The Point of Sale module facilitates your over-the-counter sales of Material Items and finished products.

Discover Point of Sale

• POS Setup
• POS Interface
• New Order
• Processing a Payment
• Cash Up

For a brief overview of the BOSPrint Point of Sale module, watch this short video.

POS Setup

The following is important to set-up before attempting to use the QuickEasy BOSPrint Point of Sale functionality:

• Staff Settings (see below)
• POS Settings

Staff Settings

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.

Point of Sale Settings

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:

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.

POS Interface

Navigation

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:

1. Search Panel - This field allows you to enter an Order number, User, Customer or Reference you wish to search for.
2. New - This will create a new Order (more below).
3. Edit - This allows you to Edit an Order.
4. Print - This allows you to print or view the preview of the Order.
5. Refresh - This button will refresh the POS Interface to ensure the most current data is being shown.
6. Logout - This button will log you out of the POS Interface and return you to the Login screen.
7. Options - The Option button provides the following additional functionality:
   • Edit Customer - This will open the Customer Setup Interface allowing you to edit the selected Order's Customer.
   • Add New Company - This will open the Customer Setup Interface allowing you to add a new Company Customer.
   • Add New Individual - This allows you to add a new Individual Customer from the POS Interface. See image below:

• Transfer selected Order to another User - This allows you to transfer the selected Order to another User.
• Find and Re-activate Order No... - This allows you to find and re-activate an Order by entering the Order number in the pop-up window. See image below:

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.

New Order

Navigation

Main Menu > Home > POS > New

1. Customer - Click on the ellipses to select any Customer or Cash Sales.
2. Reference - Click on the ellipses to select a reference or simply enter a custom reference.
3. Total - This indicates the total amount of the Order.
4. Price Type - This will display the Unit of measure, Fixed Quantities and Price Ranges linked to the selected Material Item. You are able to select the desired Price Type from the drop down list:
   • Unit Price - Select one of the Units linked to the Item and enter the quantity. See image below:

• Fixed Quantity - Select from one of the Fixed Quantities linked to Item. See image below:

• Price Range - Enter a Quantity which is within the range. An error is returned if the quantity error is out of range. See image below:

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:

• Add Custom Item - This allows you to add a custom line item not listed in the Stock Items. User Access must be set in Staff Settings in order to use this function.
• Card Handling Fee - This allows you to add a Card Handling Fee.
• Service Charge - This allows you to specify a Service Charge as a percentage of the Total.
• Discount selected Item - This allows you to add a Discount to the selected Item.
• Discount all Items - This allows you to add a Discount to all the Items in the Order.
• Grid Options - This function has the following additional functionality:
  • Show Caption - This allows you to hide or show the caption in the data grid. See image below:

• Save Grid - This allows you to save the current data grid layout.
• Restore Grid - This allows you to restore the data grid layout.

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).

Processing a Payment

Navigation

Main Menu > Home > POS > New/Edit Order > Process Payment

1. Order Detail - This shows the Sales Order number, Invoice number, Receipt ID code, Date and time the Order was created and the User who created the Order.
2. Cash - If the payment is made with cash, enter the amount received here.
3. Card - If the payment is made with a card, enter the amount received here.
4. Cheque - If the payment is made with a cheque, enter the amount received here.
5. EFT - If the payment is made with an EFT, enter the amount received here.
6. Voucher - If the payment is made with a voucher, enter the amount received here.
7. Received - The total amount received will be displayed here.
8. Tip - Enter a Tip amount here, or use the Set Tip function (14) to calculate a Tip.
9. Change - If the amount received is more than the Total amount Due (16) the change will be automatically calculated and displayed here.
10. Rounding - If the price was rounded, the amount will be displayed here.
11. Pay - This indicates the amount to be payed back to the customer.
12. Outstanding - This indicates the Outstanding amount owed by the Customer. Outstanding amounts will be displayed as a negative value and in red.
13. Add Note - This allows you to add a Note to the Receipt.
14. Set Tip - This allows you to calculate a Tip amount for the Order.
15. VAT - This indicates the amount of VAT included in the Total Due amount.
16. Total Due - This indicates the Total amount Due for the Order.
17. Post - When you Post a payment, a Receipt is created and allocated to the Invoice in the Ledger.
18. Post & Print - This will Post the payment and print the Customer Receipt.
19. Close - This will close the payment screen. If the Total Due amount has been payed, you will be asked if the Transaction is complete. If Yes, the Order will be removed from the POS Interface.
20. Delete Receipt - This button allows you to delete the Receipt.

Cash Up

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.

View Cash Ups

Navigation

Main Menu > Home > POS > View Cash Ups > View

1. Date - This allows you to select a date period to View.
2. No. - This indicates the Cash Up number.
3. From - This indicates the start-date of the financial income period, the To-date of the previous Cash Up.
4. To - This indicates the end-date of the financial income period when the Cash Up has been done.
5. User - This shows the User who performed the Cash Up.
6. Supervisor - This shows the Supervisor who was in charge when the Cash Up was done by the User.
7. Status - This indicates the Status of the Cash Up, i.e. Counting, Re-counting, Reconciling or Closed.
8. New Cash Up - Click this button to create a new Cash Up (more below).
9. Edit Cash Up - This allows you to Edit a Cash Up.
10. Print Cash Up - This allows you to Print the Cash Up.
11. View Orders - This button will return you to the POS Interface where all the Orders are displayed.
12. Close - This will close the Cash Up screen.

New Cash Up

Navigation

Main Menu > Home > POS > View Cash Ups > New Cash Up

1. From and To Date - When a new Cash Up is created, the To-Date will default to today's date and the From-Date will default to the day after the To-Date of the previous Cash Up. The Start and End dates of the Cash Up can be changed if the default is incorrect.
2. Cash Up Detail - This indicates the User, Cash Up number, Supervisor and Status of the Cash Up.
3. Status - The Cash Up is a three stage process with the Status field indicating the current Stage. The Options menu (10) provides the functionality to change the Status. Every time the Status is changed, the User / Supervisor name, a time stamp as well as a note is added to the Log (7). In addition, you are able to add custom notes to the Log.
   • Stage 1 - Counting / Re-counting - You count the Cash, Credit Card Slips, Cheques, etc. Cash is counted by entering the quantity of each denomination.
   • Stage 2 - Reconciling - Using the Options menu, a Supervisor initiates the Reconciliation process which then makes the Reconciliation and Transactions tabs visible. The Transactions tab shows a list of all the transactions included in the Cash up. (ie. where the Invoice date is between the start and end date of the Cash-up and the transaction was created by the User linked to the Cash up.) The Reconciliation tab allows the Supervisor to view the summary and variance of money counted compared to the transaction totals obtained from the system. The Supervisor must also enter the amount of Cash that is drawn from the Float, or alternately a Closing Float amount can be entered. In addition, the Supervisor can decide whether or not to deduct Tips to compensate for a shortfall, (see image below). If the Supervisor wants to re-count the money, they need to click Options > Re-count.

• Stage 3 - Closed - When the status is changed to Closed, the Ledger is updated with the Tips paid as well as the Surplus / Shortfall based on the Entry Types specified in the settings, and the entire Cash Up becomes read-only. A Supervisor is, however, able to change the Status back to Reconciling or even to Re-counting to correct mistakes. When the Status is changed back to Reconciling or Re-counting, the Ledger transactions linked to the Cash Up are deleted.

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.