21. Extension - Datecs Cash Register

Description

The extension offers the possibility to register sales transactions in SocrateCloud and print receipts directly from the cash register. The functionality is available starting with SocrateCloud version 14.12.

Supported Cash Registers

SocrateCloud v14.12 supports DATECS cash registers using the drivers FPrint or DatPrint.

• During internal testing done by Bit Software, the following specifications were used: Cash Register: DATECS MP55; Driver: FprintWIN version 3.0.3.4

For details regarding cash registers please contact your supplier. BIT Software does not supply cash registers nor their respective driver software.

Requirements - Hardware and Software

1. An active SocrateCloud Tenant so that sales transactions can be registered

• • • Tenant setup (organizations, warehouses, cash registers, roles and users, document calendar);

    • Product setup - details in Products;

    • Business Partner setup - details in Business Partners;

    • Price Lists - we recommend using price lists with VAT included - details in Prices;

    • updated product stock records - the extension works with the existing product stock records, online (a product cannot be sold if no stock is defined);

    • specific document types for cash register transactions:

      • the system uses "POS Order" type customer orders - this order generates shipments, invoices and payments automatically. Details in Sales Orders;

      • we recommend you define a specific set of documents for this type of sales transaction. Detail în Documents;

      • a print format for the invoice - the customer may request the printed invoice.

2. The SocrateCloud POS component

• • • the component can be activated through a purchase order to the Bit Software Sales Department;

    • once component is activated, the following system changes need to be made:

      • in the Quote to Invoice -> Point of Sales -> POS Setup menu:

        • read/write access to the POS configuration window must be granted only to the system administrator;

        • read/write access to the Deactivate / Reactivate POS receipt process must be granted only to the system administrator;

      • read/write access to the Sales Order - POS widow located in the Quote to Invoice - Sales Orders menu must be granted to all sales roles;

3. The sales point (store) must have a PC with the following configuration:

• • • Windows operating system - for the correct windows version contact the FPrint or DatPrint driver producers;

    • an internet connection with a fixed IP address;

    • serial port or corresponding adapter used to connect the cash register to the PC - for details contact the cash register supplier;

    • a web browser - to work with the SocrateCloud interface - recommended: Chrome Browser

4. The SocrateCloud POS extension

• • • the extension can be downloaded from your assets, by pressing the My Assets button of the website: https://support.bitsoftware.ro/soweb/

    • Java JRE - an updated version, corresponding with the PC operating system.

5. Cash Register

• • • must be connected to the PC (see step 3);

    • configured to work through the PC connection;

• • configured with the VAT applicable to your organization;

    • must be registered with the fiscal authority.

6. Drivers

• • • chose the corresponding driver and install it on the PC (see step 3);

    • you will need administrator rights on the PC operating system;

    • define the folder used to write the files used to print the fiscal receipts;

Setup

In order to register sales in SocrateCloud through the cash register you need to go through the following setup:

• 1. Cash Register configuration - ask the person responsible for configuring the cash register for the following information:

     • codes allocated for VAT - usually 1 is for 24%, 2 for 9% and 3 for 0%. This type of configuration cannot be performed by BIT Software consultants;

     • the serial port communication speed (usually 4800);

     • connect the cash register to the PC. This should be done by your system administrator (IT).

  2. Installing and configuring the FPrint driver on the PC - this should be done by your system administrator (IT). The driver documentation should guide you step by step through this process.

     • for the MP55 cash register choose the MP-500TR setting;

  3. Installing and configuring the SocrateCloud POS extension on the PC - this can be done by a BIT Software consultant under the supervision of your system administrator

     • the operating system and the extension versions must be compatible (there are separate versions for 32bit and 64 bit);

     • a step by step guide is available in the RUNNING.txt file that comes with the extension;

     • we recommend restarting the computer after the installation process is finished.

  4. SocrateCloud Cash Register configuration - in the POS Configuration window located in the Quote to Invoice -> Point of Sales -> POS Setup menu:

     • Cash Register - select the cash register type from the list;

     • Name - enter a name for the configuration;

     • URL - the public IP address for internet access and the desired port - consult your system administrator (IT);

     • in the Access tab add the SocrateCloud users who will have access to the cash register.

  5. PC Network and Firewall configurations - in order for any information to be transferred from SocrateCLoud to the cash register PC , the following setting need to be made:

     • all settings must be done by your system administrator (IT);

     • the router must accept inbound information on the specified port - the port is set in the "config.properties" file that comes with the SocrateCloud POS extension, which coresponds with the port enterd in the URL field from the ScorateCloud POS configuration window.

     • the router must be capable of doing a "port forwarding" operation for the information received through this port to the fixed ip assigned to the PC (connected to the cash register);

     • the PC firewall must accept inbound connections for the respective port;

  6. SocrateCLoud Product configurations:

     • Product window, Short Name field - for every product sold using the cash register enter a short name, depending on the receipt width. For MP55 cash register we recommend a 14 character name (maximum is 19, but will use 2 rows).

  7. VAT configurations

     • Tax Rate window, Cash Register Indicator field - enter the corresponding code (step 1) (only for tax rates used for cash register sales).

  8. SocrateCloud Role Access configurations - in the Role window, for roles assigned to users responsible for sales, add the following access rights:

• • read/write access to Sales Order - POS or to any customized window with the same functionality;

  • read/write access to the Print Invoices process - the button with the same name is on the Sales Order POS window;

  • if working with a customized window you must add the process (button) described above;

  • read/write access - only for administrators - to the Deactivate / Reactivate POS receipt process - allows you to restrict receipt printing for specific documents (in order to handle printing issues);

Functionality

Printing cash register receipts is done, if no customizations are made, by using the Sales Order POD window. his window is configured to enter "POS Order" type sales orders. This document type automatically generates the following:

• Order

• Shipment - warehouse discharge;

• Invoice - SocrateCloud equivalent for a receipt - here we recommend defining a distinct document type, with separate numbering, for every sales point (store);

• the payment made to the cash register defined for the specific sales point;

After entering the document the operator must do the following:

1. complete the order = press the Complete button;

2. print the receipt = press the Print Invoice button and then Start;

Once the Print Invoice process has been started SocrateCloud generates a text file containing instructions for the cash register and sends it to the address indicated in the URL field, POS Configuration window. The SocrateCloud POS extension then receives the file, and writes it on the specified folder. The cash register driver will then use the instruction in the file to print the receipt. If successful the driver will move the file in the designated archive folder. If not it will be moved to the error folder. Errors can only be handled manually!

The Sales Order POS window has the following limitations:

• the sold product must be available on the SocrateCloud stock

• the only available payment method is by cash - the system generates the corresponding record automatically (the cash register must be previously defined, one for each sales point);

• products or packages containing products with price "0" cannot be sold;

• products contained by a package will be displayed on the receipt.