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Retail:SafeBoxes

Contents

Introduction

The goal of this document is to share a configuration and usage guide to be able to use Safe Boxes in WebPOS.

A safe box is a non fixed drawer assigned to a cashier. This safe box could be optionally ownered to a User defined in the ERP.

If the safe box is not assigned to a user, that safe box could be used by any user of the application. In case the safe box has a user assigned, that safe box is linked to that user (and in case he moves from the terminal, the cashier will take with him/her that safe box).

Configuration

To start using Safe Boxes in WebPOs application, some configuration steps should be done.

Touchpoint Type

Touchpoint Type - Header

In order to start using Safe Boxes, it is necessary to create at least one touchpoint type per store. This Touchpoint type should be configured as “Required Safe Box”.

Safebox requiressafebox.png

Touchpoint Type - Payment Method

After the TouchPoint Type is set to use Safe Boxes, we must define at least one or several payment methods in the “Payment Method” tab from “Touchpoint Type” window to indicate WebPOS this is a payment method that will be managed in the Safe Box.

To do so, we create a new record, the fields are filled as required and check “Defined in SafeBox”.

Safebox definedinsafebox.png

Safe Box

A new window has been defined in ERP to be able to configure Safe Boxes. These Safe Boxes must be the ones to be used in WebPOS.

Safebox safeboxwindow.png

Safe Box - Header

In this section we can define three inputs:

Safe Box - Payment Methods

In this tab, several payment methods could be defined for the Safe Box:

In addition, a group should be also configured called “Count Safe Box”:

Safe Box Manager

Optionally, a manager could be defined to be able to count and process with any safe box defined in the store.

This  manager is set through a new Preference called “WebPOS Safe Box Manager”.

Safebox preferencemanager.png

Functional Flows

Initial Safe Box SafeGuard

If the terminal has already assigned a Safe Box, a safeguard is done to avoid forbidden use of that safe box already linked to the terminal.

This check is only done if the safe box linked has assigned a user and the logged user is not a Safe Box Manager.

If the verification fails, a popup is shown indicating the current afe Box assigned user in order to do the login and complete the remove safe box process. After that, the application logs out from the application and the login window is shown in the application.

If the verification is successful, the login process continues.

Assign a Safe Box to the Terminal

Once the configuration is done, the terminal will start automatically to work as a “Safe Box” terminal. The first step is to assign the safe box to the terminal

This process is done automatically after the master data load in case there is no other Safe Box already assigned.

Safebox POSAssignPopup.png

This process is not mandatory and could be skip clicking in “Skip Safe Box”. If the cashier does so, the popup disappears but the payment methods defined as “Defined in Safe Box” will not be able to pay with.

Safebox POSSkipAssign.png

If the cashier wants to assign his/her Safe Box, he/she should introduce the search key of the Safe Box and click on the “Check Safe Box” button. Clicking on the button triggers a verification process to check if the search key introduced is a valid one and (in case a user is defined for the safe box) the process will check if the user assigned and the user logged in are the same.

Safebox POSWrongSearchKeyAssign.png
Safebox POSWrongLoggedUserAssign.png

If the verification process ends successfully, the application navigates to the main WebPOS window.

Safe Box Manager

If the logged user is a Safe Box Manager, the safe box process ignores the user assign check. Safe Box search key check is done in all cases.

Pay with a Safe Box Payment Method

If the verification process is not skipped and ends successfully, the payment method will be ready to be used. In other cases, the payment method will appear as disabled and will not be used to pay.

Payment process does not suffer any changes except for the enabling or disabling process mentioned previously.

Remove Safe Box from the Terminal

When the touchpoint type of the terminal is defined as “Required Safe Box” a change in the WebPOS is done. In the menu of WebPOS, the menu entry “Cash Up” is replaced with “Remove Safe Box”. This process is similar to the Cash Up but with some differences:

Safebox MenuRemoveSafebox.png
Safebox RemoveSafeBoxReport.png

Once the process is finished, the Safe Box is Removed from that terminal and a logout in the application is done (even without Sessions Module).

Counting Safe Box Payment Methods

Once the Cash Up is done in WebPOS and synchronized to ERP,  Payment method defined as “Defined in Safe Box” should work as follows.

A new menu entry has been defined in WebPOS to start the counting process of the safe boxes: “Count Safe Box”. Two preferences affects the visualization of the counting process of a Safe Box:

These two preferences can be combined in different ways to show or hide relevant information to the cashier.

Steps during Count Safe Box Process

Safebox MenuCountSafeBox.png
Safebox CountSafeBoxReport.png

After the “Post, Print & Close” button is clicked, the automatic reconciliation process will start in the ERP. The WebPOS application logs out the current user and navigates to the login window.

Reconcile Safe Box Payment Methods

As mentioned before, the reconciliation process is automatically done at the end of the Count Safe Box process.

For each payment method defined in the Safe Box, the automatic reconciliation process finished as follows:

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