Point of Sale Tutorial

This tutorial will allow you to Add and Edit POS transactions. Make sure you have completed all the prior setup topics. This tutorial starts where the "POS Installation" ends. The user needs to be logged in before starting. This tutorial also covers a administration tasks like data synchronization and End of Day Report.

New Sale

1. Click the "New" button.

2. The form is activated and the Default Customer ("Cash01") is selected

3. Change the Customer by Clicking in the yellow folder to the right of the Customer Id

4. Search for the Right Customer and Click Select once you have found it.

5. Enter the Item Id, UPC or Vendor Code (SKU) and enter the Quantity to use the item fast entry option of the application

6. Once the Item has been added to the form the only Option is to edit its qty and/or price

7. Click the Button inside the "Modify" column to use a Touch-Screen Ready window to modify the Price and Quantity of the selected Item. Click the Close button once you are done editing the selected item

8-Click the "Add Items" button to get the Item Search form

9-Use the Item Category Dropdown or the Quick Search Categories to the left to filter the items by category

10- Use the Up/Down buttons to scroll through the Item List

11- Click on the Button inside the Qty Column to Edit the Qty and Price for the Item you want to add to the transaction. If you don't edit the price information the system will use the price according to the customer selected

12. Hit the Select button once you are done entering the items to go back to the initial form. All the Items are added to the grid below and the totals are updated.

13. Select the Payment Method from the LIst

14. Enter the Tendered amount. The system will calculate the change for the customer. If the customer is paying less than the amount due, the difference will go into his account if the payment terms allow for that.

15. Select if the Invoice is going to be posted Online or Offline

16. Click "Save" to save your changes or Post to finalize this transaction and print a receipt

17. After you have Posted the transaction, the receipt will print and if it was posted offline you will see a reminder in the top of the form

18. Hit the Transmit Button once your connection has been reestablished and you will be able to see all Saved/Posted transactions that have not been sent to the server yet.

19. You can click on the "Posted Locally" or "Saved Locally" option buttons to filter the locally saved transactions

20. Click in the "+" Sign in the first column to see the details of the items in that invoice

21. Hit the transmit button to send the invoices to the main database. You will get a confirmation at the end that all invoices were synchronized. If you had problems with the  transmission you will receive a message with the Invoice Number of the un-transmitted transaction and a description of the problem.

Edit an Existing Invoice

1. To edit an existing invoices you have to make sure you search for it locally or in the main server. If you know the transaction number, just enter it in the "Invoice Number" textbox and hit enter. Make sure the Search Invoice Button is red for searching locally or Yellow if searching in the main database. If the transaction is found all the data will be displayed in the form. If the invoice number is not found, the system will prompt you to create a new one.

2. Click on the Button to the right of the  "Invoice Number" Textbox to open the POS Transactions Search Form.

3. Make sure you click on the Search Online/Offline button and the right selection is made in the "Saved/Posted" options. This will allow you to filter your records . In addition to that the current Location comes by default but the user can search for transactions of other locations by selecting them in the dropdown box. Furthermore, Invoices can be filtered by a date range and several search options inside the "Search By:" Dropdown list.

4. Once you see the transaction you would like to edit in the grid: Select that line and hit the "Select" button. All the data will be displayed in the form. If the invoice is posted no changes could be be made to it. However, the user has the option of Voiding the Invoice and/or reprinting the Receipt or a copy of the regular Invoice.

5. Whenever the uses needs to close the cash register, the End of Day Report (E.O.D.) will provide a way of showing the sales of an specific Salesperson, Station in a a selected date range

Administration Functions

1. The Main Menu of the Point of Sale module includes 4 Main choices.

2- The "POS Administration" function is used to Create a new database and/or Load the data the system needs to function (Customer, Items and Price Lists). The user has the ability of selecting what data is going to update in the database. This makes the process faster if the company handles a high number of Items and customers. This function is password protected to some users without the necessary rights

3. The Data Load function is more automatic and it basically does the same as the "Load Data" function of the "Data Administration" form having all Items Checked.

4. The "POS" button will open the same POS form that we covered before

5. Finally, the "Data Transmit" button will open the same Transmit function we covered before. This option is also protected to some users without the necessary rights.

6. Hit the "Close" Button to close the POS module, make sure you close the login form that will appear to return to windows and regain the prior screen resolution.