February 2010 Version 6.1

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1 HansaWorld University Point Of Sales (POS) Training Material HansaWorld Ltd. February 2010 Version 6.1

2 Table Of Contents INTRODUCTION...5 What is Point Of Sales?...5 THE 4 DIFFERENT WAYS OF USING POS POS Online POS Offline with synchronization to POS Invoices register POS Offline with synchronization to Sales Ledger Invoices register Touch screen invoices in Sales Ledger...7 IMPORTANT SETTINGS...10 Settings in the Point of Sales module...10 Point Of Sales >> Account ID and Merchant ID...10 Point Of Sales >> Cash Printer Texts...10 Point Of Sales >> Fiscal Printer Texts per Machine...10 Point Of Sales >> Default payment modes...10 Point Of Sales >> Drawers...10 Point Of Sales >> Local Machines...10 Point Of Sales >> Number Series POS Invoices...10 Point of Sales >> POS Balances...11 Point of Sales >> POS Commands...11 Point of Sales >> POS Settings...11 User Settings module...12 User settings>>settings>>login Options...12 User settings>>register>>tab Item Groups...12 Settings in Technics module...12 Technics>>Local Settings...12 User Settings>>Local Machine...12 User settings>>register>>item Buttons...14 User settings>>register>>item Tile Labels...14 User settings>>settings>>login Options...14 Settings in Sales Ledger module...15 Sales Ledger>>Settings>>Account Usage S/L...15 USING POS ON LINE...16 STARTING THE DAY...16 Cashier Counts...16 Open a Session...17 Cash Events...17 DURING THE DAY...18 POS Invoices register...18 Entering a POS Invoice...18 Inspecting and approving invoices...19 POS Invoice Touch Screen register...19 Supermarket Invoices register...20 Entering a Supermarket Invoice (Barcode reader and programmable keyboard)...21 Credit Notes...22 Printing out the POS receipt HansaWorld Enterprise Point of Sales (POS)

3 END OF THE DAY...24 Cashier Counts...24 Cash Up Report...24 POS Balance creating Nominal Ledger transactions...25 Maintenance update stock...26 Documents -> Cash events...27 Documents -> POS Invoices...27 REPORTS...28 Daily Balance...28 GP, POS Invoices...28 POS Invoice Journal...28 N/L Transfer, Cash Invoices...28 Cash Up...28 POS OFFLINE...29 Settings in the server...29 Settings in the HansaWorld client on the local computer...30 System>>Company register...30 User Settings>>Settings>>Local Machine...30 Synchronise settings and base registers option Synchronise settings and base registers option Number Series POS invoices per machine...31 The workflow...31 During the day...31 End of the day...31 POINT OF SALES IN SALES LEDGER...33 Background...33 Settings...33 System>>Settings>>Optional Features>>Unsupported...33 User Settings>>Local Machine...33 User Settings>>Login shortcuts...34 Point of Sales>>Settings>>Local Machine Payment Modes...34 STARTING THE DAY...35 Cashier Counts...35 Open Session...35 Cash Events...35 DURING THE DAY...36 Sales Invoice with touch screen interface...36 Entering Items...36 Entering Payments...37 Finish...38 Returns...38 Other buttons...39 Sales Ledger -> Settings -> Gift Vouchers...39 Documents...40 Usage...40 Issuing a voucher...40 Selling a voucher...40 Receiving a voucher...40 END OF THE DAY HansaWorld Enterprise Point of Sales (POS)

4 Cashier Counts...41 Cash Up Report...41 POS Balance Creating Nominal Ledger Transactions...41 HARDWARE...42 Printers...42 USB printer>>printing using documents option...42 Drawer >> Open drawer when printing...42 Cash Display...42 EXERCISES HansaWorld Enterprise Point of Sales (POS)

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

6 THE 4 DIFFERENT WAYS OF USING POS 1. POS Online 1. POS Online (Point of Sales module) 2. POS Offline with synchronization to POS invoices register (POS Offline and Point of Sales modules) 3. POS Offline with synchronization to Sales Ledger (POS Offline and Sales Ledger modules) 4. Sales Ledger touch screen invoices (Sales Ledger module) This configuration is suitable for companies that need fast data entry of items, or handling large quantities of POS sales in a limited period of time. The stock will be updated later, allowing the customer to sell the product, no matter if it is in stock or not. POS clients need to be connected to the server to enter invoices. Individual invoices do not update stock, the POS module maintenance routine Update stock needs to be used for that (batch stock update). This process can be automated (See POS system>>pos settings). Also, Individual invoices do not create Nominal Ledger transaction, the POS module maintenance Cash Up needs to be used for that. This is done automatically when OKing POS balance in POS Settings. It is not possible to use all HansaWorld's standard sales statistics reports, because some sales statistics reports in the Sales Ledger do not include the POS invoices register. Statistics reports available for this method are: Customer/Item Statistics, Item Sales Statistics and Item Statistics. 2. POS Offline with synchronization to POS Invoices register This configuration is suitable for companies with similar needs as the previous ones, but also for those that need to work off line. This can be used temporarily, for example, when they need to do any kind of maintenance on the server but can t stop the shops from working. This functionality can also be used when there are shops in different locations with limited connectivity. It is possible to enter invoices offline (without being connected to the server) and synchronize the data later on. Base Registers and Settings are synchronized from Online to Offline (data is sent from the server to client) and Invoices are synchronized from Offline to Online (data is sent from the client to server). Other functionality (stock update, NL transactions, reporting) works the same way as in POS Online, since the same POS invoices register is used. HansaWorld Enterprise Point of Sales (POS) 6

7 3. POS Offline with synchronization to Sales Ledger Invoices register This configuration is suitable for the same type of companies as listed in the previous point. The main difference is the type of synchronization (Sales invoices in this case, instead of POS invoices). It is possible to enter invoices offline (without being connected to the server) and synchronize the data. POS Invoices entered to POS Offline module will be summarized and synchronized to the Sales Ledger Invoices register. With this option stock and N/L update will be done through the sales ledger invoice. 4. Touch screen invoices in Sales Ledger This configuration is suitable for companies that want to have real time stock valuation and accurate stock control at any time, as well as up to date customer account balances. All transactions are created when OKing the sales invoices (nominal ledger transaction, stocks, statistics etc). The POS clients need to be connected to the server to enter invoices (work online). Invoices update stock automatically (update stock checkbox needs to be checked on the invoice). Invoices create Nominal Ledger transactions. There are wider reporting possibilities than in POS module, as all Sales Ledger reports can be used. Here is an overview for the several routines for each of the the four different methods listed above. 1. POS online POS Balance setting Nominal Ledger transaction Invoices in POS module Manual maintenance Stock depreciation HansaWorld Enterprise Point of Sales (POS) 7

8 2. POS Offline with synchronization to POS Invoices register POS balance setting synchronization Nominal Ledger transaction Invoices in POS Offline module Invoices in POS module Manual maintenance Stock depreciation 3. POS Offline with synchronization to Sales Ledger synchronization Automatically (OK checkbox) Nominal Ledger transaction Stock depreciation Invoices in SL module (offline) Invoices in Sales Ledger Automatically (update stock checkbox) 4.Sales Ledger touch screen Automatically (OK checkbox) Nominal Ledger transaction Invoices in Sales Ledger module Automatically (update stock checkbox) Stock depreciation HansaWorld Enterprise Point of Sales (POS) 8

9 There are 3 different POS interfaces: 1. Normal data entry with the barcode option (POS invoices register in the Point of Sales and POS Offline modules), 2. Single-screen data entry with the barcode option, can be used with a programmable keyboard (Supermarket Invoices register in the Point of Sales and POS Offline modules), 3. Touch screen (POS Invoices Touch Screen register in the Point of Sales module; Supermarket Invoices register in the Point of Sales and POS Offline modules and Invoices register in the Sales Ledger module). HansaWorld Enterprise Point of Sales (POS) 9

10 IMPORTANT SETTINGS Most of the following settings apply to both POS Online/Offline and Sales Ledger touch screen invoices, as the Point of Sales module needs to be activated to use POS functionality and Cash Up routines with Sales Ledger invoices. In this training, we will cover the required settings for each way of using POS. In the first part we will talk about the settings that are common to the four methods, and in specific paragraphs, the settings that are related with each way of working with POS. We will also cover the cash up routines and Nominal ledger transactions that we have in each case. Settings in the Point of Sales module Point Of Sales >> Account ID and Merchant ID These settings are used in on-line credit card payments. Point Of Sales >> Cash Printer Texts Here you can enter the static text for header and footer of the receipt and a default Cash Display text. This setting is default for all machines. Point Of Sales >> Fiscal Printer Texts per Machine Here you can enter the text for the header and footer of the receipt and a default Cash Display text, as well as different texts for different machines. Point Of Sales >> Default payment modes Select the default payment mode for cash and credit card payments; cash and credit card payment term; gift voucher sold payment mode and vat code; gift voucher received payment mode and vat code Point Of Sales >> Drawers Enter the codes of the cash drawers here. Drawers are later connected to Local Machines through POS Balance and POS session records. Point Of Sales >> Local Machines Enter the codes of the Local Machines here. Point Of Sales >> Number Series POS Invoices Here you can specify a number series for POS invoices. If you leave this setting empty, the next available number will be given automatically after saving the POS invoice. HansaWorld Enterprise Point of Sales (POS) 10

11 Point of Sales >> POS Balances It is very important that you fill in this setting before starting to use the POS module or Sales Invoices with Touch Screen interface. This assures that the balances on the cash up report are correct. The user is required to enter a balance of zero for every combination of machine and drawer, before starting to use the POS module. For example, if we start using our POS module on 14 April, we need to enter these balances latest on 13 April. Point of Sales >> POS Commands In this setting you can specify the commands to be used for entering POS invoices with the Supermarket Invoices interface. Write a freely definable command in the text field and select a corresponding action with Ctrl+Enter (Windows) or Cmd+Enter (Mac) in the Action field. Point of Sales >> POS Settings Enter a Default Customer Code in the field Default Customer. If the default customer Module User settings>>local Machine is blank, this code will be pasted automatically as a default on all new POS and Sales Ledger touch screen invoices. When using Sales Ledger invoices, this default customer should have a sales payment term with the type Cash on the customer record. This will ensure that the invoices aren t posted to the Sales Ledger as outstanding. If yours system default is Prices excluding VAT, the you should set up a price list where prices include VAT, and add this price list to the cash customer s record. The option Start from Previous POS Balance under the heading Cash Up Report from Operations Menu, will produce a different layout of the report when turned ON or OFF as follows: If the option is ON, the Cash Up Report from Operations Menu will list all transactions from the previous cash up. This will also inform the user if he forgot a cash-up or how long he did not enter a cash-up. If this option is OFF, the report lists only the start balance for the day and the transactions for that day. There is no information about the last cash up. If the option Require Open Session is on, it will not possible to register any sales without an open POS session. This gives a better control over when the sale was done. The Cash up reports will also be more accurate. The option Run Update Stock Maintenance will cause the Update Stock Maintenance routine to be run automatically at the time specified by the field at. HansaWorld Enterprise Point of Sales (POS) 11

12 User Settings module These settings are stored only in the local machine and are not included in the server's database backup. Every time you update the HansaWorld version, you have to re-enter these settings. When updating from one version to another, you can export the client database to a text backup, and then re-import that backup into the upgraded client. This way, no settings will be lost. User settings>>settings>>login Options Mark Display Login Buttons and Display Login Key Pad if you are using a touch screen. The Log In buttons will be visible after restart. User settings>>register>>tab Item Groups Create a new record, and specify the machine code. Mark Require Open Session if you want to enable Cash Up reports and maintenance. Enter the Invoice Object, which is automatically entered on all POS invoices made from this local machine. Settings in Technics module Technics>>Local Settings The same settings can be setup in the module User settings, per local machine. The advantage of setting them up in Technics is that it avoids having to re-setup all local machines manually when HansaWorld is updated to a new version. This information is included in the backup, which will avoid the loss of data during an update. To make these settings available in each client, you have to setup POS offline (even if you do not use it) and synchronize base registers and settings. User Settings>>Local Machine Data entered to this setting is stored in the client database only and needs to be filled in on site before a new shop starts using POS. Restart the client program for the changes to take effect after you have completed the setting. HansaWorld Enterprise Point of Sales (POS) 12

13 Code Default Location Def. Customer Select the Code for the local machine. This must be unique per client. Specify the default stock location for the shop, which is automatically entered on all POS or Sales Ledger invoices created from the client machine. Specify the default customer here if this is different to the one entered in POS settings field Default Customer. Mark Touch screen interface and Wide Scroll Bars if you have a touch screen monitor and use invoices in Sales ledger, or supermarket invoices in Point of Sales, or POS Offline module. Mark Use Cash Display to use Cash Display for that computer. HansaWorld Enterprise Point of Sales (POS) 13

14 User settings>>register>>item Buttons This setting is stored locally per client machine. Set item buttons connected to each Item Label. Apply these to the most used items in POS. Connect them to Tiles 1 through 10 and add a Label and a colour. User settings>>register>>item Tile Labels This setting is stored locally per client machine. When Touch Screen Interface is activated, 8 item tile buttons appear on the invoice in the Sales Ledger. These can be named and given a colour here. Set Label 1 to 8 (left to right) for a colour and label name. User settings>>settings>>login Options This setting contains the information from Login Shortcuts from the User settings module. These options are stored locally per client machine. In User settings>>login shortcuts, you can specify which window is opened for the user after logging in (it is possible to open a Sales Ledger invoice or new Supermarket invoice automatically). Select the User and Window to be opened with the Paste Special function. HansaWorld Enterprise Point of Sales (POS) 14

15 Settings in Sales Ledger module Sales Ledger>>Settings>>Account Usage S/L Mark Invoice Update Stock if you use the stock module and enter invoices in the Sales Ledger using the Touchscreen interface. Invoices in the POS module do not update stock. A Maintenance routine in the POS module should be used for that. Enter a POS Change account. This is needed when using Sales Ledger invoices with the Touchscreen interface. This can be the same account as the one used for Cash. When OK'ing a sales invoice with touchscreen interface, with payments by cash and change, the following N/L transactions are created: Db Cash account from payment term of the invoice, value of the invoice. Db Cash account from the payment mode of each cash line, value in cash field. Cr Cash account from payment term of the invoice, value is cash field. Db Cash account from payment term of the invoice, value from change field. Cr POS change account from Account usage S/L, value from change field. When selling with a payment term that is not of type Cash, instead of using the cash account specified on the payment term, the NL transaction will use an appropriate debtors control account. HansaWorld Enterprise Point of Sales (POS) 15

16 USING POS ON LINE After setting up the system we are able to start using our POS module, we will describe the routines and work flow in each option available. Lets start with using POS Online. In the Point of Sales module you can see the following registers: 1. POS Invoices 2. POS Invoices Touch Screen 3. Supermarket Invoices These three routines all use the same POS invoices register. POS Invoices, Touch Screen and Supermarket invoices just have different interfaces. If you enter a Supermarket Invoice for example, you can see the same invoice with full details as in the POS Invoices register. We will see an example of how to use each one, connected with the daily routines. STARTING THE DAY There are some procedures the cashier needs to do before starting to enter the sales for the day or shift. By following these procedures, the user has full control at any time over the content of the drawer, that he is responsible for. The cashier picks up the cash box from the safe, and to be on the safe side, should count the money in it. Cashier Counts HansaWorld Enterprise Point of Sales (POS) 16

17 In the POS module>>registers>>cashier counts, enter the cash balance for the local machine code and drawer. The first thing to do is to count the money in the drawer and enter the total amount in the Cashier Counts register. In the matrix, enter the payment mode (usually cash) and the value counted. Ok the cashier count. When you Save or ok this register, the date and time is automatically updated according to the operating system date and time. Open a Session The second task is to open a Session. This is done per user with a drawer and local machine. All transactions for a specific user/ drawer/local machine can then be checked. Depending on the settings, it is not possible to do any sales before opening a session. Cash events can be done before or after the session is opened. You can open a session in the POS module>>reports>>cash up report. Run the report for your drawer and Local machine. Double click on Open Session text in the report. It will open a window with the required information: drawer, machine, date, time and open drawer. You just need to save it. Another way of opening a session, is from POS Invoices. Open a POS invoice, go to Operations menu and select Open Session. Cash Events In Cash Event setting we enter all transactions done with the drawer, for example, when we get cash to replenish the float, for opening balances, when we take amounts out of the drawer during the day to put into the safe or deposit in the bank. If we find differences between the cash up and cashier counts, the negative difference is also registered in this setting as a write off. In some shops, the cashier gets the cash box empty and then receives some cash from the manager to make up the float. In this example, the cashier counts would be zero and the cashier would need to register this event per the example below: In POS module, Settings, Cash event, create a new record. If you have the session opened, the drawer and machine will be filled in by HansaWorld automatically. The date and time are picked up from Operating System, and cannot be changed. Enter a comment for the transaction, fill in the matrix with the values per payment mode. Choose the event type, in this example, it would be Cash in. HansaWorld Enterprise Point of Sales (POS) 17

18 DURING THE DAY After opening the session, we are able to start selling. We can use any of the registers in this module to register sales. The only difference is the interface. POS Invoices register Entering a POS Invoice 1. Customer Create a new invoice by clicking New in the browse window. HansaWorld will always enter the default customer from Settings>>POS Settings or User Settings>>Local Machine, if you use different default customers in different shops. Select the customer with the paste special function in case the customer is identified and the sales is not registered in the name of the default customer. HansaWorld Enterprise Point of Sales (POS) 18

19 2. Items When pressing Enter on customer field, the next field for input will be the Item column in the matrix. Enter the Item code by using either paste special on keyboard or the barcode reader and then press Enter. NOTE! To be able to use barcode reading, you need to put the barcode on the item records before hand. HansaWorld will automatically fill in 1 as the Quantity. Change this if needed. Press Enter for the next row. Enter other items the same way. 3. Paying When the sale is finished, press Shift + Enter or click Save. This will save the record and move the cursor to the Cash field. Enter how much you have received in Cash. Press enter and the system calculates the amount of cash due back to the customer (Change field). If the Customer pays by means other than Cash, you have to paste the Payment Mode and the amount paid. The first Payment Mode field will have a payment mode entered using the setting Default Payment Modes as a default. Payment Modes can be Visa, MasterCard etc. Make sure that you have filled in all necessary accounts on the Payment Modes, as these are used in the NL Transactions created from the POS invoices. 4. OK the POS invoice. Press save. Inspecting and approving invoices Before an invoice is handed to the customer, it should be checked and approved, to ensure that the customer is charged for the correct items. The approval causes the invoice to be inserted into the POS module only. When a POS invoice is approved, no Nominal Ledger transactions are created and stock is not updated. There are two ways to approve an Invoice: 1. With the invoice on screen, click the OK checkbox. 2. Select an invoice by clicking on it in the POS Invoices: Browse window, and select OK on the Operations menu. By holding down the Shift key you can highlight a batch of invoices to approve at a single stroke using this method. POS Invoice Touch Screen register POS invoices with Touch Screen allows the use of a touch screen to enter all the required information, but also allows for manual entry or bar code scan. This interface cannot be used for serial number control. HansaWorld Enterprise Point of Sales (POS) 19

20 The way of registering an invoice is similar to the previous option, so, no details will be described. From th operations menu there are two options: transfer to sales order and transfer to sales invoice. When any of these options are selected, the POS invoice is deleted and all the details copied to the selected register. Supermarket Invoices register The Supermarket Invoices register is created for quick and easy registration of sales and has a very simple entry screen with very few fields. Data is entered using commands, which are defined in the Point of Sales module s setting; POS Commands. To set up commands write a freely definable text in the Text field and select a corresponding action with paste special in the Action field. If you setup item buttons and item tile labels for the Touch screen interface, these options are available for these invoices. Example of POS commands: Cash command for entering the amount paid in cash Credit Card Sum command for entering the amount paid with credit card Finish command to OK the invoice and open a new one Delete Row command for deleting a row on invoice items matrix To enter a supermarket invoice you need a programmable keyboard or a touch-screen commands are programmed and mapped to the keyboard keys or connected to touch-screen buttons. HansaWorld Enterprise Point of Sales (POS) 20

21 Entering a Supermarket Invoice (Barcode reader and programmable keyboard) 1. Customer There is no customer field on the Supermarket Invoice and sales are always registered in the name of the default customer (Default customer field in Point of Sales module setting POS Settings or User Setting module setting Local Machine). 2. Items Enter an item code or scan the barcode of the item with the barcode reader. You can also enter the item's Alternative Code. For example if the item is Transistor radio with code 10101, barcode and alternative code on the item record, you can enter any of these codes and the correct item will be displayed with a quantity of 1. If you want to enter a different quantity type the command specified for quantity (example, qty), the units you want to sell and item code: qty This will enter a row with item code 10101, 2 units. NOTE! Everything entered in the Supermarket Invoice Command field is considered to be an item code unless you enter a command which is already defined in setting POS Commands. 3. Paying Program the following commands to the keyboard sum, cc, ok. Keys can be labeled Amount cash, Amount card and Finish. To pay with cash press key Amount cash - text sum is entered to the Command field. Enter amount paid and press Enter. HansaWorld Enterprise Point of Sales (POS) 21

22 After pressing Enter you can see the amount paid in cash and Change in the right corner of the invoice screen. To pay with a credit card press key Amount card - text cc is entered into the Command field. When the entire invoice is paid with a credit card just press enter. When the invoice is paid partly with a credit card and partly in cash, press the key Amount card, enter the amount paid with the credit card and then press key Amount cash and enter the amount paid in cash. Credit Notes If you want to credit a POS Invoice, you should do this as follows: 1. Open the POS Invoices: Browse window. 2. Find the invoice to be credited in the list, open it and from the Operations menu select Credit. 3. A new invoice is created on the screen with minus amounts. For partial credit proceed as follows: HansaWorld Enterprise Point of Sales (POS) 22

23 - Simply remove all the rows you do not want to credit. Click on the row number to the left to highlight the whole row, and press the Backspace key. You will then be left with the rows to credit. - In the case of individual rows requiring a partial credit, simply change the Quantity field to show the quantity to be credited. - Click the OK checkbox when you are sure the Credit Note is correct and save it. Printing out the POS receipt If you are using normal printer and document forms, then click on the printer icon or set up automatic POS invoice printing in System module >>Setting>> Auto actions (POS Invoice printing at OK). If you are using a special Thermal receipt printer and HAL functions then the receipt is printed when the invoice is OK'ed (in this case you cannot see a print preview). If you are using cash drawer, it will be opened automatically when you click Print. HansaWorld Enterprise Point of Sales (POS) 23

24 END OF THE DAY As we have done when starting the day, when finishing for the day, there are also some procedures that need to be performed. The cash values in the drawer must be confirmed, all the transactions related to the drawer should have been registered (cash in/cash out/cash writeoff) and we also need to do the cash up routines for updating the Nominal ledger and Stock systems. Cashier Counts When the cashier ends the day, the amounts left in the drawer should be entered here. Most of the information is pasted automatically after you click New in browse window. You only have to enter amounts of cash or cheques that are left in the drawer. OK the record when finished. This information will be then shown in the report Daily Balance and Cash up Report. Cash Up Report After entering the cashier balances, run the cash up report. This will show the values from the cashier counts and what the counts should have been, taking into account all the invoices, credit notes, cash events etc., done during the day, per payment mode. If any of the values do not match the cashier must find out the reason and make the required corrections. As an example, the cashier counts 296,00 in cash, and there should be 296,23. The difference must be adjusted before proceeding with the daily routines. HansaWorld Enterprise Point of Sales (POS) 24

25 Considering that the difference is irrelevant, we will enter a cash writeoff in cash events. After the registration of that event, run the Cash Up report again. The values from Cashier Counts must match with the values from Cash Up report. Finally, close the session. POS Balance creating Nominal Ledger transactions Nominal Ledger transactions will be generated when you register the POS balance, per drawer and per local machine. HansaWorld will post all the transactions made from the last POS balance register and the current one. Note that you cannot have more than one POS Balance per drawer and local machine per day. In the POS module, go to settings, POS Balances. Make sure the session is closed. Create New, select the drawer and confirm the local machine code. The balance will be pasted automatically, from the cash up report and cannot be changed. OK it. From the Operations menu you can confirm the Nominal Ledger Transaction. HansaWorld Enterprise Point of Sales (POS) 25

26 An explanation about the Nominal Ledger transaction: Cash Events In and Cash Events Out: will use the back office account, from POS settings, if blank will use back office account from payment modes Petty cash, credit card accounts, cheque accounts, will be debit/credited per total as in cash up report, and the account taken from payment mode. Sales and VAT accounts, will be taken using the same rules as for invoicing: from item card, from item group or from sales ledger settings. Cash events write off, other losses, the account will be taken from POS settings. Maintenance update stock To finish our daily routines we need to update the stock system. In POS module, Routines, Maintenance, choose update stock. The period will be from today and select the local machine. Run the routine. HansaWorld will create a stock depreciation for all items sold. HansaWorld Enterprise Point of Sales (POS) 26

27 HansaWorld will create a Goods receipts for all items returned via credit notes. When we OK these transactions, the stock will be updated and the Nominal Ledger transactions generated. For Stock depreciations, the Nominal Ledger transaction will debit the cost of sales and credit the stock account. For the goods receipt, the Nominal Ledger transaction will debit the stock valuation account and credit cost of sales account. Documents -> Cash events Define a form for cash events, cash in, cash out or write-off. These documents must be printed out from the documents menu. Documents -> POS Invoices If you want to print a POS Invoices, enter the Invoice Number for a single Invoice, or the highest and lowest Invoice Numbers of a range of Invoices separated by a colon (:). Press [Run] in the Button Bar to start the printing, or cancel by closing the window. HansaWorld Enterprise Point of Sales (POS) 27

28 REPORTS Daily Balance This report will use the logged on user ID and today s date by default. It will list all Payment Modes that have been used. If you double-click on the Amount for Total the selection window for the maintenance routine Create NL Transaction will appear. If you are using the Cash up routines described, you should not use this option, otherwise you will end up with duplicated sales in your Nominal Transactions. We recommend you use POS balances instead. GP, POS Invoices This report shows the calculated Gross Profit for POS Invoices. The gross profit is calculated from the individual invoice rows. POS Invoice Journal This report lists all POS Invoices entered during a specific period. N/L Transfer, Cash Invoices This report shows a preview of the NL transaction that would be created after running the maintenance. Cash Up Default Period is the current day. It is possible to edit this. The report shows per session/machine/drawer the Brought Forward Balance from previous session, current sessions transactions, current sessions Cashier Counts, and the difference between Cashier Counts and expected drawer content (based on Brought forward balance and transactions). It is possible to use the drilldown functionality. HansaWorld Enterprise Point of Sales (POS) 28

29 POS OFFLINE POS Offline can be used as a backup solution to ensure smooth work flow, and avoid interruptions when something happens with the HansaWorld server, or clients loose Internet connection. Some settings and routines are similar to the ones described in POS ONLINE, in that case, they will only be mentioned, since the details can be found in the previous section. Settings in the server All the required settings for POS online are also required for POS offline. In addition, fill in the following parameters: 1. System>>Settings>>Configuration Check the checkboxes Point of Sales and POS Offline. 2. Point Of Sales>>Settings>>Number Series - POS Invoices Set up the number series per local machine. 3. POS Offline>>Settings>>Offline Settings: Offline Company No. Enter the number of the offline company - this should be the same number as in all clients Company registers. This is the company number that the user will switch to when Offline processing is required. Synchronise POS Invoices all cash invoices will be synchronized. Sum POS Invoices only one invoice with the sum of all invoices will be synchronized, created in the Sales Ledger module. POS Sales Update Stock on Server - (first radio button) - no items will update stock on server All items - all items will update stock on server Selected items - only items in the register Items updating stock will update the stock on the server. This setting can be used when a customer wants only some invoices to be synchronized or no invoices at all, to speed up the synchronisation process. OK Invoices when Synchronizing This option is used with the option Sum POS Invoices. If the check box is not selected, the sales invoices created is not oked. In that case, when ok-ing the invoice, the stock will be updated and the N/ L transaction created. Automatically Suggest to Synchronise Settings when a user logins in, automatically gets a message to synchronise settings. HansaWorld Enterprise Point of Sales (POS) 29

30 Settings in the HansaWorld client on the local computer System>>Company register Setup up two companies in the following way (this is an example for one company database): Code Name Short TCIP/IP Port 1 POS Online Online (IP address of the server)(port of the server) 2 POS Offline User Settings>>Settings>>Local Machine Enter the machine number for each client in the on-line company. When you login for the first time, HansaWorld will give the following warning: "Local Machine Code empty". In User settings module>>settings>>local Machine>>Paste the local machine code. If you have this setting in Technics module>>settings>>local Machines, the remaining information will be filled in automatically when synchronizing. Logout from HansaWorld. Synchronise settings and base registers option 1 Login to the HansaWorld system again into the online company. If you have turned on the option Automatically Suggest to Synchronise Settings in Offline settings, you will get the question Do you wish to synchronise settings and base registers?. Answer yes. All the required settings are sent to the offline company. Synchronise settings and base registers option 2 If you do not have the previous option selected, go to the module POS Online>>POS Invoices Register Browse window>> HansaWorld Enterprise Point of Sales (POS) 30

31 Operations>>Synchronise Base Registers and Settings. In every client, the user needs to synchronise the POS Offline company manually every morning. This ensures that the data in the Offline company is up to date all the time. (Customers, Items etc.) HansaWorld now copies base registers and settings, which are needed for entering POS invoices, onto your local POS Offline company. For example the following registers and settings are synchronized: Registers: Customers, Items, Item Classifications, Item Groups, Prices, Price Lists, Units, Locations, Accounts, Objects, Persons, Access Groups Settings: Number Series - POS Invoices, Company info, Languages, Payment Modes, Stock Settings, VAT codes As a default, the registers/settings/documents are not visible to the POS Offline user as registers/settings/documents. They will see them when pasting a customer, item, price list, language etc. Log out from the client. Number Series POS invoices per machine Check that in every client, when you save invoices, HansaWorld picks the right number series set up for each machine in the Point of Sales>>Settings>>POS Invoices - Number series. If you have 2 clients, then for the first one, HansaWorld picks the first serial number from the number series. In the second client, you need to paste-special the first number of the second number series manually. After that HansaWorld picks the next invoice number itself. The workflow During the day Restart the client and log in to the POS Offline company to start working Offline. In POS invoices, from the Operation menu, open the session and you can start selling. The Cash up report is available only from operations menu. Cash events are not available in the POS off line module. End of the day Synchronise invoices restart the HansaWorld client, login to the POS Online Company. After logging in to the Online Company the following message is displayed: HansaWorld Enterprise Point of Sales (POS) 31

32 If you click "Yes", HansaWorld will synchronise the Offline invoices into the Online Invoice register on the server. If you click No, and try to create new POS Invoice in the POS Online, the program will give a message "There are invoices to Synchronise. In order to create new POS Invoices please select Synchronise Offline Invoices from the Invoices Browse Operations Menu. Next time when you log into the Offline company, the POS Invoices register will be empty. Based on the POS Offline settings, either POS invoices or Sales ledger invoices will be created. The cash up routines that you need to perform depend on which option you have chosen. Cash up routines all the routines related with POS need to be done in the POS on line company, cash events, cash up, pos balance and update stock. Details are described in the POS on line section. HansaWorld Enterprise Point of Sales (POS) 32

33 POINT OF SALES IN SALES LEDGER Background To be able to run a POS (Point of Sales) system in the Sales Ledger, with the benefit of up to date Stock Control and N/L transactions for each invoice, Cash Up routines in the POS module also include Sales Ledger cash invoices. Along with the Touch Screen Interface (which can also be used without an actual Touch Screen) HansaWorld offers complete Point of Sales functionality as a combination of Sales Ledger and Point of Sales Module functionality. The benefits for this option are: Real time stock levels and stock values Real time Nominal Ledger transactions Simpler cash up routines Multiple choices for entering items (pasting item code, using a bar code reader, or using a touch screen) Gift voucher functionality available More flexibility in Reporting Settings You need to setup your system as described in the Important Settings section at the beginning of this manual. You need some additional specific settings to use POS in the Sales Ledger. System>>Settings>>Optional Features>>Unsupported Select the option Allow negative quantities on invoices. This option is required for customer returns. User Settings>>Local Machine Select the option Touch Screen interface. The computers with this option on, will display the sales invoice with a Touch Screen interface, allowing for the usage of the POS functionality. Activate the option Use cash display, if you have this hardware connected. (Pole display device) The option Wide scroll bars can be useful when you use the touch screen interface, since all the scroll bars will be wider. HansaWorld Enterprise Point of Sales (POS) 33

34 User Settings>>Login shortcuts Using this setting, is possible for certain user to be automatically transferred to the sales invoice screen when logging in to the HansaWorld system. Specify the user code, paste special a colour, and paste special On Login the option Invoice. Point of Sales>>Settings>>Local Machine Payment Modes While the touchscreen invoice features default payment mode buttons, you can also replace these with custom payment mode buttons. In this setting, enter the customer payment mode buttons for all machines where you want to these payment modes shown. Code Machine Colour Type Label Enter the payment mode code using Paste Special Enter the machine on which this button should show Enter the colour that the button should have on the touchscreen invoice interface Select the type of payment entered with this button. Choose from Cash, Credit Card, Gift Voucher and Cheque. Make sure you have fields Account and Back Office A/C filled in on all Payment Mode. Enter the button label for this Payment mode. The Touchscreen interface only has room for 3 payment mode buttons. You can nonetheless set up more payment mode buttons here, and if you do, the third Payment Mode button will change to Other. Clicking this will open a window showing all configured Payment Mode buttons. HansaWorld Enterprise Point of Sales (POS) 34

35 STARTING THE DAY The procedures described earlier in this manual for POS are very similar for using Sales Invoice with the Touch screen interface. The need for controlling the drawers and the way a user works in the shop is the also the same. Cashier Counts The first thing to do is to count the money in the drawer and enter the total amount in the POS module>>registers>>cashier counts, enter the balance for the local machine code and drawer. In the matrix, enter the payment mode (usually cash) and the value counted. Ok the cashier count. When you save or ok this register, the date and time is automatically updated according to the operating system date and time. Open Session The second step is to open the session. Open the sales invoice>>operations Menu>>Open Session It is also possible to open the session from the Cash Up report. Cash Events In the Cash event setting we enter all transactions done with the drawer, for example, when we get cash to increase the float, for opening balances, when we take amounts out of the drawer during the day to put into the safe, or deposit in the bank. If we find differences between the cash up and the cashier counts, the negative difference is also registered in this setting as a write off. In some shops, the cashier gets the cash box empty and then receives some cash from the manager to make up the float. In this example, the cashier counts would be zero and it would be necessary to register a Cash In event. For easier access to these options, without needing to change to the POS Module, Cash in and Cash out options are available from the Operations Menu of the Sales Invoice (Operations>>Cash in and Operations>>Cash Out). Cash event transactions entered using the operations menu functions will end up in Module POS>>Settings>>Cash events. HansaWorld Enterprise Point of Sales (POS) 35

36 DURING THE DAY After the opening routines, we are able to start selling, using all the features of the sales invoice with the touch screen interface. Sales Invoice with touch screen interface If you setup your user to login to the invoice register, the user will immediately get to the screen displayed above. After opening the session as described above he/she is able to start selling. Entering Items In the Item file we can enter item code, paste special from the items register, we can use a bar code scanner or we can use the item buttons for entering the item code. For the last option you need to set up item labels and item buttons. Item tiles are used to group items logically for example: AUDIO, EXTRA, SERVICE. You can specify up to 7 Item tiles (groups). Each Item tile button can have its own colour and each tile can have up to 24 items on it. When you want to sell for example AUDIO products, press the item HansaWorld Enterprise Point of Sales (POS) 36

37 tile button AUDIO. All items linked to this Item tile will then be displayed. Press any of those items, for example Transistor and it will be added to invoice matrix. To sell EXTRA items or SERVICE items, press the corresponding Item tile button and the items linked to that tile (group) will be shown. The quantity will be 1 automatically. Each time you press the item button again the quantity will be increased by 1. For items with serial number control, you can paste special the serial number or scan it into serial number field. You can use the button Delete to delete a full row, and you can use the button Enter, to navigate between fields. Since the number of buttons for items are limited, a More Items button is provided give access to all items available. Pressing this button will open another window, showing all items grouped by item classification. Grouping items into a structure of sub categories (classifications) makes it easier to find items. You can also use Sales Invoice>>Operation>>Item search for searching for items. This will generate a report listing the items you searched for. Clicking on any item in this report will add it to the matrix of sales invoice. After entering all the items, we need to enter all the payment modes for this invoice. Entering Payments Pressing the Cash button enters a Matrix row type for Payment. Pressing Enter, will cause the exact amount (invoice total) to be displayed. The default payment mode will be used, but may be changed manually. The Change field will display the missing amount, or cash back amount. Cash button can also be used when the Payment Term (at the Terms tile) is not of the type Cash. If the amount paid is less the invoice total, the remaining amount will be booked in the Sales ledger on the customer's account. Currency Credit Card For this, it is required that the payment term is not of a cash type. The first Matrix field beside the amount field: Currency Code may be pasted. Change will then recalculate, according to current currency rate, to suggest Change (In Base 1 Currency). Button in Touch Screen Interface Invoice HansaWorld Enterprise Point of Sales (POS) 37

38 This works the same way as the Cash Button, but uses the Default Payment Mode for Credit Cards. This can be changed manually by changing Credit Card Payment Mode in the matrix. These options allow different combinations for paying a sales invoice: cash, credit card, gift voucher etc, more than one option together and also a part on credit (on customer's account). If you have set up any customized payment modes for the local machine, these will show on the Touchscreen interface instead of the default payment modes. They behave the same way as the default buttons though, specifically like the default button of the same type as the custom button. Finish Use the Finish button to OK and save the invoice and to clear the window and show a new empty invoice. This allows for faster and simpler entry of sales. Returns It is often required to handle returns for items sold in the POS environment. For this purpose we use also use Sales Ledger invoices but with negative quantities. This option is also used for correcting mistakes. To process a return open the original sales invoice with the touch screen interface, press Buttons and then Return. Return Button in Touch Screen Interface Invoice. To correct errors, and handling customer returns at the point of sale: Open an existing invoice, and press Return. This creates a new invoice, with negative quantities. You may also create an entirely new invoice, and enter the items with negative quantities. It is possible to have some rows with positive quantities (representing sales) and others with negative quantities (representing returns) on the same invoice. This is very common when a customer goes back to the shop, returns one item, but wants to get another one. It is simple to register the transactions and check how much the customer needs to pay. When registering a Return, if the payment mode is the same, for example, the sale was in cash and we will give the cash back to the customer, then we keep all the lines related to the payment on this invoice, with negative amounts. If we will not give the money back to the customer, but this value will be deducted in future sales, then: HansaWorld Enterprise Point of Sales (POS) 38

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