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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 ERP 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

SessionsPaymentTypeGlItemDiff.png

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

Closestore 05.png


We also can Open Store through Web POS:


OpenStore 02.png

Setting the Business Date from a terminal is another way of opening the store(instead of executing the ERP process Open Store). Take into account that is less risky to execute Open Store process in the ERP.


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

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

Closestore 01.png

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.

CashupCloseStore.png

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.

CloseStoreChangeBD.png

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

Closestore 02.png

It is possible to see the different terminals for a shop with the following information:

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

Closestore 03.png

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:

Closestore 04.png

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:

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

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.

OpenStore 01.png

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


OpenStore 02.png

Setting the Business Date from a terminal is another way of opening the store(instead of executing the ERP process Open Store). Take into account that is less risky to execute Open Store process in the ERP.

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

OpenStore 03.png

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:

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

Once the till is opened the system is ready to start selling

OpenStore 04.png

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

CloseTill 01.png

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.

Cashup 01.png

Step 2: Count Cash

In this step you will be able to open the drawer and count the cash

Cashup 02.png

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:

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

Cashup 03.png

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.

CashupCloseStore.png

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

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