POS Operations Guide

This guide was written for Version 9 of AccuPOS in Retail mode on the Point of Sale. If you are running an earlier version of AccuPOS, you will notice differences on the user interface on the Point of Sale. If you’re running the Point of Sale in Food Service mode, please refer to the POS Operation Guide for Food Service.

GETTING STARTED:

Enter User Password: (top)

Before you can start processing transactions, AccuPOS Retail requires that you enter your user password. Once you enter your user password AccuPOS

Retail will determine which User Group you belong to and will enable or disable its functions accordingly.

Figure 1-1

If you are just getting started and have not set any users up yet, the default password for AccuPOS Retail is "apadmin.” This is the administrator password with all rights. Before modifying or deleting this user/password, make sure you create a user with admin rights (this can not be recovered so make sure you write down this information).

Once a user is logged in, only functions that are allowed for his/her user group will be available (these options can be set in AccuPOS Manager).

The current user will appear in the bottom left corner of the POS screen. (Figure 1-2)

Figure 1-2

Enter Cash Till code: (top)

The Cash Till code enables AccuPOS to determine which cash drawer the funds are being collected in. As default, 100 and 200 are available to use at the point of sale. For example if you have 2 POS stations then POS #1 will use till 100 and POS #2 will use till 200. This way at the end of the day/shift all money collected in POS #1 will be shown in till 100, and all money collected in POS #2 will show under till 200. (Figure 1-3)

Figure 1-3

NOTE: you can only open the amount of tills that you have licenses for. For example, a one user license can not have till 100 and till 200 opened at the same time.

At the prompt asking for the Till number, enter the Till number you would like to use followed by enter.

The current till in use will appear in the lower left hand corner of the POS Screen. (Figure 1-4)

Figure 1-4

TRANSACTIONS: (top)

*If at this point you have not set up your keys please refer to the Keys Set-Up Guide for further instructions.

**If at this point you have not set up barcodes please refer to the Inventory Set-Up

To Process Transactions: (top)

Processing transactions using AccuPOS Retail is very similar to using a common cash register.

First enter a password to log into AccuPOS, then enter the Till number you would like to use.

To handle a walk up customer:

1. Enter the items that are being sold, either by scanning the barcode, using the touch screen display, or by manually entering the item codes.

2. Press Total to total the sale.

3. Select the amount and tendering type. If there is to be change made, AccuPOS will show the amount to be returned to the customer. Then you will be ready for the next transaction.

To Make Changes: (top)

*Sometimes modifications are required to a transaction, such as overriding the system item price, changing quantities, or adding a customer to a sale. Instructions on the most common POS functions are listed below.

**The following items assume that you have admin rights or have assigned the proper user rights to the cashier.

To Change Item Price: (top)

Before you enter the item to the transaction

1. Enter the price you would like to sell the item for. (Figure 2-1)

Figure 2-1

2. Click on the Price button or hit [F1] (Figure 2-2). The new price will show in the bottom of the receipt window on the middle left of the screen. (Figure 2-3)

Figure 2-2

Figure 2-3

3. Scan or enter the item ID. This item will show in the receipt window with the modified price. (Figure 2-4)

Figure 2-4

*Using this feature will only affect the next item that is scanned. To change the item price permanently it must be done in the accounting program. Please refer to the inventory set up guide.

**Previously rang items cannot be modified; you must void the item and re-ring it.

To Change Item Quantity: (top)

Before you enter the item to the transaction

1. Enter the desired quantity. (Figure 3-1)

Figure 3-1

2. Click on the Quantity button or hit [F6] (Figure 3-2). The new quantity will show in the bottom of the receipt window. (Figure 3-3)

Figure 3-2

Figure 3-3

3. Scan or enter the item ID. AccuPOS will then calculate the total cost of the item based on the quantity entered. (Figure 3-4)

Figure 3-4

*Quantity entered will be used only for the next item scanned.

** Price changes and Quantity changes can be used together just follow steps 1 and 2 of both instructions before entering the item.

*** Previously rang items cannot be modified; you must void the item and re-ring it.

To Apply a % Discount on a Single Item: (top)

Before you enter the item to the transaction

1. Enter the desired discount percentage amount. (50 would be 50%) (Figure 4-1)

Figure 4-1

2. Click on the % Off Item key in the bottom left of the screen (Figure 4-2). The percentage taken off of the next item will appear in the bottom right of the Point of Sale. (Figure 4-3)

Figure 4-2

Figure 4-3

3. Scan or enter item ID. AccuPOS will then calculate the price based on the percentage taken off. In the example below, the first item rang in is the discounted price; the second the regular price. Notice how the Discount field is now empty at the bottom right of the screen. (Figure 4-4)

Figure 4-4

*The Percentage off button will only affect the next item that is added.

**Previously rang items cannot be modified; you must void the item and re-ring it.

To Apply a % Discount on the Entire Transaction: (top)

Before you start the transaction:

1. Enter the desired discount percentage amount. (50 would be 50%) (Figure 5-1)

Figure 5-1

2. Click on the % Off Sale key in the bottom left of the screen (Figure 5-2). The percentage taken off for the sale will appear in the bottom right of the Point of Sale. (Figure 5-3)

Figure 5-1

Figure 5-2

3. Scan or enter Item IDs. AccuPOS will then calculate the prices based off the percentage taken off. In the example below, the first item rang in is the discounted price; the second is also discounted. Notice how the Discount field still displays 50% at the bottom right of the screen. (Figure 5-4)

Figure 5-4

*The discount will be in effect for that sale only. Once the transaction is totaled, the discount will reset back to 0 (Zero).

**If you want to be able to discount the transaction at the end of the sale, refer to Sale Discount General Key in the Keys Set-Up guide.

***If you have applied a discount to the sale and would like to change the discount percentage or remove the discount completely simply follow steps 1 and 2 again.

****To remove the discount enter 0 (Zero) for the percentage amount.

To Void the Last Item (Undo): (top)

1. After scanning an item… (Figure 6-1)

Figure 6-1

2. Click on the Error Correct key (Figure 6-2). AccuPOS will void the last item entered. (Figure 6-3)

Figure 6-2

Figure 6-3

*Error correct allows undoing the last item entered to the transaction before the next item is entered.

**Note that when using group items, Error Correct will only remove the last item in the group. To remove a group item off the sale, use the Void Item function.

To Void an Item: (top)

If you accidentally scanned the wrong item, sold an item for the wrong price, or a customer is returning or exchanging, use the void item to return the item to inventory.

1. Click on the Void Item key. (Figure 7-1)

Figure 7-1

2. Scan or enter the item ID to Void.

3. Items voided will appear in the receipt window with a Negative total. (Figure 7-2)

Figure 7-2

*For multiple items, you must press the Void Item button before each item you wish to void.

To Process a Return: (top)

1. Click on the Void Item button. (Figure 8-1)

Figure 8-1

2. Scan or enter the item that is being returned.

3. Click on the Total button. (Figure 8-2)

Figure 8-2

4. Notice how the screen says **RETURN** below the totals for the sale. Select the tender type you will be refunding the customer with. The amount of the sale will be refunded and it will be shown in the total sales for the current sequence for that particular tender type. (Figure 8-3)

Figure 8-3

*For multiple items, you must press the void button before each item you scan.

**When processing a return, do not enter an amount in the tender screen, just select the type of payment you will be refunding (even if it is Cash).

***For more information on tendering types and how they work, please refer to the AccuPOS Retail Management guide.

To Cancel a Sale in Progress: (top)

1. Click on the Cancel Sale button. (Figure 9-1)

Figure 9-1

2. A popup box will appear asking for confirmation. Click Yes to confirm canceling the sale. (Figure 9-2)

Figure 9-2

*Every time a sale is cancelled, a voided ticket will print. This will help track how many times a cashier cancels sales. The voided transactions are also stored inside the AccuPOS database.

To Search for Items: (top)

Sometimes the bar code label may be missing or may be too fuzzy for the scanner to read. The item code can be then located using the item search function.

1. Enter any part of the item description in the Scan or Enter Item field.

2. Click on the Item Search button. (Figure 10-1)

Figure 10-1

3. A popup box will appear based on what was entered prior to hitting Item Search. Select the item and click OK to return to the transaction.

(Figure 10-2)

Figure 10-2

4. The item selected will now appear in the Scan or Enter Item ID field. Click Enter to apply the item to the transaction. The items will appear in the upper left portion of the screen. (Figure 10-3)

Figure 10-3

*If you click on the item search without entering part of the description, the entire item list will load.

To Check Price: (top)

1. Click on the Price Check button. (Figure 11-1)

Figure 11-1

2. Scan or enter item ID.

3. A popup will appear showing the current price of the selected item, a well as what price level the POS is currently locked in (default is Price Level 1). (Figure 11-2)

Figure 11-2

4. Click OK to return to the transaction.

*The price check will display the price that the item would be sold for under these circumstances, not necessarily the retail price. Sale discount, customer price level, etc. can affect the price shown.

To Suspend Tax on a Single Item: (top)

1. Click on the No Tax button. (Figure 12-1)

Figure 12-1

2. Scan or enter item ID. Notice in the upper left of the screen, the item entered does not have a ‘T’ next to the price. This shows that the item wasn’t taxed. (Figure 12-2)

Figure 12-2

3. Upon hitting Total, you will be taken to the tendering screen. Notice that there is no tax applied to the item.

If you already scanned items before you suspended the tax, void the item and start over. The tax will suspend on the next item scanned only.

To Suspend Tax on Multiple Items: (top)

1. Click on the Lock Tax button (Figure 13-1). Notice in the bottom of the right of the Point of Sale, it says TAX LOCK is ON. (Figure 13-2)

Figure 13-1

Figure 13-2

2. Scan or enter the item IDs. Notice in the upper left of the screen, the items entered do not have a ‘T’ next to the prices. This shows that the items weren’t taxed. (Figure 13-3)

Figure 13-3

4. Upon hitting Total, you will be taken to the tendering screen. Notice that there is no tax applied to the entire transaction. (Figure 13-4)

Figure 13-4

To release the tax lock, click on the Lock Tax button. Otherwise, the tax lock will automatically release after the sale is tendered.

To Check the Running Total in the Middle of the Transaction: (top)

1. While processing a transaction, after ringing in items, click on the Subtotal button. (Figure 14-1)

Figure 14-1

2. You may take a partial payment or...

3. Click on the Cancel button to return to the sale to continue to ring in items. (Figure 14-2)

Figure 14-2

Subtotal is only used to view current total or to take a partial payment in the middle of the sale. If you are ready to complete the transaction, use the Total function. Once a partial tender was taken on a transaction, the transaction will not be allowed to load on a different till.

To Total the Sale with One Payment: (top)

1. After ringing in items, click on the Total button. (Figure15-1)

Figure 15-1

A. If the payment type is Cash or Check, enter the amount received followed by the payment type (Figure 15-2). For exact cash or check click on the tender type twice. Remember, AccuPOS does not automatically place the decimal point, if you receive 20 dollars and 75 cents, enter 20.75. If you receive 5, 10, 20, 50, or 100 dollars, use the preset tender amount buttons for fast and easy processing. If change is needed, AccuPOS will display the total change due based off the initial amount of tender entered. (Figure 15-3)

Figure 15-2

Figure 15-3

B. If the payment type is Credit Card, just select payment type to apply the total amount due (Figure 15-4). There is no need to enter the amount, since it is not subject to change. If you are using AccuPOS to process the credit cards transactions, a screen will appear in which you will scan the card (Figure 15-5). If you are using standalone equipment, get approval first, then select the tender type in AccuPOS. Otherwise, if the transaction is declined, you will have to reverse the transaction. Once the amount tendered is greater or equal to amount due, the sale will be complete.

Figure 15-4

Figure 15-5

To Total the Sale Using Multiple Payments: (top)

1. After ringing in items, click on the Total button. (Figure 16-1)

Figure 16-1

2. Enter amount followed by the payment type for each payment type being used to total out the sale, including credit cards (Figure 16-2, Figure 16-3). In the example below, $10 was applied as cash first. Notice the amount due is lowered by $10. Once the amount tendered is greater or equal to amount due, the sale will be complete.

Figure 16-2

Figure 16-3

To Fix Incorrect Tender: (top)

Sometimes while processing transactions, the wrong tendering type is accidentally selected. This can lead to incorrect Z reports and accounting issues. Follow these steps to correct the tender type.

1. Click on the Void Item button. (Figure 17-1)

Figure 17-1

2. Click on the Subtotal button. (Figure 17-2)

Figure 17-2

3. Enter the amount that was tendered using the wrong tender type. (Figure 17-3)

Figure 17-3

4. Select the tender type that was accidentally used. You will be returned to the main screen. Notice in the middle left of the Point of Sale, the tendering type you chose has a return assigned to it. (Figure 17-4)

Figure 17-4

5. Click on the Total button. (Figure 17-5)

Figure 17-5

6. Select the correct tender type. The transaction will finish and the tendering totals for the current sequence will be updated. (Figure 17-6)

Figure 17-6

To Reprint Receipts or Print Gift Receipts: (top)

There are times when customers might want a second receipt or a Gift Receipt.

1. Complete the transaction; this will print the original receipt.

2. Click the Reprint Receipt button. (Figure 18-1)

Figure 18-1

3. Single click on the receipt you would like to reprint. (Figure 18-2)

4. If the receipt previously rung in is selected, AccuPOS will print a Gift Receipt automatically. You will be able to determine the previously rung-in receipt because of the 0 for the receipt number. If any other receipt is selected, AccuPOS will print a copy of the receipt.

* Only transactions from the current shift will be available to reprint.

** Gift Receipts with print the price in code. Refer to Tendering Set up in the initial setup guide.

To Enable a Restricted Function during a Transaction: (top)

When a cashier needs to access a feature not normally available to his/her user group, a user with access to these features can log in simultaneously to enable access while the transaction is in progress.

1. While logged in as a user with restricted access (in the example below, the user is in the Clerk user group), click on the Login button. (Figure 19-1)

Figure 19-1

2. Enter a user password with rights to the required function.

(Figure 19-2)

Figure 19-2

3. Click on the Enter button.

At the bottom left of the POS, both users will be listed as logged in (Figure 19-3). The manager will automatically be logged out once the transaction is suspended or tendered. Only the original user will stay logged in.

Figure 19-3

TILL IN USE: (top)

If you get the message: "This till is in use by another user" (Figure 20-1), one of the following has happened:

Figure 20-1

1. Another user on a different machine is operating under this till number. Use a different till or have that user log out of the till on the other machine.

2. You opened AccuPOS Point of Sale twice and ALREADY logged in the Till. Close all instances of AccuPOS Point of Sale on that machine and log in again.

3. You shut down the computer or it crashed before exiting AccuPOS Point of Sale. If this is the case follow these steps:

1. Open AccuPOS Retail Management and select Cash Tills from the Setup menu. (Figure 20-2)

Figure 20-2

2. The Add/Change Cash Tills box appears. From the pull down menu select the Till number you are trying to log into.

3. Uncheck the "In Use" box. (Figure 20-3)

Figure 20-3

4. Click Update.

5. Click Yes.

6. Click OK.

7. Click Exit.

Reopen AccuPOS Point of Sale and you will be able to log into the till again.

A Partial Order Was Found: (top)

If the till you are logging into was closed improperly the last time it was used, you may get the message “A partial order was found for this cash till. Do you want to load it?” (Figure 21-1) That means that there is a transaction that belongs to this till that was not completed. This can happen for a few reasons, including:

Figure 21-1

1. POS program crashed while running a sale due to possible printer errors or database connectivity issues.

2. Power went out or was removed from the computer during a sale.

3. The POS was manually closed by hitting control-alt-delete before closing out a sale.

The transaction must be completed before the Till can be reset.

1. Click “YES” and the transaction will load, now you may continue the sale. (Figure 21-2)

Figure 21-2

2. Total the sale or void the entire thing by hitting the Cancel Sale button

To Make a Payout: (top)

AccuPOS understands that in some retail situation, payouts are needed to be taken into consideration like in the case of the lottery tickets or perhaps paying a vendor for bringing supplies. AccuPOS Point of Sale allows the creation of a payout button that will successfully track money going out of the register even though no items were purchased. To make a payout using this button:

1. Enter the amount for the payout. (Figure 22-1)

(Figure 22-1)

2. Hit the Price button. (Figure 22-2)

(Figure 22-2)

3. Hit the Void button. (Figure 22-3)

(Figure 22-3)

4. Hit the user-created Payout button. (Figure 22-4)

(Figure 22-4)

5. Hit the Total to bring the tendering screen up. (Figure 22-5)

(Figure 22-5)

6. Choose Cash as the tendering type. (Figure 22-6)

(Figure 22-6)

Now, when a payout needs to be done, simply follow the instructions and the money taken out of the cash drawer will be reflected in the current sequence for that till.

*For more information on creating the Payout button, please refer to the AccuPOS Key Setup Guide.