> Sales Orders Point of Sale Introduction

Sales Orders Point of Sale Introduction

SYSPRO's Sales Orders Point of Sale system provides a method of entering a sale with minimal keystrokes, is easily completed without the use of a mouse, and has a minimum number of windows open at one time.

It is a simplified form of SYSPRO's Counter Sales facility and only those Counter Sales features relevant to a point of sale environment are included.

[Note]

Certain features which are included in the Counter Sales system are not available in the Point of Sale system. These include the sale of kit and traceable items, as well as the multiple bins feature.

The Sales Orders Point of Sale system includes the following features:

  • You can enter stock codes using a bar-code scanner.
  • You can add freight, miscellaneous charges, non-stock lines and comment lines.
  • You can view and enter stock details by stock code, description, supplier, product class, long description or alternate keys.
  • The customer and supplier/stock code interchange systems are supported.
  • You can process foreign currency sales.
  • Sales documents are numbered automatically.
  • You can create user-defined sales documents.
  • You can print documents with pre-defined bitmap images.

Configuring Sales Orders - Point of Sales

This task outlines the procedures you should follow to set up your Sales Orders Point of Sales system.

  1. Company Setup

    The Counter Sales module must be installed as part of your license registration details.

  2. Sales Order Setup

    The Pricing method configured for your company cannot be set to Manual if you want to use the Sales Orders Point of Sale system (Sales Orders Setup).

    The Sales order Numbering methodcannot be set to Manual if you want to use the Sales Order Point of Sale system (Set Key Information).

    Enter the Counter sales defaults and enable the Counter sales options.

    [Note]

    The following Counter sales options do not apply to Sales Orders sales Point of Sale:

    • Change order to a counter sale when using ‘take payment'
    • Only allow deposits if there are quantities on back order

  3. Cash Drawers

    Navigate to the Cash Drawers program and define your cash drawers.

    At least one cash drawer must be defined for use within the Sales Orders Point of Sale system. You can configure your software and hardware to open your cash drawers automatically when you print a Sales Orders Point of Sale document.

    • Configuring the software

      A series of hex codes is used as the trigger mechanism to open a cash drawer. These hex codes are defined as part of the cash drawer maintenance facility and will vary according to the model of cash drawer/printer purchased.

    • Configuring the hardware

      You can connect a cash drawer to a port on the back of a user's terminal/workstation, or to a port directly on the server, either exclusively to itself or shared with a printer.

      • Is cash drawer on same port as the printer

        Select this option when configuring cash drawers if the cash drawer shares the same port as a printer. If you do not select this option, then at the Cash drawer device name field you must specify the device name for the port to which the cash drawer is connected.

      • Sample device names under Windows

        LPT?

        Parallel/printer ports, where ? represents the port number.

        COM?

        Serial ports, where ? represents the port number.

        If you are running Novell these port names may be redirected to the server. This allows multiple users to share a cash drawer that is not on the same port as the printer.

      • Sample device names under Unix:

        /dev/ttyxx

        This is a specific port xx on the server. You use this device name if multiple users share the same cash drawer.

        /dev/tty

        This represents the port into which the user is currently logged. You use the device name if each user has a cash drawer connected to their terminal.

        In either case, if the cash drawer is attached to a user's terminal, you must also include the codes to enable and disable the external serial or parallel port on the terminal as part of the hex codes to open the cash drawer.

  4. Payment Types

    Navigate to the Payment Codes program and define the types of payments you intend accepting and giving when using in the Sales Orders Point of Sales system.

    At least one payment type code must be defined for use within the Sales Orders Point of Sale system.

    Typical payment codes include the following:

    • cash
    • check
    • credit card
    • change

  5. Operator Setup

    Navigate to the Operators program and assign a default Warehouse o each operator who requires access to the Sales Orders Point of Sale system

    In addition, you can optionally configure defaults at the following fields:

    • Cash drawer
    • Counter sales customer
    • Payment type

  6. Customer Maintenance

    Navigate to the Customers program and define at least one customer for use within the Sales Orders Point of Sale system.

    To prevent the processing of credit sales against a Sales Orders Point of Sale customer, you can set the Counter sales only option against the customer.

    In addition, to save time when processing Sales Order point of sale entries, you can assign a default customer against each operator who uses the Point of Sale system.

  7. General Ledger Integration

    The ledger integration for Sales Orders Point of Sale entries is the same as that used for Counter Sales entries (i.e. both systems use the existing ledger interface defined for Accounts Receivable Payments and Sales). See AR Sales Ledger Interface and AR Payments Ledger Interface

    There are additional interface entries you must define for unique transactions created from within the Counter Sales module (which includes the Point of Sale Entry program).

    Use the Counter Sales Payments Interface program to define the interface ledger accounts required to be associated to each counter sale payment code. The Counter Sales Payments Interface program can be accessed by selecting the Counter Sales Interface option from the Functions menu of the AR Payments Ledger Interface program.

    You must also define the following ledger codes for the transactions unique to Counter Sales/Point of Sales:

    • Deposits liability account (AR Payments Ledger Interface)

    • Deposit revenue (AR Branches)

Day End Routine

This task outlines the procedure to follow to close down the Sales Orders Point of Sales system for the day.

  1. Run the Counter Sales Close program to restrict access to selected cash drawers in preparation for reconciling your cash receipts.

    Typically this would be to prepare for balancing the payments received against the values printed on the counter sales report.

    Indicate the cash drawer(s) to close. If you select to close a Single cash drawer, then you must enter the code for this drawer.

    Select Close Selected Drawers to close the cash drawer(s) you selected.

    Once you close a cash drawer, no further processing can be done using this drawer until it is opened again. This ensures that no transactions are processed while you are attempting to reconcile the payments received to the values according to the Counter Sales Report.

  2. Run the Counter Sales Report program to print a list of all transactions posted to each drawer, and against which you can reconcile your cash receipts.

  3. Once you have completed the reconciliation, run the Counter Sales Purge program to delete sales and payments for the selected cash drawer(s) in preparation for the start of a new day or shift.

    When you purge a Single cash drawer, all the payment details and the sales summaries for the selected cash drawer are removed. When you purge All cash drawers, then the Total Cash Receipts summaries (which can be queried and printed) are also purged.

    [Note]

    You cannot run the Purge function for selected cash drawers until they have been closed and the Counter Sales Report has been printed for them.