POS
The TRX Enterprise System™ is designed for fast, easy and convenient check out of customers that are purchasing items from a retail showroom. Although the POS module is separate from the order entry module it will interface with it allowing for payments, deposits and will call pick up from regular sales orders. The POS sales screen differs from normal order entry in that items are assumed to be in stock and inventory is automatically adjusted should an out of stock condition arise. A POS transaction adjusts inventory via sales or return, creates invoices and/or cash receipts as well as create a sales order that can be tracked through TRX.
The POS Module has some advanced pick and ship functionality that can be turned on. We have added the ability to pick and drop ship items through POS. If there are items being picked or drop shipped on the order you can create a separate sales order for the pick/drop ship items. Any items being picked are due for payment however if the customer has a sufficient credit limit they do not need to pay for any drop ship items at time of sale. The pick/drop ship items are not shipped nor invoiced through POS, any monies applied towards them create a deposit against the order they are added to.
Point of Sales Orders
- Point of Sales Orders
- Batch Process Sales Orders
- Price inquiry
- Reports
- Register Sales
- Register Variance
- Cash-outs
- Payment Method Detail
- Registers
- Open Register
- Close Register
- Deposit Register
- Enter Query Registers
- Register users
- POS Setup
The POS module is a versatile screen that will allow you to complete point of sale walkup transactions, take payments, deposits and will call on regular sales orders and invoices and in some cases create drop ship sales orders.
- Order Number – the order number will default in if you have chosen to have TRX automatically number your orders.
- Order Date – This is the date of the order and has to be the current date. Unlike sales orders where you can change the date the POS system date has to be the current date.
- Salesperson – This is the salesperson that will get credit for the order, depending on your set up this could be the customers default sales person or the register user. Whether or not the sales person can be changed is also set up specific.
- Customer – You can choose the customer for the sale or you can tab through the field and the default cash customer from the register set up screen
- Order Guide - The customer order guide is a mini module that appears in many modules throughout TRX including order entry, POS and AR. As with all blue screens in TRX it is a query only screen and serves the purpose of giving an interactive overview of the customer's order history. There are robust filter options that allow you to quickly navigate through the history of items; and as added bonus in the POS and Order entry modules you have the option of picking items directly from the history screen and populating them to your orders. The line items in in this screen have color-coding to alert you to when there was a price change from the last customer purchase. When yellow you are alerted that there was a price change and if red you know the price shown is actually below the cost.
- New – this is a set up specific icon, if the create new customers at POS is turned on by having a template in the New customer field in POS set up then you will have the ability to create a customer account on the spot, quickly and easily by filling out the pop up box that appears. You must press the new icon before adding a customer in the customer field.
- Void Sale – this is for the credit card module this icon will void (cancel CC sales)
- Reverse sale – This is also for the credit card module; this icon will reverse a sale that in in the Credit card system rather than creating a second canceling transaction. These two icons will lower credit card transaction fees.
- Customer PO – this is where you can enter a customer PO number if one is needed. There is a setup function in POS setup to make this field a require field. Many customers will make this a required field in POS setup. They will take PO numbers from their commercial customers, and for the smaller mom and pop walk-ins they will require a first name so if there is ever any question on the order they have some reference.
- Tax Authority – This is the tax authority for this sale most of the time it will be the tax authority of the register location as that is where the sale is being completed, however in cases where the Drop ship option is turned on you may need to change it to the shipping location tax authority.
- Order Discount – This box will allow you to add a blanket discounts to all line items on a POS order. This function can be turned on and off in POS setup. If turned off you can still give line item discounts within the POS entry screen. Discounts on POS items can be calculated in one of two ways
- they will either be calculated on the retail sale price after all price rules have been calculated
- Or they can be calculated on the item unit price and not take into account any price rule discounts.
You have the option to choose in POS setup on a company wide basis.
- Item – Upon entering the line item detail screen you will go to Item box where you can enter the item. You can scan the item in, type it in or press the F9 key to open the quick search screen. If you enter an item that has already been entered into this order it will roll up into the previous item. The second line will disappear and the quantity will be added to the first line.
Trigger items.
The POS module will allow you to declare two trigger items in POS set up; Payment and Deposit. By setting up non-stocked items called Payment and Deposit you can "trigger" TRX to pull up pop up boxes to apply money to invoices or sales orders that qualify for a customer. Pressing the F9 key will give you a listing of valid Invoices/orders that you can choose from.
Payment
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Deposit
Returns
If a customer brings an item in for return and the salesperson has the permissions to create returns it can be done at the POS register. Once you have tabbed your cursor into the item box press shift+Tab to move to the quantity box. Type in Negative one, -1 is another trigger to let TRX know we are looking for a return item. Then tab and a pop up box will appear asking you what the original order was and a reason for the return. You can press F9 for a list of orders for that customer and choose one. The press f9 for a list of return reasons and choose.
It is advisable to know which order the return is coming from, that information can be found on their receipt, once the item is tied to an order you will know exactly how much was paid for it and the correct cost. This is preferable for the accounting audit trail and it will stop you from unknowingly giving the incorrect amount back or recording an incorrect cost. That being said you could tab through the order number leaving it blank and scan or type the item into the item line, but you will only get the current warehouse price and cost.
Now you continue tabbing through the order as normal you can add more returns or sell items as normal and TRX will calculate the total taking into account the return.
- Quantity – this is the quantity of the items you will be purchasing must be entered by the key board or multiple scanning.
- UOM – The unit of measure of the item you are selling, this will default in as the items default-selling unit of measure but can be changed by typing a new one or pressing the F9 key to choose another.
- Description – this is the default description of the item that is set up in Item setup, this cannot be changed.
- Pick – If you need to print a picking ticket you will check this box. Picking tickets are chosen on an item-by-item basis.
Picking Tickets
If an alternate warehouse has been specified for the register and the main warehouse does not have enough quantity on hand for the item being sold, the alternate warehouse is then checked for sufficient quantity. If the alternate warehouse has enough on hand, the item is marked to be issued from that warehouse and the Pick checkbox is checked to show that a picking ticket is needed to pull the item from the alternate warehouse. The user may manually change the Pick checkbox. A picking ticket will print only if the number of copies for picking tickets for the register is greater than zero and at least one item on the sale has the Pick checkbox set.
- Retail – This is the sell price before it is acted on by price rules. When giving line item or order wide discounts the discount price will be calculated off the retail price not the unit price.
- Unit Price – This is the actual price for this order for that item. This price has all discounts and price rules taken into account.
- Discount percent – If a user has been given the ability to give discounts in the Salesperson set up screen of the ORD menu they will be able to add a percentage change or change the unit price directly. If they exceed the discount amount they are authorized for there will be a message and the price will be reset to the lowest possible amount.
Discounts and Price Changes
When items are entered, the selling price is determined by the Price Schedule in the Order Entry module of TRX Enterprise. Any special pricing afforded certain customers will be reflected on the sale.
You can change a price or apply a percentage discount to a line item by changing the Unit Price or entering a discount on the line to be changed. A discount and a change in the price cannot both be entered on the same line item. A discount has the effect of changing the price automatically. Discounts are limited by an items Minimum margin and a salespersons maximum discount.
- Tax – This check box will tell you if an item is having tax figured on it or not. The taxability or default status of the check box is customer specific.
- Extended amount – this is the final calculated amount for the line item.
After adding all your line items you should tab down to the next open line, if you do not add an item and tab down further you will be taken to the payment method box to start adding the money to the order. 
- Payment Method – pressing F9 will give you a list of payment types that are available to you. The amount and type of payment methods are dependent on your register and customer setups. Some can be cash only sometimes terms can be locked and need a manger code to override them. Payment method is very dependent on your POS and register Setup. If a customer is cash only you will only have cash, check and credit available as payment options. If POS is set to default to the customers default terms you may see on account purchases (terms 30 days) Credit cards can be run offline or through TRX with the credit module, TRX can also handle debit cards and with proper setup gift certificates.
- Credit card/ check number – this is where you would add the credit card and check numbers for those payment method types.
- Expiration Date – Enter the expiration date of the credit card in this box: use a four-digit format without a slash. EX: 1013 for October of 2013
Payment Methods
Entering Credit Card transactions - Credit card sales are entered by entering an order as normal and then changing the terms type to the specific type of credit card being used. One should Enter the credit card number and expiration date. The expiration date must be entered in form MMYY. Enter the credit card number and expiration date in the credit card number field and the last four digits will be moved to the expiration date field. If a magnetic card reader is being used, make sure the reader is programmed to send only the card number followed by the expiration month and year. Press TAB until the Complete button is highlighted. The credit card information will be validated according to the validation method specified in the POS Setup screen. The screen will be cleared and ready for the next sale. If Require Login is set, enter the salesperson POS password.
Entering On Account transactions - On Account transactions are transactions that the company is billing the customer in the future. Enter the sale normally and change to the appropriate terms. If the customer is changed to one that is not the default cash customer, the customer's default terms will appear automatically in the terms section. Depending on the POS setup you may be able to change terms or they may be locked so you may not change them without a manger override.
Using Multiple Payment Methods - Transactions can be entered where the customer is paying via several different methods. This might be cash and check, cash and credit card, or cash and on account. There is no limit to the number of payment methods. Each cash, check, or credit card type of payment will be applied to the invoice as separate cash receipts with the balance of the invoice as a receivable. The total of all payment methods must equal the total of the sale.
- EXP Date – Expiration date of the credit card goes here. It must be entered in a four-digit format without a slash between the month and year.
- PIN/CVV – this box is for entering the CVV validation on Credit Cards or the pin number for debit cards. This box will only be available for Credit card entries.
- Print Receipts – checking this box will print a small receipt. Depending on the register "printers" setup this may be checked as a default.
- Print Invoices – Checking this box will print a receipt, depending on the register "printers" setup this will be automatically checked. This will also automatically print for any transactions that is given "on Account" terms.
Keyboard Shortcuts
There are many keyboard shortcuts on the POS sales screen that allow users to keep their hands on the keyboard and not have to constantly reach for the mouse. These are in addition to the normal keyboard short cuts available on other TRX Enterprise screens.
- Ctrl-Q - Cancels the current sale. If there is no sale being rung up, this exits the POS Sales screen
- F9 - With the cursor in the Item field, displays a quick list of salable inventory items in item description order
- F3 - With the cursor in the Item field, displays the Item Find screen for a more detailed search of inventory items
- F4 - Moves the cursor to the unit price column. If unit price is locked, then F4 does nothing.
- F5 - Brings up the comments editor to edit the comments on the item
- Shift F6 - Deletes the item being sold and clears the line.
- F10 - Completes the entering of items and moves the cursor to the Payment Method section
- Page Up - Moves cursor to the Customer Field
- Page Down - Completes the entering of items and moves the cursor to the Payment Method section
- Down Arrow - Moves the cursor to the next line
- Up Arrow - Moves the cursor to the previous line
Keyboard short cuts on the Find Item screen
- Page DownMoves the cursor to the results section.
- Page UpMoves the cursor from the results section, back to the criteria section
- F10Closes the Find Item screen and returns the item the cursor was on
- F3Toggles the Prices and Quantities tab
Icons on the POS register Screen
- Cancel - If a transaction has been started and needs to be cancelled, simply press the cancel button. The screen will be cleared and ready for the next sale. If require login is set, enter the salesperson POS password.
- Hold - Holding a transaction is useful if a customer wishes to continue shopping for forgotten items after the transaction has started. Pressing the Hold button will save the transaction and clear the screen for a new transaction.
- Retrieve – this icon will pop up a box with all orders that are on hold allowing you to retrieve and continue working on them. This icon is only available when the order screen is clear.
- Will call – depending on your set up this icon will bring all sales orders or just save POS order that have not been completed into the sales order screen. The icon is only available when the screen is clear.
Will Call Orders
Will call orders are used when a customer wishes to pick up a regular sales order that was entered and processed in the Sales Order module. Simply click on the Will Call button and a list of open orders will be displayed for you to choose from.
Only items on the order that have not been shipped will be included. The user may adjust the quantities and even delete lines that the customer is not receiving. This will not modify the existing order only change which items are being picked up at this time. When the POS transaction is processed, it will update the order with the items, quantities and create invoices and shipping entries for these items. This will change the sales tax calculation for any item that is sold to be from the POS terminal tax authority.
If the Filter Will Call to POS Orders Only checkbox is set on the POS Setup screen, the list of orders displayed for will call will be restricted to POS orders only.
- Order with deposits applied cannot be completed using will call. They must be completed through the shipping and invoicing processes in the Sales Order module.
- If an order has been entered on the Enter New Shipments screen but has not yet been processed, it will not be in the list of orders for Will Call. This prevents orders from potentially being double-shipped.
- If an order has been entered on the Edit Invoice Selections screen in the Sales Order module, it will not be in the list of Will Call orders.
- Complete – this icon will complete the transaction that is currently on the screen if money has been properly applied.
- Reprint receipt – This icon will pop up a box that will let you choose a receipt to be re-printed
- Re-print Invoice – this icon will pop up a box to let you choose an invoice to be re-printed
- No Sale – If the PC controls the opening of the cash drawer, the drawer can be opened without ringing up a sale by clicking on the No Sale button.
- Recalc Prices – this icon will let you leave the payment method screen and return to the item entry area so that you may change discounts and add items to an order.
No Sales
Cash out entry can be made if cash is removed from the drawer. Not all users can make cash out entries. In the ORD Salesperson setup there is a checkbox on the Salesperson Entry/Query screen that indicates if the user will be allowed to make cash out entries. If POS is not requiring login after each transaction and the user has access to Open or Close a register, a window will popup prompting entry of the amount of cash being removed from the drawer and a short description of the reason cash is being removed from the drawer. The description may be required depending on how the POS module is configured on the POS Setup screen. A Cash Outs report is also available to print all of the cash out entries made for a specific register during a specified date range. When cash is removed from the drawer during a No Sale operation, it is shown as a negative amount when closing the register.
- Price Inquiry - The price of an item can be found by clicking on the Price Inquiry button at any time. This displays the Price Inquiry screen that is also available as a menu item on the POS menu.
Pressing the complete icon after filling in all the POS order transaction will complete the order. The POS module will create sales orders that can be tracked just like regular one the only difference being the order type is POS. The POS module will also create an invoice that will be tracked through AR like a normal invoice and apply cash to it if it has been paid and not on account.
Price Inquiry
The price of an item can be found by clicking on the Price Inquiry button at any time. This displays the Price Inquiry screen that is also available as a menu item on the POS menu. By adding the customer and an item you can see any price rule discounts that would apply.
POS > Price Inquiry
- Item – Place the item that you would like to look up in this screen
- Customer – If the price that you are querying is for a specific customer you will want to enter it here. This screen will take into account price rules and default to the lowest rule. If you do not add a customer you will be missing out on half the price rules and could possible quote the wrong price.
- Date – you can enter a date or tab through the current date will populate in. Price rules can be date sensitive so adding a date is advised.
Reports
Register Sales
The POS Register Sales report shows by date and register all of the items sold. Quantities, prices, and discounts are printed along with the net price. A total for each day and a grand total of the Net Price are printed. Sales tax is not included in this report.
POS > Reports > Register sales
- Starting and Ending close date - Enter the date range for the report. Choose preselected date ranges from the drop down menu next to the date fields. The register does not have to be closed for items to print.
- Starting and Ending Registers – Chose a register, range of registers or leave them blank to print sales for all registers.
- Starting and Ending Item – This report can be printed for an item or range of items.
- Primary Sort – This report can be sorted by Salesperson, register or date.
- Secondary sort – Within the primary sort this register can have a secondary sort or be set to none.
- Item detail - The Register sales report can be printed in summary format by unchecking the Item detail checkbox. The summary format prints each net sale plus sales tax rather than each item.
- Register summary version – Checking this box will summarize by register.
Register Variance
The Register variance report prints information about over/short conditions for registers. Over/short conditions are noted when the register is closed (the total actual cash, checks plus the start up cash do not total to the ending balance in the system). This report allows easy tracking of employees who are consistently showing variances.
POS > Reports > Register Variance Report
- Enter the starting and ending close - Date range for the report. Choose pre-selected date ranges from the drop down menu next to the date fields.
- Starting and Ending Registers - Chose a register, range of registers or leave them blank to print variances for all registers.
- Starting and Ending User – Choose a starting and ending user or leave the user fields blank to print variances for all users.
Cash Outs
The Cash Outs report displays all of the cash out entries made for a range of registers for a specified date range. The report lists the date, user/salesperson, description and amount of the cash removed from the drawer. The report sub-totals by date with a grand total at the bottom of the report.
POS > Reports > Register Cash Outs
- Starting and Ending Date - this report can be pulled be single date or a range of dates, leave blank to default to all
- Starting and Ending Register – choose the register that you would like to see cash outs for
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Payment Method Detail
The Payment Method Detail report lists each sale by payment method for all registers for a specified date range. Each payment method or term is listed with invoice number and amount. Totals for each terms type are calculated with a report total at the end.
- Starting and Ending date - Enter the date range for the report or choose pre-selected date ranges from the drop down menu next to the date fields.
- Starting and Ending Register – You can choose which register that you run this report
- Report Type – you can choose between detail, summary and summary by date style printout
- Terms type to include – You can choose if you want all terms or just some to print out on the report.
Overrides
Registers
The POS module requires that at least one register be created and then opened before transactions can be entered. The TRX POS module will provide a complete point of sales system that can handle any showroom floor.
Open Register
Before a transaction can be entered into a register a register must be opened. Opening of the register will change its status from closed to open and an opening cash drawer amount will be recorded; this will allow the user to create transactions through the POS screen. If no register is open the POS screen will be not be usable. The opening amount will be used to help the closing reconciliation.
POS > Registers > Open Registers
- Register Code - Each register you have will have a name given to it in register setup that makes it unique, you enter that name here to signify which register you are opening. You can press the F9 for a list of closed registers that can be opened.
- Previous Till – This is the amount that the register was closed with. This will be tacked and any deviations will need to be recorded with a reason.
- Opening Till – This is the amount that the register is opening with it will figure into the closing at the end of the day. This amount can be changed to reflect the actual amount the register will open with. If you do choose to change the amount of the opening till you well get a message telling you that you are opening with a variance and you will have to justify that variance with a reason in a popup box, or you may have to just check okay and continue on it will depend on how the system is setup. The amount of the variance will display in the over/short box below.
- Over/Short – the difference between the opening amount and the previous closing amount Depending on your POS setup any amount will need to be justified.
Close Register
After opening a register and recording sales transactions, a register should be closed and the receipts in the cash drawer reconciled with the transactions that were recorded on the register during the day. This is normally done at the close of business but this is not mandatory. There can be multiple closings in the course of a day if needed. (Please note the register reports print information on a daily basis not by register close and openings.)
POS > Registers > Close Registers
- Register Code - Each register you have will have a name given to it in register setup you enter that name here to signify which register you are closing. If you have the log in for each transaction functions checked in set up then you will be required to enter your sales person password before you close the register.
- Close Date – Enter the date in which you are closing the register.
- Starting till – This will be the amount that was placed in the Opening till box during the register opening.
- Transaction Summary- This box will give you a breakdown on the total and type of transaction that happened during the day. This is what TRX has recorded.
- Total Sales – The total of the sales for the register open period
- Cash in Drawer – this is where you tally up the cash that is in the cash drawer at closing time. Pressing F9 will bring up a handy calculator to help you figure out the total.
- Credit Card Receipts – The final items to reconcile are the credit card receipts. By pressing the F9 key on this field you will get another handy popup much like the credit card receipt. You can validate your receipts by placing a check in the box of the receipt that matches the transaction.
- Checks in Drawer – This is where you enter the amount of checks that are in the drawer. By pressing the F9 Key you will get a pop up box that will list out any checks that were received during the day. Simply place a check in the check box next to the check to verify that it is there. By using this screen any missing checks will stand out.
- Ending Till - TRX will then calculate the ending till for you.
- Variance Field – If there is a variance in what you counted and what TRX is thinking there should be it would display in this field. If the variance has you short, "short" will display and if you are over, "over" will display.
- Close Register – Choosing this icon will start the close register procedure. A report will be printed. The Close Register Report summaries by terms type the dollar amounts and prints each transaction included in the closing of the register.
- Out of Variance – If you are closing the register and you have a variance a pop up box will show alerting you to the fact that there is a variance and ask you if you would like to proceed.
- Register Close Report – Upon choosing yes, or in the event of a balanced close (hopefully a common event) the register close report will print.
You will want to retain this for your records or use it to check for issues and inconsistencies.
- Close open Register – Choosing the close open register option will close the register with the same procedure but give you a pop up box to enter the starting till amount for the next day. This simply will leave the register ready for operation the next day.
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- Cash out – The cash out icon will deposit the receipts to the proper GL accounts.
Deposit Register
This screen replaces the old POS Register Deposit screen, but also opens up the ability to control your deposit dates for all funds collected by your company. Cash use to tie directly into the Bank Account GL as soon as it was collected in features like Cash Receipts, Customer Deposits and Non-AR Cash, however, with the new Cash Flow changes, all cash will now rest in your Undeposited Funds account. It can be reviewed in this screen and officially deposited into your Bank Registry at the amount you need in order to easily reconcile with your Bank Statements. Non-On Account terms are also a part of this feature, but are handled in more detail than cash.
There is an “Open Register Total” near the top that displays the total amount of all funds sitting in your open registers. The “Total Undeposited Funds” field includes the Open Register Total plus all of the available transactions in this screen and this total should reconcile with your Undeposited Funds account balance. The Open Register Total is separated because even though they are technically undeposited funds, they do not appear for deposit until the register has been closed.
Search Criteria
This section of the screen is how you will search and select the transactions you wish to group together into a batch for deposit. There is a Start and an End Date option along with a filter for the various transaction types. If branch management is turned on, you will see that as an option. It is important that your transactions are accurately assigned a branch. To help locate transactions that were never assigned to a branch, there is a “Missing Branch” option in the Branch filter. This is a means for us to work together to recognize and resolve any areas of the program that may not be recording the branch properly.
The Preload POS button is supposed to help users who were used to using the old Deposit Registers screen. It will grab all POS Transaction within your Date Range and pre-select and save them into various batches per terms type.
Cash On Hand
Your Cash on hand is recorded on a ledger that simply keeps track of cash transactions in and cash transactions out. There are 5 ways to adjust the Cash you have on hand: POS (Sales, Returns, Cash Outs), Cash Receipts, Customer Deposits, Refunds and Non-AR Cash Receipts. The amount for your Cash on Hand is displayed for each cash type terms you may have. It is a summary total and is not effected by any of the Trans Date or Trans Type filter options. It will separate by Branch.
To add Cash to your batch, just enter a lump sum amount to pull from your Cash on Hand. This is essentially a deposit screen, so you are virtually removing cash from your undeposited funds and officially depositing it into your bank account. As you adjust your deposit amount, the Unsaved Total will adjust accordingly.
Non-Cash Transactions
Non-On Account terms types, such as Credit Card and Check, are recorded in the Non-Cash Transaction section and are in greater detail than your Cash on Hand. The transactions are grouped in batches under the same transaction date and type of transaction. When clicking into a record on the left, the smaller window labeled “details” will show all of the relevant transactions under that summary.
To add these details to your current batch, just check the box. As you check/uncheck the boxes, your Unsaved Total will adjust accordingly.
Saving Batches
In order to save a batch, you have to enter a Deposit Date and a Bank Account for the batch. An optional description field is available for you to use if there is a common denominator for your deposit that you wish to help make it standout later during the Reconciliation process, otherwise, it will default to the Batch Number, which is an automated sequence. Once the batch is saved, the totals from Unsaved will move into the Saved Totals and the saved details for that batch will appear in the list on the right had side under “Current Batch”. When finalizing your deposit, the current batch is what will be processed. A multi-batch processing option will come later.
Saved Batches
If a batch was saved and left unprocessed, it will appear in the “Saved batches” section in the lower right corner. You can double-click on a saved batch to pull it up and set is as your “current batch.” If you already have a batch open or have unsaved details selected, you will be given the option to save your current work before loading the new batch or will even be able to merge the two together.
Processing
Using the lightening bolt will finalize your current batch and create entries in the Bank Registry. You can then reconcile these batch deposits as you were prior in the Bank Reconciliation feature. They will be identified by their Description and will have a sub-list for each of the details for easy
User Guide
Feature Overview
- The Following Screens No Longer Post To The Bank
- Cash Receipts
- Customer Deposits
- POS Register Deposits
- Non-AR Cash Receipts
- The Following Screens Post To The New Screen
- Cash Receipts
- Customer Deposits
- POS Register Deposits
- Non-AR Cash Receipts
- New Screen To Manage Deposits To The Bank
Undeposited Funds Screen (UDF) Step 1
- Set Bank For Deposit
- Select Deposit Date
- Enter Deposit Description
UDF Screen – Selecting Non-Cash
- Select Items For Deposit
- Note: You can select either an entire batch or individual details from that batch
- Save Your Batch
UDF Screen – Selecting Cash
- Clear The Screen To Start A New Batch
- Note: You will need to select a bank, deposit date, and description again
- Enter Cash Value For Deposit
- Save Batch
UDF Screen – Depositing Batches
- Select Batches For Deposit
- Click The Lightning Bolt
UDF Screen – End Result (Bank Rec.)
- Note: To see the batch detail click the plus sign
UDF Screen – Extras – Selecting Everything
- Enter a Bank
- Click Preload All
- Select The Deposit Dates
UDF Screen – Extras – Preloading POS
- Enter A Bank And Deposit Date
- Click Preload POS
UDF Screen – Extras – Important Totals
- Open Till Total: Total of Tills Across All Open Registers For That Branch
- Open Register Total: Total Amount In All Open Registers For That Branch
- Total Undeposited Funds: Should Match The G/L Value For That Branch
Enter Query Register
In order to use the POS module a register will have to be created and defined. The Enter Query Register screen is where you can create registers in TRX and edit them later. Any setup points inside of the individual register will override any default setups that were declared inside of POS set up.
POS > Registers > Enter/Query Registers
- Register Code – Each register will have a short code and name to identify the register. This can be as simple as register #1 of include branch and store locations in the name. The code will usually be short for ease of use in the system but the description can be lengthy.
- Status – A register will be either open or closed.
Note: If you have multiple registers the register that your curser is highlighting in the register code sections will be the one that you are viewing in the register detail section below. 
Each register can default to different GL accounts. Each of these defaults will need to be declared and they will be register specific. So each register can hit a different set of default accounts if needed. These accounts will override anything that may have been setup in POS setup.
- Default Customer Cash Account – All transactions need to be written to a customer to ensure integrity of the audit trail. Many users do not specify the specific user of the transaction. To allow this TRX allows you to create a customer as a default to all customers to write transactions to. Many users have created customer called "cash" or "POS customer" as a generic customer to write transactions to. This will set that customer as a default on every transaction but can be change as needed.
- New Customer Template - This is the template to use when adding new customers on the POS Screen. If blank, the option to add new customers is not available on the POS screen. The template will supply most of the customer data leaving only name, address, and phone number data to be entered by the user.
If your register user happens to notice repeat customers it is sometime advisable for them to try and get customer information. You can create a customer template in AR setups that will fill in most of the information of a customer. It is best practice to assign a customer type of "new" in that template - this way accounting can periodically print the customer master list by "new" customers; verify information, credit check and quantify the customer and then give them a proper customer type. It's just a way to clean customer data as it comes in.
- Cash Account – This is the GL account to debit for cash receipts.
- AR Override Account - Not required – this account is a register specific accounts receivable account. Some track registers to a different AR account. If this is left blank the Customers AR account will be a default account. (If using the Branch system you will want to set this to the braches AR account)
- Sales Discount account – When accounts are discounted the amount of the discount must be written to another account other than AR. This is where you would declare that account.
- Variance Account – This is the account to declare for over/short conditions when closing the register.
- Default Bank – This is the bank account that the register deposits will be written to.
- Inventory Suspense GL account – Can be left blank - Inventory account to use on sales orders, usually this will be your default Inventory account from Inventory setup. It will be overwritten on a sales order by the individual items inventory account.
- Sales Suspense GL account – can be left blank Sales account to be used on sales orders, usually this will be the default sales account from AR setup. This will be overwritten by the default sales GL account from the item set up.
- Cost of Goods Sold Suspense GL Account – can be left blank - COGs account to be used on sales orders; usually this will be the default COGs account from Inv setup. This will be overwritten by the default COGs GL account from the item set up.
Miscellaneous Tab
Again the highlighted register from the Register code section will be the register that you are entering the changes for in the detail section.
- Warehouse for Stock – This is the warehouse whose inventory level will be adjusted due to any sales.
- Alternate Warehouse – if you have a secondary warehouse that you would like the register to look for to pull inventory from you can list it here. This can be left blank or the same as a primary warehouse. TRX has a POS override function. If someone walks up to your counter with an item in their hand and the system does not see one in the primary warehouse's inventory it will make an adjustment so that the transaction will be completed. If there is a declared alternate warehouse TRX will look to remove inventory from that warehouse before making a POS override adjustment. This works if you have a showroom set up as a separate warehouse then the main warehouse.
- Tax Authority – This is the sales tax authority of the cash register. For POS sales the sale is completed in your showroom and therefore comes under the local tax authority jurisdiction. The register tax authority will override all customer tax authorities. (Exempt status can be declared at the time of the register sale.)
- Cash Drawer Open .bat File – This is an optional setup for a cash drawer. Most setup for cash drawer opening will be triggered through the receipt printer. Occasionally this is not available and this option is an alternate means of triggering a cash drawer open.
- Pole Display .bat – The location to the program that runs an optional poll display
- Use pole Display – check this box if you have the optional pole display on your POS system.
- Allow returns at this register – This is a register setup point for allowing returns. If unchecked the return trigger item will not trigger the return process. A POS user Still must have Permission to except returns in ORD > Salesperson Entry Query.
- Transfer ship Via – When using alternate warehouses TRX will create a transfer behind the scenes, all transfers must have a Ship via code on them so you are required to declare one as a default. Most will opt to add something like "best way" "POS pick up" Whatever is used must be declared in the AR >Special Functions > Ship Via setup screen.
- Stock Fulfillment Warehouse - If you would like TRX to search through multiple (more than 2) warehouse for POS stock fulfillments you can declare the order and the warehouse in this section set up. It is an add-on to the primary and secondary warehouse setup.
Credit Card Validation
As of 3/9/2011 credit card validation is still in development this screen change was part of that process but it is not as of yet operation. The credit card validation will not be part of the TRX Enterprise standard product and will be an add-on.
- Processor – part of an optional Merchant ID set up We are currently creating relationships with many CC Processors so this list will grow. Choose none if you will not be using this function.
- Merchant/License ID – This is where you would list your merchant ID to Allow TRX to talk to your provider
- Site ID – ID that is provided to you be your credit card processor
- Device ID – The ID of the swipe device
- Auth Username – your authorization username
- Auth Password – your authorization password
- Copy Data from POS Control – This Icon will take the data that is currently setup in your POS setup screen for the module as a whole and copy it to the individual register.
Printers
- Invoice Copies - The number of copies of invoices that you would like to print; if no invoice printouts are needed, use zero.
- Credit Copies - The number of copies of credit or return receipts to print. If no credit copies are needed, use zero.
- Invoice Printer - The network printer to print the invoice/receipt on. If blank the PC's default printer will be used.
- Pick ticket Printer – In the event that you check the Pick ticket box next to a line item on the POS entry screen this printer will print the pick ticket. This can print to a local printer or a network printer in the warehouse.
Note: Make sure all users who are using POS Sales are set to synchronous for reports mode on the User Setup screen. When printing back-to-back documents, such as receipts and invoices and the user is printing asynchronously, they will likely encounter an SSL Integration error.
Terms and Conditions
Note: that there are separate Terms and Conditions for invoices that are cash sales and those that are Terms or on account sales.
- T&C for "On Account" - This is the text to print at the bottom of the invoice for "on account" sales can be up to 1500 characters
- T&C for "Cash" -This is the text to print at the bottom of the invoice for "cash" sales can be up to 1500 characters
- Register Receipt Top Message -The message to print on the register receipt just above the items purchased and can be up top to 1000 characters
- Register Receipt Bottom Message -The message to print at the end of the register receipt can be up to 1000 characters
Tax Authority
Register Users
It is possible to link a user to a particular register. By doing this when a user opens the POS Sales screen, they will not have to choose a register, it is chosen for them automatically. This helps prevent users in different locations from selecting an incorrect register. This is not an either or set up a few users can be assigned to a register and the other users can choose the register when they use the POS Sales screen.
Note: Assigning users to registers is not required.
POS > Registers > Register Users
- User ID – type in a user ID or press the F9 key for a list.
- Register – Select the register that you would like that user to be assigned too.
POS Setup
The POS module has several control points that control the behavior of the POS sales screen. The options that are selected in the POS setup screen will apply to all registers as a default but in most cases the register setup can be changed to override these on a register by resister basis. Only a power user who is setup with control screen privileges will be able to use this screen and make changes.
- Deposit Trigger Item -This is a non-stocked inventory item that is used to mark the line as a deposit for a sales order. When a line on a POS Sale is entered with this item, a small screen will pop up to allow the user to specify the sales order number and the dollar amount of the deposit. If this is left blank, you cannot receive Sales Order Deposits using the POS Sales screen. Only one deposit can be placed per Sales order
- Payment Trigger Item - This is a non-stocked inventory item that is used to mark the line as a payment for an open invoice. When a line on a POS Sale is entered with this item, a small screen will pop up to allow the user to specify the invoice number and the dollar amount of the payment. If this is left blank, you cannot receive payments using the POS Sales screen.
- Require Login - Checking this box requires the sales clerk to enter a valid salesperson password for each transaction. This makes the POS terminal more secure. Salesperson passwords are entered on the Salesperson Entry/Query screen found on the ORD menu. This will also allow the tracking of sales for commission purposes in some set ups.
- Salesman Login switches register – By checking this box you are assigning a salesperson to a specific register, so now the salesperson will have his own unique register close.
- Allow Master Discount - Checking this box allows the discount field for the entire sales to be available and changeable when entering POS Sales transactions.
- Calculate Discount on unit price (vs. retail)- by checking this box you are telling the POS screen to calculate any discounts that are added on the line item level off of the unit price that is showing on the screen. The on screen unit price will already be affected by any price rules or master discounts. So if the item has a price rule that gives 20% off then the 10% off you place on the line item will be accumulative and give a total of 30% off. However if this box is not checked that 10% will over write the price rules and take 10% off the retail price of the item instead of the 20% price rule.
- Use Customers default salesperson – When checked the default salesperson for the customer will be used on the sales order for commission purposes.
- Deposit Credit card Transactions – If checked credit card amounts will be deposited into the bank account when depositing registers.
- Enable Tax Override to Customers Tax –
- Require Customers PO's – Checking this box will require the entry of a customer PO number at the register. Many users will use this to capture the name of their cash customers.
- Filter Will Call to POS Orders Only - This option will restrict the list of orders when clicking on the Will Call button to POS type orders. If not checked, then all open orders will be available for will call.
- Merge Sold Items - This option consolidates identical items on to the same line of the transaction as they are entered. It will "Roll Up" like items.
- Restrict Terms - This option will restrict the allowable terms codes on POS Sales to Cash, Check, Credit Card and the terms code assigned to the customer of the sale. If not checked, then any terms code can be used on the sale. Cash, Check and Credit card are account attributes that are applied to the terms in AR > Special Functions > Terms Setup.
- Allow Override by manager – When checked a manager can have a code to allow the overriding of restricted terms.
- Default Terms To Cash - This option will cause all sales to default to a CASH terms. The user can still change to another terms if allowed by the Restrict Terms setting.
- Lock customer when credit limit is exceeded – When checked the POS user will not be able to complete a sale for customers who have exceeded their Credit limit. The exception is for sales with cash terms the will be able to be completed.
- When checked you also will be able to set a credit override authorization password so that managers will be able to override the lock and complete the sale.
- Require description for cash outs on sales - If checked, the user will be required to enter a description when making a cash out entry when using the POS Sales screen's No Sale button.
- Require description for cash outs on register close - If checked, the user will be required to enter a description when making a cash out entry when using the Register Close screen's cash out button.
- Create Sub-Order - When using the Pick/DS checkboxes, TRX will create a separate order for those items.
- New Customer Creation Requirements - Select which criteria needs to be entered by the user to create a new Customer
- Defaults POS Customer - This is the default customer to use on orders and invoices generated from POS. The customer number can be changed as the transaction is entered on the POS Sales screen. Most users will create a "Cash" customer for their average walk-ins and then ask if they have an account. Accounts will then fall under different price rules.
- New Customer Template -This is the template to use when adding new customers on the POS Screen. This ability is conditional depending on setup, if blank; the option to add new customers is not available on the POS screen. The template will supply most of the customer data leaving only name, address, and phone number data to be entered by the user to reduce wait time at the register.
- Cash Terms - This is the terms code to use as a default for cash sales. The terms can be changed by the user at the time of the sale.
- Default RMA Reason - This is the default RMA reason to use when doing returns on the POS Sales screen. The user can change the reason at the time of the sale. If this is left blank, returns cannot be made on the POS Sales screen.
- Ship Via – Sales orders require a ship via and all POS transactions create sales orders. Therefore even though you are not actually shipping the items you need to have a Ship via. We recommend something like Customer Pick-Up or Best way as the POS default ship to.
- CC Authorize – this is the credit card processor that you use to process your credit cards
- Processor - This is the company that processes all electronic credit card transactions. It allows TRX Enterprise to know which 3 or 4 letter code to use when sending credit card transactions to the credit card authorization application.
- User Name – Validating User name
- Password – Validating Password
- Gift Card Validated through your Processor – Check here if you will be validating gift cards through your processor
- Gift Card Debit Account – what is the Debit account you will be using for gift cards.
Methods for credit card authorization – This screen is for setting up an optional upgrade to the TRX system. Credit card authorization as of 5/11/11 this option is still in development and yet to be implemented this screen change was made for that purpose.
POS Concepts - Fulfillment Warehouse
Fulfillment warehouses are used to automatically replenish stock in the primary warehouse for a register when there is not enough quantity on hand to complete a transaction. Instead of making an override transaction, the fulfillment warehouse feature will transfer enough quantity of the item from any of the fulfillment warehouses to the primary warehouse in order to complete the transaction.
Each register can specify a list of fulfillment warehouses and the order in which each warehouse should be checked for stock. If the first warehouse on the list does not have enough stock on hand to transfer to the primary warehouse, the next warehouse on the list is checked. Each warehouse is check in order until a warehouse that does have sufficient stock is found. Once found, the stock is transferred to the primary warehouse and the POS transaction is completed normally without any override transactions in Inventory.
If after looking through all fulfillment warehouses no warehouse is found with sufficient stock on hand, a POS override transaction is made in the primary warehouse.
Fulfillment vs. Alternate Warehouse
If a register has an alternate warehouse defined and also has fulfillment warehouses, TRX Enterprise will still attempt to use the alternate warehouse before searching through the fulfillment warehouses. If there is not sufficient stock at the alternate warehouse, the transaction will then attempt to use the primary warehouse for the register. Since the primary also does not have sufficient stock, the system will then search through the fulfillment warehouses to find enough stock and then transfer the stock to the primary warehouse.
How much stock is transferred?
When a transfer is made between a fulfillment warehouse and the primary warehouse, only enough stock to cover the transaction is moved. If the quantity sold is 10 and there are 7 on hand, the transfer will move 3 from the fulfillment warehouse to the primary warehouse.
The Transfer
Each transfer will use the current system date as both the ship and receive date. The ship via for the transfer is entered on the Misc. tab of the Registers screen.
Fulfillment vs. Overrides
Even with fulfillment warehouses, an inventory override can still occur if there are no warehouses with enough stock on hand to complete the sale.
Sale Qty = 100
Warehouse | On Hand |
Warehouse For Stock | 50 |
Warehouse 1 | 30 |
Warehouse 2 | 90 |
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