Some of the screens, themes and periods and tax percentages, for Point-of-Sales, is not in line with the rest of the documentation. 

Access control – Users (Salespersons / Cashiers)

Add users Cashiers / Salespersons

The users added in the Access control, can be selected in the POS Access control to log into a Point-of-Sale invoicing session.

To add a cashier / salesperson:

1.On the Setup ribbon, select Access control. pos-access-control-set-user-passwords

2.Click on the Add button.

3.Rename the “New user0” with the name of the cashier (salesperson).

4.Enter a password.

5.Click on the Apply button. 


Access control - Specific POS settings

In addition to the Access control settings, the following Point-of-Sale settings on the Others tab, may be set:

pos-access-control-documents-settings

Edit price – By default, this field is selected (ticked). A cashier, salesperson or user may edit the selling price when processing POS Invoices on the “Point-of-Sales invoice entry” screen.

By removing the tick for this option, the specific cashier, salesperson or user, selling prices cannot edit the selling price.

Edit quantity - By default, this field is selected (ticked). A cashier, salesperson or user may edit the quantity when processing POS Invoices on the “Point-of-Sales invoice entry” screen. 

By removing the tick for this option, the specific cashier, salesperson or user, selling prices cannot edit the quantity. For example, the default quantity is 1. If a customer wants more than 1 of a specific stock item, the specific cashier, salesperson or user needs to select the items separately.  

Mode - Select the mode or profile for users to perform all functions (invoicing and accounting), only accounting or Point-of-Sale in a Set of Books.

Link to salesperson – Select a specific a specific salesperson to the user.

Required accounts

The following default accounts needs to be selected when you do the Point-of-Sales setup: 

1.Cash sales account - Select the default debtor (customer) account for your cash sales to customers. If you do not have one, you need to create a Cash customer or Cash sales account in Debtor (Action ribbon). 

2.Cash transfer account - Select the default POS-Cash transfer account. This account will be used to record the Float movements in and / or out of the till. If you do not have one, you need to create a Cash transfer account in Accounts (Action ribbon). 

3. Cheque account - Select the default POS-Cheque account. This account will be used to record the Float movements in and / or out of the till. If you do not have one, you need to create a Cheque account in Accounts (Action ribbon).

4.Till account - Select the default POS-Till account. This account will be used to record the Float movements in and / or sales invoices in the till. If you do not have one, you need to create a POS-Till account in Accounts (Action ribbon). 


Cost-of-sales 

By default, Cost-of-Sales is not configured, unless you have already configured Cost of sales. 

If Cost of sales is not activated, no Cost of sales transactions will be generated. It is also important to check the Use Average cost or Latest cost setting.

You need to take-on Stock items (quantities and cost prices) in the Stock items (Action ribbon), if you start to use TurboCASH for the first time, and / or update your purchases before you update your invoice documents in the Update ledger (Action ribbon). 

This will ensure that the correct cost prices are updated in the Stock Item master files, and that the updated cost prices will be used when you update the Invoices or Point-of-Sales invoices.

To set Cost-of-Sales:

1.On the Setup ribbon, select Stock information.

pos-cost-of-sales-setting

2.Select the following options:

a)Create cost of sales – To activate Cost-of-Sales, tick this option. 

b)Cost of sales batch - Select the Cost of sales jnl. 

If the cost of sales batch (COS Jnl.) is not available, you need to add the batch in Batch types (Setup ribbon). 

Select the Cost of sales account in the “Contra account” field.pos-cost-of-sales-batch-setting


3.Use Average cost or use Latest cost - You also need to specify if you will be using average or latest cost prices to calculate your cost of sales. This will definitely affect your gross profit (Sales less Cost of Sales). 

If Cost of sales is not activated, no Cost of sales transactions will be generated. It is also important to check the Use Average cost or Latest cost setting.

You may also create and use stock items the following stock types in Point of Sales where the Cost of Sales and Stock control accounts are disabled:

Sales 

Sales (no stock)

No Cost of sales will be processed for these stock items.

Some examples where you would create a Sales or Sales (no stock) stock item type, is the following:

Invoicing services such as labour, consulting fees, etc. 

Invoicing carting fees, delivery fees, other charges, etc. 


Documents setup

Before you can start processing Documents and Point-of-Sales invoices, you need to set up the Documents. If you are already processing documents in TurboCASH, check the document settings with specific reference to Point-of-Sales.

If you have created more than one user in Access control (Setup ribbon), you may select to use general numbers for the users and select the default user. This will enable document numbers to be generated by each user.

To set documents for Point-of-Sales:

1.On the Setup ribbon, select Documents setup.

posa-setup-documents

2.Select the following options:

a)Layout file point-of sale – Select the default layout file for point-of-sales.

All document layout files are stored in the “...\plug_ins\reports\DOCUMENTS\DOCUMENTS” folder. 

The POS – STARTSP100 – This is the default layout file for Till slip printers. 

You may also select the POS, POS 2 or POS A4 layout files for Point-of-Sale invoices.

Point-of-Sale invoices will automatically be printed to the printers selected and set in Point-of-Sale - (Printers tab) (Setup ribbon) when the payment for each customer is processed. You may at any time re-print the Invoices in Documents - Invoices (Action ribbon).

b)General numbers - This field will only be available and displayed, if users were created in Access control (Setup ribbon). If this field is selected, you may select the user from a drop-down list which TurboCASH will use to generate document numbers.

If the General numbers field is not selected (ticked), TurboCASH will generate the document numbers numerically.

3.Click on the OK button to save this and exit this screen.


POS setup messages

The Point-of-Sale system only needs to be set up once, unless your requirements change. For example, you may wish to change the Point-of-Sale messages, change the maximum amount in the till, the float amount or select a different printer if you have installed another printer, etc.

Errors if Point-of-Sales is not configured and set correctly

If you launch the Point-of-Sale Invoicing, and you have not done the Point-of-Sale setup, the following message will be displayed:

pos-default-setting-error

If you click on the OK button of this message, the POS setup will automatically be launched. You first need to do the basic settings, before yo may proceed with the Point-of-Sale Invoices.

If the POS setup is not properly set and configured, the “Point-of-Sales invoice entry” screen will automatically be launched and display the following message: 

pos-default-account-setting-error

If you click on the OK button, and exit the “Point-of-Sales invoice entry” screen to set the necessary defaults. 


POS setup 

Once you have done the basic configuration of your Set of Books, you need to configure and do the basic settings for your Point-of-Sales system. 

To access the Point-of-Sale setup: 

1.On the Setup ribbon, select Setup → Point-of-Sale.

pos-setup-menu

2.The Setup consists of the following four (4) screens for which you need to enter and / or select the basic options: 

a)Settings - Select the default batches and accounts and specify the maximum cash amount in the till. You may also set the Point-of-Sale Invoice number, messages and which information should be printed on the POS Invoice. 

b)Entry - Select to use Cash float, then enter the float limit. You may also select to edit the selling prices or use serial number tracking 

c)Peripherals - Configure the hardware connected to you system.

i)Cash drawer - Select if you have a cash drawer connected to your system. You also need to select whether the devices are attached to a serial or parallel port and specify the port number on your system. You may select to open the cash drawer for cheques, credit cards or vouchers or to leave the drawer closed when payment on these payment methods are received and test the cash drawer. 

ii)Poll display - If you use a poll display device you may also choose to select whether the devices are attached to a serial or parallel port and specify the port number on your system and test the poll display. 

iii)Barcode scanner - Select if you have a barcode scanner connected to your system.

iv)Weight dish - If you use a weight dish device you may also choose to select whether the devices the port on your system and test the values returned from the weight dish. 

d)Printer - You may select up to two printers, select the paper type for the printers and test the printers. 

3.Once these settings are finalised, click on the OK button to save your changes. 

4.Click on the Close button to exit this screen.