Offline Billing in RPOS7

Offline Billing in RPOS7

Table of Contents Introduction... 3 Offline Billing Overview... 3 Benefits of Offline Billing... 5 Configuration Settings for Offline Billing... 5 Limitations... 6 Product type limitation in offline billing... 6 Tender type limitations in offline billing... 6 Function key limitations in offline billing... 6 Configuration limitations in offline billing... 6 Risks involved in Offline Billing... 7 List of verticals not supported by Offline Billing... 8 Abbreviations... 8 2

Introduction Offline billing is utilized when the server is down due to hardware issues or a network failure, and the clients continue to bill. Each time the client starts up; it downloads the necessary information from the server and it is used for offline billing. When the server is up again, the billed information is uploaded to the server and the normal operations are restored. Offline billing is faster when compared to online billing. The network connection is not required for offline billing. The users can continue with the sales billing even when the RPOS7 system is disconnected from the server. The RPOS7 terminal could be disconnected from the server due to reasons such as: Server is down due to hardware / software issues. Network issues. Server is under maintenance update. Due to peak business hours online billing becomes slow, so users switch to offline billing mode. Offline Billing Overview In the offline billing mode, the user can access sales bills, re-print sales bills, day-end business i.e. the complete day-end business inclusive of both online and offline billing and some sales reports. Offline billing enables negative stock mode and it will work like it allows negative stock mode. The real stock detection and account entries happen only after the offline bills are synced with the server. 3

The offline bills are synced with the server, when the server is online and the user logs on to the system. There are three types of cases in which the offline bills are synced with the server as mentioned below: When logged on to the client, if there are no data sync processes in server and then data sync automatically happens. If data sync is already in progress in the server and the logged in client uploads the data to the server, the sync will start based on the time interval in the tools configuration. When logged in to the application in server, if there is any pending data for sync then the sync will start automatically. Offline billing is segregated into two modes: The offline billing is segregated in two modes: Accurate and Inaccurate. 1. Accurate The sales bills are made in the offline billing mode and are later uploaded through sync to the server and if sufficient stock/selling rate and master reference (e.g. Item code) is available then those sales bills are synced with the server without any manual intervention. 4

2. Inaccurate The sales bills are made in the offline billing mode and are later uploaded through sync to the server, and in the server the stock/selling rate is not available or master reference is missing. In this case, the user can verify the inaccurate reason in the report Pending Offline Sales Bill (Report ID: 3262) and correct it via billing screen by using the function key Offline Edit or the user can do an inward entry based on the inaccurate report and can correct it through the manual sync. Reasons for inaccurate bills are mentioned below: Batch rate/sufficient stock are not available. Note: Not applicable if Allow Negative business configuration is enabled. Mandatory item batch/sufficient stock are not available for that batch. Note: Not applicable if Allow Negative business configuration is enabled. Serial No. for the serialized item is invalid as it is already sold. Barcode for unique barcode item is invalid as it is already sold. Item/Customer Code not found due to merged/deleted/restored old data. If credit limit is enabled in Customer Master at the same duration, when the data sync happens and the credit limit at server is exceeded. Note: Client will not switch to online mode, if any bills are pending for upload or are pending for sync. Benefits of Offline Billing 1. Billing never stops. 2. Customers who maintain 100% inventory can also make use of this feature. 3. If sales bill didn t sync with the server, the user can easily know the reason and can correct that data from the inaccurate report. 4. Sales at business are not affected due to IT infrastructure issues. Configuration Settings for Offline Billing 1. Click Tools > Configuration > Configuration. A Business Configuration screen is displayed. Click Sales > Billing. Select Allow offline billing checkbox. Note: Users can't enable this option if any of the unsupported configurations are already enabled. 2. Click Tools > Configuration > Configuration. A Business Configuration screen is displayed. Click Sales > Billing. Select the drop-down for Offline sales data sync interval and select the value/time for offline sales data sync interval. 3. Click Save. 4. Click Exit. Note: After the offline billing configuration system is enabled. A message is displayed to configure counter wise bill series. If the user selects Yes then the offline configuration is enabled and pop-up for business risk and limitations is displayed. If the user selects No then the offline configuration is disabled. 5

Limitations There are certain limitations to the offline billing feature in RPOS7 as mentioned below. Product type limitation in offline billing Customer loyalty card is not supported so as to avoid the same card number being issued at multiple counters. Tender type limitations in offline billing Loyalty redemption is not supported so as to avoid redeeming the loyalty points at multiple counters. Gift voucher redemption is not supported so as to avoid the same gift voucher being redeemed at multiple counters. Function key limitations in offline billing The below mentioned function keys are not supported in offline billing mode and are also disabled in the billing screen. 1. From NT-SO 2. NT - SOA 3. Load MR/TI 4. DN Scan 5. Job card 6. Save_CustItem 7. Manual reorder 8. Quick add item 9. Expired order 10. Pro receipt payment entry 11. Temp stock 12. From web order 13. From SOT 14. Due-Noprint 15. Overdue Bill 16. Due Enquiry 17. Due-Print 18. Home_DUE 19. Converting from sales order 20. Converting from delivery note 21. Converting from quotation 22. Converting from proforma Configuration limitations in offline billing The RPOS7 system doesn t allow to enable the offline billing configurations if the below mentioned configurations are enabled. 6

1. Take server system date as billing date 2. Prompt for advance adjustment 3. Enable multicurrency in sales 4. Enable login sessions 5. Credit limit calculation based on last N days 6. Don t allow sale if customer is having overdue 7. Send HQ message while saving sales invoice 8. Sales transaction selection required 9. Allow to edit bill number 10. Enable HQ gift voucher process 11. Allow Multi Company Billing 12. Allow gift voucher partial redemption 13. Allow credit note for return redemption note 14. Allow multi billing 15. Enable HQ Loyalty card Process 16. Enable cash and shift management 17. Consider customer credit limit based on security 18. Do not allow to modify master record from quick add customer 19. Allow manual bill number 20. In tender master allow account ledger selection option [Master setting] Risks involved in Offline Billing The business risks involved in offline billing are as mentioned below: Old database is restored in server system, when the client is in offline mode. In this case, you may come across more inaccurate records. Restoring old client pending upload back up, but if the data is already uploaded to the server then the same bill number is duplicated twice and stock also collapses. Bill print out outstanding value may not be accurate in certain cases. While printing sales bill, the loyalty points may not be accurate in certain cases. In the offline counter cash handover the canceled/edited/returned may not reflect if you have done it other than billed counter as the counter summary data may not tally with the server system. In offline billing mode, in the sales billing screen - the LOV doesn't show the correct stock. Modified VAT% is may not affect in offline client until latest download happens from the server. In the Item Master category, mapping is modified for a matrix item when the client is in offline mode. Deletion of master record in any of the server accessible system, if that record is already transacted in offline mode. System allows selecting only the saved tender type while saving inaccurate bills but the user can alter tender type. Suppose that saved tender type [split bill] involves more than one tender [e.g. the saved tender type is CA then system allows to save only CA tender type. Suppose saved tender type is CA & CR then saved tender details are loaded by default but the user can save either CASH & CREDIT or CASH alone]. 7

In offline billing mode, the bank details will not be displayed that are already saved in the online mode while saving inaccurate bills against credit card tender type. Cash handover total VAT amount may not tally, while comparing server and the client. When the user saved a rate other than the selling rate while saving inaccurate bills manually. List of verticals not supported by Offline Billing 1. Paints 2. Pharmacy 3. Beauty Parlor/Hair Saloon 4. VPN store servers for all verticals not supported. Abbreviations RPOS - Retail Point of Sale VAT Value Added Tax VPN Virtual Private Network CR Credit CA Cash LOV List of Values 8