refunds

 

SMARTSystem Management Training Series

Training Session #5B – SMARTSystem POS Sales Order Processing

Purpose:  To provide a good, strong working knowledge of POS Sales Order Processing.

Keywords:  The following is a list of key terms used in the SMARTSystem that you should be familiar with and understand.

• View – the term VIEW is use for programs that present information simply with options to filter that information for specific tasks.  For example, a Sales View will show sales orders for a specific time period.
• Regular Sales Order – is a customer sales order that takes products out of current inventory for delivery within the immediate future.

• POS – is point-of-sale.POS Sales Order – is a customer sales order that takes products out of current inventory at a point-of-sale workstation and provides for payment processing.

  Training Areas for this Session:

  Overview

  When POS is activated you need to setup the PC workstation for the program to access the WACOM signature pad used in POS processing.  If you do not do the setup outlined at the end of this document you will get a System Message saying the program cannot fine the WACOM directory.

  For POS Cashiers accepting payments the following check box needs to be set in the Staff Entry for that User:

       

  In the System Control Table you can also set specific defaults for POS processing as outlined below:

      

  Introduction

  The POS Menu includes the following sub-menus:

• View Sales Orders
• Create Sales Orders by Customer
• POS Sales Order
• View Invoices
• View Credit Memos
• POS Reports
  • Payments/Refunds by Date
  • Selective Payments/Refunds Summary
  • Payments by Payment Type
  • Invoice Payment Register
• POS Label Maker
• Log Off

  Using the POS Menu provides for Point-of-Sale Order Processing with these available features:

• Payment Processing which includes Credit Cards
• WACOM Signature Pad to capture your customers signature electronically for “On Account” charges, saves the signature and prints it on the invoice
• Cash Drawer and reporting by Workstation
• Thermal printer for a narrow paper receipt
• Bar Code scanner

  Only Sales Orders which reduce inventory can be used at the POS. Pre-Books are not processed using this POS option.

  POS Sales View

  The POS Sales View is set to display only ACTIVE orders providing all of the features of the regular Sales View previously discussed.

  

  Depending on the size of your showroom and fresh cut area, a sales order can be entered on different workstations located throughout the operation and when ready for checkout go to the Cashier who can pull up the order and process the payment.

  This View is normally displayed by Order# in descending sequence with default setting: Delivery Start / End Dates, Status is ACTIVE, ALL Sales Reps.

  POS Sales information on this View can be filtered by:

• Delivery Start Date
• Delivery End Date
• Customer Name
• Sales Rep
• Max Order #
• Type
• Status
• Today’s Orders checkbox

Each column can be sorted in ascending or descending sequence by clicking the lower right corner of the column heading.

The default settings for Delivery Start / End Dates for all sales view are set by selecting the following Menus:

Control Info > System Control > Doc & Dir Config

You can turn off the Total Sales except for selected management staff by selecting the following Menus:

        

Control Info > System Control > Options

                

Notice that the column Cmnts is the Warehouse Comments and hovering with the mouse will display the entire text.

There are several options available to show different column headings for the Sales View columns.  These column options are:

• Customer City
• Ship To
• Ship Via (Route)

Set your preferences with these check boxes in System Control, Options Tab.

 At the bottom of the POS Sales View you can PRINT all items selected and showing on the POS Sales View. Clicking on NEW will display the Customer Info screen to begin a POS Sales Order or a REFRESH button on the screen with orders being added by other sales staff.

POS Sales Orders are also integrated with the regular Sales Order View.

POS Sales Order Entry

You can select an existing POS Sales Order from the POS Sales View by double clicking the Order that you want view and the following screen will be displayed for that customer.  A NEW Sales Order can be created from the NEW button on the POS Sales View or the following POS Sales sub-menus: 

• Create Sales Orders by Customer
• POS Order Entry

The first screen display for a POS Sales Order is Customer Information:

You only have 3 tabs on a POS Sales Order which are:

• Customer Information
• Quick Entry
• Summary

Notice on the POS Customer Information screen you have the “Balance Due” at the top and a green “Enter Payments” button on the right side.

Next is the Quick Entry inventory screen.   This screen will display one line for each inventory item with On-Hand inventory.

On all inventory screens, the sales price displayed is based on the Customers Sales Price Level.

The Summary Screen below is used to process orders using a bar code scanner to enter items for the POS, the Cashier can scan either the:

• Product Code
• Vendor UPC or
• GTIN code on a box / case

When using the bar code scanner the SMARTSystem will know that a scanner is being used and automatically default the “Quantity” to 1.  It will advance for the next scan and position the cursor at the Product Code field for the next scan.

The Summary Tab will show products selected for this Order. 

You can edit a line by clicking on it to show the following edit screen:

You can also, right click a line to delete the line item.

Payment Processing

To process the POS payment, click on the green “ENTER PAYMENTS” button and the following screen will be displayed with payment options:

On this payments screen you can process 1 or up to 4 types of payments for a POS Sales Order:

The amount of the order defaults to “On Account” and will automatically adjust this amount if changed to one of the following:

• Credit Card
• Check
• Cash

For example, processing credit card information entered is automatically encrypted and saved.  The credit card service provider is set in System Control where these transactions can be processed as Authenticate-Only or Authenticate-Capture mode.

– OR –

The Payment Summary at the bottom of the screen will show the Balance Due. If the payment entered does not fully pay the sales order the balance will default to “On Account”.

Click “Accept Payment” when completed and the invoice will automatically be processed.

When the payment is processed, the Summary Screen will show “PAID IN FULL” as shown below:        

Click on the “PAID IN FULL” and you will receive a display showing the payment information on this POS Sales Order:

If an error occurs when processing a credit card transaction a message will be displayed similar to this message:

The POS Invoice will show “PAID” and how this sales order was paid including the amount of payment at the bottom of the invoice.

Pick Ticket

See the sample Pick Ticket for a POS Sales Order below:

Set-up for POS Menu

The POS menu option will not be available unless the SMARTPOS.ini file is set in the C:\WFSData directory.  You can create this by simply copying the “Printerlist.ini” file and changing the name to “SMARTPOS.ini”.

The POS Menu will only be shown to Staff members marked as “Cashier”.

Because the POS option provides a special program link with the WACOM Signature Pad the path statement must be changed to include its location:

C:\WFSData\WACOM\

This path must be set for ALL workstations, not just those with POS access.  To do this:

• Go to “Computer” on the Start menu
• Right Click Properties and you will get this screen:

• Left click Advanced system settings at the bottom left side of screen and you will have this screen displayed:

• Click Environment Variables at the bottom
• Locate “path” in the System Variables section of the screen and click on it to highlight:

• Click Edit and the following screen will be displayed:

• Position your cursor in the “Variable value” field
• Click the “End” key to navigate to the end of the string of text.
• Add the following text (without quotes): “;C:\WFSData\WACOM”
• Click OK on the Edit window to save the change
• Click OK to close the Environment Variables windows
• Click OK to close the System Properties Window
• Click the Red X to close the control panel window

Practice Drills

The purpose of Practice Drills is to get you more familiar with the SMARTSystem and comfortable using it. 

1. Login into SMARTSystem.
2. Go to the POS SALES MENU and select VIEW SALES ORDERS.
3. Click NEW at the bottom of the screen.
4. Enter the Customer Name and create a POS Sales Order.
5. Make a payment and review the results.

Questions and Answers

If you have any questions or need support, please contact us at Support@Floralcomputer.com or call 727-483-5306for assistance.