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Login and Navigate Point of Sale (POS)


In this video, we will look at how to launch and navigate the iVend point of sale application.  From the desktop look for the Shopping Cart icon and double click to launch the application. another way to launch the application is to click on the start button, All Problems, and from the list of programs find iVend Retail and then click on Point of sale.  Wait for all the initialization to complete and this will take you to the Login screen.

There are a few ways that you can log in to a Point of Sale, the common ways is to enter a User ID and a Password.  If access cards are configured with the Point of Sale then Point of Sale users can log in by swiping and access card that has a magnetic strip on the back of the card on a card reader that is configured with the Point of Sale.  Another option is to scan an access card that has a barcode, and then by scanning the barcode, the user can access to the Point of Sale.  In both these cases with the access card, you do not need to enter any other information such as User ID.  You will simply swipe or scan the access card.  Another alternative is to login with the finger print reader, a user who has perhaps a finger print preconfigured with the biometric reader can access the point of sale by placing a finger on the biometric reader and only upon successful authentication can they access the system.

Let us login with the user ID and a password.  the user ID and a password can be entered through the keyboard that is connected to the point of sale or if a touch screen monitor is used, you can use the onscreen keyboard.  To change a password, enter the user ID and password and click Change Password and then you can enter a different password.  When clicking Change Password, you will need to enter a new password and also confirm it by entering the password again, click Ok to accept the changes.

After the changes have been made, enter the new password and then click login.  If the Time Clock feature is enabled, the user will be asked to clock in.  on the right side of the screen, you will see a series of buttons.  When a user logs in for the first time, they will need to clock in and a Job Code selection screen launches and the user can choose the appropriate job code.  You will now see that the time is now being tracked.  This screen is accessible through the user menu of the Point Of Sale.  click Ok from the Time Clock screen, and if the till is expected to be counted for a day start process, the Till Count screen will automatically launch.  Open the Cash Drawer if needed and click details and enter the denominations of the cash that is being counted.  After counting, click Ok and you can print a Drawer Count receipt.  click yes to print the receipt on the receipt printer.  at this point, the point of sale is ready to take in transactions.

Let us look at the general navigation of the iVend point of sale screen.  let us begin by looking at some user session information.  click on the computer icon on the top right corner of the screen, clicking on that will give information such as the user code and with the user name if the person logged in, the point of sale terminal code, and the store code and you will also see a couple of dates.  the date shown here is the system date of the terminal and the business date is the date that was set during the end of day process.  The system date and the business date should always be the same.  if they are not the same, the end of date process needs to be run so that the dates match up.  The end of day process is explained in a separate video.  click on the iVend logo, and this is a button that will take you to the user menu.

The user menu consists of four sections, the Transactions Operation section, here you can give some reports such as X-tape reports and view same point of sale functions such as recalling transactions and searching for existing transactions.  From the Customer Operation section, you can search for customers from here and also look at gift card balances.  to look at balances, click on the Gift Certificate button, and here you will see all the gift cards that are available including a customer name if it was linked, a serial number of the gift card, what was originally sold, the gift card total, and the balance.  From the point of sale operations, you can do tasks such as entering expenses for the stores, and for time clock users, clicking on the Time Clock button will take them to the time clock screen where let us say the cashier is going to take a lunch break, they can break in and then when returning can click Breakout to return to work, and at the end of the day or end of the shift, you can click Clock Out to clock out of the session.

Building and breaking of kits are possible from the point of sale.  hardware management can also be done under POS operations, for example, if a receipt printer has lost connection to the point of sale, you can attempt to reconnect by clicking on the Reinitialized Hardware.  Manager can do an override by clicking on the Start Manager Override option and taking over the transaction, and from here the cashier can lock the point of sale for security reasons so only a manager or the same user can unlock the point of sale.  A cashier can log out of the session by clicking on Log Out and anyone authorized to use the terminal can log back in.  To shut down the iVend point of sale application, simply click the shutdown terminal button.

On the Store Operation Sections, here you can manage the tills and here is where at the end of the day or end of the shift, the cash drawer needs to be closed and counted.  that procedure is done under Manage Tills and attached and configured cash drawer can be opened by clicking on open cash drawer.  to add more money to the till, click on Cash In, or if safe drops are required, you can click Cash Out and take money out.  The Z-reports are only available for countries that have government regulations requiring a physical printer.  By default, the point of sale logs in with the transaction being in sale mode.  This would be a typical cash and carry type customer.

by default, a onetime customer record is already linked to the transaction.  To change the mode, click F1 transaction mode and you will see a list of options that are available.  Some options may be grayed out, for example, a special order cannot be created with the onetime customer attached to the transaction, so a real customer needs to be linked to the transaction and these options will light up.  To change the mode, simply click the option, for example, if a quotation is required first, click on quotation and see that the mode is changed.  To change it again, click F1 and then let us say a sale mode, and you will see that the transaction changes.  The side panel here shows information such as Customer Details, Item Details, and also Hot Button panel.  Under the customer tab, you can create a new customer record by clicking on the new button and entering the details about the customer.  The red Xs are mandatory fields.  from here also, once a customer record is pulled in you can edit a record and also just generally view that customer’s details.

To search for a customer, use the search field on the bottom of the screen and enter any part of the name and click enter.  If only one record is in the system then the customer will be automatically changed.  if there are multiple customers with the same name, a lookup screen will launch, and you can choose the record as needed.  From the search field also, you can search for products by typing in part of the product code or the product name.  Let us enter iPod, and you will see that there are multiple products with the word iPod in the description.  Choose the product by selecting the record and clicking Ok or simply double clicking the row, and then the item product launches in the general section here.  Once the item shows up on the main transaction screen, click on the item tab to get more details about the highlighted item.

In this example, I manually search for the customer by entering the details in the search field.  besides manually searching and also scanning barcodes on the product itself, you can utilize the multi-button panel.  The multi-button panel is a pre-configured set of buttons for quickly pulling up items.  Items may be organized through several levels of item groups like, for example, let us click on apparel and that is further broken down by boys and girls, and by clicking on let us say boys, you have the products that are listed under boys and clicking the button will pull in the product into the screen.  To go back one screen, click on the back button.

to go back to the main home screen, click on the home button and it takes you back to the main product grouping screen.  You can do some item level edits by clicking on, for example, to increase the quantity, click on the quantity column and then the quantity can be increased or by simply scanning the barcode on the product or using the multi-button panels.  The bottom section of the screen shows the subtotal information about the transaction, like the subtotal taxes and the actual total that the customer owes, and at the bottom of the screen further there are the buttons, here you can manually search for customers or products.  You can do sale level editing where let us say you want to give a further discount in addition to the item level discounts, you can do item edit by selecting one of the items and clicking on item edit and changing details about the items like maybe adding more quantity or changing the price if authorized.  You can search for transactions which are existing transactions in the system by clicking on F6 transaction search.

The fulfillment button is used for delivery confirmations or setting the delivery rules, for example, for a special order.  If an item is not required, you can click on the Void Item button to remove an item from the screen by selecting the item and clicking Void Item, and click on Void Sale to void out the whole transaction.  The other options are, a transaction can be suspended or recalled.  The F11 Quick Complete cash option can be used if the customer is giving exact change, let us say $5 and 19 cents exactly, this just helps speed up the transaction.

Clicking Quick Complete Cash will give you a prompt verifying that the transaction is going to be taken in cash, clicking yes will complete the sale, receipt will be printed.  Clicking on F12 payments will give you all your payments options, and from here let us say, we take cash for $6, clicking Ok will then show the change and a receipt will be printed.  On the complete sale screen, here you can reprint a transaction or also print a gift receipt.  If you click on Gift Receipt, from here you can choose the products that you would like to print on the receipt if the customer does not require all the items to be listed.  Choose the items by highlighting the items and click print.  to go back to the main transaction screen, click on complete.  This was just a general overview of the point of sale screen.  to access the help for the point of sale application, click on control F1, and the POS documentation screen will launch.  on the left side of the screen, you can see all the topics and click on any of the section to get field level information about that screen.  You can go to any screen and then click control F1 and get specific information about that screen.

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