Setting up Retail Sales

Overview

Here you will learn how to set up retail sales in the system for both automated and non-automated POS, including the functional options you need to enable, objects you need to create and other actions to perform before actually starting the sales process.

General Retail Settings

General System Settings

To set up retail:
  1. Go to Master data and settings > Sales > Retail and select the Retail sales checkbox.
  2. In the Transaction on POS shift-end closing field, select what you want to happen with cash receipts upon closing a register shift:
  • No. Cash receipts are not archived. You can do it later using the Archive cash receipts scheduled job.
  • Archive receipts. Receipts are archived when register shift is closed. The information about receipts is stored in the infobase and can be used when making refunds after shift closure.
  • Remove receipts. Receipts are deleted from the infobase after shift closure.
3. To display the list of available discount adjustments in retail, select the Provide discounts before payment in receipts checkbox.
4. Specify how long are you going to Keep held and archived receipts in the system. Once the period expires, the receipts are deleted.
5. To use more than one cash register, select the Several cash registers checkbox.

Creating Retail Outlets

For each retail outlet, you need to create a warehouse and a cash register to be used in this retail outlet. For that:
  1. Go to Master data and settings > Warehouses and stores.
  2. Click Create > Retail store.
  3. Specify a Retail price type used for sales. This price must include VAT.
  4. Specify the Accounting price type. The accounting price type is applied to internal transfers and inventory write-offs (usually a cost of goods).
  5. If required, enable advanced warehouse parameters on the Warehouse management parameters tab.
  6. Click Save and close.

Creating Cash Registers

For each retail outlet, create a cash register to be used in this retail outlet. А cash register is а mechanical or electronic device for registering and calculating transactions at а point of sale.
To create a cash register:
  1. Go to Master data and settings > Cash registers.
  2. Click Create.
  3. Specify your Company, Warehouse, and a Currency you want to use.
  4. Select the cash register type. It determines whether your point of sale is automated or non-automated.
  • Fiscal cash register is a special cash register designed to control cash payments in trade. It operates online from a computer and a cashier workplace is used (automated POS).
  • Mobile cash register is a non-automated point of sale.
  • Offline cash register is a cash register that can operate without connecting to a computer or other cash register device. It operates in Offline mode and supports data exchange with the system. To use Offline cash register, go to Master data and settings > CWP and equipment and enable Exchange with offline peripherals.
5. Enter the Description.
6. Click Save and close.
Note: Several cash registers can be used in one retail warehouse, but one cash register cannot serve several warehouses.

Creating POS Terminals

If you are going to accept not only cash payments but also electronic cards, you need to register a POS terminal, an electronic device used to process card payments at retail locations.
To enable POS terminals:
  1. Go to Master data and settings > Treasury and AR/AP accounting and select Payment by payment cards / online payments.
You also need to register the bank that will provide you with a POS terminal and an acquiring agreement with this bank. For that:
2. Go to Master data and settings > Partners.
3. Create a partner with the Other business relations type.
4. Click Acquiring agreement at the top and then click Create.
5. Select your Company and its Bank account for crediting funds.
6. Click Save and close.
To register POS terminals:
  1. Go to Treasury and bank > POS terminals.
  2. Click Create.
  3. Specify the Bank account for receiving money paid via this POS terminal.
  4. Specify the acquiring bank (Acquirer) and an Acquiring agreement for using this POS terminal.
  5. Click Save and close.

Printing Price Tags and Labels

To automatically print labels and price tags for your products, take advantage of the Price tags and labels data processor:
  1. Go to Warehouse and delivery > Print price tags and labels.
  2. Specify the Company and select the required Price type or Retail store.
  3. Click Set print mode to specify what exactly you want to print:
  • Print price tags
  • Print price tags and labels
  • Print labels
4. To apply additional filters on the items you want to print price tags and labels for, click Show filter.
5. To print just one price tag for each item you have in stock, click Show fill mode and select the Print 1 price tag for each product item with balance checkbox. For example, if you have 300 towels in the warehouse, 1 price tag will be specified in the tabular section by default. You can manually adjust a number of price tags to print.
6. To print labels for each item you have in stock, click Show fill mode and select the By remaining goods in warehouse checkbox. For example, if you have 300 towels in the warehouse, 300 labels will be specified in the tabular section by default. You can manually adjust a number of labels to print.
7. Click Goods > Fill in by filter.
8. Specify a price tag and label template for each item manually or click Ctrl + A to select all lines and then click Apply > Price tag template/Label template and select the label or price tag template for the selected lines.
9. Click Print. View the price tags and labels to print and finish printing.

Retail Settings for Automated POS

Connecting Peripherals

If you are going to sell goods in the automated POS, register the peripherals that will be used there.
  1. Navigate to Master data and settings > Point of sale workplace and devices.
  2. Select the Use peripherals checkbox and click Peripherals below. Here you can connect and install required peripherals and associate them to particular workplaces.
  3. Click Connect new.
Select the Equipment type, Hardware driver, and Workplace.
  1. Enter the Description.
  2. Click Save and then click Connection parameters.
  3. In the window that opens, click Install driver and perform the installation.

Setting up Users in Retail

Whenever a cashier starts operating, they need to open a cashier workplace (CWP). To work with CWP, you need to set up the following:
  • Create and configure infobase users who will use the CWP.
  • Set the CWP settings for the user.
To configure infobase users:
  1. Go to Master data and settings > User and right settings > Users.
  2. Open the required user.
  3. To limit the set of operations the user can perform in CWP, click Sales rules.
The following permissions are available:
  • Return of goods
  • Put cash in
  • Cash withdrawal
  • Adjustment of receipt lines
  • Put on hold receipts
  • Goods reservation
  • POS shift opening
  • POS shift-end closing
  • Manual change of a loyalty card
  • Change loyalty card holder information
  • Allow payment without Faster Payment System confirmation
Note: If the sales rules are not set, the user has the rights to perform any actions in the CWP.

Setting up Cashier Workplace

To set up CWP:
  1. Go to Master data and administration > Point of sale workplace and devices > Point of sale settings: current workplace.
  2. On the Cash registers tab, specify the Cash register you previously created and the connected equipment (if used).
  3. To perform automatic zeroing of cash upon shift closure for this cash register, select the Automatic cash deposit/withdrawal checkbox.
  4. On the Cash accounts tab, select your company Cash accounts and select the Cash register with data transfer from the peripherals catalog in the Equipment column.
  5. On the Payment systems tab, select the POS terminal previously created, the Equipment and the Cash register.
  6. If the user authorization by barcode or magnetic stripe is required, select the Use authorization checkbox. In this case, a barcode and/or a magnetic key is set for each user and authorization is carried out by scanning a barcode or magnetic key assigned to the employee.
  7. To specify a person responsible for a particular sale in sales documents, select the Sales associate and the Cashier checkboxes.
  8. Click Save.
Note: For the convenience of the cashier, you can customize the list of keyboard shortcuts to be used in the CWP. Using keyboard shortcuts, the cashier will be able to quickly add frequently sold goods to the documents (Quick goods table) and quickly execute the commands necessary to perform sales (perform search by barcode, issue a refund, specify the batch and so on).