Point Of Sale (POS)

This is the main Point of Sale Screen used for taking POS orders. Upon first entry into this screen you will asked to Log in as follows:

User Name: Enter your User Name. This entry is validated against the Employee table whose records are flagged as ‘This Employee is a POS Operator’. Employees are maintained via Labour>Employees

Password: Enter your password. This entry is case-sensitive and validated against the Password maintained in the Employee record.

If your User Name/Password is not valid for this Site then you will not be allowed to sign in.

Station ID: This is a display only field showing the current Station ID allocated to this workstation.

Once you have signed onto the workstation the main POS screen will be presented and shows the following fields.

Entry and Display fields

Customer Information Section

Billing Customer: This is prefilled with the default Customer as entered into the POS Rules screen. This can be changed by selecting the Customer from the drop-down list. If the Customer does not currently exist in the database you have the option to type in the Customer Name and - upon exiting this field - a panel will appear asking if you wish to create the Customer record. If you confirm this a Customer Maintenance screen will appear. After you have completed the creation details you will be returned to this screen.

Sales Style: This is prefilled with 'Invoice' but can be changed from the drop-down list. The available Styles are:

Invoice: The action of creating an Invoice Style will force the following steps:

•	Issue the Line as it is entered and accumulate the Sell Price

•	Enable the 'Pay' Button which facilitates payment at time of sale or post to Account Customer

•	Print the Invoice

Quote: The action of creating a Quote will:

•	Disable the 'Pay' button

•	Not issue any Lines

•	Allow the quote to be printed (Alt P)

Press F10 to put the Quote 'On Hold'.

Order: The action of creating an Order will:

•	Not issue any Lines but will generate demands which are taken into account via Inventory Replenishment, Create Required Orders and Inventory Availability.

•	For 'Order' Style only an additional (Alt-Print) button appears from which you can print the Purchase Order

•	Place the Order 'On Hold' after printing

•	Receive any Payment/Deposit

•	Changing Status to 'Invoice' will automatically issue lines. Note: If the issue process requires sub-level selections (Serial Number, Batch Number, etc) then you will be asked to select these at this time

•	Print the Invoice

Sales Mode: This is prefilled with the default Sales Mode as held against the POS Station record. You can select another mode from the drop-down list. The options are:

Retail: Covers the Sale, Collection and Delivery of products

Workshop: Covers the quick creation of a Workshop Order

Layby: Covers the creation and maintenance of Laybys

Depending upon your selection the upper-Left area of this screen changes to accommodate the Mode as follows:

Retail

Delivery Mode: From the drop-down list select the Delivery Mode. This will dictate subsequent activities relating to this Sales Mode. The options are:

Counter: This will produce a Sales receipt at the Counter

Pickup: This will produce the Sales receipt but also produce a ‘docket’ so that selected goods can be collected at a pickup point

Delivery: This will produce a Sales Receipt but also produce a ‘Delivery’ record for subsequent delivery of the goods to the Customer’s address

Instructions: You can enter unlimited amount of instructions that are related to this Order. These notes will be available wherever this order is reported. Whenever you click on this field an icon will appear in the top-right. By clicking on this Icon you can bring up the Frequently Used Text table. Select the text to be copied and either press the OK Button in that screen or double-click the selected record.

Workshop

Required Date: This denotes when the Workshop Order is required to be carried out. It is prefilled with the system date but you can amend this from the drop-down calendar if required

Reference: An open-format field into which you can enter a short description of the Workshop Order. No check are made on this entry

Print (button) : If you click on this button (or key Alt P) you will print the current ‘Workshop Order’.

Layby

Layby Start: This denotes when the Layby Order was raised. It is prefilled with the system date but you can amend this from the drop-down calendar if required

Layby End: This denotes when the Layby Order is to be collected or delivered. It is prefilled with the System Date plus the number of days specified in the POS Rules (POS>Settings>POS Rules) but you can amend this from the drop-down calendar if required

Reference: An open-format field into which you can enter a short description of the Layby Order. No check are made on this entry

Print (button) : If you click on this button (or key Alt P) you will print the current ‘Layby Order’.

Line Entry Section

Batch Entry Bar

The Batch Entry Bar displays Buttons that provide various options to add lines to the POS Order in batch form:

Lists: Clicking on this button will bring up the Lists maintained via Inventory>Lists. From the displayed List you can select single or multiple Items for copying to this POS Order

Items: Clicking on this button will bring up a list of Items currently in Ostendo. From the displayed list you can select single or multiple Items for copying to this POS Order

Descriptors: Clicking on this button will bring up a list of Descriptors currently in Ostendo. From the displayed List you can select single or multiple Items for copying to this POS Order

Catalogue Items: Clicking on this button will bring up a list of Supplier Catalogues from which you can select a specific Catalogue. Note: The Catalogue selection screen is by-passed if you only have one Supplier Catalogue in Ostendo. For the selected Supplier the Catalogue Items are displayed from which you can select single or multiple Items for copying to this POS Order

Order Information Bar

The info bar provides current information about this Station. The displayed fields are:

Sale Number. This is the unique identity of the current Sales

Day/Date/Time: Current date and time

Orders on Hold: The number of Orders that are currently held in the background. These can be placed or released from ‘Hold’ by pressing the F10 key or clicking on the key along the bottom row of this screen.

Price/Tax status: This defines if the prices in this line entry panel include or exclude Tax. The setting for this is contained in the POS Rules screen (POS>Settings>POS Rules).

(Ctrl D) Order Discounts: If the Operator is NOT authorised to amend Sell Prices (as defined against the Employee record) then access to this function will be denied. If you click on Ctrl-D then, in the displayed panel, you can apply discounts to the lines in this order as follows:

Discount Every Line with new discount: This will apply the entered discount to the Unit Price of all lines in the current order

Ratio All Lines with a discount.: This will ratio the current discounts against each line by the entered discount. For example, If the current discount is 10% then a Discount Ratio of 150% will increase the Line discount to 15%

Order Line Entry

This area allows you to enter lines using the following keyboard function.

Pressing the Tab Key when in the ‘Code’ field will take you to the ‘Qty’ field

Pressing the Tab Key when in the ‘Qty’ field will take you to a new line

Pressing the ‘Enter’ (or ‘Return) will take you to a new line

Code: This is the product or descriptor code that is being entered in the line. The following options are available:

Barcode: If the Item or Descriptor has a barcode then scanning the barcode on the physical Item/Descriptor will automatically populate this field with the Item or Descriptor Code. You should note the following:

•	If the Barcode for the Item or Descriptor is unique then the Item/Descriptor will immediately populate the order line.

•	If a Bar-coded Item has ‘sub-level’ variants (Lot, Colour, Serial Number, etc) then a separate panel will be presented for you to select the correct variant

•	In Inventory>Items>Item Barcodes you can enter a specific Barcode against an Item’s ‘sub-level’ variant (Lot, Colour, Serial Number, etc) and this will be used in preference to the previous option.

•	If more than one Item, Item Sub-Level Variant, or Descriptor have the same Barcode a separate panel will be presented for you to select the correct one

Item or Descriptor: You can select the Item or Descriptor directly in the following ways:

•

Click the ‘spyglass’ icon to the right of the field and select either Item or Descriptor. A panel will appear in which you can search and filter to arrive at the specific line to add to the order. Either double-click on the selected line, or highlight the line and click the ‘OK’ button, to add the line to the order.

•	Key the Item Code or Descriptor Code directly into the field if known. Note: If you have an Item that has the same identity as a Descriptor then another panel will appear for you to select the correct one

Qty: This is prefilled with a default quantity of 1. You may alter this quantity as required.

Unit: This is prefilled with the base unit of measure of the Descriptor or Item. If the Item has other Units of Measure and that Unit of Measure is being sold then click on the F9 (Edit) button to select the specific Unit of Measure. Press the F9 key to return to the Order Line view

Unit Price: This is a display only field that is initially prefilled with the calculated sell price based on the Pricing Level and order quantity. If the POS Operator has permission to amend Prices (as defined against the Operator record - Labour>Employees) then you can click on the F9 (Edit) button and amending the Unit Price field as required. Press the F9 key to return to the Order Line view

Ext Price: This is a display only field that shows the result of Unti Price * Order Quantity

Discount %: This is a display only field that shows the percentage discount when compared against the normal sell price for this Price Level/Qty. If the POS Operator has permission to amend Prices (as defined against the Operator record - Labour>Employees) then you can click on the F9 (Edit) button and amending the Discount %, or Discount Amount fields as required. Press the F9 key to return to the Order Line view

Description: Display only field showing the description of the Item or Descriptor. To amend this field click on the F9 (Edit) button and amending the Description as required. Press the F9 key to return to the Order Line view

Display Line Details: immediately below the above Line entry ‘grid’ you will see a thin ‘button’. This button allows you display or hide details against the current line. The displayed details are for information only and cannot be amended in this view.

You can set the default viewing option by going into POS>Settings>Rules and defining the preferred view against field ‘Display Line Details’

Linked Images Section

If the Item or Descriptor contains an Image in its master record then that image will be displayed here

Invoice Information Section

This section contains information about the Station and current Operator

Station ID: This is a display only field that shows the identity of this POS station.

Operator: This is a display only field that shows the current signed-on Operator.

Salesperson: If you are linking this POS Order to a Salesperson (for analysis purposes, commissions, etc) then select the Salesperson from the dropdown list. The list is maintained via Labour>Employees and identifying the Employee as a Salesperson.

Sale Date: This is prefilled with the system date. This can be amended but only if the POS Operator has permission (as defined against the Operator record - Labour>Employees)

(Button) Sign Out (or use Alt-S): If this button is pressed then the current Operator is signed out against this Station and the POS screen closed.

(Button) Operator (or use Alt-O): If this button is pressed then a panel will appear for entry of a new Operator. This is to facilitate temporary access so that, for example, a Supervisor can carry out tasks (Example: Price Override) for which the current Operator does not have permission.

Totals Section

This section contains information about the current sale

Total: This is a display only field showing the current Sell Price of this POS Order including Tax. This is updated every time a line is entered and ‘saved’.

Tax Value: This is a display only field showing the Tax portion of the current Sell Price of this POS Order.

Value Excluding Tax: This is a display only field showing the Total amount less Tax of this POS Order.

(Button) No Sale (or use Alt-N): If this button is pressed then current POS Order will be removed and this screen will revert back to taking a new Order.

(Button) Pay (or use F12 key): If this button is pressed then Payment screen will be presented for entry of payment details. See separate section on POS Payments.

(Script): This button will only be displayed if an ‘Order Script’ has been created (via File>System Configuration>Order Scripts). When visible the button name will be prefilled with the script name and, when pressed, will perform the functions of that script.

Product or Related Buttons Section

Depending upon how your Station has been configured (POS>Settings>POS Rules) one of the following two sections will be displayed

Touchpad Display

Displays a Touchpad for POS that are touch enabled. This touchpad contains buttons which - pictorially - show the Product Sections and products being sold. The Display is created and maintained via Ostendo's Workflow Editor and controlled by a Script (created via File>Scripting Configuration>Script Editor).

Related Buttons

This section displays buttons that will allow access to supporting functions. The displayed buttons are specific to the Operator and are defined against the Operator’s record (Labour>Employees). The available buttons are:

Inventory Availability (or use Ctrl-1): This will bring up the Inventory Availability screen so that you may view the current and projected stock for a selected Item

Price Inquiry (or use Ctrl-2): This will bring up the Price Inquiry screen so that you can determine sell prices ‘on the fly’ without actually creating a POS Order line.

Customer Statistics (or use Ctrl-3): This will bring up the Customer History screen that shows complete sales and Invoicing history by Order Customer, Billing Customer, or both.

Sales Orders (or use Ctrl-4): This will bring up the main Sales Order screen so that you can view all current sales orders in Ostendo

Linked Images (or use Ctrl-5): This will bring up a screen showing any Images that are linked to current Item or Descriptor record. Note: If the Item or Descriptor contains Image records then the first image will be displayed in the upper part of the screen (Not valid for screens set to 800 x 600)

Cash In and Cash Out (or use Ctrl-6): This allows cash In/Out transactions to be carried out during the current session. When selected a panel will appear that shows four options:

Cash Drop (Out): Where ongoing cash is taken to the ‘Back Office’

Cash Drop (In): Where the Office adds more ‘Float’ to the Station

Pay (In): Where ‘Petty Cash’ is taken from the Station

Pay (Out): Where ‘Petty Cash’ is paid back into the Station

For each selection another panel appears for denoting the amount of Cash-In or Cash-Out as follows:

Type of Transaction: Display only field showing the transaction Type selected in the previous panel

Cash Amount: Enter the amount of cash being issued or received

Reason: Enter a short reason why the Transaction is being carried out

(Button) Back (Alt-F4): This will exit this panel without taking any action

(Button) Accept (F12): This will accept, and post, the transaction

POS History (or use Ctrl-7): This will bring up a panel that shows the history of Sales carried out. This enables any Invoices to be re-printed, if required. Simply highlight the line and click the ‘Re-Print Invoice’ button

Cash Drawer (or use Ctrl-8): Clicking on this button will open the Cash Drawer for miscellaneous transactions such as Cash Drops, etc

End of Day (or use Ctrl-9): This will bring up a panel for entry of ‘End of Day’ balances. See POS End of Day screen in this functionality Help

Activity Buttons

These buttons provide easy access to functionality that supports the POS process. The following Buttons are available

Look Up (or use F3): This will look up data that is linked to the field where the cursor currently resides

Customer (or use F4): This will bring up a maintenance screen for not only maintaining the current POS Customer but also adding new customers

Add (or use F5): This will place the cursor in a new line in the entry panel for entry of a new order line.

Save (or use F6): This will save the current order details without exiting the order.

Cancel (or use F7): This will cancel the current line entry

Delete (or use F8): This will delete the current line entry

Edit Line (or use F9): This toggles between (a) showing the single line entry where you can enter the sale item and quantity to (b) showing full details of the current line in which you can amend details against the line. The fields that can be amended are subject to the permission settings against the Operator record (Labour>Employees).

Hold (or use F10): This toggles between (a) placing the current POS ‘On Hold’ and (b) viewing current ‘held’ Quotes and Orders and restoring a selected Quote/Order to the Order Entry screen.

Lock (or use F11): This will lock the Station and no further entries or changes are possible until it is ‘unlocked’ by entering the Operator/Password.