Point of Sale Orders

Owned by Stephen Juliano (Unlicensed)
Last updated: Feb 28, 2022 by Stephen Juliano
14 min read

Overview

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.

 


Header

  • 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. 

Detail

  • 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 Deposits. By setting up non-stocked items called payments and deposits 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 orders that you can choose from.

Payment

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, hit the Returns button to open the POS Returns screen. You can use the fields to isolate the original Order, Invoice, and Item. Leave any of the fields blank to search all. Hit Enter to load the screen.

Add Items to Return

To Add Items to your return, you will need to enter the Quantity you want to return and the Reason for Return.

  1. Fill out fields to isolate item(s) to return

    1. Leave field blank to search all

    2. Make sure “Reason for Return” is correct

    3.  

  2. Hit Enter to load screen

  3. To connect to existing Orders and Invoices

    1. Set the “Returned Qty” next to the items to return

      1.  

    2. Hit the Add Selections button

      1.  

    3. Hit Done

      1.  

  4. To Return without an Order

    1. Enter the item, Hit F9, or Scan

    2. Press the Up arrow

    3. Enter a Negative quantity to return

    4. Select “No Order” from the prompt

      1.  

 

 

Detail Continued

  • 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.