Processing Orders with Point of Sale

Follow these steps to create and process a point of sale customer order or service order.  Click on a step to see the details of that step:  

1. At the beginning of the shift, check out the cash drawer.
2. Log into the cash drawer.

   NOTE: If the Automatic Logoff After Each Order field is selected on the POS Setup form, a logon is required for each transaction. Otherwise, only an initial logon is required when you start your shift.

3. Process new sales through the Point of Sale Entry form, OR  

   Process a service order, with material, labor or miscellaneous costs, through the Point of Sale Entry form.

4. Process a customer pickup to handle situations where customers do not take the material with them at the time of the sale and will pick it up later.
5. Run End of Day processing on the POS transactions. This step is performed after all POS transactions have been processed.
6. Reconcile the cash drawer and check in the drawer.

Check Out the Cash Drawer

Users must be assigned to a cash drawer. To check out the cash drawer so you can use POS:

1. In the Point of Sale Setup form, select the Cash Drawers tab.
2. Select the cash drawer and click Check Out. (Cash drawers are set up as described in Setting up the Point of Sale Feature.)
3. The User Name is set to your user ID.
4. In the Starting Balance field, specify how much cash is in the cash drawer at the start of the shift or prior to login. This value must be greater than 0.00.
5. For a cash drawer used with service orders, you can optionally specify a Partner ID to use as a default on new service orders. The Partner field is not used with customer orders.
6. Save the record.
7. The Check Out Date field is populated based on the current system time.

Log Into the Cash Drawer

NOTE: If Automatic Logoff After Each Order is selected on the POS Setup form, you must log before you process each order.

To enter any orders through the Point of Sale module, you must first log into a cash drawer. To log in:

1. In the POS Setup form, click Logon, which launches the Point of Sale Logon form.
2. In the Drawer field, specify the drawer you checked out.
3. Specify the User Name and Password combination that match the user specified on the POS Setup form during checkout.
4. Click OK.

Enter a Point of Sale Customer Order

After you log into a cash drawer, you can perform on-demand entry of transactions for customers:

1. In the Point of Sale Entry form, select a customer and Ship To combination on the Customer tab for the customer who places the order. The address, contact information, and other information is populated from the customer's record on the Customers form.

   If a one-time, walk-in customer comes in for a sale or return, see Handling Walk Up-Sales with Point of Sale.

2. On the General tab, specify the Tax Code. The tax code defaults based on the customer/ship to combination but can be changed.

   NOTE: Most of the other fields on the Customer and General tabs are populated based on the customer/ship to combination, but can be changed. Optionally, you can specify values for the S/N, Order Discount, Freight, and Misc Charges fields on the General tab, because these fields do not default based on the customer/ship to combination.

3. Save the record.
4. On the Material tab:
   • Click Materials to open a linked POS Material form.
   • Select an item and save the record.
   • If the item requires a serial number, click Assign Serial and select a serial number on the Choose Serial Number form. Click Process. Close the form.
   • In the Qty Ordered field, specify the quantity.
   • In the Qty Shipped field, the value defaults to the Qty Ordered value. Change the Qty Shipped value to zero.
   • Ensure that there is a value in the Tax Code field and fill in other fields as needed.
   • Save the record.
   • If you see the message "Quantity Ordered is greater than Quantity Shipped for [Entry: #] Would you like to backorder the rest?" click Yes.
   • Close the POS Material form. The new record is displayed in the Material tab of the Point of Sale Entry form.
5. Go to the Payments tab and perform these steps:
   • Click Payments to open a linked POS Payments form.
   • Specify the Payment Type. Payment types are set up are set up as described in Setting up the Point of Sale (POS) Feature.
   • Specify a value in the Amount field. This field defaults to the total amount due for the order.
     NOTE: You can enter multiple payments and payment types on the order. For example:

     • The total due for an order is 100.00.
     • Enter a Cash payment type for the amount of 40.00 and save the record.
     • Select the next line or click the new button in the toolbar to enter another record.
     • Enter an On Account payment type for the amount of 60.00 and save the record.
     • The order is processed if the total amount of payments equals the total due for the order.
   • Save the record.
   • Close the POS Payments form. The new record is displayed in the Payments tab of the Point of Sale Entry form.
6. In the Point of Sale Entry form, after you ensure that the totals are balanced for the order, click Process.
7. If there are no credit problems, the order is processed and a POS Receipt created for the transaction. During this process, a customer order is created and invoiced based on the POS information, and any applicable payments are posted.

Enter a Point of Sale Service Order

After you log into a cash drawer, you can perform on-demand entry of transactions for service orders:

1. In the Point of Sale Entry form, select a customer and Ship To combination on the Customer tab for the customer who places the order.
2. On the General tab, specify the Tax Code. The tax code defaults based on the customer/ship to combination but can be changed.

   NOTE: Most of the other fields on the Customer and General tabs are populated based on the customer/ship to combination, but can be changed. Optionally, you can specify values for the S/N, Order Discount, Freight, and Misc Charges fields on the General tab, because these fields do not default based on the customer/ship to combination.

3. Save the record.
4. If the service order includes material, go to the Material tab and perform these steps:
   • Click Materials to open a linked POS Material form.
   • Select an item.
   • If the item requires a serial number, click Assign Serial and select a serial number on the Choose Serial Number form. Close the form.
   • In the Qty Ordered field, specify the quantity.
   • In the Qty Shipped field, the value defaults to the Qty Ordered value. Change the Qty Shipped value to zero.
   • Ensure that there is a value in the Tax Code field and fill in other fields as needed.
   • Save the record.
   • If you see the message "Quantity Ordered is greater than Quantity Shipped for [Entry: #] Would you like to backorder the rest?" click Yes.
   • Close the POS Material form. The new record is displayed in the Material tab of the Point of Sale Entry form.
5. If the service order includes labor, go to the Labor tab and perform these steps:
   • Click Labor to open a linked POS Labor form.
   • Specify the required and any optional fields as needed.
   • Save the record
   • Close the POS Labor form. The new record is displayed in the Labor tab of the Point of Sale Entry form.
6. If the service order includes miscellaneous charges, go to the Miscellaneous tab and perform these steps:
   • Click Miscellaneous to open a linked POS Miscellaneous Charge form.
   • Specify the required and any optional fields as needed.
   • Save the record.
   • Close the POS Miscellaneous Charge form. The new record is displayed in the Miscellaneous tab of the Point of Sale Entry form.
7. Go to the Payments tab and perform these steps:
   • Click Payments to open a linked POS Payments form.
   • Specify the Payment Type. in Setting up the Point of Sale (POS) Feature.
   • Specify a value in the Amount field. This field defaults to the total amount due for the order.
     NOTE: You can enter multiple payments and payment types on the order. For example:

     • The total due for an order is 100.00.
     • Enter a Cash payment type for the amount of 40.00 and save the record.
     • Select the next line or click the new button in the toolbar to enter another record.
     • Enter an On Account payment type for the amount of 60.00 and save the record.
     • The order is processed if the total amount of payments equals the total due for the order.
   • Save the record.
   • Close the POS Payments form. The new record is displayed in the Payments tab of the Point of Sale Entry form.
8. In the Point of Sale Entry form, after you ensure that the totals are balanced for the order, click Process. The order is processed and a POS Receipt is created for the transaction.  During this process, a service order is created and invoiced based on the POS information, and any applicable payments are posted.

Handle Customer Pickups of Sales Orders

Some orders require later pickup by the customer. A later pickup can happen in situations like these:

• The item ordered is not currently in stock. The customer will return at a later time when the material is available.
• The customer orders a bulky item and does not have a way to transport it home. The customer can return later and pick up the order.

NOTE: If Automatic Logoff After Each Order is selected on the POS Setup form, you must log in again to the cash drawer before performing this process.

To handle the pickup:

1. In the Point of Sale Entry form, click Order Pickup.
2. In the POS Customer Order form, select the order to be picked up.
3. Click OK.
4. In the Point of Sale Entry form:
   • Verify that the information on the Material and Payments tabs is correct. The Quantity Shipped value defaults to the number of items remaining to be picked up. The Payment Type defaults to the value specified on the POS Setup form. The Amount defaults to the total amount due for the order.
   • Click Process. The pick up is processed and a POS receipt is created for the transaction.

Run the End of Day Process

When your shift ends or no more orders can be entered, you can reconcile the cash in the drawer based on the sales transactions that occurred during the day. To do this:

1. In the POS End of Day Processing form, specify the value of the Cash Drawer.
2. Specify the Adjustment Posting Date, which is used if an adjustment must be made.
3. Specify the Cash and Check balances of the drawer.
4. Select the method used to check in the drawer: Balanced or Not Balanced.
   NOTES: In order to check in the drawer as Balanced, the total balance must equal the total amount of the orders entered plus the starting balance when the drawer was checked out.

   If you select the Balanced check-in option, and the balance is off, a message is displayed to indicate the amount by which the balance is off, and the drawer is not checked in until this is corrected.

   Usually you want the drawer to be checked in without regard to the balance status, so you select both options. However, if you want the cashier to always recount the drawer prior to check-in if it does not balance, select only Balanced. Or, to keep track of cashiers who regularly have out-of-balance drawers, you could select only Not Balanced.

5. Click Process.

Related Topics

Setting up the Point of Sale (POS) Feature

Handling Walk Up-Sales with Point of Sale

Processing Rentals with Point of Sale

Processing Returns with Point of Sale