Projects:POS Terminal Session Management/User Guide
Contents |
Backoffice Operations
In this section it is explained all the operations that need to be done in the backoffice. So it is needed to log in the backend using the user id and the password.
Configure Payment Methods
In the terminal payment methods, a new gl item should be configured. This gl item will be used when exist differences between cash count in last cashup done, and cash count in the open store
Open Store
Once all the tills and the store have been closed the user can then open the store for the next business date. Until it is opened no tills can be started at any terminal while being online
To open the store please launch the process Open Store setting the business date desire
We also can Open Store through Web POS:
Setting the Business Date from a terminal is another way of opening the store(instead of executing the backoffice process Open Store). Take into account that is less risky to execute Open Store process in the backoffice.
How to see the money in the tills in real time
It will be explained later on that once a till has been closed it is possible to see the till details in the Terminal status window. However, to see the balance of each till in the middle of a shift is also possible. To do so go to the Financial Accounts window and check the balance of the financial accounts linked to each payment form and terminal
Terminal for Seller
 | This feature is available starting from 3.0RR17Q3. |
To know more about terminals for sellers:
As a Terminal for Seller is not allowed to do any operation related to a cash transaction, it doesn't need (and never does) to create a till when opening the terminal. Due to this reason, is not possible to open the store from this type of terminal. If an user tries to do it a popup will be shown telling that is not possible to perform the action from a Terminal for Seller:
Close Store
Once all the tills have been closed, the user is able to close the whole store by executing the process Close Store. This option can be found as a menu entry
If there is any terminal still open, the store will not be closed and the Terminal and Tills Status window will be open filtered by those terminals which still have open tills.
We also can Close Store through Web POS (from 16Q2):
After the cash up is done, a Good job! message will be shown. If you enable Enable Close Store process in Web POS preference and you are doing the last cash up of the store, Web POS will ask you if you want to close the store or not.
We also can see the below modal in the login process, before Open Till window. If you enable Enable Close Store process in Web POS preference and there are no opened tills, Web POS will ask you if you want to close the store, change Business Date(it also closes the store) or continue login.
Note that all terminals have to do the cash up(except last one) to be able to see the close store option.
In case there is a till that is not closed yet the system will show an error message. Before closing the store it is possible to check the cash up results of each terminal. To do so visit the Terminal and Till status window
Terminal and Till status
This window provides complete information of the status of the store
1. How to check the status of the terminals
It is possible to see the different terminals for a shop with the following information:
- Terminal code
- Terminal name
- Terminal status
- Business date
- Open tills: Shows if there is any open till for that terminal
2. How to see the tills opened in a terminal
In order to see the different terminals that have been opened in a given terminal move to Till status tab. By default it shows the tills for the current Business date. Removing this filter it is possible to see all the history
3. How to see the details of a given till
In the Tills details it is possible to see the totals of the closed tills by payment method:
- Opening Amount
- Expected Amount
- Counted Amount
- Difference
The cash up report for that till can be reprinted
4. How to apply adjustments
Checking the till details a mistake can be identified. The results of a closed till cannot modified. However, it is possible to balance the results for that day by:
- Going to the terminal and opening a new session
- Starting a cash up an adjusting the differences in step 3
5. How to manually close a till in backoffice
It could happen that in the backoffice there is a till open while the user positively know that it was closed in the terminal --i.e. the user has the printed cash up report in his hands
An explanation of this could be that when the cash up was done the terminal was offline so it has not been acknowledged at the backoffice
As the user may want to close the store and does not want to wait until that POS terminal recovers connectivity and its status is updated at the backoffice, the user can close it manually by using the button Close Till
Terminal for Seller
| | This feature is available starting from 3.0RR17Q3. |
To know more about terminals for sellers:
Having in mind that the Cash Up process cannot be done from a Terminal for Seller, it will never be possible to close the store from this type of terminal.
In addition, as a Terminal for Seller does never create a till when opening, then when executing the Close Store process is not possible to know if those seller terminals have been closed or not, so the process will be executed even in this case, but with the difference that will also close all opened sessions that belongs to sellers terminals. After that, the next action that a Terminal for Seller does that requires a connection to the server, the Web POS will notice that there's not a connection available and will automatically log out from the application.
POS Terminal Operations
POS Login
Notice that when getting to the POS Terminal you will find the log in screen. In this screen the user enters the user id and password.
If there is a lack of connectivity with the backoffice the user may need to open the terminal locally in the POS terminal instead of doing it in the backoffice
When you log in the terminal if the system detects that the terminal is offline it will evaluate the current business date set for that terminal. If it is different from the actual business date, the user will be asked to set it manually
Setting the Business Date from a terminal is another way of opening the store(instead of executing the backoffice process Open Store). Take into account that is less risky to execute Open Store process in the backoffice.
Open till
The first time the user logs in the system after the last cash up he is prompted to open the till by counting the initial cash amount
In order to be able to start counting up, press the button Open Drawer. For this button it can be configured an approval
Then the user can start counting the coins --also known as denominations. To enter the quantity of each of the coins and banknotes the use can either:
- Click on the coin or banknote to increase its quantity in one unit
- Use the - and + buttons to decrease or increase the quantity
- Click on the Quantity box and enter it by using the numeric pad on the right side of the screen followed by the Return key
Notice that all coins and banknotes may not fit in the screen. In that case please use the vertical scroll bar in order to see them all
- If at any time during the counting a mistake has been made and need to restart from scratch please use the Reset Quantities button
- If the Counted Amount matches the Expected Amount the use will be able to complete the opening by pressing Done
- If the Counted Amount does not match the Expected Amount an approval needs to be performed for the difference in order to complete the opening
Initial Cash Count Difference Limit
| | This feature is available starting from 3.0RR18Q2. |
It is possible to establish a limit for the initial count differences, where under that limit the Web POS won't ask to approve them. This differences must be configured for each payment method. As the only payment available in the initial count are of type cash, the limit should only be configured for those ones. When the difference is lower than the limit, even if the approval is not required, the difference reason is asked for.
Back-end Configuration
Is necessary to have a proper configuration to be able to use this functionality.
Preference
The following preference must be set to 'Y' for some business partner: Web POS Add Cash Differences approval
Difference Limit
Navigate to the POS Terminal Type window, select a terminal type, select in the Payment Method tab a Cash payment method and set Initial Count Difference Limit.
Web POS
When doing an initial count process, for each payment method that is being counted, if there's a difference higher or equal to the limit an approval will be required for (as usual). In the other hand, if there's a difference but the difference is lower than the limit, the approval won't be required and directly will be asked for the reason.
The approval message shows now which is the difference and the limit:
Back-end Tractability
Each initial count difference must be traced. In the Terminals and Tills status window, into the Tills Status tab there's a new tab Approvals that stores the differences that have been for each till. If the difference was done with an amount that was higher or equal to the limit the message shown tells that the approval was required and the quantity of the difference, and the supervisor is the person who has approved the action. In the other hand, if the difference was lower that the limit, the message tells, as in the other case, the difference amount and that there was not needed an approval, and the supervisor is the person who did the initial count process, even if it doesn't have permissions to approve the action (if was required).
Example of a record with an approval needed:
Example of a record without any approval needed:
Once the till is opened the system is ready to start selling
Close till
Once the user has finished his shift or workday, the cash up or balance of the till needs to be done
Cash up
Once the user logs in the terminal do the till balance by selecting the Cash up menu entry
The cash up process has 5 different steps:
Step 1: Review suspended transactions
Delete suspended transactions. If there are suspended transactions delete them in order to balance the till. If the user has just logged in there will be no suspended transactions as they are deleted when a user logs out.But if the cash up takes place during the session the suspended transactions needs to be deleted.
Step 2: Count Cash
In this step you will be able to open the drawer and count the cash
Then start counting the different coins and banknotes --also known as denominations. To enter the quantity of each of the coins and banknotes different options:
- Click on the coin or banknote to increase its quantity in one unit
- Use the - and + buttons to decrease or increase the quantity
- Click on the Quantity box and enter it by using the numeric pad on the right side of the screen followed by the Return key
Notice that all coins and banknotes may not fit in the screen. In that case use the vertical scroll bar in order to see them all
If at any time during the counting the user makes a mistake and need to restart from scratch press use the Reset Quantities button
Step 3: Count rest of payment forms
Once cash has been counted the rest of the payment forms need to be checked. If the expected amount is correct check it pressing the OK icon. If not, click on the Edit icon and enter the actual amount using the numeric pad. Notice that if there are differences in the balance an approval can be configured
Step 4: Amount to keep
In this step decide the amount it is needed to keep for each of the payment types
To avoid going through all the payment methods the amount to keep can be preconfigured in the backend to skip this step
Step 5: Post, print and close
In this step check the results of the cash up before completing it. That way, if there is any error in the preliminary report go back to the corresponding step or just cancel it.
After the cash up is done, a Good job! message will be shown. If you enabled Enable Close Store process in Web POS preference and you are doing the last cash up of the store, Web POS will ask you if you want to close the store or not.
Note that all terminals have to do the cash up(except last one) to be able to see the close store option.
Flash report
The flash report is launched in the POS terminal and printed in the thermal printer
- It shows the sales per product for the current business date done in that POS terminal.
- Information that is shown:
- SKU number
- Product name
- Total sales for that product
- Other information that is shown: Total Sales and details of the date, time, store, POS terminal and user
- It is only available when being online
Open Till Report
| | This feature is available starting from 3.0RR18Q4. |
Open Till report will be printed each time an Initial Count process is performed in the terminal. In the report the startings and the difference between the expected and the counted values will be displayed. See an example:
In order to print this report it will be necessary to configure a preference named Web POS Print open till with value Y. It will be disabled by default.
The Web POS has a template by default implemented. But this template can be changed in case any other one customized is desired. If this is the case it will be necessary to configure it in Organization window.
