Enter/Query Registers

Owned by Stephen Juliano (Unlicensed)
Last updated: Sept 13, 2023 by Stephen Juliano
7 min read

Overview

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. 

Detail

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

  • 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