Training Tutorial
POSTERITA TRAINING MANUAL
Your Retail Personal Assistant!
Training Manual Posterita Version 2.0
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TABLE OF CONTENT TABLE OF CONTENT .............................................................................................................................................................. 2 1.0 General Information ........................................................................................................................................................ 4 1.1
About this guide ........................................................................................................................................................ 5
1.2
User Registration ...................................................................................................................................................... 6
1.3
Creation of Organisation ...................................................................................................................................... 11
1.3.1
Addition of another Retail Shop .............................................................................................................. 11
1.4
Log In ............................................................................................................................................................................ 13
1.5
Choosing Terminal ................................................................................................................................................. 14
1.5.1 1.6
Welcome to Posterita POS ......................................................................................................................... 15
Things to be settled first ...................................................................................................................................... 18
1.6.1
Setting the float amount ............................................................................................................................. 18
1.6.2
Setting the time zone ................................................................................................................................... 21
1.6.3
Setting Tax ........................................................................................................................................................ 24
1.6.4
Import / Create Products ........................................................................................................................... 25
1.6.4.1 Import ............................................................................................................................................................ 25 1.6.4.2 Create products ......................................................................................................................................... 30 1.7 Sale ....................................................................................................................................................................................... 36 1.7.1
Credit Sale ......................................................................................................................................................... 47
1.7.2 Discount ..................................................................................................................................................................... 48 1.7.3
Reprint Order .................................................................................................................................................. 51
1.7.4
New Order ........................................................................................................................................................ 51
1.7.5
Refund Order ................................................................................................................................................... 51
1.7.6
Void an Order .................................................................................................................................................. 53
1.7.8 Sales ............................................................................................................................................................................. 60 1.7.8.1 Adding Columns ............................................................................................................................................. 61 1.7.8.2 Removing Columns ....................................................................................................................................... 62 1.7.8.3 Viewing a particular order ........................................................................................................................ 63 1.7.9 Price Check ............................................................................................................................................................... 64 1.7.10 Customers .............................................................................................................................................................. 65
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Training Tutorial 1.7.10.1 Customer Creation ..................................................................................................................................... 65 1.7.10.2 Customer Importer .................................................................................................................................... 67 1.7.11 Sales Return........................................................................................................................................................... 68 1.7.11.1 New Sales return by document No. ..................................................................................................... 68 1.7.12 New Sales Return ................................................................................................................................................ 70 1.8
Invoices ....................................................................................................................................................................... 73
1.8.1
Creating Payment .......................................................................................................................................... 75
1.8.2 Open Invoices .......................................................................................................................................................... 76 1.8.3 Creditors .................................................................................................................................................................... 77 1.9
Payments .................................................................................................................................................................... 78
1.9.1
New Payment / Create General Payment ............................................................................................ 79
1.9.2
Payment Allocation ....................................................................................................................................... 80
1.9.3
Unallocated Payments ................................................................................................................................. 81
1.9.4
Payment Term ................................................................................................................................................ 82
2.0 Stock .................................................................................................................................................................................... 85 2.0.1 Products ..................................................................................................................................................................... 85 2.0.2 Inventory ................................................................................................................................................................... 86 2.0.3 Barcode Printing .................................................................................................................................................... 92 2.0.4 Stock Transfers ....................................................................................................................................................... 95 2.1 Employees ...................................................................................................................................................................... 102 2.1.1 User Creation ........................................................................................................................................................ 102 2.1.2 Setting the role of a User.................................................................................................................................. 106 2.1.2.1 Editing role organisation access .......................................................................................................... 107 2.1.2.2 Role Configuration ..................................................................................................................................... 108 2.1.3 Clock In/Out .......................................................................................................................................................... 109 2.1.3.1 Clocked in Users.......................................................................................................................................... 109 2.1.3.2 Clocked in Report ....................................................................................................................................... 110 2.1.4 Commission ........................................................................................................................................................... 112 2.1.4.1 Create New Commission ......................................................................................................................... 113 2.2 Company ......................................................................................................................................................................... 118 2.3 Till Management .......................................................................................................................................................... 122 2.3.1 Close Till ................................................................................................................................................................. 122 Training Manual Posterita Version 2.0
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Training Tutorial 2.3.2 Current Money in Terminal ............................................................................................................................ 126 2.3.3 Open Cash drawer .............................................................................................................................................. 126 2.3.4 Adjust Cash Book ................................................................................................................................................ 127 2.4 System .............................................................................................................................................................................. 128 2.4.1 Remote Printing .................................................................................................................................................. 130 2.4.2 Offline Mode .......................................................................................................................................................... 133 2.4.2.1 Installing Google Gears ............................................................................................................................ 134 2.4.2.1.1 Offline Sale ............................................................................................................................................ 140 2.4.2.2 Offline shortcut ................................................................................................................................................ 142 2.5 Help ................................................................................................................................................................................... 145 2.6 Logout .............................................................................................................................................................................. 147
1.0 General Information Posterita Retail Management System is a web based system designed by retailers using modern Software as a Service (SAAS) technology encompassing a fully functional Point of Sales (POS) system combined with a Customer Resource Management (CRM) and an Enterprise Resource Management (ERP) system. It is a totally integrated system that helps retailers generate maximum profit from their online and physical retail operations. Posterita POS includes classic POS capabilities that allow retailers to take payments from their customers and put the cash in the bank. Posterita RMS has a complete CRM capability that gives dealers the power to keep their customers happy and have them return. There is no installation hassle.
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1.1 About this guide If Posterita is the first POS system that you will use, getting started just takes you a few minutes if you carefully follow this guide. This User’s Guide contains features, functions, and step‐by‐step instructions on how to use the POS application. The Guide will enable you to: •
Register as a new user
•
Create your own retail shops
•
Create warehouses
•
Import your products
•
Carry out sales and purchases
•
Create Customers and vendors
•
Manage your stock and Inventory
•
Carry out stock transfers
•
Close till and get end of day report
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Generate reports for every transaction effected on the system
•
Manage clocked in/out users
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Posterita POS has many other features apart from those listed above. This user guide will allow you to explore the system to the fullest. If at any time during these procedures you need assistance, you may contact the Posterita support team at:
Phone: 650.492.1471 Email:
[email protected]
1.2 User Registration To register as a user on Posterita POS, you need to follow the link: www.posterita.com
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Fig. 1: New User Step 1: Choose the option ‘New User’ as indicated by the arrow above to register as a new user You will be redirected to the sign up form where you will need to fill up the appropriate details.
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Fig. 2: Domain Creation
Step 2: You will be required to fill in all the mandatory fields, denoted with a * as shown above Note that an error message will be displayed for any missing mandatory information or incorrect entry.
Account Information: •
•
Domain name: is generated automatically as per the Retail Chain Name and is always seized in small letters. Posterita can host multiple tenants (sub‐domains) as well as multiple currencies. Retail Chain: name should not be less than 5 characters.
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Account Administrator Information: • •
• •
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Username and Password: Note that both Username and password are case sensitive. Confirm Password: You need to type the password again since the system does not allow you to paste a copied password. Email Address: A valid email address must be entered for the registration purposes Terms of Usage: You need to agree to the terms of usage before continuing further with the registration.
Step 3: Click on the continue button. You will be forwarded to the following screen
Paste verification code
Fig. 3: Verification Code To be able to complete the registration, you will need the verification code which is sent via email (this is why a valid email address is important) Step 4: Check your mailbox Step 5: Copy the verification code and paste it in the textbox above Step 6: Complete the registration by clicking on the complete button
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Upon completion, you will be required to enter details of your organization on the following form:
Fig. 4: Information Form
Step 7: Click on the complete button after correctly filling up the form. The User registration part is done, you can now proceed to creating your organization.
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1.3 Creation of Organisation You will be required to fill up another form as shown below to create your organization:
Fig. 5: Creation of one Retail Shop You will start by defining your Head Quarter (HQ). Step 1: Fill up the fields for your HQ Step 2: Click on the ‘Save’ button DO NOT CLICK ON ‘COMPLETE REGISTRATION’ UNLESS YOU HAVE CREATED ALL OF YOUR RETAIL SHOPS.
1.3.1 Addition of another Retail Shop Step3: Click on the ‘New’ button to add another retail shop
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Step 4: Save the created retail shop
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Fig. 6: Retail Shop Creation Once you have confirmed that you have created as many organizations as you needed, you can complete your registration. Step 4: Complete your registration by selecting the ‘complete registration’ button. Subsequently, your client will be created and your login address will be sent to your mailbox.
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Fig. 7: Welcome You may as well follow the link that will be provided to you on the welcome message (indicated by an arrow here). This will bring you directly to the Login Page of your account. Please note that you can Bookmark the Website Address.
1.4 Log In Clicking on the link provided in fig.7, you will be directed to the POS Login page:
Fig.8: Login
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Step 1: Enter your username and password sent to your mailbox.
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Step 2: Click on ‘ok’ to proceed. As mentioned previously, Username and Password are case sensitive. In case, you forget your password, follow the ‘forgot password?’ link to retrieve your password. Please note that you need to use the same email address as entered for registration.
1.5 Choosing Terminal If your login is correct, you will be forwarded to the terminal screen. A Terminal can be considered as a till in your shop, or a single computer. So, you may have many terminals in just one single shop. However, most likely you will have a single terminal per organization. By choosing a terminal you will see a list of values appearing on the right hand side, this is showing you how the terminal is configured. For example what price list it is using, and which warehouse the products will be taken from when a product is sold.
Fig. 9: Terminal
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Step 1: Choose your organization from the drop down. Step 2: Select your terminal name (Your terminal name will be Terminal 1 by default. This can be later edited or renamed) Step 3: Click on ‘continue’
1.5.1 Welcome to Posterita POS
Search
Virtual Clock in/out Home Keyboard Information
Fig.10: Posterita POS Screen This is the first screen that you will come across after choosing your terminal. It is the most frequently used screen.
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Training Tutorial You will notice that there is a virtual keyboard that opens in the middle, to allow you to easily input any figure. The buttons are just as big which makes it easy for touch screen.
Fig.11: Virtual Keyboard
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Getting Familiar to Posterita POS Screen ‐
To get access to all the menus, click on the ‘home’ icon displayed above, the following screen will appear:
Fig. 11: Posterita Main Menu ‐
The header displayed on the grey part to the right of the logo allows you to locate yourself on the system.
You will notice a time in the header of Posterita, this is the time of your current machine. Although we do have a server time, we deem it more practical to actually allow the user to specify his own time zone. The time displayed on top, is the time set on the current machine. We do however provide some restrictions, in order to refrain users from backdating the order. By default it is not allowed to backdate more than 2 days which is the default of Adempiere or to also input more than 2 days into the future. This time is consistent all across posterita, on the clock‐in, clock out (Discussed further in section 2.1.3). Anywhere the time is not specified, the time on your machine, is what is being used.
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However in Posterita, the created date and updated date, is the server time. Only the documents time defaults to the user's time, like the order date, close till etc... Developer note: Over here we should consider using the automatic period provided by Adempiere, in order not to duplicate functionality and to allow for flexibility in the future.
1.6 Things to be settled first
Along with the creation of the terminal, the system creates some important aspects such as warehouse, cash book, and pricelist by default. Others such as: (i) Setting the float amount (ii) Setting timezone (iii) Setting tax (iv) Importing / Creating Products must be created manually.
1.6.1 Setting the float amount The ‘float amount’ is the amount of money that will be retained in the till after the end of day closure. To set the float amount in Posterita, the following steps must be followed: Step 1: Select ‘company’ from Pos main menu.
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Fig.12: Cashbook Location Step 2: Click on ‘Cashbook’ as encircled in fig.12 above
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Fig.13: Create Cashbook Step 3: Click on the ‘create’ button selected in fig.13 above.
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Fig.14: Cashbook Step 4: Enter the float amount, e.g. 1000 Step 5: Click on the ‘save’ button
1.6.2 Setting the time zone Setting the time zone with respect to the region you are located is very important otherwise reports with incorrect time will be generated. The steps to be followed are listed below: Step 1: Choose ‘company’ from the POS main menu, same screenshot as fig.12 will be obtained Step 2: Select ‘terminal’ from the list.
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Fig.15: Terminals Step 3: Click on the ‘create’ button
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Fig. 16: Time Zone Step 4: Upon creation of a new terminal, the server time must be set to the date of creation of that terminal Step 5: Click on the ‘save’ button Note the timezone is now deprecated, and is not longer used as the default time, it now defaults to the current machine time.
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Step 5: The time zone must be set according to your
location
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Fig.17: Setting Time Zone
1.6.3 Setting Tax Step 1: To set the tax, follow step 1 from 1.6.2 and then select ‘tax’ from the list. Step 2: Click on the ‘create’ button
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Fig.18: Tax Rate Step 3: Set the tax rate and tax category according to your organization. The tax rate set here is not mandatory so that different tax rate set on the products can be used. (More details in products section, 1.6.4) Step 4: Save your changes.
1.6.4 Import / Create Products
In order to execute some sale transactions, products to be sold must be fed into the system. This can be done in two ways: (i) Importing your products if you have many (ii) Creating your products one by one if there are not many of them. 1.6.4.1 Import
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Training Tutorial To import products, the whole list must be first classified along with its pricelist, in an excel sheet which is then saved in .csv format. The CSV is what is imported into the system. Please note that the header is removed before importing the CSV.
Fig.19: CSV Step 1: select ‘stock’ from the POS main menu list
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Fig.20: Stock Step 2: Click on ‘Products’ from the stock menu list
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Fig.21: Products Step 3: Click on the ‘Import button’ highlighted in Fig.13. Please note that the CSV. File should be uploaded without the headers.
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Fig. 22: Loading CSV Step 4: Click on ‘load’ button Step 5: Select the product’s respective headers from the drop downs.
Fig.23: Import Products
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Step 6: Click on ‘Import’
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If all headers have been correctly inserted, the products will be successfully uploaded into the system. When uploading products you can choose which tax rate to upload for each product in the tax rate field. If the tax rate does not exist, it will be created under the standard tax category. You can edit the products uploaded and the tax rate will be applied to the products. In the products screen this tax rate can be changed, consequently, the price of the products will be changed depending on the price list whether it includes tax or not. If there is no tax rate set when uploading products, the products will choose a default tax rate set on the org first (Section 1.6.3). If there is no tax rate set on the specific org then it will choose the tax rate set on the * organisation. Tax category is Standard and tax rate is Exempt by default. All tax rate should be created on * org by default and if a tax rate is created on an organisation A, only organisayion A should be able to see this tax rate. When created under *, all organisation get that tax rate. Note 1: The tax rate in the product should be mandatory. Note 2: Products imported under a particular organisation, say A, will appear under that organisation only. Users from another organisation B, will not be able to view those products. In this way, it is ensured that no other organisation is selling your products. 1.6.4.2 Create products If while importing the products into the system, you have missed one or two, then these can be created manually. Step 1: Follow steps 1 and 2 from section 1.6.4.2. Step 2: Select the ‘create’ button
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Fig.24: Create Icon Step 3: Fill up the form provided. Please note that all textboxes denoted by a * are mandatory.
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Fig.25: Create Product There are a couple of important fields to understand here. There are a couple of important fields to understand here: Product Name: Name of product must be unique in the system. Description: The description of the product is what is printed on the receipt. Primary Group: It is the main group used, for example if we have a t‐shirt product with different sizes, the t‐shirt will be named as ‘Basic T‐shirt Posterita Small’, there will be other products like Basic T‐shirt Posterita Medium. Over here, the primary group should be, Basic T‐shirt Posterita. Product Category: It is very important; we use this group to group items which will have exactly the same price. For instance, let’s say we will always sell all the Basic T‐shirts at the same price, even during a sales period, so we would easily be able to change the price for all of them, simply by editing all the prices at one go. There should be groups 3, 4, 5 and 6 also to appear in the system. Group1, group2 group3: These terminologies can be changed by the system to ‘sizes’, ‘colour’ depending on one’s convenience. Even the fields of the product can be changed by the system. Units per pack: Just a convenient way to transfer products. It is used only in stock transfer screen.
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Active: Checking ‘active’ will make the product appear when it is searched.
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Item: Item has quantity that can be controlled. Service: Service does not have a quantity. By default its quantity is 0 Purchase & Sale pricelists that are appearing are the prices set in the terminal. Tax Rate: The tax rate is defined as the following. Tax category: allows regrouping items with similar tax. For example there are some goods when sold, are exempt from tax. So, it will be good to create 2 tax category at least one which is exempt and one is has the default tax rate. Revenue Recognition: is just a way of analyzing sales Classification: is just a field to analyse sales. Note: If products are created under * as done in this case, then all organisations created under that domain will be able to view these products. This is ideal when all your organisations will be selling the same products. In case you do not want this to happen, you must select the organisation for which the products are being created from the drop indicated by an arrow. After the products have been successfully imported and created into the system, sales transactions can be effected.
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New Product Screen to be implemented soon
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Product Screen Organisation :
Primary Group:
Name:
Group 1: Group 1
Description:
Group 2:
Help
Barcode:
Group 3:
Tax Category:
Group 4:
UOM:
Group 5:
Active
Group 6:
Item Service
Product Category:
Classification:
Revenue Recognition:
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Only admin can bring about changes
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ITEM LOAD
PRICELIST Tax Rate used Purchase Sales Sales 2 Sales 3 STOCK Warehouse 1 Warehouse 2 Warehouse 3
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1.7 Sale To carry out a sale, the following steps must be followed: Step 1: Select ‘New Sale’ from the Sales Order menu Subsequently, the screen shown below will be displayed:
Payment Options
Fig.26: Sales Order Screen Step 2: To add products on the cart, type the product name in the textbox when performing the search, the query will find any name/description that (begins or contain) with the following, if a direct hit is found with the barcode, it will automatically add it to the shopping cart. There are special searches that can be made with character %, if you search for ‘drink % large’ It will return you all products that begin with ‘drink’ and finish with ‘large.’ For instance, these are some samples of product that would be returned if you perform that particular search. Drink Citrus Large Drink Orange Large Juice
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Training Tutorial If the product is clicked twice on the search list, even if it is the same item, in the shopping cart the product should appear twice. In order to combine the products together, one has to click on the ‘+’ or ‘‐’ icons or change the quantity directly. Step 3: Click on the ‘search’ icon Step 4: Set the tax rate Note: If a tax rate is set in the New Sale screen, all products added to the cart will use this tax rate. It will overwrite all tax rate set on the products. If no tax rate is set, when products are added to cart, then the tax rate set on the products will be used. The price list can be set to exclude tax or include tax. If it is exclude tax, these tax rates can be changed in the New Sale screen.
Fig.27: Adding Product to the Cart Step 5: Select a payment option (Cash, Card, Check, Mix, credit) Step 6: Click on ‘Checkout’ button
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Step 7: Enter the amount tendered and click on the ‘ok’ button
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Fig.28: Enter Amount pop out You will notice that there is a virtual keypad that opens on the top hand corner, to allow you to easily input any figure. In fact it takes the place of the 'discount' 'open cash drawer' place. The buttons are just as big which makes it easy for touch screen. The keypad is an integral part of the form window; it should always next and aligned with the window form. The keypad is automatically open, and the focus is already on a number field. Moreover, by default the numbers are already highlighted. So, if you start typing any number it will automatically erase any information that was previously inputted. The Enter button, if pushed will circle through the different fields in the form until we arrive at the end of the form, and then it will start right at the beginning. The keypad contains the following numbers from 0‐9, the ‘.’ DEL and ENTER.
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Training Tutorial The ENTER button is bigger than any button. The ENTER button does not submit the form, the keypad only helps to circle through the form and input value, to submit the form, the sales rep will have to click on the OK button provided in the other form
Fig.12: Keypad Step 7: After the transaction has been processed, a receipt will be printed as shown in the screenshot below: The same process is followed for payments in cash, by check, card and mix
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Payment option &
invoice no.
Fig. 29: After Checking Out
Payment by credit card Most of the customers make payment by credit cards. The customer’s card is swiped and the transaction is validated. Following to which, a normal receipt is printed.
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Fig.: Credit card checkout
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Upcoming Feature for ‘Sales’ part
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(1) Faster Search
Stretch
X
100
Product Category
Clean Files
Product Group
Name:
QTY
Description:
DRINK
FOOD
Accessories
X
Remove
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Training Tutorial With this new feature, it will also be possible for people who have a lot of products to perform a filtered search There is a number: 100/200/500. This limits the number of products to be returned that match the search criteria. The different product category, or buttons will invoke a pop up which will contain button with the appropriate unique and sorted items. The popup automatically disappears afterwards. Upon selecting the filter, you can also remove it. If you make a search, only the items that satisfy the combined criteria should appear.
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(2)
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Credit Card Checkout
Manually process payment by credit card.
Other Details like license no.
just below ‘Swipe Data’.
Fig.: The functionality of the credit card will be the same as described in part ‘1.7’. The only difference is that there will be an additional option for users to enter their license no. and users (Sales rep and cashiers) will have the alternative to manually process payment by credit card.
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(3)
Save Order
Keypad opens
7
8
9
X
4
5
6
N
1
0
2
3
T E R
E
.
DEL
SAVE ORDER Ref: SAVE
Fig.: Save Order 1 2 3 4 5 6 7 8 9 10
20
Provide the following cases SAVE ORDERS:
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REF:[ ] [ENTER] KEYPAD Last 20 References used: Sort Alphabetically [1][2][3][4] If an existing reference is used then append the following to the previous order. When appending to the order, if the previous already contained similar products then it should prompt the following question, “If the prices are different for the same product then it must obviously not be combined.” Do not create an additional draft orders. Those which are already being used should also have a different colour. Numbers are expected to be tables, but should be flexible enough since some organizations name their tables also. (4)
Invoke Order
INVOKE ORDER Ref: Order No:
LOAD
50360
50361
50362
1
2
3
Only drafted orders appear
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INVOKE ORDERS: KEYPAD REF: [ ] [ENTER] ORDER NO: [ ] 50201, 50199. 50188, 50177 ----------------------------------References: [2] [4] Last five most recent drafted ORDERS An order can be modified as freely as a draft order. It is also possible to invoke a completed order that is, an order which has been used in the past. This is important since it keeps the sales representatives away from the hassle of accessing the sales screen to do a refund or an exchange.
1.7.1 Credit Sale To be able to perform, the customer’s details must be entered first. This will be discussed further in another chapter of the manual Repeat steps 1‐ 3 above. Step 4: Select credit option Step 5: Checkout
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Fig.30: Credit Sale Step 5: Checkout The receipt is printed directly after a credit check out.
1.7.2 Discount During Sales or Special offers, you might need to give discounts on certain products. You can either upload a list of the discounted prices for their corresponding products or give discount per order if there are not many. Step 1: Enter the product on the shopping cart Step 2: Enter discount on the product you want to give discount
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Fig.31: For the time being, discount is only allowed per product.
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Upcoming Feature: Discount
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Discount Popup
Excl.
Incl
Keypad opens up upon focus on textbox
Unit:
Total:
Discount
Coupon Code:
i
Fig.32:
When this feature will be implemented, discount will no longer appear on the same frame as it does currently. Upon clicking on ‘discount’, a window will be popped out. Fig. above shows how the new discount window will look like. The information displayed on discount as indicated on fig.31 will be hidden, it will only appear when the icon, ‘i’ is clicked. Coupon Code: This will be the code given to habitual customers.
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Fig.31: Displaying Refund Order, New Order, Reprint buttons
1.7.3 Reprint Order If a customer insists on having two receipts, then this can be done simply by clicking on ‘reprint order’ indicated by a red arrow in fig.31 above
1.7.4 New Order To perform a new sale, just click on ‘New Order’ indicated by a blue arrow on fig.31 above. ‘New Order’ allow you to directly access the sales screen avoiding the hassle to click on home and then click on new sale.
1.7.5 Refund Order Training Manual Posterita Version 2.0
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Fig.32: Refund popout Step 2: After reading the pop‐up message, click on ‘ok’
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Fig.33: Refund Step 3: Select a payment option and enter the amount that needs to be refunded. Step 4: Checkout
1.7.6 Void an Order If you want to void/cancel an order then, select the ‘void order’ button pointed towards by an arrow (see Fig.32)
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Fig. 34: Voiding an Order If you really want to void the order, click on ’ok’, else cancel the popup After agreeing to the transaction, a receipt is printed,
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Fig.35: Receipt
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Upcoming Feature: Receipt – Sales Rep Printed on Receipt
$ X
$ Y
Fig. A new form of receipt will now be designed which will have the sales representatives’ names printed on it along with their respective commission amount. This will be helpful to customers and the system as well. In case of refund or exchange, the customer will know who to refer to since the name of the sales rep will already be printed on the receipt. Moreover, the commission of the respective sales rep can be easily readjusted.
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1.7.7 Exchange You can as well exchange goods if you find defects in the one you bought or made a wrong choice.
Fig.36: Exchange By clicking on the ‘exchange’ button in Fig.36, all the bought items will be displayed on the shopping cart.
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Fig.37: Goods displayed on shopping cart when ‘Exchange’ button is clicked Step 1: You can keep only the item to be exchanged by adding 1 (‐1+1) to the others in such a way that they are cancelled. Step 2: Choose a new product Step 3: Checkout Please note that if the total amount is negative, then the system is paying the customer and vice versa. Moreover, it should be ensured that quantity cannot be increased. Split commission and pro‐rata should as well be considered.
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Fig.38: Exchange carried out.
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1.7.7 Sales If you want to crosscheck or verify the sales details carried out in your organization, follow the steps below: Step 1: Click on ‘home’ Step 2: Select ‘sales’ from sales order menu Date picker Org name
Fig.36: Viewing Sale Step 3: To view a sale that was carried out on a specific date from a particular organization, choose the date from the date picker and enter the organization name as indicated in fig.36 above. Step 4: Click on the search button. Training Manual Posterita Version 2.0
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Fig.37: Saving as CSV or PDF Step 5: The whole list can be saved as a CSV format or PDF just by clicking their respective icons as highlighted in fig.37 1.7.7.1 Adding Columns You can remove the columns that are not important to you as well as adding those that are necessary to you by using the – and + icons. Step 1: Click on the ‘+’ icon, available columns will be displayed
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Available column displayed
Fig.38: Adding Columns Step 2: Select the columns you want to add. Step 3: Add 1.7.7.2 Removing Columns Step 1: Click on the ‘‐’ icon and select columns to be removed
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view
Fig.39: Sales Step 2: Click on ‘Remove’ 1.7.7.3 Viewing a particular order To view a particular order: Step 1: Click on the order to be viewed as highlighted in fig.39 Step 2: Click on the ‘view’ icon as indicated by an arrow in fig.39 Step 3: If you want to reprint an order, you can do so by viewing the order.
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1.7.8 Price Check If you want to verify the price of a particular product, select price check from the sales order menu and follow the guides below: Step 1: Select ‘Price check’ from sales order menu Step 2: Type product name in the text box Step 3: Click on the ‘Search button’
Fig.40: Price Check Step 4: Click on the product name displayed
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Fig.41: Price displayed
1.7.9 Customers To be able to sell goods on credit as discussed in section 1.7.1 credit sales, customer details must be entered in the system. In this way, you will be able to monitor your customer’s account. There are two ways to create customers on the system same as for ‘create products’ 1.7.9.1 Customer Creation
If you do not have too many customers, then you can opt to feed your customer details manually into the system. Step 1: Click on the ‘create’ icon
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Create
Fig.42: Create Icon for Customer Step 1: Fill in the details in the form provided. Please note that all fields denoted by an * are mandatory.
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Fig.43: Customer Form Step 2: Click on ‘Save’ after filling up the form. 1.7.9.2 Customer Importer For shops that have many credit customers, shop supervisors can import the customer list as done for importing products (Refer to section.1.6.4) Customer details can be edited afterwards as seen for products. The same procedure applies. Please note that every Credit Customer has a credit limit (Say 10 000), if this limit is crossed, then the customer cannot buy any good on credit.
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1.7.10 Sales Return If a customer wants to return a good he/she has purchased for whatever reason, you can perform this transaction by two ways: (i) New Sales return by document No. (ii) New Sales return 1.7.10.1 New Sales return by document No. For this, the customer needs to present his/her receipt. Step 1: Select ‘New Sales by document No.’ from the sales order menu
Fig.44: New Sales by Doc. No. Step 2: Type the document number / receipt number in the textbox.
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Fig.45: Invoking Document No. Step 3: click on the ‘invoke’ button.
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Fig.46: Receipt invoked. Step 4: Select products to be returned and then checkout.
1.7.11 New Sales Return Sales return can also be carried out directly instead of invoking the document/receipt number. This can be done by entering the products straight into the cart and then checkout, just as carrying out a sales transaction.
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Fig.47: Direct Sales Return
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Qty should change to 1 since customer is returning good
If customer opts to buy this product as replacement for the one returned, then qty should be +ve and product highlighted green. Payment is then made accordingly
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1.8 Invoices You will be able to view all invoices from the ‘Invoices’ tab. In this way, you can analyse invoices for which payment has been made and those whose account has not been settled yet.
Fig. 48: Invoices Clicking on the ‘search’ icon, you will be provided with a list of invoices (Paid or unpaid)
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Create Payment
Fig.49: List of Invoices Invoices listed, are usually those of customers who have bought goods on credit. You can search invoices by customer name as well. To settle outstanding payment, click on the payment icon indicated by an arrow in fig.49
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1.8.1 Creating Payment Step 1: Click on the ‘New Payment’ icon
Fig.50: Create Payment Step 2: Enter cash amount if payment is being made by cash etc. Step 3: Click ‘ok’ Document status will turn to ‘Paid’ after payment is successfully settled.
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1.8.2 Open Invoices Open Invoices provide a list of all those invoices whose payment is still due and the number of days elapsed as well.
Fig.51: Open Invoices To settle the payment, please follow the same steps as in section 1.8.1
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1.8.3 Creditors To view all your creditors, that is people who have not settled their payment yet, choose ‘creditors’ from the ‘open invoices’ menu.
Fig.52: Creditors You can examine the creditor’s details as well by clicking on the creditor’s name. The details will be listed on the right hand corner as displayed in fig.52 above.
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1.9 Payments
Fig.53: Payments You can view all payments made on the system from the ‘payment’ tab. Details of customer can be viewed as well by clicking the customer’s name just as in section 1.8.3
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1.9.1 New Payment / Create General Payment To create a new payment, follow the steps below: Step 1: Choose ‘New Payment’ from the payments tab
Fig.54: Create General Payments Step 2: Enter amount to be paid, say $20 Step 3: Choose/enter customer name Step 4: Select tender type Step 5: Click on ‘save’
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Fig.55: Payment after saving
1.9.2 Payment Allocation Payment allocation is a report of all payments made on the system. All completed payments are recorded in this section except credit sales, drafted and voided payments .
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Fig.56: Payment Allocations
1.9.3 Unallocated Payments All new payments made and cash amount from the close till process (discussed in section 2.3 – Till Management) are recorded in ‘Unallocated Payment’ report
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Fig.57: Unallocated Payment
1.9.4 Payment Term Customers who purchase goods on credit are given a delay to settle their payment which is known as the ‘Payment Term’. You can search them by name or organisation from the ‘Payment term’ report found under the ‘Payments’ tab.
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Fig.58: Payment Term
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2.0 Purchases ‘Purchases’ function in the same way as sales. This module is used mostly when goods are being bought from a supplier. However, the products to be bought should already have been created beforehand in the system as well as the supplier/vendor with whom you usually interact.
The vendor is created in the same way as customers are created (refer to 1.7.9.1) within a module ‘vendor’ found under ‘purchases’. The following steps should be followed while carrying out a purchase: Step 1: Go to purchases and click on the ‘create’ icon Step 2: Enter the vendor’s name with whom goods are being purchased in the textbox indicated in fig. Step 3: Select goods to be bought Step 4: Checkout
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Step 5: Select your payment option.
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Currently, when you purchase goods, the stock is readjusted automatically but this cannot be always allowed as there can be some unwanted purchases. This option will be revised so that from now, when doing a purchase the stock should not be increased directly. There should be an option to validate the purchase after receiving the products, and then the stock is increased.
2.1 Stock In this section, you will be able to: (i) View all products and their prices in your system (ii) Carry out inventory (iii) Read barcodes directly (iv) Transfer stocks (v) Confirm stock transfers You will as well be able to view the reports for every of the transaction mentioned above: (i) Product prices (ii) Stock Movement (iii) Product lifespan (iv) Stock Inquiry (v) Pricelist (vi) Inventory
2.1.1 Products Products have already been tackled in section 1.6.4. In this part, we shall look at ‘product prices’ report Step 1: You can either type in the barcode, name or description of the product in the textboxes provided or simply click on the ‘refresh’ icon. All products will be displayed along with their prices and quantity available in the system.
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Fig.59: Product Prices
2.1.2 Inventory All shops need to carry out inventory at one time or the other. Posterita POS has this feature integrated in its system that will allow you to perform inventory within a few seconds: Step 1: Choose Inventory option from the list
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Create
Fig.60: Inventory Step 2: Click on the ‘Create’ icon
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Fig.61: Create Inventory Step 3: Type the product name in the textbox
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Fig.62: Selecting product for inventory Step 4: Select product on the cart. (It will be highlighted upon selection) Step 5: Adjust the quantity as demonstrated in the figure below:
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Fig.63: Changing quantity count of selected product. Upon comparing fig.61 and fig.62, you will notice that the quantity count of the product has changed from 1 to 2 Step 6: When adjustment has been done, the inventory can be completed.
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Fig.64: Adjusted stock Report. Step 7: The completed inventory can now be viewed on the main page of ‘Inventory’ itself. You can have a close look to the inventory carried out by viewing. (View button highlighted in red below)
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Fig.65: Inventory
2.0.3 Barcode Printing To print the barcode of a product, simply follow the steps below: Step 1: Select the product whose barcode needs to be printed
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Fig.66: Barcode Printing Step 2: You can as well select options (Name, Description, and Price) to be printed along with the barcode. Step 3: Print
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Barcode Modifier Existing Product Product : Barcode 1:
Barcodes can only be deleted and not edited
Barcode 2:
XYZ
456
XYZ
123
Barcode 10:
SAVE
This new features will allow several barcodes to be assigned to a product. For instance a pen can have several ink colors (red, blue, black), despite being of the same make or model. Thus, instead of creating the same product several times, you can create only one product and assign different barcodes so that they can be distinguished from one another. Please note that you will be allowed to only delete the barcodes and not edit them.
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2.0.4 Stock Transfers In case you want to transfer your stock from one warehouse to the other, you can do it from the stock transfer option:
Fig.67: Stock Transfer Step 1: Click on the ‘create’ button to perform a stock transfer
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Fig.68: Creating Stock Transfer Step 2: Select products to be transferred. Step 3: Adjust the quantities accordingly. Step 4: Select the warehouse from which transfer is being made and the warehouse to which stock is being transferred.
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Fig.69: Stock Transfer Step 5: After the necessary adjustments have been made, click on ‘complete’ button. The screen below will be displayed. Please note that the document status changes to ‘In Progress’
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Fig.70: Stock Transfer (In progress) Step 6: Go back to ‘Stock’ menu and select ‘Stock transfer confirmation’ from the list Step 7: Enter the organization from which stock has been transferred and to which organization stock is being transferred in the corresponding textboxes. Step 8: Click on the ‘search’ icon
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Fig.71: Stock Transfer Confirmation Step 9: Click on the ‘view’ button to view the stock transfer
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Fig.72: Viewing stock transfer Step 10: Click on the ‘complete’ button Step 11: Now open the ‘stock transfer’ page again Step 12: Search for the transfer carried out by organization, movement date and document status Step 13: View the transfer as done in step 9
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Fig.73: Completing Stock transfer Step 14: Complete the transfer. Now, the stock transfer is fully completed. In brief, you need to complete a first time when the stock transfer has been created, then complete a second time from ’stock transfer confirmation’ and then a final complete again from ‘ stock transfer’. To ensure that the stock has indeed been transferred, you can go to ‘stock inquiry’ from the stock list. The stock inquiry report will show an increase in quantity from the warehouse to which stock has been transferred and a decrease in that warehouse from where stock was removed.
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2.1 Employees Employees tab:
Fig.74: Employees Employees are also users to the system (e.g. Cashiers, Shop Supervisors, Sales representatives). In the coming section, we shall see how to create users, set the roles,.
2.1.1 User Creation Step 1: Select users from the employees’ list
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Create
Fig.75: Users Step 2: To view existing users on the system. Click on the ‘search’ icon. Some users are created by default when the system is created itself. You can either edit the existent users or create new ones. Step 3: To create a new user, click on the ‘create’ icon indicated on fig.64 above.
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Fig.76: Create/Edit page Step 4: Fill in all the compulsory details. Here itself the role (highlighted of the user can be set whether that latter has administrative rights or is just an end user. Step 5: click on the ‘save’ button To edit an existing user, click on the ‘edit’ icon and follow the same steps as above.
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Change
Can load own picture
Load
Browse
Browser reduces image size, max. 1MB
All default pictures What the new feature for employees does is that, users will now be able to either add a default picture or load their own picture when creating an account for themselves on the system.
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2.1.2 Setting the role of a User In the Roles menu you can manage the role of the employees: Create new role, Edit, View, Edit organisation access or configure the role. Configure AD_Role_ID
Edit AD_Role_ID Organisation Access
Fig.77: Role Menu Click on search to view the existing role, some roles are created by default (see fig.66). To create a new role click on the ‘create’ icon, you a will get a page where you can set the role.
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Fig.78: Create Role Menu Step 1: Fill in the details for the new role and check the fields which the user of this role will be allowed to see. Step 2: After completing the form click on save. To edit an existing role click on the ‘edit’ icon, click on save to save the changes. To view a role, click on the ‘view’ icon. 2.1.2.1 Editing role organisation access To edit the organisation access of the role, click on the icon ‘Edit AD_Role_ID Organisation Access’. On this page you can set which organisation this role will be able to see and to log in.
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Fig.79: Edit role organisation access 2.1.2.2 Role Configuration To change the configuration of a role, follow the steps below: Step 1: click on the icon ‘Configure AD_Role_ID’, Step 2: check the field needed and click on save to save the changes
Fig.80: Role configuration
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2.1.3 Clock In/Out To clock in the system, select the clock in/out option from the employees tab.
Fig.81: Clock in/out Step 1: Enter the user Pin/password in their corresponding textboxes Step 2: Click on the green icon to clock in. (Note that the same icon is clicked when clocking out) 2.1.3.1 Clocked in Users To view a list of all the users who have already clocked in the system, select the ‘clocked in users’ option.
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Fig.82: Clocked in Users Click on the search icon to display the list of users clocked in, the list can be filtered by organisation and terminal. 2.1.3.2 Clocked in Report This menu shows the clocked in/out report of all users. Click on search to display the list, it can also be filtered by organisation, terminal, user and clocked in time.
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Fig.83: Clocked In/Out Report
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$700
Clock out in 10 mins.
Clock out now
Give me more time
Clock out now
Give me more time
Clock out now
Give me more time
$800
Clock out in 5 mins.
$ 350
Clock out in 2 mins.
Fig.: Clock out users automatically With this feature, the system will automatically clock out users after that the till has been closed. They will be spared the hassle to enter their respective pin code and click on ‘clock out’. Users will be given a minimum of 5‐10 minutes to complete their outstanding tasks like closing the shop window, closing the drawer amongst others. If a user needs some more time, he/she can click on the ‘Give me more time’ box and the latter will b e provided an additional 5 minutes. In the same way, if a user has completed his/her task before the given delay, he/she can click on the ‘clock out now’ box to be clocked out immediately from the system.
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2.1.4 Commission Commission is the remuneration given to employees. For instance, Sales representatives are awarded commission based on the number of sales carried out by each of them. Employees are also granted commission based on the number of hours they work. We shall see how the system calculates the commission described above in this section. 2.1.4.1 Create New Commission
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Fig.84: Commission Setting
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Click on the ‘Search’ button to view commission that has been created by default. This can be edited or you can as well create new commission To create a new commission: Step 1: Click on the ‘create’ icon
Fig.85: Create Commission Step 2: Give a name to the commission, e.g. test Step 3: Set a flat percentage (A percentage which remains constant regardless of the number of sales carried out.) Step 4: You can as well set a percentage as per the sales amount carried out. This is set by adding levels, see fig.75 below:
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Fig.86: Adding Levels
The system will take into consideration both the flat percentage and percentage according to sales carried out. Step 5: When setting is done, click on ‘save’. Step 6: Login as the user who is entitled to receive commission Step 7: Carry out a sale Step 8: Go to ‘commission’ from the employee’s tab Step 9: Click on ‘Generate commission run’
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Fig.87: Generate Commission Step 10: Set the required information on ‘commission run’
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Fig.88: Setting Commission Run Step 11: Click ‘ok’ Step 12: Click on the ‘Search’ icon to view information set
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2.2 Company‐ Payment Processor
Fig.89: Company Tab In this section, we shall see how the payment processor works. (All others enlisted have already been discussed in the beginning of the guide)
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Fig.90: Payment Processor Step 1: You need to get a test account from verifone. Step 2: Verifone would supply you with the following information: Client Code: 89900010001 User Name: api123 Password: 4I1txoXE Merchant Key: C2B68519-930B-4BF3-B510-D22EA6099152 Integration URL: https://APIDemo.IPCharge.net/IPCHAPI/RH.aspx application will send transactions to)
(the URL your
Step 3: Create a new payment processor
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Fig.91: Create Payment Processor Step 4: Set the processor configuration details as per fig.79 below:
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Fig.92: Configuring Payment Processor Step 5: Save the details
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2.3 Till Management
Fig.93: Till Management
2.3.1 Close Till After a day’s sale, you need to close the till, to be able to analyse the amount of sales carried out.
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Fig.94: Close Till
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To close till: Step 1: Enter the value for cash sales, card amount entered and cheque amount entered (the figures are obtained from ‘current money in terminal’ menu)
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Fig.95: Close till (Figures Entered) Step 2: Click on close till. A new page will load where the amount entered will be shown and a receipt will be printed.
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Fig.96: upon closing the Till If a wrong amount is entered for cash sales, when closing till, it will appear as cash difference, positive if the amount entered is greater than the amount in the system and negative if the amount entered is less than the amount in the system. If a wrong amount is entered for card and cheque amount, an error message will be shown with the real amount of card and cheque when trying to close the till.
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2.3.2 Current Money in Terminal This menu shows the cash, card and cheque amount in the terminal. These figures are entered while closing the till. After closing till, the figures become zero.
Fig.97: Current Money in Terminal
2.3.3 Open Cash drawer Click on the Open Cash drawer menu to open the cash drawer. A message on the top right corner of the menu will pop up, showing “Cash Drawer Opened”.
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2.3.4 Adjust Cash Book If you want to make any adjustments to the cash book, choose this menu
Fig.98: Adjust Cashbook Fill in all mandatory information and submit.
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2.4 System
Fig.99: System To set preferences such as language, theme amongst others, click on ‘preferences’
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Fig.100: preferences You can set your preferences for language as well and theme:
Fig.101: Language
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Fig.102: Theme
2.4.1 Remote Printing To be able to print receipts, ‘Remote Printing’ must be configured.
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Fig.103: Remote Printing Step 1: Check ‘Yes’ if you want to allow printing Step 2: Select your printer’s name from ‘Printer name’ dropdown. Step 3: Choose your printer type, e.g. slip‐9 pin Step 4: Check ‘Yes’ if you want your cash drawer to open after every sale To enable barcode printing, choose your barcode printer name and type.
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POLE TYPE: POLE DISPLAY: Pole Display
Fig. Pole display is mandatory in some countries like the USA; this is why Posterita has decided to cater for this. This feature will be integrated in the module ‘System’. Users will have to configure it the same way done for ‘Remote Printing’ and save the preference.
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2.4.2 Offline Mode – This has been disabled temporarily since it is not commercial ready. The offline mode enables you to continue ringing up sales even when there is no internet connection.
Fig.104: Position of Offline Access To be able to use Posterita’s offline feature, you first need to download ‘google gears’ (Gears is an open source project that enables more powerful web applications, by adding new features to your web browser)
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2.4.2.1 Installing Google Gears
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Step 1: To install Google gears, click on ‘offline access’
Fig.105: Offline Access Step 2: Click on ‘Install Google Gears’ on the popup. You will be directed to the following page: Please note that to be able to download google gears, Mozilla firefox 3.0 is MANDATORY
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Fig.106: Google Gears Page Step 3: Click on ‘Install Gears’.
Fig.107: Download Google Gears
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Fig.108: Offline configuration
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Fig.109: Offline mode configured to 100% Step 5: Select ‘work offline’ option from your Mozilla browser
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Fig.110: Work offline You will observe that the online button will turn red and changes to offline, see fig.99 below:
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Fig.111: Offline Please also note that you perform sales only in the offline mode
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2.4.2.1.1 Offline Sale Step 1: Follow same procedure for carrying out sale as done in section 1.7
Fig.112: Offline Sale Step 2: Checkout after product selection
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Fig.113: Offline Checkout
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2.4.2.2 Offline shortcut To create, offline shortcut, select offline menu from the preferences tab
Fig.114: Offline Mode Step 1: Click on ‘show configuration/status’
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Fig.115: Offline Status and Configuration Step 2: Select ‘create desktop shortcut’
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Fig.116: ‘Create desktop shortcut’ popup Step 3: Choose shortcut location and click on ‘ok’
Fig.117: Shortcut
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2.5 Help
Fig.118: Help In this tab, you have the user manual which will guide you through the system and if you have any queries or need assistance you can contact us as well.
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Fig.119: Contact Us
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2.6 Dashboard The goal of the dashboard is to automatically and rapidly show the user useful information and other objects so that he does not have to waste time getting into details and checking them one by one. Here the dashboard displays: (1) (2) (3) (4)
‘Best selling items for month’: items which have the highest rate of sale ‘Sales per location for today’: displays amount of sales carried out per terminal per day ‘Sales for today’: Sales carried out on a particular day. ‘Top 10 location Sales (Gross Sale) for today’: Displays the 10 terminals at which sales were highest.
Upcoming Feature: Net Sales per Employee
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Net Sales
300 200 100
23
1 2 3
24
Time
A new graph will be displayed in the module ‘dashboard’ showing the net sales carried out by each employee. When no employees are chosen, the graph shows data for all employees. When one employee is selected, the graph will show the sales carried out by that particular employee.
2.7 Logout
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To logout from the system, simply click on logout.
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Fig.120: Logout
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