The Point of Sale module facilitates your over-the-counter sales of Material Items and finished products.
Make sure to first set-up the following:
For a brief overview of the BOSPrint Point of Sale module, watch this short video.
The following is important to set-up before attempting to use the QuickEasy BOSPrint Point of Sale functionality:
Complete the Staff Settings for each member of Staff that will have access to the Point of Sale functionality. Navigate to Main Menu > Setup > Staff > Select Staff member > Right-click and select Edit > Settings > Point of Sale. See image below:
For more about Staff Setups, click here.
Complete the Point of Sale Settings, navigate to Main Menu > Setup > Settings & Defaults > Settings > Point of Sale, (image below).
The following Settings (Settings marked in the screenshot above) provides drop-down lists where Customers, Categories and Entry Types are to be selected. These Customers, Categories and Entry Types will need to be created first before you are able to select them from the drop-down list.
1. Customer used for Cash Sale - Create a Customer for Cash Sales in Main Menu > Customers > Customers > New. Select this Customer from the drop-down list to be used as the default Customer for walk in over-the-counter Cash Sale Transactions (image below). This will save you time where you don't need to create an Individual Customer for every Cash Sale.
For more about Customer Setups, click here.
2. Job Category for POS Transactions - Create a Job Category for Point of Sale Transactions in Main Menu > Setup > Settings & Defaults > Lists & Categories > Job Categories > Add. See image below:
3. Ledger Entry Types - Create the following Entry Types in Main Menu > Setup > Settings & Defaults > Accounting > Entry Types > Add:
Cash Up Shortfall
Cash Up Surplus
Customer Receipts
Rounding Discount
Tips Paid
Tips Received
4. Service Category - Create a Service Category for Point of Sale in Main Menu > Setup > Settings & Defaults > Lists & Categories > Service Categories > Add. See image below:
All the Categories and Entry Types are created in Main Menu > Settings & Defaults. For more about Settings & Defaults, click here.
Main Menu > Home > Point of Sale
Once the Point of Sale function has been activated the BOSPrint Interface will change to the POS Login screen, where a PIN is required to login. This PIN is unique to each User. To create a PIN, navigate to Main Menu > Setup > Staff > Settings > Point of Sale > Login PIN - No.
For more on POS Staff Settings, click here.
Once you have entered the correct PIN, you are logged-in, then the POS Interface will open. See image below:
If there is no activity on the POS Interface, the User will be logged out after a preset amount of seconds, for security purposes. To set the amount of Idle time, navigate to Main Menu > Setup > Settings & Defaults > Settings > Point if Sale (POS) > Login - Idle time before User is logged out (Seconds).
For more about POS settings, click here.
The Find an Re-activate Order No... function requires Supervisor access.
8. View Cash Ups - This will show all the Cash Ups for the current date (more below).
9. Order No. - This shows the Order number.
10. User - This shows the User that created the Order.
11. Customer - This shows the Customer linked to the Order.
12. Reference - This shows the Order's reference.
13. Total - This shows the total amount outstanding of the Order.
Main Menu > Home > POS > New
5. Add - Click on the Add button to add an Item to the Order, use the plus and minus buttons to increase or decrease the quantity, or simply enter a number.
6. Material Category - This field will list all the Material Categories that can be sold over-the-counter.
7. Material Item Search Field - Here you can enter a description of a Material Item you wish to find within the selected Material Category.
8. Material Items - This data grid will list all the Material Items within the selected Material Category or the Materials relating to your search in the search field (6).
9. Preview - When you click the Preview button, the Image, Notes, Price, Location and Quantities of the Item selected in the Items data grid (8) will be shown. Once the Preview button has been clicked, it will change to Back, so you can simply toggle between the Item Preview and Items data grid. See image below:
10. Order Items - Any Items added to the Order will be listed in this data grid, indicating the Item's Description, Quantity, Unit, Adj%, Unit Price and Total price.
11. Sales Order Detail - This indicates the Sales Order number, date and time it was created and the User who created the Sales Order.
12. Menu - The Menu button provides the following additional functionality:
13. New - This will create a New Order.
14. Cancel - This will Cancel the Order. An Item cannot be canceled after it has been Invoiced.
15. Print - This button allows you to Print or Preview the Proforma - Tax Invoice, as well as Printer Setup.
16. E-mail - The default Point of Sale Template can be emailed by clicking the E-mail button.
17. Close - This will close the Order.
18. Process Payment - Select this button to Process the Payment (see below).
Main Menu > Home > POS > New/Edit Order > Process Payment
When an amount is entered on the payment screen, which is less than the order amount, the balance is displayed red in the Outstanding field. The linked Receipt is updated with the payment amount only.
When an order has not been settled in full, users are prompted before Posting or Closing the transaction.
When changes are made to the Payment amounts, users are prompted to Post the transaction when they exit the Payment screen.
You can use Cashups to reconcile all the Cash, Card Payments, EFT's etc. received for a selected date period with the transactions created in the same period.
The following settings are important to set-up before using the Cash Up functionality. Navigate to Main Menu > Setup > Settings & Defaults > Settings > Point of Sale (POS).
Main Menu > Home > POS > View Cash Ups > View
Main Menu > Home > POS > View Cash Ups > New Cash Up
4. Count - In the Count tab, you can enter the quantities of the cash, and other amounts in the Summary field (4).
5. Summary - The summary field will display the Total amount of cash counted, and here you can enter the Card, Cheque, EFT and Voucher amounts. This will all be added together and displayed in the Summary Total field.
6. Float - The Opening Float will default to the Closing Float of the last Cash up, this can also be changed where necessary.
7. Log - The Log tab will display all the activity logs relating to this Cash Up. See image below:
8. Add Note - This allows you to add a Note to the Cash Up.
9. Print - A Summary of the Cash up can be printed using the Print button. The layout is determined by the Template which is linked in the Settings.
10. Options - The Options button allows you to do a Re-Count, Reconcile the Cash Up and to Close the Cash Up. See point 3 above.