Point Of Sale

Document Version	v.5
Document Last Updated	02/08/23
Software Version Documented	v9.8.39

Overview

In this document, we will cover the POS process and many of the common scenarios one may face during a typical day at the counter.

Suggested POS Settings:

The following General settings will need to be configured on each computer at the counter.

Go to Settings -> General Settings > Point Of Sale
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Make sure that the Point of Sale Setting box is checked and configure the settings per your business procedures.
Next, Go to Admin -> Administrator -> Warehouses -> POS
The following settings will automatically post Shippers to Delivered and Invoice CASH and Credit POS Shippers so your users can skip these steps during the ordering process.

Setting the Counter to always open a New Quote/Order

Below will go over how to configure everytime you select ‘New’ a new quote/order appears automatically insteading of having to select the order type each time.

Select **New

**
- **
  
  **
Next select ‘Save this Setting’ at the bottom of the pop-up.

Now everytime this user select’s ‘New’, a new quote and order will automatically open.

Selecting Proper Sales Owner:

Whoever logs into the terminal originally will be set as the sales owner by default. However, If you want to make the counter users always select the sales owner.

Go to Settings> Point of Sale
Check ‘Don’t Specify Owner on a New Order’. This again will make any user at that computer to always have to select a sales owner.

If you prefer to have the login user just default as the sales owner, leave blank.

POS Flowchart

Below is the flow chart of a new order and the multiple scenarios you can encounter at the counter.

Point of Sale Scenarios

The “Point of Sale” (POS) section of this document covers any order that is being completed with a customer that is physically present, purchasing something at the counter.

Cash Customer

New Quote
Enter “Cash” for customer’s Name or Select the Customer Account
Cash is checked POS is checked
Choose proper order taker
Enter name for contact
Enter a PO number if applicable.
Enter Job/Release name if applicable
Enter Items and quantity
When your order is completed select Convert
You will be prompted to take a payment
Choose Payment type (Cash, Credit, Check) and enter the required information based on payment type
Enter tender amount
Accept Payment
Give customer change if applicable
Print Receipts
End process

Credit Customer (On Account)

New Quote
Enter Customer’s Name/Account
Enter name for contact
Enter a PO number
Enter Job/Release name if applicable
Next make sure POS is checked and Cash is unchecked, since this customer will be invoiced later.
Choose proper order taker
Enter Items and quantity
When the order is completed select Convert
No payment is needed as the customer is on account and will be invoiced for payment later.
You will be prompted to print receipts
End process

Credit Customer (On Account) - Paying Cash

New Quote
Enter Customer Name/Account
Enter name for contact

Enter a PO number if applicable.
Enter Job/Release Name if applicable
Choose proper order taker
POS is checked
Since this Credit Customer wants to pay immediately for this order check CASH box manually
Enter Items and quantities
When the order is completed select Covert.
You will be prompted to take a payment
Choose Payment type (Cash, Credit, Check) and enter the required information based on payment type
Enter tender amount
Accept Payment
You will be prompted to print receipts
End process

Will Call Orders Taken at POS

Will Call Cash Customer

New Quote
Enter “Cash” for customer
Uncheck POS and Cash and check W/C AND COD
Enter name for contact
Enter a PO number if applicable.
Enter Job/Release name if applicable
Choose proper order taker
Enter Items & quantity
Once the order is completed select Convert
You will be prompted to take a payment. If payment is rendered over the phone follow these steps:
- Choose Payment type (Credit)
- Enter tender amount
- Accept Payment.
NOTE: If the customer is going to pay when they come and pick it up the order, select “No Payment”
PT prints with Will Call on it. Warehouse/Shipping process will take over. Warehouse will get the PT, and physically pick material and place material in the will call area per the shipping process document.

**If the counter salesperson picks material, follow the process below:
**

Pick material and place material in the will call area
Next Open the Order and go to Status -> double click shipper
Fill all items -> Ship all items
Stage to Will Call/Staging Bin
Post to staged
You will be prompted to print the packaging list. Print both copies and place with material
Save and Close the shipper.

When the Customer Picks Up Material

Customer arrives to pick up material
Find order in will call/staging area and bring to the counter for checkout
Note “Cash on Delivery” will be on the packaging list (if you didn’t render payment over the phone) so you MUST receive money before handing off the material.
Find order with “Open” screen referencing the order number on the packaging list
Open the order
Go to Status -> and Select Fulfill W/C button. If you did not already accepted payment over the phone.
Accept payment
You will be prompted to print a receipt.
The shipper then will be automatically updated to Invoiced/Delivered. The order will show PAID and the Fulfill W/C button will disappear.

Will Call Credit Customer (On Account)

New Quote
Enter customer account name
Enter name for contact
Enter a PO number if applicable.
Enter Job/Release name if applicable
Choose proper order taker
Uncheck POS and Cash and check W/C
Enter Items and quantities.
When the order is completed select Convert.
PT prints with Will Call on it. Warehouse/Shipping process will take over. Warehouse will get the PT, and physically pick material and place material in the will call area per the shipping process document.

**If the counter salesperson picks material, follow the process below:
**

Pick material and place material in the will call area
Next Open the Order and go to Status -> double click shipper
Fill all items -> Ship all items
Stage to Will Call/Staging Bin
Post to staged
You will be prompted to print the packaging list. Print both copies and place with material
Save and Close the shipper.

When the Customer Picks Up Material

Customer arrives to pick up material
Find the order in the will call area and bring the material to the counter.
Find order with “Open” screen referencing the order number on the packaging list
Open the order
Select the Status tab and select the FulFill W/C button.
You will be promoted if the customer is going to make a payment

If the customer intends to be invoiced later, select No and the process ends at this point.

Print a copy of the receipt for you and one for the customer

If the customer would like to pay now, select Yes and accept payment.

Choose payment type, enter tender amount and accept payment
- Print a copy of the receipt for you and one for the customer
End process

Delivery Order Taken at POS

Delivery Order Cash Customer

New Quote
Enter “Cash” for customer or Accounts Name
Enter name for contact
Choose proper order taker
Enter PO if applicable.
Enter Job/Release name if applicable.
Uncheck POS and check O/T and make sure COD is checked if you are taking payment on delivery or make sure CASH is checked if you are taking payment over the phone.
Next go to the Ship To tab and enter and or confirm address
Enter Items & quantities
When the order is completed select Convert
PT print with Our Truck indicated. Warehouse Process for shipping takes over.
You will then be prompted to take a payment
Choose Payment type
Enter tender amount and Accept payment
The customer will receive a receipt upon delivery.

Delivery Order Credit Customer (On Account)

New Quote
Enter customer name
Enter name for contact
Choose proper order taker
Enter PO if applicable.
Enter Job/Release name if applicable.
Uncheck POS and make sure CASH/COD is not select and check O/T
Enter items and quantities
When the order is completed select Convert
PT print with Our Truck indicated. Shipping process takes over, and the customer will be invoiced at a later time.

Common Miscellaneous Scenarios Encountered in POS

Entering an order and you know you have the material but the warehouse value is wrong

Right click on the item in your quote and select ‘Stock Adjustment’
Enter the correct quantity in the New field and choose a Reason for the Stock Adjustment.
Refresh your line on the quote and the new availability will now show up.

Entering an order for a Credit Customer and it says that the order is on credit hold

In the scenario that you are placing an order for a customer that has an account with your business and they are on credit hold, you will see the following message at the top when you enter their account into a new order/quote

This means the customer exceeded their Soft Credit limit. In order to exceed this limit and proceed with the order, seek approval from the appropriate person.

Once the order has been approved by that person, then you will be able to proceed with the order like normal.

If POS mode is activated, then a receipt will print with ON HOLD printed on it in big letters.

**NOTE:**Do not let the customer leave with the material when the order is on credit hold.

When the order is approved, you’ll want to reprint the receipt from the dispatch queue so it doesn’t say ON HOLD on it.

Entering a Credit Customer order, and it says the customer’s credit limit is not sufficient

This means the customer exceeded their Hard Credit limit. No additional leeway can be given to this customer, so it won’t be possible to proceed with the order until you discuss it with management. At this point just save the quote until it can be later processed.

Reprinting a pick ticket, packing list, receipt, or any other document for an order

If you need to reprint a document for an order for any reason.

Go to the Dispatch tab. Right-click the document you need, then select Resend Print.
You will be asked if you want to use the original printer or a different printer.
Make your select and the document will be re-printed.

Adding an item to an order

After you open the order go to the the History tab
Then you will select Unlock Order, in the top right.
Now, simply add the item to the order like you normally would.
Hit the Save button.
In the History tab an additional release/shipper will be generated with the new item. If it’s in stock, a pick ticket will automatically print.
To put everything on one release so that the additional item isn’t invoiced separately, hit the Release Management button within the History tab.
As shown below you can see there are two shippers 00, and 01. The goal is to merge these shippers to create pne final shipper and invoice.
You will see the Shipper -00 and Shipper -01 listed. On the right-hand side, select ‘Merge All’ for each shipper you are going to combine.
You will see both shippers appear in the Shipper to Allocate Details.
Fiinally select Allocate Shipper
You will be placed back into the order, and you will see that the original shippers are cancelled and a new combine shipper has been created and a new pick ticket has been created \

Delete or Change an item from an order that has NOT been picked or staged yet

Open the order
Go to the History Tab and select Unlcok Order
If the order hasn’t been posted to shipped yet, right-click the item and choose Cancel Item
Save the order
The line becomes crossed out on the order. It won’t print on any documents.

Delete or change quantity of an item from an order that HAS been picked or staged

Open the order
Open the shipper on the Status tab.
Hit the Post button and choose Unrelease.
Confirm that you want to do that.
Hit the Close button to be taken back to the Order.
Go to the History tab and unlock the order.
Now, simply edit the quantities or cancel the items
Hit Save so the changes take effect. The order total is updated immediately.
A Pick Ticket print confirmation will appear.
- .
Select Yes, then close the Back Order Processing Summary screen
The deleted item will be crossed out.
The original shipper will be crossed out, and a new one is created.
At this point, process the order like normal.

Copying an order

In the scenario that you need to recreate an order whether the order you are trying to recreate is cancelled, or shipped you can “copy” the order bu following these steps below:

Search and Open the order you wish to copy
Next using the left navigation menu, select Save As
You will be prompted to change the name of the order if you want, add a category or version.
Once done select Save
A new order will appearm and you will be prompted if you want to refresh the price and availability.
After you make your selection above you are now in the copied order/quote and you can proceed from there.

Returns

Return an item NOT on an existing order at the COUNTER (Point Of Sale)

Hit the New button and choose Return Request / RMA.
Fill out the Return Request just as you would a typical order.
Make sure you update the Status, and Location column in the sales grid, based on the condition of the order.
Hit the convert button to transform the Return Request into an RMA
The Refund Money screen comes up, and you choose if you want to issue a Refund or a Customer Credit.
Since you’re at the counter, the terminal is in POS mode, and the item is automatically received and put away, and an RMA Receipt will print to give to the customer.

Return an item on an existing order

Search and Open the order
Go to the History tab and push the Return Order / Item button
The items that were sold will appear in an automatically generated return request in a new tab
Adjust line items as needed (Add, delete, change quantity) to reflect what is being returned from this order.
Choose the status and location of each item
Convert
The Refund Money screen comes up, and you choose if you want to issue a Refund or a Customer Credit.
Since you’re at the counter, the terminal is in POS mode, and the item is automatically received and put away, and an RMA Receipt will print to give to the customer.