The Point of Sale program is used for walk-in COD customers and walk-in account customers.
In the Point of Sale program users can -
•Generate invoices for goods taken and, receive payment for those goods, backorder goods for pick-up or delivery later, and receive partial or full pre-payment for the backorder goods
•Convert a sales order to a POS invoice, and either apply pre-payments or receive payment for goods on a sales order
•Return goods and process refunds
•Receive payment for a customer’s account, and generate a payment receipt
•Refund overpayments to customers
Point of Sale Screen
Operator – Access to functions in the Point of Sale screen is determined by the operator code entered here. In most cases, point of sale terminals in retail environments login to BBS Accounting with a generic login such as 'POS 1', and then the actual user processing the transaction enters their login into the Point of Sale screen. This allows staff with different access permissions to use certain functions without having to separately login to BBS Accounting and open the POS screen. If this operator code entered on the Point of Sale screen differs from the operator code used to log into BBS Accounting, users’s password may be requested depending on your companies system parameters.
New Sale - Creates a new sale. Please refer to Creating a New POS Sale for more information.
Convert Sales Order - Converts a sales order to a POS transaction (invoice). Please refer to Converting a Sales Order for more information.
Retrieve Sale - Users can retrieve a sale that has been processed, up until POS Till Reconciliation is performed at the end of the day, to make changes to it as required. Please refer to Retrieving a Sale for more information.
Receive Customer Payment - Users can enter payments received from a customer over the counter. Please refer to Receive Customer Payment for more information.
New Return - Creates a new return. Please refer to Creating a New Return for more information.
Sign Off (F4) - Signs users off, an operator code is required to sign back in
More Options - No sale (Open Till) - Will open up the till cash drawer
More Options - Till Configuration - Will allow receipt printing options to be configured for this POS terminal
Users create a New Sale by clicking New Sale, users can then change the default warehouse if required, and enter or search for the customer code for the sale. The customer code will automatically fill in with the generic cash sale account (if configured) and can be backspaced or over-typed if required.
If the customer fails to pass your company’s credit control policies, a message will be displayed to users indicating that payment must be received for this sale. If payment details for the full value of the transaction are not entered, a level one operator password will be required to save the transaction.
Operator - The operator code of users creating the POS Transaction
W/H Code - The warehouse code for the warehouse the products are being taken from
Customer Account & Billing Address (F3) - The customer account and billing address details.
Delivery Details - If the goods being invoiced or back ordered are being delivered, delivery details should be entered. (If products are being back ordered, and the delivery address has not been changed from the default TAKEN, users will be prompted to select if the goods are being collected or delivered to the customer).
Line Detail (F5):
•Product Code - Enter or scan the product. If the required product doesn't exist in your system users can type the word NEW to create a new product code request (please refer to New Product Code Request for more information). Users with access permission can also enter GL to find and/or create a non-diminishing product code that journals the sale amount directly to a general ledger account (please refer to Creating GL Product Codes for more information).
•Description - The product description will automatically populate
•Line Comment - A line comment can be entered if required
•Qty to Invoice - Enter the quantity that the customer will be invoiced for.
If the quantity entered in the Qty Invoice field exceeds the quantity available, users will be asked if they wish to invoice this quantity resulting in a negative stock balance, or if they wish to backorder the balance.
If the below message appears, this is due to some or all of the stock already being committed, users will be asked if they wish to invoice this quantity resulting in a negative stock balance, or if they wish to backorder the balance.
•Qty Avail - Displays the quantity available
•Qty to B/O - Enter the quantity that will be back ordered for the customer. Quantities entered here will be placed on a Sales Order and will follow the normal sales ordering process once the POS transaction is saved. For more information please refer to Sales Order Entry/Maintenance.
Figures can be entered in both quantities on a single line item where a customer is taking some of a product immediately, and some at a later time.
When a line is added to a POS sale and the product is on backorder a pop up box will appear prompting users to enter a purchasing comment which will then alert the purchasing department that a purchasing comment exists. This can be useful if they are required to purchase the product from a specific supplier to be guaranteed a special price etc. This can be left blank if a purchasing comment is not required. Clicking the will allow users to enter a preferred supplier for the backorder, and/or to add multiple lines.
•Sale Price - The price that the goods will be sold for (Pricing can be altered, and the Customer/Product Pricing Pop-Up screen can be accessed by clicking the ).
•Cost Price - The cost price of the product is displayed (if till login access permits)
•G/P - The gross profit made on the product shown as a percentage (if till login access permits)
•Extension - The sale price multiplied by the quantity of the product that is being invoiced/back ordered
•Sales Tax - The total GST amount of the product that will be invoiced/back ordered will show, the GST amount is calculated from the extension so it will be based on the quantity to invoice/backorder not the single quantity sale price
•Add/Update Line (F7) - Click Add/Update Line (F7) or hit the F7 buttonon your keyboardto add the product to the sale
•Clear Line - Click Clear Line to clear the current line and remove the product from sale
Product Pricing Detail - Displays pricing for the line item including any contract pricing for the selected customer
•Last Sold - Displays the quantity, sale price and date the product was last sold to the selected customer
•Last Quoted - Displays the quantity, quoted price and date the product was last quoted to the selected customer
•Supp Stock Lvls - Navigates users to the Supplier Stock Levels screen displaying selected supplier stock levels of the selected product (if setup in your system)
Backorder Options:
•If Part Ship is ticked, the customer allows the order to be shipped in parts. This is usually when an item ordered is not in stock and is ordered in to be sent at a later date.
•If No Part Ship is ticked, the customer does not allow the order to be shipped in parts, if a back order is created for a non-stock item the entire order is held and shipped after all of the items have come in.
•If Direct Delivery is ticked, the order is to be shipped from the supplier directly to the customer.
•An Exclusive Buy-In is an item that has been ordered exclusively for the customer and is not a stock item. Often exclusive buy in products have extra charges for freight or if the order is returned or cancelled. If Exclusive Buy-In has been ticked and the customer wishes to cancel or change the order users will receive a warning that the product is an exclusive buy-in to enable them to investigate whether the order has been sent or if charges are to be passed on to the customer before proceeding with the cancellation.
Auto Mode (F12) - Will automatically add 1 of any product entered and/or scanned to the sale. If the product already exists on the sale, it will add 1 to the existing quantity to be invoiced already on the sale.
Entry Mode (F12) - Users will be required to enter the quantity to be invoiced and then add the line to the sale.
Users can switch between Auto Mode and Entry Mode throughout entering a sale by clicking the button or by pressing F12 on their keyboard.
More Options:
•Add Messages - Allows users to add a message to the POS Transaction or to select from any saved standard/system messages. (Separate messages for goods being invoiced and goods being back ordered can be entered. Messages for back orders can be marked as Visible or Hidden).
•Change Customer - Allows users to change the customer on the POS Transaction prior to saving (a customer cannot be changed once the POS Transaction has been saved). Please refer to Changing the Customer mid-sale for more information.
•Apply Discount to All Items - users can then enter a discount percentage, or either a discount amount excluding GST or a discount amount inclusive of GST, which will calculate a discount percentage to equal the dollar value entered. Users who want to reduce a customer's invoice total without displaying to the customer they have received a percentage discount can do so by ticking the Adjust Sell Prices instead of applying a % discount box, this will discount each invoice line by the discount % or discount $ given but not display to the customer they have received a discount on the invoice. Please refer to Applying a discount to all line items for more information.
•Change All Items to Backorder Qtys - Allows users to change all invoice quantities on the POS Transaction to back order quantities
Suspend Sale - Will suspend the POS Transaction allowing users to retrieve it at a later date by clicking the Retrieve Sale button
Cancel Sale - Will Cancel the POS Transaction
Sale Totals - Allows users to enter a freight charge if applicable and displays the total amount being invoiced and the GST component
Backorder Payment - Allows users to enter a freight charge for the back order if applicable and displays the total value being back ordered and the GST component of the back order.
Pmt Option:
Pay COD/By Account - Payment for the back order is not required to be taken
Pay Deposit Now - The customer is paying a deposit on the back order now, users will be required to enter the deposit amount which will then be added to the Total Payable figure
Pay Total Now - The customer is paying the full amount of the backorder, the payment amount will automatically populate and be added to the Total Payable figure
Total Payable - Displays total amount payable
Save Entry (F6) - Saves the POS Transaction and navigates users to the payment screen
Quick Add (F8) - Navigates users to the Quick Add Products to Sales Order/POS Sale screen which will display a list of products that have been ordered by the customer previously that are available to be selected and added to the existing order. Please refer to Quick Add Products Pop Up for more information.
Displays a list of the products added to the POS Transaction
If payment is being taken, payment information needs to be entered. Multiple payment types can be selected for a single sale (eg. part payment by card, part payment by cash). Change and rounding will be calculated automatically, if required.
NOTE: If goods are being invoiced and the value is to be placed on the customer’s account, no payment information should be entered.
Point of Sale - Receive Payment Screen
Cust Code - Displays the customer code the payment is being taken for
Total Payable - Displays the total amount payable
Payment For - Displays what the payment is for
Payment Type - Enter the payment type or click the drop down arrow to select the payment type from the list
Surcharge - If the payment type selected has been set up with a surcharge % this figure will automatically populate, users can edit if required
Amount Tendered - Enter the amount tendered
Rounding - Displays the amount of rounding if required
Balance - Displays the balance still owing. This figure will update when the payment has been added to the POS transaction by clicking the Add button
Add - Will add the payment to the POS transaction
Clear - Will clear the payment from the POS transaction
Cheque Details - When payment type of cheque is selected, cheque details can be entered, this is useful for users who print the Bank Deposit Slip for bank deposits
Card Details - When payment type of EFTPOS/Card is selected, card details can be entered. It is recommended NOT to enter full card details
Displays the payment types and amounts that have been added to the POS transaction and the amount of change required if applicable.
Change - Displays the amount of change required if applicable
Save (F6) - Saves the payment details and completes the POS transaction
Cancel (F4) - Cancels the payment and navigates users back to the Point of Sale screen
If goods are being invoiced, an invoice will be produced and users will be prompted if they wish to print a copy of the invoice. If the invoice is for the default 'Cash Sale' customer, users will be given the option to print a thermal invoice/receipt instead of the standard A4 invoice/receipt if a thermal receipt printer has been configured on the till. If payment was received, the payment details will be displayed at the bottom of the invoice, and the standard Remittance Advice will be displayed if no payments were received on the standard A4 invoice.
If an invoice is processed through the POS program for a customer that has an electronic document destination for invoices, or is set to receive a monthly consolidated invoice, users processing the sale will be presented with the following pop-up messages.
If an invoice is processed through the POS program for a customer that is set to receive a monthly consolidated invoice, users processing the sale will be presented with the following pop-up message.
If goods are being back ordered, a sales order will be created and users will be prompted if they wish to print a copy of the backorder payment receipt. As with the invoice, payment details will be displayed where payment (in part or in full) has been received or a remittance advice if no payments were taken.
When a POS transaction is saved and the quantity of a product being back ordered is available for allocation to the sales order, a pop up will ask users if they want to allocate the stock to this backorder now, selecting no will deliberately backorder the product and ask users to add a purchasing comment (unless the Backorder Options Direct Delivery or Exclusive Buy-In were selected).
Once complete, users will be returned to a blank Point of Sale screen allowing the entry of the next transaction. Each POS transaction will be given a unique number. This unique number will display as the Our Reference on Invoices and Backorder Payment Receipts produced, however the Invoice number and Sales Order number will be displayed as the primary reference to the transaction.
When entering a new sale, users can change the customer code at any point up until the sale is saved and payment details are entered. To do this, users clicks the More Options button in the Sale Options section, and then selects Change Customer.
Users can then enter or search for the customer code they wish to change the POS Sale to and click Change Customer. NEW can be entered as the new customer code to create a new Pay-on-Pickup/COD account. Please refer to Creating a New Pay-On-Pickup/COD Customer Accounts.
Users will then be prompted if they wish to update the billing address, delivery address, contact names etc. users would select No to these questions if the customer details were manually entered and they wish to keep these details even though the customer code has been changed.
Users may then be prompted if they wish to update the pricing on each line item already entered on the sale if the customer default price for the new customer code differs to the price on the sale. This may happen where the original customer was on a contract price and the new customer is not or vice versa. (Examples below)
A discount % or discount $ can be applied to all items on a sale by clicking the More Options button in the Sale Options section, and then Apply Discount to all Items. users can then enter a discount percentage, or either a discount amount excluding GST or a discount amount inclusive of GST, which will calculate a discount percentage to equal the dollar value entered. Users who want to reduce a customer's invoice total without displaying to the customer they have received a percentage discount can do so by ticking the Adjust Sell Prices instead of applying a % discount box, this will discount each invoice line by the discount % or discount $ given but not display to the customer they have received a discount on the invoice.
users is then asked to confirm the percentage discount and then the discount is applied to all items already added to the sale.
If your company is set to enforce minimum GP % on sales and orders, and where the discount applied causes a price to fall below the GP% allowed, users will be required to enter an override password.
If any additional items are added to the sale after a discount is applied, the discount will not apply unless this process is performed again. Likewise if prices or quantities on existing items are altered, and it was users’ intention to apply a dollar discount figure, that discount value will have to be applied to the sale again to ensure the customer receives the promised discount amount.
Where a customer backorders goods for pick-up and payment later, the sales order should be removed from the picking run once the goods are picked. When the customer comes to collect the goods, the Sales Order can be converted to a POS transaction by clicking Convert Sales Order in the Point of Sale Functions section.
users then enters the Sales Order number and clicks Convert Sales Order.
Sales Order lines with allocated stock will be converted to a POS sale during this process. Any quantities on backorder will remain outstanding on the sales order. Any pre-payments applied to the sales order will be applied to the POS sale automatically up to the value available, or the value of the sale, whichever is lower.
When converting a sales order that has been marked as picked and has since had more stock allocated to it, users will receive the below prompt confirming if they wish to convert across the picked quantities or the allocated quantities.
NOTE: That once a sales order is converted to a POS sale transaction, it cannot be reversed. If the POS transaction is cancelled, the quantities converted will not be re-instated on the sales order. users would have to maintain the sales order, or create a new sales order to reverse this process.
NOTE: Where a customer backorders goods and pays for them up-front, the payment details will be displayed on the picking slip, and users can choose to confirm these orders on the picking run as normal (used mostly when the goods are being delivered), or remove them from the run to convert to a POS Sale when being collected.
Sales that have not yet been saved can be suspended to be completed at a later time. To do this, users clicks the Suspend Sale button in the Sale Options section. The POS transaction reference number will be displayed to users should they need to note it down.
Where a user has been given permission, sales, returns and payments/refunds can be retrieved for modification prior to being reconciled by clicking the Retrieve Sale button in the Point of Sale Functions section.
A list of suspended and saved POS transactions are displayed and users can select the transaction they wish to retrieve.
Once a transaction has been saved, certain functions are not available such as changing the customer on a sale, or suspending a sale.
Once an integrated payment (e.g eWay or Tyro) has been processed and approved, the transaction cannot be cancelled or the payment record altered.
Users can receive payments from customers for their account, for individual invoices or for a sales order that has yet to be despatched, and process refunds of overpayments by clicking the Receive Customer Payment button in the Point of Sale Functions section.
NOTE: This option is also available direct from the Main Menu and is located at Main Menu > Point of Sale > POS – Customer Payment/Refund. If accessing this program directly from the menu, users must enter the 'Till Login' they wish to assign the payment/refund to for reconciliation purposes. Please refer to POS - Customer Payment/Refund.
Users can process returns, access permitting, by clicking the New Return button in the Point of Sale Functions section.
users can then choose to enter the original invoice number from which the goods were sold. If an invoice number is entered, the products to be returned can be selected by clicking the query button on the Return Lines field and a primary and secondary NCN/CAR code must be entered. If the goods are faulty, users should uncheck the Return Goods to Stock option to ensure these goods are not allocated to another sales order. A short-term action, a long-term action, and a root cause can all be entered, if required.
NOTE: Processing a return without entering an original invoice number is an access restricted feature.
Once all details are entered, users clicks OK.
If an original invoice number was not entered, users must enter the customer details the same as with a new sale and then the products that they wish to return.
If an original invoice number was entered, all the customer details from the original invoice and the selected lines will be displayed. users can double click the line items to alter the quantity being returned, if required.
Where a product swap is required (one product for another), users can enter an additional line for the product being given to the customer, with a positive quantity. In this case, users will be prompted if they wish to enter a positive quantity on a return, and should answer Yes.
As positive quantities are allowed on a POS return, a return may actually result in an invoice being produced and payment being required if the product being returned has a lower price than the product it is being swapped for. Once all the return details are entered, users clicks Save Entry, or presses F6 to proceed to the Payment/Refund details window.
As with sales transactions, payment or refund information is entered. If the invoice (where the return value is greater than $0.00) or credit is to be placed on the customer’s account, no payment information should be entered.
Once payment/refund information is entered, users presses Save or F6, and an invoice or adjustment note will be produced. users will be asked if they wish to print a copy.
Where an original invoice number has been entered on a return transaction, the system will automatically create an NCN/CAR with all the details and mark it as complete. This enables the tracking of return causes at the POS in the same way as Sales Ordering transactions, and allows the quantities of products returned on invoices to be tracked, to ensure a customer does not try to return more of a product than was invoiced.
Where a user has been given permission, a payment or refund transaction can be cancelled by clicking the Retrieve Sale button in the Point of Sale Functions section.
users then selects the transaction to be cancelled.
users can then click the Cancel button on the POS – Customer Payments & Refunds screen to void the payment.
will allow users to enter a preferred supplier for the backorder, and/or to add multiple lines. 
Converting Sales Orders to POS Sales
