Retail web pos user guide openbravo

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Contents

1 Introduction2 Launching Web POS3 Web POS GUI overview

3.1 Main layout3.2 Ticket area3.3 Message area3.4 Numerical pad3.5 Tabs3.6 The menu3.7 Shortkeys

4 Main Flows4.1 Login4.2 Scanning4.3 Manual entry4.4 Browsing4.5 Searching4.6 Using the scales4.7 Opening the drawer4.8 Editing4.9 Viewing and printing paid tickets4.10 Customer management and assigning to a ticket4.11 Customer address management and assigning to a ticket4.12 Cross store window for a product4.13 Creating a new ticket4.14 Editing ticket properties4.15 Line Description4.16 Parking and selecting pending tickets4.17 Deleting a ticket4.18 Printing a receipt4.19 Returning products

4.19.1 From original receipt4.19.2 Blind Receipt: Return the whole receipt4.19.3 Blind Receipt: Return a line4.19.4 Ability to have sales lines and return lines in the same ticket

4.20 Creating an invoice4.21 Layaways

4.21.1 Creating a New Layaway4.21.2 Finding an Existing Layaway4.21.3 Complete a Layaway4.21.4 Voiding a Layaway

4.22 Paying a ticket4.22.1 Pay using percentages4.22.2 Multicurrency feature

4.23 Paying several tickets at once4.23.1 Selecting orders to pay4.23.2 New "Multiorder" View4.23.3 Layaway a order

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4.24 Payment methods4.24.1 Cash4.24.2 Credit card4.24.3 Vouchers4.24.4 Other payment methods

4.25 Overpayment4.26 Using the Cash Pad4.27 Tax calculation4.28 Credit Sales4.29 Cash Management

4.29.1 Usage in smartphones4.30 Cash Up

4.30.1 Review Pending tickets4.30.2 Cash counting4.30.3 Select cash to keep4.30.4 Print, close, post4.30.5 Cash Up History4.30.6 Usage in smartphones

4.31 Quotations4.31.1 Creating a Sales Quotation4.31.2 Loading previously created quotations4.31.3 Creating a sales order form a quotation4.31.4 Reactivating a quotation

5 Working with the back office5.1 Sales orders5.2 Errors while importing POS data5.3 Sales Invoices5.4 Payments5.5 Goods shipments5.6 Return from Customer5.7 Financial accounts5.8 Reporting

6 Offline Operations6.1 How offline mode works6.2 The local database: how the Web POS uses it and when it's safe to clear the browser cache6.3 Login offline6.4 Features supported in offline6.5 Restrictions of functionality while offline6.6 Hardware restrictions of offline mode

IntroductionThe Web POS graphical user interface (GUI) is the main component of Openbravo for Retail. It is used in stores to assist shop floor staff inclient­side selling and enables the checkout process.

Launching Web POSOpenbravo for Retail uses two GUIs: Web POS and the Openbravo back office. Both run in a web browser and both can be launchedindependently.

The Openbravo back office GUI is simply launched by entering the standard applicationURL in the web browser´s address bar: http://<IP_address>/openbravo.Openbravo Web POS is also launched by entering a URL in the web browser. This URL isconstructed the following way

If Terminal Authentication is enabled­­>http://<IP_address>/openbravo/web/org.openbravo.retail.posterminal/If Terminal Authentication is not enabled­­>http://<IP_address>/openbravo/web/org.openbravo.retail.posterminal/?terminal=<POS Terminal ID (Search Key)>.

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It is recommended to run Web POS in full screen mode, this way Web POS takes full control of the screen and all other distractingelements disappear from the screen making the cashier to focus only in sales operations.

To activate full­screen mode in Android and iOS devices, open the browser (Chrome or Safari and navigate to the Web POS loginpage. Open the menu and select Add to homescreen. A new icon will be created in the homescreen for the Web POS. Tap onthis icon and Web POS will be executed in full­screen mode.For the Chrome web browser press F11 to activate the full­screen mode.For Safari in OSX desktop machines press ^F to activate the full­screen mode.

Note ­ iPad users: During the Web POS login the browser will ask you: "Increase Database Size? Do you want to allow [application] to useup to 50 MB of storage on your device?". VERY IMPORTANT: You need to approve this to be able to use the off­line capabilities of WebPOS.

Web POS GUI overview

Main layoutThe Web POS uses an adaptible layout. The layout will adapt itself automatically depending on the resolution of the device it's being used in.This means that it will look slightly different in a desktop computer than in a smartphone, for example.

In the most common scenario, the Web POS will display a two column layout, which contains the main menu and the ticket area in the leftside, and the tab area on the right side.

In smartphones and devices with small screens, the Web POS automatically switches to a one­column layout. A switching button which can be used to switch back and forth between the left andright columns is added to the button toolbar.

Users can also swipe the screen to switch between toolbars. Some actions will also automaticallyswitch to the appropriate column when necessary.

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Ticket areaOne half of the screen is occupied by the ticket area. Here all products that are added to the active ticket are shown in a list view. It servesas a preview of the final ticket that the customer will receive after successful payment. Items in the list view can be selected andsubsequently edited.

Tax Breakdown: The list of taxes applied in the order is shown here.

Payment Breakdown: The list of payments of the order is shown here only when the orderis a Paid Receipt or a Layaway.

Message areaThe message area on the other side of the screen shows the time and date and informs the user about actions and events.

Numerical padThe on­screen keypad is used by touch screen users to enter product codes, quantities and other numerical data.

The discount key can be configured:

to use discretionary discounts (by default)to apply a discount directly to the line selected (a new preference with the property 'WEBPOS Open Discounts From Keyboard' with value 'N' should be created)

TabsThe tab buttons at the top of the screen give access to the four main POS activities: scan, browse, search and edit. The first threeactivities are used to find and add products to a ticket, the edit activity applies to the last or user­selected product.

The menuThe menu is the main way to open most of the advanced features of the Web POS. Apart from the functionalities which will be explained indetail in subsequent sections, the menu contains some basic features also present in other Openbravo mobile applications.

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The main ones are:

Online status: conveys the connectivity status of the system. A green dot indicates that the system is online, a white circleindicates that the system is offline. This option also allows the user to lock the screen, or log out of the application.

Note: Approval can be configured for log out if there are open tickets. To do so there is a preference called Web POSRemove Receipts Approval

User option: this shows a popup with the currently logged user information. In this popup, you can also see the complete "profile"information, which shows the current role and language, and allows the user to change them and even set them as the defaultvalue for that user.

Please take into account that the menu is scrollable, and that you can easily scroll through the available options by dragging the menuoptions themselves.

ShortkeysShortcuts to navigate back/forward in the browser have been blocked to avoid an involuntary navigation.

When using a keyboard you may use the following shortcuts:

0 ­ 9: Adds that number to the text areaA ­ Z: Adds that letter to the text areaBackspace: Removes a character off the text areaEnter: Executes the entry in the text area+: Adds one unit of the selected product­: Substract one unit of the selected product. If the units of the product reach 0, the product is deleted off the receiptDel: Deletes the selected product off the receipt0 followed by enter: Lock the screen

Main FlowsOpenbravo Web POS supports the following main flows:

LoginScanningManual entryBrowsingSearchingUsing the scalesEditingBack officeAssigning a customer to a ticketCreating a new ticketEditing ticket propertiesParking a ticketDeleting a ticketPrinting a ticketReturning a ticketInvoicing a ticketPaying a ticketTax calculationCash managementCash up

LoginIn order to enable the new Terminal Authentication Security (Enhance Terminal Authentication) exists a Preference: Terminal Authenticationenabled. By default, this preference has 'N' value, put 'Y' to enable Authentication security.

If security is not enabled we need to put the terminal searchKey in the URL.Access URL ­­> <IP_address>/openbravo/web/org.openbravo.retail.posterminal/?terminal=<POS Terminal ID (SearchKey)>

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In this case, we navigate directly to login page and we can enter our user and password.

If security is enable we share the same URL in all terminals.Access URL ­­> <IP_address>/openbravo/web/org.openbravo.retail.posterminal/

We will navigate to Terminal selecting window (Only the first time we access to Web POS. After first access, selected terminal is saved andwe will access directly to login page) in order to link this physical device to a POS Terminal Configuration.

Note: Cleaning device cache will delete this info and you need to link again the physical device to corresponding configuration.

Enter POS Terminal configuration Terminal Key Identifier, username and password. The configuration can be linked only to one physicaldevice and the user who is linking the device must has access to this terminal and a role which has access to Web POS form.

After filling Terminal selection Login page will be open with the selected POS Terminal Configuration. Since we select the terminal, this info issaved in local Storage and the physical device will open directly the login page with the corresponding Terminal configuration.

In the login process and before sending data to backend, we will check if Terminal Authentication Security configuration has been changed.If someone in the ERP change the value of Terminal Authentication enabled preference or unlink the device of the terminal configuration weare working with, a modal will be shown advising us of this and forcing to login or selecting terminal again.

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ScanningUsing a barcode scanner, products can be added to the ticket by scanning their barcodes. The barcode scanner works as a human­input­device (HID) similar to a keyboard and generates a numerical string followed by a carriage return. The user will see the numerical stringappear in the field that sits in the numerical pad. Barcode scans are registered when the Web POS is in Scan or Edit mode.

Note: If your keyboard mapping doesn't match with the mapping used internally by the barcode scanner, some characterscould be changed by others when the barcode is read. Please try to avoid this kind of characters ('­','/') in the barcode.

You can test barcode scanning in the Web POS demo environment using the example barcodesheet displayed.

By default products are marked as grouped products, it means that when a product which isalready in the ticket is scanned the quantity of this line will increase. Having a product marked as"Not grouped" a new line with quantity 1 will be created once a barcode is scanned.

Manual entrySometimes barcodes are missing or cannot be read by the scanner and need to be entered manually. For this, you need to be in Scan orEdit mode. The UPC/EAN code is entered using the on­screen or physical keyboard and by tapping the Enter or UPC/EAN key the code issubmitted to the system. It will then search for a product match and once the product is found, it is added to the ticket.

BrowsingProducts can be browsed by category. Selecting a category in the category list will refresh the product list view. Adding a product to aticket is done by tapping the desired product. If the product is marked as Generic, Search tab is going to be opened filtering by tappedproduct children. The item that was last added to the ticket is selected by default.

By default products are marked as grouped products, it means that when a product which is already in the ticket is tapped the quantity ofthis line will increase. Having the product marked as "Not grouped" a new line with quantity 1 will be created.

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SearchingThe search functionality is used to perform keyword searches. If necessary, the user can set aproduct category filter to reduce the amount of results or search by product characteristics.

The clear button (marked with an X symbol) is used to remove the current keyword filter andproduct characteristic filters too. In some browsers, such as Chrome, a microphone icon is showninside the text field. Tapping it will let you enter the keyword by using human speech.

In the left side product characteristics are shown. Product Characteristics arevalues(Color:Red,Blue...; Size:40,42...) of a product to create(explode) different product from aGeneric one.

Brand is going to be the first button always because it is a field of the Product and we can fill itwhenever we want.

The remaining button will be characteristics owned by the product we have in our Assortment.Pressing in one of them, a modal will be shown with values linked to this characteristic.

The Characteristic modal show us all the values we are able to choose (values of the selectedcharacteristic) and you can select more than one. Some of these values could have children.These children will be the same value as its parent but more detailded(Parent:Green, Child:LightGreen). We can see a value's children tapping on the green triangle at the value line. If we arewatching children we can go back to parent level tapping in the top left Back button. Selecting avalue with children will filter by this value and all its descendants(all values in the tree below it).

When a value's tick icon is in light green means that some of its descendants is selected. Finally,when all values to filter are selected we must press Done button. Now, the characteristic buttonswe used to filter are in yellow to know which are filtering and which not.

How to manage Product Characteristic is well explained in the following link:http://wiki.openbravo.com/wiki/Product_Characteristic

By default products are marked as grouped products, it means that when a product which isalready in the ticket is tapped the quantity of this line will increase. Having the product marked as "Not grouped" a new line with quantity 1will be created.

Using the scalesProducts that are sold by unit of weight are placed on the scales before adding it to the ticket. When adding it to the ticket (either via scan,search, browse or UPC/EAN input), the total price is calculated as follows: weight x price per kilogram. For more information on how toconfigure products for weighing, see further down in this document.

Opening the drawerThe drawer is opened automatically when tickets are paid.

Since RMP29 we have also included a menu entry to do it. This menu entry can be hidden using a preference(OBPOS_retail.opendrawerfrommenu).

Note: Approval can be configured to open drawer. To do so there is a preference called Web POS Open drawer form menu

Also in RMP29 if the configuration is correct, the cash drawer is opened automatically in these cases:

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Cash up in cash counting step.Cash management

EditingThe Edit mode is entered by tapping the Edit tab. By default the last product that was added isselected but tapping any other row in the ticket, selects it and brings up the edit mode for that item.The following can be edited:

QuantityPrice (only authorized users)Discount (only authorized users)

The tap order to edit one of the above is as follows:

Button ­ Amount ­ Enter. For example: QUANTITY, 5, EnterAmount­Button. For example: 5, QUANTITY

The quantity can also be changed using the + or ­ buttons.

Note: Approval can be configured for changing the price. To do so there is a preference called Web POS action Changeprice

Viewing and printing paid ticketsThis functionality lets the user find old (paid) tickets and print them. The flow of this functionality issimple. Paid tickets can be filtered by date and tapping one, shows the details in the ticket area.

Select Receipts in the menu.Search dialogue will appear. Filter and tap the magnifying glass button.A list of tickets will be shown, choose one.Details are shown. At the bottom of the ticket, a Paid label is shown.Select Print this Receipt from the menu and printer will print a Paid ticket.Press the X button to close the view.

Customer management and assigning to a ticketNew tickets by default have an anonymous customer assigned to them. This can be changed bytapping the customer name button at the top of the ticket which launches a customer pickerdialogue where a known customer can be selected.

In this modal window we are able to search customers by name, filling the input text and pressingthe magnifying glass button. Choosing Advanced search will launch a more extensive searchpanel. (This panel can also can be accessed via the Customers option in the main menu)

Tapping a customer opens a more detailed view, which is read only at first. Using the Edit button,the form can be modified. The Assign to ticket button, uses the selected customer to assign it tothe actual ticket.

To create a new customer, there are two ways:

Select Customers option in the menu

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Tap the NEW in the top left corner

or:

Tap the customer (name) in the top part of the ticketTap *New Customer

Don't forget to configure the defaults values for customer creation.

In case something is misconfigured, the customer will not be saved correctly. Try to find it inBusiness Partner window. If it has been an error go to Errors while importing POS data window.

Customer address management and assigning to a ticketOnce customer is selected, system will automatically fetch default address and assigning it toticket. If customer have multiple address, this can be changed by tapping the customer addressbutton at the top of the ticket (next to customer name) which launches a address picker dialoguewhere a required address can be selected.

In this modal window, customer address are loaded automatically, which is read only at first.Tapping a address will get assigned to actual ticket. If customer have too many address, we canable to search customer address by name, filling the input text and pressing the magnifying glassbutton. Choosing New Address, new address can be added. Using the Edit Address, the addresscan be modified. The Assign to receipt button in New Address, Edit Address which helps us toassign customer and address automatically to receipt after add new or edit address, withoutreturning back to address menu.

To create a new customer address from menu:

Select Customers option in the menu.Search and select customer which requires new address.Tap Edit/New Address button in Customer Details popup.Tap the NEW in the top left corner to add new address.

Cross store window for a productTo enable this utility, the products must be properly configured.

After that configuration Cross Store window will be opened when a product is going to be added tothe ticket for the first time.

Add to Ticket button adds product to the ticketStore Stock indicates the total stock of the product in the current store and when pressingon it shows details about the distribution of the stock across bins.Similar to above Other Stores Stock button indicates the total stock of the product but inthe rest of the stores of the organization and its distribution across warehouses.

When product is added to the ticket this window is closed and quantity of the product can bechanged in a standard manner using product´s catalog or numeric pad. In case it is required toopen the Cross Store window again ­ select corresponding line in the ticket and press on theCheck Stock button.

Starting from RMP32 below functionality is available

This functionality is disabled by default. To enable it, the preference Allow to select awarehouse for a specific line order must be set to 'Y'

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If Cross store is enabled it is possible to select from which warehouse the product will be shipped(only store warehouses can be selected). The store stock popup shows details about the unitsstored for that specific product in each warehouse. If there is not enough stock on the selectedwarehouse the remaining stock will be shipped from another warehouse taking into account thepriority order.

Prior to adding the product to the ticket it is possible to change the warehouse. To do so click Store stock button again and select a newwarehouse. For adding the product to the receipt click Add to receipt button. The line is now associated with the warehouse and thatinformation can be checked in the details of the line.

When the line is created it is not possible to modify the warehouse, for changing the warehouse the line needs to be deleted and recreated.

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Creating a new ticketNew tickets can be started at any time, even when another ticket is still pending. A new ticket is created by tapping the * button in the topleft of the main navigation.

Editing ticket propertiesTo change or review a receipt property (Description, if it needs to be printed, its salesrepresentative) go to the main menu and select Receipt Properties.

Here the value of properties such as Description or Sales Representative can be changed.

Description Description is used for notes, references or other user generated meta data to thesales order.

Print This checkbox conveys whether the receipt is going to be printed or not after ticketcompletion.

Sales Representative In order to show this field we must active the Preference Web POS SalesRepresentative in Receipt properties window. Done this sales representatives will be shown in adropdown list. In case of having lots of Sales Representatives, there is another preference WebPOS Use Modal instead of dropdown in Sales Reprentative that allows to show sales representativeusing a modal window with the corresponding benefits such as performance and usability. Theuser's role must be Manual if you want the Preferences to be taken into account.

Line DescriptionA Line Description is a part of Line Properties. It can be considered meta data and is used for notes,references or exceptions specific to the ticket line. To add, modify or view a line description, selecta ticket line, tap the EDIT tab and tap the Description button.

Parking and selecting pending ticketsMultiple tickets can be kept at the same time and new tickets can be started while a current ticketwas not closed yet. If this is the case, the ticket that was edited last, while move to the backgroundand a number (or a+1 increment of the current number) while appear in the top right folded corner ofthe ticket. These parked tickets can be re­activated by tapping the number in the folder corner. Theuser can now pick a pending ticket from the modal dialogue that was invoked.

Note: In order to print automatically a parking/suspended ticket there is a preferencecalled Web POS Print suspended order

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Deleting a ticketThe current ticket can be deleted by tapping the bin button in the main navigation. This action cannot be undone.

Note: Approval can be configured for deleting a ticket line. To do so there is a preference called Web POS Delete LineApproval

Note: Approval can be configured for deleting a ticket. To do so there is a preference called Web POS Remove ReceiptsApproval

Printing a receiptTickets can be printed at any time using two menu options. As it happens with all menu entries these can be deactivated using a preference

Print a concrete receiptTickets can be printed at any time by selecting the more button (arrow down)in the main navigation and selecting the Printthis Receipt item in the menu.One way to do it is first select a specific receipt using the menu option Receipts and then click Print this ReceiptOr while creating a receipt click the click Print this Receipt

Print the last receipt

Very interesting menu option Print last Receipt that allows to print the last receipt paid

Print a ticket twice

It is possible to define whether a ticket should be printed twice automatically per payment method. In order to do so go to Pos TerminalType > Payment Method. There is a flag named Print twice

Returning productsThere are two ways of returning products:

From original receiptBlind receipt, that is, without having the original receipt

Note: Approval can be configured for returns. To do so there is a preference called Web POS Returns Approval

From original receipt

Create a new receiptIn the main navigation select the more button (arrow down) to open the menu and select Verified ReturnIt opens a search selector to find the corresponding original receiptSelect the receipt and choose the corresponding lines changing the quantities if neededThe lines added will be negative. The quantity, price or discounts cannot be updatedExecute the payment flow as if it were a regular sale. The difference is that the payment now goes out towards the customer.A Return From Customer document is created in the back­office

Note: This is a module

Note: This menu option can be hidden using the preference Return receipt menu option

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Blind Receipt: Return the whole receipt

Create a new receiptAdd product to the ticket (for example via scanning, browsing or searching)In the main navigation select the more button (arrow down) to open the menu and select Return this receiptThe ticket is now turned into a return ticket with negative quantitiesExecute the payment flow as if it were a regular sale. The difference is that the payment now goes out towards the customer.A Return From Customer document is created in the back­office

Note: If there are already return lines in the receipt this action cannot be performed andthe option in the menu will be hidden

Note: This menu option can be hidden using the preference Web POS action Returnreceipt

Blind Receipt: Return a line

Create a new receiptAdd product to the ticket (for example via scanning, browsing or searching)Select the line and the right panel shows the Return buttonThe button turns out the line into a return lineExecute the payment flow as if it were a regular sale. The difference is that the payment now goes out towards the customer.A Return From Customer document is created in the back­office

Note: This button can be hidden using the preference Enable switch from positive line toreturn line

Ability to have sales lines and return lines in the same ticket

Can only get this scenario using:

Return from original receiptBlind Receipt: Return a line

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Once return lines are entered or switched from positive to return the user can keep entering sales lines

Note: When a receipt has positive and negative lines then the document is created in the backend as a regular sales order

Note: There is a preference to prevent having sales and returns in the same receipt. The preference is Not Allow Sales WithReturn

Note: This kind of orders cannot work as layaway

Note: This kind of orders cannot be paid through "Pay Open Tickets"

Creating an invoiceOn customer´s request, an invoice can be produced for a ticket following this sequence:

In the main navigation select the more button (arrow down) to open the menu and selectInvoice this Receipt.The ticket is now flagged for invoicing. The bottom of the ticket shows its new status.Execute the payment flow and an invoice is created.A sales invoice document is created in the back office.Launch the back office via Back Office in the more menuFind the sales invoice that was generated and print it for the customer

LayawaysLayaway is an agreement in which the seller reserves an item for a consumer until the consumer completes all the payments necessary topay for that item.

Creating a New Layaway

In the main navigation select the more button (arrow down) to open the menu and selectLayaway this Receipt.The ticket is now flagged as Layaway. The text "To be laid away" is shown.Add (or not) payments. You can create a Layaway doing a prepayment or withoutpayments.Press Layaway button (In the right part of the screen) to process this order.A sales order is created in the back office.

Finding an Existing Layaway

In the main navigation select the more button (arrow down) to open the menu and select Layaways.In the modal, add parameters in order to filter layaways and click on the chosen layaway to open.The layaway is shown as a order. "Layaway" text is shown and some buttons are disabled.

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Complete a Layaway

Find an existing layaway."Pending to pay amount" shown take into account the previous done payments.Pay layaway:

Lay away again this order: Add a payment (partial payment) and press Layawaybutton.Full pay the total gross amount of the order and this layaway is going to becompleted. Shipment will be created and an Invoice if it is required (Do not forgetto choose "Invoice this receipt" option in the menu if you want to create aninvoice).

A sales order is created in the back office.

Voiding a Layaway

Find an existing layaway.In the main navigation select the more button (arrow down) to open the menu and selectVoid this Layaway.The text "Void this Layaway" is shown.Pending to return amount will show the total amount of the prepayments done by thecustomer because this is the amount we have to return.Add payment types and amounts to give back the money.Press Done button to void this layaway.In the back office, this sales order is going to be closed and negative payments will becreated representing the refunded money.

Paying a ticketThe payment flow is initiated by tapping the total amount in the main navigation. This enables thepayment panel on the right hand side where the expected (remaining) amount is shown. Multiplepayments can be used at once, using the payment method buttons on the left hand side of thenumerical pad. The sequence of taps is as follows. First, the payment method is selected, e.g. card,tapping the Card button. Second, the amount is entered, e.g. 100. Finally, the Enter button is tappedto confirm the amount. The paid amount is shown in the top panel and can be removed by tappingthe clear (X) button. Once the expected amount is exceeded, a message indicating the change tobe given to the customer appears.

If the option Open drawer before closing ticket is checked in the POS Terminal Type window in thebackoffice, an Open button will be displayed as soon as the amount paid exceeds the amount expected. Tapping it opens the cash drawerand a Done button will appear next. Tapping the Done button confirms the sale and prints the receipt.

If the option Open drawer before closing ticket is not checked, the Done button will be displayed directly (and the Open button will notappear). Tapping it confirms the sale, prints the receipt and pops the cash drawer.

In case something is misconfigured, the order will not be saved correctly. Try to find it in Saler Order window. If it has been an error go toErrors while importing POS data window.

In the backend, the payment methods used to pay the ticket are stored in Sales Order > Payment plan > payment details

Pay using percentages

Percentages can be used to pay an order. To take advantage of this feature just select the payment method and then insert the quantityfollowed by percentage symbol. The percentage is calculated based on the pending quantity to pay.

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In this video you can check how it works.

Multicurrency feature

Remaining to pay and change will be shown in the selected payment, i.e.: If you checkanother payment button(different currency), Remaining to pay or change will be update tothe selected currency.

In order to give back the change, we can select which payment method (Currency) to use.i.e.: We have "change" to give and we want to give it in other currency, we have to checkthe payment method wanted, the change will be updated and finally we have to push Donebutton.

Change in another currency will create a negative transaction in this payment method financialaccount. In case of the selected method is not a "cash" type (we cannot give change with no­cash payments), the change is going to giveback in the POS terminal currency.

Please take attention to the configuration, remember that it is necessary to configure both directions of conversion rate. For example:

USD ­> EUR: 0.680272

EUR ­> USD: 1.47

Paying several tickets at onceIt is the availability to pay more than one Order at the same time. This functionallity has a preference for security settings.

Selecting orders to pay

First, we have to tap in the 'Pay Open Tickets' menu option. A modal will be opened where we willbe able to filter(by text and date) orders that are pending to be finished(Layaways) and ordersopened in the terminal in that moment(Except Returns, Paid Receipts and Quotations). Chooseorder to load and press Done.

New "Multiorder" View

On the left side we will see orders with its total and pending to pay amounts. Each order has aDelete button (with a X), this button will delete the order from the list of order to be paid. In thetoolbar there is another Delete button (with a X too) and it will close this "Multiorder" view and willnavigate to the normal one order view.

Layaway a order

In case of want to layaway some of these orders, we need to click on the order and in the modalshown, enter the amount to be layaway. If we do not want to pay anything of this order, just write 0and it will be layaway without payments. To remove the amount to be layaway, we could open againthe modal clicking on the order and do not enter anything and press Done. The order will become anormal order and we will pay the total amount. The amount to pay will change.

Finally, we should enter payments and finish the process as same as with one order.

Payment methodsThe following payment methods are supported by default:

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Cash

Different cash currencies are considered different cash payment types. If multiple currencies are used, Web POS will use one currency asthe terminal currency and the other currencies as payment currencies.

The conversion between different currencies is done automatically. In the Payment Panel, theamount is showed in one currency and the conversion is shown in the other currency inparentheses. Using the Exact Amount button, Web POS will calculate the amount in the firstcurrency and will show the conversion in the second. Prices of products and total to paid will bealways in terminal currency.

The same occurs in the Cash Management dialogue. The amounts are shown in the terminalcurrency and the conversion in the alternative currency is shown in parentheses.

Similar to the the previous display, in the Cash Up process, bills and coins in the alternativecurrency are counted and are entered in that currency. This amount is then converted and addedto the terminal currency.

In the Post, Print and Close step and on the final ticket, amounts will be shown in both currencies.

Credit card

Depending on the integration with external payment providers, different credit card types can be used directly from Web POS.

Vouchers

Vouchers are defined in the back office by store and financial account.

Other payment methods

Other payment methods can be set for the terminal in the back office, that will use additional buttons in the payment panel. Additionalpayment methods can be also available by installing, additional modules like Gift Cards and Gift Vouchers.

In case that more than the available buttons are needed, a "More..." button will appear. By clicking this button a new pop­up will appear withthe rest of payment methods.

OverpaymentAn overpayment is a situation where the amount paid by the customer exceeds the expectedamount and the difference cannot be given back fully in cash to the customer. This situationtypically occurs when payment methods other than cash are used such as vouchers or acombination of cash and voucher. An example:

Expected amount is 12.50Customer uses 3 vouchers of 4.50 each = 13.50Overpayment is 1.00 because no change can be given back

When there is an overpayments situation, it will be shown in the message area. In the Cash Up process the report shows overpayments incase they are greater than zero. Cash, by definition, cannot have overpayments. In case more cash is available than was registered, therewill be a cash difference situation, that is also registered in the Cash Up process. An overpayment in the back office shows a summed linesamount in the Payment In Plan than the total gross amount in the header.

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Using the Cash PadTo quickly enter bills and coins denominations the bills & coins pad can be used. It shows localizedcuts that represent commonly used localized cuts. This can save the operator time by reducing theamount of tap / clicks and reduces human error. For a customer that hands over one 100 and one50 bill, the shop assistant only needs to tap to buttons before change can be given and there is noneed for mental arithmetic. You can switch between the regular numerical pad and the bills & coinstap by tapping the bottom left toggle button that shows currency symbols.

Tax calculationThe way the Web POS calculates the tax information is by following a line­based tax computationcriteria. This means that it computes the taxes for each line, and then aggregates them to calculatethe total tax amount. In order for the system to work correctly Document Tax Amount Calculation should be set toLine base amount by rate (see Tax Rate window for more information).

Credit SalesThis functionality allows to complete orders leaving an amount without paying, or what is the same, leave it as credit.

To enable it, the Pos Terminal Type must be configured.

Also, the Credit Line Limit of the Business Partner must be greater than zero or the customer balance of the Business Partner must belower than zero.

If these two conditions are satisfied, a button with label Use Credit will appear in payments section.

Tap the button if the pending amount is wanted to leave as a credit. This process will check againstthe backend the available credit of the business partner. This quantity would be the differencebetween Credit Limit and Credit Used. If this amount is greater than the pending quantity of thesales order a confirmation popup will be shown. Pressing "Yes, use credit", the order will beprocessed. Pressing "Cancel", this action will be canceled.

On the other hand, if the outstanding amount exceeds the available credit, an information popup willbe shown giving the information of available credit of the business partner, and it will not allowcompleting the order.

Cash ManagementIn the course of the day, the store´s cash register accumulates cash and vouchers in the cash drawer. At certain points in time, it isrecommended to do a cash withdrawal where an amount of cash (or vouchers) is removed from the cash drawer and placed in the safe orsent to the bank for deposit. Typically cash withdrawals are made in case of:

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The amount in cash exceeds a certain limit. For safety reasons, a cash withdrawal needsto be done.Shift change: Cash is taken out when changing shifts.Scheduled cash withdrawals: Many stores have their cash withdrawals scheduled.Typically a courier comes to pick up the cash.

Cash withdrawals and deposits require a reason. Reasons are associated with financial accounts.

Deposits are the opposite of withdrawals. A deposit moves money from an external account to thecash register´s cash drawer. This is typically done in the morning before the store opens to make sure there is enough change in cash toserve customers. It is also common to keep a certain amount in cash in the cash drawer after the Cash Up process at the end of the dayso there is a decent amount of cash available for the next business day. For more detail, see the next section about Cash Up.

You can configure account names and reasons in Cash Management Events.

Since RMP29 the cash drawer will be opened if the active payment method is marked as cash or it is configured to open the cash drawer.

Usage in smartphones

In smartphones and other devices with small screens, the Web POS will automatically switch to a one column layout, exactly as it happenswith the main window.

Users will be able to switch back and forth from one column to the other by using the switch buttonin the toolbar, or by swiping the screen.

Cash UpThe Cash Up process is used to review pending tickets, count cash and other monetary assets, register differences and print the Cash Upreport. This process is usually executed at the end of the day or shift and is part of every store´s standard processes. It helpsmanagement get insight in daily sales, returns, cash movements and differences. The Cash Up process consists of four steps:

Review Pending tickets

In this step all pending tickets are shown. Here you can manually delete the pending tickets. In case a ticket still needs to be paid, e.g. via a

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quick cash method, you will need to cancel the cash up process, return to this ticket and close thepayment against it.

Note: Approval can be configured for deleting pending tickets. To do so there is apreference called Web POS Remove Receipts Approval in Cash Up

Cash counting

The second step requires you to count the cash and possibly other monetary assets.

For cash payment methods, you have to enter the counted amount entering the number of banknotes and coins for each denominations. This method helps the user that counts the money toavoid any mistake. To enter the number of bank notes or coins counted for each denomination youhave two methods:

Tap the edit button with the pen symbol. Enter the number of denominations and finally tapon the return button.Tap on the denomination button to increase by one the number of denominations

You have also actions to reset all quantities counted and start again, and to open the cash drawer.

For other payment methods, if the amount counted is different than the expected amount, you needto enter this amount as follows:

Tap the edit button with the pen symbol forEnter the counted amount on the numerical pad and tap EnterDo the same for all available payment methods

You can tap the green exact amount button (marked with a check mark) for counted amounts thatmatch the expected amounts.

Since RMP29 the cash drawer will be opened when this screen is shown if one of the paymentsmethods is defined as cash or it is configured to open the cash drawer.

Note: Approval can be configured to open drawer. To do so there is a preference calledWeb POS Open Drawer approval Cash Up

Note: Approval can be configured for continuing with the process if there are differencesbetween the expected amount and counted amount. To do so there is a preference calledWeb POS Cash Up Differences Approval

Select cash to keep

The third step will ask you to decide on the amount of cash you want to keep in the cash drawer. This is a common practice for moststores to keep a certain amount to use as change the next day. You can configure this automatic deposit in the back office, see CashManagement Events.

In the case the payment method is configured to have only one option and the user does not have the possibility to decide the amount tokeep the step will be ignored and it will be used automatically the only option available.

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Print, close, post

In the final step a preview of the cash up report is shown for you to review before tapping the Post,Print & Close button that will withdraw, deposit and clear all payments, print the report and close thecash up process. A success message will pop up directly afterwards.

Cash Up History

In Openbravo ERP, POS Terminal window has a tab "Cash up History". Here we can see all thecash ups done by the selected terminal (User, date ... ). It has a subtab "Reconciliaton" where wecan link to the reconcilations(and it's corresponding payment type) of the selected cash up.Selecting a cash up, we will be able to see the Cash up Report process button. Pressing this button,a pdf report will be created with the cash up information.

Usage in smartphones

As it happens in the main window and in the Cash Management window, the layout of this window changes in smartphones and otherdevices with small screens. In this case, the window changes to a one column layout, and the user can switch back and forth between thecolumns using the switch button in the toolbar, or by swiping the screen.

QuotationsThe Openbravo Web POS allows the user to create Sales Quotations, to view previously created quotations, and to create Sales Ordersfrom quotations. These options are all available in the main menu of the application, if the quotations document type and the quotation prefixhave been configured correctly in the POS Terminal Type, and the POS Terminal windows (more information can be found here).

Creating a Sales Quotation

To create a sales quotation, the user needs to select the option "Create Quotation" from the mainmenu. This will create a Sales Quotation. After this, the user needs to indicate which lines shouldthe quotation contain, exactly like how he does it in receipts: he can use the product browser to pickproducts, or the scan tab to scan products to add lines. Like in receipts, the price or the quantity

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can be changed in every line.

Once the quotation is complete, the user must tap on the "Total amount" button to save thequotation. Obviously, the quotation doesn't need to be paid: a sales order will probably be generatedfrom it at some point, and that document is the one which is paid instead.

Loading previously created quotations

A user can load any previously created quotation by selecting the option "Quotations" from the mainmenu. This option will show a window which can be used to search for quotations. The quotationscan be filtered by document number or business partner, and also by creation date.

Once the quotations are shown, the user can tap on the quotation he wants to load.

Creating a sales order form a quotation

Once a quotation is loaded, the user can create a sales order from it by selecting the "Create salesorder from quotation" option from the main menu. This option will display a popup, with a singlecheckbox: "Firm quotation". If a sales order is created from a firm quotation, the prices of theproducts will not be updated to the newest values valid today. However, if the quotation is not firm,the order will be updated with the current prices of the products, and the final total price of the salesorder may be different from the original quotation.

Once the sales order is created, it works like any receipt in the POS: lines can be created, edited ordeleted, and the receipt itself should be paid.

Reactivating a quotation

A quotation which is still in status "Under evaluation" can be reactivated. This process allows the user to modify a previously createdquotation as long as it has yet to be used to create a sales order. This option is available in the main menu, under the name "ReactivateQuotation".

Once a quotation has been reactivated, the user can edit it normally, and can re­save it by clicking on the "Total amount" button.

Working with the back officeOpenbravo for Retail uses one single database that can be accessed via both front (e.g. Web POS) and back end (e.g. Openbravo 3) userinterfaces. In this section you will be shown how users can take advantage of this architecture. First of all, all information in the back officeis accurate in real­time as transactions are processed as they occur (an exception to this is when a connectivity outage occurs, which cancause delay). Secondly, the back office is web based (as is the front office) which allows remote and mobile users view store performancefrom anywhere. Here is an overview of the most important back office views and how to use them:

Sales ordersThis window gives a real­time view into the sales transactions in the stores. By default sales ordersfor all organizations (stores) are shown in the grid so the first thing you want to do is to filter theorganization column for one or maybe a few specific stores. See the Column Filters section in theUser Interface Introduction for Openbravo 3 for more detail on filtering. If you plan to use a certainview more often, you may want to save it. See the Saving Views documentation for more detail.

In the Lines child tab you can find the order lines and in the Payment Plan and payment details (childof payment plan) tabs you can view which payment method(s) were used to pay this ticket.

Note that you need to refresh the grid using the Refresh button in the toolbar to see the incomingorders appear.

Errors while importing POS dataThis window gives a real­time view into the errors importing data from Web POS. In case ofsomething is wrongly configured, you can get an error loading data in Openbravo ERP. In thiswindow, you can find information about these errors.

Status: Describes the main reason of the error.JSON order data: It is the JSON object sent from Web POS.Error: The Java Exception which caused the error.Data type: The object of the JSON data (Order or Business Partner).

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POS Terminal: Which terminal set the JSON object.Save again: After checking your configuration error and solving it, you can resend the data.

Sales InvoicesIn a similar fashion as for the sales order window, you can view sales invoices in the back office that were generated via the Web POS.Note that there will be much less invoices than orders because by default an individual POS sale does not generate an individual invoice,but instead after the Cash Up process, one grouped invoice for all sales orders will be created. On customer request though, an individualsales invoice can be created in the Web POS GUI by marking the ticket as such. This is done by selecting Invoice this Receipt in the moremenu in the navigation. The sales invoice will appear in the sales order window in the back office.

PaymentsEach completed POS sales order creates one or more Payment In documents, depending on thenumber of payment methods used. If a ticket is paid using two different payment methods, then itwill also create two different payments. The Payment In window in the back office provides insight inthe different payment types used during a period of time, store or amount. Trying different columnsfilters and saving them as different views is an easy way to perform some basic sales analytics.

Goods shipmentsEach completed POS sales order generates a Goods Shipment document for the products that were sold.

Return from CustomerReturns are common and are supported in Openbravo for Retail. Using the Web POS GUI the flowfor customer returns is as follows:

Create a new ticketMark the ticket as To be Returned via the more menu in the navigation.At the bottom of the ticket the new status will be indicated in orange text.Scan (or manually add) the product that is to be returned as if it were a regular sales ticketAdjust quantities if necessaryStart the payment flowTap the Exact Amount button (the green button with the check mark) if the returned amount is of payment type cashTap the Done buttonReturn the amount to the customer

After having done the above, the back office now has generated the following documents:

A Negative Payment In documentA Return from Customer documentA Financial Account transaction (withdrawal) document

Financial accountsFinancial accounts are defined by store and payment method. Then, there will be also one cashbook for the store and one for the back office and the same for credit card and possibly otherpayment methods. All payments, deposits and withdrawals are registered here and the currentbalance for each account is shown in the header. Here, good practice is also to set column filtersfor the different stores, payment and periods and save the views.

ReportingOpenbravo´s standard reports can be used for retail:

Cash reports by POS terminal and by datesAverage cart by store and by datesSales reports by POS terminal

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Sales reports by agentInventory reports

Offline Operations

How offline mode worksThe Web POS supports offline functionality. This means that if you lose connection to the server, you can stillexecute several common tasks, such as creating new receipts, doing cash management movements, orexecuting the cash up process. You can even log in the application using the normal login page.

Once the connection to the server is restored, all the created documents (receipts, cash managementmovements, cash ups) will be automatically synced with the backend if your session is still active, and if not,you will be prompted to log in again in the application so that everything can be synchronized.

This feature of the Web POS relies on several HTML5 technologies such as the application cache and the WebSQL local database. TheWeb POS uses these to store internally both the information that needs to run, and the information the user generates while being offline.Therefore, it's very dangerous to delete the browser cache, because some browsers and devices delete the local database when you do it,and in this case some of your data (tickets, cash ups, ...) may be lost. We will now explain a bit how the Web POS uses the local database,and how to avoid mistakes.

The local database: how the Web POS uses it and when it's safe to clear the browser cacheThe Web POS uses the local database to store all the information the user generates. Specifically, it stores receipts, new customers, cashmanagement and cash up information. The Web POS begins storing information here as soon as the user logs in the application, because itcreates a new "till" every time the user logs in after the last cash up has been done.

The local database is part of the cache of the browser. You clear/delete the local database when you clear the browser cache. Incombination with offline working: the browser cache should not be cleared in case the cash up has not yet been completed, even ifall the tickets have been synchronized with the backend. If you clear the browser cache, deleting the local database then the cash up(and other not­yet­synchronized) information is lost.

This guideline is very important, because it means that payments will not be reconciled, even though they were saved correctly inthe backend, if the local database is wiped out before the cash up is done. Just after doing a cash up, it is safe to delete the localdatabase, before any other document is done (so, until a new receipt, customer, or cash management movement are created).

Login offlineIn addition to the main basic features of the Web POS, the login itself can also be done offline. However, it's important to understand that theWeb POS will only allow users which have already logged in online mode to log in offline mode. Therefore, if you need to provide offline login mode for a given user, you need to ensure that this user logs in every terminal he will need to log in while this terminal is online.

Features supported in offlineThe following list of features are supported in offline mode:

Login: as mentioned, login works in offline mode but only for the users which have already logged in online mode.Creating new ticketsCreating new customersCash management (available since version 3.0RR14Q2)Cash up (available since version 3.0RR14Q2)

All the data generated by the user (receipts, customers, cash ups, ...) will be automatically synchronized with the backend when theconnection comes back. Most of the times the user doesn't need to execute any additional action for this to happen. In some cases, thesession which the user had may have expired in the backend when the connection comes back. In this rare cases, the user will beprompted to log in the application again to ensure that the session is valid, so that the data can be automatically synchronized.

Restrictions of functionality while offlineMost of the basic functionality in the Web POS is supported while being offline. However, some actions (particularly those which need datawhich is not stored in the terminal) cannot be executed when the connection is down. A non­complete list of actions which do not work whilebeing offline is:

Paid receiptsQuotations (you can still create new ones, but you will not be able to load previously created quotations).Layaways (you can still create new ones, but you will not be able to pay previously laid away receipts).

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Verified returns (you can return tickets directly, but you cannot load previously created tickets to return them)Change user profile options: the user profile settings will be the ones which were used the last time an online login was done. Thismeans that the language cannot be changed while being offline.

Hardware restrictions of offline modeThe amount of data that can be processed while offline depends on the hardware and browser. The worst case is Safari on an iPad whichhas a physical database size limit of 50MB. At the rate of 4 orders with 10 lines per minute, it will take you three days to fill it. On the higherend of the spectrum, it will take more than two years to fill 10GB on a Samsung Galaxy Tab or more than four years to fill 25GB on a AsusEee Slate EP121. Read more about offline operations in this blog post.

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