[ Learning Outcomes ] [ Learning Objectives ]

Transcription

1 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e [ Point of Sale ] [ Learning Outcomes ] In this module, you are going to explore the Sage Pastel V12 Point of Sale add-on module. You will cover the installation, set up and processing features of the module. [ Learning Objectives ] At the end of this module, you will be able to: Set Up Point of Sale Process Point of Sale Transactions Create Point of Sale Reports Compact the Database 1

2 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V 1 2 A. Introduction In this lesson, we will go through the installation, set up and processes available in the Sage Pastel Point of Sale add-on module. Point of Sale systems have very special requirements. Stability: If you are running a Point of Sale system, you cannot afford to have customers standing waiting to pay because the system has malfunctioned. Ideally, tills must be able to work independently, so that any problems on other computers will not cause the whole system to crash. Simplicity: The system must be uncomplicated to use so that users with minimal computer, numeracy and literacy skills are able to process quickly and effortlessly. Integrity: Information must be reliably and accurately updated to the system. Integration with the accounting system must not require specialised skills or techniques. Auditable: Reports need to be available that show clearly the money received and give a clear audit trail of where the money went. This is a very important component of cash management - a major concern of any business with Point of Sale operations. Sage Pastel Point of Sale addresses and fulfils each of these needs. Throughout the module, we will process in the Demo company to demonstrate the procedure [ Background Information ] Point of Sale systems have specialised hardware and procedures so that processes can run as smoothly as possible, and cash management is made possible. A Point of Sale system will typically consist of the following hardware. Cash Register A computer with a cash drawer. Scanner Pole Display A hand held or mounted device to scan bar codes. A display to indicate the amount due. Printer The device that reproduces a receipt or tax invoice. Different arrangements of these elements are common throughout retail companies. For example: some Point of Sale systems do not use a scanner; some do not have a pole display. 2

3 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e [ Point of Sale Configuration ] In Sage Pastel, you can have more than one set up of Point of Sale (PoS). For the PoS Supervisor, you will need to have Sage Pastel and Point of Sale installed. Point of Sale is loaded automatically with Sage Pastel, so you will not need to do an additional installation. If you have a PoS Serial Number, the Point of Sale will be unlocked for you and you will have access to it. On till machines, that is, the machines that are only used as the Point of Sale machines, you will only need to install the PoS Module. This installation is run directly from the Sage Pastel installation disc. Insert the disk and from the menu select Install My Product and then Sage Pastel Point of Sale. Sage Pastel PoS can also be installed to work offline, in which case the tills can work independently of the server, and do not need to be connected to the network to process transactions. This system is called the Offline PoS and is an additional module, with its own serial number. 3

4 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V 1 2 B. Introduction As we have already mentioned, you will need to install Sage Pastel Partner on the server machine, with Point of Sale installed on the workstations. Pervasive must be installed on all of the computers, without exception. When you have installed Point of Sale, regardless of whether it is installed with Sage Pastel Partner or not, a desktop icon for the program will be created. Point of Sale can be accessed in two ways. The first is by double clicking on the desktop icon, or the second is to click on the Point of Sale Icon in Sage Pastel s main menu For this option to be available in Sage Pastel, Point of Sale needs to be installed and registered. When registering your server, you will use your Point of Sale Serial Number, which will determine the number of tills that will be able to use Sage Pastel PoS. Once you have registered your computers, you will need to set up the PoS module in both Sage Pastel and in PoS. [ Settings in Sage Pastel ] There are a number of settings that must be changed in order to use PoS. It is very important that each of these settings is correct, or the PoS system will not function correctly. It is advisable that each till operator is set up as a separate user in Sage Pastel with a separate password. This ensures that cash ups and reports are accurate. In Sage Pastel, create a User Group for PoS Operators, with access to the necessary areas. At the least, operators need access to process customer invoices. If you want them to process supplier invoices, they will need access to suppliers also. Once you have selected to have a separate document number for each user, you cannot log into Sage Pastel and PoS on the same computer using the same password at the same time. You will need to either use another password in Sage Pastel or PoS, or only open one at a time. 4

5 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e In Sage Pastel, from the main menu select Setup...Company Parameters. The screen below will display. Document Numbers Document Settings From the main menu select Setup...Company Parameters. In the Document Numbers area, select the option Separate Set of Numbers for Each User. For each document type, you set the next numbers the system should use. The system increments the number each time any user uses a document. If you choose this option, you set the next numbers in the Customers and Suppliers sub-frame. From the main menu, select Setup Customers Documents. For each user you will need to set the Next Number. Once you have completed the set up for all users for Customer Documents, you need to repeat the set up for the Supplier Documents. Select Setup Suppliers Documents and for each user set up the Next Number. Make sure the option Update in Batch Mode has been selected for each user. Open Item transactions will not be matched if transactions are processed in Off Line mode. These will need to be allocated on the server once the Fetch operation has been done. 5

6 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V 1 2 [ Settings in Sage Pastel Point of Sale ] In the Point of Sale module, each user must be set up in order to process. There must be at least one PoS Supervisor set up. To set up PoS, open PoS either from the Desktop or from Sage Pastel. If you have opened PoS via the icon in the Sage Pastel toolbar, the company will be opened automatically for you. If you opened PoS via the Desktop icon, open your Sage Pastel company by clicking on the Open Company icon in the toolbar or on File Open. In the Open Sage Pastel Data screen, select your company or double click on the company name. If you are opening a company across a network, select the drive for the server before selecting your company. Enter the Supervisor password and select Open. You will be logged into the company as the Supervisor, which allows you to do the necessary set up. Once in the company, select Setup Options to set up the user defaults. 6

7 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e The first settings at the top of the page are universal settings which will apply to all of your users. ROUNDING SETTINGS In the Rounding Settings button, you will select if you want to use rounding on your system, and if you do, which type of Rounding to use. You must select the Rounding GL Account in your Sage Pastel company, as shown in the screen below. (If you do not have a rounding account, you must set one up in Sage Pastel before you can link it here. If you round up, the account will be an income account; if you round down, the account will be an expense account. If you round to nearest, the account is generally taken as an expense account, and the values should balance each other out.) SPECIAL BARCODE SETTINGS The next tab is for Special Barcode Settings. These settings are generally used in retail shops where goods are sold by weight. If this does not apply to your business, you should leave these fields blank. In order to use this tab, you must have a weighing machine that can be set to print bar codes with weights and/or prices in the code. Barcode scanners are used to read the information from barcodes. Most barcodes are for inventory items. However, you are able to add additional information into bar codes. When setting up the Special Barcode Settings, you are telling Sage Pastel that you use special codes as well as inventory items, and you instruct Sage Pastel on the layout of the code and how to read it. You are able to set up the system to recognise items that have weights as well as items that are not sold by weight. You will set the system by selecting prefixes for weighing machine quantities or prices. Click on the Special Barcode Settings button to open this menu. 7

8 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V 1 2 Inventory item barcodes cannot start with the numbers that you have selected as prefixes on weighed items. This will lead to confusion and incorrect products being selected in your PoS system. In this example, your barcodes cannot begin with either 20 or 30. If you begin a barcode with either 20 or 30, Sage Pastel will assume that the barcode comes from a weighing machine, and will not treat it as an inventory item. The POS has a specific formula to identify whether or not to use this special barcode functionality. The barcode that is scanned is not captured as an inventory item at all, you capture the stock code as you normally would in Sage Pastel or POS - as long as the system can identify the inventory code in the formula, POS will use the special barcode functionality to locate the correct item. This formula can be set up to generate the quantity or the price, or both, depending on the prefix of the barcode (you can use one for quantity, e.g. 20 and a different one for Price, e.g. 30). Setting the formula to function as quantity Using the above formula as an example, your inventory code in Sage Pastel would be this is masked against the formula as follows: Barcode Representation XX IIIIIIII PPP Description Prefix Inventory Code identity (8 characters) Price or Quantity (in this case, it is Quantity)* It is possible to allow both Price and Quantity functioning together. For this to be enabled, use a different Prefix for each e.g. Quantity = 20 and Price = 30. For this example, we have decided that the prefix will be 20 and we have also decided that we want the PPP to be the quantity, which means that when this item is scanned in, the quantity column will automatically be populated with 1.50 (*see example above, where 150 is connected to PPP, being Price or Quantity). We have, therefore, typed 20 into the Quantity section of the Setup Prefix. This means that every time a barcode beginning with 20 is scanned, it will try and mask the inventory code to the formula the inventory code must be 8 characters (in our example the code is this is linked to the characters above IIIIIIII ), and if it matches, the formula will be applied. The inventory code can be any length, providing it is within the length that Sage Pastel specifies, i.e. 15 characters. You must just ensure that the formula for the inventory code, i.e. specified by I, matches the length of the inventory code - bearing in mind, that the barcode only caters for 13 characters and you need to consider the prefix and price or quantity as well. In this example, we have decided that the quantity will never be more that 3 digits (e.g kg), so we have typed 3 P s because P is the special formula code for the Quantity (or Price, depending on what you have decided on). The price for this item, in Sage Pastel s selling price field, is R17.00 this is the exclusive price per Kg. 8

9 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e Here is an example of how the label on the pack would appear. The Prefix determines whether to use quantity or price. The formula always begins with the prefix, so you can decide how many characters you are going to use as a prefix in this example, we have used 2, and have chosen 20, which means that every time the system identifies 20 at the front of the barcode, it will assume that it is a special barcode. It will then check the rest of the formula to determine how to deal with the code either as a normal item, or a special barcode. It is not necessary to use the Price Check Digit and Check Number Digit, the system will be able to use special barcodes without these two settings. The quantity on the pack (on the barcode) is 1.50, as you can see the last 3 characters of the code are 150. So when the barcode is scanned in, the POS sees that the first 2 characters are 20, which we have formulated as the prefix (XX), the next 8 characters are the actual stock code - it will then display the line as follows: You can see that the quantity is 1.50 (this also depends on how many decimals you have set up in Sage Pastel for the quantity if you have Sage Pastel set to use 3 decimals in the quantity, the quantity would appear as 0.150, as follows: Now, if you want to use the price instead of the quantity, this is the result using the same barcode as above, but with prefix of 20 (in the set up) next to the price, as follows: Using the formula to generate the price. 9

10 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V 1 2 Notice that the price is now 1.50 instead of the quantity. The Price Check Digit and Number Check Digit (D and C respectively in the setup) were included, as some customers have the barcodes set up in this way to ensure unique barcodes. These can be seen as place holders and it is not necessary to use these letters of the formula if you do not require them. The Price Check and Number Check Digits are optional fields used to check the validity of barcodes. [ Settings in Sage Pastel for Offline Processing ] Offline Point of Sale enables the user to process while they are not physically connected to the main Server. The main set of accounts would need to be set up and deployed (copied) from the POS Supervisor computer to the various terminals at the outset. Point of Sale processing can then continue on each POS Station, whilst the POS Supervisor can continue normal accounting processing in Sage Pastel. At a convenient time, the POS Supervisor would fetch the Point of Sale transactions from all the terminals, or selected terminals. As you may not want to fetch data from every terminal, the system will record which terminals have or have not been fetched. The main set of accounts would then be updated and the POS Supervisor is then able to cash up and update all the new sales information. Once the POS Supervisor has completed his processes, the updated set of accounts would be deployed back to the terminals from where the data was fetched. If data is not fetched from a specific terminal, the system will not deploy back to that terminal until the transactions have been fetched. Certain changes must be made in Sage Pastel to accommodate offline processing in Point of Sale. Offline Point of Sale is an additional Add on Module and you will not have access to it if you have not purchased it. ENABLE OFFLINE PROCESSING To enable Offline Processing, there is a simple selection button at the top of the Setup screen. If you click on it, it will be depressed indicating that Offline processing is selected with the option on it Disable Offline Processing. If Offline processing is disabled, the button will not be depressed and will have the option Enable Offline Processing. 10

11 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e Once Offline Processing is enabled, you will have an additional option Offline Options in the Setup menu as shown below: We will go through setting up Offline Processing later in the manual. [ Printing Options ] You are able to select to use the layout from Sage Pastel to print slips. The advantage of using this option is that you will be able to edit the slip in the Sage Pastel Forms Designer, opened from Sage Pastel. [ Supervisor Setup ] At least one user must be set up as a Supervisor so that supervisor functions can be processed. On the Other Settings tab in the Setup...Options menu, select the PoS Supervisor tick box. The button above the tick box will then become active; click on the button and the following menu will open. If you have more than one supervisor, you can vary the options that you select. Keep in mind that you have to have at least one supervisor that Can Access Setup Options, and Can Approve Cash Up at all times. [ User Setup ] For each user, you must set up the options on each tab of the Setup Options screen. You are able to copy the setup from one user to other users by clicking on the Copy To All Users button. You are also able to select Enable Quick Scanning for Barcodes for all users. If you check this check box, the system will move to the next sales line upon completion of the barcode scan. If you uncheck the check box, the system remains on the sales line for potential adjustments of fields such as quantity and price. If Enable Quick Scanning for Barcodes is selected, each time an item is scanned the cursor will automatically jump to the next line. This will save the user time as they will not need to enter after scanning each item. If the user wants to edit the quantity or price on a line, they would need to go back to the line using either the keyboard or mouse. 11

12 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V 1 2 The first tab in the User Settings screen is the Cash Sales Settings. For each user, you must set up the fields that will be available on the processing screens for each document. In the Screen Enabled Settings section, click on the graphic to open the Enable User Settings screen. 12

13 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e For each user, you are able to select whether they will or will not have access to a field or button and if they require a supervisor password to access the function. To select the level of access, you will tick the boxes on the column or button using the following set of rules. Unselect these options to block user access to the function. If an option is not ticked, it will not be active on the user s screen. Selecting this option will give the user full access. If you want a user to have access only if a supervisor has authorised it, tick both boxes. Each of the other settings is explored in the following table. These settings are found under the Setup Screen settings. The option Enter Salesman Before Each Transaction is checked to ensure that you first select a salesman before capturing any transaction. The option Use Password Characters for Salesman is checked to hide the salesman code that the operator enters. The system will display an asterisk "*" for each character you enter. If you uncheck this check box, the system displays the salesman code as you enter it. Here you will select whether payments can be received in more than one type, for example, payment for an invoice can be made using cash and credit card, or cash and cheque. If this option is not selected, only one payment type can be selected on an invoice. This section is for setting the printing options. You can select to print to a slip printer or not for the various documents available. If you select not to print to a slip printer, then PoS will printer to the default Sage Pastel company printer. There is also an option to Ask Before Printing Till Slip. If selected, this option will require the user to select to print after every document is processed. If the option is not selected, the document will automatically print to the printer. If any of these options are selected when processing a payment, a window will open for the reference numbers of the payment, for example the cheque number or credit card number. This is a useful field for gathering data about your client base, as you can use it to capture information such as name and contact number. Check the check box if the operator has a pole display attached to their workstation. You set the pole display settings in the Port Settings tab. If you uncheck the check box, the system does not attempt to use a pole display for this operator. The settings in the On Account Settings are treated in exactly the same way as the Cash Sales Settings and will be used for sales to account customers. The settings can differ from the selections in the Cash Sales Settings. 13

14 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V 1 2 In the Other Settings tab, you will set up the integration to your Sage Pastel company. Cash Customer Cash Control Account Default Cash In/Out Account Store PoS Entry Type PoS Next Reference Till Cash Float Amount Reallocate after cash up Customer VAT Trigger Amount Default PoS Screen to Default Transaction to This is the customer account used as the cash sale account each user can be allocated their own, if desired. This is the general ledger Cash Control Account all payment transactions will be updated to this account. This account must be created in your Sage Pastel company before it can be selected here. This is the default account that any paid-outs will be posted to. For example, if you take money from the till for any reason other than change, the transaction is posted to this account. If you receive money into the till for any reason other than a customer payment, this is the account that will be used. You are able to edit the default account when processing the transaction. Here you will select the default store for the user. In this field you will select the entry type that will be used when posting to your Sage Pastel company, and should always be selected as the PoS Entry Type. If you do not have a PoS Entry Type in your Sage Pastel company, you must create one before you can select it here. This is the next reference number that Point of Sale will use for transactions that it posts to the Sage Pastel company and for cash in/out transactions and will automatically increment as you process. Here you will enter the float amount for each till. The PoS supervisor can reallocate the cash float at cash up and a different cash amount can be selected at the time of cash up. If the value of the sale is equal to or greater than this amount, the operator will be forced to capture name, address, telephone and VAT details. You must enter this amount as set by your local tax authority. The selection here is, Quotation, Sales Order, Sales or Returns The reason for this is that there may be the situation where one operator only deals with Returns, so the Returns screen will appear by default when this operator enters the Point Of Sale this does not mean that this operator cannot process other documents. The selection available here is Cash or On Account. This will default the Point of Sale screen to whatever is selected. The operator can still process either Cash or Account sales, this is only a default. 14

15 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e Update PoS Payments in Detail Can Receive Money Print Receipt for Cash In PoS Supervisor If this is not selected, all payments will be consolidated for each payment type (Cash, Cheque, Credit Card etc) per operator/user. In other words, transactions will be consolidated into a single entry per payment type per user. If this is not selected; the payment buttons will not be available. The reason for this is that some stores only have one pay point. If selected, this will print a receipt for Cash Paid in, otherwise not. At least one user in PoS must be set as the supervisor, so that supervisor functions can be processed. The PoS supervisor does not have to be set as a Supervisor in Sage Pastel. In the Port Settings tab, you will enter settings for the Cash Drawer and Pole Display. These settings are usually as per the defaults. In the Parallel, USB and Serial option, choose whether the customer display operates via a parallel, USB or serial interface In the Port Number field, enter the serial or parallel port number. In the Char to Send field, enter the codes that activate the customer display. Most displays require special characters. You enter the ASCII equivalent value of each character. Each code consists of three numeric characters, from 0 to 255. For example, to send <Esc> A to the customer display, you enter Most manuals show these codes in decimal and hexadecimal format, but the system only accepts the former. If you choose a serial device, you have to enter the Baud Rate, Data Bits, Stop Bits, and Parity fields. Once again, the manual will tell you the correct values to enter. You can test your customer display by clicking the Test button. The system attempts to open the cash drawer or the customer display, using the settings. It is advisable to test the cash drawer and pole display when you set up the system using the buttons provided on this screen. Should either test fail, you will need to contact your hardware supplier/manufacturer. 15

16 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V 1 2 In the Cash Drawer Settings, you are able to select when the cash drawer must be opened and when not. Some tills have slots for cheques, credit card receipts and vouchers, so the till does not need to be opened for these types of customer payments. The User Cash Up, Cash Sales and Money Out/In should at least be selected. [ Setting up Offline Processing ] Sage Pastel Point of Sale has an additional add-on module called Offline Processing. You use this module when workstations need to be able to work independently of the server, for example if network connections are unreliable or if there are a large number of workstations and you would like to decrease network traffic. Offline Processing is a separate module and requires a separate license. The settings for Offline Processing and normal PoS processing in Sage Pastel are not the same. The table below details the setup in Sage Pastel for Offline Processing. Document Numbers Users/Passwords The Offline mode has its own mandatory Document Numbering System where you will capture the document numbers for each document type for each terminal. The document numbers in Sage Pastel will not be used at all. This ensures that each workstation is allocated its own set of numbers, regardless of the user. For example, if user 1 processes an invoice on workstation 1, the next available number for workstation 1 will be used. If user 1 then processes on workstation 2, the next available number for workstation 2 will be allocated. It is advisable to create a different user for each operator. This is to ensure accurate Cash Ups and sales reports per user. It also helps if you need to trace variances. If the same user processes on different workstations, the totals, for the Cash Up for that user, are consolidated. 16

17 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e Document Settings The Document Settings for each user must be set to Update in Batch Mode for Invoices and Credit Notes. (The PoS Supervisor will update the documents from the Server workstation for each user after the data has been fetched from each terminal.) To do this, select Setup Customers Documents and select the User, the Document Type (i.e. Invoice and Credit Note), and select the option Update In Batch Mode. If there are Open Item accounts, the PoS payments (including Cash In) will not be allocated in Off Line Mode, the allocations will have to be done in the Sage Pastel Open Item Re-allocation screen in the company. If you have selected to use Offline Processing in the User Settings screen, you will have an additional option in the Setup Menu called Offline Options. In this option, you will tell Sage Pastel where to find the offline users, in the screen below. The set up for Offline Processing is the same as for a normal Online system in the PoS application. [ Setting up Back up Paths ] The Back Up Paths must be set up on the supervisor s computer. When setting up your back up paths, you need to first create the folder for your backups. The best place to create this folder is in the Sage Pastel directory. If your company is on a network drive, create the backups folder on the network drive. 17

18 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V 1 2 In Sage Pastel PoS, select Setup...Backup Paths. In the screenshot below, a folder called PoS Backups was created in the Sage Pastel11 directory inside the Backups folder. In the Back Up Path screen, click on the dropdown list. Navigate through the explorer and select the folder that you created for the backup. Click OK once you have highlighted the folder. 18

19 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e You can set up a number of paths to back up to. They can be on the local machine or across the network. When you select to Update All Documents, the system will perform a back up to these paths automatically. If you make backups to your local computer, it is advisable to also back up to your server. Alternatively, write the back up onto a disc for safe keeping. C. Processing POS Transactions The processing for normal online transactions and Offline Processing are slightly different. Offline processing will be dealt with later on in this section. [ Shortcut Functions ] Whichever processing mode you are using, you have access to Shortcut Functions to perform some tasks in PoS. The functions are listed under the Shortcut Functions button on the right side of the processing screen. Price Lookup (Ctrl+F7) Inventory History (Ctrl+F8) Customer Details (Ctrl+F9) Quotations (Alt+1) Orders (Alt+2) Sales (Alt+3) Returns (Alt+4) Ctrl and F7 on the keyboard will open the Price Lookup screen Ctrl and F8 will open the Inventory History Ctrl and F9 will give you access to the Customer Details screen. Use Alt and 1 to process a Quotation. Use Alt and 2 to process an Order. Use Alt and 3 to process Sales. Use Alt and 4 to process Returns. Remarks (Alt+R) To add a Remark to a document, use Alt and R. Printer/Fonts Setup (Ctrl+P) We will now look at each of the shortcuts individually. [ Price Lookup ] Ctrl and P opens the Printer/Fonts Setup screen. From the Price Lookup (Ctrl and F7) screen, you can select the price of an inventory item, view outstanding sales orders for that item, see any special prices available and a picture of the item to the customer. Select the item that you want to view the information for in the Item Code field. If you have more than one store, you will view the information for the item per store. 19

20 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V 1 2 The Special Prices that display are as per settings in the Sage Pastel company. [ Inventory History ] In the Inventory History (Ctrl and F8) screen, you are able to see the previously processed inventory items for the customer. This is especially useful for customers that have special prices. [ Customer Details ] In the Customer Details (Ctrl and F9) screen, you are able to add the contact details of the customer. This window is also opened if the value of the sale on a Cash customer is above the Customer VAT Trigger Amount set in Other Settings page in the PoS setup. The details will then print on the till slip if it has been set up to accommodate them. [ Documents ] We will go through processing documents later in this course. The shortcuts can be used to open the different sales documents available. 20

21 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e [ Remarks ] In the Remarks screen, (Alt and R), you can type a remark to be printed on a document. [ Printer / Fonts Setup ] To access the Printer/Fonts Setup press CTRL and P Click on the Set Printer button to select the printer to use. Set the fonts to use by clicking the Set Main Font / Set Title Font button, and choose the font name and size using the standard Windows Font Selection screen. If you set too large a font, the fields may not display correctly on your sales invoice. On the other hand, if you select too small a font, it may be difficult for customers to read. Start with the default settings and modify them if you need to. If you have requirements that do not fit properly in the standard forms, use the Forms Designer to change the forms. Choose the number of copies to print: If you are using multiform paper on a dot matrix printer then you usually print one copy. If you are printing on a laser printer, thermal printer or an inkjet printer, you usually print multiple copies according to your requirements. 21

22 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V 1 2 In addition to the above, there are shortcut functions on each processing screen. FUNCTION Ctrl and D Ctrl and I <F2> Cash <F3> Cheque <F4> Card <F7> EFT <F8> Voucher <F9> On Account/Cash Sale <F10> Cash In/Out <F11> Cash up <F12> Reprint Alt and D (Quotations/Sales Orders) <SPACE>/Alt and N Alt and E Alt and L Alt and C Alt and H Alt and D (Sales) DESCRIPTION Delete a line on a document. Insert a line on a document. Receive a cash payment. Receive a cheque payment. Receive a credit card payment. Receive an EFT payment. Receive a voucher payment. Any document type can be processed to an Account by pressing or clicking <F9>. The <F9> will toggle between Cash Sales and Account Sales. Process a Cash In/Out. Process an Operator Cash up. Documents can be reprinted by pressing <F12> or the reprint button. Only documents that have not been part of a Supervisor Cash Up will be available for reprinting via this function. Documents can also be reprinted via a Reprint option on the View Menu. A single quotation or sales order can be deleted by clicking the Delete option. To move onto the next number and complete the transaction, press Space bar. If the operator has already captured the amount to be paid in one of the Payment Types (Cash, Cheque, etc) and the customer would like to add another item, press the <INSERT> key, and the operator can type a new line and re-enter the payment amount. Quotations, Sales Orders, Sales and Returns that have been placed On Hold will be available for edit. To locate a document to Edit, click the Edit button a list of all the documents will be displayed. Link a document from Sales Orders onwards. All Sales Orders and Quotations from your Sage Pastel company can be linked in PoS. This command will close the PoS Processing. Place a document on Hold. Select a Sale as a COD Sale. [ Processing POS Transactions online ] When processing in Sage Pastel PoS, all customer document types are available, ie Quotations, Sales Orders, Sales and Credit Notes. Each of the processing screens is a different colour to avoid processing the wrong document. Quotations are grey, Sales Orders are yellow and Sales are blue. Credit Notes are Red / Orange. Should any document not be available to a user, it has been disabled in the Screen Enabled Settings under Setup...Options and then for the specific user Screen Enabled Settings. You can transfer between Cash Sale and Account Sale if lines have already been captured. The only time you cannot transfer is if the document is on hold, if it has been linked, if there is a serialised item on the document, or if the account selected to transfer to is over their credit limit. PoS uses the system date as the processing date. The operator cannot change the processing date on the document. 22

23 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e If the Process Multi Period option has been disabled in Sage Pastel for certain operators and the system date is not within the Current Processing Period, shown on the Setup...Periods screen in Sage Pastel, the program will terminate. At each period end, a Period Increment must be done in the Sage Pastel company if there are users that do not have access to multi period processing. [ Processing Quotations ] Open the processing screen by selecting Point of Sale from the Process menu. The processing screen that opens will be as per the settings in the setup options for the user. To open the Quotation, click on the Quotation button at the top left of the processing screen. 23

24 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V 1 2 In the processing line, click on the Code drop down list and a list of products that you supply will be listed. In the Inventory Item Search screen, you are able to search for items by Code, Description or Barcode. You are also able to select GL Codes and Kit Items. If you are not sure of a code, description or barcode, you can search for the item by selecting the Activate Find tick box. Type in a word that contains roughly your criteria to search on in the field and click on Find. If you press F6 in this screen, you can create new inventory items. 24

25 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e Not all of the fields in the Edit...Inventory...Item File screen in Sage Pastel are included here. These fields must be updated in the Sage Pastel company. The Mandatory Fields, indicated by a red asterisk, must be completed in this screen. Other fields can be updated in the Sage Pastel company. You are able to edit inventory items from this screen also. Right click on one of the items, and the Edit Inventory Details screen will open. Once you have selected the product that you want to quote on, you will be returned to the processing screen. In the processing screen, you can edit the quantity field and the price field. If you click on the drop down arrow in the price field, the Price Search screen will open. You can select another price from this list, or enter you own price if you have access as set in Sage Pastel. Once all the relevant data is entered, click on the Next button or press your Space bar. You will be asked if you would like to print a till slip. If you select Yes, the Quotation will be printed. 25

26 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V 1 2 [ Processing Sales Orders ] In Sage Pastel PoS you are able to link documents, just as you can in Sage Pastel. In the processing screen for sales orders, click on the Link button at the bottom of the page. 26

27 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e The following screen will display: At the top of the screen, you will select which type of document you want to link to. When processing a Sales Order, you can only link to a Quotation. You are able to sort the lines on the screen by different headings by selecting the heading and then dragging it to the grey space above the headings. This makes it easier to find documents. Once you have selected the document you want to link to, the Document Linking screen will be opened. In this screen, you will enter the quantities to be linked. 27

28 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V 1 2 Once you have entered the quantities, you will need to select Save and Finish. You will be asked if you want to leave the original document, delete the lines due or delete the entire original document. Select the relevant option, according to your company policy. The Quotation lines selected will be removed or updated and the fields added to the Sales Order for you. Processing a Sales Order that is not linked to a Quotation is exactly the same a processing a Quotation. [ Processing Sales ] In the Sales tab, as with the Quotation and Sales Order tabs, you can process sales to both cash customers and customers on account. You can also place documents on hold and process COD sales. CASH CUSTOMERS When processing a sale to the Cash Account, the processing is the same as for Quotations and Orders. Once you have completed filling in the required stock, you then need to enter the amount that the customer is paying. If the customer pays Cash and they give you more than the due amount, enter the amount that the customer gives you in the Cash field at the bottom of the screen, and Sage Pastel will fill in the Change field at the top of the screen with the change that you need to give the customer. 28

29 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e If the customer pays with Cheque, Card or a Voucher, enter the correct amount under either Cheque, Card or Voucher. To change the customer account from Cash to an Account customer, press F9 or click On Account and Sage Pastel will transfer you. On the next screen, you need to select the account that the invoice must be posted to, and click on Select. You are then taken back to your Sale screen where you click on Next or press the Spacebar to complete the transaction. ON ACCOUNT If you are processing an invoice to an account customer, press F9 on a blank Sales screen and select the customer account that you want to process to. You will now have a number of new options at the bottom of the screen. To receive a customer account payment, select F2. Press F4 to search for a customer account. F6 will open the Create New Customer screen. To view the customer statement, press F8. To change to the Cash Sale account, press F9. 29

30 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V 1 2 When creating a new customer account, the fields are slightly different from the fields in Sage Pastel as not all the fields are available. The Mandatory Fields are indicated by a red asterisk. Any fields that are not filled in can be updated later in the Sage Pastel company. PLACING A SALES DOCUMENT ON HOLD On a Sales document, you are able to select to put the document on hold. You will do this by clicking on the button just above the lines of the document, or by pressing Alt and H. The document will now be placed on hold. To edit the document at a later stage, click on the Edit button at the bottom of the screen, or press Alt and E on your keyboard. The following screen will open, where you will select the document to edit. 30

31 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e COD SALES DOCUMENTS COD sales are sales that are delivered. The sale is processed and the slip taken with the sale for delivery and the payment is only received later once the driver has returned. This is a very common type of sale in fast food businesses. To create a COD sale, create the invoice as usual and then click on the Cash on Delivery button just above the lines, or press Alt and D on your keyboard. This document will now be held until you are ready to post the payment. Before you can proceed to the next screen, you must enter an amount to give change for. This ensures that your driver has the correct change with when making the delivery. You will now receive the Cash Sales Details screen, where you will enter the delivery address for the sale, as well as other details. 31

32 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V 1 2 To reopen the document, click on Edit or press Alt and E on your keyboard. On the Tax Invoice screen that opens, select the Cash on Delivery Search Type and then select your document. [ Processing Returns ] You are also able to process Returns either by linking them to a Sales document or not. LINKING RETURNS TO A SALES DOCUMENT When linking Sales to Returns, open a blank Returns screen and select the customer account. Click on Link, and the search screen will display. The screen is exactly the same as the screen used when linking other customer documents. Select the invoice you want to link, then the items and quantities that you want to link. Save and Finish the selection and you will be back in the Returns screen. You must now select how you are going to refund the customer. The full amount must be entered before you can move on. PROCESSING RETURNS WITHOUT LINKING When processing returns without linking, enter the product code for the item that needs to be credited. Enter the amount to be credited either as Cash, a Cheque or a Voucher for Cash Sales, or leave it as unpaid if on account. For account sales, you can also select to pay out the money immediately using the F2 function. Click next or press the space bar. The money will be deducted from your daily total and the product will be added to the product list. [ Pack Size ] Pack Size is a facility that allows you to purchase a product that is pre-packed and you can break the pack up into smaller units or pack the items together to make a single larger unit. An example of this would be if you were to purchase a case of cold drinks. You break the case up into 6 packs and single units. Alternatively you can purchase single units and put these single units together to create a pack of 4 or a pack of 6. 32

33 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e PACK SIZE SET UP 1. To set up Pack Size in Point of Sale, open Point of Sale and select Setup Pack Size from the main menu. 2. The following screen displays: Field / Option Inventory Code Description List Pack Sizes Edit pack Sizes New Pack Size Description Select the Inventory Item that needs to be repacked. The description of the inventory item will automatically be populated. Displays a list of pack sizes already created. Select this option to edit a specific pack size. Select this option to create a new pack size. Assume you have purchased an item in packs of To create a new Pack Size from a pack of 6 items to a single item, you will divide the item by 6. 33

34 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V Click on the New Pack Size button. Field Pack Size Code Pack Size Description Pack Size Barcode Pack Size Store Copy Prices Qty/Ratio of Pack Size Pack Size Action Selling Prices Create Description Enter an Item Code for the new Pack Size been created. Enter a description for the new Pack Size been created. Enter the barcode for the new Pack Size. Select a store for the new Pack Size when using the multi-stores module. Click on this button to copy the prices to other stores when using the multi-stores module. Select the quantity or ration that the original back will be divided by or multiplied by. Select to Divide or to Multiply the new Pack Size by the Base Unit of the original inventory item. Enter the Exclusive or Inclusive selling price for the new Pack Size for each available price list. Click on the Create button to create the new Pack Size. 5. In the Inventory Code field, click on the inventory item browse button and browse for the item that you need to repack. 6. In the Pack Size Code field, enter a new code for the new item. 7. Enter a description in the Pack Size Description field. 8. If you are using barcodes, enter a barcode for the new item. 9. If you use multi-stores, select the store where the new item will be stocked. 10. In the Qty/Ratio of Pack Size field, enter the new quantity of the pack size. If you are breaking a 6 pack up into units, enter 6 and select Divide in the pack Size Action field. If you have a case of 24 and will be breaking the case into six packs, enter 4 in the pack Size field as 24 / 4 = Enter the new prices for each price list and click on the Create button to create the new item. 12. To create a new Pack Size, from a pack of 6 items to a case of 24 items, you will multiply the item by 4. 34

35 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e 13. Click on the New Pack Size button. 14. Select the Inventory Code of the item that needs to be multiplied. 15. In the Pack Size Code field, enter a new item code for the new item. 16. Complete the rest of the fields and click on the Create button. PACK SIZE EDITING 1. To edit a Pack Size, select the Pack Size to be edited and click on the Edit Pack Size button. 35

36 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V Edit the applicable field and click on the Update button to save the changes. 3. Once the Pack Size has been edited, click on the Update button to save the changes. PACK SIZE PROCESSING 1. When processing a customer document, you select an item from the Code column. Click on the drop down arrow in the Code column as normal. The Inventory Item Search function opens. Select the Pack Size option from the list of options at the top of the screen. 2. All Pack Size items that have been created will be listed. Select the item to process. 36

37 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e 3. You will notice that when you search your inventory, the items that have been repacked and processed will no longer be whole items. [ Processing PoS Transactions Offline ] When processing Offline, the following options are not available. Serial Number Tracking is not available for Offline Processing. If you have Serial Number tracking, you will not be able to use Offline Processing. Quotations, Sales Orders, Documents On Hold and COD sales processed on one terminal will not be available at another. In the Sage Pastel company, in the Customer Documents function, you set per user and per document whether to update in batch mode or completion of documents. In Offline Processing, users who operate remote terminals must work in batch mode. Remote workstations do not have supplier processing. You cannot create new customers, inventory items, or sales codes via the Search facility. PoS supervisors cannot perform supervisor functions at a terminal. You cannot process point of sale sales at the main server while processing on terminals. There are several steps involved in processing Offline. These are Supervisor functions and, besides the restrictions listed above, operators will not work any differently from operators who are working online. When you have finished setting up your offline users and are ready to process at the tills, you will first need to send a copy of the company to the till. This process is called deploying. Offline tills need only be connected to the network when deploying or fetching data. 37

38 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V To deploy data, select Process Offline Management and the screen below will be displayed. In the screen, you can see each of the terminals that you set up. The Fetch button is not available, because there are no terminals ready to be fetched. Select the terminals to deploy to. Select Deploy to send the data to the terminals on the list. Not Deployed indicates the company is yet to be deployed to the stations. 2. After deploying, the system will indicate which terminals have received the data and the status will change to Deployed. 3. Once you have deployed the data, the terminals will be able to process. At the end of the shift, the data needs to be fetched from the terminals. 4. To fetch data, select Process Offline Management you can see from the screen that data has been deployed to all the terminals. 38

39 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e 5. The PoS supervisor must select which terminals to Fetch from. If the supervisor does not select all the terminals, those not Fetched will not be re-deployed until Fetched. If an operator does not work on their station, but the supervisor needs to send all the workstations the latest data, it is necessary to first Fetch Transactions from all terminals and then Deploy. Select the Fetch option once you have selected the required terminals. You do not have to select all the terminals at once. Select the terminals to fetch from. 6. After having selected to Fetch, the following message will display. If the Fetch fails, a message will be displayed. The most common reason for a Fetch to fail is a loss in network connectivity. 7. Note the status once the Fetch is completed, the screen will look like the one below. 39

40 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V 1 2 [ Processing Cash In/Out ] 1. The Cash In/Out button <F10> is available from each document type. This is where any money that is received other than for a customer sale is captured. Select the account Type, a Description and the amount paid under Cash, Cheque, Card or EFT. Click on Save and the money will be allocated to the account. If an account is not selected, the default account set up for Cash In / Out will be used for the transaction. 2. If you are processing a Cash In on a Customer Account that is Open Item, the Open Item Invoice Allocation will open. Here you can allocate the money received, and Save the transaction when you are done. This is not available for Offline Processing. 40

41 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e 3. When you need to take money out the till, select Money Out. Select the Type, Account, the Description and the amount and then click on Save. If you are processing a payment to an open item supplier, you will need to allocate the payment in the Process Match Open Item screen in Sage Pastel. Open Item allocations for supplier accounts cannot be done in PoS, although the payment can be made here. You will need to match the transaction using the Match Open Item facility in your Sage Pastel company. [ Processing a Cash Up ] 4. Each operator must process a cash up at the end of their shift. A cash up is a reconciliation of the money in the till. This step is vitally important for cash security. At the end of each shift, the operator will count the money, including the float, in the till. The Cash Up screen is opened by pressing F11 on the keyboard or clicking on the Cash Up button. 41

42 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V To assist with counting the money, a Cash Denomination screen can be opened by pressing Alt and D or clicking on the Cash Denominations button. In this screen, you will enter the number of notes and coins that you have in the till. If you have five R50.00 notes, you will enter 5 in the field next to the R50.00 note. Once you have entered all of the values, select OK and the cash field in the Cash up screen will be updated. 6. Once you have entered the cash, cheque, credit card, voucher and EFT amounts, click on Finalise Cash Up. 7. Close the Point of Sale by pressing the Close button at the bottom right of the screen. 42

43 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e [ Supervisor Processing ] There are certain functions only a PoS Supervisor can process. These processes are over and above the functions that we have already discussed in the Offline Processing section. Supervisor Cash Up Update All Documents SUPERVISOR PROCESSING 1. The Supervisor Cash Up is processed from the Process...Supervisor Cash Up menu. 2. In this screen, the Supervisor will first select the user to process the Cash Up for, and then the Date to reflect on the Cash Up. 3. Once that is done, the Supervisor is able to edit the User Amount figures which are generated by the User s Cash Up. The Cash Denominations screen is also available to make counting the cash easier. In addition, should there be a discrepancy, the Supervisor is able to reset the values and allow the user to redo the Cash Up. Once the user s cash up has been checked, the Supervisor will select Finalise Cash Up. 4. If there are any discrepancies, Sage Pastel will prompt you to confirm that you want to finalise the cash up. 5. You will need to enter the Supervisor password. Sage Pastel will then ask you if you want to update all of the outstanding documents for the user if they have not already been updated in the processing screen. 6. If you select not to update the documents, the following process will need to be done manually. If you select to update the documents on this screen, the update will be done automatically for you. 43

44 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V 1 2 UPDATE ALL DOCUMENTS This function is only available for the PoS supervisor. You would run this option as an alternative to the Update Documents per individual user in the Supervisor Cash Up. 1. Select Process Update All Documents and click on Start to begin All users must be logged out of Point of Sale and Sage Pastel to be able to update documents and create a backup. 2. Sage Pastel will first make a backup. A backup is performed before and after the update routine. If the backup paths have not been set up prior to running this, the system will allow you to enter the paths at this time. 3. The system will indicate when the Backup and Update have been completed. 44

45 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e [ Processing PoS Transactions on the Touch Screen ] The functionality of the Point of Sale touch screen and the standard Point of Sale is the same. It is possible to use the PoS touch screen interface even if you do not have a Touch Screen Monitor. We will use the Demo company to demonstrate the touch screen interface. 1. To enable your PoS touch screen interface, open your company in point of sale. 2. After the company opens, from the main menu select Setup...Options. Your Setup Options screen will display. On the screen you need to select the option Enable Touchscreen Interface. This will activate the touch screen interface in PoS. 3. As with processing in PoS, you have the option to select or deselect the printing options. For our examples, ensure that the options Print Till Slip For Quotations, Sales Orders, Cash Sales and Returns have been ticked. Make sure that the option Ask Before Printing Till Slip is unchecked. Tick the checkbox to enable the Touch screen. Tick the 4 printer setting check boxes to print the Till Slip. Untick this check box to print directly to the printer. 45

46 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V Once you have checked the tick box, a screen will open where you are able to set up product shortcuts for the user. These product shortcuts are normally your top selling products. Instead of having to zoom for the top selling products all the time, the top selling products will be in a menu that is easily accessible. This menu can be edited at any time. NAVIGATING THE TOUCH SCREEN INTERFACE 1. To open your Point of Sale interface, from the main menu click on Process...Point of Sale. The Point of Sale touch screen interface will open. 2. Let s first look at the different documents that can be processed. Used to create an offer to sell to a customer. A quotation does not affect any of your processing. An order is placed when a customer commits to purchasing products from the supplier. A sale is when a customer collects products from the supplier and make a payment for the products. Any products that have been purchased but are returned to the supplier. 46

47 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e 3. In the middle of the screen is the menu where you add your top selling products for easy access. There is a Product Zoom button close to the bottom that will open the Inventory Item search so you can select an item that is not in the shortcut menu. 4. Next to the Products button is a Functions button. Clicking this button will enable a variety of commonly used functions in PoS. The Add Remarks button gives you the option to include comment that may be valuable for example the client will collect after 16:00. The Printer / Font Setup button allows the user to change printer settings for the printouts. Cash In / Out is used when a customer comes in to pay their account. This option is also used if a supplier delivers on COD and you need to pay the supplier. 47

48 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V 1 2 At close of business the user will press the User Cash Up button to cash up for the day and to make sure that the money in the till balances with all transactions You may need to reprint a receipt for a customer or a quotation that has been lost. Press on the Reprint Document button and select the document to reprint. This only includes documents since the last cash up. If you placed a document on hold, press the Edit Documents button and select the document on hold. You can now further process the document. If a client has a Quotation and would like to purchase the goods on the quotation, while in the sales screen press the Link Documents button, select the Quotation and a Sales Invoice for the Quotation will be created. This button allows the user to update the batches that have been processed. 5. On the right of the screen is the touch pad to enter the values to be used. Once a value has been entered, press on the done button to accept the value entered. Done button 48

49 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e 6. On the left of the screen is the main display screen. Any document that has been processed will display with the selected items that have been selected. To select a specific item on the document, navigate using the up and down arrows at the bottom. If you are busy with a document and need to do a second document, press the Place on Hold button and then press Next Transaction. You can now process another document. The COD button is used when you are delivering the goods and will be receiving the payment at the delivery point and the driver gives you the money when they return back to the dispatch point. 7. At the bottom of the screen are the Total Due, Tendered and Change fields. These fields will indicate the amount due for the transaction, the amount the customer tendered and the difference due to the customer. 8. Below the amount fields are the different options that can be used to tender payment. The Cash button is if the customer is paying with cash. The Cheque button is used when the customer tenders a cheque for payment. The Card button is when the customer pays using either a credit card or a debit card. 49

50 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V 1 2 EFT or Electronic Funds Transfer is when the client transfers money through internet banking or cell phone banking. Using a voucher would be the same as using a credit note for payment. If the client has received a voucher for goods returned or maybe vouchers are sold by the retailer then this option is applied. 9. The last set of buttons to discuss before we look at some processing is the set of buttons at the bottom right of the screen. If you would like to change the price of a specific item on a document, select the item on the document before processing and press the Change Price button. You can now edit the price of the item for this specific document If you would like to give discount to a specific item on the document, select the item and press on the Change Line Discount % button. Enter the percentage amount for the item and the specific item will be discounted. When you would like to increase or decrease the quantity of a specific item on a document, select the specific item and press on the Change Quantity button. Should you wish to change the description of a specific item on a document, select the specific item and press on the Change Description button. A keyboard window will open. Type the new description and click on the Done button. Once you have completed a transaction, press on the Next Transaction button to process the transaction. If a customer has an account with you, press on the On Account button to add the transaction to the customer s account. When you want to close your Point of Sale interface, press on the Close button. 50

51 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e PROCESSING USING THE TOUCH SCREEN INTERFACE One of the first options to set up on the Touch Screen is the shortcuts for your top selling products. These products are user dependant and will not default to other users. Each user that logs on will need to have their top selling products selected. To add the products to the list, make sure your touch screen interface is closed and you are on the main page of Point of Sale. 1. From the main menu select Setup...Touchscreen Shortcuts. 2. On the Setup Products Shortcuts screen select the user that you would like to add the products shortcut to. For our example we will use User Click on the dropdown arrow in the column under Product Code. An Inventory Item Search screen opens. In the screen select the Item you want added to the shortcut list and click on the Select button. 4. Continue to select items till all 14 lines are filled. Once you have selected all the items, click on Close to close the window. Close the Setup Options window and open your Point of Sale interface by selecting Process...Point of Sale from the main menu. 5. You will notice all the items you selected are in the shortcut menu in the middle of the screen. 51

52 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V 1 2 PROCESSING QUOTATIONS The first document to process is a Quotation. This document is an offer to sell to a customer and does not affect any of your processing. 1. To process a Quotation, press on the Quotation tab. 2. On the screen that displays, press on any item in the shortcut menu. As you touch the button, the item is reflected in the main document screen on the left. Add three items to the quotation. 3. Once you have added the items, you would like to insert a note indicating that the quote is valid for 7 days. To accomplish this, press on the Functions button and then press on the Add Remarks button. 4. On the Add Remarks screen, press on the Keyboard button and type the remark This quote is valid for 7 days only from the date printed. 5. Once complete, press on the Done button. 52

53 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e 6. On the Remarks window, press on the Save button and the remark will be included on the quotation. 7. Press the Next Transaction button and the Quotation will be printed. 8. When the customer returns to purchase the goods quoted for, press the Sales tab at the top of the screen and then press the Functions button. In the functions list press on the Link Documents button. 9. In the Documents Type drop down list you can select either Quotation or Sales Order. We are linking a Quotation, so ensure that Quotation is selected. Next select the quotation to link by pressing on the quotation line. The items quoted for will display in a section at the bottom of the screen. If you have selected the correct quotation, press on the Select button at the top right of the screen. 53

54 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V On the next screen you can remove any items that the client may not require by deselecting the item in the Select column. If the quote is correct, press on the Save & Finish button at the bottom right of the screen. 11. After you have pressed Save & Finish, you will receive a screen with three options on it. You can leave the original document in place for future reference, delete only the used lines on the original document and leave the other unused lines in place for future reference or you can remove the whole original document. Make the appropriate choice that is in line with your company policy and press on OK. 12. The quote is now pulled into the Sales screen. 54

55 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e PROCESSING SALES At this point, changes can be made to the invoice before processing. If the client wishes to purchase more of a certain item, select the item to be edited. 1. At the bottom right of the screen press on the Change Quantity button and on the keypad on the right select the new quantity that is required and press the done button. 2. The quantity will now be altered. 3. To remove any remarks that are on the screen, navigate to the remarks by pressing the up and down buttons. When the remarks are selected, press the Void button on the keypad and the selected remarks will be removed. If there is an Item that you would like to remove, you can select the item and press the Void button. This will remove the item from the invoice. 4. To change the price of an item, select the item and press the Change Price button. Using the key pad, enter the new price and press the done button. A Supervisor security screen will display. Press on the Keyboard button and type the password. Once complete, press the Done button and press the OK button. 5. The price of the item will be changed. Changing the price of the Item on the screen will not affect the price of the item as saved in the system. 55

56 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V Should you wish to offer discount to a specific item on the invoice, select the item by pressing on the up and down buttons and press on the Change Line Discount % button. On the keypad enter the % discount for the item and press the done button. 7. You will notice the discount of 10% on the invoice is only for the specific item that was selected. If you would like to remove the discount, select the discount line with the up and down arrows and press the Change Line Discount % button. Enter 0 and press the Done button. The discount will be removed. 56

57 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e 8. If you would like to allocate a discount to the total document, press on the Overall Discount % button on the key pad. Enter the total discount for the document and press the Done button. A supervisor password request screen opens. Enter the password and press OK. Notice the discount is now for the whole document. 9. If a description of a product needs to be changed for a specific client or document, select the item for example the Comfort Keyboard, by using the up and down arrows and press on the Change Description button. 10. An onscreen keyboard will display. Retype the description to Easy Keyboard and press on the done button when complete. 57

58 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V The description on the document has been edited. This change will not change the description of the item that is on the system. 12. There are 5 different payment method options. 13. The first option is to pay cash. Press the Cash button at the bottom left of the screen. On the key pad enter the amount the client tenders. Let s assume the client tendered Enter the tendered amount in on the key pad and press the Done button 58

59 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e 14. On the document, the TOTAL EXCL VAT will be displayed, the TOTAL VAT will be displayed and the TOTAL INCL VAT will be displayed. The payment method is also displayed. 15. To open the cash draw and print the document, press the Next Transaction button. You are now ready for the next transaction. Let s create another sales invoice to view the different methods of payment. 16. If this invoice is paid with a cheque, press the Cheque button. The tendered amount is automatically populated. Press the Next Transaction button to complete the transaction. 17. The principle of paying with a card and EFT is the same as paying with a cheque. If payment is made using a voucher, you would process the transaction the same way you process a cash transaction. 59

60 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V If a customer has an account with you, press the On Account button. All your customer accounts will open. Select the customer by pressing on the customer line and press the Select Button on the top right of the screen. 19. Select the items that the customer would like to purchase and then press the Next Transaction button. You will receive a message asking if you are sure you have completed this transaction. 20. Press the Yes button to complete the transaction. This transaction will be pulled into Sage Pastel when the documents are updated. If the customer wants to pay for the invoice immediately, press on the Pay Now button at the bottom left corner of the screen. You will then process this transaction as a cash transaction. The invoice details will still reflect on the customer s account but will reflect as paid. 60

61 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e PROCESS RETURNS A return is when a customer brings a product back and exchanges the product for either another product or cash. This option is store dependant and different stores have different policies with regards to returns. 1. When a customer returns a product, press on the Returns tab. Select the product that is being returned and add a remark why the product is been returned. 2. Most retailers offer Vouchers on a return and do not refund the customers cash. To process a Voucher for the return, press the Voucher button and the amount will automatically be populated. Press the Next Transaction button and the transaction will be processed. The receipt that prints can be used as the voucher for the return. If the return is from a customer who has an account with you, when you process the return to the account, the return will reflect on the customer s account. 61

62 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V 1 2 PROCESSING ORDERS The last document to process is an Order. An order is when the customer contacts you to purchase products and they will collect the products later that day or the next day. 1. To process a sales order, press the Order tab at the top of the screen. Select the items that the client would like to order and press the Next Transaction button. 2. When the client arrives to collect their order, press the Sales tab at the top of the screen and press on the Functions button to link the documents. Press on the Link Documents button and the following window will display. 62

63 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e 3. In the Document Type drop down list make sure that you select Sales Order. A list of different sales orders will display. Highlight the appropriate sales order and press on the Select button. 4. Press the Save & Finish button to pull all the information into the Sales screen. Continue to process the sale the way you process any other sale. PROCESSING OTHER TRANSACTIONS When a client arrives to pay an account, you would process the payment using the Cash In / Out function. 1. To access this function, press the Function button and press the Cash In / Out button. 63

64 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V On the screen that displays, press the Money In button. In the Type field, select Customer from the drop down list. Press on the Browse button next to the Account field and the Customer Account Search window will open. 3. Highlight the customer who is making the payment and press on the Select button. You can change the description field required by highlighting the field and using the keyboard to type a new description. 4. Select the method that the customer is paying in and enter the amount the customer is paying. Once the amount is entered, press the Save button. 64

65 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e 5. An Allocate Receipts window will open. Select the invoice to allocate the payment to and press on the Save button. The payment is captured. 6. If a supplier delivers goods and the goods delivered are COD or you may need to make a payment for the goods, press the Function button and press the Cash In / Out button to open the Cash In / Out screen. Ensure that the Money Out option is selected. 7. In the Type field select Supplier from the drop down list and press on the Browse button next to the Account field to select the supplier. 65

66 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V Highlight the supplier and press the Select button. 9. In the description field you can enter a description or you can use the invoice number as your description. Enter the amount that you paid and press on the Save button. 10. A supervisor s password will be required. Enter the password and press OK to complete the transaction. 66

67 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e CASH UP At close of business the cashier needs to run the cash up to make sure that the money in the till corresponds to the daily sales. 1. Press on the Functions button in the middle of the screen. First press the Update Documents button. This will send all the transactions to the Sage Pastel database. Next in the functions list is to press the User Cash Up button. A cash up screen will open. On the screen, are fields to enter the amounts of various forms of money. Enter the amounts in the respective fields and press on the Done button once all fields have been completed. To make the calculation of the cash easier, press on the button Cash Quantities. 2. Enter the quantities of notes and coins in the till. When you press on OK, the cash quantity will automatically be populated in the cash up screen. 67

68 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V Once all fields are completed, press the Finalise button. 4. Close the Point of Sale by pressing the Close button at the bottom right of the screen. D. Point of Sale Reports The following reports are available in Sage Pastel PoS in the View menu. Outstanding Documents Batch Listing Daily Sales Report Cash up Variance Reprint Document Monthly Reports Supervisor Audit Trail Open Dashboard These reports let you see which quotations, sales orders, purchase orders, or CODs are still in the system. You can view documents in document number, customer code, inventory item, or salesman sequence. You can range by date, and you can run a detailed or summarised report In the main Sage Pastel product's Customer Documents function, you specify, per user and per document, whether you are working in batch mode. For batch mode users, this report shows document batches that you still need to update. It also shows batches that are on hold, or CODs. This report shows details of sales and returns, with totals, for a range of users and a range of dates. You can also range on the payment type (cash, credit card, cash in/out, etc.). This report shows a summary of Cash, Cheque, Card and Voucher details for each operator and workstation, as well as variance details. All documents, sales and returns also show in this report. You can select a range of users and dates for the report. You can also range on the payment type. This functionality lets you print documents that have already been updated. Select a document type (quote, invoice, and so on) and an output device (printer, screen or ). You can range on customers and dates. You are able to run a customer age analysis report or a customer statement report. This will give you an overview of payments that are due to come in to help you plan your cash flow. The Supervisor Audit Trail displays a report of all transactions that required a Supervisor Password to force a change. This report will list Document Numbers, Date, Supervisor, Operator and Action. The Supervisor Dashboard is a real time monitoring tool that the supervisor can use to monitor Sales by Operator, Sales by Payment Type, Sales by Salesman, Top Items and Top Customers. 68

69 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e [ Outstanding Documents ] From the Outstanding Documents menu, you are able to print reports on Outstanding Quotations, Sales Orders, Purchase Orders and COD s. For each of the documents, you can select from the following parameters. Select the store(s), order by document number, customer code, inventory item or sales code. A date range selection is also available. If you select to print details, you will see each line of the outstanding document. If you do not select to print details, you will see a summary value for each document. Once you have selected the criteria for your report, click on Run Report to print the report. [ Batch Listing ] The Batch Listing report gives a summary of documents in open batches and is printed per document type. The report will also show the status of documents in open batches; in the Status column, documents On Hold and COD documents are identified. If the user is not a PoS supervisor, only Documents relating to that user will be shown, whereas a PoS supervisor will see batches for all users. 69

70 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V 1 2 [ Daily Sales Report ] This report can be printed for a range of users for a range of dates and per Payment Type. If you select to print for all payment types, each will appear in a separate column, with a variance column that shows On Hold documents, COD documents and Returns paid out. Documents On Hold and COD documents will not appear on the daily sales report. [ Cash up Variance Report ] This report will reflect any variances in the cash up. You can select to print the report for a number of users or a single user, and you select a date range. You can select all payment types or one particular payment type. The example below shows the report as it would look for one user over a number of days, with all payment types displayed. 70

71 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e [ Reprint Document ] Any document can be reprinted by pressing the F12 key on the keyboard, when on the process screen or from the View menu. Using F12 on the process Menu will only reprint documents since the last Cash up. The Search sequence may be Document Number or Order Number. The zoom function is also available for Account search and Document search. You are also able to select where to print the report to. [ Monthly Reports ] There are two monthly reports available in Sage Pastel PoS; Customer Age Analysis and Customer Statements. The options for each report are the same, as follows: You can select a range of customer Categories, and a Customer Range. You can Order by Account Number or Customer Category. You can select to print reports for this year or a previous year. Days Range can be from Current to 120 Days. Amount Range can be Both, Debit only or Credit only. Foreign Currency accounts can be shown in their own currency. You can select to show transactions or not. You can include Open Item Invoices Paid in Current Month this option, if not selected, will not show invoices and their matching payments if they have been paid. 71

72 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V 1 2 [ Supervisor Audit Trail ] The supervisor is able to drill down in each document to view the document. To access the Supervisor Audit Trail, select View...Supervisor Audit Trail from the main menu. Select the required information from the dropdown lists and click on Run Report. 72

73 S A G E P A S T E L P A R T N E R V 1 2 P o i n t o f S a l e [ Supervisor Dashboard ] The window for each graph can be resized and placed anywhere on the dashboard. To drill down into the transaction on each graph, hold down the Crtl key on the keyboard and Left Click on the graph with the mouse. You can then further drill down to each document. E. Compacting the Database The option to compact the database can be found in the Setup menu and it also appears when you select to close the set of accounts. This option will compact and repair the database and should be run at least once a week. Sage Pastel PoS uses an MS Access file called Documents.mdb that can be found in the company folder. Compact and repair is an MS Access function that ensures the integrity of the file, and does not necessarily mean that there is anything wrong with the file. There must be no users linked to the database when it is compacted. When you select to compact the database, Sage Pastel will give you a confirmation message. Select Yes to continue. 73

74 Poi n t o f S a l e S A G E P A S T E L P A R T N E R V 1 2 There are no other indicators that the database is compacting. When the process is complete, the following message is displayed. Click OK to close the message, and the process is complete. In this module, you learned how to set up Sage Pastel Point of Sale, both for online and offline processing. You have explored processing documents in Point of Sale, and the cash up processes both for users and for the supervisor. You have discovered the different reports that can be printed, as well as reprinting documents. Lastly, you went through the process of compacting the database. 1. Where do you set up your document numbers for Point of Sale, and which option should be selected? 2. List any three processes that supervisor approval can be set for. 74