice, the Points feld will show the current points balance. If necessary, change Amount to show the number of points that the Customer wishes to pay. Press Proceed. Enter any remaining payment and fnish the invoice as normal. You can also add loyalty points to a loyalty card manually using a POS button with the Loyalty Bonus Points button type. You must have the Loyalty Bonus Points on Touch Screen Invoice access right to do this. Standard ERP POS (Point of Sales) page 36/42

38 HARDWARE Printers USB printer>>printing using the forms option The easiest way to install a printer and print a POS invoice is to use a USB printer. Install the printer drivers on the client computer and set it as the default printer. In System module>>register>>form Templates, defne the form template that you want to use. The fonts in use must be bigger than in a normal A4 invoice form. In Forms>>POS invoice>>operations>>defne Form, use paste special to choose the form template. Serial Port Printers>>Printing using Serial Printers In order to print using serial port printers, you need to set up the device in Technics>>Settings>>Local Machine Serial Port Devices. You should enter separate records for each client machine. Choose Receipt Printer as the Device Class if it is a simple printer. Use paste special from the Device Model feld to choose the printer model. If you have a printer with similar parameters, you may use that one, otherwise you may need to customize printing for your specifc device. Port is the serial port where you connect the printer, typically COM1, COM2 or COM3 on Windows, and LPT1, LPT2 or LPT3 on Linux. If necessary, specify the Esc. Sequences from the device manual. Upon printing a POS Invoice for the frst time, the setting related to the printer and local machine will be copied to User Settings>>Settings>>Local Serial Port Devices automatically. Otherwise, you can choose Synchronise Serial Port Devices from the operations menu in the same setting to synchronize serial port devices with the server. Drawers Open drawer when printing The drawer is connected directly to the printer. No set up in Standard ERP is necessary. To open the drawer automatically when printing, instruct in the printer drivers as follows: In Windows installations, go to Control Panel>>Printers>>Properties. Search for the option that allows you to open the drawer when printing. In Mac OSX installations, defne this in the form's printer dialogue as described below. Then, in POS module>>forms, highlight the POS Invoice line and select Page Setup from the File menu. When you get the printer dialogue, select printer features, and then cash drawer control under feature sets. You can defne there if you want to open the drawer when printing POS invoices. Standard ERP POS (Point of Sales) page 37/42