TurboCASH Business Class

Transcription

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2 TurboCASH Business Class Guide to Point-of-Sales Philip Copeman

3 The following icons have been placed on specific places throughout the documentation: Keyboard access Press the F1 key when focussed on screens to get more help. Note (Additional information) Tip / Help Important Warning Debits = Credits

4 Table of Contents Introduction to TurboCASH Point-of-Sales...6 Basic Configuration and Settings Checklist...6 Overview of Point-of-Sales Processing...7 Point-of-Sale Access User tab... 8 Point-of-Sale Setup... 8 Point-of-Sales Invoicing... 9 Adding Quick Access for Point-of-Sale (User tab)...9 Important settings before Setting POS up...11 Access Control Users (Salespersons / Cashiers)...11 Add users Cashiers / Salespersons...11 Access Control Specific Point-of-Sale Settings...12 Ledger accounts Stock information - Cost-of-Sales...13 Documents setup POS Setup Errors if Point-of-Sales is not configured and set correctly...16 POS Setup Options POS Setup - Settings POS Setup - Entry POS Setup - Peripherals POS Setup Peripherals- Drawer...22 POS Setup Peripherals- Poll display...23 POS Setup Peripherals- Barcode Scanner...24 POS Setup Peripherals- Weight dish...24 POS Setup Printer Point-of-Sale Processing POS Invoice Access POS Invoice Access Using Passwords...27

5 POS Invoice entry POS Float POS Payments Received Cash Payments Received...34 Credit Card Payments Received...35 Cheque Payments Received...36 Charge POS Invoice to Debtor account...38 Voucher Payments POS Lookup Select Customer Print/Re-Print POS Invoice POS Process Options Open Cash Drawer (POS)...48 Point-of-Sale Reports Open Shifts / Sessions...48 Point-of-Sale Cash up and Close Shifts...50 POS Cash up POS Close shift View Posted Transactions Batch view Selling price for the items sold...54 Cost price for the items sold...55 POS Accounts Processing Documents from Point-of-Sale invoice entry...58 Processing documents options during a Point-of-Sale invoice shift...58 Processing a credit note during a Point-of-Sale invoice shift...59 Search Investigator... 61

6 Introduction to TurboCASH Point-of-Sales Introduction to TurboCASH Point-of-Sales The Point-of-Sales feature allows you to process invoices using barcode scanners, till slip printers, cash drawers, and weight dishes. TurboCASH Point-of-Sales is aimed at users that sell to end users and want to produce invoices or till slips quickly. The aim is to keep the system as simple as possible so TurboCASH deals only with finished goods. Basic Configuration and Settings Checklist Before you can work with Point-of-Sale, you need to check and set the following basic defaults: 1. Salespersons - Create Salespersons or cashiers who will be entrusted with a float, and to process the Point-of-Sale Invoicing shift. Set user passwords - It is optional, but recommended. If passwords are set, TurboCASH will not allow unauthorised users or salespersons to open a shift. 2. Access control - Create Users and Passwords for salespersons or cashiers to access the Point-of-Sale invoicing with passwords. For further security, you may set the mode or profile for users to perform all functions (invoicing and accounting), only accounting or Point-of-Sale in a Set of Books on Access Control - Others tab Setup ribbon). In addition to this, you may also link specific users to a specific salesperson. 3. Batch types - Add the Cost of Sales jnl and POS jnl in Batch types (Setup ribbon) and select the correct contra accounts Edit button. On the Batch entry (F2) (Action ribbon) a contra account should be displayed in the Batch entry selection screen. The recommended selected contra accounts, is as follows: Cost of Sales jnl. Cost of Sales account. POS jnl. - POS-Cash transfer account. 4. Stock information - Set up the Stock information (Setup ribbon) and Cost of Sales parameters and defaults. You also need to specify if you will be using average or latest cost prices to calculate your cost of sales. This will definitely affect your gross profit (Sales less Cost of Sales). If Cost of sales is not activated, no Cost of sales transactions will be generated. It is also important to check the Use Average cost or Latest cost setting. 6 - TurboCASH 5 Point-of-Sales

7 Introduction to TurboCASH Point-of-Sales You need to take-on Stock items (quantities and cost prices) in the Stock items (Action ribbon), if you start to use TurboCASH for the first time, and / or update your purchases before you update your invoice documents in the Update ledger (Action ribbon). This will ensure that the correct cost prices are updated in the Stock Item master files, and that the updated cost prices will be used when you update the Invoices or Point-of-Sales invoices. 5. Stock items - Create and edit your Stock items, if not already done. If you are going to use barcode readers, you need to enter the barcodes in Stock items (Action ribbon. You may print the stock item labels. If these labels are placed on your stock items, you may then use barcode scanners, to add these items on an invoice. 6. Process purchase documents - Process any purchase documents (i.e. Purchases and Supplier returns), and update (post) these documents to the ledger. This could also have an effect on your gross profit. If you are a new business, and you have any stock items on your previous accounting records, you first need to take on the quantities or opening balances of your stock items, before you can actually start processing Point-of-Sale Invoices or normal invoices. 7. Debtors - Create a Cash sales or Cash customer account in Debtor (Action ribbon). 8. POS setup - Set up the Point-of-Sale parameters and defaults, peripherals (cash drawers, poll display devices, bar code scanners and weight dishes) and printers on Point-of-Sale (Setup ribbon). Overview of Point-of-Sales Processing Once you have completed all the settings, you may start to process the Point-of-Sale Invoices. The Point-of-Sale shift or session works very easy. The basic process is, as follows: 1. On the Action ribbon, access the POS Invoice (Input POS Invoice menu). Once the Point-of-Sale is setup, users may add the Point-of-Sale on the User tab. The User tab will be launched each time a user Open the Set of Books. Click POS Invoice on the User tab. 2. Select the Salesperson or Cashier (if not already selected) and click on the OK button. If a password was set, you need to enter a valid password for the salesperson and click on the OK button. 3. Enter the Float amount which you need to keep in your cash drawer. 4. Start to process your invoices - only need to select the items from your stock code file (or use a barcode scanner) to add the items into the invoice. 5. Once all the items are entered for a customer, and the payment is handed to you, you need to process the payment. Continue with this process until the end of the day or the Point-of- Sale shift. TurboCASH 5 Point-of-Sale - 7

8 Overview of Point-of-Sales Processing 6. Cash up to count the cash, credit card slips, cheques and vouchers and enter the values in TurboCASH. You may generate a Cash up report which will be used to display any shortages or surpluses, if any. The money for the float can be set and the monies received may be deposited at your bank account. 7. Close the POS shift to update (post) the POS Invoices to the ledger. The Point-of-Sale invoice will automatically be printed to the printers selected and set in Point-of- Sale - (Printers tab) (Setup ribbon) when the payment for each customer is processed. You may at any time re-print the POS Invoice in Documents - Invoices (Action ribbon). Should you need to deliver the goods to the customers, at a later stage, you should enter the delivery address in the Select customer field, before the payment for the POS Invoice is processed. You may then also print delivery notes in in Documents - Invoices (Action ribbon) by selecting the Delivery notes layout file. Point-of-Sale Access User tab The Point-of-Sale access is not obviously visible, since most users do not use this feature. To access Point of Sales, you need to access the POS setup from the Setup ribbon and the POS Invoice from the Action ribbon. Once the Point-of-Sale is setup, users may add the Point-of-Sale on the User tab. The User tab will be launched each time a user Open the Set of Books. Point-of-Sale Setup The Point-of-Sale system only needs to be set up once, unless your requirements change. To access the Point-of-Sale setup: On the Setup ribbon, select Setup Point-of-Sale. 8 - TurboCASH 5 Point-of-Sales

9 Introduction to TurboCASH Point-of-Sales Point-of-Sales Invoicing To access the Point-of-Sale Invoicing: On the Action ribbon, select Input Point-of-Sale. Ctrl + F6 Adding Quick Access for Point-of-Sale (User tab) Once the Point-of-Sale is setup, users may add the Point-of-Sale on the User tab. The User tab is the quick access and to most frequently options in TurboCASH. The User tab will automatically be launched each time a user Open the Set of Books. The User tab can be customised by each user. To add Point-of-Sale to the User tab: Click on the User tab. TurboCASH 5 Point-of-Sale - 9

10 Adding Quick Access for Point-of-Sale (User tab) The options to add the Point-of-Sale to the User tab, is as follows: Auto learn Tick this option and access Point-of-Sale Invoices (Input POS Invoice on the Action ribbon). Point-of-Sale setup can also be added, if necessary Setup Point-of- Sale on the Setup ribbon). Manually add or group access to Point-of-Sales to the User tab. On the User tab, click Edit. You may select up to six (6) groups (group 1 to 6) to structure your personalised quick access. You may also select the POS Invoice from the Control list. This Access control screen to personalise your User tab, may also be accessed from Access control (Setup ribbon) TurboCASH 5 Point-of-Sales

11 Important settings before Setting POS up Important settings before Setting POS up Access Control Users (Salespersons / Cashiers) Add users Cashiers / Salespersons The users added in the Access control, can be selected in the POS Access control to log into a Pointof-Sale invoicing session. To add a cashier / salesperson: 1. On the Setup ribbon, select Access control. 2. Click on the Add button. 3. Rename the New user0 with the name of the cashier (salesperson). 4. Enter a password. 5. Click on the Apply button. TurboCASH 5 Point-of-Sale - 11

12 Access Control Specific Point-of-Sale Settings Access Control Specific Point-of-Sale Settings In addition to the Access control settings, the following Point-of-Sale settings on the Others tab, may be set: Edit price By default, this field is selected (ticked). A cashier, salesperson or user may edit the selling price when processing POS Invoices on the Point-of-Sales invoice entry screen. By removing the tick for this option, the specific cashier, salesperson or user, selling prices cannot edit the selling price. Edit quantity - By default, this field is selected (ticked). A cashier, salesperson or user may edit the quantity when processing POS Invoices on the Point-of-Sales invoice entry screen. By removing the tick for this option, the specific cashier, salesperson or user, selling prices cannot edit the quantity. For example, the default quantity is 1. If a customer wants more than 1 of a specific stock item, the specific cashier, salesperson or user needs to select the items separately. Mode - Select the mode or profile for users to perform all functions (invoicing and accounting), only accounting or Point-of-Sale in a Set of Books. Link to salesperson Select a specific a specific salesperson to the user TurboCASH 5 Point-of-Sales

13 Important settings before Setting POS up Ledger accounts The following default accounts needs to be selected when you do the Point-of-Sales setup: 1. Cash sales account - Select the default debtor (customer) account for your cash sales to customers. If you do not have one, you need to create a Cash customer or Cash sales account in Debtor (Action ribbon). 2. Cash transfer account - Select the default POS-Cash transfer account. This account will be used to record the Float movements in and / or out of the till. If you do not have one, you need to create a Cash transfer account in Accounts (Action ribbon). 3. Cheque account - Select the default POS-Cheque account. This account will be used to record the Float movements in and / or out of the till. If you do not have one, you need to create a Cheque account in Accounts (Action ribbon). 4. Till account - Select the default POS-Till account. This account will be used to record the Float movements in and / or sales invoices in the till. If you do not have one, you need to create a POS-Till account in Accounts (Action ribbon). Stock information - Cost-of-Sales By default, Cost-of-Sales is not configured, unless you have already configured Cost of sales. If Cost of sales is not activated, no Cost of sales transactions will be generated. It is also important to check the Use Average cost or Latest cost setting. TurboCASH 5 Point-of-Sale - 13

14 Stock information - Cost-of-Sales You need to take-on Stock items (quantities and cost prices) in the Stock items (Action ribbon), if you start to use TurboCASH for the first time, and / or update your purchases before you update your invoice documents in the Update ledger (Action ribbon). This will ensure that the correct cost prices are updated in the Stock Item master files, and that the updated cost prices will be used when you update the Invoices or Point-of-Sales invoices. If Cost of sales is not activated, no Cost of sales transactions will be generated. It is also important to check the Use Average cost or Latest cost setting. To set Cost-of-Sales: 1. On the Setup ribbon, select Stock information. 2. Select the following options: a) Create cost of sales To activate Cost-of-Sales, tick this option. b) Cost of sales batch - Select the Cost of sales jnl. If the cost of sales batch (COS Jnl.) is not available, you need to add the batch in Batch types (Setup ribbon). Select the Cost of sales account in the Contra account field. 3. Use Average cost or use Latest cost - You also need to specify if you will be using average or latest cost prices to calculate your cost of sales. This will definitely affect your gross profit (Sales less Cost of Sales) TurboCASH 5 Point-of-Sales

15 Important settings before Setting POS up If Cost of sales is not activated, no Cost of sales transactions will be generated. It is also important to check the Use Average cost or Latest cost setting. You may also create and use stock items the following stock types in Point of Sales where the Cost of Sales and Stock control accounts are disabled: Sales Sales (no stock) No Cost of sales will be processed for these stock items. Some examples where you would create a Sales or Sales (no stock) stock item type, is the following: Invoicing services such as labour, consulting fees, etc. Invoicing carting fees, delivery fees, other charges, etc. Documents setup Before you can start processing Documents and Point-of-Sales invoices, you need to set up the Documents. If you are already processing documents in TurboCASH, check the document settings with specific reference to Point-of-Sales. If you have created more than one user in Access control (Setup ribbon), you may select to use general numbers for the users and select the default user. This will enable document numbers to be generated by each user. To set documents for Point-of-Sales: 1. On the Setup ribbon, select Documents setup. 2. Select the following options: a) Layout file point-of sale Select the default layout file for point-of-sales. TurboCASH 5 Point-of-Sale - 15

16 Documents setup All document layout files are stored in the...\plug_ins\reports\documents\documents folder. The POS STARTSP100 This is the default layout file for Till slip printers. You may also select the POS, POS 2 or POS A4 layout files for Point-of-Sale invoices. Point-of-Sale invoices will automatically be printed to the printers selected and set in Pointof-Sale - (Printers tab) (Setup ribbon) when the payment for each customer is processed. You may at any time re-print the POS Invoice in Documents - Invoices (Action ribbon). b) General numbers - This field will only be available and displayed, if users were created in Access control (Setup ribbon). If this field is selected, you may select the user from a drop-down list which TurboCASH will use to generate document numbers. If the General numbers field is not selected (ticked), TurboCASH will generate the document numbers numerically. 3. Click on the OK button to save this and exit this screen. POS Setup The Point-of-Sale system only needs to be set up once, unless your requirements change. For example, you may wish to change the Point-of-Sale messages, change the maximum amount in the till, the float amount or select a different printer if you have installed another printer, etc. Errors if Point-of-Sales is not configured and set correctly If you launch the Point-of-Sale Invoicing, and you have not done the Point-of-Sale setup, the following message will be displayed: If you click on the OK button of this message, the POS setup will automatically be launched. You first need to do the basic settings, before you may proceed with the Point-of-Sale Invoices. If the POS setup is not properly set and configured, the Point-of-Sales invoice entry screen will automatically be launched and display the following message: If you click on the OK button, and exit the Point-of-Sales invoice entry screen to set the necessary defaults TurboCASH 5 Point-of-Sales

17 POS Setup POS Setup Options To access the Point-of-Sale setup: 1. On the Setup ribbon, select Setup Point-of-Sale. 2. The Setup consists of the following four (4) screens for which you need to enter and / or select the basic options: a) Settings - Select the default batches and accounts and specify the maximum cash amount in the till. You may also set the Point-of-Sale Invoice number, messages and which information should be printed on the POS Invoice. b) Entry - Select to use Cash float, then enter the float limit. You may also select to edit the selling prices or use serial number tracking c) Peripherals - i) Cash drawer - Select if you have a cash drawer connected to your system. You also need to select whether the devices are attached to a serial or parallel port and specify the port number on your system. You may select to open the cash drawer for cheques, credit cards or vouchers or to leave the drawer closed when payment on these payment methods are received and test the cash drawer. ii) iii) iv) Poll display - If you use a poll display device you may also choose to select whether the devices are attached to a serial or parallel port and specify the port number on your system and test the poll display. Barcode scanner - Select if you have a barcode scanner connected to your system. Weight dish - If you use a weight dish device you may also choose to select whether the devices the port on your system and test the values returned from the weight dish. d) Printer - You may select up to two printers, select the paper type for the printers and test the printers. 3. Once these settings are finalised, click on the OK button to save your changes. 4. Click on the Close button to exit this screen. TurboCASH 5 Point-of-Sale - 17

18 POS Setup - Settings POS Setup - Settings The Setup consists of the following two (2) Main sections, i.e. Ledger and Documents. The first section of the Settings screen is the Ledger, on which the batches and accounts are selected, as well as where the maximum cash in till and the payment description are specified. In the second section (i.e. Documents), the document number and the information, to be printed on the invoices are specified. To set the Point-of-Sale - Settings: 1. Once the POS setup is launched, click on the Settings tab (if not already displayed). 2. Enter and / or select the following options for the Ledger configuration / settings: a) Sales batch entry - Select the default sales batch (journal) for the selling prices of the Point-of-Sale invoices. If you wish to have a different batch for Point-of-Sale Invoices, you may create a batch, for example, POS Sales Journal. b) Receipts batch entry - Select the Receipts batch. It is recommended that the Receipts batch for the Bank account not be used. You need to select the POS journal. Once a POS shift is closed and you cash up, the cash up amount will be entered in the Receipts journal from the deposit slip. c) Payment description entry - The default description is "Inv.". You may enter any suitable description for your requirements. This description will print on Point-of-Sale Invoices TurboCASH 5 Point-of-Sales

19 POS Setup d) Accounts When the POS shift (session) is closed, the transactions will be posted (updated) to the accounts. Select the following accounts: i) Cash sales account - Select the default debtor (customer) account for your cash sales to customers. If you do not have one, you need to create a Cash customer or Cash sales account in Debtor (Action ribbon). The Cash sales account is a register of all Point-of-Sale invoices (excluding the Point of- Sale invoices charged to a Debtor account). Point-of-Sales invoices are debited to the Cash sales account and credit transactions for the payments is debited to the following accounts: Cash POS-Till account Credit card POS-Till account Cheque POS-Cheque account Voucher POS-Till account ii) Cash transfer account - Select the default POS-Cash transfer account. The Credit card and Voucher payments. If you do not have one, you need to create a POS- Cash transfer account in Accounts (Action ribbon). This account will be used to record the float movements in and / or out of the till. iii) Cheque account - Select the default POS-Cheque account. If you do not have one, you need to create a POS-Cheque account in Accounts (Action ribbon). This account will be used to record the cheque payment transactions. iv) Till account - Select the default POS-Till account. If you do not have one, you need to create a POS-Till account in Accounts (Action ribbon). This account will be used to record the following float and payment transactions: Float movements in and / or out of the till. Cash POS-Till account Credit card POS-Till account Voucher POS-Till account e) Max cash in till - Enter the maximum amount of cash you need to keep in the till or cash drawer. When you calculate this amount, you may need to consider factors such as the security risks, the amount of change to be kept, etc. 3. Enter and / or select the following options for the Documents configuration / settings: a) Next number - Enter the next (first) number which TurboCASH will use to generate Invoice numbers automatically. TurboCASH 5 Point-of-Sale - 19

20 POS Setup - Settings It is recommended that the Invoice number for Point-of-Sale be prefixed to identify Point-of- Sale transactions on reports, etc. as invoices generated by the Point-of-Sale system. If you prefix these Point-of-Sale invoice numbers with for example POS and the normal Invoice numbers in Documents setup (Setup ribbon), for example, to start with IN, it will be much easier to identify the respective transactions. b) Use POS messages - Select the Use POS Message; three (3) rows will be displayed on which you may enter a message. c) Use invoice messages - Select this option to print the message, as entered on the Invoices tab of the Documents setup (Setup ribbon), as the default message. In addition to these messages, you may also enter additional comments when processing the cash payment received from customers or messages on the Select customer option when you process or charge a Payment to a Debtor account. d) Print customer details - You may select this option, if you need to print the customer's details on the Point-of-Sale Invoice. e) Print delivery address - You may select this option, if you need to print the customer's delivery address details on the Point-of-Sale Invoice. The delivery address of a customer (debtor), if entered on Debtor Delivery address tab (Action ribbon), will be displayed on the Point-of-Sale Invoice. You may also enter or edit the Delivery address on the Select customer option when you process or charge a Payment to a Debtors account. f) Print payment details - You may select this option, if you need to print the payment details on the Point-of-Sale Invoice. g) Fast switch salesperson - You may select this option, if you need to switch or select different salespersons during the Point-of-Sale Invoicing session. If this option is selected, a Salesperson pick list will be displayed at the bottom right-hand corner of the Point-of-Sale invoice entry screen. You may then select any of the available salespersons from that list. h) Use debtor selling price - By default, all stock items selected in the Point-of-Sale invoice entry screen is entered as selling price 1. If you need to use a different selling price than selling price 1, for example, selling price 2 or 3 is selected as the default selling price on the Accounting Information tab of your Cash Customer account (Debtor on Action ribbon), you may select to use this option. If you have set three selling prices for your stock items, and you have debtors accounts with different selling prices, and you have selected this option, the selling price linked to each debtor account on the Accounting information tab (Debtor on Action ribbon), will be the selling price used TurboCASH 5 Point-of-Sales

21 POS Setup i) Use password for discount - You may select this option, if you need the salespersons or a supervisor to enter a password when discount is allowed on a Point-of-Sale invoice. If this field is selected, you need to enter the password. To enter the discount on the Point-of-Sale invoice entry screen, right-click on the transaction in the row (preferably the Discount column) and select the option. The screen will be displayed on which you need to enter the password and then the discount. j) Show qty on hand - By default, the quantity on hand is not selected when processing Point-of-Sale Invoices. If you need your salespersons and cashiers to see the quantities on hand, select this option. k) Round POS end amount - By default, the rounding option is not selected, when processing Point-of-Sale Invoices. If you need to round the values of the invoice totals to the nearest cents, enter the value. 4. Once these settings are finalised, click on the OK button to save your changes. POS Setup - Entry This settings configures the float limit and the maximum amount you wish to keep in the float. You may also select if the salespersons (cashiers) are allowed to change the selling prices, when selecting stock items for POS Invoices. To set and configure Point-of-Sale entry: 1. Once the POS setup is launched, click on the Entry tab. 2. Allow cash float - Select to use cash float. If you do not need to use the cash float, deselect (remove the tick) this field. 3. Float limit - Enter the maximum amount you need to keep in the float. 4. Use Serial number tracking - (not implemented). 5. Click on the OK button to save your changes. TurboCASH 5 Point-of-Sale - 21

22 POS Setup - Peripherals POS Setup - Peripherals The following peripherals may be connected and configured on your system: 1. Drawer 2. Poll Display 3. Barcode Scanner 4. Weight Dish POS Setup Peripherals- Drawer To Set and Configure Point-of-Sale Peripherals - Drawer: 1. Once the POS Setup is launched, click on the Peripherals tab. 2. The Drawer tab is the default screen. If this screen is not displayed, click on the Drawer tab. 3. Select the following options, if necessary: a) Port - The default ports Parallel or Serial port and Port number for your system should be displayed, if the cash drawer is connected to your system. You may need to change the options if necessary. b) Serial port parameters - If the serial port is selected, you may need to configure the parameters for the serial port. c) Control string - The control string for your drawer will be displayed, if connected and configured on your system. If necessary, select a different string. d) Drawer connected - Select this option, if necessary and a drawer is configured to your system. e) Open cash drawer for - Select to open the cash drawer for cheques, credit cards or vouchers, or to leave the drawer closed when payment on these payment methods are received TurboCASH 5 Point-of-Sales

23 POS Setup 4. Once the settings are finished, you may click on the Test button to check if your cash drawer is properly configured on your system. 5. Click on the OK button to save your changes. 6. Click on the Poll display tab, if you have a Poll display device linked to your system. POS Setup Peripherals- Poll display To Set and Configure Point-of-Sale Peripherals Poll display: 1. Once the POS setup is launched, click on the Peripherals tab. 2. The Drawer tab is the default. Click on the Poll display tab. 3. Select and / or enter the following: a) Port - The default port is Parallel port. If the Poll display device is connected to a Serial port, you need to select the Serial port option. The Port number for your system should be displayed, if the poll display device is connected to your system. You may need to change the Port number, if necessary. b) Serial port parameters - If the Serial port is selected, you need to configure the parameters for the serial port. c) Poll display Connected - Select this option, if necessary. d) Test Message - The default message is "Can you see this??". You may over type this with your own message. You may click on the Test button, to test if your Poll display device is configured properly. 4. Click on the OK button to save your changes. 5. Click on the Barcode Scanner tab, if you have a Barcode scanner device linked to your system. TurboCASH 5 Point-of-Sale - 23

24 POS Setup - Peripherals POS Setup Peripherals- Barcode Scanner To Set and Configure Point-of-Sale Peripherals Barcode Scanner: 1. Once the POS setup is launched, click on the Peripherals tab. 2. The Drawer tab is the default. Click on the Barcode Scanner tab. 3. Select the Barcode Scanner connected option, if a Barcode scanner is connected and configured to your system. 4. Click on the OK button to save your changes. 5. Click on the Weight dish tab, if you have a Weight dish device linked and configured to your system. POS Setup Peripherals- Weight dish To Set and Configure Point-of-Sale Peripherals Weight dish: 1. Once the POS setup is launched, click on the Peripherals tab. 2. The Drawer tab is the default. Click on the Weight dish tab. 3. Select and / or enter the following: a) Weight dish connected - Select this option, if a Weight dish is connected and configured to your system. b) Port number - If the serial port (available COM port on your system) is selected, you may need to configure the parameters for the serial port. c) Return value from weight dish Once the weight dish is properly configured and the correct Port number is selected, click on the Test button, to test the values from your weight dish device TurboCASH 5 Point-of-Sales

25 POS Setup 4. Click on the OK button to save your changes. 5. Once each of these settings is finalised, click on the Printer tab to select your printers, configure and test the printers. POS Setup Printer The printer setup allows you to select and set up to two printers on your system. This setup only needs to be set once, unless you need to change the printers on your system. Before you can actually set and test the printers, the printer drivers and configuration must be properly set up in your Windows operating system. You may have to access this screen later, if you wish to select another available printer on your system. Should you experience any problems with the printer configuration on your system or network, please consult your printer's, operating system's manuals and / or network administrator. To set and configure Point-of-Sale printer: 1. Once the POS setup is launched, click on the Printer tab. 2. Select First printer (default), if not already selected), and set the following, if necessary. a) Select an available printer on your system, if your operating system's default printer is not the printer which you wish to assign for Point-of-Sale Invoices (till slips). b) Select the Paper type. It is recommended that till slip paper should be selected for Point-of-Sale Invoices (till slips). c) Click on the Test printers button. A till slip sample displaying the layout alignments (left, centre and right), will be printed. If necessary, set the number of bottom feed lines the printer should feed at the end of the printed invoice. TurboCASH 5 Point-of-Sale - 25

26 POS Setup Printer d) If you need to assign another printer for Point-of-Sale Invoices (till slips), select the Use Second printer field. You then need to click on the Second printer tab to set and test the second printer (see sub-steps b) and c) above). 3. Select the following POS Invoice printing options: a) Confirm printing - If this field is not selected, the POS Invoice will by default automatically be printed after payment is processed. If selected, you need to confirm if the invoice should be printed after payment is processed. If you do not wish to print the POS Invoice at this stage, you may print it later. b) Use invoice print - Select to print the invoice in the default layout file format selected in the document setup. If not selected, the POS Invoice will by default be printed in the Till slip format 4. Once these settings are finalised, click on the OK button to save your changes. 5. Click on the Close button to exit this screen. Point-of-Sale Processing POS Invoice Access Before any person can access the Point-of-Sale Invoicing feature, you need to log on to do this. By default, you only need to select a Salesperson. The following access control settings on Access control (Setup ribbon) are available for increased access control and security: 1. Standard security tab - Create Users and Passwords for each salesperson (cashier). Once passwords have been created, nobody will be able to access the Set of Books and Point-of- Sale without a valid password. 2. Others tab - You may set the mode or profile for a user to only access Point-of-Sale functions. Note The user (cashier or salesperson) will then only be able to access the Pointof-Sale Invoicing functions. a) Edit selling prices - You may also set the options if a user (salesperson or cashier) may edit the selling prices and / or quantities of stock items when processing Point-of-Sale Invoices. The Edit selling price option may also be set in Setup Point-of-Sale - (Entry) (Setup ribbon). b) Link a user to a specific salesperson created or added in Salespersons (Setup ribbon) TurboCASH 5 Point-of-Sales

27 Point-of-Sale Processing POS Invoice Access Using Passwords To start a Point-of Sale shift - Using a password: 1. On the Action ribbon, select Input Point-of-Sale. If the POS Invoice is added to the User tab, click on POS Invoice. Ctrl + F6 The POS Access control screen is displayed: 2. The system date for today should be displayed automatically. If this date is not correct, enter or select the correct date using the date picker. If your system date and /or time is not displayed correctly, it is recommended that you or your system administrator set the system date correctly on your system. This date is very important, as it will be displayed on the Point-of-Sale Invoices, handed to customers and on cash-up or sales analysis, and any other reports. 3. The name of the Cashier (Salesperson) which accessed TurboCASH in the when a Set of Books is opened, should by default be displayed. If not, select the correct Cashier (Salesperson). 4. Enter a valid password. 5. Remember my login If this field is selected, the name of the Cashier (Salesperson) and password will be (by default) available, when accessing accessing the POS invoice session. 6. Click on the OK button. The Point-of-Sale invoice entry screen will be displayed. TurboCASH 5 Point-of-Sale - 27

28 POS Invoice entry POS Invoice entry The Point-of-Sale Invoice feature allows you to create invoices at a Point-of-Sale and to collect payment from your customers or to charge the invoice to an existing debtor account. To access the Point-of-Sale invoice entry screen: 1. When you click on the OK button of the POS Access control screen, the Point-of-Sale invoice entry screen is launched: 2. Before serving the first customer, the cashier (salesperson) needs to check the float and click on the F8: Float icon to enter or record the float (which will be used to hand change to customers). 3. If a customer presents the items to the cashier, the cashier (salesperson) only needs to select the items (using the Stock item lookup to add the items). If a barcode scanner is configured and you have entered barcodes for your stock items, you only need to scan these barcodes, and the stock items will automatically be added to the POS Invoice. You may also use the POS Lookup or search facility or to select or search for a stock item code. You may also press the F3 key, or click on the F3: Lookup icon to search for a specific stock item. If you are registered for VAT/GST/Sales Tax, you may enter your Selling prices Inclusive of VAT/GST/Sales Tax or exclusive of VAT/GST/Sales Tax in Stock items - (Selling prices tab) (Action ribbon. If you have entered it in the inclusive column, TurboCASH will calculate the exclusive amount automatically and vice versa. If you adjust the Selling prices in Stock items - (Selling prices tab) (Action ribbon), the selling prices are entered (or adjusted) exclusive of VAT/GST/Sales Tax. The POS Invoices will calculate and display the selling prices inclusive of VAT/GST/Sales Tax. For example, if the VAT/GST/Sales Tax is 14%, and an item is sold for 114 (inclusive of VAT/GST/Sales Tax), ( VAT/GST/Sales Tax), the selling prices should be (entered or adjusted) as TurboCASH 5 Point-of-Sales

29 Point-of-Sale Processing 4. When payment is received from a customer, you need to press the F9 key, or click on the F9: Payment icon to process the payment received. TurboCASH will automatically print the POS Invoice, and you may proceed to serve the next customer. 5. At the end of the day or shift, press the F12 key, or click on the ^P: Process icon and select the Cash up option. A Cash-Up Report may be generated, displaying the quantities of credit card slips, cheques and vouchers and the amount that is registered in TurboCASH for the cashier. 6. The cashier needs to count the physical quantities and enter it in the Cash up screen. A Cash up report must then be printed for the quantities of payment types and the amounts entered by the cashier. 7. The float for the next shift can be set aside, and a deposit slip prepared for the next day's banking. 8. Once you have cashed up you need to click on the ^P:Process icon, and select the Close shift option. TurboCASH will update (post) the POS Invoices to the ledger. While processing POS Invoices, you may need to edit the POS Invoices. The following Editing options are available: a) ^D: Delete - This icon will delete a specific entry or transaction from the POS Invoice. b) F2: Edit - This option allows you to edit or change a specific entry or transaction in the POS Invoice. c) F10: Delete all - This icon will delete all of the entries or transactions from the POS Invoice. d) Invoicing - This icon will launch the normal Invoicing screen on which you may create and edit normal invoices, etc. Once finished with the normal invoices, the Point-of-Sale invoice entry screen will be displayed. While processing Invoices for Customers, you may need or wish to enter the name and delivery address for a specific customer. You may also need to select a specific debtor account (other than the default cash customer account), if you need to charge the POS Invoice to a selected Debtor account. To enter details for a customer or to select a Debtor account, press the F5 key, or click on the F5: Customer icon. TurboCASH 5 Point-of-Sale - 29

30 POS Float POS Float The float allows you to enter and record any amounts paid into the cash drawer or out of the cash drawer. Should a cashier or salesperson receive a float to give change to customers, the float should be recorded when the float is entered in the cash drawer. You may then continue to process Point-of-Sale Invoices. A soon as you receive and process payment from a customer, TurboCASH will display the change you hand to the customer. When the change is handed to the customer, you need to enter the change handed to the customer. To enter a Float (Paid-in): 1. Click on the F8: Float icon. F8 The Float movement screen is displayed: 2. Select the Into the drawer option. You may click on the Documents button to select a document for the payment. You may also select the Account field, if you need to allocate the payment received to a specific account. If the Account field is selected, click on the icon on the right-hand side of the Account field to select an appropriate account on the Accounts lookup. 3. Enter the Reference, Amount and Description. 4. Click on the OK button. This amount of the Float movement - (Into the Drawer) will be displayed on the Cash up report, and should be in balance with the physical cash float at the end of the shift, unless you had some previous paid-outs (paid out-of the drawer) TurboCASH 5 Point-of-Sales

31 Point-of-Sale Processing To enter a Float (Paid-out): 1. As soon as you have taken any money out of the cash drawer, you need to click on the F8: Float icon. F8 The Float movement screen is displayed: 2. Select the Out of the drawer option, if not already selected. You may click on the Documents button to select a document for the payment. You may also select the Account field, if you need to allocate the payment received to a specific account. If the Account field is selected, click on the icon on the right-hand side of the Account field to select an appropriate account on the Accounts lookup. 3. Enter the Reference, Amount and Description. 4. Click on the OK button. If you have many petty cash payments, it is recommended that this paid-out facility not be used to replace the petty cash payments. This amount of the Float movement - (Out of the drawer) will be displayed on the Cash up report, and will reduce any floats entered when you have started the shift. It should be in balance with the physical cash float at the end of the shift. For any amounts taken or paid out-of the drawer, other than change handed to a customer, you need to have a slip or requisition to prove the nature and reason for the money taken out of the drawer. If you do not have a slip, it may possibly indicate a shortage when cashed up. POS Payments Received Once the customer has brought his / her items to the Point-of-Sale terminal, and the transactions is entered (stock items and quantities selected and / or scanned with a barcode scanner), you need to process the payment received from the customer. TurboCASH 5 Point-of-Sale - 31

32 POS Payments Received As soon as the Point-of-Sale payment is received and processed, the Point-of-Sale Invoice (till slip) will be automatically printed, unless the Confirm printing option was selected in the Point-of-Sale setup and the cashier or salesperson has selected not to print the invoice now. There are five (5) basic methods in which payment may be received from customers. These payment methods are: 1. Cash - If the customer hands you physical cash you need to enter the amount of cash received. TurboCASH will display the amount of change that you need to hand to the customer. 2. Credit Card - If the customer presents a credit card, you need to enter the amount of the transaction in the Credit card field. The screen will change to allow you to enter the basic details of the credit card (card number, card holder's name, card type and the expiry date of the card). 3. Cheque - If the customer presents a cheque, you need to enter the amount of the transaction in the Cheque field. The screen will change to allow you to enter the basic details of the cheque (bank account code and cheque number). 4. Account - If you have a valid customer (debtor), with approved credit facilities, you may select the debtor account. This will charge the amount of the Point-of-Sale Invoice to the debtor's account, which the debtor later needs to pay when they settle their account. 5. Voucher - When the customer or debtor pays, they may produce vouchers as payment or part of payment for a Point-of-Sale Invoice. In most cases, the voucher may be presented together with cash, a credit card, cheque or account. In this case you need to enter the amounts received by cash, credit card, cheque or to charge the invoice to a debtor account, and the amount or value of the voucher, if vouchers are presented TurboCASH 5 Point-of-Sales

33 Point-of-Sale Processing To process payments: 1. Once a Point-of-Sale Invoice is created, click on the F9: Payment icon to process the payment received. F9 2. In the Comments section of the Cash payment screen, enter any serial numbers, remarks or comments, if necessary. The comments will be printed on the POS Invoices, Delivery notes or any other Document layout file. These comments can also be searched in the Search (Investigator) (Action ribbon). 3. Enter the amount received from the customer in the respective fields if payment is received in cash, credit card, cheque or voucher, or if you wish to charge an invoice amount to a debtor account. Depending on the field in which you enter the payments, the screen will change to reflect the applicable fields. 4. Once the payment is received, you need to open the cash drawer to hand any change to the customer or to insert credit card slips, cheques and vouchers, etc. If the cash drawer is not open, click on the ^P:Process icon and select the Open drawer option. The payment details will be printed on POS Invoices, Delivery notes or any other Document layout file. These payment details can also be searched in the Search (Investigator) (Action ribbon). 5. Click on the Next button to print the Point-of-Sale Invoice, and hand it to the customer. TurboCASH 5 Point-of-Sale - 33

34 POS Payments Received Sufficient control measures should be in place to check that the credit cards are valid, or conditions on which you accept cheques are clear, and that if you charge Point-of-Sale accounts to debtor accounts, etc. to limit your losses. Some examples which may give rise to losses are credit card and cheque fraud, debtors which cannot pay or are unwilling to pay or settle their accounts. Should a POS Invoice be created and a payment has been processed and the goods or stock items are returned, you need to process a Credit note in Documents (Action ribbon) to process the returns, or to correct the POS Invoice. Cash Payments Received Once the customer has brought his / her items to the Point-of-Sale terminal, and the transactions are entered (stock items and quantities selected and / or scanned with a barcode scanner), you need to process the payment received from the customer. The cashier or salesperson should make sure that no counterfeit banknotes are accepted from any customer, before processing the payment. Some businesses use ultra-violet money scanners ("Money detectors") to verify the cash, before it is accepted as payment. To process cash payments: 1. Once a Point-of-Sale Invoice is created, click on the F9: Payment icon to process the payment received. F9 The Payments screen will display the Invoice amount, e.g in the Cash field. 2. Count the cash that the customer hands to you. 3. Enter the amount received in the Cash field. TurboCASH will display the amount of change, which you need to hand to the customer (if the amount received is more than the Point-of- Sale Invoice amount). For example, the POS Invoice amount is , and the customer handed to you, the Change will automatically be displayed as TurboCASH 5 Point-of-Sales

35 Point-of-Sale Processing 4. In the Comments section, of the Cash payment screen, enter any serial numbers, remarks or comments, if necessary. The comments will be printed on the POS Invoices, Delivery notes or any other Document layout file. These comments can also be searched in the Search (Investigator) (Action ribbon). 5. If you need to hand change to the customer, an information message, e.g Change will be displayed. If the cash drawer is not open, click on the ^P: Process icon and select the Open drawer option. 6. Click on the OK button to open the cash drawer to hand any change to the customer. 7. Click on the Next button to print the Point-of-Sale Invoice, and hand it to the customer. Credit Card Payments Received Once the customer has brought his / her items to the Point-of-Sale terminal, and the transactions are entered (stock items and quantities selected and / or scanned with a barcode scanner), you need to process the payment received from the customer. Before the payment is processed, the cashier or salesperson should check that the credit card is valid (e.g. date of expiry is not in the past), before accepting the credit card as payment. To process Credit card payments: 1. Once a Point-of-Sale Invoice is created, click on the F9: Payment icon to process the payment received. F9 The Payments screen will display the amount in the Cash field. 2. In the Comments section of the Cash screen, enter any serial numbers, remarks or TurboCASH 5 Point-of-Sale - 35

36 POS Payments Received comments, if necessary. The comments will be printed on the POS Invoices, Delivery notes or any other Document layout file. These comments can also be searched in the Search (Investigator) (Action ribbon). 3. If the customer hands the credit card to you, check that the credit card is valid (e.g. date of expiry is not in the past). 4. Enter a zero in the Cash amount and click in the Credit card field. The amount will automatically be updated in the Credit card field. 5. Enter the card number, card holder's name, card type and the expiry date of the card in the relevant fields. 6. Swipe the credit card (or charge card, debit card) through the card reader and wait for confirmation from the bank or financial institution. Once the bank or financial system has approved the transaction, the customer needs to sign the slips from the card machine. Check the signature and retain one copy, which needs to be placed in your cash drawer. If the cash drawer is not open, click on the ^P: Process icon and select the Open drawer option. 7. Click on the Next button to print the Point-of-Sale Invoice, and hand it to the customer. Cheque Payments Received Once the customer has brought his / her items to the Point-of-Sale terminal, and the transactions are entered (stock items and quantities selected and / or scanned with a barcode scanner), you need to process the payment received from the customer. Before the payment is processed, the cashier or salesperson should check that the cheque is valid (e.g. you may wish to obtain identification and may wish to validate the cheque on a verification system to confirm if the cheque account is valid and has sufficient funds available) before accepting the cheque as payment TurboCASH 5 Point-of-Sales

37 Point-of-Sale Processing To process Cheque payments: 1. Once a Point-of-Sale Invoice is created, click on the F9: Payment icon to process the payment received. F9 The Payments screen will display the amount in the Cash field. The Vouchers payment is discussed in Voucher Payments. 2. In the Comments section of the Cash screen, enter any serial numbers, remarks or comments, if necessary. The comments will be printed on the POS Invoices, Delivery notes or any other Document layout file. These comments can also be searched in the Search (Investigator) (Action ribbon). 3. When the customer hands the cheque to you, check that the cheque is valid (e.g. you may wish to obtain identification and may wish to validate the cheque on a verification system to confirm if the cheque account is valid and has sufficient funds available) before accepting the cheque. 4. Enter a zero in the Cash amount and click in the Cheque amount field. The amount will automatically be updated in the Cheque amount field. TurboCASH 5 Point-of-Sale - 37

38 POS Payments Received 5. Enter the bank account code and cheque number for the cheque. This information will assist you, if the cheque is returned as unpaid or being dishonored by the bank or financial institution. If the cash drawer is not open, click on the ^P:Process icon and select the Open drawer option. 6. Click on the Next button to print the Point-of-Sale Invoice, and hand it to the customer. Charge POS Invoice to Debtor account Once the customer has brought his / her items to the Point-of-Sale terminal, and the transactions are entered (stock items and quantities selected and / or scanned with a barcode scanner), you need to process the payment to charge the invoice amount to a debtors account, as requested. If the customer requests to charge the amount of the Point-of-Sale Invoice to their account, the cashier or salesperson should check that the debtor has sufficient credit facilities available before processing the payment TurboCASH 5 Point-of-Sales

39 Point-of-Sale Processing To process charge Point-of-Sale Invoices to Debtor accounts: 1. Once a Point-of-Sale Invoice is created, click on the F9:Payment icon to process the payment received. F9 2. If the customer is an approved debtor, you may charge the amount of the Point-of-Sale to their account. 3. In the Comments section of the Cash screen, enter any serial numbers, remarks or comments, if necessary. The comments will be printed on the POS Invoices, Delivery notes or any other Document layout file. These comments can also be searched in the Search (Investigator) (Action ribbon). 4. Enter a zero in the Cash amount and click in the Account field. The amount will automatically be updated in the Account field. 5. Click on the Charge to account field to select a Debtor account. The Select customer screen will be displayed. 6. Click on the Customer field to select the Debtor from the Debtors lookup. TurboCASH 5 Point-of-Sale - 39

40 POS Payments Received If the customer requests to charge the amount of the Point-of-Sale Invoice to their account, the cashier or salesperson should check that the debtor has sufficient credit facilities available before processing the payment. 7. The default delivery address (if entered on the Delivery address tab of the debtor (customer) account) will be displayed. Enter any messages or over-type the delivery address, if necessary. 8. Press the Esc key to close the Select customer screen. 9. Check that the name is correctly displayed on the Payments screen. 10. Click on the Next button to print the Point-of-Sale Invoice, and hand it to the customer. Voucher Payments Sometimes a business may issue vouchers, or promotional and discount vouchers, etc. may apply to certain products. When the customer or debtor pays, they may produce vouchers as payment or part of payment for a Point-of-Sale Invoice. In most cases, the voucher may be presented together with cash, a credit card, cheque or account. In this case you need to enter the amounts received by cash, credit card, cheque or to charge the invoice to a debtor account, and the amount or value of the voucher, if vouchers are presented. Sufficient control measures should be in place to check that the vouchers are valid and that the vouchers presented are taken out of circulation. These vouchers should balance when you cash up TurboCASH 5 Point-of-Sales

41 Point-of-Sale Processing To process vouchers payments: 1. Once a Point-of-Sale Invoice is created, click on the F9: Payment icon to process the payment received. F9 2. Process the payment received from the customer for his purchases. 3. When the customer hands the vouchers to you, check that the voucher is valid, before accepting the voucher. 4. Enter the amount of the Voucher in the Voucher field. 5. Enter the Voucher details, as necessary. If the cash drawer is not open, click on the ^P:Process icon and select the Open drawer option. 6. Click on the Next button to print the Point-of-Sale Invoice, and hand it to the customer. POS Lookup This lookup or search can only be launched from the Point-of-Sale invoice entry screen. Any selected stock item will be added or transferred into the transaction field of the Point-of-Sale invoice entry screen. The Lookup can be launched from the following places on the Point-of-Sale invoice entry screen: Click on the F3: Lookup icon F3 Alternatively, you may click on the Barcode field at the bottom left hand side of the Pointof-Sale invoice entry screen. TurboCASH 5 Point-of-Sale - 41

42 POS Lookup The Lookup screen is displayed: If the cursor is in the field of a transaction row or line, the Lookup screen for Stock items will be displayed. To select a code, you may enter or type any valid code, description or barcode to select the stock item, which you need to add to the POS Invoice. The screen will automatically be closed. To close or exit this screen manually, you may click on the Close button on the title bar or press the Esc key. The values and fields, are as follows: 1. Code - Code is the default option. You may select the Description, Barcode, Description and Extra description or Code, Description and Extra description option. This will allow you to enter any valid values for a stock item. If you click on the Search button, it will list only those stock items matching the value entered. 2. Operator - None is the default. You may select an operator (i.e. and / or). These operators will add another field where you may enter values to filter the stock items. If you click on the Search button, it will list only those stock items matching the values entered in the first search values field and / or the values entered in the second search values field. 3. Stock group 1 - You may select a stock group 1 (created / added in Groups - Stock group 1 (Setup ribbon) and linked to the stock item). This will only list those stock items linked to Stock group Stock group 2 - You may select a stock group 2 (created / added in Groups - Stock group 2 (Setup ribbon) and linked to the stock item). This will only list those stock items linked to Stock group TurboCASH 5 Point-of-Sales

43 Point-of-Sale Processing 5. Search by: Code, Description and Barcodes is the default options. If any of these are selected (ticked), it will change the sort sequence in which the stock items are listed. The Auto-select tick box will only be displayed when the (right-click) is selected (ticked). The Auto-select option allows you to enter any keys to filter by stock code, description, barcode, etc. 6. Statusbar - This bar is located right at the bottom of the Lookup screen. It will display the following details for the selected stock item: a) Cur: This displays the current actual quantities on hand for the selected stock item. This is the totals of the Quantity on hand field of the Values section on the Ledger tab of the Stock items (Action ribbon), (as updated by posted documents) PLUS any unposted purchase documents. b) Quote: This displays the quantities of any open / unconfirmed quotes which have not yet been converted to invoices. c) Order: This displays the quantities of any open / unconfirmed orders which have not yet been converted to purchase documents. d) Exp: This displays the expected quantities on hand for the selected stock item. This is the current quantities on hand for the selected stock item. This is the totals of the Quantity on hand field of the Values section on the Ledger tab of the Stock items (Action ribbon) LESS the quantities of any open / unconfirmed quotes which have not yet been converted to invoices PLUS the quantities of any open / unconfirmed orders which have not yet been converted to purchase documents. e) P1: This displays the Selling price 1 field of the Selling prices section on the Ledger tab of the Stock items (Action ribbon). The price is displayed as exclusive of tax (VAT/GST/Sales Tax) and the price is displayed as inclusive of tax (VAT/GST/Sales Tax) between brackets. f) P2: This displays the Selling price 2 field of the Selling prices section on the Ledger tab of the Stock items (Action ribbon). The price is displayed as exclusive of tax (VAT/GST/Sales Tax) and the price is displayed as inclusive of tax (VAT/GST/Sales Tax) between brackets. g) P3: This displays the Selling price 3 field of the Selling prices section on the Ledger tab of the Stock items (Action ribbon). The price is displayed as exclusive of tax (VAT/GST/Sales Tax) and the price is displayed as inclusive of tax (VAT/GST/Sales Tax) between brackets. h) LP: This displays the Latest cost (last cost price) field of the Values section on the Ledger tab of the Stock items (Action ribbon). The price is displayed as exclusive of tax (VAT/GST/Sales Tax) and the price is displayed as inclusive of tax (VAT/GST/Sales Tax) between brackets. TurboCASH 5 Point-of-Sale - 43

44 Select Customer Select Customer When you process Point-of-Sale Invoices, the default customer account should normally be a cash customer account, which is selected on Setup Point-of-Sale - (Settings tab) (Setup ribbon). You may need to enter a name and postal and / or delivery address for a specific customer, which should be displayed on the POS Invoice. You may also need to select any of your Debtors to charge an Invoice to the Debtor's account, when processing POS Invoices. To select a Debtor account other than the default Cash sales account: 1. Click on the F5: Customer icon to select a customer. F5 2. The Select customer screen will be displayed. Select the debtor account on the Debtors lookup. The details of the Debtor account is displayed: 3. Check that the details are correct or enter any other information (postal address or delivery address, etc.) on this screen, if necessary. 4. Press the Esc key to close or exit this screen. You may continue to process the invoice for the selected debtor account. You may need to access this screen when processing an invoice for a cash customer, and you need to enter a delivery address or wish to enter a postal address, which should be displayed on the specific invoice TurboCASH 5 Point-of-Sales

45 Point-of-Sale Processing Print/Re-Print POS Invoice The Point-of-Sale invoice will automatically be printed to the printers selected and set in the Setup Point-of-Sale (Printers tab) menu option, when the payment for each customer is processed. You may also reprint the last Point-of Sales Invoice from the Point-of-Sale invoice entry screen. To print/re-print the last POS Invoice from the Point-of-Sale invoice entry screen: 1. Click on the down arrow on the right-hand side of the ^P:Process icon. 2. Select the Reprint last invoice option. The last invoice is re-printed. An example of a Pointof-Sale Invoice is as follows: The invoice consists of the following sections: 1. Header section - This contains the information of the business (name, address, telephone, fax numbers Company abd Tax (VAT/GST/Sales tax) registration numbers) as entered in Company Info (Setup ribbon). It also displays the POS Tax Invoice, Pointof-Sale Invoice number, Date and Time - The Invoice number is automatically generated by TurboCASH and the start number is set in the Setup Pointof-Sale - (Settings tab) (Setup ribbon). The date is the system date, or the date which was selected, when the Point-of-Sale Invoicing session was accessed. The time of the system, when the Point-of-Sale Invoice was generated, is displayed. 2. Transaction section - The quantities and the description of the selected stock items and the amount (inclusive of Tax (VAT/GST/Sales tax) is displayed. The amount displayed is automatically calculated as the Quantity and the Selling price (Inclusive of VAT/GST/Sales Tax). TurboCASH 5 Point-of-Sale - 45

46 Print/Re-Print POS Invoice Each selected stock item in the Point-of-Sale invoice entry screen is displayed in one line or row. Comments as entered in the Cash payment type as well as the details of Credit card, Cheque and Voucher payment types are also listed. Subtotal: displays the total amount (exclusive of Tax (VAT/GST/Sales tax) and the Tax (VAT/GST/Sales tax) total is displayed separately. Total VAT included: - The total of the POS Invoice (inclusive of Tax (VAT/GST/Sales tax) is displayed as the due amount. Cash - This will reflect Cheque, Credit Card or Voucher, if any other Payment has been processed. The amount is the amount tendered or accepted by the cashier or salesperson. Change - If the amount tendered or received by the cashier, or salesperson, is the same as the invoice amount, a nil amount (0.00) will be displayed. Should you need to re-print any POS Invoice, the invoices may be re-printed using the Print button on Documents Invoices (Action ribbon). If POS Invoices are printed, using the Print button on Documents Invoices (Action ribbon), the invoice will be printed to the default paper selected for other documents, unless you select the Till slip paper type for the Point-of-Sale Invoice. If Till slip paper type is selected, the Point-of-Sale Invoice, cannot be printed to the screen, but will be printed to the selected printer as configured on Setup Point-of-Sale - (Printer tab) (Setup ribbon. Should you need to deliver the goods to the customers, at a later stage, you should enter the delivery address in the Select customer field, before the payment for the POS Invoice is processed. You may then also print delivery notes using the Print button on Documents Invoices (Action ribbon) selecting a Delivery notes layout file. POS Process Options The Point-of-Sale Process option lists the processing options to cash up, re-print the last invoice, close a shift, reports and to open a drawer. To access the process options for the Point-of-Sale invoice entry screen: 1. Click on the down arrow on the right-hand side of the ^P: Process icon. The Process menu will display a list of seven (7) processing options: 46 - TurboCASH 5 Point-of-Sales

47 Point-of-Sale Processing 2. Select one of the following processing options: a) Cash up - This option allows you to enter the amounts of the float and the payments received from customers and the number of slips, cheques, vouchers, etc. b) Reprint last invoice - This option allows you to re-print the last invoice. c) Close shift - This option will Close the POS shift and update (post) the POS Invoices to the ledger. The shortcut keys Ctrl+Q is not implemented. d) Report - Allows you to print a Cash up report and a Sales report. The Cash up and Sales reports will only print if a Point-of sale invoices is processed and the shift is open. If all the point-of-sales shifts are closed, no data will be displayed. The Cash up and Sales reports for unposted point-of sales invoices may be printed from the Reports Point-of-Sales menu on the Reports ribbon). The Cash up and Sales reports options will automatically be displayed when e) Open drawer - This option allows you to open a cash drawer, if the cash drawer is attached and configured to your system. f) Cash transaction - Allows you to process a cash payment received from a customer. g) Use weight dish - This option allows you to use the weight dish, if configured and set up on your system in the Setup Point-of-Sale - (Peripherals tab) (Setup ribbon). TurboCASH 5 Point-of-Sale - 47

48 POS Process Options Open Cash Drawer (POS) To open the cash drawer, the cash drawer must be connected and set up on your system and in the POS setup (Peripherals Drawer tab) (Setup ribbon). Should the cash drawer be connected to a serial port, you may need to set the serial port settings and test the drawer. This option allows you to open the Cash drawer, if the Cash drawer is not automatically opened. You may set the drawer not to open, when credit cards, cheques or vouchers are received for payment. You may need to open the cash drawer in the following cases: 1. Place an amount into the drawer (Float - Into the Cash Drawer) 2. To process Float movements - take an amount out of the drawer (Float - out of the Drawer), e.g. payments and change to hand to customers, if the drawer is not automatically opened. 3. To Cash up at the end of the shift. To Open the Cash Drawer: 1. Click on the down arrow on the right-hand side of the ^P: Process icon. 2. Select the Open drawer option. The Cash drawer should open. 3. Place the amount into the cash drawer, or take the amount paid out, or change out of the cash drawer, and close the cash drawer. Do not leave the cash drawer open and implement sufficient controls to safeguard any cash or other payments received. The cashier should also lock the cash drawer and see to it that no unauthorised persons have access to the cash drawer. Point-of-Sale Reports Open Shifts / Sessions The POS Cashup and Sales reports may be printed if POS shifts are open. When a POS shift (session) is closed, the options to print these reports will automatically be launched. This report may be printed at any time during a Point-of-Sale shift, or at the end of the shift. The Cash up and Sales reports will only print if a Point-of sale invoices is processed and the shift is open. If all the point-of-sales shifts are closed, no data will be displayed. The Cash up and Sales reports for unposted point-of sales invoices may be printed from the Reports Pointof-Sales menu on the Reports ribbon) TurboCASH 5 Point-of-Sales

49 Point-of-Sale Reports Open Shifts / Sessions While processing point-of-sale invoices, the following reposts may be printed: 1. Cashup report This report will list the number of transactions and the amount for each payment method, i.e. cash, credit cards, cheques and vouchers (excluding the payment charged to a debtor account). It will also list the number of transactions and net amount in the float (float in float out). 2. Sales report A list of the invoices for the cashier (salesperson) processed during the POS Invoicing shift (session). TurboCASH 5 Point-of-Sale - 49

50 Point-of-Sale Cash up and Close Shifts Point-of-Sale Cash up and Close Shifts POS Cash up At the end of the Point-of-Sale shift, you need to Cash up. To Cash up, you need to count the physical amounts in the cash drawer and enter the amounts of the cash, the number and amounts for payments received by credit cards, cheques, and vouchers. The system will match these amounts and totals with system totals generated during the Point-of- Sale shift. At the end of the day you need to print a Point-of-Sale Cash up report. This Cash up report will display all the system totals of the float (paid in and paid outs), as well as any payments received from customers, when the payments of the individual invoices are processed. Any variances or differences between the system totals and the amounts cashed up in the drawer could indicate a possible shortage or a surplus. These variances or differences should be followed up immediately, and corrective steps should be taken or implemented. To Cash up a Point-of-Sale shift: 1. Click on the down arrow on the right-hand side of the ^P:Process icon and select the Cash up option. F12 2. Count and enter the Cash, number of Credit Card slips and amounts, number of cheques and amounts as well as the number of vouchers and amounts. 3. Click on the OK button to save your changes and to exit this screen TurboCASH 5 Point-of-Sales

51 Point-of-Sale Cash up and Close Shifts POS Close shift At the end of the Point-of-Sale shift, or when a cashier is relieved from his duties during a shift, you need to close the shift. When you close the Point-of Sale shift, the following processes will be performed: Reports The POS report options screen You first need to cash up and print the Cash up report and Sales report, before closing the shift.the TurboCASH Update ledger The Point-of-Sale Invoices will automatically be updated (posted) to the ledger. To close a POS shift (session): 1. Click on the down arrow on the right-hand side of the ^P:Process icon, and select the Close shift option. The shortcut keys Ctrl+Q not implemented. 2. The POS report options will automatically be launched. It is important to print and keep these reports, as the Cash up and Sales reports for the shift cannot be reprinted when the POS shift (session) is closed. 3. Once the Cash up report and the Sales report are printed, click on the Continue button. An Information message Are you sure you want to continue to close the POS? will be displayed. 4. Click on the OK button, or press the Enter key to close the shift and update (post) the POS Invoices for the cashier or salesperson. The following progress indicator will display the closing and updating (posting) process: TurboCASH 5 Point-of-Sale - 51

52 POS Close shift Wait until the process is finished, and the Point-of-Sale invoice entry screen is displayed. 5. Press the Esc key to exit or close the Point-of-Sale invoice entry screen. As soon as the Shift is closed, TurboCASH will post the POS Invoices to the ledger. View Posted Transactions All processed (posted) transactions will be accumulated in the T-Ledger analyser. There are various ways in which the transactions may be viewed, printed, exported and analysed. To access the T-Account view of the transactions: 1. On the Reports ribbon, select T-Ledger analyser 1 or Select an account (e.g. Debtor account Mr. Mike Davies). Double-click on the selected account; or right-click and select Show details on the context menu. 3. Click on the following to get specific views of transactions: Batch number (e.g. 55, 57, 59 or 61 for Sales transactions automatically generated). This will list only the transactions for a specific batch (journal). If the Cost of sales is activated, TurboCASH will generate the following 2 batches for each Invoice: 1. Sales batch This is the journal (batch type) linked to the Invoices in Documents setup (Setup ribbon) (e.g. Batch number 55, 57, 59 and 61). 2. Cost of sales batch This journal (batch type) selected on Stock information (Setup ribbon). The Cost of sales account is selected on the Ledger tab of Stock items (e.g. Batch number 56, 58, 60 and 62). Account code (e.g. G Cost of sales account, G Stock control, T Output Tax account, D1MD-AVI Mr. Mike Davies). This will list the transactions for a specific account. Date This will list the transactions for a specific date. If you double-click on a date, the From date and To date will be changed to the selected date TurboCASH 5 Point-of-Sales

53 View Posted Transactions Batch view Sales (Selling prices) Cost of sales (Cost prices) If the Cost of sales is activated, TurboCASH will generate the following 2 batches for each Invoice: Sales batch This is the journal (batch type) linked to the Invoices in Documents setup (Setup ribbon). Cost of sales batch This journal (batch type) selected on Stock information (Setup ribbon). TurboCASH calculates Cost of sales according to either Average cost or Latest cost, depending on your selection on Stock information. (Setup ribbon). Cost prices and Quantities are determined by the following: Opening stock balances entered. Purchase documents posted (updated). TurboCASH 5 Point-of-Sale - 53

54 Selling price for the items sold Selling price for the items sold Account view (Selling prices) Accounts in the Debtor s ledger: Cash Sales The Cash sales account is a register of all Point-of-Sale invoices (excluding the Point of-sale invoices charged to a Debtor account). Point-of-Sales invoices are debited to the Cash sales account and credit transactions for the payments is debited to the following accounts: Cash POS-Till account Credit card POS-Till account Cheque POS-Cheque account Voucher POS-Till account Mr. Mike Davies Accounts in the General ledger: Sales Delivery Charges charged to Debtor - Mr. Mike Davies 54 - TurboCASH 5 Point-of-Sales

55 View Posted Transactions Output Tax - 14% Debits = Credits Debit transactions in the Debtor s ledger (i.e. individual = Debtor accounts). Credit transactions in the General ledger (i.e. Sales, Delivery Charges charged to Debtor, and Output Tax (VAT/GST/Sales Tax) Accounts). The Cash Sales account will be debited (unless a Debtor account was selected when the Invoice payment was charged to account) and the Sales and Output VAT/GST/Sales Tax account is credited. Cost price for the items sold Accounts in the General ledger: Cost of sales Stock control TurboCASH 5 Point-of-Sale - 55

56 Cost price for the items sold Debits = Credits Debit transactions in the = Cost of sales account Credit transactions in the Stock control account (i.e. Stock ledger). The Average or Latest Cost price (if Cost of Sales was set up in the Setup Stock information menu on Setup ribbon) is debited to the Cost of Sales account, and the Stock Control account is credited with the cost price. The quantities and the cost prices will be reduced with the items sold in the Stock item records. POS Accounts Accounts in the General ledger: POS CASH TRANSFER account The POS-Transfer account is the contra account for the POS-Till account for transactions processed in Float movements (F8:Float) - (Transactions entered into the drawer and out of the drawer). If an account is selected on the Float movements screen, the transaction will be posted directly to the selected account and will not record in the POS-Cash transfer account. POS CHEQUE account The POS Cheque account records only the transactions Cheque payment type received (F9:Payment). Once the payment is processed, and the POS shift is closed, the debit transaction is recorded in the Cash sales account. A transaction is automatically generated to credit the Cash sales account and debit the POS-Cheque account. POS TILL account 56 - TurboCASH 5 Point-of-Sales

57 View Posted Transactions The POS Till account records the following transactions: F8:Float Transactions entered into the drawer and out of the drawer. F9:Payment Cash, Credit Card and Voucher payments received. Expense accounts Float movements (Out of drawer) If an account is selected on the Float movements screen, the transaction will be posted directly to the selected account and will not record in the POS-Cash transfer account. The customer's payment at the sale (e.g. cash) is debited to the POS-Till account and credited to the POS Cash Sales (Cash customer) account. The POS-Cash transfer account should have a debit balance. When you decide on the amount to keep as a float (or increase the amount of the float) for change, etc. you would normally cash a cheque or withdraw cash for the float amount (or increase) from your bank account. This debit transaction will be recorded when the Payments journal is posted (updated) to this account in the ledger. When you hand the float to a cashier (salesperson), the cashier needs to verify the amount of the float received, and record the float into the drawer. This will create the credit transaction. At the end of the shift, you analyse the cash up report to check the cash in the drawer, as well as payments received by credit card, cheque, vouchers, etc. and that there are no shortages or surpluses. Once this is done, you need to do the following: 1. Set the float aside for the next POS shift and process a Journal (preferably a POS Journal or batch) to debit the POS-Cash transfer amount for the float amount and credit the POS-Till account 2. Prepare a bank deposit slip for the amount of cash, cheques, etc. you need to bank. This amount should be the balance of the POS-Till account (Sales for the day or shifts). 3. When the deposit slip is presented to the bank and it is stamped, it needs to be entered in the Receipts Journal for the bank account in which the monies were deposited. When this deposit slip is entered in the Receipts journal, it should be allocated to the POS-Till account. 4. Once the POS Journal and the Receipts journal is posted to the ledger, the Cash sales (Cash customer), POS-CASH transfer and the POS-Till account should not reflect any balances. TurboCASH 5 Point-of-Sale - 57

58 Processing Documents from Point-of-Sale invoice entry Processing Documents from Point-of-Sale invoice entry Processing documents options during a Point-of-Sale invoice shift While processing POS Invoices, a cashier may need to process other Invoices, Credit notes, etc. The following options are available to process Documents from the Point-of-Sale invoice entry screen: 1. Invoicing icon - This will launch the Document entry Invoice document type list screen. 2. Float movements F8:Float Documents button: Into the drawer This will launch the Document entry Invoice document type list screen. Out of the drawer - This will launch the Document entry Purchase document type list screen. All POS Invoices processed during the POS shift, will be listed as Unposted in the Document entry screen. All POS Invoices processed in previous closed shifts, will be listed as Posted in the Document entry screen TurboCASH 5 Point-of-Sales

59 Processing Documents from Point-of-Sale invoice entry Processing a credit note during a Point-of-Sale invoice shift 1. Click on the Invoicing button on the Point-of-Sale invoice entry screen: 2. Select the POS Invoice on the Document entry Invoice screen. 3. Right click on the selected POS Invoice and select the Convert to credit note / supplier return option. 4. A confirmation message Do you wish to continue? will be displayed. Click on the OK button. 5. Select the Credit note document type. 6. Select the Credit note and click on the Edit button (or double-click). TurboCASH 5 Point-of-Sale - 59

60 Processing a credit note during a Point-of-Sale invoice shift Check in the third line of the Message field that the correct POS Invoice number is selected. 7. All the items (and comments) as per original POS invoice is listed. 8. Edit the items in the credit note. All items returned Leave the Credit note as is. A specific item(s) returned Delete the item. If some items are returned (for example, if the quantity is 2, change the quantity to 1. Delete or edit the comments. 9. Click on the OK button and print the credit note. Hand the printed credit note to the customer TurboCASH 5 Point-of-Sales

61 Search Investigator Search Investigator The Investigator allows you to search for data in an open Set of Books. To search or locate data, you may enter a valid word or phrase to search for an item. This feature also allows you to define, or refine, or filter the search criteria, and select to view the details for a selected search result. SERIAL TRACKING - If you have entered a serial number of a product (stock item) as a comment on your sales documents (Invoices, Credit notes and / or Quotes) and / or on Purchase documents (Purchases and Supplier returns and / or Orders), you may enter the serial number in the Search for: field. If you click on the Search now button, the Documents will be listed. You may then double-click on the selected document to preview the document. Comments entered in document lines are searchable. Remarks implemented in TurboCASH5 (Build 969) is not searchable. To search for data using the Investigator: 1. On the Action ribbon, select Search. The Investigator screen is displayed: 2. Enter a word or phrase to search for specific data. To filter the data, you may also select to include everything or documents, batches, stock information, account names and / or account information. 3. Click on the Search now button or on the F3:Search icon. The number of items found (which matches the search criteria) will be displayed, and each of the items found will be listed. TurboCASH 5 Point-of-Sale - 61