POS Setup

Owned by Stephen Juliano (Unlicensed)
Last updated: Jan 19, 2022 by Colleen Juliano
6 min read

Overview


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.

  • Credit Terms - This is the terms code to use the Customers open credit as payment. The term needs a Terms type of "Credit Used" for this field

  • Deposit Terms - This is the terms code to use the Customers open Deposit as payment. The term needs a Terms type of "Deposit Used" for this field

  • 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.Â