HansaWorld POS Training manualdownloads.hansaworld.com/downloads/university/materials/HW_PO… · POS Offline with synchronization to Sales Ledger Invoices register This configuration

HansaWorld University

Point Of Sales (POS)Training Material

HansaWorld Ltd.February 2010

Version 6.1

Table Of ContentsINTRODUCTION...................................................................................................5

What is Point Of Sales?........................................................................................5

THE 4 DIFFERENT WAYS OF USING POS..............................................................6

1. POS Online.....................................................................................................62. POS Offline with synchronization to POS Invoices register....................................63. POS Offline with synchronization to Sales Ledger Invoices register........................74. Touch screen invoices in Sales Ledger ...............................................................7

IMPORTANT SETTINGS......................................................................................10

Settings in the Point of Sales module...................................................................10Point Of Sales >> Account ID and Merchant ID..................................................10Point Of Sales >> Cash Printer Texts................................................................10Point Of Sales >> Fiscal Printer Texts per Machine.............................................10Point Of Sales >> Default payment modes........................................................10Point Of Sales >> Drawers..............................................................................10Point Of Sales >> Local Machines....................................................................10Point Of Sales >> Number Series – POS Invoices ..............................................10Point of Sales >> POS Balances.......................................................................11Point of Sales >> POS Commands...................................................................11Point of Sales >> POS Settings .......................................................................11

User Settings module.........................................................................................12User settings>>Settings>>Login Options.........................................................12User settings>>Register>>Tab Item Groups.....................................................12

Settings in Technics module................................................................................12Technics>>Local Settings................................................................................12User Settings>>Local Machine.........................................................................12User settings>>Register>>Item Buttons..........................................................14User settings>>Register>>Item Tile Labels......................................................14User settings>>Settings>>Login Options.........................................................14

Settings in Sales Ledger module..........................................................................15Sales Ledger>>Settings>>Account Usage S/L...................................................15

USING POS ON LINE..........................................................................................16

STARTING THE DAY...........................................................................................16

Cashier Counts..................................................................................................16Open a Session.................................................................................................17Cash Events.....................................................................................................17

DURING THE DAY..............................................................................................18

POS Invoices register.........................................................................................18Entering a POS Invoice...................................................................................18Inspecting and approving invoices....................................................................19

POS Invoice Touch Screen register......................................................................19Supermarket Invoices register............................................................................20

Entering a Supermarket Invoice (Barcode reader and programmable keyboard)....21Credit Notes ....................................................................................................22Printing out the POS receipt................................................................................23

2 HansaWorld Enterprise Point of Sales (POS)

END OF THE DAY...............................................................................................24

Cashier Counts..............................................................................................24Cash Up Report..............................................................................................24POS Balance – creating Nominal Ledger transactions..........................................25Maintenance – update stock............................................................................26

Documents -> Cash events................................................................................27Documents -> POS Invoices...............................................................................27

REPORTS...........................................................................................................28

Daily Balance....................................................................................................28GP, POS Invoices...............................................................................................28POS Invoice Journal...........................................................................................28N/L Transfer, Cash Invoices.................................................................................28Cash Up...........................................................................................................28

POS OFFLINE.....................................................................................................29

Settings in the server........................................................................................29Settings in the HansaWorld client on the local computer.........................................30

System>>Company register............................................................................30User Settings>>Settings>>Local Machine.........................................................30Synchronise settings and base registers – option 1 ...........................................30Synchronise settings and base registers – option 2............................................30Number Series – POS invoices per machine.......................................................31

The workflow....................................................................................................31During the day..............................................................................................31End of the day...............................................................................................31

POINT OF SALES IN SALES LEDGER...................................................................33

Background......................................................................................................33Settings...........................................................................................................33System>>Settings>>Optional Features>>Unsupported.........................................33

User Settings>>Local Machine.........................................................................33User Settings>>Login shortcuts.......................................................................34

Point of Sales>>Settings>>Local Machine Payment Modes.....................................34

STARTING THE DAY...........................................................................................35

Cashier Counts..................................................................................................35Open Session....................................................................................................35Cash Events.....................................................................................................35

DURING THE DAY..............................................................................................36

Sales Invoice with touch screen interface.............................................................36Entering Items...............................................................................................36Entering Payments.........................................................................................37Finish...........................................................................................................38Returns.........................................................................................................38Other buttons ...............................................................................................39

Sales Ledger -> Settings -> Gift Vouchers............................................................39Documents....................................................................................................40Usage...........................................................................................................40Issuing a voucher..........................................................................................40Selling a voucher...........................................................................................40Receiving a voucher.......................................................................................40

END OF THE DAY...............................................................................................41


Cashier Counts..............................................................................................41Cash Up Report..............................................................................................41POS Balance – Creating Nominal Ledger Transactions.........................................41

HARDWARE.......................................................................................................42

Printers............................................................................................................42USB printer>>Printing using documents option.................................................42

Drawer >> Open drawer when printing................................................................42Cash Display.....................................................................................................42

EXERCISES........................................................................................................43


INTRODUCTION

What is Point Of Sales?

Point of Sales functionality has been developed for use in stores where quick and easy registration of sales is of the highest priority. It is an integrated solution with the back office system (Stock, Customers, Nominal ledger etc). There are different possibilities in HansaWorld for registering retail sales:

• Point of Sales and

• POS Offline modules,

• Sales Ledger invoices and

• Restaurant module.

The most suitable solution depends on the customer’s requirements.

• Should shops work online or offline?

• Is it necessary to update Stock and Nominal Ledger with every invoice or not?

Similar questions should be asked to determine the correct option for the customer.

The POS module can be connected to several external devices like printers, touch-screen monitors, customer displays and cash drawers.

The POS module allows the user to easily handle different prices, discounts, cash handling and different methods of payments.

Several benefits can be listed:

• Integrated solution with no need to enter repeated data, increasing the efficiency and reducing the entry error.

• Statistical information on daily sales.

• Integration with Nominal Ledger and Stocks.

• Possible to update Stock just-in-time or per batch in the end of the day.

• Flexible setup, allowing the customer to configure the POS module to best to fit its business.

This training material is based on version 6.1 2010-03-04.

HansaWorld Enterprise Point of Sales (POS) 5

THE 4 DIFFERENT WAYS OF USING POS1. POS Online (Point of Sales module)

2. POS Offline with synchronization to POS invoices register (POS Offline and Point of Sales modules)

3. POS Offline with synchronization to Sales Ledger (POS Offline and Sales Ledger modules)

4. Sales Ledger touch screen invoices (Sales Ledger module)

1. POS Online

This configuration is suitable for companies that need fast data entry of items, or handling large quantities of POS sales in a limited period of time. The stock will be updated later, allowing the customer to sell the product, no matter if it is in stock or not.

POS clients need to be connected to the server to enter invoices.

Individual invoices do not update stock, the POS module maintenance routine ”Update stock” needs to be used for that (batch stock update). This process can be automated (See POS system>>Pos settings).

Also, Individual invoices do not create Nominal Ledger transaction, the POS module maintenance ”Cash Up” needs to be used for that. This is done automatically when OKing POS balance in POS Settings.

It is not possible to use all HansaWorld's standard sales statistics reports, because some sales statistics reports in the Sales Ledger do not include the POS invoices register. Statistics reports available for this method are: Customer/Item Statistics, Item Sales Statistics and Item Statistics.

2. POS Offline with synchronization to POS Invoices register

This configuration is suitable for companies with similar needs as the previous ones, but also for those that need to work off line. This can be used temporarily, for example, when they need to do any kind of maintenance on the server but can’t stop the shops from working. This functionality can also be used when there are shops in different locations with limited connectivity.

It is possible to enter invoices offline (without being connected to the server) and synchronize the data later on. Base Registers and Settings are synchronized from Online to Offline (data is sent from the server to client) and Invoices are synchronized from Offline to Online (data is sent from the client to server).

Other functionality (stock update, NL transactions, reporting) works the same way as in POS Online, since the same POS invoices register is used.


3. POS Offline with synchronization to Sales Ledger Invoices register

This configuration is suitable for the same type of companies as listed in the previous point. The main difference is the type of synchronization (Sales invoices in this case, instead of POS invoices).

It is possible to enter invoices offline (without being connected to the server) and synchronize the data.

POS Invoices entered to POS Offline module will be summarized and synchronized to the Sales Ledger Invoices register. With this option stock and N/L update will be done through the sales ledger invoice.

4. Touch screen invoices in Sales Ledger

This configuration is suitable for companies that want to have real time stock valuation and accurate stock control at any time, as well as up to date customer account balances. All transactions are created when OKing the sales invoices (nominal ledger transaction, stocks, statistics etc).

The POS clients need to be connected to the server to enter invoices (work online).

Invoices update stock automatically (update stock checkbox needs to be checked on the invoice).

Invoices create Nominal Ledger transactions.

There are wider reporting possibilities than in POS module, as all Sales Ledger reports can be used.

Here is an overview for the several routines for each of the the four different methods listed above.

1. POS online


Invoices in POS module

POS Balance setting

Manual maintenance

Nominal Ledger transaction

Stock depreciation

2. POS Offline with synchronization to POS Invoices register

3. POS Offline with synchronization to Sales Ledger

4.Sales Ledger touch screen


Invoices in Sales Ledger module


Automatically (update stock checkbox)

Automatically (OK checkbox)

Stock depreciation

Invoices in POS Offline module

Invoices in POS module


POS balance setting

synchronization

Manual maintenance

Stock depreciation

Invoices in SL module (offline)

Invoices in Sales Ledger


synchronization

Automatically (update stock checkbox)

Stock depreciation

Automatically (OK checkbox)

There are 3 different POS interfaces:

1. Normal data entry with the barcode option (POS invoices register in the Point of Sales and POS Offline modules),

2. Single-screen data entry with the barcode option, can be used with a programmable keyboard (Supermarket Invoices register in the Point of Sales and POS Offline modules),

3. Touch screen (POS Invoices Touch Screen register in the Point of Sales module; Supermarket Invoices register in the Point of Sales and POS Offline modules and Invoices register in the Sales Ledger module).


IMPORTANT SETTINGSMost of the following settings apply to both POS Online/Offline and Sales Ledger touch screen invoices, as the Point of Sales module needs to be activated to use POS functionality and Cash Up routines with Sales Ledger invoices.

In this training, we will cover the required settings for each way of using POS. In the first part we will talk about the settings that are common to the four methods, and in specific paragraphs, the settings that are related with each way of working with POS.

We will also cover the cash up routines and Nominal ledger transactions that we have in each case.

Settings in the Point of Sales module

Point Of Sales >> Account ID and Merchant ID

These settings are used in on-line credit card payments.

Point Of Sales >> Cash Printer Texts

Here you can enter the static text for header and footer of the receipt and a default Cash Display text. This setting is default for all machines.

Point Of Sales >> Fiscal Printer Texts per Machine

Here you can enter the text for the header and footer of the receipt and a default Cash Display text, as well as different texts for different machines.

Point Of Sales >> Default payment modes

Select the default payment mode for cash and credit card payments; cash and credit card payment term; gift voucher sold payment mode and vat code; gift voucher received payment mode and vat code

Point Of Sales >> Drawers

Enter the codes of the cash drawers here. Drawers are later connected to Local Machines through POS Balance and POS session records.

Point Of Sales >> Local Machines

Enter the codes of the Local Machines here.

Point Of Sales >> Number Series – POS Invoices

Here you can specify a number series for POS invoices. If you leave this setting empty, the next available number will be given automatically after saving the POS invoice.


Point of Sales >> POS Balances

It is very important that you fill in this setting before starting to use the POS module or Sales Invoices with Touch Screen interface. This assures that the balances on the cash up report are correct.

The user is required to enter a balance of zero for every combination of machine and drawer, before starting to use the POS module. For example, if we start using our POS module on 14 April, we need to enter these balances latest on 13 April.

Point of Sales >> POS Commands

In this setting you can specify the commands to be used for entering POS invoices with the Supermarket Invoices interface. Write a freely definable command in the text field and select a corresponding action with Ctrl+Enter (Windows) or Cmd+Enter (Mac) in the Action field.

Point of Sales >> POS Settings

Enter a Default Customer Code in the field ”Default Customer”. If the default customer Module User settings>>Local Machine is blank, this code will be pasted automatically as a default on all new POS and Sales Ledger touch screen invoices.

When using Sales Ledger invoices, this default customer should have a sales payment term with the type Cash on the customer record. This will ensure that the invoices aren’t posted to the Sales Ledger as outstanding.

If yours system default is Prices excluding VAT, the you should set up a price list where prices include VAT, and add this price list to the cash customer’s record.

The option ”Start from Previous POS Balance” under the heading “Cash Up Report from Operations Menu”, will produce a different layout of the report when turned ON or OFF as follows:

If the option is ON, the Cash Up Report from Operations Menu will list all transactions from the previous cash up. This will also inform the user if he forgot a cash-up or how long he did not enter a cash-up.

If this option is OFF, the report lists only the start balance for the day and the transactions for that day. There is no information about the last cash up.

If the option “Require Open Session” is on, it will not possible to register any sales without an open POS session.

This gives a better control over when the sale was done. The Cash up reports will also be more accurate.

The option ”Run Update Stock Maintenance” will cause the ”Update Stock Maintenance” routine to be run automatically at the time specified by the field ”at”.


User Settings module

These settings are stored only in the local machine and are not included in the server's database backup. Every time you update the HansaWorld version, you have to re-enter these settings. When updating from one version to another, you can export the client database to a text backup, and then re-import that backup into the upgraded client. This way, no settings will be lost.

User settings>>Settings>>Login Options

Mark ”Display Login Buttons” and ”Display Login Key Pad” if you are using a touch screen. The Log In buttons will be visible after restart.

User settings>>Register>>Tab Item Groups

Create a new record, and specify the machine code. Mark ”Require Open Session” if you want to enable Cash Up reports and maintenance. Enter the Invoice Object, which is automatically entered on all POS invoices made from this local machine.

Settings in Technics module

Technics>>Local Settings

The same settings can be setup in the module User settings, per local machine. The advantage of setting them up in Technics is that it avoids having to re-setup all local machines manually when HansaWorld is updated to a new version.

This information is included in the backup, which will avoid the loss of data during an update. To make these settings available in each client, you have to setup POS offline (even if you do not use it) and synchronize base registers and settings.

User Settings>>Local Machine

Data entered to this setting is stored in the client database only and needs to be filled in on site before a new shop starts using POS. Restart the client program for the changes to take effect after you have completed the setting.


Code Select the Code for the local machine. This must be unique per client.

Default Location

Specify the default stock location for the shop, which is automatically entered on all POS or Sales Ledger invoices created from the client machine.

Def. Customer

Specify the default customer here if this is different to the one entered in POS settings field ”Default Customer”.

Mark ”Touch screen interface” and ”Wide Scroll Bars” if you have a touch screen monitor and use invoices in Sales ledger, or supermarket invoices in Point of Sales, or POS Offline module.

Mark ”Use Cash Display” to use Cash Display for that computer.


User settings>>Register>>Item Buttons

This setting is stored locally per client machine. Set item buttons connected to each Item Label. Apply these to the most used items in POS. Connect them to Tiles 1 through 10 and add a Label and a colour.

User settings>>Register>>Item Tile Labels

This setting is stored locally per client machine. When Touch Screen Interface is activated, 8 item tile buttons appear on the invoice in the Sales Ledger. These can be named and given a colour here. Set Label 1 to 8 (left to right) for a colour and label name.

User settings>>Settings>>Login Options

This setting contains the information from Login Shortcuts from the User settings module. These options are stored locally per client machine.

In User settings>>Login shortcuts, you can specify which window is opened for the user after logging in (it is possible to open a Sales Ledger invoice or new Supermarket invoice automatically). Select the User and Window to be opened with the Paste Special function.


Settings in Sales Ledger module

Sales Ledger>>Settings>>Account Usage S/L

Mark ”Invoice Update Stock” if you use the stock module and enter invoices in the Sales Ledger using the Touchscreen interface. Invoices in the POS module do not update stock. A Maintenance routine in the POS module should be used for that.

Enter a POS Change account. This is needed when using Sales Ledger invoices with the Touchscreen interface. This can be the same account as the one used for Cash.

When OK'ing a sales invoice with touchscreen interface, with payments by cash and change, the following N/L transactions are created:

• Db – Cash account from payment term of the invoice, value of the invoice.

• Db – Cash account from the payment mode of each cash line, value in cash field.

• Cr – Cash account from payment term of the invoice, value is cash field.

• Db – Cash account from payment term of the invoice, value from change field.

• Cr – POS change account from Account usage S/L, value from change field.

When selling with a payment term that is not of type Cash, instead of using the cash account specified on the payment term, the NL transaction will use an appropriate debtors control account.


USING POS ON LINEAfter setting up the system we are able to start using our POS module, we will describe the routines and work flow in each option available. Lets start with using POS Online.

In the Point of Sales module you can see the following registers:

1. POS Invoices

2. POS Invoices Touch Screen

3. Supermarket Invoices

These three routines all use the same POS invoices register. POS Invoices, Touch Screen and Supermarket invoices just have different interfaces.

If you enter a Supermarket Invoice for example, you can see the same invoice with full details as in the POS Invoices register. We will see an example of how to use each one, connected with the daily routines.

STARTING THE DAYThere are some procedures the cashier needs to do before starting to enter the sales for the day or shift. By following these procedures, the user has full control at any time over the content of the drawer, that he is responsible for. The cashier picks up the cash box from the safe, and to be on the safe side, should count the money in it.

Cashier Counts


In the POS module>>Registers>>Cashier counts, enter the cash balance for the local machine code and drawer.

The first thing to do is to count the money in the drawer and enter the total amount in the Cashier Counts register.

In the matrix, enter the payment mode (usually cash) and the value counted. Ok the cashier count. When you Save or ok this register, the date and time is automatically updated according to the operating system date and time.

Open a Session

The second task is to open a Session. This is done per user with a drawer and local machine. All transactions for a specific user/ drawer/local machine can then be checked. Depending on the settings, it is not possible to do any sales before opening a session. Cash events can be done before or after the session is opened.

You can open a session in the POS module>>reports>>Cash up report. Run the report for your drawer and Local machine. Double click on ”Open Session” text in the report. It will open a window with the required information: drawer, machine, date, time and open drawer. You just need to save it.

Another way of opening a session, is from POS Invoices. Open a POS invoice, go to Operations menu and select ”Open Session”.

Cash Events

In ”Cash Event” setting we enter all transactions done with the drawer, for example, when we get cash to replenish the float, for opening balances, when we take amounts out of the drawer during the day to put into the safe or deposit in the bank. If we find differences between the cash up and cashier counts, the negative difference is also registered in this setting as a write off.

In some shops, the cashier gets the cash box empty and then receives some cash from the manager to make up the float. In this example, the cashier counts would be zero and the cashier would need to register this event per the example below:

In POS module, Settings, Cash event, create a new record.

If you have the session opened, the drawer and machine will be filled in by HansaWorld automatically. The date and time are picked up from Operating System, and cannot be changed.

Enter a comment for the transaction, fill in the matrix with the values per payment mode. Choose the event type, in this example, it would be ”Cash in”.


DURING THE DAYAfter opening the session, we are able to start selling. We can use any of the registers in this module to register sales. The only difference is the interface.

POS Invoices register

Entering a POS Invoice

1. Customer

Create a new invoice by clicking New in the browse window. HansaWorld will always enter the default customer from Settings>>POS Settings or User Settings>>Local Machine, if you use different default customers in different shops. Select the customer with the paste special function in case the customer is identified and the sales is not registered in the name of the default customer.


2. Items

When pressing Enter on customer field, the next field for input will be the Item column in the matrix. Enter the Item code by using either paste special on keyboard or the barcode reader and then press Enter. NOTE! To be able to use barcode reading, you need to put the barcode on the item records before hand.

HansaWorld will automatically fill in 1 as the Quantity. Change this if needed. Press Enter for the next row. Enter other items the same way.

3. Paying

When the sale is finished, press Shift + Enter or click Save. This will save the record and move the cursor to the Cash field.

Enter how much you have received in Cash. Press enter and the system calculates the amount of cash due back to the customer (Change field).

If the Customer pays by means other than Cash, you have to paste the Payment Mode and the amount paid. The first Payment Mode field will have a payment mode entered using the setting Default Payment Modes as a default. Payment Modes can be Visa, MasterCard etc.

Make sure that you have filled in all necessary accounts on the Payment Modes, as these are used in the NL Transactions created from the POS invoices.

4. OK the POS invoice. Press save.

Inspecting and approving invoices

Before an invoice is handed to the customer, it should be checked and approved, to ensure that the customer is charged for the correct items.

The approval causes the invoice to be inserted into the POS module only. When a POS invoice is approved, no Nominal Ledger transactions are created and stock is not updated.

There are two ways to approve an Invoice:

1. With the invoice on screen, click the OK checkbox.

2. Select an invoice by clicking on it in the ‘POS Invoices: Browse’ window, and select ‘OK’ on the Operations menu. By holding down the Shift key you can highlight a batch of invoices to approve at a single stroke using this method.

POS Invoice Touch Screen register

POS invoices with Touch Screen allows the use of a touch screen to enter all the required information, but also allows for manual entry or bar code scan. This interface cannot be used for serial number control.


The way of registering an invoice is similar to the previous option, so, no details will be described.

From th operations menu there are two options: transfer to sales order and transfer to sales invoice. When any of these options are selected, the POS invoice is deleted and all the details copied to the selected register.

Supermarket Invoices register

The Supermarket Invoices register is created for quick and easy registration of sales and has a very simple entry screen with very few fields. Data is entered using commands, which are defined in the Point of Sales module’s setting; POS Commands. To set up commands write a freely definable text in the Text field and select a corresponding action with paste special in the Action field. If you setup item buttons and item tile labels for the Touch screen interface, these options are available for these invoices.

Example of POS commands:

Cash – command for entering the amount paid in cash

Credit Card Sum – command for entering the amount paid with credit card

Finish – command to OK the invoice and open a new one

Delete Row – command for deleting a row on invoice items matrix

To enter a supermarket invoice you need a programmable keyboard or a touch-screen – commands are programmed and mapped to the keyboard keys or connected to touch-screen buttons.


Entering a Supermarket Invoice (Barcode reader and programmable keyboard)

1. Customer

There is no customer field on the Supermarket Invoice and sales are always registered in the name of the default customer (Default customer field in Point of Sales module setting POS Settings or User Setting module setting Local Machine).

2. Items

Enter an item code or scan the barcode of the item with the barcode reader. You can also enter the item's Alternative Code. For example if the item is Transistor radio with code 10101, barcode 10101555 and alternative code 10101777 on the item record, you can enter any of these codes and the correct item will be displayed with a quantity of 1.

If you want to enter a different quantity type the command specified for quantity (example, qty), the units you want to sell and item code: qty 2 10101. This will enter a row with item code 10101, 2 units.

NOTE! Everything entered in the Supermarket Invoice Command field is considered to be an item code unless you enter a command which is already defined in setting POS Commands.

3. Paying

Program the following commands to the keyboard – sum, cc, ok. Keys can be labeled “Amount cash”, “Amount card” and “Finish”.

To pay with cash press key “Amount cash” - text “sum” is entered to the Command field. Enter amount paid and press Enter.


After pressing Enter you can see the amount paid in cash and Change in the right corner of the invoice screen.

To pay with a credit card press key “Amount card” - text “cc” is entered into the Command field. When the entire invoice is paid with a credit card just press enter.

When the invoice is paid partly with a credit card and partly in cash, press the key “Amount card”, enter the amount paid with the credit card and then press key “Amount cash” and enter the amount paid in cash.

Credit Notes

If you want to credit a POS Invoice, you should do this as follows:

1. Open the ‘POS Invoices: Browse’ window.

2. Find the invoice to be credited in the list, open it and from the Operations menu select ”Credit”.

3. A new invoice is created on the screen with minus amounts. For partial credit proceed as follows:


- Simply remove all the rows you do not want to credit. Click on the row number to the left to highlight the whole row, and press the Backspace key. You will then be left with the rows to credit.

- In the case of individual rows requiring a partial credit, simply change the Quantity field to show the quantity to be credited.

- Click the OK checkbox when you are sure the Credit Note is correct and save it.

Printing out the POS receipt

If you are using normal printer and document forms, then click on the printer icon or set up automatic POS invoice printing in System module >>Setting>>”Auto actions” (POS Invoice printing at OK).

If you are using a special Thermal receipt printer and HAL functions then the receipt is printed when the invoice is OK'ed (in this case you cannot see a print preview).

If you are using cash drawer, it will be opened automatically when you click Print.


END OF THE DAYAs we have done when starting the day, when finishing for the day, there are also some procedures that need to be performed. The cash values in the drawer must be confirmed, all the transactions related to the drawer should have been registered (cash in/cash out/cash write-off) and we also need to do the cash up routines for updating the Nominal ledger and Stock systems.

Cashier Counts

When the cashier ends the day, the amounts left in the drawer should be entered here. Most of the information is pasted automatically after you click New in browse window. You only have to enter amounts of cash or cheques that are left in the drawer.

OK the record when finished.

This information will be then shown in the report Daily Balance and Cash up Report.

Cash Up Report

After entering the cashier balances, run the cash up report. This will show the values from the cashier counts and what the counts should have been, taking into account all the invoices, credit notes, cash events etc., done during the day, per payment mode. If any of the values do not match the cashier must find out the reason and make the required corrections.

As an example, the cashier counts 296,00 in cash, and there should be 296,23. The difference must be adjusted before proceeding with the daily routines.


Considering that the difference is irrelevant, we will enter a cash write-off in cash events.

After the registration of that event, run the Cash Up report again. The values from Cashier Counts must match with the values from Cash Up report. Finally, close the session.

POS Balance – creating Nominal Ledger transactions

Nominal Ledger transactions will be generated when you register the POS balance, per drawer and per local machine. HansaWorld will post all the transactions made from the last POS balance register and the current one.

Note that you cannot have more than one POS Balance per drawer and local machine per day.

In the POS module, go to settings, POS Balances. Make sure the session is closed. Create New, select the drawer and confirm the local machine code. The balance will be pasted automatically, from the cash up report and cannot be changed. OK it. From the Operations menu you can confirm the Nominal Ledger Transaction.


An explanation about the Nominal Ledger transaction:

Cash Events In and Cash Events Out: will use the back office account, from POS settings, if blank will use back office account from payment modes

Petty cash, credit card accounts, cheque accounts, will be debit/credited per total as in cash up report, and the account taken from payment mode.

Sales and VAT accounts, will be taken using the same rules as for invoicing: from item card, from item group or from sales ledger settings.

Cash events write off, other losses, the account will be taken from POS settings.

Maintenance – update stock

To finish our daily routines we need to update the stock system.

In POS module, Routines, Maintenance, choose update stock.

The period will be from today and select the local machine.

Run the routine.

HansaWorld will create a stock depreciation for all items sold.


HansaWorld will create a Goods receipts for all items returned via credit notes.

When we OK these transactions, the stock will be updated and the Nominal Ledger transactions generated.

For Stock depreciations, the Nominal Ledger transaction will debit the cost of sales and credit the stock account.

For the goods receipt, the Nominal Ledger transaction will debit the stock valuation account and credit cost of sales account.

Documents -> Cash events

Define a form for cash events, cash in, cash out or write-off. These documents must be printed out from the documents menu.

Documents -> POS Invoices

If you want to print a POS Invoices, enter the Invoice Number for a single Invoice, or the highest and lowest Invoice Numbers of a range of Invoices separated by a colon (:).

Press [Run] in the Button Bar to start the printing, or cancel by closing the window.


REPORTS

Daily Balance

This report will use the logged on user ID and today’s date by default. It will list all Payment Modes that have been used. If you double-click on the Amount for Total the selection window for the maintenance routine ”Create NL Transaction” will appear. If you are using the Cash up routines described, you should not use this option, otherwise you will end up with duplicated sales in your Nominal Transactions. We recommend you use POS balances instead.

GP, POS Invoices

This report shows the calculated Gross Profit for POS Invoices. The gross profit is calculated from the individual invoice rows.

POS Invoice Journal

This report lists all POS Invoices entered during a specific period.

N/L Transfer, Cash Invoices

This report shows a preview of the NL transaction that would be created after running the maintenance.

Cash Up

Default Period is the current day. It is possible to edit this.

The report shows per session/machine/drawer the Brought Forward Balance from previous session, current sessions transactions, current sessions Cashier Counts, and the difference between Cashier Counts and expected drawer content (based on Brought forward balance and transactions). It is possible to use the drilldown functionality.


POS OFFLINEPOS Offline can be used as a backup solution to ensure smooth work flow, and avoid interruptions when something happens with the HansaWorld server, or clients loose Internet connection.

Some settings and routines are similar to the ones described in POS ONLINE, in that case, they will only be mentioned, since the details can be found in the previous section.

Settings in the server

All the required settings for POS online are also required for POS offline. In addition, fill in the following parameters:

1. System>>Settings>>Configuration

Check the checkboxes Point of Sales and POS Offline.

2. Point Of Sales>>Settings>>Number Series - POS Invoices

Set up the number series per local machine.

3. POS Offline>>Settings>>Offline Settings:

• Offline Company No. Enter the number of the offline company - this should be the same number as in all clients Company registers. This is the company number that the user will switch to when Offline processing is required.

• Synchronise POS Invoices – all cash invoices will be synchronized.

• Sum POS Invoices – only one invoice with the sum of all invoices will be synchronized, created in the Sales Ledger module.

• POS Sales Update Stock on Server - (first radio button) - no items will update stock on server

• All items - all items will update stock on server

• Selected items - only items in the register ”Items updating stock“ will update the stock on the server. This setting can be used when a customer wants only some invoices to be synchronized or no invoices at all, to speed up the synchronisation process.

• OK Invoices when Synchronizing – This option is used with the option Sum POS Invoices. If the check box is not selected, the sales invoices created is not oked. In that case, when ok-ing the invoice, the stock will be updated and the N/L transaction created.

• Automatically Suggest to Synchronise Settings– when a user logins in, automatically gets a message to synchronise settings.


Settings in the HansaWorld client on the local computer

System>>Company register

Setup up two companies in the following way (this is an example for one company database):

Code Name Short TCIP/IP Port

1 POS Online Online (IP address of the server)(port of the server)

2 POS Offline

User Settings>>Settings>>Local Machine

Enter the machine number for each client in the on-line company. When you login for the first time, HansaWorld will give the following warning: "Local Machine Code empty". In User settings module>>Settings>>Local Machine>>Paste the local machine code.

If you have this setting in Technics module>>Settings>>Local Machines, the remaining information will be filled in automatically when synchronizing. Logout from HansaWorld.

Synchronise settings and base registers – option 1

Login to the HansaWorld system again into the online company. If you have turned on the option “Automatically Suggest to Synchronise Settings” in Offline settings, you will get the question “Do you wish to synchronise settings and base registers?”. Answer yes. All the required settings are sent to the offline company.

Synchronise settings and base registers – option 2

If you do not have the previous option selected, go to the module POS Online>>POS Invoices Register Browse window>>


Operations>>Synchronise Base Registers and Settings.

In every client, the user needs to synchronise the POS Offline company manually every morning. This ensures that the data in the Offline company is up to date all the time. (Customers, Items etc.)

HansaWorld now copies base registers and settings, which are needed for entering POS invoices, onto your local POS Offline company. For example the following registers and settings are synchronized:

Registers: Customers, Items, Item Classifications, Item Groups, Prices, Price Lists, Units, Locations, Accounts, Objects, Persons, Access Groups

Settings: Number Series - POS Invoices, Company info, Languages, Payment Modes, Stock Settings, VAT codes

As a default, the registers/settings/documents are not visible to the POS Offline user as registers/settings/documents. They will see them when pasting a customer, item, price list, language etc.

Log out from the client.

Number Series – POS invoices per machine

Check that in every client, when you save invoices, HansaWorld picks the right number series set up for each machine in the Point of Sales>>Settings>>POS Invoices - Number series.

If you have 2 clients, then for the first one, HansaWorld picks the first serial number from the number series. In the second client, you need to paste-special the first number of the second number series manually. After that HansaWorld picks the next invoice number itself.

The workflow

During the day

Restart the client and log in to the POS Offline company to start working Offline.

In POS invoices, from the Operation menu, open the session and you can start selling.

The Cash up report is available only from operations menu. Cash events are not available in the POS off line module.

End of the day

Synchronise invoices – restart the HansaWorld client, login to the POS Online Company. After logging in to the Online Company the following message is displayed:


If you click "Yes", HansaWorld will synchronise the Offline invoices into the Online Invoice register on the server. If you click No, and try to create new POS Invoice in the POS Online, the program will give a message "There are invoices to Synchronise. In order to create new POS Invoices please select Synchronise Offline Invoices from the Invoices Browse Operations Menu“.

Next time when you log into the Offline company, the POS Invoices register will be empty.

Based on the POS Offline settings, either POS invoices or Sales ledger invoices will be created. The cash up routines that you need to perform depend on which option you have chosen.

Cash up routines – all the routines related with POS need to be done in the POS on line company, cash events, cash up, pos balance and update stock. Details are described in the POS on line section.


POINT OF SALES IN SALES LEDGER

Background

To be able to run a POS (Point of Sales) system in the Sales Ledger, with the benefit of up to date Stock Control and N/L transactions for each invoice, Cash Up routines in the POS module also include Sales Ledger cash invoices.

Along with the Touch Screen Interface (which can also be used without an actual Touch Screen) HansaWorld offers complete Point of Sales functionality as a combination of Sales Ledger and Point of Sales Module functionality.

The benefits for this option are:

Real time stock levels and stock values

Real time Nominal Ledger transactions

Simpler cash up routines

Multiple choices for entering items (pasting item code, using a bar code reader, or using a touch screen)

Gift voucher functionality available

More flexibility in Reporting

Settings

You need to setup your system as described in the Important Settings section at the beginning of this manual. You need some additional specific settings to use POS in the Sales Ledger.

System>>Settings>>Optional Features>>Unsupported

Select the option “ Allow negative quantities on invoices”. This option is required for customer returns.

User Settings>>Local Machine

Select the option Touch Screen interface. The computers with this option on, will display the sales invoice with a Touch Screen interface, allowing for the usage of the POS functionality.

Activate the option Use cash display, if you have this hardware connected. (Pole display device)

The option Wide scroll bars can be useful when you use the touch screen interface, since all the scroll bars will be wider.


User Settings>>Login shortcuts

Using this setting, is possible for certain user to be automatically transferred to the sales invoice screen when logging in to the HansaWorld system.

Specify the user code, paste special a colour, and paste special ”On Login” the option ”Invoice”.

Point of Sales>>Settings>>Local Machine Payment Modes

While the touchscreen invoice features default payment mode buttons, you can also replace these with custom payment mode buttons.

In this setting, enter the customer payment mode buttons for all machines where you want to these payment modes shown.

Code Enter the payment mode code using Paste Special

Machine Enter the machine on which this button should show

Colour Enter the colour that the button should have on the touchscreen invoice interface

Type Select the type of payment entered with this button. Choose from Cash, Credit Card, Gift Voucher and Cheque. Make sure you have fields ”Account” and ”Back Office A/C” filled in on all Payment Mode.

Label Enter the button label for this Payment mode.

The Touchscreen interface only has room for 3 payment mode buttons. You can nonetheless set up more payment mode buttons here, and if you do, the third Payment Mode button will change to ”Other”. Clicking this will open a window showing all configured Payment Mode buttons.


STARTING THE DAYThe procedures described earlier in this manual for POS are very similar for using Sales Invoice with the Touch screen interface. The need for controlling the drawers and the way a user works in the shop is the also the same.

Cashier Counts

The first thing to do is to count the money in the drawer and enter the total amount in the POS module>>Registers>>Cashier counts, enter the balance for the local machine code and drawer.

In the matrix, enter the payment mode (usually cash) and the value counted. Ok the cashier count. When you save or ok this register, the date and time is automatically updated according to the operating system date and time.

Open Session

The second step is to open the session.

Open the sales invoice>>Operations Menu>>Open Session

It is also possible to open the session from the Cash Up report.

Cash Events

In the Cash event setting we enter all transactions done with the drawer, for example, when we get cash to increase the float, for opening balances, when we take amounts out of the drawer during the day to put into the safe, or deposit in the bank. If we find differences between the cash up and the cashier counts, the negative difference is also registered in this setting as a write off.

In some shops, the cashier gets the cash box empty and then receives some cash from the manager to make up the float. In this example, the cashier counts would be zero and it would be necessary to register a Cash In event.

For easier access to these options, without needing to change to the POS Module, Cash in and Cash out options are available from the Operations Menu of the Sales Invoice (Operations>>Cash in and Operations>>Cash Out).

Cash event transactions entered using the operations menu functions will end up in Module POS>>Settings>>Cash events.


DURING THE DAYAfter the opening routines, we are able to start selling, using all the features of the sales invoice with the touch screen interface.

Sales Invoice with touch screen interface

If you setup your user to login to the invoice register, the user will immediately get to the screen displayed above. After opening the session as described above he/she is able to start selling.

Entering Items

In the “Item” file we can enter item code, paste special from the items register, we can use a bar code scanner or we can use the item buttons for entering the item code. For the last option you need to set up item labels and item buttons.

Item tiles are used to group items logically for example: AUDIO, EXTRA, SERVICE. You can specify up to 7 Item tiles (groups). Each Item tile button can have its own colour and each tile can have up to 24 items on it. When you want to sell for example AUDIO products, press the item


tile button AUDIO. All items linked to this Item tile will then be displayed. Press any of those items, for example Transistor and it will be added to invoice matrix.

To sell EXTRA items or SERVICE items, press the corresponding Item tile button and the items linked to that tile (group) will be shown.

The quantity will be 1 automatically. Each time you press the item button again the quantity will be increased by 1.

For items with serial number control, you can paste special the serial number or scan it into serial number field.

You can use the button “Delete” to delete a full row, and you can use the button “Enter”, to navigate between fields.

Since the number of buttons for items are limited, a “More Items” button is provided give access to all items available.

Pressing this button will open another window, showing all items grouped by item classification. Grouping items into a structure of sub categories (classifications) makes it easier to find items.

You can also use Sales Invoice>>Operation>>Item search for searching for items. This will generate a report listing the items you searched for. Clicking on any item in this report will add it to the matrix of sales invoice.

After entering all the items, we need to enter all the payment modes for this invoice.

Entering Payments

Pressing the Cash button enters a Matrix row type for Payment. Pressing ”Enter”, will cause the exact amount (invoice total) to be displayed.

The default payment mode will be used, but may be changed manually.

The “Change” field will display the missing amount, or cash back amount.

Cash button can also be used when the Payment Term (at the Terms tile) is not of the type Cash. If the amount paid is less the invoice total, the remaining amount will be booked in the Sales ledger on the customer's account.

For this, it is required that the payment term is not of a cash type.

Currency The first Matrix field beside the amount field: Currency Code may be pasted. Change will then recalculate, according to current currency rate, to suggest Change (In Base 1 Currency).

Credit Card Button in Touch Screen Interface Invoice


This works the same way as the Cash Button, but uses the Default Payment Mode for Credit Cards. This can be changed manually by changing Credit Card Payment Mode in the matrix.

These options allow different combinations for paying a sales invoice: cash, credit card, gift voucher etc, more than one option together and also a part on credit (on customer's account).

If you have set up any customized payment modes for the local machine, these will show on the Touchscreen interface instead of the default payment modes. They behave the same way as the default buttons though, specifically like the default button of the same type as the custom button.

Finish

Use the Finish button to OK and save the invoice and to clear the window and show a new empty invoice. This allows for faster and simpler entry of sales.

Returns

It is often required to handle returns for items sold in the POS environment. For this purpose we use also use Sales Ledger invoices but with negative quantities. This option is also used for correcting mistakes. To process a return open the original sales invoice with the touch screen interface, press “Buttons” and then “Return”.

Return Button in Touch Screen Interface Invoice.

To correct errors, and handling customer returns at the point of sale:

Open an existing invoice, and press Return. This creates a new invoice, with negative quantities.

You may also create an entirely new invoice, and enter the items with negative quantities. It is possible to have some rows with positive quantities (representing sales) and others with negative quantities (representing returns) on the same invoice. This is very common when a customer goes back to the shop, returns one item, but wants to get another one. It is simple to register the transactions and check how much the customer needs to pay.

When registering a Return, if the payment mode is the same, for example, the sale was in cash and we will give the cash back to the customer, then we keep all the lines related to the payment on this invoice, with negative amounts.

If we will not give the money back to the customer, but this value will be deducted in future sales, then:


Change the customer from the default walk-in customer to a named customer and delete the line related to the payment.

Press “Buttons” and “Terms”, and ensure that the payment term is changed to a payment term with type “Normal”.

This invoice will then be shown in sales ledger report with a negative amount. When deducting this credit from a future sale, we will leave the same value not paid, to balance the sales ledger. At this stage, we recommend creating a receipt to clean these values from the sales ledger report.

Other buttons

Invoices Button in Touch Screen interface Invoice.

This will open the Invoices Browse window

Login Button in Touch Screen interface Invoice.

This saves the Invoice, logs out the currently logged-on user and opens the login window for a new user to log in.

Delete Button in Touch Screen interface Invoice.

This deletes Field contents, or matrix row contents one by one.

Sales Ledger -> Settings -> Gift Vouchers

This functionality makes it possible to:

Sell gift vouchers, using the Touch Screen interface in the Sales ledger.

Book the "Sales" to specific N/L accounts

Receive Gift Vouchers as payment instead of cash

Create a proper N/L transaction from the sales invoice when receiving a gift voucher.

Settings

SL -> Number Series Gift Vouchers. Number series

SL -> Gift Vouchers Issued. Register for issued Vouchers.

SL -> Gift Vouchers Sold. When sold, Issued GVs appear in this register

SL -> Gift Vouchers Received. When received, Sold GS appear in this register

SL -> Default Payment Modes>>GV Sold. Account and VAT code for selling GV

SL->Default Payment Modes>>GV Received. Account and VAT code for receiving GV


Documents

Sales Ledger ->Gift Vouchers

Usage

Enter he Default Payment Modes and VAT codes for Sold Gift Vouchers and Received Gift Vouchers (Sales Ledger>>Settings>>Default Payment Modes)

Enter a proper Number series at Sales Ledger>>Setting>>Number series Gift Vouchers and restart.

Issuing a voucher

Sales Ledger -> Settings -> Gift Vouchers issued. Press New.

Enter a number. Paste special to find the next number in the number series

Enter an amount. (Required)

Enter the transaction date. (Required)

Enter the expiry date. Should not be possible to receive Expired Gift Vouchers. (Required)

Enter a comment (Optional)

Enter a Bar Code (optional)

Click OK when complete. A Gift Voucher cannot be sold if it is not OK’d.

Selling a voucher

Open the Sales Invoice register and make a new Invoice. Enter a customer with a Payment Term of type Cash. Press the ”Sell GV” Button.

In the matrix you get a row type GV. You can pre-issue a GV in SL>>Settings>>Issued Gift Vouchers, or press New in the paste special field. Add a Value and OK it.

OK the invoice.

Receiving a voucher

Open the Sales Invoice register and create a new Invoice. Enter a customer with a Payment Term of type Cash. Enter some items. Press the ”Rcv GV” Button.

You can now paste Sold Gift Vouchers. Only sold GV appear in the paste special window.

- OK the invoice


END OF THE DAYAs we have done when starting the day, when finishing the day, there are also some procedures that need to be performed. The values in the drawer must be confirmed, all the transactions regarding the drawer should have been registered (cash in/cash out/cash write-off) and we also need to do the cash up routines for updating the nominal ledger, only with the transactions done by the cashier (Cash in, Cash out and Cash write off), since Sales and Stocks are updated invoice per invoice.

Cashier Counts

This is the same procedure as described for POS invoices, using the same register.

Cash Up Report

After entering the cashier balances, run the cash up report. It will show the values from cashier counts and what each cashier is supposed to have, considering all the invoices, credit notes, cash events done during the day, per payment mode. If any of the values does not match, the cashier must find out the reason and make the required transactions. This report is available in the POS module or in the operation menu of the sales invoice.

POS Balance – Creating Nominal Ledger Transactions

Nominal Ledger transactions related to Cash Events (Cash In, Cash Out or Cash write off) will be generated when you register the POS balance. This is done per drawer and per machine. HansaWorld will post all the transactions made from the last POS balance register until the current one. Note that you cannot have more than one POS Balance per drawer/machine combination per day.

In the POS module, go to Settings, POS Balances. Make sure the session is closed. Create a new record, select the drawer and confirm the machine code. The balance will be pasted automatically, from the cash up report and cannot be changed. OK and save the record. From the operations menu you can open the Nominal Ledger Transaction for verification.

An explanation about the Nominal Ledger transaction:

Cash Events In and Cash Events Out: will use the back office account, from POS settings. If this is blank the back office account from the payment modes is used.

Cash Events Write off, and other losses, will use the account from the POS setting.


HARDWARE

Printers

USB printer>>Printing using documents option

The easiest way to install a printer and printing a POS invoice is by using an USB printer.

In system module>>Register>>Forms, define the form you want to use. The fonts in use must be bigger than in a normal A4 invoice form.

In Documents>>POS invoice>> Paste special the form defined.

Install the printer drivers in the local computer and set it as a default printer.

Drawer >> Open drawer when printing

The drawer is connected directly to the printer. We do not need to do any setup in HansaWorld. To open the drawer automatically when printing we need to put this instruction in the printer drivers:-

In Windows installations, go to Control Panel>>Printers>>Properties. Search for the option that allows you to open the drawer when printing.

In Mac OSX installations, define this on the form's printer dialog.

Then, in Documents>>POS Invoices>> put the cursor on the POS Invoice line and select Page Setup from File menu. When you get the printer dialog, select printer features, and then cash drawer control under feature sets. You can define there if you want to open the drawer when printing the POS invoice.

Cash Display

Cash display functionality is available only for windows and PC with COM/Serial connection. After connecting the cash display, in the HansaWorld system, go to User Settings module>>Settings>>Local Machine>>Select the option “Use Cash Display”


EXERCISES1. Set up a touch screen interface for Sales Ledger invoices.

2. Create a new invoice using the touch screen interface in the Sales Ledger. Sell any item and register it as paid in cash. Press Finish to OK and Save the invoice.

3. Create a new invoice. Issue and sell a gift voucher with a value of 500.

4. Create a new invoice. Sell any item and register it as paid by a gift voucher. If needed use credit card payment mode also to pay for the rest of the amount.

5. Credit the invoice you created in point no 2

6. Create a new POS invoice using the POS module and cash payment mode.

7. Create a new POS invoice using the POS module and credit card payment mode.

8. Create a new user with your name. For this user set up a login button in the Log In window.

9. From POS reports, find out how much you sold using the cash payment mode and how much using credit card.

10.Enter the results, you found out from the previous report, to the Cashier Counts register.

11.Use the maintenance to update Stock and Nominal Ledger by the amounts that you sold from the POS module.
