Welcome to the Point of Sale Professional Online Manual

Welcome to the Point of Sale ProfessionalOnline Manual

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MAS 90

How To Use This Guide

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How to Use This Guide

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Information in this document is furnished only under a Customer License Agreement or non-disclosure agreement, and may be used or copied only in accordance with the terms of such agreement. The software described in this document is protected by copyright, and may not be copied on any medium except as specifically authorized in the license or non-disclosure agreement.

This document is also protected by copyright, and may not be reproduced or transmitted, in whole or in part, by any means, including photocopying, facsimile transmission, or reduction to any electronic medium or machine readable form, without the express written consent of HighTower, Inc.

Copyright Statements:Food Distribution, MICR Encoded Laser Checks, Multi-Bin Advanced Distribution, Point of Sale® Professional, Remote Salesperson, Remote Salesperson Laptop, Retainer Control Professional, ScanBlaster, Time and Billing®, Time and Billing® Professional, and Timekeeper® are products of HighTower, Inc. Copyright © 2004. All rights reserved.

MAS 90®, MAS 200®, and MAS 500® are products of Best Software. Copyright © 2004. All rights reserved.

PCCharge™ name and logo are trademarks of GO Software, Incorporated. Copyright © 2004.

Microsoft® Windows® NT®, 95®, 98®, 2000®, ME®, and XP® names and logos are registered trademarks of the Microsoft Corporation. Copyright © 2004.

All other trademarks and copyrights are the property of their respective holders.

This manual was written for Point of Sale Professional version 3.72. It was last updated on 08/27/2004.

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Contents
Chapter 1 — Introduction 13The HighTower Ideal 13Welcome to Point of Sale Professional 13
Integrating Point of Sale Professional with other MAS 90/MAS 200 Modules 14Accounts Receivable 15Inventory Management 15

Multi-Bin Advanced Distribution 16Bank Reconciliation 16Sales Order 17General Ledger 17

Using the Point of Sale Professional Manual 18Sections in this Manual 18Graphic Conventions 20Text Conventions 20

Getting Additional Help 20Getting Additional Copies of the Manual 21

Open the Point of Sale Professional Online Manual 21Using the Point of Sale Professional Online Help 22

Open the Point of Sale Professional Online Help 22HighTower Support Services 24Related Manuals 25

Chapter 2 — Point of Sale Professional Concepts 27What is a Cashier in Point of Sale Professional? 27What is a Cash Drawer in Point of Sale Professional? 27What is a Location in Point of Sale Professional? 28What is a Register in Point of Sale Professional? 28What is a Bank Deposit in Point of Sale Professional? 28What is a Register Pay Out in Point of Sale Professional? 28What is a Register Withdrawal in Point of Sale Professional? 28

Chapter 3 — Installing the Point of Sale Professional Module 29System Requirements 29Installing Point of Sale Professional 29System Startup 33

Register the Point of Sale Professional Enhancement 33MAS 200 or MAS 200 for SQL Installations 34

Table of Contents Point of Sale Professional Manual

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Defining the Point of Sale Professional Enhancement 34

Chapter 4 — Migrating Data from the Point of Sale Module 37Migration Procedures 37

Recreate Customers in the Accounts Receivable Module 37Recreate Salespeople in the Accounts Receivable Module 38Recreate Payment Types in the Point of Sale Professional Module 38Recreate Orders without Deposits in the Sales Order Module 38Recreate Orders with Deposits in the Point of Sale Professional Module 39Recreate Layaways without Deposits in the Point of Sale Professional Module 39Recreate Layaways with Deposits in the Point of Sale Professional Module 40Recreate Quotes in the Point of Sale Professional Module 40

Chapter 5 — Navigating in Point of Sale Professional 41Using the Modules Tree 41

Open a Point of Sale Professional Window through the Modules Tree 42Using the Point of Sale Professional Menu Bar 43

Open a Point of Sale Professional Window through the Menu Bar 43Using Button Fields in Point of Sale Professional 44

Chapter 6 — Using the Setup Menu 49How to Use the Setup Menu 49

Open a Window from the Setup Menu 49Add a Record 50Change a Record 51Delete a Record 51Print a Setup Listing 51

Point of Sale Professional Options 52Configure the Standard Point of Sale Professional Options in the Main Tab 53Configure How to Post General Ledger Data in the General Ledger Tab 58Configure Point of Sale Transaction Entry Options 59Configure the Reports to Print during the Daily Sales Reports/Updates Process 62

General Ledger Account Maintenance 63Create a General Ledger Account 64View an Account’s History 64Create a Budget for an Account 65Determine an Account’s Variance 66


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Review an Account’s Transactions 67Discount Maintenance 68

Create a New Discount Code 69Miscellaneous Charge Code Maintenance 70

Create a Miscellaneous Charge Code 71Create a Miscellaneous Item Code 72Create a Miscellaneous Comment Code 73

Transaction Type Maintenance 74Create a Transaction Type 75Configure Point of Sale Entry Settings for the Transaction Type 76

Bank Maintenance 79Create a Bank 79

Payment Type Maintenance 80Create a Payment Type 81Configure Point of Sale Entry Settings for the Payment Type 82Configure the Bank Information for the Credit Card Payment Type 84Configure the Check Payment Type 87

Sales Tax Account Maintenance 88Create a Sales Tax Account 89

Location Maintenance 90Create a Location 91Configure the Location’s General Ledger Accounts 92Configure Point of Sale Entry Settings for the Location 94Configure Forms for the Location 95

Department Maintenance 101Create a Department 102

Register Maintenance 102Create a Register 102Configure the Register’s Devices 104Configure the Printers for the Register 105

Cashier Maintenance 106Create a Cashier 106Configure Point of Sale Entry Settings for the Cashier 107View an Cashier’s History 109Determine a Cashier’s Sales Information by Transaction Type and Period 109Review a Cashier’s Cash Drawer Details 110

Manager Maintenance 111Add a Manager 113Configure Point of Sale Entry Settings for a Manager 113


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Reason Code Maintenance 114Create a Reason Code 115

Register Pay Out Maintenance 115Create a Pay Out Code 115

Chapter 7 — Using the Main Menu 117How to Use the Main Menu 117

Open a Window from the Main Menu 117Select Items from a Lookup List 118Delete a Record 118Print from a Window 119

Cash Drawer Maintenance 120Create a Cash Drawer 120Change the Status of a Cash Drawer 121

Point of Sale Entry 122Logging into Point of Sale Entry 123

Logon to the Register 123Before a Transaction 124

Activities Before a Transaction 124View Completed Transactions 125Void Completed Transactions 125Access Customer Maintenance 126View Updated Transactions 127Lookup the Price of an Item 128Lock/Unlock Register 129Withdraw Funds from a Cash Drawer 129Record a Payout with a Cash Drawer 131Open the Cash Drawer 133

Entering Transactions 134Salesperson Commission Reporting 134

If AR Customer and Point of Sale Professional (P2) Cashier Salesperson Are in the Same Division 135If AR Customer and Point of Sale Professional (P2) Cashier Salesperson Are Not in the Same Division 137

Point of Sale Entry Window During a Transaction 138Sale Transactions 138

Enter a Fast Sale Transaction 140Enter a Customer Sale Transaction 142Enter a Layaway Sales Transaction 143


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Enter a Rental Transaction 146Order Transactions 148

Enter an Order Transaction 152Create a Back Order 153Update a Back Order 156Convert an Order to a Sale 158

Quote Transactions 160Enter a Quote Transaction 160Convert a Quote to a Sale 161

Customer Payment Transactions 163Enter a Customer Payment Transaction 163Enter a Prepayment Transaction 164

Layaway Payment Transactions 165Enter a Layaway Payment Transaction 165

Return Transactions 166Enter a Return Transaction 166

Suspending/Voiding Transactions 167Suspend a Transaction 167Void a Transaction 168Void a Completed Transaction 168

Using Different Payment Types 169Customer Pays with Cash 169Customer Charges Transaction 169Customer Charges Transaction and PCCharge is Integrated with Point of Sale Professional 171Customer Pays with a Check 172Customer Pays with a Check and PCCharge is Integrated with Point of Sale Pro-fessional 174Customer Pays with a Gift Certificate 175Apply a Term to a Transaction 176If You Entered the Wrong Payment Information 177

Using Additional Features of the Point of Sale Entry Window 179Using Features in the Header Section 180

View Details of a Transaction 180Using Features in the Customer Details Section 181

View the Customer Details for a Transaction 181View a Customer Memo 182Check a Customer’s Credit 183Launch Customer Maintenance 184


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Search for the Customer’s Last Purchase 185Change the Salesperson for the Customer’s Transaction 186Search for the Customer Contact 187

Using Features in the Line Item Details Section 188Search for an Alternate Item 188Add a Sales Kit/Bill of Materials 188View the Details of an Item 189Change or Delete an Item 190Add an Extended Description to an Item 191View the Individual Items in a Sales Kit 192Change the Price of an Item 192Add an Item with a Lot/Serial Number 193View the Details of an Invoice 194

Using Features in the Totals Section 195Set a Discount to a Transaction 195Add a Freight Charge 195Change Sales Tax 197

Closing Point of Sale Entry 197Logoff Register 198

Manager Features 198Log into Point of Sale Entry as a Manager 200Log into a Cash Drawer 200Allow Customer Transactions 202Select Payment Types for Customers 202Void Transaction without a Reason Code 203

Reconciling a Cash Drawer 204Reconcile a Cash Drawer 204

Performing Daily Sales Updates 207Daily Sales Reports/Updates 207

Print the Daily Sales Reports 208Daily Transaction Register 214

Print the Daily Transaction Register 215Bank Deposit Maintenance 216

Create a Bank Deposit 218Bank Deposit Register/Update 218

Print the Bank Deposit Register 219Layaway Cancellations 220

Layaway Cancellation Maintenance 221Enter a Layaway Cancellation 221


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Cancel a Layaway with a Deposit 222Layaway Cancellation Register/Update 222

Print the Layaway Cancellation Register 222

Chapter 8 — Using the Inquiries Menu 224How to Use the Inquiries Menu 224

Open a Window from the Inquiries Menu 224Display a Record in an Inquiry Window 224

Types of Inquires 225Customer Inquiry 226

View Customer Information in Point of Sale Professional 226Inventory Inquiry 227

View Inventory Information in Point of Sale Professional 227Sales Order Inquiry 228

View Sales Order Information in Point of Sale Professional 228Transaction History Inquiry 229

View Transaction History Information 229View Details for a Transaction 229View the Customer Details for a Transaction 230View a Customer Memo 231View a Customer’s Credit 232View the Details of an Item 233View the Extended Description of an Item 234View the Lot/Serial Number of an Item 235View the Individual Items in a Sales Kit 236View the Shipping Charges 237View the Tax Details from an Updated Transaction 238Print a Duplicate Receipt for an Updated Transaction 238

Active Cash Drawer Inquiry 239View an Active Cash Drawer 239View Totals for Each Payment Type in an Active Cash Drawer 240View Transaction History for a Transaction in an Active Cash Drawer 240

Cash Drawer History Inquiry 240View a Cash Drawer’s History 241View Totals for Each Payment Type in the Cash Drawer History Inquiry 241View Transaction History for a Transaction in the Cash Drawer History Inquiry 242


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Chapter 9 — Using the Reports Menu 243How to Use the Reports Menu 243

Open a Window from the Reports Menu 243Select Data for a Report 243

Types of Reports 244Transaction History Report 245

Print a Transaction History Report 246Active Cash Drawer Report 247

Print an Active Cash Drawer Report 248Cash Drawer History Report 250

Print a Cash Drawer History Report 251Open Layaway Report 253

Print an Open Layaway Report 253Outstanding Rental Report 255

Print an Outstanding Rental Report 255Sales Tax Report 256

Print a Sales Tax Report 257Credit Card Report 258

Print a Credit Card Report 259Troubleshooting the Credit Card Report 260

General Ledger Posting Recap 261Print a General Ledger Posting Recap. 262

Chapter 10 — Using the Period End Menu 264When to Run Period End Processing 264

Prior to Processing the Period End 264Using the Period End Processing Feature 265

Open the P/2 Period End Processing Window 265Full Period End Processing 266

Complete Full Period End Processing 266Full Period End and Year End Processing 267

Complete Full Period End and Year End Processing 268Only Clear Transaction History File 269

Clear Transaction History 269Only Purge Sales Tax History File 270

Clear Sales Tax History 270Only Purge Rental History File 272

Clear Rental History 272


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Chapter 11 — Using the Optional Menu 274How to Use the Optional Menu 274

Open a Window from the Optional Menu 274Add Optional Settings to a Record 275Change a Record 275Delete a Record 275Print an Optional Listing 276

Membership Maintenance 277Create a Member 277View a Member’s Rentals 279

Rental Charge Code Maintenance 279Create a Rental Charge Code 280

Rental Returns 281Rental Return Entry 281

Enter a Rental Return 281Rental Return Report/Update 282

Print the Rental Return Report 282Customer Last Purchase Maintenance 284

Create the Customer’s Last Purchase File 284View a Customer’s Last Purchase 285Delete a Customer’s Last Purchase Information 286Clear the Customer Last Purchase Information 286

Chapter 12 — Index 288


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Chapter 1

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IntroductionChapter 1

The HighTower Ideal

At HighTower, we are committed to delivering superior accounting, time management, manufacturing and distribution solutions to small and mid-sized businesses.

HighTower is a Best Software Master Developer for MAS 90® and MAS 200® software with titles such as Food Distribution, MICR Encoded Laser Checks, Multi-Bin® Advanced Distribution, Point of Sale® Professional, Professional Retainer Control, Remote Salesperson, ScanBlaster, Time and Billing®, Time and Billing® Professional, and Timekeeper® to our credit.

HighTower uses a unique Patch Installation system, which installs the HighTower enhancements without overwriting your original Best Software program. Our patch installation method makes our products attractive to users installing enhancements from multiple Best Software Master Developers.

Our promise of exceptional technical products is only exceeded by our commitment to customer service. Our success is measured in customer satisfaction.

Welcome to Point of Sale Professional

Point of Sale® Professional is a HighTower enhancement for the MAS 90 and MAS 200 applications developed by Best Software. The Point of Sale Professional module works with MAS 90/MAS 200 to provide an effective and time-efficient product for any retail or wholesale business in need of a point of sale system. This module is designed to support multiple store locations, and will give you more control over you retail business.

Point of Sale Professional features several types of transactions used by many businesses, including sales, orders, layaways, rentals, customer payments, and quotes, and allows you to add discounts and miscellaneous charges to transactions or line items. This module is also the idea solution for businesses that use membership fees, such as health clubs. Point of

Chapter 1: Introduction Point of Sale Professional Manual

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Sale Professional’s membership support gives you the ability to track membership attendance and utilize scannable ID cards. This module’s user interface for entering transactions allows cashiers and sales staff to easily enter customer transactions, and provides access to detailed information about completed transactions, customer details, and item details. The user interface of the entire Point of Sale Professional module was designed to streamline the transaction process.

Point of Sale Professional provides your company with detailed reports about transactions and other financial totals for the day and accounting period. Your company can use these reports to double-check accuracy and then update the MAS 90/MAS 200 system with the Point of Sale Professional data.

Point of Sale Professional works with standard point of sale equipment including cash drawers, receipt printers, credit card processors, check readers, bar code scanners, and pole displays, to provide your customers with fast and accurate transactions each and every time. For more information about hardware devices that the Point of Sale Professional module can use, see the Point of Sale Professional Hardware Configuration Manual.

Integrating Point of Sale Professional with other MAS 90/MAS 200 Modules

The Point of Sale Professional module can be integrated with other MAS 90/MAS 200 modules to create a comprehensive point of sale, inventory, and accounting system. When integrated, each module "shares" common information with any related modules. Your company can integrate the following MAS 90/MAS 200 modules with the Point of Sale Professional module:

• Accounts Receivable• Inventory Management• Bank Reconciliation• Sales Order • General Ledger


http://www.hightowerinc.com/products/enhancements/p2/p2HardwareManual.PDF




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To integrate the Point of Sale Professional module with the Accounts Receivable, Inventory Management, and/or Sales Order modules, you must set up these modules before installing Point of Sale Professional.

Accounts Receivable

When the MAS 90/MAS 200 Accounts Receivable module is integrated with the Point of Sale Professional module, it provides automatic access to the Accounts Receivable Customer Masterfile, and the files for payment types, salesperson, and sales tax. With the Customer Masterfile, Point of Sale Professional will be able to retrieve a customer’s address, payment terms, discount information, sales commissions, and sales tax information.

Point of Sale Professional uses the Accounts Receivable Customer Masterfile to check customer’s credit limit when processing transactions. When integrated with Accounts Receivable, Point of Sale Professional can create open invoices that may be paid through Accounts Receivable Cash Receipts Entry or through Point of Sale Entry.

When integrated with Accounts Receivable, the Customer Inquiry option in the Point of Sale Professional Inquiries menu becomes available. This option allows you view the Customer Masterfile information.

Inventory Management

When the MAS 90/MAS 200 Inventory Management module is integrated with the Point of Sale Professional module, you can track the sales and purchases of inventory items for cost, resale, and purchasing purposes. When integrated with Inventory Management, the Point of Sale Professional module will provide a comprehensive pricing structure incorporating quantity breaks, price overrides, and discounts by item, product line, customer price level, or contract pricing by customer.

You also can use the MAS 90/MAS 200 Inventory Management module to set up and maintain multiple warehouses. In Point of Sale Professional, you can specify a "default" or primary warehouse (in the Location Maintenance window) for checking quantity availability when entering transactions. In addition to multiple warehouses, the Inventory Management module allows you to establish alternate items as substitutes for out of stock conditions during transaction entry.

To integrate the Accounts Receivable module with Point of Sale Professional, check the Accounts Receivable box in the Point of Sale Professional Options window.

To integrate the Inventory Management module with Point of Sale Professional, check the Inventory Management box in the Point of Sale Professional Options window.


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The MAS 90/MAS 200 Inventory Management module provides sales kits that can be used to sell a group of component items. Each sales kit can consist of any number of component items, and you can expand a kit into the separate items in Inventory Management. When the sales kit is sold through Point of Sale Professional, the component items are added automatically to the transaction.

When integrated with Inventory Management, the Inventory Inquiry option in the Point of Sale Professional Inquiries menu will include items from the Inventory Management module. This option allows you view the inventory available.

Multi-Bin Advanced Distribution

When the MAS 90/MAS 200 Inventory Management module is integrated with the Point of Sale Professional module, and Multi-Bin Advanced Distribution is activated, you will have the full Multi-Bin Advanced Distribution functionality in Point of Sale Entry. You will be required to select a bin location when distributing an inventory item for all sale type transactions. As in Sales Order Entry, you also have the option to select a bin location when distributing an inventory item when creating order type transactions in Point of Sale Entry.

See the Multi-Bin Advanced Distribution Manual by HighTower for more information about the Multi-Bin Advanced Distribution enhancement.

Bank Reconciliation

When the MAS 90/MAS 200 Bank Reconciliation module is integrated with the Point of Sale Professional module, the deposits and payments processed through Point of Sale Professional can be updated to the Bank Reconciliation Bank Code file. If you do not integrate the Bank Reconciliation module with the Point of Sale Professional module, all bank deposit information is handled only through the Bank Reconciliation module.

You can set in Point of Sale Professional to create bank deposits by payment types, since certain payment types (for example, cash) clear faster than other payment types. When Point of Sale Professional and Bank Reconciliation are integrated, the Bank Reconciliation will be updated with the individual payment type deposits created in Point of Sale Professional, which will allow for faster clearing.

To integrate the Bank Reconciliation module with Point of Sale Professional, check the Bank Reconciliation box in the Point of Sale Professional Options window.


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Sales Order

When the MAS 90/MAS 200 Sales Order module is integrated with the Point of Sale Professional module, you can enter quotes and orders through the Point of Sale Professional module. You can also determine whether the Point of Sale Professional module will create the Sales Order information after the transaction, or if it will display the Sales Order Entry window for the transaction rather than the Point of Sale Entry window. By integrating the Sales Order module with the Point of Sale Professional module, the Point of Sale Professional module becomes the main module for all transaction entries.

General Ledger

The General Ledger module is the key to integrating all financial information from the Point of Sale Professional module, as well as from the other MAS 90/MAS 200 accounting modules. The General Ledger module provides complete, timely, financial reports that consistently reflect current information.

If the General Ledger module is installed, all journal entries generated from Point of Sale Professional are posted directly to the General Ledger module after you print and update the Daily Transaction Register. The Daily Transaction Register prints financial statements and other General Ledger reports that reflect postings on the register.

If the General Ledger module is not installed, the Point of Sale Professional journal entries are posted to the General Ledger Detail Posting file after printing the Daily Transaction Register. The General Ledger Posting Recap report printed from this file provides the necessary audit information to prepare monthly journal entries for your manual General Ledger. The information on this report is purged after processing the period end using Point of Sale Professional.

To integrate the Sales Order module with Point of Sale Professional, check the Sales Order box in the Point of Sale Professional Options window.


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Using the Point of Sale Professional Manual

This manual provides the information necessary for setting up and operating your Point of Sale Professional module. Use the Point of Sale Professional manual as a guide when initially setting up Point of Sale Professional, and then as a resource for understanding features of the application. The manual contains overviews and samples of windows and menus.

Sections in this Manual

This manual is divided by the different menus available in Point of Sale Professional. The following table describes the chapters available in this manual.


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Chapter Description

Chapter 2: Point of Sale Professional Concepts

This chapter explains different concepts you need to know about using your Point of Sale Professional system.

Chapter 3: Installing the Point of Sale Professional Module

This chapter details the installation procedures for Point of Sale Professional.

Chapter 4: Migrating Data from the Point of Sale Module

This chapter is for companies that currently use the old Point of Sale module and want to migrate to the Point of Sale Professional module.

Chapter 5: Navigating in Point of Sale Professional

This chapter describes the basic features available in the Point of Sale Professional module.

Chapter 6: Using the Setup Menu

This chapter describes how to enter the basic information required to use the Point of Sale Professional module. This chapter includes setting general options for the module.

Chapter 7: Using the Main Menu

This chapter includes how to open a cash drawer, how to make a bank deposit, and how to setup a cashier’s drawer. This chapter details each type of transaction, including sale orders, layaways, and rentals. This chapter also includes the features that managers can access that cashiers cannot without a password.

Chapter 8: Using the Inquiries Menu

This chapter details how to search for details about customers, sales orders, inventory items, transactions, and cash drawer activities.

Chapter 9: Using the Reports Menu

This chapter details how to print reports based on information available in the Point of Sale Professional module.

Chapter 10: Using the Period End Menu

This chapter details the steps required for period-end processing. This chapter includes period and year-end processing, clearing transaction history, and purging sales tax history and rental history.

Chapter 11: Using the Optional Menu

This chapter details how to use optional features of Point of Sale Professional including creating members, creating rental charges, processing rental returns, and compiling a list of customers’ last purchases.


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Graphic Conventions

The following icons are used throughout this manual to indicate different types of information.

Text Conventions

The following table describes the text conventions used in this manual.

Getting Additional Help

HighTower provides online manuals, online help, and technical support for all our enhancements.

Graphic Description

� The Note symbol is followed by additional information about a topic.

� The Helpful Hint symbol is located in the left margin and contains additional information about an option.

� The Warning symbol is followed by information to help you avoid costly mistakes.

Text Convention Explanation

Field font Indicates a field name, list box name, options in a list, column name, or check box.

Example: The Modes button is available only if Windows Printer Port or Physical Device is selected at the Device Type field.

Italic font Indicates directory names or references to other manuals.

Example: For more information about setting up and processing sales tax, refer to your Accounts Receivable or Accounts Payable manual.


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Getting Additional Copies of the Manual

The Point of Sale Professional manual is available when you install the module.

Open the Point of Sale Professional Online Manual

1 From the Help menu on the MAS 90/MAS 200 menu bar, select Manuals. The Manuals list appears on the right side of the screen.

2 Click on the Point of Sale Professional link. This manual will appear in PDF format.

Manuals List


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Using the Point of Sale Professional Online Help

The Point of Sale Professional module includes an extensive online help with the standard content online help and context-sensitive online help for fields and windows.

Open the Point of Sale Professional Online Help

• For the Help Topics online help, you must first have the Point of Sale Professional module opened. From the Help menu on the MAS 90/MAS 200 menu bar, select Help Topics. The Help Topics: Point of Sale Professional window appears.

Point of Sale Professional Online Manual


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• For field level context-sensitive help, move your cursor to the field and press F1. A pop-up window appears with help for the field.

• For window level context-sensitive help, click the button on the window. The help screen for the window appears.

Help Topics: Point of Sale Professional Window

Field Level Help


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HighTower Support Services

HighTower provides several methods of support for your Point of Sale Professional module:

• Contact your Authorized Reseller or Consultant. If you do not have an Authorized Reseller or Consultant, contact HighTower (1.888.583.3000).

• Access technical bulletins and download program corrections through the HighTower website (www.hightowerinc.com). Note that program corrections are available exclusively through the Internet.

Help for Cash Drawer Maintenance Window


http://www.hightowerinc.com

http://www.hightowerinc.com

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For more information about HighTower’s fee-based customer support services, contact our Help Desk Department. Regular Help Desk hours are 9:00 A.M. to 5:00 P.M. Central Standard Time Monday through Friday. You can reach our Help Desk Department in the following ways:

• Phone: 1.888.583.3000• Fax: 847.674.0544• E-mail: [email protected]

Related Manuals

There are several manuals you might have to referred to while using the Point of Sale Professional module. The following table lists the names of the manuals and locations of the manuals.

Manual Description and Location

Point of Sale Professional Hardware Configuration Manual

This manual contains instructions for configuring receipt printers, pole displays, bar code readers, credit card, and check processors to be used with Point of Sale Professional. This manual is available on the HighTower website: http://www.hightowerinc.com/products/enhancements/p2/p2HardwareManual.PDF.

Accounts Receivable Manual This manual documents the features available in the Accounts Receivable module by Best Software, and is available through the Help menu.

Inventory Management Manual This manual documents the features available in the Inventory Management module by Best Software, and is available through the Help menu.

Bank Reconciliation Manual This manual documents the features available in the Bank Reconciliation module by Best Software, and is available through the Help menu.

Sales Order Manual This manual documents the features available in the Sales Order module by Best Software, and is available through the Help menu.

General Ledger Manual This manual documents the features available in the General Ledger module by Best Software, and is available through the Help menu.





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___________________________________________________________

This concludes Chapter 1: Introduction of the Point of Sale Professional manual.

Library Master Manual This manual documents the features available in the Library Master module by Best Software, and is available through the Help menu.

Multi-Bin Advanced Distribution Manual This manual documents the features available in the Multi-Bin Advanced Distribution module. This manual is available through the Help menu, and on the HighTower website: http://www.hightowerinc.com/products/enhancements/mb/mbcd.pdf.

PCCharge Manual This manual documents the PCCharge application by GO Software. See the GO Software website at http://www.gosoftware.com for more information.

Manual Description and Location


http://www.hightowerinc.com/products/enhancements/mb/mbcd.pdf



http://www.gosoftware.com

http://www.gosoftware.com

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Point of Sale Professional ConceptsChapter 2

Chapter 2: Point of Sale Professional Concepts explains different concepts you need to know to use your Point of Sale Professional module to the fullest extent.

What is a Cashier in Point of Sale Professional?

A person entering transactions at a register is referred to as a cashier instead of a salesperson. A cashier might be a salesperson. However, salespeople are setup and maintained in the Accounts Receivable module. The term cashier was used to reduce confusion and the overlapping of the term salesperson.

If a cashier and a salesperson are the same person, once a salesperson code is created in the Accounts Receivable module, it may then be assigned to a cashier in Cashier Maintenance in Point of Sale Professional.

Commissions from Point of Sale transactions are updated to the Accounts Receivable module.

What is a Cash Drawer in Point of Sale Professional?

A cash drawer represents a batch of transactions entered in Point of Sale Entry, not the actual cash drawer hardware. By employing a cash drawer batch concept for transactions, each cash drawer is able to retain its autonomy from other cash drawers. This autonomy is important for security but also allows history to be kept by drawer, transaction, and cashier. Therefore, when a cash drawer batch is reconciled, the physical cash drawer may be used again, but the cash drawer batch number may not.

�HINT: If the Accounts Receivable module is integrated with the Point of Sale Professional module, but your company does not issue commissions to cashiers, then assign a salesperson with a zero commission rate to your cashiers.

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What is a Location in Point of Sale Professional?

A location represents an actual store location. A store location is created and maintained in Location Maintenance in the Point of Sale Professional module. The options in Location Maintenance are specific to that location, such as sales tax schedules and bank codes to which deposits will be made.

What is a Register in Point of Sale Professional?

A register represents a terminal in a store location. The register number, derived from the MAS 90/MAS 200 terminal ID, differentiates between registers. The options in Register Maintenance allow each register to be configured to address specific needs, such as default payment types and hardware setups.

What is a Bank Deposit in Point of Sale Professional?

Bank deposits represent when deposit bags are taken to the bank to be deposited. When a cash drawer is reconciled and updated, an entry for the deposit amount of each reconciled cash drawer is created in Bank Deposit Maintenance in Point of Sale Professional not the Bank Reconciliation module. Only when a drawer is selected and updated in Bank Deposit Maintenance will the deposit amount be updated to the Bank Reconciliation module.

What is a Register Pay Out in Point of Sale Professional?

A register pay out represents when money in a cash drawer is used to pay a business expense, such as deliveries. In Cash Drawer Reconciliation, pay outs are totaled and are subtracted from the cash drawer totals.

What is a Register Withdrawal in Point of Sale Professional?

A register withdrawal, also referred to as a safe drop, represents when money in a cash drawer is removed for security purposes. In Cash Drawer Reconciliation, withdrawals remain in the cash drawer totals.

___________________________________________________________

This concludes Chapter 2: Point of Sale Professional Concepts of the Point of Sale Professional manual.

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Installing the Point of Sale Professional ModuleChapter 3

Chapter 3: Installing the Point of Sale Professional Module provides detailed installation instructions, and contains the steps to register the Point of Sale Professional module.

System Requirements

Best Software does set standard system requirements for workstations using MAS 90/MAS 200. See the system requirements determined by Best (www.bestsoftware.com).

Installing Point of Sale Professional

Complete the following steps to install the Point of Sale Professional module.

1 Close all programs.

2 Insert your HighTower Enhancements CD-ROM into your CD-ROM drive. The installation screen appears.

�SPECIAL NOTE: There are optional hardware devices that you can use with the Point of Sale Professional module, including bar code scanners, cash drawers, and credit card processors. For information on how to install these devices, see the Point of Sale Professional Hardware Configuration Manual.

Chapter 3: Installing the Point of Sale Professional Module Point of Sale Professional Manual

http://www.bestsoftware.com

http://www.bestsoftware.com





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3 Select Installations and then select Install Enhancements. The system starts the installation wizard.

4 Click Next from the Welcome window to begin installation.

Welcome Window

Software License Agreement Window


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5 Read the software license agreement and if you agree to the terms, click Yes in the Software License Agreement window.

6 Browse to the location on your computer where your MAS 90/MAS 200 is installed and click Next.

7 Select Point of Sale Professional from the list of HighTower applications and click Next.

Installation Location Window

HighTower Components Window


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A warning dialog box displays reminding you to close MAS 90/MAS 200 before proceeding with the installation.

8 Verify the installation settings and click Next.

9 Click Finish to complete the installation. You may view the Read Me file by selecting the Launch Read Me check box.

Current Settings Window

Finish Installation Window


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System Startup

System Startup is an automatic procedure that must be performed once per company. This procedure is initiated the first time you access Point of Sale Professional for a specific company.

Register the Point of Sale Professional Enhancement

When you try to open the Point of Sale Professional module for the first time, you will need to register the enhancement. You will receive a registration ID and key from your HighTower representative.

1 From the Library Master module Security menu, select Product Registration to access the Product Registration Maintenance window. Click the Register tab.

2 Enter the Serial Number and Unlocking Key for the Point of Sale Professional module. For more information on how to use this window, see the Library Master manual by Best Software.

3 Click Accept when finished.

Product Registration Window


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MAS 200 or MAS 200 for SQL Installations

After the installation or upgrade is completed on the MAS 200 server, you must run the a Client Server Workstation Install on each workstation for each HighTower enhancement that has been installed or upgraded. To run the Client Server Workstation Install, click on the Utilities menu of Library Master.

Click on the Client Server Workstation Install menu option to display the Client Server Workstation Installation window. For each enhancement there are three options that may be selected - Install, Help, and Manual. Select Install (the Help and Manual options are not required). After the options have been selected, click Proceed to install the selected options to the workstation.

Defining the Point of Sale Professional Enhancement

The System Startup occurs when you try to access the Point of Sale Professional module for the first time.

1 Select an option from the Point of Sale Professional module. If the application has not been activated, the following dialog box appears.

2 Click Yes. The Company Maintenance window appears.

MAS 90 Dialog Box

Company Maintenance Window


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3 Click the Activate button. The Activate Application window appears.

4 Select the Point of Sale Professional module and click Proceed. The Module Activation window appears.

5 Accept the location of the files by clicking OK. The application displays a message when the activation is complete.

6 Click OK.

Activate Application Window

�Note:For more information about activating modules, see the Library Master manual by Best Software.

Module Activator Window

MAS 90 Dialog Box


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7 On the Modules menu, click Point of Sale Professional. The following dialog box appears.

8 Click Yes to begin defining files to start Point of Sale Professional. The Change Date window appears.

9 Click OK. You can change the date, but the application defaults to the current account date.

When all data files are defined, you automatically advance to options in the Point of Sale Professional Setup menu. See Chapter 6: Using the Setup Menu for more information about the options in the Setup menu. You will also be able to access the online help.

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This concludes Chapter 3: Installing the Point of Sale Professional Module of the Point of Sale Professional manual.

MAS 90 Dialog Box

Change Date Window


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Migrating Data from the Point of Sale ModuleChapter 4

If your company currently uses the Point of Sale module and is migrating to the Point of Sale Professional module, you must recreate the data from the Point of Sale module to the Point of Sale Professional module. Read all the procedures in Chapter 4: Migrating Data from the Point of Sale Module prior to beginning this process to ensure the Point of Sale Professional module has the correct data.

Migration Procedures

Copy your entire MAS 90/MAS 200 directory before you begin this process. Use the following procedures as a checklist to ensure that Point of Sale Professional will have the correct data.

Recreate Customers in the Accounts Receivable Module

If you did not integrate the Point of Sale module with the Accounts Receivable module, you are required to recreate the customers in Accounts Receivable for the Point of Sale Professional module.

1 Ensure you have a copy of your entire MAS 90/MAS 200 directory.

2 Print the Point of Sale Customer Listing from the Point of Sale module.

3 In the Accounts Receivable module, recreate any relevant customers. See the Accounts Receivable Manual by Best Software for more information.

�NOTE: If you are upgrading to Point of Sale Professional from an accounting system other than MAS 90/MAS 200, contact your HighTower representative for migration procedures.

�WARNING: You MUST backup the entire MAS 90/MAS 200 directory before migrating data from the Point of Sale module to the Point of Sale Professional module.

Chapter 4: Migrating Data from the Point of Sale Module Point of Sale Professional Manual

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Recreate Salespeople in the Accounts Receivable Module

If you did not integrate the Point of Sale module with the Accounts Receivable module, you are required to recreate the salespeople in Accounts Receivable for the Point of Sale Professional module.


2 Print the Salesperson Listing from the Point of Sale module.

3 In the Accounts Receivable module, recreate any relevant salespeople. See the Accounts Receivable Manual by Best Software for more information.

Recreate Payment Types in the Point of Sale Professional Module

You are required to recreate the payment types from the Point of Sale module in the Point of Sale Professional module.


2 Print the Point of Sale Payment Type Listing from the Point of Sale module.

3 Recreate any relevant payment types in the Point of Sale Professional module. See the Payment Type Maintenance section for instructions.

Recreate Orders without Deposits in the Sales Order Module

You are required to recreate orders without deposits from the Point of Sale module in the Sales Order module for the Point of Sale Professional module.


2 Print the Open Order Report and select Order Only from the Order Type to Print selection from the Point of Sale module.

3 Use Sales Order Entry from Sales Order module to enter all the relevant orders. See the Sale Order Manual by Best Software for more information.


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4 Delete all orders entered in step 3 from the Point of Sale module. Deleting the existing orders will ensure that your inventory quantities are correct.

Recreate Orders with Deposits in the Point of Sale Professional Module

You are required to recreate orders with deposits from the Point of Sale module in the Point of Sale Professional module.


2 Print the Open Order Report and select Order Only from the Order Type to Print selection in the Point of Sale module.

3 If a deposit from an order from the Point of Sale module was updated to the General Ledger module, use Point of Sale Professional Entry to enter all the relevant orders including any deposits. See the Enter an Order Transaction section for instructions.

4 If a deposit from an order from the Point of Sale module was not updated to the General Ledger module, use Sales Order Entry to enter all the relevant orders including any deposits. See the Sale Order Manual by Best Software for more information.

5 Delete all orders entered in steps 3 and 4 from the Point of Sale module. Deleting the existing orders will ensure that your inventory quantities are correct. To delete an order with a deposit from the Point of Sale module, enter a negative deposit to offset the existing deposit to zero. You will be able delete the order only when the total deposit on the order is equal to zero.

Recreate Layaways without Deposits in the Point of Sale Professional Module

You are required to recreate layaways without deposits from the Point of Sale module in the Point of Sale Professional module.


2 Print the Open Layaway Report from the Point of Sale module.

3 Using Point of Sale Professional Entry, enter all the relevant layaways. See the Enter a Layaway Transaction section for instructions.


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4 Delete all layaways entered in step 3 from the Point of Sale module. Deleting the existing layaways will ensure that your inventory quantities are correct.

Recreate Layaways with Deposits in the Point of Sale Professional Module

You are required to recreate layaways with deposits from the Point of Sale module in the Point of Sale Professional module.


2 Print the Open Layaway Report from the Point of Sale module.

3 Using Point of Sale Professional Entry, enter all the relevant layaways. See the Enter a Layaway Transaction section for instructions.

4 Delete all layaways entered in step 3 from the Point of Sale module. Deleting the existing layaways will ensure that your inventory quantities are correct. To delete a layaway with a deposit from the Point of Sale module, enter a negative deposit to offset the existing deposit to zero. You will be able delete the layaway only when the total deposit on the layaway is equal to zero.

Recreate Quotes in the Point of Sale Professional Module


2 Print the Open Order Report and select Quote Only from the Order Type to Print selection in the Point of Sale module.

3 Using Sales Order Entry (see the Sale Order Manual by Best Software) or Point of Sale Professional Entry (see the Enter a Quote Transaction section), enter all the necessary quotes.

4 It is not necessary to delete quotes from the Point of Sale module since these transaction types do not affect the inventory quantities.

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This concludes Chapter 4: Migrating Data from the Point of Sale Module of the Point of Sale Professional manual.


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Navigating in Point of Sale ProfessionalChapter 5

Chapter 5: Navigating in Point of Sale Professional contains instructions on how to access specific features of the Point of Sale Professional module. This chapter describes how to access windows in Point of Sale Professional, use the menu bar, and use different button fields available in the module.

Using the Modules Tree

The Point of Sale Professional module displays the menu options in the MAS 90/MAS 200 Modules tab, which contains the "tree-like" view. You can access a window in the Point of Sale Professional module through the tree-like view.

MAS 90 Window

Chapter 5: Navigating in Point of Sale Professional Point of Sale Professional Manual

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Open a Point of Sale Professional Window through the Modules Tree

1 Double-click the Point of Sale Professional module from the Modules tab. The module expands to display all the menu options available in the Point of Sale Professional module.

2 Click on the menu option you want to access. The names of the windows available in the menu appear on the right side of the MAS 90/MAS 200 window.

3 Double-click on the name of the window to open. The system displays the selected window.

Windows Available in the Setup Menu


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Using the Point of Sale Professional Menu Bar

The Point of Sale Professional menu bar is available through the MAS 90/MAS 200 menu bar. You can access the windows in the Point of Sale Professional module through the menu bar.

Open a Point of Sale Professional Window through the Menu Bar

1 From the Modules menu, select Point of Sale Professional.

2 Select the menu option, then select the name of the window. The system displays the window.

After opening the Point of Sale Professional module, the Point of Sale Professional menu appears in the right side of the menu bar. You can access additional Point of Sale Professional windows using this menu bar.

MAS 90 Window

Point of Sale Professional Menu


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Using Button Fields in Point of Sale Professional

The Point of Sale Professional module uses the standard MAS 90/MAS 200 button fields that you use to perform a specific activity. You can also use the keyboard to perform many of the same functions. The following table describes each button and provides the keyboard variation of the button when applicable.

Button Keyboard Description

TAB Advances you to the next field on a window.

ENTER Advances you to the next required field on a window and allows you to save changes.

SPACEBAR You can use the spacebar to clear or select a checkbox field.

BACKSPACE Deletes the information in a field.

ESC Closes the current window.

DELETE Deletes information from a field.

HOME Highlights the first item in a list box or Lookup window.

END Highlights the last item in a list box or Lookup window.

PAGE UP Highlights an item in the previous page of a list box or Lookup window.

PAGE DOWN Highlights an item in the next page of a list box or Lookup window.

F1 in a Field Displays the pop-up help for the current field.

F1 on a Window Displays the help for the entire window.

F2 Displays the Lookup window for the current field. Select an item from the Lookup window and click Select. The item appears in the field.


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F3orALT+L

Displays an alternate Lookup window for the current. This window is usually more tailored for the current field than the general Lookup window. Select an item from the Lookup window and click Select. The item appears in the field.

ALT+X Displays the next number for a record. Click this button to add a new item to Point of Sale Professional.

Displays the maintenance window for the item in the field. For example, if you click on this button in the Customer field on a window, the Customer Maintenance window displays.

The Special Options button opens a window for you to perform a special task associated to the field or window.

ALT+M Displays a memo assigned to a customer or item.

ALT+I Displays a text window to enter or view additional information about an item.

ALT+S Search through a list or Lookup window for items that match a specified search criteria. Use the Search option to limit the number of items in a list or Lookup window.

ALT+Z Displays the details of an item.

ALT+K Displays the customer’s current credit limit.

Displays an image file for a customer contact or a member.

ALT+E Creates an E-mail using the address available in the field.

ALT+Q Launches the MapQuest website for directions to a location.

ALT+U Launches the website listed in the current field.



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Available on the Point of Sale Entry window, this button allows you to search for the price of an item without placing a transaction.

Available on the Point of Sale Entry window, this button allows you to search for an order.

Available on the Point of Sale Entry window, this button displays the Salesperson List. Use this list to change the salesperson for the transaction.

Available on the Point of Sale Entry window, this button displays the Lot/Serial No. - Distribution Entry window.

Available on the Point of Sale Entry window, this button displays the individual items available in a sales kit.

Available on the Point of Sale Entry window, this button displays the Freight Charges window. Use this window to determine shipping charges.

Available on the Point of Sale Entry window, this button allows you to access the details about a customer’s payment information.

Available on the Point of Sale Entry window, this button allows you to suspend a transaction for a customer.

Available on the Point of Sale Entry window, this button allows you to lock the Point of Sale Entry window and cash drawer.

Available on the Point of Sale Entry window, this button allows you to record a withdrawal from a cash drawer.

Available on the Point of Sale Entry window, this button allows you to open a cash drawer without a transaction.

ALT+Q Available on the Point of Sale Entry window, this button allows you to logout of a cash drawer.

Allows you to save a record or an item in a field.



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Allows you to cancel a transaction.

Allows you to delete a transaction.

F4 Allows you to print the information available on a window. This option my display an options window, where you can select the type of data to include in a printout.

CTRL+F5 Many windows display Browse buttons in the lower left corner, to help you browse through existing records. This button displays the first record available.

CTRL+F6 Many windows display Browse buttons in the lower left corner, to help you browse through existing records. This button displays the previous record available.

CTRL+F7 Many windows display Browse buttons in the lower left corner, to help you browse through existing records. This button displays the next record available.

CTRL+F8 Many windows display Browse buttons in the lower left corner, to help you browse through existing records. This button displays the last record available.

ALT+A Saves the information you added or changed in a window.

ALT+C Disregards any changes you entered in a window.

ALT+D Removes the currently selected record from the MAS 90/MAS 200 system.

ALT+P Click this button to print a report, journal, or listing.

ALT+V Click this button to preview a report, journal, or listing before printing it.

Click this button to change the printing configurations for the report, journal, or listing.



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___________________________________________________________

This concludes Chapter 5: Navigating in Point of Sale Professional of the Point of Sale Professional manual.

This button is available on a Lookup window. Click Filters to enter additional filters for the lookup. The text on this button will appear in red, if filters already exist.

This button is available on a Lookup window. Click Custom to create a unique lookup view by adding, removing, and/or modifying columns and filters.

This button is available on a Lookup window. Click Find to activate the search.

Click Select to select a record, or double-click the current line.



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Using the Setup MenuChapter 6Chapter 7

Chapter 6: Using the Setup teaches you how to setup options for your company and how to create and maintain standard data used within the Point of Sale Professional module. The activities in this chapter are performed by a manager or system administrator.

How to Use the Setup Menu

The options available in the Setup menu allow your company to setup company-wide standards. You might not need to use every feature available in the Setup menu. Select only the options your company requires.

This chapter does not describe every procedure that can be completed on a Setup window. This chapter describes each option so you can setup your Point of Sale Professional system quickly and start using the module. Detailed instructions about changing information, deleting information, and printing from the Setup windows are available in the online help. The following instructions provide a quick overview of how to complete these procedures.

Open a Window from the Setup Menu


2 Click on the Setup menu. The names of the windows available in the menu appear on the right side of the MAS 90/MAS 200 window.

Chapter 6: Using the Setup Menu Point of Sale Professional Manual

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Add a Record

1 Enter the new record name or number in the first field on the window.

Each window in the Setup menu, with the exception of the Point of Sale Professional Options window and the Sales Tax Account Maintenance window, allows you to manually enter new information in the first field. The Point of Sale Professional Options window sets the options for the entire module and does not have separate records. You do not create sales tax schedules in the Sales Tax Account Maintenance window. Create sales tax schedules in the Sales Tax Account Maintenance window of the Library Master module (see the Library Master Manual by Best Software). You use the Sales Tax Account Maintenance window to link accounts to sales taxes for the Point of Sale Professional module. You select a sales tax schedule from a Lookup window in the first field.

2 Set the options your company requires from the fields available on the window. See the section in this chapter for detailed information about each option you can set.

3 Click the Accept button to save the changes.

Windows Available in the Setup Menu


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Change a Record

1 Click the button in the first field to select a record account from the Lookup window. The system displays the record’s information in the window.



Delete a Record


2 Click the Delete button. The system displays a warning dialog box similar to the following.

3 Click the Yes button. The record is deleted.


Print a Setup Listing

You can print information from any of the windows available in the Setup menu. These windows provide a listing of the options set or the records available. For many of the windows you can select the type of information to include in the listing. For detailed information about each type of listing, see the online help.

1 Click the button on the window. A Listing window similar to the following appears.

Warning Dialog


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2 Select how to sort the list from the Sort Options field.

3 Select the type of information to include in the list from the remaining fields on the Listing window. For many fields you can select all records or a range of information. For example, in the previous picture you can check All to print all discount codes, or you can use the Lookup windows in the Starting and Ending fields and select specific discounts. If there is a date field available in a Listing window and you want to print information for a particular date, enter the same date in the Starting and Ending fields.

4 Click the Print button to print the list or the Preview button to preview the list.

Point of Sale Professional Options

The module "Options" window, a standard feature available in all MAS 90/MAS 200 accounting software modules, allows you to customize each module to fit your company’s specific accounting requirements. The Point of Sale Professional Options window allows you to select from a wide range of options. Using this feature you tailor the Point of Sale Professional module to suite your business requirements. Configure which MAS 90/MAS 200 modules will integrate with Point of Sale Professional, set standards for cashiers during point of sale entry, and design reports for Point of Sale Professional.

Discount Code Listing Window


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After installing Point of Sale Professional, the system startup process begins and the Point of Sale Professional Options window appears. You can setup the module right after installation and update the configuration whenever required by your business.

The Point of Sale Professional Options window contains four tabs for different configuration settings.

Configure the Standard Point of Sale Professional Options in the Main Tab

The Main tab contains the general settings for the Point of Sale Professional module. Set the MAS 90/MAS 200 modules to integrate with Point of Sale Professional, set the account year and period, configure the next cash drawer and transaction number, and enable other Point of Sale Professional features with the Main tab.

Point of Sale Professional Options Window - Main Tab


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1 Check the modules that will integrate with the Point of Sale Professional module in the Integrate Point of Sale with section. The following table describes each option.

Field Description

Accounts Receivable Check this box to integrate Point of Sale Professional with the Accounts Receivable module. The Accounts Receivable module provides automatic access to the Customer Master file, retrieval of address, terms, discounts, commissions, and sales tax information. It can also provide automatic credit limit checking when processing transactions for customers in the Customer Master file. The system allows for customers on credit by creating open invoices that can be paid through Accounts Receivable Cash Receipts Entry. The Point of Sale Professional module provides quick access to the Customer Master file from the Point of Sale Professional Inquiries menu. When you check this field, the Sales Order field on the Main tab of Point of Sale Options becomes available. The Sales Tax Reporting field becomes unavailable because the information is read from the Accounts Receivable module. The Print Sales Tax Journal in Detail field on the Report Setup tab becomes unavailable because the information is read from the Accounts Receivable module. The Customer Inquiry option in the Inquiries menu becomes available, allowing users to view information from the Customer Master file without changing data.

Bank Reconciliation Check this box to integrate Point of Sale Professional with the Bank Reconciliation module. This option allows deposits and payments processed through Point of Sale Professional to be updated to the Bank Reconciliation Bank Code file. Using Bank Reconciliation with the Point of Sale Professional module provides an easy, accurate means to reconcile banking statements.When you check this field, the Post Deposits by Payment Type field in the POS Entry tab becomes available. The Bank Deposit Maintenance option and the Bank Deposit Register/Update option in the Main menu also become available. The Daily Deposits and Payments recorded in Point of Sale Professional Entry are updated during the Bank Deposit Register/Update.


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2 Select the current fiscal year for the Point of Sale Professional module in the Current Point of Sale Professional Fiscal Year field. This year must reflect the calendar year associated with the current point of sale period. This field and the Current Point of Sale Period field differentiates between the current year and the future year. The information in this field is automatically updated during the Point of Sale Professional period end or year end processing.

3 Select the current accounting period from the Current Point of Sale Period field. This field and the Current Point of Sale Professional Fiscal Year field differentiates between the current year and the future year. The information in this field is automatically updated during the Point of Sale Professional period end processing.

Inventory Management Check this box to integrate Point of Sale Professional with the Inventory Management module. The Inventory Management module allows you to track the sales and purchases of inventory items for costing resale and purchasing purposes. The Inventory Management module provides comprehensive pricing structure incorporating quantity breaks, price overrides, and discounts by item, product line, customer price level, or contract pricing by customer. You can also use Inventory Management to set up and maintain multiple warehouses. You can specify a default (primary) warehouse to check for stock availability when entering transactions. You can also establish a file of alternate items to be substituted for out-of-stock items. The Inventory Management module provides sales kits that can be used to sell a group of component items. Each sales kit can consist of any number of component items, and when sold through a Point of Sale Professional transaction, the component items are added automatically to the transaction. If you have the Multi-Bin Advanced Distribution module installed, it will also be integrated with Point of Sale Professional when you select Inventory Management.

Sales Order Check this box to integrate Point of Sale Professional with the Sales Order module. This field is only available when the Accounts Receivable box is checked. When you check this field, the Allow Discount Rate by Detail Line field in the POS Entry tab becomes unavailable because the information is read from the Sales Order module.

Field Description


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4 Enter the number of the next cash drawer in the Next Cash Drawer Number field. The cash drawer number can be a maximum of 7 characters. The information in this field is automatically incremented when a new cash drawer is created.

5 Enter the number of the next transaction for Point of Sale Entry in the Next Transaction Number field. The transaction number can be a maximum of 7 characters. The information in this field is automatically incremented during a new transaction.

6 Check Sales Tax Reporting to report sales tax through the Point of Sale Professional module. This option is not available when integrating Point of Sale Professional with the Accounts Receivable module. The Point of Sale Professional module will apply the settings defined in the Account Receivable module for sales tax reporting. See the Account Receivable Module Manual by Best Software for more information.

7 Select how to update cash receipts from the Update Monthly Cash Receipts for field. This field is available only when integrating with the Accounts Receivable module. The selection for this field determines the information that is included on the Cash Receipts Report in Accounts Receivable. The following table describes each option.

8 Enter the standard opening cash value for all your locations in the Default Opening Cash field. Managers can override this value for specific cash registers as needed.

Option Description

None None of the payments from Point of Sale Professional will be used to produce the report.

Cust(omer) Payments

Recommended

The Cash Receipts Report will include appropriate Point of Sale Professional data pertaining to customer payments.

All Transactions The Cash Receipt Report will include all the payments from Point of Sale Professional in the report.


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9 Enter the number of days to store data for completed layaways after the last payment has been made in the Number of Days to Retain Completed Layaways field. The number of days can be a maximum of 3 digits. Completed layaways are stored in the Layaway Transaction file. Layaways completed on or before the number of days specified will be automatically purged during period end processing.

10 Enter the number of days before a customer’s credit card expiration date to send a reminder to your employee in the Days before Credit Card Expiration field. The number of days can be a maximum of 3 digits. This feature is useful if your company pre-authorizes credit transactions but does not apply the charges immediately.

11 If using a credit card processing software with Point of Sale Professional, select the software from the Credit Card Processing Software field. Currently, the system only supports PCCharge. See the Point of Sale Professional Hardware Configuration Manual for more information.

12 If using PCCharge with Point of Sale Professional, check Enable Check Verification to verify checks during transaction payment.

13 Check Enable Rental Charges to configure the Point of Sale Professional module to allow rentals. When you check this field, the Rental Charge Code Maintenance, Rental Return Entry, and Rental Return Report/Update options will be available in the Optional menu. Rental transactions will also be available in the Point of Sale Entry window. Point of Sale Professional must be integrated with the Inventory Management module to use the rental feature.

14 Check Rentals Require Membership to require membership for rental charges. This field is available only if the Enable Rental Charges options is selected.

15 Select whether or not to track a customer’s last purchase from the Track Customers Last Purchase field. If you select Yes, the Customer Last Purchase Maintenance option becomes available in the Optional menu. Point of Sale Professional must be integrated with the Accounts Receivable module to use the tracking feature. If integrated with



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Inventory Management, the customer purchase history is tracked for standard inventory items only. If Point of Sale Professional is not integrated with Inventory Management, the customer purchase history is tracked for miscellaneous items only.

Configure How to Post General Ledger Data in the General Ledger Tab

The General Ledger tab allows you to set how to post data from the Point of Sale Professional module to the MAS 90/MAS 200 General Ledger module.

1 Click on the General Ledger tab from the Point of Sale Professional Options window to access the General Ledger options.

2 Check Post to General Ledger in Detail to post the details of discounts, freight charges, and sales taxes to the General Ledger module.

3 Check Post Inventory Item Costs to General Ledger to post inventory costs to the General Ledger module.

4 Check Allow POS Entry of Miscellaneous (/M) Charges to allow cashiers to enter miscellaneous charge values that are not specific to an inventory item.

Point of Sale Professional Options Window - General Ledger Tab


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5 Select a general ledger account for miscellaneous charges from the Sales Account field. This field is only available after checking the POS Entry of Miscellaneous (/M) Charges box.

6 Check Allow POS Entry of Special Items to allow cashiers to enter special items using an asterisk (*).

7 Check Post Special Item Costs to General Ledger to post special item costs to the General Ledger module. This field is only available after checking the POS Entry of Special Items box.

8 Check Default Special Items to Drop Ship to default special items to the drop ship option. This field is only available after checking the POS Entry of Special Items box.

9 Select a general ledger account for special items from the Sales Account field. This field is only available after checking the POS Entry of Special Items box.

10 Select a general ledger account for special items cost of goods from the COGS Account field. This field is only available after checking the POS Entry of Special Items box.

11 Select a purchases account for special items from the Purchases Account field. This field is only available after checking the POS Entry of Special Items box.

Configure Point of Sale Transaction Entry Options

The POS Entry tab allows you to set standards for all cashiers during point of sale entry. You can configure how receipts will look and how to post bank deposits.

1 Click on the POS Entry tab from the Point of Sale Professional Options window to access the point of sale entry options.


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2 Check Allow Discount Rate by Detail Line to allow cashiers to enter discount rates for items line by line. If you check this field, the Extension field in Point of Sale Entry will not be enabled. If you do not check this field, the Extension field will be available and you can change the value just as in the Sales Order module. The Allow Discount Rate by Detail Line field is available only when not integrating with the Sales Order module. If integrated, this information is read from the Sales Order module.

3 Check Display Item Cost in Line Item Details During Entry to display the cost of an item cost during a transaction. This setting is not recommended for the typical retail environment since the window is visible to the customer in many cases, but may be very useful for phone orders, allowing your employees to know exactly how low to set the price while maintaining a profit.

4 Check Require Reasons for Voided Transactions to require the cashier to enter a reason for voided transactions.

5 Check Require Reasons for Return Transactions to require the cashier to enter a reason for a return transaction.

Point of Sale Professional Options Window - POS Entry Tab


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6 Check Browse Contacts with Image in Data Entry to display a photographic image of the customer stored on file, which can be used for verification.

7 Check Post Deposits by Payment Type to post bank deposit information by the payment type. If this option is selected, all payment types (other than cash or check) in each deposit from the Bank Deposit Maintenance will update to the Bank Reconciliation module as individual deposits. Point of Sale Professional must be integrated with the Bank Reconciliation module to use this feature.

8 Select whether to display the name of the Cashier or Salesperson in the Point of Sale Entry window from the Name Displayed in POS Entry field.

9 Check Double Sized to set receipts with the double-sized font.

10 Check Bold Font to set receipts with the bold font.

11 Check Display Last Transaction to display the last transaction on the active receipt, which is helpful for cashiers to determine the amount of change due to a customer.

12 Select how to display an item on a receipt from the Display Item Info As field. Select Item Number only to display only the number of the item, Description only to display only the description of the item, or Description & Item No to display both.

13 Set the colors for each receipt line by clicking on the Colors field and accessing the Color Selections window. Change the foreground and background colors for fields displayed on the receipt.

14 Check Reseller Demo to setup your Point of Sale Professional module in demonstration mode. This option will automatically print preview all forms instead of printing them on a printer. (This option is available only if the Point of Sale Professional module has been registered with a reseller unlocking key.)


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Configure the Reports to Print during the Daily Sales Reports/Updates Process

The Report Setup tab allows you to set which reports to print during the Daily Sales Reports/Updates process.

1 Click on the Report Setup tab from the Point of Sale Professional Options window to access the report options.

2 Check Print Cash Drawer Reconciliation to print a report after verifying a cash drawer reconciliation.

3 Check Include Transaction Detail on Reconciliation to include transaction details on the reconciliation report. This field is only available after checking the Print Cash Drawer Reconciliation box.

4 Check Print Sales Journals by Cash Drawer to print a report of all sales by cash drawer.

5 Check Print Sales Tax Journal in Detail to print sales tax journals in detail. This option is only available when not integrating with the Accounts Receivable module.

Point of Sale Professional Options Window - Report Setup Tab


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6 Check Print Gross Profit Journal to print the gross profit report in detail.

7 If you have Crystal Reports installed, make any changes to the layout of the reports in the Journals field. Click the Edit button to customize the journal report setup. Click the Reset button to restore the report to its original settings.


General Ledger Account Maintenance

The Point of Sale Professional module provides a recap of General Ledger postings that reflect transaction and payment activities for each accounting period. The General Ledger accounts must exist before using the Point of Sale Professional module.

The General Ledger Account Maintenance feature in the Point of Sale Professional module is a copy of the Account Maintenance feature in the General Ledger module by Best Software. If you have not installed the MAS 90/MAS 200 General Ledger module, you must use General Ledger Account Maintenance in the Point of Sale Professional module to enter each General Ledger account to post transactions. If the General Ledger Module is installed, use the Chart of Accounts in the General Ledger module to setup accounts.

This section contains brief instructions on how to create a General Ledger account. For more information, access the online help available in the Account Maintenance window.

The Account Maintenance window contains five tabs for different account settings.


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Create a General Ledger Account

The Main tab contains the general information for the account. Create the account number, select the type of account, and determine the cash flow with the Main tab.

1 Enter a new account number in the Account No. field.

2 Enter the name of the account in the Description field.

3 Select the type of account from the Account Type field. Select either Operating Exp or Interest Exp.

4 Select the type of cash flow from the Cash Flows Code field. Select Operations, Cash, Financing, or Investments.

View an Account’s History

The History tab displays the debit, credit, and balance information for the account.

Account Maintenance Window - Main Tab

�HINT: To create a new account by copying other accounts into one, click the Copy Accounts button.


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• Click on the History tab from the Account Maintenance window to access an account’s balance history.

The account’s information appears in the Account Maintenance window.

Create a Budget for an Account

The Budget tab allows you to create a budget for an account. You can view an account’s current budget, revise the budget, and determine next year’s budget.

1 Click on the Budget tab from the Account Maintenance window to access the account’s budget information.

Account Maintenance Window - History Tab


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2 Enter the budget for the current year in the period fields in the Current Budget column.

3 Enter the revised budget for the current year in the period fields in the Revised Budget column. The column contains any changes you want to make to the current budget.

4 Enter the budget amounts for next year in the period fields in the Next Year Budget column.

Determine an Account’s Variance

The Variance tab displays the variance between the budgeted amounts and the actual amounts for the account.

1 Click on the Variance tab from the Account Maintenance window to access the account’s budget variances.

Account Maintenance Window - Budget Tab

�HINT: You can change a budget by clicking on the Change Budget button. For example, you can change a budget by increasing it by a specific percent.

�HINT: You can copy information from one budget column to another using the Copy Budget button.


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2 Select the budget to compare variances from the Budget field. You can compare the balances for the Current Budget, Revised Budget, Next Year Budget, and Prior Yr Activity.

Review an Account’s Transactions

The Transactions tab allows you to view the list of transactions applied towards the account.

1 Click on the Transactions tab from the Account Maintenance window to access an account’s transactions.

Account Maintenance Window - Variance Tab


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2 To view the details of a transaction, click on the row of the transaction and click the button to access the Journal Drill Down window.


Discount Maintenance

Create discount codes to reduce the total transaction amount during a point of sale transaction. Create discounts for employees, specific types of customers, and to offer specials. Discounts can either be a percentage or dollar amount subtracted from the transaction. You can also set whether or not the cashier can override the discount during transaction entry. Use the Discount Maintenance window to view how often a discount was used during the current accounting period, current year, or previous year.

Account Maintenance Window - Transactions Tab

�HINT: You can determine the type of transactions to display by searching for a specific set of transactions. Click on the Transaction Search button.


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Create a New Discount Code

1 Enter a two-digit code in the Discount Code field. This field accepts alphanumerical values. Do NOT use the code 00 - this code is reserved for Accounts Receivable customers.

2 Enter the description of the code in the Description field.

3 Select the type of discount from the Discount Type field. You can select either Percentage Amount or Dollar Amount.

4 Enter the amount or percentage of the discount in the Discount Percent or Discount Amount field. If you selected Percentage Amount from the Discount Type field, enter the discount percentage in the Discount Percent field. If you selected Dollar Amount from the Discount Type field, enter the discount dollar amount in the Discount Amount field.

5 Select an account to apply discounts to in the Disc. Debit Account field.

�WARNING: You cannot change the 00 discount code. This code is reserved for Account Receivable customers. When a customer is selected in a transaction and the default Discount Amount is set in AR Customer Maintenance, this discount will be applied to the transaction.

Discount Maintenance Window


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6 Check the Allow Override in Point of Sale Entry to allow a cashier to override the discount amount during a point of sale transaction. The Minimum Allowed and Maximum Allowed fields become available.

7 Enter the minimum discount that must be applied to a transaction in the Minimum Allowed field.

8 Enter the maximum discount that can be applied to a transaction in the Maximum Allowed field.


Miscellaneous Charge Code Maintenance

Use the P/2 Miscellaneous Charge Maintenance window to create charge codes, item codes, and comment codes. Create miscellaneous charge codes to cover charges for services, special fees, or other types of sales that do not include inventory items. Create miscellaneous item codes to enter inventory part numbers when the Inventory Management module is not integrated with the Sales Order module. If the modules are integrated, the information is copied from the Sales Order module. Create miscellaneous comment codes to add comments to transaction receipts.

�NOTE: The Point of Sale Professional module updates the Discount Taken fields. It is recommended that you do not manually enter data in these fields. If your company is using Point of Sale Professional for the first time and wants last year’s information from your current system available, you can enter data into these fields.


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Create a Miscellaneous Charge Code

1 Enter a charge code in the Charge Code field. For miscellaneous charges, this code can a maximum of 6 characters.

2 Select Misc. Charge Code from the Type field. The P/2 Miscellaneous Charge Maintenance window displays fields for charge code entry.

3 Enter a description for the charge code in the Description field.

4 Select a charge account to apply the charges to from the Sales Account field.

5 Enter the default amount for a charge in the Standard Charge field.

P/2 Miscellaneous Charge Maintenance Window for Miscellaneous Charge Codes


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6 Select a sales tax from the Tax Class field. You can assign a particular tax class to a charge.


Create a Miscellaneous Item Code

1 Enter a charge code in the Charge Code field.

2 Select Misc. Item Code from the Type field. The P/2 Miscellaneous Charge Maintenance window displays fields for item code entry.

3 Enter a description for the charge code in the Description field.

4 Select a sales account from the Sales Account field. You can apply the item code to a particular sales account.

�NOTE: The Point of Sale Professional module updates the fields in the Period section after period end and/or year end processing. It is recommended that you do not manually enter data in these fields. If your company is using Point of Sale Professional for the first time and wants last year’s information from your current system available, you can enter data into these fields.

P/2 Miscellaneous Charge Maintenance Window for Miscellaneous Item Codes


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5 Select a cost of goods account from the Cost of Goods Account field. You can apply the item code to a particular cost of goods account.

6 Select an inventory account from the Inventory Account field. You can apply the item code to a particular inventory account.

7 Enter the unit of measure for the item in the Unit of Measure field.

8 Enter the standard cost for the item unit in the Standard Unit Cost field.

9 Enter the standard price for the item unit in the Standard Unit Price field.

10 Check Apply Trade Discount to automatically apply a trade discount to this charge.

11 Check Calculate Commission to automatically calculate sales commissions for this charge.

12 Check Drop Ship Item to automatically set this item to be drop-shipped.

13 Select a sales tax from the Tax Class field. You can assign a particular tax class to a charge.


Create a Miscellaneous Comment Code

1 Enter a charge code the starts with C0 in the Charge Code field. Comment codes start with the letter C and the number zero. The P/2 Miscellaneous Charge Maintenance window displays fields for comment code entry.

�NOTE: The Point of Sale Professional module updates the fields in the Period section. It is recommended that you do not manually enter data in these fields. If your company is using Point of Sale Professional for the first time and wants last year’s information from your current system available, you can enter data into these fields.


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2 Enter a description for the comment code in the Description field.


Transaction Type Maintenance

Use the Transaction Type Maintenance window to create different types of transactions that can be made with your Point of Sale Professional module. For example, you can create transaction types such as Sale, Quote, or Layaway Payment. You can also determine how cashiers can enter the transaction into the Point of Sale Entry window. For example, you can determine the tab order of the fields in the Point of Sale Entry window.

The Transaction Type Maintenance window contains two tabs for different transaction settings.

�NOTE: In the Entering Transactions section, each transaction type lists the optimal settings you can set to increase efficiency and reduce cashier mistakes. The optimal settings are listed in gray text boxes in that section.

P/2 Miscellaneous Charge Maintenance Window for Miscellaneous Comment Codes


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Create a Transaction Type

The Main tab contains the general information for the transaction type. Create the transaction type number, select the standard transaction type, determine defaults for the transaction type, and select additional documents to print.

1 Enter a two-digit code in the Transaction Type field.

2 Enter the name for the transaction in the Description field.

3 Select a standard type of transaction from the Standard Type field. This field includes Sale, Layaway Payment, and Return. If the Accounts Receivable module is integrated with the Point of Sale Professional module, Customer Payment is also available. If the Sales Order module is integrated with the Point of Sale Professional module Order and Quote are also available. Additional fields will be available on the Transaction Type Maintenance window if you select Order or Quote.

4 For an order or quote, check Create S/O records after completed transaction to have a cashier enter the order or quote in the Point of Sale Entry window, and have the MAS 90/MAS 200 system create the record in the Sales Order module. This field is available only if Order or Quote is selected in the Standard Type field.

Transaction Type Maintenance Window - Main Tab


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5 For an order or quote, check Use Sales Order Entry for the transaction to have the Point of Sale Professional module to display the Sales Order Entry window for entering the order or quote. This field is available only if Order or Quote is selected in the Standard Type field.

6 Check Gift Receipts to print gift receipts for customers. When you check this field, the drop-down list to the right becomes available. You can select when gift receipts can be applied - for the whole sale, for a line item, or for a specific quantity of the item. Select by Transaction, by Line Item, or by Line Quantity. The Gift Receipts field is available only if Sale is selected in the Standard Type field.

7 Check Address Labels to print either the billing or shipping address. When you check this field, the drop-down list to the right becomes available. Select Ship to Address or Bill to Address.

8 Check User Defined to print additional information as defined by your company. When you check this field, the field to the right becomes available. Enter the data to print.

9 Select a default discount for the transaction in the Discount Code field. When a cashier selects this type of transaction, this discount will be the default and automatically added during point of sale entry.

10 Select a default miscellaneous charge for the transaction in the Misc. Charge field.

Configure Point of Sale Entry Settings for the Transaction Type

The POS Entry tab allows you to set standards for all cashiers during a transaction entry. You can request customer contact confirmation and determine the TAB sequence for transaction entry fields.

1 Click on the POS Entry tab from the Transaction Type Maintenance window to access the Point of Sale Entry options.


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2 Select a transaction code from the Transaction Type field. The transaction type’s information appears in the Transaction Type Maintenance window.

3 Check Automatic Line Completion to enable automatic line completion during a point of sale entry. This feature will automatically apply a quantity of 1 and add the line item to the active receipt each time an item is scanned. Check Automatic Line Completion if you are using bar code scanners.

4 Check Print Sales Tax Detail on Receipt to include detailed sales tax information on customer receipts.

5 Check Allow Negative Quantities, Prices, or Extensions to allow cashiers to enter negative values for item quantities, prices, and extensions during point of sale entry.

6 Check Print Second Copy of the Receipt to set the printer to print an additional copy of the receipt for the transaction.

7 Check Require Customer Number to require that the cashier enters the customer number during point of sale entry.

Transaction Type Maintenance Window - POS Entry Tab


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8 Check Automatic Contact Confirmation to enable automatic contact confirmation. This feature will display a photographic image of the contact to the cashier during point of sale entry.

9 Check Always Use Cashier Salesperson to set the cashier as the salesperson during the transaction. This setting is ignored if a salesperson already entered the transaction and the cashier is updating the information.

10 Check Track Member Attendance to record how often a customer has been in attendance. This option is useful for health clubs.

11 Determine whether or not to combine similar items during a transaction entry. Select Yes, No, or Last Item Only from the Combine Like Items field.

12 Click the Sequence button to change the order of the fields when a user presses the TAB key in the Point of Sale Entry window. The Tab Sequence dialog box appears.

To change the tab order of fields, click on the name of the field and click the button to move the field up or the button to move the field down.

Click OK when finished.


Tab Sequence Dialog Box


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Bank Maintenance

Use the P/2 Bank Code Maintenance window to establish bank accounts for depositing payments. You enter general information about the bank, including the bank address and account number, and determine the general ledger cash account number debited when deposits are updated. Create a maximum of 36 bank accounts.

Create a Bank

1 Enter a one-digit code in the Bank Code field.

2 Enter the bank name in the Description field.

3 Select a general ledger cash account from the Cash Account Number field.

4 Enter the bank number in the Bank ID Number field.

5 Enter the bank address in the Address field.

6 Enter the bank’s zip code in the Zip Code field.

7 Enter the bank’s city in the City field.

8 Enter the bank’s state abbreviation in the State field.

P/2 Bank Code Maintenance Window


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9 Select the bank’s country from the Country field.

10 Enter the name of the bank contact in the Contact field.

11 Enter the contact’s e-mail address in the E-mail Address field.

12 Enter the bank’s web address in the URL Address field.

13 Enter the contact’s phone number and extension in the Telephone and Ext fields.

14 Enter the bank’s fax number in the Fax field.

15 Enter any other additional information about the bank in the Comment field.


Payment Type Maintenance

Use the Payment Type Maintenance window to create different types of payment methods acceptable for a customer to pay for a transaction. For example, you can enter Cash and Check as acceptable payment types. You also configure point of sale entry settings for the payment type, such as opening the cash drawer (usually for a cash payment type) or printing a signature receipt (usually for a credit card payment type).

The Point of Sale Professional module records the history of payments received and refunded for each payment type for the period and year to date, and displays this information on the Payment Type Maintenance window.

The Payment Type Maintenance window contains three tabs for different payment type settings.

�NOTE: If your company integrates Point of Sale Professional with the Accounts Receivable module, the Point of Sale Professional’s Payment Type Maintenance window will be available in both the Point of Sale Professional module and the Accounts Receivable module.


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Create a Payment Type

The Main tab contains the general information for the payment type. Select the accounts for the payment type in the Main tab.

1 Enter a brief name for the payment type in the Payment Type field.

2 Enter the full payment type name in the Description field.

3 Select the general type of payment from the Type field. Select Check, Credit Card, Gift Cert, Terms, Cash On Delivery, or Other.

4 Check Include in Location Bank Deposit to include the payment amounts for the payment type with the bank deposits. If the amounts are included in a bank deposit, the Asset Account field will be unavailable.

5 Select an asset account to store the payment amounts from the Asset Account field. This field is not available if the Include in Location Bank Deposit field is checked.

�NOTE: The Cash On Delivery and Other payment types cannot be selected during Point of Sale Entry.

Payment Type Maintenance Window - Main Tab


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6 Select an account to store over/under amounts for the payment type from the Over/Short Account field.

7 Select an accounts receivable asset account for the bank deposits from the A/R Asset Account field. This field is only available if the Include in Location Bank Deposit field is checked.

8 Select the accounts receivable category for the payment type from the A/R Category field. Select either Deposit or Payment to use deposit processing or credit card processing. Select Deposit to trigger the transfer of funds when the order is entered. A deposit category transaction will be fully processed as a sale when the Authorize Now or Accept button is clicked in Sales Order Entry or Sales Order Invoice Data Entry and a deposit amount is entered. Select Payment to trigger the transfer of funds when the invoice is updated during the Sales Journal update. A payment category will first be pre-authorized when the Authorize Now or Accept button is clicked in Sales Order Entry or Sales Order Invoice Data Entry. When the sales journal is updated, a payment category card will be post-authorized (the transaction will be sent to PCCharge). The A/R Category field is available only if Credit Card is selected at the Type field.If entering a deposit with a credit card on an order in Point of Sale Professional, it is treated as a Deposit type category. Deposits trigger the transfer of funds when the order is entered. A deposit category transaction will be fully processed when the Authorize Now or Accept button is clicked in Point of Sale Entry and a deposit amount is entered.

Configure Point of Sale Entry Settings for the Payment Type

The POS Entry tab allows you to set standards for all cashiers during Point of Sale Professional transaction entry. You can set information requirements such as credit card numbers and driver license numbers, and print additional copies of a receipt.

�NOTE: The Point of Sale Professional module updates the Payments Received and Payments Refunded fields. It is recommended that you do not manually enter data in these fields. If your company is using Point of Sale Professional for the first time and wants last year’s information from your current system available, you can enter data into these fields.


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1 Click on the POS Entry tab from the Payment Type Maintenance window to access the point of sale entry options.

2 Check Open Cash Drawer to set the cash drawer to open when a customer pays for a transaction with the payment type. For example, check this field for a cash payment type, so the drawer will open for the cashier to retrieve the change.

3 Check Print a Second Copy of the Receipt to print an additional copy of a receipt for the payment type.

4 Check Print a Signature Line on the Receipt to print a line for the customer’s signature. You may want to check this field for a credit card payment type.

5 If your company is using a check or credit card authorization process software, you can disable the verification process. Check Disable Verification if you do not want the authorization process software to verify the information automatically.

6 Check the Check Number Entry Required to require cashiers to enter the number of check during transaction entry. This field is only available for the check payment type.

Payment Type Maintenance Window - POS Entry Tab


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7 Check Drivers License Required to require cashiers to enter the customer’s driver’s license number during transaction entry. This field is only available for the check payment type.

8 Check Credit Card Number to require cashiers to enter a credit card number during transaction entry. This field is only available for the credit card payment type.

9 Check Validation Number to require cashiers to enter the credit card validation number (usually 3-4 digit code on the back of the credit card) during transaction entry. This field is only available for the credit card payment type.

10 Check Confirm Last 4 Digits to require cashiers to re-enter the last four digits of the credit card number during transaction entry. This field is only available for the credit card payment type.

11 Check Name to require cashiers to enter the customer’s name during transaction entry when a customer pays with a check or credit card.

12 Check Address to require cashiers to enter the customer’s address during transaction entry when a customer pays with a check or credit card.

13 Check Zip Code to require cashiers to enter the customer’s zip code during transaction entry when a customer pays with a check or credit card.

Configure the Bank Information for the Credit Card Payment Type

The Credit Card tab allows you to set credit card authorization information, if your company is using a credit card processing application. Many of the settings in the Credit Card tab will be configured during hardware installation, especially if your company uses PCCharge™ as a credit authorization process tool. See the Point of Sale Professional Hardware Configuration Manual by HighTower or the PCCharge Manual by GO Software for more information.

You must create a payment type for each credit card type your company accepts. For example, if a customer pays with a Visa credit card but your company does not have a Visa payment type available in Point of Sale Professional, the cashier will receive an invalid swipe.






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1 Click on the Credit Card tab from the Payment Type Maintenance window to access the credit card information.

2 Select the credit card company in the Credit Card Company field. You must select the correct credit card. Credit card companies use different numbers so be sure to select the correct company. When you select the credit card company, only certain credit card numbers and lengths are accepted as valid entries. The following table lists the different numbers accepted by the major credit card companies.

Credit Card Company Card Number Starts with . . .

Card Number Length

American Express 34 15

Diner’s Club/Carte Blanche 30 14

36 14

38 14

Discover 6011 16

JCB 2131 15

1800 14

Payment Type Maintenance Window - Credit Tab


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3 Click the button in the Merchant ID field to search for a merchant ID. DO NOT MANUALLY ENTER THE MERCHANT NUMBER. The Merchant ID’s window appears.

Select the correct ID and click the OK button. The processor code will automatically display in the Processor Code field.

4 Enter the credit card discount percentage in the Discount Percent field. This information is used to calculate credit card expense.

5 Enter the bank fees for a credit card transaction in the Per Transaction Fee field. This information is used to calculate credit card fees.

6 Enter the number of days before the authorization expires in the Authorization Term field.

7 Select a general ledger account to accrue credit card fees from the Fees Accrual Acct field.


JCB continued 3 16

MasterCard 5 16

Visa 4 13

Credit Card Company Card Number Starts with . . .

Card Number Length

Merchant ID’s Window


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Configure the Check Payment Type

The Credit Card tab also allows you to set check verification information, if your company is using a verification processing application. Many of the settings in the Credit Card tab will be configured during hardware installation, especially if your company uses PCCharge™ as an authorization process tool. See the Point of Sale Professional Hardware Configuration Manual by HighTower or the PCCharge Manual by GO Software for more information. Before starting, you must have the following:

• Site ID number from a check processing company, such as Telecheck.

• Modem (external modem is recommended) attached and configured on the server or where PCCharge Payment Server has been installed.

• Select Enable Check Verification on the Point of Sale Professional Options window.

After you have obtained a Site ID number from the check processing company, enter this number in the PCCharge Payment Server program and the Point of Sale Professional module. To configure the check processing within PCCharge, see the PCCharge Payment Server Manual by GO Software. To configure check processing within Point of Sale Professional, complete the following steps.





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1 Click on the Credit Card tab from the Payment Type Maintenance window to access the check verification information.

2 Manually enter the Site ID provided by your check processing company in the Merchant ID field. The Lookup available in this field will NOT display the Site ID - you MUST enter it.

3 Enter the processor code for the check processing company in the Processor Code field. Enter the processor code that corresponds to the Site ID.


Sales Tax Account Maintenance

Use the Sales Tax Account Maintenance window to enter registration numbers, exemption numbers, and to select a sales tax account number for Point of Sale Professional for tax codes. You cannot create Tax Codes in the Sales Tax Account Maintenance window. Tax codes are created in the Sales Tax Account Maintenance window of the Library Master module (see the Library Master Manual by Best Software).

Payment Type Maintenance Window - Credit Tab


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Selecting an account for a tax codes in the Point of Sale Professional Sales Tax Account Maintenance window overrides the account selected in the Accounts Receivable Division Maintenance window and Point of Sale Professional Location Maintenance window.

When a tax code is selected on a transaction, the Point of Sale Professional Sales Journal will post the sales tax account in the following order: (1) Point of Sale Professional’s Sales Tax Account Maintenance, (2) Accounts Receivable’s Division Maintenance if a customer is entered on a transaction, and (3) Point of Sale Professional’s Location Maintenance. The Point of Sale Professional Sales Journal updates to the sales tax account found in the order of preference. For example, if an account is selected in Point of Sale Professional Sales Tax Account Maintenance, that account will be used. If no tax codes are selected in Point of Sale Professional Sales Tax Account Maintenance or in Accounts Receivable Division Maintenance, then the account from Point of Sale Professional Location Maintenance will be used.

Create a Sales Tax Account

1 Click the or button in the Tax Code field to select a sales tax code. The sale tax account’s information appears in the Sales Tax Account Maintenance window.

2 Enter a registration number for the sales tax account in the Registration Number field.

3 Enter an exemption number for the sales tax account in the Exemption Number field.

Sales Tax Account Maintenance Window


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4 Select a general ledger account from the P/2 Sales Tax Account field. This account will contain the taxes from Point of Sale Professional transaction.

5 Select a general ledger account from the A/P Sales Tax Account field. This account will contain the taxes for the Accounts Payable module.

6 Select a general ledger account from the A/P Use Tax Account field. This account will contain the taxes for the Accounts Payable module.

7 Select a general ledger account from the Non-Recoverable Tax Account field. This account will contain the taxes not recoverable.


Location Maintenance

Use the Location Maintenance window to set standards for different business locations. For example, if your company owns several stores, you can set different tax schedules to use, different warehouses to search for items, and different opening cash amounts for cash drawers at different locations.

The Location Maintenance window contains four tabs for different location settings.


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Create a Location

The Main tab contains the general information for the location. Select the warehouse the location will use, the shipping method used, and the tax schedule.

1 Enter a code for the location in the Location field.

2 Enter the full location name in the Description field.

3 Select a bank from the Bank field. The location will send deposits to the selected bank.

4 Select a sales tax schedule from the Tax Schedule field. The location will default to the selected tax schedule during a transaction.

5 Select a shipping method from the Ship Via field. The location will default to the selected shipping method during a transaction.

6 Select a warehouse from the Warehouse field. The location will default to the selected warehouse when searching for the availability of products.

Location Maintenance Window - Main Tab


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7 Select the item pricing method the location will use from the Item Pricing field. Select either Standard Price or Retail Price. If you select Retail Price, the Customer Transactions use Standard Price field becomes available.

8 Check Customer Transactions use Standard Price to set the pricing for customers to the standard price. This field is only available if Retail Price is selected in the Item Pricing field.

9 Enter the price level that the location will use for item pricing in the Price Level field. The customer’s price level is set as the highest priority.

10 Check Limit Transactions to this Warehouse Only to set all transactions for the warehouse selected in the Warehouse field. If this option is selected, the location will not be able to use other warehouses to fill the quantity during a transaction.

Configure the Location’s General Ledger Accounts

The General Ledger tab allows you to select the accounts for the location.

1 Click on the General Ledger tab from the Location Maintenance window to access the General Ledger options.

Location Maintenance Window - General Ledger Tab


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2 Select a journal as a transaction source for the location from the Source Journal field.

3 Select a shipping account for the location from the Freight Account field.

4 Select a sales tax account for the location from the Sales Tax Acct field. When a tax code is selected on a transaction, the Point of Sale Professional Sales Journal will post the sales tax account in the following order: (1) Point of Sale Professional’s Sales Tax Account Maintenance, (2) Accounts Receivable’s Division Maintenance if a customer is entered on a transaction, and (3) Point of Sale Professional’s Location Maintenance. The Point of Sale Professional Sales Journal updates to the sales tax account found in the order of preference. For example, if an account is selected in Point of Sale Professional Sales Tax Account Maintenance, that account will be used. If no tax codes are selected in Point of Sale Professional Sales Tax Account Maintenance or in Accounts Receivable Division Maintenance, then the account from Point of Sale Professional Location Maintenance will be used.

5 Select an account for layaway deposits for the location from the Layaway Deposit field.

6 Select an account for the location’s opening cash from Opening Cash Acct field. This account offsets any opening cash that is not used in the next cash drawer during reconciliation (see the Reconcile a Cash Drawer section for details). For example, if a cash drawer is supposed to start with $150 but a next cash drawer is set for $100, the remaining $50 is added to the opening cash account to account for the funds.

7 Check the accounts to substitute the warehouse segment value in the Warehouse Segment Value field. The segment value is listed. Check the accounts you want to add the value to. The accounts include: Discount Account, Freight Account, Credit Card Fee Account, Non-Warehouse Line Item Sales Account, Non-Warehouse Line Items COGS Account, Non-Warehouse Line Items Purchases Account, Sales Tax Account, Over/Short Account, and Withdrawal Expense Account.


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Configure Point of Sale Entry Settings for the Location

The POS Entry tab allows you to set standards for cashiers during transaction entry at the location. You can allow cashiers to do their own cash drawer reconciliation, set a standard amount for an opening cash drawer, and allow cashiers to create back orders on items not in stock.

1 Click on the POS Entry tab from the Location Maintenance window to access the Point of Sale Entry options.

2 Check Layaways Allowed at this Location to set the location to accept layaways.

3 Check Use Sales Tax Schedule from Customer to allow the location to use the customer’s sales tax schedule instead of the tax schedule set in the Main tab of the Location Maintenance window.

4 Check the Check Quantity on Hand During Entry box to set the Point of Sale Professional module to check the quantity of an item during a transaction.

5 Check Reconciliation performed by Cashiers to set the location to have the cashiers complete the cash drawer reconciliation process rather than a manager.

Location Maintenance Window - POS Entry Tab


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6 Check Launch Reconciliation selected by Default to set the location to have the Launch Reconciliation option selected when a cashier logs out of the cash drawer.

7 Enter the default cash drawer amount for the location in the Default Opening Cash field. If you do not enter information in this field, the system uses the default set in the Point of Sale Professional Options window.

8 Enter a password to allow cashiers to sell items below the standard cost in the Password to Sell Item Below Cost field.

9 Determine whether or not cashiers can create back orders for items not in stock from the Create Back Orders field. Select Yes if they can create back orders, or No if they cannot.

10 Determine how a cashier handles a transaction for an over-the-limit customer from the Over Credit Limit Customers field. You can select cannot continue the Transaction, can continue the Transaction, can continue without Term payments, or can continue with initial warning.

Configure Forms for the Location

The Forms tab allows your company to select which graphical or non-graphical forms to use at a specific location. You can also use this tab to create and edit forms.


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1 Click on the Forms tab from the Location Maintenance window to access the forms.

The Forms tab lists the default forms for each type of transaction or report. You can select another form, create a new form, change a form, or reset to the Point of Sale Professional default forms. The number of the selected form appears in the Form field. There are two types of forms - graphical and non-graphical.

Graphical Forms

All graphical forms are designed with Crystal Reports.

Location Maintenance Window - Forms Tab


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• To select a form - Click the button in the Find field to access the Forms Code list.

Select the form you want and click the Select button. The Forms tab contains the selected form for the report.

• To create a new form - Click on the button in the New field. The New Form dialog box appears.

Enter a code for the form in the New Form Code field and enter a description. Click the OK button when finished. The Crystal Reports application starts. Use this application to design the form. When you save the new form, the Forms tab will display the new form for the report.

• To change a form - Click on the button in the Edit field. The Crystal Reports application starts. Use this application to redesign the form. When you save the form, the Forms tab will display the changed form for the report.

�NOTE: Do not change Form Code 1. Create a new code number.

Forms Code List

New Form Dialog Box


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Click the Accept button to save the changes. The Location Maintenance window closes.

• To reset Point of Sale Professional to use the default forms - Click on the button in the Reset field. The following warning appears.

Click Yes and the forms will be reset to the default configuration.

Non-Graphical Forms

You can print to non-graphical forms for all transaction report types except for Withdrawals & Register Payouts (type W) and Cash Reconciliation Worksheet forms (type X). You can add and change non-graphical forms, but you cannot reset non-graphical forms from the Forms tab. You can reset these forms when in the actual form.

• To select a form - Clear the x in the CRW field, and then click the Rcpt field (x appears in Rcpt field). Click the button in the Find field to access the System Form list.

Warning Dialog

System Form List


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Select the form you want and click the Select button. The Forms tab contains the selected form for the report.

• To create a new form - Clear the x in the CRW field, and then click the Rcpt field (x appears in Rcpt field). Click on the button in the New field. The New Form dialog box appears.

Enter a code for the form in the New Form Code field and enter a description. Click the OK button when finished. The Transaction Printing window appears.

�NOTE: Do not change Form Code 1. Create a new code number.

New Form Dialog Box

Transaction Printing Window


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Enter messages to print on the form in the Line Message field. To change the print details and the field information that is printed, click the Form button to access the Forms Customization window.

Use the Forms Customization window to change the printing size and to add or remove fields from the form. See the MAS 90 Manual or MAS 200 Manual by Best Software for more information about this window.

Forms Customization Window


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To change the layout of price fields, click the Options button on the Transaction Printing window to access the Form Options window.

Change the number of spaces or add commas in any of the price fields. Click the OK button when finished.

• To change a form - Click on the button in the Edit field. The Transaction Printing window appears. Use this window to redesign the form. When you save the form, the Forms tab will display the changed form for the report.


Department Maintenance

Use Department Maintenance window to define departments within your store for the Point of Sale Professional module. Your company will be able to determine the amount of profits earned by different store departments.

Form Options Window


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Create a Department

1 Enter a code in the Department field.

2 Enter the department name in the Description field.


Register Maintenance

Use the Register Maintenance window to define the registers used with the Point of Sale Professional module. Each register has its own ID number (created from the MAS 90/MAS 200 terminal ID), description, and location. You can also define a printer, pole display, cash drawer, and product scale for a register.

The Register Maintenance window contains three tabs for different terminal settings.

Create a Register

The Main tab contains the general information for the register. Select the location of the register, the department using the register, and the default transaction type and payment type.

Department Maintenance Window


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1 Enter a code for the register in the Register ID field. Click the button to access the code for the current terminal.

2 Enter a description for the register in the Description field.

3 Select a location from the Location field. The register will be available for the selected location.

4 Select a company division from the Department field. The register will be used by the selected department.

5 Select a default transaction type from the Transaction Type field. The register will default to the selected transaction type. For example, for a cashier in the layaway department, the register can default to the Layaway Payment transaction.

6 Select a default payment type from the Payment Type field. The register will default to the selected payment type. For example, you can select Cash as the default payment type.

Register Maintenance Window - Main Tab


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Configure the Register’s Devices

The Devices tab allows you to configure different devices for the terminal, including pole displays, product scales, touch screen keypads, and cash drawers.

1 Click on the Devices tab from the Register Maintenance window to access the devices options.

2 Select a pole display the register will connect to from the Pole Display field.

3 Select a scale the register will connect to from the Product Scale field.

4 Check Enable Touch Screen Keypad to set the register to use a touch screen keypad during a transaction.

5 Select the default cash drawer for the register from the First Cash Drawer field.

�NOTE: For detailed information about configuring devices such as pole displays and cash drawers for Point of Sale Professional, see the Point of Sale Professional Hardware Configuration Manual.

Register Maintenance Window - Devices Tab



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6 Select a backup cash drawer for the register from the Second Cash Drawer field.

Configure the Printers for the Register

The Printing tab allows you to set which printer the register will use to print a transaction receipt.

1 Click on the Printing tab from the Register Maintenance window to access the printer options.

2 Check Print for the specific transaction to set the register to print the transaction immediately after it is completed.

3 Check Prompt for the specific transaction to set the register to prompt the cashier before printing a completed transaction.

4 Select a printer for the register from the Printer field.


�NOTE: For detailed information about configuring printers for Point of Sale Professional, see the Point of Sale Professional Hardware Configuration Manual.

Register Maintenance Window - Printing Tab




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Cashier Maintenance

Use the Cashier Maintenance window in Point of Sale Professional to define cashiers for your company and assign them to specific locations. You can also determine what activities the cashier is allowed to do during transaction entry.

The Cashier Maintenance window contains five tabs for different cashier settings.

Create a Cashier

The Main tab contains the general information about the cashier. Enter the name of the cashier, password, and location.

1 Enter the cashier’s login name in the Cashier field.

2 Enter the cashier’s full name in the Name field.

3 Select the MAS 90/MAS 200 user from the User Code field. The cashier must first be a MAS 90/MAS 200 user before being a cashier.

4 Enter a password for the cashier in the Password field.

Cashier Maintenance Window - Main Tab


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5 Select the store location from the Location field.

6 Select a salesperson from the Salesperson field. If the cashier is also a salesperson, select the cashier from the Salesperson list. MAS 90/MAS 200 salespeople can be configured for commissions. This option is available only if the Point of Sale Professional module is integrated with the Accounts Receivable module.

Configure Point of Sale Entry Settings for the Cashier

The POS Entry tab allows you to set standards for the cashier during transaction entry. You can determine if the cashier can open the drawer without a transaction, if the cashier can void transactions, and if the cashier can override prices.

1 Click on the POS Entry tab from the Cashier Maintenance window to access the Point of Sale Entry options.

2 Check Allowed to Open Drawer without Transaction to allow the cashier to open the cash drawer without starting a transaction.

3 Check Allowed to Suspend Transactions to allow the cashier to halt a transaction and return to it when a customer is ready to finish the transaction.

Cashier Maintenance Window - POS Entry Tab


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4 Check Print Transaction on complete Payment to print transactions after the customer payment.

5 Check Allowed to make Withdrawals and Payouts to allow the cashier to withdrawal money from a register. This option is usually set for a manager or a customer service cashier.

6 Check Allowed to Void Transactions to allow the cashier to void a transaction in progress without the approval of a manager.

7 Check Allowed to Void a completed Transaction to allow the cashier to void a transaction already completed without the approval of a manager.

8 Check Allowed to Change the Discount Code to allow the cashier to change a discount during a transaction without the approval of a manager.

9 Check Allowed to Add New Line Items to allow the cashier to create an item number that does not exist in the system during the transaction.

10 Check Allowed to Add New Reason Codes to allow the cashier to enter a new reason for a transaction void or return.

11 Check Allowed to Override the Item Price to allow the cashier to enter a different price for an item.

12 Select how much access the cashier can have when viewing past transactions from the Transaction History Access field. Select None for no access, ALE Listing to allow the cashier to view a list of transactions, or Full Inquiry to all the cashier to have full access to past transactions.

13 Select how much access the cashier can have to customer information from the Customer Data Access field. Select None for no access, Inquiry Only to view customer information, Maintenance Only to update customer information, Inquiry and Maintenance to view and update customer information, or Full Customer Access to allow a cashier full access to customer information.

14 Check Allowed to Add a Customer in POS Entry to allow the cashier to create a new customer during a transaction.


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15 Select how much access the cashier can have to customer memo information from the Customer Memo Access field. Select None for no access, Warning Only to view warning messages about customers, Memo Inquiry to view customer memos, or Maintain Memo to allow a cashier full access to customer memo information.

View an Cashier’s History

The History tab displays the cashier’s sales information for the period to date, year to date, last year, and future periods.

• Click on the History tab from the Cashier Maintenance window to access a cashier’s history.

Determine a Cashier’s Sales Information by Transaction Type and Period

The Summary tab displays the cashier’s sales information for each type of transaction. This tab displays the number of sales, the number of sales per hour, the number of transactions, and the number of voids.

1 Click on the Summary tab from the Cashier Maintenance window to access a cashier’s transaction amounts.

Cashier Maintenance Window - History Tab


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2 Select the transaction period to view from the Period field. You can view the Period to Date, Year to Date, Last Year, and Next Period.

Review a Cashier’s Cash Drawer Details

The Detail tab displays all the cash drawers the cashier used, the date, location, number of transactions, closing variance, the number of opens, and the number of hours.

1 Click on the Detail tab from the Cashier Maintenance window to access a cashier’s cash drawer information.

Cashier Maintenance Window - Summary Tab


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2 To view the individual transactions on a cash drawer, click on the row of the cash drawer and click the button to access the Detail Transactions window.


Manager Maintenance

Use the Manager Maintenance window to define managers for your company. The Manager Maintenance window contains two tabs for different manager settings. There are certain rights that all managers have. All the rights available in Cashier Maintenance are automatically assigned to the manager. The following rights are also automatically assigned to a manager:

• Allowed to Void Transactions - Managers can void transactions even if the option is not selected in Cashier Maintenance.

• Allowed to Void a Completed Transaction - Managers can void completed transactions even if the option is not selected in Cashier Maintenance.

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• Allowed to Change the Discount Code - Managers can apply discounts to transactions even if the option is not selected in Cashier Maintenance.

• Allowed to Override the Item Price - Managers can override item prices even if the option is not selected in Cashier Maintenance.

• Allowed to Create a Customer during Point of Sale Entry - Managers can create customers during Point of Sale Entry even if the option is not selected in Cashier Maintenance.

• Allowed to Open the Cash Drawer without a Transaction - Managers can open cash drawers even if the option is not selected in Cashier Maintenance.

• Allowed to Make Withdrawals and Payouts - Managers can withdraw funds from a cash drawer even if the option is not selected in Cashier Maintenance.

The following manager features are available only to managers and cannot be assigned to standard cashiers.

• Logon into a Locked Cash Drawer - Managers can logon and unlock a cash drawer that has been locked by a cashier.

• Allow a Customer Transaction - Managers can override the customer credit warning and allow a customer transaction even if the Over Credit Limit Customers field is set to not continue the transaction in Location Maintenance.

• Select Payment Types - Managers can select certain payment types that are unavailable to the cashier if the Over Credit Limit Customers field is set to not continue the transaction in Location Maintenance. Managers can select the over credit payment type.

• Void a Transaction without a Reason Code - Managers can void transactions without a reason even if the Require Reasons for Void is selected in Point of Sale Professional Options.


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• Allow items to be sold below cost - If a password is set in the Password to Sell Item Below Cost field in Location Maintenance, managers will be able to login at the Password to Sell Item Below Cost dialog and override the password set in Location Maintenance, allowing the item to be sold below cost.

Add a Manager

The Main tab contains the general information about the manager. Enter the manager name, password, and location.

1 Enter a login name for the manager in the Manager field.

2 Enter the full name of the manager in the Name field.

3 Enter a password for the manager in the Password field.

4 Select the manager’s store location from the Location field. Leave this field blank to configure the manager for all locations.

Configure Point of Sale Entry Settings for a Manager

The POS Entry tab allows you to determine the customer information a manager can access.

Manager Maintenance Window - Main Tab


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1 Click on the POS Entry tab from the Manager Maintenance window to access the Point of Sale Entry options.

2 Check Access to Customer Inquiry to allow the manager to view customer information.

3 Select how much access the manager can have to customer memo information from the Customer Memo Access field. Select None for no access, Memo Inquiry to view customer memos, or Maintain Memo to allow a manager full access to customer memo information.


Reason Code Maintenance

Use the Reason Code Maintenance window to assign reasons a customer would void or return a transaction. Your company must create reason codes if the Require Reasons for Voided Transactions field is checked in the POS Entry tab of the Point of Sale Professional Options window.

Manager Maintenance Window - POS Entry Tab


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Create a Reason Code

1 Enter a short but descriptive code in the Reason field.

2 Enter the full reason in the Description field.

3 Select the type of cancel the code can be used for from the Type field. Select Void, Return, or Both.


Register Pay Out Maintenance

Use Register Pay Out Maintenance window to define reasons a cashier would have to make a purchase with the funds available in the cash drawer.

Create a Pay Out Code

1 Enter a short but descriptive code in the Pay Out Code field.

2 Enter the full reason for a pay out in the Description field.

Reason Code Maintenance Window

Register Pay Out Maintenance Window


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3 Select a general ledger account to be used for the pay outs from the G/L Account field.


___________________________________________________________

This concludes Chapter 6: Using the Setup Menu of the Point of Sale Professional manual.


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Using the Main MenuChapter 8Chapter 9

Chapter 7: Using the Main Menu teaches managers how to setup cash drawers for cashiers, how to logon to registers as managers, how to reconcile a cash drawer at the end of a shift, and how to pull money from drawers for a bank deposit. It also teaches cashiers how to enter transactions, cancel transactions, and cancel layaways.

How to Use the Main Menu

The Main menu is feature-rich and used by several types of users including managers and cashiers. You might not need to use every feature available in the Menu menu.

This chapter does not describe every procedure that can be completed on a Main window. For example, this chapter does not include detailed instructions on how to print or change information from certain windows available in the Main menu. Detailed instructions about changing, deleting, and printing information from the Main windows are available in the online help. The following instructions provide a quick overview of how to complete these procedures.

Open a Window from the Main Menu


�NOTE: All procedures for the Point of Sale Entry window are included in both the manual and online help.

Chapter 7: Using Main Menu Point of Sale Professional Manual

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2 Click on the Main menu. The names of the windows available in the menu appear on the right side of the MAS 90/MAS 200 window.


Select Items from a Lookup List

Many fields in the Main menu feature a Lookup list. These lists allow you to select data for the field.

• Click the button in the first field to select an item from the Lookup window. The system displays the information in the field.

Delete a Record





Windows Available in the Main Menu

Warning Dialog

Chapter 7: Using the Main Menu Point of Sale Professional Manual

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Print from a Window

You can print information from many of the windows available in the Main menu. These windows provide a listing of the options set or the records available. For many of the windows you can select the type of information to include in the listing. For detailed information about each type of listing, see the online help.



3 Select the type of information to include in the list from the remaining fields on the Listing window. For many fields you can select all records or a range of information. For example, in the previous picture you can check All to print all cash drawers, or you can use the Lookup windows in the Starting and Ending fields and select specific cash drawers. If there is a date field available in a Listing window and you want to print information for a particular date, enter the same date in the Starting and Ending fields.

4 Click the Print button to print the list or the Preview button to print preview the list.

Cash Drawer Listing Window


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Cash Drawer Maintenance

Use the Cash Drawer Maintenance window to create a cash drawer and assign the drawer to a specific cashier or location, and to change the status of a cash drawer if required. You can also use the Cash Drawer Maintenance window to print a list of cash drawers.

Cash Drawer Maintenance allows multiple cashiers to complete transaction simultaneously. Each drawer can be updated individually without affecting the other cashiers and drawers.

Create a Cash Drawer

1 Click the button in the Cash Drawer field to create a cash drawer with the next available cash drawer number. The next cash drawer number appears in the Cash Drawer field. You can also click the button to select a cash drawer that was created from another cash drawer from a previous shift (see the Reconcile a Cash Drawer section). The number of the original cash drawer appears in the Created From field. When you create the cash drawer, the fields on the Cash Drawer Maintenance window become available.

2 Enter any comments about the cash drawer in the Comment field. You can enter a maximum of a 30 alphanumeric code in the Comment field. Enter specific information relevant to the cash drawer such as the location within the store (example - Back Register). If you enter a comment in Cash Drawer Maintenance, it will be available in the next cash drawer created in Cash Drawer Reconciliation.

Cash Drawer Maintenance Window

�HINT: If creating a cash drawer for a day other than the current account date, enter or select the date from the Date field.


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3 Enter the starting cash drawer amount in the Opening Cash field. Opening cash is the cash available in the drawer before starting transactions. This field defaults to the amount entered in the Default Opening Cash field in Point of Sale Professional Options. If you select a location in the Location field, this field defaults to the amount in the Default Opening Cash field of Location Maintenance.

4 Check Allow Multiple Registers to open this Cash Drawer to set more than one register to use the same cash drawer.

5 Select the store location for the cash drawer from the Location field.

6 Select the cashier that will use the cash drawer from the Cashier field. If a drawer is assigned to a cashier, only that cashier will be able to use that cash drawer, unless the Allow Multiple Registers to open this Cash Drawer option is selected.

7 Click the Accept button to save the changes. The cashier will be able to log into Point of Sale Professional with the cash drawer.

Change the Status of a Cash Drawer

You can change the status of some cash drawers. When you create a cash drawer, the status is set to Ready. This status cannot be changed except when a cashier logs into the cash drawer. When a user is using a cash drawer, the status is set to Open. When a cashier logs off a cash drawer, the status is set to Closed. A cash drawer that is closed and has been reconciled is set to Reconciled. You cannot manually change the status of the cash drawer to Reconciled.

You can change a cash drawer set to Open to Closed.

1 Select an opened cash drawer from the Cash Drawer field. The Cash Drawer Maintenance window displays the selected cash drawer.

2 Select the Closed from the Status field.



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Point of Sale Entry

The Point of Sale Entry window is the main feature of the Point of Sale Professional module. Cashiers use this window to enter transactions. The Point of Sale Entry window displays the items being purchased and the total of the transaction. This window also displays the customer’s payment and any change due.

There are six transaction types available in Point of Sale Entry - Sale, Order, Quote, Customer Payment, Layaway Payment, and Return. All sales, returns, and layaway payments must be entered in the Point of Sale Entry window. If Point of Sale Professional is integrated with the Accounts Receivable module, cashiers can enter customer payments and prepayments in either Point of Sale Entry or in the Accounts Receivable module. If Point of Sale Professional is integrated with the Sales Order module, cashiers can enter orders and quotes in either Point of Sale Entry or in the Sales Order module.

There are numerous activities besides entering transactions that a cashier can complete using the Point of Sale Entry window, such as viewing customers or details of items. There are also numerous options that can affect a transaction such as customer discounts, shipping charges, the payment types a customer can use, and the quantity available of an item. There are also hardware devices your company can use to make the Point of Sale Entry quicker, such as using bar code scanners to enter items instead of manually selecting items. This section covers all activities and notes when a company can use specific hardware devices for data entry.

This manual describes the different sections available on the Point of Sale Entry window. After describing the window, the manual discusses how to enter each type of transaction. This section also details how to complete different activities in each section of the Point of Sale Entry window.


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Your company can customize how to enter each transaction type in the Point of Sale Professional module. A system administrator can set specific options using the Transaction Type Maintenance feature in Point of Sale Professional. The options in Transaction Type Maintenance were designed to increase efficiency and reduce cashier mistakes. This section includes the optimal settings for each transaction type. These settings appear in gray text boxes throughout this section.

Logging into Point of Sale Entry

Before entering point of sale transactions, you must logon to the register. You must know your logon name and password.

Logon to the Register

1 From the Main menu of the Point of Sale Professional menu bar, select Point of Sale Entry. The MCC Register Logon window appears.

2 Enter your logon name in the Cashier field. You can also select your logon name from the Lookup list. Once you log into a cash drawer, no other cashiers will be able to access the drawer.

�NOTE: For security purposes, completed transactions cannot be edited. If a transaction is not accurate, open the transaction in Point of Sale Entry and delete it. See the Void Completed Transactions section for more information.

�NOTE: Managers can use the Manager Logon function to log into a cash drawer. See the Manager Features section for more information about manager procedures.

MCC Register Logon Window


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3 Enter your password in the Password field and press TAB.

4 If the Cash Drawer field does not display a cash drawer number, select the cash drawer from the Lookup list.

5 Click the button. The Point of Sale Entry window appears.

Before a Transaction

Before starting a transaction, most of the fields in Point of Sale Entry are disabled. However, there are a few button fields that are available before you start the transaction.

Activities Before a Transaction

This section describes the activities a cashier can complete before starting a transaction. For the Manager Function procedures, see the Manager Features section.

View Completed

Point of Sale Entry Window Before a Transaction

Transactions

LaunchCustomerMaintenance

Launch

PriceLookup

TransactionHistory Inquiry

ManagerFunction

Lock CashDrawer

Register Withdrawal& Register Pay Outs

Open CashDrawer


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View Completed Transactions

You can view transactions you completed. You can use this feature during customer service activities, or to print a duplicate copy of a receipt. You can only use this feature before starting a transaction.

1 Click the button to select a transaction from the POS Entry Header list. The system displays the transaction in the Point of Sale Entry window.

2 Click the button in the Point of Sale Entry window when finished with the transaction. The system closes the transaction.

Void Completed Transactions

When viewing a completed transaction, you can void the transaction if your company allows you to void completed transactions.

1 Click the button to select a transaction from the POS Entry Header list. The system displays the transaction in the Point of Sale Entry window.

2 Click the button available in the Totals section of the Point of Sale Entry window. The system displays the following warning dialog.

3 Click the Yes button. The Void Transaction window will appear if your company requires a reason for deleted transactions.

�NOTE: The Allowed to Void Completed Transaction option in Cashier Maintenance must be set to void a completed transaction.

Warning Dialog

Void Transaction Window


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4 Select why the transaction is being deleted in the Reason for Void field.

5 Click the button in the Void Transaction window. The system deletes the transaction.

Access Customer Maintenance

The Launch Customer Maintenance feature in the Point of Sale Professional module is a copy of the Customer Maintenance feature in the Accounts Receivable module by Best Software. Access the Customer Maintenance option directly from the Point of Sale Entry window to create, modify, and delete customers without having to open the Accounts Receivable module.

• Click the button in the Point of Sale Entry window to access the Customer Maintenance window.

�NOTE: The Customer Maintenance feature is available only if the Accounts Receivable module is integrated with the Point of Sale Professional module. The Customer Data Access option in Cashier Maintenance determines the amount of access the cashier has to the Launch Customer Maintenance option.

Customer Maintenance Window


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See the Accounts Receivable Manual by Best Software or the online help for more information about the Customer Maintenance window.

View Updated Transactions

You can view transactions that have been updated to MAS 90/MAS 200 in the Point of Sale Entry window. The Launch Transaction History Inquiry feature allows you to access the Point of Sale Professional Transaction History file. Use this feature during customer service activities such as returns, or when a customer requires a copy of a receipt.

1 Click the button to open the Transaction History Inquiry window.

2 Select a transaction from the Trans No. field.

After selecting a transaction the Transaction History Inquiry window displays the details of the transaction, including the cashier and/or salesperson involved, the items purchased, the customer, the price and payment of the transaction.

�NOTE: The Transaction History Access option in Cashier Maintenance determines the amount of access the cashier has to the Launch Transaction History Inquiry option.

Transaction History Inquiry Window


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For more information about the Transaction History Inquiry feature, see the Transaction History Inquiry section.

Lookup the Price of an Item

You can search for an item’s price before a customer decides whether or not to make the purchase. You must use the Price Lookup feature before starting a transaction. After you start a transaction, the Price Lookup button is replaced by the Orders Lookup button.

1 Click the button. The system displays the Price Lookup window.

2 Select an item to view from the Item field. You can also click the button to select an item from the Alias Item list. The system displays the amount of the item in the Unit Price field.

When you select an item, the Price Level and Warehouse fields default to the values set in Location Maintenance. The Price Lookup window displays any sales information available in Inventory Maintenance for the item. When you access the Qty field, the status bar displays the quantity available in the warehouse from the Inventory Maintenance module.

�NOTE: The Alias Item list contains items set to the General type in the Alias Item Number Maintenance window. See the Inventory Management Manual by Best Software for more information.

Price Lookup Window


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If you change the price level, the price breaks will be recalculated for that item. If the value in the Sale Price field is lower than the price break discounts, then the sale price will be displayed in the Unit Price field. However, if the price break calculations reduces the value in the Unit Price field to be lower than the Sale Price field, then the price break unit price will be displayed in the Unit Price field.

3 Click the OK button when finished.

Lock/Unlock Register

1 Click the button to lock/unlock the register. The Enter Password to Unlock Cash Drawer window appears.

The Enter Password to Unlock Cash Drawer window blocks access to the Point of Sale Entry window.

2 Enter your password in the Password field when ready to unlock the cash drawer.

Withdraw Funds from a Cash Drawer

Cashiers or managers can withdraw funds from a register as a regular withdrawal (when too much money is in the drawer) or as a payout (charge). Enter a register withdrawal (commonly referred to as a safe drop) to record when any payment type, such as cash or check, is removed from the cash drawer.

All register withdrawals are still a part of the cash drawer’s received payments and are recorded in the cash drawer reconciliation.

�NOTE: Select the Allowed to make Withdrawals and Pay Outs option in Cashier Maintenance to allow a user to make withdrawals.

Enter Password to Unlock Cash Drawer Window

�HINT: A manager can use the Active Cash Drawer Inquiry option from the Inquiries menu to view the total funds available in a specific cash drawer.


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1 Click the button to open the Register Withdrawal window.

2 Click the button in the Sequence field to create a withdrawal. The next available withdrawal sequence number appears.

3 Select the type of payment type being withdrawn from the Payment Type field.

4 Select Withdrawal from the Withdrawal Type field.

5 Enter the amount being withdrawn from the cash drawer in the Amount field.

6 Click the button to accept the withdrawal.

Register Withdrawal Window


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7 Click the button to print a receipt with the withdrawal information. The cashier signs the withdrawal statement.

Record a Payout with a Cash Drawer

You can use funds from a cash drawer to record charges, such as delivery charges, commissions, or instant rebates.

�NOTE: Only a manager can delete a completed register withdrawal.

�NOTE: Select the Allowed to make Withdrawals and Pay Outs option in Cashier Maintenance to allow a user to make withdrawals.

Withdrawal Receipt


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1 Click the button to open the Register Withdrawal window.

2 Click the button in the Sequence field to create a new withdrawal. The next available withdrawal sequence number appears.

3 Select the Cash type of payment method from the Payment Type field. Payouts are cash only.

4 Select Register Payout from the Withdrawal Type field. The Register Pay Out field and Pay Out Account field become available.

5 Select the reason for the pay out from the Register Pay Out field.

6 Select an account for the payout from the Pay Out Account field.

7 Enter the amount being withdrawn from the cash drawer in the Amount field.

8 Click the button to accept the withdrawal.

Register Withdrawal Window


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9 Click the button to print a receipt with the withdrawal information. The cashier signs the withdrawal statement.

Open the Cash Drawer

You can open a cash drawer before starting a transaction. Most cash drawers are configured to only open during a transaction. If you forgot to give a customer change back after a transaction, you can open the cash drawer.

• Click the button to open the cash drawer.

�NOTE: Only a manager can delete a completed register withdrawal.

�NOTE: Select the Allowed to Open Drawer without Transaction option in Cashier Maintenance to allow a user to open the cash drawer before starting a transaction.

Withdrawal Receipt


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Entering Transactions

This section teaches you how to enter different transactions, how to delete and void transactions, and how to enter payment types a customer uses to pay for a transaction.

Salesperson Commission Reporting

Point of Sale Professional reports commissions in the same manner as the Sales Order module (see the Sales Order Manual by Best Software). Commission changes affects companies who:

• Selected Accounts Receivable Divisions in the Accounts Receivable Option window.

• Selected Sales Commission Reporting in the Accounts Receivable Option window.

• Integrated Point of Sale Professional with the Sales Order module.

• Selected Split Commissions Between Salespersons in the Sales Order Option window.

• Selected Always Use Cashier Salesperson in Transaction Maintenance of the Point of Sale Professional module.

• Use a cashier salesperson and a customer in different divisions on the same transaction.

Depending on the variations of the options selected, the result will vary as to which salesperson will be selected for a transaction in Point of Sale Entry. The following two tables illustrate which salesperson will be selected in the Point of Sale Professional Entry Transaction Detail screen. This salesperson will receive the appropriate commission.


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If AR Customer and Point of Sale Professional (P2) Cashier Salesperson Are in the Same Division

AR - Divisions

AR* - Sales Commission Reporting

P2* - Sale Order Integration

SO - Split Commissions Between Salesperson

P2 - Always Use Cashier Salesperson

Result - Salesperson Selected in P2 Entry Transaction Detail

Yes Yes Yes Yes Yes The Cashier Salesperson is selected.

Yes Yes Yes Yes No The Customer Salesperson is selected.

Yes Yes No N/A No The Customer Salesperson is selected.

Yes Yes Yes No No The Customer Salesperson is selected.

Yes No Yes N/A No No Salesperson is selected.

Yes No No N/A No No Salesperson is selected.

No Yes Yes Yes Yes The Customer Salesperson is selected.


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* If this option is not selected, the Sales Order Split Commissions option is not available as dictated by MAS 90/MAS 200.

No Yes Yes Yes No The Customer Salesperson is selected.

No No No N/A No No Salesperson is selected.

AR - Divisions







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If AR Customer and Point of Sale Professional (P2) Cashier Salesperson Are Not in the Same Division

* If this option is not selected, the Sales Order Split Commissions option is not available as dictated by MAS 90/MAS 200.

AR - Divisions






Yes Yes Yes Yes Yes The Cashier Salesperson overrides the Customer Salesperson.

Yes Yes Yes Yes No The Customer Salesperson is selected.

Yes Yes Yes No No The Customer Salesperson is selected.

Yes Yes No N/A No The Customer Salesperson is selected.

Yes No Yes N/A No No Salesperson is selected.

Yes No No N/A No No Salesperson is selected.


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Point of Sale Entry Window During a Transaction

The Point of Sale Entry window can be divided into five sections during a transaction - Header, Customer Details, Line Item Details, Totals, and Active Receipt.

• The Header section contains the basic information about a transaction.

• The Customer Details section contains the information about the customer selected in a transaction.

• The Line Item Details section contains the items purchased in a transaction.

• The Totals section contains the total values for transactions.

• The Active Receipt section contains the information that will be printed on the customer’s receipt.

Sale Transactions

There are several types of sale transactions a cashier can enter using the Point of Sale Entry window.

Header

Customer

Line Item

Totals

ActiveDetails Receipt

Point of Sale Entry Window

Details


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• Fast Sale Transaction - A sale transaction that does not require a customer.

• Customer Sale Transaction - A sale transaction that does require a customer.

• Layaway Transaction - A sale transaction with a balance is converted into a layaway.

• Rental Transaction - A sale transaction for rented items.

To convert a quote or order to a sale, see the Convert a Quote to a Sale or the Convert an Order to a Sale section.


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Enter a Fast Sale Transaction

1 Select Sale from the Transaction Type field.

2 Click the button in the Header section to create a new transaction. The transaction fields on the Point of Sale Entry window become available.

Optimal Settings

This section details the optimal settings in the Point of Sale Professional Setup menu for fast sale transactions. Use these settings for Return transactions also.

In Point of Sale Professional Options:

• Check Display Last Transaction.

In Transaction Type Maintenance:

• Change description of a sale type transaction to Fast Sale to identify transaction for cashiers.

• Check Automatic Line Completion.

• Do not check Require Customer Number.

• Select the tab settings for Item Number and Payment Amount.

In Register Maintenance:

• Select Fast Sale as the default transaction.

• Select Cash as the default payment type.

In Cashier Maintenance:

• Check Print Transaction on Complete Payment.

In Payment Type Maintenance:

• Check Open Cash Drawer for the cash payment type.


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3 Select the item being purchased from the Item field. The item description appears in the Desc field. If using a bar code scanner, scan the UPC code of the item.

4 Repeat step 4 for each item being purchased.

5 Enter any discounts or charges in the Totals section of the Point of Sale Entry window. See Using Features in the Totals Section for more information.

6 Enter the payment in the Payment field. See the Using Different Payment Types section for more information.

7 Click the button in the Point of Sale Entry window. The system completes the transaction and displays the amount of the customer’s change.

�NOTE: When entering the quantity of an item, the status bar of the Point of Sale Entry window displays the quantity available.


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Enter a Customer Sale Transaction


Optimal Settings

This section details the optimal settings in the Point of Sale Professional Setup menu for customer sale transactions. Use these settings for Return transactions also.




• Change description of a sale type transaction to Customer Sale to identify transaction for cashiers.

• Do not check Automatic Line Completion.

• Check Require Customer Number.

• Select the Discount Code 00, so if a customer has a discount in Customer Maintenance, Point of Sale Entry will automatically enter that customer’s discount.

• Do not check Always Use Cashier as Salesperson to ensure that the customer’s assigned salesperson will receive any commission for the transaction.

• Select the tab settings for Require Customer Number, Enter Item, Payment Type, and Payment Amount.


• Select Customer Sale as the default transaction.



• Do not check Print Transaction on Complete Payment.




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3 Select the customer from the Customer field.

4 Select the item being purchased from the Item field. The item description appears in the Desc field. If using a bar code scanner, scan the UPC code of the item.



7 Enter the customer’s payment in the Payment field. See the Using Different Payment Types section for more information.


Enter a Layaway Sales Transaction

A layaway transaction is a sales transaction with balance due.

�NOTE: When entering the quantity of an item, the status bar of the Point of Sale Entry window displays the quantity available.

�NOTE: The Payment information defaults to the payment type selected in Customer Maintenance. See the Accounts Receivable Manual by Best Software for more information.

�NOTE: The Layaways Allowed at this Location option in Location Maintenance must be set to enable layaway transactions.


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Optimal Settings

This section details the optimal settings in the Point of Sale Professional Setup menu for layaway sale transactions.



In Location Maintenance:

• Check Layaways Allowed at this Location.
















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1 Select Sale from the Transaction Type field. Layaways are entered as sales transactions.


3 Select the customer from the Customer field.

4 Select the item being placed on layaway from the Item field. The item description appears in the Desc field. If using a bar code scanner, scan the UPC code of the item.



7 If the customer is placing a partial payment, enter the customer’s payment in the Payment field. See the Using Different Payment Types section for more information.

8 Click the button in the Balance Due field. This option changes the sale into a layaway.

9 Click the button in the Point of Sale Entry window. The system completes the transaction and displays the amount the customer owes. See the Enter a Layaway Payment Transaction section for how to add a layaway payment.


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Enter a Rental Transaction

Rental transactions are sales transactions. See the Enter a Rental Return section when a customer returns a rented item.

Optimal Settings

This section details the optimal settings in the Point of Sale Professional Setup menu for rental transactions.


















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1 Select Sale from the Transaction Type field. Rentals are entered as sales transactions.


3 Select the rental customer from the Customer field. Rental transactions require customers.

4 Enter a forward slash (/) in the Item field and press F2. The Miscellaneous Charge Code File list appears.

�NOTE: The Enable Rental Charges option in Point of Sale Professional Options must be set to enable rental transactions.

Miscellaneous Charge Code File List


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5 Select the rental code for the item being rented, and click the Select button. The Rental Item window appears.

6 Select the item being rented from the Item field. The item description appears in the Desc field.

7 Click the button in the Rental Item window. The item appears in the Active Receipt of the Point of Sale Entry window.



10 Click the button in the Point of Sale Entry window. The system completes the transaction.

Order Transactions

You can enter an order or a back order for a customer and update the order information at another time. This section describes how to enter an order, a back order, and how to update an order. Cashiers can only accept one deposit per order, as dictated by the Sales Order module. Quantities on orders do affect the inventory quantities as in the Sales Order module.

�NOTE: The Date Due field for the rental is set to the standard due date. You can change this date by entering or selecting a date from the Date Due field.

Rental Item Window


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There are specific settings required for orders, for back orders, and for orders with or without deposits. The following settings are required for order transactions in general.

The following settings are to allow back orders with different transaction scenarios. For all back orders, the Create Back Orders option in Location Maintenance must be set to Yes, and the individual items must be set for back orders in the Inventory Management module. See the Inventory Management Manual by Best Software for more information.

Settings

This section details the settings in the Point of Sale Professional Setup menu to configure order transactions.

• Point of Sale Professional must be integrated with the Accounts Receivable module and the Sale Order module.

• User can enter order by either using Sale Order Entry, updating the order to the Sales Order module after it is completed, or updating the order to the Sales Order module after the drawer is updated (select the option in Transaction Type Maintenance).

Scenario Shipped Complete in P/2 Entry

Not Shipped Complete in P/2 Entry

Order contains an item enabled for back orders.

Will ship complete. Back order created for the quantity not shipped.


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The following scenarios occur for orders with items that cannot be back ordered, and the orders have deposits entered.

Order contains an item not enabled for back orders.

Will ship complete. Cashier will receive the warning: "Back Orders are enabled but Not Allowed for this Item. This item will not be Back Ordered."

Order contains an item that cannot be back ordered and another item that can be back ordered.

Will ship complete. For the enabled item, back order is created for the quantity not shipped.For the item not enabled, cashier will receive the warning: "Back Orders are enabled but Not Allowed for this Item. This item will not be Back Ordered."



Order with an item not enabled for back orders with a deposit.

Will ship complete. Cashier will receive the warning: "Back Orders are enabled but Not Allowed for this Item. This item will not be Back Ordered."For cash deposits, the cashier will receive a prompt and have the option to apply the balance to terms or receive the cash.For non-cash deposits, the balance will be posted to terms.




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The following scenarios occur for orders with deposits entered.



Order with deposit with an item enabled for back orders.

Will ship complete. Back order is created for the quantity not shipped.For cash deposits, the customer will have the option to apply the balance to terms or receive the cash.For non-cash deposits, the balance will be posted to terms.


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Enter an Order Transaction

1 Select Order from the Transaction Type field.

Order with deposit with an item not enabled for back orders.

Will ship complete. Warned that a back order will not be created. For cash deposits, the customer will have the option to apply the balance to terms or receive the cash.For non-cash deposits, the balance will be posted to terms.

Order with an item enabled for back orders, and another item not enabled for back orders.

Will ship complete. For the enabled item, back order is created for the quantity not shipped. For the item not enabled, warning occurs but back order will not be created.For cash deposits, the customer will have the option to apply the balance to terms or receive the cash.For non-cash deposits, the balance will be posted to terms.

OR

If the order is not shipped complete and there is one item that can be back ordered and another item that cannot, for cash deposits the customer will have the option to apply the balance to terms or receive the cash, and for non-cash deposits the balance will be posted to terms.




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3 Select the customer from the Customer field. All orders require a customer.

4 Select the item being ordered from the Item field. The item description appears in the Desc field.



7 If the customer is paying for the order, enter the customer’s payment in the Payment field. See the Using Different Payment Types section for more information.

8 Click the button in the Point of Sale Entry window. The system converts the order to a sale and displays the amount the customer owes. If the customer pays for an order at a later date, see the Enter a Customer Payment Transaction section.

Create a Back Order

Back orders are created from standard orders. First, you create the standard order transaction, which is converted into a sale transaction. On the sale transaction, if an item is not available, it is placed on back order.


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1 Create the order. See the Enter an Order Transaction section for more information. For example, in the following picture a customer places an order for 100 pieces of candy, 100-20 oz. of cola, and 100-20 oz. of water.

2 When part of the order is ready to be shipped, create a sale transaction. Select Sale from the Transaction Type field and click the button in the Header section to create a new transaction. The sales transaction fields on the Point of Sale Entry window become available.



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3 Click the button in the Header section to select the order from the Order Number list.

The order will contain an S in the Type field.

4 For the items available, click on the item name in the Active Receipt and enter the quantity being shipped in the Quantity field. Click the button when finished with each individual item.

5 For the items that need to be back ordered, click on the item name in the Active Receipt and enter the quantity currently available (if any) in the Quantity field. For example, in the following picture the candy and cola items are completely available, but the water item is not.

Order Number List


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Click the button when finished with each individual item.



8 Click the button in the Point of Sale Entry window. The system completes the transaction and displays the customer’s change due.

Update a Back Order

You update back orders with the Sales Order Entry window available in the Sales Order module. This section provides brief instructions on how to update a back order. See the Sales Order Manual by Best Software for more information.

1 From the Sales Order Main menu, select Sales Order Entry. The Sales Order Entry window appears.



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2 Click the button in the Order Number field to select the back order from the Order Number List.

Sales Order Entry Window

Order Number List


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The back order will contain a B in the Type field. When you select the back order, the Sales Order Entry window displays Back Order in the Order Type field.

3 Click on the Lines tab to update the back ordered items.

4 Select the back order item and enter the amount currently available in the Shipped field. See the Sales Order Manual by Best Software for more information.

5 Click Accept when finished.

Convert an Order to a Sale

You can create a sales transaction from an order.


2 Click the button in the Header section to create the transaction. The transaction fields on the Point of Sale Entry window become available.

Sales Order Entry Window - Lines Tab


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The order will contain an S in the Type field.

The system converts the order to a sale in the Point of Sale Entry window.



All deposits on orders will post to the location deposit account and the payment asset account, which may be cash if you are posting the payment to Bank Reconciliation. This posting is necessary to account for the money being received at the drawer and for the money being deposited into the bank:Debit - Payment type asset account.Credit - Customer deposit account (a liability at this point).

Order Number List


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When the order is converted into a sale, the following Journal Entry is made:Debit - Payment type asset account, if there was a remaining balance paid.Debit - Customer deposit account, which offsets the original entry (the liability).Credit - Sales account with the full amount of invoice.

Quote Transactions

You can enter a quote for a customer and use the sale transaction to create a sale at another time. This section describes how to enter a quote transaction and how to create a sale transaction from a quote transaction. Cashiers cannot accept deposits on prices quotes, as dictated by the Sales Order module. Quantities on price quotes do not affect the inventory quantities as in the Sales Order module.

Enter a Quote Transaction

1 Select Quote from the Transaction Type field.

2 Click the button in the Header section to create a transaction. The transaction fields on the Point of Sale Entry window become available.

3 Select the customer from the Customer field. All quotes require an Accounts Receivable customer.

4 Select the item being quoted from the Item field. The item description appears in the Desc field.

Settings

This section details the settings in the Point of Sale Professional Setup menu to configure users for quote transactions.

• Point of Sale Professional must be integrated with the Sale Order module.

• User can enter quote by either using Sale Order Entry, updating the quote to the Sales Order module after it is completed, or updating the quote to the Sales Order module after the drawer is updated (configure the option in Transaction Type Maintenance).


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5 Repeat step 4 for each item being quoted.


7 Click the button in the Point of Sale Entry window. The system completes the transaction and displays the amount the customer will owe if placing the order. See the Convert a Quote to a Sale section for how to add the quote as a transaction.

Convert a Quote to a Sale

You can create a sales transaction from a quote you gave to a customer. When you convert a quote, Point of Sale Professional first converts the quote to an order and then a sale.




Order Number List


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The quote will contain a Q in the Type field. The following warning dialog appears.

4 Click the Yes button. The system internally converts the quote to an order and then converts the orders to a sale. The sale appears in the Point of Sale Entry window.



Warning Dialog


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Customer Payment Transactions

Enter a Customer Payment Transaction

You can enter a payment received from an open item customer using the Customer Payment transaction. Invoices are created in the Accounts Receivable module by Best Software. See the Accounts Receivable Manual for more information.

1 Select Customer Payment from the Transaction Type field.


3 Select the customer from the Customer field. Customer payment transactions require customers.

Optimal Settings

This section details the optimal settings in the Point of Sale Professional Setup menu for customer payment and customer prepayment transactions.




• Change description of a customer payment type transaction to Customer Payment to identify transaction for cashiers.


• Select the tab settings for (1) Customer ID, (2) Invoice Number, (3) Invoice Payment Amount, (4) Enter Invoice, (5) Payment Type, (6) Payment Amount, (7) Payment Button, and (8) Accept Transaction.


• The default payment type selected in Register Maintenance will be overwritten by the customer default payment type selected in Customer Maintenance.


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4 Select the invoice being paid from the Invoice field.

5 Enter the payment amount in the Payment field of the Line Item Details section.

6 Enter the payment type in the Payment field of the Totals section. See the Using Different Payment Types section for more information.


Enter a Prepayment Transaction

You can enter a prepayment by a customer using the customer payment transaction. Prepayments will appear in the Customer Maintenance records after the cash drawer has been updated to the system.

1 Select Customer Payment from the Transaction Type field.


3 Select the customer from the Customer field. Prepayment transactions require customers.

4 Enter a non-existent invoice in the Invoice field.

5 Press TAB and the system displays the following warning dialog.

6 Click the Yes button. The Payment field becomes available.

Invoice Field for Pre-payment

Warning Dialog


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7 Enter the pre-payment amount in the Payment field of the Line Item Details section.

8 Enter the payment type in the Payment field of the Totals section. See the Using Different Payment Types section for more information.


Layaway Payment Transactions

After a layaway sale transaction, the payments a customer makes for the layaway is captured in a layaway payment transaction. See the Enter a Layaway Transaction section for creating a layaway sale transaction.

Enter a Layaway Payment Transaction

1 Select Layaway Payment from the Transaction Type field.

2 Click the button in the Transaction field to create a transaction. The P/2 Layaway Transactions list appears.

�NOTE: The Layaways Allowed at this Location option in Location Maintenance must be set to enable layaway transactions.

P/2 Layaway Transactions List


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Select the layaway transaction and click the Select button. The system displays the layaway in the Point of Sale Entry window.


4 Click the button in the Point of Sale Entry window. The system completes the transaction and displays the amount of the customer’s change or the amount the customer owes.

Return Transactions

For the Optimal Settings for a return transaction, set the same as fast sales or customer sales transactions.

Enter a Return Transaction

You can enter a return and refund money to a customer.

1 Select Return from the Transaction Type field.


3 Select the customer from the Customer field. This step may be optional.

4 Select the item being returned from the Item field. The item description appears in the Desc field. If using a bar code scanner, scan the UPC code of the item.


6 Select the payment type to return to the customer in the Payment field. See the Using Different Payment Types section for more information. Only certain payment types may be available for returns.



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Suspending/Voiding Transactions

Some stores do not allow cashiers to suspend or void transactions without a manager. If you can complete these activities, you may have to select a reason why. If you cannot complete these activities, contact your manager.

Suspend a Transaction

Suspend a transaction when a customer will return to finish the transaction. You can use this feature if a customer steps out of line for more funds or for another item. You can continue with another transaction and return to the suspended transaction when the customer returns. You cannot close the cash drawer if a suspended transaction exists. You will have to void or complete the transaction.

• Click the button available in the Totals section. The system suspends the transaction.

• To open the transaction, click the button in the Header section to select the transaction from the POS Entry Header list.

The suspended transaction will contain an S in the Status field.

POS Entry Header List


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Void a Transaction

If a customer decides during a transaction entry to cancel a transaction, you must void the transaction.

1 Click the button available in the Totals section of the Point of Sale Entry window. The Void Transaction window will appear if your company requires a reason for voided transactions.

2 Select why the transaction is being voided from the Reason for Void field.

3 Click the button in the Void Transaction window. The system voids the transaction.

Void a Completed Transaction

Normally, you do not void completed transactions. An example of when you might void a transaction is when you void a quote transaction that was only available for a specific amount of time.

1 Click the button in the Header section to select a transaction from the POS Entry Header list. The system displays the transaction in the Point of Sale Entry window.

2 Click the button available in the Totals section of the Point of Sale Entry window. The system displays the following warning dialog.


Warning Dialog


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3 Click the Yes button. The Void Transaction window will appear if your company requires a reason for deleted transactions.

4 Select why the transaction is being deleted from the Reason for Void field.

5 Click the button in the Void Transaction window. The system deletes the transaction.

Using Different Payment Types

Customers can pay with several different payment types, including cash, check, charge, and gift cards. You can also apply special terms to a transaction to allow customers to be billed for a transaction.

Customer Pays with Cash

1 Select CASH from the Payment Amount field.

2 Enter the amount the customer paid in the Payment Amount field and press TAB. The system displays the amount due or the balance still owed.


Customer Charges Transaction

If your company integrates PCCharge™ with Point of Sale Professional, see the Customer Charges Transaction and PCCharge is Integrated with Point of Sale Professional section.


Payment Amount Field


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1 Select the name of the charge card from the Payment Amount field. This field must be set with the correct charge card or the cashier will receive an invalid swipe.

2 Enter the amount of the charge in the Payment Amount field and press TAB. The system displays the Point of Sale Payments window.

If your company uses a credit card reader, you can scan the information required on the Point of Sale Payments window with the credit card reader.

3 Enter the credit card number in the Card Number field.

4 Enter the card’s expiration date in the Expiration Date field.

5 Enter the card’s validation number (3-4 number code on the back of the card) in the Validation Number field.

6 Enter the card’s last four numbers in the Confirm Last 4 Digits field.

7 Enter the customer’s name as it appears on the card in the Cardholder Name field.

8 Enter the customer’s address in the Street Address field.

9 Enter the customer’s zip code in the Zip Code field.

Point of Sale Payments Window - Credit Tab


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10 Enter the bank’s approval code in the Authorization Code field.

11 Click the button in the Point of Sale Payments window. The system displays the Point of Sale Entry window with the credit card information.


Customer Charges Transaction and PCCharge is Integrated with Point of Sale Professional

Your company can integrate Point of Sale Professional with PCCharge™ by GO Software, Incorporated. PCCharge automatically provides authorization codes for credit card purchases.

1 Select the name of the charge card from the Payment Amount field. This field must be set with the correct charge card or the cashier will receive an invalid swipe.

2 Enter the amount of the charge in the Payment Amount field and press TAB. The system displays the Point of Sale Payments window.

If your company uses a credit card reader, you can scan the information required on the Point of Sale Payments window with the credit card reader.

Point of Sale Payments Window - Credit Tab


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3 Enter the credit card number in the Card Number field.

4 Enter the card’s expiration date in the Expiration Date field.

5 Enter the card’s validation number (3-4 number code on the back of the card) in the Validation Number field.

6 Enter the card’s last four numbers in the Confirm Last 4 Digits field.

7 Enter the customer’s name as it appears on the card in the Cardholder Name field.

8 Enter the customer’s address in the Street Address field.


10 Click the Authorize button to verify the charge with the PCCharge software. When you authorize a charge with PCCharge, the Authorization Code, Date Authorized, Time Authorized, and Reference fields are populated with the correct information. (The reference number comes from the Number table in the PCCharge database.) The Amount Authorized field will be disabled.

11 Click the button in the Point of Sale Payments window. The system displays the Point of Sale Entry window with the credit card information.


Customer Pays with a Check

If your company integrates PCCharge™ with Point of Sale Professional, see the Customer Pays with a Check and PCCharge is Integrated with Point of Sale Professional section.

�NOTE: If the Disable Verification option is selected Payment Type Maintenance, cashiers can choose to verify the charge or to bypass the authorization process. To bypass the authorization process, skip step 10 (do not click the Authorize button) and click the button to accept the charge.


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1 Select CHECK from the Payment Amount field.

2 Enter the amount of the check in the Payment Amount field and press TAB. The system displays the Point of Sale Payments window.

If your company uses a check reader, you can scan the information required on the Point of Sale Payments window with the check reader.

3 Enter the check number in the Check Number field.

4 Enter the customer’s name in the Name field.

5 Enter the customer’s address in the Address field.


7 Enter the customer’s drivers license number in the Drivers License field.

8 Click the button in the Point of Sale Payments window. The system displays the Point of Sale Entry window with the check information.


Point of Sale Payments Window - Check Tab


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Customer Pays with a Check and PCCharge is Integrated with Point of Sale Professional

Your company can integrate Point of Sale Professional with PCCharge™ by GO Software, Incorporated. PCCharge verifies that the checking account exists and does not bounce checks.

1 Select CHECK from the Payment Amount field.

2 Enter the amount of the check in the Payment Amount field and press TAB. The system displays the Point of Sale Payments window.

If your company uses a check reader, you can scan the information required on the Point of Sale Payments window with the check reader.

3 Enter the check number in the Check Number field.

4 Enter the customer’s name in the Name field.

5 Enter the customer’s address in the Address field.


7 Enter the customer’s drivers license number in the Drivers License field.

Point of Sale Payments Window - Check Tab


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8 Click the Verify button to verify the check through the PCCharge software. When you verify a check with PCCharge, the Check Verified field is checked, and the Date Verified and Time Verified fields are populated with the correct information. The Transaction Number field will not be populated.

9 Click the button in the Point of Sale Payments window. The system displays the Point of Sale Entry window with the check information.


Customer Pays with a Gift Certificate

1 Select Gift Certificate from the Payment Amount field.

2 Enter the amount of the gift certificate in the Payment Amount field and press TAB. The system displays the amount due or the balance still owed.


�NOTE: If the Disable Verification option is selected Payment Type Maintenance, cashiers can choose to verify the check or to bypass the verification process. To bypass the verification process, skip step 8 (do not click the Verify button) and click the button to accept the check.


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Apply a Term to a Transaction

You can apply a term to a transaction as a payment type. Terms allow customers to be billed for the transaction. Terms can only be applied to customers.

1 Select Terms from the Payment Amount field.

�NOTE - Gift Certificate Balances: If the Allow Overpayment option is selected Payment Type Maintenance, cashiers will be able to refund the remaining balance of the gift certificate to the customer.If the Allow Overpayment option is not selected in Payment Type Maintenance, then cashiers will not be able to refund the remaining balance of the gift certificate to the customer. More importantly, the gift certificate payment entered may not exceed the total balance due. To forward the balance of the gift certificate to the customer’s account, enter a negative (-) terms payment, and enter the full gift certificate amount. When the transaction is updated, a negative (-) invoice balance will post for the transaction, which can later be applied to another invoice.

�NOTE: If the customer is assigned a term code in Customer Maintenance from the Accounts Receivable module, that term code is automatically applied to the transaction. See the Accounts Receivable Manual by Best Software for more information.


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2 Click the button in the Payment Amount field. The system displays the Point of Sale Payments window.

3 Select the term to apply to the transaction from the Terms Code field. The term codes are created in the Accounts Receivable module.

4 Click the button in the Point of Sale Payments window. The system completes the transaction.

If You Entered the Wrong Payment Information

If you entered the wrong payment information, such as you selected the wrong payment type or entered the wrong amount, you can correct the payment information. You must correct the payment information before finishing the transaction.

Point of Sale Payments Window - Terms Tab


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1 Double-click on the payment type listed in the Active Receipt.

The system displays the Point of Sale Payments window.

2 Make any changes in the Point of Sale Payments window.

• If you selected the wrong payment type - Click the button to delete the wrong payment type. The system displays a warning dialog box. Click the Yes button and enter a new payment type.

• If you entered the wrong amount for a CASH payment type - Correct the amount in the Amount Tendered field in the Point of Sale Payments window. Click the button in the Point of Sale Payments window when finished.

• If you entered the wrong amount for a CHECK or CREDIT payment type - Click the button to delete the payment type. The system displays a warning dialog box. Click the Yes button and enter a new payment type with the correct amount.

• If you entered the wrong credit card or check information for the customer - Correct the data and click the button on the Point of Sale Payments window to save the changes.


Payment Type Listed on Active Receipt


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Using Additional Features of the Point of Sale Entry Window

There are additional features in the Point of Sale Entry window besides entering transactions. You can complete activities such as looking for specific customer information, searching for alternate line items, and adding discounts.

The Header section contains the basic information about the transaction. You select the type of transaction to create, view transaction details, and view orders in the Header section.

The Customer Details section contains the information about the customer selected in a transaction. You select the customer for the transaction, view other transactions for the customer, check the customer’s credit, launch customer maintenance, search for the customer’s last transaction, change the salesperson for the customer, and search for a specific contacts in the Customer Details section.

Header

Customer

Line Item

Totals

ActiveDetailsReceipt


Details


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The Line Item Details section contains the items in a transaction. You select the item being purchased, search for alternate items, search for sale kits or bill of materials, view item details, add extended item comments, view individual items in a sales kit, view lot or serial numbers of an item, and view invoice details in the Line Items Details section.

The Totals section contains the total values for transactions. You select the payment type the customer uses, view the customer’s change or balance due, select discounts, add freight charges, and select the sales tax in the Totals section.

The Active Receipt section contains the information that will be printed on the customer’s receipt. You can select different information from the receipt to view the details in the other sections of the Point of Sale Entry window.

Using Features in the Header Section

View Details of a Transaction

You can view additional details about completed transactions using the Transaction Detail window. This window displays information such as the cash drawer number and the time of the transaction. The Transaction Detail window is view only.

1 Select a completed transaction. See the View Completed Transactions section.


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2 After selecting a transaction, click the button. The Transaction Detail window appears.

The Transaction Detail window displays additional information about the transaction including the cashier, cash drawer, and exact time of the transaction. For current transactions, you can enter information in the Comment, Customer PO, Tax Schedule, and Salesperson fields.

Using Features in the Customer Details Section

After you select a customer for a transaction, you can access the features available in the Customer Details section of the Point of Sale Entry window.

View the Customer Details for a Transaction

You can view the details about a customer. The Transaction Customer Details feature allows you to view the customer address, contact, and shipping address.

Transaction Detail Window


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• Click the button available in the Customer Details section of the Transaction History Inquiry window. The Transaction Customer Detail window appears.

You can access additional customer information by clicking on the Customer Memos, Customer Credit, or Customer Maintenance button.

View a Customer Memo

You can view a memo assigned to a customer through the Point of Sale Entry window.

1 Click the button available in the Customer Details section of the Transaction History Inquiry window. The Customer Memo Maintenance window appears.

Transaction Customer Detail Window


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2 Select a customer memo from the Memo Code field.

After selecting a memo, the Customer Memo Maintenance window displays the memo’s details. See the Account Receivable Manual by Best Software for more information about the Customer Memo Maintenance window.

Check a Customer’s Credit

You can view the details of a customer’s credit at the time of transaction entry. The Customer Credit feature allows you to view the customer’s credit limit, balance, and last statement date. The Customer Credit window is view only.

• After selecting the transaction, click the button available in the Customer Details section of the Point of Sale Entry window. The Customer Credit window appears.

Customer Memo Maintenance Window


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The Customer Credit window contains brief details about the customer’s credit including the cost of open orders, the cost of the currently opened transaction, and past due information.

Launch Customer Maintenance

The Maintenance feature in the Point of Sale Professional module is a copy of the Customer Maintenance feature in the Accounts Receivable module by Best Software. Access the Customer Maintenance option directly from the Point of Sale Entry window to create, update, and delete customers without having to open the Accounts Receivable module.

�NOTE: The Customer Maintenance feature is available only if the Accounts Receivable module is integrated with the Point of Sale Professional module.

Customer Credit Window


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• Click the button in the Customer Details section of the Point of Sale Entry window to access the Customer Maintenance window.

See the Accounts Receivable Manual by Best Software or the online help for more information about the Customer Maintenance window.

Search for the Customer’s Last Purchase

You can search for a customer’s last purchase to add the same purchase information to the current transaction.

1 Click the button available in the Customer Details section of the Point of Sale Entry window. The system displays the P/2 Customer Last Purchase list.

Customer Maintenance Window


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2 Select the item purchased, and click the Select button. The system adds the item to the current transaction.

Change the Salesperson for the Customer’s Transaction

1 Click the button available in the Customer Details section of the Point of Sale Entry window. The system displays the Salesperson list.

P/2 Customer Last Purchase Window


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2 Select the salesperson, and click the Select button. The system changes the salesperson for the transaction.

Search for the Customer Contact

• Click the button available in the Customer Details section of the Point of Sale Entry window. The system displays the Contact Identification window if the customer has contact information.

You can access additional contact information by clicking on the or button available in the Contact field.

Salesperson List Window

Contact Identification Window


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Using Features in the Line Item Details Section

Search for an Alternate Item

You can search for an alternate item if an item is unavailable for a customer.

1 Click the button available in the Line Item Details section. The Alias Item list appears.

2 Select the alternate item, and click the Select button. The system adds the item to the transaction.

Add a Sales Kit/Bill of Materials

If your company sells an item that is actually a combination of items or materials, select the package item to sell as one product.

1 Click the button available in the Line Item Details section. The Sales Kit list or the Bill of Materials list appears.

Alias Item List Window


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2 Select the item, and click the Select button. The system adds the item to the transaction.

View the Details of an Item

You can view the details of an item during transaction entry. The Line Item Detail feature allows you to view the item’s price level and line details.

• Click the button available in the Line Item Details section. The Line Item Detail window appears.

Sales Kit List Window


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You can make any changes to the Line Item Detail window. See the online help for more information.

Change or Delete an Item

You can change or delete an item from a transaction.

1 Click on the item listed in the Active Receipt.

Line Item Detail Window

Item Listed on Active Receipt


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The Line Item Details section becomes available.

2 Make any changes in the Line Item Details section.

• To change the quantity being purchased - Enter the amount being purchased in the Quantity field and click the button to accept the change. The changes are added to the Active Receipt.

• To delete an item - Click the button to delete the item. The changes are added to the Active Receipt.

Add an Extended Description to an Item

You can add additional comments about an item during entry. The Extended Item Description Maintenance feature allows you to add comments about the item.

1 Click the button available in the Line Item Details section. The Item Text Maintenance window appears.

2 Enter the extended comments and click the OK button. The system saves the comments and closes the Item Text Maintenance window.

Line Item Details Section

Item Text Maintenance Window


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View the Individual Items in a Sales Kit

If an item is actually a sales kit of several items packaged together, you can display the individual items on the sales receipt.

• Click the button available in the Line Item Details section. The following picture displays a sales kit item expanded to show the individual items.

Change the Price of an Item

Some companies allow cashiers to change the price of an item. This feature is useful is an item is on sale, but the new price was not entered into MAS 90/MAS 200.

1 Click on the item to change in the Active Receipt.

2 Enter the new price in the Price field. Any item changed will be flagged in the Gross Profit Journal during cash drawer reconciliation.

�NOTE: If you change the price to below the cost, you may be required to enter a password.

Desk Ensemble Kit Desk Ensemble Kit Expanded to Individual Items


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3 Click the button to accept the change. The changes are added to the Active Receipt.

Add an Item with a Lot/Serial Number

If an item being purchased belongs to a specific lot or serial distribution, you must select the lot/serial number for the item.

1 Enter the quantity being purchased in the Quantity field.

2 Select the item from the Item field. For items that belong to a specific lot or serial distribution, the Lot/Serial No. Distribution History window appears.

3 Click the List button to list the lot/serial numbers. The List button changes to the Distrib button.

4 Select the lot number from the list. The system displays the lot information in the Lot Number and Available fields in the top section of the Lot/Serial No. - List Entry window.

5 Click the OK button to distribute the quantity from the selected lot. The quantity from the Distribute field is displayed in the list.

6 Click Accept to save the change. The item appears in the Active Receipt section.

Lot/Serial No. - List Entry Window


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If you select the item from the Active Receipt, the button becomes available in the Line Item Details section. The Lot/Serial No. - List Entry window appears when you click the button. You can change the lot/serial information before completing the transaction.

View the Details of an Invoice

You can view the details of an invoice while entering a customer payment. Invoices are created in the Accounts Receivable module. The Invoice Detail button on the Point of Sale Entry window allows you to review the details of an invoice without opening the Account Receivable module.

• Click the button in the Line Item Details section of the Point of Sale Entry window to access the Invoice Drill Down window.

See the Accounts Receivable Manual by Best Software or the online help for more information about the Invoice Drill Down window.

�NOTE: The Invoice Detail feature is available only if the Accounts Receivable module is integrated with the Point of Sale Professional module.

Invoice Drill Down Window


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Using Features in the Totals Section

Set a Discount to a Transaction

You can assign a discount to a transaction or line item. If you have access, you can also change the amount of the discount.

• Select the discount code from the Discount field.

After you select the discount, the Discount, Disc Percent, and Disc Amt fields display the discount.

• To change the discount - Change the percent of the discount in the Disc Percent field and press TAB. The discount value in the Disc Amt field updates to the new percentage.

Add a Freight Charge

If a purchase is being shipped to a customer, you can use the Freight feature to add the cost of the shipment.

1 Click the button available in the Freight field. The Freight Charges window appears.

Discount Master Window


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2 Select the shipping code from the Ship Via field.

Depending on the shipping method selected, you must enter information in different fields of the Freight Charges window.

3 Enter the freight on board location in the FOB field.

4 Select the shipping zone from the Ship Zone field.

5 Select the shipping weight from the Ship Weight field.

The Freight field displays the total charges.

Freight Charges Window

Ship Code List Window


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6 Click the Accept button to save the changes. The Freight field on the Point of Sale Entry window displays the shipping charge.

Change Sales Tax

Sales tax is normally applied to the transaction if required. You can change the sales tax if needed. Sales taxes are created in the Library Master module by Best Software.

• After selecting the transaction, click the button available in the Sales Tax field. The Tax Detail window appears.

The Tax Detail window displays the taxable sales and freight, the non-taxable sales and freight, exempt tax information, and the total tax amount. You can change the sales tax in the Tax Amount field. See the Library Master Manual by Best Software for more information about the Tax Detail window, or use the online help.

Closing Point of Sale Entry

A cashier can logoff a register during the work day and must logoff the register at the end of the shift. All cash drawers should be reconciled at the end of the shift and the totals updated to the MAS 90/MAS 200 system. See the Reconcile a Cash Drawer section for cash drawer reconciliation procedures.

Tax Detail Window


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Logoff Register

1 Click the button to logoff the register. The Register Logoff window appears.

At the end of the shift, check the Print Cash Drawer Reconciliation Worksheet and Launch Cash Drawer Reconciliation options.

2 Click Yes to log out of the cash drawer. The Point of Sale Entry window closes.

Manager Features

There are specific features that all managers can access that standard cashiers may not be able to. All the rights available in Cashier Maintenance are automatically assigned to the manager. The following rights are also automatically assigned to a manager entered in the Manager Maintenance window.

• Allowed to Void Transactions - See the Void a Transaction section for more information on how to void transactions.

• Allowed to Void a Completed Transaction - See the Void a Completed Transaction section for more information on how to void completed transactions.

• Allowed to Change the Discount Code - See the Set a Discount to a Transaction section for more information about adding a discount to a transaction.

• Allowed to Override the Item Price - See the Change the Price of an Item section for more information about changing an item price in a transaction.

Register Logoff Window


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• Allowed to Create a Customer during Point of Sale Entry - See the Launch Customer Maintenance section for more information about how to enter a new customer.

• Allowed to Open the Cash Drawer without a Transaction - See the Open the Cash Drawer section for more information about opening the cash drawer.

• Allowed to Make Withdrawals and Payouts - See the Withdraw Funds from a Cash Drawer or Record a Payout with a Cash Drawer section for more information about withdrawing funds from a cash drawer.

The following manager features are available only to managers and cannot be assigned to standard cashiers.

• Logon into a Locked Cash Drawer - Managers can logon and unlock a cash drawer that has been locked by a user.

• Allow a Customer Transaction - Managers can override the customer credit warning and allow a customer transaction even if the Over Credit Limit Customers field is set to not continue the transaction in Location Maintenance.

• Select Payment Types - Managers can select certain payment types that are unavailable to the cashier if the Over Credit Limit Customers field is set to not continue the transaction in Location Maintenance. Managers can select the over credit payment type.

• Void a Transaction without a Reason Code - Managers can void transactions without a reason even if the Require Reasons for Void is selected in Point of Sale Professional Options.

• Allow items to be sold below cost - If a password is set in the Password to Sell Item Below Cost field in Location Maintenance, managers will be able to login at the Password to Sell Item Below Cost dialog and override the password set in Location Maintenance, allowing the item to be sold below cost. See the Change the Price of an Item section for more information about changing an item price in a transaction.


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Log into Point of Sale Entry as a Manager

The Point of Sale Entry option in the Main menu of the Point of Sale Professional menu bar, features a Manager Function button . You can use the Manager Function button to logon to manager features available in Point of Sale Entry.

1 Click the button. This button is available in the MCC Register Logon window, Point of Sale Entry window, Customer Credit window, Point of Sale Payments window, and the Register Withdrawal window. The Manager Function Logon window appears.

2 Enter your logon name in the Manager field. You can also click the and select your name from the Manager Master list.

3 Enter your password in the Password field.

4 Press TAB and click the button. You will be able to log into the system as a manager.

Log into a Cash Drawer

Managers can log into cash drawers with the status of Closed or Ready. This option allows you to log into a cash drawer as a cashier. You can use this feature to access the Point of Sale Entry window and logon as a manager to complete a register withdrawal, or you can use this feature for cashiers that forget their passwords.

Manager Function Logon Window


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1 From the Main menu of the Point of Sale Professional menu bar, select Point of Sale Entry. The MCC Register Logon window appears.

2 Click the button and logon as a manager. See the Log into Point of Sale Entry as a Manager section for more information. When you logon as a manager, the Manager Logon window appears.

3 Select a cashier from the Cashier field.

4 Select a cash drawer from the Cash Drawer field.

5 Click the button. The system re-displays the MCC Register Logon window with the logon information.

6 Click the button to log into the Point of Sale Entry window.

MCC Register Logon Window

Manager Logon Window


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Allow Customer Transactions

Managers can allow transactions for customers that are marked as over the credit limit. When a customer selected in the Customer field is over the limit, the Customer Credit window appears with a warning.

1 Click the button and logon as a manager. See the Log into Point of Sale Entry as a Manager section for more information. When you logon as a manager, the button becomes available.

2 Click the button. The system continues the transaction for the customer.

Select Payment Types for Customers

Managers can allow customer payment types even if the type is over the limit (for example, a credit card) or otherwise marked as not acceptable. This feature is not available if the Cash payment type is selected in the Payment Type field. This feature is usually used for customers that are over the credit limit.

1 Select the payment type from the Payment Type field.

2 Click the button. The system displays the Point of Sale Payments window.



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3 Enter the payment information in the Point of Sale Payments window. See the Using Different Payment Types section for more information.

4 Click the button and logon as a manager. See the Log into Point of Sale Entry as a Manager section for more information. When you logon as a manager, the payment type is accepted and the transaction is completed.

Void Transaction without a Reason Code

Managers can void a current or completed transaction without entering a reason. When you void a transaction, the Void Transaction window appears.




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1 Click the button and logon as a manager. See the Log into Point of Sale Entry as a Manager section for more information. When you logon as a manager, the button becomes available.

2 Click the button. The system continues the transaction for the customer.

Reconciling a Cash Drawer

For many companies, managers will close a cash drawer for a cashier and will count the total amount available in the drawer. Cash drawer reconciliation involves comparing the amount the Point of Sale Professional module tallied for the cash drawer with the amount actually available in the cash drawer. This feature is used to audit the activities of the cashier.

You reconcile the cash drawer with the Cash Drawer Reconciliation window. You can access this window from the Point of Sale Entry window, or through the Cash Drawer Reconciliation option in the Main menu.

Reconcile a Cash Drawer

1 Click the button to logoff the register. The Register Logoff window appears.

2 Check Print Cash Drawer Reconciliation Worksheet to print a worksheet for the cashier to use to count the cash available in the drawer.

3 Check Launch Cash Drawer Reconciliation to open the Cash Drawer Reconciliation window.

Register Logoff Window


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4 Click Yes to log the cashier out of the cash drawer. The Cash Drawer Reconciliation Worksheet prints first. Have the cashier count the cash available in the cash drawer and fill out the worksheet.

After the Reconciliation Worksheet prints, the Cash Drawer Reconciliation window appears.

Reconciliation Worksheet


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5 Count the amount available for each payment type and enter the total in the Verified field. If the total in the Verified field is the same as the value in the Amount field, click the button. If the total is different, press TAB. The Variance field displays the value difference between the Amount and Verified fields.

6 Click the button in the Next Drawer field to create the next cash drawer using some of the cash available in the reconciled cash drawer. Enter the amount to use for the next cash drawer’s opening cash amount and press TAB. The Deposit Amount field is updated with the latest value.

7 Click the Accept button to save the changes. The system displays the following warning dialog.

Cash Drawer Reconciliation Window

Warning Dialog


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8 Click Yes to reconcile the drawer. You must print the Daily Sales Journal to update the Point of Sale Professional system with the cash drawer totals.

Performing Daily Sales Updates

After reconciling a cash drawer, you must use the Daily Sales Reports/Updates feature, and then the Daily Transaction Register feature. These features allow you to update the Point of Sale Professional system and MAS 90/MAS 200 with the latest transactions and amount available from the reconciled cash drawers.

Daily Sales Reports/Updates

Use the Daily Sales Reports/Update on a daily basis after the cash drawer reconciliation process. This option prints several reports and performs an update to the modules that are integrated with the Point of Sale Professional module. The Daily Sales Reports/Updates prints the Cash Drawer Reconciliation Report, Daily Sales Journal, Sales Tax Journal, Daily Payments Journal, Gross Profit Journal, and Layaway Sales Journal (only if the cash drawer performed layaway transactions).

The Daily Sales Reports allows you to review the daily sales information before updating the entire MAS 90/MAS 200 system with the information. This feature provides an opportunity to check for errors before posting the transactions to permanent data files.

�NOTE: The Daily Sales Reports/Update option is available in the Point of Sale Professional Main menu. The option is available after completing the Cash Drawer Reconciliation process.


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Print the Daily Sales Reports

1 From the Main menu of the Point of Sale Professional menu bar, select Daily Sales Reports/Updates. The Cash Drawer Update Selection window appears.

2 Enter or select the location of the cash drawers from the Location field. Only reconciled cash drawers appear in the Cash Drawer Update Selection window. For all locations, check the All Locations field in the bottom left side of the window.

3 Click on the cash drawers to update and click the Select button. To update all cash drawers, click the All button. The Selected field changes from N to Y.

4 Click the Proceed button. The Point of Sale Daily Sales Journal window appears.

Cash Drawer Update Selection Window

Point of Sale Daily Sales Journal Window

�HINT: Click the Printer Setup button to change the printer properties.

�HINT: Check All Locations to list all cash drawers that have been reconciled for all locations.


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5 Make sure the date in the Point of Sale Posting Date Is field is correct and click the Print button.

The first report printed is the Cash Drawer Reconciliation Report for each cash drawer. The Cash Drawer Reconciliation Report includes the cash drawer number, closing date, location, cashier, register, actions, transaction dates, transaction times, transaction numbers, and detailed cash flows.

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The next report is the Daily Sales Journal. The Daily Sales Journal itemizes all transactions entered in point of sale entry. This report includes the transaction number, transaction type, customer, sales tax schedule, taxable and non-taxable amount, discount, freight charge, and total sales tax for each cash drawer.

Daily Sales Journal Report


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If the cash drawer processed any layaway transactions, the next report is the Layaway Sales Journal. The Layaway Sales Journal provides a summary of all layaway transactions. Information on the report includes the transaction number, transaction type, date, customer, sales tax schedule, taxable sales, non-taxable sales, discounts, freight charge, sales tax, and total listed by each cash drawer.

The next report is the Sales Tax Journal. The Sales Tax Journal provides a summary of all tax information for all invoices by tax code. Information on the journal includes the tax class and description, sales amount, taxable sales, non-taxable sales, taxable freight, non-taxable freight, taxable tax, and exempt sales listed by each cash drawer.

Layaway Sales Journal Report

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The next report is the Daily Payments Journal. The Daily Payments Journal recaps all payments received detailed by payment type. Information on the journal includes the transaction number, transaction type, date, reference, whether or not the transaction was processed, and the payment type.

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The final report is the Gross Profit Journal. The Gross Profit Journal contains the total gross and net profits. Information on this report includes the transaction number, transaction type, date, salesperson, net sales amount, cost of goods amount, gross profit amount, gross profit percent, commission amount, and invoice total for each cash drawer.

After the Gross Profit Journal, the following dialog box appears.

When updating the Point of Sale Journal, the following updates occur:

• The Period-to-Date and Year-to-Date fields are updated in the Customer Master file with the invoice amounts.

• Each customer invoice entry is recorded in the Open Invoice file.

Gross Profit Journal Report

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• Invoice and line detail information is updated in the Point of Sale Professional Invoice History file.

• Postings are made to the General Ledger Transaction file for future printing.

• The Accounts Receivable period-ending date is compared with the accounting date. If the accounting date is greater than the period-ending date, all data for the Accounts Receivable module is posted to a future period.

• The Sales Tax History file is updated with the tax invoiced for each tax code.

6 After ensuring the reports are accurate, click the Yes button to update MAS 90/MAS 200 with the information. The following dialog box appears.

7 Click Yes to print the Daily Transaction Register. If you click No, you can print the Daily Transaction Register at another time. See the Daily Transaction Register section.

Daily Transaction Register

Use the Daily Transaction Register option on a daily basis after the Daily Sales Reports/Updates process. The Daily Transaction Register is an audit report detailing all transactions posted through Point of Sale Entry.

The Daily Transaction Register allows you to review the daily transaction information before updating the entire MAS 90/MAS 200 system with the information. This feature provides an opportunity to check for errors.

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If your Point of Sale Professional module is integrated with the General Ledger module, the transaction data will be updated directly to General Ledger. If your Point of Sale Professional module is not integrated with the General Ledger module, the transactions are updated to the General Ledger Recap file.

Print the Daily Transaction Register

1 From the Main menu of the Point of Sale Professional menu bar, select Daily Transaction Register. The Daily Transaction Register window appears.

2 Click the Print button. The Daily Transaction Register prints.

�NOTE: You can print the Daily Transaction Register with the Daily Sales Reports/Updates option, or from the Daily Transaction Register option in the Main menu of the Point of Sale Professional menu bar. The option is available after completing the Daily Sales Reports/Updates process.

Daily Transaction Register Window


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This register lists source journal data for the posting date. The information posted includes source journal, General Ledger account number and description, posting comments, debit and credit information, and totals for the journal, source, and posting date.

After the Daily Transaction Register, the following dialog box appears.

3 After ensuring the register is accurate, click the Yes button to update MAS 90/MAS 200 with the information.

Bank Deposit Maintenance

After reconciling a cash drawer and performing the daily sales update, you can create a bank deposit to the Bank Reconciliation module with the funds available from the reconciled cash drawers. Use the Bank Deposit Maintenance window to determine which cash drawers to use for a bank deposit to the Bank Reconciliation module.

Daily Transaction Register Report

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If multiple cash drawers are posted to the Bank Reconciliation module in one deposit (Post Deposits by Payment Type is set in Point of Sales Professional Options), the sum of each payment type is combined for all selected drawers and will be posted as one deposit for each payment type. For example:

• If cash drawer 00001 has - CASH=34.50, CHECK=75.00, VISA=123.45, AMEX=202.87

and

• Cash drawer 00002 has - CASH = 145.98, CHECK=0.00, VISA=98.33, AMEX=523.10

Point of Sale Professional will post to three deposit transaction to the Bank Reconciliation module:

• CASH=255.48

• VISA=221.78

• AMEX=725.97

�NOTE: The Bank Deposit feature is available only if the Bank Reconciliation module is integrated with the Point of Sale Professional module.


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Create a Bank Deposit

1 Select the bank for the deposit from the Bank field.

2 Click the button in the Sequence field to create a deposit with the next available deposit number. The next deposit number appears in the Sequence field.

3 Enter a reference number in the Reference field. Enter any additional reference number such as the bank’s deposit slip number.

4 Enter any comments about the bank deposit in the Comment field.

5 Click on the cash drawer numbers to deposit and click the Select button. The Selected field displays a Y for the cash drawers selected.

6 Click the Accept button to save the changes. The system saves the bank deposit. You must print the bank deposit to update the Point of Sale Professional system with the deposit information.

Bank Deposit Register/Update

Use the Bank Deposit Register/Update after the Bank Deposit Maintenance process. This option prints a report of all the bank deposit transactions in the Point of Sale Professional module.

Bank Deposit Maintenance Window

�HINT: To remove a cash drawer from a bank deposit, double-click on the row of the drawer number. The Selected field displays N and the Amount field is updated.

�HINT: To include all cash drawers for the bank deposit, click All. The Selected field displays Y for all of the cash drawers.


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The Bank Deposit Register allows you to review the deposit information before updating the entire MAS 90/MAS 200 system with the information.

Print the Bank Deposit Register

1 From the Main menu of the Point of Sale Professional menu bar, select Bank Deposit Register/Update. The Bank Deposit Register window appears.

2 Enter the number of copies to print in the Copies field.

3 Click the Print button. The Bank Deposit Register prints.

�NOTE: The Bank Deposit Register/Update option is available in the Point of Sale Professional Main menu. The option is available after completing the Bank Deposit Maintenance process.

Bank Deposit Register Window


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This register lists the cash drawers that contributed to the amount deposited in the bank. The information in the report includes bank code, deposit sequence number, deposit date, reference, cash drawer number, withdraw date, location code, amount withdrawn, and the amount deposited.

After the Bank Deposit Register, the following dialog box appears.

4 After ensuring the register is accurate, click the Yes button to update MAS 90/MAS 200 with the information.

Layaway Cancellations

When a customer cancels a layaway transaction or if the customer fails to make a layaway payment during the allotted time, you can cancel the layaway. Use the Layaway Cancellation Maintenance window to record layaway cancellations. After recording all the cancellations, update the MAS 90/MAS 200 system with the cancellations by printing the Layaway Cancellation Register.

Bank Deposit Register Report

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Layaway Cancellation Maintenance

Use the Layaway Cancellation Maintenance window to enter cancelled layaway transactions.

Enter a Layaway Cancellation

1 Select the store location from the Location field. The layaway transactions for the location appear in the Layaway Cancellation Maintenance window.

2 Click on the layaway transactions to cancel and click the Select button. To cancel all layaways, click the All button. The Selected field changes from N to Y.

3 Click the Proceed button to save the changes and to start the Layaway Cancellation Register/Update process. The Layaway Cancellation Register window appears.

You can print the register now, or cancel the register and create it through the Cancellation Register/Update option. See the Print the Layaway Cancellation Register for details on printing the register.

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Cancel a Layaway with a Deposit

When you cancel a layaway with a deposit, there is no update to the General Ledger. You must manually enter the data in the General Ledger Journal Entry to record any amount of the deposit refunded to the customer. The journal entry will offset the original general ledger account used to recognize the deposit received. Generally, this general ledger account will be the account selected in the Layaway Deposit Account in Location Maintenance on Setup menu of Point of Sale Professional Setup.

For more information about using the General Ledger Journal Entry feature, see the General Ledger Manual by Best Software.

Layaway Cancellation Register/Update

Use the Cancellation Register/Update after the Layaway Cancellation Maintenance process. This option prints a list of all the layaway cancellations in the Point of Sale Professional module.

The Layaway Cancellation Register allows you to review the cancelled layaway transactions before updating the entire MAS 90/MAS 200 system with the information.

Print the Layaway Cancellation Register

1 From the Main menu of the Point of Sale Professional menu bar, select Cancellation Register/Update. The Layaway Cancellation Register window appears.


3 Click the Print button. The Layaway Cancellation Register prints.

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This register lists the layaway cancellations. The information in the register includes the location code and description, transaction number, transaction/payment date, customer, amount on layaway, payments made, balance, and total amounts for transaction payment, location, and for the entire register.

After the Layaway Cancellation Register, the following dialog box appears.

4 After ensuring the report is accurate, click the Yes button to update MAS 90/MAS 200 with the information.

___________________________________________________________

This concludes Chapter 7: Using the Main Menu of the Point of Sale Professional manual.

Layaway Cancellation Register

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Using the Inquiries MenuChapter 10

Chapter 8: Using Inquiries Menu contains instructions on how to search for detailed information for customers, inventory items, sales orders, transactions, and cash drawers. The activities in this chapter can be performed by anyone, including an accountant, cashier, or manager.

How to Use the Inquiries Menu

The options available in the Inquiries menu allow your company to view information. You cannot change any data from the windows in the Inquiries menu.

Open a Window from the Inquiries Menu


2 Click on the Inquiries menu. The names of the windows available in the menu appear on the right side of the MAS 90/MAS 200 window.


Display a Record in an Inquiry Window

• Click the button in the first field to select a record from the Lookup window. The system displays the record’s information in the window.

Windows Available in the Inquiries Menu

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Types of Inquires

The Inquiries menu includes six types of inquiries. The inquiries provide both general and detailed data, in view only display. You can use these inquiries when searching for more information about a customer, item, or transaction.

• Customer Inquiry - Displays general customer information including name, address, and spending history, as well as invoices and sales orders.

• Inventory Inquiry - Summarizes the status of each item such as warehouse location, and provides sales history information.

• Sales Order Inquiry - Displays general sales order information such as the customer on the sales order, the customer address, and details each item listed on the sales order and the total value.

• Transaction History Inquiry - Displays the details of a specific transaction.

• Active Cash Drawer Inquiry - Displays the details of a transaction on a currently active drawer. View the payment type totals and individual transaction details.

• Cash Drawer History Inquiry - Displays the details of a transaction on an updated cash drawer. View the payment type totals and individual transaction details.


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Customer Inquiry

The Customer Inquiry feature in the Point of Sale Professional module is a copy of the Customer Inquiry feature in the Accounts Receivable module by Best Software. Use Customer Inquiry to review vital information for a specified customer without having to open the Accounts Receivable module. The Customer Inquiry feature contains customer information, such as the address, sales history, and invoice history. The Customer Inquiry window is view only.

View Customer Information in Point of Sale Professional

• Select a customer from the Customer No. field. After selecting a customer, the Customer Inquiry window displays the customer’s data.

See the Accounts Receivable Manual by Best Software for more information about the Customer Inquiry window.

�NOTE: The Customer Inquiry option is available only if the Accounts Receivable module is integrated with the Point of Sale Professional module.

Customer Inquiry Window


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Inventory Inquiry

The Inventory Inquiry option in the Point of Sale Professional module is a copy of the Inventory Inquiry feature in the Inventory Management module by Best Software. Use Inventory Inquiry to review vital information for a specific inventory item without having to open the Inventory Management module. The Inventory Inquiry provides information about quantity on hand, on purchase, on sales order, on back order, committed, and available by warehouse with totals for all warehouse locations. The Inventory Inquiry window is view only.

View Inventory Information in Point of Sale Professional

• Select an item from the Item No. field. After selecting an item, the Inventory Inquiry window displays the item’s details.

See the Inventory Management Manual by Best Software for more information about the Inventory Inquiry window.

�NOTE: The Inventory Inquiry option is available only if the Inventory Management module is integrated with the Point of Sale Professional module.

Inventory Inquiry Window


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Sales Order Inquiry

The Sales Order Inquiry option in the Point of Sale Professional module is a copy of the Sales Order Inquiry feature in the Sales Order module by Best Software. Use Sales Order Inquiry to review sales order information without having to open the Sales Order module. The Sales Order Inquiry provides sales totals, sale order line details, credit information, and customer memos. The Sales Order Inquiry window is view only.

View Sales Order Information in Point of Sale Professional

• Select an order from the Order Number field. After selecting an order, the Sales Order Inquiry window displays the order’s details.

See the Sales Order Manual by Best Software for more information about the Sales Order Inquiry window.

�NOTE: The Sales Order Inquiry option is available only if the Sales Order module is integrated with the Point of Sale Professional module.

Sales Order Inquiry Window


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Transaction History Inquiry

Use Transaction History Inquiry window to view updated point of sale transactions. This feature allows you to view updated receipts and to access detailed information about the customer, the item purchased, freight charges, and sales taxes. You can also print duplicate copies of receipts. The Transaction History Inquiry window is view only.

Managers and customer service representatives can use the Transaction History Inquiry feature to view updated receipts to solve a problem with a past purchase. Cashiers can use this feature to view the cost of an item or an updated transaction.

View Transaction History Information

• Select a transaction from the Trans No. field. After selecting a transaction the Transaction History Inquiry window displays the details of the transaction, including the cashier and/or salesperson involved, the items purchased, the customer, the cost and payment of the transaction.

View Details for a Transaction

You can view additional details about a transaction in the Transaction Detail window, including the cash drawer number and the time of the transaction. The Transaction Detail window is view only.

Transaction History Inquiry Window

�HINT: Create a filter for the Transaction History list to search for a specific transaction. For example, set a filter to view transactions from a specific customer only.


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• After selecting the transaction, click the button available in the Trans No. field of the Transaction History Inquiry window. The Transaction Detail window appears.

The Transaction Detail window displays additional information about the transaction including the cashier, cash drawer, and exact time of the transaction.

View the Customer Details for a Transaction

You can view the details about a customer. The Transaction Customer Details feature allows you to view the customer address, contact, and shipping address. You can also view the cashier and/or salesperson that completed the transaction. The Transaction Customer Detail window is view only.

• After selecting the transaction, click the button available in the Customer section of the Transaction History Inquiry window. The Transaction Customer Detail window appears.

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You can access additional customer information by clicking on the Customer Memos, Customer Credit, or Customer Maintenance button available in the Customer field. Access additional contact information by clicking on the Membership Maintenance button in the Contact field.

View a Customer Memo

You can view a memo assigned to a customer through the Transaction History Inquiry window.

1 After selecting the transaction, click the button available in the Customer section of the Transaction History Inquiry window. The Customer Memo Maintenance window appears.

Transaction Customer Detail Window


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2 Select a customer memo from the Memo Code field. After selecting a memo, the Customer Memo Maintenance window displays the memo’s details.

See the Account Receivable Manual by Best Software for more information about the Customer Memo Maintenance window.

View a Customer’s Credit

You can view the details of a customer’s credit at the time of an updated transaction. The Customer Credit feature allows you to view the customer’s credit limit, balance, and last statement date. The Customer Credit window is view only.

• After selecting the transaction, click the button available in the Customer section of the Transaction History Inquiry window. The Customer Credit window appears.

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The Customer Credit window contains brief details about the customer’s credit including the cost of open orders, the cost of the currently opened transaction, and past due information.

View the Details of an Item

You can view the details of an item at the time of the transaction. The Item Details feature allows you to view the item’s price level and product line details. The Line Item Detail window is view only.

1 After selecting the transaction, click on the item in the receipt (right side of window). The information about the item appears in the Item section of the Transaction History Inquiry window.

2 After selecting the item, click the button available in the Item section. The Line Item Detail window appears.



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The Line Item Detail window contains brief details about the cost of the item and the product line of the item.

View the Extended Description of an Item

You can view additional comments added to an item at the time of a transaction. The Extended Item Description Maintenance feature allows you to view comments about the item.


2 After selecting the item, click the button available in the Item frame. The Item Text History window appears.

Line Item Detail Window


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The Item Text History window is view only. It displays an extended description about the item.

View the Lot/Serial Number of an Item

If an item that was purchased belongs to a specific lot or serial distribution, you can view the lot/serial number for the item. The Lot/Serial No. Distribution History window is view only.


2 After selecting the item, click the button available in the Item section. The Lot/Serial No. Distribution History window appears.

Item Text History Window


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The Lot/Serial No. Distribution History displays the lot/serial number, the amount distributed, and the distribution balance.

View the Individual Items in a Sales Kit

If an item that was purchased was actually a sales kit of several items packaged together, you can display the individual items on the sales receipt.

1 After selecting the transaction, click on the sales kit item in the receipt (right side of window). The information about the item appears in the Item section of the Transaction History Inquiry window.

2 After selecting the sales kit item, click the button available in the Item section. The following picture displays a sales kit item expanded to show the individual items.

Lot/Serial No. Distribution History Window


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View the Shipping Charges

If a purchase was shipped to a customer, you can use the Freight feature to view the cost of the shipment. The Freight Charges window is view only.

• After selecting the transaction, click the button available in the Freight field. The Freight Charges window appears.

The Freight Charges window displays the transportation method used, the shipping zone, the weight, and the total shipping charge.

Desk Ensemble Kit Desk Ensemble Kit Expanded to Individual Items

Freight Charges Window


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View the Tax Details from an Updated Transaction

You can view the details for the tax applied to a transaction. You can view the tax code applied to the transaction, the amounts that are taxable, and the non-taxable amounts. The Tax Detail window is view only.

• After selecting the transaction, click the button available in the Sales Tax field. The Tax Detail window appears.

The Tax Detail window displays the taxable sales and freight, the non-taxable sales and freight, exempt tax information, and the total tax amount.

Print a Duplicate Receipt for an Updated Transaction

You can print a duplicate receipt from the Transaction History Inquiry window. Duplicate receipts are printed with "Duplicate" on the receipt for security purposes.

• After selecting the transaction, click the button on the window to print the receipt.

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Active Cash Drawer Inquiry

Use the Active Cash Drawer Inquiry to view detailed information for active cash drawers. This feature allows you to view current cash drawer totals, such as total number of sales, total number of voided transactions, and total amount in sales. You can also view payment details and find out how many transactions were paid using a specific payment type. You can also access the Point of Sale Inquiry feature from the Active Cash Drawer Inquiry window.

Managers will find the Active Cash Drawer Inquiry feature useful for current customer service purposes, or for determining which drawers require withdrawals based on the total amount available in the drawer.

View an Active Cash Drawer

1 Select the location of the cash drawer from the Location field. To view cash drawers from all locations, check the All Locations field in the bottom left part of the window.

2 Select a cash drawer from the Cash Drawer field. After selecting a cash drawer, the Active Cash Drawer Inquiry window displays the name of the cashier, all the transaction totals, and all the individual transactions.

Active Cash Drawer Inquiry Window

�HINT: Click the Refresh button to update the Active Cash Drawer Inquiry window with the latest information.


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View Totals for Each Payment Type in an Active Cash Drawer

View the total amounts and number of transactions paid with a specific type of payment.

• Click the button on the Active Cash Drawer Inquiry window. The Payment Detail window appears.

View Transaction History for a Transaction in an Active Cash Drawer

You can open the Transaction History Inquiry window through the Active Cash Drawer Inquiry.

• Click on the transaction and click the button on the Active Cash Drawer Inquiry window. The Point of Sale Inquiry window appears.

Cash Drawer History Inquiry

Use the Cash Drawer History Inquiry to view detailed information for updated cash drawers. This feature allows you to view cash drawer totals, such as total number of sales, total number of voided transactions, and total amount in sales. You can also view payment details and find out how many transactions were paid using a specific payment type. You can also access the Transaction History Inquiry feature from the Cash Drawer History Inquiry window.

Payment Detail Window


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View a Cash Drawer’s History

1 Select the location of the cash drawer from the Location field. To view cash drawers from all locations, check the All Locations field in the bottom left part of the window.

2 Select a cash drawer from the Cash Drawer field. After selecting a cash drawer, the Cash Drawer History Inquiry window displays the name of the cashier, all the transaction totals, and all the individual transactions.

View Totals for Each Payment Type in the Cash Drawer History Inquiry

View the total amounts and number of transactions paid with a specific type of payment.

• Click the button on the Cash Drawer History Inquiry window. The Payment Detail window appears.

Cash Drawer History Inquiry Window


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View Transaction History for a Transaction in the Cash Drawer History Inquiry

You can open the Transaction History Inquiry window through the Cash Drawer History Inquiry.

• Click on the transaction and click the button on the Cash Drawer History Inquiry window. The Transaction History Inquiry window appears.

___________________________________________________________

This concludes Chapter 8: Using the Inquiries Menu of the Point of Sale Professional manual.

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Using the Reports MenuChapter 11

Chapter 9: Using the Reports Menu contains instructions on how to print reports based on the information available in the Point of Sale Professional module. This module provides a variety of timely, informative reports that help you make effective and efficient decisions. The activities in this chapter are usually performed by an accountant or manager.

How to Use the Reports Menu

The options available in the Reports menu allow your company to print or preview different reports. You can select the type of data to include in a report and determine how to sort the report.

Open a Window from the Reports Menu


2 Click on the Reports menu. The names of the windows available in the menu appear on the right side of the MAS 90/MAS 200 window.


Select Data for a Report

The sections in this manual detail the different types of information you can include in an individual report. The following steps teaches you how to select the information from the fields. When you open a Report window it contains fields similar to the following picture.

Windows Available in the Reports Menu

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1 Select how to sort the report from the drop-down list in the Sort Options field.

2 Select the type of information to include in the report from the remaining fields on the Report window. For many fields you can select all records or a range of information. For example, in the previous picture you can check All to print all locations, or you can use the Lookup windows in the Starting and Ending fields and select specific locations. If there is a date field available in a Report window and you want to print information for a particular date, enter the same date in the Starting and Ending fields.

3 Click the Print button to print the list or the Preview button to preview the report.

Types of Reports

The Point of Sale Professional module contains reports to help you analyze and update gross profit and sales history. The following types of reports are available in this module:

• Transaction History Report - This report provides an audit trail of all transaction activities.

• Active Cash Drawer Report - This report provides a detailed listing of all current transactions on an active (open, closed, reconciled) cash drawer.

Outstanding Rental Report Window


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• Cash Drawer History Report - This report provides a detailed listing of transactions on an updated cash drawer.

• Open Layaway Report - This report includes a detailed listing of all open layaway transactions.

• Outstanding Rental Report - This report includes a detailed listing of all rental items that have not been returned.

• Sales Tax Report - This report includes a detailed recap of all sales tax information and includes taxable sales, nontaxable sales, taxable freight, nontaxable freight, taxable tax, exempt sales, and sales tax amount.

• Credit Card Report - This report includes a detailed listing of credit card payments for transactions.

• General Ledger Posting Recap - This report includes a detailed recap of all transactions by General Account Number.

Transaction History Report

Use the Transaction History Report option to obtain an audit trail of all transactions. Print the Transaction History Report before processing the period end. The period end process purges the transaction history information.


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Print a Transaction History Report

1 Select how to sort the report from the Sort Options field. You can sort the report by Transaction Number, Transaction Date, Cash Drawer Number, Customer, or Salesperson.


3 Check the types of transactions to include from the Transaction Types to Print field. You can include All, Sale, Return, Quote, Order, Customer Payment, and Layaway Payment transactions. The default option is All. To select only specific transactions, uncheck All and check the types to include.

4 Enter the transaction numbers to include in the Transaction Number field.

5 Enter the transaction dates to include in the Transaction Date field.

6 Enter the cash drawers to include in the Cash Drawer Number field.

7 Enter the customers to include in the Customer Number field.

8 Enter the salespeople to include in the Salesperson field.

Transaction History Report Window

�HINT: To include only one topic in the report (for example one date), enter the same information in the Starting and Ending fields.


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9 Click the Print button to print the report or the Preview button to preview the report.

The Transaction History Report displays the transaction number, date, customer, salesperson, drawer, sales, discount, sales tax, freight, and total amount for each transaction.

Active Cash Drawer Report

The Active Cash Drawer Report lists the current transaction activity. Print this report as necessary to track the status of currently opened, closed, and reconciled cash drawers.

Transaction History Report


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Print an Active Cash Drawer Report

1 Select how to sort the report from the Sort Options field. You can sort the report by Cash Drawer Number, Creation Date, Location ID, Cashier, or Salesperson.

2 To include a listing of transaction information for each cash drawer, check Print Transaction Detail. The detailed report includes the transaction number, type, date, status, salesperson, total sales, other transactions, and amount received.

3 Check Print Voided Transactions to include voids on the report. This field is only available if you check the Print Transaction Detail field.


5 Check the types of cash drawers to include from the Cash Drawer Status field. You can include All, Ready, Open, Closed, and Reconciled cash drawers. The default option is All. To select only specific cash drawer types, uncheck All and check the types to include.

Active Cash Drawer Report Window


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6 Check the transaction types to include from the Transaction Type field. This field is only available if you check the Print Transaction Detail field. You can include All, Sale, Return, Order, and Quote transactions. The default option is All. To select only specific transaction types, uncheck All and check the types to include.


8 Enter the cash drawer creation dates to include in the Creation Date field.

9 Enter the cash drawer locations to include in the Location ID field.

10 Enter the cashiers to include in the Cashier field.



The Active Cash Drawer History Report displays the cash drawer number, location, name of cashier, drawer creation date, the drawer that it was created from, drawer status, whether or not there are multiple registers, opening cash amount, payment type and description, number of transactions, and total amount. The detailed report includes the transaction number, type, date, status, salesperson, total sales, other transactions, and amount received.


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Cash Drawer History Report

The Cash Drawer History Report lists the updated transaction activity for updated cash drawers.

Active Cash Drawer Report


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Print a Cash Drawer History Report

1 Select how to sort the report from the Sort Options field. You can sort the report by Cash Drawer Number, Creation Date, Location ID, Cashier, or Salesperson.

2 To include a listing of transaction information for each cash drawer, check Print Transaction Detail. The detailed report includes the transaction number, type, date, status, salesperson, total sales, other transactions, and amount received.

3 Check Print Voided Transactions to include voids on the report. This field is only available if you check the Print Transaction Detail field.


5 Check the types of cash drawers to include from the Cash Drawer Status field. You can include All, Ready, Open, Closed, and Reconciled cash drawers. The default option is All. To select only specific cash drawer types, uncheck All and check the types to include.

Cash Drawer History Report Window


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6 Check the transaction types to include from the Transaction Type field. This field is only available if you check the Print Transaction Detail field. You can include All, Sale, Return, Order, and Quote transactions. The default option is All. To select only specific transaction types, uncheck All and check the types to include.


8 Enter the cash drawer creation dates to include in the Creation Date field.

9 Enter the cash drawer locations to include in the Location ID field.

10 Enter the cashiers to include in the Cashier field.



The Cash Drawer History Report displays the cash drawer number, location, name of cashier, drawer creation date, the drawer that it was created from, drawer status, whether or not there are multiple registers, opening cash amount, payment type and description, number of transactions, and total amount. The detailed report includes the transaction number, type, date, status, salesperson, total sales, other transactions, and amount received.


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Open Layaway Report

The Open Layaway Report lists the currently open layaway transactions. Print this report as necessary to track the status of open layaways.

Print an Open Layaway Report

1 Select how to sort the report from the Sort Options field. You can sort the report by Transaction, Customer Number, or Customer Name.

Cash Drawer History Report

Open Layaway Report Window


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2 To include a listing of payment transactions for each layaway, check Print Detailed Listing. The detailed report includes the payment transaction type and date.


4 Select the types of layaways to include from the Report Options field. You can include Open and Completed Layaways, Completed Layaways Only, or Open Layaways Only.

5 Enter the transaction numbers to include in the Transaction field.

6 Enter the customers to include in the Customer Number field.

7 Enter the customers to include in the Customer Name field.


The Open Layaway Report displays the layaway transaction number, date, customer, layaway amount, payments, and layaway balance. The detailed report includes the payment transaction type and date.

Open Layaway Report


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Outstanding Rental Report

Use the Outstanding Rental Report option to obtain a list of outstanding rental charges by customer or item. Print this report as necessary to track the status of rented items.

Print an Outstanding Rental Report

1 Select how to sort the report from the Sort Options field. You can sort the report by Customer or Item. If you select Customer, the report includes the customer information.

2 Enter the number of reports to print in the Copies field.

3 Enter the rental locations to include in the Location field.


The Outstanding Rental Report displays the rental item number, transaction date, and due date. If you select Customer in the Sort Options field, the report includes the customer information.

�NOTE: The Outstanding Rental Report is available only if the Enable Rental Charges option is selected in the Point of Sale Professional Options window.

Outstanding Rental Report Window


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Sales Tax Report

The Sales Tax Report provides a recap of all sales tax information by tax code. This report can be printed in summary or in detail format, and includes taxable sales, nontaxable sales, taxable freight, nontaxable freight, taxable tax, exempt sales, and sales tax amount for each tax code. The accumulated sales tax collected is printed for each tax code and primary tax code.

�NOTE: The Sales Tax Report option is available only if the Sales Tax Reporting option is selected in the Point of Sale Professional Options window.

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Print a Sales Tax Report

1 Select how to sort the report from the Sort Options field. You can sort the report by Location or Primary Tax Code. If you select Location, the report includes the location information. If you select Primary Tax Code, the report includes the subtotals of all primary tax codes.

2 Select the format for the report from the Print Format field. You can select Summary, Date Detail, or Invoice Detail.


4 Enter the tax dates to include in the Date field.

5 Enter the tax codes to include in the Tax Code field.


The Sales Tax Report displays the tax code and description, sales amount, taxable sales, non-taxable sales, taxable freight, non-taxable freight, taxable tax, exempt sales, sales tax amount, transaction amount total, location or primary tax code, and report totals.

Sales Tax Report Window


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Credit Card Report

The Credit Card Report provides a listing of credit card payments. This report can be printed as necessary to track transactions paid by credit cards.

�NOTE: The Credit Card Report option is available only if PCCharge is selected in the Credit Card Processing Software field in the Point of Sale Professional Options window.

Sales Tax Report


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Print a Credit Card Report

1 Select how to sort the report from the Sort Options field. You can sort the report by Location or Transaction Date.


3 Enter the locations to include in the Location field.

4 Enter the dates to include in the Date field.


The Credit Card Report displays the credit card issuer, PCCharge number, transaction number, store location, date, card number, expiration date, authorization, transaction amounts, and the report totals.

Credit Card Report Window


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Troubleshooting the Credit Card Report

If you receive a conversion error when creating the credit card report, complete the following steps.

1 Click the Edit button from the Credit Card Report window. The Crystal Reports application starts.

2 Select Verify Database from the Database menu. The MAS 90 and MAS 200 Database Signon window appears.

3 Select your company and enter your user name and password. Click OK when finished.

You will receive an error and a prompt to enter the correct location of the file.

Credit Card Report

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4 Click the OK button and enter the location of the PCCharge Database file (PCCW.MDB file).

This file is usually located in the PCCharge/Active Charge Directory.

5 Click the Open button after entering the file location. The system displays warning dialogs about updating the file. Click OK on all dialogs.

6 Exit Crystal Reports and save the changes to the report.

General Ledger Posting Recap

The General Ledger Posting Recap provides a detailed report of all point of sale postings by General Ledger account number. This report was designed for users who do not have the General Ledger module installed. Printing the report at the end of each period provides a convenient summary of point of sale transactions used to post to a manual General Ledger. This report itemizes each transaction and lists the corresponding debit and credit amounts.

Print the General Ledger Posting Recap before processing the period end. The period end process purges the detailed information for this report. If the Point of Sale Professional is installed without integrating with General Ledger, the information is purged during Point of Sale Professional’s period end processing. If Point of Sale Professional is integrated with General Ledger, the information is purged during General Ledger’s period end processing.

Choose Database File Window


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Print a General Ledger Posting Recap.

1 Check the Summarize Postings to view a summary report. The summary includes the account number and description, debit, credit, and report total. Uncheck this field to include details about each posting such as the date, reference number, posting remarks, and posting totals.

2 Enter the posting dates to include in the Date field.


The General Ledger Posting Recap displays the account number and description, debit, credit, and report total. Detailed reports also include the posting date, reference number, posting remarks, and posting totals.

General Ledger Posting Recap Window


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___________________________________________________________

This concludes Chapter 9: Using the Reports Menu of the Point of Sale Professional manual.

General Ledger Posting Recap Report (Summarize Posting field was selected)


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Using the Period End MenuChapter 12

Chapter 10: Using the Period End Menu focuses on the accounting aspects of the Point of Sale Professional module and explains how to process the period end data. The activities in this chapter are usually performed by an accountant or financial administrator.

The features covered by this chapter are available in the Period End menu of the Point of Sale Professional module.

When to Run Period End Processing

Period end processing usually occurs at the end of each accounting period (usually the last business day of each month) to clear the previous period’s data files and prepare for the following period’s business. When performed at year end, the process also clears year-to-date balances accumulated in the Miscellaneous Charge, Payment Type, and Discount Type data files to prepare for the new year.

The Period End Processing feature also allows you to clear and purge history files. Use this feature to clear the history of transactions, and to purge sales tax and rental histories.

Prior to Processing the Period End

Before processing period end data, clearing files, or purging files, make a backup copy of the data. For more information on how to backup the data, see the Library Master Manual by Best Software.

�WARNING: Backing up your data is an important part of your daily, period end, and year end procedures.

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Using the Period End Processing Feature

Process period end data and clear history files with the P/2 Period End Processing window. The following types of period end processing options are available:

• Full Period End Processing

• Full Period End and Year End Processing

• Only Clear Transaction History File

• Only Purge Sales Tax History File

• Only Purge Rental History File

Open the P/2 Period End Processing Window

• From the Period End menu of the Point of Sale Professional menu bar, select Period End Processing. The P/2 Period End Processing window appears.

P/2 Period End Processing Window

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TharePeanfiethe

Full Period End Processing

The Full Period End Processing option performs routine period end processing, which usually occurs on the last business day of every month. It sets the Period to Date field balances in the Discount Maintenance, Payment Type Maintenance, and Cashier Maintenance windows to zero (0). Full Period End Processing also purges completed layaways, based on the setting in the Number of Days to Retain Completed Layaways field in the Point of Sale Options window.

Complete Full Period End Processing

1 From the P/2 Period End Processing window, select Full Period End Processing and click the Proceed button. The following window appears.

2 Click the Proceed button to continue. The Period End Reports window appears.

�WARNING: Verify that the correct period and period ending date appear in the Period and Ending fields of the P/2 Period End Processing window. If the correct date does not appear, open Point of Sale Professional Options and verify the period and date information.

If the Ending field does not display the correct period ending date and you process period ends on a regular basis, contact your authorized Reseller or Software Consultant for assistance.


e Period to Date fields set to zero during Full riod End Processing, d the Year to Date lds updates the total for full year.


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TharLaupPePr

3 Check each period end report to print and click the Print button. After the selected reports finish printing, the following dialog box appears.

4 Click the Yes button. The system completes the processing and advances to the next period.

The Current Point of Sale Period field in the Point of Sale Professional Options window increases to the next period.

Full Period End and Year End Processing

The Full Period End and Year End Processing option performs the same functions as Full Period End Processing, but it also sets the Year to Date field balances in the Discount Maintenance, Payment Type Maintenance, and Miscellaneous Charge windows to zero (0). This option also updates the balances in the Last Year fields to contain the correct balances. Select this option only at year end (your last fiscal accounting period).

Period End Reports Window

MAS 90 Dialog Box

e Year to Date fields e set to zero and the st Year fields are dated during Full riod End and Year End ocessing.


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Complete Full Period End and Year End Processing

1 From the P/2 Period End Processing window, select Full Period End and Year End Processing and click the Proceed button. The following window appears.

2 Click the Proceed button to continue. The Period End Reports window appears.

�WARNING: Verify that the correct period and period ending date appear in the Period and Ending fields of the P/2 Period End Processing window. If the correct date does not appear, open Point of Sale Professional Options and verify the period and date information.

If the Ending field does not display the correct period ending date and you process period ends on a regular basis, contact your authorized Reseller or Software Consultant for assistance.


Period End Reports Window


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3 Check each period end report to print and click the Print button. After the selected reports finish printing, the following dialog box appears.

4 Click the Yes button. The system completes the processing and resets the period and advances to the next year.

The Current Point of Sale Fiscal Year and Current Point of Sale Period fields in the Point of Sale Professional Options window resets the period and advances to the next year.

Only Clear Transaction History File

The Only Clear Transaction History File option purges the Transaction History files based on the accounting date. This feature purges the history file up to the current accounting date set in the Point of Sale Professional module. Use this feature when your company needs to clear old transactions.

Clear Transaction History

1 From the P/2 Period End Processing window, select Only Clear Transaction History File and click the Proceed button. The following window appears.

MAS 90 Dialog Box


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2 Click the Proceed button to continue. The system clears old transactions from Point of Sale Professional.

Only Purge Sales Tax History File

The Only Purge Sales Tax History File option purges all sales tax history dated on and before the date you specify in the P/2 Period End Processing window. Use this feature when your company needs to clear old sales tax files.

Clear Sales Tax History

1 From the P/2 Period End Processing window, select Only Purge Sales Tax History File. The Sales Tax History Date field appears on the window.

�WARNING: Enter the last date to use for clearing the transaction history in the system. From the File menu on the MAS 90/MAS 200 menu bar, select Change Date to change the date. That date will appear in the P/2 Period End Processing window.

�NOTE: The Only Purge Sales Tax History File option is available only if the Sales Tax Reporting option is selected in the Point of Sale Professional Options window.



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2 Enter the last date to use for purging sales tax files in the field and click the Proceed button. The following window appears.

3 Click the Proceed button to continue. The system clears old sales tax files from Point of Sale Professional.




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Only Purge Rental History File

The Only Purge Rental History File option purges all rental item history dated on and before the date you specify in the P/2 Period End Processing window. Use this feature when your company needs to clear old rental files.

Clear Rental History

1 From the P/2 Period End Processing window, select Only Purge Rental History File. The Rental History Date field appears on the window.

2 Enter the last date to use for purging rental history files in the field and click the Proceed button. The following window appears.

�NOTE: The Only Purge Rental History File option is available only if the Enable Rental Charges option is selected in the Point of Sale Professional Options window.




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3 Click the Proceed button to continue. The system clears old rental files from Point of Sale Professional.

___________________________________________________________

This concludes Chapter 10: Using the Period End Menu of the Point of Sale Professional manual.


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Using the Optional MenuChapter 13

Chapter 11: Using the Optional Menu teaches you how to create members for rentals, how to create rental charge codes, how to process rental returns, and how to view a customer’s last purchase information. For instructions on how to create a rental transaction, see Enter a Rental Transaction.

How to Use the Optional Menu

The options available in the Optional menu allow your company to setup company-wide standards and use optional features like rental returns. You might not need to use every feature available in the Optional menu. Select only the features your company requires.

This chapter does not describe every procedure that can be completed on an Optional window. This chapter describes each option so you can setup your Point of Sale Professional system quickly and start using the module. Details instructions about adding information, changing information, deleting information, and printing from the Optional windows are available in the online help. The following instructions provide a quick overview of how to complete these procedures.

Open a Window from the Optional Menu


2 Click on the Optional menu. The names of the windows available in the menu appear on the right side of the MAS 90/MAS 200 window.


Windows Available in the Optional Menu

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Add Optional Settings to a Record

All of the windows in the Optional menu rely on records already created. With the Optional menu, you assign additional settings to the records.

1 Click the button in the first field to select a record from the Lookup window. The system displays the record’s information in the window.



Change a Record




Delete a Record





Warning Dialog


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Print an Optional Listing

You can print information from any of the windows available in the Optional menu. These windows provide a listing of the options set or the records available. For many of the windows you can select the type of information to include in the listing. For detailed information about each type of listing, see the online help.



3 Select the type of information to include in the list from the remaining fields on the Listing window. For many fields you can select all records or a range of information. For example, in the previous picture you can check All to print all customer numbers, or you can use the Lookup windows in the Starting and Ending fields and select specific customers. If there is a date field available in a Listing window and you want to print information for a particular date, enter the same date in the Starting and Ending fields.

4 Click the Print button to print the list or the Preview button to preview the list.

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Membership Maintenance

Use the Membership Maintenance window to create members for the Point of Sale Professional module. Members must already exist as customer contacts in the MAS 90/MAS 200 system. You link a Point of Sale Professional membership ID to the customer contact with the Membership Maintenance window.

Usually a "customer service" type of cashier will complete the activities in this section.

Create a Member

1 Select an existing customer from the Customer field. The window displays the customer information.

2 Select an existing customer contact from the Contact field. The window displays the contact information.

�NOTE: The Membership Maintenance option is available only if the Accounts Receivable module is integrated with the Point of Sale Professional module.

Membership Maintenance Window - Main Tab


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3 Make any changes to the customer contact information in the Main tab. For more information, access the online help available in the Main tab. This information is available from the Accounts Receivable module developed by Best Software.

4 Click the Membership tab to access the membership details for the contact.

5 Enter a membership number in the Membership ID field. This ID may be up to 20 alpha-numeric characters.

6 Enter additional, unique information about the member in the Identification field. For example, you can enter the customer’s drivers license number or enter the customer’s mother’s maiden name for security purposes.

7 Select a customer’s license picture from the Picture ID field.

�NOTE: The Point of Sale Professional module updates the Attendance fields in the Membership tab if the Track Member Attendance option is selected in the Transaction Type Maintenance window for each transaction type.

Membership Maintenance Window - Membership Tab


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View a Member’s Rentals

• Click on the Rentals tab from the Membership Maintenance window to access a member’s rental history. The window displays the rentals.

Rental Charge Code Maintenance

Use the Rental Charge Code Maintenance window to define rental charge code information. You do not create rental charge codes with the Rental Charge Code Maintenance window. You link rental charge data to existing miscellaneous charge codes created in the P/2 Miscellaneous Charge Maintenance window. See the Create a Miscellaneous Charge Code section for details on creating miscellaneous charge codes. Rented items are not removed from the Inventory Master file, since your company owns the item.

This window is available in the Optional menu if the Enable Rental Charges field is selected in the Point of Sale Professional Options window.

�NOTE: The rented item is listed as an On Sales Order quantity in Inventory Inquiry. When the rented item is returned, the quantity is removed from the On Sales Order quantity.

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Create a Rental Charge Code

1 Select a miscellaneous charge code from the Rental Charge Code field. The rental charge’s information appears in the Rental Charge Code Maintenance window.

2 Enter a short description for the rental code in the Short Description field. The short description will be the information that appears in the transaction receipt.

3 Enter the default number of days an item is rented in the Default Days field.

4 Check the days to exclude from the rental in the Exclude these Days field. These days will not count during a customer rental.

5 Select a late fee from the Late Fee Code field. The Description field and Flat Rate Fee field displays the late fee information.

6 Enter a late fee to be charged on a daily basis in the Daily Late Fee field.

Rental Charge Code Maintenance Window


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Rental Returns

When a customer rents an item, you record the rental as a sales transaction in the Point of Sale Entry window. When a customer returns a rented item, use the Rental Return Entry window to record the return. After recording all rental returns for the day, you must update the MAS 90/MAS 200 system with the returns by printing the Rental Return Report.

Rental Return Entry

Use the Rental Return Entry window to enter rental return information.

Enter a Rental Return

1 Select the store location from the Location field. The rental items for the location appear in the Rental Return Entry window.

�NOTE: The Rental Return Entry and Rental Return Report/Update options are available in the Point of Sale Professional Optional menu, if your company enabled the rental feature in the Point of Sale Professional Options window.

Rental Return Entry Window


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2 Select the item being returned from the list and click the OK button. The system defaults the return date to the current accounting date. You can change this information in the Date Returned field.

3 Click the Proceed button to save the changes and to start the Rental Return Report/Update process. The Rental Return Report window appears.

You can create the report now, or cancel the report and create it through the Rental Return Report/Update option. See the Print the Rental Return Report for details on creating the report.

Rental Return Report/Update

Use the Rental Return Report/Update after the Rental Return Entry process. This option prints a list of all the rental returns in the Point of Sale Professional module.

The Rental Return Report allows you to review the rental returns information before updating the entire MAS 90/MAS 200 system with the information.

Print the Rental Return Report

1 Select how to sort the report from the Sort Options field. You can sort the report by Customer or Item.


3 Enter the cash drawer locations to include in the Location field.

Rental Return Report Window


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This report lists the rental returns. The information in the report includes the location code and description, rental item, customer, transaction number, rental date, due date, return date, and late fees.

After the Rental Return Report, the following dialog box appears.

5 After ensuring the report is accurate, click the Yes button to update MAS 90/MAS 200 with the information.

Rental Return Report

MAS 90 Dialog Box


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Customer Last Purchase Maintenance

Use the Customer Last Purchase Maintenance window to view a customer’s last purchase, clear purchase history, and print a list of last purchases made by customers. You can use this information to review items and prices a customer has requested in the past.

If the Point of Sale Professional module is integrated with the Inventory Management module, the customer last purchase information is tracked for standard inventory items only. If the Point of Sale Professional module is not integrated with the Inventory Management module, the customer last purchase information is tracked for miscellaneous items created in Point of Sale Professional only.

Usually a "customer service" type of cashier will complete the activities in this section.

Create the Customer’s Last Purchase File

The first time you access the Customer Last Purchase Maintenance window, you need to create the customer last purchase list. By rebuilding the list, you create the Customer Last Purchase History file from the Point of Sale Transaction History files.

�NOTE: The Customer Last Purchase Maintenance option is available only if the Track Customers Last Purchase option has been selected in the Point of Sale Professional Options window.


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1 Click the Rebuild button. The following warning dialog box appears.

2 Click the Yes button. The Point of Sale Professional module rebuilds the file.

View a Customer’s Last Purchase

1 Select an existing customer from the Customer Number field. You can also click the button and select a customer and purchased item from the P/2 Customer Last Purchase list. If you select an item from this list, all of the fields in the Customer Last Purchase Maintenance window displays the purchase information.

2 Select an item from the Item Number field. You can also click the button and select from only items the customer purchased from the P/2 Customer Last Purchase list.

The system displays the details about the purchase in the Transaction Type, Transaction Number, Last Purchase Date, Last Purchase Quantity, and Last Purchase Price fields.

Customer Last Purchase Maintenance Window

Warning Dialog


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Delete a Customer’s Last Purchase Information

You can delete an outdated purchase history record from the Customer Last Purchase History file.

1 Select an existing customer from the Customer Number field. You can also click the button and select a customer and purchased item from the P/2 Customer Last Purchase list. If you select an item from this list, all of the fields in the Customer Last Purchase Maintenance window displays the purchase information.

2 Select an item from the Item Number field. You can also click the button and select from only items the customer purchased from the P/2 Customer Last Purchase list.

3 Click the Delete button. The following warning dialog box appears.


Clear the Customer Last Purchase Information

Use the Clear Customer Last Purchase File utility to delete outdated item pricing information, or to remove numerous purchase history records for customers or items that have been deleted from the system.

1 Click the Clear button. The Clear Customer Last Purchase File window appears.

2 Enter the customer numbers to include in the Customer Number field.

Warning Dialog

Clear Customer Last Purchase File Window


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3 Enter the item numbers to include in the Item Number field.

4 Enter the purchase dates to include in the Purchase Date field.

5 Click the Proceed button. The records are deleted and the Clear Customer Last Purchase File window closes.

___________________________________________________________

This concludes Chapter 11: Using the Optional Menu of the Point of Sale Professional manual.


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AAccount Number 64Accounts Receivable Module 14, 37,
38, 126, 184, 194, 226How to Integrate 54Integrating with Point of Sale 15

Active Cash Drawer Inquiry 225Active Cash Drawer Report 244, 247

Printing 248Address Labels 76

Bill to Address 76Ship to Address 76

Alternate ItemSearching for 188

Automatic Line Completion 77

BBack Orders 153

Allowed at a Location 95Updating 156

Bank Depositby Payment Types 81Creating 218Definition 28

Bank Deposit Maintenance 216Bank Deposit Register Report

Printing 219Bank Deposit Register/Update 218Bank Maintenance 79Bank Reconciliation Module 14, 16

How to Integrate 54Banks

Address 79Bank ID Number 79Cash Accounts 79Codes 79Contacts 80

Bar Code Scanners 14Best Software 13Bill of Materials

Adding to Transaction 188Budget 67

Current 67

Index

Current for General Ledger 66for General Ledger 65Next Year for General Ledger 66Revised 67

Button Fields 44

CCash Drawer History Inquiry 225, 240Cash Drawer History Report 245, 250

Printing 251Cash Drawer Maintenance 120Cash Drawer Reconciliation Report 209Cash Drawers 14

Allow Multiple Registers to Open 121

Changing Status of 121Creating 120Definition 27Opening Amount Set by

Location 95Print Sales Journals by 62Reconciliation

by Cashiers 94Include Transactions 62Launched by Default 95

Register Maintenance 104Setting Default Opening Cash 56Setting the Next Cash Drawer

Number 56Status

Closed 121Open 121Ready 121Reconciled 121

Viewing Totals for Each Payment Type in Updated Cash Drawer 241

Cash FlowsCash 64Financing 64Investments 64Operations 64

Cash On Delivery 81

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Cash ReceiptsSetting How to Update Monthly

Cash Receipts 56Cashier Maintenance 106

Allowed to Add a Customer in POS Entry 108

Allowed to Add New Line Items 108Allowed to Add New Reason

Codes 108Allowed to Change the Discount

Code 108Allowed to Make Withdrawals and

Payouts 108Allowed to Open Drawer without

Transaction 107Allowed to Override the Item

Price 108Allowed to Suspend

Transactions 107Allowed to Void a Completed

Transaction 108Allowed to Void Transactions 108Customer Memo Access 109Details Tab 110History Tab 109Main Tab 106POS Entry Tab 107Print Transaction on Complete

Payment 108Salesperson 107Summary Tab 109Transaction History Access 108

CashiersAllowed to Add a Customer 108Allowed to Add New Line Items 108Allowed to Add New Reason

Codes 108Allowed to Make Withdrawals and

Payouts 108Allowed to Suspend

Transactions 107Allowed to Void Transactions 108Being Allowed to Open Drawers

without Transactions 107

Index

Creating 106Customer Memo Access 109Definition 27Displaying Name during Point of

Sale Entry 61Logging into Point of Sale

Entry 123Overriding Item Prices 108Password 106Printing Transactions on Complete

Payment 108Salesperson 107Setting as Salesperson 78User Code 106

Charges 169, 171Check Readers 14Check Verification

Setting 57Checks 81

Address 84Disable Verification 83Drivers Licenses 84Number Required 83Requiring Name 84

CommissionsReporting for a Salesperson 134Split Commissions Between

Salespersons 134Contacts

Confirmation 78Pictures for 61Searching for 187

CreditChecking for a Customer 183

Credit Card Processors 14Credit Card Report 245, 258

Printing 258Credit Cards 81

Address 84Authorization Term 86Confirm Last Four Digits 84Discount Percent 86Expiration

Number of Days to Notify


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Employee 57Fees Accrual Account 86Merchant ID 86Per Transaction Fee 86Processing Software 57

Setting 57Processor Code 86, 88Requiring Name 84Requiring Numbers 84Selecting Card Company 85Validation Number 84

Crystal Reports 63Current Budget 66, 67Current Fiscal Year

Selecting 55Current Period

Setting 55Current Point of Sale Fiscal Year 269Current Point of Sale Period 267, 269Customer Details 230Customer Inquiry 225, 226

Opening 226Customer Last Purchase

Maintenance 284Customer Listing 253Customer Maintenance

Accessing 126, 184Customer Number

Requiring 77Customer Payment Transactions 163Customer Section

Using Features in 181Customers

Assigning Memos to 182Assigning Memos to

Transactions 230Changing Salesperson for 186Checking Credit for 183Last Purchase

Clearing 286Creating File for 284Deleting 286Viewing 285

Last Purchases 284

Index

Searching for Contacts 187Viewing Credit 232Viewing Last Purchase 185

Customers Last PurchasesTracking 57

DDaily Payments Journal 212Daily Sales Journal 210Daily Sales Reports/Updates 207Daily Sales Updates

Performing 207Daily Transaction Register 214Daily Transaction Report 215Data Migration

Recreate Customers 37Recreate Layaways with

Deposits 40Recreate Layaways without

Deposits 39Recreate Orders with Deposits 39Recreate Orders without

Deposits 38Recreate Payment Types 38Recreate Quotes 40Recreate Salespeople 38

Department Maintenance 101Creating 102

DepositsPosting by Payment Types 61

Devices 104Discount Codes

Adding 69Allow Cashiers to Override 70Allowing Cashiers to Change 108Dollar Amount 69for Transactions 76Percentage Amount 69Types 69

Discount Debit Account 69Discount Maintenance 68

Allow Override in Point of Sale Entry 70


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Creating a New Code 69Disc. Debit Account 69Discount Taken 70Dollar Amount 69Maximum Allowed 70Minimum Allowed 70Percentage Amount 69

Discount Taken 70Discounts 195

Allow by Line Item 60Debit Account 69

Drop ShipDefaulting Items to 59Item 73

EEnable Rental Charges 272Enable Touch Screen Keypad 104

FFreight Charges

Adding 195Full Period End and Year End

Processing 265, 267Completing 268

Full Period End Processing 265, 266Completing 266

GGeneral Ledger

Account Types 64Budget 67Budgets 65Current Budget 67History 64Integrating with Point of Sale

Professional Module 14Next Year Budget 67Prior Year Activity 67Revised Budget 66, 67Transactions 67

General Ledger Account

Index

Creating 64General Ledger Account

Maintenance 63Account Number 64Budget Tab 65Cash Flows 64Create a General Ledger

Account 64Current Budget 66History Tab 64Next Year Budget 66Opening 63Revised Budget 66Transactions Tab 67Variance Tab 66

General Ledger Module 14, 17General Ledger Posting Recap 245,

261Printing 262

Getting Started 41Gift Certificates 81, 175Gift Receipts 76

by Line Item 76by Line Quantity 76by Transaction 76

Graphical Forms 96Changing 97Creating 97Resetting 98Selecting 97

Gross Profit Journal 213Print Details 63

HHardware Devices

Bar Code Scanners 14Cash Drawers 14Check Readers 14Credit Card Processors 14Pole Displays 14Receipt Printers 14

Help 20Context-sensitive 23


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HighTower 13Support Services 24

IInquiries 224

Active Cash Drawer Inquiry 225Cash Drawer History Inquiry 225Customer Inquiry 225Inventory Inquiry 225Sales Order Inquiry 225Transaction History Inquiry 225Types of 225

InstallationFor MAS 200 or MAS 200 for

SQL 34Patch Installation System 13

Interest Exp 64Introduction 13Inventory Inquiry 225, 227Inventory Item Costs

Posting to General Ledger 58Inventory Management Module 14, 15,

227How to Integrate 55Integrating with Point of Sale

Professional 15Invoices

Viewing Details of 194Item Codes

Creating Miscellaneous Item Codes 72

Item CostPosting to General Ledger 59

ItemsAdding Extended Descriptions

to 191Adding Items with Lot/Serial

Numbers 193Allow Discount Rates for 60Allowing Point of Sale Entry of 59Changing or Deleting from

Transaction 190Changing Price of 192

Index

Combining on a Transaction 78Display Cost during Entry 60Price Searching 128Sales Account for Speciality

Items 59Searching for Alternates 188Setting a Cost of Goods Sold

Account 59Setting a Purchases Account for

Speciality Items 59View Details from a

Transaction 233View Extended Description 234View Lot/Serial Number 235Viewing Details of 189Viewing from Sales Kit 192Viewing in a Sales Kit 236

LLast Purchase

Viewing 185Last Transaction

Displaying on a Receipt 61Layaway Cancellations 220Layaway Payment Transaction 165Layaway Returns

Entering 221Updating 222

Layaway Sales Journal 211Layaway Transaction 143Layaways

Allowed at a Location 94Number of Days to Retain

Completed Layaways 57Line Item Details Section

Using Features in 188Location

Definition 28Location Maintenance 90

Banks 91Check Quantity on Hand During

Entry 94Create Back Orders 95


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Creating 91Default Opening Cash 95Forms Tab 95Freight Account 93General Ledger Tab 92Item Pricing 92

Customer Transactions use Standard Price 92

Retail Price 92Standard Price 92

Launch Reconciliation selected by Default 95

Layaway Deposit 93Layaways Allowed 94Limit Transactions to this

Warehouse Only 92Main Tab 91Opening Cash Acct 93Over Credit Limit Customers 95Password to Sell Item Below

Cost 95POS Entry Tab 94Price Level 92Sales Tax Acct 93Ship Via 91Source Journal 93Tax Schedule 91Use Sales Tax Schedule from

Customer 94Warehouse 91Warehouse Segment Value 93

Lock/Unlock Register 129Logoff 198Lot/Serial Number 193

MManager Maintenance 111

Access to Customer Inquiry 114Adding 113Customer Memo Access 114Main Tab 113Password 113POS Entry Tab 113

Index

ManagersAccess to Customer Inquiry 114Adding 113Features 198Password 113

ManualGraphic Conventions 20Online 20Sections In 18Text Conventions 20Using 18

MAS 200 or MAS 200 for SQL Installations 34

MembersCreating 277Tracking Attendance 78Viewing Rentals for 279

Membership Maintenance 277Memos

Viewing 182Menu Bar

Using 43Merchant Numbers 86Miscellaneous Charge Code

Maintenance 70Creating a Miscellaneous Charge

Code 71Creating a Miscellaneous Item

Code 72Length of Codes 71Miscellaneous Comment Codes 73

Miscellaneous Charge CodesPeriod Fields 72Sales Accounts 71Standard Charges 71Tax Class 72Types 71

Miscellaneous ChargesAllowing Entry during Point of Sale

Entry 58for Transaction Types 76Select Sales Account for 59

Miscellaneous Comment CodesCharge Code 73


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Creating 73Miscellaneous Item Codes

Calculate Commission 73Charge Code 72Cost of Goods Account 73Creating 72Drop Ship Defaults 73Inventory Account 73Period Fields 73Sales Account 72Standard Unit Cost 73Standard Unit Price 73Tax Class 73Trade Discounts 73Types 72Unit of Measure 73

Module IntegrationAccounts Receivable 14Bank Reconciliation 14Inventory Management 14

Modules TreeUsing 41

NNegative Extensions 77Negative Prices 77Negative Quantities 77Next Year Budget 66, 67Non-Graphical Forms 98

Changing 101Creating 99Selecting 98

Number of Days to Retain Completed Layaways 266

OOnly Clear Transaction History File 265,

269Clearing Transaction History 269

Only Purge Rental History File 265, 272Clearing Rental History 272

Only Purge Sales Tax History File 265, 270

Index

Clearing Sales Tax History 270Open Cash Drawer 83Open Layaway Report 245, 253

Printing 253Opening Cash

Set by Location 95Setting Default 56

Operating Exp 64Order Transactions 148, 152

Converting to Sales Transactions 158

Outstanding Rental Report 245, 255Printing 255

Over Credit Limit 95

PPassword

for Cashiers 106to Sell Item Below Cost 95

Patch Installation 13Pay Out Codes

Creating 115G/L Accounts for 116

Payment Type Maintenance 80Address 84Authorization Term 86Check Number Entry Required 83Confirm Last 4 Digits 84Creating 81Credit Card Company 85Credit Card Number 84Credit Card Tab 84, 87Disable Verification 83Discount Percent 86Drivers License Required 84Fees Accrual Account 86Main Tab 81Merchant ID 86Name Required 84Payments Received Fields 82Payments Refunded Fields 82Per Transaction Fee 86POS Entry Tab 82


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Print a Signature Line on the Receipt 83

Processor Code 86, 88Validation Number 84

Payment TypesA/R Asset Account 82A/R Category 82Asset Account 81Cash 169Cash On Delivery 81Charge 169Check 81, 172, 174Creating 81Credit Card 81Gift Certificates 81, 175Include in Location Bank

Deposit 81Open Cash Drawer 83Over/Short Account 82Posting Deposits by 61Print a Second Copy of the

Receipt 83Terms 81, 176Viewing Totals in Updated Cash

Drawers 241PCCharge 57, 171, 174

Processor Code 86, 88Period End

Before Processing 264Opening P/2 Period End

Processing Window 265Processing 264When to Process 264

Period End ProcessingPerforming 265

Point of Sale EntryActive Receipt 138, 180Changing Tab Sequences 78Closing 197Customer 138, 179Header 138, 179Line Item Details 138, 180Logging into 123Totals 138, 180

Index

Window 138Point of Sale Equipment 104

Bar Code Scanners 14Cash Drawers 14Check Readers 14Credit Card Processors 14Pole Displays 14Receipt Printers 14

Point of Sale ModuleMigrating Data From 37

Point of Sale ProfessionalCheck Verification 57Credit Card Software Selection 57Current Fiscal Year 55Current Period 55Days before Credit Card

Expiration 57Default Opening Cash 56Installation 29Integrating with Other Modules 14Integration to MAS 90/MAS 200

Accounts Receivable Module 14

Bank Reconciliation Module 14

General Ledger Module 14Inventory Management

Module 14Sales Order Module 14

Menu Bar 43Migrating Data from Point of

Sale 37Next Transaction Number 56Number of Days to Retain

Completed Layaways 57Registering 33Rentals 57Requiring Membership for

Rentals 57Sales Tax Reporting 56Setting the Cash Drawer

Number 56Support 20System Requirements 29


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System Startup 33Tracking Customers Last

Purchase 57Transaction Types Available 13Updating Monthly Cash

Receipts 56User Interface 41Using the Manual 18Welcome To 13

Point of Sale Professional Options 52Adding Pictures to Contacts 61Allow Discount Rate by Detail

Line 60Allowing Special Items 59Cost of Goods Sold Account 59Credit Card Processing

Software 57Default Special Items to Drop

Ship 59Display Item Cost in Line Item

Details during Entry 60Display Last Transaction 61Enabling Miscellaneous

Charges 58General Ledger Tab 58Integrating with Accounts

Receivable 54Integrating with Bank

Reconciliation 54Integrating with Inventory

Management 55Integrating with Sales Order 55Main Tab 53Name Displayed in Point of Sale

Entry 61POS Entry Tab 59Post Deposits by Payment Type 61Post Inventory Item Costs to

General Ledger 58Post Special Item Costs to General

Ledger 59Posting to General Ledger 58Print Gross Profit Journal 63Print Sales Journals by Cash

Index

Drawer 62Print Sales Journals by Cash

Drawers 62Print Sales Tax Journal in Detail 62Purchase Account 59Require Reasons for Return

Transactions 60Require Reasons for Voided

Transactions 60Setting Receipt Fonts 61

Pole Displays 14, 104Posting

Deposits by Payment Types 61Details to General Ledger 58Inventory Item Costs to General

Ledger 58Special Item Costs to General

Ledger 59Prepayment Transaction 164Price Levels 92Prices

Search for 128Print

Gross Profit Journal 63Sales Journals by Cash Drawer 62Sales Tax Journal in Detail 62

PrintersSelecting for Register 105

ProcessingPeriod End 265

Processor Code 86, 88Product Scale 104

QQuantity

Check on Hand for Location 94Quote Transactions 160

Converting to Sales Transactions 161

RReason Code Maintenance 114

Creating 115


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Reason CodesAllowing Cashiers to Add 108Creating 115Types 115

Receipt Printers 14Receipts

Automatic Line Completion 77Displaying Last Transaction 61Fonts 61Print a Signature Line 83Print Second Copy for Specific

Payment Types 83Printing Duplicate Copies 238Printing Sales Tax 77Printing Second Copies for Specific

Transaction Types 77Reconciliation

Include Transaction Details 62Launched by Default 95Performed by Cashiers 94

Register ID 103Register Maintenance 102

Cash Drawers 104Department 103Devices Tab 104Enable Touch Screen Keypad 104Location 103Main Tab 102Payment Type 103Pole Display 104Printing Tab 105Product Scale 104Register ID 103Transaction Type 103

Register Pay OutDefinition 28

Register Pay Out Maintenance 115Pay Out Codes 115

Register WithdrawalDefinition 28

RegistersDefinition 28Lock/Unlock 129Logoff 198

Index

Opening 133Unlocking 129Withdrawing Funds From 129

Registration 33Rental Returns

Entry 281Printing 282Report/Update 282

Rental Transaction 146Rentals

Enabling in Point of Sale Professional 57

Requiring Membership 57Returns 198

Reports 243Active Cash Drawer Report 244Cash Drawer History Report 245Credit Card Report 245General Ledger Posting Recap 245Open Layaway Report 245Outstanding Rental Report 245Sales Tax Report 245Transaction History Report 244Types of 244

Reseller Demo 61Return Transactions 166

Requiring Reasons for 60Revised Budget 66, 67

SSale Journals

Print by Cash Drawer 62Sales Kit

Adding to Transaction 188Sales Kits

Viewing Individual Items 192Sales Order Inquiry 225, 228Sales Order Module 17, 38, 228

How to Integrate 55Sales Orders

Creating Records after Point of Sale Entry Transaction 75

Entering with Sales Order Entry


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Window 76Sales Tax

Changing in a Transaction 197Sales Tax Account Maintenance 88

A/P Sales Tax Account 90A/P Use Tax Account 90Creating 89Exemption Number 89Non-Recoverable Tax Account 90P/S Sales Tax Account 90Registration Number 89Tax Code 89

Sales Tax Journal 211Print in Detail 62

Sales Tax Report 245, 256Printing 257

Sales TaxesPrinting on Receipts 77Schedule for Location 94Setting Sales Tax Reporting 56

Sales Transaction 140, 142Salesperson 107

Changing for a Customer 186Displaying Name during Point of

Sale Entry 61Setting Cashier as Salesperson 78

Shipping Charges 195Viewing 237

Store LocationsCreating 91

Support 20HighTower Support Services 24

Suspend a Transaction 167System Requirements 29System Startup 33

TTab Sequences 78Tax Details

Viewing from a Transaction 238Technical Support 20Terms 81, 176Totals Section

Index

Using Features in 195Touch Screen Keypad 104Tracking Customers Purchases 57Transaction History Inquiry 225, 229

Opening 229Transaction History Report 244, 245

Printing 246Transaction Number

Setting the Next Transaction Number 56

Transaction Type Maintenance 74Address Labels 76Allow Negative Quantities, Prices,

or Extensions 77Always Use Cashier

Salesperson 78Automatic Contact Confirmation 78Automatic Line Completion 77Create S/O Records after

Completed Transaction 75Gift Receipts 76Main Tab 75Miscellaneous Charges 76POS Entry Tab 76Print Sales Tax Detail on

Receipt 77Print Second Copy of the

Receipt 77Require Customer Number 77Setting Discount Codes for 76Track Member Attendance 78Use Sales Order Entry for the

Transaction 76Transaction Types

Creating 75Selecting 75

TransactionsAdding Discounts 195Adding Freight Charges 195Allowing Cashiers to Void 108Allowing Cashiers to Void

Completed Transaction 108Assigning Customer Memo to 231by General Ledger 67


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Changing Sales Tax 197Customer Payment

Transactions 163Prepayment Transactions 164

Layaway Payment Transactions 165

Layaway Transaction 143Order Transaction 152Order Transactions

Back Order 153Converting to Sales

Transactions 158Prepayment Transactions 164Printing Duplicate Copies of a

Receipt 238Printing on Complete Payment 108Quote Transaction 160Quote Transactions

Converting to a Sales Transaction 161

Rental Transaction 146Return Transactions 166Sales Transaction 140, 142Sales Transactions 138

Customer Sale 139, 142Fast Sale 139, 140Layaway Sale 139, 143Rental Sale 146

Stopping Transactions 167Suspend a Transaction 167Suspending 107, 167Suspending or Voiding 167View Details of an Item 233View Extended Item

Description 234View Lot/Serial Number of an

Item 235Viewing Completed

Transactions 125Viewing Customer Credit 232Viewing Customer Details for 181Viewing Customer Details of 230Viewing Details of 180, 229Viewing History for Updated Cash

Index

Drawers 242Viewing Sales Kit Items 236Viewing Shipping Charges 237Viewing Tax Details 238Viewing Updated Transactions 127Void a Transaction 168Voiding 168Voiding Completed

Transactions 125, 168

UUpgrading from Point of Sale 37

VVariance 66Void a Transaction 168Voided Transactions

Requiring Reasons for 60

WWarehouse 92

for a Specific Location 91Segment Value 93

Welcome to Point of Sale Professional 13

www.bestsoftware.com 29www.hightowerinc.com 24


Point of Sale Professional Addendum to Point of Sale Manual

Version: 3.71

SPECIAL NOTE: The following document details changes that that will take effect in the 3.71 version of P21. Prior versions of P2 will not have the same functionality. There are two sections of this document: Added Options and Functionality Changes. (Some of the below changes were included in service packs be sure to read all footnotes.)

1 Point of Sale Professional is commonly referred to as P2, and will be used throughout this document.

7301 N. Lincoln Avenue

Lincolnwood, IL 60712

Phone: 847.674.0081

Fax: 847.674.0544

At HighTower Incorporated, we are committed to delivering superior accounting, time management, manufacturing and distribution solutions to small and mid-sized businesses.

HighTower is a leader in MAS 90 accounting software development with titles such as Timekeeper, TimeSlips Import, Professional Retainer Control, Point of Sale, Time and Billing , and Multi-Bin (now Advanced Distribution) to our credit. Our unique patch installation methods make our products attractive to users installing solutions from multiple developers.


Contents

CONTENTS .................................................................................................................................................. 3

CHAPTER 1: ADDED OPTIONS .............................................................................................................. 4 OPTION TO DISPLAY LAST TRANSACTION-.................................................................................................. 4 DISPLAY ITEM INFORMATION AS OPTION-................................................................................................... 5 NON- GRAPHICAL PRINTING- ...................................................................................................................... 6 USE SALES TAX SCHEDULE FROM CUSTOMER- ........................................................................................... 7

CHAPTER 2: FUNCTIONALITY CHANGES....................................................................................... 10 SO ENTRY- ............................................................................................................................................... 10

Create S/O records after the completed transaction ............................................................................ 11 Use Sales Order Entry for the transaction ........................................................................................... 11

CHANGING A PRICE QUOTE TO A STANDARD ORDER ................................................................................ 15 COMMISSION REPORTING .......................................................................................................................... 16 LOT/SERIAL DISTRIBUTION DETAIL ON CRYSTAL RECEIPTS-.................................................................... 18

Replacing a Form ................................................................................................................................. 19 EXTENDED COMMENTS ON RECEIPTS ON CRYSTAL RECEIPTS- ................................................................. 20

Replacing a Form ................................................................................................................................. 21 SALES ORDER NUMBER ON RECEIPTS- ...................................................................................................... 23

Editing a Form ..................................................................................................................................... 24

Contents Point of Sale 3.72 Addendum Page 3 2003 HighTower Inc. ALL RIGHTS RESERVED

Chapter 1: Added Options This section reviews the new features available in the 3.71 release of Point of Sale Professional. The added features includes:

• • • •

Display Last Transaction

Display Item Information

Non-Graphical Printing

Use Sales Tax Schedule from Customer2

Option to Display Last Transaction- The option “Display Last Transaction” was added to the POS Entry tab in Point of Sale Options, which is located on the P2 Setup menu.

When this option is selected, the P2 Entry list box will display, or hold, the last transaction until the # button is selected for the next transaction as seen in the following example. The addition of this option does not affect speed by involving extra keystrokes. After a transaction is accepted, all entry buttons are locked except for inquiries and basic cash drawer functionality such as locking the cash drawer or opening a cash drawer.

2 Option available only on Service Packs dated 01/27/03 or later.

Chapter 1: Added Options Point of Sale 3.72 Addendum Page 4 2003 HighTower Inc. ALL RIGHTS RESERVED

Display Item Information as Option- The option “Display Item info as” was added to the POS Entry tab in Point of Sale Options, which is located on the P2 Setup menu. There are three display options to chose from; Item Number only, Description only, or Description & Item No., as seen in the following example.

In the example below, the item number, 05523369, and the description, breath mints, both will update to the P2 Entry list box when Description & Item No display is selected.


Non- Graphical Printing3- The option to print non-graphical receipts by transaction type was added in Location Maintenance, which is located on the P2 Setup menu.

The non-graphical printing functionality was added for all transaction types except for the W (Withdrawals & Register Payouts) and X (Cash Reconciliation Worksheet) forms. Therefore, the Rcpt option for these two form codes is unavailable.

If Rcpt is selected, the Reset button for that specific transaction is disabled. To reset a non-graphical form, select the Edit button, then the Form button. Only one option per transaction type may be selected at a time, indicated by an “X”.

3 Non-graphical printing refers to standard printing that does not use Cystal. Any reference to graphical printing implies a Crystal form will be used.


The above screen displays the two columns from which the receipt type can be selected. From these two columns there are four possible results.

If CRW is selected- P2 will print in a graphical receipt format.

If Rcpt is selected- P2 will print in a non-graphical receipt format. .

If neither is selected- P2 will print a non-graphical non-receipt format.

If a full-page graphical format is desired- select the CRW column and create a new form using the standard template.

(It is recommended that the standard default form code 1 is not modified; a better solution is to create a new form using the template for form code 1 as a reference. Another standard procedure is to print out any forms that have been modified in case they are accidentally reset. If using Crystal Reports ensure that a nightly backup is made of the reports folder.)

The Form column in Location Maintenance displays the selected form code for a specific transaction type for a specific location. This option is useful for locations that use different forms for each location, as seen in Figure 1

If you want to use different forms for different locations, select Form 1 for Location 1 and create Form 2 for Location 2 by using the New button.

Location 002 has selected Form 2 for the Sale transaction. The lookup, or “spyglass”, under the Find column lists all form codes that may be selected.

Use Sales Tax Schedule from Customer- The option “Use Sales Tax Schedule from Customer” was added to the POS Entry tab in Location Maintenance, which is located on the P2 Setup menu.


When this option is selected, if a customer is selected in P2 Entry, the Sales Tax Schedule found in Customer Maintenance will override the Default Sales Tax Schedule from Location Maintenance in the Transaction Detail screen.


If a customer is never selected or a customer is selected, then removed from a P2 transaction, the Default Sales Tax Schedule from Location Maintenance will be used for the transaction.


Chapter 2: Functionality Changes This section reviews the functionality changes made for the 3.71 release of Point of Sale Professional. These changes include:

• • • • • •

SO Entry

Changing a Price Quote to a Standard Order

Commission Reporting

Lot/Serial Distribution Detail on Receipts2

Extended Comments on Receipts4

Sales Order Number on Receipts3

SO Entry- Two new options, Create S/O records after completed Transaction and Use Sales Order Entry for the transaction, were added in Transaction Type Maintenance, which is located on the Setup menu of P2. These options will only be available if Order or Quote is selected as the Standard Type. (Orders and Quotes are only available if the Sales Order module is installed and integrated with P2)

As seen above, once the Standard Type of Quote is selected, the options will be displayed under the Standard Type field.

4 Option available only on Service Packs dated 01/31/03 or later.

Chapter 2: Functionality Changes Point of Sale 3.72 Addendum Page 10 2003 HighTower Inc. ALL RIGHTS RESERVED

When creating a new transaction type or modifying an existing transaction type, only one of these options may be selected at a time.

Create S/O records after the completed transaction

Select this option to update P2 Orders and Quotes to Sales Order Entry after the transaction is completed. The transaction uses P2 entry to enter the record. The record will automatically be written to Sales Order Entry without updating the cash drawer. Selecting this option will also allow other MAS 90 users access to the Order or Quote in P2 Entry or in the Sales Order module after it has been completed.

(Back ordered lines cannot be entered or maintained in P2 Entry. In order to maintain back ordered lines you must use the option Use Sales Order Entry for the transaction.)

Use Sales Order Entry for the transaction

Select this option to use the Sales Order Entry screen for this transaction type.

When the Transaction Type Order is selected in P2 Entry, the Sales Order Entry screen will be activated until the transaction is completed as seen in the following example.


P2 Entry is still running while the Sales Order is being completed.

After the transaction is completed in Sales Order Entry, the Sales Order Entry screen will close and the P2 Entry screen will open and the selected receipt will print as seen below.


Notice Sale is now the transaction type not Order, this is due to Sale being the Default Transaction Type selected in Register Maintenance; P2 Entry is ready for the next transaction.

If the option Use Sales Order Entry for the transaction is selected and the transaction is selected from the View Completed Transaction list, Sales Order Entry will open and the user will be allowed to edit or modify the current Order or Quote entry, as seen in the following example.


From the Completed Transaction list, select the transaction that will be modified. An O indicates an Order and a Q in indicates a Quote in the Std column.

If the option Use Sales Order Entry for the transaction is selected, then standard functionality of Sales Order, listed below, will take precedence over P2 options.

•

•

The Default Customer Sales Tax Schedule will override the Default Sales Tax Schedule from Location Maintenance.

If the Sales Order option Check for Quantity on Hand During Data Entry is selected, this function will work as it does in Sales Order Entry.


•

•

If the Sales Order option Use Alternate Warehouse for Out of Stock Items is selected, this option will override the P2 Location Maintenance option Limit Transactions to this Warehouse Only.

If the Back Orders option is selected in Inventory Maintenance, then transactions will be able to create back orders for those items.

Any line on an Order that is marked as a back order, will not be invoiced in P2 entry when doing a Sale type transaction. Items that are not invoiced completely in P2 entry will not be written back to Sales Order Entry as a back order line.

When invoicing an Order in P2 entry, an Order will be marked as complete and all uninvoiced items will be lost. If there are back order lines that need to be retained, change those specific lines in Sales Order Entry to back ordered status prior to beginning the P2 Sale.

Changing a Price Quote to a Standard Order The user will automatically be asked if they want to convert a Price Quote to a Standard Order. To change a Price Quote to a Standard Order, after the Sale Transaction has begun, select the Order Lookup button seen below.

After the Order Lookup button is selected, the following screen will be displayed that will list all Order types in Sales Order Entry.


Once a Price Quote is selected, indicated by a type of Q, the following prompt will be displayed.

If yes is selected, the Order Type status will be changed from Price Quote to Standard Order in Sales Order Entry. Then the Order can be invoiced at the register. If the Standard Order is cancelled or deleted in P2 Entry, the Order Type status will remain as a Standard Order in Sales Order Entry.

Commission Reporting The internal functionality in P2 was changed to be consistent with Sales Order Entry.

This change affects those who:

1.

2.

3.

• 4.

5.

Selected Accounts Receivable Option - Accounts Receivable Divisions

Selected Accounts Receivable Option - Sales Commission Reporting

Have P2 integrated with Sales Order

Selected the Sales Order Option -Split Commissions Between Salespersons

Selected the P2 Option - Always Use Cashier Salesperson in Transaction Maintenance

Use a Cashier Salesperson and a Customer in different divisions on the same transaction

Depending on the variations of the above five options selected, the result will vary as to which salesperson will be selected for that specific transaction in P2 Entry. The following


two charts illustrate which salesperson will be selected in the P2 Entry Transaction Detail screen.

The chart below should be referenced if the AR Customer and P2 Cashier Salesperson are in the same division.

AR- Divisions

AR*- Sales Commission

Reporting

P2*- Sales Order

Integration

SO-Split Commissions

Between Salespersons

P2- Always Use Cashier Salesperson

Yes Yes Yes Yes Yes

Yes Yes Yes Yes No

Yes Yes No N/A No

Yes Yes Yes No No

Yes No Yes N/A No

Yes No No N/A No

No Yes Yes Yes Yes

No Yes Yes Yes No

No No No N/A No

* If this option is not selected, the Sales Order Split Commissions option is not available as dictated by standard MAS 90

The chart below should be referenced if the Customer and Cashier Salesperson are not in the same divisions.

AR- Divisions


Reporting

P2*- Sales Order

Integration

SO-Split Commissions Between Salesperso

ns

P2- Always

Use Cashie

r Salesperson

Result-Salesperson selected in P2 Entry Transactio

n Detail

Yes Yes Yes Yes Yes The Cashier Salesperson will override the Customer Salesperson

Yes Yes Yes Yes No The Customer Salesperson will be selected

Yes Yes Yes No No The Customer Salesperson


AR- Divisions


Reporting

P2*- Sales Order

Integration

SO-Split Commissions Between Salesperso

ns

P2- Always

Use Cashie

r Salesperson

Result-Salesperson selected in P2 Entry Transactio

n Detail

will be selected

Yes Yes No N/A No

The Customer Salesperson will be selected

Yes No Yes N/A No No Salesperson will be selected

Yes No No N/A No No Salesperson will be selected

* If this option is not selected, the Sale Order Split Commissions option is not available as dictated by standard MAS 90

Lot/Serial Distribution Detail on Crystal Receipts- Lot/Serial distribution detail was added on the crystal receipt templates for a Sale (P2WDBS1.rpt) and a Return (P2WDBR1.rpt). Templates for all Crystal Reports reside in the Reports directory under the MAS 90 folder. The Lot/Serial distribution detail was also added to the standard, non-graphical reports, and can be added in the Detail section in Forms Customization.


In order to use the new templates, the existing forms need to be replaced. If the steps below are not taken, no changes will be made to the current Crystal forms. Only the templates that are used to create the forms will be changed.

Replacing a Form

Prior to replacing an existing form, a copy of the entire Reports directory and subdirectories should be made. After making a copy of the Reports directory, go to the ###-### directory and rename P2WDBS1.rpt to P2WDBS1.rptorg. Then rename P2WDBR1.rpt to P2WDBR1.rptorg. If there are more Sale or Return forms, repeat this process until all forms that begin with P2WDBSx.rpt and P2WDBRx.rpt (x is the number of the report) are renamed.

Then go to ###-XXX, where XXX is the company code, and rename P2WDBS1.rpt to P2WDBS1.rptorg and rename P2WDBR1.rpt to P2WDBR1.rptorg.

Then go into Location Maintenance on the P2 Setup menu and forms tab.

Select the new button, at the display for form code type 1, as seen below.

After ok is selected, the below prompt will be displayed explaining that the default form will be used.


After ok is selected, a new form is created using the new template. To ensure the correct template was used, hit the edit button to start Crystal.

The new fields added are in the Details b section on the above Crystal report. There is now a Tier and Quantity field. Repeat this process for all form codes that were renamed earlier in this process.

Extended Comments on Receipts on Crystal Receipts5- Extended Comments was added on the crystal receipt templates for a Sale (P2WDBS1.rpt), Return (P2WDBS1.rpt), Order (P2WDBO1.rpt) and Quote (P2WDBQ1.rpt).

Templates for all Crystal Reports reside in the Reports directory under the MAS 90 folder. The extended comments were also added to the standard, non-graphical forms, and can be added in the Detail Section in Forms Customization.

5 The Lot/Serial distribution detail and extended comments are on the same templates.


The extended item description is printed after the quantity and price information.

Both the extended item description and Lot/Serial information are used on the same receipt.

In order to use the new templates, the existing forms need to be replaced. If the steps below are not taken, no changes will be made to the current Crystal forms. Only the templates that are used to create the forms will be changed.

Replacing a Form

Prior to replacing an existing form, a copy of the entire Reports directory and subdirectories should be made. After making a copy of the Reports directory, go to the ###-### directory and rename P2WDBS1.rpt, P2WDBR1.rpt, P2WDBO1.rpt and P2WDBQ1.rpt by replacing the .rpt extension with an .org extension. If there are multiple forms for a transaction, repeat this process until all forms that that are going to be replaced have this naming convention.

This process will need to be repeated in the ###-XXX directory, where XXX is the company code.

Then go to the Forms tab in Location Maintenance on the P2 Setup menu.


Select the New button that corresponds with the transaction form that is being created. At the New Form display select code 1, as seen below.

After ok is selected, the below prompt will be displayed indicating that the default form, from the reports directory, will be used. A new form is created using the new template. To ensure the correct template was used, select the edit button to start Crystal.


The new field was added in the Details a section on the above crystal report. There is now an Extended Description field. Repeat this process for all form codes that were renamed earlier in this process.

Sales Order Number on Receipts- P2 was modified to capture the Sales Order number prior to printing so that users would be able to edit their forms to print this information on Sales Order receipts.

In order to print the Sales Order number on a receipt, either “Create S/O records after completed transaction” or “Use Sales Order Entry for the transaction” must be selected in Transaction Type Maintenance.


If neither option is selected, the Sales Order number will not be assigned during transaction entry. Therefore it cannot be printed on the receipt.

Editing a Form

Prior to editing a form, a copy of the entire Reports directory and subdirectories should be made. Also, Crystal must be installed locally prior to editing any Crystal report. There are many ways to modify a crystal report; this is just one way of doing so.

After making a copy of the Reports directory, go to the Forms tab in Location Maintenance, which is located on the P2 Setup menu.


On the Forms tab, select the form that will be modified and hit the Edit button to start Crystal. For this example, select Trans 02.

The Sales Order number is stored in the P2_EntryHeader table, in the ReferenceID field. Since the ReferenceID field is in a table already on the form, the ReferenceID field can be inserted into the report.

To insert a field from a table that is already on a Crystal report go to the Insert menu and select Field Object.


Once this option is selected the Field Explorer is displayed. Select the P2_EntryHeader.

Using the scroll bar on the right hand side, locate the ReferenceID field. Double clicking the field will add a green check box next to the field indicating that the field has been selected and is ready to be placed on the form.

Holding the left mouse key, drag the field to the desired location on the form and release the left mouse key.

It is also suggested that a text label be added after the ReferenceID has been added to the form. To add a text object in Crystal, go to the Insert menu again and select Text Object. When this option is selected, a text box will be attached to the mouse. Drag the box to the appropriate location on the receipt and release.

Once the Text Object is added to the form, text may be added to the box. In this example, “Order/ Quote” was entered in the text box.

Save the changes made to the form and test the form in Point of Sale Entry.


Point of Sale Professional Addendum to Point of Sale Manual

Version: 3.72

SPECIAL NOTE: The following document details changes that that will take effect in the 3.72 version of P/21. Prior versions of P/2 will not have the same functionality. There are six sections of this document: Functionality Changes, Added Repots, Added Options, Crystal Report Changes, and Manager Logon Functions.

1 Point of Sale Professional is commonly referred to as P2, and will be used throughout this document.

7301 N. Lincoln Avenue

Lincolnwood, IL 60712

Phone: 847.674.0081

Fax: 847.674.0544

At HighTower Incorporated, we are committed to delivering superior accounting, time management, manufacturing and distribution solutions to small and mid-sized businesses.

HighTower is a leader in MAS 90 accounting software development with titles such as Timekeeper, TimeSlips Import, Professional Retainer Control, Point of Sale, Time and Billing , and Multi-Bin (now Advanced Distribution) to our credit. Our unique patch installation methods make our products attractive to users installing solutions from multiple developers.


NOTE: This document was last updated on 09/29/2003.

Contents

CONTENTS .................................................................................................................................................. 3

CHAPTER 1: FUNCTIONALITY CHANGES......................................................................................... 5 RETURN TRANSACTIONS ............................................................................................................................. 5 CUSTOMER PAYMENT TRANSACTIONS ........................................................................................................ 5 CASH DRAWER CREATED FROM FIELD ....................................................................................................... 6 DISPLAY QUANTITY ON HAND .................................................................................................................... 7 PREPAYMENTS............................................................................................................................................. 8

Entering a Prepayment in P/2 Entry .................................................................................................................... 8 SALES ORDER INQUIRY ............................................................................................................................... 9

Sales Orders Viewing .......................................................................................................................................... 9 LAYAWAY DEPOSIT ACCOUNT .................................................................................................................... 9 TRANSACTION HISTORY REPORT .............................................................................................................. 10

Printing the Transaction History Report ............................................................................................................ 10 PRICE LOOKUP .......................................................................................................................................... 11

Using Price Lookup........................................................................................................................................... 11 TAB STOP GRID ......................................................................................................................................... 13

Setting Up Tab Stops ............................................................................................................................ 13 Tab Sequence Order ............................................................................................................................. 14

Viewing the Tab Sequence ................................................................................................................................ 14 Modifying the Tab Sequence............................................................................................................................. 14 Keeping the Tab Sequence in Logical Order ..................................................................................................... 16

OPENING CASH ACCOUNT ......................................................................................................................... 17 Entering an Opening Cash Account................................................................................................................... 17 Opening Cash Posting to the General Ledger.................................................................................................... 17

CHAPTER 2: ADDED REPORTS ........................................................................................................... 19 ACTIVE CASH DRAWER REPORT ............................................................................................................... 19

Printing the Active Cash Drawer Report ........................................................................................................... 19 CASH DRAWER HISTORY REPORT ............................................................................................................. 19

Printing the Cash Drawer Report....................................................................................................................... 20 CHAPTER 3: ADDED OPTIONS ............................................................................................................ 21

REQUIRE REASONS FOR RETURNS ............................................................................................................. 21 PASSWORD TO SELL ITEM BELOW COST.................................................................................................... 22

Setting Up Passwords ........................................................................................................................................ 22 REQUIRED CREDIT CARD INFORMATION OPTIONS .................................................................................... 23

Credit Card Number Required ............................................................................................................. 23 TRACK CUSTOMERS LAST PURCHASE ....................................................................................................... 24

Tracking Customer Purchases.............................................................................................................. 24 Enabling Track Customers Last Purchase ......................................................................................................... 24 Maintaining Customer Last Purchase History ................................................................................................... 25 Track Customers Last Purchase Listing ............................................................................................................ 26

ALLOW OVERPAYMENT FOR CHECK PAYMENT TYPES .............................................................................. 27 ALLOW OVERPAYMENT FOR GIFT CERTIFICATE PAYMENT TYPES ............................................................ 28 POST DEPOSITS BY PAYMENT TYPE........................................................................................................... 28

In Point of Sale Professional ................................................................................................................ 28 In Bank Reconciliation ......................................................................................................................... 30

CHECK QUANTITY ON HAND ..................................................................................................................... 31 ALLOWED TO ADD NEW REASON CODES .................................................................................................. 32

Enabling a Cashier to Add New Reason Codes................................................................................................. 32 REQUIRE CUSTOMER NUMBER .................................................................................................................. 33


CREATE BACK ORDERS ............................................................................................................................. 34 Enabling Back Orders........................................................................................................................................ 34 Generating a Back Order ................................................................................................................................... 35

DISABLE VERIFICATION ............................................................................................................................ 36 Disabling Verification ....................................................................................................................................... 36

CHAPTER 4: CRYSTAL REPORT CHANGES .................................................................................... 38 LOCATING EXISTING COPIES ..................................................................................................................... 38 RENAMING EXISTING COPIES .................................................................................................................... 38 RESETTING REPORTS TO THE FACTORY DEFAULTS ................................................................................... 38 P/2 GROSS PROFIT JOURNAL (P2WJAG.RPT)............................................................................................ 39 RECEIPTS WITH KIT ITEMS (P2WDBS1.RPT, P2WDBO1.RPT, P2WDBQ1.RPT, P2WDBL1.RPT, P2WDBP1.RPT, P2WDBR1.RPT)........................................................................................................................................ 39 TRANSACTION HISTORY REPORT (P2WRBA.RPT) .................................................................................... 41

CHAPTER 5: MANAGER LOGON FUNCTIONS ................................................................................ 43


Chapter 1: Functionality Changes This section reviews the functionality changes made for the 3.72 release of Point of Sale Professional.

Return Transactions When entering a return type transaction, the active receipt in P/2 Entry will read Change Due.

Figure 1 – A return type transaction in P/2 Entry

Customer Payment Transactions When entering a customer payment type transaction for a Balance Forward customer, the customer’s balance will display in the Balance field.


Figure 2 – A customer payment type transaction P/2 Entry

Cash Drawer Created From Field When the next cash drawer is created in Cash Drawer Reconciliation, the cash drawer it was created from will be displayed in the Created From field in Cash Drawer Maintenance and Cash Drawer History Inquiry.

Figure 3 – Cash Drawer Maintenance


Figure 4 – Cash Drawer History Inquiry

Display Quantity on Hand When the tab stops on the Quantity field in P/2 Entry, the quantity available will be displayed on the status bar.

Figure 5 – P/2 Entry

Note: If the option Automatic Line Completion is selected is Transaction Type Maintenance, the tab stop does not stop on this field.


Prepayments Use Prepayments to record payments made by customers at a Point of Sale register.

Note: The Accounts Receivable module must be integrated with Point of Sale Professional to use this functionality.

Prepayments for Open Item Customers, after cash drawers are updated to the Accounts Receivables module, can be applied to specific open invoices.

Prepayments are not used for Balance Forward Customers as dictated by the Accounts Receivable module. Use a customer payment type transaction to enter payments made by Balance Forward Customers.

Entering a Prepayment in P/2 Entry

Note: Prepayments are a customer payment type transaction and will not be updated to Customer Maintenance until the drawer is updated in Point of Sale Professional.

On the Point of Sale Professional Main menu, click Point of Sale Entry and select a cash drawer.

In Point of Sale Entry, select a customer payment type transaction then select an Open Item Customer in the Customer field.

Figure 6 – A customer payment type in P/2 Entry

Instead of selecting an invoice for payment, enter a non-existent invoice in the Invoice field. Typing in a non-existent invoice will return the prepayment prompt.

Figure 7 – The Prepayment Prompt


Clicking Yes, allows the user to enter the amount of the customer prepayment.

After the prepayment is made, the cashier can then print a receipt for the customer.

For more information about customer payments and prepayments, review the Accounts Receivable Manual by Best Software.

Sales Order Inquiry Sales Order Inquiry was added to the P/2 Inquires menu. Use Sales Order Inquiry to review sales order header and total information, line detail, credit information, and customer memos.

Note: The Sales Order module must be integrated with Point of Sale Professional to use this functionality.

The Sale Order Inquiry tabs contain similar information that appears on the Sales Order Entry tabs.

For more information for each option and button, review the Sales Order Manual by Best Software.

Sales Orders Viewing On the Point of Sale Professional Inquiries menu, click Sales Order Inquiry.

Figure 8 – Sales Order Inquiry

Layaway Deposit Account The text label for Deposit Account in Location Maintenance was changed to Layaway Deposit.


The functionality for deposits has not been changed. Layaway payment type transactions are the only transactions that will post to the Layaway Deposit Account.

Figure 9 – P/2 Location Maintenance

Note: When entering deposits on order type transactions in P/2 Entry, the Customer Deposits Account from Sales Order Options will be used. For more information about order deposits, refer to the Sales Order Manual by Best Software.

Transaction History Report The Salesperson was added to the Sort Options and the selection for Transaction Types to Print was added to the Transaction History Report.

The Transaction History Report only lists updated transactions.

Printing the Transaction History Report On the Point of Sale Professional Reports menu, click Transaction History Report.


Figure 10 – Transaction History Report

Note: Prior to running the Transaction History Report, read the Crystal Report Changes section of this document.

On the Transaction History Report window, click the Print button to print the selected criteria on the Transaction History Report.

Price Lookup Price Lookup was added to the P/2 Entry window. Use the Price Lookup feature for item price inquires prior to starting a transaction.

Using Price Lookup On the Point of Sale Professional Main menu, click Point of Sale Entry.


Figure 11 – Point of Sale Entry

Prior to starting a transaction, the Price Lookup button, indicated by the icon, is available. Click the Price Lookup button to open the Price Lookup window.

Figure 12 – Price Lookup

When an item is selected, both the Price Level and Warehouse fields default to the values in Location Maintenance. The Price Lookup window displays any Sale Info in Inventory Maintenance for that item. When the focus is moved to the Qty field, the status bar will display the Available Quantity in the warehouse code from the Inventory Maintenance module.

If Price Level is changed, the Price Breaks will recalculate for that item.

If the Sale Price is lower than the price break discounts, then the Sale Price will be displayed in the Unit Price field. However, if the price break calculation reduces the Unit Price lower than the Sale Price, the price break Unit Price will then be displayed in the Unit Price.


Note: Once a transaction has been started, the Sales Order Lookup button replaces the Price Lookup icon.

Tab Stop Grid A Tab Stop Grid was added to the POS Entry tab of P/2 Transaction Type Maintenance. The Tab Stop Grid replaces the tab stop options on prior releases. Use the Tab Stop Grid to determine which fields the tab will stop on in P/2 Entry for that transaction. Use the Tab Stop Grid along with Tab Sequence to streamline P/2 Entry.

Setting Up Tab Stops

On the Point of Sale Setup menu, click Transaction Type Maintenance and select a transaction type then click on the POS Entry tab.

Figure 13 – The POS Entry tab of Transaction Type Maintenance

The Tab Stop Grid has three columns: Seq, Field, and Tab. The Seq, or Sequence, Column indicates the numeric order of the tab stop. The Field Column represents the fields available in P/2 Entry. The Tab Column indicates whether or not the field is selected for a tab stop in P/2 Entry. Read the next section, Tab Sequence Order, for information about the Seq Column.

Note: When setting up the Tab Stop Grid and the Tab Sequence for a transaction, click the printer icon to print out the entire listing of all the available fields. Then determine which fields will be selected for a tab stop then determine the sequence.

To select a specific field for a tab stop, find the field in the Field column then click the corresponding checkbox in the Tab column.

In the above example, the Customer Sale transaction was selected. The first tab stop selected is the Customer Detail button. The next tab stop is the Customer ID, or customer


number, field in P/2 Entry. The Payment Type tab field indicates the payment type drop down in P/2 Entry. The Payment Entry tab stop field indicates the amount field in P/2 Entry. Therefore, if a store only accepts cash payments, only select the Payment Entry tab stop and skip the Payment Type tab stop.

Tab Sequence Order

The Sequence button was added under the Tab Stop Grid in Transaction Type Maintenance. Use the Tab Sequence along with the Tab Stop Grid to streamline P/2 Entry.

Viewing the Tab Sequence On the Point of Sale Setup menu, click Transaction Type Maintenance and select a transaction type and click on the POS Entry tab. Click the Sequence button to open the Tab Sequence window.

Figure 14 – The Tab Sequence window

The Tab Sequence window has two columns: the Seq, or sequence column, and the Description column. The Seq column has numbers that represent the current tab sequence for that transaction in P/2 Entry. The Description column represents all the fields in P/2 Entry.

Modifying the Tab Sequence

The Move Up button, indicated by the icon, allows users to move up a field in the

Tab Sequence window. The Move Down button, indicated by the icon, allows users

to move down a field in the Tab Sequence window. Click OK to accept changes.

To move a field up or down in the tab sequence, select the field by clicking on it. When a field is selected, click either the Move Up or Move Down button. In the following example, the Customer Detail, previously Seq 003, has been moved down to between Seq 024 and 025.


Figure 15 – The Tab Sequence window when moving a field

When the OK button is clicked to accept changes, the Customer Detail Seq number will be changed to Seq 025.

Figure 16 – The Tab Sequence window after changes are saved

Also, when the Tab Sequence is changed, the Seq column in the Tab Stop Grid is updated to reflect the new Tab Sequence.

Figure 17 – Transaction Type Maintenance


Note: If a field is not selected for a tab stop in the Tab Stop Grid, it is suggested that the field be moved completely down to the bottom in the Tab Sequence.

Keeping the Tab Sequence in Logical Order In Figure 17, the Customer Inquiry field is assigned Seq 001 and Customer ID is assigned Seq 002. This is not a logical flow in P/2 Entry. There must be a Customer ID before there can be any Customer Detail. Therefore, the Customer Inquiry should be moved down to Seq 002 so that there is a logical flow in the Tab Sequence. To correct this problem, click the Sequence button and move down the Customer Detail to Sequence 002.

Figure 18 – Tab Sequence window

When the Tab Sequence window is saved, Transaction Type Maintenance will renumber the Seq Column to reflect the changes as seen in Figure 19.



Opening Cash Account The Opening Cash Account was added to the General Ledger tab of Location Maintenance. Use this field to select the General Ledger Account that will used to post any of the opening cash amount that will not used in the next cash drawer.

Entering an Opening Cash Account To enter an Opening Cash Account, go to the Point of Sale Setup menu and click Location Maintenance. In Location Maintenance, click the General Ledger tab.

Locate the Opening Cash Acct field then select the general ledger account that opening cash will post.

Note: As seen in the below example, create a new general ledger account for each location specifically for the opening cash that will be posted to the General Ledger module.

Figure 20 – The General Ledger tab of P/2 Location Maintenance

Once the general ledger account is selected, any opening cash from a reconciled drawer that is not carried forward to the next cash drawer will be posted to the Opening Cash Acct in the General Ledger module. To illustrate this functionality change, review the following example.

Opening Cash Posting to the General Ledger Below is P/2 Cash Drawer Reconciliation. The cash drawer selected has fifty dollars of Opening Cash. However, the user has used the Next Drawer function to create the next cash drawer with no opening cash. Therefore, the opening cash from this drawer will be posted to the Opening Cash Account.


Figure 21 – P/2 Cash Drawer Reconciliation

When the above cash drawer is selected in P/2 Cash Drawer Update Selection and the P/2 Sales Journal is updated. The Daily Transaction Register will indicate that the fifty dollars from the opening cash will be posted to the Opening Cash Account selected in Location Maintenance.

Figure 22 – The Daily Transaction Register


Chapter 2: Added Reports This section reviews the reports added in the 3.72 release of Point of Sale Professional. There are no setup changes or options that need to be selected for these changes to occur.

Active Cash Drawer Report The Active Cash Drawer Report was added to the Reports Menu in Point of Sale Professional. The Active Cash Drawer Report lists open, not updated, drawers. This report can be printed as necessary to track the status of open drawers. The Sort Options of this report are Cash Drawer Number, Creation Date, Location ID, Cashier, or Salesperson.

This report can be printed by summary or detail format. The detail version can be printed by transaction type and voided transactions may be included.

Printing the Active Cash Drawer Report On the Point of Sale Professional Reports menu, click Active Cash Drawer Report.

Figure 23 – The Active Cash Drawer Report criteria selection

On the Active Cash Drawer Report window, click Print to print the selected criteria on the Active Cash Drawer Report.

Cash Drawer History Report The Cash Drawer History Report was added to the Reports Menu in Point of Sale Professional. The Cash Drawer History Report lists updated drawers. This report can be

Chapter 2: Added Reports Point of Sale 3.72 Addendum Page 19 2003 HighTower Inc. ALL RIGHTS RESERVED

printed as necessary to review updated drawers. The Sort Options of this report are Cash Drawer Number, Creation Date, Location ID, Cashier, or Salesperson.

This report can be printed by summary or detail format. The detail version can be printed by transaction type and voided transactions may be included.

Printing the Cash Drawer Report On the Point of Sale Professional Reports menu, click Cash Drawer History Report.

Figure 24 – The Cash Drawer History Report criteria selection

On the Cash Drawer History Report window, click Print to print the selected criteria on the Cash Drawer History Report.

Chapter 2: Added Reports Point of Sale 3.72 Addendum Page 20 2003 HighTower Inc. ALL RIGHTS RESERVED

Chapter 3: Added Options This section reviews the new options added for 3.72 release of Point of Sale Professional. To use these options, each option must be selected as dictated by this document.

Require Reasons for Returns When entering a return type transaction, cashiers are required to select a Reason Code. The Require Reasons for Return option is located on the POS Entry tab in Point of Sale Professional Options on the Point of Sale Setup menu.

Figure 25 – The POS Entry tab in Point of Sale Professional Options

After this option is selected, Reason Codes can be setup in Reason Code Maintenance. Reason Code Maintenance is located on the Setup menu in P/2.

Figure 26 – Reason Code Maintenance


The Type drop-down option was also added. There are three types to select from; Void, Return, or Both. Use the drop to differentiate the reason code and for which reason it will be used. The drop-down option will limit the reason codes that the cashier can select from during P/2 Entry. Only Reason Codes that are selected as voids will be listed when voiding a transaction. Only Reason Codes that are selected, as returns will be listed when a return type transaction is selected. Select Both if the reason code may be used for both returns and voids.

Once this option is selected, cashiers will be required to enter a Reason Code prior to accepting a return type transaction in P/2 Entry.

Figure 27 – Return Transaction prompt in P/2 Entry

Password to Sell Item Below Cost Use the Password to Sell Item Below Cost in Location Maintenance to restrict a cashier’s ability to sell items below the cost.

Setting Up Passwords The password to sell item below cost is entered in Location Maintenance located on the Setup menu in P/2. Each password is specific to each location. If a password is not entered, then cashiers will be able to sell any item at any price.

Figure 28 – Location Maintenance


Once a password is entered in Location Maintenance, if a cashier at that location attempts to sell an item below the Standard Cost field in Inventory Maintenance, the cashier will be prompted with the Sell Item Below Cost password prompt.

Figure 29 – Sell Item Below Cost password prompt

Once the correct password has been entered, the line will update to the active receipt. When the drawer is updated, the item will be flagged with a “*” on the Gross Profit Journal indicating the price for that item was changed.

If an incorrect password is entered, the price will change back to the default value.

Required Credit Card Information Options Use the feature Required Credit Card Information to determine the necessary information to accept a credit card payment type.

Credit Card Number Required

When selecting a credit card payment type, the credit card number is no longer a required field if this option is left unchecked.

Note: If using PC Charge with MAS 90, this option should be selected. This option was added for users who do not use PC Charge, instead use a third party credit card processing software. It is recommended this option be the same with all credit card payment types.

This option is located in Payment Type Maintenance and may be selected for specific credit card payment types. Furthermore, the two following options in Payment Type Maintenance, Validation Number and Confirm Last 4 Digits, are dependant on the Credit Card Number option being selected. If the credit card number is not required, then the other two options will be disabled as seen below.


Figure 30 – Payment Type Maintenance

If this option is not selected, cashiers may accept a credit card payment type without entering a credit card number and accept the P/2 transaction.

Track Customers Last Purchase Use Customer Last Purchase Maintenance to display and maintain item purchase history information for customers. This option can assist in determining items and prices a customer has requested in the past.

Tracking Customer Purchases

If the Point of Sale Professional module is integrated with the Inventory Management module, customer purchase history is only tracked for standard inventory items. If Inventory Management is not integrated, information is only tracked for miscellaneous items entered Point of Sale Professional.

Enabling Track Customers Last Purchase To enable the Track Customers Last Purchase option, click the Point of Sale Professional Setup menu, and select Point of Sale Professional Options. The Accounts Receivable module must be integrated on the Main tab of Point of Sale Professional Options to select the Track Customers Last Purchase option.


Figure 31 – The Main tab of Point of Sale Professional Options

One of two options can be selected from a drop down:

No - will not be able to lookup information or run reports based off customers purchase history.

Yes- will be able to lookup information and run reports based off customers purchase history.

If Yes is selected, users will be able to access Customer Last Purchase Maintenance located on the Optional menu in Point of Sale Professional.

Maintaining Customer Last Purchase History On the Point of Sale Professional Optional menu, click Customer Last Purchase Maintenance.

Figure 32 – Customer Last Purchase Maintenance

Click Rebuild to automatically build, or create, the Customer Last Purchase History file from Point of Sale Transaction History files.


Note: Upon entering the Customer Last Purchase Maintenance for the first time, it is necessary to use the Rebuild function. Once the rebuild is complete users will be able to view the data.

Click Clear in Customer Last Purchase Maintenance to select a range of detail line items. This feature can be used to delete outdated item pricing information, or to remove purchase history records for customers or items that have been deleted from the system.

On the Customer Last Purchase Maintenance, click Print to print a Customer Purchase History listing.

Track Customers Last Purchase Listing The Crystal Report, P2WMCR.rpt, was added for the Customer Last Purchase option. If the option, Track Customer Last Purchase is not selected, this report will not be accessible. To run this report, select the printer icon in Customer Last Purchase Maintenance.

Once the printer icon is selected, the Customer Last Purchase Listing allows users to enter a selection that will be reported.

Figure 33 – Customer Last Purchase Listing selection

Once the criteria in selected, the Customer Last Purchase Listing will be generated based off the selection criteria. The report does differentiate between the types of transactions.


Figure 34 – Customer Last Purchase Listing Report

Allow Overpayment for Check Payment Types The Allow Overpayment option was added for check payment types on the POS Entry tab in Payment Type Maintenance on the Point of Sale Setup Menu.

This option allows cashiers to accept checks greater than the amount due for a transaction in P/2 Entry. This option allows customers to receive cash back from the cash drawer. This option is specific to each check payment type. However, turning on this option will not allow change from a check to be automatically applied to a customer’s account. A second transaction, a customer payment, must be entered.

Note: If only certain sales or customers can receive cash back, create separate payment types to help differentiate between the payment types by entering different descriptions.

Figure 35 - The POS Entry tab of Payment Type Maintenance


If this option is not selected, cashiers will only be able to accept a check payment type that is equal to or less than the amount due for a transaction in P/2 Entry.

Allow Overpayment for Gift Certificate Payment Types The Allow Overpayment option was added for gift certificate payment types on the POS Entry tab in Payment Type Maintenance on the Point of Sale Setup Menu.

This option allows cashiers to accept gift certificates greater than the amount due for a transaction in P/2 Entry. This option will allow customers to redeem gift certificates and receive cash back from the cash drawer. This option is specific to each gift certificate payment type. However, selecting this option will not allow change from a gift certificate to be automatically applied to a customer’s account. A second transaction, a customer payment, must be entered.

Note: If only certain sales or customers can receive cash back, create separate payment types to differentiate between the payment types by entering different descriptions.

Figure 36 – The POS Entry tab of Payment Type Maintenance

If this option is not selected, cashiers will only be able to accept a gift certificate payment type that is equal to or less than the amount due for a transaction in P/2 Entry.

Post Deposits by Payment Type In Point of Sale Professional

The option to Post Deposits by Payment Type was added on the POS Entry tab in Point of Sale Professional Options, which is located on the Setup menu in P/2.


Figure 37 – The POS Entry tab of Point of Sale Professional Options

Note: The Bank Reconciliation module must be integrated to select this option.

If this option is selected, all payments types in each deposit from P/2 Bank Deposit Maintenance will update to the Bank Reconciliation module as individual deposits. However, only payment types with the option Include in Location Bank Deposit is selected in Payment Type Maintenance will post to Bank Reconciliation.

Figure 38 – Payment Type Maintenance

P2 will post separate Deposit Transactions for each payment type in the deposit. Payment types 'CASH' and 'CHECK' will be combined into 'CASH' and all other payment types will be posted separately.


Figure 39 – P/2 Bank Deposit Maintenance

In Bank Reconciliation

If multiple cash drawers are posted to Bank Reconciliation in one deposit, the sum of each payment type is combined for all selected drawers and will be posted as one deposit for each payment type.

For example, the cash drawers, 30 and 31, in Figure 39 are included in one Deposit:

Cash Drawer 000030 - CASH=34.50, CHECK=75.00, VISA=123.45, AMEX=202.87

Cash Drawer 000031 - CASH=145.98, CHECK=0.00, VISA=98.33, AMEX=523.10

P/2 will post to 3 Deposit transactions to Bank Reconciliation:

CASH: 255.48

VISA: 221.78

AMEX: 725.97


Figure 40 – The Deposit/Adjustment tab of Reconcile Bank in the Bank Reconciliation module

The payment type is indicated at the beginning of the Comment field in Bank Reconciliation to help identify the origin of the transaction.

Note: It may also be useful to use the Reference field in P/2 Bank Deposit Maintenance, which updates to the Reference field in Reconcile Bank.

Check Quantity on Hand The option to Check Quantity on Hand was added on the POS Entry tab in Location Maintenance, which is located on the Setup menu in P/2.

Figure 41 – The POS Entry tab in Location Maintenance


When selected, the cashier will receive the Entry Exceeds Available Quantity prompt if the item sold quantity exceeds the quantity on hand.

Figure 42 – Entry Exceeds Available Quantity prompt

Once the cashier receives this prompt, there are up to five options to select from:

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Accept Quantity Entered: Updates the quantity entered on the line entry

Balance Quantity Entered to Quantity on Hand: Reduces the line entry to the Quantity Available number

Select and Alternate Item: Lists all items that have been entered as an alternate item in Inventory Maintenance

Cancel this Item: Deletes the line entry

List Alternate Warehouse Quantities: Lists all other warehouses and the quantity available in those respective warehouses

Note: The option to List Alternate Warehouse is only available if the Limit Transactions to this Warehouse Only is not selected in Location Maintenance.

If not selected, the cashier is able to enter any quantity for any item.

Allowed to Add New Reason Codes Use the Allowed to Add New Reason Codes option to allow cashiers to add reason codes in P/2 Entry for both return type transactions and void transactions.

Enabling a Cashier to Add New Reason Codes On the Point of Sale Professional Setup menu, click Point of Sale Options. Then click the POS Entry tab. Select either Require Reasons for Voided Transaction or Require Reasons for Return Transaction, or both may be selected. After the options are selected in Point of Sale Options, click Cashier Maintenance on the Point of Sale Setup menu.

In Cashier Maintenance, click on the POS Entry tab and select the option Allowed to Add New Reason Codes.


Figure 43 – The POS Entry tab of Cashier Maintenance

Only cashiers that have this option will be allowed to Add New Reason Codes, if a cashier does not have this option selected, they will be restricted to select a code that was previously entered in Reason Code Maintenance.

Require Customer Number The option Require Customer Number was added to Transaction Type Maintenance. Use the Require Customer Number to require cashiers to enter a customer number prior to accepting a transaction in P/2 Entry.



If the option Require Customer Number is selected in Transaction Type Maintenance, if a cashier attempts to accept the transaction without a customer, the cashier will be receive the Customer Number required prompt.

Figure 45 – Customer Number Required prompt in P/2 Entry.

Note: Use this option to differentiate between customer sales and fast sales. The option Require Customer Number is not available for the transaction types: Order, Quote, Layaway Payment, and Customer Payment.

Create Back Orders Use the Create Back Orders option to create an order with a type of back order in the Sales Order module when a line item is not completely sold on the P/2 sale type transaction.

Enabling Back Orders On the Point of Sale Professional Setup menu, click Location Maintenance and select a location. Then click the POS Entry tab, select the option that best suits your business needs.

Note: The Point of Sale Professional module must be integrated with Sales Order to use this option.

Figure 46 – Location Maintenance

The Create Back Orders option has two choices to select from:


No – When an item on a sales order is not sold in full on the P/2 sale, the item will not be placed on back order. The order type will be set to Completed Order and the order will be removed from Sales Order Entry.

Yes – When an item on a sales order is not sold in full on the P/2 sale, the item will be placed on back order. The order type will be set to Back Order and may be completed at a later date.

If an item does not have the Back Orders option selected on the Options tab in Inventory Maintenance then a back order will not be created for that item regardless of what the Create Back Orders option is set to in Location Maintenance.

Miscellaneous Items cannot be back ordered.

Generating a Back Order The following example illustrates the process how a back order is created if the option to Create Back Orders is set to Yes in Location Maintenance. If converting an order into a sale and the quantity field is reduced, the remaining quantity will be placed on back order.

The initial ordered quantity of item number WJ-M-2109-Ader is 30.

Figure 47 – P/2 Entry, Converting an Order into a Sale

The quantity is then reduced to 15 from 30 in P/2 Entry. After the drawer is updated, the Order Type in Sales Order Entry will be changed to Back Order.


Figure 48 – Sales Order Entry

Disable Verification The option Disable Verification was added to Payment Type Maintenance. If PC Charge is selected from the Credit Card Processing Software drop-down in Point of Sale Options, use the Disable Verification to allow cashiers to bypass PC Charge verification.

Disabling Verification On the Point of Sale Setup menu, click Payment Type Maintenance. Then click the POS Entry tab. Select the option Disable Verification.

Figure 49 – The POS Entry tab of Payment Type Maintenance


Note: If PC Charge is not selected as the Credit Card Processing Software, the Disable Verification option will be hidden.

The Authorize button.

The Accept button.

Figure 50 – The Point of Sale Payments window

If the Disable Verification is selected, when entering a credit card payment on the Point of Sale Payments window, if the cashier clicks the accept button, PC Charge will be bypassed completely. However, if the cashier clicks the Authorize button the credit card will credit card will be authorized through PC Charge.

It is important to understand that selecting this option does not disable PC Charge for this payment type. When this option is selected, cashiers will be able to enter credit card information and accept the payment without authorizing the credit card.

This option can be useful when encountering problems with PC Charge and/or check verification. Also, if Check Verification is selected in Point of Sale Options, you might not want to verify all check payment types such as traveler’s checks.

Note: Accepted transactions in P/2 Entry may not be recalled at a later time in order to verify the credit card information.


Chapter 4: Crystal Report Changes This section reviews the Crystal Report changes for the 3.72 release of Point of Sale Professional. To view these changes, all copies other than the template must be located, renamed, and then reset. The template for each report is located in the Reports directory of MAS 90; the template should not be renamed.

Note: These changes are not critical to the function of the software. If the changes in this section are not important to the function of your business, skip this section.

Locating Existing Copies To locate all copies of each report, use Windows Explorer to locate the Reports directory of MAS 90. A copy of each report may be located in the following directories:

###-### - All user codes and all company codes

###-xxx - All user codes and one company code

xxx-### - One user code and all company codes

xxx-xxx - One user code and one company code

Renaming Existing Copies To rename an existing Crystal Report in Windows Explorer, first select the report. Right click and chose Rename from the menu of options. Replace the .rpt extension with a .bad extension. Another naming convention can be used if desired, but it is recommended that the following extensions not be used: .371, .soa, .org, and .old

Resetting Reports to the Factory Defaults Once all copies other than the template are renamed, each report must be reset to the factory defaults. Resetting any report in MAS 90 overwrites any changes made and those changes will be lost. If any report has been modified, it is recommended that those reports be printed to use as a template so that the new reports can be modified in the same manner. If you do not wish to view the new changes then this section can be disregarded.

For each of the following sections, the report name will be listed next to the report title to ensure the correct report is renamed. This process only needs to be completed for the reports that have been modified for the 3.72 release of Point of Sale Professional, which are listed below.

Chapter 4: Crystal Report Changes Point of Sale 3.72 Addendum Page 38 2003 HighTower Inc. ALL RIGHTS RESERVED

P/2 Gross Profit Journal (P2WJAG.rpt) The P/2 Gross Profit Journal has been modified to indicate when there is a change or deviation in price of an item in P/2 Entry. The deviation, as on the Sales Order Gross Profit Journal, will be indicated by an “*” on the P/2 Gross Profit Journal.

Figure 51 – P/2 Gross Profit Journal with a Price Change

To view this change, all copies other than the template of the Gross Profit Journal must be located, renamed, and then reset. After the Crystal Report has been located and renamed, go to Point of Sale Professional Options and select the Report Setup tab. Select Reset button and select yes when prompted, “Restore the factory default report?”

Figure 52 – Restore the factory default report prompt

Receipts with kit items (P2WDBS1.rpt, P2WDBO1.rpt, P2WDBQ1.rpt, P2WDBL1.rpt, P2WDBP1.rpt, P2WDBR1.rpt)

All graphical receipts have been modified to indicate component items on P/2 receipt printouts. When a kit item is exploded on a P/2 transaction, all component items will be noted as Component on the receipt printout from P/2 Entry.

Note: If using non-graphical receipts, or character receipts, disregard this section.


Figure 53 – P/2 Entry with a kit item exploded

Figure 54 – A receipt printout with components listed.

To view this change, all copies other than the templates of each receipt must be located, renamed, and then reset. After the Crystal Report has been located and renamed, go to Location Maintenance and select the location. Proceed to the Forms tab and select the Reset button for each receipt and select yes when prompted, “Restore the factory default report?”



Transaction History Report (P2WRBA.rpt) The P/2 Transaction History Report has been modified to display added selections. Users are now able to select specific transaction types to print and the Salesperson selection was also added.

Figure 56 – The P/2 Transaction History Report

To view this change, all copies other than the template of the Transaction History Report must be located, renamed, and then reset. After the Crystal Report has been located and renamed, go to the Reports menu and click the Transaction History Report. Select Reset button and select yes when prompted, “Restore the factory default report?”


Figure 58 – The P/2 Transaction History Report


Cash Drawer Reconciliation Report (P2WDCR.RPT and P2WJAA.RPT)

The P/2 Cash Drawer Reconciliation Report has been modified to display the next cash drawer created in Cash Drawer Reconciliation.

Figure 59 – The Cash Drawer Reconciliation Report

To view this change, all copies other than the template of the Cash Drawer Reconciliation must be located, renamed, and then reset. After the Crystal Report has been located and renamed, go to Point of Sale Professional Options and select the Report Setup tab. Select Reset button and select yes when prompted, “Restore the factory default report?”



Chapter 5: Manager Logon Functions Point of Sale 3.72 Addendum Page 43 2003 HighTower Inc. ALL RIGHTS RESERVED

Chapter 5: Manager Logon Functions The following section reviews the rights a manager user has in P/2 Entry.

A manager user always has the rights that can be assigned to a cashier in Cashier Maintenance. These rights cannot be turned off for a manager user.

In addition to the rights from Cashier Maintenance, the manager can also

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Logon into a Locked Cash Drawer – Able to logon and unlock a cash drawer that has been locked by as cashier. This is useful for cashiers who have forgotten their password.

Select Payment Types – Able to select certain payment types that would otherwise not be available if the cashier is limited by the option Over Limit Credit Options found in Location Maintenance.

Allow a Customer Transaction – Able to override the Customer Credit warning if the cashier is limited by the option Over Limit Credit Options found in Location Maintenance.

Void Transaction without a Reason Code – If the option Require Reasons for Void is selected on the POS Entry tab of Point of Sale Professional Options, the manager is able to login and void the transaction without a Reason Code.

Allow Items to be Sold Below Cost – If a password is set in the field Password to Sell Item Below Cost in Location Maintenance, the manager is able to login at the Password to Sell Item Below Cost prompt and override the password set in location allowing the item to be sold below cost.

Documents

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