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AccuPOS Retail Point Of Operation Guide
GETTING STARTED
Enter User Password
Before you can start processing transactions, AccuPOS Retail requires that you enter your User Password. Once you enter your user password AccuPOS Retail will determine which User Group you belong to and will enable or disable its functions accordingly.
If you are just getting started and have not set any users up yet, the default password for AccuPOS Retail is "apadmin". This is an administrator password with all rights. Before modifying or deleting this user/password, make sure you create a user with all rights.
Once a user is logged in, only functions that where allowed for his/her user group will be available. To enable a function that is not allowed for the current user that is logged in, a manager with rights to the function can log in simultaneously. To log a manager while processing a transaction.
1. Click on the Login button 2. Enter the manager password 3. Click Enter
The manager will automatically log out when the transaction is completed, and the original user twill remain logged in.
Enter Cash Till code
The Cash Till code enables AccuPOS to determine which till (the plastic in the drawer) the funds are being collected in. The same number is used at the end of the day/shift to reset the Till (the till you are processing sales on is the till you want to "Z" out at the end of the day).
As default, till 100 and 200 are available to use at the point of sale. If the prompt is asking for the Till number, enter the Till number followed by Enter. If a Till is already logged in and you would like to log it out, enter a different Till number followed by the Till key
A Partial Order Was Found
If the till you are logging in was closed improperly the last time it was used, you may get the message “A partial order was found for this cash till. Do you want to load it?” That means that there is a transaction in that belongs to this till that was not completed. The transaction must be completed before the Till can be reset. Click “YES” and the transaction will load, now you may continue the sale. Total or Void the entire transaction by hitting the Cancel Sale button.
TRANSACTIONS
To Processing Transactions
Processing transactions using AccuPOS Retail is very similar to using a common Cash Register, once you have entered a User Password and a Till number, you are ready to process sales transactions.
1. Enter the items that are being sold, either by scanning (using a Scanner), Touch Screen Display, or by manually entering the item codes. 2. Total the sale. 3. Select the tendering type and you are ready for the next transaction.
To Making Changes
Sometimes some modifications are required to a transaction, such as overriding the system item price, changing quantities, or adding a customer to a sale. Instructions on the most common POS functions are listed below.
To Change Item
Before you enter the item to the transaction 1. Enter the price you would like to sale the item for. 2. Click on the "Price" button [F1]. 3. Scan or enter item ID.
If you already scanned the item using the wrong price, void the item with the original price, change the price and sell it again. Price entered will only reflect on the next item that will be scanned. To change the item price permanently it must be done in the accounting program.
To Change Item Quantity
Before you enter the item to the transaction 1. Enter the desired quantity. 2. Click on the "Quantity" button [F6]. 3. Scan or enter item ID.
Quantity entered will be used only for the next item scanned.
To Apply a % Discount On a Single Item
Before you enter the item to the transaction 1. Enter the discount percentage amount. 2. Click on the Item Discount key 3. Scan or enter item ID.
If you already scanned items before you entered the discount, void the sale and start over. Discount amount will only reflect on the next item that will be scanned.
To Apply a % Discount On The Entire Transaction:
Before you start the transaction 1. Enter the discount percentage amount. 2. Click on the Sale Discount key.
The discount will be in effect for that sale only. Once the transaction is totaled, the discount will reset back to 0 (Zero). If you want to be able to discount the transaction at the end of the sale, refer to the Sale Discount General.
If you have applied a discount to the sale and would like to change the discount percentage or remove the discount completely, enter the new discount percentage followed by the Sale Discount key. To remove the discount enter 0 (Zero).
To Void the Last Item (Undo)
1. Click on the Error Correct key.
Error correct allows undoing the last item entered to the transaction before it is completed. Note that when using group items, Error Correct will only remove the last item in the group. To remove a group item off the sale, used the Void Item function.
To Void/Return a Single Item
1. Click on the Void Item key. 2. Scan or enter item ID.
If you accidentally scanned the wrong item, sold an item for the wrong price, or a customer is returning or exchanging, use the void item to return the item to inventory. To return multiple items, click on the void item button before you scan each one.
To Comp an Item (Food service users only)
In some cases there is a need to set item price to Zero (0) after it has been applied to the transaction and prepared. Use the following steps to Comp (sale for zero).
1. Click on the Edit Check key. 2. Highlight the item to be comped. 3. Click on the Comp button (the item price will set to zero). 4. Click on the Save button.
To Prevent Items from Printing Remotely (Food service users only)
If the customer changes his mind after you applied the item to the transaction or if you applied the wrong item, you can remove it from the sale, use the following steps to prevent it from printing remotely.
5. Click on the Edit Check key. 6. Highlight the item to be voided. 7. Click on the Void button (the item will turn red). 8. Click on the Save button.
Remember, AccuPOS will only prevent the item from being printed remotely if the transaction has not been suspended yet. If the transaction has been suspended, the item will be printed with a Void.
To Cancel a
1. Click on the Cancel Sale button. 2. Click Yes to confirm voiding the sale.
To Process a Return
1. Click on the Void Item button. 2. Enter/Scan the item that is being returned. 3. Click on the Total button. 4. Select the tender type you will be refunding the customer with.
When processing a return do not enter an amount in the tender screen, just select the type of payment you will be refunding (even if it is Cash).
To Reprint Receipts
The Reprint Receipts screen will show the last transaction first. Only transaction the current shift will be available to reprint. Once the Till is has been reset, the receipt cannot be reprinted. To print a receipt for a transaction that was processed on another till, check the Show All Tills check box.
To Check Price (Retail Users Only)
The price check will display the price that the item would be sold
for under these circumstances, not necessarily the retail price.
To Search For Items
Sometimes the bar code label may be missing or may be too fuzzy for the scanner to read. The item code can be then located using the item search functions.
If you click on the item search without entering part of the description, the entire item list will load.
To Split a Check (Food Service Users Only)
Before the transaction has been completed, it could be split to multiple individual checks. To split a check follow these steps while the transaction is loaded.
Once you click save, after splitting the check, the individual transactions will automatically be saved under Find/Save order. The save name will remain the save and a dash with a sequential number (-1 -2 -3 etc.) will be added to the name of transaction. To split to more then 4 checks load the master check again, and use the Edit Check split it to further checks.
To Add Gratuity (Food Service Users Only)
Once the Add Tip screen goes away, the transaction is complete. The Gratuity amount can be changed, just repeat steps 1 through 6. Gratuity can not be added after the shift for this till has been reset. Gratuity can not be added once credit cards have been settled.
To Suspend Tax On A Single Item
1. Click on the No Tax button. 2. Scan or enter item ID.
If you already scanned items before you suspended the tax, void the item and start over. The tax will suspend on the next item scanned only.
To Suspend Tax On Multiple Items
1. Click on the Lock Tax button. 2. Scan or enter the item codes.
To release the tax lock, click on the Lock Tax button. Otherwise, the tax lock will automatically release after the sale is tendered.
To Check The Running Total In The Middle Of The Transaction
1. Click on the Sub Total button. 2. You may take a partial payment or... 3. Click on the Cancel button to return to the sale.
Sub Total is only used to view current total or to take a partial payment in the middle of the sale. If you are ready to complete the transaction, use the Total function. Once a partial tender was taken on a transaction, the transaction will not be allow to load on a different till.
To Total
The
1. Click on the Total button. A. If the payment type is Cash or Check, enter the amount received followed by payment type. For exact cash or check click on the tender type twice. Remember, AccuPOS does not automatically place the decimal point, if you receive a $20 and .75 cents, enter 20.75. If you receive a 5 B. If the payment type is Credit Card, just select payment type to apply the total amount due. There is no need to enter the amount, since it is not subject to change. If you are using AccuPOS to process the credit cards transactions, a screen will appear in which you will scan the card. If you are using standalone equipment, get approval first, then select the tender type in AccuPOS. Otherwise, if the transaction is declined, you will have to reverse the transaction. Once the amount tendered is greater or equal to amount due, the sale will be complete.
To Total The
1. Click on the Total button. 2. Enter amount followed by payment type, for each payment type (including Credit Cards). Once the amount tendered is greater or equal to amount due, the sale will be complete.
To Receive Payment On Account
1. Apply
the customer to the transaction. 2. Click on the Sub Total button. 3. Enter amount to apply to customer account followed by the Payment On Account tender type. 4. At this point other items can be added to the transaction. 5. Click on the Total button. 6. Select payment method and complete the sale.
There is no way to reverse payment on account. Correction will have to be made in accounting.
To Enable A Restricted Function During A Transaction
When a cashier needs to access a feature not normally available to his/her user group, a user with access to these features can log in simultaneously to enable access while the transaction is in progress.
1. Click on the Login button. 2. Enter a user password with rights to the required function. 3. Click on the Enter button.
The manager will automatically be logged out once the transaction is suspended or tendered. Only the original user will stay logged in.
To Fix Incorrect Tender
Sometimes while processing transactions, the wrong tendering type is accidentally selected. This can lead to incorrect Z reports and accounting issues. Follow these steps to correct the tender type.
1. Click on the Void Item button. 2. Click on the Sub Total button. 3. Enter the amount that was tendered using the wrong tender type. 4. Select the tender type that was accidentally used (you return to the main screen). 5. Click on the Total button. 6. Select the correct tender type.
SUSPENDED SALES (Gold version required)
The Suspend Sale feature allows you to hold transactions in memory while processing others. Saved orders can be loaded from any Point Of Sale station, but may not be open on more than one station at the same time.
To Suspend
A
1. Add items to the sale normally. 2. Click on the Find/Save Order button. 3. Using the on screen keyboard assign a name to the transaction (By default this is the transaction number) 4. Click on "Save" or "Print and Save"
To Load A
1. Click on the Find/Save Order button. 2. Click on the order you wish to load.
Once an order has been loaded
you can either add items to it and save it again, or tender and complete the
transaction. You cannot load an order
while processing another sale. To Print A
Saved
1. Click on the Find/Save Order button. 2. Click on the Print button. 2. Click on the order you wish to load.
CUSTOMER TRACKING (Pro and Gold version required)
When tracking
customers, the sales information will transfer to the accounting software the
way it was processed at the Point Of Customers can be applied at any time to the transaction, as long as it is done before the transaction is completed. The only time the customer must be applied before items are added to the transaction, is when they effect the price level or the tax status of the items (non taxable customers). New customers
added at the Point Of Information entered while adding new customers, will post to the matching fields in the accounting program. Other then the customer code, no other field is mandatory.
To Apply Existing Customer To A Transaction
1. Enter the customer code in the Scan or Enter Item field. 2. Click on the Customer button.
If the customer was found, it will appear on the bottom of the screen in the customer field. Otherwise, the customer lookup screen will appear.
To Search For An Existing Customer
1. Click on the Customer button twice (the existing customer list will appear). 2. Use the entry fields on top, to search by code or name. 3. Highlight the customer and click on the Select button. 4. The customer's First and Last name will appear on the bottom of the screen.
To Add A New Customer
1. Click on the Customer button twice. 2. Click on the New button in the customer lookup screen. 3. Using the on screen keyboard, enter the customer information. 4. Click Save to save the customer information. 5. Once the save button is selected, you will return to the Point Of Sale and may continue the transaction.
TILL IN USE
If you get the message, "THIS TILL IS IN USE BY ANOTHER USER," one of the following happened:
· Another user on a different machine is operating under this till number. Use a different till. · You opened AccuPOS Retail twice and ALREADY logged in the Till. Close all instances of AccuPOS Retail on that machine and log in again. · You shut down the computer or it crashed before exiting AccuPOS Retail. If this is the case follow these steps:
1. Start AccuPOS Management and select "Cash Till" from the "Setup" menu 2. From the pull down menu select the Till number you are trying to login 3. Uncheck the "In Use" box 4. Click Update 5. Click Yes 6. Click OK.
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